Student Organization OrientationRisk Management Training

January 20, 2015

Alicia Allbaugh, Student Activities Coordinator

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Student Affairs

Location: South Building, Suite 201

Hours:• Monday-Friday 7am-7pm

E-mail: askstudentaffairs@parker.edu

Website: https://my.parker.edu/ICS/Campus_Life/Student_Affairs/

Phone: (214) 902-2422

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Student Affairs

Staff Members:

Michael Johnson Dean of Student Affairs

Alicia Allbaugh Student Activities Coordinator

Alaina Mount Coordinator of Student Success and Retention

Dr. Jacquelyn Elbel Counselor

Gabrielle Trepagnier Career Services Coordinator

Ashley Long Administrative Assistant

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Getting Started

• Authorized Representatives

• Faculty or Staff advisor

• Registration form

• Constitution, Risk Management, and Member Roster

• Student Organization Orientation

• Fall Registration Deadline: Friday, January 23, 2015

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Why do we have Risk Management Training?

• In accordance with Texas Education Code ξ51.9361, the advisor and president, or other designated officer of each registered student organization shall attend a risk management program each academic year (Sept-Aug). It is their responsibility within 90 days to report back to their organization the content of the risk management program at a meeting with full club membership.

• Failure to comply may result in the student organization’s recognition being withdrawn, withheld or denied by the administration or the Board of Trustees of the College.

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Privileges

Advertising:

• Flyers; Bulletin Boards in classroom and around

campus (must be stamped/approved)

• Parker Information Network, LCD Screens

• Weekly Student Newsletter

• Chalking the sidewalks

• Banners /Posters

• In-class Presentations

NEW!!!!• Patriot Creation

Station• Large Bulletin

Board in the DL.• A-Frames &

Banners

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Privileges

Room Reservations:• Event/Facility Request Forms should be submitted to Student Affairs at least 7 days before the event*Student organizations cannot not reserve space for consecutive days.

• Student Affairs reviews requests and reserves available space for your group, but you contact other representatives for special setup, lighting, etc.:

• Set up/Clean up

• A/V Equipment: Educational Technology

• Sage Dining Services: Food

•Note that fees may apply for use of Audio/Visual Equipment, Security, Clean-Up, or after hours events.

•NEW* Reserving space for consecutive days in a row will not be approved until two business days after the registration deadline.

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Privileges

Meetings • NEW* Student organizations may schedule meetings at any

time throughout the day. However, organization members shall not miss class, labs and/or any other mandatory meeting to attend a club meeting, event or function.

• Advisors must also be present during any type of adjust meeting.

*Please note that only techniques taught here at parker are allowed to be practiced by our students.

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Privileges

Outside Speaker Applications • All speaker agreement packets, must be submitted no less than 10 working days prior to the scheduled event, any less than that and they will not be accepted. The packet includes an agreement, resume and presentation outline.

• If they are coming from out of state, at least month in advance

•The agreement must also be signed by the student organization president and advisor before it can be submitted for approval.

•Advisor attendance is required during these meetings.

*This is not a fast process please be sure to plan your events in advance.

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Raising Money

Fundraising Guidelines:• A Fundraiser/Solicitation Approval Form must be submitted at least 10 business days before each event

•Per Texas State Tax Code, organizations that are not classified as a 501(c)(3) group can only raise funds 1 day per month without paying state taxes on those funds

•Per Regents’ Rules, organizations may fundraise on behalf of a 501(c)(3) non-profit organization for a total of 14 days per fiscal year (501(c)(3) student organizations fall under the 14 days per fiscal year rule if raising funds for themselves)

•Per the Student Organization Handbook, every organization is required to submit fundraising report after each fundraiser.

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Raising Money

Student Senate Request for funding: • Complete a Funds Request Form and provide all necessary documentation on what you would like to use the money for.

•Funds must be approved BEFORE items are purchased and will be paid directly to the organization.

• Visit my.parker.edu/ for forms

•Maximum amount awarded, $100/person

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Money contd.

Bank Accounts:•Are provided through the business office. Only the President and Treasurer will have access to this account.

•National groups-check with your National office first to be sure you are aware of any banking policies

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Travel

Organization Travel Guidelines:These guidelines apply to all student travel if the activity or event meets all of the following criteria and is undertaken by one or more currently enrolled students to reach an activity or event:

• The activity or event is sponsored, organized and funded by Parker University.• The activity or event is located more than twenty-five (25) miles from Parker

University• The activity or event is either:

• undertaken, using a vehicle owned, leased, or rented by the institution; or attendance at the activity or

• event is required by a registered student organization and approved in writing by the Dean of Student Affairs

• Organizations that meet the above criteria must follow the guidelines as listed:

• Schedule a meeting with the Student Activities Coordinator

• Travel forms that must be submitted

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Regulations

Parker University Name and Logo:

• Due to copyright laws, student organizations may not use the logo, seal, or name without approval from the Office of Marketing & Communications

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Regulations

Code of Student Conduct:Each student is responsible for full knowledge of all published policies, rules, regulations, and guidelines of the University as well as any subsequent changes or updates. The University holds each student responsible for compliance with all policies, rules, regulations, and guidelines and obtaining any printed revisions. Students are also expected to comply with all federal state and local laws and to conduct themselves on campus in a manner that is ethical and professional. Parker also reserves the right to adjudicate conduct and behavior violations of students, student organizations, and clubs which has taken place off campus or is associated with an event sponsored by the University. A student is not entitled to any greater immunities or privileges before the law than those enjoyed by other citizens generally.

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Risk Management

Behavior at Student Events

•Who do you represent?

• Yourself

• Your family

• Your Organization

• Your University

• Your Profession

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Regulations

University Alcohol Policy:• Alcohol use is prohibited by student organizations on the Parker University campus. •State, local, and federal laws relating to alcoholic beverages will be strictly enforced at all times.

Drug Possession:• Any student who is guilty of the illegal use, possession and/or sale of a drug or narcotic on campus may be suspended or dismissed from the University and/or lose rights and privileges in accordance with University policy and procedure.

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Regulations

Firearms:• A student who possesses, uses, or displays firearms, facsimile firearms, ammunition, explosives, or other weapons on property owned or controlled by the University is subject to discipline.

*If you are suspicious of another student possessing a harmful weapon or device, please contact Campus Security immediately at

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Regulations

Hazing: Hazing - any intentional, knowing or reckless act, occurring on or off the campus, by one person alone or acting with others, which endangers the mental or physical health or safety of a student for the purpose of pledging, being initiated into, affiliating with, holding office in or maintaining membership in any organization whose members are or include students at Parker University.

-- Texas Education Code, Sec. 51.936

* Report any hazing activities to the Dean of Student Affairs.

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Regulations

Single-sex Organizations: Title IX of the Education Amendments of 1972 prohibits discrimination on the basis of sex in educational programs and activities at the university unless such programs and activities are specifically exempt from the law. The university is required to be in compliance with the provisions of Title IX. Therefore, compliance with Title IX is a condition to be a registered student organization at the university. Since passage of this law and the publication of the implementing regulations, the U. S. Department of Education Office of Civil Rights has evolved a rather clear set of criteria for determining when single sex organizations are exempt from the provisions of Title IX.

*For more information on single-sex organization please visit the student organization handbook.

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Regulations

Co-sponsorship and acting as an agent: • Student organizations/clubs are prohibited from joint sponsorship or acting as an

agent or emissary with non-faculty/staff persons presenting seminars, workshops, any outside entity, business, corporation or conferences for entrepreneurial purposes. Violation of this policy may result in the suspension of the student organization/club, as well as disciplinary action against the student acting as an agent or emissary.

o Student organizations and/or student organization members acting as an emissary or agent violate this policy by; promoting, soliciting, passing out business cards or contact information on Parker University campus.

*For more information on single-sex organization please visit the student organization handbook.

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Advisors

Roles/Responsibilities: • Mandatory Expectations: Each advisor must attend one Risk Management Training.

In addition, the advisor serves as the link between the Student Organization and the University; providing guidance to the organization in regards to University policies and procedures.

• Suggestions of the Advisor’s Role: While specific roles should be defined by the organization and the advisor, an advisor should generally…o provide expert knowledge and adviceo be knowledgeable about activities and programs of the organizationo suggest and encourage new program ideaso help members apply principles and skills learned in and out of the classroomo point out new directions and optionso provide insight into the group’s problems and successeso teach leadership techniques and develop new leadershipo assist in maintaining high standards of programming and individual

performanceo provide continuity with the history and tradition of past yearso assist in the development of procedures and plans of action

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Risk Management

Organization Risk Management Policy: *required*•Organizations are required to develop a Risk Management Policy per Texas legislation (HB 2639)

•A template is available at: my.parker.edu/ICS/Campus_Life/Student_Affairs/Forms/

Accessibility:Look for ways to provide accommodations, modifications, and access to student activities for persons with disabilities (Texas Education Code), for more information please contact Alaina Mount at amount@parker.edu

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Risk Management

Emergency Prevention and Response:•Develop a crisis response strategy for your organization prior to an event or program. This should be included in the Risk Management portion of your organization constitution.

•Designate on organization officer an/or crisis team who will take charge in an emergency situation.

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Risk Management

Other Precautions:

•Websites and organization profiles (Twitter, Facebook, etc.)

*Think before you post, is it kind, positiveproductive, or inspiring?

•Protect the privacy of members:o social security numbers

o student ID numbers

o driver’s license information

o addresses

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Risk Management

Emergency Contacts:

•Campus Police Dispatch: 214-902-2405

•For other emergencies: 9-1-1

•Blue Lights

*In case of emergency, contact your advisor, after calling 911.

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Events!

Student Organization Fair:

• January 27th from 12-1:15pm in the Activity Center. Request a table with me!

• College Night at the Mavs coming up in February!

• Philosophy Night, March 5th

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Questions?