Student Organization Handbook 19-20

Student Organization Handbook 2019-2020

754 S. Wabash Ave. 2nd Floor www.colum.edu/studentleadership

2

WELCOMESTUDENTLEADERSDearStudentLeaders,

ThankyouforchoosingtobeapartoftheColumbiaCollegeChicago

communitybygettinginvolvedwithourstudentorganizations.

Weareheretosupportyourefforts

withinvolvementaswellas

leadershipdevelopmentasavital

partofyourliberaleducation.Beinga

partofastudentorganizationduring

yourcollegecareerisanextremely

rewardingandbeneficialexperience

foryourdevelopment.Wehopeyou

willchallengeyourselfthroughout

thisprocesswhilewecreatethe

platformtosupportyou.Photofrom:TheMosaicTheatreCollective

Here’stoawonderfulyeartogether!

StephaineVillanova,she/her/hersCoordinatorofStudentOrganizationsColumbiaCollegeChicago

3

TABLEOFCONTENTSChapter1StudentOrg&LeadershipOffice--------------------------------------------------------5SLAB:StudentLifeAdvisoryBoard--------------------------------------------------6-7SGA:StudentGovernmentAssociationSOC:StudentOrganizationCouncilSAA:StudentAthleticAssociationSPB:StudentProgrammingBoardChapter2WhatisaStudentOrganization---------------------------------------------------------8RecognitionPacket-----------------------------------------------------------------------10New&ReturningOrganizations--------------------------------------------------10-11Constitution----------------------------------------------------------------------12-13AdvisorLetter&AdvisorRole----------------------------------------------14-15MarketingStatementCalendar&BudgetforEventsChapter3BenefitstoRecognizedStudentOrganizations-------------------------------------18AccesstoCampusFacilitiesEventSchedulerTheLoftTheFitnessCenterStudentCenterPrintingGraphicDesignServicesMakerspace------------------------------------------------------------------------------20ButtonsLockersEquipmentLaptopsChapter4ResponsibilitiesofStudentOrgs-------------------------------------------------------23StudentOrganizationCompliancewiththeStudentCodeofConduct

4

SanctionsSanctionedEventsonCampusCopyright:Films,VideosandDVD'sWorkingwithThirdParties,Partnerships,orSponsorships--------------------25Contracts--------------------------------------------------------------------------------25-27Chapter5RecognizedStudentOrganizationFundingStructure----------------------------28FinancialInformationMaximumFundingAllowanceItemsthatwillnotbefundedthroughSOC--------------------------------------29SuggestedDonationBankAccountsStudentOrgProposal(SOP)------------------------------------------------------------30SOPGuidelines(ExpenseReport)FundraisingPolicyMembershipDuesFundraisingMoneyCanBeSpentfortheFollowingItemsthatCannotbeFundedthroughFundraisedMoneyReturnonInvestmentAccessingFundraisingDollarsFood&RefreshmentPolicy------------------------------------------------------------33Selling/DistributingFoodonCampusReimbursementClaimsRequestingaBuildingExtension&ExtraSecurityStudentOrganizationProfessionalDevelopment-----------------------------36-37HostingaConferenceonCampusChapter6MarketingYourStudentOrganization-----------------------------------------------39MarketingToolsBrandingForYourEventUsefulPhoneNumbers&LinksSupportfromSOC

5

Chapter

1STUDENTORGANIZATIONS&LEADERSHIP(SOL)OurMissionThemissionoftheStudentOrganizationsandLeadership(SOL)officeistopromotestudentinvolvementandleadershipdevelopmentasavitalpartofaliberaleducation.Througheffortstoempowerstudentsasawareandpurposefulcitizens,wecreatequalitylearningexperiencesoutsideoftheclassroomthatbuildengagementandconnectiontothelifeandcultureofColumbiaCollegeChicagoandtheimmediateandglobalcommunity.STUDENTLIFE-754S.WABASH,2NDFLOORStudentLifeismadeupofStudentOrganizationsandLeadership(SOL),StudentActivities,theMakerspace,andWellness,Athletics,&Recreation.iswhereeverythinghappens.Itisastudent-centered space that serves as a centralized location for programming, studentorganizationsandsportclubs.THELOFT-754S.WABASH,2NDFLOOR The Loft is where everything happens. It is a student-centered space that serves as acentralized location for student organizations and sport clubs. The Loft is the studentorganizations’homeaway fromhome;where theycanhostmeetings,events,workshops,tabling,andobtainaccesstoresourcessuchaslaptops,lockers,popcornmachineandA/Vequipment,andmore!DISCLAIMERThepolicies&informationexplainedinthishandbookaresubjecttochangethroughouttheacademicyear.Studentorganization/executiveboard,members,andadvisorsshouldkeepincommunicationwiththeStudentOrganizationsandLeadershipofficetoensureyouhavethemostup-to-dateinformation.Studentorganizationsandsportsclubsmustabidebyandareheldaccountablefortheinformationinthishandbook.

6

SLAB:STUDENTLIFEADVISORYBOARD TheStudentLifeAdvisoryBoardconsistsoforganizationsthatfunctiontohelpempowerstudentsandstudentorganizationstogetengagedandhavetheirvoicesheardaroundcampus.Theyinclude:StudentOrganizationCouncilwww.colum.edu/socSocPresident@colum.edu312.369.6656TheStudentOrganizationCouncil(SOC)isdedicatedtobuildingastrongercampuscommunitybysupportingandprovidingresourcestostudentorganizations.SOCiscomprisedofonememberofeachrecognizedstudentorganization(SOCrepresentative)andthreeexecutiveofficers.TheexecutiveofficersincludetheChairperson,CommunityDirectorandFinanceDirector.SOCisadvisedbytheCoordinatorofStudentOrganizations.SOCmeetsthefirstWednesdayofeachmonthat5p.m.intheStudentCenter.StudentGovernmentAssociationwww.colum.edu/sgaSGAPresident@colum.edu312.369.6657TheStudentGovernmentAssociation(SGA)ofColumbiaCollegeChicagoisagroupofelectedstudentrepresentativesthatserveasaliaisonbetweenstudentsandthefaculty,staff,andadministrationtoensurethewelfareofColumbia’suniqueanddiversecommunity.Throughleadershipandstrongrepresentation,SGAstrivestoprovidestudentswithopportunitiestogrowacademically,artistically,professionally,andpersonally.SGAiscomprisedoffiveexecutiveofficersandthirty-fiveelectedsenators,eachrepresentingtheneedsofstudentsinspecificdepartmentsandthestudentbodyatlarge.SGAisadvisedbytheCoordinatorofStudentLeadership.SGAmeetseveryTuesdayat5p.m.intheStudentCenter.

7

StudentAthleticsAssociationwww.colum.edu/RenegadesSAAPresident@colum.edu312.369.6920TheStudentAthleticAssociation(SAA)providessupportandresourcestosportsandfitnessclubs.Theyorganizerecreationalcompetitivesportsandactivitiesintheformofintramuralsandtournaments.TheexecutiveboardoftheStudentAthleticAssociationmeetsonaweeklybasisandthegeneralassembly(CaptainsandrepresentativesoftheRenegades)meetonceamonthattheStudentCenter.SAAisadvisedbytheCoordinatorofFitness,AthleticsandRecreation.SAAmeetsthefirstFridayofeachmonthat12p.m.intheStudentCenter.StudentProgrammingBoardwww.colum.edu/[email protected](SPB)workstoenhanceandunifythecollegecommunitybyplanningdiverse,qualityprogramsincludingsocial,cultural,andeducationalevents.Membersareresponsibleforeverystepoftheway,frombookingtalentandcontractnegotiation,totechnicalproductionandpublicity.SPBisadvisedbytheAssistantDirectorofStudentActivities.SPBmeetseveryMondayat5p.m.intheStudentCenter.

Chapter

8

2

WHATISASTUDENTORGANIZATION?Astudentorganizationisagroupofstudentswhounitetopromoteandcelebrateacommoninterest.ColumbiaCollegehonorsstudentorganizationsfortheiruniqueness,perspective,creativity,andexcellenceintheexecutionoftheirmissionandgoals,andawardsthemofficialrecognitionthroughtheStudentOrganizationsCouncil.Allmembersofastudentorganizationareresponsibleforcomplyingwiththeinformationcontainedinthishandbook.Organizationofficersareurgedtoworkwiththeirmemberstoensurethatallpoliciesandproceduresareunderstoodandobserved.Studentorganizationswillbeheldaccountableforobservingallpoliciesandproceduresfoundinthishandbook.Failuretocomplywithallpoliciesandproceduresmayresultinthelossofrecognitionbythestudentorganizationorotherdisciplinaryactions.RECOGNIZEDSTUDENTORGANIZATIONS ArecognizedstudentorganizationisonethathasbeenrecognizedbytheStudentOrganizationsandLeadershipofficeandmaintainsallinstitutionalguidelinesforstudentorganizationssetforthinthishandbook.UNRECOGNIZEDSTUDENTORGANIZATIONS AnunrecognizedstudentorganizationisonethatdidnotcompleteaRecognitionPacketwithinthespecifieddeadlines.TheyalsohavenotmetthetrainingcriteriathroughtheStudentOrganizationCouncil(SOC)tomaintainrecognition.SORORITIESANDFRATERNITIESPOLICY ColumbiaCollegeChicagodoesnotofficiallyrecognizefraternitiesandsororities.However,ColumbiastudentsarefreetojoinandparticipateinGreekLifeindependently.STUDENTORGANIZATIONSStudentOrganizationsandLeadershipencouragesstudentstogetinvolvedoncampus.Notonlycanitbearewardingexperience,butitcanalsohelpyougrowyourleadershipskills,allthewhiledevelopinglonglastingfriendships.OnewayofgettinginvolvedisbyjoiningorstartingaStudentOrganization.Thereareavarietyofstudentorganizationstojoin:

9

• Academicandpre-professionalorganizations• Arts,music,andperformancebased• Faith,religious,andspiritual-based• Publications,communications,andmedia• Politicalactionandadvocacy• Culturalandidentity-basedorganizations• Specialinterestgroups

Note:Afacultyorstaffmembercannotcreateastudentorganizationnorshouldtheybegeneratedsolelyfromanoutsideorganization.GUIDELINESFORSTUDENTORGANIZATIONS Thekeytothesuccessofastudentorganizationliesinitsstudentinvolvementandleadership.BeingarecognizedstudentorganizationisaprivilegeandcarrieswithittheresponsibilitytoupholdthevaluesofColumbiaCollegeChicago.Eachrecognizedstudentorganizationhasanobligationtoadheretothefollowingguidelines:

• MembershipforstudentorganizationsisonlyopentocurrentlyenrolledColumbiaCollegeChicagostudents.

• Musthaveaminimumof3executiveboardmembers.• Musthaveandmaintainaminimumof5activemembersinordertoberecognized.

Thisincludesexecutiveboardmembers.• Studentorganizationswillnotdiscriminateonthebasisofrace,religion,color,

creed,veteranstatus,nationalorigin,sex,genderidentityorexpression,sexualorientation,age,maritalstatus,disabilityorstatus.

• Allexecutiveboardmembersmustmaintaina2.5cumulativeGPA.• MusthaveaColumbiaCollegefaculty/stafftoserveastheadvisor.• Mustcompleteandsubmitarecognitionpacketannually.• Mustfileandkeepcurrenttheirmembershiprosterandconstitution,updateany

changeswiththeStudentOrganizationCouncil.• Changesintherostermustbesubmittedimmediately.Thiscanbedoneonlineby

submittingtheUpdatetoRecognitionformontheStudentOrganizationsandLeadershipFormsPage:https://students.colum.edu/student-leadership/student-org-forms.php

• TheSOCrepresentativeandoneotherrepresentativeofeachstudentorganizationmustattendandcompletethestudentorganizationtrainingsthroughtheStudentOrganizationCouncilandtheofficeofStudentOrganizationsandLeadership.

• EachorganizationmustcomplywithallregulationsofColumbiaCollege,assetforthintheStudentHandbookandtheStudentCodeofConduct,andthelawsoftheStateofIllinois.AnystudentorganizationthatdoesnotabidebythepoliciesstatedinthisHandbookandallregulationsofColumbiaCollegeChicagoaresubjecttodisciplineandlossofrecognition.

• OnememberofeachorganizationisrequiredtoattendtheSOCmonthlymeetingsheldthefirstWednesdayofeachmonthat5pmintheStudentCenter.Onemissed

10

meetingpersemestermayresultinsuspendedfundingforthecurrentsemesterandtwomissedmeetingspersemestermayresultinlossofrecognition.

• Onepersonshallnotholdmorethantwoexecutiveboardpositionsatthesametime.ThisincludesSLAB,studentorganizations,andsportsclubs.

• EachorganizationshallbeadvisedandsupportedbytheStudentOrganizationCouncilandofficeforStudentOrganizationsandLeadership.

RECOGNITIONPACKET AllstudentorganizationsmustcompleteanonlineRecognitionPacketateveryacademicyearinordertogain/maintainrecognitionstatus.ColumbiaCollegeChicagodoesnotrecognizeorganizedgroupsofstudentsthathavenotregisteredwiththeStudentOrganizationsandLeadershipoffice.TheRecognitionPacketcanbefoundonourFormsPage:https://students.colum.edu/student-leadership/student-org-forms.php.RECOGNITIONFORMTIMELINE Studentshave3opportunitiestosubmitaRecognitionpacketeachacademicyear.1st=ThefirstdayofclassesuntilthethirdFridayinOctoberforthefallsemester.2nd=ThefirstdayofclassesuntilthefirstFridayinMarchforthespringsemester.3rd=ThefirstweekofApriluntilthesecondweekinJuneforthefollowingacademicyear.Note:Thistimeframeallowsyoutobeginthenextacademicyearasarecognizedstudentorganization.NEWORGANIZATIONS:RECOGNITIONPROCESSCreatinganewstudentorganizationisveryeasy.Allyouneedtodois:1. MakeanappointmentwiththeStudentOrganizationCounciltotalkaboutyour

interestsandgetassistancewithcreatinglearningobjectives/outcomes.2. Haveatotalof5studentswhowanttobemembersofyourorganization.3. FindafacultyorstaffadvisorforyourorganizationatColumbiaCollegeChicagothat

iswillingtosupportyourgroupandadviseyou.4. CompleteandsubmitaRecognitionPackettotheStudentOrganizationsand

Leadershipoffice.Thisformrequiresthefollowinginformation.a. Executiveboardinformationincludingname,email,oasisnumber,andtitle.b. Memberrosterincludingname,email,andoasisnumber.Followtheexamplein

thishandbook.c. Faculty/Staffname,emailanddepartmentinformation.Theadvisorshould

provideyourorganizationwithaletterstatingtheyagreetoadviseyourgroupfortheacademicyear.Followtheexampleinthishandbook.

d. Marketingstatementthatwillbeusedonourwebpageandapptopromoteyourgroup.

e. Constitution–Followtheexampleinthishandbook.

11

f. Budget/Calendar-youshouldsubmitaprojectedbudgetandcalendarofeventsfortheupcomingacademicyearorsemester.Followtheexampleinthishandbook.

5. AttendtheStudentOrganizationTraining(annually).RETURNINGORGANIZATIONS:RECOGNITIONPROCESSReturningstudentorganizationsmustsubmitaRecognitionFormPacketannuallyonlinebythesecondweekinJuneinordertorecognizetheorganizationforthefollowingacademicyearandbeeligibleforatableatConvocation.Therecognitionpacketforreturningstudentorganizationsshouldalsofollowtheaboveoutline.Theinformationshouldbeupdatedeachacademicyearandmaintainedthroughouttheyear.IftheRecognitionPacketisnotreceivedand/orisnotsubmittedaccurately(i.e.missingcontent)bythesecondweekinJune,yourorganizationwillnotberecognizedoreligibleforatableatConvocation.Theorganization’spresidentandSOCrepresentativeorotherexecutiveboardmemberwillberequiredtoattendthestudentorganizationtrainingtocompletetherecognitionprocessannually.AftertheRecognitionPacketissubmitted,theStudentOrganizationCoordinatorwillcontactstudentorganizationstoprovideastatusontheirapprovalduringthespringandfallsemesters.Duringthesummeryouwillbenotifiedbeforethestartoftheacademicyear.REACTIVATINGASTUDENTORGANIZATIONIftherearenocontinuingmembersoradvisor,SOLwillinformthepreviousofficersandadvisorthatanewstudentisattemptingtoreactivatetheorganization.Ifthepreviousmembersandadvisorconfirmtheyhavenointentonreactivatingtheorganization,ortheydonotrespondwithinfive(5)businessdaysofnotification,youwillhavetheopportunitytoleadtheorganization.However,ifthepreviousmembersexpressintenttoreactivatetheorganization,itwillremainundertheleadershipoftheformerstudents.CONSTITUTIONAgoodconstitutionshouldcontainthebasicelementsofhowyourorganizationfunctions.Itshouldhaveonlyfundamentalinformation,besustainableanddifficulttoamend.Theitemsthataresubjecttofrequentrevisionshouldbeplacedintheby-laws.Thebylawscontainallthestandingrulesoftheorganization.Thefollowingisthesuggestedstructurefororganizations’constitutions.

12

1. OrganizationName2. Mission&Purpose

a) Whatisthemissionoftheorganization?b) Whatserviceswilltheorganizationprovide?c) Howwillmembersbenefitfromtheorganization?Whatwillmemberslearn,do,

orcreate?d) HowwilltheorganizationinfluencetheColumbiaCollegeChicagocommunity?

3. MembershipCriteriaa) Definewhoiseligibleformembershipsuchas:GPAminimums,dues,attendance

atmeetings,etc.b) Definethemembershipcategoriesincludingtherightsandvotingprivilegesof

each.c) IncludeanAffirmativeAction/Non-DiscriminatoryStatement

i. Forexample:“We,membersof(theorganization’sname),willnotdiscriminateonthebasisofrace,religion,color,creed,veteranstatus,nationalorigin,sex,genderidentityorexpression,sexualorientation,age,maritalstatus,disabilityorstatusduetothereceiptofpublicassistance.”

d) IncludeaDrugsandAlcoholUsePolicyi. Forexample:“Themembersof,(theorganization’sname),agreeto

complywithColumbiaCollegepoliciesgoverningorganizationaluseofalcoholandotherdrugs.”

e) Statetheremovalprocessfrommembership,suchas:groundsforremoval,procedureforremoval,voterequiredandappealprocess.

4. ElectionandVotingProceduresa) Whenwilltheelectionsheldandwhowillcallfortheelection?b) Definethenominationprocedure(Selfnomination,nominationcommittee,orby

application?).c) Definetheelectionprocedure(Secretballot,ashowofhands,verbal?Aredigital

votesallowed?).d) Statewhenthenewofficerswillbegintheirterm.

5. OfficersoftheOrganizationa) Specifythequalificationsforbecominganofficer(Dotheindividualsneedtobe

membersoftheorganizationforacertainamountoftime?Isthereleadershipcriteriaused?).

b) Statethevariousofficerpositionsandtheresponsibilitiesofeachoffice.IncludetheSOCRepresentativeroleandresponsibility.

i. Section5-DutiesoftheSOCRepresentativesTheSOCrepresentativeswillactastheliaisonbetweentheSOCand(StudentOrgName).TheSOCreporthealternatewillattendthemonthlymeetingthefirstWednesdayofeachmonth.IftheSOCrepdoesnotattendameeting,theywillbegivenawrittenwarningforthefirstmissedmeeting.Witheachfollowingmissedmeeting,theSOCrepresentativeand(StudentOrgName)mustacceptanyrepercussions,includingprobation,lossoffunding,andsuspensionofrecognition.

13

c) Definetheprocedureforfilingvacatedoffices(Willtherebeaspecialelection?Willyourorganizationuseanascendingorder,appointment,orinterviewprocess?).

d) Definetheprocedureforremovalfromoffice(Whoinitiatesit,whatisthevoterequired,andwhatistherecallprocedure?).

e) Explaintheappealprocessforremoval(Doestheappealneedtobeinwrittenform?Isthereatimeperiod?Whoreceivestheappeal?).

6. Definitionofaquoruma) Definewhatthequorumfortheorganizationwillbe(Willtheorganizationneed

2/3ofthememberspresentor1/2plusone?Willaquorumbenecessarytocarryonbusiness?).

7. ConstitutionAmendmentProcessa) Statetheproceduresforproposingamendments(Writtenorverbalized?).

Establishthelengthoftimebetweennotificationandvotingontheamendment(Willtheamendmentbereadattwoconsecutivemeetingsbeforeavotecanbetaken?).

b) Statehowmanyvotesareneededforratification.Thisshouldbedifficult.(i.e.-Atleasttwo-thirdsvote,three-fourthsvoteofactualmembership,halfofthoseattendedplusone,etc.).

c) MustincludeasectionthatanyamendmentapprovedbythemembershipmustbeincompliancewithCollegepolicy.

d) Statehowtheconstitutiongoesintoeffect.i.Forexample:“Thesebylawsmaybealteredoramendedbyamajorityvoteofthemembersoftheorganizationeitherinpersonoratascheduledmeeting;providedthat:Noticeoftheproposedchange,andthemeetingatwhichitistobeconsidered,hasbeengiventoallexecutiveboardandgeneralmembers.”

8. OrganizationAdvisora) Definetheroleoftheadvisor.b) Definethedurationoftermandcriteriaforselectionofadvisor.c) Definethecriteriaforchangingtheadvisor.d) Definetheappealprocessforadvisorifremoved.

ADVISORROLEAllstudentorganizationsarerequiredtohaveanadvisorwhoisacurrentColumbiaCollegeChicagofacultyorstaffmember.Advisorsareacriticalresourcetoyourorganization.Itisimportanttofindanadvisorthatyouhaveacloserelationshipwithoronethathasanactiveinterestinthepurpose,mission,andlearningobjectivesofyourorganization.Askfacultyorstaffmembersyouknowiftheyareinterested.Ifyouneedassistancewiththisprocess,theStudentOrganizations&Leadershipofficeisheretohelp.

14

Tomaintainamutualunderstandingoftheadvisorroles,belowisalistofpotentialadvisorresponsibilities.Itisveryimportanttosharethesewithanypotentialadvisorstohelpthemunderstandwhatthisrolewillconsistofbeforesigningonastheofficialadvisor.AdvisorResponsibilitiesAnadvisor’sresponsibilitiescaninclude,butarenotlimitedtothefollowing:1. MaintainopencommunicationwiththeCoordinatorofStudentOrganizations.2. Assistinginthedevelopmentoftheorganizationanditsmembers.3. Attendingasmanyorganizationalmeetingsandfunctionsaspossible.4. Meetingwithorganizationofficersormembershiptodiscusstheprogressand

directionofthegroup.5. Beingavailabletotheofficersandmembers.6. Attendinganyprogram/eventthatrequiresabuildingextensionorextrasecurity.7. Submittingbuildingextensionorextrasecurityforms.8. BefamiliarwithColumbiapolicies,resources,proceduresandtheStudent

OrganizationHandbook.Remainknowledgeableabouttheorganizationanditsmission,aswellastheofficersandmembers.

9. Assisttheorganizationinitsattemptstofulfilltheirgoals.10. Providingguidancetotheorganizationongoalsetting,programplanning,

collaboration,timemanagement,andproblemsolving.11. Assistingstudentorgswithproperinterpretationofinstitutionalanddepartmental

policiesandprocedures.12. Mediatinginterpersonalconflictsthatmayarise.13. Reviewingandapprovingallformssubmittedbytheorganization.14. Adviseorganization(s)regardingprogramming,usageoffacilities,budgetoperation,

fiscalresponsibilities,andotherpoliciesandprocedures.15. Beawareofandinvolvedintheplanningofstudentorganization’smajoractivities.16. Attendmajororganizationeventssuchasconferencetravel,concerts,workshops,etc.17. BeavailableforquestionsandconsultationwiththedepartmentofStudentLife.18. Advisorsshouldnotadvisemorethantwogroupsatatime.Westronglyencourage

thatanadvisoronlyadvisesonegrouptomakesuretheycanprovidetheneededsupport.

ADVISORTRAVELEXPECTATIONSExpectationsofadvisorsduringtravelinclude:1. IfastudentorganizationistravelingoutsideoftheChicagometropolitanarea,an

advisormustbeinattendance.Iftheadvisorcannotattend,theorganizationMUSTsecureanotherfaculty/staffmember.

2. ProvidethecontactinformationneededtotheofficeofStudentOrganizationsandLeadership&theDeanofStudents.

3. InformtheStudentOrganizationsofficeandtheDeanofStudentsofanyemergenciesthatoccur.

15

4. Makesuretohavecopiesoftravelwaiversandemergencycontactinformation.5. Havecontactinformationforallattendees.6. Confirmarrival/departureofattendees.7. Advisorcheck-indailywithattendees.ADVISORLETTEREXAMPLEDepartmentAddressPhone/EmailStudentOrganizationCouncilColumbiaCollegeChicago754S.Wabash2ndFloorChicago,IL60605DateSubmittedRe:FacultyAdvisorLetterfortheStudentOrganizationNameToStudentOrganizationCouncilAdvisor:ThisletteristoinformtheSOCthatIhaveagreedtoserveasthefaculty/staffadvisorfortheStudentOrganizationName,forthe2019–2020academicyear.[Youmayaddanyadditionalinformation,asyoufeelnecessary.i.e.-Howlongyouhaveadvisedthisgroup,howlongyouhavebeenwithColumbia,whatyouhopethegroupwillaccomplishthisyear,anythingelseyouthinkissignificantinformation.]Thankyou,AdvisorNameTitleContactinformation

(Pleasenotethatthisisanexampleandshouldbeusedassuch.Eachadvisorlettermaydiffer)MARKETINGSTATEMENTEachstudentorganizationshouldcomeupwiththeirownmarketingstatementthatwillbesubmittedwiththeannualRecognitionPacket.Thismarketingstatementcanbeyourmissionstatementoralittlebioaboutthegroup.ThisstatementwillbeusedtodescribeyourgroupontheofficialColumbiawebsiteExample1:AudioDramaClubWhathappenswhenyouputvoiceoverartists,sounddesigners,andwritersinoneroom?YougetAudioDrama!TheAudioDramaClubisawonderfulplacetonetwork,learnabout

16

sound,writingfortheear,andvoiceacting.Useyourskills,talentsanddesirestohelpcreateoriginalradioplaysinastudentcollaborativeenvironment.Bringyourimagination!EveryFriday,from3:30pm-6:30pmonthe7thfloorof33IdaBWellsDrive.

CALENDAR&BUDGETFOREVENTSEachstudentorganizationisrequiredtosubmitaCalendarandBudgetwiththeirRecognitionPacket!Thisshouldbeatentativescheduleandatentativebudgetplanfortheupcomingyear.Weunderstandthatnotallthedetailswillbefinalized,butthesubmitteddocumentsshouldbeasdetailedaspossible.

Example1(CollegeDemocrats~2017-2018Calendar&Budget)CalendarandBudget

Thefollowinglistofdatesisaroughoutlineofourfall/springsemesters.Wewillhost2meetingsamonth,usuallyonTuesdayevenings.Onemeetingwillbeadiscussion/debateledbytheVicePresidentthatwillbeparteducationontheissuesandpartdiscussiontofollow.Theothermeetingofthemonthwillbesomething“special”—perhapsaguestspeaker,screeningafilm,aphonebanking/”action”event,afieldtrip,anevent/fundraiseroncampus,etc.AnticipatedcostsareinRED.SEPTEMBER

• Convocation~$50ongiveaways/printingforsmallflyeradvertisements

• Discuss/Debate:Tuition-freecollege;raisingtheminimumwage• Localgovernmentguestspeakerand/ortourcityhall.Emphasisofcitypolitics.

OCTOBER• Discuss/Debate:Guncontrol/concealandcarrylaws• LGBTQFundraisernight

~$100onsupplies/eventprepforfundraiserNOVEMBER

• Discuss/Debate:Government/electionreform:Howcanwemakepolitics“cleaner”• Springfield,ILstatecapitoltrip

~$200ontransportationcosts(Amtrak).Thiswouldn’tbeanovernightstay.DECEMBER

• Discuss/Debate:Immigration:howdowebealliesandde-stigmatize?• ILGovernorCandidateguestspeaker

JANUARY• BlockParty,welcomingnewmembers

~$50onorganizationmarketingfornewmembersFEBRUARY

• Discuss/Debate:Homelandsecurity:howdowereacttotragediesandterrorism;wheretogonext.

• Galentine’sDayFundraiser(2ndAnnual☺)

17

~$100,suppliesandeventprepforfundraiserMARCH

• Discuss/Debate:Socialpolitics:howdodiscussionsofrace,genders,sexualorientations,etc.playintoourpoliticalsystem?

• VoterregistrationdriveforILGovernor/ILGovernorPrimaryelectionget-out-the-vote

APRIL• Discuss/Debate:Environment:whatisthestateofourplanet,whatareYOUdoing

tobegreen,whatcanwedo,andwheredowegofromhere?• CollegeDemocratsofILConvention(locationTBD)

~$200,carrental.Ifthisislikelastyear,thefood,hotel,andregistrationfeewascoveredbythehostinguniversity!

MAY• ElectionsandManifest!

Totalanticipatedbudget:$700

Photofrom:BlackStudentUnion

Chapter

3

18

BENEFITSTORECOGNIZEDSTUDENTORGANIZATIONS

ACCESSTOCAMPUSFACILITIESTherearemanyspacesoncampusthatcanbereservedfreeofchargeforyourorganizationtohostactivities,meetings,andevents.Theinformationbelowwilltellyouthefacilitiesthatyoucanaccessandhowtoreservethem.EVENTSCHEDULERYouoryouradvisorcanaccesstheEventScheduleratwww.colum.edu/spacetomakeroomreservation.Requestsmustbesubmittedatleast2weeksinadvancefromthedatetheroomisneeded.Rememberroomsarereservedonafirstcome,firstservebasis.TheEventSchedulercanbeusedtoreservespacefromtheDepartmentofExhibitionandPerformanceSpaces(DEPS).DEPSoverseesreservationsformanyspacesoncampus.PleaseseetheStudentEventPlannersManualforfurtherdetails.YoumustreserveaDEPSSpaceandsubmitaStudentOrganizationProposalforyourevent.YouwillbecontactedbyDEPStodiscussavailabilityandtechneeds.Formoreinformationpleasevisitwww.colum.edu/DEPSNote:StudentOrgscannotreservemorethan2oftheDEPSSpacespersemester.Duringthesummeryouwillneedyouradvisortomakespacereservations.THELOFTTheLoftisnowlocatedat754SWabashAve.onthe2ndFloorofthenewStudentCenterinthebacksouthwestcorner.ToreserveaspacewithintheLoft,emailLeadership@colum.eduorseetheLoftAssistantsinStudentLifetocompleteareservation.THEFITNESSCENTERFitnessCenterintheStudentCenterislocatedonthethirdfloorof754S.WabashAvenue.TherearetwoactivityroomsinsidetheFitnessCenterthatcanbereservedthroughemailingstudentcenter@colum.eduorcontactingLaurenNapolitano,AssistantDirectorforEventsandProgrammingintheStudentCenter.STUDENTCENTER

19

TheStudentCenteristhecentral“hub”forcampusandwillgivestudentsaplacetogather,collaborate,andgetinvolved.Thereareavarietyofmeetingroomsandpracticespacesthroughoutthebuilding,andalargeeventspaceonthe5thfloor.ImportantNote:MostmeetingroomsandspacesareavailabletoreservethroughEMS.However,toreservethe5thflooreventspace,3rdfloorScreeningRoom,orotherspacesnotlistedonEMS,[email protected],AssistantDirectorforEventsandProgrammingintheStudentCenter.Additionally,foravailableequipmentortechnicalspecifications,pleasereachouttostudentcenter@colum.edu.RegularhoursforeventsattheStudentCenterwillbe8:00a.m.-10:00p.m.However,thiswillbesubjecttochangeforspecialevents.PRINTINGPrintingRequestXeroxcanprovideyouwithavarietyofoptionsforyourprintingjob.Thefollowingisalistofoptionsavailabletoyourorganization:Colorprint,B/Wprint,stapling,varietyofpapersizes,collating.TorequestacopyingjobfromXerox,submityour.jpgor.pdfofthefile(formattedtothesizeyouwant)tobeprintedtotheStudentOrganizationCouncilat:https://stucomm.wufoo.com/forms/m7p1q1/Submityourrequestnolaterthan10businessdaysfromthedayyouneedthematerialsorintendtopromoteanevent/activity.Pleasespecifythequantity,desiredoptionsfromthelistabove,andthedateyouneedthejobtobecompletedby.AllXeroxrequestsmustincludetheColumbiaCollegeChicagologoorSOClogo,ifusingSOCfunding.Alllogoscanbefoundonourformspage:https://students.colum.edu/student-leadership/student-org-forms.php.AllprintingjobswillbedeliveredtotheStudentLifeofficeuponcompletion.Anemailwillbesenttotheorganization’sloopaccountwhenthematerialsarereadyforpickup.StudentOrganizationsandLeadershipTheofficecanprovideyouwithupto50B/Wcopiesinawidevarietyof8.5x11color/whitepaper.TorequestcopiesfromStudentOrganizationsandLeadership,[email protected]~alongwiththefileandspecificdetailsneededtocompletetheprintrequest.Theserequestsshouldbe10businessdaysbeforeyouneedthemand/orbeforetheeventishappeningtoensuretheproperamountoftimeforprintingandmarketing.

20

Anemailwillbesenttotheorganization’sloopaccountwhenthematerialsarereadyforpickup.*Requestsexceeding50copiesmustbesubmittedtoXerox.GRAPHICDESIGNSERVICESStudentCommunicationsoffersfreegraphicdesignservicestorecognizedstudentorganizations.Torequestadesign(poster,logo,orpalmcard)pleasesubmityourrequestonlinenolaterthan30daysfromthedayyouneedit(thatdoesnotincludeprintingtime,youwillwanttoadd10businessdaysforprintingthroughXerox).*Designrequeststhatrequirebrochures,booklets,vendorprinting,oversizeprints,etc.willtakemorethan30days.PleaseemailStudentCommunicationsforapproximatetimeneeded.StudentCommunicationsislocatedonthe3rdFlooroftheStudentCenterat754S.WabashAvenue.MAKERSPACETheMakerspace(formerlyknownastheWorkroom)isamulti-purposeconstruction,fabricationandresourcespaceopentoallstudents.YourorganizationcanutilizetheMakerspaceforcreativeadvice,constructionspace,andlogisticalsupport.Needtomakeagiant,flashysigntoattractattentiontoyourlatestprogramminginitiative?WanttobuildagiantTwistermatforanevent?Makerspacecanprovidetools,space,alimitedamountofsupplies,anddesignhelp.TheMakerspacedoesNOTbuildyourworkforyou.TheMakerspacewillteachyouconstructiontechniques,providespace,resources,andguideyourplanningprocessasneeded.Whiletherearelimitedsuppliesonhand,ifneeded,studentorganizationsmayapplyforSOCfundingtopurchasemoreoftheirownmaterials.AllgroupsplanningonusingtheMakerspacemustmeetwithMakerspacestaffpriortothestartofanyprojects!Emailmakerspace@colum.eduorstopbyduringopenhourstosetupabriefmeetingtodiscusshowyourorganizationplansonutilizingthespace.TheMakerspaceisnowlocatedonthesecondfloorofthestudentcenter,754S.WabashAvenue.Hoursofoperationarefrom9am-7pmMonday-Fridayandfrom12pm-7pmonSaturday.BUTTONSRecognizedStudentOrganizationscanproduceupto150buttonspersemester(amaximumof300buttonsperacademicyear)usingtheMakerspace’sbuttonmakingsupplies.After300buttonshavebeenmade,theorganizationcanstillusethebuttonmakingmachinesiftheybringintheirownbutton-makingsupplieswithinreason.

21

• Suppliescanbepurchasedatwww.americanbuttonmachines.com.TheorganizationshouldconsulttheMakerspacestaffpriortopurchasetoensurethecorrectbuttonsizeandshapeispurchased.

• Youmustmakeanappointmenttousethebutton-makingmachineoneweek• [email protected]• Theemailshouldclearlystatethenameoftheorganization,apointofcontactfor

theorganization,adescriptionincludinghowmanybuttonstheorganizationisplanningtomakeandforwhatpurpose,andapotentialdatefortheorganization'smemberstocomeintotheMakerspace.

Note:IfaStudentOrganizationrequirestheuseofalltheirallotted300buttonsatonetime,pleaseprovideanadditional2-weeknotice.TheMakerspacewouldliketoensuretheappropriateamountofbuttonmakingsuppliesareavailablefortheorganization.LOCKERSTheStudentOrganizationsandLeadershipofficehasseverallockersthatstudentorganizationscanreserveforthefallandspringsemesters.Lockersareavailableonafirstcome,firstservedbasiswithalimitoftwolockersperstudentorganizationandcanberequestedanytimeduringtheyear.PleasestopbyStudentLifeonthesecondflooroftheStudentCenter(754S.WabashAvenue)tofilloutalockeragreementformwiththeLoftAssistants.QuestionscanbeemailedtoLeadership@colum.edu.EQUIPMENTTheStudentOrganizationsandLeadershipofficehasavarietyoffreeequipmentthatcanbecheckedouttoyourorganizationforuseduringapprovedevents.EquipmentisavailableforreservationMonday-Fridayfrom9AM-7PM.ReservationsmustbeeitherincludedinyourLofteventrequestordirectlyemailedtotheLoftAssistantsat:Leadership@colum.edu.Reservationsforequipmentmustbesubmittedwitheventrequestsviaemail2weeksbeforetheeventdate.AllequipmentmustbereturnedtotheLoftonehourbeforeclosing.Organizationsreturningun-cleanedequipmentwillincura$25cleaningfee.Thestudentorganizationborrowingtheequipmentassumesallliabilityforthecareandoperationoftheloanedequipmentandwillberesponsibleforreimbursementforanydamagesincurred.Amemberofyourorganizationmustbeoperatingtheequipmentatalltimes.

• Popcornmachine–canonlybeusedon-campus.Requiresapermitifyouarenotpre-makingthepopcornintheLoft.Includespopcorn,flavoring,andpopcornbags.

• CottonCandyMachine-canonlybeusedon-campus.Includescottoncandymix,cones,andbags.

22

• PortableSoundSystem–canonlybeusedon-campus.Includesmixer,microphone,speaker,andmixerstands.

• LCDProjector–canonlybeusedintheLoft.IncludesVGAcable.LAPTOPSTheStudentOrganizationsandLeadershiphasseverallaptops(MAC),Surfaces(Microsoft),andiPadsthatyoucancheckouttousetotrackattendanceatanevent,dohomework,orholdmeetings.YoucancheckoutalaptopwiththeLoftAssistantintheofficeofStudentLife.YoumusthaveyourColumbiaStudentIDtocheckoutthistechnology.

Photofrom:ChineseStudentsandScholarsAssociation

Chapter

23

4

RESPONSIBILITIESOFSTUDENTORGANIZATIONSSTUDENTORGANIZATIONCOMPLIANCEWITHTHESTUDENTCODEOFCONDUCTRecognizedstudentorganizationsaremembersoftheColumbiaCollegecommunity.Asamemberofthiscommunity,yourorganizationinheritsbothbenefitsandresponsibilities.TheColumbiaCollegeChicagoStudentCodeofConductexplainsthebehavioralexpectationsforbothstudentsandstudentorganizations.Columbia’sCodeofConductisapositiveguidetothecreationofacommunitythatencouragesthepersonalandintellectualdevelopmentofeachperson,andsecondly,alistofbehaviorsthatwouldinterferewiththeimportantworkofthecollegecommunity.EachstudentisexpectedtobefamiliarwithandadheretothepoliciesofthecollegeasstatedintheStudentCodeofConduct.Inaddition,itisunderstoodthatstudentsassumeresponsibilityforthebehavioroftheirguestsoncampus.Studentsareexpectedtoshareinformationregardingcollegepolicieswiththeirguestsandtoensurethattheirguests’behaviorconformstothecollege’sexpectations.TheDeanofStudentsandStudentOrganizationsandLeadershipwilladjudicateviolationsoftheCodebystudentorganizations.StudentorganizationsmaybeheldaccountableforaviolationoftheStudentCodeofConductwhenitsmembersorguestscommitanoffense.Ifitisallegedthatastudentorganizationoranyoneofitsmembershavefailedtocomplywithinstitutionalpoliciesorprocedures,theCollegemayconductaninvestigationandrendersanctionsasitdeemsnecessaryincluding,butnotlimitedto,suspensionorrecognitionrevocation.Astudentorganizationthatissuspendedorlosesrecognitionwillloseallprivilegesandbenefitsgrantedtostudentorganizations.StudentOrganizationsshouldtakereasonablestepstopreventinfractionsofcollegepolicies.Suchstepsincludeaclearestablishmentofstandards,meetingswithmembersregardingthepolicies,anddocumentingwhenviolationsoccur.SANCTIONS

24

Failuretocomplywiththeguidelinesandpolicieslistedinthishandbookmayresultinthefollowingsanctions.Thesesanctionsbelowarenotlistedinorder,asthesewillbeenforcedonacase-by-casesituationdependingontheviolation.ThesanctionswillbeusedtoholdorganizationsaccountabletothepoliciessetforthinthishandbookandtheStudentCodeofConduct.WrittenWarning:AstudentorganizationreceivesaformalwrittennoticestatingthattherewasaviolationoftheStudentOrganizationHandbook.Probation:AstudentorganizationreceivesaformalwrittennoticestatingthatyourorganizationisnotingoodstandingwiththeCollege.Presenceateventsandcertainstudentorganizationprivilegesmayberestricted.LossofPrivileges:Astudentorganizationlosesaccesstostudentorganizationprivilegesforaspecifictimeincluding,butnotlimitedto,funding,space,presenceatevents,andaccesstofundraisingaccount.Suspension:Astudentorganizationlosesitsofficialrecognitionforaspecifiedperiodoftime.EducationalSanctions:Astudentorganizationmaybeaskedtocompleteeducationalsanctionsincludingbutnotlimitedto,workshops,presentations,programs,reports,andcommunityservice.Restitution:Astudentorganizationisrequiredtoprovidecompensationforloss,damage,orinjuryasaresultoftheviolation.SANCTIONEDEVENTSONCAMPUSWhenarecognizedstudentorganizationhostsaneventoncampusandhassubmittedtheStudentOrganizationProposalrequiredtotheStudentOrganizationCouncilandhasreceivedapproval,thiseventisconsideredasanctionedeventoncampus.WhenarecognizedstudentorganizationhostsaneventoncampusandhasnotsubmittedtheStudentOrganizationProposalrequiredtotheStudentOrganizationCouncil,thiseventisnotasanctionedevent.ItisthereforeaviolationandwillbeadjudicatedbyStudentOrganizationsandLeadershipandortheDeanofStudents’office.

25

COPYRIGHT:FILMS,VIDEOSANDDVDSFederallawrestrictshowcopyrightedmaterialsareused.VideosandDVDspurchasedorrentedbyanindividualorstudentorganizationsareforpersonaluseonly.Publicperformancesarenotallowedunderthelaw;onlyclassesmayshowfilmson-campuswithoutcreatingapublicperformance.InordertoshowafilmoncampusyoumustobtainaPublicPerformanceLicensefromthefilm’sdistributorpriortothescreening.Thereisafeeforthelicense,andfeescanbevaryingdependingonthefilm,thesizeoftheaudience,andthenumberofshowings.Ifyouareinterestedinshowingafilmoncampus,setupameetingwiththeCoordinatorofStudentOrganizationstodiscusshowyoucangetfilminformationandpricing.Formoreinformationoncopyrightlaw,visithttp://www.mpaa.org/contentprotection/public-performance-lawWORKINGWITHTHIRDPARTIES,PARTNERSHIPS,ORSPONSORSHIPSOften,weareapproachedbyathird-partyorganizationorweevenapproachathirdpartyforsponsorship.Ifyourstudentorganizationislookingtopartnerwithathirdpartyorganization,youmuststillsubmitaStudentOrganizationProposal(SOP)andhavethiseventapprovedtobeasanctioneventoncampus.Ifyouarehostingapartnershipwithathirdparty,theeventmustbeplannedandhostedbyyourstudentorganization!Otherwise,thisviolatesthecollegepoliciesforhavingthirdpartiesoncampusandyoureventwillbecancelled.Thirdpartiesand/oroutsidevendorsarenotallowedoncampustosupporttheirmissionandtheirgoals.Thirdpartiesand/oroutsidevendorsarenotallowedtohosteventsatspacesthatarefundedthroughtheStudentActivityFee.AllSOP’srequestingfundingmustbesubmittednolessthan10businessdaysinadvancefromthedateofyouractivity/event.SeethefullSOPGuidelinesonpages28-29.CONTRACTSAcontractisalegallybindingdocumentthatisdesignedtoprotectallpartiesinvolvedinabusinesspartnership.Contractsarerequiredforallperformers,DJs,speakers,guestartists,orotheractivitiesrequiringpaymentforservicesrendered-evenbetweenstudentorganizations.Thepurposeofthecontractistoclarifytheagreementbetweenthepartiesinvolved,whichusuallyincludesarrival,sound-check,stagetime,audio-visual,set-uprequirements,andpayment.

1. Oncefundingisgrantedfortheserviceyoumustcompleteacontract,invoice,andaW9form.

2. Pleaseallow4to6weeksforachecktobeissued.3. ThecontractmustbesubmittedtoStudentOrganizationsandLeadershipatleast5business

dayspriortotheevent.

26

4. Ifthecontractissubmittedafter5businessdays,itwillnotbeprocessed.5. NEVERSIGNACONTRACT!Studentsandadvisorsarenotallowedtosignthecontracts.

OnlyStudentOrganizationsandLeadershipstaffisauthorizedtosigncontractsforstudentorganizations.Signingacontractmaybegroundsforjudicialreferral,lossofprivilegesforyourstudentorganization,andyoumaybeheldpersonallyfinanciallyliablefortheagreementtowhichtheyhavecommitted.

EXAMPLEOFACOMPLETEDCONTRACTINDEPENDENTCONTRACTORAGREEMENTThisAgreement(“Agreement”)isenteredintothis_25thdayof_January_20_20__,betweenColumbiaCollegeChicago(“College”),anIllinoisnot-for-profitorganization,withofficesat600SouthMichiganAvenue,Chicago,Illinois,andIndependentContractoridentifiedbelow.INCONSIDERATIONofthemutualpromisessetforthherein,andforothergoodandvaluableconsideration,thereceiptofwhichisherebyacknowledged,CollegeherebyengagesIndependentContractortoprovideService(s)uponthefollowingterms:1.0IndependentContractorInformation1.1IndependentContractor’sName:___AshKetchum__________________________1.2Address:1234W.9thStreet,Apt.44,Chicago,IL606051.3SocialSecurityNo.orEmployerID:___333-33-3333__________________________1.4PhoneNumber:_____773-333-3333_____________________________________2.0ServiceInformation2.1DescriptionofService____GuestSpeakerfortheannualNetworkingEventforthestudentorganizationPokémonClub.2.2Date(s)ofService:__March,312020____________________________2.3Time(s)ofService:_____6:00pm________________________________2.4ApproximatedurationofService:____onehour_____________________2.5PlaceofService:____1104S.WabashAve.1stFloor________________2.6Ifapplicable,thefollowingprovisionsarealsoincludedinthisagreement:Itisagreedthattheset-upfortheservice(s)willbeginat__5:30______(time).Itisagreedthatasoundcheckwilltakeplacepromptlyat___5:45pm__(time).3.0ServiceFee:CollegeagreestopayIndependentContractor$___80____________________(________EIGHTYDOLLARS)forServiceasidentifiedinparagraph2.0uponcompletionofservice(s).4.0Meals,Transportation,andLodging:Includedinservicefee.5.0DressingRoom:CollegeshallprovideadressingroomtoIndependentContractor,uponrequest.6.0PromotionofService:Collegewillprovideon-campuspromotionofservice.IndependentContractormayalsopromoteserviceatitsownexpense.7.0Merchandising:CollegeshallprovideanappropriatelocationandtableforthesaleofIndependentContractor’smerchandise.Onehundredpercent(100%)ofreceiptsshallgotoIndependentContractor.8.0RecordationofService:Collegeagreesnottoauthorizethebroadcasting,recording,orreproductionbyanymeansofIndependentContractor’sservice(s)withouttheIndependentContractor’sconsent.Itisunderstoodandagreedthatthisisaliveserviceand

27

thattheonlyrecordingsthatwillbemadeofIndependentContractor’sservice(s)willbeusedsolelyforarchivalandeducationalpurposes.9.0ItisunderstoodandagreedthatColumbiaCollegeChicagoregulationsforbidtheuseofalcoholicbeveragesand/orotherillegalsubstanceswhileonCollegeproperty.ViolationofthisregulationbytheIndependentContractororanyofitsassociatesmayresultinforfeitureofpayment.10.0Insurance:Collegemaintainsinsuranceontheplaceofservice.CollegeassumesnoresponsibilityforanypropertyoftheIndependentContractorbroughtinoraboutthepremises,andCollegeisherebyreleasedfromallliabilityforanylossordamagetothepropertyoftheIndependentContractorsustainedbyreasonofoccupancyofthepremises.11.0Security:CollegewillprovidesecurityduringtheService.IntheeventIndependentContractordesiressecurityguardsorothersuchservices,attimesotherthanduringtheservice,atIndependentContractor’sexpense,specialarrangementmaybemadewithCollege.12.0ForceMajeure:IntheeventthateitherCollegeorIndependentContractorareunabletofulfilltheirobligationsduetodamageordestructionoftheplaceofservicebyfire,verifieddisabilityofIndependentContractor,actsorregulationsofpublicauthorities,labordifficulties,civiltumult,strike,epidemicoranyunforeseenoccurrencerenderingtheservice(s)impossible,neitherIndependentContractororCollegeshallbeheldlegallyresponsibleforanydamagearisingfromthecancellationoftheservice(s).13.0Indemnification:IndependentContractorshallsousethepremisesasnottoendangeranypersonandIndependentContractoragreestoprotect,indemnify,holdharmlessanddefendCollegefromanyliability,damageorexpenseincurredbyreasonofinjuryorinjuriessustainedbyanyonetopersonsorpropertyorlossofpropertyreceived,doneoroccurringinoraboutthepremises,excludingthatcausedbyorresultingfromthenegligenceofCollege.14.0Assignment:ThisAgreement,andcompensationpayableunderthetermshereof,cannotbeassignedortransferredwithoutthemutualwrittenconsentofIndependentContractorandCollege,andcontainsthecompleteunderstandingofthepartiesrespectingthesubjectmatterhereof.15.0Relationship:Thepartiesheretoareindependentcontractors.NothinginthisAgreementshallbeunderstoodorconstruedtocreateorimplyanyrelationshipbetweenthepartiesinthenatureofanyjointventure,employer/employee,principal/agentorpartnership.IndependentContractorshallnotbecomeanemployeeofCollegebyactingunderthisAgreementandIndependentContractorshallberesponsibleforthepaymentofanytaxesandsocialsecuritycontributionsowingfromtheabovecompensation.16.0ModificationofAgreement:ItisunderstoodandagreedthatthisAgreementmaynotbechanged,modifiedoraltered,exceptbymutualagreementofbothparties.AllchangestothecontractforthisengagementmustbeinitialedbyauthorizedsignatoriesofbothpartiesORchangesmaybeimplementedviaaseparatewrittendocumentsignedbybothparties.17.0GoverningLaw:ThisAgreementshallbegovernedbyandconstruedinaccordancewiththelawsoftheStateofIllinois.18.0CancellationPolicy:IfIndependentContractorcancelsservice,nopaymentshallbemadetoIndependentContractor.IfCollegecancelsservice,reasonableattemptswillbemadebybothpartiestorescheduleservice;otherwiseIndependentContractorwillbepaidin-full.

28

EachofthepartiesheretohavecausedthisAgreementtobeexecutedbyadulyauthorizedrepresentativeasofthedatefirstwrittenabove.ColumbiaCollegeChicago(SignedbyOffice) IndependentContractor By:___________________ By:_________________Date:__________________ Date:________________

Chapter

5

RECOGNIZEDSTUDENTORGFUNDINGSTRUCTURE

StudentOrganizationsareabletorequestfundingthroughtheStudentOrganizationCouncilthatisallocatedannuallyfromtheStudentActivityFee.TobeeligibletorequestfundingthroughSOC,yourorganizationmusthavecompletedRecognition&StudentOrganizationTraining.FINANCIALEXPECTATIONS1. Fullfundingforyourorganizationisneverguaranteed.2. Nostudentorganizationisentitledtofundingbyvirtueofbeingrecognized.3. Allstudentorganizationsareexpectedtoraisethevastmajorityoffundingthrough

sponsorships,fundraising,and/ordues. 4. Studentorganizationsareexpectedtousetheirfundsgraduallythroughouttheyear.5. Eachstudentorganizationiseligibletorequest“up-to”$1,400annually.6. StudentorganizationsmayseekfinancialsupportfromtheStudentOrganization

Council.MAXIMUMFUNDINGALLOWANCEEachyear,theofficeofStudentOrganizationsandLeadershipestablishesamaximumfundingallocationforstudentorganizations.Themaximumfundingallowanceiscalculatedbasedonthetotalfundingfortheyearandthenumberofstudentorganizations.Yourorganizationmayrequestfundinguntilyoureceivetheestablishedmaximumfundingallowed.Onceyouhavereceivedthisamount,yourorganizationisexpectedtofundanyadditionalexpensesthroughfundraisingefforts.

29

MAXIMUMFUNDINGCONTINUEDTheallocationforthe2019-2020academicyearwillbedistributedasfollows:Studentorganizationsmustmeetthefollowingexpectationstobeeligibletorequestfundingafterbothrecognitionandstudentorganizationtraininghavebeencompleted.1. Organizationsholdatminimummonthlyorganizationmeetings.2. OrganizationsshallsubmitamonthlyreporttoSOC.3. OrganizationshaveonemeetingasemesterwithSOCCommunityDirectororSOC

ExecutiveBoardtoexpandtheirpresenceoncampusthroughpromotions,fundraising,andevents.

4. Eachorganizationisencouragedtomaintainmemberswhilebuildingitscommunityoncampus.

5. TworepresentativescompletetheStudentOrganizationTraining.6. OnememberofeachorganizationisrequiredtoattendtheSOCmonthlymeetings

heldthefirstWednesdayofeachmonthat5pmintheStudentCenter.Onemissedmeetingpersemestermayresultinsuspendedfundingforthecurrentsemesterandtwomissedmeetingspersemestermayresultinlossofrecognition.Representativesmustbepresentforatleast75%ofthetotalmeetingtimetocountforattendance.

7. OrganizationsarerequiredtoparticipateinatleastonecollegewideeventpersemesterhostedthroughtheStudentOrganizationsandLeadershipoffice.

ITEMSTHATWILLNOTBEFUNDEDTHROUGHSOCFundingwillnotbeprovidedforthefollowingitems:1. T-Shirtswithinreason(tonotexceed$200)2. AlcoholicBeverages3. Foodexceedingtheamountof$600(seeFoodPolicyonpage_____)4. Anyamountslabeled“miscellaneous”5. Supportfornon-Columbiastudents6. Gifts,giftcards,orprizes.SUGGESTEDDONATIONSStudentorganizationsreceivingfundingorsupportforanyactivitythroughthestudentactivityfeeCANNOTchargestudentsforadmissionorparticipationinanactivity.Youmayhowever,requestsuggesteddonationsfromthegeneralpublicaswellasfacultyandstaff.Failuretoadheretothispolicymayresultinfundingand/orsuspensionofyourorganization.Studentorganizationsmaychargeforadmission(non-campusspaces)or

30

servicesprovidedifonlyfundraisingmoneyisused.Pleaseclearlyindicateifyouarerequestingsuggesteddonationsonallmarketingforyourevent.BANKACCOUNTSRecognizedstudentorganizationsarenotpermittedtohaveoutsidebankaccountstoholdfundssuchasfundraiseddollars,donations,andothercash.UponobtainingrecognitionfromtheStudentOrganizationsandLeadership(SOL)office,anaccountwillbeestablishedthroughtheController’sOfficeforeachstudentorganizationandallorganizationfundsandcashmustbedepositedtothataccount.CROWDFUNDING&FINANCIALAPPLICATIONSRecognizedstudentorganizationsarenotpermittedtocrowdfundthroughthirdpartyplatformssuchasGoFundMe,Kickstarter,etc.Recognizedstudentorganizationsarenotpermittedtousemoneyhandling/transferringappssuchasVenmo,PayPal,Square,Zelle,CashApp,etc.STUDENTORGPROPOSAL(SOP)TheStudentOrganizationProposal(SOP)istheformyouwillcompleteandsubmitanytimeyourequestfundingforyourorganization,haveafundraisingactivity,ortoinformuswhatevents/programsyourorganizationisplanning.Thisformallowsyoutoprovidealltheinformationthatisneededforyoureventincludingexpenses,spacerequests,paymentoptions,etc.TheSOPmustbecompletedonlineathttp://students.colum.edu/student-leadership/student-org-forms.php.Youwillneedtouploadyourattachments;thatexplainsthebreakdownoftheexpensesorscreenshotsofanitem.ThefollowinggeneralguidelinesandproceduresoutlinetheSOPprocess.STUDENTORGPROPOSALGUIDELINES1. AllSOP’srequestingfundingmustbesubmittednolessthan10businessdaysin

advancefromthedateofyouractivity/event.ThistimelinedoesnotapplyforProfessionalDevelopmentOpportunities.

2. ExpenseReport:YoucannowaddyouritemsforpurchaserightintotheSOP.IfyourequireadditionalitemsthanthespaceprovidedintheSOP,youcanattachanExpenseReport.

3. AllSOP’sarereviewedbytheboardswithinfive(5)businessdaysfromthedatethatitwassubmitted.Atwhichtimeyoushouldbecontactedtosetupthenextstepsfortheproposal.

31

4. IfyouarerequestingfundingyouwillberequiredtopresentyourSOPatafinancehearing.

Youwillbecontactedwithintwo(2)businessdaysfromthedayyourSOPwassubmittedtoscheduleatimeforyourfinancehearing.Ifyouarerequiredtoattendafinancehearing,amemberofyourorganizationmustbepresent.Anadvisormayattendinasupportingrole.Theorganizationmembershouldbeveryknowledgeableoftheevent/programandbepreparedtoanswerthefollowingquestionsandmore.

• Whatisthebudget?Whataretheevent’sexpenses–Tech,securityandetc.andhavetheseitemsbeenrequestedalready?

• Howistheorganizationsecuringalloftheirfunding?• Whatpreparationshavebeendonefortheevent?• Howdoestheeventtietothemissionoftheorganization?• Howarethemembersandcollegecommunitygoingtobenefitfromtheevent?• Whatrolesdothemembersplayintheplanningoftheevent?• Whoisthetargetaudienceandhowistheeventbeingmarketed?

5. OncetheSOCboardreviewsyourSOP,theStudentOrganizationandLeadershipprofessionalstaffreviewsit.6. YouwillbecontactedwithadecisionontheoutcomeoftheSOPwithin5businessdaysfromthedaythatitwasreviewedbytherespectiveboard.7. Forcheckrequestspleaseallow4to6weeksfortheAccountingofficetoissueandreleasethecheck.Thesecheckswillnotbeprocessedpriortotheservicerequested.8. Departmentalorofficebudgettransfersarenotallowed.9. Ifyouarehiringaband,performer,oranyoneforaservicepleasesubmitacontract

aftertheSOPisapproved(formoredetailsseetheformssectionattheendofthisHandbook).

FUNDRAISINGPOLICYAllstudentgroupsareencouragedtofundraise.Fundraisingisanyeventthattakesplaceoncampusthatincludesthefollowing:1. Selling-Ifyouaresellinganitem(food,apparel,paintings,etc.),youmustuseyour

ownfundraisingdollars.StudentOrganizationsandLeadershipwillnotprovidefunds.

2. Event-Ifyouarehavinganevent(party,showcase,dance,exhibit,etc.),youmayrequestfundingtooffsetthecostoftheevents.

3. Studentorganizationsdonothaveaminimumamountofmoneytheyarerequiredtofundraise.TheonlyexceptionsarestudentorganizationsthatintendtotraveloutsideoftheChicagometropolitanarea.Thisexceptionalsoincludesorganizationsthatintendtopresentorattendaconference/workshop,conventionorfair.

4. Fundscannotbeusedforpersonalgainandmustalwaysbeconsistentwiththepurposeoftheorganization/club’smissionstatement.

5. OrganizationsmustgetapprovalthroughaStudentOrganizationProposal(SOP).

32

6. Theintendeduseoffundsraisedmustbepostedattheeventandbeconsistentwiththestatedpurposeofthesponsoringstudentorganization.

7. StudentorganizationsaretoinformanddepositthemoneywiththeStudentOrganizationsandLeadershipofficewithinfivedaysofthefundraisingactivity.

8. Ifaneventisfunded(fullyorpartially)throughtheStudentActivityFee,youmayrequestforsuggesteddonationsfromstudents.

9. AllfundraisingactivitiesmustcomplywithpoliciesandregulationsoutlinedwithintheColumbiaCollegeChicagoStudentHandbook

MEMBERSHIPDUESStudentorganizationsarenotallowedtorequireamembershipdueaspartofjoiningorparticipatingintheorganization.Studentorganizationsmaysuggestadonationaspartofthebenefitstobelongingtotheorganizationorencourageprofessionalmembershipduesifthestudentwouldlikethebenefitsofbeingamemberofthenationalorregionalchapterforexample.FUNDRAISINGMONEYCANBESPENTFORTHEFOLLOWING

1. Instructors,speakers,musicians2. Marketingmaterials3. Operationalcosts,postage,andofficesupplies4. Lodgingandtransportation(hotel,bus,plane,andtrains)5. Literature,films,andeducationalmaterials6. Equipment,ifrelatedtothepurposeoftheorganization7. Conferenceregistrationfees8. Donationtocharitiesbutnotanindividual9. Eventandprogramneeds(catering,decorations,props,etc.)ITEMSTHATCANNOTBEFUNDEDTHROUGHFUNDRAISEDMONEY

1. Fundraisedmoneyoncampusshallnotbeusedforanyillegalpurposeorpersonal

gain.2. Fundraisedmoneycannotbeusedtopurchaseorsellalcohol.3. Auctionsthatinvolveselling,biddingfor,orinanywaypayingforapersonisnot

allowed.4. Theproceedsoffundraisedmoneycannotbeusedforentrepreneurialpurposes.5. Studentorganizationscannotstartascholarshipwiththeirfundraisingmoneyand

awardittoanindividualstudent.IfastudentorganizationwouldliketodonatemoneytotheScholarshipColumbiafundtheycanandmustmeetwiththeDirectorofStudentOrganizationsandLeadershippriortosubmittinganSOP.

6. Gambling(cards,dice,dominos,bingoetc.)wheremoneyisinvolved(formonetarygains)isnotallowed.Gamesofchancemayonlybeplayedwithfreechips,tokens,prizes,andtickets.

33

RETURNONINVESTMENTPleaseNote:Anactivityisonlyconsideredfundraisingifaprofitismade.Forexample,ifyourorganizationreceives$500toholdanactivityandonlymakes$300offtheevent,thatisnotfundraising.ACCESSINGYOURFUNDRAISINGDOLLARSInordertoaccessyourorganization’sfundraisingaccount,yourorganizationmusthavearecognizedstatus.Youcanaccessyourorganization’sfundraisingaccountbysubmittinganSOPandindicatethatyouintendtousefundraiseddollars.Itisyourresponsibilitytoensurethatyourorganizationhasenoughfunds.PleaseseetheStudentOrganizationProposalsectionofthishandbookforadditionaldetails.FOOD&REFRESHMENTPOLICYThefollowingguidelinesgoverntheallocationoffundsforfoodorrefreshments.StudentOrganizationsandLeadershipmayallocatefundsforfooditemsifthestudentorganizationishostinganeventwherefoodisanintegralpartofthepurposeoftheeventand/orthereisaneducationalcontexttoservingandprovidingfoodattheevent.Eachproposalwillbeassessedonacase-by-casebasis.Thisallocationcannotexceed$600fortheacademicyear.PleasebeawareofthefollowingregardingtheFoodandRefreshmentsPolicy:1. SOCwillrevieweachproposalonacasebycasebasis.2. Thefoodorrefreshmentsshouldbeanintegralpartoftheevent.3. TheallocationisnotinadditiontotheSOCfundingprovidedannually.4. Theeventshouldallowfortherecruitmentofnewmembersandshowcaseyour

organization’smissionandeventsSELLING/DISTRIBUTIONFOODONCAMPUSThesafetyandwellbeingoftheColumbiaCollegeChicagocommunityisoftheutmostimportance.Toensurethehealthandsafetyofallparticipants,home-preparedfoodsofanykindareprohibitedforsaleand/ordistribution.StudentOrganizationsareencouragedtoworkwithColumbiaCollegeChicago’sfoodserviceprovider,Aramark,whencateringorprovidingfoodfortheUniversitycommunity.FoodSalesandDistributionRequirements:AnyRSOsponsoredeventthatisopentonon-members,includingAlumni,mustfollowthebelowguidelines:

34

1. DONOTPREPAREANYFOODATHOME(includesresidencehalls)–home-preparedfoodsarestrictlyprohibited.

2. Foodmustbepurchasedordonatedbyapreferredvendor.3. Onlyprepackaged,storebought,ordonateditemsmaybesold/distributed.4. Topreventcontamination,itisrequiredthatregisteredstudentorganization

representativesserveallfoodwhilewearinggloves,whetherbeingdistributedorsold.Theonlyexceptioniswhenfooditemsareindividuallywrapped.

5. Allbakedgoodsmustbefromapreferredvendorandmustbeportionedoutforsingleservings.

6. Noeating,drinkingorsmokingisallowedwhileengagedinfoodhandling.Washhandsaftereating,drinkingorsmokingbeforeresumingfoodhandling.

7. Allfoodtransportedmustbeprotectedfromcontaminationatalltimes(usefoodshields,covers,keepoffoftheground,etc.).

8. Providetrashcontainersandrecyclebinspositionedconvenientlythroughoutthedurationoftheevent.

9. Cookoutsorgrillingisprohibited.REIMBURSEMENTCLAIMSTherewillbeoccasionswhenyourorganizationwillbeauthorizedtomakepurchasesforanactivityandbereimbursedfortheexpenses.Therearetwowaysinwhichyoucanrequesttogetreimbursed.SOC(StudentOrganizationCouncil)InordertobereimbursedbySOC,youmustbepre-approvedtomaketheexpensesbysubmittingaStudentOrganizationProposal(SOP)first.PleaseseetheStudentOrganizationProposalsectionofthishandbookforadditionaldetails.Onceyouarepre-approved,youmayproceedwithyourexpenses.Toreceivethereimbursement,completeandsubmitaClaimforReimbursementform(foundinourformspage)toStudentOrganizationCouncilnolaterthanten(10)businessdaysfromthedaytheexpensewasmade.AlloriginalreceiptsmustbeattachedtotheClaimforReimbursementform.Youcannotbereimbursedforitemsthatwerenotpre-approvedorexceedtheapprovedamount.Organization’sFundraisingInordertobereimbursedfromyourorganization’sfundraisingaccount,youmustcompleteanSOPatleastten(10)businessdaysinadvanceandsubmitaClaimforReimbursementformnolaterthanten(10)businessdaysfromthedaytheexpensewasmade.AlloriginalitemizedreceiptsmustbeattachedtotheClaimforReimbursementform.Itisyourresponsibilitytoensurethattheorganizationhasenoughfundstocovertheexpenses.StudentOrganizationCouncilwillnotberesponsibleforanyexpensesthatexceedtheorganization’sfundraisingbalance.

35

REIMBURSEMENTCLAIMSCLAIMFORREIMBURSEMENTNAMEOFORGANIZATION:_______________________________Date:______________RequesterName:____________________________________OASIS:________________RequesterAddress:_________________________________________City:_____________State&Zip:_______________________________________SSN:____________________RequesterSignature:___________________________________________________REIMBURSEMENTTOTALFundraising$_________SOC*$_________FAR*$_________SGA*$_________*YoumustattachacopyofapprovedProposalReasonforPurchases:_______________________________________________________________________________________________________________________________________________________Organization’sPresidentName Signature DateAdvisorName Signature DateYoumustattachalloriginalreceipts.Receiptsmustbeitemized.Creditcardsignatureslipswithonlythetotalindicatedwillnotbeaccepted.StudentOrganizationCouncilwillnotreimburse:• Gas• IllinoisSalestax• Gratuitythatexceed$5dollars• Prescription/Non-PrescriptionDrugs• ReceiptsthatincludealcoholpurchasesAllClaimsforReimbursementmustbereceivedbyStudentOrganizationCouncilnolaterthan10businessdaysfromthedayoftheexpenses.FOROFFICEUSEONLYReceivedby: DateReviewed: ☐Approved☐DeniedVouchercompletedby: Vouchercompletiondate:REQUESTINGABUILDINGEXTENSION&EXTRASECURITYBuildingextension&extrasecurityformsmustbesubmitted&approved3weeksinadvance;therefore,yourSOPshouldbesubmittedatleast6weekspriortoyourevent.Youradvisorwillneedtosubmittheextrasecurityand/orbuildingextensionrequests.TheOfficeofCampusSafetyandSecuritywilldeterminethenumberofguardsneededforyourevent.Youwillberequiredtopayallextrasecurityguards.Ifyouknowyouwillneedextrasecurity,youandyouradvisorshouldscheduleameetingwiththeOfficeofCampusSafetyandSecuritypriortosubmittingyourSOP.Ifyoufailtosubmityourbuildingextensionrequestthreeweeksinadvance,theOfficeofCampusSafetyandSecuritymaydenyyourrequestorchargeyouanextrafee.AVTechnicians(DEPSSpaces)ThepoliciesandfeesforeventsrequiringAV/Techforthe2018-2019forDEPSspaces(includingConawayCenterandStageTwo):

• Weekdays,9am-5pm,freetostudentsponsoredevents• Weekdays,after5pm$18/hour

36

• Weekends,$20/hourThereisa3-hourminimumforallweeknightandweekendtechfees.IfaneventortheneedofAVtechnicianiscancelled,a48-hournoticemustbegivenoreventorganizerswillbechargedthethree-hourtechminimumfee.AlltechnicalneedsmustbesenttoTedCho,DEPSSr.TechnicalCoordinator([email protected])atleast2weekspriortotheeventdate.Iflessthan2weeksnoticeisprovided,AVassistanceisnotguaranteed.AVTechnicians(FilmRowCinema&8thFloorof1104)TheaboveinformationpertainstoFilmRowCinema&the8thFloorof1104S.Wabashhowever,alltechnicalneedsmustbesenttoEliseNenia,FacilitiesManagerAVProductionSpecialist([email protected])atleast2weekspriortotheeventdate.Iflessthan2weeks’noticeisprovided,AVassistanceisnotguaranteed.Note:Anadvisormustbepresentatanyeventrequiringextrasecurityorbuildingextension.Note:PleaseseetheStudentEventPlannerManualforfurtherdetails.STUDENTORGANIZATIONPROFESSIONALDEVELOPMENTOPPORTUNITIESTheStudentOrganizationsandLeadershipofficevaluesprofessionaldevelopmentopportunitiesforourstudentorganizations.Thefollowingformsofprofessionaldevelopmentaresupported:1. Presentingorattendingconferencesorworkshops2. Presentingatanexpo,convention,orfair3. AttendingfestivalswillbeonacasebycasebasisIfyourstudentorganizationisconsideringanyoftheseopportunities,youmustfirstmeetwiththeCoordinatorofStudentOrganizationstodiscussthedetailsandreceiveapproval.IfyoufailtomeetwiththeCoordinatorofStudentOrganizationsyourrequestwillnotbeaccepted.Bepreparedtodiscussthefollowinginformation:

• Adescriptionoftheeventincludinglocationandtimelines.• Howthiseventsupportsthemissionofyourorganizationandhowitwill

improveyourservicetotheorganization.• Thenamesofstudentsandadvisorinterestedinattending.Attendeesmust

beactivemembersofyourstudentorganizationandonyourcurrentmembershiproster.Studentsthatarenotregisteredmembersofyourstudentorganizationwillnotbeabletoseekfunding.

• Ifyouaretravelingoutsidea60-mileradiusofColumbiaCollegeChicagoyoumusthaveafaculty/advisorinattendance.

• Ifyouaretravelingwithina60-mileradiusofColumbiaCollegeChicagoandyouarestayingovernightorrentingavehicleyoumusthaveanadvisorinattendance.

• Ifyouaretravelingwithina60-mileradiusofColumbiaCollegeChicagoandnotstayingovernightorrentingavehicleyoudonotneedtohaveanadvisorinattendance.

37

• Anitemizedbudgetoutliningthetotalcostoftheevent.Mealscannotbeincludedinthetotalcostofthetrip

• Allsourcesoffundingfortheevent’sexpenses.• Supportingdocumentationincluding,butnotlimitedto,program,hoteland

transportationcosts.• Yourorganizationmustcoveraminimumof30%ofthetotalcost• EachstudentorganizationwillberequiredtocoveranyfundspaidbySOC

forallcancellations.OnceyouhavereceivedtheCoordinatorofStudentOrganizationsendorsement,completeandsubmitaStudentOrganizationProposal(SOP)byfollowingtheStudentOrganizationsProfessionalDevelopmentOpportunitiesgeneralguidelinesbelow.1. Allproposalsmustbesubmittednolessthanonemonthinadvancefromthedateof

theeventorfromthelastdayofclassesofthesemester.2. Completeallsectionsoftheproposal.3. Theproposalshouldalsobeaccompaniedwith:

a) ThenamesandOASISnumbersofattendees.Ifapproved,allattendeesmustcompleteatravelwaiver.

b) Alistofadditionalsourcesoffundingandwhatitemstheywillcover.c) Supportingdocumentationincluding,butnotlimitedto,program,meeting

agenda,hotelquote,andtransportationcostquotes.4. AllproposalsarereviewedbySOCwithinfive(5)businessdaysfromthedatethatit

wassubmitted.Youwillberequiredtoattendafinancehearing.5. OnceSOCreviewsyourrequest,theStudentOrganizationsandLeadership

professionalstaffreviewsit.6. Youwillbecontactedwithadecisionontheoutcomeoftherequestwithinfive(5)

businessdaysfromthedaytherequestwasreviewed.7. Forcheckrequestsallow4to6weeksfortheAccountingofficetoissueandrelease

thecheck.8. Proposalsthatarelateorincompletewillnotbereviewed.9. SOCfundingcannotbeusedtopayforadvisortravel.Theseexpensesmustbepaid

withtheorganization’sfundraisingmoneyorbytheadvisor.10. SOCwillnotfundaprofessionaldevelopmentexperienceforoneindividualattending

alone.11. IfyouaresubmittinganSOPforaneventthathappensoverabreak,itmustbe

submittedtwomonthsinadvanceandmustnotbelaterthantheSOPdeadlineforthatsemester.Adescriptionoftheeventincludinglocationandtimelines.

HOSTINGACONFERENCEONCAMPUSStudentOrganizationsandLeadershipwillalsosupportprofessionaldevelopmentopportunitiesoncampus.Thefollowingareguidelinestoassistwithplanning:

• Allproposalsmustbesubmittednolessthantwomonthsinadvanceformthedateoftheeventorfromthelastdayofclassesofthesemester.

38

• Completeallsectionsoftheproposal.• Theproposalshouldalsobeaccompaniedwith:

• Alistofadditionalsourcesoffundingandwhatitemstheywillcover.• Howwillconferenceticketsbesoldandtracked.• Supportingdocumentationincluding,butnotlimitedto,program,meeting

agenda,andhotelquoteifapplicable.• Anitemizedbudgetoutliningthetotalcostoftheevent.• Yourorganizationmustcoveraminimumof30%ofthetotalcost.• SOCwillnotbeabletofundanyfooditems,prizes,oralcoholforanyconferences.

SOCcanassistwithoffsettingthecostsoftheeventsuchas(techfees,supplies,honorariums,hotelstays,andtravelcostsforguestspeakers)Allotherswillbereviewedonacase-by-casebasis.

PhotofromArtHistoryAssociation

39

Chapter

6

MARKETINGYOURSTUDENTORGANIZATIONThereisawiderangeofmarketingoptionsthatyoucanusetoadvertiseyourorganization.Belowisalistofthemostcommonwaysoncampusthatyoudotomarketyourorg!RememberthatmarketingisatechniqueofpromotingyourorgandisyourmostusefultooltoengagetheColumbiacommunity!MARKETINGTOOLSColumbiaCollegeCalendarofEventsVisithttp://www.colum.edu/EventsClick“Addanevent”Ifyoudonotalreadyhaveanaccount,click“Join”tocreateone.Onceyouhavecreatedanaccountyouwillreceiveane-mailconfirmation.Under“Groups”studentorganizationswillbeabletotrackandupdatealloftheireventinformation.ColumbiaCollegeChicagoAppDownloadtheColumbiaCollegeChicagoappatiTunesortheGooglePlayStoreTheofficeofStudentOrganizationsandLeadershipwilluploadyourstudentorganizationsinformationonthiswebpagewhenyoubecomerecognized.Studentscancreateapersonalprofileontheappandjoinyourorganizationasamember/follower.Thesememberswillbealertedtoanynewcommentsoreventsthatyourorganizationposts.TheColumbiaChronicleTheweeklystudentnewspaperisdistributedtoallColumbiabuildingsandsomeareasofthecommunity.ToadvertiseintheChroniclecontacttheAdvertisingAccountRepresentativeat(312)344-8983orbyemailatchronicle@colum.eduPostingOnCampusTherearedesignatedareaswhereyoucanpostinformationaboutyourevents.Inappropriatecontentisnotpermitted.IfyouwouldliketopostintheResidenceHalls,visittheResidenceLifeofficeonthe2ndfloorof30EastBalbo,theywillapproveandhangthoseflyers.

40

LobbiesDesignatedlobbiesthatcanbereservedforfundraising,recruiting,promoting,etc.canbereservedthroughwww.colum.edu/spaceInTheLoopHaveyouseenthehighlightedeventposterslocatedineverycampuselevator?Thisniftyposteriscalled“InTheLoop”.ByaddingyoureventtotheColumbiacalendaritmayshowup“InTheLoop”anditwillshowupunderyourstudentorganizationswebsitethroughColumbia.SocialMediaFacebook,Instagram,YouTube,Twitter,Snapchat,andBlogsareallgreatwaystoshowandtellpeoplewhoyourorganizationisandthegreatthingsyouaredoing.EveryorganizationgetsapageonLocalistwherestudentscanconnecttoyoursocialnetworksaswellastheColumbiaCollegeChicagoapp.UsepopularhashtagsandtagColumbiaofficesanddepartmentstoincreaseyouraudience.Sendoutremindertweets,storiesorsnapstoremindthemtojoinyou!ChalkingThisisonlyallowedinfrontofColumbiaCollegeChicagobuildingsonthesidewalkwheretheraincanwashitaway.Itisnotallowedonthebuildingitself.Ifyouneedchalkourofficemaybeabletoprovideyouwithsome.BRANDINGFORYOUREVENT1. Allhandoutsshouldatleastincludethefollowing:

o Eventtitleo Date,location,time

2. Makesurethatinadditiontohavinganeye-catchingdesign;peoplecanseeclearlywhichorganizationitis.

3. BesuretoaddColumbia’slogo.4. IfyouarereceivingsupportfromSOC,pleaseusetheSOClogo.5. Givethemcontactinformationincludinge-mailorsocialmediatags.6. Poster/Flyer/Handbills:An11x17posterisnotalwaysbetterthanan8.5x11flyer.A

5x7postcardissomethingyoucankeepinyourpocketsanditgivespotentialattendeessomethingtheycantakehometoremindthemandisgreatforasavethedate.

7. Ifyouputupflyerspleasebesuretotakethemdownaftertheeventandputthemintheclosestrecyclingbin.

8. Werecommendusingdigital,natural,and/orrecycledmaterialsforadvertising.Beconsciousofthequantityofprintedmaterialsyoustudentorganizationuses.

41

USEFULPHONENUMBERSANDLINKS312-369-XXXX

(1111)CampusSecurity(7877)Makerspace(7803)StudentAthleticAssociation(6657)StudentGovernmentAssociation(6924)StudentOrganizationsandLeadership(6656)StudentOrganizationCouncil(6920)WellnessAthleticsandRecreation

StudentOrganizationsandLeadership https://students.colum.edu/student-leadership/ Wellness,AthleticsandRecreation https://students.colum.edu/student-leadership/wellness_and_recreation/ StudentOrganizations&SportTeams https://students.colum.edu/student-leadership/student-organizations.php EventScheduler https://events.colum.edu/ DepartmentofExhibitionandPerformanceSpaces https://students.colum.edu/deps/ SafetyandSecurity https://students.colum.edu/safety/ Manifest https://manifest.colum.edu/ StudentCodeofConduct http://colum.edu/codeofconduct Forms&StudentOrgHandbook https://students.colum.edu/student-leadership/student-org-forms.phpSUPPORTFROMSOCTheStudentOrganizationCouncilisagoverningstudentorganizationthataimstosupportallotherstudentorganizations.Ourmissionandpurposeistosupportandprovideresourcestostudentorganizationsfromfundingtogoalsettingandeverythinginbetween.EmailtheSocPresident;[email protected].

Documents

Student Organization Handbook 19-20