Florida Atlantic University Student Org. Training


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Welcome to the 2013-2014 Student Organization Online Training! This training is intended to inform new officers of student organization policies and procedures, as well as update experienced leaders on changes in policy. If you have any questions regarding any of the policies or procedures in this training, please feel free to contact Student Involvement & Leadership at studentorgs@fau.edu.

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Throughout this training, we will discuss policies and procedures regarding the re-registration process, event planning, finances, promotion & marketing, travel, and hazing. The following outcomes are the processes you should be knowledgeable in at the conclusion of this presentation.

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First, we begin with student organization responsibilities. To remain a recognized student organization, you must fulfill all five requirements of re-registration. If your organization does not fulfill all five requirements, your organization will be de-activated and lose all privileges, including any COSO funding. You’ve already completed the online registration, and are currently completing the online training. Make sure you take the assessment at the end of this training to finish fulfilling this requirement. You must score 80% or higher on the assessment to receive credit for this requirement. Additionally, you will still need to have two officers attend the Student Leadership Conference on Saturday, September 28 and two officers attend the Hazing Prevention Summit on Monday, September 23. These events include personalized sessions for the various types of student organizations and their respective roles and responsibilities. Please note that each student leader can only represent ONE student organization at these events. Make sure the officers representing your student organization are ONLY representing your student organization to receive credit for these requirements. Graduate and professional student organizations do not need to attend the Hazing Prevention Summit, but are still required to attend the Student Leadership Conference. More information on how to register for these conferences will be emailed to you and are available at fau.edu/sil.

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To be an officer of a student organization, you must meet the following requirements. If you or another officer does not meet these requirements, contact Student Involvement & Leadership to determine if you are eligible to submit a petition for exemption, or to determine how to appoint or elect a new officer to the position. Additionally, University administration is currently reviewing Regulation 4.006, which defines the requirements of student organization officers. If any changes are made that affect these requirements, Student Involvement & Leadership will contact student organizations with the new changes.

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(1) To understand the purpose of Owl Central: Welcome to Owl Central, the one stop shop for student organizations. Owl Central is like Facebook for student organizations at FAU – it’s where student organizations can keep and update information about their organization, and interact with current and prospective members. This is where your organization connects with our office and with other FAU students. Additionally, student organizations use Owl Central to start the annual re-registration process. During this process we ask you to click on the “Register This Organization” button to update your organization’s information so that we have accurate contact information and documentation for your group. (2) To understand the resources available on Owl Central. Owl Central is also a great place to find student organization resources. In the red tab bar, all the way to the right, there is a “Campus Links” drop down menu with student organization paperwork. Here, you can submit a request to use student organization services in the Club House; borrow equipment; find out more about student travel; and submit a fundraiser for approval. (3) To understand how to edit student organization information on Owl Central. One of the most common questions receive at SIL is “How do I update student organization information in Owl Central?” First, you must be listed as an officer to have administrative access to your student organization’s page. If you aren’t listed as an officer, contact the people who are listed or our office to make the switch. Once you have access, you can start editing. Let’s begin at the Home page. If you want to update the organization’s general information, click the “Edit Profile” button in the upper left corner under the organization image. Here, you’ll see a description of your organization and contact information. Make the changes you want to make, and click save. If you have social networking pages – such as Facebook and Twitter – add the links here to let your members know where else they can connect with you. Next, let’s go to the Events page. Here, you can post your student organization events. However, events will only be approved once you have submitted an approved program registration form to the Student Union. To create an event, simply click the “Create Event” button in the upper right corner. This takes you to an Event form. Enter in the event information, attach a flyer, and select any additional requirements for the event. For example, you can customize the “type” of event to include the whole campus, the organization only, or selective members (such as the E-board). Before you submit, make sure check the box confirming that you have submitted a Program Registration form, or your event will not be approved/posted on the site. By the way, if you open up the event to the entire campus and attach a flyer, your event will appear on every student’s bulletin board, found on your Home page.

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Next, let’s continue on to the roster. Once you have administrative access, it will be up to you to Manage the officers, approve or deny members, and message the organization. First, to manage the roster, click on the “Manage Roster” button. Here, you’ll see a list of all current members, including any officers. To change officers, click on the “Edit Positions” button next to any name to add or remove an officer from a position. Above the roster, there are three tabs – current, pending, and prospective. The pending tab features students you or another officer has invited to join the organization but who has not yet accepted. The prospective tab features students who are interested in joining your organization. You will need to periodically click on this tab to approve or deny new members. We recommend reaching out to the prospective members to attend a meeting prior to committing to membership. Now, on the right there is a messages option. This allows you to message particular members, officers, or the entire organization. You need not worry about trying to track down your member’s info, since it’s automatically linked up to all FAU emails. Finally, let’s skip to the Documents tab. This is where you can upload documents meant to be shared with your organization, such as the constitution. You’ll also find an archive of old documents from previous leadership that you can use for your organization. Feel free to explore the other tabs on your organization’s page to best meet your organization’s needs. If you have any questions or would like to receive additional training on Owl Central, contact studentorgs@fau.edu.

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Next, we move on to Event Planning for student organizations. The following outcomes are policies and processes you will be knowledgeable in at the conclusion of this section.

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Let’s start with registration for student organization events. You must register ALL events with the University – including on campus and off campus events. The Event Registration form, often called the Program Registration form, can be submitted online through OwlCentral or in paper form to the Student Union or Student Involvement & Leadership for the fall 2013 semester, which varies by campus. This form is due at least 10 business days before the date of your event. After fall 2013, only registration through OwlCentral will be accepted.

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A common question we get is “Are rooms free for student organizations?” The answer is usually yes; however, there are a few exceptions, including co-sponsorship, the exchange of money, or events open to the general public. Additionally, student sponsored events with Critical Risk Factors may require campus police officers to be present. Some examples of critical risk factors include a dance or concert, a late night event that continues after 11:00 pm, an event where money is exchanged, events with 100 people or more, and events open to the general public . Charges could also be incurred when violating event planning policies, including bringing in food that exceeds the limits, was not donated, or does not have prior approval from Chartwells.

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If you would like to have food at a student organization event, you must go through Chartwells. Chartwells is our on-campus catering company, and they offer a variety of inexpensive catering options. In fact, Chartwells is launching an upgraded menu just for student orgs this fall! If you would like to use an outside vendor, you need to fill out a Food Waiver form. This form can only be filled out if you receive food as a donation, if you can prove that the outside approved vendor is 30% cheaper than Chartwells, or if you need a food that Chartwells does not offer. These forms, and the processes on how to fill these out, are available in the Student Union or Business Services on the Boca Raton campus. Additionally, all FAU events on all campuses that involve food must comply with the Florida Administrative Code 64E-11 on Food Hygiene and other pertinent regulations. These regulations were designed to prescribe practices and procedures to prevent foodborne illness. All student organizations hosting special events where food is served to the FAU or general public must complete the FAU Temporary Food Service Event Permit Application, which can be found at the link listed.

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If you’re planning to show a movie on campus, you must purchase a public performance license. The two companies listed offer public performance licenses for student organizations. Again, you cannot just show a DVD or a streaming movie to your student organization or at a student organization event unless you purchase the license. If you’d like to bring in a performer, artist or speaker – even if you’re paying them $0 – you MUST create a contract through Student Involvement & Leadership. Visit SIL at least 4 weeks in advance of the date. Remember – you are NOT allowed to sign contracts. Also, the State of Florida upholds verbal contracts, so do not commit to a particular fee or date until you go through SIL to obtain a contract for your event.

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If you’re interested in hosting a date or service auction, you can begin the process by scheduling a meeting with the Associate Vice President and Dean of Students Office or designee. For more information about date or service auctions, please contact Student Involvement and Leadership.

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The first type of Promotion & Marketing o

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Florida Atlantic University Student Organization Online Training 2013

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LEARNING OUTCOMES Accomplish remaining re-registration requirements Navigate/edit student organization information and locate forms on OwlCentral Request space for student organization events Understand the policies and procedures for specific event types Obtain and use funding through COSO as well as establish an off-campus bank account Effectively and appropriately promote your organization events Apply for travel funding and approval Request and utilize the resources available through Student Involvement & Leadership, the Club House and L.E.A.D. Know who your Student Affairs Advisor is and what they can assist you with At the conclusion of this training, you will be able to…

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RESPONSIBILITIES & RE-REGISTRATION Student organizations need to re-register annually each spring to remain a recognized and active organization at FAU. The five requirements for re-registration are: Re-register student organization online through OwlCentral Have at least two (2) officers certified in Fiscal Training by Saturday, September 28, 2013 (**Only applicable for organizations using A&S Fees/COSO Funding.) Have at least two (2) officers attend the fall Student Leadership Conference on Saturday, September 28, 2013. Have at least two (2) officers complete online Student Organization Training by Saturday, September 28, 2013. Have at least two (2) officers attend the fall Hazing Prevention Summit on Monday, September 23, 2013. Failure to complete any of the five re-registration requirements will result in the student organization losing its registered status, all A&S fees allocated to the organization, and all rights and privileges granted by the registration process.

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RESPONSIBILITIES & RE-REGISTRATION Requirements of student organization officers: Undergraduates Must have a minimum 2.5 GPA Must be registered for a minimum of 6 credit hours in the fall semester and 6 credit hours in the spring semester Graduates Must have a minimum 3.0 GPA Must be registered for a minimum of 3 credits in the fall semester and 3 credit hours in the spring semester Students serving as President must have earned at least 15 college credits.

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OWLCENTRAL (formally CollegiateLink) Please take a moment to watch the screen capture video regarding features of Owl Central. The video will start automatically!

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OWLCENTRAL (formally CollegiateLink) Please take a moment to watch the screen capture video regarding features of Owl Central. The video will start automatically!

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EVENT PLANNING Overview of Event Planning for Student Organizations Registration for student organization events Fees and charges associated with student organization events Food for student organization events Rules and restrictions for special student organization events

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EVENT PLANNING Registration for student organization events Student organizations must register both on and off campus events with the Student Union/Student Involvement & Leadership. To register a student organization event and request space on campus, submit an Event Registration form at least TEN business days in advance of the event date. Make sure your advisor is aware of the event being requested.

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EVENT PLANNING Fees and charges associated with student organization events Boca Raton Student Union Facilities are always free for student organizations, unless they are… Having co-sponsorship event/program with a department, tax-exempt group or commercial group Charging a registration or admittance fee or sell tickets Sponsoring a program that is open to the general public Additional Charges for Student Organization Events Student Sponsored Events with Critical Risk Factors may require campus police officers to be present. Charges for campus police officers are $35/hour per officer for a minimum of 5 hours. Violations of event planning or Chartwells policies and procedures

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EVENT PLANNING Food for student organization events Steps in Planning Catering Must use Chartwells to cater on-campus events (unless outside vendor is approved) Contact Chartwells/Business Services at least two weeks prior to event Outside Catering If you’d like to use an outside, approved vendor, submit a completed Dining Service Waiver Form. This form can only be submitted for the following reasons: If you receive food as a donation If you can prove that the outside approved vendor is 30% cheaper than Chartwells If you need a food that Chartwells does not offer Outside caterers must have Proof of Insurance, Health Department documents, and licenses (a list of already approved vendors is available on the Business Services site) Environmental Health & Safety Event Permit Application: http://wise.fau.edu/facilities/ehs/safety/Food-Safety-Program.php

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EVENT PLANNING Rules and restrictions for special student organization events To show a movie on campus Contact one of the major firm companies below to obtain a public performance license: Swank Motion Pictures, Inc. – 1-800-876-5577 Criterion Pictures USA, Inc. – 1-800-890-9494 ext. 224 To create a contract for performers, artists, and/or speakers Speak with Student Involvement & Leadership AT LEAST 4 weeks in advance of the event/program for more information and to start the process MUST use a FAU approved Contract for Performance Agreement Students, student organizations, and advisors CANNOT sign contracts on behalf of FAU

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EVENT PLANNING To register a date or service audition Schedule a meeting with the Director of Student Involvement & Leadership or designee to discuss the details of the event. Have participants sign the “Date Auction Participation Agreement” Complete/submit an Event Registration form. Attach all signed Date Auction Participation Agreement forms.

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FINANCES COSO Funding The many types of funding are … Sports Club Council Funding: Sports Clubs are given one lump sum from COSO to allocate. Graduate/Professional Student Organizations are funded through the Graduate Professional Student Association. Emergency Funding: Bi-weekly, the COSO Executive Board will meet to hear Emergency Requests made by organization’s that have run into unforeseen costs or an “emergency” type situation that they have to apply for additional funds. The maximum amount per semester that an organization can receive is $1,000. New Organization Funding: Bi-weekly, the COSO Executive Board will meet to hear New Organization Requests made by organizations that have formed between spring 2011 and fall 2012 (those that have not had the opportunity to apply for Annual Budgets). The maximum amount per semester that an organization can receive is $500. Annual: This funding is allocated at the end of each spring semester for the following academic year. Annual Budget packets are made available to organizations in Mid-November and are due in January. The maximum amount that can be allocated is $10,000. You will not be able to be reimbursed for out of pocket expenses! Forms to request New Organization and Emergency Funding can be found on OwlCentral!

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FINANCES Off-Campus Bank Accounts Student Organizations can go off campus with their monies raised (non-COSO) if they would like to establish an off campus account. There are a few steps to this process, a couple are mentioned below: Obtain an EIN number (do not include FAU in your organization name) Request confirmation that you are Registered Student Organization through SIL More information regarding this process can be found on the SIL website (www.fau.edu/sil) or Student Organization Manual.

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FINANCES Fiscal Certification You must be fiscally certified to turn in expense paperwork. If you are not fiscally certified you can complete the training by signing up at Fiscal Training Registration or by contacting the Boca Raton Campus Treasurer at fau.bocatresurer@fau.edu . *Note: If your organization does not utilize COSO funds, you do not need to be fiscally certified.

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PROMOTION & MARKETING Overview of Promotion & Marketing for Student Organizations Advertising with flyers, signs, posters, & notices Posting a MyFAU announcement or on FAU.com Using student organization logos and the FAU name Developing/ordering promotional items

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PROMOTION & MARKETING Approval of flyers, signs, posters, & notices Must receive stamp approval in Student Union, UN 203 (Boca Raton campus) or your Student Involvement & Leadership office. MUST include name of the sponsoring student group or department. MUST include the following statement: If accommodation(s) for a disability is required, contact Person/Phone Number/TTY 1-800-955-8770, a minimum of five (5) working days in advance of the date of the event. CANNOT advertise alcohol in any way. If posting in Housing, you must also receive approval from Housing & Residential Life.

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PROMOTION & MARKETING Placement of flyers, signs, posters, & notices Can be posted on approved bulletin boards and sign-holder frames ONLY. CANNOT be attached to painted surfaces, vending machines, building fixtures or signs, building exteriors, trees, shrubs, plantings, or existing signs. Removal of flyers, signs, posters, & notices Must be removed by the sponsor organization within 24 hours after the event. Any and all signs over two weeks old will be taken down regardless of stamp.

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PROMOTION & MARKETING Posting on FAU.com: Use the following link https://docs.google.com/spreadsheet/viewform?formkey=dGsxVnVaT0FSd3o1RnAxbEhheEtpUkE6MQ Posting a MyFAU announcement Event must first be registered and approved by the Student Union . Announcement requests for all three outlets must be emailed to studentorgs@fau.edu (Boca Raton), dsieck@fau.edu (Northern Campuses), dbynes@fau.edu (Broward Campuses) or by the weekly deadline of Thursday at 5 p.m. following these guidelines: Specify where you’d like the announcement to be posted (MyFAU Announcement) Subject Line (cannot exceed 45 characters and can only be name of event and date): Body of Announcement (please send the following information in paragraph format): Event name—do not send in all capital letters Date—this should be listed in abbreviated form. Do not include the year. For example. Jan. 19 Time—time should be listed as follows: 3 p.m., 11 a.m. with a space and a.m. /p.m. Location (include room number, building, campus) Description (three sentences or less) Sponsoring college, department or group Contact information for event/listing. MUST BE FAU E-mail. Clarify if RSVP’s are necessary.

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PROMOTION & MARKETING Student Organization Logo Usage The current policies are in review and we will update you on that process as soon as we have more information! In the meantime, please consult SIL if you plan on using any logo for promotion or marketing purposes.

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PROMOTION & MARKETING Developing/Ordering Promotional Items: All promotional items (t-shirts, mugs, pens, etc.) ordered by a RSO must be ordered through an approved “Licensed Vendor”, regardless of the source of funding. Visit this link for an up-to-date list of vendors: FAU Licensing Vendor List. When you are using a “Licensed Vendor”, that vendor will contact FAU directly to get approval. FAU promotional items through University Communications Non-personalized promotional items with the FAU logo. Contact University Communications through http://www.fau.edu/marketing/.

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TRAVEL Thinking about travelling? Check this link first: http://fau.edu/sg/services/student_travel/ Travel funding and approval can be requested through the Undergraduate University-wide Student Travel Committee (UUSTC) for undergraduates 4 weeks in advance of the travel date Graduate and Professional Student Association Advisory Board Travel Committee (GPSAABTC) for graduate students 5 weeks in advance of the travel date.

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HOMECOMING Homecoming, to be held from October 26 – November 2, 2013, is a spirit-filled week filled with traditional events. We encourage the participation of all student organizations! What better way to show your FAU pride than celebrating your FAU spirit with your student organization and dominating the competition?! The 2013 packet will be available beginning August 1, 2013. For more information about Homecoming, visit http://www.fau.edu/homecoming/. F A U

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HAZING PREVENTION Hazing is prohibited.  No student organization, student club, including fraternity or sorority chapter, colony, or student member of such chapter or colony shall conduct, engage in, or condone hazing activities. This policy shall apply to acts conducted on or off campus whenever such acts are deemed to constitute Hazing.   Hazing includes, but is not limited to any action or situation that recklessly or intentionally endangers the mental or physical health or safety of a student for purposes including, but not limited to, initiation or admission into or affiliation with any organization operating under the sanction of Florida Atlantic University.  Additionally, Hazing includes pressuring or coercing the student into violating state or federal law, any brutality of a physical nature, such as whipping, beating, branding, exposure to the elements, forced consumption of any food, liquor, drug, or other substance, or other forced physical activity that could adversely affect the physical health or safety of the student, and also includes any activity that would subject the student to extreme mental stress, such as sleep deprivation, forced exclusion from social contact, forced conduct that could result in extreme embarrassment, or other forced activity that could adversely affect the mental health or dignity of the student.  Hazing does not include customary athletic events or other similar contests or competitions or any activity or conduct that furthers a legal and legitimate objective. Mark your calendar! The Hazing Prevention Summit is September 23 at 6:30 p.m.!

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RESOURCES Club House Through OwlCentral you can request to use resources and equipment such as … Poster printing (sizes available: 11x17, 18 x 24, 24 x 36, 30 x 42) (1 free/semester) Ice chest (coolers) Shade tents and tent weights Boom boxes/radios (I-pod compatible) Digital camera, case, and memory card (8Gb) Dolly cart and bungee cords Easel US flags Waterproof covers Extension cords and outlet strips Personal Address (PA) system Karaoke machine with over 40 CD’s to choose from Projector, laptop and laser pointer And so much more! L.E.A.D. (Leadership Education and Development) L.E.A.D. is committed to providing an atmosphere that fosters learning, personal growth, and exploration of individual and group leadership skills. These skills include the understanding and celebration of diversity which enables their learning to take place. We offer a variety of development opportunities student organizations can take advantage of: Student Leadership Conference Student Leadership Institutes Leadership Reading Circles Certified Student Leader Program Elite Owls Leadership Honor Societies You can also request to have leadership training done for your organization! Contact leadership@fau.edu for more information!

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COUNCIL & CAMPUS SPECIFIC INFORMATION The following slides are broken down specifically by councils and campuses. Please review the information that corresponds to your organization(s).There will be council and campus specific assessment questions.

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Academic Council (Boca Raton Campus) Your Student Affairs advisor is … Katie Burke Assistant Director for Leadership Education and Development Student Involvement & Leadership kburke19@fau.edu *Please Note: This advisor will need to sign off on all event registration forms and travel paperwork.

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Fraternities & Sororities Your Student Affairs advisor is … Alicia Keating Director Student Involvement & Leadership akeatin1@fau.edu *Please Note: This advisor will need to sign off on all event registration forms and travel paperwork.

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Graduate & Professional Organizations Your Student Affairs advisor is… Terry Mena Associate Dean of Students Boca Raton Campus mena@fau.edu *Please Note: This advisor will need to sign off on all event registration forms and travel paperwork.

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Multicultural & Spiritual Council (Boca Raton Campus) Your Student Affairs advisor is … Juan Izaguirre Director Multicultural Affairs jizagui2@fau.edu *Please Note: This advisor will need to sign off on all event registration forms and travel paperwork.

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Special Interest Council (Boca Raton Campus) Your Student Affairs advisor is … Katie Burke Assistant Director for Leadership Education and Development Student Involvement & Leadership kburke19@fau.edu *Please Note: This advisor will need to sign off on all event registration forms and travel paperwork.

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Sports Club Council Your Student Affairs advisor is… Hakim Groomes  Assistant Director of Competitive Sports Campus Recreation hgroomes@fau.edu *Please Note: This advisor will need to sign off on all event registration forms and travel paperwork. Important Note for Sport Club Travel! Any sports club wishing to travel or make purchases with Council Funding must go through the Sports Club Council! This council is advised by your Student Affairs Advisor.

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Broward & Jupiter Campuses Broward Student Affairs Advisor Iris Trevisano Program Assistant Student Involvement & Leadership itrevisa@fau.edu Please Note: This advisor will need to sign off on all event registration forms and travel paperwork. Jupiter Student Affairs Advisor Devin Sieck Assistant Director Student Involvement & Leadership dsieck@fau.edu Please Note: This advisor will need to sign off on all event registration forms and travel paperwork.

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Membership Intake Procedure Rolling out this upcoming semester will be a new procedure for organizations that partake in recruitment, new member periods, initiation and /or membership drives. This includes fraternities, sororities, as well as some honor societies and academic organizations. Please stay tuned for more information about this procedure.

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TROUBLESHOOTING What happens if your organization cannot fulfill one of the remaining requirements of re-registration? Contact Student Involvement & Leadership as soon as possible! What happens when….? Officer changes occur: Contact your campus SIL with the new information and update your OwlCentral (CollegiateLink) page We need to change info on OwlCentral (CollegiateLink): Your president has administrative rights to change most content on your site You’d like to change your advisor: contact your campus SIL for Change of Advisor Form Instability in leadership: come to your campus SIL or COSO and we will work with you to provide the necessary resources

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CONTACT INFORMATION FAU Student Involvement And Leadership @SIL_FAU Like Us and Follow Us!

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WHAT NOW? You are now one step closer to fulfilling the requirement of Student Organization Training. In order for your organization to receive credit for completing this training you MUST take the assessment and receive an 80% or higher. You will receive a confirmation email once YOU have taken the assessment to let you know of YOUR status. You have until September 28, 2013!

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