Clubs Organizations Advisor Orientation Overview

Clubs & Organizations Advisor Orientation

Overview • • • Office of Student Life & Cultural Centers The Re-Chartering Process My. BAR Campus Policies Advisors Event Planning & Scheduling Policies Marketing Fundraising Food Sales Next Steps

Office of Student Life & Cultural Centers Areas under the Office of Student Life & Cultural Centers: • African American Student Center • Asian & Pacific Islander Student Center • Cesar E. Chavez Center for Higher Education • Clubs and Organizations These are • Greek Life are a g as re resour at • my. BAR ce your cl for ub • Native American Student Center membe & rs! • Pride Center • Scheduling • Violence Prevention & Women’s Resource Center

Resources & Services Office of Student Life & Cultural Centers (26 -124 Main Office) • Mailboxes & Packages – check it frequently Your Club Name c/o Office of Student Life & Cultural Centers 3801 W. Temple Ave, Pomona, CA 91768 • Flyer Approval • Archives – club bylaws & officer history • Universal Signers – La’Keisha Beard, Jami Grosser& Byron Howlett – Make the effort to seek out your advisor(s) – Allow 72 hours turn-around time – Universal signer will contact the advisor directly to let them know that a universal signer has been requested and to seek the advisor’s approval. – There will be no automatic universal signing without the waiting period of 72 hours. Please send a designee to pick up the document after 72 hours at OSLCC Main Office.

Resources & Services Cont. • Club/Vendor Program see Anita Roberts • Leadership Library • Non-Profit Status Confirmation & Tax ID number. We will fax the number directly to the requestor. Print the form and submit it to the OSLCC main office: http: //dsa. csupomona. edu/osl/clubresources. asp • Club Resources Websites: Club Resources

Monetary Resources • When you receive a donation (cash or in-kind) contact Carol Lee in the VP for Student Affairs Office (98 T-6 -19) if you want your donor to receive an official acknowledgment letter from the campus. Call: (909) 869 -2922 or clee@csupomona. edu – You will need to provide your ASI account number and club name – Checks should be written out to the club. – VPSA will process the Acceptance of Gift form and submit the check with the form to Gift Processing. – Gift Processing then generates a tax receipt and deposits the check into the student club’s ASI account. • Administrative Fund: VP for Student Affairs Office For Outreach Programs & Student Development Activities http: //www. dsa. csupomona. edu/vicepresident/adminfund/

Annual Registration Process (Re-Chartering) Re-chartering Deadlines Clubs and organizations: August 1, 2012 – dsa. csupomona. edu/osl/rechartering. asp Greek Organizations: August 1, 2012 Please consult Jenni Adams, Coordinator for Greek Life & Education regarding the re-chartering process. – http: //dsa. csupomona. edu/osl/greeklife/Greek_Registration_Intro. asp my. BAR club membership: October 31, 2012 Re-chartering will re-open Spring 2013

my. BAR My. BAR Bronco Activity Record http: //public. dsa. csupomona. edu/oslcc/rechartering. htm

Updating the Leadership Tab • Visit http: //mybar. csupomona. edu/ and Click on the link provided on that page (Click here to access the my. BAR Club Registration website. ) • Search for your Club/Organization • Click on the Leadership Tab • Click on the “CORRECT HISTORY” button at the bottom of the page, before adding information.

How to Manage Membership

Campus Policies

Posting & Chalking Policy • Campus Posting & Chalking Policy: – http: //www. csupomona. edu/~policies/presidential_orders/presidential_ord er_Posting%20 and%20 Chalking%20 Policy%20 Updated%202007%20 Final. pdf • Approval stamps: Come to OSLCC & Bring 2 copies! – Every flier must have the following minimum information: • Name of club/organization • Contact information • Housing has their own posting policy. – http: //dsa. csupomona. edu/uhs/Posting_policity. asp • Facilities may take down expired posters and you can too • Your club and organization is responsible for knowing the posting and chalking policies

Executive Order 1006 Student Organizations Minimum Requirements for Club Recognition: • Minimum of 5 CSU students, enrolled in at least 1 class • Executive Board must earn 9 units per quarter while holding office (4 units for graduate students) • Executive Board must maintain a minimum 2. 0 Overall GPA and good academic standing while in office • Maximum of 20% of members can be non-CSU students Read it here: http: //www. calstate. edu/eo/EO-1006. html

Executive Order 1006 Advisor Eligibility • One university advisor is required: – Full or part-time faculty or professional staff – (The individual may not be an auxiliary employee: i. e. Foundation and/or ASI) – Recommended to have two advisors • The Primary Advisor may not be on leave during any part of the year (i. e. sabbatical) • Must be at least 21 years old • Must be approved by the supervisor / Dept. Chair Read more here: http: //dsa. csupomona. edu/osl/files/EO 1006_Student_Activities_May_18_2 007_5882. pdf

Executive Order 1041 Student Travel – CSU Sponsored In summary, the EO 1041 requires that: 1) Students participating in CSU-sponsored air travel that is not regulated by the US department of transportation must purchase life and personal injury insurance [see attachment A, Student Safety, 3]. 2) If your organization charters a bus, the company must include indemnity and co-insurance provisions [outlined in Attachment G of the executive order] in the contract. 3) All students participating in air or bus travel with your organization must sign an Activity Release Form Students participating in CSU-affiliated programs which require travel do so on a voluntary basis and participate at their own risk. Travel involves risks to personal safety which could result in damage to property, injury or death. Students participating in such travel are required to read the "Notice to Students: Release, Hold harmless and Informed Consent Provisions for Student Travel " and to sign a "Release, Hold-Harmless and Informed Consent" statement. Read it here: http: //dsa. csupomona. edu/osl/files/EO 1041_Student_Travel_May_29_2009_5778. pdf

ASI Sponsored Travel • Authorization to Travel for each traveler • Release of Liability for each traveler • Forms must be turned in to Business Services no later than 3 weeks prior to departure • Advisor signature required (a Universal Signature will not be accepted) so plan ahead • Agenda or a flyer for the conference

Authorization to Travel

Release of Liability

Get Your Money Back for Mileage Your original Authorization to Travel paperwork must have been turned in to Business Services prior to traveling. A copy of the Google Map with distance traveled. 55 per mile will be reimbursed Advisor signature required (a Universal Signature will not be accepted) so plan ahead!

International Travel I Going Abroad?

International Travel Must Haves! *Prepare a Package including: q. Authorization to Travel q. Release of Liability q. Authorization for International Travel q Emergency Contact List q Flight & Hotel Information q Risk Management Insurance q Document Confirming Purpose of Your Trip q List of Attendees q Copy of Advisor’s Authorization to Travel if the Advisor is traveling with you *Package must be turned in to Business Services 2 months prior to departure! Advisor signature required (a Universal Signature will not be accepted) so plan ahead!

International Travel Package Process Approval Process: §Review by ASI Executive Director, Cora Culla §Review by Risk Management, Valerie Eberle §Approval by Associate Vice President and Dean of Students, Dr. Rebecca Gutierrez-Keeton § Approval by Provost and Vice President of Academic Affairs, Dr. Marten den. Boer

International Travel Form

Name Title Phone Email Terri Bell Director of Business Services (909) 869 -2844 thbell@csupomona. edu Jessica Martinez AP Fund Specialist (909) 869 -2842 jjmartinez@csupomona. edu Eliane Townsend AP Fund Specialist (909) 869 -2843 eetownsend@csupomona. edu Business Services Main Line Business Services Website (909) 869 -2800 http: //www. asi. csupomona. edu/business. php

Alcohol & Other Drugs Policy • All on-campus student club’s and organization’s events must be alcohol free. • Being under the influence in a public place is a misdemeanor in California • According to Cal Poly Pomona’s Alcohol and Other Drugs Policy: – The unlawful possession, use, production, distribution, or sale of illicit drugs or drug-related paraphernalia, tobacco and/or alcohol, by any faculty, staff, student, or visitor is strictly prohibited in the workplace, on University premises, at University activities, or on University business, on campus or off. Click on this link for more details: Alcohol & Other Drugs Policy

Standards for Student Conduct • Student Responsibilities: students are expected to be good citizens and to engage in responsible behaviors that reflect well upon their university, to be civil to one another and to others in the campus community, and to contribute positively to student and university life. • Unacceptable Student Behaviors: – (6) Disorderly, lewd, indecent, or obscene behavior at a University related activity, or directed toward a member of the University community – (10) Use, possession, manufacture, or distribution of alcoholic beverages (except as expressly permitted by law and University regulations, or public intoxication while on campus or at a University related activity

Hazing • Hazing: any behavior or activity that causes physical harm, personal degradation, or disgrace resulting in physical or mental harm. • Consent of a victim of hazing is not a defense. • Being a bystander of hazing is a violation of this code. • All officers, members, advisors, and alumnae can be affected by allegations of hazing. Standards for Student Conduct

Risk Management Reserving space for club events/activities on campus: A Risk Assessment must be done for proposed events/activities to identify and evaluate the potential hazards and level of risk. Events that pose a medium to high risk of injury or property damage will need to identify: – Are there ways to control and/or reduce the risk to an acceptable level? • Implement safety precautions, i. e. , protective equipment, training , supervision • Change the way that the activity is done, i. e. , change or eliminate risky portion of activity. – Are there ways in which to transfer the risk? • Purchase of insurance (Plan for that cost). • Require the Activity Release Form: (Note- Release form does not eliminate risk. ) – Release, Hold Harmless and Informed Consent. Re-evaluate the level of risk and ask: – If changes are implemented will the level of risk be acceptable? Note: ASI Business Services may not reimburse costs for high risk events/activities.

Risk Management Cont. Off-Campus Events: The University assumes no responsibility or liability for offcampus events sponsored by student clubs/organizations. Off-Campus events may NOT use “Cal Poly Pomona” in its publicity of the event. ASI Business Services reserves the right not to reimburse costs for risky events Travel: Release of Liability Form & Driving- CA Laws Student Travel Forms : Student Travel Release Notice - Part 1 (Please review) Release, Hold Harmless and Informed Consent - Part 2 *Complete, print and submit completed forms to Club Advisor, Club President or Trip Coordinator

Risk Management Cont. Note: As with academic fieldtrips, students driving their own vehicles to and from a club-related activity or event do so at their own expense and their own liability. – As required by law… Drivers must have a valid driver's license and proof of liability insurance in their possession for the minimum amount prescribed by State Law; all persons in the vehicle must wear safety belts and the vehicle must be in safe mechanical condition. CPP Risk Management: Valerie Eberle (vjeberle@csupomona. edu) Risk Management FAQ’s: http: //www. csupomona. edu/~rms/student_clubs. htm

Risk Management Cont. Risk Management has confirmed the campus can NOT purchase insurance for the following activities: • Dodge ball (Exception- if foam ball is used) Martial Arts Demo (Exception- if no contact) • Flag Football • Ice Skating (Teflon Surface) • Ultimate Frisbee • Rock Climbing Wall (not inflatable) • Rodeo • Skateboarding • Trampoline • Tug-of-war • Inflatable games and activities: – – – – Dunk Tank Foam Pit Mechanical bull Obstacle course Slide Velcro jump wall Water slide

Advisors

Your Role as Advisor • • • Attend meetings and functions Assist with interpreting campus policies & procedures Communicate with student leaders Serve as authorized signer on budget related documents, travel documents, reservations, environmental health and safety forms, etc… Ensure that student leaders meet all officer eligibility requirements (GPA & unit load per quarter) Provide advice and guidance with • Calendar planning • Leadership style feedback • Time management • Interpersonal conflict mediation • Using campus resources Assist with the annual club/org registration process Advise and refer students to appropriate campus support services and resources when appropriate Assist students with leadership transitions

Event Planning & Scheduling Policies

Scheduling Facilities Through OSLCC Indoor & Outdoor Event Forms Online Outdoor request ONLY no longer requires officer and advisor signatures Classrooms for club meetings Outdoor space for events (know your location) ý CLA Paseo ý Rose Garden ý Painting the CPP ý University Plaza ý Bronco Commons ý Univeristy Park ý University Quad ý Engineering Meadow Minimum of 10 business days for processing

Outdoor Event Scheduling Process Go to http: //dsa. csupomona. edu/osl • Click “Event Scheduling” • Click “Outdoor Scheduling Reservations” • Click on the “Reservation Form” link and read all information on the page • Fill out all of the question blocks in the form, and click submit • You will receive a email confirmation for your request (keep this somewhere). *Note this is not the confirmation of the event, but of your request, once the request is processed you will receive a confirmation for the event via email.

Scheduling Facilities not reserved through OSLCC: • • • Bronco Student Center Athletics (gyms and fields) Kellogg West The Restaurant at Kellogg Ranch The Historic Kellogg House Pomona University Recital Hall University Theater Parking Lots Labs To reserve these spaces, use the Event Planning Contact List on OSLCC Web Site

Food at Events • Environmental Health & Safety approval is required for all food on campus, unless it handled by an on-campus caterer. Procedures for Food Events Form: • • http: //www. csupomona. edu/~ehs/ftp/Food. Forms. doc Environmental Health & Safety – x 4697 – Located in the CLA Building 98 in Room B 1 -102 Certified Food Handler must be present if food is being served at official student organization events – Exceptions: Being catered OR Pre-packaged food • EH&S will recognize a Food Handlers License from : – Los Angeles, Riverside, or San Bernardino County; Also online at: – http: //www. servsafe. com/ – http: //www. foodhandler. com/ • Food Fundraisers : – Certified food handler must be present – Cleaning your grill in public bathrooms is not allowed by Facilities – Use gloves and hairnets when serving

Questions? La’Keisha Beard Interim Senior Coordinator, Student Life African American Student Center Coordinator ldgilford@csupomona. edu (909) 869 -5007 Building 26 -124 (OSLCC Main Office) dsa. csupomona. edu/osl GO BRONCOS!