Recognized Student Organizations Adviser’s Training Fall 2010

1. Recognized Student Organizations Adviser’s TrainingFall 2010 Presented by: George Micalone Director of student activities, Assistant director, Memorial Union

2. Overview • Introduce Presenter • General Expectations of Advisers • Review needs as Advisers • Review of offices who provide services or manage policies/procedures • Student Activities Center • MU Event Management • Risk Management • Campus Organizations Accounting • Trademark and Licensing

3. Overview Continued • Environmental Health & Safety • Room Scheduling • Facilities (FP&M) • Government of the Student Body (GSB) • ITS Web Development/ DNS • Legal Services • Sexual Misconduct Policy • Clery Act • Student Organization Database (SODB) • Questions

4. General Expectations of Advisers • Liaison between University and your organization • University will communicate primarily with you and your President and Treasurer • Be knowledgeable about what your organization is doing • Monitor and authorize financial transactions for organization • Forward relevant club emails and information • A lot of important information gets shared over email • Empower officers to work independently while keeping you informed • Help students plan ahead! • Follow all policies and procedures set by university • Ask questions!

5. What do you need to be successful? • What information will help you be successful? • How can my office help you in your role? • What challenges have you faced being an adviser of a student organization? • What has worked well?

6. Student Activities Center • Website: www.sac.iastate.edu • Phone: 294-8081 • Services: • Recognition of all student organizations • Student Organization Recognition Policy (SORP) • www.policy.iastate.edu/policy/sorp • Student Organization Recognition Board (SORB) • MU Student Office Space, storage and mailboxes • Flyer Distribution Service • $15 for student orgs, 280 flyers, Monday at 5pm deadline, Tuesday distribution, event cannot occur within 8 days of distribution date • Mass E-mail to students ($20 for list, $26 for BigMail) • Don’t forget a copy of your message with your signed form • ClubFest I & II • Registration info emailed to all officers before it opens • Space is given in order of receipt of registration • Newsline- READ IT! • Bi-weekly e-newsletter that goes to officers of all organizations. • Use to advertise opportunities for involvement and resources for orgs

7. SAC Continued • Table Tents in the MU Commons • 6 spots per week, we’ll design it, FREE • Collaboration space in East/West SOS • Texas Markers and Die Cut Machine • FREE and easy to use • Student Union Board • Always looking for groups to collaborate with • Underground (bowling/billiards) • Rent the space for your next social • Workspace (art studios and classes) • Get buttons and t-shirts printed for cheap to help promote your events • Maintenance Shop • Rent the space for events and socials, bar service available as well • $25/hr rent, $10/hr for sound tech (includes set up time), $20/hr for bar (2 hr min)

8. Memorial Union Event Management • Phone: 294-1437 • Reserve rooms in the Memorial Union for FREE • Opens April for Fall and November for Spring • Advanced booking for higher tiered organizations • Also reserve Green space on campus (Central Campus, S. Camp Lawn, etc) • Free Speech “Zones”- West and South of the Hub and South of the Campanile • Serial reservations: limit 2 rooms per org per week for non special events • Traditional Events (has occurred for 7 years or more)can book 2 years out • Promotion Resources • Signboards (limit 2 per organization per 7 day period)- FREE • Banner space- South and West entrances • Display Tables and Booth- 1st Floor by Women’s Restroom, West Staircase, Outside Book Store • GSB tables & chairs- use for special events around campus

9. Event Authorization • The Event Authorization Committee exists to assist you in the planning and preparation of your event. • Members of the committee represent: FP&M, DPS, DOR, SAC, ISU Dining, Rec Services, Risk Management, EH&S and MU Event Management • First step is to fill out the Event Notification and Authorization Form • Fill it out for any event that is open to more than just your club members • Turn it in to the Event Mgmt Office- 3630 Memorial Union • Must be submitted at least 10 class days prior to the event • To receive more information or assistance with events, visit the Event Management Office or during EAC “Office” Hours on Mondays 5pm-6pm and Thursdays 1:00pm-2:30pm • If your event includes any of the following then additional efforts will be necessary: • Alcohol • Animals • Food • Gambling/Raffles • Minors (under 18)- requires parental consent form • Non-university vendors • Parking (4-3388) and Security (4-4428) • Denied events that occur will go to judicial affairs for review

10. Office of Risk Management (ORM) • Website: www.riskmanagement.iastate.edu • Phone: 294-7711 • Student Organization Travel Authorization (SOTA) • Must use this system if traveling on behalf of your student organization (even with personal vehicles) • Helps keep the university informed when student orgs travel on behalf of the university • Allows access to university vehicles, processes motor vehicle checks, provides emergency contact, lodging and transportation information, used to process payments when using club funds • Process should begin at least 1 month before trip. If you’re within this time period then contact ORM directly to see if your trip can be accommodated • Plan ahead when reserving university vehicles (especially for break trips) • Only reserve vehicles you plan to use • If you plan to use a 12 or 15P van or a vehicle towing a trailer, then plan to take training- offered monthly • Easier to use after your first trip, system saves information related to the club

11. ORM continued • Food at Events • Must follow State of Iowa Food Code • Must fill out Event Authorization Form and also ISU Food Sale or Service Agreement • Used to verify that vendor has up-to-date certificate of insurance on file with university • Also lists specific vendors and food items being consumed • Training- Safe Food 101 • All organization members planning to serve or prepare food must attend • Covers handling, preparation and storage • After training you’ll receive a certification card valid for the current academic year • Can only serve/sell one day per 7 day period and not two days consecutively without special city permit • Animals at Events- Fill out Animal Use Form • Fireworks- Fill out application- no later than 5 weeks out • Then you’ll have to work with Fire marshal, Ames City Council and get insurance • Waivers • Will provide participation agreement or release of liability forms for members to sign • Alcohol at Events- policy being revised, more info coming soon

12. Campus Organizations Accounting • Website: www.controller.iastate.edu/campusorg • Phone: 294-1633 • Gambling Permit Usage Request • Must fill out to use on or off campus • Primarily used for Bingo and Raffles • Do not fill out for game of skill (tournament) or door prizes • Craps or Roulette will never be approved • W-9 • Must be filled out by recipient when receiving prizes valued at $75 or more OR for services rendered such as umpire a game, speaker gifts, etc. • Use for purchased or donated prizes and services • After $600 received in a year, the university will send that person a 1099 for tax filing • Purchasing Cards • Available for up to two officers (it is helpful if one is the treasurer) • Use to purchase gift cards, food, prizes, travel • Must Take Training, renewal training not required • Also available: Receipt books, raffle tickets, cash boxes and cash bags • NO Petty Cash • FYI, the President is not the fiscal officer for the organization and will therefore never receive financial information for your organization. Ask that your treasurer and/or advisor give a financial report at meetings.

13. Trademark and Licensing • Website: www.trademark.iastate.edu • Phone: 294-4402 (it’s preferred you call to ask for assistance rather than forgiveness!) • Trademark approval is required if using any university mark • Use of a licensed vendor is required • Search database for listing (by product or vendor name) • Filling out online internal trademark use form is required • Most recognizable marks- ISU, Iowa State, Iowa State University, Cyclones, Cy, VEISHEA (includes variation of fonts too) • Items the mark are most commonly used on: • Clothing (T-shirts, sweatshirts & hoodies), printed materials, banners & signs, promotional give-a-way items (pens, mugs, Frisbees, etc.) • Marks can be requested from Trademark Office • Vintage Cy can be manipulated with approval, no other marks can be altered True statement of facts may not require approval • Remember to not use other registered trademarks without permission • (Ex: Pepsi logo, Disney characters) • Misuse of the university’s trademark policy and guidelines may result in penalties, loss of using the trademarks, confiscation of the product of the organization’s P-card, and other sanctions

14. Environmental Health & Safety • Website: www.ehs.iastate.edu • Phone: 294-5359 • Devoted to ensuring the occupational health and safety of all Iowa State personnel, students and visitors • Examples of ways they can get involved: • Safety Reviews of Events and Club Activities • Assistance with safety manuals • Classroom and Online Safety Training Courses • Chemical Waste Management • Fire Extinguisher Rentals • Custom Safety Signage • Personal Protective Equipment • Occupancy Calculations • Types of student organization events they typically help with: • Construction, open flames, portable stages, parade floats, lawn displays, etc..

15. Room Scheduling • Website: www.fpm.iastate.edu/roomscheduling • Phone for After Hours Service Requests: 294-5100 • Media Technology Questions or Service Calls:  294-8026 • Must fill out the Room Reservation Request form online • At least 3 days notice required • Fall rooms available in early/mid August, Spring available in early/mid December • Does not include green space on campus or the MU • Reservations are for your club only- don’t book for outside companies • Serial requests are preferred • Restrictions: • No Food or Beverages allowed • No Amplified sound • Don’t touch the technology in the room (if you need it ask ahead of time) • Hallways and lobbies requested through Event Authorization process • Rates for Special Events: (if admission is being charged approval is needed from Event Management) • Auditoriums- 4+ hours- $280 rental, under 4 hours- $220 • Classrooms (99 capacity and below)- 4+ hours - $100, under 4 hours $70

16. Facilities (FP&M) • Website: www.fpm.iastate.edu • Phone: 294-0692 (Sue Mallas) • They provide: • Trash Bags, Gloves, Tools/equipment • Trash barrels for rent • Locates for underground lines (requires intramural) • Visit their website for detailed information on each building on campus • Chalking on campus • Highly discouraged! • Never chalk on walls or stairs • Use common sense- you may get charged if it’s excessive • Don’t drive on the sidewalks on campus (especially Central Campus) • If you’re planning a large event make sure to contact Sue even before you fill out the Event Authorization Form

17. Government of the Student Body (GSB) • Website: www.gsb.iastate.edu • Phone: 294-1585 • Email: gsb@iastate.edu • Official voice of the Iowa State student body • Provides funding to student organizations • Restrictions apply • 5 Opportunities • Regular Allocations • Special Allocations • Senate Discretionary Funds • Capital Project Account • Event Account • GSB Supreme Court • Available to resolve disputes between organizations and members

18. Student Legal Services • Website: www.dso.iastate.edu/sls • Phone: 294-0978 • Services: • Legal Advice • Contract Review • Also available through Student Activities and Risk Management • Waivers – should be requested through Risk Management only

19. Sexual Misconduct Policy • ISU has a sexual misconduct policy.  Sexual misconduct includes, but is not limited to, sexual assault, sexual abuse, sexual harassment, relationship violence or stalking. • There are a variety of resources available for students: • Emergency Services/Sexual Assault Response Team: Call 911. • Non Emergency law enforcement assistance through ISU Police: Call 515-294-4428. • Confidential help is available 24/7 through ACCESS: call 515-29-ALERT (515-292-5378) or 1-800-203-3488. • As a student leader it is your responsibility to respond when you become aware of a sexual misconduct situation.  The Dean of Students office is identified as the single point of contact at ISU for all issues of sexual misconduct. You must inform the Dean of Students office at 515-294-1020 or dso-sas@iastate.edu of all reports of sexual misconduct. This will not automatically result in legal or disciplinary charges. • You may also utilize any of the resources listed above, or you can consult with your advisor or the Dean of Students office to ask for advice.

20. Clery Act • The Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act mandates all post secondary educational institution compile and report campus crimes. • Please e-mail Deb Larkin from ISU Police at drlarki@iastate.edu if a crime was reported to you under the following circumstances: • the person reporting the crime was the victim. • the situation occurred on or near campus. • the type of incident was either a: • sex offense. • aggravated assault. • burglary. • motor vehicle theft. • arson. • hate crime. • Include as much information as possible regarding the date, location and description of the incident. You are not being asked to disclose the victim’s name, or any identifying information about him/her.

21. SODB Upgrade & Questions • Student Organization Database (SODB) • Simpler process for maintaining recognition • Nightly check for “Good Standing” • Must have at least 5 members • President, Treasurer, and Adviser • Constitution Uploaded (not necessarily appoved) • At least 50% ISU membership (Students, Faculty and Staff) • Signature Sheet on file at the Student Activities Center • 4 weeks to get in compliance or lose recognition • Only President, Treasurer and Adviser need to sign the Compliance Agreement Form • Enhanced roster feature to better organize members, send mass emails and track involvement within the organization. • Questions??