2016-17

1. St. Olaf College Student Organization General Training(AKA “How to get stuff done around campus”) 2016-17

2. Get to know the Office of Student Activities • Student Org Handbook • Office Staff • Event Planning Information • Transportation Information • Liability/Risk Questions • Credit Card Check-out • Student Org. Resource Center • Popcorn and Fun! We want to make sure that your organization has all the tools it needs to succeed! Our office can answer and address all of the following (and more!):

3. Helpful Contacts Student Activities Office: BC 107 507-786-3999 Kris Vatter Director of Student Activities and Buntrock Commons vatter@stolaf.edu Evan Lebo SGA Financial Officer lebo@stolaf.edu Charlie Bahnson SOC Coordinator bahnson@stolaf.edu Catherine Paro Assistant Director of Student Activities paro1@stolaf.edu Suzanne Hanle VN Coordinator hanle@stolaf.edu Jamie Cathcart Assistant Director of Student Activities for Wellness cathcart@stolaf.edu Madeline Burbank (Temporary til Oct. 2) burbank@stolaf.edu Skoglund 114 B: Chris Rotty Dir. Intramural & Club Sports rotty@stolaf.edu 507-786-3563 Laura Mascotti Administrative Assistant mascotti@stolaf.edu

4. SOC: What they can do for you! • Coordinator: Charlie Bahnson • Goal: Transparent Funding! • Fund requesting: http://oleville.com/soc/forms/ • Org Storage http://oleville.com/soc/org-storage-form/ • GAS: $.25 per mile per vehicle for ALL vehicles • FOOD: You may apply for food funding. • Typically low priority

5. New Bylaws! • Conference Funding: • $750 limit removed • Not individuals, only Orgs • Advisor Approval

6. Club Sport Funding • Ask SOC for 100% of year’s expenses • Priority list • WATCH FOR EMAIL

7. Check I’m Here • Look for email • Full Roster, Advisor, Officers, Description, Meeting Times • Deadline: November 1st

8. Student Org Database

9. Every Org has information listed here. As a leader, you can log in to the database to change or edit your Org’s information as needed. Please keep this updated if your org’s leadership changes.

10. Those listed as contacts in the Database automatically have access to the Lawson budgets.

11. Sample of a Database page: When you log in, you’ll only see the orgs you’re a member of in this space. Click on the name to edit or change information.

12. Other Notable Things • Paying Speakers/Performers: If your organization intends to pay anyone outside the college for services rendered (speaking fee, transportation, performance, etc) the OSA needs to be informed well in advance. Often times these engagements require a contract. We can help you with this! • Paying Students: If your organization intends to pay a St. Olaf student for services rendered (photographer, coach, etc.), the payment must be hourly, via student employment, paid out of the org’s budget. Stop by the OSA in advance to get that set up!

13. Notable Things (cont.) • Hallway displays: no large, blank sheets of paper asking open-ended questions. Both sides of the hallway are available for reservation. • Amplified sound, if outside:  Be cognizant of time and place.  Amplified sound should not begin before 3pm, when classes (generally) end, nor go past 9pm.  Outside amplification during Reading Day and Finals Week is prohibited. • (Noise Ordinance—City of Northfield) • Security: Some large events (e.g. Pause dances) require outside security, in addition to Pause security staff, to make them happen. If you are hosting one of these events, it is up to your org to pay for 30% of the security cost (roughly $300).

14. Travel What needs to be known in advance: Vehicle needs Destination Purpose Who is traveling/drivers Completed waivers Org Travel Form and waivers: http://wp.stolaf.edu/sa/student-org-travel/ Per St. Olaf travel policy, travel to US State Department approved countries only.

15. Vehicles • College: • 8 Minivans (7 pass. total) - $0.50/mile • 1 Traverse with all-wheel drive & towing package (8 pass. total) - $0.65/mile • Local trips: $25 min. fee • Pass driver certification: web-based Alert Driving • 20 years old • Reserve by emailing Nancy Stuckmayer (stuckman@stolaf.edu) or fill out the form on the page below http://wp.stolaf.edu/sa/usingreserving-vehicles/

16. Vehicles (cont.) • No college vehicle available? • Laura can help arrange rental through Enterprise: stolaf.edu/sa/transportation/enterprise-rentals/ • Must be over 21 • Recommended: • Travel Groups over 15, over 50 mi. one-way, utilize chartered bus like Northfield Lines

17. Kids’ Stuff • No one should have private, one-to-one contact with any child, unless part of a Volunteer Network program. • Don't ever be alone.  You can meet one-to-one, but in a public place.  Kris needs to know the kinds of kids' programs any/all clubs will be doing.  • Babysitting on campus is not allowed.

18. Fundraising Can do ticket sales and sell goods via University Tickets, but cards cannot be swiped, only entered. IgniteCX is an online portal orgs can use to take donations—NO OTHER SITES Contact OSA with further questions. Fundraising Request and Checklist: stolaf.edu/sa/fundraising Ole Cards CreditCards • In-person sales on-campus • Reserve system minimum one week in advance • Need to know names of students managing sales • Laptop • Device and training provided NO ALCOHOL AS PART OF FUNDRAISER NO RAFFLES

19. Election Participation St. Olaf Political Policies • Permitted Activities: • Promoting issues or a party • Registering Voters • Hosting visits (not fundraisers), but candidate campaigning is • Restrictions • Orgs cannot use SOC or SGA funding to benefit any other organization, individual or candidate • Debates • Getting out the vote other than for a specific candidate • Orgs cannot use allocated funds to provide indirect or in-kind contributions to a particular candidate, a campaign committee, political action committee, “527” group or a political party unit

20. Election Participation (cont.) • Voter Registration and Voter Information • Save the Date: National Voter Registration Day—September 27th • Online voter registration VERY easy • Minnesota College Ballot Bowl • Send us your org’s voter registration counts! • Election Day • Buntrock Polling Place • Political Orgs, we will want your help that day! Stay tuned for information

21. HAZING Don’t do it Hazing: any willful act done by one or more individuals (physical, emotional, or psychological) which subjects another person, (voluntarily or involuntarily) to anything that may abuse, humiliate, intimidate, or endanger that person, or which may in any fashion compromise their dignity as a person (St. Olaf Hazing Policy)

22. Keep these guidelines in mind as you are welcoming new members into your group: • Any activity or practice that new members are required or encouraged to participate in by virtue of their status as a new member presumptively constitutes hazing • Any activity that is considered a “tradition” should be examined. “Tradition” is not a justification for hazing.

23. More Helpful Information • Put your events on the Master Calendar! • Reserve room/spaces early via R25. • See Student Organization Committee (SOC) for funding questions. • Seriously – check out the Org Handbook– everything from Bon App Pack-out info to film showing regs to bonfire procedures – it’s in there! • Don’t sign contracts – find staffers for help. • Check www.oleville.com for more info.

24. Thank You Have a great year!