Transcript STUDENT ACTIVITY FEE ALLOCATION COMMITTEE

Welcome to SOOT!
Student Organization
Orientation Training
2013-2014
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Office of Campus Activities (OCA)
[email protected] ● www.drexel.edu/oca
Phone: 215-895-1328 ● Fax: 215-895-2500
Lower Level, Creese Student Center
Student Organization Resource Center (SORC)
Ed Kovacs, Director
Amber Cardamone, Assistant Director
Andrea Shaw, Coordinator
Tashina Henry, Administrative Assistant
John Cooke, Associate Dean for Campus Engagement
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Office of Campus Activities (OCA)

Mission Statement:
– The Office of Campus Activities (OCA) provides
opportunities for meaningful co-curricular
engagement that develop self-awareness,
interpersonal skills, and citizenship, connecting
with/to academic, co-op, and professional
experiences.
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How, What, and Where Statement:
– OCA facilitates involvement, fiscal management,
and leadership development for student
organizations; supports social, educational, cultural,
and spiritual activities; and implements alternative
spring break. We do so at the University City and
Center City campuses.
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The Goals of SOOT
To help you be successful in your role as
a student leader at Drexel University
 To help you navigate through policies
and procedures related to student
organization management, finances, and
event planning
 To overview key policies and procedures
that student leaders, on behalf of their
organizations, are responsible for
knowing
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All information, including this
PowerPoint, can be found on the Office
of Campus Activities (OCA) website:
www.drexel.edu/oca
DISCLAIMER: The OCA website will be
undergoing an overhaul, which will result in a
cleaner site, but may also change weblinks
included in this presentation.
* Everything in RED on this PowerPoint is clickable and
linked to a site where you can learn more related to that topic!
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This SOOT is for …

All Undergraduate and Joint Student Organizations
– The President, Vice President, and Treasurer are
required to view this training and submit the DragonLink
(formerly CollegiateLink) quiz to complete this
component of the recognition process

Graduate Student Organizations, Fraternities &
Sororities, and Club Sports attend a different,
specific SOOT training:
– Contact Phi Nguyen at [email protected] for Graduate
SOOT and recognition information
– Contact Katie Zamulinsky at [email protected] for
Fraternities and Sororities SOOT and recognition
information
– Contact Dan Simmons at [email protected] for Club
Sports SOOT and recognition information
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Outline of Workshop
I. Recognition
II. Finances
III. Event Planning
IV. Resources
V. Leadership
VI. Hazing
VII. Closing
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I. Recognition
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Recognition Process
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Step 1: Submit online recognition application via DragonLink
– Identify officers and advisor, upload constitution and roster
Step 2: Have your full-time faculty/staff advisor complete the
online DragonLink form confirming the advisor role
Step 3: The Student Organization Recognition Committee,
comprised of the Undergraduate Student Government Association
(USGA) and OCA, will review your application and contact you
with questions or to schedule a meeting (if necessary)
Step 4: USGA votes and sends a recommendation to OCA for
approval
Step 5: Complete SOOT: President, Vice President, and Treasurer
Step 6: The Treasurer attends SAFAC Treasurer Training
Step 7: The club refers to its DragonLink profile page for
recognition status of what has and has not been completed
– If recognition is completed, a date of recognition will appear
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Recognition (continued)

Must reapply every year – failure to do so will
result in your group not being a recognized Drexel
University organization
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Recognition is based on the fiscal year (July 1-June
30) in order to reap benefits
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Only recognized organizations have full access to
University services and resources
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If your student organization is in debt, your
recognition status may be placed on hold
Recognition website
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Why Become Recognized?
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The ability to apply for SAFAC and additional funding sources
The ability to reserve space on campus through Event Services
The ability to use Chestnut Street Catering, Event Services, Public
Safety, etc.
The ability to use Office of Campus Activities resources
The ability to access Office of Campus Activities staff to plan your
event (i.e. contract negotiation, advertising, etc.)
Permitted to use the University name and logo when identifying the
organization in accordance with University regulations and policies
Access to an organization mailbox in the Creese Student Center
Opportunity to acquire office/storage space on an annual basis
Opportunity to participate in Activities Unlimited – the student
organization promotion/recruitment fair held during Welcome Back
Weeks in the fall and spring terms
Opportunity to acquire web space through the Drexel portal and an
organization e-mail address
More benefits of being recognized…
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II. Finances
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What is SAFAC?
Student Activity Fee Allocation Committee
Student Organization Resource Center (SORC)
Lower Level, Creese Student Center
[email protected] www.drexel.edu/safac
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Consists of 14 full-time undergraduate students:
– 9 liaisons
– 1 Chair
– 1 Vice Chair
– 1 representative each from USGA, Club Sports, and
Fraternity and Sorority Life
– SAFAC Professional Staff Advisor
Note: Only student representatives have a vote on how money is
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distributed/awarded
SAFAC Treasurer Training
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Undergraduate and Joint Student Organization
Treasurers must attend an in-person SAFAC Training
session to become educated on proper fiscal practices
regarding their 17- and/or 71- financial accounts
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After attending the training, treasurers must be
identified within the group’s DragonLink page
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Training sessions will be held during the summer and
fall terms and are required as part of the annual
recognition process and to access FY’14 funds
Additional information is available at:
www.drexel.edu/safac
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Cost Centers
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Each student organization will receive two (2)
cost centers accounts:
– 17 SAFAC Cost Center:: All SAFAC funds are
deposited and accessed from this cost center
» These funds are allocated and returned based on
FY
(17 cost center fund numbers begin with 17…)
– 71 Rollover Cost Center:: All fundraising, dues, and
donations are deposited and accessed from this cost
center
» These funds remain in your cost center until used
(71 cost center fund numbers begin with 71…)
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Cost Centers (continued)
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Each cost center will have a name, fund number, and
organization number – leave the account number section
blank:
– Example:
Org Name Fund# - Org#
» Art Club 170001-4199
» Art Club 710545-3526
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Undergraduate and Joint student organizations can view
their account numbers via your DragonLink page
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Organizations can also view account balances via
WebFinance
Note: Student organizations are not permitted to
have off-campus bank accounts!
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Funding Sources
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SAFAC Funding
– Annual Allocation
– Conference Funding
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Fundraising, Dues, & Donations
CAP Funding
Alumni Association Grant
DUST Grant
SOSE Grant (automatic via Event & Conference
Services if funding is available)
These options will be explained in the following slides
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SAFAC Money:
Where Does It Come From?
Undergraduate students
pay a $250 Student
Activity Fee on Tuition
Bill - $150 of that fee goes
to SAFAC
SAFAC Committee
distributes funds based
on each application and
defined policies
All activity fees are
deposited into the
SAFAC Account
Student organizations
apply for this money
through Annual
Allocations & Reserve
Funding
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SAFAC Funding
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Annual Allocations
– Recognized by OCA
– Submit Annual Allocation
Application and attend an
Information Session
– Awarded funding related
to organization mission
– All groups must complete
this process to be eligible
to receive funding
– Newly forming
organizations eligible for
FY’15 allocation process
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Conference Funding
– Recognized by OCA
– Only one application
– Must be related to the
organization mission
– Not for competitions or
for conferences hosted oncampus
– Registration and/or
lodging for up-to four (4)
members, maximum of
$2,000 awarded
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Financial Forms
www.drexel.edu/safac
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Check Requests (15-21 days)
– Used to pay for services
which do not accept credit
card
– Used to reimburse students
for money paid out-of-pocket
in excess of $100
Cash Reimbursements (7 days)
– Used to reimburse students
for money paid out-of-pocket
less than $100
Note: All Fraternity & Sorority
requests must be approved by Katie
Zamulinsky in the FSL Office
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Funding Transfers (varies)
– Used to transfer money for
expenses from one student
organization account to
another student organization
account
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Purchase Requests (3-4 days)
– Used to make payments for
products or services using
the SAFAC credit card
Note: All Club Sports requests must
be approved by Dan Simmons in
Recreational Athletics prior to
submitting to Kia Perkins
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Policies for SAFAC Funds
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Governing policies are provided by the SAFAC Office
– Review the website and read the SAFAC Policies Manual
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The Manual outlines information about:
– How to access funds
– What SAFAC funds can and cannot be used for,
including a list of items not funded by SAFAC
– The variety of forms and the individuals required to sign
and submit them
– And much more …
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Groups can download University financial forms from the
SAFAC website at http://www.drexel.edu/safac/ or via the
SAFAC DragonLink site
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Submit typed forms to SAFAC only if your organization is
paying from the 17- or 71- accounts
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Travel Expenses
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Student Organizations can have hotel and travel
accommodations placed on the University credit card with
the exception of rental vehicles
– Students must rent vehicles on their own and be
reimbursed after the conference or event
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Organizations must make a half-hour appointment with
SAFAC Professional Staff to have hotel and travel
accommodations placed on the University credit card
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Organizations must submit requests at least ten (10)
business days in advance of departure date
– Any request submitted less than ten (10) business days
from departure cannot be guaranteed and likely not
honored
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Fundraising, Dues, & Donations
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Fundraise:
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Selling merchandise, goods
Hosting for-profit events
OCA Fundraising Manual
In order to receive a FY’15 budget, 5% of the FY’14
allocation must be fundraised
– Cannot be paid for with SAFAC funds
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Dues:
– Collect fees from participating members
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Donations:
– Solicit departments, colleges, and/or outside
companies/individuals for funding for specific
events or general support
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CAP Funding
Commission for Activities & Programs
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Comes from a percentage of
money spent in all vending
machines on campus
Money is awarded for specific
purposes and cannot be spent on
anything other than for what it
was awarded
Applications must be submitted
to the Office of Retail
Management (MacAlister 1049)
All decisions are made by the
Office of Retail Management
Guidelines are found on the form
– Retail Management
– 215-895-6187
Note: CAP funding is not handled or
awarded through OCA or SAFAC
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Alumni Association Grant
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For programs that bring alumni
and students together
Up-to $2,000 per grant
Proposal forms accepted once per
term for programs held at least 2
months after the deadline and
includes:
– Overview of proposed
program, goals and objectives
– Expected attendance and
composition of intended
audience
– Outline of publicity plan and
partnerships
– Budget
– Letter of support from advisor
www.drexel.edu/alumni/grants
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DUST Grant
The Student Activity Fee Allocation Committee (SAFAC) has allocated
monies to be distributed to recognized student organizations by the
Office of Campus Activities (OCA) to subsidize Drexel University
Student Technicians (DUST) expenses.
To be eligible to receive a DUST Grant, the event must meet all the following criteria:
 Your organization must be fully recognized by OCA
 The event must be open to all students at Drexel University, University City campus
 DUST expenses for the event are not being paid for or subsidized by administrative
offices or college departments
 The event did not qualify for the free check-out systems offered through DUST or
Instructional Media Services (IMS)
 Have a confirmed reservation number through the Event Services Office
 Submit a DragonLink application at least one (1) week prior to the event
 Grants are awarded based on a scale per the final DUST charges
For questions, e-mail OCA at [email protected].
DUST Grants are awarded after the event.
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Where To Get These Forms
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SAFAC Forms: Purchase Requests, Deposit Forms,
Check Requests (per new Drexel University policy,
these forms must be typed – NOT handwritten)
– www.drexel.edu/safac/forms.html
– SAFAC DragonLink site
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CAP Funding/Coke Product Requests
– http://drexel.edu/dbs/dining-retail/vending/
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Alumni Association Grant
– www.drexel.edu/alumni/grants
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DUST Grant
– DragonLink form on the OCA forms page
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Where To Return Forms
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SAFAC Forms must be submitted to the SAFAC
Drop Box located in the Student Organization
Resource Center (SORC), lower level of the Creese
Student Center
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CAP Funding requests must be submitted to the
Office of Retail Management (MacAlister 1049)
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Alumni Association Grant requests must be
submitted to the Drexel University Alumni
Association (Paul Peck Alumni Center, 60-2)
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DUST Grant via DragonLink
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III. Event Planning
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Event Planning
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Event & Conference Services
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Room and space reservations
Tables and chairs, room set-ups, building policies, etc.
Food, catering, Sodexo
Technical support – DUST/IMS
Public Safety
OCA
–
–
–
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Event and policy assistance and support
Resources and additional event planning assistance
Contracts
SAFAC funding
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Contracts
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When contracts are required
– ANYTIME your organization brings anyone or any service to campus
who is not a member of the current, existing Drexel community
» Need to ensure that both parties fulfill their obligation to the event
» Facilitates payment process and the use of Drexel University space
– Examples include: DJ’s, catering, speakers, amusement rides/games,
dance troupes, etc.
– Required even if organization is NOT paying the performer/speaker
» A “confirmation e-mail” is created in place of a full contract
» Submit the Request for Contract form with pertinent information
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Why contracts are required
– To ensure that performers/vendors and student organizations are fully
aware of the expectations and services to be provided
– Performers/vendors know terms of payment, event details, etc.
– Protects students, the student organization, and Drexel University
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Contracts (continued)
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Types of Contracts
– Non-paid, Standard, Facility Use, Special
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Timeline
– Submit Request for Contract via DragonLink at least four (4) weeks in
advance of event
– Any requests submitted less than four (4) weeks will only be processed on a
case-by-case basis, with no guarantee of being honored
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Student Affairs must sign all contracts
– Students should never sign any agreements/contracts on behalf of your
organization/event as the individual will be held personally liable
– SAFAC will provide a copy of the fully signed contract to the student
organization for use as a receipt/documentation
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Insurance requirements are in addition to the contract process
– Many events/activities require a Certificate of Liability Insurance – if the
vendor does not carry all required insurance, the University will not utilize
their services
– Examples include: food vendors, amusement companies, sound and lighting
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companies, etc.
Contracts (continued)
Contracts required of:
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Lecturers, speakers,
presenters, etc.
Caterers
DJ’s
Bands
Carnival games and rides
Blood and bone marrow
drives
Government officials
Any performer or media
group (radio station)
Sponsorships
Restaurants
Service providers
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SAFAC will not process
contracts or
reimbursements for
alcohol as student
organization funds are
not permitted for this
use
SAFAC will not
reimburse for services in
which a contract was not
executed
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Event & Conference Services
[email protected]
www.drexel.edu/eventservices
215-895-2520
Creese Student Center, Suite 001
Monday and Friday, 8:00am-5:00pm
Tuesday-Thursday, 8:00am-6:00pm
Event & Conference Services is the primary point-of-contact for the
following:
 Venue Reservations
 Audio-Visual Support (DUST – Drexel University Student Technicians)
 Facilities Management Services
 Equipment Rental
 Public Safety
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 Parking
Reserving a Venue
Submit a reservation request via the General Reservation
Request Form located under the “Forms” section at
www.drexel.edu/eventservices and provide the following:
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Organization name and co-sponsoring group (if applicable)
Event name
Desired date and alternate date
Start time and end time of your meeting/event
Any set-up time you may need (for more elaborate events)
Preferred location AND alternate location (in case your
requested venue is not available, a comparable venue will
be assigned if available)
Your student organization account number
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Reserving a Venue
Submit a reservation request via the General Reservation
Request Form located under the “Forms” section at
www.drexel.edu/eventservices and provide the following:
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Description of the event
– Food/Catering (Pot Luck, Bake Sale, etc.)
– Estimated attendance
– A/V needs (DUST Request Form must be completed)
– Guest Speaker
– What physical set-up is required of the room
Contact person’s name, Drexel e-mail, and phone number
– The contact person MUST be the primary contact for
everything related to the meeting/event and will be
considered the event planner
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Event & Conference Services
Student organization event planners are expected to take ownership over the
event. You must have regular communication with Event & Conference
Services and OCA about your event details.
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Requests are processed on a first-come, first-served basis
Provide, at minimum, two (2) business weeks notice for reservations - larger
events require more notice
Allow a minimum of two (2) business days for a response to your request
Reservations may not be honored for any event within two (2) business days
of the requested event start date
Venue holds may be cancelled unless all details have been provided in
sufficient time to process
A venue hold has not been made until you receive a Reservation ID number
The event is not confirmed until your Event Status is listed as CONFIRMED
Review your confirmation details in the attachment provided once your
request has been processed – notify Event & Conference Services of any
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changes or discrepancies
Confirmation ID Number
Ensure contact
information is accurate
Ensure accuracy of student
organization account #
Ensure date, time, and
location are accurate
Review event details for
accuracy. If requested
services are not reflected,
update the Event &
Conference Services Office
immediately.
Totals for event charges
will be posted to
WebFinance in the listed
totals section. 38
Commonly Used Venues
Creese Student Center
– Behrakis Grand Hall
– Greenawalt Student Development Center Conference
Rooms A, B, C, D (lower level, Creese Student Center)
MacAlister Hall
– Rooms 2019/2020
– University Club: City View, Liberty View, Sky View
Bossone Research Enterprise Center
– Mitchell Auditorium
– 1st Floor Lobby
– 3rd Floor Atrium
Main Building
– Auditorium
– Great Court
Ross Commons
– Conference Room 302
– Conference Room 316
– 2nd Floor Lounge
Outdoor Locations
– Dragon Statue
– Lancaster Walk
– Race Street
– Drexel Park
– Buckley Volley Ball Courts (2-hr event time maximum)
Notes:
Academic classrooms
cannot be reserved
during the first two
weeks of each term
Residence Hall
multipurpose rooms
are reserved on a
term-by-term basis
starting the break
week prior to the
respective term
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Additional Available Space
– Mandell Theatre
» Contact Nan Gilbert, Theater Manager
 215-895-2528 or [email protected]
– Academic Bistro
» Contact Timothy Flohr, Bistro Manager
 215-895-5872 or [email protected]
– Haggerty Library: Meeting Rooms, Bookmark Café, etc.
» Contact Library Resource Coordinator
 215-895-6786
– Paul Peck Alumni Center
» Contact Christina Klassis, Alumni Relations Office
 215-571-3836
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Stay Connected
Stay up-to-date with office policies, procedures
and resources via the web
Website: www.drexel.edu/eventservices
Please review our website for a new section created
just for student organizations
Collegiate Link
Check out our organization page for information
and resources
Twitter: follow us via @DrexelEventSvcs
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Rates For Service
Student Organization Rates
Hourly rates for service, rentals, and equipment costs
can be found here:
http://drexel.edu/~/media/Files/dbs/PDF/UCMCSt
udentRates.ashx
Standard Time: 8:00am-5:00pm, Monday-Friday
Overtime: 5:01pm-7:59am, Monday-Friday & Saturdays
Double time: Sundays and Holidays
Please verify other applicable rates with the Event Services Office
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Public Safety
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Public Safety is needed
at events if …
– More than 100 people
are expected
– Money is being
exchanged/collected
– Building is typically
closed during event
hours
– History of event
Final determination made by
Event Services and Pubic Safety
on a case-by-case basis
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Costs:
– $25.00 per hour, per
officer
» Minimum of 4 hours
– Cost to reprogram
(open) doors is $85.00
per hour, ½ hour
minimum
**Rates subject to change**
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Timeline:
– Depending on size and
extent of event, two (2)
weeks notice is needed to
schedule officers
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Catering/Food
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Chestnut Street Caterers is the exclusive on-campus caterer
– They have an existing contract and insurance certificate with
the University (no additional contracts are needed when
working with Chestnut Street Caterers)
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How do I obtain Chestnut Street Caterers service at my event?
– You must have space reserved prior to contacting catering at
[email protected] or 215-895-6934
– A minimum of ten (10) business days prior to the event is
required or late fees may be assessed
– Please allow at least 48 hours (2 business days) for a response
– Tell them what you want (be very specific)
– Tell them how many people you are feeding at the event
– Requests within 72 hours of the event may have extra charges
Sodexo-Catering Website
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Exclusivity
Your
organization
must use
Chestnut Street
Caterers for
food at oncampus events!
Sodexo-Catering Website
Some exceptions:
1.The Office of Retail
Management approves a
Catering Exception
2.Pot Luck
3.Bake Sale
4.Pizza
5.Pretzels and/or Water
Ice
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Catering Exception Process

“Request for Catering Policy Exception” Form
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Request should be submitted to the Office of Retail
Management a minimum of 20 business days prior to
the event
– Suite 1049 of MacAlister Hall
– Phone Number: 215-895-6187
– Include specific reasons for the Exception request
» http://www.chestnutstreetcaterers.com/documents/Caterin
gPolicyExceptionForm.pdf
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If the Exception is permitted, work with OCA to
process contracts and ensure an Insurance Certificate
is completed with the food vendor
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More Food Options … Pizza

Under $100
– Order from local pizza
vendors (ONLY Ed’s
Pizza, Powelton Pizza,
Drexel Pizza, Papa
John’s) without having a
contract (OCA has their
insurance on file)
– You must pay for the
food on your own and
get reimbursed
– No contract needed
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Over $100
– Work with Chestnut
Street Caterers or
submit an exception
form
– Over 15 pies, can use
outside pizza vendor
– Must be reimbursed
with check (not cash)
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Still More Food Options
Potlucks:
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When reserving space, you
must inform Event Services
you are having a pot luck
Only for organization
members, not the public
Cannot charge money for
food
Must be less than 50
members
No reimbursement with
SAFAC funds
Potluck & Bake Sale Guidelines Website
BBQ’s:
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For events with less than 50
members, it is treated per the
Pot Luck Policy
For events with over 50
people/members:
– You must purchase food from
Chestnut Street Caterers or
receive an exception
– A cook can be hired from
Chestnut Street Caterers
– If an exception is granted,
contact OCA to initiate the
contract process
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Even More Food Options
Bake Sales:
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Reserve table through
Event & Conference
Services and inform them
you are hosting a Bake
Sale
All baked goods must be
wrapped individually
Can charge for food
If your organization leaves
trash, your group will be
responsible for additional
custodial charges!
Pretzels and Water Ice:
– Philly Pretzel Factory
» Suburban Station
Concourse, Space 113
» 215-564-1045
– Rita’s Water Ice
» Suburban Station
Concourse, Space 114
» 215-231-9940
– No contracts needed
through OCA
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Donated Food

If food is donated for your event:
– You must submit the Catering Exception Form
to the Office of Retail Management
– Donated or purchased beverages must be Coke
products
– Work with OCA to ensure that a Contract and
Insurance Certificate are supplied for/from the
food vendor
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Coke Products
All on-campus events must use Coke products – if products
are not donated, they must be purchased through Sodexo
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COKE
COKE ZERO
BARQ'S
FUZE
FANTA
SPRITE
NESTEA
DASANI WATER
EVIAN WATER
TAB
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ODWALLA
DR PEPPER
POWERADE
VAULT
MINUTE MADE
GOLD PEAK TEA
MONSTER
NOS ENERGY
HI-C
FRUITOPIA
http://www.coca-colacompany.com/brands/all
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DUST
(Drexel University Student Technicians)

Services include:
– Microphones
– Projector/Screens
– Speakers/Sound
– Spotlights
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DUST can support:
– Indoor/Outdoor Movies
– Lectures/Speakers
– Presentations
– Open Mic Nights
– Social Events
– Panel Discussions
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DUST
Policies:
 Requests are accepted on a first-come, first-serve basis
 Requests submitted under 5 days are subject to a late fee
and may be outright denied
 Requests received 48 hours or less before the event date
will likely be denied, as there is not enough time to
properly staff the event or schedule necessary equipment
 DUST resources are finite: submission of a request is not a
guarantee of services
 DUST Manager can serve as a consultant for outside
vendors and rental of equipment from an off-campus
source
 DUST reserves the right to terminate support for events
running longer than one half hour (30 minutes) past stated
event end time (via event reservation in EMS)
53
DUST
Policies:
 DUST is available to recognized student organizations:
– There are two (2) Portable Sound Systems FREE to
student organizations; all other equipment is offered at
a 25% discounted rate
– Provide at least two (2) week’s notice of the event (late
requests made within five (5) business days will receive
a $100 late fee)
– If DUST does not have equipment in stock, the group
will pay for equipment rental and delivery charges (at
no cost/profit to DUST)
– Your event should not run past the appointed times –
DUST should not be asked to stay past midnight unless
stated in the reservation
54
Request for
DUST Services
Click HERE to download
the form or obtain from
the DUST Office
Complete form and
return to DUST, located
on the lower level of the
Creese Student Center,
Suite 001

Call or e-mail to confirm
services prior to event:
 215-895-1330
 [email protected]

55
DUST Location Usage
NOTE: DUST services cannot be used for off-campus
events or non-University City campus locations
Locations that DUST cannot be used:






Greek housing in Powelton Village
The Boathouse on the Schuylkill River
Center City Campus
Queen Lane Campus
Academy of Natural Sciences
Any other private location
56
DUST Usage/Support



Send technical riders for vendors/performers PRIOR to
making a commitment to the vendor/performer. DUST can
determine the expected cost to produce the show and whether
DUST can accommodate or outsource to an off-campus
production company if needed.
All student organizations must use a University
sound/speaker system for all on-campus events. This usually
includes DUST and I.M.S. equipment and built-in speaker
systems, such as at Buckley Field.
The only exception is through receiving a referral from DUST
and working with OCA to ensure that any sound equipment
coming to campus is contracted and supplied by an insured
source, who will also add Drexel University to their insurance
policy.
57
Issues and Concerns During
An Event

During Business Hours
• Catering: 215-895-6934
• Event Services: 215-895-2520

After Business Hours & Weekends
• Catering: 215-895-0291
• Public Safety: 215-895-2222
• Creese Student Center, MacAlister Hall, Ross
Commons: 215-895-2515 (SUO Building Manager)
58
Drexel University Transportation

Facilities Management can provide shuttle and charter bus
service for your event at a charge

To reserve transportation:
http://www.drexel.edu/facilities/transportation/

As of June 2013, the latest pricing: **Rates subject to change**
– $79.00/hour from 8:00am-5:00pm, Monday-Friday, excluding holidays
– $103.00/hour from 5:01pm-7:59am, Monday-Friday and Saturdays,
excluding holidays
– $127.00/hour on Sundays and holidays
– Additional fees for cancellations and fuel surcharges (.56 per hour)

Facilities Management Phone Number: 215-895-1700
– It is important to call to “confirm” the reservation

Alternatives: Yellow (Philly Transportation) and Charter Bus
Companies – see SAFAC website for preferred vendors
59
Off-Campus Events/Activities





Events can be held off-campus:
– (1) if the event cannot physically be held on Drexel’s
campus and/or
– (2) with approval from OCA
OCA must sign any/all contracts
– Students should not sign any agreements/contracts
– Contracts may be required for space rental and
certain services
Student organizations may not host events with alcohol
Student activity fees (17-account funds) can only be
used for off-campus events with OCA/SAFAC approval
No off-campus food will be funded
60
Additional Policies

Guidelines for Outdoor Space
– Approvals required from
Event Services on a case-bycase basis
– Event Services will work
with your group to
determine times during the
day that loud music can and
cannot be played
– Times may change per term
depending on class schedules
in surrounding buildings
– Events after 9:00pm may be
honored on a case-by-case
basis

To show a film in a public
setting, organizations must
secure the rights:
– From the people/company who
produced/distributed the movie
– By purchasing the rights to the
film through a distribution
company like Swank
www.Swank.com
– Accompany the film with an
“educational lecture” hosted
by a faculty/staff member,
complete and submit the OCA
Movie Form, via DragonLink
and receive permission from
OCA
61
Drexel Student Centers
www.drexel.edu/studentcenters

Can assist with day-of event issues
– Visit the Creese Information Desk with questions or call the building
manager at 215-895-2515

Creese Student Center Display Case
– To reserve, submit reservation form to Creese Information Desk:
http://www.drexel.edu/creesestudentcenter/infodesk/DisplayCaseRequest.pdf.pdf
– Reserve the case for up-to two (2) weeks at a time

Creese/MacAlister Donation Box Requests
– Reserve space for up-to two (2) weeks at a time
http://www.drexel.edu/creesestudentcenter/infodesk/policyforms.html

Please do not move furniture around or within rooms
– Failure to abide may result in extra service charges for your group
– Leave spaces just as you found it (discard trash, take materials with you,
etc.)

Information Desk has other services of use to student organizations
– Lost and found
– Temporary DragonCard issuance (after DragonCard business hours)
62
– Laptops, tablets, power strips, and a bike pump available for check-out
Fliers Approved
www.drexel.edu/studentcenters

Must be approved and stamped by Drexel Student Centers
employees at the Creese Information Desk
– Free to all recognized student organizations (outside
groups charged $.20 per flier)

Up-to 60 fliers can be approved at the Information Desk at one time
– All fliers are stamped for 14 days maximum
– Flyers should not exceed 11” x 18” without permission from
Drexel Student Centers
– Posters can only be placed in the 80 approved posting
locations/bulletin boards marked across campus
– For further information and to review the policy, refer to:
http://www.drexel.edu/creesestudentcenter/infodesk/policyforms.
html

Residential Living Office (RLO): Residence Halls
– Can approve approximately 125 posters for the residence halls –
63
visit RLO in Towers Hall for approval forms and instructions
IV. Resources
64
OCA Website
www.drexel.edu/OCA










DragonLink
Organization Directory
SAFAC
Leadership Resources
Recognition
Event Planning
Policies
Advisor Information
Officer Transitions
Downloadable Resources
and Forms
65
Promoting Your Organization








The Triangle
Posting Policy
Residence Halls
Poster Maker
Display Case
Sandwich Boards
Activities Unlimited
DragonLink






InfoNet (LCD
Screens)
Drexel One
OCA Memos
Commuter Listserv
Fraternity &
Sorority Life Listserv
Welcome Back
Weeks
66
DragonLink




Manage your student organization page with a
logo and contact information, linking to a
Facebook page, external website and/or Twitter
account
Ensure the president, vice president, and
treasurer (at a minimum) are identified in order
to receive important messages and deadlines
Submit events to the virtual bulletin board found
on the home page
Manage and message your organization roster
67
WKDU 91.7
WKDU is Drexel’s free-format non-commercial radio station
broadcasting on 91.7 FM and streaming online at WKDU.org. The
station is a useful tool for promoting and DJ’ing Drexel events!
DJs/DJ’ing events:
WKDU can DJ any Drexel event for minimal costs. We have DJ equipment and fully trained,
experienced DJs capable of playing a wide selection of music. We charge $50 per hour for the
first two hours and $25 for each additional hour.
Underwriting:
Underwriting is a way organizations can show their support for WKDU in return for having
their organization and event announced on air. By donating to WKDU, an organization can
sponsor a radio show and once per hour, the event and organization is announced on air.
Also, a flier is put on our website, WKDU.org, which boasts over 9,000 hits a month.
Underwriting is a great way to get information for your organization or event to Drexel
students and Philly residents!
Underwriting Pricing:
3-weeks (6 announcements) – $60
5-weeks (10 announcements) – $85
8-weeks (16 announcements) – $120
The Triangle
Advertising in The Triangle is a great way for student organizations
to promote events and initiatives:








We offer a $100 credit each term for each OCA-recognized organizations, along
with special rates designed to fit organization budgets
Print ads start at $50 per insertion and online ads start at $30 per week
Our targeted circulation for the 2013-2014 publishing year is a minimum of 3,000
copies of each issue, distributed free-of-charge each Friday during the normal
academic term
To learn more, view our rate card at thetriangle.org/advertising or contact the
advertising staff at [email protected]
The Triangle accepts cash, check, money order, and Drexel internal accounts
(including SAFAC funds)
Student organizations are also encouraged to submit press releases about
organization events to The Triangle at [email protected]
Placing ads in The Triangle does not increase the chance of an article being
written about your organization.
The Triangle is financially and editorially independent from Drexel University.
69
OCA Resources
The following items are located in the Student Organization Resource
Center (SORC), lower level of the Creese Student Center. They can be
reserved through the Equipment Rental Form at the front desk.












A-Frame
Arrow Signs
AV Cabinet Key
Balloon Weights
Button Maker
Buzzers
Camera
Easels
Fondue Machine
Karaoke Machine
Leadership Library (books)
Money Box

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


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




Nikon Digital Camera
Polaroid Camera
Popcorn Machine
Projectors
Projector Screen
Raffle Tickets
Raffle Ticket Box/Holder
Sidewalk Chalk
Tinkerton Construction Set
Xbox/Wii
Water boiler/warmer
Wristbands
70
OCA Resources (continued)
The following items are available for use in the Student Organization
Resource Center (SORC), lower level of the Creese Student Center.










Balloons
Button Maker
Banner Paper
Cannon Printer/Scanner/
Copier/Fax Machine*
Colored Pencils
Computers
Construction Paper
Ellison Letter Machine
Glue & Tape
HeatSeal H435 Laminator











Hole Punchers
Helium
Markers & Glitter Pens
Paint & Paint Brushes
Paper Cutters
Poster Printer*
Rubber Bands
Scissors
Staplers
String/Ribbon
Thumb Tacks
To reserve or use these resources, contact Tashina Henry at [email protected]
Resources are available on first-come, first-served basis.
71
*Fees and limits associated with these resources
Web Space and E-mail Address
1. Once recognized, the student organization president* can
request a student organization account by e-mailing
[email protected] or by calling 215-895-1958
2. IRT will confirm with OCA that the organization is
recognized
3. IRT will then work with your organization through the
process of obtaining web space and an e-mail address
*The student organization president is personally responsible
for website content and for monitoring the e-mail address
IRT Websites: Web Space and E-mail Address
72
Office and Storage Space



The Space Allocation Process begins at the start of spring
term, led by Drexel Student Centers
Organizations must select a representative to attend a
Space Allocation Information Session and who will serve
as the primary point-of-contact throughout
Move-outs will be processed before the end of spring term
– All items must be removed from the office space or they will be
disposed of

Renewals will be processed before the end of spring term
– All paperwork must be submitted to complete the renewal
process

There are two available windows for Space Allocation
move-ins, one at the start of summer term and one at the
start of fall term
– All paperwork must be submitted to complete the move-in
process
73
Student Organization Advisors

Advisors play an important, valuable and
supportive role for your student organization
–Student leaders should meet with their Advisor to
determine mutual expectations to maximize the most
effective role and relationship
–Use the Advisor Role Checklist to establish expectations
–Student organizations are expected to develop a
relationship with their advisor
–Questions or concern regarding an advisor should be
directed to OCA immediately

OCA has produced a comprehensive Advisor
Manual to share and review with your Advisor
– http://www.drexel.edu/studentaffairs/get_involved/campus_act
ivities/student_organizations/resources/
74
Additional Campus Resources

Student Center for Inclusion & Culture
– http://www.drexel.edu/studentaffairs/get_involve
d/multicultural_programs/

Office of Equality & Diversity
– http://drexel.edu/oed/

Sexual And Gender Equality (SAGE)
– http://www.drexel.edu/studentaffairs/get_involve
d/multicultural_programs/sexuality/

Office of Disability Resources
– http://www.drexel.edu/oed/disabilityResources/
75
V. Leadership
Office of Student Leadership Development & Traditions
3210 Chestnut Street, Room 32F
Student Organization Resource Center (SORC)
Lower Level of Creese Student Center | Philadelphia, PA 19104
215-895-6076 (Main Line) | 215-571-3521 (fax)
General Questions: [email protected]
Leadership Programs: [email protected]
Leadership Assistants: [email protected]
Senior Programs & Traditions: [email protected]
76
CEO LEAD Program
Creating Experiential Opportunities for Leadership Education and
Development (http://www.drexel.edu/CEOLEAD)
CEO LEAD, Drexel’s student leadership program, is coordinated by the Office of
Student Leadership Development & Traditions (SLDT). The program is based on
the foundations of the Social Change Model, which advances personal and
professional development, builds group and team dynamic skills, and cultivates
community engagement and responsibility through the values of the “7 C’s”. The
CEO LEAD program offers numerous opportunities through the Leadership
Certificate Program (LCP), The Leadership Academy (TLA), the Read to Lead
Book Club, the Reel Leadership Movie Series, Conferences, Retreats & Symposiums,
and Star Awards, for all students to foster and enhance leadership skills.
•
•
•
•
•
•
•
•
DragonLink: https://drexel.collegiatelink.net/organization/CEOLEAD
Facebook: facebook.com/DrexelCEOLEAD
Twitter: twitter.com/DrexelCEOLEAD
YouTube: youtube.com/DrexelCEOLEAD
Blogspot: drexelceolead.blogspot.com
LinkedIn: linkedin.com/groups/Drexel-Universitys-CEO-LEAD-Program-4129124?gid=4129124
Read to Lead Facebook: facebook.com/drexelreadtolead
77
Read to Lead Blogspot: drexelreadtolead.blogspot.com
CEO LEAD Program
Creating Experiential Opportunities for Leadership Education and
Development (http://www.drexel.edu/CEOLEAD)
Leadership Certificate Program (LCP)
Through the LCP, students can attend a plethora of workshops throughout the year.
Sessions are organized into three (3) separate tracks based on the Social Change
Model: 1) Personal & Professional Development, 2) Group & Team Dynamics, and
3) Community Engagement & Responsibility. In order to earn certification in a
specific track, students must attend six (6) workshops in that category. To earn a
specialization, students must complete the requirements of a certificate track, as
well as attend three (3) workshops coded in that specialization discipline.
Certificates (attend 6 or more workshops):
1) Personal & Professional Development
(PPD)
2) Group & Team Dynamics (GTD)
3) Community Engagement & Responsibility
(CER)
4) Holistic Leadership
Specializations (+3 additional workshops):
1) Spiritual Leadership
2) Sports Leadership
3) Women’s Leadership
4) Multicultural Leadership
5) Fraternity & Sorority Life Leadership
6) Advanced Fraternity & Sorority Life
Leadership
7) Student Organization Leadership
8) Student Organization Management 78
CEO LEAD Program
Creating Experiential Opportunities for Leadership Education and
Development (http://www.drexel.edu/CEOLEAD)
The Leadership Academy (TLA) – Courses Launch Fall 2013
TLA offers a structured, tiered classroom curriculum and shared-experience:
• CEO LEAD 101: Personal & Professional Development – Designed for novice
student leaders seeking to develop their personal leadership style and values.
The curriculum teaches the “individual” values of leadership: Consciousness
of Self, Congruence, and Commitment.
• CEO LEAD 201: Group & Team Dynamics – Second course designed for
students to develop a better understanding of group formation and team
dynamics. The curriculum teaches the “group” values of leadership:
Collaboration, Common Purpose, and Controversy with Civility.
• CEO LEAD 301: Community Engagement & Responsibility – Final course
designed for students to develop a greater understanding of community
engagement and civic responsibility. The curriculum teaches the
“community” values of leadership: Citizenship and Social Change for the
Common Good.
79
Additional Programs
The REEL Leadership Movie Series is a CEO LEAD
Certified series of monthly screenings and discussions
centered on drawing leadership themes from cinema,
developing an understanding for those themes, and
helping the Drexel community integrate leadership
qualities into their lives.
“Read to Lead” is a leadership book club open to all
students, especially student organization leaders. We post
book/article ideas on our website and our blog, and
members can comment on/discuss ideas they have about
the current reading, ways we can improve, or suggest
future readings.
Star Awards: SLDT honors and recognizes the
achievements of our Star Student Leaders, Organizations,
and Professionals on a quarterly basis for making a
positive contribution to campus life. YOU can nominate an
excellent student organization, student leader, or
80
professional today via DragonLink.
Leadership Assistants (LA’s)












Experienced Drexel students who are para-professional members of the
SLDT Staff
Share the responsibility of implementing programs and activities that
support all student leadership development
Work as a team to provide educational opportunities and leadership
resources for leaders and members of student organizations
Create web-based leadership resources and tip sheets
Research nationwide leadership initiatives
Assist and consult student organization leaders
Create networking opportunities between student organization leaders
Build relationships with corporate executives and faculty
Promote leadership opportunities to all Drexel students
Support the CEO LEAD program's leadership initiatives
Develop and present leadership workshops
81
Organize special leadership events, activities, and excursions
Virtual Leadership Library
http://drexel.edu/studentaffairs/get_involved/leadership_develo
pment/student_leadership/library/

This library offers a wide variety of leadership
development resources for student organization leaders
to develop skills to be successful in your role
– Downloadable Tip Sheets
» Teambuilding, Officer Transition, Conflict Resolution, etc.
– PowerPoint presentations
– Video Tutorials & Archived Webinars
» Past CEO LEAD Workshops
– Links to world-wide leadership development resources
These resources are invaluable tools for learning more about
leadership and/or improving your effectiveness as a student leader
82
VI. Hazing
83
Hazing
Drexel University seeks to foster a safe and healthy environment built on
mutual respect and trust. Drexel University will not tolerate hazing activities
by any individuals, groups, teams, or registered/unregistered student
organizations. Hazing in any form is prohibited.
Regardless of the individual’s willingness to participate, hazing is any action
taken or situation created involving new or returning organization/group
members as a part of joining, maintaining membership or holding office in that
organization that meets any or all of the following:
 Violates state or federal law
 Humiliates or degrades and individual or group
 Intentionally or unintentionally endangers an individual – mentally,
physically or emotionally
Additionally, the University supports and will strictly enforce the
Commonwealth of Pennsylvania’s Anti-Hazing law (Act 175 of 1986), the
NCAA, and inter/national fraternity/sorority policies on hazing. This
regulation applies to all members of the University community and behavior
that occurs on or off Drexel University property.
84
Hazing
Concerns about and incidents of hazing can be confidentially reported to any of the
following departments:
 Public Safety - (215) 895-2222
 Student Conduct & Community Standards - (215) 895-6074 - [email protected]
 Office of the Dean of Students - (215) 895-2506 - [email protected]
Some items to note as a part of the Drexel Hazing Prevention Policy:
1. Individuals who have knowledge of a hazing incident, but did not participate and
truthfully report the activities, will not be individually charged with a violation
2. An organization that feels it may be participating in questionable activities may seek
assistance in changing behaviors. If they self-report to one of the above offices prior
to an incident being reported, they will be given the opportunity to change behaviors
without immediate threat of the organization being charged by Student Conduct.
3. An organization may report hazing done by individual members. Those students,
not the organization, will be held individually responsible through the conduct
process.
4. To read the full Drexel University Hazing Prevention Policy, visit
www.drexel.edu/hazing. Questions? Contact Natalie Shaak at [email protected].
Pennsylvania Anti-Hazing Law (1986) – Act 175[P.S.] § 5352
85
All information, including this
PowerPoint, can be found on the Office
of Campus Activities (OCA) website:
www.drexel.edu/oca
DISCLAIMER: The OCA website will be
undergoing an overhaul, which will result in a
cleaner site, but may also change weblinks
included in this presentation.
* Everything in RED on this PowerPoint is clickable and
linked to a site where you can learn more related to that topic!
86
Office of Campus Activities (OCA)
[email protected] ● www.drexel.edu/oca
Phone: 215-895-1328 ● Fax: 215-895-2500
Lower Level, Creese Student Center
Student Organization Resource Center (SORC)
Ed Kovacs, Director
Amber Cardamone, Assistant Director
Andrea Shaw, Coordinator
Tashina Henry, Administrative Assistant
John Cooke, Associate Dean for Campus Engagement
87