Required Workshops

Student Organizations

Annual Registration Fall 2014

About Us

Assist & support student organizations Provide information: policies & processes 1 of 6 program areas in Campus Involvement Location: Atwood Memorial Center 134 Staff

Assistant Director- Sami Bosacki Graduate Assistant- A.K. Jha Office Manager- Lori Laudenbach

What we do

Facilitate the Student Organization Annual Registration process

Occurs annually each fall

Administrative Support Process contracts and purchase orders Provide forms for reimbursements, budget application, and travel

purposes Assist with event planning Serve as a link to Atwood, Sodexo, Public Safety, Copies Plus,

Business Services, etc. Support students and their faculty/staff advisers Budgets & Accounting

ConsultationsContact our office to schedule consultations

Officer Requirements

Membership Must have a minimum of 10 current St. Cloud State University

student activity fee paying members Officers Minimum of three (3) executive officers (president, vice

president, and treasurer), Must be current St. Cloud State University students In good academic and student conduct standing with the

University Maintain at least a 2.0 Grade Point Average Our office facilitates GPA and conduct checks for all student

organization Executive Officers each Fall and Spring semester

Annual Registration: Requirements Part One: attendance at one required workshop (you are doing this one right now!)

Fill out the form and include all the organizations you are a member ofPlease note: (if you do not turn in the form your organization will not receive credit for attending this workshop)

Part Two: complete the online registration You will need to have:

1. Names & email addresses of at least 10 members2. Your constitution or bylaws3. Names & email addresses of at least 3 officers4. Name & email address of your adviser’s

Include Non-discrimination statement in constitution Annual Registration must be completed by

Wednesday, October 1st, 2014

Group Email

Password re-set: huskytech@stcloudstate.edu

Advisers submit and receive to share with officers and members

E-Blasts Electronic newsletters sent from DCI Student Organizations Staff Only for St. Cloud State University Student Organizations Topics include:

Opportunities for fundraising & volunteering Event & training dates Policy updates & requirements

Sent only to President, Vice President, Treasurer, and Adviser Issued bi-weekly but also on a needs basis Content can be found on DCI website Roster updates:

Please keep you Collegiatelink roster updated! Email our Student Organizations Staff with any executive

officer or adviser updates

Guidebook Updates: Fall 2014

Advisers: Do not need to be full-time faculty or staff

member Can now be part-time faculty or staff member Still MUST be an employee of the University CANNOT be a Graduate Assistant

They may not serve as an adviser while on Sabbatical

The direct supervisor of your adviser will receive an electronic copy of the “Responsibilities of a Student Organization Adviser” letter sent to advisers during the school year

CollegiateLinkCollegiateLink is our online software management system for student organizations

Profiles: Need to create your personal profile the 1st time you login Allows you to be a “user” and be added to rosters Your login information is your individual StarID and password Note: to login as an organization, you need the group’s

Huskynet email and password Rosters:

Organizations can “invite” prospective members to join their groups via Collegiatelink; this comes in the form of an email and you MUST follow the link and accept the invitation to be added to the roster

The path to get to CollegiateLink…

Collegiatelink: Personalize Your Page Page design

Use headers, banners, logos, pictures You can customize & change anytime

Graphics Set your group apart from others & get noticed!

Videos Demonstrate purpose of organization

Audiences Internal: students, staff & faculty, campus External: St. Cloud community, prospective

employers, businesses, news & media outlets, etc.

Collegiatelink: Marketing Your Organization

Through Collegiatelink functions you can: Send messages to your membership Communicate on wall (similar to Facebook) Link to Facebook, Twitter, Blogs & external

websites Go Green/Online Meeting Agendas

Use Forms app. & develop your customized formsCollegiatelink

Create Flyers posted to CollegiateLink’s homepage eBulletin Board

Example: UPB ConcertPosters show up on corkboard on all

students’ profile homepage

Event MarketingCampus Digital Signage Atwood can post your content to the digital signage TV's

located in the following areas: Atwood Memorial Center, Garvey Commons, and Stewart Hall.

Will additionally post it to Campus TV Channel 8 so any other buildings on campus that are tuned to Channel 8, will also show the digital signage (includes the residence halls).

For more information visit: http://www.stcloudstate.edu/atwood/reservations/digitalsignage.asp.

DCI- Student Organizations Collaboration Area (SOCA) Large flat screen dedicated exclusively to student organizations

marketing & advertising Submit electronic copy of your ad to the Student Organizations

GA A.K. at studentorgsga@stcloudstate.edu

Event Planning- considerations

When planning an event please consider and reviewthe following: What are we trying to accomplish? How does this further our mission/purpose/goals? What are the “guiding boundaries”? Do we have the ability/resources to pull this off? What may prevent us from accomplishing these goals?

Contracts: Timeline

Timeline 3 months for International 1 month for others If the speaker/vendor hasn’t done business

w/SCSU, need to complete a W-9 & get vendor number established

Follow “Contract Information Sheet” & “Purchase Order Information Sheet” on website

http://www.stcloudstate.edu/campusinvolvement/organizations/organizationresources.asp 2% tax on any non-resident entertainers

Contracts: considerations

Get all agreements in writing and have them signed before the event (this is required if payment is incurred) You may only use St. Cloud State Contracts, not a contract from the

vendor. Ensure that :

all agreements are accurate and complete (read every word of the contract and ask questions if you need clarification)

contracts include, “what happens if…” provisions you have safeguards in place within your own organization policies as to who can

obligate the organization Do not claim to third parties that you represent or are acting as an agent

of St. Cloud State University

Questions? Contact: Lori Laudenbach, DCI Office Manager

Risk Management: a Guide

Why is this important? To ensure successful, safe programs/events To be thoughtful about the risks associated

with any program/event To help groups avoid and/or plan for what

happens if there is risk involved in an event/program

Member Behavior Student organizations may be held responsible for

individual members: when a member violates local, state, or federal law

or University policies and other members present, by failing to discourage such activity, condone the behavior

when the acts grown out of or are directly related to the student organization’s activities or an environment created by the organization

when the acts are those of guests of an organization, or persons authorized or permitted to represent themselves as connected with the organization

Liability

Liability means legal responsibility

Liability can be assumed by… Your organization Your members Your advisor You, as an individual The University

You are liable for your actions

Alcohol & Drugs Policy:

Prohibited Advertising and Promotional Activities for Student Groups/Organizations: Using alcoholic beverages as awards or prizes in connection with University events Providing promotional items or advertising associated with alcohol and illegal drugs at University

sponsored student events. This includes, but is not limited to, such items promoting alcohol or drug use on cups, t-shirts, beverage can coolers, or any other items advertising or promoting alcohol or illegal drug use

Advertising alcohol and/ or illegal drugs in University controlled or affiliated publications, or on University premises, including University affiliated web sites

Advertising that includes brand names, logos, prices, visual images or phrases that refer to consumption of alcoholic beverages and use of illegal drugs

Use of alcohol for recruiting and student organization fund-raising activities and events Purchasing alcohol and other drugs with University or organization funds, including student activities

fee allocations Consuming or transporting alcohol and other drugs in University vehicles

Student Organization Sponsored On-Campus Events Alcohol service is not permitted at student organization sponsored events on the SCSU campus.

Off-Campus Events It is recommended that student organizations not serve alcohol at events off campus. However, if

students choose to attend events where alcohol may be present, organizations are expected to follow applicable laws and policies, including the SCSU Alcohol and Other Drug Policy, and consider ways to manage risk and ensure the safety of all participants.

Travel: an Overview Policy- What must your organization do?

Students must be authorized to drive through St. Cloud State University

Advisers must approve University vehicle rental

What should your organization do? Use the travel planning forms offered in advance of

travel Meet with or speak to the Student Organizations

Support Staff to ask questions and verify processes Talk with your adviser about your plans Gather emergency contact information from all

travelling If staying at a hotel using 900 or 300 account funds

you need to get an invoice.

Travel Requirements

In-State Verbal approval by adviser Vehicle authorization to drive Vehicle rental through Atwood or Enterprise

Out-of-State Written approval by adviser Vehicle authorization to drive Vehicle rental through Atwood or Enterprise

International Written approval by:

Your organization adviser Asst. Director, Campus Involvement, Student Organizations Vice President of Student Life and Development Dr. Wanda

Overland President Potter

Finances: Senate Finance Committee

Senate Finance Committee A Student Government finance committee Location: Student Government Office, internal office in AMC Contacts:

Sumit Pradhan, Committee Chair Brandon Johnson, Staff Adviser

Facilitate Free Balance Reserve requests: updates from this fall Treasurer Trainings (October 2014) Budget Trainings (November & December 2014) Annual budget process (January 2015)

Stop by their office or email at: Senate Finance Committee or Senate Finance Committee Chair

Finances: University Accounts 334 Account

Purpose: for funds received from Student Organizations Budget process Funds originate from Student Activity Fees

Allocated by Senate Finance Committee Through annual budget process

Money can only be used as allocated Does NOT roll over to next year Can not have a negative balance

900 Account Purpose: Agency/Fundraising Account Flexible spending & reimbursements: can find the 1400 form at http://

www.stcloudstate.edu/businessservices/purchasing/documents/1400PurchasingRequestForm.pdf

Once completed, submit to Business Services (your adviser must sign the form prior to submitting)

Balance rolls over year to year Can not have a negative balance

Finances: Cash HandlingSt Cloud State University Cash Handling Policy applies to Student Organizations: All monies received by student organizations

must be delivered to the Cashier’s Office in Administrative Services 123 (Business Services) by the end of the business day of the event or activity

For events in the evening and/or weekends, all monies must be placed and secured in the safe in Atwood.

Finances: Fundraising Policies Sport clubs:

Any event involving a sport club using university recreational facilities must be coordinated through Campus Recreation

All residence hall-related activities: Must be coordinated through the Residential Life Department

Human Auctions: Auctions which involve selling, bidding for, or in any way paying for

person’s individual company or services are prohibited Games of Chance/Raffles:

Gambling for money or other things of value on campus or at University sponsored activities is prohibited except as permitted by law

Food Sales: Any food-related sales anywhere on campus must be approved and

coordinated through Sodexo Food Services For questions on food sales, please call Sodexo Catering at 320-

308-4295 New office location! By DCI & Mississippi Room on Main Level

Viking Coke Initiative FundThe initiative fund has been established for St. Cloud State University to support campus-wide efforts to serve students while impacting University initiatives. Registered student organizations and University

departments may submit a request via the Initiative Funding Request Form.

Requests may include those for: Viking Coca-Cola beverage product or monetary funding.

(Please note, University Departments are only eligible for product requests.)

Must be submitted a minimum of 4 weeks prior to your event:

http://www.stcloudstate.edu/initiativefund/

Additional Resources: Storage spaces

Lockers: DCI Front Desk Staff (Office Assistants) Mail: Pick-up at DCI Front Desk (Office

Assistants can assist) DCI Front Desk notifies groups of mail to

pick-up; if needed, mail is forwarded to adviser of record

Important Dates Senate Finance Committee Treasurer Trainings

October 2014 Learn how to properly utilize finances, manage & review

budget, funding parameters Senate Finance Committee Budget Trainings

November-December For organizations wanting to submit budget for next fiscal year

Mainstreet- September 10th : 10:00 a.m.- 3:00 p.m. Sidestreet- Thursday, January 29th, 2015: 10:00 a.m.- 3:00

p.m. Student Organization Awards

Nominations: February-March Awards Reception: Wednesday, April 1st, 2015

Final Remarks

Annual Registration: Organization registration due Wednesday,

October 1st! Treasurer Trainings:

Please send your Treasurer to an upcoming training in October!

THANK YOU!

We wish you and your organization a successful and

enjoyable school year!

Department of Campus InvolvementStudent Organization’s Support Staff