student activities created fall 2011 updated spring 2013 student organization board training

Student ActivitiesCreated Fall 2011

Updated Spring 2013

Student OrganizationBoard Training

STUDENT ORG BOARD TRAINING

Student Organization Board Training Fall 20112

TABLE OF CONTENTS

OFFICE OPERATIONS


STUDENT ACTIVITIES OFFICE

OFFICE OPERATIONS


OTHER IMPORTANT CONTACTS

OFFICE OPERATIONS


“Hands-on hands-off” approach Aid in leadership development and skills training Group encouragement. Resource on college policies, procedures, contacts, etc. Help the group troubleshoot problems Access to internal and external networking Ask questions and challenge students Channel information Monitor expenditures, policies, and goals Provide year to year continuity Provide organizational history Aid in leadership and officer transition

ADVISOR ROLES

OFFICE OPERATIONS


What a student leader should expect of an advisor: COMMUNICATION! Assistance in formulating long-range goals and planning short term projects. Resource person- evaluate projects, performance and progress. Offer guidance by reviewing goals, objectives, and the progress of the

organization. Assistance with college procedural matters. Suggestions on how organization could be strengthened or improved. Improvement strategies for leadership skills. Accessible and available, should emergency situations/problems arise. Willingness to listen to and be open to criticism and evaluation. Allow the group to act on its own and to make mistakes, but help them learn

from mistakes. Help in maintaining organization records. Encourage the division of labor among group members to sustain member

interest.

EXPECTATIONS

OFFICE OPERATIONS


What an advisor should expect from a student leader: COMMUNICATION! Keeping advisor informed on activities, meetings, agendas and topics

under discussion Attendance at regularly scheduled informational meetings. To assist other students in the organization in skill development Willingness to share responsibility with other group members. Make sure all group activities are documented and historically saved. Invite advisors to meetings, they have great input Inform them and invite them to org events, they should always be aware

of what’s going on in the group

EXPECTATIONS

OFFICE OPERATIONS


Learn as much about the group as you can. Get to know the organization’s purpose, how it was formed, and the

organization’s place in the campus culture. Get to know the leader and let the leader get to know you. Help

that person understand both your roles as an advisor and their roles as a leader. Develop confidence in each other.

Meet with the leader before group meetings begin and discuss the agendas and any current issues or concerns.

Observe the leader with the group. How does he/she function in the group? What type of personality problems does the group have? What are the strengths and weaknesses of its various members as well as its leader? Find out what the leader has observed about this area, comment on strengths you have seen, and offer suggestions on weaknesses you may have noticed.

TIPS TO SHARE WITH YOUR ADVISOR

OFFICE OPERATIONS


MUST HAVE:At least 5 members totalPresident/DirectorTreasurer/ComptrollerFaculty/Staff advisorValid and current constitution

It is your job to make sure that Senate and Student Activities have the most up to date information on Pioneer Place!

READ the Student Senate Constitution! Ask for a copy at [email protected]

ORGANIZATION REGISTRATION

OFFICE OPERATIONS


Re-registration for recognized student organizations that are seeking re-recognition for the 2013-2014 school year runs Monday, March 25, 2013 – Sunday, April 14, 2013.

The Re-registration Process is as follows:Complete re-registration form on Pioneer PlaceGet Advisor contract signedAttend Org Board Training session

All re-registration steps MUST be completed before

Sunday, April 14, 2013 11:59PM.http://www.utica.edu/student/activities/rereg.cfm


OFFICE OPERATIONS


Complete re-registration form on Pioneer Place

The re-registration form will be open from 12am Monday, March 25 th, 2013 until 12am Monday, April 15th (AKA Sunday night). Here are the detailed steps of this portion of re-registration process:

1. A current e-board member must sign in tohttp://Pioneerplace.utica.edu with their Banner information. 2. They go to the organization profile they wish to re-register, and will find a “Register” button on the home page. If one person is an e-board member of multiple organizations, they can re-register them all. 3. The pages on the registration form are as follows:a. Instruction page: nothing to fill in, but students need to read this page because it details what information they’ll need to know and what materials they need to have ready to upload

b. Org Profile: org name, description, mission, values, external websites, etc. Students should read through what will already be filled in to check for accuracy and spelling errors.

c. Org Roster: students will be required to fill in each of the following positions with the names and e-mail addresses of the members who will be in the positions for the year that re-registration is for (who will be in these positions for 2013-2014). If the organization has more than just these positions, or if these positions are called something different by the organization (such as “president” being “captain” or “director”), they can be added in later on the organization’s page; however, these are the 6 REQUIRED positions that every org must have:

i. Advisor ii. President iii. Vice President iv. Webmaster v. Treasurer vi. Secretary


OFFICE OPERATIONS


d. Constitution: students should have a current electronic copy of their organization constitution and/or bylaws. These are confidential documents and are only seen by members of the organization unless an org administrator changes permissions.e. Categories: this is the classification of the organization based on its mission and values. This should already be chosen; however, students can check for accuracy and change it if they feel the change is necessary.f. Interests: These are interests that coincide with the mission and values of the organization. They are also used to recruit new members based on personal interests. The more interests associated with an organization profile, the more possible members will be directed to the organization profile by Pioneer Place.g. Picture: Org profile pictures should be tasteful and also communicate what the org is about. These can be group photos, the org logo, or a general picture associated with the mission and values of the org (such as a picture of an apple for Education Club) 4. Once everything is completed sufficiently, the user can press the “Submit” button, and the complete re-registration form will be sent to the Office of Student Activities for approval. 5. The user who filled out the re-registration form will get a message stating whether the form was complete and accepted by the office, or if the form needs to be resubmitted. The office will detail exactly what needs to be added or changed if anything needs to be.


OFFICE OPERATIONS


Get Advisor contract signed

The Advisor Contract format can be found online and must be printed, filled out, and returned to the Office of Student Activities before the re-registration deadline. Note that organizations do not have to keep the same advisor(s) from year to year, but the office recommends this to keep org history consistency.

Also, it is allowable for orgs to have more than one advisor, however, only one is required for recognition. Orgs can turn in more than one contract if they choose to have more than one advisor. Contracts are only needed from official Utica College faculty or staff members. Complete this process to get the advisor form:

1. Find the form on the Student Activities’ website under the FORMS page http://www.utica.edu/student/activities, or under the Student Senate website under the FORMS pagehttp://www.utica.edu/student/activities/organizations/senate/.

2. PRINT the form, schedule a meeting with the organization advisor and an e-board member, and fill out the form together.

3. BOTH the advisor and the organization president for the year in which re-registration is being sought must sign the form.

4. Turn in the completed and signed form to the Office of Student Activities, 103 Strebel Student Center, during office hours. Advisors can also send the contract to the office through campus mail.


OFFICE OPERATIONS


Attend Org Board Training sessions

There are five Student Organization Board Training sessions scheduled. There is more than enough opportunity for all organizations to attend these trainings. All five sessions will present the same information, so a representative from the organization only has to be present at one of the five sessions. It is most beneficial if the next president and treasurer attend.

Only one representative from each organization is required to be present, although all are welcomed and encouraged. Attendance will be taken at each of these training sessions, so please be sure to sign in and write down the organization represented. If one person would like to represent more than one organization, they are free to do so, as long as that is indicated on the sign-in sheet. If all other pieces of re-registration are completed and an org was not represented at a training session, re-registration completion will not be granted. The planned sessions are:

Tuesday, March 26, 2013 2:30pm – 4:00pm in Strebel Aud

Friday, April 5, 2013 9:00am – 10:30am in Strebel Aud

Monday, April 8, 2013 6:00pm – 7:30pm in Strebel Aud

Wednesday, April 10, 2013 2:00pm – 3:30pm in Strebel Aud

Sunday, April 14, 2013 2:00pm – 3:30pm in Strebel Aud


OFFICE OPERATIONS


Online databaseClub websitesCommunication Center- mass messagingPost event fliers onlineConstantly updated club rostersStorage for historical documents, meeting agendas,

minutes, etc.Electronic forms and submissionsBetter marketing to new studentsFaster communication from Senate and Student

Activities

PIONEER PLACE

OFFICE OPERATIONS


Student Senate fundingReserving roomsPosting fliersOrg mailboxOn-campus fund raisingAssistance in finding resourcesA free website for your org

RECOGNITION PRIVILEGES

OFFICE OPERATIONS


The Club and Organization Manual is continuously updated and posted online. All information needed in its entirety is located in the Club & Organization Club & Organization Manual Manual under Student Activities:

http://www.utica.edu/student/activities/Club&OrgManual/contents.cfm

Do not hesitate to contact other offices for guidance, take advantage of the knowledge that UC’s faculty and staff possess.

RESOURCES

RUNNING YOUR ORGANIZATION


Plan for enough time to advertise the positions available, campaign time, and voting time.

Always consult your constitution’s rules and laws about elections.

New officers should be chosen BEFORE the previous officers’ term ends.

ELECTIONS


Student Organization Board TrainingFall 201119

Take advantage Pioneer Place for “handing over” documents.

This CANNOT be just a “hand over the binder” action, the new officers have to be trained in how the position operates, EVEN if they were in the org already.

Previous officers should share knowledge, resources, contact information, paperwork, standard procedures, deadlines, timelines, responsibilities, org expectations, etc.

It’s a good idea to hold a meeting with both the previous and the new officers and members.

OFFICER TRANSITION



2012/2013- “Our Common Future”Programs and events that would fall into this

category can be advertised as “Campus Themed” events for this year. It’s a way to showcase an important initiative on the campus, where faculty, staff and students can appreciate the many different cultures that make up our UC community.

Any club or org can put in a request to get campus theme funding if your event falls into this theme.

To read more info or to make a funding request, visit http://www.utica.edu/instadvance/marketingcomm/theme/

CAMPUS THEME PROGRAMMING



Pace yourself and give offices time to get things done for you instead of rushing.Set deadlines for your planning stagesGive at LEAST 4 weeks notice before your event

4 weeks notice means you have to start organizing and making decisions BEFORE 4 weeks out

Run through the event (from set-up to tear-down) and make a list of everything you need

PLANNING DEADLINES

Large Event Procedures


You must have gotten approval from the Director of Student Activities in order to host a large event (“large events” are defined as allowing non-UC guests AND the event lasting past midnight)

If there are outside people allowed at your event then you must have 2 UPD officers present at a cost of $400

At the most every UC student is allowed 1 guestYour Organizations advisor must be present at the event

from beginning to endIf you are selling tickets you must use UticaTickets.comTo use UticaTickets.com you must have an Agency

AccountTickets can also be sold by cash in the Student Activities

Office as long as you are registered through UticaTickets.com

Timeline For Event Planning


Large events take longer to plan so you have to start at least 6 weeks out (see manual for more info on large events)

4 weeks out Plan event from set-up to tear-down Make sure funding request is handed in (if needed) Make sure room is reserved (if needed)

3 weeks out Make sure media equipment is reserved (if needed) Make sure facilities request is made (if needed) Make sure campus safety is aware of the event (if needed) Make sure Sodexo food request is made (if needed)

2 weeks out Attend EMS meeting to confirm that all reservations and requests are confirmed

and ok After attending the EMS meeting make sure flyers are up around campus

1 week out Make sure your organization knows what they are supposed to do during the

event


If you need funding for your event you can ask Student Senate

To do this you have to put in a Request form 4 weeks before your event

Student Senate Finance Committee meets every 2 weeks

Student Senate Full Committee meets every other 2 weeks

For your funding to be approved you must attend both meetings

This means that you have to have your registration form in at least 4 weeks before your event so they have time to evaluate

FUNDING YOUR EVENTGENERAL INFO


Tabling can be done outside the dining hall during lunch and dinner hours.

You cannot walk down the line to talk to people, (that’s solicitation) you have to wait for them to come to you.

You cannot go door-to-door in residence halls or office buildings.

READ more on fund-raising/solicitation in the Utica College Fund-Raising Policy at

http://www.utica.edu/policies/policies.cfm?id=112

FUNDING YOUR EVENTFUND - RAISING


Tabling outside the dining hallUse EMS or contact Fran Lucia to reserve a table.

50/50 raffles Selling bracelets or key chains Asking for donations

Read fund-raising policy for solicitation restrictions Charging for tickets

Can only charge students if Senate has not funded for event, use UticaTickets.com

Asking academic departments for donations Bake sales

Can only be conducted in the White Hall entrance at the Bake Sale table. Use EMS or contact Fran Lucia to reserve.

There is a special policy concerning homemade baked goods. This can be found on the FORMS page of Student Activities.

FUNDING YOUR EVENTFUND - RAISING


Every recognized organization should have an Agency Account.

These are like organization bank accounts through Utica College

You can find the Agency Account Request Form on the Student Activities FORMS page

Contact Connie Fiveash at x3031 or [email protected]

FUNDING YOUR EVENTAGENCY ACCOUNTS



EVENT CHECKLIST



Look presentableWear organization apparel if you have itWear nametags to identify yourself as part of

the organizationWelcome people to your eventBe on time (which means early)Stay after to help clean or tear down

EVENT HOSTING

OFFICE OPERATIONS


EVENT FORMS

OFFICE OPERATIONS


THESE MEETINGS HAPPEN EVERY MONDAY AT 1:00 PM IN THE FACULTY DINING ROOM (FDR) INSIDE THE CAF

You must attend this meeting 2 weeks prior to your event date, or risk having the event canceled

Media Center, Campus Safety, Student Activities and Sodexo are all present at these meetings

EVENT MANAGEMENT MEETINGS

PROFESSIONALISM


POSITIVES:Be courteous and professional Know what you want to say, and practiceHave specifics ready, like date, time, and

locationUse your advisor to get tips on how to talk to

agents

CONTACTING ARTISTS AND AGENTS

PROFESSIONALISM


NEGATIVES:Understand that it may take a few follow up calls to

get an answer, do not bombard agent with communication

DO NOT agree to anything over the phone or in writing

Keep your budget in mind. The performer is not the only thing you have to pay for.

Don’t agree to pay for anything that you don’t have money allocated for.

Don’t be rude or act like they have to help you. They can say no.

ONE PERSON ON CAMPUS has authority to sign contracts, it’s NOT you, so don’t sign anything.

CONTACTING ARTISTS AND AGENTS

OFFICE OPERATIONS


DO NOT SIGN ANYTHING!Any contracts need to be approved by the Director

of Student Activities before signatureOrg President needs to set up a meeting with

Student Activities to get contracts signedMeeting deadline is AT LEAST 2 weeks BEFORE

event dateStudent Activities has Utica College Standard

contracts. If your artist requests a contract, ask our office.

CONTRACTS

OFFICE OPERATIONS


STUDENT ACTIVITIES SERVICESBLACK INK

COPIES$0.10 WHITE

PAPER$0.25 COLOR

PAPER8.5’’X 11”

ENVELOPES $0.10 EACH ANY SIZEBALLOONS $0.15 FLAT $0.40 HELIUM

ONLY$0.50 FILLED

BALLOONSTAMPS $0.46 EACH SOLD INDIVIDUALLYFAXES $1.00 PER

PAGECOVER PAGE OPTIONAL

LAMINATES $0.75 PER PAGE

8.5” X 11” OR SMALLER

ID CARDS $20.00 UC ID $2.00 FIELDWORK ID

FIRST UC ID FREE

CENTRO BUS $1.50 EACH RIDE

$15.00 TEN RIDE PASS

$150.00 SEMESTER

PASSSHORTLINE

BUSVARIES DEPENDING ON DESTINATION

OFFICE OPERATIONS


Fliers: mustHave SA stampBe no larger than 11” x 17”Include org contact informationNot be offensive

DaysheetFREE! Email: [email protected]

TangerineAds cost moneyE-mail [email protected]

TablingReserve Table #1 or Table #2 through EMShttp://ems.utica.edu/

ADVERTISING

OFFICE OPERATIONS


ALL fliers must be stampedHAS to be NO LARGER than 11” x 17” paperMust be posted on designated bulletin boards in

Strebel, Hubbard, White, Gordon and Res Halls, NOT in bathrooms, on windows/doors, etc.

Wall outside caf IS approved flier spaceCANNOT hang in stairways, fire hazard

FLIER POSTING POLICY

OFFICE OPERATIONS


CANNOT show movies without buying the copyright license

CANNOT print anything (fliers, apparel, etc.) with copy written images, slogans or logos

CANNOT use any UC logos (strictly athletics)

COPYRIGHTS AND LICENSING

Assessment of Your Event


How did the event go?What were the positives?What were the negatives?How can we fix the negatives?How can we make our event better?

REMEMBER THERE IS NO SUCH THING AS A PERFECT EVENT… ALL EVENTS CAN AND SHOULD GET BETTER

PROFESSIONALSIM


Nancy [email protected] X 3230219A White Hall

Student travel, conference funding, paperwork, etc.

TRAVELING AND CONFERENCES

PROFESSIONALSIM


Student Affairs Officex3100

http://www.utica.edu/student/conduct/index.cfm

CODE OF CONDUCT

PROFESSIONALSIM


Leadership Weekend – Early Fall SemesterLeadership Workshops – First Wednesday/month, 6pm Bell

HallOrientation Mentors/Summer PTCs – Apply in FallResident Advisors and Summer Ras – Apply in SpringStudent Org Board Training – Spring during re-registrationStudent Senate – open meetings 3pm Bell every other

Wed.UCPB – submit ideas to [email protected] – see Student Activities for creating new Greek org

chapters

LEADERSHIP OPPORTUNITIES

PROFESSIONALSIM


You don’t have to re-invent the wheel, use your peers and other clubs and organizations to bounce ideas around and maybe plan an event together.

Benefits of collaboration:Less work for one orgMore people to reach out toBetter turnout

COLLABORATION



Leader should have current roster of names, emails, phone numbers, positions, and any other information relevant to the organization (t-shirt sizes, class year, campus address, committee placements, etc.)

Publicly recognize accomplished goals, successful events, completed tasks and hard work.

Keep people accountable to their responsibilities.Be consistent and fair; don’t be a dictator.Develop meaningful relationships with members,

don’t always talk about the org, be sociable and approachable

MANAGING MEMBERS



Have and keep contact with members. Hold interest by giving people tasks and trusting them with them. Most

people will stay motivated when they can take ownership for projects. Hold a special welcoming event. Plan a social event, a special

introduction. Recognize that some won’t come back because of other commitments

or interests. That’s ok! Orient your new members. Encourage old and new members to form

bonds by using icebreakers and teambuilding activities. Remember the new members’ names! Get contact information. Follow through with emails, post goals, summarize meeting outcomes. Provide reminders of responsibilities, be patient but firm. Recognize and show appreciation for your members both publicly and

in private. Have fun together! Know when it is time to work and time to play. No

one wants to feel like involvement in an organization is a burden.

RETAINING MEMBERS



Keep your Pioneer Place website UP TO DATE AT ALL TIMES! Know and understand your organization purpose and mission. Ask the current members’ input and set goals

how many more people do you want/need? What talents are missing that the organization currently needs? What characteristics, interests should new members have? How are you going to advertise your club? How are you going to accept new members? What type of time commitment should be expected? Are there students from specific majors who will benefit from or add to the organization?

Think outside the box! Posters and flyers should be supplemented by networking and technologies. New members are easier to attract if: Past leaders and members reflect a positive attitude toward the org and have a general good feeling about the

org The group appears organized and knows what it is doing. They feel welcomed and see that support and encouragement are provided. There is opportunity for them to learn and to get involved quickly.

Members are not just numbers, they’re there for a purpose and they need to be appreciated.

ATTRACTING MEMBERS



Define the purpose of the meetingDevelop and stick to the agendaRecord meeting minutes and distribute to all membersGive members a chance to discuss and evaluate goals and

objectivesKeep members updated on current events and ask for

their inputDelegate tasks and trust that members will follow throughIncorporate member appreciation and recognition for hard

work and successes.Pull everyone’s resources and opinions together for

decision making.

RUNNING MEETINGS



Used for historical and recollection informationShould be outlined by meeting agendaInclude meeting start and end timeDetails about what was discussed, advice for

future, progress of tasks and eventsInclude tasks that were delegated, who they

were given to, any committees that were formed, and deadlines that need to be met

Upload on Pioneer Place under Documents

MEETING MINUTES



All orgs start out with a $0 budgetYou must ask for money and be approvedConstant application processRuns by student reimbursement or college

purchase order for larger totalsSenate Comptroller- see office hoursREAD the Student Senate Finance

Committee Supplement! Ask for a copy at [email protected]

MANAGING A BUDGET



If you hold a traditionally funded event (designated events by Student Senate) then you don’t have to present for that money.

A full budget proposal powerpoint in the Finance Committee Budget Template outline must still be submitted within the deadline set by Senate.

Don’t assume that your event is recognized as “traditionally funded,” ASK the comptroller.

ALLOCATED BUDGETS

student activities created fall 2011 updated spring 2013 student organization board training

Documents

student of advisor

advisor of student

student activities contacts

student activities services

org registration process

org advisors office

org registration requirements

event checklist