Student Organization Leadership Orientation

1
Student Organization Leadership Orientation

• Office of Student Life Cultural Centers
• Cal Poly Pomona
• 2009 - 2010

2
Overview

• Leadership Tips
• Office of Student Life Cultural Centers
• The Registration Process
• Club Bylaws
• Student Accounts
• Campus Policies
• Scheduling Events
• Marketing
• Fundraising
• Working with Your Advisor

3
Leadership Tips

• Take your position seriously
• Dividing the work is good leadership
• Prepares others to lead
• Youll get more done
• It requires communication
• Dont let the outgoing leaders off the hook get
  their contact information
• Begin meeting with your board asap

4
Resources Services

• The Office of Student Life Cultural Centers
• (Building 26, room 124)
• Mailboxes (we are not responsible for lost or
  stolen mail)
• Archives club bylaws, officer history
• Universal Signer Marla Franco, Dora Lee, or
  Sunny Lee
• Vendor Program contact Britt Sumida for more
  info x3640
• Student Development Leadership Institute (SDLI)
• Leadership Library (e.g. Icebreakers)
• Non-Profit Status Confirmation TIN Fax is
  required
• Club Resources Websites www.dsa.csupomona.edu/osl
  /clubresources.asp

5
The Registration Process (Chartering)

• Deadline to Register October 16 (Fall, wk3)
• dsa.csupomona.edu/osl/rechartering.asp
• Annual process Every Summer/Fall
• On-line process on campus only
• Update the number of members, website
  information, password

6
Club Bylaws

• Rules that govern your organization, available in
  the Office of Student Life (26-124)
• Public Information should be provided to any
  member that requests them.
• Print from Online Reg. Form
• clubs.dsa.csupomona.edu/PasswordClubEdit.asp
• Copy and Paste into an email in plain text format
• What OSL has on file (hard copy) is official,
  updated hard copy must be submitted to OSL to
  take effect.
• New Bylaws Section Removal of Officers (A5, S4)
• This field will be required for 2010-2011 reg.

7
Executive Order 1006

• dsa.csupomona.edu/osl/files/EO-1006_2510.pdf
• Minimum Requirements for Club Recognition
• Minimum of 5 CSU students, enrolled in at least 1
  class
• Executive Board must earn 9 units per quarter
  while holding office (4 units for graduate
  students)
• Executive Board must maintain a minimum 2.0
  Overall GPA and good academic standing while in
  office (effective in fall)
• Maximum of 20 of members can be non-CSU students

8
Executive Order 1006

• dsa.csupomona.edu/osl/files/EO-1006_2510.pdf
• Advisor Eligibility Requirements
• One university advisor is required full or
  part-time faculty or professional staff
  (non-auxiliary)
• The Primary Advisor may not be on leave during
  any part of the year (a club may have 2 advisors)
• Must be at least 21 years old
• Must be approved by the supervisor / Dept. Chair

9
Student Accounts

• Student Organizations may only have on-campus
  accounts (Executive Orders 648 and 731)
• ASI Business Services Eliane Townsend
• [phone]/ eetownsend_at_csupomona.edu
• ASI Account money allocated by ASI
• Agency (Club) Account money raised by the club
• http//www.asi.csupomona.edu/business.php
• Signature Form
• Budget Request Form
• Disbursement Request (DR) Forms

10
Executive Order 1041

• dsa.csupomona.edu/osl/advisors.asp
• All Travel Reimbursements
• All student-travelers must
• Show proof of personal medical insurance
• Sign the Activity Release Form
  http//dsa.csupomona.edu/osl/files/Activity_Releas
  e_Form_5849.pdf
• Authorization to Travel Form
• Purchase International Travel Insurance (for
  international travel)
• - Available for 20/person
  (dsa.csupomona.edu/osl/clubresources.asp)
• Must be submitted 3 weeks before travel takes
  place
• Advisors should hold these records for 2 years

11
Alcohol Other Drugs Policy

• dsa.csupomona.edu/osl/advisors.asp
• Drug-Free Schools and Communities Act Amendments
  of 1989 It is unlawful to manufacture,
  distribute, dispense, possess, use or sell
  illicit drugs or alcohol on University premises,
  at university events, or on University business,
  both on campus and off.
• When traveling for your organization, you are
  officially on business from departure till
  return.
• If an off-campus event is sponsored by the
  organization, it is university business, this
  policy will apply to the organizations
  representatives.

12
Alcohol Other Drugs Policy

• Foundations Dining Services, Kellogg West, and
  Kellogg Ranch can serve Alcohol under specific
  circumstances
• Being under the influence in a public place is a
  misdemeanor in California
• Alcohol Abuse Referrals Counseling and
  Psychological Services, [phone]

13
Student Code of Conductwww.dsa.csupomona.edu/osl/
advisors.asp

• Hazing any method of initiation into a student
  organization, which is likely to cause physical
  harm, personal degradation or disgrace resulting
  in physical or mental harm.
• Consent of a victim is not a defense
• Apathy in the presence of hazing is a violation
  of this code.

14
Scheduling Facilities Through OSL

• Online Scheduling System
• http//www.dsa.csupomona.edu/osl/eventsched.asp
• Requires officer advisor signature
• Minimum of 5 -7 business days for processing
• Print 2 copies of Indoor Outdoor Event Form
• Britt Sumida [phone]
• Classrooms for club meetings
• CLA Paseo
• Rose Garden
• Painting the CPP
• University Plaza
• University Park

You can schedule 1 quarter in advance!
15
Posting Chalking Policy

• http//www.csupomona.edu/policies/presidential_or
  ders/presidential_order_Posting20and20Chalking2
  0Policy20Updated20200720Final.pdf
• Come to our office to get your posters/flyers
  stamped! Bring 2 copies!
• Housing has their own posting policy!
• You may take down expired posters
• Your club and organization is responsible for
  knowing the posting and chalking policies!

16
Scheduling Facilities

• Facilities not reserved through OSLCC
• Bronco Student Center
• Athletics (gyms and fields)
• Kellogg West
• The Restaurant at Kellogg Ranch
• The Historic Kellogg House Pomona
• University Recital Hall
• University Theater
• Event Planning Contact List
• http//www.dsa.csupomona.edu/osl/files/Event_Plann
  ing_Contact_List_2009_5848.doc

17
Food at Events

• Environmental Health Safety approval is
  required for all food on campus, unless it
  handled by an on-campus caterer.
• Procedures for Food Events Form
  http//www.csupomona.edu/ehs/ftp/FoodForms.doc
• Environmental Health Safety Diane Medley,
  x4697
• Located on Citrus Lane, on the North-East most
  part of campus (Building 81A)
• Certified Food Handler must be present if food is
  being served at official student organization
  events, unless it is being catered, or it is
  pre-packaged food.
• EHS will recognize a Los Angeles, Riverside or
  San Bernardino County Food Handlers License
• Food Fundraisers Certified food hander must be
  present, cleaning your grill in public bathrooms
  is not allowed by Facilities, use gloves and
  hairnets when serving.

18
Risk Management

• Reserving space for risky events on campus
• (i.e. anything physical, groups over 500)
• If the event description on the reservation form
  is a risky event, you will be notified and
  referred to Risk Management
• May require insurance additional fees
• Use the Activity Release Form dsa.csupomona.edu/o
  sl/files/Activity_Release_Form_5849.pdf
• ASI Business Services may not reimburse costs for
  risky events
• Off campus events are not registered w/ OSL
• Club advisor(s) and officers assume risk
• ASI Business Services may not reimburse costs for
  risky events
• Travel Activity Release Form Drivers Ins.
• dsa.csupomona.edu/osl/files/FieldTripLiabilityForm
  _2907.pdf
• Risk Management Valerie Eberle x3725
• http//www.csupomona.edu/rms/

19
Marketing

• Social Media Marketing
• Websites Email Helpdesk (1-100)
• helpdesk_at_csupomona.edu
• ASI Marketing Assistance (BSC-2325)
• ASI BEAT Co-sponsorships
• http//www.asi.csupomona.edu/beat/beat-operations
  .php
• ASI GAS Graphic Designing PR support
• http//www.gascreativegroup.com/about.html
• Campus Recreation Sporting events
• http//www.asi.csupomona.edu/campusrec/recsports.
  php
• Handbills dont require stamps
• Table Tents may require stamps
• Club Contacts List dsa.csupomona.edu/osl/Club_Sea
  rch.asp

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Fundraising

• Donations Sponsorships
• Businesses, Non-profits, National Organizations
• Alumni and other individuals
• Campus Departments
• When you receive a donation contact
• Nikki Khurana, Direct of Development , 98-T6-19
• [phone]nkhurana_at_csupomona.edu
• She will make sure your donor receives
  recognition, which the donor may desire for tax
  filing purposes
• We cannot give the TIN to students, well give it
  directly to the donor when you fill out the form
• http//www.dsa.csupomona.edu/osl/files/TIN_Fax_cov
  er_sheet_5730.doc

21
Fundraising

• Dues Bylaws, Article X
• Fundraisers food sales, vender program, TV
  tapings, car wash, candy sales, restaurant night
  etc.
• Administrative Fund VP for Student Affairs
  Office
• Outreach Programs Student Development
  Activities
• http//www.dsa.csupomona.edu/vicepresident/adminf
  und/
• Presidents Travel Fund Laura Kuntz (909)
  869-2944 lfkuntz_at_csupomona.edu
• Deans Travel Fund Academic-related travel
  http//www.academic.csupomona.edu/academic/leaders
  hip.aspx

22
The Role of an Advisor

• Attend as many of the groups meetings and
  functions as possible
• Assist with interpreting policies procedures
• Communicate with student leaders
• Should be included in all communications
• Provide contact information of all officers
• Provide minutes of all meetings
• Provide updates for all events
• Serve as authorized signer

23
The Role of an Advisor

• Ensure that students meet all officer eligibility
  requirements (GPA unit load)
• Provide advice and guidance
• Getting things started in the fall quarter
• Leadership style feedback
• Time management
• Interpersonal conflict mediation
• Assist with the annual registration process

24
Questions?
Jenny Guerra Student Involvement
Intern jenny3g_at_gmail.com / [phone]