Transcript New Organization Orientation - Florida Gulf Coast University

Spring 2015 Important Dates
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January 12th –
Involvement Fair, 11am – 2pm, Cohen Center Ballrooms
January 15th – Lunch & Lead Series
January 15th – RSO Mixer, 5 – 6:30pm
January 16th – Last day to submit completed registration by 5pm
 Includes: Eagle Link registration, advisor orientation, RSO Orientation & Treasurer Trainings
January 23rd – 25th - Leadership Academy
January 26th – TIPs Training, 1 – 4pm, CC 213
February 17th - TIPs Training, 1 – 4pm, CC 213
February 21st – Eagle EXPO
March 11th – Lunch & Lead Series
March 14th – Dance Marathon
March 16th -20th – LEAD Week
April 8th – Lunch & Lead Series
April 16th – Leadership & Involvement Awards Ceremony
New Organization
Orientation
DEVELOP YOUR ORGANIZATION AT FGCU!
Agenda
I.
Registering Your Organization
II.
Campus Policies
III.
EagleLink & Event Planning
IV.
Campus Resources
Learning Outcomes
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Gain knowledge and understanding of student organization resources, policies, and
involvement opportunities.
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Develop collaborative relationships with student organizations, University departments, and
community partners.
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Identify all aspects of a successful event/program.
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Familiarize oneself with the resources provided by EagleLink.
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Liaison to RSOs and OSI
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Composed of students from multiple RSOs
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Provides programs & services to RSOs
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Lunch and Lead Workshop Series
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RSO President’s Mixer
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Market Mondays
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Fall & Spring Involvement Fair
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[email protected]
Register Your Organization:
Dates, Expectations, EagleLink
When Do I Register?
Organizations are expected to register at least once per school year. For example, if
your organization was active in Fall 2013 or Spring 2014 they still need to register in either
Fall 2014 or Spring 2015.
Registration occurs twice annually:
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July - September for the subsequent fall and spring semesters
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December - January for the spring semester (for inactive organizations or new
organizations only)
Deadline for SPR 15 is January 16th, 2015 by 5pm
What Do I Need to Register?
1.
A minimum of four officers, including a President and Treasurer
2.
A Student Organization Advisor (full time Faculty or Professional Staff member) to attend
Advisor Orientation and complete Advisor Agreement Form
3.
A current constitution on file - must meet the FGCU Constitution Guidelines
4.
Attend Officer Training
5.
Complete Electronic Registration through EagleLink
Officer & Member Eligibility
• Membership open any student enrolled at FGCU
• Officer Eligibility checks conducted after RSO Registration
• President, Officer & Advisor notified of ineligibility by January 29th
Campus Policies:
Alcohol, Hazing, Misconduct, Travel
SERVING ALCOHOL? Follow these
steps!
1)
Attend a TIPS Training
2)
Submit an Event Planning Form
3)
ON CAMPUS Event: Complete Application for
Serving Alcohol form
4)
OFF CAMPUS Event: Complete Alcoholic
Beverage Request Form
5)
Wristbands or stamping to identify those
underage & those of legal drinking age
6)
Provide 1 Sober Monitor per 25 guests
Hazing
Florida Gulf Coast University, Student Code of
Conduct -- H. Hazing
Hazing is:
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A violation of the FGCU policy and Florida
State Law
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Typically in the form of physical risk or mental
distress
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harmful to individuals, groups, and the
university
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Found in all types of student organizations
Travel
Domestic
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Submitted 2 weeks in advance on EagleLink
TP: Keep a copy of all emergency contact information for the duration of the trip
International
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Paperwork completed 6 Months in Advance
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One officer must meet with Coordinator for Student Org Development
Insurance
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FGCU does not provide insurance
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Not required for domestic travel
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Required for international travel
EagleLink & Event Planning
Getinvolved.fgcu.edu
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Online platform to help student orgs on college campuses run more efficiently
EagleLink Tools for Organizations
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“Yellow Box”/Corkboard
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Manage Your Roster
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Officer Elections
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Service Hours Tracking
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Register your RSO
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Submit domestic travel forms
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Submit Event Planning Forms
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Submit Senate Bills
“The Yellow Box” & The Corkboard
Membership
Management
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Invite members
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Add officers & mange positions
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Email & text members
Event Planning Forms:
When Do I Need it?
Events…
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Tabling that includes…
held outdoors
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with alcohol
in which large crowds are anticipated
that involve physical activity or in which a
waiver is needed
involving amplified sound (like DJs or bands)
involve performers, speakers, or other acts
involve one or more contracts or rentals
Fundraisers or events where money exchanges
hands
involve minors on campus
in which controversial and/or emotionally
charged
content may be involved
national, state, or local appointed or elected
officials or candidates will be present (not SG or
RSO officers)
media will be on campus
Rallies/demonstrations held in areas other than
designated
free speech zones
in which a motion picture is being shown
Fundraisers or events where money
exchanges hands
Activites taking place in conjunction with the
table reservation
Any singing gram, flower distribution, art
displays, animal display, or other type of
activity
Submit an EPF
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http://studentservices.fgcu.edu/StudentInvolvement/submiteve
ntplanningform.asp
Event Planning 101
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Develop a concept for event
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Develop a budget
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Create realistic timeline
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Reserve a room via Campus Reservations or secure off campus location (i.e. Tijuana
Flats, The Keys Bar)
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Submit an Event Planning Form
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Determine event specifics: A/V needs, food, room layout
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Enjoy the event!
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Evaluate the strengths, weaknesses & opportunities for improvements
Marketing/PR
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Promote your program or event in the Leaders Listserv, weekly newsletter to all student leaders.
Email [email protected] for more information!
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Fliers. Bulletin boards are full of fliers that may compete with your message. Make sure that
your flier design is clear, effective, and limits the amount of text.
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TV screens are available in the Cohen Center to help advertise your event. You may need to
redesign your flier to properly fit the screen. Remember that the slide only shows up for 10
seconds. Email [email protected].
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Tabling can be effective for your event but space is extremely limited.
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Table tents are also available for your use and catch people at an opportune time - while
they're eating! It's a great time to share your message about your event.
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Social media
Risky Business: Managing Risks at Your Events
Identify the following:
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PHYSICAL – food poisoning, injuries from physical activity
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REPUTATIONAL – negative publicity, unable to host events or be active
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EMOTIONAL – event participants feel alienated or negatively impacts members of the
community
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FINANCIAL – loss of funding, misuse of funds
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FACILITY – bad weather, not enough space, lack of equipment/materials
Prepare:
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Event or Participant Waivers
(optional)
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President’s Waiver (mandatory)
Campus Resources:
Aramark, OSI, Campus Reservations
Aramark & Food at Events
On campus catering company
(239) 590-7570; [email protected]
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Is food at meetings/events allowed?
 Yes, BUT it must be prepared and packaged by a licensed food service establishment
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OR
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Food prepared in a non-commercial kitchen such as a home, outdoor grill, or other cooking
arrangement is permissible for small private events that are limited to members of a select group.
Restricted access to the event is mandatory, the event is not open to the general public.
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Example 1: Pot luck lunches for members of a designated office is allowed.
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Example 2: Food provided at a business meeting or RSO member only meeting is allowed.
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Example 3: Cookout for private clubs where the area is restricted to members only by a physical barrier is
allowed.
Office of Student Involvement
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Open 8am – 8pm on Mondays for Spring 2015
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Email Address/Password Reset – email Sendi at [email protected]
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Speaker Rental
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Computer Stations
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Free Printing (must have flash drive)
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Copying – Black & White (colored paper); 50/day
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Poster Machine – Up to 4 per event, (must have flash drive)
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Paper and Paint Supplies for Banners
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Banners must be removed no later than 48 hours following the conclusion of the advertised event
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Banners that advertise perpetual meetings or are general advertisement banners may be hung
during the semester, but will be removed after two weeks if space is needed for additional
banners.
Campus Reservations
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Coordinates all events and meetings: Classrooms, Ballrooms, Cohen Center Spaces, Library Lawn,
Info Tables
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Schedules over
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Separate reservations must be made for:
18,000 reservations a year!
1. West Lake, North Lake, or South Lake Village - Housing and Residence Life: (239) 590-1700
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Reservations no earlier than October 1 for events on or after October 15.
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No reservations for the first 6 weeks of classes in North Lake Village or South Village
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Does not approve requests more than one month in advance
2. Recreation Field and/or Outdoor Complex- Campus Recreation: (239) 590-7702
3. Athletic space in Alico- Auxillary Gym, Hospitality Suite, Lobby, Parking Lot, etc.- (239) 590-7306
Procedures
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Rooms/Event details need to be confirmed
14 days in advance
Organization Officers/Members should
make reservations (not Advisors and
outside organizations)
Violations
1st violation:
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warning and/or cleanup fee ($50/hour,
$25/half hour
2nd violation:
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next reservation within 30 days is
cancelled and/or cleanup fee
Clean up after yourselves
3rd violation
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Do not move furniture
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Do not use facilities without reservations
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next reservation within 90 days is
cancelled and/or cleanup fee