Student Organization Student Organization Leadership OrientationLeadership Orientation

Office of Student Life & Cultural Office of Student Life & Cultural CentersCenters

Cal Poly PomonaCal Poly Pomona2010-2112010-211 11

OverviewOverview Leadership TipsLeadership Tips

Office of Student Life & Cultural CentersOffice of Student Life & Cultural Centers

The Registration ProcessThe Registration Process

Club BylawsClub Bylaws

Student AccountsStudent Accounts

Campus PoliciesCampus Policies

Scheduling EventsScheduling Events

MarketingMarketing

FundraisingFundraising

Working with Your AdvisorWorking with Your Advisor 22

Leadership TipsLeadership Tips

Take your position seriouslyTake your position seriously

Dividing the work is good leadershipDividing the work is good leadership- Prepares others to leadPrepares others to lead- You’ll get more doneYou’ll get more done- It requires communicationIt requires communication

Don’t let the outgoing leaders off the Don’t let the outgoing leaders off the hook – get their contact informationhook – get their contact information

Begin meeting with your board ASAPBegin meeting with your board ASAP33

Resources & ServicesResources & ServicesThe Office of Student Life & Cultural CentersThe Office of Student Life & Cultural Centers(Building 26, room 124)

Mailboxes (we are not responsible for lost or stolen mail)Mailboxes (we are not responsible for lost or stolen mail)

Archives – club bylaws, & officer historyArchives – club bylaws, & officer history

Universal Signer – Jenni Adams, Dora Lee, or Byron Universal Signer – Jenni Adams, Dora Lee, or Byron HowlettHowlett

Vendor Program –contact Cicero Delfin for more info Vendor Program –contact Cicero Delfin for more info x3640 x3640

Student Development & Leadership Institute (SDLI)Student Development & Leadership Institute (SDLI)

Leadership Library (e.g. Icebreakers)Leadership Library (e.g. Icebreakers)

Non-Profit Status Confirmation & TIN – Fax # is requiredNon-Profit Status Confirmation & TIN – Fax # is required

Club Resources Websites: Club Resources Websites: www.dsa.csupomona.edu/osl/clubresources.asp

44

The Registration Process The Registration Process (Chartering)(Chartering)

Deadline to Register: Fri, October 15, 2010Deadline to Register: Fri, October 15, 2010

dsa.csupomona.edu/osl/rechartering.asp

Greek Organizations: Fri, September 24, 2010Greek Organizations: Fri, September 24, 2010

http://dsa.csupomona.edu/osl/greeklife/Greek_Registration_Intro.asp

Annual process – Every Summer/FallAnnual process – Every Summer/Fall

On-line process: on campus onlyOn-line process: on campus only

Update the number of members, website Update the number of members, website information, & passwordinformation, & password

55

Club BylawsClub Bylaws Rules that govern your organization, available Rules that govern your organization, available

in the Office of Student Life (26-124)in the Office of Student Life (26-124)

Public Information – should be provided to any Public Information – should be provided to any member that requests them.member that requests them.

Print from Online Reg. FormPrint from Online Reg. Form clubs.dsa.csupomona.edu/PasswordClubEdit.asp Copy and Paste into an email in plain text formatCopy and Paste into an email in plain text format

What OSL has on file (hard copy) is official, What OSL has on file (hard copy) is official, updated hard copy must be submitted to OSL updated hard copy must be submitted to OSL to take effect.to take effect.

New By-laws Section: New By-laws Section: Removal of Officers (A5, Removal of Officers (A5, S4)S4) This field its required for 2010-2011 This field its required for 2010-2011 registration.registration.

66

Executive Order 1006Executive Order 1006dsa.csupomona.edu/osl/files/EO-1006_2510.pdf

Minimum Requirements for Club RecognitionMinimum Requirements for Club Recognition:: Minimum of 5 CSU students, enrolled in at least 1 classMinimum of 5 CSU students, enrolled in at least 1 class

Executive Board must earn 9 units per quarter while holding Executive Board must earn 9 units per quarter while holding office (4 units for graduate students)office (4 units for graduate students)

Executive Board must maintain a minimum 2.0 Overall GPA Executive Board must maintain a minimum 2.0 Overall GPA and good academic standing while in office (effective in fall)and good academic standing while in office (effective in fall)

Maximum of 20% of members can be non-CSU studentsMaximum of 20% of members can be non-CSU students

77

Executive Order 1006Executive Order 1006dsa.csupomona.edu/osl/files/EO-1006_2510.pdf

Advisor Eligibility RequirementsAdvisor Eligibility Requirements:: One university advisor is required: full or part-time faculty or One university advisor is required: full or part-time faculty or

professional staff (non-auxiliary)professional staff (non-auxiliary)

The Primary Advisor may not be on leave during any part of The Primary Advisor may not be on leave during any part of the year (a club may have 2 advisors)the year (a club may have 2 advisors)

Must be at least 21 years oldMust be at least 21 years old

Must be approved by the supervisor / Dept. ChairMust be approved by the supervisor / Dept. Chair

88

Student AccountsStudent Accounts Student Organizations may only have on-Student Organizations may only have on-

campus accounts (campus accounts (Executive Orders 648 and 731)Executive Orders 648 and 731)

ASI Business Services: ASI Business Services: Eliane Townsend (909)869-2843//

eetownsend@csupomona.edu

ASI Account – money allocated by ASIASI Account – money allocated by ASI

Agency (Club) Account – money raised by the clubAgency (Club) Account – money raised by the club

http://www.asi.csupomona.edu/business.php Signature FormSignature Form Budget Request FormBudget Request Form Disbursement Request (DR) FormsDisbursement Request (DR) Forms

99

Executive Order 1041Executive Order 1041dsa.csupomona.edu/osl/advisors.asp

All Travel ReimbursementsAll Travel Reimbursements

All student-travelers must:All student-travelers must: Sign the Sign the Activity Release Form: Activity Release Form:

http://dsa.csupomona.edu/osl/files/Activity_Release_Form_5849.pdfhttp://dsa.csupomona.edu/osl/files/Activity_Release_Form_5849.pdf

Authorization to Travel FormAuthorization to Travel Form Purchase International Travel Insurance (for Purchase International Travel Insurance (for

international travel)international travel) - Available for $20/person (

dsa.csupomona.edu/osl/clubresources.asp)

Must be submitted 3 weeks before travel takes Must be submitted 3 weeks before travel takes placeplace

Advisors should hold these records for 2 yearsAdvisors should hold these records for 2 years1010

Alcohol & Other Drugs Alcohol & Other Drugs PolicyPolicy dsa.csupomona.edu/osl/advisors.asp

Drug-Free Schools and Communities Act Drug-Free Schools and Communities Act Amendments of 1989 – It is unlawful to manufacture, Amendments of 1989 – It is unlawful to manufacture, distribute, dispense, possess, use or sell illicit drugs or distribute, dispense, possess, use or sell illicit drugs or alcohol on University premises, at university events, or alcohol on University premises, at university events, or on University business, both on campus and off.on University business, both on campus and off.

When traveling for your organization, you are officially When traveling for your organization, you are officially on business from departure till return.on business from departure till return.

If an off-campus event is sponsored by the If an off-campus event is sponsored by the organization, it is university business, this policy will organization, it is university business, this policy will apply to the organization’s representatives.apply to the organization’s representatives.

1111

Alcohol & Other Drugs Alcohol & Other Drugs PolicyPolicy Foundations Dining Services, Kellogg Foundations Dining Services, Kellogg

West, and Kellogg Ranch can serve West, and Kellogg Ranch can serve Alcohol under specific circumstancesAlcohol under specific circumstances

Being under the influence in a public Being under the influence in a public place is a misdemeanor in Californiaplace is a misdemeanor in California

Alcohol Abuse Referrals: Counseling and Alcohol Abuse Referrals: Counseling and Psychological Services, (909)869-3220Psychological Services, (909)869-3220

1212

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

Hazing: any method of initiation into a Hazing: any method of initiation into a student organization, which is likely to cause student organization, which is likely to cause physical harm, personal degradation or physical harm, personal degradation or disgrace resulting in physical or mental harm.disgrace resulting in physical or mental harm.

Consent of a victim is not a defenseConsent of a victim is not a defense

Apathy in the presence of hazing is a Apathy in the presence of hazing is a violation of this code. violation of this code.

1313

Scheduling Facilities Scheduling Facilities Through OSLThrough OSL

Online Scheduling System:Online Scheduling System:http://www.dsa.csupomona.edu/osl/eventsched.asp

Requires officer & advisor signatureRequires officer & advisor signature Minimum of 5 -7 business days for processingMinimum of 5 -7 business days for processing Print 2 copies of Indoor & Outdoor Event FormPrint 2 copies of Indoor & Outdoor Event Form Student Involvement Program CoordinatorStudent Involvement Program Coordinator

(909)869-3640(909)869-3640

Classrooms for club meetingsClassrooms for club meetings CLA PaseoCLA Paseo Rose GardenRose Garden Painting the CPPPainting the CPP University PlazaUniversity Plaza University ParkUniversity Park Cultural PatioCultural Patio

You can

schedule 1

quarter in

advance!1414

Posting & Chalking PolicyPosting & Chalking Policy http://www.csupomona.edu/~policies/presidential_order

s/presidential_order_Posting%20and%20Chalking%20Policy%20Updated%202007%20Final.pdf

Come to our office to get your Come to our office to get your posters/flyers stamped! posters/flyers stamped! Bring 2 copies!Bring 2 copies!

Housing has their own posting policy!Housing has their own posting policy!

You may take down expired postersYou may take down expired posters

Your club and organization is responsible Your club and organization is responsible for knowing the posting and chalking for knowing the posting and chalking policies!policies!

1515

Scheduling FacilitiesScheduling FacilitiesFacilities not reserved through OSLCC:Facilities not reserved through OSLCC:

Bronco Student Center Bronco Student Center Athletics (gyms and fields) Athletics (gyms and fields) Kellogg WestKellogg West The Restaurant at Kellogg RanchThe Restaurant at Kellogg Ranch The Historic Kellogg House PomonaThe Historic Kellogg House Pomona University Recital HallUniversity Recital Hall University TheaterUniversity Theater

Event Planning Contact List:Event Planning Contact List:http://www.dsa.csupomona.edu/osl/files/Event_Planning_Contact_List_2009_5848.doc

1616

Food at EventsFood at Events Environmental Health & Safety approval is required Environmental Health & Safety approval is required

for all food on campus, unless it handled by an on-for all food on campus, unless it handled by an on-campus caterer.campus caterer.

Procedures for Food Events Form: Procedures for Food Events Form: http://www.csupomona.edu/~ehs/ftp/FoodForms.doc

Environmental Health & Safety – 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 Certified Food Handler must be present if food is being served at official student organization events, being served at official student organization events, unless it is being catered, or it is pre-packaged food.unless it is being catered, or it is pre-packaged food.

EH&S will recognize a Food Handlers License:EH&S will recognize a Food Handlers License: Los Angeles, Riverside or San Bernardino CountyLos Angeles, Riverside or San Bernardino County

Food Fundraisers – Certified food handler must be Food Fundraisers – Certified food handler must be present, cleaning your grill in public bathrooms is present, cleaning your grill in public bathrooms is not allowed by Facilities, use gloves and hairnets not allowed by Facilities, use gloves and hairnets when serving.when serving.

1717

Risk ManagementRisk Management Reserving space for Reserving space for risky risky events on events on

campuscampus(i.e. anything physical, groups over 500)(i.e. anything physical, groups over 500) If the event description on the reservation form is a If the event description on the reservation form is a riskyrisky event, event,

you will be notified and referred to Risk Managementyou will be notified and referred to Risk Management May require insurance & additional feesMay require insurance & additional fees Use the Activity Release Form: Use the Activity Release Form:

dsa.csupomona.edu/osl/files/Activity_Release_Form_5849.pdf ASI Business Services may not reimburse costs for risky eventsASI Business Services may not reimburse costs for risky events

Off campus events are not registered w/ Off campus events are not registered w/ OSLOSL Club advisor(s) and officers assume riskClub advisor(s) and officers assume risk ASI Business Services may not reimburse costs for risky eventsASI Business Services may not reimburse costs for risky events

Travel: Activity Release Form & Driver’s Travel: Activity Release Form & Driver’s Ins.Ins. dsa.csupomona.edu/osl/files/FieldTripLiabilityForm_2907.pdf

Risk Management: Risk Management: Valerie Eberle x3725http://www.csupomona.edu/~rms/ 1818

MarketingMarketing Social Media MarketingSocial Media Marketing Websites & Email – Helpdesk (1-100)Websites & Email – Helpdesk (1-100)

helpdesk@csupomona.edu

ASI Marketing Assistance – (BSC-2325)ASI Marketing Assistance – (BSC-2325) ASI BEAT – Co-sponsorshipsASI BEAT – Co-sponsorships

http://www.asi.csupomona.edu/beat/beat-operations.php http://www.asi.csupomona.edu/beat/beat-operations.php

ASI GAS – Graphic Designing & PR supportASI GAS – Graphic Designing & PR supporthttp://www.gascreativegroup.com/about.html http://www.gascreativegroup.com/about.html

Campus Recreation – Sporting eventsCampus Recreation – Sporting eventshttp://www.asi.csupomona.edu/campusrec/recsports.php http://www.asi.csupomona.edu/campusrec/recsports.php

Handbills – don’t require stampsHandbills – don’t require stamps Table Tents – may require stampsTable Tents – may require stamps Club Contacts List: Club Contacts List: dsa.csupomona.edu/osl/Club_Search.asp dsa.csupomona.edu/osl/Club_Search.asp 1919

FundraisingFundraising Donations & SponsorshipsDonations & Sponsorships

Businesses, Non-profits,& National Businesses, Non-profits,& National Organizations Organizations

Alumni and other individualsAlumni and other individuals Campus DepartmentsCampus Departments

When you receive a donation contact When you receive a donation contact Marla FrancoMarla Franco, , Special Assistant, 98-T6-19Special Assistant, 98-T6-19(909) 869-2922(909) 869-2922mfranco@csupomona.edu mfranco@csupomona.edu

She will make sure your donor receives recognition, She will make sure your donor receives recognition, which the donor may desire for tax filing purposeswhich the donor may desire for tax filing purposes

We cannot give the TIN to students, we’ll We cannot give the TIN to students, we’ll give it directly to the donor when you fill give it directly to the donor when you fill out the form:out the form: 2020

FundraisingFundraising

Dues – Bylaws, Article XDues – Bylaws, Article X

Fundraisers – food sales, vendor program, TV Fundraisers – food sales, vendor program, TV tapings, car wash, candy sales, restaurant tapings, car wash, candy sales, restaurant night… etc.night… etc.

Administrative Fund: Administrative Fund: VP for Student Affairs OfficeOutreach Programs & Student Development Outreach Programs & Student Development

ActivitiesActivitieshttp://www.dsa.csupomona.edu/vicepresident/adminfund/ http://www.dsa.csupomona.edu/vicepresident/adminfund/

President’s Travel Fund: President’s Travel Fund: Laura Kuntz (909) 869-2944 lfkuntz@csupomona.edu lfkuntz@csupomona.edu

Dean’s Travel Fund: Dean’s Travel Fund: Academic-related travel http://www.academic.csupomona.edu/academic/leadership.aspx http://www.academic.csupomona.edu/academic/leadership.aspx 2121

The Role of an AdvisorThe Role of an Advisor Attend as many of the group’s meetings and Attend as many of the group’s meetings and

functions as possiblefunctions as possible

Assist with interpreting policies & proceduresAssist with interpreting policies & procedures

Communicate with student leaders:Communicate with student leaders:

Should be included in all communicationsShould be included in all communications

Provide contact information of all officersProvide contact information of all officers

Provide minutes of all meetingsProvide minutes of all meetings

Provide updates for all eventsProvide updates for all events

Serve as authorized signer Serve as authorized signer 2222

The Role of an AdvisorThe Role of an Advisor Ensure that students meet all officer eligibility Ensure that students meet all officer eligibility

requirements (GPA & unit load)requirements (GPA & unit load)

Provide advice and guidance:Provide advice and guidance: Getting things started in the fall quarterGetting things started in the fall quarter Leadership style feedbackLeadership style feedback Time managementTime management Interpersonal conflict mediationInterpersonal conflict mediation

Assist with the annual registration processAssist with the annual registration process

2323

Questions? Questions?

Jenny GuerraJenny Guerra

Student Involvement AdvisorStudent Involvement Advisor

jguerra@csupomona.com / (909)869-jguerra@csupomona.com / (909)869-44924492

2424