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Student Organizations | Student Leadership Programs Click the space bar or mouse to move forward.

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1 Student Organizations | Student Leadership Programs Click the space bar or mouse to move forward.

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3 This workshop will consist of three components: 1. Overview of Student Leadership Programs 2. Policy overview 3. Paperwork nuts and bolts

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5 Student Leadership Programs provides programs and services to develop students to lead with excellence and integrity while they build community, personally flourish and act in a positive and socially responsible manner.

6 With excellence and integrity, CI leaders serve others, build community, personally flourish and act in a positive and socially responsible manner. Attributes of a CI Leader:

7 To provide resources, training and information for student leaders and advisors of clubs and organizations regarding leadership development; To facilitate user-friendly, accessible and responsive processes for the functioning of clubs and organizations; To inform campus constituents of the importance and availability of leadership, involvement and experiential and service-learning opportunities; To collaborate with the campus community to facilitate the development of student leaders in curricular and co- curricular endeavors; and To recognize the achievements of student leaders in curricular and co-curricular endeavors.

8 We’re here to serve you during the following hours: – Monday through Friday – 9: 00 a.m. – 5:00 p.m. Please feel free to contact the SEAL Center by calling us, stopping by or ing us at: – (805) – Second floor of Student Union 2037 – Be sure to utilize our website as a resource for SLP information -

9 The following are functions of the SEAL Center – Process club renewals and applications – Provide resources for leaders – Offer workshops for student organizations – Answer general questions for student organizations – Receive and process various student organization requests such as budget report requests, posting requests, etc. – Coordinate the annual leadership award ceremony – Meet on-on-one with student organization leaders to assist with queries – Provide one-on-one Involvement Mentoring Sessions to help students who are seeking involvement opportunities find the best match

10 The SEAL Center is staffed by Leadership Assistants who are student assistants trained in student organization-related processes and procedures as well as leadership skills and theory. Charles Tran Christine Wamba Chris Bombara Vanessa Almeda Sarai Plummer

11 The SEAL Center is supervised by Rebecca Torres, who is a student assistant. She is trained in student organization-related processes and procedures as well as leadership skills and theory. Rebecca is an experienced leadership at CI and was awarded the Junior Student Leader of the Year Award in April Dr. Jaimie Hoffman serves as the Assistant Director for Student Leadership Programs. She has several years of experience working within various departments in Student Affairs across institutions of higher education. She possess a master’s degree in higher and postsecondary education and completed her doctorate in educational leadership at UCLA September Rebecca Torres Dr. Jaimie Hoffman

12 All currently registered students of CSUCI are members of Associated Students Incorporated (ASI). ASI is the umbrella organization governing the process, policies and procedures of four main entities: Student Government Student Programming Board Nautical Yearbook CI View student newspaper ASI provides funding for: CSUCI clubs and organizations Campus departments and programs which directly benefit the student body ASI administration Student Union

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14 The following are the eligibility requirements for officers (President, Vice President, Treasurer, Secretary) in your organization. Please be sure that officers meet these requirements before submitting their information to Student Leadership Programs. All officers of a student organization at CI: Have a cumulative, CI, and semester GPA of at least 2.5 (Undergraduates) Must be enrolled in no less than six units at CSU Channel Islands (Undergraduates) Have a cumulative, CI semester, and Transfer GPA of at least 2.5 (Transfers) Be in good academic and behavioral standing (not on academic or disciplinary probation) Be free of any holds on University records Have a cumulative, CI, and semester GPA of at least 3.0 (Post Baccalaureate) Must be enrolled in no less than three units at CSU Channel Islands (Post Baccalaureate) See Policy on Eligibility Requirements for Membership in Student Clubs and Organizations (SA ) for more information (located at: Just a reminder: Please take note that the requirement is 2.5 cumulative AND semester. This was a policy change made in May 2010.

15 The following are the eligibility requirements for members in your organization. Please be sure that members meet these requirements before submitting their information to Student Leadership Programs. Have a cumulative and semester GPA of at least 2.0 Must be enrolled in no less than three units at CSU Channel Islands Be in good academic and behavioral standing (not on academic or disciplinary probation) Be free of any holds on University records Failure to meet the above requirements will result in the student member’s removal from the Student Organization’s roster. The student may not perform his/her stated duties. Student Organizations out of compliance could lose recognition. Just a reminder: Please take note that the requirement is 2.0 cumulative AND semester. This was a policy change made in May 2010.

16 Eligibility will be checked for the members and officers who submit a Member Agreements Form. If they are on the roster but did NOT submit a Member Agreements Form, they will not be verified and can not be in your organization. Presidents and Advisors will be notified of eligible and ineligible members/officers. Presidents and Advisors should ensure that ineligible members/officers do not assume a role for which they are ineligible.

17 Eligibility timelines are as follows: Fall Priority Enrollment Period Fall Priority Enrollment Period Rosters submitted between November 28 and December 19 will have eligibility checked and verified by the first day of the Spring semester. Rosters submitted between November 28 and December 19 will have eligibility checked and verified by the first day of the Spring semester. Spring Priority Enrollment Period Spring Priority Enrollment Period Rosters submitted between April 30 and May 21 will have eligibility checked and verified in order to participate in Island View Orientation. Rosters submitted between April 30 and May 21 will have eligibility checked and verified in order to participate in Island View Orientation. Add/Drop Form Submission Add/Drop Form Submission Members/officers added outside of the enrollment periods listed below will take business days to process. Members/officers added outside of the enrollment periods listed below will take business days to process.

18 First time in college students without a CI GPA cannot serve as officers, but may participate as general members their first semester. This is incorporated into the University policy in order to ensure first time in college students successfully transition to the University prior to assuming responsibility of a student organization. Student organizations may impose more restrictive requirements in their constitution(s) or bylaws. It is required that student organizations have at least: FIVE eligible students A president A secretary

19 Student Leadership Programs will be implementing a proposed policy pertaining to student involvement during pre-finals and finals week (to be voted on by the President’s Council this semester). The policy was created in an effort to ensure the students’ primary focus is on their curricular endeavors during pre-finals and finals weeks. Students must be able to devote their time to review in preparation for their final exams. Therefore, the following will be employed: No student organization may hold meetings or sponsor events during pre-finals or finals weeks. No co-curricular event or activity that requires students to plan, develop or attend may be held during pre-finals or finals weeks. This includes informal (e.g. team dinners, banquets, etc.) and formal (e.g. meetings) group gatherings.

20 The CSU mandates that no campus can recognize any fraternity, sorority, living group, honor society, or other student club/organization that discriminates on the basis of race, religion, national origin, ethnicity, color, age, gender, marital status, citizenship, sexual orientation, or disability. Student organizations found in violation of this could lose recognition and members/officers may be held accountable to through the judicial process outlined in the Student Code of Conduct.

21 Hazing is defined as requiring or encouraging any act, whether or not the act is voluntarily agreed upon, in conjunction with initiation or continued membership or participation in any group that causes or creates a substantial risk of causing mental or physical harm or humiliation. Official recognition of a student club/organization may be withdrawn for hazing or conspiracy to haze. (As defined in the California Code of Regulations, Title 5, Article 2, Standards for Student Conduct, Section (b)(8). Individual students may be disciplined for hazing under Section 41301(b)(8). In other words, you can not require one sub-group of individuals do any activity that you would not expect the entire group to do.

22 This data is provided for your review to highlight behaviors your organization might not realize are considered hazing. Please take a careful look.

23 All student activities departments at CSU campuses must abide by Executive Order No that stipulates requirements relating to clubs/organizations. These requirements cover the following: – Chartering and recognition policies – Withholding and withdrawing recognition – Minimum number of students involved in an organization – Requirements of advisors – Off-Campus Student Activities – Club Sports Insurance Please see for more information.http://www.calstate.edu/eo/EO-1006.pdf

24 Executive Order 1006 requires that all policies stated in the Student Code of Conduct apply to off-campus student organization-related activities. The Student Conduct Code sets the standard of expected behavior and describes conduct that is unacceptable and subject to discipline through the university's disciplinary process. For instance, this means that the Alcohol Policy applies to off campus Club-Related activities so if your organization has a meeting off campus, no attendees can drink alcohol (even if they are 21 years or older).

25 As previously stated, intoxication by any member of a University registered/recognized student organization at any University-sponsored on OR off-campus event is prohibited. The University Alcohol Policy is located at: 003.htm

26 A public showing (on or off campus) of a video/DVD at a student organization meeting or event may seem like a harmless, inexpensive form of entertainment but without a purchased special license it is not legal (even if shown by an advisor who is a faculty member). The SLP staff can provide recommendations of companies who provide the license to show the movie however, the organization must have the funding to pay for the license.

27 Students must fill out the Release of Liability Waiver form each time they engage in an event that could have increased physical risk. Examples include: hiking, playing sports, dancing, etc. Members of Sports Clubs or other organizations that involve regular physical activity are required to complete this as part of the renewal process.

28 Students should never sign a contract for their organization/the University. All contracts must be submitted to so that we may ensure the contract is signed by appropriate University personnel and protects the organization members and University from liability. Please allow approximately 3 weeks to process contracts. Students should never make any verbal or written agreements with outside entities until receiving approval from University. For instance, if a student organization wishes to assist with the implementation of an event sponsored by an off campus entity, the organization should not make any agreements until receiving approval from the SEAL Center. Additionally, outside entities should be encouraged to work with CI Events Services to implement their event as opposed to your organization.

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30 A variety of forms are available on the Student Leadership Programs website at organizations/club_organization_forms.htm to meet your needs. Virtually all forms are now 100% electronic (as of July 2011). organizations/club_organization_forms.htm Whereas student organizations on other campuses often have to work with offices across campus to have their needs met, the SLP submits requests to campus entities on behalf of student organizations. Please adhere to the instructions on each form (including timeline) carefully to ensure your request is processed in a timely manner. We will now review the key elements of each form with you.

31 This form is to be submitted when new members are added or deleted from a student organization as well as when officer and/or advisor changes occur. New members may be added or dropped throughout the academic year. However, they may not be active until Student Leadership Programs has confirmed eligibility. This form will take approximately 10 business days to process at which time, the President and Advisor will receive information pertaining to eligibility. All documents can be found here:

32 This form should be submitted each year by returning advisors and when a student organization changes their advisor. Upon receipt of this form: New advisors will be contacted by Student Leadership Programs to schedule an orientation. Returning advisors will be sent the mandatory Electronic Orientation and quiz. All documents can be found here:

33 This form is for requesting a budget report of the current financial status of your organization that has money in an ASI account. The form is submitted by the SLP to ASI on your behalf. Be sure to specify the duration of time you wish to review (months). Please allow 5-7 business days from date the form is received. Contact Christine Thompson, ASI Budget or ) regarding budget-related All documents can be found here:

34 Student Organizations (with the exception of sports clubs) are funded by Associated Students Incorporated. Please view the ASI website for budget-related information at Or, contact Christine Thompson, ASI Budget or ) regarding budget-related All documents can be found here:

35 This form is provided for student organizations wishing to advertise through the use of chalking on the ground. Chalking is only permissible in pre-approved locations as indicated on the form. Chalk is only permitted on the sidewalk for up to three days before your event and must be removed 24 hours after the event. Please allow five to seven business days from the date the form is completed to when you would like to chalk. All documents can be found here:

36 SLP strongly recommends student organizations to schedule an appointment with Dr. Hoffman to discuss event planning prior to submitting this form for an event. This form must be submitted for any event when the student organization is requesting the use of resources beyond space, if more than 100 attendees are expected at the event, if the event is publicized to off campus attendees or if food will be served. To request space for a meeting, complete the Meeting Space Request form. A completed form must be submitted fifteen to twenty business days prior to your event date. All documents can be found here:

37 Student Organizations who wish to put on an event with more than 100 anticipated attendees, requiring multiple on campus service providers, a band/speaker, or complex in nature are required to meet with the Assistant Director of Student Leadership Programs no less than six week(s) prior to the start of the event.

38 Advisor approval is REQUIRED Upon receipt of the form, SLP will send your advisor a copy of the form for his/her approval. Advisor must confirm approval by replying to state that he/she approves the request. All documents can be found here:

39 This document provides an overview of things to do before and after fundraising and donation seeking, along with some creative fundraising ideas. The content of the form is provided below because it answers frequently asked questions about fundraising. BEFORE FUNDRAISING/DONATION SEEKING Get motivated, get creative, gather ideas (see following page for fundraising ideas). Develop a fundraising/solicitation plan. Submit a Request for Permission to Seek Donations and Fundraise to Student Leadership Programs (SLP) Include all businesses you intend to approach. Include a description of your fundraising efforts. If you are soliciting local businesses, SLP will submit your request form to University Advancement to receive approval. Upon receipt of approval, you will receive an from SLP. If you are conducting a fundraiser, SLP will review your request form and you with approval.

40 AFTER FUNDRAISING/DONATION SEEKING After your proposed fundraising/donation seeking effort has ended, submit a Report on Fundraising and Donation Efforts form to SLP. Submit any money received to the Student Union front desk to be deposited in your ASI account within 48 hours of receipt. You may not: Due to healthy and safety regulations you may not sell baked goods that were not cooked upon purchase. Approach any businesses that were not included on your request form without submitting a revised form first.

41 This form is to be completed prior to seeking donations from vendors/individuals as well as before implementing any fundraising activities. University Advancement must check the businesses that are to be approached to ensure that the university as a whole is not over-asking any single business. Allow five to seven business days from date completed form is received. All documents can be found here:

42 This form must be completed by all students annually in order for them to be members or officers of a student organization. This form should be submitted by each student member/officer as part of the renewal process, with new student organization applications and with add/drop forms. Members/officers of Sports Clubs do not submit this form. Instead, they submit the Player Participation Form. All documents can be found here:

43 This form is for reserving a meeting space location on campus. Be sure to check the University calendar before submitting your space request. Be sure to submit more than one space preference. Allow five to seven business days from date completed form is received. All documents can be found here:

44 This form is to be completed when student organizations want to request photocopies of flyers, agendas, etc. Student Leadership Programs will provide up to 30 copies per request/event for the academic year. Beginning the academic year, student organizations will have to pay out of their respective budgets for photocopies. Student Leadership Programs will discontinue this service after Spring 2013 due to budget limitations. Please allow three to five business days for processing. All documents can be found here:

45 All designs should be submitted in Microsoft Publisher (.pub) or.pdf format and be formatted at the desired finished poster size of either: 18” X 24” - Indoor Poster/Small Sandwich Board Poster 24” X 36” - Large Sandwich Board Poster Microsoft Publisher templates are available upon request from Student Leadership Programs. Poster Request Forms must be received by SLP at least 25 business days prior to the event or activity. Advisor approval is REQUIRED Upon receipt of the form, SLP will send your advisor a copy of the form for his/her approval. Advisor must confirm approval by replying to state that he/she approves the request All documents can be found here:

46 This form is for student organizations to request that marketing materials be posted on campus. In addition to the name of your student organization, your marketing pieces must contain the following information. Please be sure this information is on your flyer or it will not be approved. Name of Event Price (if applicable) Date of Event Reason for Advertisement (looking for volunteers, requesting attendance, etc.) Time of Event Contact Information (MyCI address, advisor’s extension or phone numbers) Location of Event Allow five to seven business days from date completed form is received for the flyer to be posted. Late requests will not be honored. All documents can be found here:

47 This form should be submitted when changes in a student organization president occurs. Upon receipt of this form, the president will be contacted by Student Leadership Programs with information about the orientation requirement. All documents can be found here:

48 This form must be completed by all students annually in order for them to be members or officers of a Sports Club. This form should be submitted by each student member/officer as part of the renewal process, with new sports club applications and with add/drop forms. Medical insurance and emergency contact information is required for completing this form. All documents can be found here:

49 After the form is completed and submitted there are 2 additional steps required: 1. Verify that you completed this form by responding to the confirmation sent to your MyCI stating "I completed this form.” 2. I n order to finalize the Sports Club Participation Application, the Release of Liability & Health Declaration Form must be printed, signed and submitted to the SEAL Center on the second floor of the Student Union. Upon receipt of your verification and signed forms, Student Leadership Programs will check your eligibility status to determine if you are able to join your selected clubs/organizations. You will receive an notifying you of an eligibility concern approximately business days after this form is received.

50 This form is for student organizations who wish to set up a table on campus for organization promotional activities. SLP submits this form to ASI on your organization’s behalf. Tables are available for check-out Monday through Friday from 8:30 a.m. until 10:00 p.m. and should be picked up and dropped off at the Student Union front desk (Tabling Request Form must be submitted in advance). You will receive one table and two chairs which you may set up in front or back of the Bell Tower or in front of Broome Library (other locations must be approved by the Assistant Director of Student Leadership Programs).

51 Read instructions, check processing timeline and plan accordingly Read instructions, check processing timeline and plan accordingly Only 2 forms require advisor approval Only 2 forms require advisor approval Event Space & Resource Request Form Event Space & Resource Request Form Poster Request Form Poster Request Form Questions? Don’t hesitate to contact us! Questions? Don’t hesitate to contact us! All documents can be found here:

52 Thank you for completing this orientation presentation! Please follow the link below to complete the presentation quiz to satisfy the President Orientation requirement for your organization. https://cidsa.wufoo.com/forms/student-organization-electronic-orientation- quiz/ Please note: You must earn an 80% or more to satisfy the requirement.

53 STUDENT LEADERSHIP PROGRAMS SEAL Center, Student Union 2040 Monday through Friday, 9:00 a.m. to 5:00 p.m. (hours may fluctuate) (805) Jaimie Hoffman Assistant Director of Student Leadership Programs (805)


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