student club & organization officer orientation 2010-2011 office of student leadership &...
TRANSCRIPT
Student Club & organizationStudent Club & organization officer orientation officer orientation
2010-20112010-2011
Office of Student Leadership & DevelopmentOffice of Student Leadership & DevelopmentUniversity Student Union 103University Student Union 103
(209) 667-3778(209) [email protected] [email protected]
www.csustan.edu/SLD www.csustan.edu/SLD
Purpose of orientationPurpose of orientation
• Provide information about campus based services Provide information about campus based services and departmentsand departments
• Introduce you to the programs and services of the Introduce you to the programs and services of the Office of Student Leadership & DevelopmentOffice of Student Leadership & Development
• Inform you of the privileges and responsibilities of a Inform you of the privileges and responsibilities of a registered student organization and of a student registered student organization and of a student leaderleader
• Identify resources to assist your organization in Identify resources to assist your organization in program planning and operationprogram planning and operation
You will receive a confirmation of completion via You will receive a confirmation of completion via email with your Charter Application, Student Club & email with your Charter Application, Student Club &
Organization Handbook, and these orientation Organization Handbook, and these orientation slides.slides.
Office of Student Leadership & Office of Student Leadership & Development (SLD)Development (SLD)
We charter and support Student Clubs & We charter and support Student Clubs & OrganizationsOrganizations
• More than 75 Student Clubs & Organizations More than 75 Student Clubs & Organizations charter each yearcharter each year
• As a registered Student Club or Organization, As a registered Student Club or Organization, you have a special University relationship with you have a special University relationship with privileges that individual students, departments privileges that individual students, departments and off-campus groups do not haveand off-campus groups do not have
• Take advantage of this relationship to Take advantage of this relationship to accomplish your Club or Organization goalsaccomplish your Club or Organization goals
SLD AdvisorsSLD Advisors
• Every chartered Student Club or Organization is assigned one Every chartered Student Club or Organization is assigned one SLD staff member as a primary contact. Each SLD staff SLD staff member as a primary contact. Each SLD staff member serves as an advisor to assist your organization and member serves as an advisor to assist your organization and members. We are here to assist you.members. We are here to assist you.
• We are here to help you succeed as a Student Club or We are here to help you succeed as a Student Club or Organization.Organization.
• We are a resource for group development, leadership We are a resource for group development, leadership development, event planning and navigation of campus development, event planning and navigation of campus policies and procedures.policies and procedures.
Tiffany GelbaumTiffany Gelbaum Alissa AragonAlissa Aragon
Greek Advisor Greek Advisor Student Organization AdvisorStudent Organization Advisor
[email protected]@csustan.edu [email protected]@csustan.edu
(209) 664-6830(209) 664-6830 (209) 667-3516(209) 667-3516
We welcome you to stop by, If an advisor is not We welcome you to stop by, If an advisor is not available, please make an appointment so we can available, please make an appointment so we can
assist you with:assist you with:
• Campus PoliciesCampus Policies
• Campus Resources Campus Resources
• Chartering QuestionsChartering Questions
• Community OutreachCommunity Outreach
• Effective MeetingsEffective Meetings
• Event PlanningEvent Planning
• FundraisingFundraising
• MarketingMarketing
• Officer TransitionOfficer Transition
• Recruitment and Recruitment and Retention of MembersRetention of Members
• Team BuildingTeam Building
SLD ProgramsSLD Programs
• Faculty Mentor Faculty Mentor ProgramProgram
• New Student New Student OrientationOrientation
• Student Club & Student Club & Organization FairOrganization Fair
• S.I.P Garden @ S.I.P Garden @ Warrior DayWarrior Day
• Student Leadership Student Leadership ProgramProgram
• Thirsty ThursdaysThirsty Thursdays
• Warriors Up All Warriors Up All NightNight
How we communicate with youHow we communicate with you
• E-mail messages to your Student Club or E-mail messages to your Student Club or Organization OfficersOrganization Officers
• Notices in your club or organization mailbox, Notices in your club or organization mailbox, located in the SLD office, UU103located in the SLD office, UU103
• SLD website www.csustan.edu/SLDSLD website www.csustan.edu/SLD
• Student Club & Organization Handbook which Student Club & Organization Handbook which you will receive after your orientation is you will receive after your orientation is complete complete
PrivilegesPrivileges
• Hold meetings and social functions on campus.Hold meetings and social functions on campus.
• Recruit members on campus.Recruit members on campus.
• Use of University facilities and services, most Student Use of University facilities and services, most Student Club or Organization events held on campus will have Club or Organization events held on campus will have the facility use fee waived or reducedthe facility use fee waived or reduced
• Publicize activities in the Signal Newspaper and KCSS Publicize activities in the Signal Newspaper and KCSS Radio Station.Radio Station.
• Publicize activities on the Axis TV’s throughout the Publicize activities on the Axis TV’s throughout the Student Union.Student Union.
• Post material in appropriate locations around campus Post material in appropriate locations around campus following posting guidelines.following posting guidelines.
Privileges continuedPrivileges continued
• Receive an organization mailbox in SLD.Receive an organization mailbox in SLD.
• Receive on-campus accounting services.Receive on-campus accounting services.
• Reserve equipment from the University Student Union.Reserve equipment from the University Student Union.
• Use of poster making material and equipment in the Use of poster making material and equipment in the Warrior Activities Center.Warrior Activities Center.
• Solicit funds or sell items on campus to raise funds for Solicit funds or sell items on campus to raise funds for organizational or charitable purposes.organizational or charitable purposes.
• Consultation services from the Advisors of the Office of Consultation services from the Advisors of the Office of Student Leadership and Development: Program Student Leadership and Development: Program planning, publicity, fund raising, leadership training, planning, publicity, fund raising, leadership training, campus regulations, financial advisement, facility campus regulations, financial advisement, facility scheduling, and general advisement.scheduling, and general advisement.
Booth LotteryBooth LotteryIf your Student Club or Organization would like to have a booth in the If your Student Club or Organization would like to have a booth in the
quad, please note that it is on a quad, please note that it is on a first come first serve basisfirst come first serve basis. The . The Booth Policy can be found in the Student Club & Organization Booth Policy can be found in the Student Club & Organization
Handbook and must be followed or the booth will be removed at Handbook and must be followed or the booth will be removed at the cost of the Organization.the cost of the Organization.
Booth lottery will take place:Booth lottery will take place:
Fall Semester = August 23, 2010@ 8:30am in the SLD Fall Semester = August 23, 2010@ 8:30am in the SLD office. Must be removed by December 13, 2010 by 5pmoffice. Must be removed by December 13, 2010 by 5pm
Spring Semester = January 26, 2011 @ 9am in the SLD Spring Semester = January 26, 2011 @ 9am in the SLD office. Must be removed by May 19, 2011 by 5pmoffice. Must be removed by May 19, 2011 by 5pm
Student Clubs & Organizations must have this Officer Orientation completed and Charter Application
submitted and approved to be eligible for booth lottery participation.
MailboxesMailboxes• Upon chartering your group is Upon chartering your group is
assigned a mailbox in SLDassigned a mailbox in SLD
• You must check your box on a You must check your box on a regular basis so you don’t miss regular basis so you don’t miss important business or important business or announcements. Mail will be announcements. Mail will be thrown away if not picked up thrown away if not picked up every two weeksevery two weeks
• Mailing Address Format:Mailing Address Format:
Name of Your OrganizationName of Your Organization
Student Leadership & DevelopmentStudent Leadership & Development
CSU, StanislausCSU, Stanislaus
One University CircleOne University Circle
Turlock, CA 95382Turlock, CA 95382
Reserving Reserving Space on Space on campuscampus
Log on:Log on:
• Click on My Requests to Log-In or Click on My Requests to Log-In or Register a new accountRegister a new account
You must create one R25 account You must create one R25 account for your organization using your for your organization using your CSUSTAN email address CSUSTAN email address (ex:[email protected])(ex:[email protected])
• Your organization must designate a Your organization must designate a Reservations Officer within your Reservations Officer within your Organization who will make all Organization who will make all requests. The Officer is required to requests. The Officer is required to attend an R25 training session in attend an R25 training session in order to complete the Charter order to complete the Charter Application process.Application process.
• Your request Your request mustmust include the include the following:following:
Your NameYour Name
Your Phone NumberYour Phone Number
Your Email AddressYour Email Address
The Account Number of Your The Account Number of Your OrganizationOrganization
**Requests cannot be processed without this information **
••MeetingsMeetings
••Social EventsSocial Events
••FundraisingFundraising
••BBQ’sBBQ’s
••Guest SpeakersGuest Speakers
••ConferencesConferences
••PerformancesPerformances
••TournamentsTournaments
http://www.csustan.edu/mainpage/http://www.csustan.edu/mainpage/Calendars-of-Events/Calendars/Calendars-of-Events/Calendars/
NonClassEvents.htmlNonClassEvents.html
••MeetingsMeetings
••Social EventsSocial Events
••FundraisingFundraising
••BBQ’sBBQ’s
••Guest SpeakersGuest Speakers
••ConferencesConferences
••PerformancesPerformances
••TournamentsTournaments
http://www.csustan.edu/mainpage/http://www.csustan.edu/mainpage/Calendars-of-Events/Calendars/Calendars-of-Events/Calendars/
NonClassEvents.htmlNonClassEvents.html
Reserving Space on Reserving Space on campus continuedcampus continued
• Weekly meetings for student organizations Weekly meetings for student organizations may be requested beginning July 1 for Fall may be requested beginning July 1 for Fall Semester and November 1 for Winter/Spring Semester and November 1 for Winter/Spring Semesters. Semesters.
• If you want to change an existing request If you want to change an existing request please send an email to Campus Life in the please send an email to Campus Life in the University Reservations Office at University Reservations Office at [email protected]@csustan.edu. .
Planning Events Off-CampusPlanning Events Off-Campus
When your organization decides to host any kind of event off-campus:
1)Fill out an Event Planning Form located under the forms and documents section, www.csustan.edu/sld and submit to the SLD office.
2)An R25 reservation is not needed.
All submissions must be made at least 14 days prior to the event date.
Why do I need to submit an Off Campus Event Planning Form for off-campus events that my organization hosts? This form keeps our Advisors and office informed of the great events that students host. It allows us to use specific examples when the community asks what kind of events our students host and to promote your wonderful contributions. It also helps provide necessary resources to help us make your event as successful and safe as possible.
Alcohol permitsAlcohol permits• Submit an Submit an Off-Campus Event Planning Form and
Alcohol Request Form to your SLD Advisor at least 3 to your SLD Advisor at least 3 weeks prior to your event.weeks prior to your event.
• Submit an R-25 request (for on campus events only) Submit an R-25 request (for on campus events only) at least 2 weeks prior to your event.at least 2 weeks prior to your event.
• Event insurance is required anytime alcohol is Event insurance is required anytime alcohol is served.served.
• The SLD office will notify you if your request is The SLD office will notify you if your request is approved at least 1 week prior to your event.approved at least 1 week prior to your event.
On Campus event planningOn Campus event planning
When reserving through R25 for your event, please provide a detailed description of your event.
-An event planning form is not needed.
The following are important questions to ask your group when planning any on campus event:
• Do we want to serve food at the event?
• Do we need any equipment such as a stage, microphone, tables, etc?
• Do we want to show a movie at the event?
• Do we want to host a raffle/casino night?
• Will we need assistance from facilities?
• Will there be more than 50 people attending the event?
**All submissions of forms and requests but be made at least 14 days in advance to ensure confirmation.**
Do we want to serve food?Do we want to serve food?
If you decide to serve any type of food at your event on campus please follow these steps:
1)Complete the form titled “Temporary Food Permit” located under forms and documents at www.csustan.edu/sld
2)Print out the completed form and obtain the signature of Will Timmerman, whose office is located in Main Dining
3)Take the signed form to Amy Thomas in the University Police Department
4)Finally, you will receive an approved or unapproved copy in your organization box in SLD office
**Food sales cannot occur more than 4 days in an **Food sales cannot occur more than 4 days in an academic year.academic year.
Do we need equipment?Do we need equipment?
Want to use a BBQ, tables, chairs, stage, or sound system for Want to use a BBQ, tables, chairs, stage, or sound system for your event in the Quad? Here’s what you need to do your event in the Quad? Here’s what you need to do afterafter submitting your R25 reservation:submitting your R25 reservation:
1)1)Fill out the “Quad Equipment Reservations or ASI/USU Sound Fill out the “Quad Equipment Reservations or ASI/USU Sound System Reservation Form” System Reservation Form” located under forms and documents at www.csustan.edu/sld
2)2)Submit the forms to Melissa Goodman, University Student Submit the forms to Melissa Goodman, University Student Union Facility Coordinator, on the 2Union Facility Coordinator, on the 2ndnd floor of the Student Union floor of the Student Union
Make sure all forms are submitted at least 14 days prior to your event date.
Want to show a movie?Want to show a movie?
• All public performances of movies are illegal All public performances of movies are illegal unless they have been authorized by license. unless they have been authorized by license. Even performances in “semipublic” places such as Even performances in “semipublic” places such as clubs, lodges, summer camps, and schools are clubs, lodges, summer camps, and schools are public performances subject to copyright control.”public performances subject to copyright control.”
• ““Both for-profit organizations and non-profit Both for-profit organizations and non-profit institutions must secure a license to show movies, institutions must secure a license to show movies, regardless of whether an admission fee is regardless of whether an admission fee is charged.”charged.”
• In other words…you must buy the rights to show In other words…you must buy the rights to show a video. After contacting a license company a video. After contacting a license company submit a Movie Request Form to your SLD Advisor submit a Movie Request Form to your SLD Advisor at least two weeks prior to your event. at least two weeks prior to your event.
Want to do casino night for a fundraiser?Want to do casino night for a fundraiser?
Here are some guidelines to keep in mind:
•90% of the funds raised must go towards a charity or your choice
•10% of the funds raised may go towards the Organization holding the event
•Each group may have no more than one casino night per calendar year
•No cash prizes may be given
•Winners may be awarded prizes valuing no more than $500
•Total prizes may not be over $5,000 total
Posting guidelinesPosting guidelines
• Prohibited Locations: Prohibited Locations: building exteriors, doors, building exteriors, doors, windows and entry ways, interior walls, restroom stalls, windows and entry ways, interior walls, restroom stalls, light posts, stairwells, trees, and on cars in parking lot.slight posts, stairwells, trees, and on cars in parking lot.s
• Permitted Locations: Permitted Locations: Kiosks between the Library and Kiosks between the Library and Bizzini Hall, bulletin boards outside of offices, on A-Bizzini Hall, bulletin boards outside of offices, on A-frames outside of any main building, table tents inside frames outside of any main building, table tents inside Mom’s and Main Dining, posters/signs fastened by Mom’s and Main Dining, posters/signs fastened by string (no tape) to the railings of Bizzini Hall and the string (no tape) to the railings of Bizzini Hall and the Science Building.Science Building.• Flyers may be posted in the Village on the bulletin boards Flyers may be posted in the Village on the bulletin boards
with approval of Village staff. Flyers may also be posted on with approval of Village staff. Flyers may also be posted on Student Student Union bulletin boards in the computer lab, Union bulletin boards in the computer lab, game room, lobby entrance, or inside the SLD Office, game room, lobby entrance, or inside the SLD Office, or on stakes in the grass walkways. They must be or on stakes in the grass walkways. They must be placed at least one foot off the walkways.placed at least one foot off the walkways.
Posting Guidelines Posting Guidelines ContinuedContinued
• All notices must be dated as posting is limited to All notices must be dated as posting is limited to two weeks. Facilities Services and SLD may two weeks. Facilities Services and SLD may remove expired items at the cost of the remove expired items at the cost of the Organization. Anyone may remove postings that Organization. Anyone may remove postings that exceed more than one per kiosk or open board.exceed more than one per kiosk or open board.
• Advertising or promoting alcohol Advertising or promoting alcohol will not be permitted on any signs will not be permitted on any signs
or promotions at any time! or promotions at any time!
On Campus AccountsOn Campus AccountsMain Financial Contacts:
Mehran Khodabandeh, ASI VP Finance(209) 667-3820Denette Dores, AccountingAccounting (209) 667-3138(209) 667-3138
PLEASE NOTE: Your Student Organization Treasurer must attend a Finance Workshop before your Charter Application will be approved.
General Acct Info:
• All Student Organization accounts are administered by Associated Students Incorporated (ASI) and Auxiliary Business Services (ABS).
• ASI manages accounts for chartered Student Clubs & Organizations and monitors spending from these accounts.
• ASI has ability to close your account without your consent due to non-compliance of the ASI Finance Policy or Trust Account Agreement.
On campus accountsOn campus accounts
• Student Clubs & Organizations are required to fill out a Student Organization Trust Agreement (included in your Charter Application) each year.
• If you do not have a pre-existing account number, you will be assigned one from ABS.
• You are assigned two different codes:
• Cashnet Code- beginning with the letter K
• Account Number- beginning with the numbers 23
• The President or Treasurer can obtain either code
from the SLD Office
Cashnet code & Cashnet code & Account numberAccount number
Use the Cashnet K-code to: Make financial deposits into your account at the Cashiers Office. The President or Treasurer must be present.
Use the Account Number to: Fill out Check Requests, make R25 Reservations, use this number on most paper documents.
More general info:
• Quarterly up-to-date account balances will be distributed to your Organizations box located in the SLD Office.
• Contact Dennette Dores for any questions about your statement, Organization account balance, or account number.
• Contact Mehran Khodabandeh for Check Request questions.
Withdraw funds from your Withdraw funds from your accountaccount
• Check Request forms permit students to withdraw funds from their account and guarantees the vendor/reimbursement
payment is paid in full.
• Check Requests are available online at www.csustan.edu/SLD under the forms and
documents section.
All invoices, receipts, and a copy of the meeting minutes must be returned to the AS VP
Finance within one week after the completion of purchase. Failure to comply will result in
your account being frozen.
Warrior Activities Warrior Activities CenterCenter
W.A.C. is now the home of:•USUPB•ASI/USU Marketing Team•ASI Recreation & Wellness•Warrior Fanatics•Warrior Squad
Also…Organization Paint
Room!
Policies and proceduresPolicies and procedures
• As a Student Club or Organization it is your As a Student Club or Organization it is your responsibility to be familiar with University responsibility to be familiar with University policies and procedures related to Student Clubs policies and procedures related to Student Clubs and Organizations.and Organizations.
• Officers are responsible for educating all Officers are responsible for educating all members and prospective members on these members and prospective members on these policies.policies.
• A detailed description of the policies can be found A detailed description of the policies can be found in the Student Club & Organization Handbook.in the Student Club & Organization Handbook.
• Violations of policy may result in conditional Violations of policy may result in conditional status for your group or loss of charter.status for your group or loss of charter.
New members & officersNew members & officers
It is your responsibility as Organization officers to keep up to date It is your responsibility as Organization officers to keep up to date records with the Office of Student Leadership & Development.records with the Office of Student Leadership & Development.
• If you recruit New Members after submitting the Charter If you recruit New Members after submitting the Charter Application, please submit a new Member Roster located in the Application, please submit a new Member Roster located in the Charter Application packet within 14 days.Charter Application packet within 14 days.
• If you obtain new Executive Officers after submitting the If you obtain new Executive Officers after submitting the Charter Application packet, submit only the paper work that Charter Application packet, submit only the paper work that pertains to their executive positions within 14 days of new pertains to their executive positions within 14 days of new officer appointments. officer appointments.
Contact our office at 667-3778 if you have further questions.Contact our office at 667-3778 if you have further questions.
Charter processCharter processPLEASE NOTE: The process has changed.PLEASE NOTE: The process has changed.
• Upon successful completion of the Orientation Quiz, you will receive Upon successful completion of the Orientation Quiz, you will receive email confirmation with a Charter Application.email confirmation with a Charter Application.
• Download and complete the PDF application Download and complete the PDF application which must be typedwhich must be typed; ; handwritten applications will not be accepted.handwritten applications will not be accepted.
• Do not leave any lines blank. Insert “NA” if not applicable.Do not leave any lines blank. Insert “NA” if not applicable.
• Print out Charter Application and submit to SLD office.Print out Charter Application and submit to SLD office.
• Application must be submitted within 30 days of completing this Officer Application must be submitted within 30 days of completing this Officer Orientation.Orientation.
• Mandatory TrainingMandatory Training: Treasurers must complete the Finance Workshop : Treasurers must complete the Finance Workshop while the R25 Scheduler must complete the R25 Workshop within the 30 while the R25 Scheduler must complete the R25 Workshop within the 30 day time frame. Presidents and Advisors are welcome to attend either day time frame. Presidents and Advisors are welcome to attend either workshop but are not required.workshop but are not required.
• You will be contacted via email if additional information is needed.You will be contacted via email if additional information is needed.
• Charter Applications are good through June 30, 2011 and must be Charter Applications are good through June 30, 2011 and must be submitted on a yearly basis.submitted on a yearly basis.
Officer Orientation quizOfficer Orientation quiz
Take the Quiz NowTake the Quiz Now
After the quiz is completed you will receive the Charter After the quiz is completed you will receive the Charter Application, Student Club & Organization Handbook, Application, Student Club & Organization Handbook,
and Orientation Slides via email.and Orientation Slides via email.
If you have any questions, please contactIf you have any questions, please contactAlissa AragonAlissa Aragon at (209) 667-3516 at (209) 667-3516