Student Organization Advisor Training 2011-12

1. Welcome To Student Organization Advisor Training 2011-2012 Adam Burden [email_address] 292-8763

Introductions

Registration & Funding Policies

Legal Issues

The Role of an Advisor

Resources

Semester Conversion

Ohio Union Website

Questions & Evaluation

How many of you are new, first-time advisors?

How many of you are seasoned advising veterans of 5+ years?

Definition 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.

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

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 astatement 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

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

May 1begins the student organization re-registration period

Oct 15is 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.

Annual Renewal Requirements (May 1 April 30 Student Organization Year)

Training (Pres, Treas,Adv ) *

Online Registration (Pres)

General Information

Leaders and Roster

Constitution

Advisor Online Registration Approval ( Adv )

*Advisor Training is required every 2 years

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.

Active - New/Re-Established : Organizations that have been registered for less than two (2) continuous yearsororganizations 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.

Sport Clubs register as student organizations with the Ohio Union (as well as registration with the RPAC Sport Club Office)

Sport Clubs have the same registration requirements and benefits as other student organizations, except

No Ohio Union Treasurer Training required

No access to Operating or Programming Funds

Aspiring Sport Clubs must first register as an Active student organization for two quarters, then apply for Sport Club status from RPAC

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

All students pay a $25 quarterly activity fee

Only the listedTreasurerhas 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

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 anytimebetween June 15 - April 30 during the current student org year

June 1 audit deadline, to be completed by the Treasurer

Operating funds are awardedin advanceon a first-come basis until it has run out

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 5 th 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 arereimbursed aftersubmitting receipts for fundable expenses

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.

Advisor Approvals

Online Registration

Operating Funds

Programming Funds

End of Year Report

You should receive email prompts for all approvals

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.

Minimize your risk by being familiar with University policies, staying informed of organization activities and using good judgment.

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.

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 Universitys indemnification of advisors

The text of such a letter can be found on the Ohio Unions Advisor Resources webpage.

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.

In most cases, neither a students 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.

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

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

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)

Listener

Historian

Policy Interpreter

Risk Manager

Conflict Mediator

Mentor

Teacher

Motivator

Financial Advisor

Copy Editor

Complete an Advisor Training session once every two years.

Annually review and approve the organizations online registration information.

As requested, approve/reject CSA funding requests.

Review and approve organizations 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 organizations checking account.

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

Be custodian of group paraphernalia, records, documents

Establish mutual expectations

Find balance and prioritizing responsibilities

Stay in the loop

Cc on emails

Subscribe to organizational listservs

Advising vs. Supervising

Seek out those personal relationships

Be an educator and challenger

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 the members

Provide appropriate feedback

Know resources available to you and your organization

Have fun

Coming together stage

Officer transitions

Goal Setting

Recruitment

Retreats

Teambuilding

Budgeting

What do advisors do?

Offer balance of Challenge & Support

Answer questions, provide context

Differences of opinion stage

Building & testing trust

Conflicts and indecision

Promote understanding leadership styles

Encourage open debate and discussion

Remind them of goals

Group culture emerges

Projects and organizational work gets done

Keep em motivated!

Check in on progress

Use your connections

Execution of goals or events

Reflection, Feedback & Assessment

Elections

Identify potential future leaders

Provide recognition opportunities

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

Pressured

Coomes, M.D. & DeBard, R. (2004).Serving the Millennial Generation . San Francisco: Jossey Bass.

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

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[email_address] .

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

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

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 approved if outside of your organizations 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.

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

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.

Visitwww.swank.comto browse movie titles

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

A students point of connection

for the full spectrum of involvement

at Ohio State.

Students can connect with leadership

and service initiatives, engage with

student organizations, advance learning,

and create lasting memories.

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

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

Some resources have an associated cost. Items without cost are free. Each student organization receives a yearly$250 Line-of-Creditto spend on resources. You dont have to pay it back!

Your Line of Credit is reset each year on June 15.

Your full Line of Credit is not available until your organization obtains Active status (only $25 while Pending).

Inactive status organizations cannot use their Line of Credit

Organizations may not transfer funds on their Line of Credit to another group.

All members of an organization can use the organizations 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.

Student organizations have access

to office spaces, storage lockers,

and mailboxes.

Offices, lockers, and mailboxes have

already been assigned for the

upcoming year. Applications will

be next available in Spring 2012.

Graphic Designers

Photography

Videography

Vendors or promotional items

Ohio Union virtual Bulletin Boards

Ohio Union website calendar

Website hosted on University server

Organizational Listservs

Organizational Email Accounts

Carmen page

The Student Organization Insider is a weekly email newsletter sent to all listed officers and advisors

You are automatically signed up to receive it when you are listed as an officer of a student organization. Other members can sign up to the listserv on the Ohio Union website

Submit announcements for your events by Tuesdays at 5pm to[email_address]

Advisor Appreciation Meals

Advisor Brownbag Discussions

Optional Training Sessions

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

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

-Sign the Sign-in Sheet

-Turn in Evaluation form

-Watch for follow up email with links and PPT slides

Education

Student Organization Advisor Training 2011-12