Clubs & Organizations Advisor Orientation

Resources

Office of Student Life & Cultural Centers

Areas under the Office of Student Life & Cultural Centers:• African American Student Center • Asian & Pacific Islander Student Center • Cesar E. Chavez Center for Higher Education • Clubs and Organizations• Greek Life• Leadership Development • myBAR• Native American Student Center • Pride Center • Scheduling• Violence Prevention & Women’s Resource Center

These areas are a great resource for your club & members!

Resources & Services

Office of Student Life & Cultural Centers (26-124 Main Office)• Mailboxes & Packages – check it frequently

Your Club Namec/o Office of Student Life & Cultural Centers3801 W. Temple Ave, Pomona, CA 91768

• Flyer Approval• Archives – club bylaws & officer history• Universal Signers – La’Keisha Beard, Jami Grosser, Byron Howlett

& Sharon Rocacorba– Make the effort to seek out your advisor(s)– Allow 72 hours turn-around time – Universal signer will contact the advisor directly to let them know that a universal

signer has been requested and to seek the advisor’s approval. – There will be no automatic universal signing without the waiting period of 72 hours.

Please send a designee to pick up the document after 72 hours at OSLCC Main Office.

Resources & Services Cont.

• Club/Vendor Program see Anita Roberts• Leadership Library• Non-Profit Status Confirmation & Tax ID

number. We will fax the number directly to the requestor. Print the form and submit it to the OSLCC main office:

http://dsa.csupomona.edu/osl/clubresources.asp• Club Resources Websites: Club Resources

• When you receive a donation (cash or in-kind) contact Carol Lee in the VP for Student Affairs Office (98T-6-19) if you want your donor to receive an official acknowledgment letter from the campus.Call: (909) 869-2922 or clee@csupomona.edu– You will need to provide your ASI account number and club name– Checks should be written out to the club. – VPSA will process the Acceptance of Gift form and submit the check

with the form to Gift Processing. – Gift Processing then generates a tax receipt and deposits the check

into the student club’s ASI account.

• Administrative Fund: VP for Student Affairs Office For Outreach Programs & Student Development Activitieshttp://www.dsa.csupomona.edu/vicepresident/adminfund/

Monetary Resources

Registration Process

Club/Organization Structure

• The Office of Student Life and Cultural Centers (OSLCC)- registers clubs/organizations and manages compliance• Associated Students, Incorporated (ASI)- handles

the finances • Council Affiliation- every club/organization MUST

belong to a council and abide by council requirements

Registration Process

• All presidents, treasurers and schedulers must register and attend the Bronco Clubs and Organization Registration Conference• All registration material are uploaded into myBAR

(we do not collect any forms)• We are registering new clubs this year• All people that want to start a new club will need

to attend a New Club Workshop and the Bronco Club and Organization Registration Conference

What is • My Bronco Activity Record (myBAR) is a program designed to keep track

of your club membership(s), leadership role(s), awards earned, employment and involvement on & off campus.

• Use your myBAR Summary Report to prepare your resume, apply for internship opportunities, graduate school, awards and scholarships.

• It is an essential part of the club registration process, myBAR can also help clubs/orgs keep track of their members, communicate with members and advertise events, programs and meetings.

Accessing myBAR

Log into myBAR using your Bronco Direct Information

Select Organizations; look for organization by clicking on the first letter of the organization name or typing the name in the search box

Make sure groups click register this organization button

Registration DeadlinesFall Deadline:

September 2, 2014

Winter Deadline:December 5, 2014

Annual Registration Process

All clubs/organizations MUST have their membership in myBAR by January 23,

2015. Failure to do this will result in the clubs/organizations having its registration

revoked for the remainder of the academic year.

Membership

Campus Policies & Executive

Order

Executive Order 1068

Minimum Requirements for Club Recognition:

• Minimum of 5 CSU students, enrolled in at least 1 class

• Maximum of 20% of members can be non-CSU students, and only CPP students may have voting privileges (fraternities/sororities may have provision waived)

Read it here: http://www.calstate.edu/eo/EO-1068.html

Executive Order 1068

• Student organizations shall not have any rules or policies that discriminate on the basis of race, religion, national origin, gender, citizenship, sexual orientation, or disability.

• All must be open to all currently enrolled students, except social fraternities/sororities and living groups may impose gender limitations.

• Honor societies with national GPA requirements are not

considered a discrimination.

• Read it here: http://www.calstate.edu/eo/EO-1068.html

Executive Order 1068Advisor Eligibility

• One university advisor is required: – Full or part-time faculty or professional staff

– (The individual may not be an auxiliary employee: i.e. Foundation and/or ASI)

– Recommended to have two advisors

• The Primary Advisor may not be on leave during any part of the year (i.e. sabbatical)

• Must be at least 21 years old

• Must be approved by the supervisor / Dept. Chair• Read more here: Read it here: http://www.calstate.edu/eo/EO-1068.html

In summary, the EO1041 requires that: 1) Students participating in CSU-sponsored air travel that is not regulated by the US

department of transportation must purchase life and personal injury insurance [see attachment A, Student Safety, 3].

2) If your organization charters a bus, the company must include indemnity and co-insurance provisions [outlined in Attachment G of the executive order] in the contract.

3) All students participating in air or bus travel with your organization must sign an Activity Release Form

Students participating in CSU-affiliated programs which require travel do so on a voluntary basis and participate at their own risk. Travel involves risks to personal safety which could result in damage to property, injury or death. Students participating in such travel are required to read the "Notice to Students: Release, Hold harmless and Informed Consent Provisions for Student Travel " and to sign a "Release, Hold-Harmless and Informed Consent" statement.

Read it here: http://dsa.csupomona.edu/osl/files/EO1041_Student_Travel_May_29_2009_5778.pdf

Executive Order 1041Student Travel – CSU Sponsored

ASI Sponsored Travel

• Authorization to Travel for each traveler• Release of Liability for each traveler• Forms must be turned in to Business Services

no later than 3 weeks prior to departure• Advisor signature required (a Universal

Signature will not be accepted) so plan ahead• Agenda or a flyer for the conference

IInternational TravelGoing Abroad?

International Travel Must Haves!*Prepare a Package including:

Authorization to TravelRelease of LiabilityAuthorization for International Travel Emergency Contact List Flight & Hotel Information Risk Management Insurance Document Confirming Purpose of Your Trip List of Attendees Copy of Advisor’s Authorization to Travel if the Advisor is traveling with you

*Package must be turned in to Business Services 2 months prior to departure!

Advisor signature required (a Universal Signature will not be accepted) so plan ahead!

International Travel Package Process

Approval Process:

Review by ASI Executive Director, Cora Culla

Review by Risk Management, Valerie Eberle

Approval by Associate Vice President and Dean of Students, Dr. Rebecca Gutierrez-Keeton

Approval by Provost and Vice President of Academic Affairs, Dr. Marten denBoer

Name Title Phone Email

Terri Bell Director of Business Services (909) 869-2844 thbell@csupomona.edu

Jessica Martinez AP Fund Specialist (909) 869-2842 jjmartinez@csupomona.edu

Eliane Townsend AP Fund Specialist (909) 869-2843 eetownsend@csupomona.edu

Business Services Main Line (909) 869-2800

Business Services Website http://www.asi.csupomona.edu/business.php

• Campus Posting & Chalking Policy: – http://www.csupomona.edu/~policies/presidential_orders/presidential_ord

er_Posting%20and%20Chalking%20Policy%20Updated%202007%20Final.pdf

• Approval stamps: Come to OSLCC & Bring 2 copies!– Every flier must have the following minimum information:

• Name of club/organization• Contact information

• Housing has their own posting policy.– http://dsa.csupomona.edu/uhs/Posting_policity.asp

• Facilities may take down expired posters and you can too

• Your club and organization is responsible for knowing the posting and chalking policies

Posting & Chalking Policy

• All on-campus student club’s and organization’s events must be alcohol free.

• Being under the influence in a public place is a misdemeanor in California

• According to Cal Poly Pomona’s Alcohol and Other Drugs Policy:

– The unlawful possession, use, production, distribution, or sale of illicit drugs or drug-related paraphernalia, tobacco and/or alcohol, by any faculty, staff, student, or visitor is strictly prohibited in the workplace, on University premises, at University activities, or on University business, on campus or off.

Click on this link for more details: Alcohol & Other Drugs Policy

Alcohol & Other Drugs Policy

• Hazing: any behavior or activity that causes physical harm, personal degradation, or disgrace resulting in physical or mental harm.

• Consent of a victim of hazing is not a defense.

• Being a bystander of hazing is a violation of this code.

• All officers, members, advisors, and alumnae can be affected by allegations of hazing.

Standards for Student Conduct

Hazing

Risk Management

Off-Campus Events:The University assumes no responsibility or liability for off-campus events sponsored by student clubs/organizations. Off-Campus events may NOT use “Cal Poly Pomona” in its publicity of the event. ASI Business Services reserves the right not to reimburse costs for risky events

Travel: Release of Liability Form & Driving- CA LawsStudent Travel Forms :

Student Travel Release Notice - Part 1 (Please review) Release, Hold Harmless and Informed Consent - Part 2

*Complete, print and submit completed forms to Club Advisor, Club President or Trip Coordinator

Risk Management Cont.

Note: As with academic fieldtrips, students driving their own vehicles to and from a club-related activity or event do so at their own expense and their own liability. – As required by law… Drivers must have a valid driver's license

and proof of liability insurance in their possession for the minimum amount prescribed by State Law; all persons in the vehicle must wear safety belts and the vehicle must be in safe mechanical condition.

CPP Risk Management: Valerie Eberle (vjeberle@csupomona.edu) Risk Management FAQ’s:

http://www.csupomona.edu/~rms/student_clubs.htm

Risk Management Cont.Risk Management has confirmed the campus can NOT purchase insurance for the following activities:• Dodge ball (Exception- if foam ball is used) Martial Arts Demo (Exception- if no contact)• Flag Football• Ice Skating (Teflon Surface)• Ultimate Frisbee• Rock Climbing Wall (not inflatable)• Rodeo• Skateboarding• Trampoline• Tug-of-war• Inflatable games and activities:

– Dunk Tank– Foam Pit– Mechanical bull– Obstacle course– Slide – Velcro jump wall– Water slide

Blood Drives

The University has a relationship with the Red Cross for blood drives. If groups want to schedule a blood drive they should work with Debbie Jackley (dljackley@csupomona.edu) at the

Wellness Center. Do not use Life Stream.

Advisors

• Attend meetings and functions

• Assist with interpreting campus policies & procedures

• Communicate with student leaders

• Serve as authorized signer on budget related documents, travel documents, reservations, environmental health and safety forms, etc…

• Ensure that student leaders meet all officer eligibility requirements (GPA & unit load per quarter)

• Provide advice and guidance withCalendar planning• Leadership style feedback• Time management• Interpersonal conflict mediation• Using campus resources

• Assist with the annual club/org registration process• Advise and refer students to appropriate campus support services and resources when

appropriate• Assist students with leadership transitions

Your Role as Advisor

Your Role as Advisor

• Know the by-laws• Report any policy violations to La’Keisha• Ensure that club is meeting council requirements• Be sure the check officer eligibility EVERY quarter

Event Planning & Scheduling

Policies

Indoor & Outdoor Event Forms OnlineOutdoor request ONLY no longer requires officer and

advisor signaturesClassrooms for club meetingsOutdoor space for events (know your location)

CLA Paseo Rose Garden Painting the CPP University Plaza Bronco Commons Univeristy Park University Quad Engineering Meadow

Minimum of 10 business days for processing

Scheduling Facilities Through OSLCC

Facilities not reserved through OSLCC:

• Bronco Student Center• Athletics (gyms and fields)• Kellogg West• The Restaurant at Kellogg Ranch• The Historic Kellogg House Pomona• University Recital Hall• University Theater• Parking Lots• Labs

To reserve these spaces, use the Event Planning Contact List on OSLCC Web Site

Scheduling Facilities

• Environmental Health & Safety approval is required for all food on campus, unless it handled by an on-campus caterer.

Procedures for Food Events Form: http://www.csupomona.edu/~ehs/ftp/FoodForms.doc

• Environmental Health & Safety – x4697– Located in the CLA Building 98 in Room B1-102

• Certified Food Handler must be present if food is being served at official student organization events

– Exceptions: Being catered OR Pre-packaged food

• EH&S will recognize a Food Handlers License from :

– Los Angeles, Riverside, or San Bernardino County; Also online at:

– http://www.servsafe.com/

– http://www.foodhandler.com/

• Food Fundraisers :

– Certified food handler must be present

– Cleaning your grill in public bathrooms is not allowed by Facilities

– Use gloves and hairnets when serving

Food at Events

Questions?

La’Keisha Beard

Senior Coordinator, Student Life

ldgilford@csupomona.edu

(909) 869-5007

Building 26-124 (OSLCC Main Office)

dsa.csupomona.edu/osl

GO BRONCOS!