Transcript Student Organization Orientation
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Student Organizations | Student Leadership Programs
This orientation will take approximately 35 minutes to complete. You should take notes while reviewing the orientation as you will need to earn an 80% or more on the Advisor Orientation Quiz in order to satisfy the orientation requirement for your organization. If you wish to complete the quiz as you review the presentation, you may access it at the following address: https://cidsa.wufoo.com/forms/returning-advisor-electronic orientation/ Quizzes must be complete by Friday, September 16, 2011.
We hope this workshop provides you with the information necessary to successfully execute your plans for your organization during this academic school year! •
This workshop will consist of three components: 1.
Overview of Student Leadership Programs 2.
3.
4.
Expectations of an Advisor Policy overview Paperwork nuts and bolts
Student Leadership Programs provides programs and services to develop students to lead with excellence and integrity while they build community, personally flourish and act in a positive and socially responsible manner.
With excellence and integrity, CI leaders serve others, build community, personally flourish and act in a positive and socially responsible manner.
Attributes of a CI Leader:
• • • • • To provide resources, training and information for student leaders and advisors of clubs and organizations regarding leadership development; To facilitate user-friendly, accessible and responsive processes for the functioning of organizations; To inform campus constituents of the importance and availability of leadership, involvement and experiential and service-learning opportunities; To collaborate with the campus community to facilitate the development of student leaders in curricular and co-curricular endeavors; and To recognize the achievements of student leaders in curricular and co-curricular endeavors.
• • •
We’re here to serve you during the following hours:
– Monday through Friday – 9: 00 a.m. – 5:00 p.m.
Please feel free to contact the SEAL Center by calling us, stopping by or emailing us at:
– (805) 437-3356 – – Second floor of Student Union 2037 [email protected]
Be sure to utilize our website as a resource for SLP information
http://www.csuci.edu/studentleadership/
•
The following are functions of the SEAL Center
– – – – – – – – Process club renewals and applications Provide resources for leaders Offer workshops for clubs/organizations Answer general questions for clubs/organizations Receive and process various club/organization requests such as budget report requests, posting requests, etc.
Coordinate the annual leadership award ceremony Meet on-on-one with club/organization leaders to assist with queries Provide one-on-one Involvement Mentoring Sessions to help students who are seeking involvement opportunities find the best match
The SEAL Center is staffed by Leadership Assistants who are student assistants trained in club/organization-related processes and procedures as well as leadership skills and theory.
Vanessa Almeda Sarai Plummer Chris Bombara Christine Wamba Charles Tran
The SEAL Center is supervised by Rebecca Torres, who is a student assistant. She is trained in club/organization-related processes and procedures as well as leadership skills and theory. Rebecca is an experienced leadership at CI and was awarded the Junior Student Leader of the Year Award in April 2010.
Dr. Jaimie Hoffman serves as the Assistant Director for Student Leadership Programs. She has several years of experience working within various departments in Student Affairs across institutions of higher education. She possess a master’s degree in higher and postsecondary education and completed her doctorate in educational leadership at UCLA September 2010.
Rebecca Torres Dr. Jaimie Hoffman
• • • • • All currently registered students of CSUCI are members of Associated Students Incorporated (ASI). ASI is the umbrella organization governing the process, policies and procedures of four main entities: • Student Government • Student Programming Board
Nautical
Yearbook
CI View
student newspaper • • • • ASI provides funding for: CSUCI clubs and organizations Campus departments and programs which directly benefit the student body ASI administration Student Union
T he following expectations are intended to help advisors. They are not rendered with guarantees that, if faithfully observed, they will yield success. They should enhance the effectiveness, quality or rapport, and acquisition of personal enjoyment and satisfaction for the advisor. Perhaps, most importantly, they may be helpful.
• • • • • • Be available for regularly scheduled meetings of your organization.
Meet with officers of your organization regularly to discuss internal organizational difficulties, such as communications, delegation of responsibilities, etc., and to assist the officers with their responsibilities.
Assist with event planning and development.
Attend the various functions of your organization (other than meetings, such as fundraisers, special projects and programs, etc.); however, usually such attendance is not mandated.* Please note: it is highly preferred that advisors attend events when more than 50 people are expected to attend, the event is open to the public, a guest speaker is invited to present, the event is a rally or demonstration, if the event is off campus and/or if off campus individuals are invited to attend an on campus event.
Be familiar with the financial status, constitution and activities of your student organization.
*A note for sports club advisors: since a lecturer or full time professional staff person/administrator is required to attend off campus trips more than four hours away and over-night trips, sports club advisors should be prepared to attend these events.
• • • • • • • Assist members with personal, professional and leadership development when possible.
Be familiar with the institution’s policies and rules that govern students and student organizations and should strongly encourage your organization to adhere to the policies and rules of the University as well to obey local statutes and the laws of the State and Nation. The advisor should report behaviors that violate the Student Code of Conduct to the Dean of Students.
Fill the appropriate role of an advisor; avoid trying to become “one of the gang,” or to be unavailable to the group. Offer advice when it is requested and offer counsel, even though it may not have been sought. Assist student organizations with assessing their activities.
Ensure all paperwork submitted to Student Leadership Programs is thorough, complete and timely.
Keep Student Leadership Programs informed of any member/officer changes.
• • • • • • • Ensure all application and renewal paperwork is submitted by the appropriate deadline.
Ensure members/officers who are deemed ineligible do not to take part in club/organization activities.
Review printed and online organization materials for spelling and grammar prior to submission to Student Leadership Programs.
Review and respond to emails sent by Student Leadership programs and forward accordingly. Complete advisor orientation requirement for your organization to retain registered/recognized status.
Be aware of available/required forms by visiting the Student Leadership Programs website.
Facilitate the transference of information and materials from one year to the next.
• • • • • • Know the limits of “rescuing” the group or program; within reason, allow student organizations to fail and help them learn from their mistakes.
Share your knowledge and expertise with members when possible.
Do not accept an invitation to serve as an advisor or to continue to serve if you are not prepared to fulfill the expectations of such. Don’t hesitate to engage in the general discussion of organizational matters at meetings; however, do not dominate discussion or become the focus of attention. Remember that students often might not accept your advice as “gospel.” Expect to be challenged; however, do not interpret this as an indication that your services are no longer desired.
• • • • Your involvement as an advisor depends on the organization and its leaders. Attending the meetings and activities on a regular basis is the best way to stay informed of all activities and projects. You should clarify, between you and the organization, what you role as an advisor will involve. Be prepared for your role to change each year with the new officers and members.
Students benefit from having advisors who are committed, active and involved with the organization and its activities.
• •
Just a reminder: Please take
The following are the eligibility requirements for officers (President, Vice President, Treasurer, Secretary) in your organization. Please be sure that officers meet these requirements
before
submitting their information to Student Leadership Programs.
All officers of a student organization at CI: • Have a cumulative, CI, (Undergraduates)
and
semester GPA of at least 2.5 • • • Must be enrolled in no less than
six
(Undergraduates) units at CSU Channel Islands Have a cumulative, CI semester, and Transfer GPA of at least 2.5 (Transfers) Be in good academic and behavioral standing (not on academic or disciplinary probation) • • • Be free of any holds on University records Have a cumulative, CI, and semester GPA of at least 3.0 (Post Baccalaureate) Must be enrolled in no less than three units at CSU Channel Islands (Post Baccalaureate) See Policy on Eligibility Requirements for Membership in Student Clubs and Organizations (SA.21.003) for more information (located at: http://policy.csuci.edu/SA/21/SA.21.003.htm
)
• The following are the eligibility requirements for members in your organization. Please be sure that members meet these
Just a reminder: Please take note that the requirement is 2.0 cumulative AND semester. This was a policy change made in May 2010.
requirements
before
submitting their information to Student Leadership Programs.
• Have a cumulative and semester GPA of at least 2.0
• Must be enrolled in no less than three units at CSU Channel Islands • Be in good academic and behavioral standing (not on academic or disciplinary probation) • Be free of any holds on University records
Failure to meet the above requirements will result in the student member’s removal from the Student Organization’s roster. The student may not perform his/her stated duties. Student Organizations out of compliance could lose recognition.
• • Eligibility will be checked for the members and officers who submit a Member Agreements Form. If they are on the roster but did NOT submit a Member Agreements Form, they will not be verified and can not be in your organization.
Presidents and Advisors will be notified of eligible and ineligible members/officers. Presidents and Advisors should ensure that ineligible members/officers do not assume a role for which they are ineligible.
• Eligibility timelines are as follows: • • • Fall Priority Enrollment Period • Rosters submitted between November 28 and December 19 will have eligibility checked and verified by the first day of the Spring semester.
Spring Priority Enrollment Period • Rosters submitted between April 30 and May 21 will have eligibility checked and verified in order to participate in Island View Orientation. Add/Drop Form Submission • Members/officers added outside of the enrollment periods listed below will take 10-15 business days to process.
• • • First time in college students without a CI GPA
cannot
serve as officers, but may participate as general members their first semester. • This is incorporated into the University policy in order to ensure first time in college students successfully transition to the University prior to assuming responsibility of a student organization.
Student organizations may impose more restrictive requirements in their constitution(s) or bylaws. It is required that student organizations have at least: • FIVE eligible students • • A president A secretary
Student Leadership Programs will be implementing a proposed policy pertaining to student involvement during pre-finals and finals week
(to be voted on by the President ’s Council this semester)
.
The policy was created in an effort to ensure the students preparation for their final exams. ’ primary focus is on their curricular endeavors during pre-finals and finals weeks. Students must be able to devote their time to review in Therefore, the following will be employed: • No student club/organization may hold meetings or sponsor events during pre-finals or finals weeks.
• No co-curricular event or activity that requires students to plan, develop or attend may be held during pre-finals or finals weeks. This includes
informal
(e.g. team dinners, banquets, etc.) and
formal
(e.g. meetings) group gatherings.
The CSU mandates that no campus can recognize any fraternity, sorority, living group, honor society, or other student organization that discriminates on the basis of race, religion, national origin, ethnicity, color, age, gender, marital status, citizenship, sexual orientation, or disability. Student organizations found in violation of this could lose recognition and members/officers may be held accountable to through the judicial process outlined in the Student Code of Conduct.
• • In other words, you can not require one sub-group of individuals do any activity Hazing is defined as requiring or encouraging any act, whether or not the act is voluntarily agreed upon, in conjunction with initiation or continued membership or participation in any group that causes or creates a substantial risk of causing mental or physical harm or humiliation. Official recognition of a student organization may be withdrawn for hazing or conspiracy to haze. •
(As defined in the California Code of Regulations, Title 5, Article 2, Standards for Student Conduct, Section 41301 (b)(8). Individual students may be disciplined for hazing under Section 41301(b)(8).
This data is provided for your review to highlight behaviors your organization might not realize are considered hazing. Please take a careful look.
• •
All student activities departments at CSU campuses must abide by Executive Order No. 1006 that stipulates requirements relating to clubs/organizations. These requirements cover the following:
– Chartering and recognition policies – – – Withholding and withdrawing recognition Minimum number of students involved in an organization Requirements of advisors – – Off-Campus Student Activities Club Sports Insurance Please see http://www.calstate.edu/eo/EO-1006.pdf
for more information.
Executive Order 1006 requires that
organization-related activities.
university's disciplinary process.
all policies stated in the Student Code of Conduct apply to off-campus student
The Student Conduct Code sets the standard of expected behavior and describes conduct that is unacceptable and subject to discipline through the For instance, this means that the Alcohol Policy applies to off campus Club-Related activities so if your organization has a meeting off campus, no attendees can drink alcohol (even if they are 21 years or older).
As previously stated, intoxication by any member of a University registered/recognized student organization at any University-sponsored on OR off-campus event is prohibited. • The University Alcohol Policy is located at: http://policy.csuci.edu/SA/03/SA.03.
003.htm
A public showing (on or off campus) of a video/DVD at a student organization meeting or event may seem like a harmless, inexpensive form of entertainment but without a purchased special license it is not legal (even if shown by an advisor who is a faculty member).
The SLP staff can provide recommendations of companies who provide the license to show the movie however, the organization must have the funding to pay for the license.
• • Students must fill out the Release of Liability Waiver form each time they engage in an event that could have increased physical risk. Examples include: hiking, playing sports, dancing, etc.
Members of Sports Clubs or other organizations that involve regular physical activity are required to complete this as part of the renewal process.
• • Students should never sign a contract for their organization/the University. • All contracts must be submitted to [email protected]
so that we may ensure the contract is signed by appropriate University personnel and protects the organization members and University from liability.
• Please allow approximately 3 weeks to process contracts.
Students should never make any verbal or written agreements with outside entities until receiving approval from University.
• For instance, if a student organization wishes to assist with the implementation of an event sponsored by an off campus entity, the organization should not make any agreements until receiving approval from the SEAL Center. Additionally, outside entities should be encouraged to work with CI Events Services to implement their event as opposed to your organization.
• • A variety of forms are available on the Student Leadership Programs website at http://www.csuci.edu/studentleadership/clubs organizations/club_organization_forms.htm
electronic (as of July 2011).
to meet your needs. Virtually all forms are now 100% Whereas student organizations on other campuses often have to work with offices across campus to have their needs met, the SLP submits requests to campus entities on behalf of student organizations. Please adhere to the instructions on each form (including timeline) carefully to ensure your request is processed in a timely manner. We will now review the key elements of each form with you.
• • • This form is to be submitted when new members are added or deleted from a student organization as well as when officer and/or advisor changes occur. New members may be added or dropped throughout the academic year. However, they may not be active until Student Leadership Programs has confirmed eligibility.
This form will take approximately 10 business days to process at which time, the President and Advisor will receive information pertaining to eligibility.
All documents can be found here: http://www.csuci.edu/studentleadership/clubs-organizations/club_organization_forms.htm
• • This form should be submitted each year by returning advisors and when a student organization changes their advisor. Upon receipt of this form: • • New advisors will be contacted by Student Leadership Programs to schedule an orientation.
Returning advisors will be sent the mandatory Electronic Orientation and quiz.
All documents can be found here: http://www.csuci.edu/studentleadership/clubs-organizations/club_organization_forms.htm
This form is for requesting a budget report of the current financial status of your organization that has money in an ASI account. • The form is submitted by the SLP to ASI on your behalf.
• Be sure to specify the duration of time you wish to review (months).
• Please allow 5-7 business days from date the form is received.
• Contact Christine Thompson, ASI Budget Analyst( [email protected]
or 805-437 3273) regarding budget-related questions.
All documents can be found here: http://www.csuci.edu/studentleadership/clubs-organizations/club_organization_forms.htm
• • • Student Organizations (with the exception of sports clubs) are funded by Associated Students Incorporated. Please view the ASI website for budget-related information at http://asi.csuci.edu/documents.htm
.
Or, contact Christine Thompson, ASI Budget Analyst( [email protected]
or 805-437 3273) regarding budget-related questions.
All documents can be found here: http://www.csuci.edu/studentleadership/clubs-organizations/club_organization_forms.htm
• • • • This form is provided for student organizations wishing to advertise through the use of chalking on the ground.
Chalking is only permissible in pre-approved locations as indicated on the form.
Chalk is only permitted on the sidewalk for up to three days before your event and must be removed 24 hours after the event.
Please allow five to seven business days from the date the form is completed to when you would like to chalk. All documents can be found here: http://www.csuci.edu/studentleadership/clubs-organizations/club_organization_forms.htm
• • • • SLP strongly recommends student organizations to schedule an appointment with Dr. Hoffman to discuss event planning prior to submitting this form for an event.
This form must be submitted for any event when the student organization is requesting the use of resources beyond space, if more than 100 attendees are expected at the event, if the event is publicized to off campus attendees or if food will be served. To request space for a meeting, complete the Meeting Space Request form. A completed form must be submitted
fifteen to twenty business days
prior to your event date. All documents can be found here: http://www.csuci.edu/studentleadership/clubs-organizations/club_organization_forms.htm
• Student Organizations who wish to put on an event with more than 100 anticipated attendees, requiring multiple on campus service providers, a band/speaker, or complex in nature are required to meet with the Assistant Director of Student Leadership Programs no less than six week(s) prior to the start of the event.
•
Advisor approval is REQUIRED
• • Upon receipt of the form, SLP will send your advisor a copy of the form for his/her approval.
Advisor must confirm approval by replying to state that he/she approves the request. All documents can be found here: http://www.csuci.edu/studentleadership/clubs-organizations/club_organization_forms.htm
This document provides an overview of things to do before and after fundraising and donation seeking, along with some creative fundraising ideas. The content of the form is provided below because it answers frequently asked questions about fundraising.
BEFORE FUNDRAISING/DONATION SEEKING
• • • Get motivated, get creative, gather ideas (see following page for fundraising ideas).
Develop a fundraising/solicitation plan.
• • Submit a
Request for Permission to Seek Donations and Fundraise
Student Leadership Programs (SLP) Include all businesses you intend to approach.
Include a description of your fundraising efforts.
• • • to If you are soliciting local businesses, SLP will submit your request form to University Advancement to receive approval.
Upon receipt of approval, you will receive an email from SLP.
If you are conducting a fundraiser, SLP will review your request form and email you with approval.
AFTER FUNDRAISING/DONATION SEEKING
• After your proposed fundraising/donation seeking effort has ended, submit a
Efforts Report on Fundraising and Donation
form to SLP.
• Submit any money received to the Student Union front desk to be deposited in your ASI account within 48 hours of receipt.
You may not:
• Due to healthy and safety regulations you may not sell baked goods that were not cooked upon purchase.
• Approach any businesses that were not included on your request form without submitting a revised form first.
• • • This form is to be completed prior to seeking donations from vendors/individuals as well as before implementing any fundraising activities. University Advancement must check the businesses that are to be approached to ensure that the university as a whole is not over-asking any single business.
Allow five to seven business days from date completed form is received.
All documents can be found here: http://www.csuci.edu/studentleadership/clubs-organizations/club_organization_forms.htm
• • • This form must be completed by all students annually in order for them to be members or officers of a student organization.
This form should be submitted by each student member/officer as part of the renewal process, with new student organization applications and with add/drop forms.
Members/officers of Sports Clubs do not submit this form. Instead, they submit the Player Participation Form. All documents can be found here: http://www.csuci.edu/studentleadership/clubs-organizations/club_organization_forms.htm
• • • • This form is for reserving a meeting space location on campus.
Be sure to check the University calendar before submitting your space request.
Be sure to submit more than one space preference.
Allow five to seven business days from date completed form is received.
All documents can be found here: http://www.csuci.edu/studentleadership/clubs-organizations/club_organization_forms.htm
• • • • This form is to be completed when student organizations want to request photocopies of flyers, agendas, etc. Student Leadership Programs will provide up to 30 copies per request/event for the 2011-2012 academic year. Beginning the 2012-2013 academic year, student organizations will have to pay out of their respective budgets for photocopies. Student Leadership Programs will discontinue this service after Spring 2013 due to budget limitations.
Please allow three to five business days for processing.
All documents can be found here: http://www.csuci.edu/studentleadership/clubs-organizations/club_organization_forms.htm
• • • • All designs should be submitted in Microsoft Publisher (.pub) or .pdf format and be formatted at the desired finished poster size of either: • • 18” X 24” - Indoor Poster/Small Sandwich Board Poster 24” X 36” - Large Sandwich Board Poster Microsoft Publisher templates are available upon request from Student Leadership Programs. Poster Request Forms must be received by SLP at least 25 business days prior to the event or activity.
Advisor approval is REQUIRED
• Upon receipt of the form, SLP approval.
will send your advisor a copy of the form for his/her • Advisor must confirm approval by replying to state that he/she approves the request All documents can be found here: http://www.csuci.edu/studentleadership/clubs-organizations/club_organization_forms.htm
• • • This form is for student organizations to request that marketing materials be posted on campus.
• • • • • • In addition to the name of your student organization, your marketing pieces
must contain
the following information. Please be sure this information is on your flyer or it will not be approved.
Name of Event Price
(if applicable)
Date of Event Reason for Advertisement
(looking for volunteers, requesting attendance, etc.)
Time of Event Contact Information
(MyCI Email address, advisor ’s extension or phone numbers)
• Location of Event Allow five to seven business days from date completed form is received for the flyer to be posted. Late requests will not be honored. All documents can be found here: http://www.csuci.edu/studentleadership/clubs-organizations/club_organization_forms.htm
• • This form should be submitted when changes in a student organization president occurs. Upon receipt of this form, the president will be contacted by Student Leadership Programs with information about the orientation requirement.
All documents can be found here: http://www.csuci.edu/studentleadership/clubs-organizations/club_organization_forms.htm
• • • This form must be completed by all students annually in order for them to be members or officers of a Sports Club.
This form should be submitted by each student member/officer as part of the renewal process, with new sports club applications and with add/drop forms.
Medical insurance and emergency contact information is required for completing this form.
All documents can be found here: http://www.csuci.edu/studentleadership/clubs-organizations/club_organization_forms.htm
• After the form is completed and submitted there are 2 additional steps required: 1.
Verify that you completed this form by responding to the confirmation email sent to your MyCI email stating "I completed this form.” 2.
I n order to finalize the Sports Club Participation Application, the Release of Liability & Health Declaration Form must be printed,
signed and submitted to the SEAL Center on the second floor
of the Student Union. Upon receipt of your verification and signed forms, Student Leadership Programs will check your eligibility status to determine if you are able to join your selected clubs/organizations. You will receive an email notifying you of an eligibility concern approximately 10-15 business days after this form is received.
• • • • This form is for student organizations who wish to set up a table on campus for organization promotional activities.
SLP submits this form to ASI on your organization’s behalf.
Tables are available for check-out Monday through Friday from 8:30 a.m. until 10:00 p.m. and should be picked up and dropped off at the Student Union front desk (Tabling Request Form must be submitted in advance). You will receive one table and two chairs which you may set up in front or back of the Bell Tower or in front of Broome Library (other locations must be approved by the Assistant Director of Student Leadership Programs).
• • • Read instructions, check processing timeline and plan accordingly • • Only 2 forms require advisor approval Event Space & Resource Request Form Poster Request Form Questions? Don’t hesitate to contact us!
All documents can be found here: http://www.csuci.edu/studentleadership/clubs-organizations/club_organization_forms.htm
Thank you for completing this orientation presentation! Please follow the link below to complete the presentation quiz to satisfy the President Orientation requirement for your organization.
https://cidsa.wufoo.com/forms/returning-advisor-electronic orientation/
Please note: You must earn an 80% or more to satisfy the requirement.
STUDENT LEADERSHIP PROGRAMS
SEAL Center, Student Union 2040 Monday through Friday, 9:00 a.m. to 5:00 p.m.
(hours may fluctuate)
(805) 437-3356 http://www.csuci.edu/studentleadership/ Dr. Jaimie Hoffman Assistant Director of Student Leadership Programs (805) 437-3141 [email protected]