Developing Your Student

Organization at FGCU

Presented by Sendi Colquitt

Coordinator for Student Organization Development

AGENDA

I. Organization Development

II.EagleLink

III.Event Planning Process

IV.Resources

LEARNING OUTCOMES

• Gain knowledge and understanding of student organization resources, policies, and involvement opportunities.

• Develop collaborative relationships with student organizations, University departments, and community partners.

• Identify all aspects of a successful event/program.

• Familiarize oneself with the resources provided by EagleLink.

ORGANIZATION DEVELOPMENTPolicies, Procedures & Group Development

STARTING YOUR ORGANIZATION

TIP: Make sure your advisor completes advisor training & the verification form

1. Identify at least 4 officers & 1 advisor

2. Create a constitution to outline how you will function.

3. Attend RSO Orientation & Treasurer Training

4. Register on EagleLink

OFFICER & MEMBER ELIGIBILITY

• Membership open any student enrolled at FGCU

Undergraduate Graduate

GPA 2.5+ 3.0+

Credit Hours 9 6

Conduct Good standing

Good Standing

INELIGIBLE OFFICERS: APPEALS PROCESSOfficer Eligibility checks conducted after September 5th

President, Officer & Advisor notified of ineligibility on September 9th

Ineligible officer can submit appeal form to OSI within 5 business days

Appeals Committee will review and make a decision

OSI RESOURCES• Computer Stations

• Printing, copying & faxingo Printing (must have flash drive)oCopying – Black & White (colored paper); 50/dayo Poster Machine – 4 per event (must have flash drive)

• Paper and Paint Supplies for BannersoBanners must be removed no later than 48 hours following the conclusion

of the advertised eventoBanners that advertise perpetual meetings or are general advertisement

banners may be hung during the semester, but will be removed after two weeks if space is needed for additional banners.

RSO EMAIL REQUESTTo request an email contact Sendi Colquitt at scolquitt@fgcu.edu with the following:

• Subject line should be "Email Address Request" or "Password Reset Request"

• Name of primary contact UIN

• Organization Name

For Email Address Requests: Provide the desired email address

For Password Resets: Provide the current email address

FGCU POLICIES AND PROCEDURES

HAZINGFlorida Gulf Coast University, Student Code of Conduct -- H. Hazing

Hazing is: A violation of the FGCU policy and Florida State

Law Typically in the form of physical risk or mental

distress harmful to individuals, groups, and the

university Found in all types of student organizations

STUDENT ORGANIZATION CONDUCT

Examples include: Forgery, misuse of funds, misuse of alcohol, etc.

1. Probation

2. Restrictions

3. Disciplinary suspension or expulsion

LEAD TEAM: ORGANIZATION DEVELOPMENT

STAGES OF GROUP DEVELOPMENT

Forming Storming Norming Performing

MEMBERSHIP, RECRUITMENT & RETENTION

Elevator Speech

• Strengths

• Top Three Adjectives

• What do we stand for?

• What do we offer?

• Use everyday language

• No more than a minute long

The GRAPEs Principle

Individuals join organizations for…

• Growth

• Recognition

• Achievement

• Participation

• Enjoyment

MEETING MANAGEMENT

5 Keys

• Have a clear agenda and goal

• Start on time, end on time

• Develop a decision-making system

• Follow-Up

• Keep Things Interesting

Ideas to Change Up Meetings

• Invite outside speakers

• Theme meetings

• Food!

• Surprise outings

• Teambuilding Meeting

ADVISING YOUR ADVISOR

• Set expectations.

• If possible, choose someone who shares some of the same interests of your organization.

• Provide a clear understanding of your organization’s purpose as well as what will be required of them in their role, duties and time commitment.

• Determine what support looks like to you:• Attending events• Being present/available• Encouragement• Open communication

EAGLELINK

EAGLELINK: What Is It?

• Online platform to help student orgs on college campuses run more efficiently1. Register your RSO2. Submit domestic travel forms3. Submit Event Planning Forms4. Submit Senate Bills

• How-To log in tutorial on OSI website

• Benefits of EagleLink training in September

TRAVEL (Local & International)

Domestic• Submitted 3 weeks in advance on EagleLink• Keep a copy of all emergency contact information for the duration of

the trip

International• Paperwork completed 6 Months in Advance• One officer must meet with Coordinator for Student Org Development

Insurance• FGCU does not provide insurance• Not required for domestic travel• Required for international travel

EVENT PLANNINGSpace Reservations, Forms & Resources, FAQS

EVENT PLANNING FORM

• Guides you through the risks and details of your event

• Must have confirmation of location whether on or off campus

EVENT PLANNING FORM: WHEN DO YOU NEED IT?

Events held outdoorsEvents with alcohol

Events in which food is served to the general publicEvents in which large crowds are anticipated

Events that involve physical activity or in which a waiver is needed

Events involving amplified sound (like DJs or bands)Events that involve performers, speakers, or other acts

Events that involve one or more contracts or rentalsFundraisers or events where money exchanges hands

Events that involve minors on campusEvents in which controversial and/or emotionally charged

content may be involvedEvents in which national, state, or local appointed or elected

officials or candidates will be present (not SG or RSO officers)

Events in which media will be on campusRallies/demonstrations

Events in which a motion picture is being shown

EVENT PLANNING FORM: WHEN DO YOU NEED IT?

Table reservations with the following:

Fundraisers or events where money exchanges hands

Activities taking place in conjunction with the table reservation

Any singing gram, flower distribution, art displays, animal display, or other type of

activity

SERVING ALCOHOL? Follow these steps!

1) Attend a TIPS Training

2) Submit an Event Planning Form

3) ON CAMPUS Event: Complete Application for Serving Alcohol form

4) OFF CAMPUS Event: Complete Alcoholic Beverage Request Form

5) Wristbands or stamping to identify those underage & those of legal drinking age

6) Provide 1 Sober Monitor per 25 guests

LIABILITY: WHO’S RESPONSIBLE?

I. Event or Participant Waivers (optional)

II.President’s Waiver (mandatory)

CAMPUS RESERVATIONS

• Coordinates all events and meetings

• Schedules over 14,000 reservations a year

• Classrooms, Ballrooms, Cohen Center Spaces, Library Lawn, Info Tables

HOW TO RESERVE SPACE

PROCEDURES & VIOLATIONS

1.Rooms/Event details need to be confirmed 14 days in advance

2.Organization Officers/Members should make reservations (not Advisors and outside organizations)

3.Clean up after yourselves

4.Do not move furniture

5.Do not use facilities without reservations

1st violation: • warning and/or cleanup fee

($50/hour, $25/half hour

2nd violation: • next reservation within 30

days is cancelled and/or cleanup fee

3rd violation• next reservation within 90

days is cancelled and/or cleanup fee

CAMPUS REC, HOUSING OR ATHELTIC FACILITIES

• West Lake, North Lake, or South Lake Village - Housing and Residence Life: (239) 590-1700• Reservations no earlier than October 1 for events on or after October

15. • No reservations for the first 6 weeks of classes in North Lake Village or

South Village• Does not approve requests more than one month in advance

• Recreation Field and/or Outdoor Complex- Campus Recreation: (239) 590-7702

• Athletic space in Alico- Auxillary Gym, Hospitality Suite, Lobby, Parking Lot, etc.- (239) 590-7306

RESOURCES

LUNCH AND LEAD SERIES Wednesdays @ 12pm

September 17th

October 15th

November 19th

December 3rd

LEADERS LISTSERV

• Weekly newsletter of events & important

• RSO President automatically subscribed

• Submissions due Thursday

• Newsletter goes out every Monday

• http://studentservices.fgcu.edu/StudentInvolvement/rso-resources.html

RSO ADVISORY COUNCIL

• Liaison to RSOs and OSI

• Composed of students from multiple RSOs

• Provides programs & services to RSOs

• Lunch and Lead Workshop Series• RSO President’s Mixer•Market Mondays• Fall & Spring Involvement Fair

• Chair – Thieldens Elneus

• Co-Chair – Katy Reinke

• Marketing – Andres Velosa

• Public Relations – Laura Ospina

• Events – Norma Zambrano

• Leadership Development – Lindsey Hayes

September

5th: RSO Registration Ends

10th: Ineligible RSO Officers notified

17th: Lunch & Lead Series

18th: RSO President’s Mixer

22nd -26th: Nat’l Hazing Prevention Week

26th: Leadership Summit

October

10th: Annual Budgets Due

15th: Lunch & Lead Series

17th: Eagle EXPO

November

19th: Lunch & Lead Series

December

3rd: Lunch & Lead Series

January

1st: SPR 15 RSO Registration opens

23rd: RSO Registration closes

7th: Spring Involvement Fair

February

21st: Eagle EXPO

March

14th : Dance Marathon

April

17th: Leadership and Involvement Awards

September cont’d

WRAP UP

• Evaluations & President Waiver

•Questions? scolquitt@fgcu.edu