Registered Student Organizations Officer Training 2013.
-
Upload
ashley-thornton -
Category
Documents
-
view
218 -
download
2
Transcript of Registered Student Organizations Officer Training 2013.
Registered Student Organizations
Officer Training 2013
Welcome
Organization Basics
Student Activities and Involvement(SAI)
Organization Basics
• Location: 300 J. Wayne Reitz Union• Phone: 352-392-1671• Email: [email protected]• Website: www.studentinvolvement.ufl.edu
Regular Hours:Monday-Thursday: 8am to 8pmFriday: 8am to 5pmSaturday: CLOSEDSunday: 3pm to 8pm
Student OrganizationRegistration
Organization Basics
• Fall Cycle – April 15 – September 13 All organizations must re-register during this time
• Spring Cycle – January 1 – January 15Only new organizations or inactive organizations
New for 2013-2014: New constitution guidelines, all organizations must submit an updated constitution
www.studentinvolvement.ufl.edu/gatorconnect
Registration Requirements
Organization Basics
No student organization may have the same name/mission/purpose of a currently registered student organization
• 10 active members including President and Treasurer• Student Organization Advisor• Current constitution• Complete officer training
Student Activities and Involvement may suspend an organization’s registration for violation of University statutes, rules, policies, and procedures, and/or state, federal, or local law, non-compliance with organization registration procedures and constitution requirements, and disciplinary action
Benefits and Privileges
Organization Basics
• Use of University facilities: buildings, grounds, services (some may have fees for use)
• Host events on campus at deeply discounted rates
• Apply for funding from Student Government• Catering Scholarship• Apply for space allocation in the Reitz Union• Hang banners• Access to UF technology
Relationship with University of Florida
• Your organization is NOT . . . • Considered part of University of Florida.• Covered by the University’s insurance (you may
purchase separate insurance if necessary).• Tax exempt – Your organization IS taxable and
therefore you must apply for Federal tax exempt status through the IRS.
• Allowed to use UF or UAA logos.
Organization Basics
Gator Connect• Gator Connect is a comprehensive student organization
information system that allows Student Activities and Involvement to increase the level of service provided to students, student organizations, campus partners, and stakeholders.
www.studentinvolvement.ufl.edu/gatorconnect
ufl.collegiatelink.net
All information stored on Gator Connect must be updated and accurate at all times.
Organization Basics
Gator Connect Features•Communication to all or selected organization members• Interactive wall for internal information and updates• Interest matching with students•Creation of forms to collect survey, travel, or participation information•Store documents such as meeting minutes, agendas, and membership
training information•Photo albums to document events•Event submission process based on specific conditions•Simplified online registration related to each organization type•Elections for organizational positions•Service hour tracking
Organization Basics
Changing Officers
• Gator Connect must be kept up to date or SAI may suspend your organization– Go into Gator Connect and your organization’s
page.– Select “roster” followed by “manage roster”.– From here you can edit positions for individuals
and create new positions.– “Manage Positions” allows you to change the
access someone has on your Gator Connect page
Organization Basics
Updating your Constitution
• Everyone must submit a new constitution this year – this is done through the registration process.
• If changes need to be made after registration – use the form on Gator Connect (under campus links) to submit a newer version.
• SAI will review the request and post the new constitution on your page.
Organization Basics
Changing the Name of Your Organization
• A name change can be completed during the registration process on the “organization profile” step.
• Outside of registration, contact SAI directly to request the change.– Email the existing name and the requested new
name to [email protected]– This may only be done by the current president
Organization Basics
Programming Basics
Programs and Events
• First things to think about before implementing a program:– What type of event or program?– Where will the event take place?– When will the event take place?– Who is the targeted audience?– How will you accomplish the goals of your event?
• Once you have decided on an event, fill out an Event Submission in Gator Connect to start the Event Approval Process.
Programming Basics
Tabling Information
• Tabling is allowed in three places regularly: Reitz Union NW Walkway and Breezeway, Turlington Plaza, and Plaza of the Americas
• Each organization can request to table up to 10 times in a 30 day period (per month)
• Tabling requires a permit!• Make sure you do NOT:
– Use amplified sound at either location except for a portable radio (laptop)
– Use extension cords across either location at any time– Block any pedestrian or vehicular traffic– Allow vehicles to be parked on either location
Programming Basics
Banner Information
• There are 10 banner locations on campus:– 6 at the Reitz Union– 4 in Plaza of the Americas
• Reservations are done in person in Student Activities and Involvement
• Organizations may reserve banner space for up to 5 days in a 30 day period (month)
• Reservations can only be made 30 days out from the date requested
• Banners must come down by 5pm on the last day reserved
Programming Basics
Permits
• What is a permit:– Certificate that verifies and event and serves as
confirmation and approval to host the requested event• Who can permit:
– The President and Treasurer have full access and can assign additional access
• When to permit:– ALL events on campus require a permit except general
organization meetings– AT LEAST 2 weeks prior to the event (10 business days)
Programming Basics
Permits
• Where is the permit:– Gator Connect website and click on “Create an
Event” within your organization• Permits allow SAI to communicate with
organizations and other campus partners to ensure your event is successful. Check your permit regularly for updates:– In Gator Connect, select “My Submissions” from
your personal menu to get to your event submissions
Programming Basics
Programming Off Campus
• Off campus events do not generally require a permit.
• When planning off campus events, use your best judgment and planning skills to ensure a successful, positive experience at your event or program
Programming Basics
Weekly Meetings
• No permit is needed – just an official space reservation
Reserve your space directly with the office responsible for that area. Reitz Union: • Meeting Rooms, Ballrooms, Auditorium/Cinema• Instructions found on their website (www.union.ufl.edu)
• The President must complete the required Authorized Contact Form before submitting reservation
• SAI: – Plaza of the Americas, Turlington, and banner space
• Office of the Registrar: – Most classrooms
Programming Basics
General Policies
• No Fireworks or Pyrotechnics (unless approved - about 4-week process)– See the Fire Safety Policy and Procedure for
Fireworks by Environmental Health & Safety• No Live animals are allowed on campus (except
assistance animals)– See the Institutional Animal Care and Use Committee
• Staked tents are not allowed unless proper dig permits are filed in advance (2-week process)
Programming Basics
Food Policies
The UF Food Contract states the Reitz Union and surrounding areas is restricted to using Aramark/Classic Fare Catering (see JWRU food policy).• Food Form must be filled out with the SAI staff (permit)• The sale of ANY food by student organizations is prohibited• Any food given away must be prepared in kitchens inspected
by the Health Department (i.e., restaurants or caterers) so you may not bake anything in your home kitchens and give it away
• Off-campus vendors may only give away food at Turlington Plaza, Plaza of Americas, Norman Field, Hume Field, Maguire Field.
A Catering Scholarship may be available to your organization!Programming Basics
Alcohol Policies
• Alcoholic beverages may be served or sold at an on-campus function sponsored by a student organization only in very limited situations. Prior written approval from the Dean of Students Office and an event permit from Student Activities & Involvement are required
• For off-campus events where alcohol may be served, please review the best practices for Off-Campus Events in the Student Organization Handbook
• Your organization is responsible for following the law and being safe!
• Please review the University of Florida Alcohol Policy for more information
Programming Basics
Sound Policies
Must be cleared through staff in Student Activities & Involvement.
• Not allowed during class time outdoors on campus
• Not allowed during the day outside in the area around Turlington
See Chapter 2 of the Florida Regulations for more information on sound in Outdoor Areas.
Programming Basics
Contracts• Any time you are paying an individual or business to perform a service. This shall
include but is not limited to:– Bands (any musical performance)– Lecturer/Speaker (any person presenting a lecture)– DJ– Graphic Designers– Instructors (yoga, dance, etc) – Etc..
• The SAI must be involved in all contact with agents for speakers, negotiations and offers. A verbal offer on the phone is considered binding.
• Student organizations may not legally do contracts with outside vendors.• At least 15 business days (3 weeks) in advance.• For Bands please meet with SAI Staff to assist you in contract negotiation and
planning. All Concerts must be co-sponsored by Student Government Productions or Reitz Union Board Entertainment.
Programming Basics
Advertising• Advertisements
– Must have Organizational Logo on them– Materials making reference to the use, sale, consumption or distribution of alcohol
or illegal drugs are prohibited, including, but not limited to advertising of 2-4-1 specials, beat-the-clock deals, happy hours, lady’s night, or illustrations/photos depicting these activities
• Posting Materials– Posters or flyers may be placed on public bulletin boards around campus– Post on outside official university bulletin boards only (No trees, walls, doors, cars,
etc.)– Posting materials in on-campus housing facilities requires permission from Housing
• Passing Out Materials– No leaving stacks of materials unattended on university grounds– No distribution/posting of materials inside university buildings – Materials may not be forced on individuals or thrown on ground as litter
Programming Basics
Breakout Sessions
Leadership and Responsibility
Leadership• Networking
– Encourage collaboration with other student organizations and stakeholders around campus to provide networking opportunities. Also keep in contact with the alumni members of your organization as resources.
• Balance– Encourage your members to balance their involvement, work, and
life. Your first priority is receiving your degree. No one should feel burnt out or feel as if they are doing all the work.
• Support system– Your executive board and the members of your organization are a
support system for each other. Keep everyone communicating effectively and promote relationships within your organization to continue the success of the organization.
Leadership and Responsibility
Officer Eligibility• Undergraduate students
– Full-time students – Twelve (12) credits in the Fall and Spring semesters– Minimum 2.5 cumulative academic average
• Graduate and professional students – Full-time student
• For the graduate or professional program in which you are enrolled, or • Eight (8) credits if appointed to a half-time graduate assistantship, or• Nine (9) credits if appointed to a one-third time graduate assistantship.
– Minimum of 3.0 cumulative academic average • Or at least the minimum grade point average required to remain in good standing
with the graduate or professional program in which they are enrolled
• Postgraduate students, including post-baccalaureate students– Must be enrolled for at least twelve (12) credits– May not hold an office in a student organization for more than one semester
while in postgraduate status
Leadership and Responsibility
Officer Eligibility Process
• Eligibility checks will be conducted by SAI periodically and officers not meeting the eligibility requirements will be notified by the SAI that they must relinquish their offices– Appeals must be filed within ten (10) days of the date on
the notice and will be heard by the Appeals Committee (SAI and many other campus departments)
– If the appeal is not successful, the President of the organization will be notified and will have up to two (2) weeks to update and remove that officer online or the organization will be suspended
Leadership and Responsibility
Student OrganizationAdvisors
• Who can be an Advisor?– Full time, salaried faculty and professional (or
approved) staff members as long as they are not on leave during their term
– Student teaching assistants and some adjunct professors and non-professional staff are not eligible to serve as advisors
• Resources for Advisors– A monthly newsletter is sent out to all Advisors– Advisor training through SAI
Leadership and Responsibility
Financial Responsibility• Financial stewardship
– You are expected to practice careful and responsible management of something entrusted to your care
– You have a responsibility to others and the community– This promotes individual and group integrity
• Student organizations that don’t already receive funding from SG are allowed to charge dues and apply for activity and service fees from SG– The way in which you receive money needs to be clearly stated in your
Constitution• Students who receive SG funding can set up a bank account in the SG
Finance Office, Room 337 of the J. Wayne Reitz Union, or call 392-1623, between 8:00 a.m. and 5:00 p.m., Monday through Friday
• If you do not receive SG funding, you may use any bank of your choice
Leadership and Responsibility
University Regulations
• Ethical Decision Making– Always desire to do the right thing and set an example
for the members of your organization even when times get tough. Lay out expectations, hold yourself as well as your members accountable and treat everyone fairly – Hazing is by all means, PROHIBITED and will not be tolerated.
• In order to be registered, student organizations must comply with the University of Florida’s Non-Discrimination, Sexual Harassment, and Hazing Policies.
Leadership and Responsibility
Non-DiscriminationInformation
• An organization must agree that it will not discriminate on the basis of race, creed, color, religion, age, disability, sex, sexual orientation, gender identity and expression, marital status, national origin, political opinions or affiliations, genetic information and veteran status as protected under the Vietnam Era Veterans' Readjustment Assistance Act.
Leadership and Responsibility
Sexual HarassmentInformation
• An organization must agree that it will not engage in any activity that is unwelcome conduct of sexual nature that creates a hostile environment.
Leadership and Responsibility
Anti-Hazing Information
• An organization must agree that it will not initiate, support, or encourage any events or situations that recklessly, by design, or intentionally endanger the mental or physical health or safety of a student for any purpose including but not limited to initiation or admission into or affiliation with any student group or organization.
Leadership and Responsibility
Hazing Alternatives
• Foster Unity• Develop Problem-Solving Abilities• Develop Leadership Skills• Instill a Sense of Membership• Promote Scholarship• Build Awareness of the Organization's History• Aid Career Goals• Involve Members in the Community• Improve Relations with Other Organizations
Leadership and Responsibility
Responsibility to Report
• If an organization becomes aware of any such conduct described today, the organization will report it immediately to Student Activities and Involvement, the Director of Student Conduct and Conflict Resolution, or the University’s Title IX Coordinator.
Leadership and Responsibility
Student Leader Contract
Leadership and Responsibility
Resources
• Student Activities and Involvement website: studentinvolvement.ufl.edu
• Student Activities and Involvement staff• Involvement Team• Training Information available online• Student Organization Handbook• Program Planning Guide
Important Dates
• September 10, 11, 12 – Fall Student Organization Fair
• September 13 – Registration is due
Thank you and let SAI help you have a successful year!
Q & A