Clubs & Organizations Presidents’ Workshop

1. Clubs & Organizations Presidents’ Workshop

2. Introductions & Housekeeping • Don’t forget to sign-in and out of this workshop • Your organization will not get credit if you leave early • This presentation will be available online on the OSL webpage under club resources

3. 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 • Posting Approval • Archives – club bylaws & officer history • Universal Signers –La’Keisha Beard, Jami Grosser, Sharon Rocacorba & 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.

4. Resources & Services Cont. • Club/Vendor Program –Anita Roberts • Leadership Library (e.g. Icebreakers) • 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

5. Cal Poly Pomona Day at the Fair

6. Registration Process

7. Annual Registration Process (Re-Chartering) Registration Deadlines Clubs and Organizations: August 1, 2013 Greek Organizations: August 1, 2013

8. Steps in Re-Chartering Process Items to complete and submit for the re-chartering process: • Complete in myBAR: Club/Org Description , Executive Board members, Hazing Policy, Non-Discrimination form and a Profile & a Profile Picture of the club/Organization. • Upload to myBAR: Advisor Application & Bylaws • Attend a Presidents’, Treasurer’s and Scheduler’s* Workshop • Every President, Treasurer and Scheduler must attend to at least one • No RSVP or registration required *All designated Schedulers are required to successfully complete a quiz regarding scheduling in order to be certified as your organization’s designated Scheduler.  The quiz will be given at the conclusion of the workshop attended.

9. Greek Organizations All Re-Chartering items as other clubs plus the following: • Upload to myBAR: Greek Calendar for Fall, Copy of Current Insurance • Complete in myBAR: Tax Payer ID number, Off Campus Advisor including: Email, Phone Number and Title

10. Mandatory Scheduler Workshop Dates • May 23rd Thurs. 10:00-11:30AM BSC Orion AB • May 28th Tues. 10:00-11:30AM BSC Andromeda AB • June 4thTues. 10:00-11:30AM BSC Andromeda AB • June 13thThurs. 2:00-3:00PM BSC Andromeda AB • June 27thThurs. 2:00-3:00PM BSC Andromeda AB • July 11thThurs. 10:00-11:30AM BSC Andromeda AB • July 18thThurs. 2:00-3:00PM BSC Andromeda AB • July 30th Tues.2:00-3:00PM BSC Andromeda AB

11. What is • My Bronco Activity Record (myBAR) is a program designed to keep track of your club membership(s), leadership role(s), awards earned, employment and involvement on & off campus. • Use your myBAR Summary Report to prepare your resume, apply for internship opportunities, graduate school, awards and scholarships. • It is an essential part of the club re-chartering process, myBAR can also help clubs/orgs: • Access myBAR at: http://mybar.csupomona.edu/ • Track club membership • Keep record of club leadership roles • Communicate with current & past club members • Outreach to students interested in your club or organization

12. myBAR Workshops Dates DATETIMELOCATION • May 23rd12:00-1:00PM CLA 98-C51620 • June 5th1:00-2:00PM CLA 98-C51620 • June 20th 10:00-11:00AM CLA 98-C51620 • July 23rd10:00-11:00AM CLA 98-C51620

13. Campus Policies

14. Executive Order 1068 • Student organizations shall not have any rules or policies that discriminate on the basis of race, religion, national origin, gender, citizenship, sexual orientation, or disability. • All must be open to all currently enrolled students, except social fraternities/sororities and living groups may impose gender limitations. • Honor societies with national GPA requirements are not considered a discrimination.

15. 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, and only CPP students may have voting privileges (fraternities/sororities may have provision waived) Read it here: http://www.calstate.edu/eo/EO-1006.html

16. Executive Order 1006Advisor Eligibility • One university advisor is required: • Full or part-time faculty or professional staff (non-auxiliary 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

17. Executive Order 1041Student Travel 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

18. 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! • Copies must have organization name, date, and contact info • Housing has their own posting policy. • http://dsa.csupomona.edu/uhs/Posting_policity.asp • Facilities may take down expired posters but you are encouraged to • Your club and organization is responsible for knowing the posting and chalking policies • Teach your new officers and members

19. Alcohol & Other Drugs Policy • All on-campus student club’s and organization’s events must be alcohol free. • Being under the influence in a public place is a misdemeanor in California • According to Cal Poly Pomona’s Alcohol and Other Drugs Policy: • The unlawful possession, use, production, distribution, or sale of illicit drugs or drug-related paraphernalia, tobacco and/or alcohol, by any faculty, staff, student, or visitor is strictly prohibited in the workplace, on University premises, at University activities, or on University business, on campus or off. Click on this link for more details: Alcohol & Other Drugs Policy

20. Alcohol & Other Drugs Policy • Alcohol Abuse Referrals: • Counseling and Psychological Services, • Building 66, Room 116 (Bookstore Building) • (909)869-3220

21. Campus Blood Drives • When planning a Blood Drive on Campus, please go through the Student Health Services. • Do not use Life Stream.

22. Hazing According to the Student Code of Conduct • 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

23. Hazing • Hazing is defined as any method of initiation or pre-initiation into a student organization or student body, whether or not the organization or body is officially recognized by an educational institution, which is likely to cause serious bodily injury to any former, current, or prospective student of any school, community college, college, university or other educational institution in this state (Penal Code 245.6), and in addition, any act likely to cause physical harm, personal degradation or disgrace resulting in physical or mental harm, to any former, current, or prospective student of any school, community college, college, university or other educational institution. • The term "hazing“ does not include customary athletic events or school sanctioned events. • Neither the express or implied consent of a victim of hazing, nor the lack of active participation in a particular hazing incident is a defense.

24. Risk Management Off-Campus Events: • The University assumes no responsibility or liability for off-campus events sponsored by student clubs/organizations. • Off-Campus events may NOT use “Cal Poly Pomona” in its publicity of the event. • 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

25. 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

26. Advisors

27. The Role of an Advisor • Attend group meetings and functions • Assist with interpreting campus policies & procedures • Communicate with student leaders • Serve as authorized signer • Ensure that students meet all officer eligibility requirements (GPA & unit load) • Provide advice and guidance: • Calendar planning • Leadership style feedback • Time management • Interpersonal conflict mediation • Using campus resources • Assist with the annual registration process

28. Communication with Advisor • Organization should: • Include Advisor in communications • Provide contact information of all officers • Provide minutes of all meetings • Provide updates for all events • Invite Advisor to organization’s functions and meetings

29. Advisor’s Workshops Dates DATETIMELOCATION • May 21st 12:00-1:00PM BSC ORION AB • June 5th 11:00-12:00PM BSC CENTAURUS • June 18th 12:00-1:00PM BSC CENTAURUS • July 11th 11:00-12:00PM BSC ANDROMEDA • July 31st11:00-12:00PM BSC ENGLAND EVANS • August 8th11:00-12:00PM BSC ANDROMEDA • August 28th11:00-12:00PM BSC ENGLAND EVANS • September 5th11:00-12:00PM BSC ANDROMEDA • September 11th11:00-12:00PM BSC ENGLAND EVANS

30. Fundraising • 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.  

31. Additional Sources of Funding • Administrative Fund: VP for Student Affairs Office For Outreach Programs & Student Development Activities http://www.dsa.csupomona.edu/vicepresident/adminfund/

32. Next Steps • To access ASI Funds and Reserve Rooms you must complete ALL steps in the re-charter process. • Once your registration is reviewed and approved, you will be notified by email about your charter status. Please allow processing time. Your patience is appreciated. If you do not complete the full process, you will not be able to access funds, reserve rooms and have access to other club resources. FINAL DEADLINE is August 1st.

33. Club Membership • Enter your club membership into myBAR by October 31, 2013, failure to so will result in your clubs charter being revoked

34. Questions? La’Keisha Beard Interim Senior Coordinator, Student Life & African American Student Center Coordinator ldgilford@csupomona.edu (909) 869-5007 Building 26-124 (OSLCC Main Office) dsa.csupomona.edu/osl GO BRONCOS!