Student Organization Advisor Training

Dustin Lewis

Associate Director for Student Involvement [email protected] x4888

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The Role of Student Government

Facilitating the Club Activation Process for new clubs Checking in with new clubs throughout their conditional status Granting Recognition to Clubs Funding student organizations through annual budget allocations • • • • • • • • • •

The Role of Student Involvement

Advising Student Government on activation and funding processes Managing student organization-related policies and procedures Final signatory authority on all student organization spending Facilitating trainings and workshops for student organizations Coordinating Club Day, Spring Involvement Fair and WoW Intervening with student organizations in violation of policies or in need of extra assistance Administering Mid Year and Year End Reports to student groups Managing the annual club reactivation/renewal process Granting Recognition to Limited Affiliation Groups Managing the Xavier University OrgSync Community

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The Role of the Advisor

Mentor

Encourage full participation of all members of the group Encourage a healthy balance between academics and organization involvement Establish direct relationships with the officers, the organization and its members • • •

Active Participant

Aid in the development of the organization’s mission Regular, consistent attendance in the organization’s events and meetings Regular, consistent meetings with the organization’s leadership • • • •

Financial Consultant

Aid with budgeting; ensure the ethical behavior of handling funds Assist with the annual budget in accordance with financial policies Serve as a secondary signature authority on organization spending Provide signature authority on contracts and financial agreements

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The Role of the Advisor

Supervisor

Preside over controversial or potential risk-producing situations and events Liaison between organization and student offices in cases of risk management (ie. Student Involvement, Risk Management, XUPD) Assist in the management and reduction of risk Serve as a chaperone or resources for obtaining chaperones for trips and off-campus activities

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Student Organization Classifications & Categories

Classifications

Student organizations are classified based on several criteria Their function for the student body Their accountability to a department or office Their recognition granted by the SGA or another university dept.

Their relationship with a university staff or faculty advisor Their access to various university resources (funding, space, etc) Their level of risk posed from their activities Clubs University-Affiliated Organizations (UAOs) Subordinate Bodies Club Sports Student Working Groups Limited Affiliation Groups

Student Organization Classifications & Categories

Categories

Categories are used to group clubs with similar natures or purposes Academic Cultural Honors Music / Performing Arts Service / Social Justice General Interest Spiritual

Student Organization Funding

SGA Budget Allocation Process

University-Affiliated Organizations & Subordinate Bodies must submit their requests for next year by February 1, 2016.

Club budget allocation requests are due February 26, 2016

Rollover & Recapture Process

Unspent SGA allocation dollars are recaptured and reinvested by SGA into student organizations and other services on campus

Online Budget Review

Treasurers are tasked with the role of managing funds and with tracking expenses and revenue. Advisors have the ability to monitor transactions using OrgSync Checkbooks feature and also by serving as a secondary signature authority on financial forms.

Online Budget Review – OrgSync Checkbooks

Log onto www.OrgSync.com

In the group’s portal, select the “Treasury” tab and “Manage Checkbooks” Current Balance (Updated Daily from Banner)

Online Budget Review – OrgSync Checkbooks

Log onto www.OrgSync.com

Account Numbers Expenses In Red Revenue In Black

Student Organization Funding

New Financial Forms

Accounts Payable and Purchasing are moving all university spending into Xavier Buy (SciQuest). An exception has been granted to all student organizations due to the extensive amount of web training necessary to use Xavier Buy. Student organizations will continue to be able to submit paper forms.

Check Request

Used to pay vendors OR to reimburse a student for more than $300. Vendor payments are tracked for IRS reporting. Students are reimbursed via check over $300 due to limited daily cash available in the Bursar’s Office.

• Check Requests must have an invoice and W-9 IRS form attached in order to process payment.

• Hourly employment (Disc Jockey, Graphic Design, etc) must be tracked due to ACA standards of employment. No exceptions are granted, per HR and Student Employment.

Student Organization Funding

Student Cash Reimbursement

Students can be reimbursed for purchases up to $300 in cash from the Bursar. Advisors cannot be reimbursed using this form. All employee reimbursement will now happen through Xavier Buy.

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Student Cash Advance

Students can withdraw up to $300 of cash at a time. Cash may be used to purchase goods but students must return receipts along with unspent cash to the Bursar.

Vendors cannot be paid in cash for any type of service or contractual performance. This includes payment via giftcard.

Services, including students performing a service such as DJ or graphic designer, cannot be paid in cash or giftcard.

Student Cash Return

This form is returned to the Bursar along with any remaining cash and receipts for proof of purchase.

Student Organization Funding

New Student Organization Financial Forms Advisor Signature Required

Student Organization Funding

New Student Organization Financial Forms

Mandatory Online Training

Treasurers are now required to complete a mandatory, online training to learn how to access their student organization funds.

Advisor Signature Required The link is now active at https://orgsync.com/32078/forms/154471 Advisors are welcome to complete the training as well. It involves online tutorials and instructional video modules for each form.

Student Organization Funding

Additional Funding: Student Organization Resource Fund (SORF)

The SORF Board allocates supplemental funding to Clubs, University Affiliated Organizations and Subordinate Bodies from the Student Activity Fee. Eligible submissions are considered for requests related to events, trips or equipment.

SORF Requests are due on Friday afternoons prior to the hearing. The Board holds hearings every other Tuesday at 4pm to review requests.

Additional Funding: Friedlander Family Fund

The Friedlander Family Fund was created to reduce financial barriers for students who, based on financial aid and need, would be limited from experiences such as retreats, campus programs, events or conferences with participation costs/fees.

Friedlander Family Fund requests are reviewed weekly.

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Student Domestic Travel Itinerary

Student organizations are only required to complete this form if Domestic event or activity that occurs beyond 20 miles from campus or Event or activity includes an overnight stay • • • • •

Chaperone Requirement

The need for a chaperone is determined for each trip based upon a review of the risk associated with that experience, using the Student Domestic Travel Risk Matrix. Some factors used to determine the need for a chaperone within the Matrix, include: Distance from campus Duration of travel (time away from campus) Number of participants Purpose of travel Type of activities taking place, such as structured or unstructured In most cases, any overnight trips or day trips with high risk activities will require a chaperone that in most cases will be a full time employee of Xavier University.

Student Domestic Travel Itinerary

Chaperone Expectations

The role of the chaperone is to educate and coach students on making good choices while traveling which subsequently can reduce risk to the university and liability to students and chaperones.

• • • • • • • The following are a list of expectations for chaperones: Complete training as a Clery Campus Security Authority (CSA) Arrange to travel with the group from point of origin to final destination and to stay with the group for overnight trips for the entire travel period Abide by all applicable University policies and procedures – students are not permitted to drink alcohol while traveling on a student organization trip. See the Alcohol & Other Drugs Policy for further clarification.

Assist students with logistical planning to reduce risk and enforce safety precautions Provide supervision and monitor student behavior on the trip Act as a resource for alternative ideas or solutions in any travel-related issues or concerns.

Chaperones should never share accommodations alone with a student

Events Requiring Reservation or Approval

Outdoor Space Reservations

Outdoor Space Reservation Form and Policy are available online through OrgSync or on the Student Involvement webpage. Student organizations must request, in advance, to reserve an available space.

Fundraising Permits

Student Organizations are required to register all fundraising activities from selling items internally to members, to letter-writing campaigns, to sales and vending, to working an event in an effort to generate revenue.

Outdoor Posting Reservations

Use of outdoor locations for posting of signs or chalking promotions require a reservation. This form is available on OrgSync.

Fenwick Place Atrium Reservations

Student organizations are able to formally reserve Fenwick Place Atrium (outside the caf) to table information or sell items. This form is online.

Events Requiring Special Approval

Hosting Events with Alcohol

Events where alcohol is to be served require permission, per the Alcohol & Other Drugs Policy. Request forms must be submitted several weeks in advance of the program. • • • • • • • • Primary concerns for receiving approval include: The consumption of alcohol may not be the focal point of the activity; the event must clearly have other primary entertainment or educational functions The majority of attendees must be over the age of 21 The advisor must be present for the duration of the event The advisor must take responsibility for ensuring policy enforcement Security is required Events must take place between 12pm-1am Non-alcoholic beverages and food must be provided, free of charge On campus events (outside of Ryan’s Pub) must use Xavier Catering – Chartwells is the only other entity on campus with a liquor license

Events Requiring Special Approval

Political Activities on Campus

Due to the University’s designation within the IRS, the university is limited in its ability to participate in political campaigns. Student organizations have the opportunity to participate in certain kinds of lobbying and political campaign-related activities. The University cannot be seen as endorsing any political candidate or party.

Begin all planning for political activities by contacting the Office of Student Involvement, who will consult with Government Relations.

Campus Public Speakers & Events

When hosting a public speaker or event, student organizations must have approval before advertising and hosting a speaker or lecturer. This form is available on OrgSync and requires approval from Student Involvement, Student Affairs and the Provost.

Controversial events will not be denied on the basis of controversy but will be considered on how the university may best prepare a response.

Intervention with Student Organizations

Loss of Privileges and Recognition

Student Involvement has the authority to intervene with student organizations in order to promote or limit their operations as necessary. Intervention may include a loss of privilege(s) and/or recognition.

• • • • • • Relevant interventions may include Mandated trainings Revocation of reserved spaces Suspension of activities and/or operations Cancellation of programming Probationary periods for the organization Revocation of recognition The decision to intervene may be the result of violation of university policies, failure to re-register/re-activate, failure to adhere to a student organization responsibility as outlined.

Advisor Resources

The 2015-2016 Advisor Manual is now available online Advisor Roles & Expectations Being an Effective Advisor Maintaining a Current Student Organization Event Policies for Student Organizations Appendix Student Org Privileges & Responsibilities Loss of Privileges & Responsibilities Fundraising & Financial Forms Advisor Checklist by Month

Advisor Resources

Advisor Checklist by Month

Additional Student Organization Resources

Club Connections

Monthly newsletter from Student Involvement to student organization Presidents, Vice Presidents, Treasurers and Advisors.

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Student Organization Resource Room

Multifunction Device – copy, fax, scan Banner-making supplies – paint, butcher paper, markers Student organization mailboxes Check Out Items • Coolers • Cashboxes • • • • Grilling supplies Button-maker Nintendo Wii systems Digital Camera • • • Utility Cart Outdoor Sandwich promotion boards 10x10 Outdoor Event Tents

Additional Student Organization Resources

FedEx Office Online Printing

Xavier has an existing relationship with FedEx Office and student organizations can order print jobs online with a 30% discount on all orders. Instructions and login information can be found online at www.Xavier.edu/clubs under “Copy & Print Options”

Student Organization Academy

The 2 nd annual Student Organization Academy is scheduled for Saturday, September 12 in the Cintas Center. This half-day conference is a required training for student organizations. Each group has been asked to provide two members – preferably their president and treasurer. Academy presenters include various faculty and staff.

Student Organization Workshops

In-person workshops will take place September 2-4 to help coach student organizations with a short training of how to get started for the year. These workshops are facilitated by Crystal Guffey.

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On the Horizon

What’s Next for Student Organization Resources & Policies

Updated 2015-2016 Student Organization President Manual Revised Outdoor Xavier Yard Map Launch of Student Organization Risk Management Matrix Launch of OrgSync Store feature – online payment collection Revised Event Planning Security Guide (with new Chief of Police) New T-shirt & Apparel Policy (Xavier brand use and standards) New After Party Policy Launch of a Volunteer/Guest Advisor Policy New/consolidated waivers from Risk Management Identification of potential new UAOs Intervention with at-risk organizations Exploration of a council system for similar organizations