Student Organization Orientation and Training


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Student Organization Orientation and Training

  1. 1. Welcome to SOOT! Student Organization Orientation and Training (New Students)
  2. 2. The Goals of SOOT:  Help you understand how to be a successful student leader at Drexel University  Answer your questions related to student organizations, finances, and event planning
  3. 3. Before We Begin…  Questions – Raise your hand and ask! - or -  Question Half-Sheets may be located in the front of the room… …if we can‟t answer your question write it down and I will find the answer and email you…
  4. 4. All information presented today can be found on the Office of Campus Activities Website!!! (including this PowerPoint) * Everything in RED on this PowerPoint is clickable and linked to a website page where you can find more information related to that topic!
  5. 5. Phone: 215-895-1328 Fax: 215-895-2500 Creese Student Center, Suite 215 -- Student Organization Resource Center (GSDC) Ari S. Hauben, Director Rebecca Dzara, Associate Director for Campus Programming Walter Parrish, Coordinator for Leadership and Community Development Kia J. Perkins, Administrative Coordinator Joe Gonzalez, Budget Coordinator and SAFAC Advisor John Cooke, Assistant Dean for Campus Engagement
  6. 6.  Mission Statement: – The Office of Campus Activities advances the mission of Drexel University and the Division of Student Life by providing students an enriched collegiate experience through meaningful opportunities to learn and develop leadership, interpersonal, programming, and organizational skills so that they may connect and contribute to the University community. – The OCA staff will serve as student-focused advocates, navigators, advisors, educators, and administrators while working collaboratively to support programs that meet the needs and interests of students.  The 3 Pillars of how OCA supports students are: – Leadership Development – Event Planning – Financial Management
  7. 7. Drexel Lingo…  OCA = Office of Campus Activities  SAFAC = Student Activity Fee Allocation Committee  CAP = Commissions for Activities and Programs  DUST = Drexel University Student Technicians  FY= Fiscal Year (July 1  June 30)  AY = Academic Year (08-09)
  8. 8. Outline of Workshop I. Recognition II. Finances III. Event Planning IV. Resources V. Hazing VI. Questions
  9. 9. II. Recognition
  10. 10. Student Org. Recognition Process  Step 1. Submit recognition paperwork to OCA – Recognition Form and constitution (if changed from previous year)  Step 2. Have your advisor return email sent to them from OCA  Step 3. OCA will contact you to set up a meeting with staff member to review any changes to your constitution  Step 4. Make changes and resubmit your constitution  Step 5. Attend SOOT workshop – Undergraduate and Joint Organizations: President, Treasurer, and any one additional member – Graduate and Goodwin Student Organizations: President and Treasurer  Step 6. OCA notifies organization they are recognized Recognition Website
  11. 11. Student Org. Recognition  During 2008-2009, our office will continue to explore if student organizations can be open to all types of students (undergrad, graduate, part-time). – In the future, organizations may no longer need to limit membership for funding and Constitutions may need to reflect these changes  Recognition is based on the Fiscal Year cycle for full benefits – Student Organizations must apply for Recognition every year  If your student organization is in debt, your Recognition status may be placed on hold.
  12. 12. Why get Recognized?  The ability to apply for SAFAC, Reserve and CAP Funding!  The ability to reserve space on campus through Event Services!  The ability to use Sodexho, Facilities Management, Public Safety, etc!  The ability to use the Office of Campus Activities Resources!  The ability to use the Office of Campus Activities staff to plan your event (i.e. contract negotiation, advertising, etc.)  Permission to use the University name and logo when identifying the organization in accordance with University regulations and policies  Access to an organizational mailbox in the Creese Student Center or in the Office of Recreational Sports  Opportunity to acquire office/storage space on an annual basis for student organization use  Opportunity to participate in the Activities Unlimited Student Organization promotion/recruitment fair during the Fall and Spring terms  Opportunity to acquire web space through the Drexel portal and an organization designated email address More benefits of being recognized…
  13. 13. We are recognized… …now what?
  14. 14. Student Organization Finances Joseph Gonzalez Budget Coordinator for Campus Activities/ Student Activity Fee Allocation Committee Advisor Greenawalt Student Development Center: Room 32A 215-895-1811 Note: Please allow 24-48 business hours for a response to phone messages or email.
  15. 15. Student Organization Finances  Cost Centers  Deposits  SAFAC Funding  Travel Expenses  CAP Funding  Forms  Fundraising, Dues, Donations  Late/Night Weekend Funding  Alumni Grant
  16. 16. Cost Centers  Each student organization will receive 2 cost centers (accounts): – 17 Cost Center: All SAFAC funds are deposited and accessed from this cost center. » These funds are allocated and returned based on FY (17 cost center fund numbers begin with 17…) – 71 Cost Center: All fundraising, dues & donations are deposited and accessed from this cost center. » These funds stay in your cost center until used (71 cost center fund numbers begin with 71…)
  17. 17. Cost Centers Cont…  Each Cost Center will have a name, fund number, and org number: – Example: Org Name Fund# Org # » Art Club 170001 - 2555 » Art Club 710545 – 3568 Note: Student Organizations are not allowed to have off-campus bank accounts!
  18. 18. Student Organization Funding Options  SAFAC Funding – Annual Allocation – Reserve Funding  CAP Funding  Fundraising, Dues & Donations  Late Night / Weekend Programming  Alumni Grant These will all be explained in more detail in the following slides
  19. 19. What is SAFAC? Student Activity Fee Allocation Committee  Made up of 16 full time undergraduate students: – 12 liaisons – One Secretary – One Vice Chair – One Chair – One representative from USGA  One Staff Member from the Division of Student Life  The SAFAC Advisor Note: Only the students have a vote on how the money is distributed.
  20. 20. Where Does SAFAC Money Come From? Undergrad Students Pay $250 Student Activity Fee All paid activity fees get on Tuition Bill. deposited into the SAFAC Account $150 of that fee goes to SAFAC Student organizations SAFAC Committee apply for this money distributes funds based through Annual on applications. Allocations & Reserve Funding
  21. 21. SAFAC Funding Annual Allocations Reserve Funding  Recognized by OCA  Recognized by OCA  Must attend an Annual  Did not receive an Annual Allocation Information Allocation, or… Session  Unforeseen expenses for  Must submit an Annual groups that did receive an Allocation Request annual allocation.  This process is separate (example: Sports club from SOOT making a championship match)  Apply Event by Event Can request Capital, Operational, Conference, & Activity expenses Note: All activities & events must be open to all students.
  22. 22. SAFAC Forms Student Organization Purchase Request  Used for Check Requests, Cash Reimbursements, Credit Card Orders, Reserve Funding, and Late Night/Weekend Funding Reimbursements.  Treasurer or President must sign.  Advisor must sign if order is over $500  Must be submitted for any and all requests  Checks take 2-3 weeks  Cash reimbursements take 1-2 business days.  Credit Card takes 1-2 business days Note: Sports Clubs will need to have all requests approved by Dan Simmons in the Athletics Department prior to submitting to SAFAC.
  23. 23. SAFAC Forms Cont… Student Organization Deposit Form  Used to deposit money into either 17 or 71.  Must deposit any income into 17-account up to the amount spent out of 17 account for any event. [example: spent $500 from 17 account & earned $1,000. $500 deposit into 17 and $500 into 71].  All other income or if you did not spend out of a 17 account is deposited into your 71 account. Reminder: Student Organizations can not have off-campus bank accounts
  24. 24. SAFAC Forms Cont… Reserve Funding Request  If you did not receive an Annual Allocation or did receive an Annual Allocation but have unforeseen expenses.  Must submit a detailed listing of expenses with supporting documentation  You will meet with the SAFAC committee to go over your request  Money can be spent only on the event(s) approved by SAFAC  No limit to how many times or how much you apply for.  Must submit a request for each event individually  Submit 4 weeks in advance  Exists until money is gone
  25. 25. Student Activity Fee Policies  Cannot be used to purchase alcohol;  Cannot be used for contributions or donations to the campaign or cause of any candidate, political or religious movement;  Cannot be used for contributions or donations to charitable organizations;  Cannot be used to pay honoraria, instruction or service fees to employees or students of Drexel University;  Cannot be used for personal or individual memberships in a national or professional association.  Cannot be used for prizes and give-aways
  26. 26. Student Activity Fee Policies  Can be used for food if: – Part of on-campus event that is open to all Drexel University students, – For contracted speakers or performers or – For conference or competition travel;  Can be used for organizational membership in national or professional associations;  Can be used for conference attendance;  Can be used to host off-campus events with approval from the Office of Campus Activities  Can be used for promotional items (club name and/or logo required on product)
  27. 27. Student Activity Fee Policies  All payments for non-Drexel services must be accompanied by a completed OCA contract  All transactions must be signed by the organization President and/or Treasurer  All transactions over $500 must be signed by the Advisor  All items purchased are the property of Drexel University and must be used for official organizational use only  An Off-Campus Event Form must be completed and submitted prior to being reimbursed for any conference, travel or away match.  Organization must be recognized by OCA or FSL  Organizations may be subject to an audit by SAFAC  The University reserves the right to freeze/seize any and all funds of an organization that accrues debt, misrepresents or violates University or SAFAC policies in the spending of funds.
  28. 28. Travel Expenses  Student Organizations can have hotel and travel accommodations placed on the university credit card with the exception of rental vehicles. – Students must rent vehicles on their own credit card and get reimbursed after the conference or event.  You must make a half hour appointment with the SAFAC Advisor to have any hotel and travel accommodations placed on the university credit card. (Student Organization Hotel/Motel Information Form)  You must submit your request at least 5 business days in advance of departure date. – Any request submitted for hotel and travel arrangements submitted less than 5 business days ahead of departure cannot be guaranteed processing in time.
  29. 29. Fundraising, Dues & Donations  Fundraise: – Selling of merchandise – Hosting for profit events – OCA Fundraising Manual »  Dues: – Collect membership dues from participating members  Donations: – Solicit departments, colleges, and outside companies for funding of specific events or general support
  30. 30. CAP Funding Commission for Activities & Programs  Money comes for a % of the money spent in all the Coke machines on campus.  Money is given for specific purposes. Can not be spent on anything else.  Applications must be submitted through the Office of Retail Management (Creese 119).  All decisions are made by the Office of Retail Management.  Contact: – Jackie Eliassen – 215-895-6776 Note: Not handled through OCA or SAFAC
  31. 31. Late Night/ Weekend Programming  Up to $1,500 per event  Event must occur Monday-Friday from 9pm-2am or anytime on Saturday & Sunday.  Must submit Application/Request  Must make an appointment with Late Night programming coordinator (Walter Parrish)  Apply 2 weeks prior to event  Must be an alcohol free event  Event must be held on campus  Event must be open to all students  Cannot be used for recruitment or fundraising events  Exists until money is gone OCA will publicize the dates that money is available.
  32. 32. Alumni Grant  Up to $2,000 per term  Overview of proposed program to include program goals and objectives, expected attendance and composition of intended audience  Outline of proposed publicity plan  Summary of projected program revenues and expenses  Suggested partnership opportunities to promote Alumni Association programs and services 
  33. 33. Where can you get these forms?  SAFAC Forms: Purchase Request, Deposit Form, Reserve Funding Request –  CAP Funding / Late Night & Weekend Forms –  Alumni Grant – Note: Forms can also be picked up in the Student Life Office (Creese 215) or outside of the SAFAC Office (Creese GSDC 32A)
  34. 34. Where do these forms get turned in?  SAFAC Forms must be submitted to the SAFAC Advisor in the Greenawalt Student Development Center room 32A or in the SAFAC Mailbox located in the Student Life Office (Creese 215)  CAP Funding requests must be submitted to the Office of Retail Management (Creese 119) directly across form the Creese Info. Desk  Alumni Grant requests must be submitted to the Drexel University Alumni Association: Paul Peck Alumni Center 60-2  Late Night / Weekend Programming requests must be submitted to the Late Night Programming Coordinator in the Greenawalt Student Development Center room 32B or in the Late Night Programming Coordinator Mailbox in the Student Life Office (Creese 215)
  35. 35. Financial Questions?
  36. 36. III. Event Planning
  37. 37. Event Planning  Event Services Office – Room/Space Reservations – Tables and Chairs, Room Set-up, Building Policies, etc. – Food/Catering/Sodexho – Tech Support – DUST/IMS – Public Safety  OCA – Personal Assistance – Contracts – Specific Types of Events – Resources
  38. 38. Event Services Gillian Telford, Assistant Director for Event Services 215-895-2520 or 215-895-0264 Creese Student Union, Room 001 Hours: Monday through Friday, 8:00 am-5:00 pm  Event Services serves as the primary point of contact for recognized student organizations with the following departments/services: Room & Space Reservations DUST Facilities Public Safety Event Services Webpage
  39. 39. Reserving a room/space: Please use the reservation form on and provide the following information (if the “submit” button does not work, please download and save the pdf file and email to our office as an attachment):  Organization name and co-sponsoring group (if applicable)  Event Name  Desired Date and alternate date  Start time and end time of your meeting/event  Any set-up time you may need (for more elaborate events)  Preferred location  Your student organization account number  Description of the event – Food/Catering (Pot Luck, Bake Sale, etc.) – Attendance estimate – A/V needs and DUST – Guest Speaker  Contact person‟s name, email, and phone number – The contact person MUST be the contact person for everything related to the meeting/event (Catering, DUST, Public Safety, OCA, etc.) and will be considered the event planner.
  40. 40. Event Services (con‟d) Policies: Requests are on a “first come, first serve” basis Please Allow Event Services a minimum of 48 hours (2 business days) to respond to your room/space request Please give Event Services 2 weeks notice for room reservations, especially for larger events. Reservations may not be fulfilled for any event within 48 hours of the start of the event. Event planners from student organizations are expected to take ownership of your events. You need to have regular communication with Event Services and OCA about the details of your event. If we do not have enough information about your event in sufficient time, your event may be cancelled.  An actual reservation has not been confirmed until a 5-digit reservation number has been sent to you with a confirmation email!!!  Please review your confirmation details in the attachment provided once your request is confirmed. Please notify the office of any changes or discrepancies.
  41. 41. Example of a space/room reservation confirmation from Event Services… Confirmation number Your student organization‟s account number (please make sure the account number is correct!) Always check to make sure you have the correct date, time, and location you requested!
  42. 42. Commonly used locations… The following space can be reserved on a „first-come-first-serve‟ basis: (unless otherwise noted, spaces are available for the full fiscal year beginning July 1 st) – Creese Student Center and GSDC conference rooms – Ross Commons – Grand Hall and Main Auditorium – Korman Quad – Lounge 101 (Game room located in the basement of the Main Building) – Residence Hall multi-purpose rooms (reservations taken on a term-by-term basis starting the break week prior to the respective term.) – Academic Classrooms (cannot be reserved during the first two weeks of each term) – MacAlister 2019/2020 – The University Club (6th Floor MacAlister) - $50 charge – General Space on Campus The use of these Buckley Green and Field, DAC, Volleyball Courts, BBQ Pits: spaces must be – Athletics/Intramurals gets first dibs on the fields approved by and – Facilities fees may apply for set-up and clean-up reserved through – BBQ Pit - 2 hour maximum Dan Simmons, – Volleyball courts - 2 hour maximum Assoc. Director of Athletics, at Rooms that Cannot be Reserved: – Commuter Lounge or 215-895-2025. – AJ Drexel Gallery
  43. 43. Other spaces available for student organization use… – Mandell Theatre » Contact Josh Browns – Theatre Manager  215-895-2528 or – Academic Bistro » Contact Adrienne Hall - Chef Instructor/Academic Bistro Manager  215-895-5872 or  Catering/food MUST be provided by culinary students – Bossone Auditorium, Lobby, & Atrium » Contact The College of Engineering  215-895-2210 – Library: Bookmark Café » Contact DeVaughn Nelson  215-895-2750 – Paul Peck Alumni Center » Contact Jeff Spence, Alumni Relations  215-895-2375
  44. 44. Event Services Event Services 1. Facilities serves as the (tables, chairs, room set-up, banner hung up) primary point of contact for student 2. Sodexho/Catering/Food organizations with the following departments 3. Public Safety 4. DUST Event Services Webpage
  45. 45. 1. Facilities FY2009 Student Organization Rates Hourly Labor Rates Standard Overtime Double time Custodian* $23.00 $35.00 $47.00 Mechanic/Electrician $30.00 $46.00 $62.00 Engineer $32.00 $48.00 $64.00 Transportation $50.00 $66.00 $82.00 (student organizations receive a 20% discount from regular rates) Standard Time - 8:00am-5:00pm, Monday-Friday Overtime - 5:01pm-7:59am, Monday-Friday; and Saturdays Double Time - Sundays and Holidays *Custodian rates apply for Custodians (Janitors), Groundskeepers, and Utility Crew Please verify other applicable rates with the Event Services Office (Utility (set-up/tear-down) and Shipping) Important:  The SOSE Grant will be made available for 2008-2009.  This Grant will cover most facilities expenses up to $250 per event.  The Event Services Office will automatically deduct these expenses from your Confirmation Sheet
  46. 46. 2. Sodexo/Catering/Food  Sodexo is the exclusive on-campus caterer! – They have an existing contract and insurance certificate with the University (no additional contracts needed when working with Sodexo)  How do I obtain Sodexo food at my event? – You must have a space/room reserved prior to contacting catering – Contact them at or 215-895-6934 – You need to contact catering a minimum of 10 business days prior to the event, or there may be late fees assessed to your food order – Please allow at least 48 hours (2 business days) for a response – Tell them what you want (be very specific) – Tell them how many people you are feeding at the event – Requests within 72 hours of the event may have extra charges Sodexho-Catering Website
  47. 47. You must use Four exceptions to this rule… 1. Sodexo gives you an Sodexo catering exception/waiver! for any food at (usually occurs with cultural, kosher, or your on-campus vegetarian food) event! 2. Pot Luck! 3. Bake Sale! 4. Pizza! (for smaller group meetings only, larger events need to use Sodexo) Sodexho-Catering Website
  48. 48. Sodexo Food Exception  “Request for Catering Policy Exception” Form  Request should be submitted a minimum of 20 business days prior to the event, to the Retail Management office located in Suite 119 of the Creese Student Center – Phone Number: 215-895-1562 – Include specific reasons for the Exception  If the Exception is provided, then you will work with OCA to have a Contract and Insurance Certificate completed and submitted with the food vendor
  49. 49. More food options… Potlucks… Bake Sales…  When you reserve space  Reserve table through you must tell event Event Services and services you are having inform them you are a pot luck having a bake sale  No reimbursement for  All baked goods food separately wrapped  Cannot charge $ for  Can charge $ for food food If you leave trash,  Must be for less than 50 your organization will be responsible for the people custodial charges! Potluck Guidelines Website Bake Sale Guidelines Website
  50. 50. More food options… PIZZA! – Under $100 » You can order from a couple local pizza vendors (ie: only Ed‟s Pizza, Powelton Pizza) without having to do a contract (OCA has their insurance on file for the year). » You must pay for the pizza  Over $100 on your own and then get Must work with reimbursed afterwards! Sodexo or get an » Reimbursed with cash if Exception paid by cash » No contract needed through Must be reimbursed OCA! with check (not cash)
  51. 51. Food being Donated …  If food is being donated for your event: – You will need to simply complete/submit the Exception Form so Sodexo/Catering know about what food is coming to campus. – You will also simply need to work with OCA to make sure that a Contract and Insurance Certificate are supplied for/from the food vendor
  52. 52. 3. Public Safety  Public Safety is sometimes needed at  Costs: student organization events if… – More than 100 people are expected – $22.00 per hour per officer – Large amount of money – Minimum of 4 hours exchanged/collected – Building is closed during event hours – History of event  The Office of Fire and Life Safety is to be contacted 2 weeks prior to an event ,where one or more of the following may be anticipated: – Use of open flames – Smoke/fog machines – Tents – Generators – Capacities over 200 ***Public safety is determined by Event Services/OCA/Pubic Safety on a case- by-case basis! Public Safety Webpage
  53. 53. 4. DUST (Drexel University Student Technicians)  Services include:  Types of events DUST can – Microphones support: – Projector/Screens – Indoor/Outdoor Movies – Speakers/Sound – Lectures/Speakers – Electricity/Power – Bands – Lights – Presentations – Podiums – Open Mic Nights – DJ/Band Equipment – Parties/Social Events DUST Website
  54. 54. 4. DUST (Drexel University Student Technicians) Policies:  Requests are accepted on a first come first serve basis  Can serve as consultants for outside vendors  DUST is FREE for student organizations if… – You provide them with at least one week‟s notice of the event (late requests – possibility of $100 charge) – They have the equipment in stock…if not, then you will have to pay the equipment rental and delivery charges (at no profit to DUST) – Your event ends prior to midnight and the DUST crew is able to leave by midnight…if not, then your cost is $15 per DUST employee per hour until they are finished DUST Website
  55. 55. Request for DUST Services Form (Click here to download form) or pick one up in the DUST Office! - Fill out form and submit to DUST in Creese Lower Level Room 001 - Call/email and confirm prior to event at: 215-895-1330 or DUST Website
  56. 56. Drexel University Transportation  Facilities Management can provide shuttle and charter buses for your event – There is a charge to reserve these means of transportation  To reserve transportation please visit  For 2007-2008: – $55/hour from 8am-5pm – $65/hour from 5:01pm – 7:59am – $65/hour on Saturdays – $75/hour on Sundays and Holidays – Charges may apply for cancellations and fuel surcharges  Facilities Management Phone Number: 215-895-1700 – It is important for you to call them to “confirm” the reservation
  57. 57. OCA = Contracts  Why they are required – Performers/Vendors and student organizations are fully aware of the expectations and services to be provided – Performers/Vendors know the terms of payment, details of the event, etc. – Protect the students (putting University at risk)  When they are required – Contracts are required ANYTIME you are bringing someone (or a service) to campus who is not a member of the current existing Drexel community and are required even if you are NOT paying the Performer – One Exception: bringing a speaker who is not getting paid – Comedians, singers, and other performers will always need a contract  Timeline – Submit Contract Request form at least 2 weeks (14 days) in advance of your organization‟s event – Any Requests submitted less than 2 weeks in advance will only be processed on a case-by-case scenario (no guarantee)  OCA needs to sign any/all contracts – Students should not sign any agreements/contracts on behalf of your organization/event (you will be personally liable)
  58. 58. Contracts are needed for the following… Including, but not limited to…  Lecturers, speakers, presenters, etc.  Caterers  DJ‟s  Bands  Carnival Games and Rides  Blood and Bone Marrow Drives  Government Officials  Any Performer (dance troupe) or Media Group (radio station)  Sponsorships (OCA will not do contracts for alcohol because student organization money is not to be used for purchasing alcohol) How to Obtain A Contract for Your Event
  59. 59. Request for Contract Form ***This form must be completely filled out for the OCA to process a contract for your organization!!! Incorrect and incomplete forms cause delays in the contract process!!! Must provide your event services space/room confirmation number Very important to fill out this section in detail
  60. 60. Off-Campus Events/Activities  Events can be held off-campus: – (1) in case it can not physically be held on Drexel‟s campus and/or – (2) with the approval from OCA  OCA needs to sign any /all contracts – Students should not sign any agreements/contracts on behalf of your organization/event – Contracts may also still need to be processed through OCA for certain services, since this is a Drexel University student group event (ie: DJ, inflatable rides, etc…)  Student organizations may not hold events at off-campus venues that generate 50.1% or more of its revenue from alcohol (ie: bars, taverns, etc…)  Student activity fees (17 account funds) can be used for off-campus events with OCA approval
  61. 61. IV. Resources
  62. 62. OCA Website  OCA Search Engine  Org Directory  Leadership Resources  Recognition  Event Planning  Policies  Leadership Assistants  How to Promote your Org  Advisor Section  Downloadable Resources and Forms
  63. 63. Ways to Promote Your Org … Visit the OCA Website for detailed information  The Triangle  InfoNet (LCD  Posting Policy Screens)  Residence Halls  Daily Digest  Poster Maker  Drexel One  Display Case  OCA Memos  Sandwich Boards  Honors Newsletter  Get Connected  Commuter Listserv Surveys  Fraternity & Sorority  Activities Unlimited Life Listserv
  64. 64. Virtual Leadership Library  OCA has a wide variety of resources to help you to become an effective leader! – Tip Sheets! » Teambuilding, Officer Transition, Conflict Resolution, etc… – PowerPoint presentations » Seven Secrets of Success, Military Strategies, etc… – Tutorials » Officer Transition, Running a Successful Event, etc… – Videos (CEO workshops online) – Links to world-wide leadership development resources » National Organizations » Leadership and Character Development websites
  65. 65. Resources for student organization use from OCA…  Popcorn machine  Teambuilding supplies  Karaoke machine (training workbooks, balls,  Game show buzzers blindfolds, etc…)  Helium  Ballot/donation box  Leadership Library  Large bulletin board/mural paper  Poster printers*  Sandwich boards/A-frames**  Monster games (golf, tennis, etc.) and board games For use or reservations of OCA resources please contact OCA at or 215-895-1328 as soon as possible! OCA Resources Website *Small fee required for more than 1 **Must reserve ahead
  66. 66. More resources How does my student for student organization get… organization  Web-space? use…  Email accounts?  Office space?  Fax machine in OCA  Flyers approved?  GSDC – Lower Level  Our student orgs events on – Computers OCA‟s event calendar on – Fridge and Microwave website? – Copy Machine ($.05 per  Transportation? copy) – Die cut machine – Paper cutter OCA Resources Website
  67. 67. Web Space and Email Address 1. Once recognized, the organization president* must request a student organization computer account by emailing or 215-895-1958. 2. IRT will confirm with OCA that your organization is recognized. 3. IRT will then walk you through the process for obtaining web space and an email address. *The president of the student organization is personally responsible for the organizations website content and email address. IRT Website: Web Space and Email Address
  68. 68. Office and Storage Space  The Space Allocation Committee (SAC) will announce the student office space allocation process for the upcoming fiscal year by Spring Term  Student organizations desiring new space or wishing to retain previously assigned space for the new year must fill out and submit an application during the Spring Term timeline with OCA in 215 Creese  Organizations will be notified by the end of Spring Term whether or not they have received office space and/or storage space  A student organization whose application for re-assignment has been denied must vacate the space by the end of June  Student organizations may move into their new office and/or storage space in July Space Allocation Committee Website
  69. 69. Flyers Approved All Flyers/posters on campus:  Must be approved and stamped by the Creese Information Desk (Student Union Operations).  Free to all recognized student organizations (outside groups charged $.20 per flier).  Up to 60 flyers can be approved at the information desk at one time – All flyers are stamped for 14 days maximum – Flyers should not exceed 11” X 18” without permission from Student Union Operations. – For further information and to see the policy in it‟s entirety please refer to the Student Union Operations web site:  Posters can only be placed in the 80 approved posting locations/bulletin boards, which are marked across campus.  Residential Living (RLO) can approve around 100 posters for the residence halls. Go to RLO in Towers Hall for the Approval Form
  70. 70. Student Union Operations (SUO)  SUO is here to help make your event a success! – Please come to the Information Desk with questions or call the building manager at 215-783-2371.  Please do not move furniture around in the rooms. – Failure to abide by this may mean an extra charge for your group. – Try your best to leave the space just as you found it (i.e. throwing away trash, taking materials with you, etc.)  SUO now reserves the Display Case in the Creese Student Center. To make a reservation please fill out the Display Case reservation form – est.pdf.pdf – A group can reserve the space for up to two (2) weeks at a time.  SUO helps student organizations that would like to place a “donation box or container” to collect items in the Creese Student Center – Please go to the Information Desk and fill out a form. Groups can reserve space for two (2) weeks at a time.
  71. 71. OCA‟s Event Calendar  Recognized student organizations can submit events to be placed on the calendar by emailing » Events MUST be submitted at least 1 week in advance! » Events MUST be open to all students!  In the email include specific details of your event including name of organization, date, start and end time, location, cost, and contact information for the student running the event. Click here to view the current OCA calendar of events!
  72. 72. Advisors  Advisors can play a valuable and supportive role for your organization – We recommend that student leaders meet with their Advisor to determine the most effective role – Use the Advisor Role Checklist that can be downloaded from the OCA website (see link below)  OCA has also produced a more comprehensive Advisors Manual, and we hope that 
  73. 73. CEO/CEO II Program  The CEO Program is a Leadership Development Series Providing the Skills Needed to Succeed Personally and Professionally – Over 120 leadership development workshops are provided each year  This is the central way that OCA provides leadership training for student organization‟s leaders and members  The CEO Program was originally designed for student organizational leaders and members, in order to build and develop student with vital interpersonal and organizational management skills  Excellent Organization Certificate: Awarded to student orgs that have 5 or more members earn any individual CEO Certificate in a given year. Orgs earn up to $500.
  74. 74. Star Leaders/Organizations  OCA honors and recognizes the achievements of our Star student leaders, organizations, and professionals on a monthly basis, for making a positive contribution to campus life at Drexel University.  We applaud the Star Leaders and Organizations and believe that their example should be highlighted in the Drexel community.  It is our privilege to receive nominations from you – our student leaders 
  75. 75. Student Leader Survey  OCA created and distributed a survey to all of the 2007- 2008 student organization leaders – This survey was sent out in the Spring Term and over 150 student leaders responded. We will continue to do this each Spring Term. – This is your opportunity to share Your Voice and Your Input about our office and other services around campus. – We always look forward to receiving your feedback, so we can include your opinions in our future goals – The survey was/is sent from with a link to SurveyMonkey (it can take up to 20 min.)
  76. 76. V. Hazing  Pennsylvania Anti-Hazing Law (1986) – Act 175[P.S.] § 5352  Drexel University Student Handbook: – Definition of Hazing: “...any action taken or situation created, intentionally, whether on or off University premises, to produce mental or physical discomfort, embarrassment, harassment, or ridicule. Such activities and situations include paddling in any form, creation of excessive fatigue, physical and psychological shock... or any other such activities, wearing publicly apparel which is conspicuous and not normally in good taste, engaging in public stunts and buffoonery, morally degrading or humiliating games and activities, late work sessions which interfere with scholastic activities… not consistent with the educational institution.” » Individuals and/or organization as a whole found in violation of this policy will be subject to disciplinary action.
  77. 77. Phone: 215-895-1328 Fax: 215-895-2500 Creese Student Center, Suite 215 -- Student Organization Resource Center (GSDC) Ari Hauben, Director Rebecca Dzara, Associate Director for Campus Programming Walter Parrish, Coordinator for Leadership and Community Development Kia J. Perkins, Administrative Coordinator Joe Gonzalez, Budget Coordinator and SAFAC Advisor John Cooke, Assistant Dean for Campus Engagement
  78. 78. Evaluation of SOOT  In the coming 1-2 weeks, we „may‟ send an email from with a link to SurveyMonkey  Only a handful of questions  We will use your feedback to make SOOT and your student leadership experience more effective
  79. 79. VI. Questions?