Student Organization President Training 2011-12

Welcome ToStudent Organization

President Training2011-2012

Adam [email protected]

Training Outline• Introductions• Registration & Management• Resources for Operations• Resources for Events• Current Topics for Student Organizations• Semester Conversion• Ohio Union Website• Questions

• Complete and manage registration for organization• Coordinate meetings and programs• Primary contact for, and face of, student

organization• Corresponds on behalf of organization• Communicate with organization membership and

advisor

Role of the President

• Provide vision and direction for the organization• Help manage conflicts• Recruit and groom future leaders• Ensure teambuilding and morale

Role of the President

Registration & Management

• May 1 begins the student organization re-registration period

• October 15 is the continuous registration deadline for organizations that have been previously registered to renew their registration each year to stay Active.

• Brand new organizations may begin their registration at any time and must complete all requirements within 60 days or by October 15. New organizations may not duplicate the purpose of another existing organization

• Only the Primary Leader has the ability to register an organization or log in and change/update information.


• Annual Registration Requirements (May 1 – April 30)– Trainings (Pres, Treas, Adv)– Online Registration Form Updates (Pres)

•General Information•Roster•Constitution•Goals

– Online Registration Advisor Approval (Adv)


• General Information– Purpose Statement– Anti-Hazing Agreement– Primary Type– Primary Demographic– Meeting Time & Location– Office Location/Mailing Address– Officer Transition Month– Open or Selective Membership– Dues– Website Address


• Roster – Must have a minimum of 5 OSU students

• Please list all members• At least 90% of roster must be OSU students

– Primary Leader, Secondary Leader, Treasurer, & Advisor required

• Can list other officer positions– Need first name, last name, OSUname.#, email– If you have co-Presidents, both people must

complete President Training for both to have login access


• Constitution– Must have

• Purpose Statement• Non-discrimination policy consistent with CSA Guidelines

– A student organization formed to foster or affirm the sincerely held religious beliefs of its members may adopt eligibility criteria for its student officers that are consistent with those beliefs

• Member selection requirements and removal process• Officer names, duties, selection, and removal process

– Can use previous year’s constitution if unchanged and contains the above information


• Goals– Submit a minimum of 2 goals for the year– Mid-year progress update– End of Year Report

• Philanthropy• Service• Awards/Recognition• Major Programs/Events

– Advisor should review and approve all of these


• Registration Statuses– Pending– Inactive– Active – New/Re-Established– Active – Established

• All organizations switch to Pending each May 1

Statuses

• Pending: Brand new organizations or organizations in the process of completing registration requirements for a given year.

• Inactive: Organizations that have not completed all registration requirements by the annual October 15 deadline. Inactive organizations are ineligible to use the free resources for student organizations.

Statuses• Active - New/Re-Established: Organizations

that have been registered for less than two (2) continuous years or organizations with less than 15 members; all registration requirements completed by the annual October 15 deadline.

• Active - Established: Organizations that have been registered for at least two (2) continuous years; at least 15 members of the organization; all registration requirements completed by the annual October 15 deadline.

Grades• The three listed officers must have a minimum

GPA above 2.0 for undergraduates, 3.0 for graduate students, and 2.0 for professional students each grading term.

• Officers must be enrolled in classes each term full time.

• If organization officers are not enrolled, or have a below GPA during any term, that person will be notified and encouraged to improve their grades by the next academic term.

• If after two consecutive terms an officer’s grades are still below the minimum, he/she will be asked to step down and find a replacement.

Role of the Advisor• Primary resource for the organization• Meet with officers, give advice• Provide continuity and perspective• Approve organization’s registration, funding

requests, and annual goals• Co-signer on organization bank account

Advisors• All student organizations must have an OSU

faculty or staff member as Primary Advisor. You may have more than one advisor.

• All advisors must attend training at least every 2 years. The first advisor certification must be done in person, renewals may be completed either online or in person.

• Graduate students and civil service employees are not eligible to serve as Primary Advisors

Role of the Treasurer

• Meet regularly with the advisor to discuss finances• Request all funds for the organization• Save receipts and complete all forms• Manage organization budget and bank account• Steward of student money• Set the example of financial wellness

Competitive Sport Clubs• Sport Clubs register as student organizations

with the Ohio Union (as well as registration with the RPAC Sport Club Office)

• Same registration requirements and benefits as other student organizations, except…– No Ohio Union Treasurer Training required– No access to Operating or Programming Funds

• Are you an aspiring Sport Club? Must still first register as an Active student organization for two quarters, then apply for Sport Club status from RPAC

• Active status• No outstanding debt• EIN• External Checking account

– US Bank located on 1st Floor of Ohio Union

Eligibility for Funding

Funding Basics• Only the listed Treasurer has access to apply

for CSA funding online.• All organizations are eligible for the same level

of Operating Funds ($200 each year).• The Operating Funds application deadline is

rolling anytime after June 15.• Your organization will receive the funds

upfront.• Return any unspent funds, along with original

itemized receipts, prior to June 1, 2012.

Funding Basics• Your Active status determines your available levels

of Programming Funding ($2,000 for New/Re-established or $3,000 for Established each year).

• Programming Funds requests must be submitted by the 5th Friday of the quarter before the event takes place.

• Programming Funds are given out through a reimbursement process.

• All receipts are due 30 days after the date of the event.

• Certain categories of expenditures have percentage limits on how much you can spend.

Fundraising and Sponsorship• Some good ideas are local restaurants, clean-

ups, concessions, selling items, soliciting local business, partnering with campus departments, or writing organization alumni.

• On campus credit card sales are not permitted.• Download the fundraising contact sheet from

the Ohio Union website.• There are no Sponsorship restrictions except

for direct Coke competitors or Barnes & Noble on campus.

Additional Funding Resources

• Ohio Union Activities Board Collaborative Events– ouab.osu.edu

• Student Government Funding– usg.osu.edu– cgs.osu.edu– ipc.osu.edu

• Multicultural Center– multiculturalcenter.osu.edu/funding-opportunities

• RHAC, Hall Councils– rhac.osu.edu/documents.asp

Resources for Operations

A student’s point of connectionfor the full spectrum of involvement

at Ohio State.

Students can connect with leadershipand service initiatives, engage withstudent organizations, advance learning,and create lasting memories.

Center for Student Leadership & Service

Center for StudentLeadership & Service

• Existing and New Initiatives– Leadership Awards– Community Service Programs– Annual Conference on Leadership and Civic

Engagement– Student Organization Summit– Skill Building Workshops– Leadership & Service Clearinghouse– Calendar of Events– Academic Courses & Leadership Minor


Center for StudentLeadership & Service

• Workshops, Presentations, Guest Speakers– Over 30 different topics

• Request support for your next organization retreat– Finding locations– Consultation/planning on activities and agendas– Games, equipment, low ropes course activities– Facilitation from Student Leadership Advocates– Coca Cola Retreat Package Funding

Resource Room• Some resources have an associated cost. Items without

cost are free. Each student organization receives a yearly $250 Line-of-Credit to spend on resources. You don’t have to pay it back!

• Your Line of Credit is reset each year on June 15.• Your full Line of Credit is not available until your

organization obtains Active status (only $25 while Pending).

• Inactive status organizations cannot use their Line of Credit

• Organizations may not transfer funds on their Line of Credit to another group.

Resource Room• All members of an organization can use the

organization’s Line-of-Credit. Only leaders may check out equipment.

• When your Line of Credit runs out, or whenever you choose, you can purchase items at their cost from the Resource Room.

• Individual students can purchase items from the Resource Room.

Offices, Lockers, and Mailboxes• Student organizations have access to office spaces, storage lockers,

and mailboxes.

• Offices, lockers, and mailboxes have already been assigned for the

upcoming year. Applications willbe next available in Spring 2012.

Marketing Resources• A Graphic Design team is ready to help you

design your next flyer, t-shirt, logo, letterhead, poster, or newsletter at no cost!

• Photography & Videography• Finding vendors or promotional items• Virtual Bulletin Boards

– PDF, JPEG or Word format– Email to Deb [email protected]

• Ohio Union website calendar– Email to Jen [email protected]

Coke Beverage Donation• Donations are for events, rather than for meetings.• The event must be on or near campus.• The request form must be filled out online at least

2 weeks prior to the event for which the beverages are needed.

• Several pick-up locations, including the Ohio Union• Not able to serve or distribute non-Coca-Cola

products on campus property, nor use university funds to purchase non-Coca-Cola products for events or programs on or off campus.

Website Registration

• Student organizations may use free website space hosted through the university.

• To request a website, change webmasters, or request a new URL address, the President submits the information as part of the General Information online registration

• Questions about log-in/technical issues with your website should be directed to 688-HELP or [email protected]

Technology Resources• The Ohio Union IT staff can help your student

organization create templates and design basic website features– Contact Nate [email protected] to set up an

appointment• Organization specific listservs are managed by

OIT. • Organization email addresses

([email protected]) are also managed by OIT.

Carmen Pages• To create Student Organization Carmen page, send the

following information to [email protected] course title (Your student organization name). This

must be 30 characters or less, spaces included.2.An instructor name.# (This should be your OSU

faculty/staff advisor member, who can later give instructor access to other members and officers)

3.An OSU department the course will be placed under. (Student organizations use "Student Life“)

4.The quarter in which the course will be active. Ongoing is an available option.

• Once the request is submitted, the instructor will automatically be given access and will be able to enroll other users.

Student Organization Insider• The Student Organization Insider is a weekly

email newsletter sent to all listed officers and advisors– Forward it to the rest of your members!

• You are automatically signed up to receive it when you are listed as an officer of a student organization. Other members can sign up to the listserv on the Ohio Union website

• Submit announcements for your events by Tuesdays at 5pm to [email protected]

Spotlight Your Organization

• Did your organization or member win an award or receive recognition?

• Are you doing a cool event that everyone else should know about?

• Do you want some free publicity in Buckeye Net News and OSU Weekly emails?

• Do you have an advisor that goes above and beyond?

• Submit information and suggestions to [email protected]

Advisor SNAPS

Resources forEvents

Meeting & Event Space• Ohio Union Meeting & Event Space

– Over 30 options– Most rooms are free with Active status– Conference Meeting Rooms in the Center

• Tabling in the Union• Ohio Union Catering – Student Organization

Catering Menu & Policies• Additional campus locations – Selected

classroom buildings across campus• Outdoor Events – Fill out an online BEN request

Meeting & Event Space


• VEMS screen shot – Plug Center Meeting Rooms

Risk Management• What is Risk Management?

– Assessing, minimizing, and preventing accidental loss through the use of safety measures

• Varying levels of risk with student organizations– Liability– Safety– Reputation– Emotional– Financial

Using Trademarks

• All items with any kind of OSU logo or images, etc. need approval by the Trademark and Licensing Office

• The words “Ohio State” or “OSU” do not need approved if outside of your organization’s name

• Only student organizations in the Active - Established level of registration may use “Ohio State” or “OSU” in their official organization name. “Ohio State” or “OSU” must appear at the end of the organization name.

Showing a Movie

• If you want to show a movie, most likely you need to rent/buy a licensed copy of the film if it is a “public performance.”

• Visit MPAA website for more information.• Visit www.swank.com to browse movie titles

Transportation

• Students may drive each other to events, or other student organization related activities without signing a waiver

• Organizations may rent cars, passenger vans, buses, and trucks through Transportation & Parking

• Reservations must be made at least three business days in advance

Working with Food• If you are not selling food, the general rule is

“eater beware”• If you are selling food, the campus policy states:

– Food items sold by student organizations should either be commercially prepackaged by a licensed vendor and handled in compliance with relevant health codes or grown, raised, or produced by members of a registered student organization as part of their academic program.

• Download a copy of Food Safety Guidelines from the Ohio Union Resources webpage

Organization Risk Management

• Hazing– Ohio Revised Code Definition: “ ‘Hazing’ means

doing any act or coercing another, including the victim, to do any act of initiation into any student or other organization that causes or creates a substantial risk of causing mental or physical harm to any person.”

– Civil Liability: http://codes.ohio.gov/orc/2307.44• Alcohol

– Follow State of Ohio Law– www.partysmart.osu.edu– Cannot use in promotional materials for events

Organization Risk Management

• Games of Chance/Raffles• Cash box rental• Waivers• Controversial speakers, dangerous activities• Contracts• Responsibility for others• Code of Conduct

http://studentlife.osu.edu/pdfs/csc_12-31-07.pdf– Off Campus Rules– Property Destruction (i.e. Car Bashes)

Current Topics for Student

Organizations

Event Planning

• What are your Best Practices?

Event Planning• Why? Audience, Type of program, Intended

Outcomes• Reserve Space• Budget• Travel and Contracts• Event Name, Branding, Marketing• Food and Beverages• Decorations, Supplies and A/V• Volunteers• Clean Up, Evaluation, Thank Yous

Event Planning• Checklist:

Space reservation cancellations/rain sites Parking Permits Large crowds/space defining equipment ADA accessible Trash removal Late night/early morning security Amplified sound, if outside

Marketing


Marketing• Social Media• Email listservs• Online calendars• Flyers (Residence Halls, Classrooms, CABS buses,

outside, PAD pizza, Dining Commons, RPAC)• Ohio Union TV screens• Classroom announcements/Faculty/Departments• T-shirts• Chalking• Word of Mouth

Recruitment & Retention


Recruitment & Retention• Recruitment is a year round activity• Create a plan – calendar, goals, officer position• Demonstrate your organization’s value and benefit• Make sure people know your organization exists• Recognition, Appreciation and Awards• Participation – have a plan for each person to get

involved• Keep it fun – social events, icebreakers• Consistency – meeting times & length• Create a welcoming environment

Officer Transitions


Officer Transitions• Face to Face meetings

– Timelines, people who were resources, things you wish you would have known

• Binders/Folders/CDs/Flashdrives/Discs/Stuff• A complete record of the organization’s structure, goals,

documents, and synopsis of financial standing• A brief write-up with suggestions, recommendations,

challenges, or insightsTo Do• Switch names on bank account• Update the new officers in the Student Organization

Management System

Leadership Tips


Leadership Tips• Lead by example• Delegate & empower others• Hold people accountable• Understand different styles and motivations• Over-communicate• Give and accept feedback• Set goals• Show your passion and enthusiasm

Semester Conversion

Semester Conversion

• Organizational Changes– Constitution: review election dates, “SOURCE”

references, any vague statements, outdated information

– Elections and Transitions– Major Events and Programs:

• Autumn Semester; Aug 20 – Dec 7• Spring Semester; Jan 7 – April 25

– Financial reporting, dues collection– National Organization requirements

Semester Conversion

• New Registration Process for 2012-13– Two registration windows

• Window I: February 15 – April 30• Window II: August 15 – October 31

– Self select which Window your organization wants to register in and which registration deadline

– All requirements must be completed during the Window or the organization will be Inactive

– Only “New Organization” trainings will be offered outside of Window dates

Ohio UnionWebsite

Union Homepage

http://ohiounion.osu.edu

Scroll over to Student orgs

Student orgs Homepage

Shibboleth

Student orgs Management Homepage

General Info Page

Roster page

Constitution page

Goals/EOY Report page

View Org info

Wrap-Up For future reference Email with links and PPT slides Handouts

Before you leave Sign the Sign-in Sheet Drop off Evaluation form

Thanks for coming!

Adam [email protected]

Student Organization President Training 2011-12

Education

Transcript of Student Organization President Training 2011-12