Clubs & Organizations Advisor Orientation

1. Clubs & Organizations Advisor Orientation

2. Overview • Office of Student Life & Cultural Centers • The Re-Chartering Process • MyBAR • Campus Policies • Advisors • Event Planning & Scheduling Policies • Marketing • Fundraising • Food Sales • Next Steps

3. Office of Student Life & Cultural Centers Areas under the Office of Student Life & Cultural Centers: • African American Student Center • Asian & Pacific Islander Student Center • Clubs and Organizations • Cesar E. Chavez Center for Higher Education • Greek Life • Native American Student Center • Pride Center • Rose Float • Violence Prevention & Women’s Resource Center These areas are a great resource for your club & members!

4. Resources & Services Office of Student Life & Cultural Centers (26-124 Main Office) • Mailboxes & Packages – check it frequently Your Club Name c/o Office of Student Life & Cultural Centers 3801 W. Temple Ave, Pomona, CA 91768 • Flyer Approval • Archives – club bylaws & officer history • Universal Signers – Jenni Adams, Dora Lee & Byron Howlett • Make the effort to seek out your advisor(s) • Allow 72 hours turn-around time • Universal signer will contact the advisor directly to let them know that a universal signer has been requested and to seek the advisor’s approval.  • There will be no automatic universal signing without the waiting period of 72 hours.  Please send a designee to pick up the document after 72 hours at OSLCC Main Office.

5. Resources & Services Cont. • Club/Vendor Program see Anita Roberts • Leadership Library • Non-Profit Status Confirmation & Tax ID number. We will fax the number directly to the requestor. Print the form and submit it to the OSLCC main office: http://dsa.csupomona.edu/osl/clubresources.asp • Club Resources Websites: Club Resources

6. Monetary Resources • When you receive a donation (cash or in-kind) contact Carol Lee in the VP for Student Affairs Office (98T-6-19) if you want your donor to receive an official acknowledgment letter from the campus. Call: (909) 869-2922 or clee@csupomona.edu • You will need to provide your ASI account number and club name • Checks should be written out to the club.  • VPSA will process the Acceptance of Gift form and submit the check with the form to Gift Processing.  • Gift Processing then generates a tax receipt and deposits the check into the student club’s ASI account.   • Administrative Fund: VP for Student Affairs Office For Outreach Programs & Student Development Activities http://www.dsa.csupomona.edu/vicepresident/adminfund/ • President’s Travel Fund: Laura Kuntz (909) 869-2944 lfkuntz@csupomona.edu

7. Annual Registration Process (Re-Chartering) Registration Deadlines Clubs and organizations: October 31, 2011 • dsa.csupomona.edu/osl/rechartering.asp myBAR extension: November 30, 2011 Greek Organizations: September 22, 2011 Please consult Jenni Adams, Coordinator for Greek Life & Education regarding the re-chartering process. • http://dsa.csupomona.edu/osl/greeklife/Greek_Registration_Intro.asp

8. Re-Chartering Process Step 1: Complete the Online Registration Form Step 2: Submit Advisor Application Form Step 3: Submit ASI Signature Card to ASI Business Services (in order to access funds) Step 4: Attend a Club President & Treasurer Workshop Step 5:  MyBAR Registration

9. New Registration Process MyBAR Bronco Activity Record http://public.dsa.csupomona.edu/oslcc/rechartering/rechartering.htm

10. Campus Policies

11. Posting & Chalking Policy • Campus Posting & Chalking Policy: • http://www.csupomona.edu/~policies/presidential_orders/presidential_order_Posting%20and%20Chalking%20Policy%20Updated%202007%20Final.pdf • Approval stamps: Come to OSLCC & Bring 2 copies! • Every flier must have the following minimum information: • Name of club/organization • Contact information • Housing has their own posting policy. • http://dsa.csupomona.edu/uhs/Posting_policity.asp • Facilities may take down expired posters and you can too • Your club and organization is responsible for knowing the posting and chalking policies

12. Executive Order 1006Student Organizations Minimum Requirements for Club Recognition: • Minimum of 5 CSU students, enrolled in at least 1 class • Executive Board must earn 9 units per quarter while holding office (4 units for graduate students) • Executive Board must maintain a minimum 2.0 Overall GPA and good academic standing while in office • Maximum of 20% of members can be non-CSU students Read it here: http://www.calstate.edu/eo/EO-1006.html

13. Executive Order 1006Advisor Eligibility • One university advisor is required: • Full or part-time faculty or professional staff • (The individual may not be an auxiliary employee: i.e. Foundation and/or ASI) • Recommended to have two advisors • The Primary Advisor may not be on leave during any part of the year (i.e. sabbatical) • Must be at least 21 years old • Must be approved by the supervisor / Dept. Chair Read more here: http://dsa.csupomona.edu/osl/files/EO1006_Student_Activities_May_18_2007_5882.pdf

14. Executive Order 1041Student Travel – CSU Sponsored In summary, the EO1041 requires that:  1) Students participating in CSU-sponsored air travel that is not regulated by the US department of transportation must purchase life and personal injury insurance [see attachment A, Student Safety, 3]. 2) If your organization charters a bus, the company must include indemnity and co-insurance provisions [outlined in Attachment G of the executive order] in the contract. 3) All students participating in air or bus travel with your organization must sign an Activity Release Form Students participating in CSU-affiliated programs which require travel do so on a voluntary basis and participate at their own risk. Travel involves risks to personal safety which could result in damage to property, injury or death. Students participating in such travel are required to read the "Notice to Students: Release, Hold harmless and Informed Consent Provisions for Student Travel " and to sign a "Release, Hold-Harmless and Informed Consent" statement. Read it here: http://dsa.csupomona.edu/osl/files/EO1041_Student_Travel_May_29_2009_5778.pdf

15. Travel Resources Documents to review and complete before travel: • Review Student Travel Release Notice: http://dsa.csupomona.edu/osl/files/stud_travel_release_notice_7476.pdf • Complete and submit Release, Hold Harmless and Informed Consent form to Club Advisor, Club President or Trip Coordinator: http://dsa.csupomona.edu/osl/files/Activity_Release_9-2009_7426.pdf • Contact Valerie Eberly at vjeberle@csupomona.eduregarding international travel For more information on travel, visit: http://dsa.csupomona.edu/osl/advisors.asp

16. ASI Sponsored Travel • Authorization to Travel for each traveler • Release of Liability for each traveler • Forms must be turned in to Business Services no later than 3 weeks prior to departure • Advisor signature required (a Universal Signature will not be accepted) so plan ahead • Agenda or a flyer for the conference

17. Authorization to Travel

18. Release of Liability

20. Get Your Money Back for Mileage Your original Authorization to Travel paperwork must have been turned in to Business Services prior to traveling. A copy of the Google Map with distance traveled .55 per mile will be reimbursed Advisor signature required (a Universal Signature will not be accepted) so plan ahead!

21. International Travel Going Abroad? I

22. International Travel Form

23. International Travel Must Haves!*Prepare a Package including: • Authorization to Travel • Release of Liability • Authorization for International Travel • Emergency Contact List • Flight & Hotel Information • Risk Management Insurance • Document Confirming Purpose of Your Trip • List of Attendees • Copy of Advisor’s Authorization to Travel if the Advisor is traveling with you • *Package must be turned in to Business Services 2 months prior to departure! • Advisor signature required (a Universal Signature will not be accepted) so plan ahead!

24. International Travel Package ProcessApproval Process: • Review by ASI Executive Director, Cora Culla • Review by Risk Management, Valerie Eberle • Approval by Associate Vice President and Dean of Students, Dr. Rebecca Gutierrez-Keeton • Approval by Provost and Vice President of Academic Affairs, Dr. Marten denBoer

26. Alcohol & Other Drugs Policy Alcohol & Other Drugs Policy - Link • Drug-Free Schools and Communities Act Amendments of 1989 • It is unlawful to manufacture, distribute, dispense, possess, use or sell illicit drugs or alcohol on University premises, at university events, or on University business, both on campus and off. • When traveling for your organization, you are officially on business from departure until return. • Applies to off-campus events. Off-campus events are sponsored by the organization. It is university business, therefore this policy will apply to the organization’s representatives. • Being under the influence in a public place is a misdemeanor in California

27. Alcohol & Other Drugs Policy • The following campus entities are authorized by the President to serve alcoholic beverages under specific circumstances: • Foundations Dining Services • Kellogg West Conference Center • The Restaurant Kellogg Ranch • The Collins College (academic courses or official College-sponsored events) • Round Table Pizza – BSC • Alcohol Abuse Referrals: Counseling and Psychological Services Building 66, Room 116 (Bookstore Building) (909)869-3220

28. Hazing • Hazing: any behavior or activity that causes physical harm, personal degradation, or disgrace resulting in physical or mental harm. • Consent of a victim of hazing is not a defense. • Being a bystander of hazing is a violation of this code. • All officers, members, advisors, and alumnae can be affected by allegations of hazing. Standards for Student Conduct

29. Risk Management Reserving space for high risk events/activities on campus (High Risk events or activities are those that place a person or the university at increased risk of suffering an injury or loss.  Events that include participants from off campus are also included. ) • If the event description on the reservation form is determined by OSLCC to be a high risk event/activity, you will be notified and referred to Risk Management • The event/activity may require insurance and you will need to plan for the additional cost • Use the Activity Release Form: • Release, Hold Harmless and Informed Consent . • ASI Business Services may not reimburse costs for high risk events/activities

30. Risk Management Cont. Off-campus events that are not sponsored by Cal Poly Pomona • Club advisor(s) and officers assume risk • ASI Business Services reserves the right not to reimburse costs for risky events Travel: Release of Liability Form & Driving- CA Laws Student Travel Forms : Student Travel Release Notice - Part 1 (Please review) Release, Hold Harmless and Informed Consent - Part 2 *Complete, print and submit completed forms to Club Advisor, Club President or Trip Coordinator

31. Risk Management Cont. Note:  As with academic fieldtrips, students driving their own vehicles to and from a club-related activity or event do so at their own expense and their own liability.   • As required by law… Drivers must have a valid driver's license and proof of liability insurance in their possession for the minimum amount prescribed by State Law; all persons in the vehicle must wear safety belts and the vehicle must be in safe mechanical condition. CPP Risk Management: Valerie Eberle (vjeberle@csupomona.edu) Risk Management FAQ’s: http://www.csupomona.edu/~rms/student_clubs.htm

32. Advisors

33. Your Role as Advisor • Attend meetings and functions • Assist with interpreting campus policies & procedures • Communicate with student leaders • Serve as authorized signer on budget related documents, travel documents, reservations, environmental health and safety forms, etc… • Ensure that student leaders meet all officer eligibility requirements (GPA & unit load per quarter) • Provide advice and guidance with • Calendar planning • Leadership style feedback • Time management • Interpersonal conflict mediation • Using campus resources • Assist with the annual club/org registration process • Advise and refer students to appropriate campus support services and resources when appropriate • Assist students with leadership transitions

34. Event Planning & Scheduling Policies

35. Scheduling Facilities Through OSLCC Online Scheduling System • Indoor & Outdoor Event Forms • No longer requires officer and advisor signatures • Minimum of 10 business days for processing Classrooms for club meetings Outdoor space for events (know your location) • CLA Paseo • Rose Garden • Painting the CPP • University Plaza • University Park & Quad • Cultural Patio • Bronco Commons Email Anita Roberts (arroberts)

36. Outdoor Event Scheduling Process • Go to http://dsa.csupomona.edu/osl • Click “Event Scheduling” • Click “Outdoor Scheduling Reservations” • Fill out the reservation form by Clicking the “Reservation Form” link • Open the word document • Fill out the document completely and email it to arroberts@csupomona.edu • FYI: Where it says “Which entity do you represent?” enter Student.

37. Scheduling Facilities Facilities not reserved through OSLCC: • Bronco Student Center • Athletics (gyms and fields) • Kellogg West • The Restaurant at Kellogg Ranch • The Historic Kellogg House Pomona • University Recital Hall • University Theater • Parking Lots • Labs To reserve these spaces, use the Event Planning Contact List on OSLCC Web Site

38. Food at Events • Environmental Health & Safety approval is required for all food on campus, unless it handled by an on-campus caterer. Procedures for Food Events Form: http://www.csupomona.edu/~ehs/ftp/FoodForms.doc • Environmental Health & Safety – x4697 • Located in the CLA Building 98 in Room B1-102 • Certified Food Handler must be present if food is being served at official student organization events • Exceptions: Being catered OR Pre-packaged food • EH&S will recognize a Food Handlers License from : • Los Angeles, Riverside, or San Bernardino County; Also online at: • http://www.servsafe.com/ • http://www.foodhandler.com/ • Food Fundraisers : • Certified food handler must be present • Cleaning your grill in public bathrooms is not allowed by Facilities • Use gloves and hairnets when serving

39. Questions? Dr. Dora Lee Senior Coordinator, Student Life & Cultural Centers doralee@csupomona.edu (909) 869-3642 Building 26-124 (OSLCC Main Office) dsa.csupomona.edu/osl GO BRONCOS!