ATSU Student Organization Online Orientation

1. ATSU Student OrganizationOnline Orientation Presented by Dustin Smith, M.Ed. Office of Student Services

2. Purpose of Orientation • Introduces ATSU students to the Office of Student Services programs and offerings. • Informs students of ATSU student organization policies and procedures. • Identifies the resources available to student organizations. • Outlines student organization responsibilities.

3. The Office of Student Services • Location • Arizona Campus, Third Floor of the Main Building • 5850 E. Still Circle, Mesa  AZ  85206   480.219.6126 • Hours • Monday – Friday: 8 a.m. to 5 p.m.

4. The Office of Student Services • The Office of Student Services assists student organizations with: • Registration Questions • Organizational Dynamics • Event Registration • Fundraising • Campus Resources • Campus Policies

5. Choosing an Organization • Social organizations are those groups whose primary purpose is to promote activities of a social or recreational nature. • Academic/educational organizations are those groups whose primary purpose is to promote activities of a medical or educational nature including scholarship, research, clinical experiences, readings, etc.

6. Student Resources Available Online • Student Organization Handbook available on the web: • http://www.atsu.edu/student_services/mesa/leaders/clubhandbook.htm. • LeaderScript • Provides students the opportunity to document their co-curricular achievement as a transcript to give to future employers. • http://www.atsu.edu/student_services/leaderscript/index.htm

7. Student Organizations at ATSU • Becoming apart of a student organizations can: • Improve your academic and social experiences on and off campus. • Allows for the opportunity to make a positive impact on the campus and community. • Provides students the opportunity to gain valuable leadership skills. • Enhances student’s resume. • Enhances networking skills • Students learn to interact with new people, and learn about diverse cultures and backgrounds. • Provides students with the opportunity to interact with ATSU’s faculty, staff and leaders.

8. Student Organizations at ATSU College of Osteopathic Medicine Student Organizations: • American College of Osteopathic Family Physicians • Emergency Medicine Interest Group • Student Osteopathic Surgical Association • Undergraduate American Academy of Osteopathy • Student Interest Group in Neurology • School of Osteopathic Medicine in Arizona • American Osteopathic Association of Sports Medicine School of Dentistry and Oral Health Student Organizations: • Omicron Kappa Upsilon • American Association of Women Dentists • Society of American Indian Dentists • Hispanic Dental Association • Arizona Student Dental Association Arizona School of Health Science Organizations: Athletic Training Student Association Kettel Society (Physician Assistant Studies) National Association of Future Doctors of Audiology Students of Occupational Therapy Association Physician Assistant Student Class Society Student Physical Therapy Association Students may join these organizations regardless of affiliation: • American Red Cross • Gay, Lesbian, Transgendered and Bisexual Club • Multicultural Health • Women’s Wellness

9. Requirements of a student organization In order to acquire and maintain official recognized status, organizations must: • Abide by all ATSU policies, federal, state and local laws and ordinances. • Have at least one ATSU faculty as an advisor who is actively involved in meetings and events. • Have on file in the Department of Student and Alumni Services Office the following: • Constitution and bylaws • Officer roster updated by August 1 of each year • Membership list updated by October 1 of each year • Dates elections are to be held by October 1 of each year • Times and place of regular meetings • Statement of non-discrimination • Have a Risk Management Policy on file in the Department of Student and Alumni Services. • Have officers and their advisors attend the annual legalities workshop sponsored by ATSU. • Have officers attend the annual leadership workshop sponsored by ATSU. Advisors are encouraged to attend. • Have the organization president submit an annual report by March 15 to the SGA president for review by the SGA Executive Council.

10. Benefits Student organizations which are officially recognized by the University receive: • Privilege to have access to and use of campus facilities; e.g., reserve meeting rooms. • Permission to hold events and advertise via campus media, bulletin boards, etc. • Documentation to satisfy requirements for national affiliation. • Opportunity to schedule events on the student activities calendar in the Student Affairs Office. • Access to have information listed on ATSU's World Wide Web page. • Limited funding at discretion of the SGA. • Opportunity to present awards at the Spring Fling.

11. Role of an advisor • Overview: • The advisor must posses a genuine interest in the organization. • Must Understand the goals and purpose of the organization. • An organization advisor may assist in the duties of a member or an officer. • Requirements: • Advisors must be signers/co-signers on any financial accounts (checking accounts, savings accounts, etc.) for the club/organization • Advisors must sign all event-request forms before handing the form into Student Services for approval • Be aware of and attend the organization’s meetings and activities • Assists with new member orientation • Schedules meetings with officers (once/month) • Assist in risk management planning • Assist in the creation and management of an effective budget

12. Bank Accounts and Applying for a Club ID number with the IRS • Student organizations are free to use any financial institution • You can apply for an EIN online at: http://www.irs.gov/businesses/small/article/0,,id=102767,00.html. The best option for “type of club” is Social. This ID # does NOT make the Club/organization tax-exempt. You CANNOT solicit donations and tell the donors it is tax-deductible; not donations given to individual clubs/organizations. Clubs cannot use the ATSU tax-exempt ID for their purposes. • After you get the EIN #, then can you open the checking account using this number. • Your advisor and two club members must be signers on the account. • Not for Profit Status • Student organizations cannot use the university’s tax-deductible status for direct donations to the organization. All donations made directly to student organizations/clubs are NOT tax deductible unless the organization/club has filed for and received a tax-deferred status from the IRS (about $1,000 for the application fee). Do NOT give a donor a letter from your club stating that their donation is tax-deductible. • Student organizations can use the university’s tax ID number for fund-raisers in collaboration with local businesses (i.e. ATSU Day at Chipotles; anyone showing an ATSU ID at Chipotles on Tuesday will result in 5% of the sale going back to ATSU). The student organization must contact the Office of Institutional Advancement (5845 Building, 2nd floor) to receive the ATSU tax ID number and provide the office with information on whom to send the check to when it arrives from the business. This is the only acceptable use of the university’s tax ID number by a student organization. • See “Student Organization Funding” slide.

13. Event Guidelines • Fill out appropriate Event Registration forms found in the office of Student Services • Abide by ATSU Alcohol Policies (See “ATSU Drug & Alcohol Abuse & Prevention Policy” slide) • Individual student behavior is covered in the University Catalog under Statement of Student Academic Freedoms, Rights, and Responsibilities and under the statement of Code of Behavioral Standards.

14. Event Registration • Event Registration Forms are found in the Student Services Office. • Must be completed and approved, prior to event.

15. Mailboxes and Organization Communication • Mail addressed to professional school organizations are sent to the organizations advisor. • Organizations can send emails announcing their events to the Office of Student Services.

16. Student Organization Funding • All registered student organizations must have prior fundraising approval and must clearly identify itself when raising funds. All clubs must have their designated department representative sign the Fundraising Form prior to submitting it to the Office of Student Services. • All registered student organizations must have a financial account in order to raise funds on campus. They must also have a Treasurer/ Financial Officer who maintains accurate records of the group’s income and expenses. • Individuals are not permitted to raise or solicit funds on campus. • No individual member may profit from an organization’s fundraising on campus nor may a member normally be a paid participant in a fundraising event. This policy is not intended to prevent legitimate and fair compensation when an individual member contributes to the event through his/her artistic, musical, dramatic or other talent. • Student organizations are not permitted to raise funds on campus for the purpose of making rent or mortgage payments. A registered student organization may apply to raise funds on campus for capital improvements on its facilities that it can demonstrate will benefit the organization’s program. (Cont.)

17. Student Organization Funding • Student groups sponsoring events on campus that are open to the public and that charge admission or request donations for admission are required to arrange and report ticket sales and receipts through Student Services. • Student organizations or sport clubs planning to use an off-campus or commercial promoter to help sponsor or organize an on-campus event must contact Student Services for special guidelines before making any arrangements or contractual agreement. Publicity and promotion must make it clear that the function is sponsored by that organization acting in a private capacity and not as a representative of the University. • Student organizations may not sign any contracts on behalf of the University or act as its agent. • All fundraising activities shall comply with licensing and tax laws as well as University and campus regulations. • If you are co-sponsoring a fundraising activity with another student organization, all co-sponsoring groups must complete separate applications and submit them together. Your activity will not be approved until all applications are received. • The Student Government Association (SGA) can provide limited funding to student organizations at the discretion of the SGA. • Contact the SGA president: Brock Lorenz, Blorenz@atsu.edu

18. ATSU Drug & Alcohol Abuse & Prevention Policy • The following is from Section 1 of the ATSU Drug & Alcohol Abuse and Prevention Policy and must be adhered to by all recognized ATSU Student Clubs and Organizations. • Student organizations are under the same legal requirements as individuals concerning local, state and federal laws. Any violation of these laws on the part of a student organization could result in a disciplinary action against the individual(s) involved, and suspension or loss of student organization recognition. • ATSU has established the following policies to reduce the risks associated with the legal use of alcohol at student organization activities. • All advertising of social functions on campus must be approved by the Student Services Designee. • Advertising cannot mention or infer the use of alcohol. Student organizations are not permitted to encourage or sponsor any activity that encourages the rapid or excessive consumption of alcohol. • No student organization may collect funds at a social event where alcohol is available, even if the funds are for the purchase of tickets, food, or door prizes. (cont.)

19. ATSU Drug & Alcohol Abuse & Prevention Policy The following additional guidelines are strongly encouraged: • No club/organization funds will be allotted for the purchase of alcohol at sponsored or co-sponsored events. • Only beer and non-fortified wine will be served by a contracted proprietor via a no-host bar. • A two-drink limit is strongly encouraged. • The sponsors/cosponsors will provide alternate beverages throughout the event free of charge. • The sponsors will also provide food that will be available throughout the event. • No alcohol may be brought into the event, from the outside, by anyone attending the event. Violation of this clause will result in expulsion from the event. • Alcohol service will be discontinued: • one hour prior to the end of the event. • to any individual who is obviously intoxicated. • to any individual displaying either anti-social or aggressive behavior. • at the discretion of the contracted proprietor. • It shall be the responsibility of the Activities Committee to ensure that a contract is awarded to a licensed proprietor.

20. Use of University Logos • Student organizations can receive the University logo(s) from the Office of Student Services. • All designs must be approved before items are created. • No name is to appear above the “A.T.” Still University name or be significantly larger than any other name.

21. Non-Discrimination and Harassment Policy • Student organizations shall not discriminate on the basis of age, color, ethnicity, gender, national origin, disability or handicap, race, religion, sexual orientation, or veteran status. This policy will include, but is not limited to, recruiting, membership, organization activities or opportunities to hold office.

22. Risk Management Cont. • Student organizations must have a Risk Management Plan in place for scheduled events. • Risk Management Planning will: • Identify risks • Avoid negligence • Reduce the risk of liability • Consult the Office of Student Services for assistance.

23. Risk Management Planning • Why? • Each activity has its own potential risks. • Responsibility. • Student Organization. • All recognized ATSU student organizations are required to have a written risk management plan on file.

24. Risk Management Cont. • Recognizes and responds to danger that could interfere with the organization’s function. • Identifies threats to an organization’s continuing operation. • Controls loss by taking steps to reduce the severity should a loss occur.

25. Risk Management Cont. • Step One – Acknowledgement • The failure to recognize that accidents happen and that misunderstandings are part of the human experience needlessly exposes an organization and member to loss. • Step Two – Identification • Look for and report dangerous conditions or impermissible conduct to risk manager officers and/or advisors.

26. Risk Management Cont. • Step Three – Evaluation • Not all risks are equal • Minor annoyances, waste of resources • Bankruptcy and loss • Step Four – Decision and Implementation • Avoidance • Modification • Transfer • Retention

27. Risk Management Cont. • Step Five – Supervise, and appropriately revise, ‘The Plan’ • Appoint a risk manger to supervise and evaluation the plan. • Periodical review.

28. Questions? • Contact: • Dustin Smith, Student Services Coordinator • Phone: 480-219-5228 • Location: Third Floor of the Main Building. • Hours: Monday – Friday: 8 a.m. to 5 p.m.