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Student club & organization President orientation 2012-2013 Office of Student Leadership & Development University Student Union 103 (209) 667-3778

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Presentation on theme: "Student club & organization President orientation 2012-2013 Office of Student Leadership & Development University Student Union 103 (209) 667-3778"— Presentation transcript:

1 Student club & organization President orientation Office of Student Leadership & Development University Student Union 103 (209) *In order for all links to work you must play this as a slide show.*

2 Purpose of orientation Provide information about campus based services and departmentsProvide information about campus based services and departments Introduce you to the programs and services of the Office of Student Leadership & DevelopmentIntroduce you to the programs and services of the Office of Student Leadership & Development Inform you of the privileges and responsibilities of a registered student organization and of a student leaderInform you of the privileges and responsibilities of a registered student organization and of a student leader Identify resources to assist your organization in program planning and operationIdentify resources to assist your organization in program planning and operation You will receive a confirmation of completion via with your Charter Application.

3 Office of Student Leadership & Development (SLD) We charter and support Student Clubs & Organizations More than 75 Student Clubs & Organizations charter each yearMore than 75 Student Clubs & Organizations charter each year As a registered Student Club or Organization, you have a special University relationship with privileges that individual students, departments and off-campus groups do not haveAs a registered Student Club or Organization, you have a special University relationship with privileges that individual students, departments and off-campus groups do not have Take advantage of this relationship to accomplish your Club or Organization goalsTake advantage of this relationship to accomplish your Club or Organization goals

4 SLD Advisors Every chartered Student Club or Organization is assigned one SLD staff member as a primary contact. Each SLD staff member serves as an advisor to assist your organization and members.Every chartered Student Club or Organization is assigned one SLD staff member as a primary contact. Each SLD staff member serves as an advisor to assist your organization and members. We are here to help you succeed as a Student Club or Organization.We are here to help you succeed as a Student Club or Organization. We are a resource for group development, leadership development, event planning and navigation of campus policies and procedures.We are a resource for group development, leadership development, event planning and navigation of campus policies and procedures. Tiffany GelbaumAlissa Aragon Greek Advisor Student Organization Advisor (209) (209)

5 We welcome you to stop by, If an advisor is not available, please make an appointment so we can assist you with: Campus PoliciesCampus Policies Campus ResourcesCampus Resources Chartering QuestionsChartering Questions Community OutreachCommunity Outreach Effective MeetingsEffective Meetings Event PlanningEvent Planning FundraisingFundraising MarketingMarketing Officer TransitionOfficer Transition Recruitment and Retention of MembersRecruitment and Retention of Members Team BuildingTeam Building

6 SLD Programs Faculty Mentor ProgramFaculty Mentor Program New Student OrientationNew Student Orientation Student Club & Organization FairStudent Club & Organization Fair Student Leadership ProgramStudent Leadership Program Student Leadership AwardsStudent Leadership Awards

7 How we communicate with you messages to your Student Club or Organization Officers messages to your Student Club or Organization Officers Notices in your club or organization mailbox, located in the SLD office, UU103Notices in your club or organization mailbox, located in the SLD office, UU103 SLD website website Student Club & Organization Handbook located on the SLD websiteStudent Club & Organization Handbook located on the SLD website

8 Privileges Hold meetings and social functions on campus.Hold meetings and social functions on campus. Recruit members on campus.Recruit members on campus. Use of University facilities and services, most Student Club or Organization events held on campus will have the facility use fee waived or reducedUse of University facilities and services, most Student Club or Organization events held on campus will have the facility use fee waived or reduced Publicize activities in the Signal Newspaper and KCSS Radio Station.Publicize activities in the Signal Newspaper and KCSS Radio Station. Publicize activities on the Axis TV’s throughout the Student Union.Publicize activities on the Axis TV’s throughout the Student Union. Post material in appropriate locations around campus following posting guidelines.Post material in appropriate locations around campus following posting guidelines.

9 Privileges continued Receive an organization mailbox in SLD.Receive an organization mailbox in SLD. Receive on-campus accounting services.Receive on-campus accounting services. Reserve equipment from the University Student Union.Reserve equipment from the University Student Union. Solicit funds or sell items on campus to raise funds for organizational or charitable purposes.Solicit funds or sell items on campus to raise funds for organizational or charitable purposes. Consultation services from the Advisors of the Office of Student Leadership and Development: Program planning, publicity, fund raising, leadership training, campus regulations, financial advisement, facility scheduling, and general advisement.Consultation services from the Advisors of the Office of Student Leadership and Development: Program planning, publicity, fund raising, leadership training, campus regulations, financial advisement, facility scheduling, and general advisement.

10 Booth Lottery If your Student Club or Organization would like to have a booth in the quad, please note that it is by appointment only. The Booth Policy can be found in the Student Club & Organization Handbook and must be followed or the booth will be removed at the cost of the Organization. Booth lottery will take place: Fall Semester = August 21, 9:00am in the SLD office. Must be removed by December 13, 2012 by 5pm Spring Semester = January 24, 9am in the SLD office. Must be removed by May 20, 2013 by 5pm

11 Mailboxes Upon chartering your group is assigned a mailbox in SLDUpon chartering your group is assigned a mailbox in SLD You must check your box on a regular basis so you don’t miss important business or announcements. Mail will be thrown away if not picked up every two weeksYou must check your box on a regular basis so you don’t miss important business or announcements. Mail will be thrown away if not picked up every two weeks Mailing Address Format:Mailing Address Format: Name of Your Organization Student Leadership & Development CSU, Stanislaus One University Circle Turlock, CA 95382

12 Reserving Space on campus Log on: Click on My Requests to Log-In or Register a new accountClick on My Requests to Log-In or Register a new account You must create one R25 account for your organization using your CSUSTAN Your organization must designate a R25 Coordinator within your Organization who will make all requests. The coordinator is required to attend an R25 training session in order to complete the Charter Application process. Your organization must designate a R25 Coordinator within your Organization who will make all requests. The coordinator is required to attend an R25 training session in order to complete the Charter Application process. Your request must include the following:Your request must include the following: Your Name Your Phone Number Your Address The Account Number of Your Organization **Requests will not be processed without this information ** Meetings Social Events FundraisingBBQ’s Guest Speakers ConferencesPerformancesTournaments s-of-Events/Calendars/NonClassEvents.html s-of-Events/Calendars/NonClassEvents.htmlMeetings Social Events FundraisingBBQ’s Guest Speakers ConferencesPerformancesTournaments s-of-Events/Calendars/NonClassEvents.html s-of-Events/Calendars/NonClassEvents.html

13 Reserving Space on campus continued Weekly meetings for student organizations may be requested beginning July 1 for Fall Semester and November 1 for Winter/Spring SemestersWeekly meetings for student organizations may be requested beginning July 1 for Fall Semester and November 1 for Winter/Spring Semesters If you want to change an existing request please send an to Cindy Lindo at you want to change an existing request please send an to Cindy Lindo at Reservations must be made at least two weeks in advanceReservations must be made at least two weeks in advance

14 Planning Events Off-Campus When your organization decides to host any kind of event off-campus : 1) 1)Fill out an Event Planning Form located under the forms and documents section, and submit to the SLD office.www.csustan.edu/sld 2) 2)An R25 reservation is not needed. All submissions must be made at least 14 days prior to the event date. Why do I need to submit an Off Campus Event Planning Form for off-campus events that my organization hosts? This form keeps our Advisors and office informed of the great events that students host. It allows us to use specific examples when the community asks what kind of events our students host and to promote your wonderful contributions. It also helps provide necessary resources to help us make your event as successful and safe as possible.

15 Alcohol permits Submit an to your SLD Advisor at least 3 weeks prior to your event.Submit an Off-Campus Event Planning Form and Alcohol Request Form to your SLD Advisor at least 3 weeks prior to your event. Submit an R-25 request (for on campus events only) at least 2 weeks prior to your event.Submit an R-25 request (for on campus events only) at least 2 weeks prior to your event. Event insurance is required anytime alcohol is served.Event insurance is required anytime alcohol is served. The SLD office will notify you if your request is approved at least 1 week prior to your event.The SLD office will notify you if your request is approved at least 1 week prior to your event.

16 On Campus event planning When reserving through R25 for your event, please provide a detailed description of your event. -An event planning form is not needed. The following are important questions to ask your group when planning any on campus event: Do we want to serve food at the event? Do we need any equipment such as a stage, microphone, tables, etc? Do we want to show a movie at the event? Do we want to host a raffle/casino night? Will we need assistance from facilities? Will there be more than 50 people attending the event? **All submissions of forms and requests but be made at least 14 days in advance to ensure confirmation.**

17 Do we want to serve food? PLEASE NOTE: the food policy was recently updated. READ THIS SECTION CAREFULLY….PLEASE NOTE: the food policy was recently updated. READ THIS SECTION CAREFULLY…. It is the intention of the University that the Food Service Provider prepares and serves food for all events on campus, except as may be waived pursuant to the Campus Food Policy.It is the intention of the University that the Food Service Provider prepares and serves food for all events on campus, except as may be waived pursuant to the Campus Food Policy. Any group serving food on campus that is not prepared by the Food Service Provider and is made available to the general public must complete a Temporary Food Permit.Any group serving food on campus that is not prepared by the Food Service Provider and is made available to the general public must complete a Temporary Food Permit. Applicants should review the CSU Stanislaus Campus Food policy at: should review the CSU Stanislaus Campus Food policy at: Applicants submitting information less than 5 business days prior to the event may not receive a permit. This means that final approval on the form must be obtained no later than 5 business days in advance!Applicants submitting information less than 5 business days prior to the event may not receive a permit. This means that final approval on the form must be obtained no later than 5 business days in advance!

18 Serving food continued… 1. 1.Complete the form titled “Temporary Food Permit” located under forms and documents at 2. (When all approved signatures have been obtained please submit to: University Police Department / Safety & Risk Management) 2.Print out the completed form and obtain the following signatures in order: (When all approved signatures have been obtained please submit to: University Police Department / Safety & Risk Management) Dean of Students or Designee: take to AVP of Student Affairs, at MSR 360 Vice President of Business and Finance or Designee: take to AVP of Auxiliary Business Services, at MSR Signed form will be returned to applicant. After approval, students will take form to Cashier’s office and pay $25 insurance fee and Cashier will stamp or mark this form. Return copy of form with all signatures and cashier’s mark to either MSR 290 or scan and send to

19 Do we need equipment? Want to use a BBQ, tables, chairs, stage, or sound system for your event in the Quad? Here’s what you need to do after submitting your R25 reservation: 1)Fill out the “Quad Equipment Reservations or ASI/USU Sound System Reservation Form” 1)Fill out the “Quad Equipment Reservations or ASI/USU Sound System Reservation Form” located under forms and documents at 2)Submit the forms to Melissa Goodman, University Student Union Facility Coordinator, on the 2 nd floor of the Student Union Make sure all forms are submitted at least 14 days prior to your event date.

20 Want to show a movie? All public performances of movies are illegal unless they have been authorized by license. Even performances in “semipublic” places such as clubs, lodges, summer camps, and schools are public performances subject to copyright control.” All public performances of movies are illegal unless they have been authorized by license. Even performances in “semipublic” places such as clubs, lodges, summer camps, and schools are public performances subject to copyright control.” “Both for-profit organizations and non-profit institutions must secure a license to show movies, regardless of whether an admission fee is charged.” “Both for-profit organizations and non-profit institutions must secure a license to show movies, regardless of whether an admission fee is charged.” In other words…you must buy the rights to show a video. After contacting a license company submit a Movie Request Form to your SLD Advisor at least two weeks prior to your event.In other words…you must buy the rights to show a video. After contacting a license company submit a Movie Request Form to your SLD Advisor at least two weeks prior to your event.

21 Want to do casino night for a fundraiser? Here are some guidelines to keep in mind: 90% of the funds raised must go towards a charity or your choice 10% of the funds raised may go towards the Organization holding the event Each group may have no more than one casino night per calendar year No cash prizes may be given Winners may be awarded prizes valuing no more than $500 Total prizes may not be over $5,000 total

22 Posting guidelines Prohibited Locations: building exteriors, doors, windows and entry ways, interior walls, restroom stalls, light posts, stairwells, trees, and on cars in parking lots. Prohibited Locations: building exteriors, doors, windows and entry ways, interior walls, restroom stalls, light posts, stairwells, trees, and on cars in parking lots. Permitted Locations: Kiosks between the Library and Bizzini Hall, bulletin boards outside of offices, on A-frames outside of any main building, table tents inside Mom’s and Main Dining, posters/signs fastened by string (no tape) to the railings of Bizzini Hall and the Science Building. Permitted Locations: Kiosks between the Library and Bizzini Hall, bulletin boards outside of offices, on A-frames outside of any main building, table tents inside Mom’s and Main Dining, posters/signs fastened by string (no tape) to the railings of Bizzini Hall and the Science Building. Flyers may be posted in the Village on the bulletin boards with approval of Village staff. Flyers may also be posted on Student Union bulletin boards in the computer lab, game room, lobby entrance, or inside the SLD Office, or on stakes in the grass walkways. They must be placed at least one foot off the walkways.Flyers may be posted in the Village on the bulletin boards with approval of Village staff. Flyers may also be posted on Student Union bulletin boards in the computer lab, game room, lobby entrance, or inside the SLD Office, or on stakes in the grass walkways. They must be placed at least one foot off the walkways.

23 Posting Guidelines Continued All notices must be dated as posting is limited to two weeks. Facilities Services and SLD may remove expired items at the cost of the Organization. Anyone may remove postings that exceed more than one per kiosk or open board.All notices must be dated as posting is limited to two weeks. Facilities Services and SLD may remove expired items at the cost of the Organization. Anyone may remove postings that exceed more than one per kiosk or open board. Advertising or promoting alcohol will not be permitted on any signs or promotions at any time! Advertising or promoting alcohol will not be permitted on any signs or promotions at any time!

24 On Campus Accounts Main Financial Contacts: Andreanna Marshall, ASI Budget Analyst (209) Accounting Shirrel Wells, Accounting (209) (209) PLEASE NOTE: Your Student Organization Treasurer must attend a Finance Workshop before your Charter Application will be approved. General Acct Info: All Student Organization accounts are administered by Associated Students Incorporated (ASI) and Auxiliary Business Services (ABS). ASI manages accounts for chartered Student Clubs & Organizations and monitors spending from these accounts. ASI has ability to close your account without your consent due to non- compliance of the ASI Finance Policy or Trust Account Agreement.

25 On campus accounts Student Clubs & Organizations are required to fill out a Student Organization Trust Agreement (included in your Charter Application) each year. If you do not have a pre-existing account number, you will be assigned one from ABS. You are assigned two different codes: Cashnet Code- beginning with the letter K Account Number- beginning with the numbers 23 The President or Treasurer can obtain either code from the SLD Office

26 Cashnet code & Account number Use the Cashnet K-code to: Make financial deposits into your account at the Cashiers Office. The President or Treasurer must be present. Use the Account Number to: Fill out Check Requests, make R25 Reservations, use this number on most paper documents. More general info: Quarterly up-to-date account balances will be distributed to your Organizations box located in the SLD Office. Contact Shirrel Wells for any questions about your statement, Organization account balance, or account number. Contact Andreanna Marshall for Check Request questions.

27 Withdraw funds from your account Check Request forms permit students to withdraw funds from their account and guarantees the vendor/reimbursement payment is paid in full. Check Requests are available online at under the forms and documents section. All invoices, receipts, and a copy of the meeting minutes must be returned to the ASI Budget Analyst within one week after the completion of purchase. Failure to comply will result in your account being frozen.

28 Policies and procedures As a Student Club or Organization it is your responsibility to be familiar with University policies and procedures related to Student Clubs and Organizations.As a Student Club or Organization it is your responsibility to be familiar with University policies and procedures related to Student Clubs and Organizations. Officers are responsible for educating all members and prospective members on these policies.Officers are responsible for educating all members and prospective members on these policies. A detailed description of the policies can be found in the Student Club & Organization Handbook.A detailed description of the policies can be found in the Student Club & Organization Handbook. Violations of policy may result in conditional status for your group or loss of charter.Violations of policy may result in conditional status for your group or loss of charter.

29 New members & officers It is your responsibility as Organization officers to keep up to date records with the Office of Student Leadership & Development. If you recruit New Members after submitting the Charter Application, please submit a new Member Roster located in the Charter Application packet within 14 days.If you recruit New Members after submitting the Charter Application, please submit a new Member Roster located in the Charter Application packet within 14 days. If you obtain new Executive Officers after submitting the Charter Application packet, submit only the paper work that pertains to their executive positions within 14 days of new officer appointments.If you obtain new Executive Officers after submitting the Charter Application packet, submit only the paper work that pertains to their executive positions within 14 days of new officer appointments. Contact our office at if you have further questions.

30 student club or organization Use of the University Name by a student club or organization Use of the University name within an organizations name is not permitted. Recognized organizations are permitted to use the name of California State University, Stanislaus or Stan State only as a means of identifying the location of the organization. Such use should not imply University sponsorship or that the organization is an official agent of the University. Thus, the “Dance Club of Stan State“ would be correct, but the “Stan State Dance Club” would be incorrect

31 Charter process PLEASE NOTE: The process has changed. Upon successful completion of the Orientation, you will receive a link to the Charter Application.Upon successful completion of the Orientation, you will receive a link to the Charter Application. Download and complete the PDF application which must be typed; handwritten applications will not be accepted.Download and complete the PDF application which must be typed; handwritten applications will not be accepted. Do not leave any lines blank. Insert “NA” if not applicable.Do not leave any lines blank. Insert “NA” if not applicable. Print out Charter Application and submit to SLD office.Print out Charter Application and submit to SLD office. Application must be submitted within 30 days of completing this Orientation.Application must be submitted within 30 days of completing this Orientation. Mandatory Training: Treasurers must complete the Finance Workshop while the R25 Scheduler must complete the R25 Workshop within the 30 day time frame. Presidents and Advisors are welcome to attend either workshop but are not required.Mandatory Training: Treasurers must complete the Finance Workshop while the R25 Scheduler must complete the R25 Workshop within the 30 day time frame. Presidents and Advisors are welcome to attend either workshop but are not required. You will be contacted via if additional information is needed.You will be contacted via if additional information is needed. Charter Applications are good through June 30, 2013 and must be submitted on a yearly basis.Charter Applications are good through June 30, 2013 and must be submitted on a yearly basis.

32 Orientation Complete To complete your orientation and obtain your Charter Application CLICK HERE CLICK HERE CLICK HERE


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