studentorg handbook ay20 · 2019. 5. 28. · [email protected] 1 chinese bible study fellowship...
TRANSCRIPT
Student
Organizations 2019-2020 Handbook*
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Table of Contents
I. MICA Student Organization Tier System 2
II. The Role of the Advisor ...................................................................................... 5
III. Student Organizations at MICA .......................................................................... 6
IV. Resources in the Student Activities Office .......................................................... 8
V. Room reservations & more ................................................................................. 9
VI. Commonly Reserved Rooms & Locations ........................................................ 10
VII. Off-campus Transportation & Requesting Trips ................................................ 11
VIII. MICA Flyers and Posters Posing Policy ........................................................... 12
IX. How to Use Student Organization Funds .......................................................... 14
*CSE reserves the right to make updates and changes to the handbook as necessary. All updates will be reflected on the electronic copy on the CSE website.
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MICA Student Organization Tier System Each Organization has been assigned a tier based on club involvement and amount of programming. Below are the
responsibilities of each tier. (Please see previous page for tier assignment) Student organizations are a place for students to gather and take part in a variety of programs. The Center for Student Engagement is dedicated to providing an open invitation to all MICA students to participate in the many student organizations we have to offer. All organizations must be open to the entire MICA community to join at any point of the academic year. The Center for Student Engagement is committed to fostering a culture of respect, openness, fun, and exploration. Undergraduate Organization Expectations Tier 1 Advisor requirements:
• Organization must meet with their advisor at least once per semester. o First meeting must happen before Fall Break (October 12, 2018).
Officer count • Each organization must have at least 2 officers.
Programs & Marketing • You must either have bi-weekly meetings or plan at least one event per year. Both meetings
and events must be open to the entire MICA campus. Involvement & Leadership
• One Officer must attend the Fall Retreat, Spring meeting, and end of year transition meeting.
• Organization participates in student organization recruitment activity, TGIF Community & Student Org Fair.
Registration & Budget • Organization must register every academic year to become and official MICA organization. • Organization must apply for a new budget every academic year and may request additional
funds mid-year. Budget range is $0-$300. Tier 2 Advisor requirements
• Organization must meet with their advisor at least twice per semester. o First meeting must happen before Fall Break (October 12, 2018).
Officer count • Each organization must have at least 2 officers.
Programs & Marketing • You must either have bi-weekly meetings or plan at least one event per year. Both meetings
and events must be open to the entire MICA campus. Involvement & Leadership
• One Officer must attend the Fall Retreat, Spring meeting, and end of year transition meeting.
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• Organization participates in student organization recruitment activities such as Orientation “Choose your Own Engagement, TGIF Community & Student Org Fair and Spring Student Organization Fair.
• One Officer must attend SVA’s Town Hall meetings which occur once per semester. • 1 representative must attend the monthly SVA Student Life Meeting (academic orgs must
attend the Academic Affairs meeting). Registration & Budget
• Organization must register every academic year to become and official MICA organization. • Organization must apply for a new budget every academic year and may request additional
funds mid-year. Budget range is $300-$700. Tier 3 Advisor requirements
• Organization must meet with their advisor at least 3 times per semester. o First meeting must happen before Fall Break (October 12, 2018).
Officer count • Each organization must have at least 2 officers.
Programs & Marketing • Organization must have at least one partner or collaboration associated with one of their
programs. • Plan at least two events per semester that is open to the entire MICA campus. • Both meetings and events must be open to the entire MICA campus.
Involvement & Leadership • One Officer must attend the Fall Retreat, Spring meeting, and end of year transition
meeting. • Organization participates in student organization recruitment activities such as Orientation
“Choose your Own Engagement, TGIF Community & Student Org Fair and Spring Student Organization Fair.
• One Officer must attend Town Hall meetings which occur once per semester. • 1 representative must attend the monthly SVA Student Life Meeting (academic orgs must
attend the Academic Affairs meeting). • One Officer attends at least one workshop per semester for leadership and organization
development. Registration & Budget
• Organization must register every academic year to become and official MICA organization. • Organization must apply for a new budget every academic year and may request additional
funds mid-year. Budget range is $700-$1,250
Graduate Organization Expectations Advisor requirements
• Organization must meet with their advisor at least twice per semester. o First meeting must happen before Fall Break (October 12, 2018).
Officer count • Each organization must have at least 2 officers.
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Programs & Marketing • Organization must either have bi-weekly meetings or plan at least one event per semester
that is open to the entire MICA graduate student community Involvement & Leadership
• One Officer must attend the Fall Retreat, Spring meeting, and end of year transition meeting.
• One Officer must attend SVA Town Hall meetings which occur once per semester. Registration & Budget
• Organization must register every academic year to become and official MICA organization. • Organization must apply for a new budget every academic year and may request additional
funds mid-year. Budget range is $500-$1,000.
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The Role of the Advisor
Advisors play an important role in the life of student organizations at MICA, by providing leadership, being role models, and assisting students in building and maintaining successful student organizations. Advisors are consultants who help your organization grow and develop. The advisor should be available for advice, to help with group motivation, and to make the organization aware of alternatives. An advisor adds to the continuity of your organization by making sure that successive officers of the organization understand the responsibilities they share with The Center for Student Engagement, as well as explaining to the officers the policies and regulations established for student organizations. Advisors aid in the area of program content and purpose by helping officers use their best judgment in selecting programs. Advisor Functions
• Provide information and resources to the group which is specific and structured
• Know MICA's rules & policies and advise the organization accordingly
• Consult when difficulties arise and facilitate conflict resolution with students
• Work on strengthening interpersonal relationships with all members when possible
• Encourage the development of responsibility and leadership in members & officers
• Make themselves available to the organization
• Assist the organization with election procedures and ensure that new leaders are provided with a proper orientation to their new duties
• Help students set up meaningful programs which are consistent with the organization's purpose
• Share ideas for fund-raising and programming
• Assist with setting goals and keeping the organization focused on goals
• Assist with the group's fiscal activities, and introduce corrective measures when necessary
• Act as an advocate for the group in matters involving the greater college community
• Celebrate all accomplishments
An advisor can be most effective when they are kept informed of what is happening within the organization. The organization should always be open to suggestions and feedback from the advisor. Their knowledge and background experience will be helpful in developing solutions and organizational procedures.
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Student Organizations at MICA Here is a current list of MICA student organizations as of September 7, 2018. Please see next section for tier requirements.
MICA Student Organizations Advisor Advisor Email Tier Assignment
Asian Student Alliance Eugene Smith
Black Student Union Eugene Smith
Brown Asian Student Union Eugene Smith
Chinese Bible Study Fellowship Eugene Smith
Chinese Student Association Eugene Smith
Cosplay Club 2 Design League Isaac
Gertman [email protected] 2
GradEx Karol Martinez-
Doane
[email protected] Grad
Hispanic Latino Student Union Karol Martinez-
Doane
Illustration Club Nicolas Rodriguez
Melo
K/SA (Korean Students Association)
Eugene Smith
Koinonia Christian Fellowship Eugene Smith
League of Legends Club 1 Maryland Institute Queer Alliance (MIQA)
Karol Martinez-
Doane
MICA Boxing Club Keri Watley [email protected] 1 MICA Burlesque Troupe 2 MICA Outdoors Club Keri Watley [email protected] 3 MICA Political Engagement Club Abby
Neyenhouse [email protected] 1
MICA Taiwan Student Association Karol Martinez-
Doane
[email protected] Grad
MICA Wood Club Mike Kervin [email protected] 3 MICA Writing Collective Unique
Robinson [email protected] 1
MICAphones Eugene Smith
MICAstra Gabrielle Gomez
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Mission in Christian Artists Eugene Smith
National Art Educators Association Karol [email protected] Grad Not So Starving Artists: Cooking Club
Nicolas Rodriguez
Melo
Oy! Eugene Smith
Product Design Club Leslie Speer [email protected] 1 QTNB Unique
Robinson [email protected] 2
Radio WICV 3 Sequential Arts Club Heather
Slania [email protected] 2
Students of Sustainability Samantha Brodowski
The Pokémon League 2 Thespian Club Louise
Cracknall [email protected] 2
Urban Gaming Club Keri Watley [email protected] 2 Women in Animation Student Chapter
Erinn Hagerty [email protected] 2
Please keep in mind that the most up-to-date list of student organizations can always be found online on our Student Activities website (www.mica.edu/studentactivities). The list on our website also includes descriptions for each of these student organizations.
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Resources in the Center for Student Engagement Besides funding and room reservations, there are several resources that Student Activities offers student organizations. We are happy to support your organization and its events. Here are just a few resources we would like to highlight: Copier Organizations may access the copier which is free for organizational use. Student organizations may make up to 34 free copies per event. Your advisor must approve all copies prior to copying. If for some particular reason you need to make more than 34 copies, you can speak with us to provide your reasoning. We may or may not approve your special request. Supplies & Equipment
¨ Paper for banners and signs ¨ Markers, paint, pencils, and other materials ¨ Tape – but remember - do not tape banners on painted walls!!! ¨ Button maker – your organization can purchase supplies through CSE ¨ Laminator – your organization can purchase the supplies through CSE ¨ Paper cutter
Computers The office is also equipped with Mac computer that any organization is welcome to use for the benefit of their club (advertising, design, etc.). Project Help from our Student Staff The Center for Student Engagement has student employees who can assist your organization with various projects. We will ask you to complete a “Project Request Form”. We will also let you know if and when the project(s) can be completed. At least one week notice, must be giving for all project request. Example projects can include, but are not limited to:
¨ Making banners ¨ Creating decorations and other types of projects.
Additional Equipment The Popcorn Machine, Button Maker, Karaoke Machine, Snowball Machine and/or Sound System, you will need to fill out the Center for Student Engagement Equipment Request Form. The form is online, the link can be found on the Center for Student Engagement website or here http://bit.ly/saoequipment. When this service is confirmed, we will give you instructions for using this equipment.
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Room Reservations & More… How do I request a room? If you need space for a meeting, event, or other activity we can reserve it for you. Simply visit the Center for Student Engagement website or go to http://bit.ly/saorooms Step 1: Complete the “Center for Student Engagement Event Request Form” online – this form is used to request rooms and spaces in all MICA buildings and outdoor spaces. If you wish to meet on campus or have an event on campus, please submit this form! Please note, the Meyerhoff Private Dining Room is not available during the lunch hour (11:30 am-2 pm), Monday-Friday. Please keep in mind that if you reserve a certain room on a weekly basis, that reservation is only for that semester. You will need to re-reserve that room for the next semester. Note #1: If you want to reserve Falvey Hall, ABOX, or BBOX, you will need to schedule a meeting with your advisor prior to requesting the space. There is a fee that comes along with renting these spaces and you must have it in your budget to cover the costs. Step 2: If your event requires Contracts with artists or vendors, Catering, A/V, Facman, Ushers in Falvey Hall, Ticket Sales, or other campus services, you are required to meet with your advisor. Step 3: If your event requires the use of budget funds, please verify your purchases with your advisor! The Center for Student Engagement can help you get things paid for without spending money out of your own pocket first. See Budget & Finance section for more information. Step 4: The Center for Student Engagement will email you a confirmation of your reservation or contact you if there is a conflict. Be sure to get a confirmation from us before you advertise your event. When are these forms due? Ideally, all reservations forms should be submitted four (4) weeks in advance of your event. This may seem far in advance but this way, we can better help you plan your activity. We also understand that not every event takes four weeks to plan, and meetings come up at the last minute, so we can be flexible with this deadline when feasible.
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Commonly Reserved Rooms/Locations Room Number Room Name Capacity Features
B 100A SSG, Pinkard Gallery - B 207 Conference Room 12 - B 208 Conference Room 12 - B 330 Seminar Room 20 AV equipment B 390 Seminar Room 30 BR 001* Falvey Hall 520 Need to pay for tech & ushers. No food/drinks allowed. BR 002 Lower Lobby - BR 100 Leidy Atrium - Open space in 1st floor of Brown BR 320 Lecture Hall 70 PA, AV equipment, Whiteboard, Stadium seating FG 005 Founders Green
Courtyard -
F 170 Café Doris - - ES 001 Cohen Plaza - Outdoor green space next to Fox/Brown GT 101 Conference Room 25 AV (no computer) GT 102* BBOX 240 Multipurpose room. Can be set up in different ways
(chairs & stages need to be set-up) Need to pay for tech. LH 101 Lecture Hall 100 AV equipment. Stadium seating LH 102* ABOX 140 Multipurpose room (aka baby BBOX). Can sit up to 100.
Can be set up in various configurations. Need to pay for tech & ushers
M 000 Main Sidewalk - M 100 Main Court - - M 110 Lecture Room 65 AV (no computer). Chairs need to be set-up M 140 Drawing Classroom - Chalk Board, Easels M 160 Board Room AV equipment, “fancy” M 222 Seminar Room 35 AV Equipment?, Whiteboard M 225 Seminar Room 30 AV Equipment?, Whiteboard M 250 Classroom 35 Homosote Board MH 100 Alex Brown Garden - - MH 100A SAO Conference Room 8 Wall mounted screen MH 113A SSG- Piano Gallery - - MH 114 MH Lounge 40 Computers MH 115 MH Dining Hall 100 MH 116 MH Pit Dining Area 20 MH 117 Daniel’s Courtyard 30 MH 129 MH PDR 30
* Mu
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Off-Campus Transportation & Requesting Trips If your organization is in need of a bus or a van for any purpose, the Center for Student Engagement can help you arrange transportation. Whenever possible, the use of a shuttle is preferred. All transportation requests must be received a MINIMUM OF TEN (10) business days in advance of the trip (no exceptions!). Please complete an “Academic/Special Event Transportation Request Form.” Off-Campus Travel
1. If a student leader is planning an off-campus trip, they will be required to notify the Center for Student Engagement.
2. A staff member, or a student leader who has been trained by a staff member, from the designated office will then distribute the waiver forms to students attending the event/trip.
3. The waivers will be distributed to the students before the trip. If MICA Transportation Services is providing the vehicles/drivers for the trip, the student leader will ask all the participating students to complete the waiver before they board the vehicle. If students are choosing to take their own personal transportation, the students will sign the forms as well.
4. After the waivers are complete, the student leader will return the forms to the designated office. The waivers will be on file for one year.
5. Waivers will be used for trips in which students will be transported by MICA Transportation Services and MICA trips where public transportation in Baltimore is used. The waiver will also be used for trips where individuals choose to take their own transportation. The students will be advised that if they take their own personal transportation, the individual person can be held liable if something happens.
Different Transportation Options
Shuttles – Any shuttle (14-passenger or 25-passenger van) will cost $125.00 [roundtrip]. The vans are reserved on a first-come, first-serve basis, so it is possible that a requested trip may not be accommodated due to a lack of available vehicles. Buses – All bus trips are arranged as well. MICA has a successful relationship with most local charter bus services, and we will be glad to assist you if you need to organize a bus trip. The prices of these trips vary greatly, and they are at the expense of your organization, unless you have arranged otherwise. Carpooling – Please note that students who carpool to an event are doing so with the understanding that Maryland Institute College
of Art is not responsible or liable for participants. MICA discourages any and all carpooling. Remember that Baltimore does offer many public transportation services that can be used when a shuttle is not available.
12 MICA Flyers and Posters Posting Policy
Every Friday morning, our office begins our distribution process for both flyers and posters. Any poster or flyer submitted by 5:00pm on Thursday will be brought out for distribution and hung by, at the latest, that immediate Monday afternoon. Posters and Flyers will be displayed on a first-come, first-serve basis, based on their submission date. We try and put up every poster and flyer we receive in a time sensitive way. If there is no space or capacity, we will ensure that we will put the flyers up the following Monday. For posters, we will place the item in another available location on campus.
Bulletin Boards and Building Entrance Easels are designated into three categories: 1. Campus News Bulletin Boards and Easels: are managed by the Center for Student Engagement and are for the promotion of
MICA events & announcements. Campus news Bulletin Boards are all over campus and can be easily identified. Please be advised that all posting policies must be followed. As a clarification, MICA events must be affiliated with a MICA department/office/student organization and must be open to all MICA students, faculty, and staff.
Overall guidelines for posting items on Campus News Bulletin Boards and Easels • Materials should be brought to the Center for Student Engagement (located in Room 100 on the first floor of the Meyerhoff
House) for approval. • The Center for Student Engagement must approve all materials posted on Campus News Bulletin Boards and Easels. • A “Campus Posting Policy Form” must be filled out for each posting. If a flyer or poster does not contain the name of the
sponsoring department/office, a “Campus Departmental Approval Form” must also be submitted. • Approved postings will be given a “Completed” stamp. Any item displayed that has not been approved will be removed by
the Center for Student Engagement staff. • Flyers/posters that will be approved include campus events & programs, academic & departmental events and opportunities,
and general MICA news. • Posted items can remain up for 2 weeks prior to the event or until the advertised event has passed, whichever comes first.
Expired items will be removed by the Center for Student Engagement staff. • Reoccurring meetings, productions, classes, and campus news will be allowed to stay posted for a maximum of one month,
with the understanding that the Center for Student Engagement reserves the right to temporarily remove posters to promote a more time-sensitive campus event.
• Postings should never cover that of another. Additional Bulletin Board Posting Policies
• Flyers may only be posted on “campus news” bulletin boards. Posting flyers on easels is not appropriate and will be removed.
• Only one copy of a flyer may be posted per board and the flyer dimensions must be 8.5’ x 11’ or smaller. • Only tacks, staples, and blue tape can be used on bulletin boards. Scotch, masking, duct tape, nails, glue, staple guns, or
any other adhesive may not be used. • The Center for Student Engagement can post up to 34 copies of a flyer, provided they are submitted no later than
Thursday at 5pm to be posted by the following Monday. Additional Easels Posting Policies
• Posters must be at least 11’ x 17’ but no larger than 18’ x 24’ and only 1 poster per building. • There is a maximum of two easels per building, with a maximum of 3 posters to be displayed campus wide. • Easels can accommodate up to 3 posters at a time; posters will be displayed on a first-come, first-serve basis, based on
their submission date. • No flyers can be posted on easels or any part of an easel (e.g. a flyer cannot be taped to a poster on an easel).
2. Departmental Bulletin Boards: Located adjacent to academic departments and are for departmental announcements, office
notes, public relations press releases, articles from newspapers and magazines, etc. They are maintained by that department. Any questions regarding the use of these bulletin boards should be directed to individual departments.
3. MICA Community Bulletin Boards: Postings only by members of the MICA community for general information, e.g.
apartments for rent, items for sale, non-MICA events, off-campus events and announcements. • The Community Bulletin Board is near the stairwell on the 1st floor of the Bunting Center and the 1st floor of the
Lazarus Building between the elevator and restroom • Postings do not need to be approved by the Center for Student Engagement. • MICA, as an institution, does not promote or allow events that focus on the consumption of alcohol, including events
that advertise alcohol of any kind including but not limited to ladies' nights, pub crawls, or all you can drink specials The full posting policy can be found here:
https://www.mica.edu/About_MICA/Policies_and_Handbooks/Additional_Policies/Bulletin_Boards_and_Campus_Postings.html
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CAMPUS NEWS Posting Bulletin Board Locations Meyerhoff First Floor-
hallway outside of laundry room (6 Bulletin Boards) Main Building-
basement, next to restrooms (1 Bulletin Board) Station Building-
1st floor (down hallway) (1 Bulletin Board) landing of stairs between first and second floors (central gallery area) (1 Bulletin Board)
Brown Center-
3rd floor next to stairwell (1 Bulletin Board) Fox Building-
between floors in right stairwell (7 Bulletin Boards) between floors in left stairwell (5 Bulletin Boards) 2nd floor next to lockers (1 Bulletin Board) 3rd floor next to rooms 305/306 (1 Bulletin Board) 3rd floor next to room 308 (1 Bulletin Board)
Gateway-
1st floor, next to restrooms (1 Bulletin Board) Bunting-
1st floor next to vending machines (1 Bulletin Board) Lazarus Building – 5th floor: next to elevator 4th floor: next to elevator 3rd floor (UG): next to elevator 2nd floor (UG): next to elevator *LL: just outside of elevator 1801 building (extension of Lazarus Center) 3rd floor: near back kitchenette by drinking fountain 2nd floor: near back kitchenette by drinking fountain 1st floor: just outside of elevator
CAMPUS NEWS Easel Locations Meyerhoff House Main Building Station Building Brown Center Fox Building
Gateway Founders Green (Magnets on Columns) Bunting Lazarus
Questions? Contact: The Center for Student Engagement, 410-225-2284
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How to Use Student Organization Funds It will be your responsibility to keep track of organization expenses throughout the year. If possible, a treasurer should be designated to help track your financial records. Before you make any purchases, be sure that you have enough funds in your account! Food – If you need food catered for your event, be sure to work with your advisor to fill out a “No Frills Catering Order Request” from Parkhurst. If you wish to cater with an outside vendor, be sure to work with your advisor so you have the appropriate means to pay for the order (see Credit Card below). Ordering pizza or delivery, stop by the Center for Student Engagement and order from one of our desktop computers and we will plug in the credit card information for you! Supplies – Need supplies? We can order most office/art supplies from our college supply vendor or the College Store. Connect with your advisor to create a supply list that we can order off of for you. If you purchase supplies at the College Store, you must bring an itemized receipt back to the Center for Student Engagement. Posters & Campus Printing – We can provide you with an account number to purchase print vouchers for posters at the campus Print Lab. Stop by our office and talk to a staff member. After you print the posters, you must return a receipt to the Center for Student Engagement. Reimbursements – This method is most commonly used to reimburse organization members who have paid for organization expenses out of their own pocket. Fill out a reimbursement form with your advisor and paperclip the receipts and bring the completed form to Student Activities and you will be sent a check (usually within 7-10 business days). Reimbursement is a simple process; however, we prefer that students do not pay for items “out of pocket.” Credit Card – We can purchase items for student organizations with the campus credit card. This is great for online purchases and other occasions when vendors take credit cards. If your organization needs to make purchases online, stop by and talk with a staff member to enter the card information. All purchases should be shipped to the Center for Student Engagement for you to pick up upon arrival. Seed Money– If your student organization is having a fundraiser where it is necessary to “make change,” request the cash box by completing a “Fundraiser/Ticket Sales Request Form” a week prior to your event. You can pick up the cashbox before your event. After the event, return the cash box to us with all the seed money and revenue. We will deposit the revenue into your student organization account. Petty Cash- If your student organization needs cash to purchase supplies or food that is under $60, please email [email protected] to set up a time to stop by and pick up petty cash for you to use. Once finished, be sure to return all change and receipts. Confused? – Stop by Student Engagement and we’ll answer all of your questions!