Presentation Transcript

1. Organization ProceduresMeeting

2. Introductions Cat McGuire Carnley Assistant Dean for Student Activities cmcguirecarnley@fit.edu Brian Thai/Carla Deras Student Government President and Vice President Joanne Green Financial Coordinator, Office of Student Affairs Office of Development Conference Services
3. What am I here? Mandatory to Remain an Active Organization Education Organizations Procedures Events and Meetings Programs Requirements Benefits
4. Different Types of Organizations Big Seven For the entire Student Body Student Organizations Academic Organizations Club Sports Multicultural Organizations Honor Societies Performing Arts Recreational Organizations Religious Service Special Interest
5. General Regulations for Student Organizations Have a membership of at least 10 full-time students in good academic standing Function in accordance with a written constitution and bylaws approved by the Office of Student Life Comply with all university policies and regulations; all federal state and local laws; and all regulations of a parent organization, as applicable Accept responsibility for all financial obligations incurred and decisions made as an organization Have an active organization advisor who has been approved by the Office of Student Life (full-time FIT faculty or staff)
6. Maintaining Recognition Organization Action Required Attend the Organization Procedures Meeting once during the academic year. Attend two (2) Student Government meetings a month. Check Student Organization Mailbox once a week. Hold a meeting once a month and upload minutes of meetings to OrgSync under ‘Files’. Read through the 2012-2013 Organization Manual. Attend OrgSync Training Session on either 9/25 or 9/26. Organization Officers will sign-up during the fall Organization Procedures Meeting. OrgSync Requirements Update your group’s officer information in Orgsync following elections or at the beginning of the fall semester. Maintain at least 10 active members and have them each sign off on the liability form in Orgsync. Have a full-time faculty or staff member sign off on the Advisor Agreement Form to serve as your advisor in Orgsync. Keep a constitution and bylaws up-to-date (which implies that these documents should be updated at least every two years) in Orgsync. Keep OrgSync Profile (under Settings) up-to-date. Student Activities Requirements Be represented at all leadership retreats, workshops and meetings deemed mandatory by the Office of Student Life. Operate in compliance with university policies and regulations; all federal, state and local laws; and the regulations of parent organizations, where applicable. Continue to accept responsibility for all financial obligations incurred and decisions made as an organization.
7. Registration Benefits Use of the university name in conjunction with authorized programs and activities Listing of the organization’s name in university publications Access to advertising areas and resources (bulletin boards, TV98, etc) Insurance coverage for club/organization for university approved events Use of CAB equipment (through request process) Use of Creative Services Use of University Facilities Financial Services and Opportunity to Request SAFC Funding Use Services of the Office of Development Student Government Events, Activities and Meetings
8. Registration Benefits Use of CAB Equipment The procedure for using the CAB equipment is as follows:1. Must be at least a week in advance from event date.2. Send a email to Productions Chair of CAB(currently Kermit Strachan kstrachan2008@my.fit.edu)3. You will then be sent a google docs form to complete. 4. You will receive an email from the Productions Chair with the status of your request. (approved or declined)
9. Registration Benefits Use of Creative Services Graphic Design – logos, posters, banners, etc. Your organization name or graphic element may be used without the official logos, however affiliation with the university should be included by using the words “at Florida Tech” in block-style lettering (san serif like Helvetica or Arial) below or within the graphic. Optional: The official wordmark for either Florida Institute of Technology, or Florida Tech, or the Panther Spirit logo may be used on an item like a T-shirt; however, it should appear completely separate from the student organization graphic. (Example: on a T-shirt, the student organization graphic would be the main image, while the official logo could appear on a shirt pocket or the sleeve). Student organizations are not allowed to use the logos developed specifically for Athletics including the Primary Panther logo and the Secondary FIT logo on any type of materials. A licensed vendor should always be used to produce any items with official logos. (Contact the Office of Business and Retail Operations for information about licensed vendors). Approval from the Office of Creative Services should be acquired prior to production of these items. Please contact the Office of Creative Services at x8963 or creativeservices@fit.edu if you need additional information.
10. Registration Benefits Use of University Facilities Erica Spencer, Director of Conference Services Kimberly Schaefer, Assistant Director of Conference Services spencere@fit.edu or kschaefer@fit.edu Your group must be a registered student organization and have approval from the Office of Student Life before reserving any space on campus Event/Facility request forms should be submitted online at least one week prior to an event. The system will not allow you to book an event within 3 days in advance Do not advertise an event or meeting until you have confirmation that the facility is available
11. Registration Benefits Financial Services Funding and Reimbursement Make sure that the funds are available before you make a purchase (Tax Exempt forms are available in the Student Life Office) Copy Center Must get form from Joanne Green in Student Life before making copies Student Organization Copier (Black & White Only) Limited to 50 copies per day; must supply own paper; must use your organization code Vehicle Use Two 12 passenger vans may be used, but the driver must be on the current approved driver list. Cash Accounts These can be set up by talking to Joanne Green and should be used for organization expenses that are not funded. Any questions pertaining to $$$, talk to Joanne Green
12. Registration Benefits Opportunity to Request SAFC Funding Funding is now available for the Fall Semester. Requests are submitted through OrgSync. Please submit your requests at least 2 weeks prior the event. This will give the committee time to review it and make a decision. Forms must be submitted by 12:00 pm on Wednesdays. Operating Budgets will be dispensed for the year based on the SGA Meeting requirements from last semester and attendance at this Procedures meeting. An organization representative must be present at 50% of Student Government meetings in order to receive funding. Student Government mandatory meetings are every other Wednesday in P133
13. Office of Development Registration Benefits
14. Registration Benefits Student Government To improve student physical, social, cultural welfare. To represent the student perspective of campus life. To promote official channels through which student’s opinions may be expressed. Literally putting you on the agenda.
15. Registration Benefits Any Questions for the guests? Conference Services Office of Development Financial Assistance Student Government
16. Policy Education Student Organization Manual Student Organization Advisors University Alcohol Policy Good Academic and Disciplinary Standing Solicitation and Event Policy Policy of Students Holding Leadership Positions Posting Policy Contract Policy
17. Student Organization Advisors Support the group Intervene in conflicts between group members and/or officers Be knowledgeable of policies that may impact the organization’s decisions, programs, etc Give honest feedback to group members Attend special events of the organization An Advisor must accompany students on any out of state travel
18. Alcohol and Party Policy You must be 21 to legally consume alcohol All parties where alcohol is present must be closed Cannot charge for the event The entire Alcohol and Party policy can be found in the Student Handbook or contact Cat Carnley in the Student Life Office
19. Good Academic and Disciplinary Standing In order to hold an executive council office or chair a committee a student must maintain a GPA of 2.5, or the minimum of the organization, whichever is higher Not currently on disciplinary probation, suspension See the student handbook or the 2012-2013 University Catalog for further information
20. Solicitation and Event Policy Vendors are not permitted on university property unless sponsored by a university academic unit or organization, providing the university academic unit or organization has reserved an area for them. Before a reservation can be confirmed on an area for vendor use, a copy of a completed Event/Facility Request form for the sale or event must be on file in the Office of Student Life. Event/Facility Request forms can be found at http://events.fit.edu. Academic units or organizations may not sponsor more than three vendors per semester. Vendors are permitted a maximum of three days per semester once they are sponsored. No credit card companies, other than the Florida Tech Alumni Association credit card, will be allowed to solicit on campus.
21. Student Leadership Positions Students may not concurrently hold more than one of the following positions and must be a full-time student in good academic and disciplinary standing: President of the Campus Activities Board President of the Student Government President of the Interfraternity Council President of the Panhellenic Council General Manager of FITV Editor in Chief of the Crimson
22. Posting Policy All fliers, mailings, and posters must be approved by the Office of Student Life and have the OFFICE OF STUDENT LIFE stamp before being distributed or posted The date on the poster indicates when the poster must be removed No reference to alcohol or drugs on the posters No advertising of events in which alcohol will be present Events funded by SAFC must say that on the flyer Failure to abide by the posting policy may result in a fine and/or loss of posting privileges Be sure to bring in one copy to be approved before making your copies (make your copies after the Student Life stamp is on it)
23. Posting Policy (continued) No duct tape may be used Only RA’s may post in the Residence Halls If you would like to have your fliers posted in the Residence Halls then you will need to drop off a stack of approved fliers to Campus Services. They will distribute from there. Posters may only be hung on bulletin boards or other approved locations No tape on painted walls Chaulking You may place fliers in the Organizations mailboxes.
24. Contract Policy Only designated staff (Assistant Dean of Student Activities) may sign a contract on behalf of Florida Tech Neither the Advisor or any member of the organization may sign a contract
25. Important Dates OrgSync Training!!! Sign-up now! Homecoming – October 30 – November 4, 2012 Student Leader Luncheon

26. QUESTIONS?