Welcome to the Advisors’ Workshop

1. Welcome to the Advisors’ Workshop *Please pick up a handbook and handouts

2. role of the advisor • Every student organization is required to have a full-time faculty/staff member serve as an advisor. • Advisors are responsible for assisting the organization by: • Helping to set goals • Evaluating programs • Staying informed about the organization and its activities • Completing the required paperwork for the Office of Student Engagement)

3. role of the advisor • Advisors should assist individual members by: • Helping members create balance between academics and extracurricular involvement • Encouraging participation in and responsibility for the organization’s programs • Developing leadership skills of the executive board • Advisors represent the University and should: • Monitor SOFAC and other funding procedures • Be familiar with the policies pertinent to student organizations • For more advising tips, see p. 21-24 in the handbook.

4. office of student engagement • Maggie Brandt, Student Organizations GA • Lindsay Farris, Student Organizations Student Specialist Other important people to know… • Jeremy Schenk, Director of Student Engagement • Cyndi Warnow, Administrative Assistant

5. annual registration • Annually complete the Online Registration and Renewal to remain an active organization (see p. 9) • Maintain a minimum of four student members and a full-time Missouri State faculty/staff advisor • Update your constitution and bylaws as needed • Attend an orientation meeting yearly

6. online registration • Online Registration and Renewal must be completed annually to remain active • Keep your information current- We do not update your information • Updates and changes are the responsibility of each individual organization’s president or advisor • Update officers, purpose, key words, website etc.

7. automated emails Types of automated emails: • Renewal • Personal information changes (verification) • To view verifications, access the Renewal system, log in, select your organization, and click the View Verifications link to see who has/has not verified • Please pay attention to automated emails! These help keep the renewal process going, making it easier for your organization

8. mailboxes • Mailboxes are located in PSU 111 • Receive mailbox assignment and sign agreement in Office of Student Engagement • Check your mailbox at least once a week • For a mailbox application, see Cyndi in PSU 101

9. office space and lockers • Available in PSU 111 complex for your convenience • Annual registration for office space and lockers occurs in March

10. banking and finances • All student organizations may open a checking account at Commerce Bank, located in the PSU (see p. 13) • Tax-exempt status (p. 14 in Handbook) • If you operate with a social, charitable, or educational purpose, your organization may be eligible for tax-exempt status • Visit http://www.irs.ustreas.gov/charities/index.html

11. SGA senators • As a student organization, you have the right to send 2 members to SGA meetings • SGA meets on Tuesdays at 5:30pm in PSU 313 • Consider applying for SGA’s Student Organization Spotlight! • The application needs to be turned in to PSU 120. • For more information about SGA Senate, contact Kristen Sanocki at sonacki88@missouristate.edu or visit the SGA office on the bottom floor of the PSU (behind the TV)

12. about SOFAC • SOFAC assists in the funding of many student organizations’ events, conference trips, etc. (see p. 15) • All submissions ONLINE! http://studentorganizations.missouristate.edu/sofac/ • Contact Jeremy Esquivel with questions • Call 836.7646 • Hours are available on website

13. public affairs grant • Public Affairs Grant Program (p. 15) • Sponsors events/speakers for campus community that share Missouri State’s public affairs mission to provide opportunities for dialogue, and that encourage faculty and students to explore topics of public concern • Apply one semester in advance • Call 836.6900 for more information, or see Handbook, page 15

14. other funding • Receive RHA co-sponsorship for programs related to on-campus students (p. 15) • Call 836.6880 or http://studentorganizations.missouristate.edu/rha • Receive SAC co-sponsorship- up to $2000 (p. 15) • Stop by the Office of Student Activities for co-sponsorship form

15. e-mail and websites Email • Fill out form available in the Office of Student Engagement. Websites • Follow the instructions at www.missouristate.edu/web/organizational.htm or contact webmaster@missouristate.edu • Link it to the Office of Student Engagement web page

16. market your group • Student E-Bulletin sent weekly • Submissions need to be sent by 2:00pm on Tuesdays at http://calendar.missouristate.edu • The Club is on online monthly newsletter for student organizations • Send submissions to Lindsay Farris at farris765@missouristate.edu • Office of News Services can send press releases for publicity in Springfield community • Call 836.6397

17. on-campus advertising • Flyers • May post on any public bulletin board in academic buildings • May receive permission for other boards • Any flyers for res halls must be submitted in Hammons • Chalking • May chalk at any time • Chalk sidewalks only- no walls, benches, under overhangs, etc.

18. conference services FAQs Set up an account with Conference Services online at http://events.missouristate.edu/ FAQ about making reservations: • Request on forms in our office or via email • Include all basic info and call with questions • Processing requests takes about 1 day in PSU and about 2 days outside PSU • Student Organizations rarely pay for PSU space

19. conference services policies • Standing meetings: max per organization is two per week; no shows will be dropped • Avoid charges by using rooms in standard set up • Good general rule is to reserve at least two weeks prior to any event; 1-2 months for important or large events • Late Night/Large events require two weeks advance finalization of details • Catering requires orders two weeks prior to event and 48 hour confirmation of numbers • All food served should be catered by Sodexho or a PSU vendor (Dominos, Blimpie, etc.)

20. homecoming • All organizations can get involved in homecoming activities! Packets are available Wednesday Sept. 2nd and due Friday, October 9th in the OSE. • Tailgating • Student organizations can register to have a tent for tailgating during home football games • See Lindsay Farris in Office of Student Engagement (PSU 101) for a tailgating form

21. risk management • Policies regarding alcohol at organization events • Organizations may NEVER purchase alcohol with organization funds • No open parties • All events where alcohol is present must be done through a third-party vendor (ex. restaurant, bar, club) • All laws apply (ex. minors may not consume alcohol) • There are risks in ALL types of events • Has your group considered how they will handle potential risks?

22. travel • Travel events require the following: • Trip Activity Release form to be completed by each participant and given to advisor • Trip Registration form to be signed by advisor and submitted to Office of Safety and Transportation

23. fundraising • On-campus fundraisers: • Fill out fundraiser reservation request with Conference Services • Events that charge admission may be charged 10% • Concession stands at Missouri State athletic events • See handout for additional fundraising ideas

24. upcoming changes • New online registration system beginning in 2010 • Paired with a co-curricular transcript program • Soon to hire someone to fill a new, full-time position to work directly with student organizations- Assistant Director of Co-Curricular Involvement • Student Organizations GA title will change to Co-Curricular Involvement GA

25. closing thoughts • Use your Handbook! • Leadership tips, budgeting tips, registration and renewal, and more! • If it isn’t in the Handbook, contact us! • PSU 101 (across from Kaldi’s) • brandt217@live.missouristate.edu • 836.4386

26. questions and evaluation • Questions? • Please take a minute to complete an evaluation so we can better serve you. Thank you for your involvement!!