Student Organization Officer Training Manual 2013-2014
Student Organization Officer Training Manual 2013-2014 Keeping Organizations And Leaders Active & Successful August 28, 2013 Dear Student Organization Officers, Congratulations on your election to a leadership position within your student organization! This not only demonstrates your commitment to contributing to your organization and Columbia College, but also indicates your peers’ respect and belief in you as a leader. We hope you find this manual helpful to you as a student leader. We have included an explanation of important Columbia College policies and procedures and a review of important campus resources. Being a student leader isn’t always easy. So when you have questions or experience challenges, as part of your leadership position, please feel free to come meet with us so that we can help to advise, assist, or serve as a sounding board for you. Remember that even with the challenges, serving in a leadership position is a fulfilling experience from which you will learn much about yourself and others. It will definitely prepare you for leading in your future career, community, and citizenship roles. We wish you and your student organization the best this coming year. Sincerely, Melissia Brannen Director of Student Activities Miranda Abu-Farha Graduate Assistant for Orientation and Leadership Development 2 Table of Contents Quick Reference Sheet………………………………………………………………………………………………..4 Important Contact Information for Student Organizations……….………………………………….…………...4 Summary of Important Forms and When to Use Them………………………………………...…………...4 Expectations and Requirements of Student Organizations…………………………………………………...…....5 Workshop & Meeting Attendance……………………...…………………………………………………..........5 Student Organization Constitutions & By-Laws………………………………………………………………...5 Student Organization Minutes …………………………………………………………………………………..5 Officer Information ……………………………………………………………………………………………...5 Renewal Process ………………………………………………………………………………………………...5 Student Organization Policies……………………………………………………………………………...………6-7 Contracts………………………………………………………………………………………………………….6 Financial Information…………………………………………………………………………………………….6 Movies……………………………………………………………………………………………………………6 Off-Campus Events………………………………………………………………………………………………6 Paraphernalia……………………………………………………………………………………………………..6 Posting Policy Guidelines………………………………………………………………………………………..6 Sodexo Student Organization Policy…………………………………………………………………………….7 Solicitation Policy………………………………………………………………………………………………..7 Advertising…………………………………………………………………………………………………………….8 Places to Distribute Flyers……………………………………………………………………….……………….8 Activities Fair…………………………………………………………………………………….……………....8 Around Campus………………………………………………………………………………….……………….8 Create a Group in Koala Connection………...………………………………………………………………......8 Daily Blast...……………………….…………………………………………………………………………......8 Display Board in Dining Hall………………………………………………………………………………….....8 Sidewalk Chalk……………………………………………………………………………………………….…..8 Off Campus Advertising..…………………………………………………………………………………….…..8 Table Tents……………………………………………………………………………………………………….8 Office of Student Activities Resources…………………………………………………………………………..9 Staff Accessibility.…………………………………………………………………………………….…………9 Leadership Resources……………………………………………………………………………………………9 Student Organization Mailboxes………………………………………………………………………………...9 Supplies and Equipment……………………………………………………………………….………………...9 Programming and Promotional Resources……………………………………………………………….……...9 Student Activities Conference Room……………………………………………………………………………9 Financial and Contractual Support………………………………………………………………………………9 Student Leader and Advisor Listserves……………………………………………………………………….....9 Website…………………………………………………………………………………………………………..9 Campus Facility Scheduling Guidelines……………………………………………………………………….10-14 Columbia College Student Event Registration Form…………………………………………………………..12 Event Summary Evaluation Form……………………………………………………………………………...14 Financial Information……………………………………….………………………………………………….15-18 Student Organization Money Request/Deposit Form……………...………………………………….………..17 Student Organization Solicitation Form……………………………...………………………………………...18 Additional Resources………………………………………………………….…………………………………19-24 Sample Student Organization Constitution……………………...……………………………………………..19 Sample President’s and Vice President’s Position Descriptions…...…………………………………..………22 Sample Secretary’s and Treasurers Position Descriptions……………………………...………………..........23 Sample Advisor’s Position Description………………………………………………………………..……....24 3 Quick Reference Sheet Important Contact Information for Student Organizations Student Activities: Any question regarding your student organization or event Student Activities’ Website Melissia Brannen, Director of Student Activities Miranda Abu-Farha, Graduate Assistant for Orientation and Leadership Development http://www.columbiasc.edu/osa 786-3296 786-3758 Campus Police: To open buildings and rooms and to provide security for your events (The Campus Scheduler will let you know if you need security for your event.) Catering: To arrange catering for an on-campus event or meeting Room Reservations: To reserve a space on campus for an event or meeting or to reserve a table in the Dining Hall Room Reservations: To reserve the Student Activities and Residence Life conference room or enclosed display board in the Dining Hall Facilities Management: To arrange for an event set-up or to reserve microphones, etc. Media Services: To reserve any type of audio/visual equipment Campus Police: During business hours Emergency Line: After business hours 786-3343 786-3333 Jennifer DeShane, Catering Manager 786-3050 Mary Carlisle, Director of Campus Scheduling and Special Projects; Arts Administration Specialist 786-3783 Sue Gerdes, Administrative Assistant and Data Coordinator for Student Activities and Residence Life 786-3663 Gaby Hickman, Assistant Director of Facilities Management 786-3770 Angie White, Instructional Technology Consultant 786-3716 Summary of Important Forms and When to Use Them Note: Forms can be obtained from the Office of Student Activities or online at http://www.columbiasc.edu/osa 1. Solicitation Form: Used when an organization wants to do a fundraiser or collect funds or goods for a charity. The Director of Student Activities must sign off on the form. Any fundraiser involving an offcampus organization requires the signatures of the Director of Student Activities and the Assistant Vice President for Advancement. 2. Student Organization Money Request/Deposit Form: Used when an organization needs to deposit funds, request a reimbursement, get a cash advance, or check. The Director of Student Activities or the Graduate Assistant for Orientation & Leadership Development can sign off on this form. 3. Event Registration Form: Used to reserve any space on campus for an event and/or program. This form should also be used to reserve a table in the Dining Hall and to inform Student Activities of offcampus events and meetings you are holding. 4. Event Summary Evaluation: Used after every major event and fundraiser in order to assess the program or fundraiser. This evaluation will help you with future planning for your organization. Your organization should keep it for your records. Student Activities is also willing to file it in your organization’s folder. 4 Expectations and Requirements of Student Organizations Workshop & Meeting Attendance Officers in organizations applying for SGA funding are required to attend several workshops and meetings throughout the school year. While these workshops are not required for officers in organizations that do not receive funding from SGA, these officers are strongly encouraged to attend. Student Leadership Forums (SLF) Each organization must have one representative in attendance at each SLF. The representative cannot represent more than two student organizations and the representative does not have to be an officer. This may be a great opportunity for an emerging leader in your organization. Student organizations that have representation at four (4) SLFs will automatically receive $100.00 and groups that attend three (3) SLFs will receive $50.00, in addition to their allocation decided by the Allocations Committee. The funds for the SLF Incentive Program are non-restrictive and can be used to purchase items such as surcies, t-shirts or pay for conference registration fees. Leadership Lunch Series The Leadership Lunch Series (LLS) will meet the 1st Thursday of every month at 12:30 pm in Student Union B106 with all student organization leaders. LLS is designed to promote communication and collaboration amongst all of the student organizations on campus. Cabinet Cabinet serves as a voice to the College community and is comprised of the SGA Executive Officers, Class Presidents, and a representative from the Residence Hall Association, Commuter Student Association, Columbia College Activities Board, and Diversity Committee. Student Organization Constitution and By-laws Each student organization should have a copy of its’ updated constitution and by-laws on file in the Office of Student Activities. Organizations must review their constitution and make changes if needed, every other year (Organizations A-L during the fall semester on odd years and organizations M-Z during the fall semester on even years). Please note there are several things that are required in all student organization constitutions. (Please refer to page 18 for a sample constitution.) If your organization’s constitution does not include the features in bold, then a constitutional update is needed. All constitutional changes must be approved by the Director of Student Activities and/or the Campus Life Committee. Student Organization Minutes Following each meeting of your organization, a copy of the minutes from that meeting should be emailed to the Director of Student Activities. You should include the name of your organization at the top and the date (month, day, and year). A summary of the business discussed should be listed in the body of the document. (It may be helpful to use Roman numerals so your minutes are user friendly.) These minutes will go on file along with the organization’s constitution and officer information form. Please note that your organization can turn in any programs from events, as well as a copy of flyers and other advertisements to the Office of Student Activities, if you wish to have them archived. Officer Information It is imperative that the Office of Student Activities be kept abreast of any changes in officers within your organization. For this reason, the Officer Update Form should be completed immediately after an officer change is made. The following information is needed: officers’ names, officers’ student ID numbers, phone numbers, box numbers, and email addresses. Renewal Process Organizations must complete an Officer Update Form by April 1st of each year in order to maintain their status as a SGA-recognized student organization. 5 Student Organization Policies Contracts Students cannot enter into contractual agreements on behalf of Columbia College or their organization. The Office of Student Activities and the Vice President for Finance must approve all contracts before an event can be held or payment can be made. All contracts should be approved by the organization’s advisor and turned into the Office of Student Activities at least three weeks prior to the program or event to allow time for approval. Financial Information Student organizations are expected to keep an accurate record of the financial activities of their organization. All transactions including deposits and requests for money need to be signed off by the Office of Student Activities. Students and advisors may not sign off on their own reimbursements, payments, or cash advances. Movies Student organizations must purchase a license to show movies to their organization members or campus community in order to avoid copyright infringements. The price for the license will vary depending on how the movie is going to be used, how many people plan to attend, and whether admission is charged. Please contact the Office of Student Activities to get license prices. Off Campus Events If your group is planning an event, service project, or trip off campus, you must fill out an Event Registration form. In addition, you need to come to the Office of Student Activities to get waivers for the trip, even if individuals are not being transported in college vehicles. Organization Promotional Materials SGA allocations cannot be used to purchase t-shirts or promotional items specifically for members of your organization. Organizations must have all designs (ex. tote bags, t-shirts, etc.) reviewed and approved by their advisor and the Office of Student Activities before they can be printed. Posting Policy Guidelines The Office of Student Activities must approve all forms of advertisement that are posted on campus. It is strongly recommended that when using photocopied flyers the original copy be stamped before additional copies are made. Also, no postings may be placed on glass, painted surfaces, elevators, or brick walls. Any organization that does not comply may face repair costs for damages done to these surfaces. For complete rules and regulations about posting on campus, please refer to your Student Handbook. 6 Student Organization Policies Sodexo Student Organization Policy Sodexo partners with the college to provide all of your on campus food service needs. The only exception is if your event is in a residence hall. In an effort to help organizations budgets go further, Sodexo has agreed to allow student organizations to purchase the items below on their own for meetings without ordering it through Sodexo. If you are having an event, your organization must purchase the items below and all other food and drink items from Sodexo. What is a meeting? A formal or informal gathering of your organization’s membership. What is an event? A gathering that your organization members, campus community, and/or off-campus guests are invited to attend. Items Student Organizations Can Purchase for Meetings Without Going Through Sodexo: Individually wrapped candy, cookies, chips, and pretzels, and prepackaged Granola and Nutrigrain Bars 2 liter sodas and Capri Suns Individual bottles of water Please remember that if you are not purchasing your food items through Sodexo your organization is responsible for providing your own cups, napkins, plates, utensils, etc. Other Services Sodexo Can Provide: Ice (There is no charge. However, you must bring your own cooler or bowl when the Dining Hall is open. Sodexo does not provide these items.) Tablecloths, coolers, bowls, etc. for a rental fee Please remember Sodexo provides a 10% discount to student organizations who turn in their request at least a week in advance. Please view their catering guide at http://columbiacollegedining.com/catering.html or request the Express Catering Guide. Solicitation Policy All fundraisers (both on and off campus) must be approved by the Office of Student Activities and, if necessary, by the Office of Development. Solicitation Forms are available in the Office of Student Activities and must be approved before any advertising of the fundraiser or donation drive may be done (Please refer to the Solicitation Form). It is also important to refer to your fundraiser as a drawing, not raffle, when appropriate. Raffles are illegal in the State of South Carolina. 7 Advertising Come by the Office of Student Activities to have your organization promotions stamped for approval. Please refer to the Posting Policy in its entirety on page 5. Some places to distribute flyers: 1. RA/As- 23 flyers (bring to Student Activities) 2. Student Union- 3 bulletin boards 3. Bush- 1 bulletin board 4. Breed- 1 bulletin board 5. Harrelson - 2 bulletin boards and 1above mailboxes 6. Library- 1 bulletin board 7. C3PD – 1 bulletin board Where You Cannot Post 1. Glass 2. Painted Surfaces 3. Elevators 4. Brick Walls Activities Fair The Office of Student Activities holds an Activities Fair in the Fall and Spring semester. This is a great way to inform the campus community about your organization. Around Campus All student organization events will be published in the Around Campus calendar of events posted on the Columbia College and The Post Script websites. You may also email a short summary and contact information to the Director of Campus Scheduling and Special Projects to publicize additional details. Create a Group in Koala Connection You can create a group in Koala Connection in order to communicate with members in your organization and to inform them about your meetings and events. Click on Campus Groups in KC and make your request or set up a meeting with the Director of Student Activities. Daily Blast If your group wishes to have your meetings, events, or fundraisers listed in the Daily Blast, you must give your information to your advisor with enough notice so she/he can submit it before noon on the day prior to when you want it to appear in the publication. Please give your advisor the name, date, location, and time of the event, what days you want the information included (You can only have the same description listed for 3 days per week), and a 255 characters or less description of the event. If your advisor is unable to submit your information, please contact the Office of Student Activities at 803-786-3663. Display Board in Dining Hall In an effort to help organizations become more visible to the campus community, the enclosed bulletin board in the Dining Hall can be reserved for your organization to display information. You can reserve the board for one week each semester. Reservations will be made on a first come first serve basis. Call 786-3663 today to make your reservation. Off Campus Advertisements If you want to submit information to the media, you must work with the Office of Student Activities to get approval from Public Relations. Other forms of advertisement geared towards off campus guests should be thoroughly explained on your Event Registration form. Sidewalk Chalk Sidewalk Chalk can only be used on sidewalks in areas where the rain will wash the chalk off. Do not use chalk on steps that are underneath pavilions, etc. Table Tents All flyers displayed on tables in the Dining Hall need to be placed in the sign holders provided by the Office of Student Activities. Only recognized student organizations and campus departments are allowed to display flyers. Please bring your quarter flyers to the Office of Student Activities. A total of 36 flyers are needed for the table tents. A quarter flyer template is available on the Student Activities’ webpage. 8 Office of Student Activities Resources account number and funds in your account. Each copy is $.04 and is charged to your organization’s account. If you wish to make color copies a charge of $0.50 per sheet will be charged to your organization’s account. Staff Accessibility The staff members in the Office of Student Activities maintain an open door policy. Office hours are 8:30 am to 5:00 pm. You are encouraged to come by the office with questions about planning programs, handling funds, or any other issues that may arise. Appointments can be scheduled with staff members. If a staff member is unavailable please leave a message and/or your paperwork. We will get back to you within 1-2 business days. Programming and Promotional Resources A book shelf can be found in the Student Activities Reception area containing information about potential speakers, performers and novelty acts that your organization can bring to campus. You will also find several magazines that deal entirely with making programs successful. Leadership Resources The Student Activities office has access to several different leadership opportunities and resources. There are several magazines that come into the Student Activities Office that may be of interest to you, including Student Leader Magazine, Campus Activities Programming Magazine, and Campus Activities Magazine. In addition to these resources, there are opportunities for leadership development through attendance at conferences such as the annual Student Leadership Diversity Conference at the University of South Carolina and the Women’s Leadership Conference at Clemson University, as well as the annual SLF Retreat and workshops that occur throughout the year. For more information on these conferences and other resources, see the Student Activities staff. Student Activities Conference Room Your organization may reserve the conference room, located in the Student Activities and Residence Life Office (Student Union B101D) by calling the Office of Student Activities at786-3663. Financial and Contractual Support When you are planning your budget proposal for CCSGA funds, making a deposit for your organization, or requesting payment for an event, the staff in the Office of Student Activities is available to assist you. Student Leader and Advisor Listservs The Office of Student Activities manages two Listservs for student organizations. All student organization officers are automatically subscribed to the officers’ Listserv, and all advisors are subscribed to the advisors’ Listserv. The Listservs are the quickest way to disseminate information and announcements. They are tremendous tools for leaders and advisors to communicate on various matters, e.g., upcoming events and programs. The Listservs provide a system of support for all leaders and advisors. To send a message to the student organization Listserv, email [email protected]. Advisors can send an email message to other advisors at [email protected]. Student Organization Mailboxes Each student organization has a mailbox located in the Student Activities Office. This box will serve as a way to distribute information to other organizations, as well as a way to receive important announcements from Student Activities. Please check your mailbox at least once a week. Supplies and Equipment Your organization may use the helium in the office at no charge. However, you must provide your own balloons. You may also make buttons ($.75 each) for your meetings and/or events. The Student Activities Office also stocks butcher paper, markers, paints, as well as other supplies that are available for student organizations. You may also use the computers available in the office to work on student organization minutes or publicity. Additionally, there is a copy machine available in the Student Activities Office if your organization has an Website The Office of Student Activities has a website that gives you 24-hour access to all of our forms. You can visit the website at www.columbiacollegesc.edu/osa 9 Campus Facility Scheduling Guidelines Each student organization is responsible for obtaining approval from the Office of Campus Scheduling for all meetings, events and programs, both on and off campus. This is done through an Event Registration Form, available in the Office of Student Activities, on the Student Activities’ website, or in the Campus Scheduling Office. Please turn in the Event Registration Form two –four weeks before your event, meeting, or program, depending upon the event location. The original completed copy of the Event Registration Form will be kept in the Campus Schedulers’ office. The organization officer who submitted the form will receive an event confirmation via email. A hard copy of this confirmation will be provided by request. A copy of your confirmation should be available during the event to serve as verification of registration. EXPECTATIONS Event Registration Forms must be submitted at least two weeks prior your event, with the exception of events taking place at College Place Church or the Concert Hall and Cottingham Theatre, which requires a four week notice. An advisor (or alternate full-time college faculty or staff member) must be present for the full duration of any event taking place at College Place Church as well as for socials and mixers taking place in any location. If we determine your event falls under the dance policy, you will be notified, and expected to complete a secondary form. Approval of your event does not guarantee availability of your preferred set up. These arrangements must be confirmed separately with Facilities Management. If your preferred set up is not possible, we will work with you to match it as closely as possible or find an alternate event date. We reserve the right to request that an advisor or CCPD be present at any event. We encourage you to not hold events or meetings during exam week. If you choose to submit a request for an event to take place during exam week, your request will have to be approved by the Dean of Students. All non-Columbia College guests must observe our policies. You are responsible for your guests’ actions and must complete the Off-Campus Guest section on the Reservation Form. PROCESS FOR EVENT REGISTRATION/FACILITY RESERVATION Step 1: Complete an Event Registration/Facility Reservation Form and submit it to the Office of Campus Scheduling (Forms can be submitted in person in Spears 135 or by email to [email protected]). This form must be filled out completely in order to receive approval. Note: Reservations should be made at least two – four weeks prior to an event, depending upon the event location. Organizations that do not reserve spaces and obtain proper approvals may be subject to the loss of room reservation privileges on campus. Step 2: You will be contacted by the Campus Scheduler by email or phone when approval of your event has been confirmed. Once the Event Registration/Facility Reservation Form has been submitted to the Office of Campus Scheduling the Campus Scheduler will then contact your organization’s advisor, the Office of Student Activities, CCPD, and Sodexo Dining Services for approval. (An exception is the Student Activities Conference Room which is reserved solely through the Student Activities Office). Please keep in mind you will receive confirmation only when all of the appropriate departments have given their approval. You should not publicize your event until approval has been confirmed. Note: Most reservations such as for a classroom or Student Union space can be made very quickly. However, some spaces on campus require approval from the department and may take up to two days to reserve. For example, Godbold Center, Cottingham Theatre, and Spears Music/Art Center are primary spaces for the departments located in those buildings. 10 The Alumnae Office is responsible for scheduling events for Alumnae Hall. Please contact Alumnae Services at 786-3600 to request that space. An Event Registration/Facility Reservation Form still needs to be completed and turned in for approval to the Campus Scheduler. Step 3: Contact Facilities Management for approval on any Set-Up Requests for your event. A copy of your confirmed Student Event Registration/Facility Registration Form will be submitted to Facilities Management by the Office of Campus Scheduling. Please note: When you receive confirmation from the Campus Scheduler on your event, this confirmation is for space only. You are responsible for contacting Facilities Management to finalize set-up arrangements, at which time they will confirm whether or not your requested set-up is available. Please note: Set Up Requests forms must be submitted to Facilities Management two weeks prior to your event. This includes events taking place in Breed, Humphries Hall, the SU Dining Hall, SU B106, SU Lounge, Alumnae Hall, and outdoor spaces. If you have any questions as to whether your event requires a Set Up Request please utilize the contacts listed on the following page. Step 4: Contact Sodexo Food Services if you are planning to serve food at your event. Due to the contract Sodexo has with the college, Sodexo must be given the opportunity to provide all of your organization’s food service needs. If Sodexo decides not to complete your order then you can use another vendor. However, you must remember to go to them every time and understand their decision may change with future orders. Canceling events: Contact the Director of Campus Scheduling and Special Events to release the space at 786-3783. If you reserved the Student Activities Conference Room please call Sue Gerdes at 786-3663. Inform each department on the Event Registration/Facility Reservation Form of the cancellation. It is especially important to obtain a cancellation signature from Sodexo. If you do not, you will be subject to charges for the food prepared for the canceled event. Commonly Used Spaces on Campus with capacities noted: BLC Foyer BLC 201/202 BLC Boardroom Humphries Hall Student Union B106 Student Activities Conference Room (B101D) Student Union (TV Lounge) Student Union Dining Hall Student Union Terrace Student Union Lobby The Mall The Green Porter Gym Spears Concert Hall Cottingham Theatre 125 for standing reception 75 classroom style, 149 auditorium style 25 at table, 20 additional chairs along the walls 120 at tables, 143 for standing reception 40 15-18 40 490 40 1 fundraiser, vendor, or display table next to the ATM 200 (approximately) 500 (approximately) 200 on bleachers, 200 chairs on floor 225 360 We encourage student organizations to use the Student Union facilities as often as possible for meetings and events! 11 Columbia College Student Event Registration Form Step 1: Bring this form to the Office of Campus Scheduling for approval. Section #1 and #2 are required. Section #1: Campus Scheduling Office (Please complete all items in this section before requesting approval.) Organization: Contact: Name of Event: Requested Location: Target Audience: Event Type: Advisor Name: Contact Number(s): Date(s) of Event: Beginning Time: Number of participants: Group Meeting Guest Speaker Fundraiser Visual Arts Event Other (please describe): Ending Time: Musical Performance Multi-Media Presentation Theatrical Performance Dining Hall Table How do you plan to advertise your event? (ie: Daily Blast, Facebook, flyers etc) Briefly describe your event: Will there be off-campus guests? Yes No If yes, where will your guests be coming from?_____________________________________________ If yes, what is the approximate age group of your guests?_____________________________________ Will CCPD need to be present at this event? Yes No Cancellation Policy: All events must be cancelled through the Scheduling Office at least 1 working day in advance. Cancellation through the Scheduling Office is for information only, and does not cancel food service, facilities set-up requests, or off-campus vendors. Section #2: Facilities Management Please use the additional space on the reverse side of this form to draw a set up diagram or list any additional information regarding your set up needs. Seating Needed for: Seating Style: Auditorium (number of participants) Classroom Conference U-Shaped Circular Other (please describe): Tables Needed (check all that apply and please list number needed ): Speaker(s): Food: Equipment Needed (check all that apply): Activity: Podium Microphones (please indicate type and number needed): Registration: Display: Other(please describe): Sound System iPod Cord Risers (# needed___) CD Player Tent (1- 10x10) Cordless Mic Corded Mic Lavaliere Mic Other Equipment(please describe): Note: All multimedia equipment (including screens, projectors, and laptops) must be reserved through the Media Center at x3712 Facilities Management Please note that set-up requests must be submitted to Facilities Management 2 weeks prior to your event date, if your event requires the setup of tables, chairs, sound system, etc. This form serves as the first step in the set up request process. If additional information or paperwork is required for this event you will be contacted by the Office of Campus Scheduling or the Office of Facilities Management. Requests will be processed on a first-come first-serve basis. Requests for changes made after 3pm prior to the date of the event may not be honored. 12 Please use this area to draw a set-up diagram or list any additional set-up needs below: Cancellation Policy: If your event is cancelled, you must notify Facilities Management of the cancellation of your set up request at least 1 working day in advance of the scheduled date of your event. Facilities Management Cancellation Approval: _____________________________________ Date:__________________ Sodexo Food Service Please Note: Sodexo is the exclusive foodservice provider for Columbia College. Service Needed: Approved by: Budget Account #: Date: Cancellation Policy: Cancellations must be approved by both the organization’s representative and the food service manager with at least 3 days advance notice. Cancellations are subject to charges for expenses incurred prior to cancellation. If 3 days’ notice is not given, the organization may be subject to total balance due. Increases or decreases in estimated number must be given to the food service manager with 3 days’ notice. The organization will be billed for the estimated number or actual attendance, whichever is greater. Food Service Cancellation Approval: _____________________________________ Date:__________________ This section to be completed by Campus Scheduling Office Only: Date Received: Confirmation #: Advisor Approval Received: CCPD Notified: Student Activities Approval Received: Facilities Notified: Sodexo Approval Received if Dining Hall Tables Requested: 13 Event Summary Evaluation Name of Event/Act: _______________________________________ Agency: _____________________ Date of Event: __________________________ Location of Event: ______________________________ Committee: ___________________________________ Chairperson: ____________________________ Please provide a brief description of the event (i.e., topics discussed, type of music, vulgarity used, etc.): _____________________________________________________________________________________ _____________________________________________________________________________________ Expense/Revenue Summary Income Ticket Sales ________ tickets x $______ each Other (please describe) __________________________________ $____________ $____________ Total Income $____________ Expenses Performance fee Facilities/Set-up Labor (security, ticket window, ushers, Facilities Management, etc.) Audio-visual equipment rental Hotel and transportation Incidentals (meals, snacks, petty cash expenses, etc.) Publicity (please list all publicity done for the event) _______________________________________________ _______________________________________________ $____________ $____________ $____________ $____________ $____________ $____________ $____________ Other (please describe) __________________________________ $____________ Total Expense $____________ - Total Income $____________ Net Expense $____________ ÷ Total students in attendance ____________ Total Spent per student $____________ Please rate the event or program on the following criteria: Excellent Publicity 5 4 3 Performer/Attraction 5 4 3 Day, Time, and Location of Event 5 4 3 Appropriateness for Campus 5 4 3 Poor 1 1 1 1 2 2 2 2 What were the positive aspects of the event or program? ____________________________________________________ __________________________________________________________________________________________________ What were the negative aspects of the event or program? ____________________________________________________ __________________________________________________________________________________________________ What could have been done to improve the event or program? ________________________________________________ __________________________________________________________________________________________________ Should this event or program be brought back in the future? Yes 14 No Financial Information CCSGA funds cannot be used for the following: Promotional items designated for the organization’s members, such as t-shirts or key chains or an organization banner Fees associated with attendance at a conference or convention Fees associated with fundraising efforts exceeding $35 per semester. Student Activities will check to see if your organization has completed your fundraiser at the end of each semester. If you have not, those funds will be removed from your organizations’ account Organizational chapter dues The cost of member gifts The cost of advisor gifts exceeding $25 per year Salaries for members, advisors, or directors Making a Deposit To make a deposit: 1. Write the organization account number on each check being deposited. (Students writing the checks must also write their student ID numbers on their checks.) 2. Attach adding machine tape to checks and/or cash showing the total amount being deposited. 3. Complete the Student Organization Money Request/Deposit Form. 4. Take the completed form to Student Activities for signature and approval from either the Graduate Assistant for Orientation and Leadership Development or Director of Student Activities. Make copies before any deposits are turned into the bank at Tuition Accounts. A copy should go to Student Activities and a copy should go to the Treasurer of your organization for their records. 5. Deposits should be turned in during regular banking hours, 10 am - 3 pm, to Tuition Accounts (Third Floor, Allison Building). If you are unable to get to the bank during their regular business hours, you may drop it in the drop box at Tuition Accounts. Obtaining a Reimbursement If you need a reimbursement from an organization’s account: 1. You must have an original receipt for the amount to be reimbursed. 2. Complete the Student Organization Money Request/Deposit Form. If the reimbursement amount exceeds $50, a signature from your organization’s advisor is required. Officers and Advisors may not authorize their own reimbursement. 3. Take the completed form to Student Activities for signature and approval from either the Graduate Assistant for Orientation and Leadership Development or Director of Student Activities. Make copies of your original receipt and the Student Organization Money Request/Deposit Form. A copy of the receipt and form should go to Student Activities and to the Treasurer of your organization for their records. Student Activities can scan and email copies in lieu of hard copies. 4. After you have your paperwork signed, you can go to Tuition Accounts (Third Floor, Allison) during their business hours and get reimbursed. Only the person who the form is made payable to will be able to get the money. Your picture ID is required. 5. For requests over $50, the Business Office will cut a check for the full amount. Checks are cut twice a week, usually on Tuesdays and Thursdays. Tuesday check runs require that all information be turned in by 12:00 noon on the previous Friday. Thursday check runs require that all information be turned in by 12:00 noon on Tuesday. Checks are usually sent to Student Activities the day after they are processed, unless specified otherwise on the payment request. 15 Obtaining a Cash Advance If you need a Cash Advance: 1. Cash advances are restricted to $50 or less. 2. Complete the Student Organization Money Request/Deposit Form 3. Take the completed form to Student Activities for signature and approval from either the Graduate Assistant for Orientation and Leadership Development or Director of Student Activities. Make copies of the Student Organization Money Request/Deposit Form. A copy should go to Student Activities and a copy should go to the treasurer of your organization for their records. Officers and Advisors may not authorize their own cash advance. 4. Take the form to the Tuition Accounts Office during their regular business hours to receive the advance. Only the person who the form is made payable to will be able to get the money. Picture IDs are required. 5. Once a purchase has been made, bring the receipt(s) and any remaining money to Student Activities. All change must then be deposited and receipts must be taken to Tuition Accounts for verification. All receipts should be turned in to Student Activities within three days of receiving an advance. Requesting a Check If you need to request a check for payment: 1. Complete the Student Organization Money Request/Deposit Form. If the check amount exceeds $50, a signature from your organization’s advisor is required. Officers and Advisors may not authorize their own payment. 2. Take the completed form, along with the original invoice or contract, to Student Activities for signature and approval from either the Graduate Assistant for Orientation and Leadership Development or Director of Student Activities. Make a copy of the Money Request/Deposit Form. A copy should go to Student Activities and a copy should go to the treasurer of your organization for their records. 3. The Business Office will cut a check for the full amount. Checks are cut twice a week, usually on Tuesdays and Thursdays. Tuesday check runs require that all information be turned in by 12:00 noon on the previous Friday. Thursday check runs require that all information be turned in by 12:00 noon on Tuesday. Checks are usually sent to Student Activities the day after they are processed. For more information on any financial information, please don’t hesitate to ask. Remember to make sure you receive approval from the Office of Student Activities for all financial transactions. This makes record keeping much easier for your organization and allows Student Activities to maintain a current record of your organization’s account. 16 Student Organization Money Request/Deposit Form Date: ___________________ Student Activities must sign all financial transactions (ex. deposits, reimbursements, advance, etc.). REQUEST FORM: □ Reimbursement* □ Deposit □ Payment Request* □ Advance* Transfer □ To Acct. WITHDRAWL INFORMATION PAYABLE TO: ____________________________________________ PHONE _______________________ COLUMBIA COLLEGE ID # or FEDERAL ID #: ________________________________________________ ADDRESS: _______________________________________________________________________________ CITY: ____________________________ STATE: ____________ ZIP: __________________________ Organization/Class Making Request: ___________________________________________________________ Account #: _____________________________ Amount Requested: ________________________________ Purpose: __________________________________________________________________________________ DEPOSIT INFORMATION Organization/Class Making Deposit: ___________________________________________________ Account #: ____________________________ Amount Deposited: __________________________ Purpose: _________________________________________________________________________ Prepared By: _________________________Treasurer or President Signature: _______________________ Cash Received By: ____________________ Advisor Signature**: ________________________________ Please Indicate Request Below US Mail ____ Pick Up ____ RETURN BY CAMPUS MAIL To Student Activities ________ To Campus Box ____________ *Must include all receipts and documentation for reimbursement and/or check request. ** Advisor Signature required only if request exceeds $50. For office use only: Student Activities Authorizing Signature: ________________________________________ Receipts turned in from cash advance: __________________________________________ (DATE) 17 Columbia College Student Organization Solicitation Form Name of Organization: ______________________________________________________________________ Contact Person and Position: _________________________________________________________________ Phone Number: ________________________ E-mail: _________________________________________ Date(s) of Fundraiser: _______________________________________________________________________ Describe the project (types of items/services being sold, donations being collected, etc): __________________________________________________________________________________________ __________________________________________________________________________________________ Describe how the project will be carried out (location, audience targeted, etc): __________________________________________________________________________________________ __________________________________________________________________________________________ Purpose for which the funds will be used: _______________________________________________________ __________________________________________________________________________________________ ___________________________________ Signature of Person Completing Form _______________________________ Signature of Organization’s Advisor Will this project involve an outside company, agency, or individual? Yes: ___ No: ___ If so, please list the name of the company/agency. _________________________________________________ Please note that you cannot use more than $35 of your SGA allocation for your fundraiser. If you go over the $35 allotment, YOU WILL NOT BE REIMBURSED! This form should be turned in at least 2 weeks before your fundraiser. In addition, approval of your fundraiser does not reserve your space. Please fill out an Event Registration form too. For Office of Student Activities Purposes Only: Approved: Yes: ________________ No: ________________ Reason for Non-Approval: ____________________________________________________________________ Director of Student Activities: _____________________________________ Date: ___________________ Assistant Vice President for Advancement: ___________________________ Date: ___________________ (Approval is needed from the Asst. VP if the fundraiser involves soliciting funds off campus or working with an outside agency.) 18 SAMPLE CONSTITUTION PREAMBLE We, the members of [New Student Organization], to fully realize our purpose, do hereby adopt and establish this constitution as the guiding instrument of our organization. ARTICLE I Name The name of this organization shall be [New Student Organization Name], hereafter referred to as [NSO]. ARTICLE II Purpose The purpose of NSO shall be to help provide information and assistance to groups wishing to become registered student organizations of Columbia College. ARTICLE III Membership Section 1. Membership in NSO shall be limited to persons officially connected with the College as students, faculty, or staff (with voting privileges restricted to students). Section 2. Membership in NSO shall not be limited to persons based on their race, color, religion, gender, national origin, age, ability, or sexual orientation. Section 3. Active membership in NSO shall be conferred upon those members who, in addition to the above requirements, have paid the semester dues (if applicable) in full within one month of the first day of classes. ARTICLE IV Organization Section 1. The officers of the organization shall be elected from the active members. Any student seeking to hold office must have and maintain an overall grade point average not less than 2.5. Section 2. The elected officers of NSO shall consist of a President, Vice President, Secretary, and Treasurer, which shall serve as the Executive Committee. Section 3. Elections: A. All officers shall be elected on or before April 1st of each year, and shall serve one-year terms, which may take effect after April 1. B. All officers shall be elected by a majority of the votes cast. Only active members are eligible to vote. If no candidate for an office receives a majority of the votes cast, then only the top two candidates will be placed on a second ballot for that office until a majority is reached. C. A quorum of one-half of the active membership shall be required for all meetings where officer nominations or elections take place. D. All elections shall be conducted by secret ballot. The ballots shall be tabulated by any officer not on the ballot and the faculty advisor. 19 Section 4. Officers’ Duties: A. The President shall preside at all NSO meetings and have the authority to appoint all committee chairpersons, to create new committees, to nominate a faculty advisor to be approved by the active members, and to act as a spokesperson for the organization. B. The Vice President shall preside at all NSO meetings in the President's absence, and in the event of her resignation, shall become the President of the organization for the duration of the term. The Vice President will support the President on special projects. C. The Secretary shall handle and keep a record of all NSO business and correspondence, including, but not restricted to recording minutes at all NSO meetings, keeping an up-todate file on all members, and informing members of all NSO meetings and activities. D. The Treasurer shall handle all financial transactions of the organization, including, but not restricted, to the collection of dues (if applicable) and recording all transactions. Section 5. The Faculty/Staff Advisor to NSO shall be nominated by the Executive Committee and approved by a majority vote of a quorum of active members. The Faculty/Staff Advisor must be selected from full-time faculty or administrative staff members of the College. ARTICLE V Dues and Finances Section 1. The dues for NSO (if applicable) will be established by the Executive Committee. Payment of dues must be received by the Treasurer within one month of the first day of class of each semester to be an active member of NSO. Section 2. NSO will finance its activities through membership dues, fund raising projects, or funding from Student Government Association allocations, if so granted. ARTICLE VI Meetings Section 1. The first meeting of the fall semester shall be held within two weeks after classes start. Section 2. Regular meetings shall be held at least once a month during the school year at times set by the organization. Section 3. The meetings shall be conducted in accordance with the revised edition of Robert’s Rules of Order. Section 4. The basic agenda at regular meetings shall follow: A. Call to order B. Roll Call (Optional) C. Approval of minutes D. Executive committee report E. Officer reports F. Committee reports G. Old business H. New business I. Announcements J. Adjournment 20 Section 5. Action on any business, old or new, requires a quorum of one-half of the active membership of the organization. ARTICLE VII Removal from Office Section 1. An NSO officer whose dereliction of duty adversely affects the operations of the organization shall be subject to disciplinary action or removal from office. Section 2. A written request stating the reasons for dismissal and signed by at least three (3) active members of the organization must be submitted at a regularly scheduled meeting. Section 3. Before the next regularly scheduled meeting, written notification of the request and the reasons for dismissal must have been given to the offending officer, who should come to that regular meeting prepared to speak. Section 4. A two-thirds (2/3) affirmative vote of all active members is required to remove the officer from office. ARTICLE VIII Constitutional Amendments Section 1. The Constitution is binding to all members of NSO, but is not binding unto itself. Section 2. Amendments to the Constitution must be proposed in writing by an active member of NSO at any regular meeting at which two-thirds (2/3) of the active members are present. Section 3. Proposed amendments shall be voted upon only after two regular meetings following the introduction of the proposal. Section 4. Proposed amendments will become effective following a three-fourths (3/4) affirmative vote of the active members. 21 Sample President’s Position Description Meetings: Prepare for all meetings Preside at organization meetings Facilitate Executive Board meetings Meet weekly with the advisor Inform the Executive Board of other meeting information Representation: Represent the organization to the institution Serve as spokesperson for the Executive Board and organization Serve on various committees or task forces Prepare prior to all interviews Organizational Effectiveness: Lead the setting and accomplishing of goals Assess and fulfill the purpose and needs of the organization Assist all executive officers Be aware of all money matters Coordinate campus-wide programs Provide follow up to organizational tasks Coordinate the Executive Board transition Create a shared vision with the group and enable others to articulate the vision Recognition and Motivation: Provide motivation for the organization Be open to all opinions and input Prepare for the annual banquet Sample Vice President’s Position Description Preside at organization meetings in absence of the President Serve as Parliamentarian Direct constitutional updating and revision Facilitate elections Submit term reports Serve as liaison to committees Perform other duties as determined by the needs of the organization 22 Sample Secretary’s Position Description Prepare and maintain minutes of all Executive Board and organizational meetings Send minutes to all appropriate members and institutional staff Prepare an agenda with the President for all meetings Maintain attendance (roll call) at all meetings Maintain a calendar of events Maintain a phone and email directory of all members Inform members of upcoming meetings and events Reserve meeting rooms for the year Oversee the organization’s public relations and advertising of meetings and events Maintain the office and any supplies; work with the treasurer when new supplies need to be purchased Organize an end-of-the-year slide show Minutes should include the following information: Type of meeting (executive, organization, standing committee, etc.) Date, time, and place Time of call to order Approval and/or amendments to previous meeting minutes Reports from officers, standing and special committees General matters Record of proposals, resolutions, motions, seconding and final disposition (and the names of people making these) A summary of the discussion A record of voting Time of adjournment Sample Treasurer’s Position Description Prepare the organizational budget Prepare money request/deposit forms and submit according to institutional procedures Maintain financial records in an organized manner Serve as Chair of the Finance Committee Audit books twice a semester with the advisor Make regular reports to the Executive Board and the organization Coordinate solicitations and fundraisers Maintain an inventory of all equipment and its condition Serve on various committees and task forces 23 Sample Advisor’s Position Description Meetings/Information Sharing: Meet weekly with the organization’s President and/or Executive Board Attend organization meetings and events when possible Give a report during the organization’s regular meeting Keep the Executive Board informed on institutional matters Provide a background history and insight to the organization Understand institutional requirements for the organization Organizational Effectiveness: Encourage and assist in the setting of organizational goals Help the officers assess and fulfill their duties Develop the effectiveness of the officers and members through coordinating leadership development/team-building opportunities Confront ineffective leadership, negative behaviors, or lack of follow through Assist Treasurer with budgeting and financial issues Assist with risk management decisions Assist with election concerns Recognition and Motivation: Promote involvement and discussion Provide motivation for the organization Encourage annual celebrations and recognitions 24
© Copyright 2024