Student Organization Officer Training 20092010

1
Student Organization Officer Training
2009-2010
Welcome to SOOT!
2
The Goals of SOOT

• Help you understand how to be a successful
  student leader at Drexel University
• Answer your questions related to student
  organizations, finances, and event planning

3
Before We Begin

• Questions Raise your hand and ask!
• If we cant answer your question write it down,
  and I will find the answer and email you.

- or -
4

• All information presented today
  can be found on the
  Office of Campus Activities
  Website!!!
• (including this PowerPoint)
• www.drexel.edu/oca

Everything in RED on this PowerPoint is
clickable and linked to a website page where you
can find more information related to that topic!
5
This SOOT is for

• This SOOT training is for all Undergraduate and
  Joint Student Organizations
• The President and 2 additional members are
  required to attend this SOOT for Recognition of
  the student club
• Graduate Student Organizations and Sports Clubs
  are to attend specific SOOT Trainings for their
  area
• Contact Jessica Edonick at jlg66_at_drexel.edu for
  Graduate SOOT information
• Contact Sarah Shouvlin at srs92_at_drexel.edu for
  Sports Club SOOT information

6
Office of Campus Activities (OCA)
askoca_at_drexel.edu ? www.drexel.edu/oca Phone
215-895-1328 ? Fax [phone] Lower Level
Creese Student Center -- Student Organization
Resource Center (SORC)
Ari S. Hauben, Director Vacant, Associate
Director for Campus Programming Walter Parrish,
Coordinator for Leadership and Community
Development Jill Buckley, Administrative
Secretary Kia Perkins, Administrative
Coordinator Joe Gonzalez, Budget Coordinator and
SAFAC Advisor John Cooke, Assistant Dean for
Campus Engagement
7
Office of Campus Activities (OCA)

• Mission Statement
• The Office of Campus Activities advances the
  mission of Drexel University and the Division of
  Student Life by providing students an enriched
  collegiate experience through meaningful
  opportunities to learn and develop leadership,
  interpersonal, programming, and organizational
  skills so that they may connect and contribute to
  the University community.
• The OCA staff will serve as student-focused
  advocates, navigators, advisors, educators, and
  administrators while working collaboratively to
  support programs that meet the needs and
  interests of students.
• The 3 Pillars of how OCA supports students are
• Leadership Development
• Event Planning
• Financial Management

8
Drexel Lingo

• OCA Office of Campus Activities
• SAFAC Student Activity Fee Allocation Committee
• CAP Commissions for Activities and Programs
• DUST Drexel University Student Technicians
• FY Fiscal Year (July 1 ? June 30)
• AY Academic Year (09-10)

9
Outline of Workshop

• I. Recognition
• II. Finances
• III. Event Planning
• IV. Resources
• V. Hazing
• VI. Questions

10
I. Recognition
11
Student Org. Recognition Process

• Step 1. Submit recognition paperwork to OCA
• Recognition Form and constitution (if changed
  from previous year)
• Step 2. Have your advisor return email sent to
  them from OCA
• Step 3. OCA will contact you to set up a meeting
  with staff member to review any changes to your
  constitution
• Step 4. Make changes and resubmit your
  constitution
• Step 5. Attend SOOT workshop
• Undergraduate and Joint Organizations President
  and any 2 additional members
• Graduate and Goodwin Student Organizations
  President and Treasurer
• Sports Clubs President, Treasurer, and 1
  additional member
• Step 6. OCA notifies organization they are
  recognized

Recognition Website
12
Student Org. Recognition

• Student Organizations must apply for Recognition
  every year
• Recognition is based on the Fiscal Year cycle for
  full benefits
• If your group was recognized in a previous fiscal
  year, but has not completed recognition for the
  current fiscal year, that group will only have
  access/ability to reserve space on campus until
  November 1st
• Only Recognized organizations have full access to
  University services/resources.
• If your student organization is in debt, your
  Recognition status may be placed on hold.

13
Why get Recognized?

• The ability to apply for SAFAC, Reserve and CAP
  Funding!
• The ability to reserve space on campus through
  Event Services!
• The ability to use Sodexho, Facilities
  Management, Public Safety, etc!
• The ability to use the Office of Campus
  Activities Resources!
• The ability to use the Office of Campus
  Activities staff to plan your event (i.e.
  contract negotiation, advertising, etc.)
• Permission to use the University name and logo
  when identifying the organization in accordance
  with University regulations and policies
• Access to an organizational mailbox in the Creese
  Student Center or in the Office of Recreational
  Sports
• Opportunity to acquire office/storage space on an
  annual basis for student organization use
• Opportunity to participate in the Activities
  Unlimited Student Organization promotion/recruitme
  nt fair during the Fall and Spring terms
• Opportunity to acquire web space through the
  Drexel portal and an organization designated
  email address

More benefits of being recognized
14
We are recognized

• now what?

15
II. Finances
16
Student Organization Finances

• SAFAC Office
• New Requirements
• Cost Centers
• SAFAC Funding
• CAP Funding
• Fundraising, Dues, Donations

• Late/Night Weekend Funding
• Alumni Grant
• Deposits
• Travel Expenses
• Forms

17
Student Organization Finances

• Joseph Gonzalez
• Budget Coordinator for Campus Activities/
• Student Activity Fee Allocation Committee (SAFAC)
  Advisor
• Greenawalt Student Development Center Room 32A
• 215-895-1889
• safac_at_drexel.edu
• www.drexel.edu/safac
• Excellent Website !!
• Note Please allow 24-48 business hours for a
  response to phone
• messages or email.

18
New Requirement 1Treasurers Trainings

• Beginning with the 2009-2010 year, Undergraduate
  and Joint Student Organization Treasurers will be
  required to complete a SAFAC Training Session
  before their student organization is allowed to
  access money from either their 17- or 71-
  financial accounts
• The SAFAC Office will be hosting both in-person
  and online sessions for Treasurers
• This will begin on June 1, 2009, for groups who
  want to access funds during the FY10 (2009-2010)
  fiscal year

19
New Requirement 2 End of Year Report

• To access each fiscal year, an
  End-of-Year-Report will need to be submitted to
  the SAFAC Office, from the prior fiscal year (ie
  Report for 2008-2009 expenses, in order to access
  money in 2009-2010)
• SAFAC will send out directions/instructions/forms
  in June 2009, and starting with July 1, 2009, all
  organizations will be required to submit this
  Report.
• SAFAC strongly recommends that the officers from
  the prior fiscal year (ie 2008-2009) submit the
  report (preferably in July 2009), in order for
  the 2009-2010 officers to be able to access
  funding.

20
Cost Centers

• Each student organization will receive 2 cost
  centers (accounts)
• 17 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 Cost Center All fundraising, dues donations
  are deposited and accessed from this cost center.
• These funds stay in your cost center until used
• (71 cost center fund numbers begin with 71)

21
Cost Centers Cont

• Each Cost Center will have a name, fund number,
  and org number
• Example
• Org Name Fund Org
• Art Club 170001 - 2555
• Art Club 710545 3568
• Account numbers will be sent in your official
  Recognition Letters
• In addition, you can come to the SAFAC Office and
  Administrative support staff for this information
• Undergraduate and Joint groups receive their
  account numbers through the SAFAC Office.
• Graduate student groups should reach out to the
  Graduate Student Association (GSA) for account
  numbers
• Note Student Organizations are not allowed
• to have off-campus bank accounts!

22
Student Organization Funding Options

• SAFAC Funding
• Annual Allocation
• Reserve Funding
• CAP Funding
• Fundraising, Dues Donations
• Late Night / Weekend Programming
• Alumni Grant
• These will all be explained in more detail in the
  following slides

23
What is SAFAC?

• Student Activity Fee Allocation Committee
• Made up of 17 full time undergraduate students
• 12 liaisons
• One Secretary
• One Vice Chair
• One Chair
• One representative from USGA
• One Staff Member from the Division of Student
  Life
• The SAFAC Advisor
• Note Only the students have a vote on how the
  money is distributed.
• www.drexel.edu/safac

24
Where Does SAFAC Money Come From?
Undergrad Students Pay 250 Student Activity Fee
on Tuition Bill. 150 of that fee goes to SAFAC
All paid activity fees get deposited into the
SAFAC Account
Student organizations apply for this money
through Annual Allocations Reserve Funding
SAFAC Committee distributes funds based on
applications.
25
SAFAC Funding
Reserve Funding
Annual Allocations

• Recognized by OCA
• Must attend an Annual Allocation Information
  Session
• Must submit an Annual Allocation Request
• This process is separate from SOOT
• All existing groups must go through this process
  if they want to receive funding

• Recognized by OCA
• Apply for on an event by event basis
• Only brand new groups formed during February of
  previous fiscal year or later are eligible.
• On a case by case basis, unforeseen expenses for
  pre-funded groups, may be considered for funding

Can request Capital, Operational, Conference,
Activity expenses
Note All activities events must be open to all
students.
26
Financial Forms www.drexel.edu/safac

• Funding Transfers
• Used to put money from your account to another
  student organization account to cover expenses.
• Purchase Orders
• Used to have payments made for products or
  services for your organization using the SAFAC
  Office credit card
• Note Fraternities Sororities will need to have
  all requests approved by Katie Peoples in the FSL
  Office prior to submitting to SAFAC.

• Check Requests
• Used to pay for services which do not accept
  credit cards
• Used to reimburse students for money paid out of
  pocket
• Cash Reimbursements
• Used to reimburse students for money paid out of
  pocket in cash up to 100
• Note Sports Clubs will need to have all requests
  approved by Dan Simmons in the Athletics
  Department prior to submitting to SAFAC.

27
Time Periods Financial Forms

• Check Requests may take a few weeks
• Cash Reimbursements may take a few days
• Purchase Orders may take a few days
• Funding Transfers timetable is variable

28
Financial Forms Cont
Student Organization Deposit Form

• Used to deposit money into either 17 or 71.
• Must deposit any income into 17-account up to the
  amount spent out of 17 account for any event.
  example spent 500 from 17 account earned
  1,000. 500 deposit into 17 and 500 into 71.
• All other income or if you did not spend out of a
  17 account is deposited into your 71 account.
• Reminder Student Organizations can not have
  off-campus bank accounts

29
Policies for SAFAC

• Policies that govern how SAFAC money can be used
  is provided by the SAFAC Office
• Please go to their website and thoroughly read
  through the SAFAC Policies Manual
• You will find out information about
• How to access funds
• What the money can and cant be used for
• The variety of forms and who needs to sign and
  submit them
• And much more
• Groups can download the University financial
  forms from SAFAC website
• Submit forms to SAFAC Advisor only if you are
  paying from the 17- or 71- accounts for your org

30
Travel Expenses

• 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 credit
  card and get reimbursed after the conference or
  event.
• You must make a half hour appointment with the
  SAFAC Advisor to have any hotel and travel
  accommodations placed on the university credit
  card. (Student Organization Hotel/Motel
  Information Form)
• You must submit your request at least 5 business
  days in advance of departure date.
• Any request submitted for hotel and travel
  arrangements submitted less than 5 business days
  ahead of departure cannot be guaranteed
  processing in time.

31
Fundraising, Dues Donations

• Fundraise
• Selling of merchandise
• Hosting for profit events
• OCA Fundraising Manual
• http//www.drexel.edu/oca/raf/forms.asp
• Dues
• Collect membership dues from participating
  members
• Donations
• Solicit departments, colleges, and outside
  companies for funding of specific events or
  general support

32
CAP Funding
Commission for Activities Programs

• Money comes from a of the money spent in all
  the Coke machines on campus.
• Money is given for specific purposes. Can not be
  spent on anything else.
• Applications must be submitted through the Office
  of Retail Management (Creese 119).
• All decisions are made by the Office of Retail
  Management.
• Guidelines are on the CAP Form.
• Contact
• Jackie Eliassen
• 215-895-6776
• Note Not handled through OCA or SAFAC

33
Late Night/ Weekend Programming

• Up to 1,500 per event
• Event must occur Monday-Friday from 9pm-2am or
  anytime on Saturday Sunday.
• Must submit Application/Request
• May need to make an appointment with Late Night
  programming coordinator (OCA staff member)
• Apply at least 2 weeks prior to event
• There is not guarantee of funding
• Event must be held on campus
• Event must be open and free to all students
• Cannot be used for recruitment, philanthropy, or
  fundraising events
• Exists until money is gone
• OCA will publicize the dates that money is
  available.

34
Alumni Grant

• Up to 2,000 per term
• Overview of proposed program to include program
  goals and objectives, expected attendance and
  composition of intended audience
• Outline of proposed publicity plan
• Summary of projected program revenues and
  expenses
• Suggested partnership opportunities to promote
  Alumni Association programs and services
• www.drexel.edu/alumni/grants

35
Where can you get these forms?

• SAFAC Forms Purchase Request, Deposit Form,
  Reserve Funding Request
• www.drexel.edu/safac/forms.html
• CAP Funding / Late Night Weekend Forms
• http//www.drexel.edu/oca/raf/forms.asp
• Alumni Grant
• www.drexel.edu/alumni/grants
• Note Forms can also be picked up in the Student
  Life Office (Creese 215) or in the Student
  Organization Resource Center (SORC)

36
Where do these forms get turned in?

• SAFAC Forms must be submitted to the SAFAC
  Advisor in the Greenawalt Student Development
  Center room 32A or in the SAFAC Mailbox located
  in the Student Life Office (Creese 215)
• CAP Funding requests must be submitted to the
  Office of Retail Management (Creese 119) directly
  across form the Creese Info. Desk
• Alumni Grant requests must be submitted to the
  Drexel University Alumni Association Paul Peck
  Alumni Center 60-2
• Late Night / Weekend Programming requests must be
  submitted to the Late Night Programming
  Coordinator in the Greenawalt Student Development
  Center room 32B or in the Late Night Programming
  Coordinator Mailbox in the Student Organization
  Resource Center (SORC).

37
Financial Questions?
38
III. Event Planning
39
Event Planning

• Event Services
• Room/Space Reservations
• Tables and Chairs, Room Set-up, Building
  Policies, etc.
• Food/Catering/Sodexho
• Tech Support DUST/IMS
• Public Safety
• OCA
• Contracts
• Specific Types of Events and Policies
• Resources and additional event planning
  assistance

40
Event Services
Event Services Office reservations_at_drexel.edu www.
drexel.edu/eventservices 215-895-2520 Creese
Student Union, Room 001 Hours Monday and Friday,
800 am 500 pm Tuesday Thursday, 800am
600pm

• Event Services serves as the primary point of
  contact for recognized student organizations with
  the following departments/services
• Room Space Reservations
• DUST
• Facilities
• Public Safety

41
Reserving a room/space

• Please use the reservation form on
  www.drexel.edu/eventservices and provide the
  following information (if the submit button
  does not work, please download and save the pdf
  file and email to our office as an attachment)
• 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
• Your student organization account number
• Description of the event
• Food/Catering (Pot Luck, Bake Sale, etc.)
• Attendance estimate
• A/V needs and DUST
• Guest Speaker
• Contact persons name, email, and phone number
• The contact person MUST be the contact person for
  everything related to the meeting/event
  (Catering, DUST, Public Safety, OCA, etc.) and
  will be considered the event planner.

42
Event Services (cond)

• Policies
• Requests are on a first come, first serve basis
• Please Allow Event Services a minimum of 48 hours
  (2 business days) to respond to your room/space
  request
• Please give Event Services 2 weeks notice for
  room reservations, especially for larger events.
  Reservations may not be fulfilled for any event
  within 48 hours of the start of the event.
• Event planners from student organizations are
  expected to take ownership of your events. You
  need to have regular communication with Event
  Services and OCA about the details of your event.
• If we do not have enough information about your
  event in sufficient time, your event may be
  cancelled.
• An actual reservation has not been confirmed
  until a 5-digit reservation number has been
  sent to you with a confirmation email!!!
• Please review your confirmation details in the
  attachment provided once your request is
  confirmed. Please notify the office of any
  changes or discrepancies.

43
Example of a space/room reservation confirmation
from Event Services
Confirmation number
Your student organizations account number
(please make sure the account number is correct!)
Always check to make sure you have the correct
date, time, and location you requested!
44
Commonly used locations

• The following space can be reserved on a
  first-come-first-serve basis
• (unless otherwise noted, spaces are available for
  the full fiscal year beginning July 1st)
• Creese Student Center and GSDC conference rooms
• Ross Commons
• Grand Hall and Main Auditorium
• Korman Quad
• Lounge 101 (Game room located in the basement of
  the Main Building)
• Residence Hall multi-purpose rooms (reservations
  taken on a term-by-term basis starting the break
  week prior to the respective term.)
• Academic Classrooms (cannot be reserved during
  the first two weeks of each term)
• MacAlister 2019/2020
• The University Club (6th Floor MacAlister) - 50
  charge
• General Space on Campus
• Buckley Green and Field, DAC, Volleyball Courts,
  BBQ Pits
• Athletics/Intramurals gets first dibs on the
  fields
• Facilities fees may apply for set-up and clean-up
• BBQ Pit - 2 hour maximum
• Volleyball courts - 2 hour maximum

The use of these spaces must be approved by and
reserved through Dan Simmons, Assoc. Director of
Athletics, at des26_at_drexel.edu or 215-895-2025.
45
Other spaces available for student organization
use

• Mandell Theatre
• Contact Nan Gilbert Theatre Manager
• 215-895-2528 or mandell_at_drexel.edu
• 50 FEE for use of this space!
• Academic Bistro
• Contact Adrienne Hall - Chef Instructor/Academic
  Bistro Manager
• 215-895-5872 or academic.bistro_at_drexel.edu
• Catering/food MUST be provided by culinary
  students
• Bossone Auditorium, Lobby, Atrium
• Contact the College of Engineering
• 215-895-2210
• Library Meeting Rooms, Bookmark Café, etc
• Contact DeVaughn Nelson
• 215-895-2750
• Paul Peck Alumni Center
• Contact the Alumni Relations Office
• 215-895-2375

46
Event Services serves as the primary point of
contact for student organizations with the
following departments
Event Services Webpage
47
Facilities

• Student Organization Rates
• Union Hourly Rates Standard Overtime
  Double time
• Custodian/Utility 23.00 35.00 47.00
• Mechanic/Electrician 30.00 46.00 62.00
• Engineer 32.00 48.00 64.00
• Standard Time - 800am-500pm, Monday-Friday
• Overtime - 501pm-759am, Monday-Friday and
  Saturdays
• Double time - Sundays and Holidays
• Please verify other applicable rates with the
  Event Services Office
• Rates will be going up for the 2009-2010 Fiscal
  Year beginning July 1, 2009

48
Catering/Food

• Chestnut Street Caterers is the exclusive
  on-campus caterer!
• They have an existing contract and insurance
  certificate with the University (no additional
  contracts needed when working with
  Sodexo/Chestnut Street Caterers)
• How do I obtain Chestnut Street Caterers service
  at my event?
• You must have a space/room reserved prior to
  contacting catering
• Contact them at ChestnutStreetCaterers_at_drexel.edu
  
• or 215-895-6934
• You need to contact catering a minimum of 10
  business days prior to the event, or there may be
  late fees assessed to your food order
• 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

Sodexho-Catering Website
49

• Some exceptions to this rule
• Office of Retail Management gives your
  organization an exception
• Pot Luck
• Bake Sale
• Pizza
• Pretzels and Water Ice

• You must use Chestnut Street Caterers for any
  food at your
• on-campus event!

Sodexho-Catering Website
50
Catering Exception

• Request for Catering Policy Exception Form
• Request should be submitted a minimum of 20
  business days prior to the event, to the Retail
  Management office located in Suite 119 of the
  Creese Student Center
• Phone Number 215-895-1562
• Include specific reasons for the Exception
• http//www.drexel.edu/drexelbusinessservices/chest
  nutstreetcaterers/menus.html
• If the Exception is provided, then you will work
  with OCA to have a Contract and Insurance
  Certificate completed and submitted with the food
  vendor

51
More food options PIZZA!

• Under 100
• You can order from a couple local pizza vendors
  (ie only Eds Pizza, Powelton Pizza) without
  having to do a contract (OCA has their insurance
  on file for the year).
• You must pay for the food on your own and then
  get reimbursed afterwards!
• Reimbursed with cash if paid by cash
• No contract needed through OCA!

• Over 100
• Work with Chestnut Street Caterers or fill out
  an exception form
• Over 15 pies fill out an exception form
• Must be reimbursed with check (not cash)

52
More food options

• Potlucks
• When you reserve space you must tell event
  services you are having a pot luck
• No reimbursement for food
• Cannot charge for food
• Must be for less than 50 people

• Bake Sales
• Reserve table through Event Services and inform
  them you are having a bake sale
• All baked goods separately wrapped
• Can charge for food

If you leave trash, your organization
will be responsible for the custodial charges!
Potluck Guidelines Website
Bake Sale Guidelines Website
53
More food options

• Pretzels and Water Ice
• Only from the following places
• Philly Pretzel Factory, Suburban Station
  Concourse, Space 113,
• 215-564-1045
• Ritas Water Ice, Suburban Station Concourse,
  Space 114,
• 215-231-9940
• 1500 Market Street, Phila, PA 19102
• You must pay for the food on your own and then
  get reimbursed afterwards!
• No contract needed through OCA!

• BBQs
• For events with less than 50 people, it is
  treated just like a Pot Luck Policy
• For events with over 50 people
• You must purchase food from Chestnut Street
  Caterers or receive a special exception
• Food can be prepared and brought to the site or a
  chef can be hired to cook the food made to order

54
Food being Donated

• If food is being donated for your event
• You will need to simply complete/submit the
  Exception Form, so Retail Management/Catering
  knows about what food is coming to campus.
• Donated or purchased beverages must be Coke
  products. (Small Meetings/Potlucks exempt)
• You will also simply need to work with OCA to
  make sure that a Contract and Insurance
  Certificate are supplied for/from the food vendor

55
COKE PRODUCTS List will also be available on
OCA Website
Any events on campus would have to use Coke
products, if these products are not donated they
would have to purchase them through Sodexo.
Potlucks or meetings can purchase whatever they
like. Bigger events should comply with the
University Coke Contract.

• SEAGRAMS GINGER ALE
• DR PEPPER
• POWERADE
• VAULT
• FULL THROTTLE
• MINUTE MADE
• GOLD PEAK TEA
• LEAN BODY
• V8
• NOS ENERGY

• COKE
• COKE ZERO
• BARQ'S
• FUZE
• FANTA
• SPRITE
• NESTEA
• MONSTER
• DASANI WATER
• EVAIN WATER

56
Public Safety

• Public Safety is needed at student organization
  events if
• More than 100 people are expected
• Money being exchanged/collected
• Building is closed during event hours
• History of event
• Public safety is determined by Event
  Services and Pubic Safety on a case-by-case
  basis!

• Costs
• 25.00 per hour per officer
• Minimum of 4 hours
• Reprogramming doors is 85.00 per hour ½ hour
  min.
• Timeline
• Depending on the size and extent of the event, 2
  weeks notice is needed to schedule officers

57
DUST (Drexel University Student Technicians)

• Types of events DUST can support
• Indoor/Outdoor Movies
• Lectures/Speakers
• Bands
• Presentations
• Open Mic Nights
• Parties/Social Events

• Services include
• Microphones
• Projector/Screens
• Speakers/Sound
• Electricity/Power
• Spotlights
• Podiums lecterns
• DJ/Band Equipment

58
DUST (Drexel University Student Technicians)

• Policies
• Requests are accepted on a first come first serve
  basis
• Can serve as consultants for outside vendors
• DUST is available for recognized student
  organizations if
• You provide them with at least two (2) weeks
  notice of the event (late requests will receive
  a 50 late fee)
• They have the equipment in stockif not, then you
  will have to pay the equipment rental and
  delivery charges (at no profit to DUST)
• Your event ends prior to midnight and the DUST
  crew is able to leave by midnightif not, then
  your cost is 15 per DUST employee per hour until
  they are finished

59
Request for DUST Services Form (Click here to
download form) or pick one up in the DUST
Office! - Fill out form and submit to DUST in
Creese Lower Level Room 001 - Call/email and
confirm prior to event at 215-895-1330
or dusttech_at_drexel.edu
60
Sound systems

• All student organizations will need to use a
  University sound/speaker system for all of your
  on-campus events. This usually includes DUST and
  IMS equipment and built-in speaker systems, such
  as at the Buckley Field.
• The only exception is if you receive a referral
  from DUST and work with OCA to make sure that any
  sound equipment coming to campus is supplied by
  an Insured source that will also add Drexel to
  their insurance policy.
• Contracts and Insurance procedures will be
  discussed later in this SOOT presentation.

61
Issues and Concerns During Your Event

• During Business Hours
• Catering [phone]
• Facilities, Security [phone]
• After Business Hours Weekends
• Catering - [phone]
• Public Safety [phone]
• Creese Student Center, MacAlister Hall, Ross
  Commons [phone] (Building Manager)
• All other campus spaces [phone]
• keep in mind this number is for when all other
  resources
• have been exhausted and in an emergency
  only.

62
Drexel University Transportation

• Facilities Management can provide shuttle and
  charter buses for your event
• There is a charge to reserve these means of
  transportation
• To reserve transportation please visit
  http//www.drexel.edu/oca/raf/forms.asp
• As of May 2009, here is the pricing (big
  increase from last year)
• 62.56/hour from 8am-5pm
• 82.56/hour from 501pm 759am
• 82.56/hour on Saturdays
• 102.56/hour on Sundays and Holidays
• Charges may apply for cancellations and fuel
  surcharges
• Facilities Management Phone Number 215-895-1700
• It is important for you to call them to confirm
  the reservation

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OCA Contracts

• When they are required
• Contracts are required ANYTIME you are bringing
  anyone or any service to campus, who is not a
  member of the current existing Drexel community
• Contracts are required even if you are NOT paying
  the Performer
• Need to make sure that both parties fulfill their
  obligation even if they are not getting paid).   
• There is one exception to this policy, and that
  is if your group is bringing a speaker to campus
  and your group is not paying them.
• Comedians, Singers, and other Performers will
  need to have a contract, regardless of whether or
  not payment is included.
• Why they are required
• Performers/Vendors and student organizations are
  fully aware of the expectations and services to
  be provided
• Performers/Vendors know the terms of payment,
  event details, etc.
• Protects the students (putting University at
  risk)
• Examples include DJs, Restaurants, Speakers,
  Amusement rides/games, dance troupes, etc

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OCA Contracts (cont.)

• Timeline
• Submit Contract Request form at least 2 weeks (14
  days) in advance of your organizations event
• Any Requests submitted less than 2 weeks in
  advance will only be processed on a case-by-case
  scenario (no guarantee)
• Payment of Contracts
• It is the responsibility of the student group to
  process payment for services that are contracted.
  
• OCA will provide you with a copy of the fully
  signed contract for you to use as your
  receipt/documentation
• OCA needs to sign any/all contracts
• Students should not sign any agreements/contracts
  on behalf of your organization/event (you will
  be personally liable)
• Insurances in addition to the contract process
• Many times, we also need to receive a Certificate
  of Liability Insurance from companies/vendors, in
  addition to receiving a signed contract
• Examples include food vendors, amusement
  companies, sound and lighting companies, etc

65
Contracts are needed for the following

• Including, but not limited to
• Lecturers, speakers, presenters, etc.
• Caterers
• DJs
• Bands
• Carnival Games and Rides
• Blood and Bone Marrow Drives
• Government Officials
• Any Performer (dance troupe) or Media Group
  (radio station)
• Sponsorships
• (OCA will not do contracts for alcohol because
  student organization money is not to be used for
  purchasing alcohol)

How to Obtain A Contract for Your Event
66
Request for Contract Form
This form must be completely filled out for
the OCA to process a contract for your
organization!!! Incorrect and incomplete forms
cause delays in the contract process!!!
Must provide your event services space/room
confirmation number
Very important to fill out this section in detail
67
Off-Campus Events/Activities

• Events can be held off-campus
• (1) in case it can not physically be held on
  Drexels campus and/or
• (2) with the approval from OCA
• OCA needs to sign any /all contracts
• Students should not sign any agreements/contracts
  on behalf of your organization/event
• Contracts may also still need to be processed
  through OCA for certain services, since this is a
  Drexel University student group event (ie DJ,
  inflatable rides, etc)
• Student organizations may not hold events at
  off-campus venues that generate 50.1 or more of
  its revenue from alcohol (ie bars, taverns,
  etc)
• Student activity fees (17-account funds) can be
  used for off-campus events with OCA/SAFAC
  approval

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Additional Policies

• Movies
• You need to have the rights to show a movie
• From the people/company who produced or
  distribute the movie
• Purchasing the rights to show the film from a
  company like Swank www.Swank.com
• You are hosting an educational lecture
  accompanying the film, and you have completed the
  OCA Movie Form and have received permission from
  OCA

• Guidelines for the Korman Quad with Bands or DJs
• Mondays and Weds. between 3-5pm are fine
• Fridays between 11am-3pm are fine
• Any request on Tuesday or Thursday, and outside
  the above mentioned hours, should be discussed
  with Event Services, and decided on a case by
  case basis
• After 9pm is okay on any day

69
Student Union Operations (SUO)

• SUO is here to help make your event a success!
• Please come to the Information Desk with
  questions or call the building manager at
  215-783-2371.
• Please do not move furniture around in the rooms.
• Failure to abide by this may mean an extra charge
  for your group.
• Try your best to leave the space just as you
  found it (i.e. throwing away trash, taking
  materials with you, etc.)
• SUO now reserves the Display Case in the Creese
  Student Center. To make a reservation please fill
  out the Display Case reservation form
• http//www.drexel.edu/creesestudentcenter/infodesk
  /DisplayCaseRequest.pdf.pdf
• A group can reserve the space for up to two (2)
  weeks at a time.
• SUO helps student organizations that would like
  to place a donation box or container to collect
  items in the Creese Student Center
• Please go to the Information Desk and fill out a
  form. Groups can reserve space for two (2) weeks
  at a time.

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Flyers Approved

• All Flyers/posters on campus
•  
• Must be approved and stamped by the Creese
  Information Desk, also known as Student Union
  Operations (SUO).
• Free to all recognized student organizations
  (outside groups charged .20 per flier).
•  
• Up to 60 flyers can be approved at the
  information desk at one time
• All flyers are stamped for 14 days maximum
• Flyers should not exceed 11 X 18 without
  permission from SUO
• Posters can only be placed in the 80 approved
  posting locations/bulletin boards, which are
  marked across campus.
• For further information and to see the policy in
  its entirety please refer to the Student Union
  Operations web site http//www.drexel.edu/creeses
  tudentcenter/infodesk/policyforms.html
• Residential Living (RLO) Residence Halls
• Can approve around 100 posters for the residence
  halls. Go to RLO in Towers Hall for the Approval
  Forms and instructions

71
IV. Resources
72
OCA Websitewww.drexel.edu/OCA

• OCA Search Engine
• Org Directory
• Leadership Resources
• Recognition
• Event Planning
• Policies
• How to Promote your Org
• Advisor Section
• Officer Transition
• Downloadable Resources and Forms

73
Ways to Promote Your Org Visit the OCA
Website for detailed information

• The Triangle
• Posting Policy
• Residence Halls
• Poster Maker
• Display Case
• Sandwich Boards
• Get Connected Surveys
• Activities Unlimited

• InfoNet (LCD Screens)
• Daily Digest
• Drexel One
• OCA Memos
• Honors Newsletter
• Commuter Listserv
• Fraternity Sorority Life Listserv

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Virtual Leadership Library

• OCA has a wide variety of resources to help
• you to become an effective leader!
• Tip Sheets!
• Teambuilding, Officer Transition, Conflict
  Resolution, etc
• PowerPoint presentations
• Seven Secrets of Success, Military Strategies,
  etc
• Tutorials
• Officer Transition, Running a Successful Event,
  etc
• Videos (CEO workshops online)
• Links to world-wide leadership development
  resources
• National Organizations
• Leadership and Character Development websites

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Resources for student organization use from OCA

• Popcorn machines
• Game show buzzers
• Helium
• Human Powered Vehicle
• Leadership Library
• Poster printers
• Monster games (golf, tennis, etc.) and board
  games

• Teambuilding supplies (training workbooks, balls,
  blindfolds, etc)
• Ballot/donation box
• Large bulletin board/mural paper
• Sandwich boards/A-frames
• Arrow signs with dry-erase
• Wii Game System

For use or reservations of OCA resources please
contact OCA at askoca_at_drexel.edu or 215-895-1328
as soon as possible!
Small fee required for more than 1 Must
reserve ahead
OCA Resources Website
76
More resources for student organization use

• Fax machine, scanner, and email ability with SORC
  Copy Machine
• 50 free copies per Term, and .03 per copy after
• Poster Printer
• 1 Free per Term, and 5 per poster after
• More at the SORC
• Extra Meeting Rooms for student orgs to reserve
  !!
• Multiple Computers PC and Mac (Graphics
  software)
• Color Printer
• Die cut machine
• Paper cutter

OCA Resources Website
77
Web Space and Email Address

• 1. Once recognized, the organization president
  must request a student organization computer
  account by emailing accounts_at_drexel.edu or
  215-895-1958.
• 2. IRT will confirm with OCA that your
  organization is recognized.
• 3. IRT will then walk you through the process for
  obtaining web space and an email address.
• The president of the student organization is
  personally responsible for the organizations
  website content and email address.

IRT Website Web Space and Email Address
78
Office and Storage Space

• The Space Allocation Committee (SAC) will
  announce the student office space allocation
  process for the upcoming fiscal year by Spring
  Term
• Student organizations desiring new space or
  wishing to retain previously assigned space for
  the new year must fill out and submit an
  application during the Spring Term timeline with
  OCA in 215 Creese
• Organizations will be notified by the end of
  Spring Term whether or not they have received
  office space and/or storage space
• A student organization whose application for
  re-assignment has been denied, must vacate the
  space by the end of June or early July
• Student organizations may move into their new
  office and/or storage space in July

Space Allocation Committee Website
79
OCAs Event Calendar

• Recognized student organizations can submit
  events to be placed on the calendar by emailing
  askoca_at_drexel.edu.
• Events MUST be submitted at least 1 week in
  advance!
• Events MUST be open to all students!
• In the email include specific details of your
  event including name of organization, date, start
  and end time, location, cost, and contact
  information for the student running the event.

Click here to view the current OCA calendar of
events!
80
Advisors

• Advisors can play a valuable and supportive role
  for your organization
• We recommend that student leaders meet with their
  Advisor to determine the most effective role
• Use the Advisor Role Checklist that can be
  downloaded from the OCA website (see link below)
• OCA has also produced a more comprehensive
  Advisors Manual so, give it to your Advisor
• http//www.drexel.edu/oca/so/advisors.asp

81
CEO/CEO II Programwww.drexel.edu/OCA/Leadership

• The CEO Program is a Leadership Development
  Series Providing the Skills Needed to Succeed
  Personally and Professionally
• Over 100 leadership development workshops are
  provided each year
• This is the central way that OCA provides
  leadership training for student organizations
  leaders and members
• The CEO Program was originally designed for
  student organizational leaders and members, in
  order to build and develop student with vital
  interpersonal and organizational management
  skills
• Excellent Organization Certificate Awarded to
  student orgs that have 5 or more members earn any
  individual CEO Certificate in a given year. Orgs
  earn up to 500.

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Star Leaders/Organizations/Professionals

• OCA honors and recognizes the achievements of our
  Star student leaders, organizations, and
  professionals on a monthly basis, for making a
  positive contribution to campus life at Drexel
  University.
• We applaud the Star Leaders, Organizations and
  Professionalsbelieve that their example should be
  highlighted in the Drexel community.
• It is our privilege to receive nominations from
  you our student leaders
• http//www.drexel.edu/oca/l/star_leader.asp

83
Student Leader Survey

• OCA will distribute the 2nd Annual Student Leader
  Survey to all of the 2008-2009 student
  organization leaders
• This survey will be sent out in June 2008, and we
  will continue to do this each Spring Term.
• This is your opportunity to share Your Voice and
  Your Input about our office and other services
  around campus. Over 150 student leaders
  responded in Spring 2008.
• We always look forward to receiving your
  feedback, so we can include your opinions in our
  future goals
• The survey was/is sent from askoca_at_drexel.edu
  with a link to SurveyMonkey (it can take up to 20
  min.)

84
V. Hazing

• Pennsylvania Anti-Hazing Law (1986) Act
  175P.S.  5352
• Drexel University Student Handbook
• Definition of Hazing ...any action taken or
  situation created, intentionally, whether on or
  off University premises, to produce mental or
  physical discomfort, embarrassment, harassment,
  or ridicule. Such activities and situations
  include paddling in any form, creation of
  excessive fatigue, physical and psychological
  shock... or any other such activities, wearing
  publicly apparel which is conspicuous and not
  normally in good taste, engaging in public stunts
  and buffoonery, morally degrading or humiliating
  games and activities, late work sessions which
  interfere with scholastic activities not
  consistent with the educational institution.
• Individuals and/or organization as a whole found
  in violation of this policy will be subject to
  disciplinary action.

85
Office of Campus Activities (OCA)
askoca_at_drexel.edu ? www.drexel.edu/oca Phone
215-895-1328 ? Fax [phone] Lower Level
Creese Student Center -- Student Organization
Resource Center (SORC)
Ari S. Hauben, Director Vacant, Associate
Director for Campus Programming Walter Parrish,
Coordinator for Leadership and Community
Development Jill Buckley, Administrative
Secretary Joe Gonzalez, Budget Coordinator and
SAFAC Advisor John Cooke, Assistant Dean for
Campus Engagement
86
VI. Questions?
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• What about SOSE Information ???
• Important
• The SOSE Grant will be made available for
  2008-2009.
• This Grant will cover most facilities expenses up
  to 250 per event.
• The Event Services Office will automatically
  deduct these expenses from your Confirmation
  Sheet