Student Organization General Required Workshop

1. Student OrganizationGeneral Required Workshop 2013-2014

2. About Us • Support and assist student organizations to function successfully • Staff • Assistant Director- Tricia Simon • Graduate Assistant-Jeremy Sippel • Office Manager-Laurie Hanrahan • Intern-Kalia Lee

3. What we do • Officially register student organizations annually each fall • Allows for: access to resources on campus; ability to reserve rooms, kiosks, apply for finance funding, connecting with the campus and local community • Checking budget balances • Creating and processing contracts and purchase orders • Provide forms for reimbursements, finance reserves, and travel purposes • Assist with event planning and understanding processes and policies on campus (Atwood, Sodexo, Public Safety, Copies Plus, Business Services, etc.) • Support students and faculty/staff advisers

4. Annual Registration Requirements • Attendance at one required workshop (you are doing this one right now!) • Fill out the form and include all the organizations you are a member in. • If you do not turn in the form at the end your organization will not receive credit for attending this workshop. • If you host a cultural night please attend workshop with Sodexo and Atwood on September 11, from 3:00 p.m. – 4:30 p.m. in the Glacier Room to discuss food policies and Atwood policies. • Complete the online part of registration • You will need to have: • Names & email addresses of at least 10 members • Your constitution or bylaws • Names & email addresses of at least 3 officers • Name & email address of your adviser’s • Include Non-discrimination statement in constitution (please re-write constitution if it is in a PDF scanned copy format) • Annual Registration must be completed by Tuesday, October 1

5. Officer Requirements • Must be St. Cloud State fee paying student • Must have a minimum of GPA 2.0 • Must be in “good academic and conduct standing” with the University • We will be running GPA and conduct checks on Executive Officers each Fall and Spring term

6. Guidebook Updates • Membership eligibility • Used to be “full-time” student, now; • Must only need to be a current student • Must be in good academic AND conduct standing • NEW statement of non-discrimination • Final Non-Discrimination Statement • NEW category for student organization • Nationally Affiliated Professional Organizations • Recategorization • Within SO staff purview to update categories to accurately reflect organizational affiliation

7. Guidebook Updates • Advertising Space • SO staff will offer space on the flat screen TV in the Student Organization Collaboration Area • Submit your advertisement to studentorgsga@stcloudstate.edu for approval • Travel • Use Atwood Vans or rent from Enterprise • Event planning • Student organization events must be in compliance with University policies and procedures; if it is determined that an event or program is not in compliance, the event may be cancelled. To ensure safe and successful events, it is recommended that student organizations discuss risk management and keep adviser informed.

8. Contracts • Get all agreements in writing and have them signed before the event (this is required if payment is incurred) • You may only use St. Cloud State Contracts, not a contract from the vendor. • Ensure that all agreements are accurate and complete (read every word of the contract and ask questions if you need clarification) • Ensure that contracts include, “what happens if…” provisions • Ensure you have safeguards in place within your own organization policies as to who can obligate the organization • Do not claim to third parties that you represent or are acting as an agent of St. Cloud State University

9. Contracts Timeline • Timeline • 3 months for International • 1 month for others • If hasn’t done business w/SCSU, need to complete a W-9 & get vendor number. • Follow “Contract Information Sheet” & “Purchase Order Information Sheet” on website • 2% tax on any non-resident entertainers

10. Renovated Spaces • Student Organization Collaboration Area • Designed for use by all registered student organizations • Lots of features for networking, business, and more! • The Studio – lower level of AMC • Designed for dance, rehearsals, cultural night and other program practices, etc. • Wall of mirrors, sound system, computer and screen • Workroom • Similar to previous workroom (paper, tables to create sets, props, etc.) • Blizzard & Union Rooms – priority scheduling • Student orgs. can reserve up to 4 hrs./wk. (in addition to other rooms in AMC)

11. Storage spaces • Closets • Lockers • If you do not know if you have a locker or need a locker please see Jeremy, Kalia, or Tricia after the workshop • Mail can be picked up at Department of Campus Involvement Front Desk

12. CollegiateLink • What is CollegiateLink? • CollegiateLink is our online software management system for student organizations • Need to create profile to be on organization roster • The path to get to CollegiateLink… • https://stcloudstate.collegiatelink.net/account/logon?requestedurl=http://stcloudstate.collegiatelink.net/

13. Personalize Your Page • Use headers, banners, logos, pictures • You can change at anytime • Graphics that attract a person • Something that stands out, gets you noticed • Videos • Demonstrate purpose of organization

14. Showcase Your Organization • News Article • Create article to showcase honors/recognition of organization • How can organization benefit student • Look good on resume? • Viewable by public (future employers, community members, etc) • Leadership Opportunities

15. Event Marketing • Create Flyers posted to CollegiateLink homepage • Send individualized invitations • Power to RSVP • Possible attendance • Figure out cost • Food necessities • Resources needed Example: UPB Concert Posters show up on corkboard on all students’ profile homepage

16. Create An Online Community • Send messages to your membership • Communicate on wall (similar to Facebook) • Link to Facebook, Twitter, Blogs • Go Green/Online Meeting Agendas • Use Forms app.

17. Advisers • Full-time faculty or staff • If your current adviser is going on sabbatical you need to find a new adviser for the year! • If you change advisers please notify Business Services for account changes and Student Organizations Support staff so we can update our lists

18. Important Dates • Senate Finance Committee Treasurer Trainings • September 13, 20, 4pm-5pm, Mississippi Room • September 23, 25, 26, 27, 11am-2pm, Mississippi Room • Learn how to properly utilize finances and what can/cannot be funded • Senate Finance Committee Budget Trainings • November-December • For organizations wanting to submit budget for next fiscal year • Mainstreet- September 4, 11am-3pm • Sidestreet- January 30th, 2014 • BUDGETS DUE JANUARY 24, 2014 • Student Organization Awards • Nominations: February-March • Awards Reception: April 2

19. Why is risk management important? • To ensure successful, safe programs/events • To be thoughtful about the risks associated with any program/event • To help groups avoid and/or plan for what happens if there is risk involved in an event/program

20. Member Behavior • Student organizations may be held responsible for individual members: • when a member violates local, state, or federal law or University policies and other members present, by failing to discourage such activity, condone the behavior; • when the acts grown out of or are directly related to the student organization’s activities or an environment created by the organization; • when the acts are those of guests of an organization, or persons authorized or permitted to represent themselves as connected with the organization;

21. Liability • Liability means legal responsibility • Liability can be assumed by… • Your organization • Your members • Your advisor • You, as an individual • The University • You are liable for your actions

22. Travel • Policy- What must your organization do? • Students must be authorized to drive by SCSU • Advisers must approve University vehicle rental • What should your organization do? • Use the travel planning forms offered in advance of travel • Talk with your advisor about your plans • Advisers are not required to travel with organization • Emergency contact information • If staying at a hotel using 900 or 300 account funds you need to get an invoice.

23. Travel Requirements • In-State • Verbal approval by adviser • Vehicle authorization to drive • Vehicle rental through Atwood or Enterprise • Out-of-State • Written approval by adviser • Vehicle authorization to drive • Vehicle rental through Atwood or Enterprise • International • Written approval by adviser, President Potter, and VP of Student Life and Development

24. Alcohol & Drugs • Policy: • Prohibited Advertising and Promotional Activities for Student Groups/Organizations: • Using alcoholic beverages as awards or prizes in connection with University events • Providing promotional items or advertising associated with alcohol and illegal drugs at University sponsored student events. This includes, but is not limited to, such items promoting alcohol or drug use on cups, t-shirts, beverage can coolers, or any other items advertising or promoting alcohol or illegal drug use • Advertising alcohol and/ or illegal drugs in University controlled or affiliated publications, or on University premises, including University affiliated web sites • Advertising that includes brand names, logos, prices, visual images or phrases that refer to consumption of alcoholic beverages and use of illegal drugs • Use of alcohol for recruiting and student organization fund-raising activities and events • Purchasing alcohol and other drugs with University or organization funds, including student activities fee allocations • Consuming or transporting alcohol and other drugs in University vehicles • Student Organization Sponsored On-Campus Events • Alcohol service is not permitted at student organization sponsored events on the SCSU campus. • Off-Campus Events • It is recommended that student organizations not serve alcohol at events off campus. However, if students choose to attend events where alcohol may be present, organizations are expected to follow applicable laws and policies, including the SCSU Alcohol and Other Drug Policy, and consider ways to manage risk and ensure the safety of all participants.

25. Good Event Planning • What are we trying to accomplish? • How does this further our mission/purpose/goals? • What are the “guiding boundaries”? • Do we have the ability/resources to pull this off? • What may prevent us from accomplishing these goals?

26. Accounts • 334 Account • Student Activity Fee • Allocated by Senate Finance Committee • Money can only be used as allocated • Does not roll over to next year • Can not have a negative balance • 900 Account • Agency/Fundraising Account • Can have money allocated to certain items if desired • Flexible • Rolls over year to year • Can not have a negative balance

27. What SFC does not fund • Banquets • Award ceremonies • Organizational events and activities that are primarily for recruitment • Conferences and Seminar attendance (not through budget process, but rather lodging/travel through the reserves) • Awards/trophies • Alcohol/cigarettes • Illegal items • Gifts • Charitable contributions • Gasoline purchases • Items strictly for individual use (Costumes, uniforms) • Scholarships • Security loans • Anything that puts the organization in violation with University policy

28. Other funding • Senate Finance Committee Reserves • 4 reserves (speaker, interpreter, equipment, free balance) • 1 shot for each reserve • Up to $2000 • Fill out paperwork explaining need of funding

29. Fundraising Policies • 1. Sport clubs are under the jurisdiction of Campus Recreation. Any event involving a sport club using university recreational facilities must be coordinated through that department. • 2. All residence hall-related activities must be coordinated through the Residential Life Department. • 3. Human Auctions: Auctions which involve selling, bidding for, or in any way paying for person’s individual company or services are prohibited. • 4. Drawings/Games of Chance/Raffles: Gambling for money or other things of value on campus or at University sponsored activities is prohibited except as permitted by law. To review Minnesota Laws, visit the State of Minnesota website. • 5. Food Sales: Any food-related sales anywhere on campus must be approved and coordinated through Sodexo Food Services. For questions on food sales, please call Sodexo Catering at 320-308-4295.

30. Fundraising cont’d • Any money earned from fundraising must be put into 900 account that day • If business services is closed that day or weekend, deposit money the next business day, money must be stored in Atwood safe • Next business day you can find a building manager to get money for you and you will need to immediately deposit funds

31. E-Blasts • E-blasts (electronic newletters) are our way of connecting student organizations with what is happening on campus, opportunities for fundraising, and training dates • Sent only to President, Vice President, Treasurer, and Adviser • Rosters need to be updated so proper people receive E-blast information (keep rosters updated on CollegiateLink throughout the year!) • E-blasts are sent as needed (i.e. bi-weekly, weekly, daily, etc.)

32. LEAD Conference • Friday, November 1st • Check-in: 11:00a.m • Conference: ~ 11:45 a.m. – 5:00 p.m. • Sessions topics revolve around leadership skill and career development

33. You Are Invited… Sept. 27,2013 Open House: 10am-2pm Ribbon Cutting: Noon-12:30pm

34. Final Remarks • Org. Registration due October 1st • You can schedule consultations (CollegiateLink, travel, contracting, etc.) just contact our office. • If you need how much you have in your budget please see our office staff. • Please remember to turn in your attendance sheet! Thank you for coming! Have a great year!