Student Organization Leadership Orientation

1. Student Organization Leadership Orientation Office of Student Life & Cultural Centers Cal Poly Pomona 2009 - 2010

2. Overview Leadership Tips Office of Student Life & Cultural Centers The Registration Process Club Bylaws Student Accounts Campus Policies Scheduling Events Marketing Fundraising Working with Your Advisor

3. Leadership Tips • Take your position seriously • Dividing the work is good leadership • Prepares others to lead • You’ll get more done • It requires communication • Don’t let the outgoing leaders off the hook – get their contact information • Begin meeting with your board asap

4. Resources & Services The Office of Student Life & Cultural Centers (Building 26, room 124) • Mailboxes (we are not responsible for lost or stolen mail) • Archives – club bylaws, & officer history • Universal Signer – Marla Franco, Dora Lee, or Sunny Lee • Vendor Program – contact Britt Sumida for more info x3640 • Student Development & Leadership Institute (SDLI) • Leadership Library (e.g. Icebreakers) • Non-Profit Status Confirmation & TIN – Fax # is required • Club Resources Websites: www.dsa.csupomona.edu/osl/clubresources.asp

5. The Registration Process (Chartering) • Deadline to Register: October 16 (Fall, wk3) • dsa.csupomona.edu/osl/rechartering.asp • Annual process – Every Summer/Fall • On-line process: on campus only • Update the number of members, website information, & password

6. Club Bylaws • Rules that govern your organization, available in the Office of Student Life (26-124) • Public Information – should be provided to any member that requests them. • Print from Online Reg. Form • clubs.dsa.csupomona.edu/PasswordClubEdit.asp • Copy and Paste into an email in plain text format • What OSL has on file (hard copy) is official, updated hard copy must be submitted to OSL to take effect. • New Bylaws Section: Removal of Officers (A5, S4) • This field will be required for 2010-2011 reg.

7. Executive Order 1006 dsa.csupomona.edu/osl/files/EO-1006_2510.pdf Minimum Requirements for Club Recognition: • Minimum of 5 CSU students, enrolled in at least 1 class • Executive Board must earn 9 units per quarter while holding office (4 units for graduate students) • Executive Board must maintain a minimum 2.0 Overall GPA and good academic standing while in office (effective in fall) • Maximum of 20% of members can be non-CSU students

8. Executive Order 1006 dsa.csupomona.edu/osl/files/EO-1006_2510.pdf Advisor Eligibility Requirements: • One university advisor is required: full or part-time faculty or professional staff (non-auxiliary) • The Primary Advisor may not be on leave during any part of the year (a club may have 2 advisors) • Must be at least 21 years old • Must be approved by the supervisor / Dept. Chair

9. Student Accounts • Student Organizations may only have on-campus accounts (Executive Orders 648 and 731) • ASI Business Services: Eliane Townsend (909)869-2843/ eetownsend@csupomona.edu • ASI Account – money allocated by ASI • Agency (Club) Account – money raised by the club • http://www.asi.csupomona.edu/business.php • Signature Form • Budget Request Form • Disbursement Request (DR) Forms

10. Executive Order 1041 dsa.csupomona.edu/osl/advisors.asp All Travel Reimbursements • All student-travelers must: • Show proof of personal medical insurance • Sign the Activity Release Form: http://dsa.csupomona.edu/osl/files/Activity_Release_Form_5849.pdf • Authorization to Travel Form • Purchase International Travel Insurance (for international travel) - Available for $20/person (dsa.csupomona.edu/osl/clubresources.asp) • Must be submitted 3 weeks before travel takes place • Advisors should hold these records for 2 years

11. Alcohol & Other Drugs Policy dsa.csupomona.edu/osl/advisors.asp Drug-Free Schools and Communities Act Amendments of 1989 – It is unlawful to manufacture, distribute, dispense, possess, use or sell illicit drugs or alcohol on University premises, at university events, or on University business, both on campus and off. When traveling for your organization, you are officially on business from departure till return. If an off-campus event is sponsored by the organization, it is university business, this policy will apply to the organization’s representatives.

12. Alcohol & Other Drugs Policy Foundations Dining Services, Kellogg West, and Kellogg Ranch can serve Alcohol under specific circumstances Being under the influence in a public place is a misdemeanor in California Alcohol Abuse Referrals: Counseling and Psychological Services, (909)869-3220

13. Student Code of Conductwww.dsa.csupomona.edu/osl/advisors.asp Hazing: any method of initiation into a student organization, which is likely to cause physical harm, personal degradation or disgrace resulting in physical or mental harm. Consent of a victim is not a defense Apathy in the presence of hazing is a violation of this code.

14. Scheduling Facilities Through OSL • Online Scheduling System: http://www.dsa.csupomona.edu/osl/eventsched.asp • Requires officer & advisor signature • Minimum of 5 -7 business days for processing • Print 2 copies of Indoor & Outdoor Event Form • Britt Sumida (909)869-2841 • Classrooms for club meetings • CLA Paseo • Rose Garden • Painting the CPP • University Plaza • University Park You can schedule 1 quarter in advance!

15. Posting & Chalking Policy • http://www.csupomona.edu/~policies/presidential_orders/presidential_order_Posting%20and%20Chalking%20Policy%20Updated%202007%20Final.pdf • Come to our office to get your posters/flyers stamped! Bring 2 copies! • Housing has their own posting policy! • You may take down expired posters • Your club and organization is responsible for knowing the posting and chalking policies!

16. Scheduling Facilities Facilities not reserved through OSLCC: • Bronco Student Center • Athletics (gyms and fields) • Kellogg West • The Restaurant at Kellogg Ranch • The Historic Kellogg House Pomona • University Recital Hall • University Theater Event Planning Contact List: http://www.dsa.csupomona.edu/osl/files/Event_Planning_Contact_List_2009_5848.doc

17. Food at Events • Environmental Health & Safety approval is required for all food on campus, unless it handled by an on-campus caterer. Procedures for Food Events Form: http://www.csupomona.edu/~ehs/ftp/FoodForms.doc • Environmental Health & Safety – Diane Medley, x4697 • Located on Citrus Lane, on the North-East most part of campus (Building 81A) • Certified Food Handler must be present if food is being served at official student organization events, unless it is being catered, or it is pre-packaged food. • EH&S will recognize a Los Angeles, Riverside or San Bernardino County Food Handlers License • Food Fundraisers – Certified food hander must be present, cleaning your grill in public bathrooms is not allowed by Facilities, use gloves and hairnets when serving.

18. Risk Management • Reserving space for risky events on campus (i.e. anything physical, groups over 500) • If the event description on the reservation form is a risky event, you will be notified and referred to Risk Management • May require insurance & additional fees • Use the Activity Release Form: dsa.csupomona.edu/osl/files/Activity_Release_Form_5849.pdf • ASI Business Services may not reimburse costs for risky events • Off campus events are not registered w/ OSL • Club advisor(s) and officers assume risk • ASI Business Services may not reimburse costs for risky events • Travel: Activity Release Form & Driver’s Ins. • dsa.csupomona.edu/osl/files/FieldTripLiabilityForm_2907.pdf • Risk Management: Valerie Eberle x3725 http://www.csupomona.edu/~rms/

19. Marketing • Social Media Marketing • Websites & Email – Helpdesk (1-100) helpdesk@csupomona.edu • ASI Marketing Assistance – (BSC-2325) • ASI BEAT – Co-sponsorships http://www.asi.csupomona.edu/beat/beat-operations.php • ASI GAS – Graphic Designing & PR support http://www.gascreativegroup.com/about.html • Campus Recreation – Sporting events http://www.asi.csupomona.edu/campusrec/recsports.php • Handbills – don’t require stamps • Table Tents – may require stamps • Club Contacts List: dsa.csupomona.edu/osl/Club_Search.asp

20. Fundraising • Donations & Sponsorships • Businesses, Non-profits,& National Organizations • Alumni and other individuals • Campus Departments • When you receive a donation contact Nikki Khurana, Direct of Development , 98-T6-19 (909) 869-2922nkhurana@csupomona.edu • She will make sure your donor receives recognition, which the donor may desire for tax filing purposes • We cannot give the TIN to students, we’ll give it directly to the donor when you fill out the form: http://www.dsa.csupomona.edu/osl/files/TIN_Fax_cover_sheet_5730.doc

21. Fundraising • Dues – Bylaws, Article X • Fundraisers – food sales, vender program, TV tapings, car wash, candy sales, restaurant night… etc. • Administrative Fund: VP for Student Affairs Office Outreach Programs & Student Development Activities http://www.dsa.csupomona.edu/vicepresident/adminfund/ • President’s Travel Fund: Laura Kuntz (909) 869-2944 lfkuntz@csupomona.edu • Dean’s Travel Fund: Academic-related travel http://www.academic.csupomona.edu/academic/leadership.aspx

22. The Role of an Advisor • Attend as many of the group’s meetings and functions as possible • Assist with interpreting policies & procedures • Communicate with student leaders: • Should be included in all communications • Provide contact information of all officers • Provide minutes of all meetings • Provide updates for all events • Serve as authorized signer

23. The Role of an Advisor • Ensure that students meet all officer eligibility requirements (GPA & unit load) • Provide advice and guidance: • Getting things started in the fall quarter • Leadership style feedback • Time management • Interpersonal conflict mediation • Assist with the annual registration process

24. Questions? Jenny Guerra Student Involvement Intern jenny3g@gmail.com / (909)869-4568