olli policies as of 5-29-2018 finalolli.fullerton.edu/_resources/pdfs/ollipolicies.pdfinterviews in...

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OLLIPoliciesOsherLifelongLearningInstitute,CaliforniaStateUniversity,Fullerton,CA92834

Completerevision:September13,2007

Amendedthrough:September13,2012

Amendedthrough:June12,2014

Amendedthrough:April14,2016

Amendedthrough:October13,2016

AmendedthroughApril13,2017

AmendedthroughMay10,2018

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TABLEOFCONTENTS

1 PRESIDENT 91.1 MASTERPOLICY 91.1.1 General 91.1.2 Policies 91.1.3 Procedures 91.1.4 Traceability 10

1.2 NOMINATION&ELECTIONPOLICY 111.2.1 General 111.2.2 NominationandElectionCommittee 111.2.3 TheNominationProcess 111.2.4 NominationsbyPetition 131.2.5 TheElectionProcess 14

1.3 LEGALPROTECTIONPOLICY 151.3.1 General 151.3.2 SafeEnvironmentRequirements 151.3.3 ReportingRequirements 161.3.4 ImplementationoftheLegalProtectionPolicy 17

1.4 BOARDPARLIAMENTARIANPOLICY 181.4.1 General 181.4.2 SpecificResponsibilitiesInclude: 18

2 VICEPRESIDENTADMINISTRATION 202.1 ADMINISTRATIONPOLICY 202.1.1 General 202.1.2 OfficeAdministration 202.1.3 AdministrativeResponsibilities 202.1.4 PoliciesandProcedures 21

2.2 RECORDRETENTIONPOLICY 222.2.1 General 222.2.2 RetentionCategories 222.2.3 Historian 22

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2.2.4 Administration 232.2.5 RecordstoBeRetained 23

2.3 FORMSPOLICY 242.3.1 General 242.3.2 StandardFormsProcedure 242.3.3 NewForms 24

2.4 OFFICESERVICESPOLICY 262.4.1 General 262.4.2 ServicesProvided 262.4.3 CopyrightRestrictions 272.4.4 Implementation 27

2.5 PARKINGPOLICY 282.6 ETHICALENVIRONMENTPOLICY 292.6.1 General 292.6.2 UnacceptableBehavior 292.6.3 LeadershipGuidelines 302.6.4 ImplementationoftheEthicalEnvironmentPolicy 30

3 VICEPRESIDENTPROGRAMS 313.1 PROGRAMPOLICY 313.1.1 General 313.1.2 CurriculumCommittee 313.1.3 ProgramPlanning 313.1.4 Coordinators 323.1.5 Evaluation 323.1.6 RetirementBootCamp 33

3.2 COMPUTEREDUCATION 343.2.1 General 343.2.2 ComputerEducationCommittee(CEC) 343.2.3 CourseImplementation 343.2.4 FinancialControl 353.2.5 Procedures 36

3.3 TRAVELPOLICY 373.3.1General 37

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3.3.2 Trips 373.3.3 OLLIBusinessTravel 37

4 VICEPRESIDENTCOMMUNICATIONS 394.1 COMMUNICATIONPOLICY 394.1.1 General 394.1.2 ChroniCLE 394.1.3 BlueBook 404.1.4 OtherCommunications 404.1.5 OLLIWebsiteCommittee 40

4.2 EXTERNALEVENTSPOLICY 424.2.1 General 42

5 VICEPRESIDENTMEMBERSHIPSERVICES 435.1 MEMBERSHIPPOLICY 435.1.1 General 435.1.2 MembershipCategories 435.1.3 MembershipServicesResponsibilities 445.1.4 FriendshipCommittee 45

5.2 SCHOLARSHIPPOLICY 465.2.1 General 465.2.2 ExtentofScholarshipCoverage 465.2.3 CandidateSelectionProcess 465.2.4 Funding 475.2.5 Procedures 47

6 VICEPRESIDENTEXTERNALRELATIONS 486.1 EXTERNALRELATIONSPOLICY 486.1.1 General 486.1.2 CommunityOutreachProgram 486.1.3 UniversityLiaison 496.1.4 OtherLearningInRetirementOrganizations 496.1.5 CSUFGerontologyProgram 496.1.6 OLLI-CSUFCollaboration 49

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6.2 RESEARCHPOLICY 516.2.1 General 516.2.2 Guidelines 51

7 VICEPRESIDENTFACILITIES 527.1 PROPERTYMANAGEMENTPOLICY 527.1.1 General 527.1.2 Planning 527.1.3 Accountability 527.1.4 Acquisition 537.1.5 Disposal 537.1.6 LostorStolenProperty 53

7.2 FACILITYOPERATIONSPOLICY 547.2.1 General 547.2.2 Kitchen 547.2.3 Housekeeping 54

7.3 SafetyPolicy 567.3.1 General 567.3.2 Inspections 567.3.3 Emergencies 567.3.4 Reporting 56

8 VICEPRESIDENTHOSPITALITY 588.1 SPECIALEVENTSPOLICY 588.1.1 General 588.1.2 Events 588.1.3 Themes 588.1.4 Funding 59

9 TREASURER 609.1 FINANCEPOLICY 609.1.1 General 609.1.2 FinancialAdvisoryCommittee 609.1.3 AnnualBudget 609.1.4 CapitalBudget 61

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9.1.5 Income 619.1.6 Expenditures 629.1.7 Accounting 629.1.8 Reports 63

9.2 FUNDRAISINGPOLICY 649.2.1 General 649.2.2 OLLIFunds 649.2.3 OtherFunds 659.2.4 Development/PhilanthropyCommittee 659.2.5 FundraisingGuidelines 66

10 VICEPRESIDENTTECHNOLOGY 6710.1 TECHNOLOGYPOLICY 6710.1.1 General 67

11 Secretary 6811.1 MEETINGMINUTES 6811.1.1 MeetingMinutes 68

11.2 ELECTIONS 6811.2.1 Elections 68

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ListofAmendmentsDATE AMENDMENTSeptember13,2007 Completerevision.April10,2008 Deletedparagraph3.2.1.3,SeniorNet.June12,2008 Addedparagraph4.1.7,OLLIWebSiteCommittee.February12,2009 Addedparagraphs1.2.3.9and1.2.3.10,addedprovisionsfor

mid-termnominations.Updatedparagraph9.1.8.4,auditingprocedure.

March12,2009 Deleted“SeniorNetCoordinator”fromparagraph3.2.2.3.July14,2011 AddedTechnologyPolicy10.1.November10,2011 Addedparagraphs6.1.2.8and6.1.2.9,CommunityOutreach

Program.September13,2012 Addedparagraph4.3.1ComputerEducation,FinancialControl.August8,2013 3.3TravelPolicy-Referencetoextendedtripswasremoved

fromthepolicy.September12,2013 1.3.2.5LegalProtectionPolicy–thismodificationresolvesan

unintendedambiguitybetweenoffcampusunapprovednon-OLLIgatheringsandHospitalityCommitteeOLLIevents.4.2ExternalEventsPolicyreplacedtheformerCommunityEventsPolicy.TheExternalEventsPolicyregulates“externalevents”thatmaybeofinteresttomembersofOLLI,butarenotsanctionedorsupportedbyOLLIorCSUF.

November14,2013 3.1.1.2ProgramPolicy-The$500caponprogramexpenseswaschanged.4.1.4.2CommunicationPolicy-mailedcommunications.9.1FinancePolicy–Thisisabrandnewpolicythatestablishesamulti-yearcapitalbudget,changestheexpenditurecontrolpolicy,deletesthepettycashpolicythatisnolongerused,andincludesminorchangesthatreflectscurrentpractices.

January9,2014 2.4.1.3EthicalEnvironmentPolicy-onlychangeupdatedthenameofFoundationtoAuxiliaryServicesCorporation(ASC).3.2ComputerEducation–mostchangesupdatetheComputerEducationCommitteePoliciestoindicatehowtheyarecurrentlyoperatingandthatthemajorchangeisthatratherthanCECfundsbeingused,FacilityReplacementFundswillbeusedtopayforinstructionaltechnology,suchasvideoprojectors,inthecomputerlabsthatarealsoincorporatedinOLLIsmartclassrooms.3.3TravelPolicy–Removedreferencetoextendedtripsand‘field’trips.Allreferencetomembertravelisnow‘day’trips.6.1.ExternalRelationsPolicy–Added

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6.1.6OLLI-CSUFCollaborationpolicy.June12,2014 Added1.4BoardParliamentarianpolicy.December11,2014 8.1SpecialEvents–proposedchangesbecause unnecessary

oroverlyprescriptiveinthecaseofsubsection1.3regardingthehostingofoffcampusgroups.

February12,2015 1.2.3.5modificationregardingthetimingofcandidateinterviewsintheChronicle.Added3.1.6RetirementBootCamp.

June11,2015 3.3.1.1-1.7and2.1-2.3Travelpolicy–modifiedreferenceof‘day’tripstoonly‘trips’.Travelpolicyisnolongeronlyfordaytrips.

December10,2015 6.2.2.3ResearchPolicy–revisesthecurrentreviewprocessofthepolicytoexpeditetheimplementationoftheresearchproject.

October13,2016 1.2Nomination&ElectionPolicy–revisesprocesstomakethenominationprocessmoretransparent.MembersareinvitedtosubmitanapplicationforopenpositionsthatareconsideredbytheNominationandElectionCommittee.

April13,2017 Renumberedentiredocument.2.4.3LeadershipGuidelinessectionadded.

May10,2018 ConformspoliciestothependingrevisionsoftheBylaws.Movesareasofresponsibilitybetweenvicepresidents.AugmentstheNominationandElectionPolicyasapprovedfortheBylawsrevision.AddstheDevelopment/PhilanthropyCommitteeandrevisestheFundraisingPolicy.AddsaSecretarysection.

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1. President

1.1 MASTERPOLICY

1.1.1 General

A. OsherLifelongLearningInstituteatCaliforniaStateUniversityFullerton(CSUF),hereinafterreferredtoas“OLLI”,ischarteredbyCSUFandfunctionsundertheguidanceofUniversityExtendedEducation.ItisgovernedbyaConstitutionandBylawswhichareavailableintheOLLIoffice.

B. OLLIshallbegovernedbywrittenstatementsofpolicyandbywrittenproceduresdefiningstepsforcarryingoutthosepolicies.

C. Genericpoliciesmaybecreatedwhichapplyacrosstheboardandwhichdonotrequirespecificproceduresfortheirimplementation.

D. AllpoliciesandproceduresshallconformtoOLLI'sConstitutionandBylawsandnoneshallconflictwiththoseoftheUniversity.

E. Copiesofallpoliciesandproceduresshallbeavailableformemberperusalduringofficehoursandapplicabledocumentsshallbegiveneachnewactivitymanager.

1.1.2 Policies

A. Eachpolicyshallcoverasinglesubjectandstateitspurposeclearly.

B. Policiesmaybecreated,modifiedordeletedbysubmittingthemtotheBoardofTrusteesinwriting,atleastoneregularmeetingpriortothatmeetingatwhichavoteistaken.Approvalwillbebyamajorityvoteofthosepresent.

C. EachpolicyshallidentifyamemberoftheExecutiveCommitteeresponsibleforitsenforcement.

D. Policiesshallbenumberedintwopartsseparatedbyadot.ThefirstpartshallrefertothenumberoftheExecutiveCommitteememberresponsibleforitsimplementation(President=1,VPAdministration=2,VPPrograms=3,VPCommunication=4,VPMembershipServices=5,VPExternalRelations=6,VPFacilities=7,VPHospitality=8,Treasurer=9,VPTechnology=10).Thesecondpartshallbeassignedintheordercreatedstartingwith1.

1.1.3 Procedures

A. Proceduresshalldefinehowandbywhomactivitiesarecarriedout.

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B. Proceduresaretheresponsibilityoftheimplementer.Eachnewofficerand/orappointeeshallreviewhisorherpredecessor’sprocedure(s)anduseitasisor,inconsultationwiththesupervisingmemberoftheExecutiveCommitteeandthePoliciesandProceduresCommittee,alterittodescribehisorherwayofimplementingthecorrespondingpolicy.

C. ProceduresshallbeapprovedbyeachExecutiveCommitteerepresentativeresponsibleforimplementingpoliciescontrollingtheactivity.

D. Procedurenumberscopythepolicywhichtheyimplementfollowedbyadashandanupper-casealphabeticcharacterintheorderofcreation.

1.1.4 Traceability

A. Acompletehistoryshallbekeptofeachpolicyandproceduresodatesofandcausesforcreation,modificationand/ordeletioncanbeidentified.

ApprovedbyBoardofTrustees09-13-07

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1.2 NOMINATION&ELECTIONPOLICY

1.2.1 General

A. ItisthepolicyofOLLItonominateandelectthemostappropriateofficersandtrusteesinaccordancewithOLLI'sConstitutionandBylaws.

B. Withduedeferencetolong-timemembers,OLLIencouragesacontinuingreservoirofvitality.

C. ExperienceontheBoardisbestensuredbyconsideringnewandrecentlyretiredmembersaftertheyhavebecomeacquaintedwithOLLI.

D. ImplementingthispolicyistheresponsibilityofthePresident.

1.2.2 NominationandElectionCommittee

A. TheNominationandElectionCommitteeisastandingcommitteecreatedeachyearbetweentheOctoberandJanuaryBoardmeetingstomanagethefollowingspring’selection.

B. TheCommittee’screationandcompositionwillbeinaccordwithBL-6.2.

C. UponacceptancebytheBoardandnotificationbythePresident,theCommitteewillserveindependentlyandhavesoleresponsibilityforthenominationprocessandsupervisionoftheelection.

1.2.3 TheNominationProcess

A. TheNominationandElectionCommittee(“Committee”),withthesupportoftheBoardmembersbelow,shallsolicitcandidatesforBoardofTrusteespositionsassetforthinBL-9andbelow.

B. ByOctober1ofeachyear,incollaborationwiththeAdministrativeManagerandthePresident,theSecretaryshallpreparealistofpositionstobefilledfortheupcomingyearandprovidethislisttotheeditorsoftheChroniCLE,andtotheVicePresidentCommunicationssothattheopenpositionsarecommunicatedtothemembershipinatimelymanner.

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C. InordertoencourageOLLImemberstoparticipateasmembersoftheBoardofTrusteesandtoprovideadditionalcandidatesfornominationbytheCommittee,bynolaterthanOctober30ofeachyear,allregularmembersshallreceivefromtheOLLISecretary,alistofpositionstobefilledfortheupcomingyearandinformationforobtainingtheapplicationformfornomination.TheSecretaryshallsendtoallwhoinquireageneraldescriptionoftheprincipaljobduties,qualifications(BoardserviceinthecaseofthePresident)andrequirementsofthepositiontobefilledalongwithasimpleapplicationform.IftheCommitteeselectsamembernomineewhohasnotsubmittedanapplication,theCommitteeshallrequestthattheselectednomineecompletetheapplicationform.

D. MembersshallbeinvitedtosubmittheirpotentialinterestregardingoneormoreofthepositionselectronicallyorhardcopycorrespondencetotheSecretarybynolaterthanNovember15.

E. ToenlargetheOLLIleadershipgroup,theapplicationformshouldalsoprovideanopportunityfortheapplicanttoindicateageneralinteresttobeconsideredforotherOLLIvolunteerorleadershippositionsnotrelatedtothecurrentnomination,suchasstandingcommittees.

F. Totheextentfeasible,oneormoredesignatedmembersoftheCommitteeshallcontacteachapplicanttoanswerquestionsandtoevaluatetheapplicantwithrespecttotheposition(s)beingsought.

G. Allapplicantsshallbeinformedregardingthedecision-makingoftheCommitteeregardingthosewhowerechosenbynolaterthanFebruary28.ThemediausedforcommunicationstoapplicantsshallbeatthediscretionoftheCommittee.

H. Membersnotnominatedshouldbethankedfortheirinterestand,withtheirpermission,havetheirnameand/orapplicationforwardedtotheincomingOLLIPresidentforconsiderationforappointmenttootherleadershipopportunitiesorOLLIserviceinthefuture.

I. Toencouragememberstoapply,allinquiriesandapplicationsshallbeconfidential.

J. ForeachopenpositiontheCommitteeshallselectbymajorityvoteoneprimememberqualifiedtoholdthatposition.

K. Afteracandidateisselectedhe/sheshallbesonotifiedandaskedtoreadallpoliciesthatwillapplytothecandidate'soffice.

L. Acceptanceofthenominationbythecandidateimpliesanunderstandingofthesepoliciesandawillingnesstoimplementthem.Iftheproposedcandidateisnotinagreement,anothercandidateshallbesought.

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M. EachcandidateshallbeinterviewedtoprovideashortbiographyforinclusionintheChroniCLEeditionthatismailedorelectronicallydistributedtomembersatleast30daysinadvanceoftheannualAprilelection(ReferenceBylawBL-8.3).ByFebruary1thecommitteeshallpresenttothePresidentawrittenlistofcandidatescoveringallopenpositions.

N. InaccordancewithBL-10,anyalternatecandidatesshallbeidentifiedasmember-nominatedandaddedtothelistofcandidatesandtheirbiographywillbeincludedinaChroniCLEeditionorbyanelectronicannouncementatleast30daysbeforetheannualAprilelection,iftimepermits.

O. Whenanincumbentmemberwhoisinmid-termofofficeisnominatedbytheCommitteeforadifferentpositionontheBoardofTrustees,theNominationandElectionCommitteeshallrecommendareplacementtobeappointedbytheBoardatasubsequentBoardmeetingtofilltheposition’sunexpiredterm.(SincetheOLLIConstitutionrequireselectedtermstobefortwoyears,exceptforthePresident,thisapproachpreservesthestaggeredtermsofofficetopreserveBoardcontinuity,perConstitutionArticleX.)

P. IftheBoardofTrusteeshasnotfilledavacantpositionbyappointment,attheBoardofTrustees’direction,anominationmaybemadeforthispositionforthefollowingelection.

1.2.4 NominationsbyPetition

A. Inadditiontothesingleslateofnominees,nominationforanyelectiveofficemaybemadebypetitionsignedby10membersingoodstandingforamemberwhohadsubmittedanapplicationpursuantto1.2.3,butwasnotnominatedbytheNominationandElectionCommittee.

B. PetitionsmustbesubmittedtotheNominationandElectionCommitteewithintwoweeksafterallapplicantshavebeennotifiedoftheslateofnominees.

C. Petitionswillnotbeacceptedformemberswhodidnotsubmitanapplicationpursuantto1.2.3.

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1.2.5 TheElectionProcess

A. AllelectionsshallbesupervisedbytheNominationandElectionCommitteeinaccordancewithBL-9,BL-10,andBL-11.

B. AnyregularOLLImembermayvoteinpersonatthemeetingorbyabsenteeballot.

C. Proceduresshallbeestablishedforsecretballotingwhentherearenomineesbypetition,andfortheissuanceandcollectionofabsenteeballotsandtheircounting.

D. TheCommitteeshallactasvotetellers,andanynomineebypetitionmayappointavoteteller.

ApprovedbyBoardofDirectors09-13-07AmendedbyBoardofDirectors02-12-09

AmendedbyBoardofDirectors02-12-15

AmendedbyBoardofDirectors10-13-16

AmendedbyBoardofTrustees5-10-18

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1.3 LEGALPROTECTIONPOLICY

1.3.1 General

A. ItisOLLI'spolicytodealwithlegalimplicationsofliabilitybyfirstestablishinganenvironmentthatminimizesthelikelihoodthateventswithliabilityimplicationsoccur,andsecondbyrelatingtotheuniversityinsuchawaythatOLLImayrelyonUniversitylegalandfinancialsupportintheeventoflegalproceedingsand/orjudgments.

B. ItisimpliedintheabovethatOLLI'sactivitiesmustcomplywithUniversity,CSUFFoundationandCSUStatepolicy.

C. AllBoardmembersandothersassumingleadershiprolesshallsigntheVolunteerStartNoticeformmakingthemunpaidstateemployees.

D. ItistheresponsibilityoftheVicePresidentAdministrationtoensurethatthispolicyisimplementedandthatallmembersareawareofit.

E. OLLIpresentsprogramsofinterestforgeneralguidanceonly.Itdoesnotengageinrenderinglegal,medical,financialorotherprofessionaladviceandservices.Duetothechangingnatureoflaws,rulesandregulations,andbecausetheapplicationandimpactoflawscanvarywidelybasedonthespecificfactsinvolved,theremaybeomissionsorinaccuraciesininformationpresentedbyOLLI.Therefore,informationpresentedinanOLLIprogramshouldnotbeusedasasubstituteforconsultationwithaprofessionallegal,medical,financialorothercompetentadviser.Beforemakinganydecisionortakinganyaction,programparticipantsshouldconsultaprofessionallegal,medical,financialorothercompetentadviser.

F. Allinformationisprovided“asis,”withnoguaranteeofcompleteness,accuracy,timelinessoroftheresultsobtainedfromtheuseoftheinformation,andwithoutwarrantyofanykind,expressorimplied,including,butnotlimitedtowarrantiesofperformance,merchantabilityandfitnessforaparticularpurpose.NeitherOLLInoritsinformationproviderwillberesponsibletoanyprogramparticipantoranyoneelseforanydecisionmadeoractiontakeninrelianceontheinformationpresentedbyOLLI,orforanyconsequential,specialorsimilardamages,evenifadvisedofthepossibilityofsuchdamages.

1.3.2 SafeEnvironmentRequirements

A. Conditionsforanethicalenvironmentarecoveredinaseparatepolicy(2.6).

B. CopyrightprotectioniscontrolledbyOLLI'sofficeservicespolicy(2.4).

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C. WorkerscompensationforpaidstaffmembersshallbehandledperCSUFullertonAuxiliaryServicesCorporationpolicy.

D. OLLIshallobserveappropriateCSUFsafetyregulationsandassistintheconductofperiodicsafetyinspectionsoftheOLLIfacilities.

E. Off–campusactivitiesandeventsnotapprovedbythePresidentandCurriculumCommitteeareconsiderednon–OLLIgatherings.Off-campusHospitalityCommitteeeventsareconsideredOLLIevents.

F. NoOLLImembermayuseOLLIfacilitiestoseeksignaturesadvocatingapoliticalposition.SolicitationsshallconformtoCSUFrulesandregulations.

1.3.3 ReportingRequirements

A. AllmembersandofficeemployeeswhowitnessorareinvolvedinincidentswhichmightinvolveliabilityshallreportthemassoonaspossibletoanyofficerofOLLI.TheOLLIofficershallinformtheAdministrativeManagerintheOLLIofficeandcompleteappropriateformswhennecessary.InthecaseofseriousmatterstheofficeristocontactUniversityExtendedEducationofficeforadviceandguidance.[Seealso7.3SafetyPolicy]

B. Allmembersandofficeemployeesactinginanofficialcapacitywhoareinvolvedinincidentsthatareinlitigationorcouldleadtolitigationandarequeriedbymedia,press,attorneys,claimsinvestigatorsandthelikeshalldirectsuchinquiriestotheOLLIPresidentorinhisorherabsencetotheOLLIAdministrativeManagerforreferraltotheDeanofExtendedEducation.

C. Memberswillberequestedtosupplymedicalemergencyinformationincludingtheirname,addressandphonenumberandthename,addressandphonenumberoftwoindividualstobenotifiedincaseofemergency.Anymedicalinformationimportantforemergencytreatmentsuchasachronicconditionormedicationsmustalsobespecified.Thisformshallbeupdatedyearlyduringregistrationandkeptonfile.WhileawayfromOLLI,leadersofextendedtours,fieldtripsandotheroffcampusactivitiesshallhavesuchmedicalemergencyinformationavailabletothem.

D. TheBoardmayidentifyspecificOLLIactivitiesinvolvingpubliccarriers,physicallystrenuousactivitiesorpotentiallyhazardoussituations(suchastravel,tennis,bicyclingetc.)exposingOLLItopotentiallegalliability.AllmembersofOLLIwhoparticipateinsucheventsshallhavesignedacurrentcopyoftheCSUF-approved,FieldTripReleaseWaiverandHoldHarmlessformavailableintheOLLIoffice.Coordinatorsoftheseactivitieswillensurethatproperlysignedreleaseformsexistbeforeallowingamembertoparticipate.

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1.3.4 ImplementationoftheLegalProtectionPolicy

A. TheVicePresidentAdministrationshallcreateaprocedureforpublicizingthispolicy.Tobeconsideredarenoticesonthebulletinboard,announcementsintheChroniCLEandBlueBook,announcementsatmeetingsandothertechniquestoensurethatallmembersunderstandtheirprotectionsandresponsibilities.Everyoneleadingactivitiescoveredby3.4aboveshallreceiveacopyofthispolicyandresultingprocedures.

B. TheVicePresidentAdministrationshallensurethatallformsrequiredtoimplementthispolicyandrelatedproceduresareamongthosedefinedintheFormspolicy(2.6)anditsimplementingprocedures.



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1.4 BOARDPARLIAMENTARIANPOLICY

1.4.1 General

A. TheParliamentarianisapositionappointedbythePresidentandratifiedbytheBoardofTrusteesforatermconcurrentwiththetermofthePresident.

B. IftheindividualappointedisnotamemberoftheBoard,theParliamentariancannotvoteor"movemotions"BUTcanparticipateinanydiscussionsaswellastoruleonoraddressproceduralissues.

C. TheParliamentarianadvisesthePresidentontheorderlyconductofbusinessinaccordancewithpoliciesandpracticesoftheorganizationandunderROBERTSRULESOFORDERandadvisesthePresidentontheinterpretationofBoardPolicies,BylawsandtheOLLIConstitution.

1.4.2 SpecificResponsibilitiesInclude:

A. AdvisesPresidentandothermembersonparliamentaryprocedurewithappropriatereferencematerial.

B. Mayrecommendmotionstofacilitatedeliberations.

C. Volunteerstoserveonstandingcommitteesasdirected.

D. Attendsandactivelyparticipatesinallmandatorymeetings.

E. MaintainsacopyoftheConstitution,BylawsandBoardPoliciesateverygeneralmeeting,Boardmeetings,andmeetingsdesignatedordirectedbythePresident.

F. Makessurethatmeetingsadheretotheagenda.

G. Assistwiththecoordinationofmotionsandresolutions.

H. SupportsthePresidentinmaintainingorderandadheringtotimeschedules.

I. Keepstrackoftheorderofthosewishingtospeak,makemotionsoramendments,votingorcallforthequestiontoinitiatevoting.

J. SitsincloseproximitytothePresidingofficerduringmeetings.

K. ReviewsandstudiesthePoliciesandBylawsannually.

L. AssiststhePresidentinpreparingformeetingswhenrequested.

M. AdvisesthePresidentregardinganyquestionsofparliamentaryprocedure.

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N. ResearchesandmakesadvisoryinterpretationofOLLIpolicydocumentsincluding,butlimitedto,theConstitution,Bylaws,BoardPoliciesandpreviouslyadoptedBoardmotions.


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2. VicePresidentAdministration

2.1 ADMINISTRATIONPOLICY

2.1.1 General

A. ItisthepolicyofOLLItoadministeritsactivitiesinabusiness-likemannerkeepinginmindthatmanyfunctionsarecarriedoutbyvolunteers.

B. Theday-to-dayadministrationofOLLIandtheimplementationofthispolicyaretheresponsibilityoftheVicePresidentAdministration.

2.1.2 OfficeAdministration

A. TheOLLIofficewillberunbytheOLLIAdministrativeManagerwhoisapaidemployee,bysuchotherpaidstaffasareneededandbudgeted,andbyvolunteersfromtheOLLImembership.

B. PersonnelpoliciesforofficeemployeeswillbecoordinatedwiththoseoftheCSUFullertonAuxiliaryServicesCorporation.

C. TheVicePresidentAdministrationshallcreateanOfficeSupportCommitteeconsistingofvolunteerswillingtohelpoutwithofficechores.training,schedulingandassigningthesevolunteersistheresponsibilityoftheOLLIAdministrativeManager.

2.1.3 AdministrativeResponsibilities

A. Theadministrativestaffisresponsibleforthepreparationandmailingofregistrationmaterialeachyear.Thisincludessendingoutnoticesandreceiving,recording,organizingandfilingresponses.

B. Theadministrativestaffisresponsibleforissuingnametags,parkingpassesandotherprivilegesofmembership.RecordsofparkingpassesissuedshallbesenttotheCSUFPublicSafetyoffice.

C. Theadministrativestaff,workingwiththeComputerEducationCommittee,OLLITripsCommitteeorHospitalityCommitteeVicePresidentisresponsibleforsign-upandcollectionofmoniesfortheiractivities.

D. TheadministrativestaffisresponsibleformaintainingOLLI’sfinancialrecordsandpreparingrequiredreportsfortheTreasurer(9.1).

E. TheadministrativestaffhelpstopreparetheChroniCLEandBlueBook.

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F. TheadministrativestaffservesasaninterfacetoOLLImembersandthepublicbyhandlingbriefphoneandin-personinquiries.LongercontactsrequireanappointmentinaccordancewiththeOfficeServicesPolicy(2.4).

G. TheadministrativestaffisresponsibleformaintainingthefilesholdingOLLI’srecordsinaccordwiththeRecordRetentionPolicy(2.2).

H. RequestsforuseoffacilitiesintheRubyGerontologyCentermustbeclearedthroughtheAdministrativeManagerandprocessedbytheadministrativestaff.

I. TheadministrativestaffwillkeeponfileintheOLLIofficeup-to-datecopiesofallpoliciesandprocedures.

J. TheadministrativestaffwillhandlerequestsforhelpdoingotherOLLIworkasspecifiedintheOfficeServicesPolicy(2.4).

2.1.4 PoliciesandProcedures

A. TheVicePresidentAdministrationshallcreateaPoliciesandProceduresCommitteeandappointitschairperson.

B. UnderguidanceandapprovaloftheBoard,thiscommitteeshallcreatesuchpoliciesasareneededtocarryoutOLLI’spurposeandreviewthemonanannualbasisormorefrequentlyasneeded.

C. ThePoliciesandProceduresCommitteeshallestablishauniformframeworkforcreatingprocedureswhichderivefromOLLI’sPolicies.Thecommitteeshallbeavailabletoadviseandsupportothersresponsibleforcreatingtheseprocedures.


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2.2 RECORDRETENTIONPOLICY

2.2.1 General

A. ItisOLLI’spolicytoretainthoserecordsthatareneededforcontinuinguseorforlegaland/orhistoricalpurposes.Suchrecordsmaybeonpaper,electronicmediaorothermediaasappropriate.

B. AnindexofallOLLI’srecordsshallbeactivelymaintained.Thisindexshallspecifythelocationofanyexistingrecordorthedateandexplanationfordestructionandorlossofanypreviouslyheldrecord.

C. RecordretentionpolicyandupkeepoftheindexistheresponsibilityoftheVicePresidentAdministration.Detailsofmanaginghistoricalrecordsandthephysicalpossessionofspecificrecordsmaybeassignedtoothers.

2.2.2 RetentionCategories

A. AllOLLIrecordsshallbeclassified“Active”,“Inactive”or“Historic.”

B. ActiverecordsarethoseinvolvingOLLI’scurrentoperations.ActiverecordsareheldintheOLLIofficeandaretheresponsibilityoftheAdministrativeManager.Videosusedinteachingacourseareactiverecords.

C. Inactiverecordsarepreviouslyactiverecords,whichnolongerhaveacurrentusebutmustberetainedforlegaloradministrativereasons.Inactiverecordsmaybesenttocampuslong-termstorage.

D. Historicrecordsareimportantfortheiraestheticvaluebutnotneededtoruntheorganization.Videosofclassesorlectures,programsofmeetings,photographsofpeopleorevents,etc.fallinthiscategory.Theyshallbemaintainedinaccordancetohistoricrecordsprocedures.

2.2.3 Historian

A. TheVicePresidentAdministrationshallappointorre-appointanOLLIhistorian.

B. ThehistorianwillmaintainrecordsofimportantOLLIeventsandactivitiesinajournalforhistoricaluse(See2.2.2,RecordRetentionPolicy).

C. AnannualsummaryofthesewillbeincorporatedintotheOLLIarchivesattheendofeachspringsemester.

D. Thehistorianwill,fromtimetotime,butnolessoftenthanonceeachyear,prepareanarticlehighlightingrecentand/orpasteventsandactivitiesforpublicationintheChroniCLE.

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2.2.4 Administration

A. AnnuallytheAdministrativeManagershallreviewtheretentionindexofactiveandinactiverecordsandcompilearecommendedlistfordestruction.

B. Anad-hoccommitteeappointedbythePresident,chairedbytheVicePresidentAdministrationshallreviewthelistandauthorizedestructionortransfertoUniversitystorageofrecordsnotneeded.

C. TheAdministrativeManagershallthendestroytheauthorizedrecords.

D. Aprocedureshallbecreateddefininghowthisretentionpolicyisadministered.Itshallincludecriteriaforretentionfollowedbyalistofspecificdatatypesmeetingthecriteria,togetherwithdurationofretention,storagelocationandindexingneedsforeachtype.

2.2.5 RecordstoBeRetained

A. Aminimumlistofdatatypesincludes:Allincomeandexpenseaccountingrecordsandledgers,budgets,minutesofBoardandcommitteemeetings,alllegalrecords,copiesofvolunteerstartnotices,liabilityreleaseforms,copiesoftheBlueBookandChroniCLE,personnelrecords,correspondence,etc.

ApprovedByBoardofTrustees09-13-07


24

2.3 FORMSPOLICY

2.3.1 General

A. Recognizingthatconsistencyandefficiencyareimportantattributestobefostered,itisOLLI’spolicytostandardizeformsrequiredfordoingbusiness.

B. Aformsprocedureshallbeestablishedlistinganddefiningtheattributesneededforeachstandardform.

C. ThisformsprocedureandtheformsresultingtherefromshallbeapprovedbytheAdministrativeManagerandtheVicePresidentAdministration.

D. Standardformsshallbeproducedinquantitiesappropriatefortheiruseandacorrespondingsupplyshallbekeptonhand.

E. ItistheresponsibilityoftheVicePresidentAdministrationtoadministerthispolicy.

2.3.2 StandardFormsProcedure

A. Aprocedureshallbecreateddefiningeachstandardform.Thismaybedoneinpartbyexamplefromanexistingform.Informationneededtoreplenishsuppliesshallalsobeincluded.

B. Creation,destructionoralterationofanyformaffectingOLLI’srelationwithCSUFshallbereviewedbytheDeanofExtendedEducationorhis/herrepresentative.

C. Thelistofstandardformsrequiredbylawincludes:StateofCaliforniaVolunteerStartNotice;ReleaseWaiverandHoldHarmlessformsforvariousOLLIactivitiesthatmayinvolverisks.

D. AdditionalstandardformsincludeDisbursementRequest,RequestforOfficeServices,OLLIAttendanceSheet,checkoutlogsforequipmentandkeys,AuditingCSUFclasses,AccesstoCSUFclassroommanagementsystemsforOLLImembersauditingCSUFclasses,andlibrarycards.

2.3.3 NewForms

A. Adhocformsmaybecreatedasneeded.Iftheirusebecomesrepetitivetheyshallbeaddedtothelistofstandardforms.

ApprovedbyBoardofDirectors09-13-07

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26

2.4 OFFICESERVICESPOLICY

2.4.1 General

A. ItisOLLI'spolicytoprovideofficeservicesforOLLIfunctionstothefullestextentpossibleconsistentwithstaffandvolunteerlimitations.

B. Requestsmustbeaccompaniedbyacurrent"RequestforOfficeServices”form.

C. ServiceswillbeprovidedonlyforfunctionsrequiredbyOLLI.Nopersonalorcommercialserviceswillbeprovided.

D. Chargesforallcostswillbeassignedtotheorganizationrequestingtheservices.

E. UniversityreproductionservicesandoutsidevendorsmaybecalledupontosupplementOLLIofficestaffasappropriate.

F. Allcopyrightlawswillbestrictlyobserved.

G. ImplementationandenforcementofthispolicywillbetheresponsibilityoftheAdministrativeManagerandtheVicePresidentAdministration.

H. Allcheckseligibleforrefunds,thathavebeenprocessed,willbesubjecttoanestablishedadministrativefee.IncludedarethosechecksdepositedforOLLImemberships,computerclasses,socialevents,andextended,aswellaslocal,fieldtrips.

I. OfficeserviceswillbesubjecttoapprovalbytheOLLIAdministrativeManager.

2.4.2 ServicesProvided

A. WORDPROCESSING:Legiblehandwrittendocumentsmaybeconvertedtoword-processedformbytheofficestaffinaccordwithalltheaboveguidelines.Therewillbenoin-personorphonedictation.

B. COPYING:Theofficestaffwillreproducecopy-readymaterialschoosingwhethertouseOLLIcopyequipment,theUniversity’s,oranoutsidevendor.

C. MEDIACENTER:Recording,playback,projection,videoandothermediaservicesmayberequestedthroughtheofficestaff.

D. MAILINGS:Class,travelandeventcoordinatorsmayrequesttheofficestafftohandlemailingtoallorpartofOLLI’smembers.Areproduciblecopyofthematerialtobesentoutandalistoftheaddresseesarerequired.Chargesforreproduction,postageetc.willbemadetotherequester’saccount.

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E. FAX:Theofficestaffwillfaxcopiestodesignatedreceiversandwillplaceanyreceivedfaxesintheaddressee’smailfolder.

F. TELEPHONE:AtelephoneisavailableintheOLLIofficeforuseonlywhiledoingOLLIbusinessorforanemergency.

G. COUPONS/FLYERS&BOARDNOTICES:Theofficestaffwillhelpclass,traveland/oreventcoordinatorstopublicizetheirprojectthroughcreationoffliersand/orpostingsonthebulletinboardandthroughissuingofcouponsandcollectingandtabulatingsame.Leadtimerequirementsmustbeobserved.

H. CONSULTATION:TheOLLIAdministrativeManagerwillconsultwithofficersandcoordinatorstohelpthemperformtheirduties.Suchconsultationsmustbescheduledinadvance.

2.4.3 CopyrightRestrictions

A. Nocopyingshallbedoneinviolationofcopyrightlaws.

B. Copyrightlawstypicallypermitsinglephotocopiesforresearchorteaching.

C. Copyrightlawstypicallypermitmultiplecopiesforclassroomuseprovidedthat:a)thematerialsarenotusedrepeatedly,b)nomorethanonecopyismadeforeachstudent,c)acopyrightnoticeisoneachcopy,d)studentsarenotchargedmorethanthereproductionscost,e)theportioncopiedisnotsubstantial(500wordsisagoodguide.)

D. Exceptionstotheaboverequireapprovalofthepublisherwhichmaytakeuptosixweeksbywrittenrequestormaybegrantedimmediatelybytelephone.

2.4.4 Implementation

A. Proceduresforofficeservicesshallbecreatedthatprovidedetailsofservicesprovided,howtorequestservices,leadtimeneeded,chargingpractices,authorizationsneeded,etc.

B. Aprocedureforrequestingapprovaltocopycopyrightedmaterialshallbeavailabletoall.


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2.5 PARKINGPOLICY

A. TheVicePresidentAdministrationandtheAdministrativeManagershallcoordinatewiththeCSUFDirectorofTransportationtoensureOLLImembershaveadequateparkingplaces.

B. Paymentoftheregular-memberenrollmentfeeentitlesanOLLImembertooneOLLIparkingpassgoodonlyuntiltheendoftheacademicyearissued.

C. OnlyOLLImembersareentitledtousethepassassignedthem.Loaningthepasstofamilymembersorotherpersonsisstrictlyprohibited.OffenderswillreceiveaCSUFtrafficcitationandmayhavetheirpassconfiscated.

D. GuestparkingpermitsshallnotbeissuedforanyfunctionexceptOLLIbusiness.TheofficestaffmayissuespecialparkingpassestoguestspeakersandothersvisitingOLLIonofficialbusiness.

E. TheVicePresidentAdministrationworkingwiththeAdministrativeManager,shallestablishproceduresforcarryingouttheparkingpolicyand,withapprovaloftheBoard,determineconsequencesforthosewhodon'tadheretoit.

F. TheOLLITrolleyisusedtotransportmemberstoandfromtheRubyGerontologyCenterandoutlyingparkinglotsortodesignatedcampuseventlocations.TrolleyoperationbyrainedvolunteerdriversistheresponsibilityoftheAdministrativeManagerwiththesupportoftheVicePresidentAdministration,

G. TheVicePresidentAdministrationmaydesignateavolunteermembertoassisttheofficestaffwithtrainingandschedulingoftrolleydrivers.Trolleydriversmustcompleteuniversityrequiredtraininginordertodrivemembers.


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2.6 ETHICALENVIRONMENTPOLICY

2.6.1 General

A. ItisthepolicyofOLLItoprovideanenvironmentforallmembersandofficeemployeesthatisfreefromdiscriminationandharassmentand,consistentwithUniversityPolicy100.006,tofosteraclimatewherecivilityisvalued,appreciated,andexpectedandwhereallmembersandstaffaretreatedwithdignity,respectandcare.

B. ItisOLLI'spolicytoactivelyseeknewmembers(whomeetmembershiprequirementsasdescribedinOLLI'sConstitutionSectionIV)fromanyunder-representedgrouptoensuremembersareexposedtoandinteractwiththewidestsetofviewsandexperiencespossible.

C. CSUF'sanditsAuxiliaryServicesCorporation’s(ASC)policiesonharassmentandanti-discrimination,asapplicable,formthebackboneofOLLI'sPolicy.

D. ItistheresponsibilityoftheVicePresidentAdministrationtoensurethatthispolicyisinplaceandworking,andthatallmembersareawareofit.

2.6.2 UnacceptableBehavior

A. NoOLLImemberorofficeemployeeshalldiscriminatefororagainstanotherOLLImemberorofficeemployeebecauseofrace,religion,gender,orcreed.

B. Unwelcomephysicalcontact,suggestiveoroffensiveremarks,thedisplayofsexuallysuggestivematerialsanduseofobscenegesturesareforbidden.IfanyOLLImemberorofficeemployeefindinganotherinviolationofthiscodeofconductsonotifieshimorher,thatactivityshallceaseimmediately.

C. NoOLLImemberorofficeemployeeshallholdoutanyformofpunishmentorrewardtocoercefavorsfromanothermemberorofficeemployee.

D. Oppressionand/orharassmentofanotherOLLImemberorofficeemployeeforanyreasonisprohibited.

E. Retaliationofanykindagainstanyonecomplainingovertlyorcovertlyaboutanyoftheaboveprohibitedactivitiesisforbidden.

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2.6.3 LeadershipGuidelines

A. Inpersonalconductwitheachother,leadersshouldbeloyal,honest,trustworthy,respectful,andcourteousandhaveintegrityofpurpose.

B. Incommunicating,leadersshouldbeclearanddirect,engageingoodlistening,bemindfuloftwo-waycommunication,usediscretionandconfidentiality,beopentosharedand/ornewideas,andprovideanypersonalcriticismtoindividualsinprivate.

C. Inmanagingtheirresponsibilities,leadersshouldbeaccountableandholdothersaccountable,haverespectfororganizationalrelationships[chainofcommand],beresponsibleforeffectiveadministrativefunctions,beteamplayers,bringsolutionsnotjustproblems,informothersofdecision-making,andensuretimelyfollowthrough.

D. Intheirconduct,leadersshouldfocusonthebestinterestsofOLLIandCSUFbyempoweringeachothertobeeffective,beinganOLLIandCSUFadvocate,demonstratingorganizationalpride,beingthepublicfaceforOLLI,collaborating,respectingdiversitywhileworkingtowardsunity,consensus,andleadingbysharedvision.

E. Infosteringanoptimalespritdecorps,leadersshouldcelebrateandrecognizeaccomplishments(evensmallones),havefun,andhaveconcernforeachother’swell-being.

2.6.4 ImplementationoftheEthicalEnvironmentPolicy

A. TheVicePresidentAdministrationwithapprovaloftheBoardofTrusteesshallestablishaprocedureforhandlinggrievances.Thisshallincludetowhomthegrievanceshouldbereported,thenatureoffollow-upinvestigationsandtheconsequencesifthegrievanceisjustified.

B. Toensurenothinginhibitsreportinganyoftheaboveimproperbehaviors,theaboveprocedureshallprovidedirectreportingpathstovariousOLLIofficersandtouniversityofficialsascoveredin1.3above.

C. ThispolicyandtheproceduresresultingtherefromshallbedisplayedprominentlyandeachincomingBoardmember,newcoordinatorsandtheofficestaffshallreceiveappropriatecopiesofthem.

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3. VicePresidentPrograms

3.1 PROGRAMPOLICY

3.1.1 General

A. ItisthepolicyofOLLItoprovideacademicallystimulatingprogramsappealingtothebroadinterestsofOLLImembers.

B. Nohonorariawillbepaidtolecturersorperformingartists.ExpensesmaybereimbursedatthediscretionoftheCurriculumCommitteewithinitsbudget.

C. EnforcementofthispolicyistheresponsibilityoftheVicePresidentPrograms.

3.1.2 CurriculumCommittee

A. OverallprogramplanningisvestedinaCurriculumCommitteecomposedofatleast10to12memberscoveringawidevarietyofinterestsandexperience.

B. ThechairpersonoftheCurriculumCommitteeshallbeappointedbytheVicePresidentPrograms.

C. OthermembersoftheCurriculumCommitteeshallbeappointedbythechairperson.

D. Longer-servingcommitteemembersshallbereplacedwithnewmembersfromtimetotimetoassureafreshviewofpotentialofferings.

E. ThecurriculumcommitteeisopentoallregularOLLImembers.

F. AtleastonemembershallbefromtheComputerEducationCommittee(seeComputerEducationPolicy3.2.2.C).

3.1.3 ProgramPlanning

A. Consideringtheavailabilityofpresenters,meetingfacilitiesandmembersatisfaction,theCurriculumCommitteeshalldefinetheprograms,activitiesandspecialeventstobeofferedeachsemesterandfromthesecreatetheprogramschedule.

B. ProgramssuggestedbyindividualmembersshallbeconsideredandgivenafairevaluationbytheCurriculumCommittee.Anymembermakingaformalsubmissionshallreceiveacknowledgementinwritingwithastatementastothesubmission'sdisposition.

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C. AllOLLIclassesmeetingoncampusshallabidebythepublishedscheduleexceptthattheCurriculumCommitteemayauthorizechangesafterpublicationintheBlueBook.

D. TheCurriculumCommitteeChair,workingwiththeTreasurerandPresident,shallproposeaprogrambudgetforinclusionintheoverallOLLIbudget.

E. TheCurriculumCommitteeshallcreate,andtheVicePresidentProgramsshallapprove,aproceduregoverningthewayprogramsareplanned.

F. ThecompletedprogramschedulewillbesubjecttoreviewandapprovalbytheDean,UniversityExtendedEducation,priortoitspublication.

3.1.4 Coordinators

A. EachprogramshallhaveacoordinatorassignedbytheCurriculumCommittee.

B. Coordinatorsareresponsiblefororganizingtheprograms,introducingthespeakers,presidingoversessions,loggingattendanceonsign-insheets,publicizingtheclassandprovidingwrite-upsfortheBluebook.

C. Coordinatorsshallparticipateincoordinatortrainingand/oravailthemselvesoftheCoordinator’sHandbookandcarefullyfollowtheproceduresoutlinedtherein.CoordinatorTrainingwillbeconductedbytheVPProgramswiththeaidoftheAdministrativeManager.

D. Allcoordinatorsshallbetrainedintheuseoftheequipmentapplicabletotheirneeds.3.1.5 Evaluation

A. TheCurriculumCommitteeshallmonitorandevaluateprogramsandtheVicePresidentProgramsshallpollmembersatleastyearlytoascertainifchangesareappropriate.

B. Classattendancedatashallbetakenandevaluatedasaguidetofutureprogramofferings.

C. EvaluationoftheBlueBookshallbetheresponsibilityoftheofficeAdministrativeManagerandtheVicePresidentCommunications.

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3.1.6 RetirementBootCamp

A. Becauseofitshighvisibility,day-longlength,organizationalresourcerequirementsandappealtobothexistingandprospectivemembers,theOLLIRetirementBootCampisherebydesignatedasanenterpriseprogramtobemanagedbytheTransitionsinRetirementSubcommitteeoftheOLLICurriculumCommitteeinconcertwithastandingcommitteetobeestablishedinaccordancewithsection6.2.

B. TheOLLIRetirementBootCampCoordinatingCommitteeisherebyestablishedasastandingcommitteetocoordinateorganizationalresponsibilitiesandresourcesfortheBootCamp.AsthepolicyandcoordinatingcommitteeoftheRetirementBootCampproject,theCommitteewouldidentify,coordinateandmobilizeorganizationalresourcesforTheRetirementBootCamp.Additionally,theCommitteeshallsubmittotheTreasurer’saprojectmanagementforinclusionintheannualOLLIOperatingBudget.

C. CommitteemembershipshallbecomprisedoftheChairoftheTransitionsinRetirement(TiR)Committee;theVicePresidentExternalRelations;VicePresidentPrograms;VicePresidentFacilities;VicePresidentCommunications;VicePresidentHospitalityortheirdesignees.

D. InadditiontotheCoordinatingCommitteeestablishedinsubsection6.2,aBootCampProjectteammaybeformedbytheTransitionsinRetirementChairtodothe“day-to-day”workoforganizingtheBootCamp.


AmendedbyBoardofTrustee11-14-13

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3.2 COMPUTEREDUCATION

3.2.1 General

A. ItisOLLI’spolicytoofferandadministercomputerclassesandworkshopsthatenableOLLImemberstooperatecomputersforpersonaluseandtousetheInternetandpursueapplicationsandprojectsofindividualinterest.ThispolicyisanextensionoftheProgramPolicy(3.1)andclassesdevelopedhereinshallbescheduledaspartofthateffort.

B. AllclassesandworkshopsshallbeconductedbyOLLImembersandvolunteers.

C. ThispolicyistheresponsibilityoftheVicePresidentPrograms.

3.2.2 ComputerEducationCommittee(CEC)

A. OverallcomputereducationplanningandadministrationisvestedinaCECcomposedofcourseinstructors,technicalsupportspecialistsandotherinterestedOLLImemberswhoareinterestedinworkingtowardimprovingthecomputereducationprogram.

B. TheCECisresponsibleformaintainingthecomputerlaboratories,includingcomputerequipment,softwareandoperations.

C. InMayofeachyear,followingelectionoftheOLLIofficers,theCECshallelectfromitsmembershipforatermofoneyear:a)chairperson,b)vicechairperson,c)secretary,d)treasurer,ande)representativestotheCurriculumCommittee.

D. TheCECshallholdmonthlymeetingsasneeded(preferablyprecedingeachmonth’sOLLIBoardmeeting)todetermineandguidetheactivitiesofthecomputereducationprogram.

E. MinutesofCECmonthlymeetingsshallbesubmittedtotheOLLIoffice.

3.2.3 CourseImplementation

A. AcurriculumcontainingcomputerclassesofmostinteresttoattendeesshallbedevelopedbytheCEC.Thecurriculum,includingclassdescriptions,schedulesandclassfeesshallbereviewedbytheVicePresidentProgramsforinclusionintheBlueBook.

B. TheapprovedComputerEducationcurriculumshallbesubmittedaccordingtoOLLIprogrampolicyandwithintheOLLIofficedeadlinesforinclusionineachsemester’sBlueBook.

C. RegistrationforspecificcoursesisdescribedintheBlueBook.

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3.2.4 FinancialControl

A. TheCECshallprepareafiscalyearbudgettocoincidewiththeOLLIbudgetandforwardittotheVicePresidentProgramsforsubmissiontotheOLLIBudgetCommitteeforapproval.Thebudgetshallidentifyclassandworkshopfeesthatensuretheprogramisfinanciallyself-sustainingincludingsupplies,software,equipmentoperation,andrepairs.Thebudgetwillincludeareserveequalto10percentofprioryearoperatingcoststocovercontingencies.ThisappliestotheComputerEducationFund(CE)usedforinstructionalsupplies,software,computerrepair,trainingexpenses,etc.(NOTE:OLLIFacilitiesReplacementFunds((FR-1)=OP)willbeusedtopayforinstructionaltechnologytobeincorporatedinOLLIsmartclassrooms.)

B. Thecomputereducationprogramshallsetclassandworkshopfeesinaccordwiththeapprovedbudget.ThesefundswillbedepositedintheComputerEducationFund(CE).Refundstomembersdroppingaclassshallbegivenonlyifrequestedbythesecondweekoftheclassandwiththesignatureoftheinstructor.

C. Administrationofcomputer-education-generatedfundswillbedelegatedbytheOLLItreasurertotheCECchairperson.TheCECtreasurerwillmonitorthecollectionoffeesanddisbursementsfromthesefundsfollowingOLLIFinancePolicy(9.1).

1. AnticipatedfundsneededtoreplaceequipmentshallbesetasideinanOLLIComputerEquipmentReplacementFund(FacilitiesReplacementFund((FR-2COMP)=CE)inaccordwiththePropertyManagementPolicy(7.1).

2. FundsdonatedtotheCECshallbedepositedintheComputerEducationFund–97262andshouldbeusedtosupportcreativelearningactivities.TheChairoftheCECwillappointanadhoccommitteetorecommendexpendituresofthesefundsforCECapproval.TheCECtreasurerwillfundtheapprovedexpendituresfromthedonatedfunds.

D. TheCECwillsupplytheOLLItreasurerwithamonthlyreportofallCommittee-administeredincomeandexpenses.

E. AnannualreportshallbesubmittedtotheOLLIofficeforreviewbytheBoardofTrustees.Thereportshallincludeclassesoffered,attendance,feescollectedandexpendituresmade.

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3.2.5 Procedures

A. TheCECshallprepareadministrative,financialandoperationalproceduresforimplementingthispolicy.TheproceduresshallcoveroperationoftheCEC,financialplanningandaccountability,classannouncements,registration,classformat,classenrollmentlimitations,enrollmentpriorities,andrefunds.






37

3.3 TRAVELPOLICY

3.3.1 General

A. SharingtripscanbeeducationalandfostercamaraderieamongOLLImembers.ThereforeitisOLLI’Spolicytoencouragesuchactivities.

B. PlannedtripsmustbeeducationalandsupportotherOLLIprograms.

C. Eachtravelprogrammustbeself-supporting.TravelinvolvinganovernightstaymustbeapprovedbytheBoard.TheproposedbudgetforeacheventmustbeapprovedbyVicePresidentPrograms.

D. Foreaseofadministration,tripsarehandledbyOLLImembersandOLLIofficepersonnel.

E. AllOLLImemberswhotravelmustsigntheReleaseofLiability,PromiseNotToSue,AssumptionsofRiskandAgreementtoPayClaimsagreementforeachtrip,whichincludeseachtravelerprovidingemergencycontactinformation.Thisinformationwillbeavailabletothecoordinatoreverytrip.

F. ImplementationofthispolicyandthecreationofprocedurestocarryitoutaretheresponsibilityoftheVicePresidentPrograms.

G. EssentialOLLIbusinesstravelistheresponsibilityoftheOLLIPresidentandOLLIAdministrativeManager.(SeeSection3)

3.3.2 Trips

A. ArrangementsfortripsaremadebyatripcommitteewiththehelpoftheOLLIofficestaff.ThecommitteechairpersonisappointedbytheVicePresidentProgramsandthecommittee’ssizeisdeterminedbyneed.

B. TheprocessofselectingattendeesshallbeunbiasedexceptthatOLLImembersaregivenpriorityovernon-members.Non-membersshallbeaddedwhenspaceisavailable.

C. Frequentlytripswillrequirescoutinginadvance.Expenses(withreceipts)forapprovedadvancedscoutingeffortswillbecompensated.

3.3.3 OLLIBusinessTravel

A. TheBudgetCommitteeshallestablishafundforbusinesstravel.

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C. Thebudgetlimitsshallapplytotravelandexpensesforconferences,seminarsorothermeetingsoforganizationsthathaveLearninginRetirementastheirprimaryfocus.

D. TheOLLIBoardofTrusteesshallconsiderapprovaloftravelexpenserequestsastheydootherlargerexpenditures.

E. CSUFtravelpracticesandprocedures,includingfulldocumentation,shallbefollowedbymembersreceivingOLLIbusinesssupport.






39

4. VicePresidentCommunications

4.1 COMMUNICATIONPOLICY

4.1.1 General

A. ItshallbethepolicyofOLLItokeepallmembersinformedofupcomingclasses,tripssocialevents,managementactivitiesetc.

B. MediausedforcommunicatingwithmembersincludetheChroniCLE,BlueBook,bulletinboards,specialmailings,email,newsletters,socialmediaandwebsites.

C. ImplementingthispolicyandcreationofderivativeproceduresshallbetheresponsibilityoftheVicePresidentCommunications.

4.1.2 ChroniCLE

A. TheChroniCLEisOLLI’smonthlynewslettercreatedunderthedirectionofthe

ChroniCLEeditor,appointedorreappointedbytheVicePresidentCommunications.

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B. TheeditoroftheChroniCLEmayattendBoardofTrusteesandcommitteemeetingsasnecessaryforreporting.

C. AlleditorialcontentmustbeclearedbytheVicePresidentCommunicationsorathisorherdiscretion,theChroniCLEeditor.

4.1.3 BlueBook

A. TheBlueBookcontainsdescriptionsofcurriculumofferingsandispublishedthreetimesayearprecedingeachsemester.

B. TheVicePresidentCommunicationsshallappointorreappointaBlueBookeditor.

C. ThemaincontentoftheBlueBookcomesfromclasscoordinatorsassignedbytheCurriculumCommittee.(See3.1ProgramPolicy)

D. Covers,titles,charts,summaryschedulesandotherrepeatingentriespluswordprocessingandbookassemblyaretheresponsibilityoftheBlueBookeditorassistedbytheofficestaff.

E. BlueBookcontentshallbereviewedbytheDeanofExtendedEducationorhisdesignatedrepresentativeforconsistencywithuniversitypolicy.

4.1.4 OtherCommunications

A. Messagesregardingvariousoccurrencesmaybeplacedonbulletinboards.ItistheresponsibilityoftheVicePresidentCommunicationsorhisdesigneetobesureitemsappearingonthebulletinboardaresuitableandareremovedattheappropriatetime.

B. Fromtimetotimenewslettersandspecialmessagesmaybesenttomembersusingemailand/ortheU.S.Mailservice.AtthediscretionofthePresidentorAdministrativeManager,memberswhodonothaveemailaccessmayreceiveacomparablemessagebymail.

C. TheVicePresidentCommunicationsisresponsibleforcoordinatingOLLIsocialmediapresenceandcontent.

4.1.5 OLLIWebsiteCommittee

A. TheVicePresidentCommunicationsshallcreateandappointorreappointanOLLIWebsiteCommittee.ThemissionoftheOLLI-CSUFwebsiteistoprovideinformationconcerningOLLIprogramsandotherofferingstothemembershipandcommunity-at-largethroughtheuseofonlinetechnology.Suchinformationshallinclude,butnotbelimitedto,registrationprocedures,programdescriptions,schedules,currentnewsandothermemberbenefits.On-goingprogramsmaybesupportedthroughtheuseofonlinemessageboardsandforums.

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B. AWebMaster,supportedbyaneditorialstaff,shallmanagethewebsite.TheOLLIofficersandotherswhohaveresponsibilityforvariousOLLIfunctionsareencouragedtoworkwiththestafftomakecertainthatallinformationonthesiteiscurrentandissupportiveoftheirprograms.

C. CoordinationwithUEEshallbemaintainedtomakesurethatthewebsiteisincompliancewithCSUFstandards.




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4.2 EXTERNALEVENTSPOLICY

4.2.1 General

A. ExternaleventsareeventsthatmaybeofinteresttomembersofOLLIbutarenotsanctionedorsupportedbyOLLIorCSUF.

B. Participantsinexternalcommunityeventsassumefullresponsibilityfortheirparticipationintheevent.

C. OLLIresources,includingbutnotlimitedtostaff,facilities,transportationandmembershiplists,shallnotbeusedtosupportexternalevents.

D. Signs,postingsandbrochuresforexternaleventsshallnotbeleftinareasoutsideoftheclassroomnorpostedonOLLIbulletinboards.TheOLLIAdministrativeManagermaywaivethisrequirementforprogramssponsoredbyareauniversities,collegesandcharitableorganizationsofpotentialinterestofOLLImembers.

E. OLLIcommunications,includingBlueBook,ChroniCLE,NewsBytesande-blasts,willnotbeusedforexternaleventswithoutpriorapproval.TheOLLIAdministrativeManagershallapproveallOLLIcommunicationsregardingexternalevents.

F. ExternaleventslistedinOLLIcommunicationsshallbeclearlyseparatedfromthelistingsforOLLIsanctionedactivities.

G. Nothingcontainedinthissectionshalllimittheclassinstructor’smentionofexternaleventsorotheractivityrelatedtothetopicoftheclass.

H. ExternaleventsdisclaimershallbeincludedwitheveryexternaleventlistinginanyOLLIcommunicationsandshallreadasfollows:

ExternaleventsareactivitiesandeventsthatarenotpartoftheOLLI-CSUFprogram.OLLImemberswhoparticipateinexternaleventsdosoattheirownriskandassumeallliabilityfortheirparticipation.TheStateofCalifornia;theCSUBoardofTrustees;CaliforniaStateUniversity,Fullerton;CSUFullertonAuxiliaryServicesCorporationandOLLI-CSUFassumenoresponsibilityorliabilityforanyexternalevent.



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5. VicePresidentMembershipServices

5.1 MEMBERSHIPPOLICY

5.1.1 General

A. Anypersonwhoisretiredorsemi-retired,regardlessofage,color,genderorsexualorientation,iseligibleformembershipinOLLI.ItisOLLI’Spolicytotreatallmemberswithrespectandoffermembershipservicesthatenhancetheirabilitytobebettermembers.

B. AOLLImembermaybeanypersonwho:a)hastheinterestsandtimeavailabilityofcurrentOLLImembers;b)iswillingtosubscribetoOLLI’sspiritandpurpose;c)willabidebytheprovisionsofOLLI’sConstitution,BylawsandPoliciesandd)paystherequireddues.OLLIencouragesanyonemeetingtheabovedescriptiontojointheorganization.

C. TheimplementationofthispolicyistheresponsibilityoftheVicePresidentMembershipServices.

5.1.2 MembershipCategories

A. Aregularmemberisanyonewhoparticipatesfullyfromthetimeofhisorherjoiningtotheendofthecurrentacademicyear.

B. AnassociatememberisanyonewhoisotherwisequalifiedbutjoinsOLLIforasinglesemester.

C. Anyassociatemembermaybecomearegularmemberatanytimebypayingtheremainderoftheyearlydues.

D. If,duringthefirstthreemonthsofapaidperiod,anOLLImemberdiesoristooilltoparticipate,afullrefundofmembershipdueswillbemade.

E. LifemembershipmaybegrantedbytheBoardtoanypersonwhohascontributedmostgenerouslyoftime,talentandmoneytothelong-termdevelopmentoftheOLLIorganization,operationandfacilities.

F. AnhonorarymembershipmaybecreatedbytheBoardforaspecifictimeperiod.ItisforindividualswhohavecontributedgenerouslyintimeandtalenttotheOLLIoperationsorinstructionalprograms.

G. HonorarymembershipsshallbegrantedtoallmembersninetyyearsofageorolderwhohavebeenOLLImembersforfiveormoreyearsofcumulativemembership.

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H. PrivilegesvarywithmembershipcategoryasestablishedbyOLLI’sConstitutionandBylawsandbytheBoardofTrustees.DuesforeachcategoryaresetbytheBoard.

5.1.3 MembershipServicesResponsibilities

A. AmemberofMembershipServicesshallserveasliaisonwithpotentialnewmembers,answeringtheirquestionsandencouragingthemtojoin.

B. NewmembersshallbeofferedanorientationmeetingtoacquaintthemwiththeprivilegesandresponsibilitiesofOLLImembership.

C. Withtheofficestaff,MembershipServicesshallguidethemembershiprenewalprocessincludingregistrationattheAugustopenmeeting.

D. Workingwiththeofficestaff,MembershipServicesshallmaintainup-to-datemembershiprecords.

E. ArosterofallOLLImemberswithaddressesandphonenumbersshallbeavailabletoeachmemberonrequest.Therostershallcontainawarningofitsconfidentialnatureandrestrictionsonitsuse.

F. MembershipServicesshallperformatalentsearchtoidentifypotentialvolunteersforvarioustasksandkeepreadilyaccessiblerecordsthereof.

G. MembershipServicesworkingwithvariouscommitteechairpersonsshallcreateandoverseeaprocessforacknowledgingtheeffortsofvolunteers.


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5.1.4FriendshipCommittee

A. TheVicePresidentMembershipServicesshallcreateaFriendshipCommitteeandappointorre-appointitschairperson.Othercommitteemembersshallbeselectedbythechairperson.

B. TheFriendshipCommitteeshall,onbehalfofOLLI,contactOLLImembersandtheirfamiliestoexpressjoyandhappinessonoccasionsofsingularanduniqueaccomplishmentsorhonors.

C. TheyshallalsocontactOLLImembersand/ortheirfamiliestogivesympathyintheeventofillnessorbereavement.

D. Annuallyinthespring,OLLIshallconductasimpledignifiedceremonyhonoringthosememberswhodiedduringthepastyear.TheimmediatelyprecedingChroniCLEshallannouncetheceremonyandlistthosebeingcommemorated.

E. Whennotifiedofthesustainedabsenceofamember,arrangeforcontactswithhimorher,asappropriate.

F. FundingfortheFriendshipCommitteeshallbeincludedintheOLLIbudget.


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5.2 SCHOLARSHIPPOLICY

5.2.1 General

A. ItshallbethepolicyofOsherLifelongLearningInstituteatCaliforniaStateUniversityFullerton(OLLI)tohaveascholarshipprogramthatmakesmembershipinOLLIpossibleforpersonspresentlyunabletojoinbecauseoffinancialconsiderations.

B. ThescholarshipprogramshallaidthosewhocancontributetotheoverallgoodofOLLIandwillbenefitfromOLLI'scurriculumandotheractivities.

C. Scholarshipsaretobeawardedwithoutprejudice,basedentirelyoneconomicneed.

D. Allapplications,interviewsandtheselectionprocessareconsideredconfidentialandwillnotbesharedwithnon-essentialpersons.Candidateswillalsoberequestedtoretaintheconfidentialityoftheirinvolvement.

E. TheVicePresidentMembershipServicesisresponsibleforimplementingthispolicy.

5.2.2 ExtentofScholarshipCoverage

A. Scholarshipsaretoprovidebasicmemberships(fullorpartial)tothoseselected.

B. Scholarshipdoesnotcoverthecostsofspecialeventsorfeesforclassesrequiringthem.

C. Ascholarshipcanbeginatthefallorspringsessionwithamaximumdurationofoneyear.

D. Allscholarships,regardlessofwhenawarded,terminateatthecloseofthesummersession.

5.2.3 CandidateSelectionProcess

A. Theavailabilityofscholarshipsandhowtoapplyforthemshallbebroadlypublicizedandapplicationformsreadilyobtainable.

B. ImpartialevaluationandrecommendationsregardingscholarshipapplicationsshallbemadebyascholarshipcommitteeconsistingofatleastthreebutnotmorethanfivememberschosenbytheVicePresidentMembershipServices.

C. TheVicePresidentMembershipServiceswillconsiderrecommendationsofthescholarshipcommitteeandmakethefinaldecisionregardingapproval,modificationorrejection.

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D. TheVicePresidentMembershipServiceswillnotifyeachapplicantinwriting,inatimelymanner,ofthedecisionregardinghisorherapplication.Thelettershallstatetheconfidentialnatureofthescholarshipandrequestthattheaddresseerespectit.Deniedcandidateswillbegivenareasonwhichshallbekeptonfile.

E. TheVicePresidentMembershipServicesshallkeepscholarshiprecipientsinmindandhelpthemfindareasinwhichtheirservicescancontributetoOLLI.

F. AttherequestofthePresident,theVicePresidentMembershipServiceswillgivetheBoardverbalreportsontheprogressofthescholarshipprogram.

5.2.4 Funding

A. Ascholarshipfund(52000.7)shallbetheprincipalsourceofscholarships.

B. Thescholarshipfundissupportedbyindividualdonations.

C. Thegeneralfund(52000.1)willsupplyadditionalscholarshipfundingifneededforuptoonepercentofOLLI’sfiscalyeartotalbudget.

5.2.5 Procedures

A. Aprocedureorproceduresshallbecreatedtodefinehowthispolicyisimplemented.It/theyshallcoverdetailsofpublicizingtheprogram,theformsemployed,submissionandevaluationofapplications,notificationofresults,detailsoffunding,andplansforencouragingmemberstocontributetothefund.

B. Theprocedure(s)shallbeapprovedbytheVicePresidentMembershipServices.


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6. VicePresidentExternalRelations

6.1 EXTERNALRELATIONSPOLICY

6.1.1 General

A. ItisthepolicyofOLLItopromotegoodrelationswiththepublic,thecampuscommunityandthemedia.

B. ImplementationofthispolicyistheresponsibilityoftheVicePresidentExternalRelations.

6.1.2 CommunityOutreachProgram

A. TheVicePresidentExternalRelationsshallcoordinatetheinterfaceofOLLIactivitieswithentitiesexternaltoOLLI.ThegoalistopresentaconsistentandfavorableimpressionofOLLIbyoutreachbeyondtheregularmembership.

B. TheCommunityOutreachProgramshallcreateanddistributeflyerstoattractnewmembers.

C. TheVicePresidentExternalRelationsshallcreateaDocentCommitteeandappointthechairperson.MembersofthecommitteeshallbetrainedtogivetoursoftheRubyGerontologyCenter.

D. AnOLLISpeakersBureaushallbecreatedandmaintained.Throughthisbureau,peoplewithgoodpublicspeakingtalentsandknowledgeableaboutOLLIareontaptogivepresentationstooutsideorganizationswhenasked.

E. RequestsforinterviewsaboutOLLI,articlesforoff-campuspublicationandthelikeshallbeclearedwiththeVicePresidentExternalRelationswhointurnmayseekguidancefromCSUF’sOfficeofExtendedEducation.

F. CopiesofpressreleasesmustbesubmittedtothemediathroughtheuniversityOfficeofPublicAffairs.

G. AnypersonattendingexternalfunctionsasarepresentativeofOLLIshallprepareabriefreportfortheBoard.

H. TheVicePresidentExternalRelationsmayappointanOutreachCommitteetoassistinevaluating,augmentingandimplementingmembershiprecruitmentactivities.MembershipontheCommitteeshallincludeOLLImembersfromthevariousCSUFserviceareacommunities.Totheextentpractical,CommitteemembersmayalsoincludeOLLImembersfromunderrepresentedcommunities.

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I. TheCommunityOutreachProgrammayincludeparticipationincommunityfestivals,healthfairsandothereventstopromoteOLLIclasses,activitiesandmembership.Proposedexpendituresforsuchparticipation,includingpromotionalitems,shallbeproposedbytheVicePresidentExternalRelationstotheOLLIBudgetCommitteeforbudgetconsideration.

6.1.3 UniversityLiaison

A. TheVicePresidentExternalRelations,workingwiththeExecutiveCommitteeshallensurethatOLLIvolunteersareselectedandhonoredatCSUF’sfallConcertUnderTheStarsandthattheoldestgraduatingseniorishonoredeachspring.

B. TheVicePresidentExternalRelationsshallparticipatewithCSUFExtendedEducationinOLLI’sLongRangeStrategicPlanning.

C. TheVicePresidentExternalRelationsmaytakepartinCSUF’sMasterDevelopmentPlanForums.

D. TheVicePresidentExternalRelationsmayrepresentOLLIontheuniversity’sCoordinatingCouncilSupportGroup.

E. TheVicePresidentExternalRelationstogetherwithOLLI’sPresidentmayrepresentOLLIontheFullertonChamberofCommerceEducationCommittee.

6.1.4 OtherLearningInRetirementOrganizations

A. TheVicePresidentExternalRelationsshallbeOLLI’srepresentativetootherlearninginretirementorganizations.InvitationstoparticipateinmeetingsorotheractivitiesshallbepresentedtotheBoardforaresponse.

B. TheVicePresidentExternalRelationsshallbeOLLI’srepresentativetotheOLLIorganization.

6.1.5 CSUFGerontologyProgram

A. WiththePresident,theVicePresidentExternalRelationsshallensuresupportforCSUF’sGerontologyProgramanduniversitygerontologyresearchprojectswhileretainingOLLI’sindependence.(See6.2ResearchPolicy)

6.1.6 OLLI-CSUFCollaboration

A. TheOLLI-CSUFCollaborationisOLLI’sprogramthatprovidesopportunitiesforOLLImemberstoutilizetheirexperience,interests,skills,educationandprofessionalbackgroundinassistingthevariousCollegesandDivisionsofCSUFinvolunteerassignments.Volunteerprogramsaredesignatedwithapprovalofleadersofthe

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variousCSUFColleges,andthevolunteerassignmentsaremadewithindesignatedvolunteerprograms.

B. TheOLLI-CSUFCollaborationshallhavethestatusofastandingcommitteethatmayelectitschairpersonandrecruititsmembers.TheVicePresidentExternalRelationsshallbeanex-officiomember.

C. RequestsfromtheOLLI-CSUFCollaborationforBoard,UEEorOLLIstaffsupportshallbereviewedbytheVicePresidentExternalRelationsandUEEpriortoBoardpresentation.

ApprovedbyBoardofDirectors09-13-07



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6.2 RESEARCHPOLICY

6.2.1 General

A. OLLImembershavebecomedesirabletestsubjectswhoaresoughtafterforCSUFresearchstudies.ItisOLLI’spolicytoworkwiththeUniversityincarryingoutresearchstudiesandtodiscourageinvolvementwithanythingotherthantheUniversity.

B. ResponsibilityforcarryingoutthispolicylieswiththeVicePresidentExternalRelations.

6.2.2 Guidelines

A. Researchstudiesaregenerallyundertakenbyaprofessororbyastudentunderthedirectionofaprofessorwhoservesastheadvisor.

B. BeforeanyworkisundertakenonanystudyinvolvinghumantestsubjectsaproposalmustbepreparedfollowingguidelinesprovidedbytheCSUFInstitutionalReviewBoard(IRB).Thisproposalmustbeapprovedbythe(IRB)priortoimplementation.

C. OncetheIRBhasapprovedimplementationofthestudy,arequestfortheuseofOLLImembersastestsubjectsmustbereviewedandapprovedbytheUEEDean(ordesignee)andbytheOLLIPresident(ordesignee).UniversityprojectsthatdonotrequireIRBapproval,muststillbeapprovedbytheOLLIPresident(ordesignee).TheVicePresidentExternalRelations(ordesignee)willadvisetheBoardofallapprovedprojects.

D. OLLImemberparticipationinresearchstudiesisvoluntary.

E. Atthestudy'sconclusion,theresultsmustbemadeavailabletotheparticipantsand/ortotheOLLImembership.

ApprovedbyBoardtoTrustees09-13-07


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7. VicePresidentFacilities

7.1 PROPERTYMANAGEMENTPOLICY

7.1.1 General

A. OLLIowns,oriscustodianofUniversity-owned,propertyheldthroughouttheRubyGerontologyCenter.SuchpropertyisdefinedasequipmentandfurnishingsnotpermanentlyattachedtotheOLLIfacilitiesandhavingausefullifeasdefinedintheOLLIchargeofaccounts.ItisOLLI'spolicytomanagesuchpropertyinaresponsiblemanner.

B. Thisshallbeaccomplishedthroughapropertymanagementprocedurethatincludesplanning,accountability,acquisition,disposalandlossortheft.

C. TheVicePresidentFacilitiesisresponsibleforimplementingthispolicy.

7.1.2 Planning

A. OLLIshalldevelopaplanforpropertyacquisition,usageandreplacement.

B. AnOLLIequipmentfundshallbecreatedforpurchasingnewequipmentandreplacingobsoleteequipmentwhensuchpurchaseorreplacementisnotcoveredbyCSUF.

C. TheplanandtheequipmentfundshallbecoordinatedwiththeOLLIbudget.

7.1.3 Accountability

A. ApropertymanagershallbenamedbytheVicePresidentFacilitiestoaccountforandmaintaineachaccountableitem.

B. Thepropertymanagementprocedure'saccountabilitysectionshallincludea)techniquesforuniquelyidentifyingitems;b)acquisitiondataincludingsource,costanddate;c)depreciationscheduleasapprovedbytheBoard;d)thenameofthecustodian;e)anentrytobefilledinwithappropriateinformationwhentheitemisnolongeraccountable(approvedbytheBoard).

C. Theprocedureshallprovideforaninventorycatalogcreatedtoholdtheabovedataforthecollectionofaccountableitems.

D. Theprocedureshalldefinerequirementsforaddingtoandremovingitemsfromthecatalog.

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E. Theprocedureshalldefineconditionsforanddurationofarchivingdataaboutitemsremovedfromthecatalog.

7.1.4 Acquisition

A. OLLImayacquirepropertythroughpurchase,gift,transferorlong-termloan.

B. PropertywillbepurchasedbyOLLIwithfundsavailableintheOLLIequipmentfundasdefinedintheOLLIFinancePolicy(9.1).

C. PropertymaybegiftedtoOLLIwithorwithoutrestrictionsastouseanddisposition.OLLIFundraisingPolicy(9.2)shallapply.

D. OLLImayacquirepropertythroughtransferorlong-termloanwithtransferofadministrativeresponsibility.

E. Thepropertymanagementprocedureshalldefinetherulesforprocurement.

F. TheresponsibilityforpropertyacquisitionshallrestwiththeOLLIBoard.

7.1.5 Disposal

A. Wornoutorobsoletepropertymaybedisposedofasestablishedbythepropertymanagementprocedure,includingBoardapprovalwhenappropriate.

B. TheproceedsfrompropertythatissoldwillgointotheOLLIequipmentreplacementfund(9.2).

7.1.6 LostorStolenProperty

A. Thepropertymanagementprocedureshalldefinehowtoreport,investigateand,ifappropriate,replacemissingorstolenproperty.


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7.2 FACILITYOPERATIONSPOLICY

7.2.1 General

A. ThispolicyistoensurethatallOLLIfacilitiesareavailablewhenandintheformneeded,andoperatedtomaximizethebenefittoOLLIanditsmembers.

B. TheShapiroWingisavailableexclusivelyforOLLIfunctionsMondaythroughFridayfrom8:00a.m.to10:00p.m.

C. Thispolicycoversvarioushousekeepingactivities,kitchenservices,andotherfacilityneeds.

D. Facilityoperationneedsaretheresponsibilityofafacilitiescommittee.ThecommitteechairpersonisappointedbytheVicePresidentFacilitiesandthecommittee’ssizeisdeterminedbyneed.

E. TheVicePresidentFacilitiesisresponsibleforimplementingthispolicy.

7.2.2 Kitchen

A. ThekitchenintheShapirowingoftheRubyGerontologyCenterisrestrictedtouseforOLLIfunctions.ItsuseshallbescheduledthroughtheOLLIoffice.

B. Foodandbeverageshallnotbeprepared,servedorconsumedinotherthanthekitchenareaanditsimmediatesurroundingswithoutpermissionoftheVicePresidentFacilitiesortheOLLIManager,Administration.

C. Eachclassoractivityschedulingthekitchen'suseshallberesponsibleforfood/beveragepreparationandpost-eventcleanupfollowingtheinstructionsprominentlypostedthere.

D. Whileclassesareinsession,theOLLIofficeshallpostascheduleidentifyingclassesthatareresponsibleforbeveragepreparationbeforethefirstclassandforcleanupafterthelastclassofeachday.

E. Asubgroupofthefacilitiescommitteeshallberesponsibleforperiodickitchencleanup,andtheorderingofneededsupplies.

F. Aprocedureshallbeestablishedindicatinghowtocarryoutthekitchenpolicy.

7.2.3 Housekeeping

A. Housekeeping(janitorialandmaintenanceservices)areprovidedbyCSUF.

B. Roompreparationforclassesistheresponsibilityoftheclasscoordinator.

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C. ArrangementoffurnitureorotherroompreparationforsocialeventsistheresponsibilityoftheVicePresidentFacilities.

D. Placementofdisplays,pictures,plaques,bulletinboards,etc.shallbetheresponsibilityoftheVicePresidentFacilitiesguidedbytheOLLIHistorian.

E. CareofindoorplantsthroughoutthefacilityshallbedonebyavolunteerappointedbytheVicePresidentFacilities.ApprovedbyBoardofTrustees09-13-07

7.3 SAFETYPOLICY

7.3.1 General

A. ItisOLLI’spolicytomaintainasafeenvironmentinitsfacilitiesandtorespondtoemergenciespromptlyandinamannerthatminimizesconsequentialpersonalinjuryand/orpropertydamage.

B. ThesafetyregulationsofCSUFarethebackboneofOLLI’ssafetypolicy.

C. Emergencyguidelinesandpointsofcontactforvariousemergenciesshallbereadilyavailabletoallmembersandofficestaffandprominentlypostedonbulletinboards.

D. TheVicePresidentFacilitiesshallberesponsibleforimplementingthispolicy.

E. PeriodictraininginfirstaidandCPRshallbeofferedtoallmembers.

7.3.2 Inspections

A. AsafetyinspectorshallbeappointedtointerfacewiththeUniversityandfollowitspolicywithrespecttofacilityinspections.

B. Everyeffortshallbemadetoensurethatentrances,seatingandwalkwaysshallremainsafewithspecialconsiderationgiventothespecialneedsofOLLImembers.

C. Electricalinspectionsshallbemadetobesurenoshockorfirehazardexistsinelectricaloutlets,fixtures,cordsandequipment.

7.3.3 Emergencies

A. Incaseaperson’slifeorhealthisthreatenedbychoking,heartattack,bleeding,accident,fireorothersituation,911shallbecalledimmediately.Withinavailabletrainingandskills,firstaidincludingCPRoraHeimlichmaneuvershallbeappliedinparallelwiththecallforhelp.

B. Intheeventofpropertydamageorthethreatthereofduetofire,abombaccidentorotherincident,911shallbecalledimmediately.Unlessalifeisthreatenednopersonshallendangerhimselforherselfwhileawaitingaresponsefromthecall.

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C. Uponarrivalofemergencypersonnelallbystandersincludinganyoneapplyingfirstaidshallimmediatelyrespondtoinstructionsfromtheemergencypersonnel.

7.3.4 Reporting

A. Afteranemergencyisundercontrol,personswitnessingitshallfollowtheproceduresoftheLegalProtectionPolicy(1.3)withregardtoreportingit.


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8. VicePresidentHospitality

8.1 SPECIALEVENTSPOLICY

8.1.1 General

A. Intheinterestsofentertainment,relaxationandfellowshipitisOLLI’spolicytosponsorsocialgatheringsseveraltimeseachyear.

B. Responsibilityforplanning,organizing,publicizingandcoordinatingOLLI’ssocialeventslieswithaHospitalityCommitteewhosechairpersonisappointedbytheVicePresidentHospitality.EventsshallbepublicizedintheBlueBook,ChroniCLE,bulletinboard,specialflyersetc.

C. OLLImayhostanassociatedorganization’sprogram,e.g.AssociationofLearninginRetirement,West(ALIROW).ThesearesponsoredbyOLLI’sVicePresidentExternalRelationsusinganadhoccommittee.

D. TheHospitalityCommitteeshalldrawguidanceand/orhelpfromOLLI’sPresident;Board;FacilitiesCommittee;VicePresidentCommunications;etc.asneeded.

E. CateringforOLLIon–campusgatheringsmustbeobtainedfromthecontractorforcampusfoodservices.

F. ImplementationofthispolicyistheresponsibilityoftheVicePresidentHospitality.

8.1.2 Events

A. ThreebusinessmeetingsopentoallOLLImembersareheldthroughouttheyear(generalmeetinginJanuary,generalmeetingandelectioninApril,openmeetinginAugust).ReportsofOLLI’sstatusbythePresidentandTreasureraremadeperbylawrequirements.Refreshmentsareserved.

B. DinnersaregenerallyheldinJuneandOctober.

C. Cateredmealsmaybeservedatanoff-campusfacility.

D. Otherthemeevents,meetingbothonandoffcampus,maybescheduled.

8.1.3 Themes

A. Entertainmentmaybescheduledforanyofthesemeetings.Manyformssuchasspeakers,dancinggroups,sing-alongs,singinggroups,individualsingers,costumeparties,talentshows,games,drawings,etc.,helptoexploitmember’stalentsandkeepmembershipinteresthigh.

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B. DiningthemesalsohaveaplaceinmeetingOLLI’ssocialpolicy.Ethnicfoods,chilicook-offsandotherfoodcontestsatbreakfasts,brunches,lunchesandteasordinners,areappropriate.

8.1.4 Funding

A. TheHospitalityCommitteeshallhaveabudgetwhichhasbeencoordinatedwithandapprovedbytheBudgetCommittee.Thefundsbudgetedshallbeusedforrefreshments,partysuppliesand/orcompensationforentertainers.

B. Membersareresponsibleformealsthroughpurchaseofticketsforcateredmeals.



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9. Treasurer

9.1 FINANCEPOLICY

9.1.1 General

A. ItisthepolicyofOsherLifelongLearningInstitute(OLLI)tocarryoutitsactivitiesinafiscallysoundway.

B. OLLIisaself-supportingorganization,relyingonmembers’duesandcharitablecontributionsforitsincome.

C. OLLIreliesonCSUFullertonAuxiliaryServicesCorporationtoholditsmoney.Afeeischarged.

D. OLLI’sTreasurerisresponsibleforoverallfinancialcontrolofOLLIandforimplementingthispolicy.

9.1.2 FinancialAdvisoryCommittee

A. OLLIshallhaveaFinancialAdvisoryCommitteeconsistingofthePresident,theVicePresidentAdministration,theTreasurer,theBackupTreasurerandtheimmediatePastPresident.Thiscommitteeshallmeetonamonthlybasisorasneededtosetandmonitoroverallfinancialgoals.PriortoFebruaryfirsttheFinancialAdvisoryCommitteewillgiveguidanceanddatatotheBudgetCommittee(see9.1.3below)forthenextyear’sbudget.

9.1.3 AnnualBudget

A. EachyearinFebruarytheBudgetCommittee,chairedbytheTreasurerandconsistingofthePresidentandallvicepresidents,shallestablishbudgetaryparametersandschedulemeetingsneededtoarriveatafinalbudgetforthecomingfiscalyear

B. AnearlyactofthecommitteeistorequestinputsfromallactivitiesrelyingonOLLI’streasuryforsupport.ThecommitteeshallusethisinformationtoprepareOLLI’sbudget.Thosereportingwillbenotifiedofanyadjustments

C. Tenpercentoftheprioryear’sbudgetedoperatingexpendituresmustbemaintainedinreserve(perexecutiveorder#313oftheuniversitysystem).

D. Expendituresforself-liquidatingactivityexpensessuchasfieldtrips(3.3)andcomputereducation(3.2)willnotbeincludedinthebudget.

E. OLLI’sfiscalyearbeginsonJuly1andendsJune30.

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F. TheOLLIbudgetshallbepresentedtotheBoardofTrusteesforfinalapprovalnolaterthantheMarchBoardmeeting.ThenewbudgetwillbeavailableforreviewbymembersinApril.

9.1.4 CapitalBudget

A. AnnualSubmittal:BynolaterthanJanuary15ofeachyear,theVicePresidentFacilities,VicePresidentTechnologyandtheTreasurershalljointlysubmittotheBudgetCommitteeathree-yearCapitalEquipmentandFacilityImprovementPlan(“CapitalBudget”).Theplanshallincludeproposedexpenditures,bypriority,forthreesuccessivefiscalperiods.

B. Consultation/Approval:PriortothesubmittaloftheCapitalBudgettotheTreasurerunderSubsection3.1.2,theVicePresidentFacilitiesandVicePresidentTechnologyshallconsultandincludeanyrecommendationsorcommentsfromthevicepresidents.PursuanttoPolicy10.1–Technology(Subsection1.3.1)alltechnologyprojectsthatincludeproposedexpendituresmustbeapprovedbytheTechnologyLiaisonCommittee.

C. BudgetCommitteeReview:ByFebruaryofeachyear,theCapitalBudgetshallbereviewedandreconciledwithavailablerevenuebytheBudgetCommittee.TheBudgetCommitteemayreconciletheCapitalBudgetfromoperatingandreservefunds.TheCommitteemayalsodesignateproposedCapitalBudgetexpendituresforfundinginwholeorinpartfromfundraising.

D. Exceptions:WiththeexceptionofcapitalexpendituresandfacilityimprovementsfundedwhollyfromtheComputerEducationFunds(OperatingandCSFPF)orrecommendedbytheDeanofExtendedEducationordesigneefortheefficientoperationoftheUEE/OLLIstaff,nocapitalexpenditureinexcessof$2,500shallbeapprovedbytheBoardofTrusteesunlessitisidentifiedintheCapitalBudgetapprovedforthefiscalyear.ThispolicymaybewaivedforemergencyorextraordinarypurposesbyaseparatemotionapprovedbyamajorityvoteoftheBoardofTrusteespresentatthemeetingwherethewaiverisrequested.

E. ComputerEducationFunds:CapitalequipmentandfacilityimprovementsfromtheComputerEducationFundsshallbeexclusivelygovernedbyPolicy3.2–ComputerEducation(Subsection4.3.1).

9.1.5 Income

A. OLLI’sprincipalincomeisfrommembershipdues.OLLIalsoreceivessupportfromcontributionstoitsoperatingbudgetanditsvariousfunds.(See9.2FundraisingPolicy).Interestincome,althoughsmall,isaddedtotheoperatingbudgetortothevariousfundsasearned.

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9.1.6 Expenditures

A. OLLI’sprincipalexpenseisthecostoftheofficestaff.SalariesandrelatedpersonnelexpensesarededucteddirectlyfromOLLI’sCSUFullertonAuxiliaryServicesCorporationaccount.

B. Othersignificantexpensesareadministrativeexpenses(phone,supplies,reproetc.),CSUFullertonAuxiliaryServicesCorporationservicefeesandOLLI’sparkingprivilegegrantedfromCSUF.ThelatterispaiduponreceivinganinvoicefromCSUF’SParking&TransportationServiceseachyearinJuly.

C. Operatingbudgetexpendituresmustbeapprovedbythevicepresidentinchargeoftheitemand,ifrelatedtoacommittee,bythecommitteechair.

D. OtherOLLIexpensesmusthavetheapprovalofthePresident,theVicePresidentAdministration,theTreasurerortheManager,Administration.

E. ExpensesincurredandpaidforbythoseactinginbehalfofOLLIwillbereimburseduponapprovalofthevicepresidentresponsible,ortheOLLIPresident,anduponpresentationofreceiptsand/orwrittenrequestforadvances.OLLIwillfollowCSUFandASCpoliciesandguidelineswhenestablishingreimbursements.

F. Expendituresofover$750mustbeapprovedbytheBoardofTrusteesunlesstheyareclearlyidentifiedaslineitemsintheAnnualBudgetadoptedorrevisedbytheBoardofTrustees.Boardapprovalisrequiredforbudgetedexpendituresexceeding$750iftheTreasurerdetermines:

1. Theproposedexpendituresexceedthebudgetedallocationbecauseofapriceincreaseorsignificantspecificationchange,or

2. TheintentoftheexpenditurerequiresBoardclarificationofitsscope(e.g.,“ImprovementstoKitchen”wouldrequireadetailed“scope”approvedbytheBoard),or

3. Theexpendituresareembeddedinanotherlineitem.

G.ProposedexpendituresofbudgetedlineitemsapprovedandidentifiedintheAnnualBudgetthatexceed$750mustbereviewedbythePresidentandTreasurerforcompliancewiththissubsection.

9.1.7 Accounting

A. Theofficestaffundertheguidanceofthetreasurershallkeepaledgerofallincomeandexpensesusingstandardbookkeepingpractices.

B. Theledgershallberetainedasapermanentrecord.

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C. Aprocedureshallbeestablishedforoperatingtheaccountingsystem.Itshallbesufficientlydetailedandcomprehensivethatanewaccountingpersoncantakeoverthisresponsibilitywiththeleasteffort.

9.1.8 Reports

A. TheTreasurershallpresentforreviewbytheBoardofTrusteesamonthlyfinancialstatementlistingincome,expensesandthebalanceintheOperatingFundandotherfunds.Theseshallbereconciledwiththebudget..

B. TheTreasurershallprepareanddistributeayear-endfinancialstatementforreviewbyallOLLImembers.

C. TheTreasurershalloverseetheFundfortheFuture(#97211)createdbyandforthebenefitofOLLIandshallreportitsstatustotheBoardofTrusteesaspartofthemonthlyfinancialstatement.(SeePolicy9.2)

D. OLLIfundsareauditedaspartoftheUniversityExtendedEducation(UEE)andCSUFullertonAuxiliaryServicesCorporation(ASC)regularaudits.ASCaccountsareauditedannuallybyanexternalauditor.TheUEEDean’sofficewillinformtheOLLIBoardwhenanaudithasoccurredandofanyfindingsthataffectOLLIaccounts.



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9.2 FUNDRAISINGPOLICY

9.2.1 General

A. ItisOLLI’spolicytoundertakefromtimetotimeactivitiesthatareoutsidethenormaloperatingbudget.Insupportofsuchactivities,OLLImaintainsseveralfundsseparatefromOLLI’soperatingfund.

B. OLLIencouragesmembersandotherstodonatetothesefundsincludingbequestsinwillsandlivingtrusts.

C. OccasionallyOLLIwillcreatespecialfundraisingactivitiestoreplenishoneormoreoftheexistingfundsortocreateanewone.

D. ItistheTreasurer’sresponsibilitytoseethatthispolicyiscarriedoutinabusinesslikewayandisinaccordwithUniversitypolicy.

9.2.2 OLLIFunds

A. OLLIshallmaintainascholarshipfunddedicatedtohelpingworthycandidatesparticipateinOLLI.See5.2,ScholarshipPolicy.

B. ThePresident’sAdvisoryCouncilFundisadiscretionaryfund,administeredbyOLLI’sPresident’sAdvisoryCommissioncomprisedofpastpresidents.Itssourceismemberdonationsandoccasionalgrantmonies.ItmaybeusedforOLLIactivitiesthatarebestassistedthroughone-timecontributions,sponsorshipsorgrants.Suchusesmayincludeceremonial,recognitionandanniversaryexpendituresincludingthoserequiringaUniversityDirective11approval.

C. TheComputerEducationFundisusedtoacquireandmaintainitemsfortheComputerEducationProgram.Computerclassfeesandsoftwareandequipmentdonationsensurethefundisself-sustaining.See3.2,ComputerEducationpolicy.

D. OLLIFundforTheFuture(FoundationAcct.#97211)isusedtosupplementtheoperatingfund,andtosupport,withBoardapproval,projectsaffectingOLLIprogramsandthegeneralOLLImembership.ItisfundedbycashdonationsandproceedsfromOLLImembergiftingprograms.

E. TheOLLITodayandTomorrowFundprovidesandsupportsOLLIontheCSUFcampuswithnon-budgetitemsnotreadilyfundedbyOLLIoperations.ItisintendedforspecialormajorprojectstoenhanceOLLI’slearningenvironmentwithstructural,capitalandrefurbishingneedsfortodayandtomorrow.

F. InfurtheroftheScholarshipPolicyassetforthinSection5.2,theMembershipAidFundprovidesbasicmembershipscholarshipstodeservingapplicantsfor

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membershipinOLLIwhocannotaffordtopaythemembershipfees.Thesescholarshipsareconfidential,andonlytheMembershipScholarshipCommitteeandthepresidentknowtherecipients.Fundsforthiscomemainlyfromindividualdonations.

G. TheMaster’sinGerontologyScholarshipFundprovidesanannualscholarshipawardforCSUFstudentsenrolledintheMaster’sinGerontologyprogram.AnawardisgivenuponrecommendationoftheGerontologyacademicprogramandapprovedbytheOLLI-CSUFVicePresidentExternalRelations.

9.2.3 OtherFunds

A. FundsmaybeestablishedthatprovideassistancetoprojectsthatarenotOLLIspecific.Thesefundswillbeadministeredunderthetermsofthespecificfund.TheDevelopment/PhilanthropyCommitteeshallrecommendandtheOLLIPresidentappointtheOLLIrepresentatives/membersofthegroupresponsibleforfunddirection.

B. EachfundsoestablishedwillbedocumentedintheTreasurer'sprocedures,includingataminimumitsobjectives,compositionofthemanagingteam,andpermissibleusesofthefundoritsdistributions.

9.2.4 Development/PhilanthropyCommittee

A. DevelopmentpolicytosolicitmajorgiftsfrommembersandothersisvestedintheDevelopment/PhilanthropyCommitteecomposedofthosetheCommittee’schairpersonmayappoint.

B. ThechairpersonoftheCommitteeshallbethePresidentorhisdesignee.

C. InadditiontothePresident,exofficiomembersoftheCommitteeshallincludetheTreasurer,theSecretaryandtheImmediatePastPresidentofOLLI.

D. RepresentativesofUniversityExtendedEducationandUniversityAdvancementmaybeinvitedbytheCommitteechairpersontoassisttheCommitteeintheexerciseofitsresponsibilities.

E. TheCommitteeshallreviewandrecommendprogramstotheOLLIBoardofTrusteesformemberdonations,plannedgiftsandfundraisingeventstobenefitOLLI-CSUForUniversityprograms.

F. FundraisingdevelopmentorphilanthropyprogramsmayincludeOLLIparticipationintheCSUFConcertUndertheStarsprogram,thefallOLLI-CSUFfundraisingletterfromtheOLLIpresident,plannedgivingseminarsandperiodicChroniCLEarticlesandflyersonplannedgivingopportunities.

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9.2.5 FundraisingGuidelines

A. Anycampaignthatisintendedtoestablishin-perpetuityfundstobeadministeredbytheUniversityrequiresapprovaloftheCSUFpresident.

B. Anysecuritiesorgifts-in-kindreceivedbyOLLIwillbesoldassoonaspossibleexceptwheresuchsaleisrestrictedbydonor.Nogifts-in-kindwillbeacceptedwithoutpriorapprovalbytheBoardofTrustees.

C. Occasionally,OLLIreceivescashdonations,whicharenotdesignatedforspecificpurposes.TheseshallbecreditedtotheOLLITodayandTomorrowFundunlessdesignatedotherwisebytheDevelopment/PhilanthropyCommittee.AllfundraisingundertakenbyOLLIforthebenefitoftheorganizationorforthebenefitofCSUFshallbeauthorizedbyUniversityExtendedEducationandtheOLLIBoardofTrustees.

D. TimepermittingandatthediscretionoftheOLLIpresident,fundraisingprojectsproposedbyOLLImembersorotherstandingandad/hoccommitteesshallbereviewedbytheDevelopment/PhilanthropyCommitteeforthepurposeoffundraisingcoordinationandrecommendationtotheOLLIBoard.

E. AlldonationsaretobeacknowledgedbyletterfromtheCalStateFullertonPhilanthropicFoundation(CSFPF),a501(c)3entity,confirmingthetaxdeductibilityofthedonationtoOLLI-CSUF,andits501(C)3status.

F. Alldonorsaretobeacknowledgedbynameandthankedfortheirdonationperiodically(atleastannually)intheChroniCLEorotherOLLImediadistributedtoOLLImembers.Donors'anonymitywillbepreservedforthosewhoasknottobeidentified.



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10. VicePresidentTechnology

10.1 TECHNOLOGYPOLICY10.1.1 General

A. ItisthepolicyofOLLItoensureaccesstocriticaltechnologythatsupportstheorganization’seffortstopresentcourses,programs,events,andtoprovideadministrativesupport.

B. TheVicePresidentTechnologywillserveastheOLLIliaisonbetweenCSUFextendededucationandtheCSUFtechnologydivisionsandresources.TheVicePresidentwillmeetonamonthlybasiswithUEEtechnologystafftodeterminecapabilitiesastheyrelatetoOLLIneeds.

C. TheVicePresidentTechnologymayestablishatechnologyliaisoncommitteeorteam,whichmayconsistofthefollowingOLLIrepresentation:oneCECmember,oneProgrammember,oneCommunicationsmember,oneFacilitiesmember,oneExternalRelationsmember,andsuchothermembershipastheVicePresidentTechnologydeemsappropriate.Themajorresponsibilityofthiscommitteeistoreviewprojects,coordinateprojectactivities,andrecommendnewprojectstofurtherOLLIgoals.

D. TheVicePresidentTechnologymayestablishaclassroomandOLLIsupportteamtoimplementtechnologysupportforclassroomaudio-visualneeds,OLLIcommunicationneeds,andprojectstomaintainandimproveOLLItechnologyneeds.

E. Audio-Visual

1. OLLIshallmaintainanaudio-visualstaffofknowledgeablememberstoassistinthesetupandoperationofOLLIaudio-visualequipment.

2. Aprocedureshallbeestablishedwhichcoverstrainingoftheaudio-visualstaffandthehandlingofwrittenrequestsfortheuseofequipmentandoperators.


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11. Secretary

11.1MEETINGMINUTES

11.1.1MeetingMinutesA. TheSecretarywillprepareanddistributetheminutesofmeetingsoftheExecutive

Committee,theBoardofTrusteesandgeneralmeetingsofthemembership.B. TheSecretarywillincludeofficialcopiesoftheminutesinOLLIfilesforhistorical

purposesandforreference.


11.2ELECTIONS

11.2.1ElectionsA. IncollaborationwiththeAdministrativeManagerandthePresident,theSecretary

willdeterminewhichBoardpositionsareupforelectioneachyearandreportthemtotheBoardandmembership.

B. TheSecretarywillsolicitapplicationsforcandidacyfromOLLImembers.C. TheSecretaryshallsendtoallwhoinquireageneraldescriptionoftheprincipaljob

duties,qualifications(BoardserviceinthecaseofthePresident)andrequirementsofthepositiontobefilledalongwithasimpleapplicationform.


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