Club Officer Orientation


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This is used in place of an in person orientation for new club officers to train them on University policies and procedures.

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Club Officer Orientation

  1. 1. Student Club & organization officer orientation Office of Student Leadership & Development University Student Union 103 (209) 667-3778 [email_address]
  2. 2. Purpose of orientation <ul><li>Equip you to operate successfully on campus. </li></ul><ul><li>Introduce you to the services of the Office of Student Leadership & Development </li></ul><ul><li>Inform you of the privileges and responsibilities of a registered Student Organization. </li></ul><ul><li>Identify resources to assist your Organization. </li></ul><ul><li>You will receive a confirmation of completion via email with your Charter Application, Student Club & Organization Handbook, and these Orientation slides. </li></ul>
  3. 3. Office of Student Leadership & Development (SLD) <ul><li>We charter and support Student Clubs & Organizations </li></ul><ul><li>More than 75 Student Clubs & Organizations charter each year. </li></ul><ul><li>As a registered Student Club or Organization, you have a special University relationship with privileges that individual Students, Departments and Off-Campus groups do not have. </li></ul><ul><li>Take advantage of this relationship to accomplish your Club or Organization goals. </li></ul>
  4. 4. SLD Advisors <ul><li>Every chartered Student Club or Organization is assigned one SLD staff member as its primary contact. We are here to assist you. </li></ul><ul><li>We are here to help you succeed as a Student Club or Organization. </li></ul><ul><li>We are a resource for group development, leadership development, event planning and navigation of campus policies and procedures. </li></ul><ul><li>Tiffany Gelbaum Alissa Aragon </li></ul><ul><li>Greek Advisor Club & Organization Advisor </li></ul><ul><li>[email_address] [email_address] </li></ul><ul><li>(209) 664-6830 (209) 667-3516 </li></ul>
  5. 5. We welcome you to stop by, If an advisor is not available, please make an appointment so we can assist you with: <ul><li>Chartering Questions </li></ul><ul><li>Campus Policies </li></ul><ul><li>Fundraising </li></ul><ul><li>Event Planning </li></ul><ul><li>Marketing </li></ul><ul><li>Community Outreach </li></ul><ul><li>Team Building </li></ul><ul><li>Effective Meetings </li></ul><ul><li>Recruitment and Retention of Members </li></ul><ul><li>Officer Transition </li></ul><ul><li>Campus Resources </li></ul>
  6. 6. Other Programs with sld <ul><li>Student Club & Organization Fair </li></ul><ul><li>Warriors Up All Night </li></ul><ul><li>Faculty Mentor Program </li></ul><ul><li>New Student Orientation </li></ul><ul><li>Student Leadership Program </li></ul><ul><li>Thirsty Thursdays </li></ul><ul><li>S.I.P Garden @ Warrior Day </li></ul>
  7. 7. How we communicate with you <ul><li>E-mail messages to your Student Club or Organization Officers </li></ul><ul><li>Notices in your Club Mailbox </li></ul><ul><li>SLD website </li></ul><ul><li>Student Club & Organization Handbook which you will receive after your orientation is complete. </li></ul>
  8. 8. Privileges <ul><li>Hold meetings and social functions on campus. </li></ul><ul><li>Recruit members on campus. </li></ul><ul><li>Use of University facilities and services, most Student Club or Organization events held on campus will have the facility use fee waived. </li></ul><ul><li>Publicize activities in the Signal Newspaper and KCSS Radio Station. </li></ul><ul><li>Publicize activities on the Axis TV’s throughout the Student Union. </li></ul><ul><li>Post material in appropriate locations around campus following posting guidelines. </li></ul><ul><li>Receive an organization mailbox in SLD. </li></ul><ul><li>Receive on-campus accounting services. </li></ul>
  9. 9. Privileges continued <ul><li>Use certain properties and facilities of the Associated Students (these services include record-keeping and publicity advice, the bulk-mailing permit, non-profit status.) </li></ul><ul><li>Reserve equipment from the University Student Union. </li></ul><ul><li>Use of poster making material and equipment in the Warrior Activities Center. </li></ul><ul><li>Solicit funds or sell items on campus to raise funds for organizational or charitable purposes. </li></ul><ul><li>Consultation services from the Advisors of the Office of Student Leadership and Development: Program planning, publicity, fund raising, leadership training, campus regulations, financial advisement, facility scheduling, and general advisement. </li></ul>
  10. 10. Booth Lottery <ul><li>If your Student Club or Organization would like to have a booth in the quad, please note that it is on a first come first serve basis . The regulations of the booth can be found in the Student Club & Organization Handbook and must be followed or the booth will be removed. </li></ul><ul><li>Booth lottery will take place: </li></ul><ul><li>Fall Semester = September 8, 2009 @ 9am in the SLD office. Must be removed by December 14, 2009 by 5pm </li></ul><ul><li>Spring Semester = February 15, 2010 @ 9am in the SLD office. Must be removed by May 24, 2010 by 5pm </li></ul><ul><li>Student Clubs & Organizations must have this Officer Orientation completed and Charter Application submitted to be eligible. </li></ul>
  11. 11. Mailboxes <ul><li>Upon chartering your group is assigned a mailbox in SLD </li></ul><ul><li>You must check your box on a regular basis so you don’t miss important business or announcements. Mail will be thrown away if not picked up every two weeks </li></ul><ul><li>Mailing Address Format: </li></ul><ul><li>Name of Your Organization </li></ul><ul><li>Student Leadership & Development </li></ul><ul><li>CSU, Stanislaus </li></ul><ul><li>One University Circle </li></ul><ul><li>Turlock, CA 95382 </li></ul>
  12. 12. Reserving Space on campus <ul><li>Log on to: </li></ul><ul><li> </li></ul><ul><li>Click on My Requests to Log-In or Register a new account </li></ul><ul><li>You must create one R25 account for your organization using your general organization email address (ex: [email_address] ) </li></ul><ul><li>We recommend designating a Reservations Officer within your Organization who will make all requests . </li></ul><ul><li>Your request must include the following: </li></ul><ul><li>Your Name </li></ul><ul><li>Your Phone Number </li></ul><ul><li>Your Email Address </li></ul><ul><li>The Account Number of Your Organization </li></ul><ul><li>**Requests cannot be processed without this information ** </li></ul><ul><li>• Meetings </li></ul><ul><li>• Social Events </li></ul><ul><li>• Fundraising </li></ul><ul><li>• BBQ’s </li></ul><ul><li>• Guest Speakers </li></ul><ul><li>• Conferences </li></ul><ul><li>• Performances </li></ul><ul><li>• Tournaments </li></ul>
  13. 13. Reserving Space on campus continued <ul><li>Weekly meetings for student organizations may be requested beginning July 1 for Fall Semester and November 1 for Winter/Spring Semesters. </li></ul><ul><li>If you want to change an existing request please send an email to Tawn Gillihan in the University Reservations Office at [email_address] . </li></ul>
  14. 14. Off campus Event Planning <ul><li>When your organization decides to host any kind of event off campus : </li></ul><ul><li>Fill out an Off Campus Event Planning Form located under the forms and documents section, and submit to the SLD office. </li></ul><ul><li>An R25 reservation is not needed. </li></ul><ul><li>All submissions must be made at least 2 weeks prior to the event date. </li></ul><ul><li>Why do I need to submit an Off Campus Event Planning Form for off campus events that my organization hosts? This form keeps our Advisors and office informed of the great events that students host. It allows us to use specific examples when the community asks what kind of events our students host and to display your wonderful contributions. </li></ul>
  15. 15. Alcohol permits <ul><li>Submit an Off Campus Event Planning Form and Alcohol Request Form to your SLD Advisor at least 3 weeks prior to your event. </li></ul><ul><li>Submit an R-25 request (for on campus events only) at least 2 weeks prior to your event. </li></ul><ul><li>Event insurance is required anytime alcohol is served. </li></ul><ul><li>The SLD office will notify you if your request is approved at least 1 week prior to your event. </li></ul>
  16. 16. On Campus event planning <ul><li>When reserving through R25 for your event, please provide a very detailed description of your event. </li></ul><ul><li>-An event planning form is not needed. </li></ul><ul><li>The following are important questions to ask your group when planning any on campus event: </li></ul><ul><li>Do we want to serve food at the event? </li></ul><ul><li>Do we need any equipment such as a stage, microphone, tables, etc? </li></ul><ul><li>Do we want to show a movie at the event? </li></ul><ul><li>Do we want to host a raffle/casino night? </li></ul><ul><li>**All submissions of forms and requests but be made at least 2 weeks in advance to insure confirmation.** </li></ul>
  17. 17. Do we want to serve food? <ul><li>If you decide to serve any type of food at your event on campus please follow these steps: </li></ul><ul><li>Complete the form titled “Temporary Food Permit” located under forms and documents at </li></ul><ul><li>Print out the completed form and obtain the signature of Tom Dorsey, Catering Manager in Main Dining. </li></ul><ul><li>Take the signed form to Amy Thomas, University Police Department </li></ul><ul><li>From there, you will receive an approved or unapproved copy in your organization box in SLD office. </li></ul><ul><li>**Food sales cannot occur more than 3 days in a 90 day period. </li></ul>
  18. 18. Do we need equipment? <ul><li>Want to use a BBQ, tables, chairs, stage, or sound system for your event in the Quad? Here’s what you need to do after submitting your R25 reservation: </li></ul><ul><li>Fill out the “Quad Equipment Reservations or ASI/USU Sound System Reservation Form” located under forms and documents at </li></ul><ul><li>Submit to Melissa Goodman, University Student Union Facility Coordinator, on the 2 nd floor of the Student Union </li></ul><ul><li>Make sure all forms are submitted at least 2 weeks prior to your event date. </li></ul>
  19. 19. Want to show a movie? <ul><li>All public performances of movies are illegal unless they have been authorized by license. Even performances in “semipublic” places such as clubs, lodges, summer camps, and schools are public performances subject to copyright control.” </li></ul><ul><li>“ Both for-profit organizations and non-profit institutions must secure a license to show movies, regardless of whether an admission fee is charged.” </li></ul><ul><li>In other words…you must buy the rights to show a video. After contacting a license company submit a Movie Request Form to your SLD Advisor at least two weeks prior to your event. </li></ul>
  20. 20. Want to do casino night for a fundraiser? Here are some guidelines to keep in mind: <ul><li>90% of the funds raised must go towards your charity. </li></ul><ul><li>10% of the funds raised may go towards the Organization holding the event. </li></ul><ul><li>Each group may have no more than one casino night per calendar year. </li></ul><ul><li>No cash prizes may be given. </li></ul><ul><li>Winners may be awarded prizes valuing no more than $500. </li></ul><ul><li>Total prizes may not be over $5,000 total. </li></ul>
  21. 21. Posting guidelines <ul><li>Prohibited Locations: building exteriors, doors, windows and entry ways, interior walls, restroom stalls, light posts, stairwells, trees, cars in parking lots </li></ul><ul><li>Permitted Locations: Kiosks between the Library and Bizzini Hall, bulletin boards outside of offices, on A-frames outside of any main building, table tents inside Mom’s and Main Dining, fastened by string (no tape) to the railings of Bizzini Hall and the Science Building </li></ul><ul><ul><li>Flyers may be posted in the Village on the bulletin boards with approval of Village staff, Union bulletin boards in the computer lab, game room, lobby entrance, or inside the SLD office, on stakes in the grass walkways. They must be placed at least one foot off the walkways. </li></ul></ul>
  22. 22. Posting Guidelines Continued <ul><li>All notices must be dated as posting is limited to two weeks. Facilities Services and SLD may remove expired items. Anyone may remove postings that exceed more than one per kiosk or open board. </li></ul><ul><li>Advertising or promoting alcohol will not be permitted on any signs or promotions. </li></ul>
  23. 23. On Campus Accounts <ul><li>Main Financial Contacts: </li></ul><ul><ul><ul><li>Blake Fair , ASI VP Finance </li></ul></ul></ul><ul><ul><ul><li>(209) 667-3820 </li></ul></ul></ul><ul><ul><ul><li>Denette Dores , Accounting </li></ul></ul></ul><ul><ul><ul><li>(209) 667-3138 </li></ul></ul></ul><ul><li>General Acct Info: </li></ul><ul><li>All Student Organization accounts are administered by Associated Students Incorporated (ASI) and Auxiliary Business Services (ABS). </li></ul><ul><li>ASI manages accounts for chartered Student Clubs & Organizations and spending from these accounts. </li></ul><ul><li>ASI has ability to close your account without your consent due to non-compliance of the ASI Finance Policy or Trust Account Agreement. </li></ul>
  24. 24. On campus accounts <ul><li>Student Clubs & Organizations are required to fill out a Student Organization Trust Agreement (included in your Charter Application) each year. </li></ul><ul><li>If you do not have a pre-existing account number, you will be assigned one from ABS. </li></ul><ul><li>You are assigned two different codes: </li></ul><ul><ul><li>Cashnet Code- beginning with the letter K </li></ul></ul><ul><ul><li>Account Number- beginning with the numbers 23 </li></ul></ul><ul><ul><ul><li>You can obtain either code from the SLD Office </li></ul></ul></ul>
  25. 25. Cashnet code & Account number <ul><li>Use the Cashnet K-code to: Make financial deposits into your account at the Cashiers Office. The President or Treasurer must be present. </li></ul><ul><li>Use the Account Number to: Fill out Purchase Orders, make R25 Reservations, use this number on most paper documents. </li></ul><ul><li>More general info: </li></ul><ul><li>Quarterly up-to-date account balances will be distributed to your Organizations box located in the SLD Office. </li></ul><ul><li>Contact Dennette Dores for any questions about your statement, Organization account balance, account number. </li></ul><ul><li>Contact Blake Fair for Purchase Order questions. </li></ul>
  26. 26. Withdraw funds from your account <ul><li>Purchase Order forms empower students to withdraw funds from their account and guarantees the vendor/reimbursement payment in full. </li></ul><ul><li>P.O.’s are available online at under the forms and documents section . </li></ul><ul><li>All invoices and receipts must be returned to the AS VP Finance within one week after the completion of purchase. Failure to comply will result in your account being frozen. </li></ul>
  27. 27. Warrior Activities Center <ul><li>W.A.C. is now the home of: </li></ul><ul><ul><ul><li>USUPB </li></ul></ul></ul><ul><ul><ul><li>ASI/USU Marketing Team </li></ul></ul></ul><ul><ul><ul><li>ASI Recreation & Wellness </li></ul></ul></ul><ul><ul><ul><li>Warrior Fanatics </li></ul></ul></ul><ul><ul><ul><li>Warrior Squad </li></ul></ul></ul>Also… Organization Paint Room! Located in the old bookstore
  28. 28. Policies and procedures <ul><li>As a Student Club or Organization it is your responsibility to be familiar with University policies and procedures related to Student Clubs and Organizations. </li></ul><ul><li>Officers are responsible for educating all members and prospective members on these policies. </li></ul><ul><li>A detailed description of the policies can be found in your Student Club & Organization Handbook. </li></ul><ul><li>Violations of policy may result in conditional status for your group or loss of charter. </li></ul>
  29. 29. New members & officers <ul><li>It is your responsibility as Organization officers to keep up to date records with the Office of Student Leadership & Development. </li></ul><ul><li>If you obtain New Members after submitting the Charter Application, please submit a new Member Roster located in the Charter Application. </li></ul><ul><li>If you obtain new Executive Officers after submitting the Charter Application, submit only the paper work that pertains to their executive positions. </li></ul><ul><li>Contact our office at 667-3778 if you have further questions. </li></ul>
  30. 30. Charter process <ul><li>PLEASE NOTE: The process has changed. </li></ul><ul><li>Upon successful completion of the Orientation Quiz, you will receive email confirmation with a Charter Application. </li></ul><ul><li>Download and complete the “fillable” PDF application which must be typed; handwritten applications will not be accepted. </li></ul><ul><li>Do not leave any lines blank. Insert “NA” if not applicable. </li></ul><ul><li>Print out Charter Application and submit to SLD office. </li></ul><ul><li>Application must be submitted within 30 days of completing this Officer Orientation. </li></ul><ul><li>You will be contacted via email if additional information is needed. </li></ul><ul><li>Charter is good through June 30, 2010 and must be submitted on a yearly basis. </li></ul>
  31. 31. Officer Orientation Quiz <ul><li>Take the Quiz </li></ul><ul><li>After the quiz is completed you will receive the Charter Application, Student Club & Organization Handbook, and Orientation Slides via email. </li></ul><ul><li>If you have any questions, please contact </li></ul><ul><li>Alissa Aragon at (209) 667-3516 </li></ul>