The Club
Presidents
Guide
To
Success
2014-2015
Table of Contents
Contact Information ...................................................................................................... 4
Letter to the People...................................................................................................... 5
Chapter 1 Getting Started ................................................................................. 6
Registering a New Club or Organization................................................. 7
Updating / re-chartering a Club or Organization ........................... 8
Inviting others to join your club ................................................................. 9
HOW TO DESIGNATE ADMINISTRATORS AND CLUB OFFICERS ................... 9
Job Descriptions ............................................................................................................... 10
The purpose of icc meeting..................................................................................... 13
ICC meeting Schedule.................................................................................................... 14
How to schedule Meeting Space ....................................................................... 15
ACTIVITY APPROVAL GUIDE ........................................................................................ 16/17
Chapter 2 Orgsync ................................................................................................... 18
How to create an account ......................................................................................19
Features of Orgsync .................................................................................................. 20
Orgsync forms and Files ..........................................................................................21
Chapter 3 Merit Money and Fundraising ..................................... 22
List of merit money Activities ............................................................................ 23
How to apply for bills ............................................................................................ 24
CLUB SELF SUFFICIENCY ................................................................................................. 25
FUNDRAISING POLICY ......................................................................................................... 26
HOW TO CHECK CLUB ACCOUNT BALANCE .......................................................... 27
PURCHASE ORDERS ............................................................................................................ 28
P.O. ACCEPTING VENDOR LIST ....................................................................................... 29
Chapter 4 Service ..................................................................................................... 31
CAMPUS TO COMMUNITY .................................................................................................. 32
SERVICE PROJECT APPROVAL GUIDE ...................................................................... 33
2
CHAPTER 5 PUBLICITY ................................................................................................. 34
FLYER APPROVAL ................................................................................................................ 35
GENERAL POSTING GUIDELINES .................................................................................. 36
ORDERING T-SHIRTS ............................................................................................................ 38
RADIO ADVERTISING ................................................................................ 38
3
I.C.C Contact
Information:
Clubs Office Phone 435 652 7517
KENTLEE BROGAN
CROCKETT
C: (435)669-1500
V.P. of Clubs & Organizations
Email: [email protected]
Cammie Hurst
Admin Assistant
Email:[email protected]
Chris Gallagher
Academic Rep
Email:[email protected]
RACHEL MAUGHAN
Health Science Rep
Email: [email protected] Matthew Cooley
Athletic Rep
Email: [email protected]
Eric Gubler
Student Organization Rep
Email: [email protected]
Latrisa Garcia
Non-Traditional Rep
Email: [email protected]
Mikey Nelson
Multi-Cultural Rep
Email: [email protected]
4
Letter to the People
Howdy!
My name is Kentlee Brogan Crockett and I am the DSUSA Vice-President of Clubs and
Organizations for the 2014-15 school year. I would like to express to you the fantastic
opportunity that has been presented to you as club administration and advisor. DSUSA Clubs and
Organizations has one of the biggest influences on students experience and overall student life.
Clubs and Organizations provides an avenue for like-minded individuals to congregate, develop
leadership skills, and form invaluable connections. Inter-Club Council (ICC) hopes to enrich the
lives of our club presidents and members by building those bridges of connection and making it
so everyone has a place to “belong”.
The Club representatives and I are working diligently to address, and assist, your needs
and desires as clubs on the DSU campus. We have planned many opportunities for training and
interaction for you and your club to get out and participate in the community that we call Dixie
State University and St. George. My hope is that you will get to know and utilize your Club
Representative and make big things happen for your club. In the words of our fearless Student
Government Advisor, Jordon Sharp, “If we aren’t telling you no every once in awhile you aren’t
thinking big enough.” My favorite thing about being part of Clubs is the opportunities it brings
students to be part of the traditions of Dixie. The Homecoming Parade, Rock the Mall, Campus to
Community, Dixie Fest, True Rebel, and The Great Race.
If you let it, being a student and student leader on campus will benefit you beyond
anything you could ever imagine. There are so many opportunities for you and your clubs to grow
and learn, and most importantly, pursue what you love. If there is ANYTHING I can do to better
assist you and your club or organization please make contact me or your Club Rep. I am greatly
honored to be able to work with you and your organization.
Cordially,
Kentlee Brogan Crockett
DSUSA Vice President of Clubs and Organizations
5
Chapter 1
Getting Started
This chapter will be your foundation and help you to take the first steps
to becoming an active club on our campus. Your responsibility is laid
out for you, treat this chapter and the following chapters as your literal
guide to success.
Key Points
• How to Start a New Club
• How to update or re-charter a club or organization
• Responsibilities of the Vice President of Clubs, Club
Representatives, Club Presidents and Advisors
• How to Schedule a Meeting Space for your Club
• What the Purpose of ICC Meeting is
6
Registering a New Club
Step 1
• Decide on a name for your club or organization; write a mission statement and a constitution
briefly describing your clubs objective, purpose, rules, and regulation.
o Constitution to include: How the club will function, the roles of each club officer, and
how club officers are appointed to their positions.
Step 2
• Find an advisor for your club or organization. The advisor must be current Dixie State University
faculty, staff, or an administrator.
Step 3
• Find a minimum of 10 members (including the Club Presidency: President, V.P., Secretary, and
Treasurer [all 4 officers must be full-time students]). Remaining 6 members must take a
minimum of 4 credits
Step 4
• Your club is required to set up an OrgSync account to be fully established and recognized as a
club or organization on campus:
o Login to OrgSync in order to register a new club or organization, (if you don’t have an
account you must create one before you are able to proceed with this process see page 16
for more information.)
o Once you’re logged into OrgSync, click on the “Browse Organizations” tab at the top of
the screen.
o Click on the green “Register New Organization” tab, then select the Dixie State
University Student Association umbrella and then press “Select”.
o Input your club information including club meetings with day, time and location, upload
your club’s constitution, fill out the required officer and advisor information, and upload
a club profile picture.
o Must input contact information: Name, Phone Number, and Email.
o Agree to abide by ICC Requirements, official bylaws, and DSU Campus policies, and
procedures to maintain charter.
Step 5
•
Now join the “Dixie State University Inter Club Council Portal” on OrgSync.
o Click the “Browse Organizations” tab at the top of the home page of OrgSync.
o Search for “Dixie State University Inter Club Council” and then click on it to open the
portal.
o Once you’ve opened the portal, now click on the green “Join Now” button. A window
will open up and ask you to confirm. Click the green “Yes, I want to join now” button.
Step 6
• Now you are ready to set up a time to present your potential club to the ICC. You can contact the
V.P. of Clubs & Orgs, Brogan Crockett at [email protected] or visit the student government
office room 200 upstairs in the Gardner Center.
Step 7
• Allow at least 24 hours for OrgSync webpage assessment and final approval from the V.P. of
Clubs & Organizations or Coordinator of Clubs and Service.
7
Updating/rechartering a Club
Step 1
•
Login to OrgSync in order to Re-charter/Update a Club or Organization, (if you don’t
have an account you must create one before you are able to proceed with this process).
Step 2
•
Ensure that you are an administrator of the club or organization that you are wanting to
update/re-charter. If you are not, please contact Brogan Crockett, the V.P. of Clubs &
Organizations at [email protected] or Joel Griffin, the Coordinator of Clubs and
Service at [email protected], to designate you as an administrator over the club account
updates.
Step 3
•
Go to your club’s homepage, and click the “Profile” tab toward the top. Once there click
the “Manage Profile” button at the bottom of the page. Then click the green “Update
and Renew Profile” button. Then fill out the information needed to update the portal.
Make sure your club has relevant information listed: phone numbers, emails, and ensure
you are a member of the “Dixie State University Inter Club Council” Portal (for
instructions on how to join this portal. Please refer to Step 5 on the “How to Register a
New Club or Organization” page in this handbook).
Step 4
•
Now you are ready to invite new members to your club, in order to do so click on the
“People” tab on the top ribbon of your club/organizations webpage.
Step 5
•
Allow at least 24 hours for OrgSync webpage assessment and final approval from the
Director of Student Involvement & Leadership.
8
How to invite others to
join your club on orgsync
Step 1
• Login to OrgSync and go to your club’s portal.
Step 2
•
Click on the “People” tab at the top of the page.
Step 3
•
Click the “Invite People” button in the middle of the page.
Step 4
•
•
•
Now you can enter in the emails of interested potential club members, along with a
message.
Make sure you separate each persons email by putting on a new line or with a comma.
You can also designate whether or not you want them to be automatically added as an
administrator, officer, or member of the page as soon as they accept the invitation.
Step 5
•
Click the green “Submit” button and your invitations will be sent by email to your
potential club members.
How to designate
administrators and club
officers on your portal:
Step 1
•
On your club’s portal homepage, click on the “People” tab.
Step 2
•
From the list of members on the left-hand side, select the club members/advisors you
would like to designate as administrators/officers. (If they are not currently a member of
the club, refer to the previous instructions above on how to invite them in automatically
as administrators/officers)
Step 3
•
•
•
On the right hand side you should see the club member’s profile.
At the bottom of the profile click the blue “Manage” link.
A box will pop up to the side and you can then select “Administrators”, “Officers”, or
“Members”.
9
Responsibilities of the Vice
President of Clubs:
The Clubs & Organizations Vice President serves as a member of the Student Association
Executive Council (EC) and is a liaison between the EC and all student clubs and organizations.
The Vice President of Clubs & Organizations heads the Inter Club Council, oversees weekly
club meetings, and assisting all clubs and organizations to promote and market themselves to the
DSUSA student body.
Responsibilities of Club
Representatives:
Club Representatives sit on the Inter-Club Council, and the constituents they represent are club
presidents. Thus, clubs have a voice through their Club Representative. Club Representatives
keep frequent contact with, train, and inform Club Presidents and Club Advisors. They make
decisions concerning the issues and Bills that come before the Inter-Club Council. Below is a list
of the club representatives:
§
Non-Traditional Representative
§
Academic Representative
§
Health Science Representative
§
Athletic Representative
§
Multi-Cultural Representative
§
Student Organizations Representative
Responsibilities of the
Admin Assistant:
The Administrative Assistant to the Vice President of Clubs and Organizations maintains
workflow by taking minutes at the weekly Inter Club Council meetings, and manages
communication with the Inter Club Council and the Club Representatives. The assistance
updates Orgsync timesheets, tracks assignments given to student leaders.
10
Responsibilities of a Club
President:
Being a club president is a very rewarding responsibility; you are, in a way starting and running
your own business. A club president’s duties are as follows (individual clubs will have their own
responsibilities) but not limited to:
1. Attending Bi-Weekly ICC Meetings
a. ICC Meetings are held every other Tuesday in Gardner Center Ballroom B at 4
PM.
i.
Club Presidents will be notified about when ICC meetings are being held
via e-mail, text or OrgSync by their Club Representative.
b. The first ICC of each semester is a MANADATORY meeting for the Club
President and Club Advisor to attend. This is part of your agreement to maintain
your charter with DSU as a club, if you fail to attend, arrangements can be made
to make up for the absence with the VP of Clubs Brogan Crockett.
2. Keep their Club’s OrgSync account up to date with the following information:
a. Current Club Presidency and Advisor are with their contact information.
b. Where and when weekly meetings are held.
c. When there is a change in club presidency it must be updated immediately.
i.
At the end of the semester a successor needs to be found by the date of
the last ICC Meeting. If a successor is not found by this time, the club’s
account will be frozen until one is found and updated on OrgSync.
d. Update their Club’s OrgSync Portal EVERY semester to be in good standing with
your clubs charter at DSU, regardless if there are no changes.
3. Recruit new members for their club.
a. At the beginning of each semester clubs are invited to participate in Club Rush.
i.
Sign up for Club Rush on OrgSync in the forms section.
b. Club Presidents and other members can recruit through out the semester by word
of mouth, setting up booth on campus or by handing out fliers, creativity is
welcomed and encouraged!
4. Meet with their advisor at least 3 times a semester
a. It is suggested that a Club President meets with advisor at least at the beginning of
the semester, mid terms and at the end of each Semester.
b. It is encouraged that a Club President meets frequently with their Advisor.
5. Organize, schedule and attend at least 2 club meetings per month.
a. See page for instructions on how to schedule a meeting space.
It is important to know that you do not have to do everything on your own. When it comes to
organizing activities and getting members excited to come to events you can delegate some
11
responsibilities to other members of your presidency. However there are some things like
updating the OrgSync page and attending ICC that are the responsibility of the Club President.
Responsibilities of a Club
Advisor:
1. Every club must have an on-campus advisor
a. An advisor must be a current member of the faculty and/or staff at Dixie State
University
b. When more than one advisor is named, one must be designated as the
Principal advisor to whom primary responsibility is assigned
c. All advisors will be approved by both the Vice President of Clubs and
Organizations and the Director of Student Involvement and Leadership.
2. Each advisor must be a member of the Inter-Club Council portal on Orgsync. Orgsync is
a program specifically designed to help university clubs communicate and maintain their
club. As a member of the ICC portal you will be notified of pertinent information
concerning your club. Here is how to become a member:
a. Log into your Orgsync account. If you are not a member Orgsync, please create
an account at www.orgsync.com
b. Once on the Dixie State University Community Home Page click Browse
Organizations
c. Type Inter Club Council into the search bar
d. Click Join Now
3. Advisors should also be members and administrators of their specific club’s Orgsync
portal. If you need help joining your club portal and becoming an administrator please,
contact Joel Griffin at [email protected] or at 652-7738. As an administrator you can
send emails and texts to each member of the club, manage timesheets, change the Join
Club settings, etc.
4. Assure that the club Orgsync portal is updated. Orgsync is how students join clubs and
find meeting information. If is not up-to-date the club will find it difficult to grow.
5. Club Advisors must be present at all overnights and/or out-of-state trips. It is against
DSU policy to conduct an activity without the advisor present. If it is discovered that an
advisor is not in attendance at a club function, DSU reserves the right to terminate the
activity and take disciplinary action
6. Advisors provide assistance in filling out club forms and making sure all indemnity
agreements are signed and turned in. All club forms can be found at
www.dixiestudentlife.com, and then click on DSUSA Forms
7. Club advisors must approve all club purchases. This process has been simplified through
Orgsync. You will receive an email asking you to approve a Purchase Order (PO)
Request. The PO will not be filled out without your approval
8. The advisor is required to attend the first Club meeting of each term with their club
president
The advisor is required to attend a Club/Advisor Training Meeting each semester
12
The Purpose of ICC Meetings
ICC meeting is a bi-weekly meeting that is a requirement for each club president to
attend. This meeting is vital to your clubs success because it helps connect your club to campus.
At this meeting there is open forum time where you can advertise for your club to other club
presidents and get volunteers for upcoming events. Each meeting there is training in leadership,
and important networking opportunities.
It is during this meeting that you will learn about DSUSA traditions and opportunities
(Most of which will help you earn merit money, more on that later though). Whether it is sign
ups for Club Rush or information about getting a team together for the Great Race you will want
to be here to help your club stay active and earn money for personal club events. The reason it is
the club presidents responsibility to attend this meeting and not the Vice President or Treasurer is
because DSUSA funds clubs and Club Representatives need a point of contact that is
knowledgeable about the happenings in Clubs as well with DSUSA. Having the club president
be knowledgeable about these things helps keep our line of communication clear.
13
ICC Meeting
Schedule
January
•
•
1/13/2015 ICC in Gardner Center Ballroom B at 4pm
o 1/14/2015 Wednesday Club Rush on the Diagonal
o 1/15/2015 Thursday Club Rush on the Diagonal
1/20/2015 ICC in Gardner Center Ballroom B at 4pm
February
•
•
2/3/2015 ICC in Gardner Center Ballroom B at 4pm
2/17/2015 ICC in Gardner Center Ballroom B at 4pm
March
•
•
•
3/3/2015 ICC in Gardner Center Ballroom B at 4pm
3/17/2015 ICC in Gardner Center Ballroom B at 4pm
3/31/2015 ICC in Gardner Center Ballroom B at 4pm
April
•
•
4/7/2015 ICC in Gardner Center Ballroom B at 4pm
o 4/17/2015 Great Race and Carnival
4/21/2015 ICC in Gardner Center Ballroom B at 4pm
14
How to schedule a
Meeting Space:
To schedule a meeting space on campus (Anywhere except the Gardner Center)
contact Emily Clark:
• Emily Clark
§ (435) 879 – 4350
§ [email protected]
If you want to schedule meeting space in the Gardner Center contact Corey
Reeves:
o Corey Reeves
§ (435) 652-7677
§ [email protected]
To schedule event space for any special events contact Emily Clark or Corey
Reeves if it is in the Gardner Center. The more in advance you can schedule these
things, the better because space does fill up quickly. When you plan an activity
other than a club meeting you need to fill out an “Activity Approval Guide”. You
can obtain one of these forms in the Student Government Room in the Clubs
Cubicle space or find it under “files” on Orgsync. This form needs to be filled out
no less than 2 weeks prior to your event.
15
Student Activity/Event Approval Guide
Each activity at Dixie State University involves various campus entities. The Activity Approval Guide ensures that
you have notified all participants, have received the appropriate approvals, and have the facilities properly
scheduled. Please print off this form and retrieve the appropriate signatures. Not all signatures are required; for
example if you are not ordering food you do not need to meet with Food Services. Some signatures are required and
are marked as such. The Activity Approval Guide must be completed at least 2 weeks before the event and returned
to Jordon Sharp Director of Student Involvement. Likewise, make sure all publicity is posted and PO requests are
done no later than 2 weeks before the event.
Contact Name: _____________________________Phone: ________________E-mail: _____________________
Activity Description: _______________________________________________________Event Date: _________
Location: ________________________Set Up Time: _________Start Time: __________End Time: ____________
Organization Name: _______________________________________________________________
(Required Signatures)
1. CHECK DATE with any of the following:
a.
b.
c.
Jordon Sharp, Director of Student Involvement & Leadership–Gardner Center Office 208; phone 6527513; email [email protected]
Luke Kerouac, Coordinator of Student Life—Gardner Office 206; Phone 652-7512 email
[email protected]
Joel Griffin, Coordinator of Clubs and Service—Gardner Office 227; Phone 652-7738; email
[email protected]
Required Signature: _______________________________________________Date:__________
2. SCHEDULE ALL FACILITIES (Excluding the Gardner): Sharon Lee—Browning Building RM 211 8am5pm; phone 879-4350; email [email protected] Required Signature:
_______________________________________________Date:__________
3. SCHEDULE GARDNER CENTER: Corey Reeves or Brittney Fay—Gardner Center Office 104; phone 6527677; email [email protected] Required Signature:
_______________________________________________Date:__________
4. EVENT SET-UP: Corey Reeves—Gardner Center Office 104; phone 652-7677; email [email protected]
[ ] Speakers
[ ] Lighting
[ ] Tables & Chairs
[ ] Additional Power
[ ] Projector & Screen
[ ] Garbage
[ ] Additional Items_____________________________________
Signature: ________________________________________________________Date:_________
5. SECURITY: Don Reid—Security Office; Phone 652-7515; email [email protected]
Required Signature: ________________________________________________Date:_________
6. FINAL APPROVAL: Jordon Sharp—Gardner Center Office 208; Phone: 652-7513; email [email protected]
Required Signature: ________________________________________________Date:_________
(Additional Signatures if applicable)
7. Grounds/Outdoor Request: Fred Thomas—Campus Services Building; Phone 652-7549; email
[email protected]
Signature: ________________________________________________Date:_________
8. FOOD SERVICES: Martin Peterson—Gardner Center Office 101; Phone 652-7676; Email
[email protected]
Signature: ________________________________________________________Date:_________
st
9. CASH BOX: Cashier’s Office—Holland Building 1 floor; Phone 652-7605
Signature: ________________________________________________________Date:_________
10. Risk Management: Josh Thayn—Campus Services office 121; Phone 652-7855; email
[email protected] Signature_________________________________________________Date:__________
16
(Activity Approval Guide Cont.)
Food Services:
Budget:_______________________________________________________________________
Quantity (how many people or servings):____________________________________________
Price (estimated): _______________________________________________________________
Location: ______________________________________________________________________
Time of event: __________________________________________________________________
Time food is to be ready: __________________________________________________________
How many servings ready at this time: _______________________________________________
Index Code: ____________________________________________________________________
Menu (food to be served): ________________________________________________________
17
Chapter 2
Orgsync training
OrgSync is here to make your life easier as a club president. It is a
program that keeps all the Clubs and Organizations together, and has
features that will make your job a lot easier as a club president. Take
time to learn the program, don’t worry we will have trainings through
out the year to help you out too!
Key Points
• How to make an account on OrgSync
• Features that make life easy for club presidents
• Where to find forms and files on OrgSync
OrgSync facilitates engagement by connecting students to organizations,
departments, and programs. This web-hosted platform creates an online
community for campus, and helps units across campus improve
communication, information sharing, collaboration and reporting with an
online tool students want to use.
18
How to make an
oRGSYNC Account:
Step 1:
• Go to www.orgsync.com
• Click the “Sign Up” Button on the top right hand side of the
screen.
• A screen will come up that asks you to “Choose your
Community” Choose Dixie State University.
Step 2:
• Fill in your name, Email address and choose a password.
• Agree to the terms of the user agreement by checking the box
• Click the green button that says “Create Account”
Step 3:
• From here you can browse and join Organizations, track
involvement, and check dates for upcoming events!
19
Features that make
life easy!
Go to your club portal, along the top ribbon there is a “More” tab that will bring up a drop down
menu. Once you click it options will come with the following categories:
Photos
Add Photos from club events!
Calendar
Keep your members in the loop by keeping an up to date calendar, members of you club will
receive notifications when new events are added.
Polls
You can add polls for your members for various things. (Example: What shirt design do you
prefer or what day should our club meet next semester)
To dos
Make a list of things your club needs to do before the semester is over (Example: Find a
successor for president next semester)
Videos
You can upload videos to advertise your club to its members.
Discussions
You can create a forum for your club and discuss topics or issues relevant to your club.
Messaging
This feature allows you to send Mass Text Messages and E-mails to members of your portal!
Involvement
You can track your involvement hours with this feature; it is particularly useful for tracking
service hours. The only thing is each member needs to track their hours individually.
Website
This feature makes it possible to make a website for your club through OrgSync! Just click the
Blue “Start Building” Button and go from there!
20
Orgsync Forms &
files
DSUSA Clubs use OrgSync to digitally fill out or distribute forms.
When you log into OrgSync you can find forms on the tabs along the top
ribbon. When you click the forms tab a list of forms will come up, the
most important forms for that time will be pinned at the top of the list. If
you don’t see the form you are looking for, you can use the search bar to
find it quickly.
Files is a similar feature, this is where you can download PDF’s and
other documents. A file that you will use frequently is the Excel
Spreadsheet titled “Club Account Balances” (For more information
about how to use this file, see page 26). For now, know that any files
you will need or asked to download at ICC will be found under the
“Files” tab along the top ribbon on Orgsync.
21
Chapter 3
Merit Money and Fundraising
Did you know that your club gets funding for being
active and participating in activities and traditions
here at Dixie? This Chapter is all about bringing in
the big bucks with Merit Money and Fund Raising.
Key Points
•
•
•
•
•
Merit Money Opportunities
Fundraising Policies and forms
Ideas for Self Sufficiency
Checking Club Account Balances
Purchase Order Request Forms
22
Merit money opportunities:
Fall Semester: o $100 for entry in the Homecoming Parade o $70 for ICC meeting attendance ($10 per meeting, See ICC Schedule on Pg. 13) o $50 for Mandatory Training Meeting (August 26th) o $40 for each of the following events: § 1). Welcome Back Carnival § 2). Fall Club Rush § 3). Club service project § Paid in increments below according to how many service projects are approved and completed by your club. Max payout of $150 per semester. • 1st-‐ $30/2nd-‐$30/3rd-‐$40/4th-‐$50=$150 § 4). Campus to Community § 5). Rock the Mall o $30 for Special Needs Carnival o $20 for Freshman Friday o $100 Club of the Mouth o $150 Club of the Semester Spring Semester: o $ 100 for a team in the Great Race. o $ 70 for ICC meeting attendance ($10 per meeting) o $ 40 for each of the following events: § 1). Spring Club Rush § 2). Campus to Community § 3). D Week Carnival o 4). Club service project § Paid in increments below according to how many service projects are approved and completed by your club. Max payout of $150 per semester. • 1st-‐ $30/2nd-‐$30/3rd-‐$40/4th-‐$50=$150 o $20 allotted for a DSUSA activity decided upon by the ICC o $100 Club of the Month o $150 Club of the Semester o $50 for mandatory training/luncheon with new club president and advisor 23
How do bills work?
Bills are used for additional funding for a club activity,
conference, etc.
The Club Council has a set of bylaws that they consult when
they are investigating a bill.
Writing a Club Bill
Request Form
Step 1 •
Type “dixiestudentlife.com” into a search engine in order to fill out a DSUSA Club Bill Request Form. Step 2 •
Click on the “DSUSA Forms” tab in the top right hand corner of the screen. This will lead you to the “DSUSA Forms page”. You will find that all of the club related forms have their own section at the top of this webpage. From this section you will be able to click the “Fill Out” option for the Club Bill Request Form. Step 3 •
Make sure to fill out all the required fields in order for your form to be fully processed and received for assessment by the Director of Student Involvement & Leadership. Step 4 •
Allow at least 7 calendar days for form assessment (possible further investigation) and deliberation by the Club Council. 24
How to be a selfsufficient
powerhouse
Step 1
•
As a club, your best asset is the diverse group that you have assemble, utilize each other’s unique talents and traits in order to further your clubs initiatives. Step 2
•
Think “outside the box!” Although you have the support of the ICC, you yourselves have a responsibility for your club or organizations success. Step 3
•
When Merit Money is not enough, it is time to branch out into other avenues for financial support such as: fundraising, reaching out to local businesses and/or organizations for sponsorship, and any other dynamic ideas that will perpetuate self-‐sustaining growth. Step 4
•
The Club Council will always be there as a resource (such as for bills and P.O. request), but we encourage you as clubs or organizations to be independent and self-‐sufficient entities. 25
Fundraising Policy
Clubs are welcome to participate in fundraising activities and deposit whatever money they raise directly into their
club’s account. Before doing this, however, clubs need to have/complete the following items for their event:
1. Clubs need to fill out an activity approval guide, available on Orgsync
(https://orgsync.com/35438/forms/79803).
2. As part of the activity approval guide, clubs need to call and get a cash box at the cashier’s office (6527605, option 1).
3. Clubs need to have someone who has cash handling training in order to handle money during the entire
event (usually an advisor).
4. Clubs need to make sure that their advisor is able to attend the entire event.
5. Clubs need to fill out the “DSUSA Fundraiser Event Fund Collection Sheet” document as they collect
donations, available on Orgsync (https://orgsync.com/35438/files/622154/show).
6. Finally, return to the office of the Coordinator of Clubs and Service, fill out a deposit form, and drop off
money immediately following the event.
Example
If there are any questions or problems with any one of the steps, please contact the Vice President of Clubs or the
Coordinator of Clubs and Service.
26
How to check your
account balance
Step 1
•
Login to OrgSync in order to check your DSUSA Club Account Balance, (if you don’t have an account you must create one before you are able to proceed with this process).
Step 2
•
Go to the top of the page and click on my memberships. From the dropdown menu, click on your club’s profile page.
Step 3
•
Once on your clubs home page, click on the files tab. Step 4
•
You should now see a list of files available for download. Download the “Club Account Balance” file. The file is a Microsoft Excel spreadsheet. Step 5
•
Enter your club’s password (that you have received from the Club Council). This password is unique to your club, and will remain the same throughout the semester. Once you have entered your password, press enter. Your club name and account balance will appear in the indicated cells.
Make sure that you do not type in any of the other cells. The only cell that should be typed in should be the cell you type your password in. If you make a mistake, close the file without saving, then re-‐open the file, and try again.
If your club does not have a password, or you do not remember it, or have any other comments or concerns, email the Coordinator of Clubs and Service, Joel Griffin at [email protected] or contact the V.P. of Clubs & Organizations, Brogan Crockett at [email protected] Account Number:________________________ Password:_________________________________ 27
Purchase Orders
Instructions for club purchase order request form
This form allows clubs to access their club funds. Clubs must use a Purchase Order for any and
all expenditures. Not all businesses accept purchase orders, so make sure to check before you
arrive. An individual PO cannot exceed $300. An advisor's approval is necessary before a PO
can be issued. This form will automatically email your advisor but you must input their email.
Upon approval from the advisor and Joel Griffin, an email will inform you that you may pick up
your PO at Jordon Sharp's office, Gardner Center 208.
Step 1
• Type “dixiestudentlife.com” into an internet browser in order to fill out a DSUSA Club
Purchase Order Request Form.
Step 2
• Click on the “DSUSA Forms” tab at the bottom of the screen. This will lead you to the
“DSUSA forms page”. You will find that all club related forms have their own section at the top
of this webpage. From the DSUSA forms page you will be able to click the “Fill Out” option for
the P.O. Request Form.
Step 3
• Make sure to fill out all the required fields in order for your form to be fully processed and
received for assessment by the Coordinator of Clubs and Service before final approval.
Step 4
• Final approval will not be possible without an advisors approval. Make sure you know your
advisors email and, if necessary, make them aware of the approval requirement ahead of time.
Step 5
• Allow at least 24 hours for form assessment and final approval by the Coordinator of Clubs and
Service (Joel Griffin).
Please note that not every store accepts Purchase Orders, but here are a few stores that do: WalMart, Harmon’s, Costco, and Lowes. NOTE: If you go to Costco go to the Purchasing Office on
5th floor of the Holland Building for the Costco Card. Also, there is a $50 minimum requirement
at Costco. If going to Wal-Mart go straight to Customer Service with your PO. For a larger list of
Grocery, Stores and Restaurants see the PO on the following page.
28
Purchase Order List
Restaurants:
25 Main ................................................................ 435-628-7110
Ahi’s “Taste of Asia” ........................................... 435-673-6604
American Grinders ................................................ 435-674-7772
Applebees .............................................................. 435-628-6600
Bear Paw (Needs Credit Guarantee) ..................... 435-634-0126
Beijing Buffet........................................................ 435-688-2582
Black Bear Café .................................................... 435-656-2327
Brick Oven ........................................................... 435-628-5800
Bucca Di Beppo .................................................... 435-627-6832
Chuck-A-Rama ..................................................... 435-673-4464
Cracker Barrel ....................................................... 435-688-1200
Croshaw’s Gourmet Pies....................................... 435-628-1700
Domino’s Pizza ..................................................... 435-628-2228
Golden Corral........................................................ 435-673-5700
Little Caesars ........................................................ 435-628-8595
Pasta Factory ......................................................... 435-674-3753
Pier 49 ................................................................... 435-656-1745
Pizza Factory ......................................................... 435-674-3753
Village Inn ............................................................ 435-652-9528
Wingers ................................................................. 435-688-1181
Grocery Stores
Albertsons ............................................................. 435-688-7156
Costco ................................................................... 435-256-0003
Harmons ................................................................ 435-628-0411
Lins ....................................................................... 435-673-4656
Smiths ................................................................... 435-673-8880
Wal-Mart ............................................................... 435-674-0459
29
Other Stores
Ace Hardware ....................................................... 435-673-6141
Big 5 ...................................................................... 435-688-1211
K-Mart................................................................... 435-628-4201
Lowe’s................................................................... 435-688-0286
Michaels ................................................................ 435-688-7005
Partyland ............................................................... 435-674-7655
Staples ................................................................... 435-628-7742
Fiesta Fun Center…………………………………435-628-1818
30
Chapter 4
Service Opportunities
The Clubs at Dixie have always been very service oriented, and we
provide each club multiple service opportunities each semester. DSUSA
will even give you funding to if you plan your own Service project!
We have partnered with the DSUSA service branch to have a service
leader liaison that is connected to multiple community partners, they are
a great avenue for ideas.
Key Points
• Campus to Community
• Service Approval Form
For more information about service opportunities, contact the Vice
President of Service, Megan Church ([email protected]) or
the Coordinator of Clubs and Service, Joel Griffin
([email protected]).
31
Campus to community
Campus to Community is a collaborative service project that every club
on campus is invited to participate in. Each semester the Vice President
of Clubs and Organizations collaborates with the Vice President of
Service and plans this activity. In the past, the Campus to Community
projects have included cleaning up the old airport and packaging 50,000
meals to help fight hunger in the Washington County area with United
Way Dixie and Switchpoint. Your club will receive $40 for bringing at
least 5 members for a minimum of 1 hour. Campus to Community is
often a highlight of the club activities each semester.
32
Service Approval
Guide
Step 1
• To receive approval, type “dixiestudentlife.com” into a search engine
Step 2
• Click on the “DSUSA Forms” link at the bottom of the page. This will lead you to the
“DSUSA Forms page”. You will find that all of the club related forms have their own section at
the top of this webpage. From this section you will be able to click the “Fill Out” option for the
“Service Project Approval Guide” before the event, and the Service Project Report Form after
the event.
Step 3
• When filling out the Club Service Project Approval Form you must keep a few things in mind:
§
§
§
§
All club service projects have to be approved by the DSU Service Coordinator to
receive merit money
A minimum of 5 members have to be present at the service project in order for it
to count for merit money
The service project must last a minimum of 1 hour for it to count for merit money
Also, if you need service ideas please feel free to contact the DSU Service
Coordinator at 435-652-7738 or on the second floor of the Gardner Center across
from Student Government.
Step 4
• After completing a service project, you are required to fill out the Club Service Project Report
Form in order to reflect on the service project outcome and have documented evidence. You can
find this form by going to dixiestudentlife.com.
Then click on “DSUSA Forms” at the bottom of the page.
Step 5
• Allow at least 24 hours for OrgSync webpage assessment and final approval from the DSU
Service Coordinator & the VP of Clubs & Organizations.
Waiver: Depending on your event it may be necessary to have participants sign a waiver
beforehand. If your activity is extreme or dangerous in any consideration a waiver is needed, the
form is found in the Files link on the OrgSync DSU community homepage.
33
Chapter 5
Publicity
Want to advertise your club to students? DSUSA has resources to help
you do this! One of the most important things you need to advertise your
club is a logo for your club. Once you have that, you can start making
flyers, banners, shirts and more! The purpose of this chapter is to help
you market your club to students.
Key Points
• How to get flyers approved to hang around campus
• How to order T-shirts for your club
• Club Rush Tips and Tricks
34
How to get your
Flyer Approved
Before you can hang up any flyers around campus it needs to be
approved by Deb Millet, secretary of the Dean of Students.
Step 1:
Make a single copy of your flyer. Check carefully for any spelling or
grammar errors.
Step 2:
Bring your flyer to Deb Millet’s office in room 202 in the Gardner
center. Your flyer will either be approved or denied at this time. If you
have not filled out an “Activity Approval Guide” your flyer may be
denied until it has been filled out and approved.
Step 3:
Once your flyer has been approved, review the posting guide on the next
page.
35
General posting
Guidelines
• All posters, large banners or any other medium used to
advertise must be approved and stamped for posting by the
Dean of Students Office. (Deb Millet)
• All advertising must contain the sponsor’s name, contact
name and phone number on the poster or flyer.
• All advertising materials should be computer generated or
professionally produced.
• Materials must be in good taste (FCC guidelines), adhere to
campus policy, look professional, and not detract from the
campus appearance. Dixie State University reserves the
right to remove any posted materials that do not meet our
posting guidelines.
• See the Dean of Students Office for banners, lawn signs,
handbill distribution, and table guidelines.
• Stamped materials may remain up for fourteen days or until
the completion of the event, whichever is first. Upon the
conclusion of the event, all posting materials must be
removed.
• Only pushpins may be used to attach postings to bulletin
boards. Use of masking tape, scotch tape, staples or
anyadhering material is prohibited.
• We do not approve the advertising of events or services that
are in direct competition with events or services provided
by Dixie State University.
• We do not approve any postings for businesses that will
receive revenue from events or are a “for profit” company.
(Needs to be a (501© (3) Company)
36
• Dixie State University is not responsible for missing, stolen
or outdated materials such as banners, posters, or display
items.
• Posting and distribution is not allowed on doors, walls
(painted or brick), windows or glass, and is prohibited
in classrooms and on automobiles.
• Posting is not allowed in academic or administrative
buildings or on departmental boards unless they have
received prior approval for a departmental board.
• Postings approved through the Dean of Students Office can
only be displayed on GENERAL POSTING bulletin boards
that are marked with a red General Posting plate.
• By posting on campus, the person or organization agrees to
hold Dixie State University harmless for any assessed
damages or liabilities incurred as a result of the posting.
37
How to get shirts made
Step 1:
Make a T-Shirt Design.
Step 2:
Fill out the OrgSync Form titled “T-shirt, Apparel and Signage
PO Request”. There is a question that asks “Are you buying TShirts, Banners or signs?” Check yes to this question.
Step 3:
Finish answering the questions and check the box at the bottom of
the page, and click the green “Continue” Button.
Step 4:
Upload your T-Shirt design.
RADIO ADVERTISING
The Universities radio station, X91.3, would be more than happy to
advertise your club or any of your events for FREE. Contact them for
more information.
If you click on “Forms” in Orgsync, look for the “91.3 The Storm:
Announcement Order Form” and fill it out.
38