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Registered Student Organizations Officer Training 2013.

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Presentation on theme: "Registered Student Organizations Officer Training 2013."— Presentation transcript:

1 Registered Student Organizations Officer Training 2013

2 Welcome

3 Organization Basics

4 Student Activities and Involvement (SAI) Organization Basics Location: 300 J. Wayne Reitz Union Phone: 352-392-1671 Email: Website: Regular Hours: Monday-Thursday: 8am to 8pm Friday: 8am to 5pm Saturday: CLOSED Sunday: 3pm to 8pm

5 Student Organization Registration Organization Basics Fall Cycle – April 15 – September 13 All organizations must re-register during this time Spring Cycle – January 1 – January 15 Only new organizations or inactive organizations New for 2013-2014: New constitution guidelines, all organizations must submit an updated constitution

6 Registration Requirements Organization Basics No student organization may have the same name/mission/purpose of a currently registered student organization 10 active members including President and Treasurer Student Organization Advisor Current constitution Complete officer training Student Activities and Involvement may suspend an organization’s registration for violation of University statutes, rules, policies, and procedures, and/or state, federal, or local law, non-compliance with organization registration procedures and constitution requirements, and disciplinary action

7 Benefits and Privileges Organization Basics Use of University facilities: buildings, grounds, services (some may have fees for use) Host events on campus at deeply discounted rates Apply for funding from Student Government Catering Scholarship Apply for space allocation in the Reitz Union Hang banners Access to UF technology

8 Relationship with University of Florida Your organization is NOT... Considered part of University of Florida. Covered by the University’s insurance (you may purchase separate insurance if necessary). Tax exempt – Your organization IS taxable and therefore you must apply for Federal tax exempt status through the IRS. Allowed to use UF or UAA logos. Organization Basics

9 Gator Connect Gator Connect is a comprehensive student organization information system that allows Student Activities and Involvement to increase the level of service provided to students, student organizations, campus partners, and stakeholders. All information stored on Gator Connect must be updated and accurate at all times. Organization Basics

10 Gator Connect Features Communication to all or selected organization members Interactive wall for internal information and updates Interest matching with students Creation of forms to collect survey, travel, or participation information Store documents such as meeting minutes, agendas, and membership training information Photo albums to document events Event submission process based on specific conditions Simplified online registration related to each organization type Elections for organizational positions Service hour tracking Organization Basics

11 Changing Officers Gator Connect must be kept up to date or SAI may suspend your organization – Go into Gator Connect and your organization’s page. – Select “roster” followed by “manage roster”. – From here you can edit positions for individuals and create new positions. – “Manage Positions” allows you to change the access someone has on your Gator Connect page Organization Basics

12 Updating your Constitution Everyone must submit a new constitution this year – this is done through the registration process. If changes need to be made after registration – use the form on Gator Connect (under campus links) to submit a newer version. SAI will review the request and post the new constitution on your page. Organization Basics

13 Changing the Name of Your Organization A name change can be completed during the registration process on the “organization profile” step. Outside of registration, contact SAI directly to request the change. – Email the existing name and the requested new name to – This may only be done by the current president Organization Basics

14 Programming Basics

15 Programs and Events First things to think about before implementing a program: – What type of event or program? – Where will the event take place? – When will the event take place? – Who is the targeted audience? – How will you accomplish the goals of your event? Once you have decided on an event, fill out an Event Submission in Gator Connect to start the Event Approval Process. Programming Basics

16 Tabling Information Tabling is allowed in three places regularly: Reitz Union NW Walkway and Breezeway, Turlington Plaza, and Plaza of the Americas Each organization can request to table up to 10 times in a 30 day period (per month) Tabling requires a permit! Make sure you do NOT: – Use amplified sound at either location except for a portable radio (laptop) – Use extension cords across either location at any time – Block any pedestrian or vehicular traffic – Allow vehicles to be parked on either location Programming Basics

17 Banner Information There are 10 banner locations on campus: – 6 at the Reitz Union – 4 in Plaza of the Americas Reservations are done in person in Student Activities and Involvement Organizations may reserve banner space for up to 5 days in a 30 day period (month) Reservations can only be made 30 days out from the date requested Banners must come down by 5pm on the last day reserved Programming Basics

18 Permits What is a permit: – Certificate that verifies and event and serves as confirmation and approval to host the requested event Who can permit: – The President and Treasurer have full access and can assign additional access When to permit: – ALL events on campus require a permit except general organization meetings – AT LEAST 2 weeks prior to the event (10 business days) Programming Basics

19 Permits Where is the permit: – Gator Connect website and click on “Create an Event” within your organization Permits allow SAI to communicate with organizations and other campus partners to ensure your event is successful. Check your permit regularly for updates: – In Gator Connect, select “My Submissions” from your personal menu to get to your event submissions Programming Basics

20 Programming Off Campus Off campus events do not generally require a permit. When planning off campus events, use your best judgment and planning skills to ensure a successful, positive experience at your event or program Programming Basics

21 Weekly Meetings No permit is needed – just an official space reservation Reserve your space directly with the office responsible for that area. Reitz Union: Meeting Rooms, Ballrooms, Auditorium/Cinema Instructions found on their website ( The President must complete the required Authorized Contact Form before submitting reservation SAI: – Plaza of the Americas, Turlington, and banner space Office of the Registrar: – Most classrooms Programming Basics

22 General Policies No Fireworks or Pyrotechnics (unless approved - about 4-week process) – See the Fire Safety Policy and Procedure for Fireworks by Environmental Health & Safety No Live animals are allowed on campus (except assistance animals) – See the Institutional Animal Care and Use Committee Staked tents are not allowed unless proper dig permits are filed in advance (2-week process) Programming Basics

23 Food Policies The UF Food Contract states the Reitz Union and surrounding areas is restricted to using Aramark/Classic Fare Catering (see JWRU food policy). Food Form must be filled out with the SAI staff (permit) The sale of ANY food by student organizations is prohibited Any food given away must be prepared in kitchens inspected by the Health Department (i.e., restaurants or caterers) so you may not bake anything in your home kitchens and give it away Off-campus vendors may only give away food at Turlington Plaza, Plaza of Americas, Norman Field, Hume Field, Maguire Field. A Catering Scholarship may be available to your organization! Programming Basics

24 Alcohol Policies Alcoholic beverages may be served or sold at an on- campus function sponsored by a student organization only in very limited situations. Prior written approval from the Dean of Students Office and an event permit from Student Activities & Involvement are required For off-campus events where alcohol may be served, please review the best practices for Off-Campus Events in the Student Organization Handbook Your organization is responsible for following the law and being safe! Please review the University of Florida Alcohol Policy for more information Programming Basics

25 Sound Policies Must be cleared through staff in Student Activities & Involvement. Not allowed during class time outdoors on campus Not allowed during the day outside in the area around Turlington See Chapter 2 of the Florida Regulations for more information on sound in Outdoor Areas. Programming Basics

26 Contracts Any time you are paying an individual or business to perform a service. This shall include but is not limited to: – Bands (any musical performance) – Lecturer/Speaker (any person presenting a lecture) – DJ – Graphic Designers – Instructors (yoga, dance, etc) – Etc.. The SAI must be involved in all contact with agents for speakers, negotiations and offers. A verbal offer on the phone is considered binding. Student organizations may not legally do contracts with outside vendors. At least 15 business days (3 weeks) in advance. For Bands please meet with SAI Staff to assist you in contract negotiation and planning. All Concerts must be co-sponsored by Student Government Productions or Reitz Union Board Entertainment. Programming Basics

27 Advertising Advertisements – Must have Organizational Logo on them – Materials making reference to the use, sale, consumption or distribution of alcohol or illegal drugs are prohibited, including, but not limited to advertising of 2-4-1 specials, beat-the-clock deals, happy hours, lady’s night, or illustrations/photos depicting these activities Posting Materials – Posters or flyers may be placed on public bulletin boards around campus – Post on outside official university bulletin boards only (No trees, walls, doors, cars, etc.) – Posting materials in on-campus housing facilities requires permission from Housing Passing Out Materials – No leaving stacks of materials unattended on university grounds – No distribution/posting of materials inside university buildings – Materials may not be forced on individuals or thrown on ground as litter Programming Basics

28 Breakout Sessions

29 Leadership and Responsibility

30 Leadership Networking – Encourage collaboration with other student organizations and stakeholders around campus to provide networking opportunities. Also keep in contact with the alumni members of your organization as resources. Balance – Encourage your members to balance their involvement, work, and life. Your first priority is receiving your degree. No one should feel burnt out or feel as if they are doing all the work. Support system – Your executive board and the members of your organization are a support system for each other. Keep everyone communicating effectively and promote relationships within your organization to continue the success of the organization. Leadership and Responsibility

31 Officer Eligibility Undergraduate students – Full-time students – Twelve (12) credits in the Fall and Spring semesters – Minimum 2.5 cumulative academic average Graduate and professional students – Full-time student For the graduate or professional program in which you are enrolled, or Eight (8) credits if appointed to a half-time graduate assistantship, or Nine (9) credits if appointed to a one-third time graduate assistantship. – Minimum of 3.0 cumulative academic average Or at least the minimum grade point average required to remain in good standing with the graduate or professional program in which they are enrolled Postgraduate students, including post-baccalaureate students – Must be enrolled for at least twelve (12) credits – May not hold an office in a student organization for more than one semester while in postgraduate status Leadership and Responsibility

32 Officer Eligibility Process Eligibility checks will be conducted by SAI periodically and officers not meeting the eligibility requirements will be notified by the SAI that they must relinquish their offices – Appeals must be filed within ten (10) days of the date on the notice and will be heard by the Appeals Committee (SAI and many other campus departments) – If the appeal is not successful, the President of the organization will be notified and will have up to two (2) weeks to update and remove that officer online or the organization will be suspended Leadership and Responsibility

33 Student Organization Advisors Who can be an Advisor? – Full time, salaried faculty and professional (or approved) staff members as long as they are not on leave during their term – Student teaching assistants and some adjunct professors and non-professional staff are not eligible to serve as advisors Resources for Advisors – A monthly newsletter is sent out to all Advisors – Advisor training through SAI Leadership and Responsibility

34 Financial Responsibility Financial stewardship – You are expected to practice careful and responsible management of something entrusted to your care – You have a responsibility to others and the community – This promotes individual and group integrity Student organizations that don’t already receive funding from SG are allowed to charge dues and apply for activity and service fees from SG – The way in which you receive money needs to be clearly stated in your Constitution Students who receive SG funding can set up a bank account in the SG Finance Office, Room 337 of the J. Wayne Reitz Union, or call 392-1623, between 8:00 a.m. and 5:00 p.m., Monday through Friday If you do not receive SG funding, you may use any bank of your choice Leadership and Responsibility

35 University Regulations Ethical Decision Making – Always desire to do the right thing and set an example for the members of your organization even when times get tough. Lay out expectations, hold yourself as well as your members accountable and treat everyone fairly – Hazing is by all means, PROHIBITED and will not be tolerated. In order to be registered, student organizations must comply with the University of Florida’s Non-Discrimination, Sexual Harassment, and Hazing Policies. Leadership and Responsibility

36 Non-Discrimination Information An organization must agree that it will not discriminate on the basis of race, creed, color, religion, age, disability, sex, sexual orientation, gender identity and expression, marital status, national origin, political opinions or affiliations, genetic information and veteran status as protected under the Vietnam Era Veterans' Readjustment Assistance Act. Leadership and Responsibility

37 Sexual Harassment Information An organization must agree that it will not engage in any activity that is unwelcome conduct of sexual nature that creates a hostile environment. Leadership and Responsibility

38 Anti-Hazing Information An organization must agree that it will not initiate, support, or encourage any events or situations that recklessly, by design, or intentionally endanger the mental or physical health or safety of a student for any purpose including but not limited to initiation or admission into or affiliation with any student group or organization. Leadership and Responsibility

39 Hazing Alternatives Foster Unity Develop Problem-Solving Abilities Develop Leadership Skills Instill a Sense of Membership Promote Scholarship Build Awareness of the Organization's History Aid Career Goals Involve Members in the Community Improve Relations with Other Organizations Leadership and Responsibility

40 Responsibility to Report If an organization becomes aware of any such conduct described today, the organization will report it immediately to Student Activities and Involvement, the Director of Student Conduct and Conflict Resolution, or the University’s Title IX Coordinator. Leadership and Responsibility

41 Student Leader Contract Leadership and Responsibility

42 Resources Student Activities and Involvement website: Student Activities and Involvement staff Involvement Team Training Information available online Student Organization Handbook Program Planning Guide

43 Important Dates September 10, 11, 12 – Fall Student Organization Fair September 13 – Registration is due

44 Thank you and let SAI help you have a successful year!

45 Q & A

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