Required Workshops Student Organizations Annual Registration Fall 2014

About Us  Assist & support student organizations  Provide information: policies & processes  1 of 6 program areas in Campus Involvement  Location: Atwood Memorial Center 134  Staff  Assistant Director- Sami Bosacki  Graduate Assistant- A.K. Jha  Office Manager- Lori Laudenbach

What we do Facilitate the Student Organization Annual Registration process  Occurs annually each fall Administrative Support  Process contracts and purchase orders  Provide forms for reimbursements, budget application, and travel purposes  Assist with event planning  Serve as a link to Atwood, Sodexo, Public Safety, Copies Plus, Business Services, etc.  Support students and their faculty/staff advisers  Budgets & Accounting Consultations Contact our office to schedule consultations

Officer Requirements Membership  Must have a minimum of 10 current St. Cloud State University student activity fee paying members  Officers  Minimum of three (3) executive officers (president, vice president, and treasurer),  Must be current St. Cloud State University students  In good academic and student conduct standing with the University  Maintain at least a 2.0 Grade Point Average  Our office facilitates GPA and conduct checks for all student organization Executive Officers each Fall and Spring semester

Annual Registration: Requirements  Part One: 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 of Please note: (if you do not turn in the form your organization will not receive credit for attending this workshop)  Part Two: complete the online registration  You will need to have: 1. Names & addresses of at least 10 members 2. Your constitution or bylaws 3. Names & addresses of at least 3 officers 4. Name & address of your adviser’s  Include Non-discrimination statement in constitution  Annual Registration must be completed by Wednesday, October 1 st, 2014

Group  Password re-set:  Advisers submit and receive to share with officers and members

E-Blasts  Electronic newsletters sent from DCI Student Organizations Staff  Only for St. Cloud State University Student Organizations  Topics include:  Opportunities for fundraising & volunteering  Event & training dates  Policy updates & requirements  Sent only to President, Vice President, Treasurer, and Adviser  Issued bi-weekly but also on a needs basis  Content can be found on DCI website  Roster updates:  Please keep you Collegiatelink roster updated!  our Student Organizations Staff with any executive officer or adviser updates

Guidebook Updates: Fall 2014  Advisers:  Do not need to be full-time faculty or staff member  Can now be part-time faculty or staff member  Still MUST be an employee of the University  CANNOT be a Graduate Assistant  They may not serve as an adviser while on Sabbatical  The direct supervisor of your adviser will receive an electronic copy of the “Responsibilities of a Student Organization Adviser” letter sent to advisers during the school year

CollegiateLink CollegiateLink is our online software management system for student organizations  Profiles:  Need to create your personal profile the 1 st time you login  Allows you to be a “user” and be added to rosters  Your login information is your individual StarID and password  Note: to login as an organization, you need the group’s Huskynet and password  Rosters:  Organizations can “invite” prospective members to join their groups via Collegiatelink; this comes in the form of an and you MUST follow the link and accept the invitation to be added to the roster  The path to get to CollegiateLink…

Collegiatelink: Personalize Your Page  Page design  Use headers, banners, logos, pictures  You can customize & change anytime  Graphics  Set your group apart from others & get noticed!  Videos  Demonstrate purpose of organization  Audiences  Internal: students, staff & faculty, campus  External: St. Cloud community, prospective employers, businesses, news & media outlets, etc.

Collegiatelink: Marketing Your Organization  Through Collegiatelink functions you can:  Send messages to your membership  Communicate on wall (similar to Facebook)  Link to Facebook, Twitter, Blogs & external websites  Go Green/Online Meeting Agendas  Use Forms app. & develop your customized forms Collegiatelink  Create Flyers posted to CollegiateLink’s homepage eBulletin Board Example: UPB Concert Posters show up on corkboard on all students’ profile homepage

Event Marketing Campus Digital Signage  Atwood can post your content to the digital signage TV's located in the following areas: Atwood Memorial Center, Garvey Commons, and Stewart Hall.  Will additionally post it to Campus TV Channel 8 so any other buildings on campus that are tuned to Channel 8, will also show the digital signage (includes the residence halls). For more information visit: DCI- Student Organizations Collaboration Area (SOCA)  Large flat screen dedicated exclusively to student organizations marketing & advertising  Submit electronic copy of your ad to the Student Organizations GA A.K. at

Event Planning- considerations When planning an event please consider and review the following:  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?

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

Contracts: considerations  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)  contracts include, “what happens if…” provisions  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 Questions? Contact: Lori Laudenbach, DCI Office Manager

Risk Management: a Guide  Why is this 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

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

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

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.

Travel: an Overview  Policy- What must your organization do?  Students must be authorized to drive through St. Cloud State University  Advisers must approve University vehicle rental  What should your organization do?  Use the travel planning forms offered in advance of travel  Meet with or speak to the Student Organizations Support Staff to ask questions and verify processes  Talk with your adviser about your plans  Gather emergency contact information from all travelling  If staying at a hotel using 900 or 300 account funds you need to get an invoice.

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:  Your organization adviser  Asst. Director, Campus Involvement, Student Organizations  Vice President of Student Life and Development Dr. Wanda Overland  President Potter

Finances: Senate Finance Committee Senate Finance Committee  A Student Government finance committee  Location: Student Government Office, internal office in AMC  Contacts:  Sumit Pradhan, Committee Chair  Brandon Johnson, Staff Adviser  Facilitate  Free Balance Reserve requests: updates from this fall  Treasurer Trainings (October 2014)  Budget Trainings (November & December 2014)  Annual budget process (January 2015)  Stop by their office or at:  Senate Finance Committee or Senate Finance Committee Chair

Finances: University Accounts 334 Account  Purpose: for funds received from Student Organizations Budget process  Funds originate from Student Activity Fees  Allocated by Senate Finance Committee  Through annual budget process  Money can only be used as allocated  Does NOT roll over to next year  Can not have a negative balance 900 Account  Purpose: Agency/Fundraising Account  Flexible spending & reimbursements: can find the 1400 form at PurchasingRequestForm.pdf PurchasingRequestForm.pdf  Once completed, submit to Business Services (your adviser must sign the form prior to submitting)  Balance rolls over year to year  Can not have a negative balance

Finances: Cash Handling St Cloud State University Cash Handling Policy applies to Student Organizations:  All monies received by student organizations must be delivered to the Cashier’s Office in Administrative Services 123 (Business Services) by the end of the business day of the event or activity  For events in the evening and/or weekends, all monies must be placed and secured in the safe in Atwood.

Finances: Fundraising Policies  Sport clubs:  Any event involving a sport club using university recreational facilities must be coordinated through Campus Recreation  All residence hall-related activities:  Must be coordinated through the Residential Life Department  Human Auctions:  Auctions which involve selling, bidding for, or in any way paying for person’s individual company or services are prohibited  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  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  New office location! By DCI & Mississippi Room on Main Level

Viking Coke Initiative Fund The initiative fund has been established for St. Cloud State University to support campus-wide efforts to serve students while impacting University initiatives.  Registered student organizations and University departments may submit a request via the Initiative Funding Request Form.  Requests may include those for: Viking Coca-Cola beverage product or monetary funding.  (Please note, University Departments are only eligible for product requests.)  Must be submitted a minimum of 4 weeks prior to your event:

Additional Resources: Storage spaces Lockers:  DCI Front Desk Staff (Office Assistants) Mail:  Pick-up at DCI Front Desk (Office Assistants can assist)  DCI Front Desk notifies groups of mail to pick-up; if needed, mail is forwarded to adviser of record

Important Dates  Senate Finance Committee Treasurer Trainings  October 2014  Learn how to properly utilize finances, manage & review budget, funding parameters  Senate Finance Committee Budget Trainings  November-December  For organizations wanting to submit budget for next fiscal year  Mainstreet- September 10 th : 10:00 a.m.- 3:00 p.m.  Sidestreet- Thursday, January 29 th, 2015: 10:00 a.m.- 3:00 p.m.  Student Organization Awards  Nominations: February-March  Awards Reception: Wednesday, April 1 st, 2015

Final Remarks  Annual Registration:  Organization registration due Wednesday, October 1 st !  Treasurer Trainings:  Please send your Treasurer to an upcoming training in October!

THANK YOU! We wish you and your organization a successful and enjoyable school year! Department of Campus Involvement Student Organization’s Support Staff