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THIS TRAINING IS FOR UNDERGRADUATE CLUBS ONLY Club Training | Student Events and Organizations Committee
Registered Student Organization Club Training OFFICE OF STUDENT ACTIVITIES & LEADERSHIP AND THE STUDENT EVENTS AND ORGANIZATIONS COMMITTEE OF THE UNDERGRADUATE STUDENT GOVERNMENT Club Training | Student Events and Organizations Committee
SECTION 1. INTRODUCTION Club Training | Student Events and Organizations Committee
WELCOME TO TRAINING! The purpose of this training is to assist student organization leaders to be successful by: • Providing you with information about available resources • Assisting with program and event development • Providing you and your members with information about applicable policies and procedures set forth by the University of Massachusetts Boston, Student Activities, and the Undergraduate Student Government • Provide the tools to request and manage club budgets
Student Activities Staff Now that you have an understanding of what this training will consist of, this page contains a list and pictures of the Student Activities Staff. The staff are here to help! Their main offices are located in the Campus Center, Room 3100 and 3400. Shelby Harris, Ph. D Shelby. [email protected] edu Assistant Dean of Student Development Chuck Henriques Charles. [email protected] edu Assistant Director Bob Cole Bob. [email protected] edu Assistant Director Diane Murphy Diane. [email protected] edu Business Manager Donna Neal Donna. [email protected] edu Assistant Director Amanda West Amanda. [email protected] edu Administrative Coordinator (Temp)
SECTION 2. REGISTERED STUDENT ORGANIZATIONS (RSO) Club Training | Student Events and Organizations Committee
So, what can your organization do now that it’s official? ▸ RSO BENEFITS As a Registered Student Organization, you can: 1. Request and receive a maintenance and event budget from the Student Events and Organizations Committee. 2. Request an office space or storage locker for your student organization by applying through the Undergraduate Student Government SAGroups website (link on next page) 3. Request and receive a budget for an off-campus event through the Budget and Finance Committee of the Undergraduate Student Senate. 4. Book a space on campus for club meetings or events. 5. Publicize events on campus through fliers, SAGroups, and various other resources. 6. Talk with your assigned Student Activities Advisor. 7. Have access to a SAGroups profile and account that can be used for member recruitment, event publicity, tracking service hours, and more. Although these are some of your benefits available to Registered Student Organizations, this list does not cover all of them. If you have any questions, please do not hesitate to ask your Student Activities Advisor and/or the Undergraduate Student Government.
What resources do we have as a RSO? ▸ RSO Resources Clubs can request office spaces or storage lockers through the Student Events and Organizations Committee (SEOC). You can find the link to the application below: https: //umb. collegiatelink. net/form/start/77071 When space is available, the applications will be reviewed by the SEOC and they will hold a lottery for available spaces. All spaces require a space contract to be signed, and any violation may result in penalties by the SEOC, judicial review from the Judicial Branch of the Undergraduate Student Government, or revocation of space. Club offices are assigned on a yearly basis and all items must be removed from the club space at the end of the academic year. Students who utilize these spaces must be mindful of noise levels and University Policy. No amplified sound between 8: 30 am-5: 00 pm No athletic equipment (basketballs, frisbees) should be used inside the building Spaces can be accessed during Student Activities Office Hours (below) or by access card Monday-Thursday: 8: 30 am-6: 00 pm Friday: 8: 30 am-5: 00 pm Limited access during winter and summer breaks The primary use of these office spaces is to conduct club business and meetings. Spaces should not be used as lounge or gaming spaces and SEOC may revoke space if there are continuing issues.
SECTION 3. FINANCE 101 Club Training | Student Events and Organizations Committee
The Rules, Regulations and Guidelines of RSO Funding. ▸ Financial Regulations In-order for all RSOs to be funded, the Student Events and Organizations Committee (SEOC) has a set of policies and regulations. Each returning club and each new club that successfully complete reactivation requirements will receive a $100 activation bonus to use towards programs & club support. ANY FUNDING REQUESTS SUBMITTED AFTER A DEADLINE WILL NOT BE FUNDED UNTIL THE NEXT BUDGET CYCLE. Note: Please allow up to THREE weeks from the budget deadline for the funds approved by the SEOC to be placed into your student organization account. Please also keep in mind that the SEOC will NOT fund the following: • Off-campus events outside of the Greater Boston area, defined as the area served by the MBTA (budget requests for off-campus events go to http: //www. umbgov. com/bf_request ) • Reimbursements to students • Individual computers and printers.
I still need money! What do I do? ▸ How to: Request Funds Every Registered Student Organization (RSO) on campus is eligible to receive both a maintenance and event budget from the Undergraduate Student Government (USG). The Student Events and Organizations Committee (SEOC) oversees this process. In order to apply for funds, you must submit an application through the USG’s website. Follow this process: 1. Go to www. umbgov. com 2. Highlight the “Budget Request” tab, and then click on “Club Budget Requests” tab. 3. Make sure that you’re within the budget deadline date. 4. Read through the Funding Rules & Regulations set by the SEOC. 5. Once you’re done, hit submit. 6. Fill out a maintenance form if you need money for the sustainability of your organization, OR fill out an event form if you need money for an event that your organization is doing. As a general reminder, any event request above $2, 000 REQUIRES you to present your planning for the event in front of the Student Events and Organizations Committee during a Committee Meeting.
Budget Request Dates ▸ Financial Regulations There are FOUR different RSO budget request due dates. The dates are: August 26, 2016 (covering events from 9/6 -10/9) October 9, 2016 (covering events from 10/10 -12/23) December 9, 2016 (covering events from 1/23/17 -2/24/17) February 10, 2017 (covering events from 2/24 -5/10) Please plan ahead to ensure funding for your event as SEOC will not consider budget requests at other times. ANY FUNDING REQUESTS SUBMITTED AFTER A DEADLINE WILL NOT BE CONSIDERED UNTIL THE NEXT BUDGET CYCLE.
Our Organization wants to hold or travel to an event off campus. What is the procedure? ▸ Off Campus Events Club events taking place off campus within the Greater Boston region (within the MBTA service area) will now be funded through the SEOC budget request process. Off-campus events beyond the Greater Boston area, out of state, or out of the country will still be funded by the Budget and Finance Committee. You should request funding from the Budget and Finance Committee a minimum of 6 weeks prior to your event. In the case that your RSO is traveling somewhere, airfare and other transportation must be booked directly with the University Travel Agent. Travel waivers are required for all club events where travel is required (see your Advisor for the waiver). Advisors may be required for overnight trips or trips with a high level of risk (work with your Student Activities advisor to determine if you need a trip advisor). The cost of the trip advisor is the responsibility of the student organization. All international trips must be approved by the Vice Chancellor for Student Affairs at least 2 months in advance and will require a trip advisor (costs paid for by the student organization).
The SEOC funded me! How can our organization use the funds? ▸ Using Funds Student Organization funds can be used in several ways: • Purchase Order (creates a check) • Credit Card • Shaws Card (limit $200 in Shaws Cards for any single event…receipts required) Although you are able to use these funds in several ways, please keep the following in mind: • ALL requests for payment and purchase MUST start by creating a purchase request on SAGroups (www. clubs. umb. edu). • Please note that ONLY Presidents and Treasurers are able to create these requests. • ALL requests for Shaws Cards or Credit Card purchases MUST be on SAGroups a minimum of 3 business days in advance of the event. Shaws Cards are distributed by your Student Activities Advisor. Please see them for more information.
Some important things to note before starting. ▸ Financial Notes • NEVER pay for expenses out of your pocket. You will NOT be reimbursed. • If you are planning an event, you need to use contract vendors (vendors who are on the system and offer competitive pricing). See your advisor for details. • Remember, it can take up to 8 weeks for a vendor to receive a check so plan ahead! • The University of Massachusetts Boston is tax exempt so we do not pay tax on purchases other than hotel and meals. Tax Exempt form available at https: //www. umb. edu/administration_finance/contracts_compliance/forms • Purchase order requests (for checks) must be complete (with all paperwork) and on SAGroups a minimum of 2 weeks prior to your event. • All other financial requests (Shaws Cards, Credit Card purchases) must be on SAGroups a minimum of 3 business days ahead of your event or they may not be processed.
Some important things to note before starting. ▸ Financial Notes (cont. ) • Club Overspending: Clubs may not overspend the funds available in their accounts. If a club overspends, then SEOC may assess penalties which may include: • Reduction in funds for the next budget cycle • Reduction of overall funding cap (currently $7000 per year) • Freezing club funds • Not funding clubs • Deactivation of a club • The University is not responsible for any financial requests made after an event. Your organization may be held personally liable for all monetary agreements not listed on Sagroups or where the Student Activities Staff had no knowledge of business arrangements • ALL unspent RSO funds not reserved for specific events/purposes will be returned to the Student Events and Organizations Committee (SEOC) at the end of each semester. If you have any questions, please do not hesitate to ask your Advisor!
How do I use SAGroups to make a purchase request!? ▸ How to: Create a Purchase Request Before you begin, follow these steps: 1. Login to your account on SAGroups (www. clubs. umb. edu). 2. Go to your club page. 3. Click on the “Finance” drop down menu and click on “Create a Purchase Request” (Primary contacts will see tabs along the left hand side of the page) Please note that: ALL FINANCIAL REQUESTS (Including PO’s, Shaws Cards, and Credit Card purchases start with this form). The next screen will display what you should see once you have completed the above steps.
Club Training | Student Events and Organizations Committee
Next, fill out the following lines for ALL PURCHASES: • Subject • Amount (give an estimate if not sure of final total) • Choose one of the following from the Category menu: • Expense: Misc for Shaws Card • For Shaws or Online orders simply put Shaws or the website for your order • (Ex: www. orientaltrading. com) • Expense: Purchase Order / Check Request for a check to be cut to a vendor • For check requests, fill out all payee info including address • Expense: Purchasing Card for any credit card purchase Please note that for a Purchase Order (to create a physical check for payment) you must also fill out the following fields under “Additional Information” • Federal ID or Social Security Number (of Vendor) • Vendor Phone and Fax # • Date you will need the check (it takes up to 8 weeks to pay a vendor so plan ahead if you need the check on the day of the event!) • Student Organization Name, Contact E-mail, and Phone # • Student Organization Approval • Event date, location, start time, end time, and description of event • List of items to be purchased or description of vendor fee When you’re finished, click submit. Please also note that for a purchase order you must also make sure the Vendor is on the system andthat you submit an invoice.
Remember: To get a vendor paid… You must have submitted the following: Completed MW-9 including Vendor Email address (if not on system-minimum 2 weeks prior to event) + Completed Vendor Add/Update Form (if not on system-minimum 2 weeks prior to event) + Purchase Request on SAGroups (minimum 2 weeks prior to event) + Invoice (minimum 2 weeks prior to event) = Payment 30 days from date of Invoice!
Help! Our vendor wants us to sign or agree to a contract! ▸ Contracts Both written and verbal contracts are legally binding. Do not sign or agree to anything on behalf of the University of Massachusetts Boston. Should you require a signed contract, work with your advisor well in advance (at least 1 month) of your event. UMASS Boston will not honor any verbal or written agreement not sanctioned or agreed to through the University Purchasing Office.
Our organization still needs more funds! What can I do? ▸ Fundraising Although you may have received funding from the Student Events and Organizations Committee, you may still be short funds. There are several options: • Requesting funding from University Departments • Requesting funding from Outside Organizations • Ticket sales • Donations • Bake sales fundraisers (Please note that these fundraisers and ALL Items sold must be approved by your Advisor first!!!!) • You cannot sell the following at a Bake Sale: Loose baked goods including donuts, muffins, munchkins, etc; Coke and Pepsi products due to contractual obligations, home baked goods, and any hot or refrigerated items. • ALL prepackaged, individually wrapped baked goods (e. g. Little Debbie) should have nutrition information available. Any money that you raise should be deposited into your student organization account. If you are looking to sell tickets for an event, the Student Activities front counter may be able to help you. However, you must provide at least 2 weeks advance notice. Please note that if you are looking to donate the proceeds of an event to a charitable organization, work notify and work with your Student Activities Advisor in advance!
SECTION 4. EVENT PLANNING Club Training | Student Events and Organizations Committee
Our Organization wants to hold an event! Where do we start? ▸ How to: Plan an Event As a Registered Student Organization (RSO), you have the ability to host an event on campus. However, you must plan first! Here a few guiding questions to get you started in planning a successful event: • Do I have funding for the event? • Can I receive funding from the Student Events and Organizations Committee? • If not, can I work with another RSO or University Department who has the funds? • Does this event support the mission & purpose of my student organization? • When do I (and my organization) want to host this event? (Have at least 2 -3 different days you can choose from!) • Do my members have an interest in this event idea? • Would these members be able to help plan, set up, and attend this event? • Have I talked about this event with my Student Activities Advisor? • If you are holding a late night event or an event that requires an Advisor present, then please speak to your Student Activities Advisor before reserving a space! Please note that the last day to hold an event is the last day of classes each semester.
We’ve planned our event but need a space! ▸ How to: Reserve a Space As you are planning your event, you can check available spaces before you place a reservation. You can find the Event Calendar at http: //tinyurl. com/nzn 7 dpv Here are instructions on navigating the Event Calendar: • You can view specifics (capacity, set-up options) about each space by rolling over the room number on the left hand side of the grid and clicking on the space. • To change buildings or dates, use the navigation tools on the right hand side of the page. • If a space is shaded, then it is not available. • If it is not shaded, then the space is most likely available. • Keep in mind that reservations are on a first come, first served basis so there may be someone in the queue for that same space. (You may want to have alternatives in mind!) • If you are looking to reserve Room 3315 in the Campus Center, please visit the front counter of Student Activities in Campus Center Room 3400. Once you have chosen a location and a date for your event, your Registered Student Organization (RSO) can reserve a space online at http: //site. www. umb. edu/spacerequest/ Make sure to fill out all required fields. Please note that it may take a minimum of 3 -5 business days to process your space request, so book ahead! (You can book up to 3 years in advance!)
Once you have submitted your space request, you should receive an automated response that indicates the scheduling office has received your request. The Campus Center staff will check availability and will contact you if there any questions. Note: This is not a confirmation. A formal confirmation in the form of a PDF will be e-mailed to you within 3 -5 business days. Your Student Activities Advisor will be copied on the confirmation. When you have received the confirmation e-mail, meet with your Student Activities Advisor. Your Advisor will help determine if you need the following: • Public Safety • Events that require a detail require a 4 hour minimum (e. g. if your event runs from 9: 00 pm-11: 00 pm and requires a police detail, you will have to pay for 4 hours per officer) • Details are assigned based on the number of attendees, whether your event is open to the public, or has a higher level of risk involved • Facilities • Media Your Advisor will also help you order any supplies, food, media equipment, and can help with getting a vendor paid for your event.
My event is going to require security. How do I go about getting it? ▸ Public Safety In 2012, the Student Activities and Leadership Office along with the Campus Center and Public Safety Departments implemented a large-scale event and metal detector policy. The following are regulations that you must abide by in order to host such an event: Please note: Performances, concerts, cultural shows, and other large events fall under this policy. The final determination on what constitutes a large-scale event will be made in conjunction with the Campus Center, Public Safety, and Student Activities offices. An event may be classified as a Dance/Social event if it meets most of the following criteria: • Any purely social event that will be advertised to non-UMass Boston students • Expected attendance of 100 or more attendees • Social dance party • A scheduled event ending time of later than 11 pm Also, due to safety and staffing concerns, the university can no longer support multiple events in one evening. • Example: A club has a performance or fashion show and then wishes to hold a dance party that requires change in set-up, requires participants to exit and then re-enter for the dance party, and the second party is open to new participants.
The following are regulations of the large-scale event and metal detector policy. • Events will end at midnight unless express permission is received from the Campus Center Office and the Student Activities Office. • Dance/Social Parties should be limited to Friday or Saturday nights. If an event occurs Monday-Thursday, then it will end no later than 10: 00 pm. No parties will be held on Sundays. • UMass Boston students may enter with valid UMB ID card. All non-UMass Boston students and guests must be 18+ years of age and must produce a valid ID with date of birth (passport, license, state issued ID card) • A designated Advisor from the Office of Student Activities and Leadership must be present during the entire event. The club must check with their Advisor prior to scheduling the event to ensure the Advisor is available for the event. • A designated Liaison from the Campus Center Office must be present for the event. • A Public Safety detail (number to be determined) will be present for the entire event with the cost assumed by the sponsoring Recognized Student Organization (RSO). • Depending on the nature of the event, metal detectors may be required. USG owns metal detectors, which can be utilized free of charge. However, the cost of Public Safety details will be assumed by the club. The final decision for metal detectors rests with Public Safety and Student Activities. • There will be 1 entrance and 1 exit identified for the duration of the event. • There will be no re-entry or bags allowed at the event.
Our event needs food! How can we get it? ▸ Food & Catering Before you order any food, make sure that the Student Events and Organizations Committee has funded the expenses for your event. Sodexo has created a Student Organization-only no frills catering menu with competitive pricing! Therefore, you should place food orders from this menu whenever possible! You can find the menu under the “Campus Links” section of SAGroups (www. clubs. umb. edu). Food should be ordered through Sodexo or purchased at Shaws with a Shaws Card whenever possible. Pizza, sandwiches, and snacks are not subject to a 9% catering fee. Use of an off campus catering vendor (which must be from a licensed, insured establishment) is subject to a 9% catering fee. • For example, if you order $500 of hot trays of food from Spinelli’s to serve at an event, 9% of the order (or an additional $45) will be charged to your account.
If your event requires Catering (a food vendor other than Sodexo setting up and serving large quantities of food), then the vendor must provide the Campus Center with a certificate of insurance and must participate in a walk through with Campus Center Staff at least (10) business days prior to the event. The Campus Center also has a list of preferred caterers on their website (those who have already submitted insurance, etc. ) If you are using an off campus caterer, then they must provide plastic or china service. We will no longer support china rentals only. As a reminder, all requests for food must be submitted as a Purchase Order Request on SAGroups. Please allow at least 3 business days notice to process your request (longer for larger orders). And as always, your Student Activities Advisor can help you with all of your food and catering questions!
When planning your event, the Campus Center has the following… • • ▸ Campus Center Resources Evening and Weekend Staff – Assigned to match the event schedule Students who serve as the “backbone” of the CC and serve as Building Managers, AV, Info Booth, and Event Staff Design-an-Event Map – They can design your room/event layout to scale Built-in LCD Projectors & PA system in the Ballrooms, 3540, 3545, 2540, 2545, and Alumni Lounge • Built in LCD TV’s in 3315, 3115, and 2315 • Additional AV is also available including TV/DVD carts, overheads, LCD’s, and conference phones Staging, risers, dance floors, sign-holders, snap frames, easels, and dry erase boards Assisted Listening devices are available in the Ballroom & Braille Directories are available at the Info Booth • •
Our event needs advertising! Where can we print fliers and get posters? ▸ Printing of Fliers & Posters Every Registered Student Organization can receive up to 60 free fliers from Quinn Graphics for an event that they are hosting. Your Advisors send all printing requests to Quinn Graphics. If you are looking for a different order, send an e-mail to your Student Activities Advisor with the attachment and order details (e. g. number of copies, sizes, etc. ) and the date you would need the materials by. Please allow up to 5 -7 business days to complete the request. Once the printing is complete, pick up your materials from Quinn Graphics (located in the Quinn Administration Building LL) and bring them to Student Activities for the approval stamp so that you can post them up around campus. You can find the Posting Policy at the Student Activities website https: //www. umb. edu/life_on_campus/student_involvement/activities Please note that ALL event publicity must have: • Your RSO’s name • Date, Time, Location, Cost (if applicable) of event • RSO contact email and/or phone number • The Disability Statement (available from advisor) or it will not be approved Your Student Activities Advisor can provide you with an overview of Quinn Graphics printing costs for more specific printing jobs.
UMASS Boston Hazing Policy All members of student organizations must read, understand, and abide by the University of Massachusetts Boston hazing policy as well as Massachusetts General Law (outlined below). Club leaders must share this information with all group members. The University of Massachusetts Boston in compliance with Massachusetts State Law, Chapter 269 Sections, 17, 18, 19, and the Board of Higher Education, prohibits any form of humiliation or hazing. The policy in effect protects the students and employees of UMB. “Hazing” is outlined in the Massachusetts General Law, below. Consent shall not be an excuse or defense to any form of hazing. In addition, whoever knows that another person is the victim of hazing and is at the scene of such a crime, shall, without danger or peril to self or others, report such a crime to an appropriate law enforcement official or to the Vice Chancellor for Student Affairs or designee, as soon as possible. ▸ Whoever fails to report, or is a principal organizer in the crime of hazing, shall be punished by a fine or by imprisonment. In addition to criminal charges, any alleged violations shall be reported to the Office of the Vice-Chancellor of Student Affairs for disciplinary action, according to the Code of Student Conduct. ▸ MGL Chapter 269: Section 17. Hazing; organizing or participating; hazing defined Section 17. Whoever is a principal organizer or participant in the crime of hazing, as defined herein, shall be punished by a fine of not more than three thousand dollars or by imprisonment in a house of correction for not more than one year, or both such fine and imprisonment. ▸ The term “hazing” as used in this section and in sections eighteen and nineteen, shall mean any conduct or method of initiation into any student organization, whether on public or private property, which willfully or recklessly endangers the physical or mental health of any student or other person. Such conduct shall include whipping, beating, branding, forced calisthenics, exposure to the weather, forced consumption of any food, liquor, beverage, drug or other substance, or any other brutal treatment or forced physical activity which is likely to adversely affect the physical health or safety of any such student or other person, or which subjects such student or other person to extreme mental stress, including extended deprivation of sleep or rest or extended isolation. Notwithstanding any other provisions of this section to the contrary, consent shall not be available as a defense to any prosecution under this action.
UMASS Boston Hazing Policy (cont. ) MGL Chapter 269: Section 18. Failure to report hazing ▸Section 18. Whoever knows that another person is the victim of hazing as defined in section seventeen and is at the scene of such crime shall, to the extent that such person can do so without danger or peril to himself or others, report such crime to an appropriate law enforcement official as soon as reasonably practicable. Whoever fails to report such crime shall be punished by a fine of not more than one thousand dollars. ▸MGL Chapter 269: Section 19. Copy of Secs. 17 to 19; issuance to students and student groups, teams and organizations; report Section 19: Each institution of secondary education and each public and private institution of post secondary education shall issue to every student group, student team or student organization which is part of such institution or is recognized by the institution or permitted by the institution to use its name or facilities or is known by the institution to exist as an unaffiliated student group, student team or student organization, a copy of this section and sections seventeen and eighteen; provided, however, that an institution’s compliance with this section’s requirements that an institution issue copies of this section and sections seventeen and eighteen to unaffiliated student groups, teams or organizations shall not constitute evidence of the institution’s recognition or endorsement of said unaffiliated student groups, teams or organizations. ▸Each such group, team or organization shall distribute a copy of this section and sections seventeen and eighteen to each of its members, plebes, pledges or applicants for membership. It shall be the duty of each such group, team or organization, acting through its designated officer, to deliver annually, to the institution an attested acknowledgement stating that such group, team or organization has received a copy of this section and said sections seventeen and eighteen, that each of its members, plebes, pledges, or applicants has received a copy of sections seventeen and eighteen, and that such group, team or organization understands and agrees to comply with the provisions of this section and sections seventeen and eighteen. ▸Each institution of secondary education and each public or private institution of post secondary education shall, at least annually, before or at the start of enrollment, deliver to each person who enrolls as a full time student in such institution a copy of this section and sections seventeen and eighteen. and also certifying that said institution has adopted a disciplinary policy with regard to the organizers and participants of hazing, and that such policy has been set forth with appropriate emphasis in the student handbook or similar means of communicating the institution’s policies to its students. The board of higher education and, in the case of secondary institutions, the board of education shall promulgate regulations governing the content and frequency of such reports, and shall forthwith report to the attorney general any such institution which fails to make such report.
The link to confirm participation in club training is on the next page. This means that you have read, understood, and your club members will comply with all stated policies and procedures. The President and Treasurer from a club must complete/get credit for training in order for a club to become active! Club Training | Student Events and Organizations Committee
Thank you for reviewing club training. In order to get credit for club training, Presidents and Treasurers must take a short quiz by clicking the link below. http: //tinyurl. com/hbohte 3 Returning clubs must complete training by September 23, 2016 to remain active. Contact [email protected] com with any comments, suggestions, or questions. Club Training | Student Events and Organizations Committee