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Student Organization Officer Training

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Student Organization

Officer Training

Welcome and Introductions

• Campus Activities provides meaningful opportunities that

connect students and families to the University community.

We are committed to leadership development, personal

growth, and learning experiences that empower students to

reach their potential.

18 Staff Members and Four Functional Teams

– Student Organization Development

– Fraternity & Sorority Life

– Major Events

– Parent & Family Programs

Campus Activities Staff

• Dr. Leah Howell, Assistant Dean of Students– Grad Staff: Cara Snider, Cara Goetz, Lex Schoonard-Saborio

• Tiffany Dennett & Jeremy Keller, FSL Program

Coordinators – Grad Staff: Emily Koneval, Bex Martindale, Tito Castaneda

• Jaye Baum-Gangwer, Senior Budget Administrator– Grad Staff: Ashlyn Smith, Ryan Erhart, Nate Hackworth

Campus Activities Staff

• Laura Saavedra, Program Coordinator for Major

Events– Grad Staff: Agassy Rodriguez, Kiara Vance

– Get Involved Team

• Karen Wells, Senior Secretary

• 409 Registered Student Organizations

• 41 Fraternities and Sororities

• 21 Club Sports

Agenda Overview

– Operational Policies (Annual Recognition)

– Travel Policy

– Event Approvals

– Student Organization Allocation Board

Student Organization

Operational Policies

Student Organization Operational

Policies

• Privileges of Recognition

– Space, Resources, Discounts, Marketing/PR

• Responsibilities of Recognition

– Annual training, Advisor, Insurance, Policies

Student Organization Requirements

Membership (10 member minimum, BGSU Students)

Roster and Portal Membership should match.

Advisor

Annual Registration and Training (October 1st) Additional Training (Trip Coordinator, Event Coordinator, Risk Management)

Officers Full Time BGSU Students

Good Conduct Standing

2.25 Term & Cumulative GPA (or higher)

President and Treasurer

Online Registration

Travel Policy

Student Organization Travel

•When a registered student organization desires to participate in, or sponsors

an event that occurs off campus, and participation requires vehicle use, the

University is committed to promoting the safety of all participants

•A trip registration form must be submitted at least TWO WEEKS prior to date

of travel if you’re traveling 35-miles or more from campus (one-way)

AND/OR the travel includes an overnight stay.

•This applies to domestic or international travel.

What is a Trip Coordinator?

•Individual trained by the OCA

•Must be an enrolled BGSU student

•Every student organization trip requires attendance of either the

organization advisor or a trained Trip Coordinator

•This person serves as the main contact/liaison between the

student organization and the OCA

•Duties/Responsibilities

•The Trip Coordinator should be fully aware of the BGSU Travel Policy and

communicate appropriate information to trip participants and drivers

•The BGSU Code of Conduct as well as any local, state, and federal laws must

be followed during the course of the trip

•Travel Policy:

•Personal Vehicles, Rental Vehicles, and University-Owned Vehicles

•Inclement Weather

•Charter Rentals: Approved Charter Rental Companies –

•Lakefront Lines

•BG Airport Shuttle

•Childers

•Trinity Transportation

Event Approval

Event Approval Policy

• Purpose

• Approval Process

• Organization Responsibilities

– Event Approval Form (Advisor Approval)

– Space Requests

– Financial

Event Approval

If an on-campus event includes one or more of the following (regardless of

location on-campus), it must be registered as an "Event":

• Involves food

• Involves alcohol

• Does not end by midnight

• Involves conferences being hosted at BGSU and attended by individuals

not affiliated with BGSU

• Involves competitions being hosted at BGSU and attended by individuals

not affiliated with BGSU

• 5K or any other walk/run initiative

Event ApprovalIf an on-campus event includes one or more of the following (regardless of

location on-campus), it must be registered as an "Event":

• Is designed for children under 18 years of age whose parents will not be

present for the duration of the event

• Is a philanthropic event where money or goods will be donated to a

charitable organization

• Is an event to raise money for a student organization

• Involves the participation of an outside/external contractor or vendor

• Involves the participation of an outside/external community organization or

partner

• Will take place beginning at 5pm the Friday of finals week through

entirety of finals week

Food at Events

• Want to serve high-risk food(s) as defined in

the University Food Service Policy.

• Want to hold a bake sale with low risk food(s) as

defined in the University Food Service Policy and in

accordance with the Guidelines for Serving Baked

Goods.

Administrative Appearance Request

• Groups may be interested in having senior University officials

attend events/programs.

• Request form online

– Must be used when inviting any official with a title of President, Vice

President, Provost, and/or Dean (e.g., President Mazey, Provost Rogers,

Vice President Gibson, or Associate Vice President Webb, Dean Bullins).

– Submitted at least 2 months in advance.

Student Organization Allocation

Board

Student Organization Allocation Board

Philosophy

Student Organization Allocation Board policies are aligned with

the University’s mission, vision, core values, and strategic

plan. The philosophy of these policies is based on the

commitment to provide monetary and other resources to

recognized student organizations that provide programs and

activities that embrace the co-curricular education of the

entire BGSU student body. These policies comply with federal,

state and local laws as well as University policies as specified in

the BGSU Student Handbook.

Student Organization Allocation

Board Funding Overview

•Application Process

•Review Process

•Types of Funding

–Semester

–Special Allocations

Important Dates for SOAB FundingSpecial Allocation Funding – Reviews Begin September 5th

Semester Funding for Spring 2018

•Budget Requests: September 11 – October 6

•SOAB Help Sessions

Tuesday, September 26, 2017 (BTSU Theatre)

5:30 PM & 7:00 PM

Monday, October 2, 2017 (BTSU Theatre)

5:30 PM & 7:00 PM

•Reviews: October 20-22, 2017

Policy Overview

Policies to be Aware of

• Law

• University Code of Conduct

• Student Organization Operational Policies

• Community Living Standards

Events With Alcohol

• There are two ways that alcohol can be present

at an event:

– Third Party Vendor

– BYOB

- “reasonable observer standard”

Social Host Liability

• Group “events” (official or unofficial) often create a

legal duty of care

• Criminal and civil ramifications can follow

• 95% of organizations are not incorporated or insured

so officers/members would be responsible

• Risk management strategies can mitigate many issues

Hazing• BGSU, in accordance with Ohio law, does not permit hazing

As defined by BGSU’s Code of Conduct:

• Any action or activity which does not contribute to the positive

development of a person; which inflicts or intends to cause physical or

mental harm or anxieties; and/or which demeans, degrades, or disgraces

any person regardless of location, intent or consent of participant.

• Any activity or situation that, intentionally or unintentionally humiliates,

degrades, abuses, or endangers a student for the purpose of initiation or

admission into or affiliation with any student organization or athletic team.

Creating a Culture of Care

• See It. Hear It. Report It.

• Reporting Options –

– Online Report (any person can submit)

– To anonymously report an allegation of hazing,

please call 419-372-HAZE(4293).

Questions?

Campus Activities

401 BTSU

[email protected]

419-372-2343