Student Organization President Training 2012-2013
Training Outline• Introductions• Registration & Funding• Resources• Discussion of Current Topics• Ohio Union Website• Questions• Presentation Available at: www.slideshare.net/A_Burden/president-training-201213
Role of the President• Complete and manage registration for organization• Coordinate meetings and programs• Public face and representative• Primary contact for, and correspond on behalf of, student organization• Communicate with organization members, officers, and advisor
Role of the President• Provide vision and set goals for the organization• Help manage conflicts• Identify and prepare future leaders• Ensure good morale and teambuilding
Registration Basics• New organizations may not duplicate the purpose of another existing organization – All requirements must be completed within 60 days or by the last day of the registration Window – whichever is later.• Existing organizations must renew their registration requirements each year. – All requirements must be completed by the last day of the registration Window to stay in continuous Active status.• Only the Primary Leader has the ability to log in and change/update information.
All Student Organizations• Two Registration Windows – Spring Window: February 15 – April 30 (June 1 this year only) – Autumn Window: August 1 – October 15• Organizations self select which Window to register in and which registration deadline to follow – Recommended to select Window based on elections/transitions• Complete all requirements during your Window. Only a few make-up trainings will be offered after a Window for Inactive organizations
All Student Organizations• Registration Requirements – Trainings (Pres, Treas, Adv) – Online Registration Forms (Pres) • General Information • Roster • Constitution • Goals – Online Advisor Approvals (Adv) • Registration • Goals
Registration & Management• General Information Page – Purpose Statement – Anti-Hazing Agreement – Primary Type – Primary Demographic – Meeting Time & Location – Office Location/Mailing Address – Officer Transition Month & Window – Open or Selective Membership – Dues – Website Address & Webmaster
Registration & Management• Roster Page – Primary Leader, Secondary Leader, Treasurer, & Advisor required • May list other officer positions – Must have a minimum of 5 OSU students • Add new or delete old members • At least 90% of roster must be OSU students – Must list first name, last name, OSUname.#, & email address – If you have co-Presidents, both must complete President Training for both to have login access
Registration & Management• Constitution Page – All constitutions must have: • Purpose Statement • Non-discrimination policy consistent with CSA Guidelines • Member selection requirements and removal process • Officer names, duties, selection, and removal process – Can keep previous year’s constitution if unchanged and contains the above information
Registration & Management• Goals Page – Describe a minimum of 2 goals for the year • May submit as many goals as you would like – Mid-year progress update
Registration & Management• Registration Statuses – Pending – Inactive – Active – New/Re-Established – Active – Established• Organizations switch to Pending at the start of their Window
Statuses• Pending: Brand new organizations or organizations in the process of completing registration requirements.• Inactive: Organizations that have not completed all registration requirements by their registration Window deadline. Inactive organizations are ineligible to use the free resources for student organizations.
Statuses• Active - New/Re-Established I or II: Organizations that have been registered for less than two (2) continuous years or organizations with less than 15 members; all registration requirements completed by their Window’s deadline.• Active - Established: Organizations that have been registered for at least two (2) continuous years; at least 15 members of the organization; all registration requirements completed by their Window’s deadline.
Additional Requirements• The three listed officers must have a minimum GPA above 2.0 for undergraduates, 3.0 for graduate students, and 2.0 for professional students each grading term.• Officers must be enrolled in classes each term full time.• If organization officers are not enrolled, or have a below GPA during any term, that person will be notified via email. If after two consecutive terms an officer’s grades are still below the minimum, he/she will be asked to step down and find a replacement.• Students may not serve as an officer of more than 3 different student organizations.
Role of the Treasurer• Meet regularly with the advisor to discuss finances• Request all funds for the organization• Save receipts and complete audit forms• Manage organization budget and bank account• Steward of student money• Set the example of, and educate on, financial wellness
Competitive Sport Clubs• Sport Clubs register as student organizations with the Ohio Union (and also register with the RPAC Sport Club Office)• Same registration requirements and benefits as other student organizations, except… – No Ohio Union Treasurer Training required – No access to Operating or Programming Funds
Funding Basics• Funding must be applied for, and can be applied for regardless of your status• Only the listed Treasurer has access to apply for CSA funding online.• To receive funds… – Active status – No outstanding debt or unpaid bills – EIN – External banking account • Huntington, US Bank, and 5/3 are great options
Operating Funds• All organizations are eligible for the same level of Operating Funds ($200 each year).• The Operating Funds application deadline is rolling anytime after July 1.• Your organization will receive the funds upfront on a first come, first served basis.• Return any unspent funds, along with original itemized receipts for purchases, no later than May 1.
Programming Funds• Your Active status determines your available levels of Programming Funding ($2,000 for New/Re-Established or $3,000 for Established each year).• Programming Funds requests must be submitted several months before the event takes place. Specific deadlines depending on date of your event.• Programming Funds are given out through a reimbursement process.• All receipts are due 30 days after the date of the event. Must notify us of date changes to programs.
Fundraising and Sponsorship• Some good ideas are local restaurant nights, clean-ups, concessions, selling items, soliciting local businesses, partnering with campus departments, or writing organization alumni.• On campus credit card sales are not permitted.• Barnes & Noble book buy-backs only• Sponsorship restrictions – Coca-Cola competitors – Huntington Bank (right of first refusal for banks)• No restrictions on membership dues
Additional Funding Resources• Ohio Union Activities Board Collaborative Events – ouab.osu.edu• Student Government Funding – usg.osu.edu – cgs.osu.edu – ipc.osu.edu• Multicultural Center – multiculturalcenter.osu.edu/about-us/sponsorships-grants• RHAC, Hall Councils – rhac.osu.edu/funding.asp• College and Departmental Funds
Role of the Advisor• Primary resource for the organization• Provide continuity, perspective, suggestions, and advice• Meet with officers• Approve organization’s registration, funding requests, and goals• Co-sign on organization bank account
Advisors• All student organizations must have at least one OSU faculty or staff member as Primary Advisor. You may have more than one advisor.• All advisors must attend training at least every 2 years. The first advisor certification must be done in person, renewals may be completed either online or in person.• Graduate & professional students and civil service employees are not eligible to serve as Primary Advisors
Center for Student Leadership & Service A student’s point of connection for the full spectrum of involvement at Ohio State.Students can connect with leadershipand service initiatives, engage withstudent organizations, advance learning,and create lasting memories.
Center for Student Leadership & Service• Existing and New Initiatives – Leadership Awards – Pay It Forward – Annual Conference on Leadership and Civic Engagement – Skill Building Workshops – Leadership Classes & Leadership Studies Minor
Center for Student Leadership & Service• Workshops, Presentations, Guest Speakers – Over 30 different topics – Facilitation from Student Leadership Advocates (sla.osu.edu)• Request support for your next organization retreat – Finding locations – Consultation/planning on activities and agendas – Games, equipment, low ropes course activities – Coca Cola Retreat Package Funding
Resource Room• Some resources have an associated cost. Items without cost are free. Each student organization receives a yearly $250 Line of Credit to spend on resources. You don’t have to pay it back!• Your Line of Credit resets on the last day of your organization’s registration Window. You spend your Line of Credit from the previous year through the end of your registration Window.• New organizations will receive a $25 Line of Credit for their first 60 days of Pending status• All members listed on an organization’s roster can use the organization’s Line of Credit, unless organization restricts.
Resource Room• Only three primary officers may reserve and check out equipment.• When your Line of Credit runs out, if your status is Inactive, or whenever you desire, you can purchase items at their cost from the Resource Room.• Individuals can purchase items from the Resource Room.
Offices, Lockers, and Mailboxes• Student organizations have access to office spaces, storage lockers, and mailboxes.• Offices, lockers, and mailboxes applications for the 2013-14 year will be available in March.
Leadership Library & Meeting Space• Student organizations can borrow equipment or books from the Leadership Library and reserve one of nine free meeting rooms within the Center.
Free Marketing Resources• Fill out online request forms – Graphic Design (2 per semester per organization) – Photography & Videography – Vendor or promotional items quotes• Digital Bulletin Boards: Contact Neil Hoyng.email@example.com• Ohio Union online calendar: Contact Michelle Morgan.1001• Marketing tips handout – Student Organization Policies, Documents, and Links page
Coke Beverage Donation• Donations are for events, rather than for meetings.• The event must be on or near campus.• The request form must be filled out online at least 2 weeks prior to the event for which the beverages are needed.• Several pick-up locations, including the Ohio Union• Not able to serve or distribute non-Coca-Cola products on campus property, nor use university funds to purchase non-Coca-Cola products for events or programs on or off campus.
Website Registration• Student organizations may use free website space hosted through the university.• To request a website, change webmasters, or request a new URL address, the President fills out the General Information online registration page• Questions about log-in/technical issues with your website should be directed to 688-HELP or firstname.lastname@example.org
Technology Resources• The Ohio Union IT staff can help your student organization create templates and design basic website features – Contact Nate Smith.email@example.com to set up an appointment• Organization specific listservs are managed by OIT.• Organization email addresses (firstname.lastname@example.org) are also managed by OIT.
Carmen Pages• To create Student Organization Carmen page, send the following information to email@example.com 1. A course title (Your student organization name). This must be 30 characters or less, spaces included. 2. An instructor name.# (This should be your OSU faculty/staff advisor member, who can later give instructor access to other members and officers) 3. An OSU department the course will be placed under. (Student organizations use "Student Life“) 4. The quarter in which the course will be active. Ongoing is an available option.• Once the request is submitted, the instructor will automatically be given access and will be able to enroll other users.
Student Organization Insider• The Student Organization Insider is a weekly email newsletter sent to all primary officers and advisors – Forward it to the rest of your members!• You are automatically signed up to receive it when you are listed as an officer of a student organization. Other members can sign up to the listserv on the Ohio Union website• Submit announcements for your events by Tuesdays at 5pm to firstname.lastname@example.org
Spotlight Your Organization• Did your organization or member win an award or receive recognition?• Are you doing a cool event that everyone else should know about?• Do you want some free publicity in Buckeye Net News and OSU Weekly emails?• Submit information to email@example.com
OSU Archives• The Ohio State University Archives can: – Help you research the history of your organization, its members and activities throughout the years. The Archives includes constitutions, meeting minutes, scrapbooks, artifacts, and photographs of many organizations. – Be a repository for your material to help you preserve your organization’s history! The staff at the Archives can help you determine what is appropriate to send over.• Two things to remember about transferring material to the Archives: – There is no cost. – You are allowed to borrow back material (either temporarily or permanently). We do not allow other people to borrow your records.
Annual Report• Student Organization Annual Report – Gather information on: • Service projects & # of hours served • Charitable causes and $ donated/raised • Awards and Recognition • Events and Programs • New members and total members • Fundraising and Sponsorship – Due at the end of your Registration Window each year
Meeting & Event Space• Ohio Union Meeting & Event Space – Over 30 options – Most rooms are free with Pending or Active status – Limited to 3 free rooms per day per student organization• Tabling in the Great Hall• Ohio Union Catering – Catering 101 Menu – Outside food policy• Make reservations one semester in advance, or one year in advance for one-time only events
Meeting & Event Space• Additional campus locations – Selected classroom buildings across campus – RPAC – Other facilities• Outdoors Space – As far as advance as possible, at least 2 weeks notice – Online request (BEN.osu.edu) – 5k, races, runs need special permission due to routes – How will semesters impact your outdoor events?• Time for a new meeting time?
• VEMS screen shot – Plug Center Meeting Rooms
Event Planning• Why? Audience, Type of program, Intended Outcomes• Reserve Space• Budget• Travel and Contracts• Branding, Marketing• Food and Beverages• Decorations, Supplies and A/V• Volunteers• Clean Up, Evaluation, Thank Yous
Event Planning• Checklist: – Cancellations/rain sites – Parking – Permits – Large crowds = space defining equipment – ADA accessible – Trash removal – Amplified sound, if outside – First Aid – Severe Weather Planning
Risk Management• What is Risk Management? – Assessing, minimizing, and preventing accidental loss through the use of safety measures• Varying levels of risk with student organizations – Liability – Safety – Reputation – Emergency – Financial
International Travel• If your student organization is traveling internationally, please contact Grace Johnson (firstname.lastname@example.org) in the Office of International Affairs to discuss insurance coverage and safe travel practices.
Using Trademarks• All items with OSU logos or images must be approved by the Trademark and Licensing Office• The words Ohio State or OSU also need approved if used outside of your organization’s name• If OSU or Ohio State is part of your name – Ohio State or OSU must appear at the end of the organization name rather than the front – Must have Active – Established level of registration status
Showing a Movie• If you want to show a movie, you may need to buy a licensed copy of the film if it is a “public performance.”• Visit the MPAA website: http://www.mpaa.org/contentprotection/public- performance-law for more information on the criteria or exceptions.• Visit www.swank.com to browse purchasable movie titles
Transportation• Waivers are not required to drive other students to events or student organization related activities• Organizations may rent cars, passenger vans, buses, and trucks through Transportation & Parking: http://tp.osu.edu/vehrental/• Reservations must be made at least three business days in advance
Working with Food• If you are not selling food, the general rule is “eater beware”• If you are selling food, the campus policy states: – Food items sold by student organizations should either be commercially prepackaged by a licensed vendor and handled in compliance with relevant health codes, or; – Grown, raised, or produced by members of a registered student organization as part of their academic program.• Download a copy of Food Safety Guidelines from the Ohio Union Resources webpage
Organization Risk Management• Hazing – Ohio Revised Code Definition: “ ‘Hazing’ means doing any act or coercing another, including the victim, to do any act of initiation into any student or other organization that causes or creates a substantial risk of causing mental or physical harm to any person.” – Civil Liability: http://codes.ohio.gov/orc/2307.44 – Can report to OSU Police, Student Conduct, Ohio Union• Alcohol – Follow State of Ohio Law – www.partysmart.osu.edu – Cannot use alcohol to promote events
Organization Risk Management• Games of Chance/Raffles• Controversial speakers, campus-wide activities• Insurance• Cash box rental• Legal question referrals• Code of Conduct – http://studentlife.osu.edu/pdfs/csc_12-31-07.pdf – Off Campus Rules
Marketing• Social Media• Email listservs• Online calendars• Flyers (Residence Halls, Classrooms, CABS buses, outdoor kiosks, Campus Dining Facilities, RPAC)• TV screens (Ohio Union, Thompson Library)• Classroom/Faculty/Department announcements• T-shirts• Chalking• Word of Mouth
Recruitment & Retention• What are your Best Practices?
Recruitment & Retention• Involvement Fairs• Recruitment is a year round activity• Demonstrate your organization’s value and benefit• Create a plan – calendar, goals, officer position• Recognition, Appreciation, Incentives and Rewards• Participation – get each person involved• Consistency – meeting times & length• Fun with friends – social events, icebreakers• Create a welcoming environment
Officer Transitions• What are your Best Practices?
Officer Transitions• Binders/Folders/CDs/Flashdrives/Discs• Face to Face meetings – Timelines, people who were resources• Involve your advisor• A record of the organization’s structure, goals, relevant documents, and synopsis of financial standing• A brief personal write-up with suggestions, recommendations, challenges, or insights• Update treasurer names on bank accounts• Update new officers in the online Roster page
Leadership Tips• What does it take to be a successful leader?
Leadership Tips• Lead by example• Delegate & empower others• Hold people accountable• Understand different styles and motivations• Over-communicate• Give and accept feedback• Set goals• Show your passion and enthusiasm