PRESENTED BY:

GEORGE MICALONEDIRECTOR OF STUDENT ACTIVITIES,

ASSISTANT DIRECTOR, MEMORIAL UNION

Recognized Student Organizations Adviser’s Training

Fall 2010

Overview

Introduce PresenterGeneral Expectations of AdvisersReview needs as Advisers

Review of offices who provide services or manage policies/procedures Student Activities Center MU Event Management Risk Management Campus Organizations Accounting Trademark and Licensing

Overview Continued

Environmental Health & Safety Room Scheduling Facilities (FP&M) Government of the Student Body (GSB) ITS Web Development/ DNS Legal Services Sexual Misconduct Policy Clery Act

Student Organization Database (SODB)Questions

General Expectations of Advisers

Liaison between University and your organization University will communicate primarily with you and your President

and TreasurerBe knowledgeable about what your organization is doingMonitor and authorize financial transactions for

organizationForward relevant club emails and information

A lot of important information gets shared over emailEmpower officers to work independently while keeping

you informed Help students plan ahead!Follow all policies and procedures set by universityAsk questions!

What do you need to be successful?

What information will help you be successful?

How can my office help you in your role?

What challenges have you faced being an adviser of a student organization?

What has worked well?

Student Activities Center

Website: www.sac.iastate.edu Phone: 294-8081 Services:

Recognition of all student organizations Student Organization Recognition Policy (SORP)

www.policy.iastate.edu/policy/sorp Student Organization Recognition Board (SORB)

MU Student Office Space, storage and mailboxes Flyer Distribution Service

$15 for student orgs, 280 flyers, Monday at 5pm deadline, Tuesday distribution, event cannot occur within 8 days of distribution date

Mass E-mail to students ($20 for list, $26 for BigMail) Don’t forget a copy of your message with your signed form

ClubFest I & II Registration info emailed to all officers before it opens Space is given in order of receipt of registration

Newsline- READ IT! Bi-weekly e-newsletter that goes to officers of all organizations. Use to advertise opportunities for involvement and resources for orgs

SAC Continued

Table Tents in the MU Commons 6 spots per week, we’ll design it, FREE

Collaboration space in East/West SOS Texas Markers and Die Cut Machine

FREE and easy to use Student Union Board

Always looking for groups to collaborate with Underground (bowling/billiards)

Rent the space for your next social Workspace (art studios and classes)

Get buttons and t-shirts printed for cheap to help promote your events

Maintenance Shop Rent the space for events and socials, bar service available as well $25/hr rent, $10/hr for sound tech (includes set up time), $20/hr for

bar (2 hr min)

Memorial Union Event Management

Phone: 294-1437 Reserve rooms in the Memorial Union for FREE

Opens April for Fall and November for Spring Advanced booking for higher tiered organizations

Also reserve Green space on campus (Central Campus, S. Camp Lawn, etc) Free Speech “Zones”- West and South of the Hub and South of the Campanile

Serial reservations: limit 2 rooms per org per week for non special events Traditional Events (has occurred for 7 years or more) can book 2 years out Promotion Resources

Signboards (limit 2 per organization per 7 day period)- FREE Banner space- South and West entrances Display Tables and Booth- 1st Floor by Women’s Restroom, West

Staircase, Outside Book Store GSB tables & chairs- use for special events around campus

Event Authorization

The Event Authorization Committee exists to assist you in the planning and preparation of your event.

Members of the committee represent: FP&M, DPS, DOR, SAC, ISU Dining, Rec Services, Risk Management, EH&S and MU Event Management

First step is to fill out the Event Notification and Authorization Form Fill it out for any event that is open to more than just your club members Turn it in to the Event Mgmt Office- 3630 Memorial Union Must be submitted at least 10 class days prior to the event To receive more information or assistance with events, visit the Event Management

Office or during EAC “Office” Hours on Mondays 5pm-6pm and Thursdays 1:00pm-2:30pm

If your event includes any of the following then additional efforts will be necessary: Alcohol Animals Food Gambling/Raffles Minors (under 18)- requires parental consent form Non-university vendors Parking (4-3388) and Security (4-4428)

Denied events that occur will go to judicial affairs for review

Office of Risk Management (ORM)

Website: www.riskmanagement.iastate.edu Phone: 294-7711 Student Organization Travel Authorization (SOTA)

Must use this system if traveling on behalf of your student organization (even with personal vehicles)

Helps keep the university informed when student orgs travel on behalf of the university

Allows access to university vehicles, processes motor vehicle checks, provides emergency contact, lodging and transportation information, used to process payments when using club funds

Process should begin at least 1 month before trip. If you’re within this time period then contact ORM directly to see if your trip can be accommodated

Plan ahead when reserving university vehicles (especially for break trips) Only reserve vehicles you plan to use

If you plan to use a 12 or 15P van or a vehicle towing a trailer, then plan to take training- offered monthly

Easier to use after your first trip, system saves information related to the club

ORM continued

Food at Events Must follow State of Iowa Food Code Must fill out Event Authorization Form and also ISU Food Sale or Service

Agreement Used to verify that vendor has up-to-date certificate of insurance on file with university Also lists specific vendors and food items being consumed

Training- Safe Food 101 All organization members planning to serve or prepare food must attend Covers handling, preparation and storage After training you’ll receive a certification card valid for the current academic year

Can only serve/sell one day per 7 day period and not two days consecutively without special city permit

Animals at Events- Fill out Animal Use Form Fireworks- Fill out application- no later than 5 weeks out

Then you’ll have to work with Fire marshal, Ames City Council and get insurance Waivers

Will provide participation agreement or release of liability forms for members to sign

Alcohol at Events- policy being revised, more info coming soon

Campus Organizations Accounting

Website: www.controller.iastate.edu/campusorg Phone: 294-1633 Gambling Permit Usage Request

Must fill out to use on or off campus Primarily used for Bingo and Raffles Do not fill out for game of skill (tournament) or door prizes Craps or Roulette will never be approved

W-9 Must be filled out by recipient when receiving prizes valued at $75 or more OR for services rendered

such as umpire a game, speaker gifts, etc. Use for purchased or donated prizes and services After $600 received in a year, the university will send that person a 1099 for tax filing

Purchasing Cards Available for up to two officers (it is helpful if one is the treasurer) Use to purchase gift cards, food, prizes, travel Must Take Training, renewal training not required

Also available: Receipt books, raffle tickets, cash boxes and cash bags NO Petty Cash FYI, the President is not the fiscal officer for the organization and will therefore

never receive financial information for your organization. Ask that your treasurer and/or advisor give a financial report at meetings.

Trademark and Licensing

Website: www.trademark.iastate.edu Phone: 294-4402 (it’s preferred you call to ask for assistance rather than

forgiveness!)

Trademark approval is required if using any university mark Use of a licensed vendor is required

Search database for listing (by product or vendor name) Filling out online internal trademark use form is required Most recognizable marks- ISU, Iowa State, Iowa State University, Cyclones, Cy,

VEISHEA (includes variation of fonts too) Items the mark are most commonly used on:

Clothing (T-shirts, sweatshirts & hoodies), printed materials, banners & signs, promotional give-a-way items (pens, mugs, Frisbees, etc.)

Marks can be requested from Trademark Office Vintage Cy can be manipulated with approval, no other marks can be altered True

statement of facts may not require approval Remember to not use other registered trademarks without permission

o (Ex: Pepsi logo, Disney characters) Misuse of the university’s trademark policy and guidelines may result in penalties,

loss of using the trademarks, confiscation of the product of the organization’s P-card, and other sanctions

Environmental Health & Safety

Website: www.ehs.iastate.edu Phone: 294-5359

Devoted to ensuring the occupational health and safety of all Iowa State personnel, students and visitors

Examples of ways they can get involved: Safety Reviews of Events and Club Activities Assistance with safety manuals Classroom and Online Safety Training Courses Chemical Waste Management Fire Extinguisher Rentals Custom Safety Signage Personal Protective Equipment Occupancy Calculations

Types of student organization events they typically help with: Construction, open flames, portable stages, parade floats, lawn displays, etc..

Room Scheduling

Website: www.fpm.iastate.edu/roomscheduling Phone for After Hours Service Requests: 294-5100 Media Technology Questions or Service Calls:  294-8026

Must fill out the Room Reservation Request form online At least 3 days notice required Fall rooms available in early/mid August, Spring available in early/mid December Does not include green space on campus or the MU

Reservations are for your club only- don’t book for outside companies Serial requests are preferred Restrictions:

No Food or Beverages allowed No Amplified sound Don’t touch the technology in the room (if you need it ask ahead of time)

Hallways and lobbies requested through Event Authorization process Rates for Special Events: (if admission is being charged approval is needed from

Event Management) Auditoriums- 4+ hours- $280 rental, under 4 hours- $220 Classrooms (99 capacity and below)- 4+ hours - $100, under 4 hours $70

Facilities (FP&M)

Website: www.fpm.iastate.edu Phone: 294-0692 (Sue Mallas)

They provide: Trash Bags, Gloves, Tools/equipment Trash barrels for rent Locates for underground lines (requires intramural)

Visit their website for detailed information on each building on campus

Chalking on campus Highly discouraged! Never chalk on walls or stairs Use common sense- you may get charged if it’s excessive

Don’t drive on the sidewalks on campus (especially Central Campus) If you’re planning a large event make sure to contact Sue even before

you fill out the Event Authorization Form

Government of the Student Body (GSB)

Website: www.gsb.iastate.edu Phone: 294-1585 Email: gsb@iastate.edu Official voice of the Iowa State student body

Provides funding to student organizations Restrictions apply 5 Opportunities

Regular Allocations Special Allocations Senate Discretionary Funds Capital Project Account Event Account

GSB Supreme Court Available to resolve disputes between organizations and members

Student Legal Services

Website: www.dso.iastate.edu/sls Phone: 294-0978

Services: Legal Advice Contract Review

Also available through Student Activities and Risk Management Waivers – should be requested through Risk Management only

Sexual Misconduct Policy

ISU has a sexual misconduct policy.  Sexual misconduct includes, but is not limited to, sexual assault, sexual abuse, sexual harassment, relationship violence or stalking.

There are a variety of resources available for students: Emergency Services/Sexual Assault Response Team: Call 911. Non Emergency law enforcement assistance through ISU Police: Call 515-294-4428. Confidential help is available 24/7 through ACCESS: call 515-29-ALERT (515-292-5378)

or 1-800-203-3488. As a student leader it is your responsibility to respond when you become

aware of a sexual misconduct situation.  The Dean of Students office is identified as the single point of contact at ISU for all issues of sexual misconduct. You must inform the Dean of Students office at 515-294-1020 or dso-sas@iastate.edu of all reports of sexual misconduct. This will not automatically result in legal or disciplinary charges.

You may also utilize any of the resources listed above, or you can consult with your advisor or the Dean of Students office to ask for advice.

Clery Act

The Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act mandates all post secondary educational institution compile and report campus crimes.

Please e-mail Deb Larkin from ISU Police at drlarki@iastate.edu if a crime was reported to you under the following circumstances:

the person reporting the crime was the victim. the situation occurred on or near campus. the type of incident was either a:

sex offense. aggravated assault. burglary. motor vehicle theft. arson. hate crime.

  Include as much information as possible regarding the date, location and description

of the incident. You are not being asked to disclose the victim’s name, or any identifying information about him/her.

SODB Upgrade & Questions

Student Organization Database (SODB) Simpler process for maintaining recognition

Nightly check for “Good Standing” Must have at least 5 members President, Treasurer, and Adviser Constitution Uploaded (not necessarily appoved) At least 50% ISU membership (Students, Faculty and Staff) Signature Sheet on file at the Student Activities Center

4 weeks to get in compliance or lose recognition

Only President, Treasurer and Adviser need to sign the Compliance Agreement Form

Enhanced roster feature to better organize members, send mass emails and track involvement within the organization.

Questions??