1. Welcome to Student Organizations Officer Orientation! Brought to you by: Student Leadership, Involvement, & Community Engagement

2. Orientation Overview Welcome & Introductions Overview of SLiCE Leadership & Service Opportunities through SLiCE Services and programs for Student Organizations Exciting Updates & changes affecting Student Organizations Registration and Recognition Process  Completing an On-Line Registration Form  Completing a Constitution  Where to find resources on-line  Resources available through SLiCE FINANCIAL ISSUES  Student Organization Financial Accounts (SOFA)  Guidelines to Spending Money  ASCSU – Student Funding Board  Other Grants & Money Available to Student Organizations Programming & Publicity  Required Event Planning Form  Insurance, Liability & TULIP Policy  Free Event Marketing Resources  Marketing Guidelines, logo, & printing Important Dates

3. Student Leadership, Involvement, & Community Engagement (SLiCE) Lory Student Center Main Level 970-491-1682 http://www.slice.colostate.edu/ Student Organizations Staff: Accounting: Michele Frick, Diana Saylor, Student Staff: Allie Mason, Gretchen Wilkinson, Dylan Gallacher, Brittany Manning Full-Time Staff: Bobby Kunstman, and Deanna Leone Student Organizations Staff: Accounting: Michele Frick, Diana Saylor, Student Staff: Allie Mason, Gretchen Wilkinson, Dylan Gallacher, Brittany Manning Full-Time Staff: Bobby Kunstman, and Deanna Leone

4. Student Organizations Registered Student Organizations are recognized through Student Leadership, Involvement, & Community Engagement Also known as SLiCE! SLiCE works to connect student organizations to resources such as funding, leadership development opportunities, volunteer programs, and more!

5. Involvement Expo, Cans Around the Oval, Alternative Leadership Certificate Program: Rams Engaging in Active Leadership (REAL) Experience. We also offer… Classes - President’s Leadership Program (PLP) Volunteer Programs & Special Events – RAM Serve, Involvement Expo, Cans Around the Oval, Alternative Breaks, CSU Serves, Special Needs Swim, TGIF, & CSUnity Leadership Development Conferences & Retreats – Campus Step up, Student of Color Leadership Retreat, LeaderShape Institute, Student Organizations Officer Retreat Leadership Certificate Program: Rams Engaging in Active Leadership (REAL) Experience. We also offer…AmeriCorps grants, PRAXIS grants, and working closely with ASCSU! SLiCE also offers…

6. Registration & Recognition Student Organizations Financial Accounts (SOFAs) Leadership Resources Fundraising Resources Canopy, Snow Cone and Cotton Candy Rentals Free Mailboxes One-on-One Staff Support Resource Room Work & Storage Space Opportunities What events does SLiCE offer for Student Organizations? Student Involvement Fair Officer Orientations Student Organizations & Advisors Recognition (SOAR) What services do student organizations receive? Resource Room Student Involvement Fair

7. What’s new for 2009? Registration Process ! ◦ On-Line Form! ◦ Upload Your Constitution on-line! ◦ New Search Tool – you’re easier to find! Student Organizations Officer Retreat! ◦ Save the Date for Saturday, October 3 – 4 ◦ Pingree Park Campus Financial Accounting Systems!

8. Annual Registration Process Benefits of Registration Annual Registration Process Completing a Registration Form Completing a Constitution Where to find resources on-line Why Register?

9. Why Register a Student Organizations? Access to resource… ◦ Room Reservations ◦ Discounts ◦ Funding ◦ Use of spaces - Resource Room, Suite, Mailboxes, computers, etc. ◦ Free Marketing & Publicity Sources ◦ Access to leadership development & volunteer opportunities ◦ Access to news and other events on campus

10. Registration Deadline Is there a registration deadline? ◦ No… ◦ It’s recommended that you register by Sept. 30 each year to ensure no lapse in registration Why must I register each year? ◦ To update contact information ◦ To let us know your group is active ◦ To hear about new resources, policies, opportunities made available to RSOs.

11. Minimum Standards for Recognition 1) Have a clearly stated lawful purpose within the group’s constitution 2) Maintain a minimum of 4 CSU student members; all membership must be 50% CSU students 3) Maintain a minimum of 2 executive officer positions held by different CSU students. 4) Each organization must have an advisor. Eligibility Requirements to be an Officer : ◦ All officers must be fee paying, fully matriculated students at CSU maintaining a cumulative GPA of a 2.25 or greater at time of election and while holding office.

12. Annual Registration Process All student organizations must complete registration annually. The Registration Process is 3 easy steps! 1)Submit a complete registration form on-line at: http://www.studentorgs.colostate.edu/. http://www.studentorgs.colostate.edu/ 2)Maintain a current and approved constitution in the SLICE office. 1)New organizations must submit a constitution 2)All other groups, should review & submit an updated version at least every two years 3)It’s recommended that EVERY GROUP upload one this year. 3)Two officers must complete the officer orientation. 1)Groups with an account in SLiCE should send their financial officer/treasurer. 2)The second officer can be the group’s choice

13. Completing a Registration Form Registration Forms are now to be submitted online. ◦ http://www.studentorgs.colostate.edu/ http://www.studentorgs.colostate.edu/

14. Before you begin, be sure to have… Student Organization name, mailing address, phone number, web address, email address The First and Last name of each officer, email address, and position within the organization. Your organization's purpose Relevant affiliations such as a CSU department or national organization. Financial Account information for on and off campus accounts Officer election dates Meeting times and locations Number of members, any membership criteria, and dues information Your organizations category (ie. Fraternity/Sorority, Social, Club Sport, etc.) Your advisor's name, address, telephone number, and email address.

15. To Begin… Click on the Link: “Register” Sign-In Using your E-ID & Password You’ll see a Welcome Page Click Next to move through each page Upload a Constitution Review your information Click Submit

16. Completing Registration… A successful submission will generate a “Thank You” page and ask you to print a signature card. Print the signature card and have each officer sign it The form is complete when the signature card is submitted to SLiCE

17. Signature Card…

18. Other Confirmation… Each officer and advisor will receive an email request to confirm their role in the organization. The person submitting the registration form will receive a confirmation Email. We receive an email in SLiCE that you completed the form.

19. Completing a Constitution Submit a constitutions electronically when completing the registration form. Review your constitution annually Updated as needed. New groups need a constitution to be recognized.

20. Model Constitution… Please address all items in bold Items in red are tips & suggestion The model constitution can be found at: http://www.slice.colostate.edu/registratio n-process.aspx under the “maintain an updated constitution section. http://www.slice.colostate.edu/registratio n-process.aspx

21. Other notes on Constitutions Please NO paper-copies. We no longer need a signature on a Constitution Upload electronic constitutions with your on-line registration form If at any time during the year you would like to update your constitution or if you cannot attach it to your registration form, please send it as an attachment to: LSC_StudentOrgs@Mail.colostate.edu. LSC_StudentOrgs@Mail.colostate.edu

22. FINANCIAL ISSUES Student Organization Financial Accounts (SOFA) Guidelines to Spending Money ASCSU – Student Funding Board Other Grants & Money Available to Student Organizations

23. Guidelines to Spend Money Student Organization Financial Accounts (SOFA) Types of Documents Tax Exemption & Sales Tax Personal Reimbursements Restricted Purchases Required Event Planning Form Contracts/Speakers Personal Liability Foreign National/Employee Payments Travel

24. Guidelines to Spend Money Groups wishing to spend money out of an on- campus account housed in SLiCE, must adhere to the guidelines to spend money, available at: http://www.slice.colostate.edu/documents-and- forms.aspx http://www.slice.colostate.edu/documents-and- forms.aspx Registered Student Organizations should also refer to the Source for additional policies and procedures regarding Student Organization Financial Accounts, otherwise known as SOFAs.Source

25. Financial Request Form

26. ASCSU “Your Student Government” Located in the Lory Student Center Dan Gearhart, President Tim Hole, Vice President Jake Donovan, Director of Finance www.ascsu.colostate.edu 491-5931

27. ASCSU wants to help your student organization succeed in putting on programs & events. We are committed to ensuring the student body the best extra-curricular experience possible! If there is anything that we can do for you, please stop by!

28. What can ASCSU do for my student organization? RamRide Funding through RamRide Positive Impact Senator Representation Plaza Advertising – Whiteboards & Electronic Marquee Newspaper Readership Program Student Funding Board (SFB)

29. How do we become qualified to receive funding from ASCSU? Must be a registered student organization, recognized by the SLiCE Office Must have a student organizations financial account with a positive balance It’s as easy as that!

30. What can be funded?

31. Where does my student organization begin? Send an E-mail to: Finance@ASCSU.colostate.edu Jake will connect you with a SFB liaison to help your group prepare a funding request Plan at least 4 weeks in advance ~ the larger the program, the more time you need to prepare

32. Funding Board Meetings Funding Board meets Thursdays at 5:15 p.m. in the Lory Student Center President or Treasurer must be at the meeting in order to present the budget Come prepared with all documents and be ready to answer questions

33. How does the SFB decide to fund an event? 10 “viewpoint neutral” criteria ensure that everyone has an equal opportunity to receive student fees ~ Effort should be shown in the form of funding from sources other than the SFB (self- generated, donations, grants)

34. What can I do to help my group get what it is asking for from the Funding Board? * Start planning early! * Visit the ASCSU office on the SE side of the LSC if you have any questions * Work closely with assigned liaison * Consult SFB Bylaws to make sure you are in compliance with all stipulations. Do not ask for anything that cannot be funded. * Secure at least 10% of the funds needed your program through grants, co-sponsorship, donations, or fundraising

35. Things to keep in mind… Student Organizations are eligible to obtain up to $20,000 each year from Student Funding Board Discounts ARE NOT a legitimate form of co-sponsorship

36. Are there items that ASCSU cannot fund? FOOD Capital Expenditures (items that can be reused: plastic silverware, decorations, office supplies) Awards, Trophies, Prizes Travel (Travel Grant) Contest Entries T-Shirts

37. Where can I find the ASCSU bylaws and funding request forms? All of this information is available on the ASCSU website: www.ascsu.colostate.edu The website also includes : ASCSU Funding Board information, Forms and news, members and Senators, and the Student Course Survey results.

38. The following are some of the funding resources available to student organizations. We will review each of these next… ASCSU - Student Funding Board Diversity Grant Travel Grant Campus Activities Co-Programming Grant & Sponsorship Grants VPSA Parent’s Fund Free Pepsi Product Flea Market Funding Opportunities

39. PROGRAMMING & PUBLICITY Event Planning Form Insurance, Liability, TULIP Policy Free Event Marketing Resources Marketing guidelines, logos & printing

40. Event Planning at CSU

41. Risk Assessment/Insurance Review and make a risk assessment on each event. In some cases, it is automatically required by someone else that is not SLiCE We can issue insurance for on- campus events

42. Spaces on Campus Lory Student Center ◦ Reservations through Event Planning Services ◦ Groups can reserve a regular meeting room for free ◦ Larger rooms have discounted rates for organizations Classroom Facilities ◦ Reservations through Classroom Scheduling Office ◦ Groups can reserve a classroom for free with faculty/staff advisors signature Other spaces on campus, non-classroom ◦ Reservations through Facilities (Lori & Emilia) ◦ Unless supervisory staff is required, spaces are free to organizations

43. Marketing Your Group Three Crucial Elements ◦ All ads should have the essential information such as date, time, place, & sponsor ◦ Easy to Read – Eye catching ◦ Printed materials should be ready at least four weeks prior to the event

44. Campus Resources Residence Hall mail Print Advertising ◦ Poster Runs Collegian CTV University News Services ◦ For off-campus help in advertising KCSU ◦ Public Service Announcements ◦ Live Remote  2 weeks in advance ◦ Student Org Spotlight  Managed by Public Affairs Director of station Display Cases in the LSC Whats Up @ CSU?

45. Campus Resources Chalking On Campus ◦ Water based chalk ◦ 10 feet from an entrance ◦ Please NO SPRAY chalk Table Tents ◦ LSC ◦ Residence Hall Residence Hall Posting Org Website ◦ @ advisors request Org Emails ◦ @ advisors request Presidents Weekly Email Student Org Suite Display Cases & LCD Panel TV

46. Dates To Note Upcoming Officer Orientations Tuesday, November 10 at 4 p.m. - LSC 228 Wednesday, February 3, 2010 at 4 p.m.– LSC 214-216 Tuesday, February 16, 2010 at 12 noon – LSC 228 Thursday, March 4, 2010 at 12 noon – LSC 214-216 Student Involvement Fair Wednesday, Jan. 27 – 10 am-3 pm – LSC Ballrooms Student Organizations & Advisors Recognition (SOAR) Thursday, April 29, 2010 5 pm to 7 pm – LSC Main Ballroom Thank you!