Transcript Student Organizations & Advisor Dinner

Serving You Better
STUDENT ORGANIZATIONS & ADVISOR
DINNER
FALL 2012
S P O N S O R E D BY:
T H E H O U S E O F R E P R E S E N TAT I V E S &
CENTER FOR STUDENT DEVELOPMENT
The Center for Student Development
Center for Student Development
About the CSD
The Center for Student Development provides leadership development
opportunities, orientation programs, and promotes student involvement. In
addition, the office provides service leadership through outreach programs
utilizing a volunteer network comprised of student leaders.
The Center for Student Development is located on the 1st floor of the Student
Union and can be reached by telephone at 940.898.3626. Our hours of
operation are Monday- Thursday, 8am-6pm and Friday 8am- 5pm.
Center for Student Development Staff
Name
Position
Email
Office Extension
Ana Barraza
Director
[email protected]
x3678
[email protected]
x3620
[email protected]
x3665
Program Coordinator for
Campus Activities Board
[email protected]
x3718
Interim Volunteer Services
Coordinator
[email protected]
x3616
[email protected]
x3626
[email protected]
x3626
Lindsey Hatter
Assistant Director
Coordinator for Greek Life
and Student Organizations
Davida Robinson
Allie Duarte
Molly Moody
Jae Luna
Irma Castillo
Administrative Assistant
Secretary
Center for Student Development Programs and Events
The following programs are housed in the Center for Student Development and advised by the
department’s professional staff:
Student Government Association
The SGA at Texas Woman's University can be found in Room 116K of the Center for Student
Development suite. Unique to TWU, the SGA is comprised of five branches: SGA Executive Board,
Senate, Campus Activities Board (CAB), House of Representatives, and the Residence Hall Association
(RHA) that serve as the voice of the students of TWU. Check out their website at
http://www.twu.edu/student-government
Greek Life
TWU fraternity and sorority life promote and support career networking, diversity, leadership,
friendship, athletics and community service. The TWU Greek community composed of 10 chapters
that represent the College Panhellenic Council, Inter-fraternity Council, National Pan-Hellenic
Council, and Multicultural Greek Council. Visit the Greek Life website at http://www.twu.edu/greeklife
The Center for Student Development
Volunteer Services
Volunteers Services offers a variety of opportunities for all students to serve their local and regional
communities. Students can get involved with Alternative Breaks, Alternative Spring Break, Lunch &
Learns, Helping Hands Service Ambassadors and can even schedule an appointment to find service
projects that fit their individual passions! More information is available at
http://www.twu.edu/volunteer-services
Leadership
Participation in leadership development is an integral part of a student's college experience.
Students are encouraged to take advantage of both formal leadership development programs and
informal opportunities to develop their personal and professional skills. Check out more
opportunities at http://www.twu.edu/leadership
Orientation
The Center for Student Development staff and Orientation Leaders, along with University partners,
strive to facilitate welcoming and informative New Student and Transfer Student orientation
sessions. We believe orientation to TWU is a three-step process: Academic Planning & Registration,
Pioneer Camp, and University 1011. All a student needs to know can be found at
http://www.twu.edu/orientation
The Role of the Student Organization Advisor
Definition of an Advisor
No two Advisors are the same. The student/Advisor relationship is different in every organization.
Some students need more hands-on Advisors while others have a more self-efficient. However, it is
important as an Advisor that you understand the needs of the students and organization that you are
advising. It is imperative that Advisors are aware of the activity within the organization; however the
students are solely responsible for their actions. Advisors should be available to students in providing
counsel for the organization or its individual members.
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Mentor
Team Builder
Conflict Mediator
Reflective Agent
Educator
- Motivator
- Policy Interpreter
Responsibilities of an Advisor
Responsibilities of an Advisor
It is important to note that there are certain responsibilities that are accepted when advising a
student organization. A critical component to advising students is the ability to maximize the
opportunities for individual and group development of each student and the organization. Each of
the following are responsibilities of an effective student organization advisor, however, this list is by
no means limited.
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Be familiar with all programs, activities and events hosted, sponsored and presented by the
organization they advise to ensure that they are compliant with all University policies;
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Become familiar with University policies and procedures as it relates to the student organization
and advise officers on adhering to them;
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Attend all student organization meetings and executive officer meetings; make it known that you
are there to advise , support, and provide constructive feedback;
Responsibilities of an Advisor
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Discuss with the student organization your expectations of them. Allow them the opportunity to
discuss with you their expectations of you;
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Become familiar with the finances, expenses and account activities of the student organization.
Help the treasurer to formulate a budget, and maintain financial records of expenditures.
Monitor and approve all monetary transactions of the organization;
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Review the constitution of the student organization to make sure it is not out of date and meets
the goals and expectations of the group. All constitutions should be reviewed every five years
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Communicate with the Center for Student Development any problems, issues, ideas or
suggestions that affect the organization they advise or student organizations as a whole
Advising Dos and Don'ts's
Dos
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Know your limits
Be consistent with your advising style and
actions
Assist in the transitioning of officers
Help student leaders see alternatives and
provide an outside perspective
Teach the art of leadership
Serve as a resource
Provide constructive criticism and positive
reinforcement for accomplishments
Challenge the organization to set high goals
and standards
Assist officers with their role and
responsibility
Advise officers in decision-making matters
Be available
Don’ts
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Control the organization
Manipulate the organization
Take ownership for the organization
Be absent from too many meetings or
activities
Close communication
Become a strict naysayer nor overly laissezfaire
Be afraid to try and implement new ideas
Know it all
Take everything so seriously
Be the leader
Give the answer
Impose your own bias
Tell the group what to do
Be negative
Campus Resources
Student Organizations Mailboxes
Two weeks following the approval of all charter renewals and new organizations a mailbox will be
designated for each successfully chartered organization. The mailboxes are alphabetized by the
organization’s official name and located on the first floor of the Student Union across from the Center for
Student Development.
Programming 101
At some point the student organization that you advise will desire to plan an event of some magnitude.
Whether it is an educational, social, or casually fun event there are some basic factors to consider. Simply
put, when coordinating or planning a program the who, what, when, where, why and how elements should
be discussed:
 Who is involved in the program?
 What is the program for or about?
 What costs are involved in facilitating this program or event?
 When will this program or event take place?
 Where will the program or event be held?
 Why are you facilitating this program?
 How will you publicize and let people know the program and event are taking place?
Campus Resources
Space Reservations
There are many spaces that student organizations can reserve for programs or events. These spaces
include classrooms, ballrooms, meeting rooms and even tables in common spaces of the Student
Union. It is important to note that the reservation process for each building is different and some
space reservations or rentals may have fees associated. For the most recently updated information
and list of associated fees and services offered the following websites and phone numbers are the
best resources.
 Student Union
 Conference Services
* Please ensure that you are planning your event MORE than 30 days before the proposed event
date, as facility reservations and Large Event Forms are both due 30 days prior to the event
Campus Resources
Publicity
There are several outlets available for student organizations to publicize their events around campus,
as well as graphic design services. The graphic design team is wonderful and capable of creating
various types of artwork for student organizations at no cost; however the printing of these pieces is
the responsibility and cost of the organization.
Before posters or flyers can be distributed or displayed on campus they MUST be approved by the
Center for Student Development and be marked appropriately. In order to obtain this approval a
flyer or poster must include the following information:
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Name of organization
Contact information for organization
Time, date and location of event
CSD approval stamp
University Housing approval stamp (if being placed in residence halls)
**For organization publicity to be posted in University Housing facilities the organization must obtain
the approval from University Housing. University Housing will not approve posting material that has
not been first approved by the Center for Student Development. **
Campus Resources
Equipment for Rent
The Center for Student Development offers a variety of equipment that can be rented out to student
organizations.
 Popcorn Machine
 Small Sound System
 Large Sound System
Other CSD Services
 Balloons
 Leadership and Development Library
 Butcher paper for Banners
 Faxes
Student Organization
Frequently Reviewed Items
Bank Accounts
It is the responsibility of each student organization to provide, or seek out, financial
support. Funding that is received and/or collected by the organization is not the
responsibility of the University, rather that of the organization. Texas Woman’s University
does not provide safe keeping or accounts for student organization funds. Organizations
are permitted to open personal checking and saving accounts
How to open an off-campus account
 Organizations must apply and receive a tax identification number from the Internal
Revenue Service (IRS) by completing form SS-4. There is a difference between a tax
identification number and a tax exempt number. A fee is incurred when applying for a
tax exempt number; however a tax identification number is free;
 The IRS can be contacted at 1-800-829-4933 or www.irs.gov;
 Upon receiving a tax identification number and opening an account the student
organization must report this information to the Center for Student Development;
Student Organization
Frequently Reviewed Items
How to open an off-campus account (continued)
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It is recommended that two signatures be required an each check to hold student leaders
accountable for their organizational spending;
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Due to frequent officer transitions in collegiate student organizations it has been found to be
beneficial for the Advisor to be very involved in the creation and maintenance of organization’s
*Please remember that it is a university policy that chartered student organizations may NOT use
“TWU” or “Texas Woman’s University” in their name, logo, on checks or checking account signature
cards, or on applications or legal forms asking for an organization’s name. If TWU is part of your
name right now, please take the appropriate measures to ensure that it is removed promptly.
Student Organization
Frequently Reviewed Items
Fundraising
All student organizations are allowed to fundraise on or off-campus for philanthropies of their own
organization needs. TWU does not allow any activity by individuals or student organizations which
involve the selling or auctioning of services by individuals or student organizations.
Any items sold by the Follett TWU Bookstore and ARAMARK Dining Services cannot be sold in the
Student Union. All fundraising activities must be approved by either the Director or Assistant
Director of the Center for Student Development.
Organizations hosting bake sales must reserve the space in the Student Union through the Student
Union office in room 209 and complete a Vendor Reservation form. All requests are received on a
first come, first serve basis as only one bake sale per day will be permitted in the Student Union.
Bake sales conducted in campus venues outside the Student Union should be scheduled through
Conference Services, located in Hubbard Hall.
Student Organization
Frequently Reviewed Items
Donations and Solicitations
To ensure that proper procedures are followed, student organizations should contact Davida
Robinson in Center for Student Development and Robin Johnson-Piper in the Office of Institutional
Development before initiating any off-campus fundraising activities.
Letters and lists of donors must be submitted to Davida Robinson in the Center for Student
Development for approval.
Student Organization
Frequently Reviewed Items
Student Travel
Students traveling to and from off-campus university organized and sponsored activities or events
may travel by various modes of transportation. Each form of travel requires the students to follow
common and mode-specific safety precautions as well as the student travel procedures of the
university.
All students are required to fill out a Liability Waiver Form when traveling off campus.
Student Organization
Frequently Reviewed Items
International Travel
TWU student organizations traveling as a group outside of the United States must register
with the Office of Distance Education at least 4 months prior to the trip. In addition,
students will need to purchase applicable University liability and malpractice insurance
and supply medical/contact information. TWU requires at least two University
advisors/chaperones to accompany international travel. For more information, please
contact the Office of Distance Education (81-3409; Stoddard Hall 313.)
University Policies
University Policies
Please review the following policies in the 2012-2013 Student Handbook. For your
convenience we have provided Student Handbooks for you at tonight’s dinner.
 Code of Conduct – pgs. 155 - 168
 Hazing – pgs. 172 - 176
 Alcohol & Drug Policy – pgs. 168 - 172
 Sexual Harassment – pg. 176
House of Representatives
Overview
The House of Representatives is a branch of the Student Government
A s s o c i a t i o n ( S G A ) a t Te x a s W o m a n ’s U n i v e r s i t y. T h e H o u s e w o r k s a s
an intermediary between the University administration and all
chartered and University sanctioned student organizations.
The House of Representatives facilitates the charter renewal and
r e g i s t r a t i o n p r o c e s s o f s t u d e n t o r g a n i z a t i o n s a t Te x a s W o m a n ’s
U n i v e r s i t y.
Through the House, student organizations have the opportunity to
apply for student programming (SOPF) and leadership funds (SLDF)in
the form of a reimbursement.
Student Organization
Programming Fund (SOPF)
We offer reimbursement to over 100 chartered student organizations on campus, up to $500 per
semester through the Student Organization Programming Fund (SOPF). The this fund reimburses
organizations for events or programs that benefit the TWU student body.
Funds can be used for the following:
•Food,
•Guest speakers
•Decorations
Funds cannot be used for anything in violation of Texas Woman’s University policies such as
alcohol, drugs, or hazing. Funds cannot be used to gain a profit as well (i.e. purchasing t-shirts for
your organization, then selling for a profit)
Funds are granted through reimbursement only. Applications can be found online or at the Center
for Student Development.
Student Leadership
Development Fund (SLDF)
This fund provides students of chartered organizations the
opportunity to further their knowledge of leadership
opportunities by participating in leadership, research, or
competitive conferences and activities.
SLDF is specifically used towards the reimbursement for the
following:
• Conference registration fees
• Lodging for conference travel dates
• Transportation to and from the event.
SOPF/SLDF Application Process
 Submit an application with supporting documents such as original receipts, flyers,
programs for the event or travel receipts, and a conference program.
 The application must be turned in the same semester as the event or it will not be
considered for funding.
 The maximum amount to request is $500 for an organization per semester. There is no
limit on the number of times an organization can request funds as long as the limit of
$500 per organization has not been met.
 A period of thirty days should be expected before reimbursement can possibly
Charter Renewal Process
 All TWU chartered and university-sanctioned student organizations must resubmit a
charter every fall semester in order to be recognized as a fully-functioning
organization. Chartered vs. University sanctioned organizations
 Failure to provide the information by the due date will result in the loss of
chartered/sanctioned status at Texas Woman’s University.
 All charter renewals are due on Friday, October 5, 2012 at the Center for Student
Development front desk.
Newly Implemented Fall 2012 Programs for Student
Organizations and Advisors
Leadership Development Workshop Series (LDWS)
This series, sponsored by the Center for Student Development and the House of Representatives, is a leadership
development program designed to develop and enhance leadership skills by helping students to identify their
strengths, weaknesses, and opportunities for improvement in leadership roles. It also serves as an opportunity to
network with other student leaders and develop networks for the purpose of support and to serve as a resource.
HOR Leadership Development Workshops – 5:30pm Rm. 113
How to Effectively Operate a Student Organization
Tuesday, September 18, 2012
Monday, September 24, 2012 (Rm. 110)
Conflict Management
Wednesday, October 10, 2012
Tuesday, October 16, 2012
Budgeting 101
Wednesday, November 7, 2012
Tuesday, November 13, 2012
Newly Implemented Fall 2012 Programs for Student
Organizations and Advisors
Student Organization Advisor Coffee Breaks
This two hour, informal coffee break is designed to assist incoming and returning student organization advisors
with their advisory role through networking with other advisors, meeting House of Representatives officers and
CSD staff, and engaging in discussions about the benefits and challenges of being an advisor.
This initiative is another way to help improve communication between organization advisors and the House of
Representatives. It is pertinent that advisors are educated frequently about Texas mandated laws, and operational
and university policies and procedures that directly impact their role. Advisors are encouraged to relax, have fun
and enjoy the break.
The Advisor Coffee Breaks will be held in the ACT Lobby from 11am – 1pm on:
Wednesday, October 17, 2012
Wednesday, November 14, 2012
Contact the Center for
Student Development for
additional information
[email protected]
940.898.3365