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This document provides information and guidelines for student organizations at Florida Atlantic University regarding annual re-registration requirements, event planning, finances, promotion and marketing, travel policies, homecoming events, hazing prevention, resources, and contact information. It outlines the five requirements for annual re-registration including re-registering online, having officers complete fiscal and other trainings, and attending various conferences. It also details policies for planning and registering events on and off campus, using funding, approving advertising, and following rules for special events.
Sot presentation finaldraft
- 1. Florida Atlantic University StudentOrganization Online Training 2013
- 2. Learning Outcomes Navigate, editstudent organization information and locate forms on Owl Central Request Space for Student Organization Events Request and utilize the resources available through the Club House and L.E.A.D. Obtain and use funding through COSO Go on to complete the remaining re-registration requirements Understand the policies and procedures for specific events Effectively and appropriately promote your organization events
- 3. Responsibilities & Re-Registration •Student organizations need to re-register annually each spring to remain a recognized and active organization at FAU. The five requirements for re-registration are: – Re-register student organization online through OwlCentral – Have at least 2 officers certified in Fiscal Training – Have at least 2 officers attend the fall Student Leadership Conference – Have at least 2 officers complete online Student Organization Training – Have at least 2 officers attend the fall Hazing Prevention Summit • Failure to complete any of the five re-registration requirements will result in the student organization losing its registered status, all A&S fees allocated to the organization, and all rights and privileges granted by the registration process.
- 4. Responsibilities & Re-Registration •Requirements of student organization officers: – Undergraduates • Must have a minimum 2.5 GPA • Must be registered for a minimum of 6 credits – Graduates • Must have a minimum 3.0 GPA • Must be registered for a minimum of 3 credits – Students serving as President must have earned at least 15 college credits.
- 5. OWL CENTRAL • JingVideo (partial script below)
- 6. EVENT PLANNING • Overviewof Event Planning for Student Organizations – Registration for student organization events – Fees and charges associated with student organization events – Late Night Event Policy – Food for student organization events – Rules and Restrictions for Special Student Organization Events
- 7. EVENT PLANNING • Registrationfor student organization events – Student organizations must register both on and off campus events with the Student Union/Student Involvement & Leadership. • To register a student organization event and request space on campus, submit a Program Registration form at least TEN business days in advance of the event date. • Make sure your advisor is aware of the event being requested. – Registration for late night events, defined as those held beyond 11 pm, follow the Late Night Event policy and process
- 8. EVENT PLANNING • JingVideo for Event Registration Form
- 9. EVENT PLANNING • Feesand charges associated with student organization events – Boca Raton Student Union Facilities are always free for student organizations, unless they are… • Having co-sponsorship event/program with a department, tax-exempt group or commercial group • Charging a registration or admittance fee or sell tickets • Sponsoring a program that is open to the general public – Additional Charges for Student Organization Events • Student Sponsored Events with Critical Risk Factors may require campus police officers to be present. Charges for campus police officers are $35/hour per officer for a minimum of 5 hours. • Violations of event planning or Chartwells policies and procedures
- 10. EVENT PLANNING • LateNight Event Policy – Late Night Social Event Reservation Process • Boca Raton campus – complete the Late Night Social Event Reservation Form and a Program Registration form THIRTY days in advance of the event date to begin the process. • Dates are pre-selected, and times are 9 pm to 1 am OR 10 pm to 2 am. – Late Night Social Event Locations • Student Union Grand Palm room • Recreation & Fitness Center – Late Night Social Events require Responsible Parties to be present. The host organization must supply at least two entry monitors, which may include: • Advisor (required) • Other responsible professional staff or faculty member • A responsible club member or organization officer – Late Night Social Events require FAU police and possibly CSC security when non-FAU students are allowed to participate and/or there is a monetary transaction (such as an entrance fee, donation, or other monetary transaction)
- 11. EVENT PLANNING • Foodfor student organization events – Steps in Planning Catering • Must use Chartwells to cater on-campus events (unless outside vendor is approved) • Contact Chartwells/Business Services at least two weeks prior to event – Self Catering • If catering options do not meet the need of the event, submit a signed dining Service Waiver Form • For donated food, submit an Event Donation Form or letter from the vendor on company letterhead addressing the description of the donated items, price of the donation, and signature and date by both the vendor’s manager and event sponsor. – Outside Catering • If you’d like to use an outside, approved vendor, submit a completed Dining Service Waiver Form • Outside caterers must have Proof of Insurance, Health Department documents, and licenses (A list of already approved vendors is available on the Business Services site)
- 12. EVENT PLANNING • Rulesand restrictions for special student organization events – To show a movie on campus • Contact one of the major firm companies below to obtain a public performance license: – Swank Motion Pictures, Inc. – 1-800-876-5577 – Criterion Pictures USA, Inc. – 1-800-890-9494 ext. 224 – To create a contract for performers, artists, and/or speakers • Speak with Student Involvement & Leadership AT LEAST 4 weeks in advance of the event/program for more information and to start the process • MUST use a FAU approved Contract for Performance Agreement • Students, student organizations, and advisors CANNOT sign contracts on behalf of FAU
- 13. EVENT PLANNING – Toregister a date or service audition • Schedule a meeting with the Associate Vice President and Dean of Students Office or designee to discuss the details of the event. • Have participants sign the “Date Auction Participation Agreement” • Complete/submit a Program Registration form. Attach all signed Date Auction Participation Agreement forms.
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- 15. Promotion & Marketing •Overview of Promotion & Marketing for Student Organizations – Advertising with flyers, signs, posters, & notices – Posting a MyFAU announcement or on FAU.com – Using student organization logos and the FAU name – Developing/ordering promotional items
- 16. Promotion & Marketing •Approval of flyers, signs, posters, & notices – Must receive stamp approval in Student Union, UN 203 • MUST include name of the sponsoring student group or department. • MUST include the following statement: If accommodation(s) for a disability is required, contact Person/Phone Number/TTY 1-800-955-8770, a minimum of five (5) working days in advance of the date of the event. • CANNOT advertise alcohol in any way. – If posting in Housing, must also receive approval from Housing & Residential Life.
- 17. Promotion & Marketing •Placement of flyers, signs, posters, & notices – Can be posted on approved bulletin boards and sign-holder frames ONLY. – CANNOT be attached to painted surfaces, vending machines, building fixtures or signs, building exteriors, trees, shrubs, plantings, or existing signs. • Removal of flyers, signs, posters, & notices – Must be removed by the sponsor organization within 24 hours after the event. – Any and all signs over two weeks old will be taken down regardless of stamp.
- 18. Promotion & Marketing •Posting a MyFAU announcement or on FAU.com – Event must first be registered and approved by the Student Union – Announcement requests for all three outlets must be emailed to kburke19@fau.edu (Boca Raton), dsieck@fau.edu (Northern Campuses), ffrage@fau.edu (Broward Campuses) or by the weekly deadline of Thursday at 5 pm following these guidelines: • Specify where you’d like the announcement to be posted (MyFAU Announcement or FAU.com) • Subject Line (cannot exceed 45 characters): • Body of Announcement (please send the following information in paragraph format): – Event name – Date/Time – Location (include campus, building, room number) – Description (three sentences or less) – Sponsoring college, department or group – Contact information for event (clarify if RSVP’s are necessary) – Contact information for listing (if different from event contact information)
- 19. Promotion & Marketing •Using student organization logos and the FAU name • Developing/ordering promotional items
- 20. TRAVEL • Undergraduate •Graduate
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- 24. TROUBLESHOOTING • What happensif our organization cannot send two people to the Leadership Conference? – Contact Student Involvement as soon as possible. In most cases, two officers must attend a Leadership Institute prior to December 1 to ensure that the organization remains registered and in good standing.
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- 27. THANK YOU FORCOMPLETING THIS TRAINING! Now Click here to take the assessment >
Editor's Notes
- #6 (1) To understand the purpose of Owl Central: Welcome to Owl Central, the one stop shop for student organizations. Owl Central is like Facebook for student organizations at FAU – it’s where student organizations can keep and update information about their organization, and interact with current and prospective members. This is where your organization connects with our office and with other FAU students. Additionally, student organizations use Owl Central to start the annual re-registration process. During this process we ask you to click on the “Register This Organization” button to update your organization’s information so that we have accurate contact information and documentation for your group.(2) To understand the resources available on Owl Central. Owl Central is also a great place to find student organization resources. In the red tab bar, all the way to the right, there is a “Campus Links” drop down menu with student organization paperwork. Here, you can submit a request to use student organization services in the Club House; borrow equipment; find out more about student travel; and submit a fundraiser for approval. (3) To understand how to edit student organization information on Owl Central. One of the most common questions receive at SIL is “How do I update student organization information in Owl Central?” First, you must be listed as an officer to have administrative access to your student organization’s page. If you aren’t listed as an officer, contact the people who are listed or our office to make the switch. Once you have access, you can start editing. Let’s begin at the Home page. If you want to update the organization’s general information, click the “Edit Profile” button in the upper left corner under the organization image. Here, you’ll see a description of your organization and contact information. Make the changes you want to make, and click save. If you have social networking pages – such as Facebook and Twitter – add the links here to let your members know where else they can connect with you. Next, let’s go to the Events page. Here, you can post your student organization events. However, events will only be approved once you have submitted an approved program registration form to the Student Union. To create an event, simply click the “Create Event” buton in the upper right corner. This takes you to an Event form. Enter in the event information, attach a flyer, and select any additional requirements for the event. For example, you can customize the “type” of event to include the whole campus, the organization only, or selective members (such as the E-board). Before you submit, make sure check the box confirming that you have submitted a Program Registration form, or your event will not be approved/posted on the site. By the way, if you open up the event to the entire campus and attach a flyer, your event will appear on every student’s bulletin board, found on your Home page. Next, let’s continue on to the roster. Once you have administrative access, it will be up to you to Manage the officers, approve or deny members, and message the organization. First, to manage the roster, click on the “Manage Roster” button. Here, you’ll see a list of all current members, including any officers. To change officers, click on the “Edit Positions” button next to any name to add or remove an officer from a position. Above the roster, there are three tabs – current, pending, and prospective. The pending tab features students you or another officer has invited to join the organization but who has not yet accepted. The prospective tab features students who are interested in joining your organization. You will need to periodically click on this tab to approve or deny new members. We recommend reaching out to the prospective members to attend a meeting prior to committing to membership. Now, on the right there is a messages option. This allows you to message particular members, officers, or the entire organization. You need not worry about trying to track down your member’s info, since it’s automatically linked up to all FAU emails. Finally, let’s skip to the Documents tab. This is where you can upload documents meant to be shared with your organization, such as the constitution. You’ll also find an archive of old documents from previous leadership that you can use for your organization.Feel free to explore the other tabs on your organization’s page to best meet your organization’s needs. If you have any questions or would like to receive additional training on Owl Central, contact studentorgs@fau.edu.
- #8 We’ll discuss the Late Night Event policy and process later on in this presentation.
- #10 Student Sponsored Events with Critical Risk Factors may require campus police officers to be present. Some events with critical risk factors will be required to provide police officers, regardless of attendance. Some examples of critical risk factors include a dance or concert, a late night event that continues after 11:00 pm, an event where money is exchanged in the form of tickets, admission or a donation, events with 100 people or more, and events open to the general public .Violations include bringing in food that exceeds the limits, was not donated, or does not have prior approval from Chartwells, which results in a $25 charge and a suspension of reservation privileges for 30 days.
- #17 The first type of Promotion & Marketing o