This manual created: 6/’10This manual revised: 6/28/’10
Table of ContentsThe Purpose of this Manual...........................................                 3What is the Outdoo...
The Purpose of this ManualDear members of the UMass Dartmouth community,	       This	training	manual	was	created	to	introd...
What is the Outdoor Club?T    he Outdoor Club is 1 of over 100 Senate Funded Organizations (S.F.O) at UMass Dartmouth. We ...
How to Get InvolvedAs a memberThere are two options to become a member:1. Pay a $10 membership fee each semester.2. Pay a ...
The Adventure Leader Preperation SeriesWhat is the Adventure Leader Preparation Series?After	most	members	showed	little	in...
A.L.P.S spring 2010 Schedule7
The A. L. P. S Obstacle CourseIntroduction:The Obstacle Course was originally designed to take place on the weekend before...
A. L. P. S Interview    •    •	For	#	8-10	make	up	your	own	questions       Interviewee’s Signature: _____________________ ...
Leading and Proposing EventsHow to have a Trip Leader direct your eventYou	must	fill	out	the	clubs	Event		Request	Form	and...
Examples of Events Led in spring 2010p. 13-25   White Water Rafting	     	    •	Scouting	Report	     	    •	Event	Request	...
Scouting Report                 White Water Rafting Trip w/ Magic Falls Rafting CompanyPositives of trip: Overall successf...
Event Request Form                                           White Water RaftingName of Event:          Rafting w/ Magic F...
Budget/package for white water rafting w/ Magic Falls Rafting CompanyType of package:              (All inclusive College ...
OUTDOOR CLUB RAFTING INFORMATION PACKET                               APRIL 30TH-MAY 2ND.                                 ...
The 4 Checkpoints if you go 93 N1.	Checkpoint	1:	Exit	35	split	between	95	and	932. Checkpoint 2: Hampton Tolls, New Hampsh...
The 4 Check Points if you go 495 N1.	Checkpoint	1:		Exit	23	A	(rt.	9	East	Framingham)2. Checkpoint 2: Hampton Tolls, New H...
18
Camp Ground details: Where is your site?To get to campground (as described by Magic Falls)1. Drive up Rt. 201 N.2.Turn int...
Co-Leaders Group Contact Information               This chart is helpful if a Co-Leader’s group is split up into different...
21
D=Driver      C=Co-LeaderCar        End Packet for Co-Leaders                                    22
This chart below should only be given to the Trip Leader and not the Co-Leaders. It is the Trip Leader’s way ofstaying in ...
Trip Leader signature:____________________________                                                     24
Scouting Report                              A.L.P.S Leadership Weekend w/ SOLOPositives of trip: SOLO, to provide ALPS th...
Event Request Form                               A.L.P.S Leadership Weekend w/ SOLOName of Event:       A.L.P. S Leadershi...
Price for A.L.P.S Leadership Weekend w/ SOLOWe will charge the 8 ALPS $40 to attend and the club will pay $50, for food, l...
Gear List for A.L.P.S Leadership Weekend                                           28
Club’s Policies and ProceduresWhat is the Constitution?The Constitution is the backbone of the Outdoor Club. It provides t...
Outdoor Club ConstitutionArticle I: THE NAME OF OUR ORGANIZATIONThe name of this organization shall be the Outdoor Club.Ar...
Article VI: THE RIGHTS OF ALL OTHER ELECTED OFFICERS	    1.		Only	UMass	Dartmouth	students	can	hold	an	office	outside	the	...
ARTICLE	X:	DISCRIMINATION	AND	VIOLENCE	POLICIES	       1.	Discrimination	of	any	kind	will	not	be	allowed.	Any	officer	or	m...
UMDOC Constitution: Appendix A        GENERAL BY-LAWS33
Outdoor Club Storage Key Policy       1. The O.C will only have three storage keys. The president and vice president will ...
Refunds       1. We will only refund a UMD student 72 hours before the trip they signed up for takes place.              a...
Member/Non-Member Trips    1. The O.C. will have member only trips. Non-members are not allowed to go on these events with...
Trip Sign Ups and Guidelines	    1.	All	UMD	students	must	sign	up	for	trips	72	hours	before	an	event	occurs.	Unless	an	off...
How Trips Must be Lead        The O.C. will hold all Trip Leader responsible for every member who signs up for their trip....
Advisor Conditions1. Because an advisor is important to the success of the club, as well as developing young leaders, we r...
General Election Policies.1. Election Rules:       a.) Elections will be held at least two weeks prior to the end of the s...
Mid-Season Election Policies1.	Other	than	officers	who	have	vacated	their	spot	and	must	immediately	be	replaced,	the	club	...
Gear Inventory1. A Trip Leader chosen by the President must submit a gear inventory list at the end of September and a wee...
In the Event of a Tie During General Elections1. A tie during General Elections will be decided as follow:       1. The cu...
“Non-Written” Club Policies:                     Situations not addressed in the Consitution and By-LawsImagine you are a ...
Introduction to SAIL (Student Activities)S  AIL,	Student	Activities,	Involvement	&	Leadership,	is	a	department	on	the	seco...
SAIL’S Financial PoliciesHow to work with a vendor (Using a Purchase Order and ProCard)In order for the Outdoor Club to wo...
Purchase OrdersIf a club cannot make a purchase with a ProCard, the only other method of payment is through the use of aPu...
Vendors the Club has worked with since 2006 Rafting •		Magic	Falls	Rafting	Company •		Northern	Outdoors •		Zoar	Outdoor Ka...
How Student Senate funds organizationsAny	organization	or	association,	society	or	club	registered	with	the	Student	Activit...
Advertising1. UMD AnnouncementsA UMD Announcement is an e-mail that is sent to everyone with a University e-mail account. ...
6. Press ReleasesTHE TORCH: Prints 3,000 newspapers every Thursday which aredistributed on and off campus and publishes 23...
Contact Information1.	Facebook:	For	events,	officer	contact,	etc:http://www.facebook.com/home.php?#!/group.php?gid=2203464...
Credits and Sources1.	SAIL	staff.	Student	Organization	Guide.	ms.	SAIL	Office.,	Dartmouth,	Ma.		p.	31-33,	35-37.2. SAIL Le...
Revisions1. Shifted the valediction in the opening letter entitled, The Purpose of this Manual” to the left margin.2. Crea...
Outdoor Club Officer Manual For Print
Outdoor Club Officer Manual For Print
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Outdoor Club Officer Manual For Print

  1. 1. This manual created: 6/’10This manual revised: 6/28/’10
  2. 2. Table of ContentsThe Purpose of this Manual........................................... 3What is the Outdoor Club?............................................ 4How to Get Involved As a Member......................................................... 5 As a Leader........................................................... 5The Adventure Leader Preparation Series What is the Adventure Leader Preperation Series?................................................................... 6 How did A.L.P.S begin?....................................... 6 What type of person should lead A.L.P.S?........... 6 A.L.P.S spring 2010 schedule.............................. 7 The A.L.P.S Obstacle Course............................... 8 A.L.P.S Interview.................................................. 9Leading and Proposing Events How to have a Trip Leader direct your event....... 10 How to lead your own event................................. 10 How a Trip Leader should direct their event........ 10 Borrowing club gear for an event......................... 10Examples of events led in spring 2009......................... 11 Scouting Report White Water Rafting Trip w/ Magic Falls Rafting Company.............................. 12 Event Request Form: white water rafting............. 13 Budget/package for white water rafting............... 15 Outdoor Club Rafting Infomation Packet............. 15-24 Scouting Report A.L.P.S Leadership Weekend w/ SOLO............................................................... 25 Event Request Form A.L.P.S Leadership Weekend w/ SOLO............................................... 26 Price for A.L.P.S Leadership Weekend w/ SOLO 27 Gear List for ALPS Leadership Weekend............ 28Club’s Policies and Procedures What is the Constitution?..................................... 29 What are the By-Laws?........................................ 29 The Consitution.................................................... 30-32 The By-Laws........................................................ 33-43 Non-Written Club Policies: situations not addressed in the Constitution and By-Laws......... 44Introduction to SAIL (Student Activities).................... 45SAIL’s Financial Policies How to work with a vendor using a Purchase Order and ProCard................................................. 46 ProCard................................................................. 46 Purchase Orders.................................................... 47 Vendors the Club has worked with since 2006..... 48 How Student Senate funds organizations............. 49 How to request a budget from Student Senate..... 49Advertising...................................................................... 50-51Contact Information....................................................... 52Credits and Sources........................................................ 53Revisions.......................................................................... 54
  3. 3. The Purpose of this ManualDear members of the UMass Dartmouth community, This training manual was created to introduce the Outdoor Club to its leaders. Here you will find how to do the following: become a member and an officer, propose and lead events, run the club using our Constitution and By-Laws, stay in contact with the club members, advertise, and use SAIL to your benefit. Established officers can use this manual as a study guide or educational instrument because it is organized in a way that allows young leaders to learn about the club, as well as provide veteran leaders with a quick answer whenthey need it.I hope this guide helps you throughout the year and may your many journeys with the Outdoor Club be epic ones.I wish you all the best.Sincerely,Frank Sturm-Alumni-3
  4. 4. What is the Outdoor Club?T he Outdoor Club is 1 of over 100 Senate Funded Organizations (S.F.O) at UMass Dartmouth. We are one of the only organizations on campus to dedicate ourselves to outdoor education and appreciation, and the onlyorganization to lead weekly hikes, backpacking, kayakingtrips, and other related outdoor activities.We take pride in our ability to teach our members how theycan personally lead their own Outdoor Club sponsoredevents. Our leadership program called the AdventureLeader Preparation Series (A.L.P.S), as described onp. 6 of this manual, was created to build a solid network ofquality leaders the club could entrust to lead its events anddirect its daily operations. It is the first known leadership program the club created.From May 2009-May 2010 the club saw unparallelgrowth in the number of trips it lead, its membershipand the development of its leadership program calledA.L.P.S., The club leads over 15 trips a semester andsaw its membership rise to a staggering 90+ students bythe end of 2009. A.L.P.S’ schedule was bolstered whenit added Wilderness First Aid in March of 2010.In the process of this growth and development, the clubreceived four awards from UMass Dartmouth betweenthe 2009 and 2010 Student Leadership Banquets. It wasawarded the 2009 Most Improved Organization, 2010Student Organization of the Year, Established Leader ofthe Year, and Adviser of the Year. In 2010, the club tookhome the most awards by any nominated organization.The future is bright for an organization that aims to satisfyits current members and strengthen the club so it cansustain future success’ and hardships. It has takin hours ofhard work, months of dedication, and years of patience forthe club to be recognized as one of the top organizationsat UMass Dartmouth.And while it may be ok to take a quick rest at the top ofthe mountain and admire the scenery, the club understandsthat with each peak it ascends there is always one a littlebit taller. 4
  5. 5. How to Get InvolvedAs a memberThere are two options to become a member:1. Pay a $10 membership fee each semester.2. Pay a $16 membership fee during the fall semester tobecome a member for both the fall and spring semesters. All members are eligible, but not limitedto receive the following benefits:• Take part in the club’s leadership program called the “Adventure Leader Preparation Series”• Run for a Committee position, Philanthropy Chair, or becomea Trip Leader• Receive any discounts on club merchandise and events • Attend all member only events• Vote for officers of the Committee and the Philanthropy Chair during mid-season and general elections• Attend officer meetings and member meetings • For more information about our membership policy see Article III of our Constitution on p. 30 of this manualAs a leaderTo become an officer of the Committee or the Philanthropy Chair a member must:1. Complete the “Adventure Leader Preparation Series”2. Be voted into office during mid-season or general electionsTo become a Trip Leader a member must:1. Complete the “Adventure Leader Preparation Series”2. Co-Lead one trip with an active Trip Leader3. Have the Committee interview and vote that member into office • For more information about voting a member into office, reference Article VIII & XI of our Constitution on p. 31 and our By-laws on p. 40-41 of this manual. • For more information about the requirements to be an officer, reference Article IV & VI of our Constitution on p. 30-31 of this manual.5
  6. 6. The Adventure Leader Preperation SeriesWhat is the Adventure Leader Preparation Series?After most members showed little interest in running for office during the fall of 2009, and with a definite need for new, young leaders, the club created the Adventure Leader Preparation Series (A.L.P.S) to promote the positivetraits of becoming an Outdoor Club officer. This program introduces participants, called “ALPS,” to howofficers run the Outdoor Club and teaches ALPS basic outdoor leadership, survival, and medicine skills. After participantscomplete this program, they may continue the process of becominga Trip Leader or run for one of the club’s other officer positions.For more information about how to run for office or become a Trip Leader, see p. 5 of this manual entitled “How to Get Involved” orreference our By-Laws on p. 40-41.How did A.L.P.S begins ALPS, spring 2010A.L.P.S began with a simple idea between club members Monir Haggard and, president at the time, Frank Sturm.In late October 2009 the two discussed how they felt the club needed to offer its young members more incentiveto run for office in order for the club to continue to grow. With many veteran leaders graduating that coming spring it was time to recruit and groom young replacements.Two weeks after Monir and Frank’s conversation the club held its first A.L.P.S meeting. A month later its coordinators Frank Sturm, Joe Coon, and Mike Nash awarded A.L.P.S Certificates of Completion to the first group of ALPS: Maura Silva, Gabe Selfe, Derek Boucher, Lauren Underwood, and Charlotte Delaney.Not long after winter break, these ALPS would be sworn in as the club’s new group of Trip Leaders. They wouldbe a vital part of the club’s award winning 2009-2010 school year, in which the club took home three awards atUMass Dartmouth’s Student Leadership Banquet: Established Leader of the Year, Adviser of the Year, and 2010Student Organization of the Year.What type of person should lead A.L.P.S?In order for A.L.P.S to be successful its coordinator must at least portray the following characteristics: a dedicatedattitude, creative intuition, and a flexible, but stern tone. The coordinator must balance these soft skills with the necessary hard skills. Such hard skills include: how to pack a bag, how to read a compass, and how to medicallyassist an injured hiker. Ultimately, these traits will help the coordinator produce a group of hard working outdoorleaders. 6
  7. 7. A.L.P.S spring 2010 Schedule7
  8. 8. The A. L. P. S Obstacle CourseIntroduction:The Obstacle Course was originally designed to take place on the weekend before the Award Ceremony.Goal:To facilitate the continued group development of the A.L.P.S in an activity that ties together theirprevious experiences and classroom work.1. All ALPS will bring their empty backpacks to the head of a previously marked off trail at Horseneck Beachwhere they will see a variety of backpacking item neatly laid on the ground.2. ALPS will pack their backpacks and get ready for their trek through the dunes and wilderness. (If time doesnot permit, we can ask them to pack their bags prior to this event).3. The A.L.P.S Coordinator will group ALPS into pairs and blindfold one partner. The un-blindfolded partner willact as their partners guide (they will use only their voice to guide their partners on the trails- no hands allowed!)The hike will last 20 minutes. Ten minutes into the hike partners will switch blindfolds and then continue theObstacle Course.4. All ALPS will appear before a campsite filled with dissembled tents, kitchen ware, and other campsite materials. The groups will take off their blindfolds and then all ALPS will collectively decide how to set up their campsitein a timely manner. The ALPS officers will take note on how they split up their responsibilities (who set up the tent(s), retrieved the water and organized the “kitchen,” and gathered items for a fire), how they communicate with each other, and ultimately how the campsite is organized.5. After the ALPS have set up their campsite they, along with all other personal, will debrief the days activitiesand the A.L.P.S Coordinator will present the ALPS with their Certificates of Completion. 6. At the next member meeting all officers and members will recognize the ALPS for their hard work. A good idea may be to make a video of the ALPS during their time in the program. If one is created the officers can play it at the next member meeting. 8
  9. 9. A. L. P. S Interview • • For # 8-10 make up your own questions Interviewee’s Signature: _____________________ • These sheets must be signed by the interviwee Date interviewed: ________________________9
  10. 10. Leading and Proposing EventsHow to have a Trip Leader direct your eventYou must fill out the clubs Event Request Form and then pass along your completed form to a Trip Leader who wouldlike to lead your event. If they agree, they will propose yourevent to the Committee, and if passed by the Committeeyou may see your event being led!How to lead your own eventBecome a Trip-Leader! See p. 5 entitled “How to Get In-volved” for more details or reference our By-Laws onp. 36-38 of this manual.How a Trip Leader should direct their eventThe Outdoor Club holds all Trip Leaders responsible for all members who attend their event. This means, all TripLeaders should be able to medically assist members during their event, resolve group conflicts in a professional manner, and have basic knowledge on how to survive in the backcountry.Before their event a Trip Leader should:1.Take attendance to verify that only those people who signed up for their event are attending because theclub does not take walk-ons.2. Determine who will drive, if drivers are needed.3. Exchange contact information with those drivers and the Co-leader(s).4. Give directions to every driver or if necessary the Co-Leader(s).For more information on leading trips reference our By-Laws on p. 35-38 of this manual.Borrowing club gear for an eventTo borrow the club’s gear the Trip Leader must obtain permission from the Committee during the event requeststage, or from the president of the club during emergencies. The Trip Leader must immediately return the gearthey borrow at the next officer or member meeting.For more information about borrowing gear reference our By-Laws on p. 42. 10
  11. 11. Examples of Events Led in spring 2010p. 13-25 White Water Rafting • Scouting Report • Event Request Form • Budget/Package breakdown • Information Packet w/ Leader Driving Chart & Member Agreement Formp. 26-29 A.L.P.S Leadership Weekend w/SOLO • Scouting Report • Event Request Form • Budget Breakdown • Gear List11
  12. 12. Scouting Report White Water Rafting Trip w/ Magic Falls Rafting CompanyPositives of trip: Overall successful. Well prepared: Each Co-Leader received packet of information. Excellent transportation on way up to campground- well prepared for breakdowns, rest stops/bathroom breaks, location ofpeople; had 4 people per car in case one car broke down allowing us to move people around. Consistent and solidleadership- knew who was in charge at all times. Good communication- Trip Leader was always in contact withother cars and Co-leaders via cell phone. Decent gear management- Enough tents, and cabin tents, sleeping bags.Excellent time management- chose to go 495 N instead of 95 N which helped us arrive on time (12 am).Service at campground- gave fire wood for free, went out of way to take pictures of our excursion day of trip. Negatives of trip: Communication- one car did get lost on way up to campground and back home; minorproblems at Rt. 132 (MapQuest does not identify this exit well). No cell phone service near or on Rt. 201 and at campground. Magic Falls Service- told we would use hot tub, courts, arcade but these were not open when wearrived. Gear management- bad communication between Trip Leader and Co-leaders when deciding who shouldreceive sleeping bags, tents, and related gear. Establishing leadership prior to trip- Trip Leader established Co-Leaders only two weeks before trip.Overall Analysis: Huge improvement, in terms of team work and communication amongst leaders overA.L.P.S Leadership Weekend w/ SOLO. The Outdoor Club Rafting Information Packet helped each Co-Leaderstay organized.One thing learned: on a large trip like this it is best to have all cars leave at the same time from parking lot 4. Wehad a car break down right before trip in parking lot 4. Because we had all cars leave at same time from parkinglot 4 and we only had 4 people per car we were able to move everyone from broken down car to other vehicles. Itis best to break down in parking lot 4 then at a gas station or on the high way like the event that occurred duringthe Leadership Weekend. 12
  13. 13. Event Request Form White Water RaftingName of Event: Rafting w/ Magic Falls Rafting Company (Kennebec River, ME)Trip Leader: Frank SturmTrip Co- Leader: Adam Margolis & Mike Nash (along with all Fall 2009 ALPS, and other officers)Date of Departure: April 30th, 2010 (4 pm) Arrival at campground: 12 am.Date of Return: May 2nd, 2010 (4 pm)Miles of Travel: 308 miles (by car)Hours of Travel: Roughly 8 hoursAmt. of Members: 32 (4 rafts with 8 people)Cost of Trip: See p. 14 of this manualCharge to members: $75 See p. 14 of this ManualCharge to non-members: $95Club Loss/gain: $200 loss for gas. $4 gain for members or $24 for non-members who don’t become members, off rafting price.Gear needed: • Transportation to site. • Camping gear/ clothing and proper footwear. • Friday night: dinner(restaurant) Saturday: breakfast, lunch, dinner Sunday: Bring own Breakfast • Water/drinksTrip Details: (Member only trip. packing meeting one week prior to April 30th departure)Leave: Friday night from Trip Leader apt.Friday night: Quick stop for dinner at Kennebunk rest stopSat. morning: Breakfast 8 am. Check in 9 am (issue wetsuits, pick up equipment) 9:30-9:45 safety lecture. Boardbus at 10:00 am. 15-20 minute ride to Kennebec and last minute safety lecture after ride. Group is split into partiesof 8 and rafts down Kennebec (Class III-V rapids). Rafting 16 miles of Kennebec at 4200-6000. Raft until 4pm and then Magic Falls drives club back to campground and we have a BBQ (choice of steak, chicken, vegi w/all fixes) . Video presentation is played back at base. Sat. Night: Club can either pay for dinner or make dinner at campsite. During summer can also hang out at Magic Falls resort (rec room, arcades, half court basketball,volleyball), hang out at campsite, make smores, play games etc. There is a fire ring at each campsite. Sunday morning: Leave by 9 or 10 am and arrive back at UMass Dartmouth around 4 or 5 pm.*Includes: 2 nights of camping, Sat. light breakfast, BBQ Lunch, Sat. dinner, rafting, video presentation, wetsuitrental (not booties) , full use of facilities are all included in April 30th- May 2nd package. 50% deposit is due atbooking time. 14 days in advance for final check. Contact Joyce at 800-207-7238 or adventures@magicfalls.com for questions or fax at 207-663-0900.*13
  14. 14. Budget/package for white water rafting w/ Magic Falls Rafting CompanyType of package: (All inclusive College Special)Number of attendees: 32Price per person: $49 (college special discount)College special includes: Transportation to and from the Kennebec River Wetsuit rental One day of rafting BBQ after rafting (4 pm) Video presentation Full use of facilities (volleyball, horseshoes, float tubes and hot tub) Upgrade this college special: Additional night of camping ( $8 per person) Additional night of cabin tent rentals ($10 per person) Breakfast (small breakfast $4 or big breakfast $8 per person) Dinner (Chicken BBQ, Hotdog/hamburger, spaghetti or pizza $8 per person)What club will pay: $69 ($49 + all upgrades)What club will purchase: The original package deal listed above for $49 Upgrade of Breakfast Saturday morning ($4) Upgrade of Dinner Saturday night ($8) Upgrade to an additional night of camping ($8) (this all equals $69)Charge to members: $75 (club is able to make profit on trip enabling flexibility incase of emergencies) Charge to non-members: $95Club loss per person: $0 (not including gas)Club total loss for 20 ppl: $0 (not including gas)Original price of trip per personwithout college special and upgrades: $80Details: Breakfasts and dinners must be reserved upon booking 50% deposit is due upon booking. Full deposit due 14 days before trip - This trip was compared to similar prices from Zoar Outdoors, Northern Out- doors, CrabApple, and a few other rafting companies in Massachusetts, New Hampshire, and Maine. 14
  15. 15. OUTDOOR CLUB RAFTING INFORMATION PACKET APRIL 30TH-MAY 2ND. Trip Leader: Frank Sturm Main Consultants: Adam Margolis, Mike Nash Packet for Co-Leader: Jeffrey Keys Distribute only p. 15-22 of this Officer Training Manual to each Co-Leader prior to trip;15 these pages represent the original packet that was distributed to Co-Leaders before 2010 rafting trip.
  16. 16. The 4 Checkpoints if you go 93 N1. Checkpoint 1: Exit 35 split between 95 and 932. Checkpoint 2: Hampton Tolls, New Hampshire3. Checkpoint 3: Maine Kennebunk Rest Stop4. Checkpoint 4: Irving Gas Station...how to get there... (When going up Rt. 95 you will take Exit 132 on your right. When you reach the end of this off ramp take your first left onto Center Rd/Western Ave. Keep driving AND SKIP pass 95 N exit...Irving Gas Station will be on your right...on MapQuest Exit 132 may not be listed or clearly defined).To get back on to Rt. 95 after you leave Irving Gas Station:---Turn left out of Irving Gas Station and go on Rt. 95 N. Continue on to Rt. 201 which is Exit 133 (Fairfield/ Skowhegan) not far up the road from Irving Gas Station.END: Campground is off Rt. 201 about 50 miles from Exit 133 Exit, Rt. 201 16
  17. 17. The 4 Check Points if you go 495 N1. Checkpoint 1: Exit 23 A (rt. 9 East Framingham)2. Checkpoint 2: Hampton Tolls, New Hampshire3. Checkpoint 3: Kennebunk Rest Stop in Maine4. Checkpoint 4: Irving Gas Station...how to get there... (When going up Rt. 95 you will take Exit 132 on your right. When you reach the end of this off ramp take your first left onto Center Rd/Western Ave. Keep driving AND SKIP pass 95 N exit...Irving Gas Station will be on your right...on MapQuest Exit 132 may not be listed or is not clearly defined.)To get back on to Rt. 95 after you leave Irving Gas Station:---Turn left out of Irving Gas Station and go on Rt. 95 N. Continue on to Rt. 201 which is Exit 133 (Fairfield/ Skowhegan) not far up the road from Irving Gas Station.END: Campground is off Rt. 201 about 50 miles from Exit 133 Exit, Rt. 20117
  18. 18. 18
  19. 19. Camp Ground details: Where is your site?To get to campground (as described by Magic Falls)1. Drive up Rt. 201 N.2.Turn into Durgin Rd and then Magic Falls Campground off Rt. 201N.3. You should see buses (this is where you park).4. Drive further in and see skeletons (cabin tents that are not up yet) of four cabin tents.5. Beyond these skeletons are a row of white cabin tents up against the water.6. We have three tents which will be unlocked and lit up inside.7. The tent sites are right across from the cabin tents. Place tents anywhere you can find room across from the sites.PARKING:1. You MUST park cars in the parking lot next to the buses.2. You CAN leave one car at the camp site.LODGING:1. One tent is for all guys and two cabin tents are for all girls.2. (Check with Magic Falls for tent site #s).19
  20. 20. Co-Leaders Group Contact Information This chart is helpful if a Co-Leader’s group is split up into different carsCo-Leader: Jeff Keys 20
  21. 21. 21
  22. 22. D=Driver C=Co-LeaderCar End Packet for Co-Leaders 22
  23. 23. This chart below should only be given to the Trip Leader and not the Co-Leaders. It is the Trip Leader’s way ofstaying in contact with all the cars. Co-Leaders and drivers should not have this chart because they should focuson making sure their OWN car gets to the campsite. The Trip Leader can take care of the rest.23
  24. 24. Trip Leader signature:____________________________ 24
  25. 25. Scouting Report A.L.P.S Leadership Weekend w/ SOLOPositives of trip: SOLO, to provide ALPS their Wilderness First Aid. Camping to provide more depth to A.L.P.Sprogram. Largest camping trip that included in depth food, water, gear, transportation preparation.Negatives of trip: Poor transportation- on way up to campground Trip Leader’s car broke down. Did not planto transfer these people to another car, but lucky advisor’s car was behind them during incident and able to carrypeople and gear. Inconsistent leadership- Trip Leader was not available when car broke down; to many leadersgiving directions during trip. Poor communication- Trip Leader did not know who was in each car on way upafter car break down. Poor gear management and strategy- (lights and stove did not work in cabin and club didnot bring a back up stove and extra lights). Overall Analysis: Many of the transportation, gear, and leadership issues the club faced on this trip were fixed with the white water rafting trip to Magic Falls Rafting Company that spring. However, if this event is plannedagain, the issues above should be addressed at least a month before the trip occurs.25
  26. 26. Event Request Form A.L.P.S Leadership Weekend w/ SOLOName of Event: A.L.P. S Leadership Weekend w/ SOLOTrip Leader: N/ACo- Leader: N/ADate of Departure: April 9th, 2010 (3. Pm)Date of Return: April 11th, 2010 (5 pm)Miles of Travel: 188.7Hours of Travel: 3 HRS. Min 42Amt. of Members: 8 (includes: A.L.P.S Coordinator and Co-Leader and 6 ALPS)Cost of Trip: $1, 872Gear: Proper camping equipment, proper hiking clothing (no cotton), snacks for the class and backpacking, notebook and pencil. *Hand out list of gear to attendees. AMC gear list works well (find it at: www.outdoors.org- under Leadership Training- Mountain leadership School- PDF Mountain Leadership Handbook)*Charge to Members: $40 (cover’s food, gas, lodging, gear)Club gain or Loss: Loss- $50 per student ($400)Trip Details: (this is a member only trip)Thursday night: April 1st- packing meeting- prepare members for SOLO.Leave: Friday (April 9th) at 3 pm from Trip Leader apt.Friday night: QUICK stop for dinner at Kennebunk Rest Stop. People just buy food and go. Settle into Cabin.Saturday morning: Leave for SOLO. Breakfast, begin first day of SOLO until 5 pm. Saturday Night: Dinner, Outdoor Club group re-cap on day and what was learned, how it canbe applied to the club.Sunday morning: Breakfast at 8 am, begin 2nd day of SOLO until 5 pm. Outdoor ClubGroup re-cap after SOLO, dinner and then head home. 26
  27. 27. Price for A.L.P.S Leadership Weekend w/ SOLOWe will charge the 8 ALPS $40 to attend and the club will pay $50, for food, lodging, gear repair, and gas. Ifwe add $40 and $50 it would cost $90 per member X 8 ALPS= $720. If we add this $720 to the cost of SOLO which is $1,152 the total cost of this Leadership Weekend is $1,872. On Monday will ask Senate to pay only thecost of SOLO and the club and ALPS will cover the lodging, food, gear repair, and gas.Detailed Breakdown:Each member pays: $40Club pays per person: $50Cost for food, lodging, gear repair and gas: $720Cost of SOLO: $1,152 (Includes 10% group discount)Total Cost of trip: $1,872We will ask Senate for: $1,152 (ONLY the cost of SOLO)27
  28. 28. Gear List for A.L.P.S Leadership Weekend 28
  29. 29. Club’s Policies and ProceduresWhat is the Constitution?The Constitution is the backbone of the Outdoor Club. It provides the club with support when it faces challengingsituations and with structure and direction during the club’s day to day activities.The Constitution can be found on pages 30-32 of this training manual.The Constitutional Amendments: • Article I: The Name of Our Organization • Article II: Our Mission Statement • Article III: Defining Membership • Article IV: How the Committee Will Be Structured • Article V: The Rights and Duties of the Committee • Article VI: The Rights of All Other Elected Officers • Article VII: Suspending or Dismissing an Officer or Member • Article VIII: General Election Policies • Article IX: Mid-season Election Policies • Article X: Discrimination and Violence Policies • Article XI: How to Approve or Modify Amendments/By-LawsWhat are the By-Laws?The By-Laws are rules that describe, interpret, or add onto already instituted Constitutional Amendments.All approved and proposed By-Laws are listed below in the order they appear in the original manuscript. The pagenumbers next to these By-Laws correspond to the page numbers in which they appear in this training manual. Bolded writing in the club’s By-Laws are proposed regulations that have not been passed as of May 2010.• Outdoor Club Storage Key Policy, p. 35• Refunds, p. 36• Member/Non-Member Trips, p. 37•Trip Sign Ups and Guidelines, p. 38• How Trips Must be Led, p. 39• Advisor Conditions, p. 40• General Election Policies, p. 41• Mid-Season Election Policies, p. 42• Gear Inventory, p. 43• In the Event of a Tie During General Elections, p. 4429
  30. 30. Outdoor Club ConstitutionArticle I: THE NAME OF OUR ORGANIZATIONThe name of this organization shall be the Outdoor Club.Article II: OUR MISSION STATMENTThe Outdoor Club will aid and develop members interests in outdoor activities such as hiking, backpacking,canoeing and kayaking, rock climbing and similar activities. It will also honor our motto, “Anything we take fromthe environment, we give back to the environment.”Article III: DEFINING MEMBERSHIPAny and all UMass Dartmouth students are able to become members of the Outdoor Club. The Outdoor Clubcannot deny any member a membership with the club based on their creed, race, religious affiliation, ethnicity or any other prejudices. All members must abide by the Outdoor Club’s constitution in order to retain theirmembership. Also, all officers are considered members of the club.Article IV: HOW THE COMMITTEE WILL BE STRUCTURED. 1. The Committee will be made up of the President, Vice President, Secretary, Treasurer and MarketingChair. These seats are listed in order of their importance and this order will determine who is in chargeof the club if the highest seat is not available to approve a person or the club’s actions at that respectedtime. a. According to school policy, the President, Vice President, Secretary and Treasurer must always be in the Committee. A position can only be added to the Committee by a unanimous vote from all present officers. A position, other than the President, Vice President, Secretary, and treasurer, can only be disbanded from the Committee with a unanimous vote from all present Committee Officers. 2. The Committee will be headed by the President. 3. Only UMass Dartmouth students may hold a seat in this executive board. 4. Only UMass Dartmouth students who have a G.P.A of at least a 2.5 may hold a seat in the Committee.Article V: THE RIGHTS AND DUITIES OF THE COMMITTEE 1. The Committee is required to vote on the following topics. All present Committee members will use a majority vote to determine the outcome of the following topics: a. Whether an officer, other than a Trip Leader, can lead a trip. b. What events the club will hold. c. How they will distribute club funds to each necessary position before the start of each semester. 2. The entire Committee must unanimously agree to veto the president’s decision. 3. Only the Committee has the right to re-vise or add amendments to this constitution as described in Article XI. 4. The Committee is required to gather at least three times a month. 5. Committee members are allowed to re-run for office. 30
  31. 31. Article VI: THE RIGHTS OF ALL OTHER ELECTED OFFICERS 1. Only UMass Dartmouth students can hold an office outside the Committee. 2. These officers may attend all officer meetings. 3. Only UMass Dartmouth students who have a G.P.A of at least a 2.5 may hold an office outside the Committee.ARTICLE VII: SUSPENDING OR DISMISSING AN OFFICER OR MEMBER 1. At an officer meeting any officer can propose to dismiss or suspend another officer or a person’s membership either temporarily or permanently. At the following officer meeting, any officer or member who has been brought up to be eprimanded has the right to make their case in front of all present officers at an officer meeting. At this meeting and after this member or officer has stated their case all present officers will vote by secret ballot and with a majority vote they will determine the persons penalty.ARTICLE VIII: GENERAL ELECTION POLICIES 1. Only UMass Dartmouth students who are current Outdoor Club members and who are under no disciplinary action from the club or the school may run for office or vote during general elections. 2. Past or current officers may re-run for office as long as they can fulfill the requirements for the position they are running for. 3. Members who are running for office can only run for two positions per election. 4. All Committee members will be elected at the end of the Fall semester and take office at the start of each Spring semester. All officers outside the Committee will be elected at the end of each semester and take office the following semester. 5. Members must refer to the “General Election By-Law” for more details on how to run the General Elections.ARTICLE IX: MID-SEASON ELECTIONS POLICIES 1. If an officer position becomes open following general elections, the club will hold mid-season elections. 2. Only UMass Dartmouth students who are current Outdoor Club members, and who are under no disciplinary action from the club or the school can run for office and vote during Mid-Season elections. 3. A member may run for office during mid-season elections as long as they can fulfill the requirements for the position they are running for. 4. Members must refer to the “Mid-Season Election By-Law” for more details on how to run for the Mid- Season elections.31
  32. 32. ARTICLE X: DISCRIMINATION AND VIOLENCE POLICIES 1. Discrimination of any kind will not be allowed. Any officer or member charged with doing so will be immediately dismissed for an indefinite period of time until hearing is scheduled between the violator and all present Committee officers. 2. No alcohol is allowed to be brought on any club trips. Any person who violates this regulation will be dismissed for an indefinite period of time until a hearing is scheduled between the violator and all present Committee officers. 3. Violence will not be tolerated under any circumstances. Any person who violates this regulation will be dismissed for an indefinite period of time until a hearing is scheduled between the violator and all present Committee officers. ARTICLE XI: HOW TO APPROVE OR MODIFY AMENDMENTS/BY-LAWSNo sections or aspects of this constitution may be totally deleted at any time by a member or advisor of theclub unless all Committee Officers at a regularly schedule officer meeting unanimously vote to do so. No other constitution can be created to replace this constitution.Any portion of this constitution may be added too or revised to better suit the clubs intended goals. Only an officer can propose a new amendment or a revision to an old amendment. In order to revise or add to this constitution,the officer must present this amendment or revision to all present officers at a regular scheduled Committee meeting. After all present officers discuss these revisions or additions, the amendment(s) must be tabled until the following Committee meeting. After all present Committee members unanimously accept the new amendment,they must then present the amendment (s) to the UMass Dartmouth Student Senate. Upon approval by the Senate,the amendment(s) will become part of this constitution.The Club will add or revise By-Laws the same way it adds and approves amendments, except By-Laws do not need to be approved by Student Senate. Also, a proposed or a revised by-law only needs a majority vote from allpresent officers at a regularly scheduled officer meeting to pass. 32
  33. 33. UMDOC Constitution: Appendix A GENERAL BY-LAWS33
  34. 34. Outdoor Club Storage Key Policy 1. The O.C will only have three storage keys. The president and vice president will each keep one. The other key will be given to one of the trip leaders. The president will decide which trip leader has the third key. 2. If an officer, other than the three officers listed above, wants a key they must get permission by the president. 3. Keys cannot be given to off campus residents unless they are the president. 4. No officer can have more than one closet key at a given time, unless either the President or Vice President vacates his/her position. If the Vice President leaves office the President will temporarily hold on to the key and vice versa. If the Trip Leader leaves office then a new Trip Leader will be elected to have that key. 5. No member, other than an officer, can use or have a key. 6. Keys will be returned to their respected owner no less than 24 hours after its intended purpose.Because we have thousands of dollars of equipment, this policy will allow us to keep track of who is entering ourstorage closet. The reason we choose the President and Vice president is because the club selects them to be themost responsible and trustworthy members. Also, the trip leader will have a key because of they are highly activeand may need to use the closet more than other officers. 34
  35. 35. Refunds 1. We will only refund a UMD student 72 hours before the trip they signed up for takes place. a. We cannot refund a UMD student within that 72 hour timeslot. b. We cannot refund a UMD student after an event they signed up for occurs. c. When a refund transaction is approved by the President the refund will be given to the member by the treasurerWe issued this policy because it allows the Outdoor Club to keep better track of its money and encouragesmembers to go on the trips they signed up for. Also, the reason we cannot hand out refunds after a certain timeperiod is because UMass Dartmouth states that all money that an S.R.O collects must be immediately put intotheir account; once it is in our UMD account no student leader can directly withdraw money from that account.35
  36. 36. Member/Non-Member Trips 1. The O.C. will have member only trips. Non-members are not allowed to go on these events with the club. 2. The O.C. allows any non-members to attend one event a semester as long as it is not a member only trip. If these students want to go on future trips they must become a member of the club. 3. If we set a member cap for a trip and a non-member signs up for that trip he or she may be replaced by a member. For example, this may happen if we can only take 12 members and thirteen people sign up. If one of the twelve members is a non-member he/she will be replaced by the thirteenth person if that person is a member. 36
  37. 37. Trip Sign Ups and Guidelines 1. All UMD students must sign up for trips 72 hours before an event occurs. Unless an officer says otherwise they cannot sign up for an event within that 72 hours. a. Trip Leaders will determine how members sign up for their specific trips. 2. All UMD students who wish to attend a O.C. event must complete a Sail Risk and Release form and turn it into either the O.C. or to the Sail office before the event occurs. 3. Provided the O.C. Trip Leader properly evaluates the individual, they may restrict any student from attending a trip because that student lacks relevant experience or because the Trip Leader feels uncomfortable with them attending due only to safety reasons. 4. All trip leaders must obtain the contact information for all members who are attending their trip. They must also provide all members with their contact information in case of any emergency. 5. Trip Leaders must have another Co-Leader with them if a trip they have planned will have more than five people on it. If a Trip Leader wants to lead a trip alone with more than five people the President must give that Trip Leader permission.37
  38. 38. How Trips Must be Lead The O.C. will hold all Trip Leader responsible for every member who signs up for their trip. Thismeans, all Trip Leaders should be able to medically assist members, assist members in a time of crisiswhether it be weather or group related and also have knowledge of backcountry living to ensure the safetyof the club. Before a trip, Trip Leaders must take attendance to make sure only those signed up for the event areattending. Next, they must determine who the drivers will be, exchange contact information with driversand then give directions to every driver Also, at least two leaders must be present on every O.C. sponsored trip. While these officers are leading they should under no circumstance undermine the goal of the trip by acting inappropriately andthe Co-Leader should not undermine the Trip Leader unless they deem it necessary too. 38
  39. 39. Advisor Conditions1. Because an advisor is important to the success of the club, as well as developing young leaders, we require allO.C. club advisors to agree to the policies stated below. All advisors must also sign the Advisor Condition’s formand pass it into the President.2.. Advisor requirements as stated in the Advisor Conditions. a) When you sign this document you acknowledge that as the Outdoor Club’s advisor your role is to simply aid and assist the club and under no circumstance can restrict a club from accomplishing these goals. If the club does violate the school’s policies you will address and make sure these issues are immediately resolved. b) You must fully attend one Outdoor Club event each semester. You must give positive and negative feedback to the club about any event you attend. c) You must fully attend at least one club member and officer meeting each month. You must give positive and negative feedback to the club about any meeting you attend. d) You and the club president are responsible for all the club’s gear. You must obtain a gear inventory list by a chosen Trip Leader at the end of September and a week before the end of the semester to make sure all of the schools property is in order. If it is not in order you and the president are required to sort out this matter. e) You and the president have to make sure new officers make an easy transition into office. These officers include people who are voted in at the end of or during the semester. All officers should be able to meet with you on a regular basis. f) You must understand and abide by all the club’s policies. These policies include the constitution, how the club runs it meetings and trips by their respected leaders. g) You must fully understand UMD’s policies which pertain to Student Recognized Organizations. A list of these policies can be found on the Sail Website on the UMD Homepage. h) You understand if the Outdoor Club feels you have not meet these standards the Committee can decide to find a new advisor. 39
  40. 40. General Election Policies.1. Election Rules: a.) Elections will be held at least two weeks prior to the end of the semester. b.) Candidates may make speeches prior to elections. c.) All members will vote by secret ballot and elect officers by a majority vote. d.) The President will only vote in the case of a tie. They will vote prior to elections and hand their ballots to the person who will count the votes. e.) Votes will be counted by the club’s advisor. If the advisor is not present the votes will be counted by a trusted member not running for office or by an officer running who will have no one challenging him for their seat. f.) All elected officers will take office at the end of the last officer meeting. g.) In the event of a tie please see the By-Law entitled “In the Event of a Tie During General Elections.” 40
  41. 41. Mid-Season Election Policies1. Other than officers who have vacated their spot and must immediately be replaced, the club will stop taking applications for any open officer position at least nine weeks before the end of each semester.2. All officers who apply for a position before this nine week limit will follow the election process as outlined in the Constitution.3. Elections will be held by secret ballot and nominees will be elected to office by a majority vote by all members.4. Mid Season elections will proceed as follow: a. Members, upon nomination either by themselves or a peer, will present themselves before all available officers at an officer meeting. All available officers will then vote on that respected candidate. Officers will then inform that member of their decision immediately after their vote has been tallied. If the majority of officers are in favor of the candidate, the officers will inform all members at the next member meeting of their decision. A week later, at the next member meeting, all non-officers will vote. 41
  42. 42. Gear Inventory1. A Trip Leader chosen by the President must submit a gear inventory list at the end of September and a weekbefore the end of the semester.2. All gear and items stored in the closet, must be accounted for. If any items that are permanently stored in thecloset leave their respected place the trip leader and president must be notified immediately and this item must be documented as having been removed. 42
  43. 43. In the Event of a Tie During General Elections1. A tie during General Elections will be decided as follow: 1. The current president will not vote during General Elections and he will use his vote(s) only if two nominees tie with eachother. 2. If the current president cannot break a tie because he is running for the position(s) which the tie has occured, the tie will be broken as follow: 1. The advisor will submit their votes(s) prior to the election and will break the tie. 2. If the advisor is not present, then the current president retains their position.43
  44. 44. “Non-Written” Club Policies: Situations not addressed in the Consitution and By-LawsImagine you are a Trip Leader who is leading a group of strangers up Mt. Greylock. Suddenly, about halfway up the mountain, one hiker decides they do notwant to continue the hike? What do you do?Now imagine you do not have a Co-Leader with youwho can simply walk that disgruntled member downthe mountain. Does this change your answer?What about this scenario: it is the end of the semesterand you see a fellow officer behaving poorly one Thursday night at a party. This is NOT a club event,but young members are in attendance. The officer is belligerently drinking and causing other people to feeluncomfortable. How would you approach this situation?More so, is it appropriate to handle this situation byapplying any of the club’s policies?The short answer is yes, you can solve these problemsby applying what I like to call the club’s “non-written”policies. Although these problems cannot be solved bywhipping out the Constitution and By-Laws, or any other In the case of Mt. Greylock, there is no definite solution. written document, by using a “non-written” policy such The hiker may be injured, un-motivated, or just tooas your good judgment you will ensure these problems scared to continue. Again, either calmly take them asideare taking care of in a professional manner. or talk to the group as a whole. If there is no Co-Leader, what you do know is you cannot split the group up.In the case with the belligerent officer, often the club will have matured enough that an incident involving Remember, as an officer you must not only uphold alcohol will not take place. However, rogue situations the club’s written policies, but be able to make gooddo arise. The best solution is: to take a breath, approach decisions “on and off the trail.”this problem child with another, sober officer or a friend, and calmly explain to them that their actions Base your decisions on what is best for the group. Theywill hurt the club’s image, and, more importantly, may may not like your initial verdict, but in the long run itinjure someone. will have positive implications for everyone involved.What would you do in these situations?1. You are about to lead a high ropes course activity with 10-15 young members when one of those memberssuddenly becomes too afraid to climb the high ropes. Do you continue with your initial plan and climb the ropesor do you abandon this plan and lead a different activity? How did you come to your decision?2. A member or officer is caught drinking, or consuming illegal substances during a club event (which is restricted).This member or officer is also a good friend of yours. According to the Constitution, “Any person who violates this regulation will be dismissed for an indefinite period of time until a hearing is scheduled between the violator and all present Committee officers.” Knowing this rule, what actions would you take and why? 44
  45. 45. Introduction to SAIL (Student Activities)S AIL, Student Activities, Involvement & Leadership, is a department on the second floor of the Main Campus Center, whose professional and paraprofessional staff members work to provide clubs, organizations,associations, fraternities, sororities, and other affiliated organizations with the support they need to achieve their yearly goals.SAIL can help a Student Organization with, but not limited to the following:• How to plan a successful event• How to plan an effective meeting• How to train new members to become future leaders• Sponsorships• Contracts with registered vendors• Funding and financial situations• Printing posters and creating large bannersSAIL’S Professional StaffJamie JacquartDirector of Student Activitiesjjacquart@umassd.eduO: (508) 999-8880 F: (508) 999-8128Christopher LaibAssistant Director of Student Activitiesclaib@umassd.eduO: (508) 999-8777 F: (508) 999-8128Barbara CostaOffice Manager bcosta@umassd.eduO: (508) 999-8645 F: (508) 999-812845
  46. 46. SAIL’S Financial PoliciesHow to work with a vendor (Using a Purchase Order and ProCard)In order for the Outdoor Club to work with a vendor (company) that vendor must be registered with UMassDartmouth. The process the club must follow to register and pay a vendor is as follow:1. If your desired vendor is not already registered with UMass Dartmouth, e-mail them a W-9 and VendorForm. You can find these documents on the SAIL’s homepage under the “Forms” page.2a. Have that vendor e-mail or fax those completed W-9 and Vendor Forms to Barbara Costa in the SAIL Office.2.b. Also, have that vendor e-mail or fax Barbara Costa an invoice for the amount that you are going to pay them. It saves time if the vendor e-mails her the invoice along with the W-9 and Vendor Forms.3. Barbara will file the W-9 and Vendor forms and after the vendor becomes registered she will pay them using the club’s or her ProCard or a Purchase Order.Keep in mind when using a Purchase Order: If a vendor is not registered with UMass Dartmouth, it willtake 3 weeks for a company to become registered and then receive a Purchase Order: 1 week for Barbara to file the W-9 and Vendor Forms and 2 weeks for the vendor to receive the Purchase Order.ProCardClubs are eligible to obtain a ProCard if they have $3,000 or more in their student fee allocation fund. Applicationsare available in the SAIL Office and will only be disbursed to the President or Treasurer of the Organization. The application will have to be signed by each of the officers and the Advisor. The spending limits, frequency of use and volume per month will be discussed with the Business Manager, who will ultimately determine thoserates. These are based on the club’s past history and expected use during the year. They may be reviewed and adjusted at any time. Any request to change these rates must be submitted in writing and include the signature ofthe advisor.Once a ProCard has been requested, the holder of the ProCard must attend a mandatory training session providedby the Administration and Finance division. The card will be kept with the Business Manager in the club’sfolder and will need to be checked out for each purchase. All receipts must be returned within 24 hours alongwith the card and a completed Account Activity Record. This document will assist our staff and any auditors inunderstanding what was purchased for what purpose.If a receipt is lost, the cardholder will be personally responsible for reimbursing the University. If thecardholder loses multiple receipts, even if re-paid, they may be denied use of the card. Please note that thispolicy will be strictly enforced.As covered in training, any personal use of the ProCard is strictly forbidden. Loss of privileges of the cardand judicial sanctions may result in a case of misuse of a ProCard. 46
  47. 47. Purchase OrdersIf a club cannot make a purchase with a ProCard, the only other method of payment is through the use of aPurchase Order (PO). A Purchase Order is an official promise-to-pay document that the University uses to do business. In order to create a PO, the vendor must be registered with the University. Both forms are availablethrough the SAIL website at http://www.umassd.edu/studentactivities/studentclubs/forms.cfmClubs may contact the Business Manager to find out if a business is currently in our vendor system. Please note, the University does purge vendors from our files if they have not been used within a certain period of time (usually a year). As such, it is important to check every time to make sure that the vendor is still active in our system. Clubscan contact the Business Manager in person, by phone or e-mail. All of this contact information is available on theSAIL website at http://www.umassd.edu/studentactivities.Once a Vendor...Once a vendor in the system, the club can create a PO for that vendor. Please have a quote from the vendor sothat we can encumber sufficient funds to pay for the item, including any shipping expenses. Once this is entered into our system, it must be approved by a number of people within the University, including, but not limited tothe advisor, the Director of the SAIL Office, and a staff member from A&E. This process takes up to 2 weeks, so clubs should plan accordingly to give both the University and the Vendor time to process the PO.Once the PO is created, it will be faxed to the Vendor, who will then ship the product. Once the club receives the products, the University may need to put a property tag on it (if it is over $1,000). The club should let the BusinessManager know that they have received the item(s) and that is in satisfactory condition. Also, most Vendors willsend an invoice separately, but some will send them with the items. Please bring any invoice(s) to the BusinessManager so that they can then release payment of the Purchase Order to the Vendor. Failure to provide an invoicemay result in a delay in payment to the vendor. Any club that consistently fails to provide invoices will lose itsability to use this system of payment, which may then severely limit their ability to function.A copy of all quotes, PO’s and invoices will be kept in the club’s folder in the SAIL Office. The club officers or advisor can review this file at any time during business hours. Please contact the Business Manager to coordinate a time that is convenient for everyone involved.47
  48. 48. Vendors the Club has worked with since 2006 Rafting • Magic Falls Rafting Company • Northern Outdoors • Zoar Outdoor Kayaking • Osprey Sea Kayak • Ocean State Adventures Rock Climbing • Carabineers Rock Climbing Snowmobiling, zip-lining • Alpine Zip Line Retail Stores • Dick’s Sporting Goods Advertising Zoar Outdoor, May 2009 • Alpha Graphics • Signature Signs • Jam Design 21 48
  49. 49. How Student Senate funds organizationsAny organization or association, society or club registered with the Student Activities, Involvement & Leadership office is eligible for funding through Student Senate. Organizations funded through Student Senate are known as Senate Funded Organizations (SFO). To become an SFO, an organization must draft and submit its proposedconstitution to the Student Senate for approval. In addition, non-Senate sponsored or external organizations may request funding from the Student Senate under unique terms and conditions.How to request a budget from Student SenateThe Student Senate operates in accordance with the University’s fiscal year (July- June). Any SFO may request supplemental funding throughout the year. In March and April of every year all SFO’s seeking funding fromStudent Senate for the following fiscal year must submit a budget proposal and appear before the Senate Finance Committee during Spring Budget Hearings. Any SFO with a request for more than $700 for the following fiscal year must first be approved to do so during the Spring Exceptions List Hearings that are held roughly two weeks prior to the Spring Budget Hearings. Organizations will be contacted through the SAIL Office regarding the Spring Budget Hearings. It is important that mailboxes be checked regularly throughout this period to receive the most up-to-date information.Officers of each SFO (with priority given to the Treasurer) must read and review the entire Budget Request Packet. The packet must be completed BEFORE the SFO attends their scheduled budget hearing. Contactthe Student Senate Treasurer to schedule a hearing with the Senate Finance Committee. Durnig the fiscal year, the SFO President and Treasurer requesting funding should be present for the budget hearing. Futureorganization officers should attend the Spring Budget Hearings. 49
  50. 50. Advertising1. UMD AnnouncementsA UMD Announcement is an e-mail that is sent to everyone with a University e-mail account. To publicize an eventusing this system, please contact CITIS at x8258 or e-mail your announcement to umdannounce@umassd.edu.2. Channel 77The Club can use this channel to post advertisements and movies that are in: JPEG, MPEG, Quicktime, and Flash.Videos can only be 90 seconds in length and you can use sound. This channel broadcasts on the campus televisionsystem.If you want too use Channel 77 send the file to SAIL@umassd.edu with the subject line Channel 77 along with when the display will start and end, and your phone number.3. Plasma Screen DisplayYou see these screens throughout the Campus Center. You must use a file with a JPEG format with 300 dpi resolution or a video format that is supported by PowerPoint. Videos can only be 90 seconds in length. You canalso use PowerPoint with motion and sound.Send the file to SAIL@umassd.edu with the subject line Plasma Screen Display, along with when the display will start and end, and your phone number.4. PostersTo hang in Campus Center, Campus Quad, and academic buildings:• you must get the posters stamped in the SAIL office, open Mon.-Thur.: 9 a.m.-7 p.m. and Fri. 9 a.m.-5 p.m. You may contact SAIL’s main office at (508) 999-8127.To hang in residential buildings:• you must get the posters stamped in the Office of Housing and Residential Life located on the 1st floor of Oak Glen Hall. The office is open Mon- Fri., 8 a.m.-5 p.m. You may contact their main office at (508) 999-8140.5. BannersLarge banners can be printed in the SAIL office. Prices can be found in the SAIL office. 50
  51. 51. 6. Press ReleasesTHE TORCH: Prints 3,000 newspapers every Thursday which aredistributed on and off campus and publishes 23 newspapers peryear. For more information contact The Torch attorch@umassd.edu.WUMD: The Outdoor Club can advertise their event through the University’sradio station. For more information contact WUMD@umassd.edu or call the office at x8149.7. TablingTo reserve a table you must access UMass Dartmouth’s program called ReservIt (type “ReservIt” into the searchengine on UMass Dartmouth’s homepage) and reserve a table through this system. Soon after you will receive ane-mail from ReservIt that confirms or denies your table request. Once you receive this e-mail you must click on the link and “confirm” the request. Corsair Fair: At the beginning of every fall semester SAIL puts on a Corsair Fair on Centennial Way. This is agreat way to recruit hundreds of new freshmen and sophomores.Student Orientation: UMass Dartmouth’s student organizations may table during the summer FreshmanOrientation Program, as well as any other Orientation organized by UMass Dartmouth throughout the course ofthe summer. You may have to register the Outdoor Club with Student Activities to take part in this event. Checkwith SAIL prior to the end of the spring semester for more information regarding the registration process.8. Social networking sites and the internetFacebook: an excellent way to promote events, and increase your publicity.Twitter: Keep obsessed people in touch with the club! A quick way to get a fun message across or an urgentmessage out to everyone.Wikispace: This is an excellent way to place information on-line (such as the club’s history) and let alumni and present members update it whenever they want. PDF files, videos, and audio can also be placed on Wikispace.Website: To create an official website contact the SAIL Office.51
  52. 52. Contact Information1. Facebook: For events, officer contact, etc:http://www.facebook.com/home.php?#!/group.php?gid=2203464508&ref=ts2. Twitter: Up to the minute information at:http://twitter.com/UMDOutdoorClub3. Wikispace: Check out our history, alumni, andofficial documents at: http://umassdartmouthoutdoorclub.wikispaces.com/4. Google Calendar: Check out all of our events at:http://sites.google.com/site/umassdoutdoorclub/5. Email: To receive news on upcoming events, or askus a question contact the club at: Outdoorclub@umassd.edu 52
  53. 53. Credits and Sources1. SAIL staff. Student Organization Guide. ms. SAIL Office., Dartmouth, Ma. p. 31-33, 35-37.2. SAIL Leadership Banquet. Personal photograph by Dean Moosavi. 9 May 2010.3. Gabriel Selfe, Kayaking w/ Ocean State Adventures. Personal photograph by Frank Sturm. Oct. 2010.4. Amanda Hill receiving award at Award Ceremony. Personal photograph by Dean Moosavi. 9 May 2010.5. Group picture of UMD and UMass Outing Clubs. Personal photograph by Frank Sturm. Dec. 2009.6. Group picture on Wachusett hike. Personal photograph by Jeff Keys. Sept. 2009.7. Group picture at Polar Plunge. Personal photograph by Dean Moosavi. February 2010.8. Group picture of A.L.P.S during tent activity. Personal photograph by Frank Sturm. March 2010.9. Kaplan, John Arnold. 2008. Cape Cod Sand Dune. 2008. Boston Globe, Boston. <http:http://www.boston.com/community/photos/raw/2008/09/photographer_of_the_weekarnold.html>.10. Maura Silva and Marybeth Kuta, snow tubing. Personal photograph by Jeff Keys. January 2010.11. Group picture near campfire, white water rafting. Personal photograph by Dean Moosavi. 2 May 2010.12. White water rafting w/ Magic Falls Rafting Company. Photograph by Magic Falls RaftingCompany. 2 May 2010.13. Amanda in leg cast. and group photograph at lunch. Personal photograph by Maura Silva. 9 April 2010.14. Group picture at table in NHOC’s cabin. Personal photograph by Dean Moosavi. 9 April 2010.15. Constitution and By-Laws. Personal photograph by Frank Sturm. 9 April 2010.16. Mt. Avalon trail sign. Personal photograph by Frank Sturm. 2009.17. Professional staff of SAIL Office. Photograph by SAIL. Date unknown. 18. Rafting on the Concord River w/ Zoar Outdoor. Photograph by Zoar Outdoor. May 2009.19. Logos of The Torch and WUMD. Photographs from SAIL.20.Facebook logo. < http://www.tcd.ie/disability/projects/DS3/images/facebook.jpg>.21. Twitter logo. < http://ralhan.files.wordpress.com/2009/03/twitter1.jpg>.22. Wikispaces logo. < http://tangient.com/wikispaces.png>.23.Google Calendar logo. < https://www.google.com/intl/en/images/logos/calendar_logo.gif>.53
  54. 54. Revisions1. Shifted the valediction in the opening letter entitled, The Purpose of this Manual” to the left margin.2. Created space between picture of Gabe Selfe kayaking and letter. p. 2.3. Shifted spacing between the colon and the sentence “All members are eligible, but not limited...” p. 5.4. Fixed incorrect title of award from “ 2010 Organization of the Year” to “2010 Student Organization of the Year” p 6.5. Fixed bolding of parenthesis of sentence “all inclusive College Special” with emphasis on first parenthesis. p. 14.6. Shifted word “float” in sentence, “full use of facilities (volleyball, horseshoes... to fit under word “Full” p. 14.7. Fixed bolding of “$80” next to sentence “Original price of trip per person without college special...” p. 14.8. Placed “map key” on top of driver chart to better identify who driver and Co-Leader was.p. 229. Added period to end of the word SOLO under Trip Details. p. 26.10. Took away periods from “A.L.P.S” next to “Amt. of Members.” p. 2611. Fixed spacing between words “Treasurer” and “and” in Article IV of the Constitution. p. 30. 12. Indented letters “a,” “b,” and “c” under #1 of Article V of the Constitution. p. 30.13. Capitalized the word “By-Law” in #5 of Article VIII of the Constitution and placed quotes around the word “by-law.” p. 31.14. Fixed spacing between the words “run” and “the” in #5 of Article VIII of the Constitution. p. 31.15. Put quotes around the word “Mid-Season election by-law” and capitalized the words “election by-law” inArticle IX. p. 3116. Put a space between the words “other” and “constitution” and capitalized the word “constitution” in ArticleXI. p. 3217. Capitalized the letter “l” in the word “Trip Leaders” in By-Law sub-section 1.a. p. 3718. Deleted the period from the title of the By-Law, “General Election Policies” p. 4019. Deleted #5 in the By-Law, “Mid-Season Election Policies.” p. 41.20. Added a period to the end of the last sentence of the first paragraph. p. 47. 21. Fixed the main telephone numbers for the SAIL Office and Office of Housing and Residential Life” so they would match. p. 50.22. Changed the word “in” to “into” under #7. Tabling. First sentence. p. 51.23. Took out the word “as well.” Last word of first paragraph. #7 Tabling. p. 51. 54

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