Welcome To Sorority and Fraternity Advisor Training 2011-2012Jeff PelletierPelletier.email@example.com/jeffbc94/advisor-certification-2011-2012
Training Outline• Introductions• Registration & Funding Policies• Legal Issues• The Role of an Advisor• Resources• Semester Conversion• Ohio Union Website• Questions & Evaluation
University Senate Council on Student AffairsRegistered Student Organizations
Student Organization PhilosophyDefinition of a student organization: A Student Organization is an association of Ohio State students created for any educational purpose that supports the vision and goals of the University set forth in the Academic Plan and the Diversity Action Plan.Justification for supporting a wide variety of organizations: Student Organizations serve as a medium for academic discourse, personal growth, leadership development, intercultural understanding, community service, and lasting friendships.
Minimum Criteria• Must have five OSU student members• 90% of organization membership must be currently enrolled OSU students• Three separate student leaders to serve as primary officers - President, Secondary Leader, Treasurer – None of whom may be listed as primary officers of more than three different organizations• Student officers must maintain a minimum term GPA (2.0 for undergraduates, 3.0 for graduate students, 2.0 for professional students) and be enrolled in classes
Minimum Criteria• OSU Faculty or A&P staff advisor (who may not advise more than three organizations unless required by job description) – Graduate students and civil service employees are not eligible to serve as Primary Advisors• Must have a purpose statement, goals, roster, and constitution submitted• Constitution must have a statement prohibiting discrimination on the basis of age, color, disability, gender identity or expression, national origin, race, religion, sex, sexual orientation, or veteran status in accordance with CSA Guidelines – 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
Role of the President• Complete and manage registration for organization• Coordinate meetings and events• Primary contact for and corresponds on behalf of student organization• Communicate with organization members and advisor• Provide vision, direction, and leadership for the organization• Recruit and groom future leaders• Ensure teambuilding and morale
Registration & Management• May 1 begins the student organization re-registration period• Oct 15 is the continuous registration deadline for organizations that have been previously registered to renew their registration each year to stay Active.• Brand new organizations may begin their registration at any time and must complete all requirements within 60 days.• All registration completed online• Advisors do not have the ability to register an organization or change/update information.
Registration & Management• Annual Renewal Requirements (May 1 – April 30 Student Organization Year) – Training (Pres, Treas, Adv)* – Online Registration (Pres) • General Information • Leaders and Roster • Constitution • Goals – Advisor Online Registration Approval (Adv) *Advisor Training is required every 2 years
Statuses• Pending: Brand new organizations or organizations in the process of completing registration requirements for a given year.• 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.
Statuses• 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.• 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.
Role of the Treasurer• Meet regularly with the advisor to discuss finances• Request all funds for the organization• Save receipts and complete all forms• Manage organization budget and bank account• Steward of student money• Set the example of financial wellness
Student Activity Fee• All students pay a $25 quarterly activity fee Signature Student Events Buck-I-Serv Governments 7% 4% 9% OUAB Student 52% Organizations 13% Discount Tickets 15%
Funding Basics• Only the listed Treasurer has access to apply for funding online• When submitting a funding request, consult the list of fundable and non-fundable expenses in the CSA Guidelines• Your organization must have the following for your organization to receive funding: – Active status – No Outstanding Debt – Organization Checking Account – EIN
Operating Funds• Organizations may apply for up to $200 each year in operating funds• Examples: supplies, dues to national orgs, promotional items such as t-shirts, travel/retreat/conference• Operating funds can be applied for anytime between June 15 - April 30 during the current student org year• June 1 audit deadline, to be completed by the Treasurer• Operating funds are awarded in advance on a first-come basis until it has run out
Programming Funds• New & Re-Established status organizations may apply for up to $2,000 per year• Established status organizations may apply for up to $3,000 per year• Applications for Programming Funds are due by the 5th Friday of the quarter prior to the quarter in which the event will occur• The applications are reviewed by the CSA Allocations Committee according to viewpoint neutral criteria• Programming funds are reimbursed after submitting receipts for fundable expenses
Fundraising and Sponsorship• Some good ideas are local restaurants, clean-ups, concessions, selling items, soliciting local business, partnering with campus departments, or writing organization alumni.• On campus credit card sales are not permitted.• Download the fundraising contact sheet from the Ohio Union website.• There are no sponsorship restrictions except for direct Coca-Cola competitors, or Barnes & Noble on campus sales.
Registration & Management• Advisor Approvals – Online Registration – Operating Funds – Programming Funds – Goals – End of Year Report• Sharrell receives email prompts for all approvals
Liability Issues• Student organizations are not official legal entities of the University.• When you agree to be an advisor, as the University representative, you assume a degree of risk.• Your national headquarters may have additional information on liability and/or protection.• Minimize your risk by being familiar with University policies, staying informed of organization activities and using good judgment.
Liability Issues• Many advisors have posed hypothetical questions about whether or not they could be sued for damages by the victim of an accident at an organization event or by a vendor with whom the organization has breached a contract.• There is no way to predict whether or not you could be sued, but even though OSU Legal Affairs could not defend students in such a situation, the University could – and likely would – defend you as the advisor.• As long as you are acting within the scope of your employment and are not grossly negligent in your duty to advise the organization, the University will indemnify you.
Liability Issues• While it is not necessary to have, some advisors have felt more comfortable with liability issues by having a letter on file, signed by their supervisor, chair, or dean, that explains the University‟s indemnification of advisors• The text of such a letter can be found on the Ohio Union‟s Advisor Resources webpage.
Safety and Security – Statistics and Disclosure• Jeanne Clery Disclosure of Campus Security Policy & Campus Crime Statistics Act• Under federal law, campuses must compile and publish campus crime statistics• If any person reveals to you that they have been the victim, witness or perpetrator of any incident that might involve a crime, please immediately contact the University Police at 292-2121.• Reporting a crime to the police does not mean that charges must be filed.
Family Educational Rights And Privacy Act (FERPA)• In most cases, neither a student‟s education records nor the personal information contained in those records may be disclosed without prior consent of the student.• If your organization needs a student to disclose his/her education records for the purpose of officer selection, you must get consent from the student prior to obtaining the information. That consent should be in writing, indicating the specific records to be released, the specific purpose, the date, and the party to whom the disclosure may be made.• Ohio Union staff can help verify student grade information for the purpose of officer selection.
Risk Management• What is Risk Management? – Assessing, minimizing, and preventing accidental loss through the use of safety measures• Varying levels and types of risk with student organizations – Liability – Safety – Reputation – Financial – Emotional
Organization Risk Management• Hazing – Ohio Revised Code Definition: “ „Hazing‟ means doing any act or coercing another, including the victim, to do any act of initiation into any student or other organization that causes or creates a substantial risk of causing mental or physical harm to any person.” – Civil Liability: http://codes.ohio.gov/orc/2307.44• Alcohol – Follow State of Ohio Law – www.partysmart.osu.edu – Cannot use in promotional materials for events
Organization Risk Management• Waivers• Controversial topics or speakers• Games of Chance/Raffles• Money handling• Responsibility for others• Contracts• Code of Conduct – Off Campus Rules – Property Destruction (i.e. Car Bashes)
Role of the Advisor• Listener •Mentor• Historian •Teacher• Policy Interpreter •Motivator• Risk Manager •Financial Advisor• Conflict Mediator •Copy Editor
Required Duties• Complete an Advisor Training session every two years.• Annually review and approve the organization‟s online registration information.• As requested, approve/reject CSA funding requests.• Review and approve organization‟s Goals and End of Year Report• Sign off on reservations of University space and equipment, as requested by the University department granting the reservation.• Be listed as a signatory on the organization‟s checking account.
Other Duties As Assigned• Primary resource offering suggestions• Provide continuity and historical perspective• Explain and review policies with the organization• Meet with the Exec Board/President• Assist the Treasurer with budgeting, account management• Attend meeting and events• Assist with retreats, officer elections and transitions, goal setting• Custodian of group paraphernalia, records, documents
Advisor Success Tips• Establish mutual expectations• Find balance and prioritizing responsibilities• Stay in the loop – Cc on emails – Subscribe to organizational listservs• Advising vs. Supervising• Seek out personal relationships• Be an educator and challenger
Advisor Success Tips• Know or help develop the goals of the group• Know the members of the organization• Be committed to the organization• Be visible, available, and approachable to members• Provide appropriate feedback• Know resources available to you and your organization• Have fun
Forming• Coming together stage – Officer transitions – Goal Setting – Recruitment – Retreats – Teambuilding – Budgeting• What do advisors do? – Offer balance of Challenge & Support – Answer questions, provide context
Storming• Differences of opinion stage• Building & testing trust• Conflicts and indecision• What do advisors do? – Promote understanding leadership styles – Encourage open debate and discussion – Remind them of goals
Norming• Group culture emerges• Projects and organizational work gets done• What do advisors do? – Keep them motivated – Check in on progress – Use your connections
Performing• Execution of goals or events• Reflection, Feedback & Assessment• Elections• What do advisors do? – Identify potential future leaders – Provide recognition opportunities
Millennial Generation• Students born between 1982-2001 are often referred to as the Millennial generation• Some general characteristics of Millennials – Confident – Team-Oriented – “Special” – Conventional – Achievement-Oriented – Sheltered – Diverse – PressuredCoomes, M.D. & DeBard, R. (2004). Serving the Millennial Generation. San Francisco: Jossey Bass.
Conflict Resolution Tips• Establish rapport, a non-threatening environment• Build trust through empathy & understand perspective• Identify and agree on a problem• Focus on behavior, not people or personalities• Be objective, forward looking and positive• Look for mutually agreeable solutions, shared interest, and multiple options• Create attainable commitments, evaluate, and praise success
Suicide Prevention• OSU Campus Suicide Prevention Program training sessions – Suicide is the second leading cause of death among college students.• The OSU Campus Suicide Prevention Program offers free one- hour trainings to help you recognize the warning signs for suicide and teach you how to intervene to get the student help.• To schedule training contact Wendy Winger at OSUsuicideprevention@ehe.osu.edu
Meeting & Event Space• Ohio Union Meeting & Event Space – Over 30 options – Most spaces are free with Active status – Conference Meeting Rooms in the Center for Student Leadership and Service• Tabling in the Union• Ohio Union Catering – Student Organization Catering Menu & Policies• Additional campus locations – Selected classroom buildings across campus• Outdoor Events – BEN request
Coke Beverage Donation• Donations are for events, rather than for meetings.• The event must be on or near campus.• The request form must be filled out online at least 2 weeks prior to the event for which the beverages are needed.• Several pick-up locations, including the Ohio Union• Request form available through Ohio Union website
Using Trademarks• All items with any kind of OSU logo or images, etc. need approval by the Trademark and Licensing Office• The words “Ohio State” or “OSU” do not need to be approved if outside of organization‟s name• “Ohio State” or “OSU” must appear at the end of the organization name. Only student organizations in the Active - Established level of registration may use “Ohio State” or “OSU” in their official organization name.
Transportation• Students may drive each other to events, or other student organization related activities without signing a waiver• Organizations may rent cars, passenger vans, buses, and trucks through OSU Transportation & Parking• Reservations must be made at least three business days in advance
Showing a Movie• If you want to show a movie, most likely you need to buy a licensed copy of the film if it is a “public performance.”• Visit MPAA website for more information.• Visit www.swank.com to browse movie titles
Working with Food• If you are not selling food, the general rule is “eater beware”• If you are selling food, the campus policy states: – Food items sold by student organizations should either be commercially prepackaged by a licensed vendor and handled in compliance with relevant health codes or grown, raised, or produced by members of a registered student organization as part of their academic program.• Download a copy of Food Safety Guidelines from the Ohio Union Resources webpage
Center for Student Leadership & Service A student‟s point of connection for the full spectrum of involvement at Ohio State.Students can connect with leadershipand service initiatives, engage withstudent organizations, advance learning,and create lasting memories.
Center for Student Leadership & Service• Existing and New Initiatives – Leadership Awards – Community Service Programs – Annual Conference on Leadership and Civic Engagement – Student Organization Summit – Skill building workshops – Leadership & Service Clearinghouse – Calendar of Events – Academic Courses & Leadership Minor
Center for Student Leadership & Service• Workshops, Presentations, Guest Speakers – Over 30 different topics• Request support for your next organization retreat – Finding locations – Consultation/planning on activities and agendas – Games, equipment, low ropes course activities – Facilitation from Student Leadership Advocates – Coca Cola Retreat Package Funding
Resource Room• Some resources have an associated cost. Items without cost are free. Each student organization receives a yearly $250 Line- of-Credit to spend on resources. This is as close to “free money” as it gets!• Line of Credit is reset each year on June 15.• Full Line of Credit is not available until organization obtains Active status ($25 available while Pending).• Inactive status organizations cannot use Line of Credit• Organizations may not transfer Line of Credit to other groups.
Resource Room• All members of an organization can use the organization‟s Line-of-Credit. Only leaders may check out equipment.• When your Line of Credit runs out, or whenever you choose, you can purchase items at their cost from the Resource Room.• Individual students can purchase items from the Resource Room.
Offices, Lockers, Mailboxes • Student organizations have access to office spaces, storage lockers, and mailboxes. • Offices, lockers, & mailboxes • already assigned for the upcoming year. • Applications available every Spring.
Marketing Resources• Graphic Designers• Photography• Videography• Vendors or promotional items• Ohio Union virtual Bulletin Boards• Ohio Union website calendar
Technology Resources• Website hosted on University server• Organizational Listservs• Organizational Email Accounts• Carmen page
Student Organization Insider• Weekly email newsletter sent to all listed officers and advisors• You can sign up for the listserv on the Ohio Union website without an osu.edu email address• Submit announcements for your events by Tuesdays at 5pm to firstname.lastname@example.org
Semester Conversion• New Registration Process – Two registration windows • Window I: February 15 – April 30 • Window II: August 15 – October 31 – Each organization will self select which Window they want to register in and which registration deadline will apply to them – All requirements must be completed during the Window or the organization will be Inactive
Semester Conversion• Organizational Changes – Constitution: review dates, “SOURCE” references, any vague or outdated information, minimum requirements – Elections and Transitions – Major Events and Programs: • Autumn Semester; Aug 20 – Dec 7 • Spring Semester; Jan 7 – April 25 – Financial reporting, dues collection – National Organization requirements