Welcome To Student Organization President Training 2011-2012 Adam Burden [email_address] 292-8763
Training Outline <ul><li>Introductions </li></ul><ul><li>Registration & Management </li></ul><ul><li>Resources for Operati...
<ul><li>Complete and manage registration for organization </li></ul><ul><li>Coordinate meetings and programs </li></ul><ul...
<ul><li>Provide vision and direction for the organization </li></ul><ul><li>Help manage conflicts </li></ul><ul><li>Recrui...
Registration & Management <ul><li>May 1  begins the student organization re-registration period </li></ul><ul><li>October ...
Registration & Management <ul><li>Annual Registration Requirements (May 1 – April 30) </li></ul><ul><ul><li>Trainings (Pre...
Registration & Management <ul><li>General Information </li></ul><ul><ul><li>Purpose Statement </li></ul></ul><ul><ul><li>A...
Registration & Management <ul><li>Roster  </li></ul><ul><ul><li>Must have a minimum of 5 OSU students </li></ul></ul><ul><...
Registration & Management <ul><li>Constitution </li></ul><ul><ul><li>Must have </li></ul></ul><ul><ul><ul><li>Purpose Stat...
Registration & Management <ul><li>Goals </li></ul><ul><ul><li>Submit a minimum of 2 goals for the year </li></ul></ul><ul>...
Registration & Management <ul><li>Registration Statuses </li></ul><ul><ul><li>Pending </li></ul></ul><ul><ul><li>Inactive ...
Statuses <ul><li>Pending : Brand new organizations or organizations in the process of completing registration requirements...
Statuses <ul><li>Active - New/Re-Established : Organizations that have been registered for less than two (2) continuous ye...
Grades <ul><li>The three listed officers must have a  minimum GPA  above 2.0 for undergraduates, 3.0 for graduate students...
Role of the Advisor <ul><li>Primary resource for the organization </li></ul><ul><li>Meet with officers, give advice </li><...
Advisors <ul><li>All student organizations must have an OSU faculty or staff member as Primary Advisor. You may have more ...
Role of the Treasurer <ul><li>Meet regularly with the advisor to discuss finances </li></ul><ul><li>Request all funds for ...
Competitive Sport Clubs <ul><li>Sport Clubs register as student organizations with the Ohio Union (as well as registration...
<ul><li>Active status </li></ul><ul><li>No outstanding debt </li></ul><ul><li>EIN </li></ul><ul><li>External Checking acco...
Funding Basics <ul><li>Only the   listed  Treasurer  has access to apply for CSA funding online. </li></ul><ul><li>All org...
Funding Basics <ul><li>Your Active status determines your available levels of Programming Funding ($2,000 for New/Re-estab...
Fundraising and Sponsorship <ul><li>Some good ideas are local restaurants, clean-ups, concessions, selling items, soliciti...
Additional Funding Resources <ul><li>Ohio Union Activities Board Collaborative Events </li></ul><ul><ul><li>ouab.osu.edu <...
Resources for Operations
<ul><li>A student’s point of connection </li></ul><ul><li>for the full spectrum of involvement </li></ul><ul><li>at Ohio S...
Center for Student Leadership & Service
<ul><li>Existing and New Initiatives </li></ul><ul><ul><li>Leadership Awards </li></ul></ul><ul><ul><li>Community Service ...
Center for Student Leadership & Service <ul><li>Workshops, Presentations, Guest Speakers </li></ul><ul><ul><li>Over 30 dif...
Center for Student Leadership & Service
Center for Student Leadership & Service
Resource Room <ul><li>Some resources have an associated cost. Items without cost are free. Each student organization recei...
Resource Room <ul><li>All members of an organization can use the organization’s Line-of-Credit. Only leaders may check out...
Offices, Lockers, and Mailboxes <ul><li>Student organizations have access </li></ul><ul><li>to office spaces, storage lock...
Marketing Resources <ul><li>A Graphic Design team is ready to help you design your next flyer, t-shirt, logo, letterhead, ...
Coke Beverage Donation <ul><li>Donations are for events, rather than for meetings. </li></ul><ul><li>The event must be on ...
Website Registration <ul><li>Student organizations may use free website space hosted through the university. </li></ul><ul...
Technology Resources <ul><li>The Ohio Union IT staff can help your student organization create templates and design basic ...
Carmen Pages <ul><li>To create Student Organization Carmen page, send the following information to  [email_address] </li><...
Student Organization Insider <ul><li>The Student Organization Insider is a weekly email newsletter sent to all listed offi...
Spotlight Your Organization <ul><li>Did your organization or member win an award or receive recognition? </li></ul><ul><li...
Advisor SNAPS
Resources for Events
Meeting & Event Space <ul><li>Ohio Union Meeting & Event Space </li></ul><ul><ul><li>Over 30 options </li></ul></ul><ul><u...
Meeting & Event Space
Meeting & Event Space
Meeting & Event Space <ul><li>VEMS screen shot – Plug Center Meeting Rooms </li></ul>
Meeting & Event Space
Risk Management <ul><li>What is Risk Management? </li></ul><ul><ul><li>Assessing, minimizing, and preventing accidental lo...
Using Trademarks <ul><li>All items with any kind of OSU logo or images, etc. need approval by the Trademark and Licensing ...
Showing a Movie <ul><li>If you want to show a movie, most likely you need to rent/buy a licensed copy of the film if it is...
Transportation <ul><li>Students may drive each other to events, or other student organization related activities without s...
Working with Food <ul><li>If you are not selling food, the general rule is “eater beware” </li></ul><ul><li>If you are sel...
Organization Risk Management <ul><li>Hazing </li></ul><ul><ul><li>Ohio Revised Code Definition: “ ‘Hazing’ means doing any...
Organization Risk Management <ul><li>Games of Chance/Raffles </li></ul><ul><li>Cash box rental </li></ul><ul><li>Waivers <...
Current Topics for Student Organizations
Event Planning <ul><li>What are your Best Practices? </li></ul>
Event Planning <ul><li>Why? Audience, Type of program, Intended Outcomes </li></ul><ul><li>Reserve Space </li></ul><ul><li...
Event Planning <ul><li>Checklist: </li></ul><ul><ul><li>Space reservation cancellations/rain sites </li></ul></ul><ul><ul>...
Marketing <ul><li>What are your Best Practices? </li></ul>
Marketing <ul><li>Social Media </li></ul><ul><li>Email listservs </li></ul><ul><li>Online calendars </li></ul><ul><li>Flye...
Recruitment & Retention <ul><li>What are your Best Practices? </li></ul>
Recruitment & Retention <ul><li>Recruitment is a year round activity </li></ul><ul><li>Create a plan – calendar, goals, of...
Officer Transitions <ul><li>What are your Best Practices? </li></ul>
Officer Transitions <ul><li>Face to Face meetings </li></ul><ul><ul><li>Timelines, people who were resources, things you w...
Leadership Tips <ul><li>What are your Best Practices? </li></ul>
Leadership Tips <ul><li>Lead by example </li></ul><ul><li>Delegate & empower others </li></ul><ul><li>Hold people accounta...
Semester Conversion
Semester Conversion <ul><li>Organizational Changes </li></ul><ul><ul><li>Constitution: review election dates, “SOURCE” ref...
Semester Conversion <ul><li>New Registration Process for 2012-13 </li></ul><ul><ul><li>Two registration windows </li></ul>...
Ohio Union Website
Union Homepage http://ohiounion.osu.edu
Scroll over to Student orgs
Student orgs Homepage
Student orgs Homepage
Shibboleth
Student orgs Management Homepage
General Info Page
Roster page
Constitution page
Goals/EOY Report page
View Org info
Wrap-Up <ul><li>For future reference </li></ul><ul><li>Email with links and PPT slides </li></ul><ul><li>Handouts </li></u...
Thanks for coming! Adam Burden [email_address] 292-8763
Upcoming SlideShare
Loading in …5
×

Student Organization President Training 2011-12

4,305 views

Published on

Student Organization President Training 2011-12

Published in: Education
  • Be the first to comment

  • Be the first to like this

Student Organization President Training 2011-12

  1. 1. Welcome To Student Organization President Training 2011-2012 Adam Burden [email_address] 292-8763
  2. 2. Training Outline <ul><li>Introductions </li></ul><ul><li>Registration & Management </li></ul><ul><li>Resources for Operations </li></ul><ul><li>Resources for Events </li></ul><ul><li>Current Topics for Student Organizations </li></ul><ul><li>Semester Conversion </li></ul><ul><li>Ohio Union Website </li></ul><ul><li>Questions </li></ul>
  3. 3. <ul><li>Complete and manage registration for organization </li></ul><ul><li>Coordinate meetings and programs </li></ul><ul><li>Primary contact for, and face of, student organization </li></ul><ul><li>Corresponds on behalf of organization </li></ul><ul><li>Communicate with organization membership and advisor </li></ul>Role of the President
  4. 4. <ul><li>Provide vision and direction for the organization </li></ul><ul><li>Help manage conflicts </li></ul><ul><li>Recruit and groom future leaders </li></ul><ul><li>Ensure teambuilding and morale </li></ul>Role of the President
  5. 5. Registration & Management <ul><li>May 1 begins the student organization re-registration period </li></ul><ul><li>October 15 is the continuous registration deadline for organizations that have been previously registered to renew their registration each year to stay Active. </li></ul><ul><li>Brand new organizations may begin their registration at any time and must complete all requirements within 60 days or by October 15. New organizations m ay not duplicate the purpose of another existing organization </li></ul><ul><li>Only the Primary Leader has the ability to register an organization or log in and change/update information. </li></ul>
  6. 6. Registration & Management <ul><li>Annual Registration Requirements (May 1 – April 30) </li></ul><ul><ul><li>Trainings (Pres, Treas, Adv) </li></ul></ul><ul><ul><li>Online Registration Form Updates (Pres) </li></ul></ul><ul><ul><ul><li>General Information </li></ul></ul></ul><ul><ul><ul><li>Roster </li></ul></ul></ul><ul><ul><ul><li>Constitution </li></ul></ul></ul><ul><ul><ul><li>Goals </li></ul></ul></ul><ul><ul><li>Online Registration Advisor Approval (Adv) </li></ul></ul>
  7. 7. Registration & Management <ul><li>General Information </li></ul><ul><ul><li>Purpose Statement </li></ul></ul><ul><ul><li>Anti-Hazing Agreement </li></ul></ul><ul><ul><li>Primary Type </li></ul></ul><ul><ul><li>Primary Demographic </li></ul></ul><ul><ul><li>Meeting Time & Location </li></ul></ul><ul><ul><li>Office Location/Mailing Address </li></ul></ul><ul><ul><li>Officer Transition Month </li></ul></ul><ul><ul><li>Open or Selective Membership </li></ul></ul><ul><ul><li>Dues </li></ul></ul><ul><ul><li>Website Address </li></ul></ul>
  8. 8. Registration & Management <ul><li>Roster </li></ul><ul><ul><li>Must have a minimum of 5 OSU students </li></ul></ul><ul><ul><ul><li>Please list all members </li></ul></ul></ul><ul><ul><ul><li>At least 90% of roster must be OSU students </li></ul></ul></ul><ul><ul><li>Primary Leader, Secondary Leader, Treasurer, & Advisor required </li></ul></ul><ul><ul><ul><li>Can list other officer positions </li></ul></ul></ul><ul><ul><li>Need first name, last name, OSUname.#, email </li></ul></ul><ul><ul><li>If you have co-Presidents, both people must complete President Training for both to have login access </li></ul></ul>
  9. 9. Registration & Management <ul><li>Constitution </li></ul><ul><ul><li>Must have </li></ul></ul><ul><ul><ul><li>Purpose Statement </li></ul></ul></ul><ul><ul><ul><li>Non-discrimination policy consistent with CSA Guidelines </li></ul></ul></ul><ul><ul><ul><ul><li>A student organization formed to foster or affirm the sincerely held religious beliefs of its members may adopt eligibility criteria for its student officers that are consistent with those beliefs </li></ul></ul></ul></ul><ul><ul><ul><li>Member selection requirements and removal process </li></ul></ul></ul><ul><ul><ul><li>Officer names, duties, selection, and removal process </li></ul></ul></ul><ul><ul><li>Can use previous year’s constitution if unchanged and contains the above information </li></ul></ul>
  10. 10. Registration & Management <ul><li>Goals </li></ul><ul><ul><li>Submit a minimum of 2 goals for the year </li></ul></ul><ul><ul><li>Mid-year progress update </li></ul></ul><ul><ul><li>End of Year Report </li></ul></ul><ul><ul><ul><li>Philanthropy </li></ul></ul></ul><ul><ul><ul><li>Service </li></ul></ul></ul><ul><ul><ul><li>Awards/Recognition </li></ul></ul></ul><ul><ul><ul><li>Major Programs/Events </li></ul></ul></ul><ul><ul><li>Advisor should review and approve all of these </li></ul></ul>
  11. 11. Registration & Management <ul><li>Registration Statuses </li></ul><ul><ul><li>Pending </li></ul></ul><ul><ul><li>Inactive </li></ul></ul><ul><ul><li>Active – New/Re-Established </li></ul></ul><ul><ul><li>Active – Established </li></ul></ul><ul><li>All organizations switch to Pending each May 1 </li></ul>
  12. 12. Statuses <ul><li>Pending : Brand new organizations or organizations in the process of completing registration requirements for a given year. </li></ul><ul><li>Inactive : Organizations that have not completed all registration requirements by the annual October 15 deadline. Inactive organizations are ineligible to use the free resources for student organizations. </li></ul>
  13. 13. Statuses <ul><li>Active - New/Re-Established : Organizations that have been registered for less than two (2) continuous years or organizations with less than 15 members; all registration requirements completed by the annual October 15 deadline. </li></ul><ul><li>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 the annual October 15 deadline. </li></ul>
  14. 14. Grades <ul><li>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. </li></ul><ul><li>Officers must be enrolled in classes each term full time. </li></ul><ul><li>If organization officers are not enrolled, or have a below GPA during any term, that person will be notified and encouraged to improve their grades by the next academic term. </li></ul><ul><li>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. </li></ul>
  15. 15. Role of the Advisor <ul><li>Primary resource for the organization </li></ul><ul><li>Meet with officers, give advice </li></ul><ul><li>Provide continuity and perspective </li></ul><ul><li>Approve organization’s registration, funding requests, and annual goals </li></ul><ul><li>Co-signer on organization bank account </li></ul>
  16. 16. Advisors <ul><li>All student organizations must have an OSU faculty or staff member as Primary Advisor. You may have more than one advisor. </li></ul><ul><li>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. </li></ul><ul><li>Graduate students and civil service employees are not eligible to serve as Primary Advisors </li></ul>
  17. 17. Role of the Treasurer <ul><li>Meet regularly with the advisor to discuss finances </li></ul><ul><li>Request all funds for the organization </li></ul><ul><li>Save receipts and complete all forms </li></ul><ul><li>Manage organization budget and bank account </li></ul><ul><li>Steward of student money </li></ul><ul><li>Set the example of financial wellness </li></ul>
  18. 18. Competitive Sport Clubs <ul><li>Sport Clubs register as student organizations with the Ohio Union (as well as registration with the RPAC Sport Club Office) </li></ul><ul><li>Same registration requirements and benefits as other student organizations, except… </li></ul><ul><ul><li>No Ohio Union Treasurer Training required </li></ul></ul><ul><ul><li>No access to Operating or Programming Funds </li></ul></ul><ul><li>Are you an aspiring Sport Club? Must still first register as an Active student organization for two quarters, then apply for Sport Club status from RPAC </li></ul>
  19. 19. <ul><li>Active status </li></ul><ul><li>No outstanding debt </li></ul><ul><li>EIN </li></ul><ul><li>External Checking account </li></ul><ul><ul><li>US Bank located on 1 st Floor of Ohio Union </li></ul></ul>Eligibility for Funding
  20. 20. Funding Basics <ul><li>Only the listed Treasurer has access to apply for CSA funding online. </li></ul><ul><li>All organizations are eligible for the same level of Operating Funds ($200 each year). </li></ul><ul><li>The Operating Funds application deadline is rolling anytime after June 15. </li></ul><ul><li>Your organization will receive the funds upfront. </li></ul><ul><li>Return any unspent funds, along with original itemized receipts, prior to June 1, 2012. </li></ul>
  21. 21. Funding Basics <ul><li>Your Active status determines your available levels of Programming Funding ($2,000 for New/Re-established or $3,000 for Established each year). </li></ul><ul><li>Programming Funds requests must be submitted by the 5 th Friday of the quarter before the event takes place. </li></ul><ul><li>Programming Funds are given out through a reimbursement process. </li></ul><ul><li>All receipts are due 30 days after the date of the event. </li></ul><ul><li>Certain categories of expenditures have percentage limits on how much you can spend. </li></ul>
  22. 22. Fundraising and Sponsorship <ul><li>Some good ideas are local restaurants, clean-ups, concessions, selling items, soliciting local business, partnering with campus departments, or writing organization alumni. </li></ul><ul><li>On campus credit card sales are not permitted. </li></ul><ul><li>Download the fundraising contact sheet from the Ohio Union website. </li></ul><ul><li>There are no Sponsorship restrictions except for direct Coke competitors or Barnes & Noble on campus. </li></ul>
  23. 23. Additional Funding Resources <ul><li>Ohio Union Activities Board Collaborative Events </li></ul><ul><ul><li>ouab.osu.edu </li></ul></ul><ul><li>Student Government Funding </li></ul><ul><ul><li>usg.osu.edu </li></ul></ul><ul><ul><li>cgs.osu.edu </li></ul></ul><ul><ul><li>ipc.osu.edu </li></ul></ul><ul><li>Multicultural Center </li></ul><ul><ul><li>multiculturalcenter.osu.edu/funding-opportunities </li></ul></ul><ul><li>RHAC, Hall Councils </li></ul><ul><ul><li>rhac.osu.edu/documents.asp </li></ul></ul>
  24. 24. Resources for Operations
  25. 25. <ul><li>A student’s point of connection </li></ul><ul><li>for the full spectrum of involvement </li></ul><ul><li>at Ohio State. </li></ul><ul><li>Students can connect with leadership </li></ul><ul><li>and service initiatives, engage with </li></ul><ul><li>student organizations, advance learning, </li></ul><ul><li>and create lasting memories. </li></ul>Center for Student Leadership & Service
  26. 26. Center for Student Leadership & Service
  27. 27. <ul><li>Existing and New Initiatives </li></ul><ul><ul><li>Leadership Awards </li></ul></ul><ul><ul><li>Community Service Programs </li></ul></ul><ul><ul><li>Annual Conference on Leadership and Civic Engagement </li></ul></ul><ul><ul><li>Student Organization Summit </li></ul></ul><ul><ul><li>Skill Building Workshops </li></ul></ul><ul><ul><li>Leadership & Service Clearinghouse </li></ul></ul><ul><ul><li>Calendar of Events </li></ul></ul><ul><ul><li>Academic Courses & Leadership Minor </li></ul></ul>Center for Student Leadership & Service
  28. 28. Center for Student Leadership & Service <ul><li>Workshops, Presentations, Guest Speakers </li></ul><ul><ul><li>Over 30 different topics </li></ul></ul><ul><li>Request support for your next organization retreat </li></ul><ul><ul><li>Finding locations </li></ul></ul><ul><ul><li>Consultation/planning on activities and agendas </li></ul></ul><ul><ul><li>Games, equipment, low ropes course activities </li></ul></ul><ul><ul><li>Facilitation from Student Leadership Advocates </li></ul></ul><ul><ul><li>Coca Cola Retreat Package Funding </li></ul></ul>
  29. 29. Center for Student Leadership & Service
  30. 30. Center for Student Leadership & Service
  31. 31. Resource Room <ul><li>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! </li></ul><ul><li>Your Line of Credit is reset each year on June 15. </li></ul><ul><li>Your full Line of Credit is not available until your organization obtains Active status (only $25 while Pending). </li></ul><ul><li>Inactive status organizations cannot use their Line of Credit </li></ul><ul><li>Organizations may not transfer funds on their Line of Credit to another group. </li></ul>
  32. 32. Resource Room <ul><li>All members of an organization can use the organization’s Line-of-Credit. Only leaders may check out equipment. </li></ul><ul><li>When your Line of Credit runs out, or whenever you choose, you can purchase items at their cost from the Resource Room. </li></ul><ul><li>Individual students can purchase items from the Resource Room. </li></ul>
  33. 33. Offices, Lockers, and Mailboxes <ul><li>Student organizations have access </li></ul><ul><li>to office spaces, storage lockers, </li></ul><ul><li>and mailboxes. </li></ul><ul><li>Offices, lockers, and mailboxes have </li></ul><ul><li>already been assigned for the </li></ul><ul><li>upcoming year. Applications will </li></ul><ul><li>be next available in Spring 2012. </li></ul>
  34. 34. Marketing Resources <ul><li>A Graphic Design team is ready to help you design your next flyer, t-shirt, logo, letterhead, poster, or newsletter at no cost! </li></ul><ul><li>Photography & Videography </li></ul><ul><li>Finding vendors or promotional items </li></ul><ul><li>Virtual Bulletin Boards </li></ul><ul><ul><li>PDF, JPEG or Word format </li></ul></ul><ul><ul><li>Email to Deb Cunningham.315@osu.edu </li></ul></ul><ul><li>Ohio Union website calendar </li></ul><ul><ul><li>Email to Jen Cottrell.76@osu.edu </li></ul></ul>
  35. 35. Coke Beverage Donation <ul><li>Donations are for events, rather than for meetings. </li></ul><ul><li>The event must be on or near campus. </li></ul><ul><li>The request form must be filled out online at least 2 weeks prior to the event for which the beverages are needed. </li></ul><ul><li>Several pick-up locations, including the Ohio Union </li></ul><ul><li>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. </li></ul>
  36. 36. Website Registration <ul><li>Student organizations may use free website space hosted through the university. </li></ul><ul><li>To request a website, change webmasters, or request a new URL address, the President submits the information as part of the General Information online registration </li></ul><ul><li>Questions about log-in/technical issues with your website should be directed to 688-HELP or [email_address] </li></ul>
  37. 37. Technology Resources <ul><li>The Ohio Union IT staff can help your student organization create templates and design basic website features </li></ul><ul><ul><li>Contact Nate [email_address] to set up an appointment </li></ul></ul><ul><li>Organization specific listservs are managed by OIT. </li></ul><ul><li>Organization email addresses ( [email_address] ) are also managed by OIT. </li></ul>
  38. 38. Carmen Pages <ul><li>To create Student Organization Carmen page, send the following information to [email_address] </li></ul><ul><ul><li>A course title (Your student organization name). This must be 30 characters or less, spaces included. </li></ul></ul><ul><ul><li>An instructor name.# (This should be your OSU faculty/staff advisor member, who can later give instructor access to other members and officers) </li></ul></ul><ul><ul><li>An OSU department the course will be placed under. (Student organizations use &quot;Student Life“) </li></ul></ul><ul><ul><li>The quarter in which the course will be active. Ongoing is an available option. </li></ul></ul><ul><li>Once the request is submitted, the instructor will automatically be given access and will be able to enroll other users. </li></ul>
  39. 39. Student Organization Insider <ul><li>The Student Organization Insider is a weekly email newsletter sent to all listed officers and advisors </li></ul><ul><ul><li>Forward it to the rest of your members! </li></ul></ul><ul><li>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 </li></ul><ul><li>Submit announcements for your events by Tuesdays at 5pm to [email_address] </li></ul>
  40. 40. Spotlight Your Organization <ul><li>Did your organization or member win an award or receive recognition? </li></ul><ul><li>Are you doing a cool event that everyone else should know about? </li></ul><ul><li>Do you want some free publicity in Buckeye Net News and OSU Weekly emails? </li></ul><ul><li>Do you have an advisor that goes above and beyond? </li></ul><ul><li>Submit information and suggestions to [email_address] </li></ul>
  41. 41. Advisor SNAPS
  42. 42. Resources for Events
  43. 43. Meeting & Event Space <ul><li>Ohio Union Meeting & Event Space </li></ul><ul><ul><li>Over 30 options </li></ul></ul><ul><ul><li>Most rooms are free with Active status </li></ul></ul><ul><ul><li>Conference Meeting Rooms in the Center </li></ul></ul><ul><li>Tabling in the Union </li></ul><ul><li>Ohio Union Catering – Student Organization Catering Menu & Policies </li></ul><ul><li>Additional campus locations – Selected classroom buildings across campus </li></ul><ul><li>Outdoor Events – Fill out an online BEN request </li></ul>
  44. 44. Meeting & Event Space
  45. 45. Meeting & Event Space
  46. 46. Meeting & Event Space <ul><li>VEMS screen shot – Plug Center Meeting Rooms </li></ul>
  47. 47. Meeting & Event Space
  48. 48. Risk Management <ul><li>What is Risk Management? </li></ul><ul><ul><li>Assessing, minimizing, and preventing accidental loss through the use of safety measures </li></ul></ul><ul><li>Varying levels of risk with student organizations </li></ul><ul><ul><li>Liability </li></ul></ul><ul><ul><li>Safety </li></ul></ul><ul><ul><li>Reputation </li></ul></ul><ul><ul><li>Emotional </li></ul></ul><ul><ul><li>Financial </li></ul></ul>
  49. 49. Using Trademarks <ul><li>All items with any kind of OSU logo or images, etc. need approval by the Trademark and Licensing Office </li></ul><ul><li>The words “Ohio State” or “OSU” do not need approved if outside of your organization’s name </li></ul><ul><li>Only student organizations in the Active - Established level of registration may use “Ohio State” or “OSU” in their official organization name. “Ohio State” or “OSU” must appear at the end of the organization name. </li></ul>
  50. 50. Showing a Movie <ul><li>If you want to show a movie, most likely you need to rent/buy a licensed copy of the film if it is a “public performance.” </li></ul><ul><li>Visit MPAA website for more information. </li></ul><ul><li>Visit www.swank.com to browse movie titles </li></ul>
  51. 51. Transportation <ul><li>Students may drive each other to events, or other student organization related activities without signing a waiver </li></ul><ul><li>Organizations may rent cars, passenger vans, buses, and trucks through Transportation & Parking </li></ul><ul><li>Reservations must be made at least three business days in advance </li></ul>
  52. 52. Working with Food <ul><li>If you are not selling food, the general rule is “eater beware” </li></ul><ul><li>If you are selling food, the campus policy states: </li></ul><ul><ul><li>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. </li></ul></ul><ul><li>Download a copy of Food Safety Guidelines from the Ohio Union Resources webpage </li></ul>
  53. 53. Organization Risk Management <ul><li>Hazing </li></ul><ul><ul><li>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.” </li></ul></ul><ul><ul><li>Civil Liability: http://codes.ohio.gov/orc/2307.44 </li></ul></ul><ul><li>Alcohol </li></ul><ul><ul><li>Follow State of Ohio Law </li></ul></ul><ul><ul><li>www.partysmart.osu.edu </li></ul></ul><ul><ul><li>Cannot use in promotional materials for events </li></ul></ul>
  54. 54. Organization Risk Management <ul><li>Games of Chance/Raffles </li></ul><ul><li>Cash box rental </li></ul><ul><li>Waivers </li></ul><ul><li>Controversial speakers, dangerous activities </li></ul><ul><li>Contracts </li></ul><ul><li>Responsibility for others </li></ul><ul><li>Code of Conduct </li></ul><ul><li>http://studentlife.osu.edu/pdfs/csc_12-31-07.pdf </li></ul><ul><ul><li>Off Campus Rules </li></ul></ul><ul><ul><li>Property Destruction (i.e. Car Bashes) </li></ul></ul>
  55. 55. Current Topics for Student Organizations
  56. 56. Event Planning <ul><li>What are your Best Practices? </li></ul>
  57. 57. Event Planning <ul><li>Why? Audience, Type of program, Intended Outcomes </li></ul><ul><li>Reserve Space </li></ul><ul><li>Budget </li></ul><ul><li>Travel and Contracts </li></ul><ul><li>Event Name, Branding, Marketing </li></ul><ul><li>Food and Beverages </li></ul><ul><li>Decorations, Supplies and A/V </li></ul><ul><li>Volunteers </li></ul><ul><li>Clean Up, Evaluation, Thank Yous </li></ul>
  58. 58. Event Planning <ul><li>Checklist: </li></ul><ul><ul><li>Space reservation cancellations/rain sites </li></ul></ul><ul><ul><li>Parking </li></ul></ul><ul><ul><li>Permits </li></ul></ul><ul><ul><li>Large crowds/space defining equipment </li></ul></ul><ul><ul><li>ADA accessible </li></ul></ul><ul><ul><li>Trash removal </li></ul></ul><ul><ul><li>Late night/early morning security </li></ul></ul><ul><ul><li>Amplified sound, if outside </li></ul></ul>
  59. 59. Marketing <ul><li>What are your Best Practices? </li></ul>
  60. 60. Marketing <ul><li>Social Media </li></ul><ul><li>Email listservs </li></ul><ul><li>Online calendars </li></ul><ul><li>Flyers (Residence Halls, Classrooms, CABS buses, outside, PAD pizza, Dining Commons, RPAC) </li></ul><ul><li>Ohio Union TV screens </li></ul><ul><li>Classroom announcements/Faculty/Departments </li></ul><ul><li>T-shirts </li></ul><ul><li>Chalking </li></ul><ul><li>Word of Mouth </li></ul>
  61. 61. Recruitment & Retention <ul><li>What are your Best Practices? </li></ul>
  62. 62. Recruitment & Retention <ul><li>Recruitment is a year round activity </li></ul><ul><li>Create a plan – calendar, goals, officer position </li></ul><ul><li>Demonstrate your organization’s value and benefit </li></ul><ul><li>Make sure people know your organization exists </li></ul><ul><li>Recognition, Appreciation and Awards </li></ul><ul><li>Participation – have a plan for each person to get involved </li></ul><ul><li>Keep it fun – social events, icebreakers </li></ul><ul><li>Consistency – meeting times & length </li></ul><ul><li>Create a welcoming environment </li></ul>
  63. 63. Officer Transitions <ul><li>What are your Best Practices? </li></ul>
  64. 64. Officer Transitions <ul><li>Face to Face meetings </li></ul><ul><ul><li>Timelines, people who were resources, things you wish you would have known </li></ul></ul><ul><li>Binders/Folders/CDs/Flashdrives/Discs/Stuff </li></ul><ul><li>A complete record of the organization’s structure, goals, documents, and synopsis of financial standing </li></ul><ul><li>A brief write-up with suggestions, recommendations, challenges, or insights </li></ul><ul><li>To Do </li></ul><ul><li>Switch names on bank account </li></ul><ul><li>Update the new officers in the Student Organization Management System </li></ul>
  65. 65. Leadership Tips <ul><li>What are your Best Practices? </li></ul>
  66. 66. Leadership Tips <ul><li>Lead by example </li></ul><ul><li>Delegate & empower others </li></ul><ul><li>Hold people accountable </li></ul><ul><li>Understand different styles and motivations </li></ul><ul><li>Over-communicate </li></ul><ul><li>Give and accept feedback </li></ul><ul><li>Set goals </li></ul><ul><li>Show your passion and enthusiasm </li></ul>
  67. 67. Semester Conversion
  68. 68. Semester Conversion <ul><li>Organizational Changes </li></ul><ul><ul><li>Constitution: review election dates, “SOURCE” references, any vague statements, outdated information </li></ul></ul><ul><ul><li>Elections and Transitions </li></ul></ul><ul><ul><li>Major Events and Programs: </li></ul></ul><ul><ul><ul><li>Autumn Semester; Aug 20 – Dec 7 </li></ul></ul></ul><ul><ul><ul><li>Spring Semester; Jan 7 – April 25 </li></ul></ul></ul><ul><ul><li>Financial reporting, dues collection </li></ul></ul><ul><ul><li>National Organization requirements </li></ul></ul>
  69. 69. Semester Conversion <ul><li>New Registration Process for 2012-13 </li></ul><ul><ul><li>Two registration windows </li></ul></ul><ul><ul><ul><li>Window I: February 15 – April 30 </li></ul></ul></ul><ul><ul><ul><li>Window II: August 15 – October 31 </li></ul></ul></ul><ul><ul><li>Self select which Window your organization wants to register in and which registration deadline </li></ul></ul><ul><ul><li>All requirements must be completed during the Window or the organization will be Inactive </li></ul></ul><ul><ul><li>Only “New Organization” trainings will be offered outside of Window dates </li></ul></ul>
  70. 70. Ohio Union Website
  71. 71. Union Homepage http://ohiounion.osu.edu
  72. 72. Scroll over to Student orgs
  73. 73. Student orgs Homepage
  74. 74. Student orgs Homepage
  75. 75. Shibboleth
  76. 76. Student orgs Management Homepage
  77. 77. General Info Page
  78. 78. Roster page
  79. 79. Constitution page
  80. 80. Goals/EOY Report page
  81. 81. View Org info
  82. 82. Wrap-Up <ul><li>For future reference </li></ul><ul><li>Email with links and PPT slides </li></ul><ul><li>Handouts </li></ul><ul><li>Before you leave </li></ul><ul><li>Sign the Sign-in Sheet </li></ul><ul><li>Drop off Evaluation form </li></ul>
  83. 83. Thanks for coming! Adam Burden [email_address] 292-8763

×