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ORIENTATION WORKSHOP Swipe in with campus ID card

Attend the Orientation Workshop to learn about the benefits of being an involved student leader, familiarize yourself with campus policies, and understand the roles and responsibilities of Student Life & Development. Get credit for attending by registering your organization on BeachSync and meeting eligibility requirements.

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ORIENTATION WORKSHOP Swipe in with campus ID card

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  1. Presented by the Office of Student Life and Development USU-215, 221, 314 2017 - 2018 ORIENTATION WORKSHOPSwipe in with campus ID card

  2. ORIENTATION CREDIT • You must complete the following to receive credit for attending the Orientation Workshop: • Register organization on BeachSync • You must be listed as an officer on registration under “Positions” • Meet eligibility requirements • We need 5 business days to review and forward your info to Venue Operators

  3. WORKSHOP GOALS • Highlight the benefits that come from being an involved student leader • Familiarize students with an understanding of the roles and responsibilities of Student Life & Development (SLD) and Faculty/Staff Advisors • Orient students to the responsibilities as student leaders • Orient students to campus policies • Orient students to basic event planning processes • Answer any questions student leaders may have

  4. BENEFITS OF BEING INVOLVED • Social connections and sense of community • Make positive differences • Develop transferable skills • Interact with faculty, staff, alumni, etc. • Increase likelihood to succeed academically • Enhance professional development • Connecting classroom education and leadership development experiences

  5. GOALS OF STUDENT LIFE & DEVELOPMENT • Mission Statement Our mission is to develop and implement out-of-classroom programs and services that educate CSULB students about ethical leadership, cultural awareness and positive social change. • Promote opportunities for campus and community involvement through student organizations, leadership training and experiences, and community service. • Support and advise the many programs and events student organizations provide to the campus community.

  6. YOUR SLD ADVISOR WILL HELP YOU: • Assigned to orgs. Do you know your SLD Advisor? • Clarify program goals and objectives • Plan your event and establish timelines • Generate ideas to publicize your event • With budgeting and ASI grants • Understand the University regulations and policies • Build your leadership and organizational skills

  7. YOUR SLD ADVISOR WILL HELP YOU: • Generate ideas to solve problems • Get connected to referrals and resources • Maintain your organization’s structure • Understand and abide by your Constitution & Bylaws • Generate ideas to recruit and retain members • Train incoming officers for transition • Generate ideas on how to maintain a record of your organization’s accomplishments

  8. FACULTY/STAFF ADVISORS • Selected by orgs. and are volunteers • Responsibilities are mutually negotiated between advisors and students: • Assist students to develop strategies and goals that provide for member ownership, feedback, and involvement • Being aware of the student group’s constitution and bylaws and University policies • Assisting the student organization in program development and planning

  9. FACULTY/STAFF ADVISORS • Meet regularly with officers or members at regularly scheduled meetings • Attend planned programs and events sponsored by the student organization • Assist in membership recruitment strategies • Encourage officers and individual members to preserve continuity of the group by keeping records to document the group’s history and providing transition activities for new officers

  10. ANNUAL REGISTRATION OF STUDENT ORGANIZATIONS • Organization Registration via BeachSync • Officer & Faculty/Staff Advisor Agreement Forms electronic • Current (Post 2013) Constitution & Bylaws on file with SLD (summer 2018 all C & B’s to be updated) • Eligibility • Undergrads 6 units; Grads 3 units • 2.5 GPA (previous sem & cum) and no probation of any kind • No more than 150 UG units/50 Grad units • Orientation Workshop • Org’s reg. must be updated & you must be listed as an officer • Event planning ability expires August 2018 • At least one officer must attend annually

  11. OPEN MEMBERSHIP • Eligibility for membership or appointed or elected student officer positions shall not be limited on the basis or race, religion, national origin, ethnicity, color, age, gender, gender identity/expression, marital status, veteran status, citizenship, sexual orientation or disability.

  12. TITLE IX: HARASSMENT AND DISCRIMINATION • It is the policy of California State University, Long Beach (CSULB) to prohibit discrimination on the basis of sex, sexual orientation, gender, gender identity, gender expression in educational programs, services, or activities. • CSULB is committed to maintaining a safe educational and working environment free of discrimination, harassment, or retaliation on the basis of a protected category.

  13. TITLE IX: HARASSMENT AND DISCRIMINATION • If you or any of your peers have a complaint pertaining to discrimination, harassment, or retaliation, immediately contact: • Interim Title IX Coordinator, Ken Kelly • (562) 985-5587, BH 377, kenneth.kelly@csulb.edu • For criminal acts, such as sexual assault, please contact University Police at 562-985-4101.

  14. ANTI-HAZING • All organizations shall prohibit all members and officers from engaging in hazing or committing any act that injures, degrades or disgraces any fellow student. • As used in this section “hazing” or “haze” is conduct which causes, or is likely to cause, bodily danger, physical harm, or personal degradation or disgrace resulting in physical or mental harm to another person in the course of the other person’s preinitiation into, initiation into, affiliation with, holding office in, or maintaining membership in any organization. • See Section 48900 of the Education Code, section 245.6

  15. FREEDOM OF SPEECH • New website: http://web.csulb.edu/divisions/students/freespeech/ • CSULB supports creative, thoughtful, and respectful discourse where conflicting perspectives are vigorously debated and thoroughly discussed. • SLD Advisors can assist you with exercising your freedom of expression

  16. RESERVING SPACE • For Events and Programs • Begin with your SLD Advisor • Who, What, When, Where, Why? • Reserve Space with Venue Operator • General Meetings • Go to USU Conference and Events Center (USU-232) • Tables, Chairs, and Desks may not be moved for any reason. • Info Tables/Pre-Packaged Food Sales • Reserve via the SLD Office in person • 7 locations, on a first-come, first-served basis • $3.00 (1 table/2 chairs) • Pre-packaged food must not require heating or refrigeration and must not be prepared at home.

  17. SCHEDULING DEADLINES • Filing forms, completion of program details, and marketing must be met before the program can be approved by your SLD Advisor: • Major Events: reserve min. 2 months in advance – SLD Advisor must approve event 4 weeks prior to program • Minor Events: reserve min. 1 month in advance – SLD Advisor must approve event 2 weeks prior to program • General Meetings – no music, no singing, no disruptions, tables/chairs/desks cannot be moved – no deadline • Events may not be scheduled during final examination period

  18. EVENT SERVICES • Located in Brotman Hall Rm. 320 • Office Hours: M-F 8am – 5pm | Phone: 562-985-5578 • Contact: Pamela Jesse • Venue Locations • Outdoor Spaces (Central Quad, Speaker’s Platform, Friendship Walk, Etc.) • http://daf.csulb.edu/offices/vp/event_services

  19. USU CONFERENCE & EVENTS CENTER • Located in the University Student Union Rm. 232 • Semester Office Hours: • M - TR 8am – 6pm Fridays 8am – 5pm • Summer & Winter Break: M – F 8am – 5pm • Phone: 562-985-5205 • Contacts: Arlene Macavinta & Sabrina Ware • Venue Locations • University Student Union • https://www.asicsulb.org/corporate/discover/conference-events

  20. USU VENUES • Conference/Meeting Rooms • Max Cap. 15 - 60 • West Wing (202, 203, 204) • 3rd Floor (303, 304, 305, 306 & 307) • Event Space • USU Ballrooms ABC • Max cap. 500 • Large scale events, conference, speakers, performances, job fairs, etc. • Beach Auditorium • Max cap. 236 • Movie/documentary screenings, speakers, talent shows, presentations, etc.

  21. USU VENUES (Con’t.) • Event Space • Alamitos Bay • Max Cap. 60 • Banquets, Luncheons, Meetings, etc. • Room 205 ABC • Max Cap. 54 • Banquets, Luncheons, Meetings, etc. • Outdoor Venues • Southwest Terrace & Southeast Terrace • South Plaza • North Lawn • Concerts, exhibitions, performances, cultural events, food giveaways, Etc.

  22. USU VENUES (Con’t.) • Games Area • Bowling, Billiards, Sticks Lounge, TV Lounge, Rm. 103, USU Pool, Etc. • Parties, group events, etc. • Spaces by exception only: • Sunset Lounge • Rm 100 • Rm 105 • North Lobby https://www.asicsulb.org/corporate/discover/conference-events

  23. MAKING RESERVATIONS • Each student group is allowed to have a maximum of 6reservationsdates scheduled at one time in the EMS calendar • Booking your space • All events taking place in the University Student Union require a meeting with a USU Conference and Events Center staff member to discuss event/program details. • Minor Events should be booked at least 1 MONTH in advance • Major Events should be booked at least 2 MONTHS in advance

  24. TYPES OF RESERVATIONS • General Meetings • USU Meeting Spaces: • Can be booked in person or online using our virtual ems system • Need at least 1 day’s notice • Up to 4 hours • Academic Classrooms • One-time and Semester Requests (Forms are at USU CEC) • 1 – 2 Week response time • Requests NOT GUARANTEED

  25. TYPES OF RESERVATIONS (con’t.) • Minor Events & Major Events • Must be booked and any changes made in person • Must be confirmed 2 weeks in advance or will be cancelled • Needs SLD advisor approval • Event Info • The more you know the better • Come to CEC to go over details with myself or Arlene • Give us a valid, regularly checked email and phone number

  26. EVENT STATUS & DEADLINES • Courtesy Hold • For major or minor events • Space can be held for Max. 3 business days • Come to CEC to go over details and switch to tentative status • Tentative Hold • Once the space is booked, the reservation will remain tentative. During this period the space will be held and the event planner should regularly meet with CEC to go over event details • Event Planner will review and sign the reservation, agreeing to our terms and conditions and cancellation policy

  27. EVENT STATUS & DEADLINES • Confirmed • Reservations will remain tentative until all required documentation have been received by the scheduled deadline date, payment is made (if necessary), and SLD has given approval, at which point the reservation will be considered confirmed. • Student orgs that are not funded by ASI are required to pay in full two weeks prior to the event date otherwise the reservation will be cancelled. • For events that do not have a payment, a signature verifies confirmation. • If the required information is not received by the given deadline, the reservation may be cancelled without notice. • Cancelled • Event cancellations must be made at least three working days prior to the event to receive a refund.

  28. QUESTIONS? Sabrina Ware | Sabrina.ware@csulb.edu USU Conference and Events Center USU Suite 232 | 562-985-5205

  29. ADVERTISING YOUR EVENTS • Event must be approved by your SLD Advisor prior to the release of any program publicity. • No posters, flyers, or social media marketing permitted prior to the final approval of your SLD Advisor.

  30. POSTING REGULATIONS • IDENTIFICATION OF PUBLICITY • All publicity must state the sponsoring organization, name of program, date, time, location, and contact for the event. • TIME LIMITS • All publicity material may be posted no more than seven school days prior to the event and must be removed no later than three days following the event.

  31. POSTING REGULATIONS • FLYERS • 8.5 x 11 or smaller advertisement – no approval needed; follow identification of publicity and time limits regulations • POSTERS, SPECIAL EVENT SIGNS & BANNERS • 25 posters on stakes 17 x 22 OR 20 special event signs 3 x 3 AND 3 banners 3 x 6 per event maximum. SLD approval required. • POSTING in the USU • Approval is required from ASI Marketing, USU-312, aside from SLD approvals. Reserve your advertisement space early with USU-312.

  32. POSTING REGULATIONS • Prohibited Locations • Windows • Walls • Flower beds / planters • Trees • Parking lots and/or cars • Fixtures • Signs • Ground

  33. FISCAL RESPONSIBILITIES • ASI Agency Account – Activate Account at AS Business Office (ASBO) - USU-229 • ASI Grant Account – Fiscal Certification Required • No off campus accounts • Approved Vendor Policy • Name of University is allowed to be used • University Seal or Logos are not allowed to be used

  34. CONTRACTS & SERVICE PROVIDERS • Students cannot sign any third party contract on behalf of their student organization. • Work with your SLD Advisor to complete appropriate forms • Begin process at least one month in advance to your event • Student clubs and organizations are an extension of the university and fall under the oversight of state management. Student officers do not have the authority to enter into third party contractual agreements by signing non-university contracts on behalf of a student organization (for example equipment or bus rentals, performer or talent agency contracts, service provider contracts, etc.). As such, any and all hires or contractual agreements can only be made and approved by state management.

  35. CASH HANDLING Students must follow university policies regarding cash handling procedures when selling tickets for events: • All ticketed student programs held in the Pyramid or Carpenter Performing Arts Center must utilize the venue ticketing services. • Tickets for student organization events can be sold through the USU Ticket and Information Booth. • Tickets for student organization events (excluding the Pyramid and CPAC) can be sold online only using the university “Cash Net” system. • Process must be approved 3 weeks prior to event.

  36. FUNDRAISING & SCHOLARSHIPS • See your SLD Advisor if your student organization is planning on fundraising or offering a scholarship(s) to CSULB students: • Cash Donation Process • T.V. Show Taping Process • Gift In Kind Donation Process • Scholarship Process

  37. BEACHSYNC • BeachSync is the CSULB version of OrgSync, a powerful Community Management Software (CMS)  • All student organizations utilize BeachSync for their organization’s annual registration • Allows student orgs. to manage membership rosters, list events, maintain calendar entries, upload photos/videos, communicate with members, and design a website • Your advertising should also include a “Join us on BeachSync” statement.

  38. ADDITIONAL RESOURCES • The Office of Student Life and Development • www.csulb.edu/sld • Campus Regulations • www.csulb.edu/regs • Your SLD Advisor • 562-985-4181

  39. OTHER SLD OPPORTUNITIES • T3 – Leadership Institute • September 8, 2017 • Make a Difference Day • October • Alternative Spring Break • Applications available in October • SLD Student Academic Travel Grants • Lois J. Swanson Leadership Resource Center • www.csulb.edu/lrc • Leadership Academy • On Going Applications

  40. IMPORTANT THINGS TO REMEMBER • See your SLD Advisor early and often • Your SLD Advisor is a valuable resource • Your events may not to approved if you don’t abide by the university policies • SLD Extended Hours: Tuesdays 8am -7pm • Keep your organization’s BeachSync information updated (BeachSync Demonstration)

  41. QUESTIONS? • Make sure you are listed as an OFFICER on your organization’s BeachSync registration page (under “Positions”) • Your name will be forwarded on to the Venue Operators within 5 business days as a certified scheduler for your organization after your eligibility has been cleared. • Any Questions?

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