Student Group Advisor Training Fall 2011 Terri M. Hurdle, Coordinator

1. Division of Student Affairs and ServicesDepartment of Student LifeOffice of Student Activities and Leadership Development Student Group Advisor Training Fall 2011 Terri M. Hurdle, Coordinator

2. Advisor Role and Responsibilities What is my responsibility as the advisor? Academic Review Fiscal Management Knowledge of Group Activities Student Group Development Officer Transitions

3. Risk Management Permission and Release Waiver • All student organizations arerequiredto complete a Permission and Release Form for all group activities. • The form must remain on file with your organization’s advisor and another copy must accompany you on group outings (i.e.) Student Trips, Outings and other special events • Forms are available online at http://www.uc.edu/sald/student_organization/resources.html Group Travel • Rent transportation that has liability coverage • SALD recommends the university’s transportation service • Facilities-Grounds Moving & Transportation: 556-4424 • Forms can be found in the SALD office (455), SGA Office (655), and online at http://sites.ucfilespace.uc.edu/sga/ufb-documents

4. Risk Management Fiscal Responsibilities • Contracts • Limit the authority within the group to make financial commitments or authorize high-risk activity. All contracts should be reviewed by the advisor and sent through the University of Cincinnati’s process which includes signatures by the following individuals: • Advisor • Associate Vice-President/Dean of Students • Director of Business Affairs • General Counsel • Off campus Bank accounts • Require at least two signatures for checks/withdrawal • Advisor and Treasurer

5. Risk Management Officers and advisors are responsible for informing members of policies and identifying risks associated with events/activities. • Be familiar with the following University Policies: • Alcohol • The university shall implement and enforce the laws of the state of Ohio as stated in the Ohio Revised Code. Underage drinking will not be tolerated. As permitted by law individual students, faculty and/or staff may purchase, possess and/or consume beer or intoxicating liquor on campus at certain campus events, in designated campus facilities and in campus facilities having permits issued by the Ohio department of liquor control. http://www.uc.edu/Trustees/Rules/RuleDetail.asp?ID=87 • Hazing • The laws of the state of Ohio concerning hazing shall be observed. Hazing shall be defined as participating in or allowing any act or coercing another, including the victim, to do any act that creates a substantial risk of causing mental or physical harm to any person. A forced or coerced activity shall also be considered hazing when the initiation or admission into, or continued affiliation with, a university organization is directly or indirectly conditional upon performing that activity. In no event shall the willingness of an individual to participate in such activity serve as a defense in cases of hazing.

6. Risk Management Events involving alcohol • should be held on a licensed premise • NO direct involvement or group members serving alcohol • If possible provide transportation to and from the event, or have designated drivers. For additional information please contact the following offices for events that may entail some liabilities: • Student Activities and Leadership Development: 556-6115 • Office of General Counsel: 556-3483 • Office of Risk Management: 584-5042

7. Student Code of Conduct http://www.uc.edu/conduct/Code_of_Conduct.html • Applies to all students and must be followed at all times. • Preamble • The Student Code of Conduct (SCOC)  is intended to provide broad guidance in identifying and discouraging behavior that conflicts with the building of a strong and just community that respects and protects the diverse interests and goals of all students, all student organizations, and the University of Cincinnati’s mission “to provide the highest-quality learning environment, world-renowned scholarship, innovation and community service, and to serve as a place where freedom of intellectual interchange flourishes.” • Jurisdiction of the Student Code of Conduct • Students • On and Off Campus Behavior • State of Ohio • Division of Student Affairs and Services • Division of Baccalaureate & Graduate Education

8. UC Branding and Licensing Merchandise designs must be approved by Martin Ludwig, Director of Licensing • University Hall, East Campus • Martin.ludwig@uc.edu • All stationary, t-shirts, posters, give-a-ways & marketing/information brochures must be approved in advance of purchase Merchandise may only be ordered from licensed vendors • 4 licensed vendors for 2011-2012 academic year • http://www.uc.edu/licensing/licensees.html • Students can also refer to the licensing departments website for additional information • http://www.uc.edu/licensing.html • YOU CANNOT SELL MERCHANDISE

9. Conference & Event Services Scheduling Facilities • Go to http://www.uc.edu/eventservices.html and complete application to schedule facilities; 556-2442 • Room reservations must be made within five business days of event • Later notice results in $50.00 fine • If organizations desire to use space in TUC outside normal business hours , the fee is $100.00 for each additional hour • A room rental fee will be charged if the event has an admission fee • Campus Scheduling also approves amplification. Please include this request in your reservation. • If a student organization has to cancel an event, they must notify the scheduling office through written correspondence. If this does not take place they will be fined. • Outstanding bills will prohibit groups from reserving space • MainStreet Event Guide http://www.uc.edu/content/dam/uc/eventservices/docs/EventGuide%20final.pdf

10. Public Safety Special Events • A special event can be considered as any type of function on campus that is not considered part of the academic programs. • Comedy Show or other speaker • Concert • Dance • Cook-Outs • Special Events i.e. Exhibitions, recreational events such as kick-ball tournaments Security Costs • Student groups are responsible for all fees associated with security & grounds at large or outdoor events. • Security needs are determined based on guidelines developed by the Use of Facility Committee and Public Safety and other factors. • For those groups that are budget planning for an event a security fee estimate can be calculated on the cost estimate form at the following link: http://www.uc.edu/pubsafety/forms/event.html • Cathy Krumpelbeck, Event Manager, 513-556-4923

11. Student Group Training Workshop The Student Activities Board (SAB) and University Funding Board (UFB) have combined the registration and treasurers workshop.  The workshops were combined to make the registration process easier for student organizations.  The President and Treasurer of the student organization will be required to attend the combined workshop.   The first portion of the workshop will be the registration training and the second portion will be the treasurers training.  In addition to attending the Student Group Training Workshop, students must also update their online officer information and group roster at (https://www.uc.edu/webapps/sald/studentlogin.aspx_. Additional instructions on the student group registration process can be found at www.uc.edu/sald

12. Student Group Funding Questions • What types of Groups do not receive funding from the university? Selective Organizations i.e., Greek Organizations and Honoraries • How can my group receive funding and learn about the process? Attend the Student Group Training Workshops (University Funding Board Groups) Academic Inter-Collegiate Organizations (Attendance at AIC Workshop) Club Sports Organizations (Budget requests are due prior to the conclusion of the winter term) (The 2011 Schedule is in your folder) • What if I have questions regarding funding procedures? For those organizations that receive funding from the University Funding Board (AIC and Student Organizations) please contact them at 513-556-1195 or go to their website at www.uc.edu/sald Club Sports Organizations can contact the Office of Student Activities and Leadership Development at 513-556-6115

13. Advisor Resources Additional Resources Check out SALD Additional Resources Area Advisor Toolbox located at www.uc.edu/sald • Academic Grade Release Forms • Waiver • Approved Vendor Listing • Student Group Handbook • MainStreet Handbook

14. Resources Continued… Student Group Trainings Conferences 27th SALD Annual Leadership Conference Saturday, February 25, 2012 UC Diversity Conference April 18, 2012 Student Group Symposium April 14, 2012 • Officer Transitions • Time Management • Program Development • Diversity and Social Justice Issues Contact Patty Speed @ Patty.speed@uc.edu

15. Questions?