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AGREEMENTS & GUIDELINES MANUALTABLE OF CONTENTS PAGE

MissionVision Guiding Principles

A AdministrationA.1 Budgeting 101

A.1.1 Collection & Record Keeping ProceduresA.1.2 Food Order FormA.1.3 FundraisingA.1.4 Purchase OrderA.1.5 Receipts

A.2 Human ResourcesA.2.1 Important DatesA.2.2 New Employee ChecklistA.2.3 New HiresA.2.4 ReappointmentsA.2.5 Time Entry

A.3 Travel 101A.3.1 InternationalA.3.2 Professional DevelopmentA.3.3 Student

B CommunicationsB.1 Marketing

B.1.1 Branding – Center & ProgramB.1.2 Flyers, Displays, & PostingsB.1.3 Website

B.2 Public RelationsB.2.1 “It’s About” NewsletterB.2.2 Plasma ScreensB.2.3 Press ReleasesB.2.4 Social MediaB.2.5 T-Shirt Order

C Event/Program PlanningC.1 Cancellation & Student No-ShowC.2 Nole CentralC.3 Presentations, Trainings, & Workshops

D FacilitiesD.1 Building Access

1 | P a g eR e v i s e d : 7 / 1 0 / 2 0 1 5 b y L S

AGREEMENTS & GUIDELINES MANUALD.1.1 Key AccessD.1.2 Swipe Access

D.2 Business Continuity PlanD.3 Dunlap Student Success Center (DSC)

D.3.1 Opening/Closing ProceduresD.4 Commons Courtyard

D.4.1 DepartmentsD.4.2 Public UsageD.4.3 Reservation Process

D.5 Global & Multicultural Engagement Building (the Globe/GME)D.5.1 Opening/Closing ProceduresD.5.2 Staff Break Room

D.6 Office SuppliesD.7 Partner Student AgreementD.8 Reservable Spaces & Items

D.8.1 Donation BoxesD.8.2 Parking PassesD.8.3 Rooms & SpacesD.8.4 TableclothsD.8.5 TechnologyD.8.6 Vans

D.9 Shared SpacesD.9.1 KitchenettesD.9.2 Storage RoomsD.9.3 Work Rooms

E Shared WorkE.1 AdvisingE.2 Front Desk CoverageE.3 Garnet & Gold Scholar SocietyE.4 Service Scholars

F Technology & EquipmentF.1 Network Data Storage

F.1.1 K DriveF.1.2 One Drive

F.2 Reservation ProcessF.3 SharePoint/Intranet

G University Reporting


AGREEMENTS & GUIDELINES MANUALG.1 ADA ComplianceG.2 Sexual Harassment PolicyG.3 Title IXG.4 Clery Act Reporting

H TransportationH.1 EligibilityH.2 Reservation ProcessH.3 Key Sign OutH.4 Vehicle EmergenciesH.5 Van Training

I. AppendixI.1 Cash Collection LogI.2 Check Collection LogI.3 Credit Card Collection LogI.4 Commons Courtyard Reservation FormI.5 Building Orientation FormI.6 Important Contact InformationI.7 Van Training Course


AGREEMENTS & GUIDELINES MANUAL

Mission

Transform lives through leadership education, identity development and community engagement.

Vision

Students and alumni are responsible citizens and effective leaders. They are aware of and engaged in the world around them and use their talents and means to create a more just and humane society.

Students are aware of their values and multiple identities, including ability, age, class, ethnicity, faith structure, gender identity expression, nationality, race, sex, sexual orientation and socioeconomic status. They recognize the intersection of these identities and acknowledge that multiculturalism enhances quality of life. From this understanding, students belong to and create intercultural communities that benefit from the value of difference.

Students and alumni are known and respected for their leadership acumen and public service tradition. In their personal, professional and creative communities, they readily seek to accept opportunities for life-long learning, meaningful influence and positions of trust.



Guiding Principles

Holistic Learning Engage fully all aspects of the learner: mind, body, and spirit Provide and support a physically and a mentally healthy environment Respect and take advantage of all dimensions and talents of others

Respect and Commitment to a Shared Vision Support each other to accomplish personal and organizational goals Seek continuous advice and involvement from others Work together to create a shared vision and make continuous improvements

Diversity Respect and appreciate the history, tradition and cultures of ourselves and our

students Commitment to understanding the multiple layers of our identity and the identities

of others Recognize the importance of diverse experiences and thought

Social Justice Seek opportunities and expand knowledge to create positive sustainable change Develop an inclusive climate cognizant of power dynamics and their impact on

relationships Create an environment that encourages awareness of social issues Model social justice values and behaviors

Unity Create a community of care and regard Encourage the establishment and cultivation of meaningful relationships Honor the values, thoughts and strengths of others Act cooperatively and courteously in all environments Celebrate successes and occasions



ADMINISTRATION



Human Resources

New Employee Checklist

Coming Soon!

New Hires

Coming Soon!

Reappointments

Coming Soon!

Time Entry Sheets

Coming Soon!

Important Dates

Coming Soon!

Student Assistant Manual

PurposeThe following agreements & guidelines serve the purpose of informing student assistants about the procedures and protocol for the Dunlap Success Center. All student assistants should read through this document prior to beginning their first shift. This document should be readily available for all student assistants. Report any tardiness to the Operations Coordinator.

The Dunlap Success Center houses the Center for Leadership & Social Change and the Career Center. After-hours access is granted to those individuals who have obtained swipe access through the Center for Leadership & Social Change or the Career Center. The Global & Multicultural Engagement Building (the Globe) houses the Center for Global Engagement and the Center for Leadership & Social Change. The building remains open to individuals who have reserved space in the building or to individuals who have obtained swipe access from the Center for Leadership & Social Change or the Center for Global Engagement.



ExpectationsStudent Assistants who are covering the front desk are often the first staff member many guests will meet. It is important that you are positive and knowledgeable about the Center for Leadership & Social Change and are well acquainted with the operations of the University. The following are some principles to guide you:

Be accountable Be on time to a shift Take the initiative Helpful, pleasant, and willing attitude Reliable, responsible Communication Customer service skills Organizational skills Ability to establish and maintain effective working relationships Basic understanding and appreciation of the Center and its mission

AccountabilityIt is important for staff to be accountable. This means to arrive for your shift on time and be ready to start when your shift starts. If you need five minutes to prepare for your shift – i.e. securing personal belongings, going to the restroom, etc., then arrive five minutes prior to the shift so that you can start your shift on time.

Front Desk CoverageWhen needed, student assistants should cover the front desk or second floor desk. Ask the student-staff member you are relieving to give a brief synopsis of their shift, including notice of phone messages, packages, submitted documents, or any areas of concern they have noticed during their shift. If you are an evening student-staff assistant, please use the rolling white board easels in the Dunlap Success Center (DSC) lobby to inform guests where and who they can go to ask questions.

Time SheetsFill in your time sheet with the exact time of arrival and complete the daily checks listed in your folder. Upon your shift ending, fill in your time sheet with the exact time of departure.Scheduled rounds are set up so that you can monitor the spaces around the building.

Packages


AGREEMENTS & GUIDELINES MANUALMany of the deliveries you will handle will be from local vendors, FedEx, or UPS. Check to make sure that it is a delivery for the Center for Leadership & Social Change or one of our staff members.

When a package is dropped off to the front desk, it needs to be logged immediately on your Staff Report. To log a package, please write the addressee’s name and the time that it arrived.

Contact the staff member individually and immediately by emailing them. A list of email address can be found on the phone list or on our website at www.thecenter.fsu.edu/About-US/Meet-our-Staff. A sample email for package notification reads as follows:

Subject: Delivery NotificationDear (Name),This is (your name), a student assistant at the Center for Leadership & Social Change. I am writing to notify you that you have a package waiting for you at the desk. You may pick it up anytime.

Sincerely,(your name)

Telephone EtiquetteWhen you answer the phone, please use the following greeting, clearly and concisely:

“Center for Leadership & Social Change, this is (your name) speaking, how may I help you?”

Personal calls should not be made from the office phone.

To transfer a call, follow these steps:1. Press the “transfer” button on the phone.2. Enter in the intended recipient’s 5-digit extension.3. If the recipient will accept the call, press the “transfer” button again and hang up the

receiver.

Long distance phone calls can be made by dialing 9, then 1, then the area code and phone number.

Dress CodePlease understand that anytime you are working, you are a representative of the Center for Leadership & Social Change and Florida State University. In this capacity, you may be the


http://www.thecenter.fsu.edu/About-US/Meet-our-Staff

AGREEMENTS & GUIDELINES MANUALfirst person seen when guests enter the Dunlap Success Center. The following are unacceptable:

Pajamas Short shorts or skirts Fishnet tops Mid-drift tops Undergarments showing above the waist Necklines or underarms cut so low as to reveal one’s breasts or chest Clothing with offensive or inappropriate messages, either in words or in pictures

ConflictsIf at any time you feel unsafe or a situation becomes out of control, you are able to contact the Florida State University Police Department at (850) 644-1234 when it is safe to do so. Your supervisor should be immediately contacted following a call to FSU PD. Additionally, the situation should be documented on your Staff Report.

For evening student staff assistants, in the event of noise level issues, give three (3) warnings – verbal and/or written – before you ask them to leave. If they refuse to leave, contact your supervisor for further instructions.

If a conflict arises over space, refer to the reservation list or EMS to sort out the conflict. If the student group did not reserve space, they may not use the space and should find an alternative space to use.

If a group is out of compliance with any of the building agreements and guidelines, bring it to their attention. If it is not corrected immediately, contact your supervisor and document it in your Staff report.



Budgeting 101

Collection & Record Keeping Procedures

Purchase Orders

Coming Soon!

Receipts

Coming Soon!

Food Order Forms

Coming Soon!

Fundraising

Coming Soon!



Dunlap Success Center

Coming Soon!



Global & Multicultural Engagement Building (the Globe)

Staff Break Room

Coming Soon!

GME Lobby

Coming Soon!

Plasma Displays

Coming Soon!

Decorations

Decorations are permitted to decorate reserved spaces when appropriate. In addition to reserving enough time to decorate, the following guidelines apply. Guests may not tape, nail, or thumb tack any items to floors and walls. Additionally, guests are not permitted to attach items to light fixtures or ceilings. The following items are not to be used while decorating Globe spaces:

Tape Nails Thumb tacks Covering any room window(s) Candles or any open flame

Incense Fog, smoke or bubble machines Fountains or any water machine Balloons, glitter, or confetti

Amplification of Sound

Amplified sound is not allowed other than through the podium and built in sound system in the Auditorium. Music practice is not allowed in the program rooms.



Student Commons Courtyard

Departments

The tenants of the Student Commons Courtyard, hereinafter referred to as Courtyard, are the Career Center, Center for Global Engagement, Center for Leadership & Social Change, Student Life Cinema, University Counseling Center, and University Housing.

The Courtyard Committee, comprised of representatives from each of these departments, has authority over policies and procedures related to the Courtyard and events in the Courtyard. Each department’s representative to the Courtyard Committee is responsible for communicating policies and procedures regarding the Courtyard to his or her department. Exceptions to these policies may be made at the discretion of this administrative body.

Public Use

The aforementioned departments share the Courtyard for event programming. Non-tenant departments may reserve the Courtyard in partnership with any of the sponsoring departments (see Reserving the Courtyard below).

Reserving the Courtyard

The use of the Courtyard is limited to the tenants in the Departments section above. A staff member from one of the tenant departments must be responsible at all Courtyard events. Using the Student Commons Courtyard Reservation Form in the Appendix, requests to use the Courtyard should be made at least three (3) weeks in advance by the staff member of a tenant department who will be responsible for the event. This form should be completed and submitted to the Courtyard Committee representative from the staff member’s department (see below).

Student OrganizationsStudent Organizations who wish to use the courtyard MUST be affiliated with one of the tenant departments listed above (the organization is advised by a staff member or the organization is housed in the department listed). Tenants assume responsibility for any event planned by an affiliated student organization, campus or community partner, or guest of their space.

Reservation Confirmation


AGREEMENTS & GUIDELINES MANUALOnce confirmation of an event is received, the sponsoring staff member and their department are responsible for setup, permitting, and clean up for the event. Details regarding permitting and event setup are detailed in the sections below.

Tables and ChairsPlease speak with your representative about use of tables and chairs during your event at the courtyard. There are limited supplies, but you must work with your department representative about tables and chairs when you submit your application.

In addition to our supply, tables and chairs can be rented from Facilities Building Services. Events needing tables or chairs require a Work Request for Special Projects through the Service Center at Building Services in the Facilities Department at least two (2) weeks in advance of the event (644-2424 or facilities.fsu.edu). For weekend events, Building Services will deliver tables and chairs on Friday and pick up the tables and chairs on Monday. The sponsoring department is responsible for storing the tables and chairs inside their building during the weekend of the event. Tables and chairs can also be rented from off-campus vendors.

Amplification of SoundApproval to use amplification is granted by the Director of the Oglesby Union or Director of Student Activities Center. Amplification is allowed between the hours of 12:00pm and 1:00pm, Monday through Friday. Amplification is also permitted Friday between the hours of 5:00pm and 11:00pm, Saturday between the hours of 3:00pm and 11:00pm, and Sunday between the hours of 3:00pm and 7:00pm. On Fridays, there cannot be a sound check before 4:30pm. All amplification requires a Special Event Permit (SEP).


http://www.facilities.fsu.edu/


Building Access

Building Orientation & Procedures

The following agreements and guidelines serve the purpose of informing students about safety procedures, and proper use of the Dunlap Success Center (DSC) and the Global & Multicultural Engagement Building (Globe). All staff, students, and people needing card swipe access to the DSC and/or to the Globe are required to attend building orientation and receive a walking tour of each building. Building Orientation is valid for one academic year for students and others who are not staff of the Center for Leadership & Social Change (CLSC). Full-time staff should complete building orientation once and will receive updates of any changes via email or staff meetings. All others should complete building orientation once a year in order to receive updates or notification of any changes made within this document. Any deviation from these procedures should be discussed with the Logistical Operations Coordinator.

Walking Tour Point out the Card Readers, Reservation List located in front of the CLSC Lobby

doors on the first floor of DSC, and the rolling white board easels. Walk upstairs to DSC 2201/2202 if available and demonstrate the wall

divider/partition.o Everyone is required to try to lock and unlock a segment of the partition.o To close the partition:

Pull first partition segment out and all the way to the window/wall, so that the segment lies flush to the wall

Insert black key into lock at end of the partition segment (the key is located in a black box on the wall where the partition segments are stored)

Grab black knob with two hands, knuckles facing down or protected by other hand

Slowly turn knob clockwise, applying even pressure until segment locks into place

Line up second partition segment with first until silver edges match up.

Continue locking second partition segment – make sure all segments are completely straight and interlocked or partition won’t completely close.

When locking final partition segment, turn the key until the extra partition segment lies flush with the wall.


AGREEMENTS & GUIDELINES MANUALo To Open the Partition:

Insert black key into the white and black lock – turn until the extra partition segment fully retracts from the wall. *Note: there is no resistance with this extra partition piece so be careful!

Fold partition piece 1 into the wall and continue unlocking the other partition pieces.

Insert key into lock at the end of the door. Grab black knob with two hands, knuckles facing down or protected

by other hand. Slowly turn the knob counter-clockwise, applying light pressure up

but controlling movement. **Note: The lock will pop open quickly and forcefully. Be careful to control the key and pressure as you turn so as not to scrape knuckles on the door.

Fold the door and slide back into the wall. Continue with all the doors until complete.

Walk to the Globe and point out the Reading Room, Meditation Room, and CLSC Suite.

Presentation Learning Outcomes

o It is important to review the intended outcomes so that students, staff, and others understand the importance of building orientation.

Card Swipe Accesso Card Readers

Staff members (A&P, USPS, and Graduate Assistants) will receive 24/7 access to all rooms in DSC and the Globe.

Student Assistants & OPS will generally receive card swipe access from 8:00am until 11:00pm. Any variations should be approved by the Operations Coordinator.

Up to 4 executive board members of a Partnered Student Organization (PSO) will receive swipe access privileges. If more E-board members need access, the PSO should submit a proposal to the PSO Committee by emailing [email protected].

PSOs and volunteers of CLSC programs will receive access from 8:00am until 11:00pm with the understanding that everyone must leave the building by 11:00pm.

DSC is open Monday through Friday from 8:00am until 5:00pm. Perimeter and interior doors of DSC automatically lock at 5:00pm Monday through Friday.

The Globe is open Monday through Friday from 8:00am until 10:00pm and Saturday and Sundays from 12:00pm until


mailto:[email protected]

AGREEMENTS & GUIDELINES MANUAL10:00pm. However, the Globe is not reservable on home football game days, holiday weekends, and breaks between semesters. The perimeter doors of the Globe automatically lock when the building closes.

Everyone should be out of the building by 11:0pm including the Partner Student Organization Office spaces.

o Access Perimeter doors of DSC and the Globe should NOT be propped

open for any reason. If the door is propped open or held open for an extended amount of time, an alarm will sound and the Florida State University Police Department (FSU PD) will be notified to investigate.

Swipe access is a privilege that can be revoked if deemed to be used improperly.

In regards to the perimeter doors of the building(s), only allow people to enter if they are attending an event that is occurring in the building. Otherwise, people will be able to swipe into the building.

In regards to the interior doors of DSC, do not leave the door open for the next event after hours. The next organization should swipe into the space. This is so that when CLSC requests swipe access records to find out who damaged the room, etc., the next organization will be held accountable for the room.

Those who have swipe access will be held responsible/accountable for who they let into the buildings/rooms.

FSU Cards should not be loaned out to other students, staff, or community members. It is against FSU Card Policy (www.policies.vpfa.fsu.edu/bmanual/idcards). The FSU Card and services provided via the FSU Card is ultimately the responsibility of the person that the FSU Card is assigned to and that person will be held accountable for misuse of their FSU Card.

CLSC Lobbyo Front Desk Receptionist

Applications from PSOs can be collected at the front desk with the permission of the full-time staff member who is responsible for the front desk.

There should be no money collected by the staff of the front desk for any reason.


http://www.policies.vpfa.fsu.edu/bmanual/idcards

AGREEMENTS & GUIDELINES MANUAL If money is being received by a PSO, students should

coordinate with the PSO executive board or money may be secured in an envelope and placed in the PSO’s mailbox.

Money collection for Center programs may be collected via the black collection box on the wall in the CLSC First Floor Lobby. This collection box is reserved for Center programs only.

Flyers can be displayed in the CLSC lobby pending approval from the full-time staff member responsible for this area.

Space in the CLSC first floor lobby can be reserved by PSOs and Community Partners for a collection in a donation box. Up to 2 boxes can be placed in CLSC lobby at a time.

The following information should be collected:o 2 names to contact in regards to the supply driveo The contacts’ email and cell phone numberso A schedule of pick up dates & start date and end

date of the driveo A small to medium sized box that is decorated non-

offensively.o Cause of the supply drive - What agency and where

the supplies are going to Pick up times should be during normal business hours

and frequent. The maximum time permitted for a donation box to live at the CLSC lobby is two (2) weeks.

There should either be email correspondence showing the agreement between CLSC and the student organization or a written statement of the above information. Any variations should be approved by the Operations Coordinator.

Reservation Listo This list is located in the DSC first floor lobby near CLSC doors.o Organizations that have reserved space in DSC via CLSC should check

this list to confirm the room number for their event. Reservations are tentative and can be canceled or changed without notice.

o This list does not include reservations made by the Career Center (CC) nor internal meetings of CLSC staff. The Career Center has a separate reservation list for those organizations that reserved space through CC.

o The use of DSC space is for the purpose to conduct business of the reserving organization. DSC space should not be used for personal use


AGREEMENTS & GUIDELINES MANUAL(which includes studying) without a reservation. DSC lobby and CLSC lobby can be used for personal use without a reservation.

Events After 5pmo If meetings are held after 5pm, someone should wait by the exterior

doors to let members of the organization into the building for the meeting.

o Groups can use the magnets to post a sign on the white board easel or bring their own dry erase markers to write a message. Some things to include: group’s name, room number, and a phone number for late comers. At the end of the meeting, the white board should be erased.

o Please do not tape any flyers to the perimeter and interior doors of DSC or GME.

Building Guidelineso No open flames, candles, smoking or alcohol is permitted inside of DSC

or the Globe.o Reminders!

Fundraisers or any events that charge a fee are prohibited in the Globe. No money must be exchanged within the Globe for services or events.

Specifically to the Globe, staff and students should bring a laptop in order to utilize the technology in the rooms. If staff members are using a CLSC laptop, they should connect to the FSU network in DSC prior to logging into the laptop in the Globe. The Globe only has Wi-Fi capabilities and the connection is not strong enough to connect to the FSU network.

MacBooks are allowed in the Globe; however you should bring a MacBook adapter in order to utilize the technology.

o Decorations No tape, nails, thumb tacks are permitted to the floors, walls,

ceilings or light fixtures. Nothing should be attached or affixed to any of these places. In certain spaces of DSC and the Globe, thumbtacking and taping is permitted on the fabric walls.

No painting, spray painting, or glitter is permitted within the building. Any of these activities are not permitted on any sidewalks or brick. They are permitted in the grass.

o Who To Contact: Copier Issues: Front Desk Receptionist or PSO Graduate Assistant Building Issues: Building Operations Coordinator or PSO

Graduate Assistant


AGREEMENTS & GUIDELINES MANUAL Technology Issues: PSO Graduate Assistant Any issues/problems/questions: [email protected] or PSO

Graduate Assistant Dunlap Success Center

o Conference rooms hold 12 people or less. Program rooms hold more than 12 people.

o Program Rooms There is a room diagram in each of the program rooms of DSC. At

the end of the reservation, groups are expected to return the room to this default furniture set-up.

Conference room furniture is deemed immovable and thus should not be rearranged.

There are checklists in each of the program rooms that serve as reminders for the proper use of the space.

o Room Wizards are located outside of each reservable space. However these are not currently synced to our Event Management System. Therefore all reservations should be made via CLSC’s Scheduling Coordinator. All events require a reservation in order to use the space.

o Technology in each DSC room may be used by staff and students who have a valid FSU ID and password.

DSC and Globe technology is not Union or Classroom Enhanced Technology and if any technical concerns arise, the Technology Coordinator should be notified immediately.

Turn off all technology at the end of every event so that it can receive automatic updates.

Please follow all labeled instructions!o Smart Boards have specific markers; therefore dry erase markers

should not be used. Special software should be downloaded to the requester’s laptop prior to use.

o Tables and chairs interlock for easy storage. Extra tables and chairs should not be stored in the hallway in DSC 2201 due to fire hazards. All extra tables and chairs of DSC 2201/2202 should be stored in the storage room. Be mindful that the storage room is locked so do not leave personal belongings in this room and do not pull the door shut. Let the door shut by itself and it can be pushed open to be accessed.

o Food is permitted and cleaning supplies are available and located in a box in the program rooms or in a cabinet in the conference rooms in case there are any spills or messes.

All necessary event and food permits should be requested prior to events.



AGREEMENTS & GUIDELINES MANUAL If trash receptacles are overflowing or there is food in the trash

receptacle, the reserving organization should take the trash and trash bag to the nearest dumpster located behind the Globe building.

o In order to request space in DSC, the request form is at www.thecenter.fsu.edu/roomrequest.

Requests should be submitted at least 2 business days in advance; otherwise it could be automatically denied.

Cancellations should be received by CLSC’s Scheduling Coordinator.

Global & Multicultural Building (the Globe)o Specifically to the Globe, PSO’s have certain reservation guidelines to

follow: Student Organizations are expected to clean up before the end

time of their reservation or they will be penalized. Overtime will be counted against student organizations.

There is a limit of 1 reservation per day per organization/event. Program rooms are able to be reserved up to 8 times per

semester per RSO; and the Auditorium is able to be reserved up to 2 times per semester per RSO.

A kitchen safety class is required before using the Globe’s kitchen. The Kitchen and/or Dining Room are able to be reserved up to 2 times per semester per RSO.

If an organization receives 3 no-shows, they will lose reserving privileges in the Globe for the academic year.

Tables and chairs may not be moved for any reason by student organizations. They should stay locked in place. Tables and chairs may be moved for events by CLSC staff.

o No food or drinks are allowed in the program rooms. Food and drink is allowed in tile areas, but not permitted in carpeted areas.

o There are 3 conference rooms in the third floor suites of CLSC. One is reserved by the Globe’s Scheduling Coordinator and is

located in suite 3400. This conference room is shared by the PSO suite and the Center for Global Engagement’s (CGE) Special Academic Program (SAP) Office. It is reservable between 8:00am and 6:00pm.

The other two conference rooms (GME 3114 and GME 3102) are located in suite 3100 and are reserved by CLSC’s Scheduling Coordinator. GME 3102 is reservable by Partnered Student Organizations during normal business hours, but limited to CLSC


http://www.thecenter.fsu.edu/roomrequest

AGREEMENTS & GUIDELINES MANUALprograms after normal business hours. GME 3114 is limited to CLSC program and class use only.

o In order to request space in the Globe, the request form is at www.theglobe.dsa.fsu.edu.

Requests should be submitted at least 7 business days in advance; otherwise it will automatically be denied.

Cancellations should be received by the Globe’s Scheduling Coordinator at least 48 hours prior to the start of the event; otherwise the organization will be penalized.

Everyone should be aware of emergency exits located in both buildings in case there is a fire or other emergency.

Building Orientation Form After completing building orientation, a building orientation form should be

completed. This form is in the appendix. When filling out the form, complete the following:

o Fill in the FSU IDo Fill in the Supervisor’s Name. If it is a PSO executive board member, fill

in the Graduate Assistant’s name that is in charge of the program. If it is a Registered Student Organization that is advised by a CLSC staff member, fill in the advisor’s name.

o Fill in the Program Name. If it is a PSO, fill in the PSO’s name.o Fill in the doors that the supervisor has requested. Choose from the

following: DSC perimeter, DSC 1100, DSC 1102, DSC program rooms, DSC 2002, GME perimeter, GME 3200, GME 3400, GME 3100. Only full-time staff members are permitted to receive access to DSC 2002 and GME 3100.

o The Start Date is the date of building orientation unless otherwise specified by the supervisor.

o The End Date is May of the following year unless otherwise specified by the Supervisor.

Note: full-time staff members receive swipe access as long as they are employed by CLSC and will receive updates via email, program staff meetings, or cluster meetings. Students and others need to complete building orientation once an academic year in order to receive updates concerning this document. For the purposes of building orientation, the academic year begins in the summer semester and ends in the Spring semester.


http://www.theglobe.dsa.fsu.edu/

AGREEMENTS & GUIDELINES MANUALo State other CLSC Programs or PSOs in which the student are an

executive board officer in the line that states “If you are involved in other programs, please tell us here.”

o Read through the information stated on the form which should have been covered in building orientation.

o The person who completed building orientation should sign, print, and date the form. There is space to note if they want to receive a copy of the Agreements & Guidelines of the building(s) or a copy of the Building Orientation. This information should be emailed by the person who conducted building orientation.

Building Orientation should be conducted by the Operations Coordinator for staff and students involved in the programs of the Center. Building Orientation should be conducted by the Graduate Assistant in charge of the PSO program for executive board officers of PSOs. The Operations Coordinator can also conduct orientation to PSOs in the absence of the PSO Graduate Assistant.

With the exception of full-time staff swipe access, all access is purged in May of every year by the Swipe Access Coordinator. This month was chosen because it concludes the academic year and is when the PSO program begins again.



Reservable Spaces

The following agreements and guidelines serve the purpose of informing staff, faculty, and students about the proper procedure for reserving spaces, transportation, equipment and technology and parking passes. In order to better accommodate the duties and requirements of the Center for Leadership & Social Change (CLSC) needs, there are three categories of reservables available to CLSC staff and associated entities. Each category has further sub-categories of available reservables.

Rooms & Spaces

Dunlap Success CenterThe primary purpose of the Dunlap Success Center (DSC) is to provide working and meeting space for the Career Center (CC) and CLSC. CLSC houses a number of Registered Student Organizations (RSO) who have been granted office space and have the opportunity to request space in the building to conduct business. These organizations are deemed Partner Student Organizations (PSO). RSOs that are officially advised (according to Nole Central) by a CC or CLSC staff member also have the opportunity to utilize reservable space to conduct business. Departments within the Division of Student Affairs may also request space for their programs and events. In order to reserved space within DSC, a request should be submitted to the Logistical Operations Coordinator via thecenter.fsu.edu/roomrequest.

Rooms can only be scheduled for the current semester. The Logistical Operations Coordinator will notify staff when rooms may be scheduled for an upcoming semester. Requests that go beyond the current semester should be submitted to the Logistical Operations Coordinator for approval. No rooms may be scheduled more than one year in advance. No one may change another person’s reservations. If a space conflict occurs, notify the Logistical Operations Coordinator.

Tables and chairs may be moved in each of the program room spaces. At the end of the event, the room should be set back to its original default format. This should be completed before the end of the reservation. Conference room furniture is deemed immovable and therefore should not be moved.

CLSC may utilize the CC’s conference rooms when other rooms are not available. Notify the CC’s Office Manager (vice versa except the Logistical Operations Coordinator should be notified for CLSC).


http://www.thecenter.fsu.edu/roomrequest

AGREEMENTS & GUIDELINES MANUALAmplification of sound in indoor spaces is limited to the audiovisual (AV) equipment set up in the DSC rooms. No additional AV equipment should be added to the room unless it is approved by the DSC Building Committee. Amplification of sound in indoor spaces is defined as any sound level which exceeds normal tolerances and may disturb or disrupt activities happening nearby. This includes the use of microphones, speakers, musical instruments (acoustic or electric), DJs, etc. Generally speaking, if the sound level exceeds that of someone giving a lecture, it is considered amplified sound.

During Final Exam Week for fall and spring semesters, DSC will be open to students who have received swipe access to DSC. All card swipe guidelines apply. Each student should check in with the Evening Event Staff upon arriving. An upstairs Event Staff member will assign a room to each student.

When all spaces are reserved for a program, program coordinators should seek space in the Globe, the Union, Student Service Building, the Student Life Building, from University Communications, and/or Relations, etc.

DSC Room Number Capacity Equipment / Notes

Classrooms

1106 68 Computer, a projector, speakers, whiteboards, whiteboard markers/eraser.

2208 68 Computer, projector, speakers, Smart Board, whiteboards, whiteboard markers/ eraser.

Conference Rooms

11031

“Rosenbloom”9 Projection screen & projector, whiteboard,

whiteboard markers/eraser, kitchenette, speakerphone & phone line.

2001“Greenroom”

9 Wall-mounted computer monitor, a hidden whiteboard, whiteboard markers/eraser.

20022

“Executive Conference Room”

12 Computer, projection screen & projector, hidden whiteboard, whiteboard markers/eraser

1 This space is reserved for CLSC staff, programs, and PSOs.2 This room is a Career Center conference room because it is connected to their second floor office suite. The door that connects this conference room and the CC suite is not able to be locked. Therefore, it is only reservable for students from 8:00 a.m. until 5:00 p.m., Monday through Friday. If students need to use this conference room after 5:00 p.m. or on the weekend, a CLSC staff member must be present the whole time so that we are respectful of the space.



2002“Old Mailroom” / “Red Chair Room"

12 Computer, projection screen & projector.

Program Rooms

2201 66 Computer, speakers, whiteboards, whiteboard markers/eraser, projection screen & projector, collapsible wall separating room from 2202.

2202 66 Computer, speakers, Smart Board, whiteboards, whiteboard markers/eraser, projection screen & projector, collapsible wall separating room from 2201.

Other Reservable Spaces

Building Lobby (1000) N/A Reservable for special functions. Requests are granted through the building committee.

Donations Area (1000) N/A See: “Donations Area,” below.

Staff Break Room (1005) N/A Reservable for special functions. Requests are granted through the building committee.

Refrigerator (1005) N/A Reservable for special functions. Requests are granted through the building committee.

Global & Multicultural Engagement BuildingThe Global & Multicultural Engagement Building (the Globe) is designed to promote student engagement and interaction among diverse groups within the University community. FSU departments and Registered Student Organizations can use the various spaces at the Globe for business purposes only. The Globe is committed to responsible freedom and civil dialogue as well as to justice and public order, representing all students’ rights and interests. The Globe supports events that are culturally sensitive and focus on issues that are non-offensive to one or more groups of students. The facilities at the Globe may be used for meetings, banquets, workshops, programs, presentations, etc. as long as no exchange of money is involved. In order to reserve space in the Globe, a request should be submitted to the Scheduling Coordinator via theglobe.dsa.fsu.edu, click “Room Reservations,” and click “Policies and Reservations” or a CLSC Program Coordinator can email the Scheduling Coordinator directly since CLSC is a department housed in the Globe. Partnered Student Organizations should request space at least seven business days in advance via the link.



AGREEMENTS & GUIDELINES MANUALCLSC staff may move the tables and chairs to where the best see fit, but at the end of the CLSC reservation, tables and chairs must be placed back into its default format. Student groups may not move the tables and chairs for any reason

The following are the rooms in the Globe that are reservable by the Globe’s Scheduling Coordinator. All of the program rooms are equipped with a projection screen, a lectern/podium with audio and video cables, overhead projectors with built-in speakers, and whiteboards, whiteboard markers, and eraser. A box with remote controls and supplies will be provided at check-in and must be returned at check-out. Groups will need to bring their own laptop. The Globe staff cannot provide support for Macs. Food can be served on the counters outside the program rooms during breaks and no food or drinks are allowed inside the program rooms.

Room Number Capacity Equipment / Notes Scheduling Coordinator

Classroom

2300 ?? Projection screen with projector. May only be used by official FSU courses.

GME

Conference Rooms

3102 6 CLSC

3114“The Treehouse”

12 Wall monitor, hidden whiteboard. CLSC

3401 9 Reservable from 8:00am to 6:00pm, Monday through Friday

GME

Program Rooms

1300Auditorium

100 peopletheater style

Three step raised stage with a podium and a build-tin sound system with overhead projector; dressing room complete with a wall of makeup mirrors and changing stalls; two options for student organizations: theater style or round tables with each table seating 8 people

GME

2400 42 Eight round tables of six GME

2500 36 Table in a large rectangle shape GME



2600 45 Theater style GME

3500 26 Classroom style GME

Café Suite

1400ALounge

25 May not be reserved independently from 1400B.

GME

1400BDining Room

70 Various sized rectangular and round tables; hot steam tables and a cold section for serving food; tables and chairs in the dining room should not be moved for any reason. May not be reserved independently from 1400A.

GME

1500Kitchen

N/A Reserved independently of Suite 1400. May only be reserved by FSU staff who have completed required training. If a group would like to use the kitchen, a Kitchen Request Form should be completed which automatically includes the dining room. May only be use in the presence of authorized and trained GME staff.

GME

Donation Boxes

In the Dunlap Success Center (DSC) only, there is a Donations Area in the DSC lobby, near the CLSC main entrance. In order to be respectful and mindful of the partnership with the CC, CLSC allows one (1) donation box per organization for a maximum of two (2) weeks. The organization should check and pick up items multiple times per week. The recommendation is at least two (2) times per week.

The following information should be submitted to the Logistical Operations Coordinator and the Front Desk Receptionist personnel:

Contact person’s name, email, cell phone number, and affiliated agency/organization

Name of the cause, purpose, and organization that the drive benefits Donation drive start and end dates (maximum of two [2] weeks) Schedule of pick up dates and times during normal business hours (between

8:00am and 5:00pm, Monday through Friday)


AGREEMENTS & GUIDELINES MANUALIn order to have effective lines of communication, this information should be submitted via email and an email correspondence should exist between the Logistics Coordinator, the Front Desk Receptionist, and the organization each time donations are picked up, when the drive is complete, and when all materials are collected. Organizations are responsible for supplying their own donation receptacle. Receptacles should not exceed the size of three (3) feet in width/depth and four (4) feet in height. Receptacles should also be tastefully decorated.

Event Equipment

CLSC has a collection of reservable event equipment for use by CLSC programs that are located in DSC first floor community supply storage room. Generally, this equipment should be used by a staff member (full-time, part-time, or graduate assistant) and checked out via a clipboard located in the storage room. Event equipment include: glass vases, glass water pitchers, beverage dispensers, and water coolers. To reserve and use the equipment, please check out the item through the clipboard that is in the storage room.

TableclothsCLSC has a collection of reservable tablecloths for use by CLSC programs. Generally, this equipment must be reserved by a staff member (full-time, part-time, or graduate assistant). Tablecloths may be lent to CLSC’s partner departments3. Decisions to lend this equipment are at the discretion of CLSC staff.

Tablecloths come in a variety of colors (white, ivory, black, and garnet with CLSC logo) and styles (rectangular or circular). To place a request for tablecloths, send an email to [email protected] with the quantity, color, and style tablecloth(s) that you would be prefer. You can include information on the size of the tables if you are unsure of what size tablecloth that you need.

TechnologyCLSC has a collection of reservable technology for use by CLSC programs. All technology should be reserved by a staff member (full-time, part-time, or graduate assistant). Student assistants or interns should not place requests. Requests placed by students who are not employed by CLSC will be declined. Students who are associated with a CLSC program should speak with their program’s coordinator if they need to use CLSC technology for an event. Their program coordinator can assess the need and place a request at their own discretion. The staff member who places the request is ultimately responsible for the borrowed equipment and should take care when entrusting it to others. 3 For example, the Career Center, Center for Global Engagement, or the Office of the Vice President of Student Affairs.




Technology: Notebook Computers MacBook Computers Point-and-Shoot Cameras Video Cameras LCD Projectors Speaker Systems Tripods Wireless Mice & Keyboards Presentation Remotes Media Card Reader Battery Chargers (Cameras, MacBook, etc.) Audio/Visual Cables Other Items (Catalogue Available on Request)

At this time, CLSC equipment may only be reserved by CLSC programs. External entities (other FSU departments, registered student organizations, partner student organizations, etc.) should request space which already includes the necessary equipment.

Where possible, requests should be made at least three (3) business days in advance of the day when the equipment or technology is needed. To request training on how to use either DSC or CLSC technology, email [email protected]. To place a request for technology, visit thecenter.fsu.edu/resources/resource-request, scroll to the bottom of the page, and click “Technology Reservation Request Form” link.

Transportation & Vehicles

VehiclesAll vehicle reservation requests should be made in accordance with CLSC Transportation Guidelines. See that section to determine eligibility to request a vehicle.

CLSC has seven (7) vans [three (3) minivans and four (4) large 10-passenger vans]. In order to reserve a van, student drivers should expect a minimum of three (3) people to be on the trip.4

Minivans have a maximum capacity of seven (7) people, including the driver. The maximum driving distance allowed is four-hundred (400) miles.

4 Student organizations are limited to one-long distance trip a semester and the request should be placed at least four (4) weeks in advance of the trip.


https://nolecentral.dsa.fsu.edu/form/start/46667



10-passenger vans have a maximum capacity of ten (10) people, including the driver. The maximum driving distance is limited to Leon, Gadsden, Jefferson, or Wakulla counties.

Before anyone is authorized to drive a CLSC van, training must be completed. To initiate the process, drivers are required to submit a copy of their valid US driver’s license and current

Parking PassesCLSC pays for two (2) parking passes each year. Passes are reserved for guests of CLSC who are not affiliated with FSU and therefore, do not have any other access to a valid FSU parking pass. In general, passes should not be used by personal guests of CLSC staff. The two parking passes are classified as follows:

CLSC assigned guest parking space: This space is located in the Traditions Way parking garage. It is immediately inside and to the right of the garage’s first floor, southern entrance. It is the third space, titled “Center for Ldrsp. & Social Change.” Visitors will receive a ticket if they park in this spot without the appropriate parking pass. Thus, it is recommended that staffers meet CLSC guests at the garage. This pass should NOT be used for personal use by staff members.

Departmental Parking Permit: This pass allows a CLSC guest to park in any staff (“R”) parking space. These spaces are denoted with Red lines. Visitors will receive a ticket is they park in a spot without this parking pass. Thus, it is recommended that staffers meet CLSC guests at the parking spot.

In special instances, the Career Center allows a CLSC guests to utilize their visitor parking spaces. In order to be respectful of CLSC’s relationship with the Career Center, requests to borrow their parking spot should be emailed to [email protected] to minimize the points of contact involved. To request either of these parking passes, email [email protected].





Shared Spaces

This agreement and guideline pertains to the spaces that are shared across the department only – kitchenettes, Center main lobby, workrooms, and the storage closets.

Kitchenettes

Leftover FoodIf you have leftover food from an event and put it out on the kitchenette counter to share, refrigerate or throw away any uneaten food by the end of the day. Any leftover program food that is refrigerated should be stored in a sealed container and labeled with the following information:

The date the food was placed in the refrigerator What the food item is The staff member’s name who put the item in the refrigerator Label who can eat the food whether it is “for staff” or “for students”

After one week, any uneaten food should be thrown away. Any perishable food not eaten by an appointed date will be thrown away by the designated staff member to clean the kitchenette (see below).

Kitchenette clean up scheduleThere is a system for keeping the kitchenettes clean – the Good Neighbor of the Month Program. Staff members that use any of the kitchenette space are encouraged to sign up for one of the monthly clean up days for the kitchenette that they use (typically the first Thursday/Friday of every month) – and on that day it will be that staff member’s responsibility to clean:

1. The refrigerator (throwing away food items that are expired or old and wiping down the shelves, defrost, etc.)

2. The microwave (washing the turntable, wiping out any spills and crumbs, removing smudges inside and out, etc.)

3. The sink (informing staff members of their dirty dishes, cleaning the sink, disinfecting the sponge, etc.)

4. All counter spaces (wiping down all counter/table surfaces, putting any washed/reusable dishes back into the cabinets, etc.)

Workrooms & Storage Closets

All staff members are encouraged/expected to put materials away, put items back where they belong at the conclusion of events/programs (includes dollies/carts, decorations,


AGREEMENTS & GUIDELINES MANUALbeverage containers, office supplies, dishes, vases, etc.). The1st floor storage closet is considered a “Community Closet” for items that do not belong to a particular program/event. Items in this space are for all staff members to use as needed. Some items are consumable; others are reusable. The 2nd floor storage closet is reserved for programmatic use. Space will be assigned to programs/events that need space by the Logistical Operations Coordinator. The 3rd floor storage closet is considered the “Technology, Operational Supply” closet. All surplus items, technology and equipment can be found here.



Technology & Equipment

Reservation Process

Please see section above “Reservable Spaces” for more information about the types of reservable technology.

At this time, CLSC equipment may only be reserved by CLSC programs. External entities (other FSU departments, registered student organizations, partner student organizations, etc.) should request space which already includes the necessary equipment.

Where possible, requests should be made at least three (3) business days in advance of the day when the equipment or technology is needed. To request training on how to use either DSC or CLSC technology, email [email protected]. To place a request for technology, visit thecenter.fsu.edu/resources/resource-request, scroll to the bottom of the page, and click “Technology Reservation Request Form” link.

Network Data Storage (K drive)

Coming Soon!

SharePoint/Intranet

Coming Soon!


https://nolecentral.dsa.fsu.edu/form/start/46667



Transportation

Driver Eligibility

Potential drivers must: Be 18 years of age Have a valid U.S.5 driver license Have held a valid driver license for a minimum of two years Have an acceptable driver history, as defined by the Center (see “Notification of

Drivers for Van Training”).o Exception: The Director or Associate Director may approve one-time

use by faculty or staff drivers for emergencies. The driver must provide a copy of their license, provide a copy of their personal motor vehicle liability insurance, sign the Transportation Agreements & Guidelines, and complete the Emergency Van Utilization Affidavit.

Driver’s HistoryFlorida DriversA potential driver must bring their valid driver license and valid automobile insurance card to the Center for Leadership & Social Change. The license and insurance card are photocopied onto the Driver Intake Form and given to the Transportation Coordinator. Once the Driver Intake Form is complete, a request for the driving record is submitted to the Florida Department of Motor Vehicles (DMV). Based upon an agreement with the Florida DMV, the Center for Leadership & Social Change may obtain the driving record of potential drivers. An official request form must be completed, signed, and faxed to the DMV by the Transportation Coordinator. The request should be made at least one month prior to van use.

Potential drivers who have recently obtained a Florida license should request the driver history from the state or country6 in which they last held a license.

Out of State DriversAn out of state driver is responsible for obtaining their driver history from the state in which the license was issued and any charges7 associated with that process. An out of state 5 While those being trained only need to have held a driver license anywhere in the world for a minimum of two years, we believe that it is necessary that individuals have a knowledge of driving in the United States as all countries have different limitations and parameters.6 The question about out of country driving records began in the fall of 2011 and it seemed necessary to include it in this document.7 The question of how CLSC could help with charges began in fall of 2014. It was already included in


AGREEMENTS & GUIDELINES MANUALdriver history may take in excess of one month to obtain. For more information, contact the DMV for the state in which the license was issued.

Required InsurancePursuant to Florida Statutes, section 110.501, 110.50, and 768.288, personal motor vehicle liability coverage insurance must be in effect at all times while operating a University vehicle. The driver is responsible for keeping their most recent insurance card on file at the Center for Leadership & Social Change.

Notification of Drivers for Van TrainingAfter a review of the driver history, potential drivers are notified regarding eligibility for van training. Each case is handled individually and in confidence by CLSC staff. Potential drivers schedule time for van training with their CLSC Program Coordinator, the CLSC staff member appointed by their Program Coordinator/Transportation Coordinator, or the Transportation Coordinator. Potential drivers will not be approved to drive if they:

Do not have proof of personal motor vehicle liability coverage insurance Have 6 or more points in the past 2 years Have an excessive amount of violations (to be determined at the discretion of

Center administrators) Have drug or alcohol related violations Center staff feels the trainee is not prepared to drive safely.

All approvals to drive are at the discretion of Center staff

Van Training ParametersVan training is done by appointment only. Only persons who meet the eligibility requirements listed above may be trained. Van trainings may not be held during poor weather conditions. Trainings cancelled due to poor weather conditions will be rescheduled at the discretion of the trainer. Van trainings may only be conducted by Center staff members who are van trained.

Van Training

Van training should begin at the Reception Area of the first floor CLSC lobby. Have the trainee look up the vehicle to be used for training and check out the key. Then, take the student to Traditions Garage. Show the student the eight CLSC parking spaces and vehicles. Have the student locate the vehicle to be used for training by matching the license plate to

this document at that time. A Center program was willing to help with the cost and the cost was incurred by the program’s budget.8 As of November 2014, this information is still accurate.


AGREEMENTS & GUIDELINES MANUALthe plate number on the key chain. Before entering the vehicle, visually inspect the vehicle for damage, flat tires, etc. For older vans, the driver should unlock each passenger door for their passengers. Then get in the vehicle. Before the trainee begins driving, review the paperwork and vehicle operating guidelines. In order to do this, turn on the vehicle and the interior dome lights. Make sure to cover ALL emergency information thoroughly. Take time to review the vehicle’s driver seat, adjust the seat and mirrors, and find how to turn on the headlights, the dome lights, windshield wipers, and other controls. The course for the vehicle training is outlined in the Appendix.

Reserving a Vehicle & Obtaining a KeyThe Transportation Coordinator oversees van scheduling and the Front Desk Receptionist oversees the van keys. All van requests should be directed to the Transportation Coordinator. When requesting vans, student groups should submit requests via their Designated Reservation Individual. A few notes:

Van reservations should be requested by staff members or the designated individual within a Partner Registered Student Organization (PSO).

When scheduling vans, one vehicle should always be kept at the Center for staff use or in case of emergency.

The capacity of a large passenger van is 10 people, including the driver. In the large passenger vans, passengers should be seated in front of the rear axle. The capacity of a minivan is 7 people, including the driver.

Trips outside the local service area (Leon, Gadsden, Jefferson, and Wakulla counties) require four (4) weeks’ notice in advance of the trip. The Transportation Coordinator will report long distance trips to the Director of Finance and Administration.

Non-Center reservations will be reported to the Transportation Coordinator and the Director of Finance and Administration.

The Front Desk Receptionist will print a listing of assigned vehicles each day. This list is kept at the front desk on a clipboard, on a shelf just above the drawer. The vehicle keys are kept at the front reception desk. The vehicle can be located by matching the license plate number on the key chain to the license plate on the van and the one-digit van number on the key chain and parking sign. Van keys must be signed out in the binder that is located at the front desk. The sign out sheets are organized by vehicle and include the driver’s name, cell phone number, time in, date, and the purpose/destination of the trip. Keys must be signed in at the conclusion of the trip. Center staff will sign in keys in the drop box after hours. For weekend vehicle reservations, the keys for the reserved vehicle, as well as a set of keys to another vehicle, will be kept in the top left drawer of the front desk reception desk in case of vehicle problems. Drivers who do not have access to the Center and are


AGREEMENTS & GUIDELINES MANUALusing a van after normal business hours or on a weekend must make arrangements to pick up the key during normal business hours.

Please understand that all reservations are tentative and contingent upon vehicles being available and operable.

Location of Vehicles

FleetThe following vehicles are for use by individuals who meet the qualifications set forth within this document that need transportation to successfully plan, participate in, or facilitate activities and/or programs that meet the mission and vision of the Center for Leadership & Social Change.

Van License Plate Van Parking Space2011 Nissan Quest YE200 72007 Nissan Quest YA663 12005 Chevrolet Venture 29675 52002 Dodge Ram 36502 61999 Dodge Ram 32068 41995 Dodge Ram 22998 31994 Ford Econoline 22933 2

LocationEach vehicles is assigned a reserved parking space in Parking Garage 2 (Traditions Garage/Denny’s Location), which is located on Traditions Way. The reserved spaces are located in the southeast corner of the first level of the garage. Vehicles should be parked in the space that matches the van number on the key chain.

If a driver returns a vehicle and finds all seven of the Center’s reserved spaces are occupied, the driver should park the vehicle in a legal student or staff space. If the driver parks the van in a space other than that which is designated for Center vehicles, the driver should notify the Front Desk Receptionist in person, with a note, or email the Transportation Coordinator with a reason for parking in an unassigned spot and the van’s location.

Van Usage by Non-Center Organizations 9

9 Non-Center organizations include other departments within the Division of Student Affairs, other FSU entities, Partner Student Organizations, and other Registered Student Organizations.


AGREEMENTS & GUIDELINES MANUALVan requests are determined as follows:

First priority is given to Center programs. Second priority is given to RSOs who are tenants of the Center’s student

organization spaces. All other requests will be handled at the discretion of the administration.

All van reservations by non-Center organizations are tentative. If a Center program or student group10 requests a van, the non-Center organization’s reservation may be cancelled. Those borrowing vans at the discretion of the administration must follow all procedures outlined in this document. This includes meeting the eligibility requirements outlined in the Driver Eligibility section and successfully completing van training. All RSOs should review “Tips for Student Travel” on Student Activities Center’s website. Vans used for non-Center activities are expected to return the vans with a full tank of gas, which is the financial responsibility of that organization.

If a group would like to reserve a van, there should to be a minimum of three people riding in the van. No non-Center organizations group may reserve all vans at any time.

All driver history requests should come through the Center (see driver eligibility section). A department or group may not independently request driver history reports (unless the individual has an out of state license) and request to have members trained. Departments and groups may not schedule van trainings without a reservation. Only the necessary number of personnel will be trained.

Vehicle Emergencies

Emergency contact information is located in each vehicle on the back of the Mileage Log and Liability Form clipboards. This information can also be found in the Emergency Contact Information document by following the file path K:\CLSC-Shared\Center Operations\Transportation\Forms in the Vans\Emergency Information_2013.

Accident or Medical EmergencyIn the event of an accident or medical emergency, call 911. All accidents must have a police report.

Contact a Center Staff MemberIt is imperative that a Center staff member knows about an accident, medical emergency or breakdown. During normal business hours, contact Center for Leadership & Social Change

10 SGA will reimburse student organization’s gas for travel related expenses through their organization’s account.


http://union.fsu.edu/sac/eventplanning/tips-for-student-travel/

AGREEMENTS & GUIDELINES MANUALat (850) 644-3342. After normal business hours, first, call your Program Coordinator or Student Group Advisor. If you are unable to reach your Program Coordinator or Student Group Advisor, also try to contact the following people:

Laura Osteen, Director, Cell: (850) 559-4071 Sandi White, Director of Finance & Administration, Cell: (850) 321-4616 Steve Mills, Associate Director, Cell: (850) 933-9945 Miguel Hernandez, Associate Director, Cell: (850) 273-9380 Heather Stitely, Program Coordinator, Cell: (850) 694-0612

If you cannot reach the Center and the vehicle cannot be driven…In Tallahassee: Contact Parkway Towing at (850) 878-6811. Let the towing company know that you have a State of Florida vehicle that needs assistance. The towing/assistance charges will be paid by the FSU Center for Leadership & Social Change by credit card on the next business day. Give the towing company the following contact information: Sandi White, Director of Finance & Administration, Work Number: (850) 644-8365.

For Accidents where the vehicle sustains body damage: Have the truck tow the vehicle to Capital City Collision at 1320 Lake Bradford Road (850-575-9202).

For Breakdown Assistance: Have the truck tow the vehicle to Patton’s Alignment & Brake Service at 2405 S Adams Street (850-222-6661 or 850-222-0142).

Out of Town: Call 911 to reach local emergency personnel.

Risk Prevention

Accidents or Emergency SituationsIn the event of an emergency, student drivers may call staff members who are program advisors. In this case, staff members are expected to:

Confirm that the students have called 91, if necessary. Confirm that the students obtain a police report for any accident. Obtain as much information as possible. Call the Director, the Associate

Directors, the Transportation Coordinator, or the Director of Finance & Administration to alert them to the situation and determine if further action is required.

Vehicle RangeAll vehicles will be limited to a range of 400 miles. After 10 years of 100,000 miles, vans will be limited to Leon, Gadsden, Jefferson, and Wakulla counties. Vehicles limited to the aforementioned counties include: 1994 Ford, 1995 Dodge, 1999 Dodge, and 2002 Dodge.



Travel Outside of Leon, Jefferson, Gadsden and Wakulla CountiesWe recommend that anyone driving a van outside of Leon, Jefferson, Gadsden, and Wakulla counties have AAA or National Motor Club membership. We require that drivers leaving the counties listed above have a major credit card or the ability to pay for towing/repairing a vehicle and/or lodging in case of emergency.

Insurance CoverageFSU employees and volunteers authorized to drive for FSU-related business may have a degree of coverage through the University. Personal insurance may come into effect in certain situations. For more information, see Florida State’s General Counsel.

The Sovereign Immunity Statute includes that the following are the Coverage Limits (pursuant to Chapter 284, Part II 768.28, Florida Statutes11). For more information, please contact Environmental Health & Safety. Automobile Liability Coverage:

General Liability: $200,000 each person, $300,000 each occurrence Personal Injury: $10,000 each person, $10,000 each occurrence

If an FSU employee is renting a car, they should rent the car on the state contract, which is currently with AVIS. In this case, the employee is covered the same as if they were driving a state vehicle. The employee can waive the physical damage portion when renting the state contracted car. If possible, the car should be rented on the department travel credit card. If an FSU employee is driving their own vehicle for FSU business, the FSU employee’s personal insurance may be liable for damages.

Vehicle MaintenanceVehicle maintenance is the responsibility of the Transportation Coordinator and student employees under the supervision of the Transportation Coordinator. Each week, the Transportation Coordinator or student employees should check the vans and confirm that:

Gas tanks are filled. Trash is removed. Release from Liability and Statement of Consent Forms and Mileage Logs are

full are returned to the Transportation Coordinator.Following a Non-Center Organization reservations, designated staff members should check the vehicle to ensure it was returned with a full-tank of gas.

Oil ChangesSuperLube conducts CLSC vehicle oil changes on Pensacola Street. A copy of the invoice is returned with the vehicle.

11 Correct as of November 2014.



Repair/MaintenancePatton’s Alignment & Brake Service conducts routine maintenance on CLSC vehicles at 2405 South Adams Street (850-222-0142). A detailed invoice is returned with the vehicle.

Maintenance of Records

A paper copy of the following records is kept for each driver in a locked filing cabinet in room 1102 in the Dunlap Success Center (DSC). Paper copies of documents are kept for four years before being shredded. Electronic records are maintained in the Van Driving Records spreadsheet. The spreadsheet can be found on CLSC’s SharePoint Site at https://clsc.intranet.fsu.edu/Logistics/Lists/VanDrivingRecords/AllItems.aspx.

Copy of driver license Copy of automobile insurance Copy of driver history record Signed Transportation Agreements & Guidelines Signed Driving Authorization Form EHS Certified Volunteer Form

Any change in driver status must be reported to the Transportation Coordinator. This may include, but is not limited to, the driver being issued a ticket, having their license revoked/suspended, or the driver having an accident. This will require the driver to obtain another driver history report and may affect a driver’s eligibility. Drivers are responsible for submitting a new copy of their driver’s insurance card prior to the expiration of the current card. CLSC maintains information about persons who submit a driver eligibility document but are not approved to drive vans, based upon either the driver history report or van training. The information is entered into the database and the Transportation Coordinator notes the reason the student was not approved to drive. The liability forms from each vehicle are kept on file for three semesters before being shredded.

Suspension or Revocation of Driving Privileges

If a student fails to follow the guidelines set forth in this document, the Transportation Coordinator may determine that their driving privileges may be suspended or revoked. If anyone feels unsafe while riding in a Center vehicle, the concern should be reported to the Transportation Coordinator. The Transportation Coordinator will discuss the issue and additional information will be collected if necessary.

Notification of Policy Changes


https://clsc.intranet.fsu.edu/Logistics/Lists/VanDrivingRecords/AllItems.aspx

AGREEMENTS & GUIDELINES MANUALThe above policies are subject to change without notice at the discretion of the administration.

Driver Agreement

I certify that I meet the Center for Leadership & Social Change’s Transportation Agreements & Guidelines minimum guidelines for driving a Center vehicle. I understand that if I have any changes in my driving record I must notify the Center for Leadership & Social Change in advance of my next scheduled appointment to drive.

I (print name) have been trained to drive a Center vehicle by a designated Center for Leadership & Social Change employee. I have read, understand, and agree to abide by the Center’s Transportation Agreements & Guidelines. Any deviation from the agreements and guidelines outlined in this document may result in the loss of my driving privileges.

Signature of Driver Date

Signature of Trainer Date

Van Training

PaperworkMileage LogsAll drivers must complete the Mileage Log each time they use a van. Problems, such as a check engine light, broken headlight, etc. should be recorded in the notes section and also reported verbally and/or in writing to the Transportation Coordinator.

Liability & Statement of Voluntary Consent FormAll passengers riding in the van must sign and date the Release from Liability & Statement of Consent form once each semester in each vehicle. It is the responsibility of the drive to make sure that all passengers have signed the form.


AGREEMENTS & GUIDELINES MANUALEmergency Contact InformationEmergency contact information is located in each vehicle on the back of the Mileage Log and Liability Form clipboards. All accidents require a police report. Drivers must report accidents and emergencies to the Program Coordinator or CLSC Student Group Advisor and the Transportation Coordinator. The Program Coordinator and the Transportation Coordinator should report the accident to the Director, Associate Directors, and the Director of Finance and Administration.

Operating ProceduresDrivers are representing themselves and Florida State University (as stated on the side of the vehicle) and should behave in a professional manner at all times when driving a Center vehicle.

Large 10-passenger vansThe large vans are heavy vehicles. It takes a longer amount of time to stop and to begin going again. The smoother your braking and acceleration, the more passengers will have a stronger sense of confidence in their driver. The large vans have a high center of gravity and are top heavy. Do not affix luggage to the top of the vehicle and refrain from driving the large vans on the interstate. Take wide turns to minimize the risk of the vehicle flipping over.

Top PriorityThe top priority of the driver is the safety of the vehicle and their passengers. Drivers should exercise caution and build extra time so that they can take their time while driving.

PassengersIn large vans, passengers should be seated in front of the rear axle. The driver and passengers should not smoke in the vehicle. No one under the age of 18 may be transported in a CLSC vehicle unless accompanied by a parent or guardian. Agency clients may not be transported in a CLSC vehicle.

CargoIf luggage or equipment is being transported, it should not block the rear or side windows. Cargo should not prevent passengers from wearing their seatbelts properly. In the large vans, passengers and cargo should be seated in front of the rear axle. At no time should cargo be affixed to the roof of any vehicle.

Prior to DepartureVisually inspect the van before leaving the premises. Make sure that the tires are inflated and that there is enough gas for the trip. Make sure there are no unknown fluids leaking


AGREEMENTS & GUIDELINES MANUALfrom the vehicle. Notify the Transportation Coordinator or the Front Desk Receptionist regarding problems prior to departure.

Check the parking brake. Adjust the rear view mirror, side mirrors, steering wheel, and driver’s seat. Make sure that you can decrease as many blind spots as you can when adjusting your side and rear view mirrors. The edge of the vehicle should be seen in the side mirrors and when you lean forward, the driver can see more of the blind spots.

When DrivingAll passengers must wear a seatbelt. Drivers must obey all traffic laws. Drivers should not talk on a cell phone, text, or eat while driving. If the driver needs to use the phone for any reason, the driver should pull off to the side of the road in a safe location before placing a call.

Drivers should not drive for more than three hours before switching drivers or taking a break.

In ideal driving conditions, there should be a four-second “cushion of safety” between the vehicle you are operating and the vehicle in front of you. As conditions worsen and more passengers are in the vehicle, this cushion of safety should increase. If you have a tailgater, increase the cushion of safety as well for a safer stopping distance.

Never assume another driver’s intentions. Scan every few seconds and in each of your mirrors so that you are aware of other drivers, objects, etc. Make sure to communicate with other drivers through the use of blinkers. Do not wave a vehicle through an intersection or motion for a pedestrian to cross the street where there is not a crosswalk.

Upon return to the Traditions Parking GarageAll trash should be removed from the vehicle. All vehicle doors should be locked. Lights should be turned off. This includes the interior dome lights and the headlights.

If there are any problems with the vehicle, they should be noted on the Mileage Log and the Front Desk Receptionist, Program Coordinator, and/or the Transportation Coordinator should be notified immediately. If the vehicle is returned outside of normal business hours, the driver should leave a note and/or send an email upon returning the key.

Non-Center organizations/groups are asked to replenish the used gas at an off-campus gas station (at their own expense) before returning the van to campus. If a trip was for a Center program/project, the driver should gas up the van at the designated on-campus gas pump before returning the van to parking garage if the tank is less than ¼ full.



Travel 101

Professional Development Travel

Coming Soon!

Student Travel

Coming Soon!

International Travel

Coming Soon!



Event/Program Planning

Cancellation & Student No-Show

Our cancellation/no-show process varies by type of program or reservation. Please note the following guidelines are designed for Florida State University students and in regards to cancellation or no-show penalties. Call our staff (850)644-3342 or email [email protected] with questions.

We understand that situations may arise in which you must cancel your registration or reservation. It is therefore your responsibility to inform the Center for Leadership & Social Change of excuses within the timeframe allotted below.

Excused cancellations and no-shows include documented illness, deaths in the family or other documented crises. These cancellations or no-shows will be accommodated in a way that does not arbitrarily penalize students who have documented excuse. Consideration will also be given to students whose partner/spouse or dependent children experience serious illness. If you choose to cancel your participation in a program, you must contact the program coordinator with your intent and must be submitted in writing and include documentation.

LeaderShapeYou must cancel your registration at least 5 days prior to the start of LeaderShape in order to avoid being assessed a fee of $250 that will be assessed to your student account. Additionally, sponsoring departments will not be refunded registration fees and will not be credited the amount next year for the event. For any questions or concerns, please call our staff at (850) 644-3342 or email [email protected] with questions.

Leadership LOGICYou must cancel your registration at least 2 days prior to the start of Leadership LOGIC in order to avoid being assessed a fee of $25 that will be assessed to your student account. For any questions or concerns, please call our staff at (850) 644-3342 or email [email protected] with questions.

Multicultural Leadership Summit (MLS)You must cancel your registration at least 5 days prior to the start of MLS in order to avoid being assessed a fee of $45 that will be assessed to your student account. Additionally, sponsoring institutions will not be refunded registration fees and will not be credited the





AGREEMENTS & GUIDELINES MANUALamount next year for the event. For any questions or concerns, please call our staff at (850) 644-3342 or email [email protected] with questions.

Service Leadership Seminar (SLS)You must cancel your registration at least 5 days prior to the start of SLS in order to avoid being assessed a fee of $25 that will be assessed to your student account. For any questions or concerns, please call our staff at (850) 644-3342 or email [email protected] with questions.

Florida State Alternative Breaks (FSAB)You must cancel your participation on a Florida State Alternative Breaks (FSAB) trip prior to the first payment deadline in order to avoid being assessed a fee of 50% of the cost of your trip that will be assessed to your student account. Students who cancel their participation after the second and final payment deadline will be assessed a fee of 75% of the cost of their trip. FSAB does not issue refunds except in the case of an unavoidable emergency (documented illness, deaths in the family and other documented crisis). If you choose to pursue a refund based on an emergency situation, you must contact the program coordinator within 2 days of your decision to drop from the trip. All requests must be submitted in writing and include documentation. There will be no refunds for any student dismissed from the program for reasons of misconduct or failure to comply with FSAB guidelines. For any questions or concerns, please contact our staff at (850) 644-3342 or email [email protected] with questions.

Mentoring InstituteYou must cancel your registration at least 5 days prior to the start of Mentoring Institute in order to avoid being assessed a fee of $5 to your student account. For any questions or concerns, please call our staff at (850) 644-3342 or email [email protected] with questions.







Communications/Public Relations

Marketing

Coming Soon!

Social Media

Coming Soon!

Flyers, Displays, & Postings

Coming Soon!

Press Releases

Coming Soon!

“It’s About” Newsletter

Coming Soon!

Presentations

Coming Soon!

T-Shift Orders

Coming Soon!

Website

Coming Soon!

Plasma Screens

Coming Soon!



Partner Student Agreement

The Center for Leadership & Social Change’s Partner Student Organization Program is dedicated to enhancing the experiences and success of recognized FSU student organizations whose purpose actively aligns with the mission of the Center for Leadership & Social Change (CLSC). The mission of CLSC is to transform lives through leadership education, identity development, and community engagement.

Student organizations invited to participate in the Partner Student Organizations Program will occupy space in the Dunlap Success Center or the Global & Multicultural Engagement Building (Globe).

This document serves as an agreement of terms and conditions between CLSC and the approved Partner Student Organization (PSO).

Complete agreements and guidelines are available at the Center for Leadership & Social Change. It is the responsibility of each Partner Student Organization to review and comply with all building and space agreements and guidelines. All students agree to adhere to the following:

Program DurationPSO participant selection is conducted by CLSC annually. All organizations selected to participate in the program must reapply each year to be considered for space. Student organizations who do not reapply by the published deadline will not be considered and their position in the program will be reassigned. All organizations are permitted to move into their assigned space beginning of the first day of the summer session. Space must be vacated by the last day of finals in the spring semester.



Office Supplies

Coming Soon!



Risk Management

Opening/Closing Procedures

Coming soon!

Natural Disasters

Coming soon!

Interpersonal Incidents

Coming soon!

Active Killer Situation

Coming Soon!

Workplace/Volunteer Injury

Coming Soon!

Business Continuity Plan

Coming soon!

Emergency Contact Information

If in doubt, call 911FSU Police Department (850) 644-1234Tallahassee Police Department

(850) 891-4200

Leon County Sheriff’s Office (850) 922-3300Night Maintenance (850) 644-2424FSU Information/Directory Assistance

(850) 644-2525


AGREEMENTS & GUIDELINES MANUALIf you are calling from an office phone: if you are calling on FSU campus, dial the last 5 digits of a 644 or 645 number. If you are calling a Leon County number, dial 9 and then the 7 digit number.

Center for Leadership & Social ChangeWebsite:

thecenter.fsu.edu

Phone:

(850) 644-3342

Email: [email protected] Code: 4161

Career CenterWebsite:

career.fsu.edu

Phone:

(850) 644-6431

Mail Code: 4162

Dunlap Success CenterMailing Address: 100 South Woodward Avenue

Tallahassee, FL. 32306Departments: Center for Leadership & Social Change

Career center

Center for Global EngagementWebsite:

cge.fsu.edu

Phone:

(850) 644-1702

Email: [email protected] Code: 4216

Global & Multicultural Engagement Building (the Globe)Mailing Address: 110 South Woodward Avenue

Tallahassee, FL 32306Website:

theglobe.dsa.fsu.edu

Departments: Center for Leadership & Social ChangeCenter for Global Engagement




http://www.cge.fsu.edu/

http://www.career.fsu.edu/


http://www.thecenter.fsu.edu/


Title IX

Sexual Harassment Policy

Coming soon!

ADA Compliance

Coming Soon!

Bias & Discrimination Response System

Coming Soon!



APPENDIX



Student Assistant Staff Report

The Center for Leadership & Social Change Staff Report should be completed at the end of each shift by each student assistant. Email this report to your supervisor. Document any occurrences that take place throughout your shift and any special notes as well.

Today’s Date:

CLSC Staff Name:

Time In:Time Out:

No Shows (Organization):

Overtime Groups:

Packages (name and delivered to desk at):

Phone Messages:

Additional Notes:



Student Commons Courtyard Event Request Form

To be submitted three (3) weeks prior to event.This form should be filled out completely and submitted to the Courtyard Committee member representing your department at least three (3) weeks prior to the event in order to allow sufficient time for consideration by the committee and event permitting. All requests are considered pending until the Courtyard Committee reviews an event request. Once an event is approved, the sponsoring department assumes all responsibility for obtaining appropriate permits.

Sponsoring Department:

Sponsoring Organization/FSU Department:

Sponsoring Organization/Department Contact Information

Phone: Email:

Today’s Date

Event Title

Event Date

Start Time End Time

Estimated Attendance

Staff Present at Event

Detailed Event Description


AGREEMENTS & GUIDELINES MANUALFood Served at Event Seminole DiningPermit Required Donated:

Provided by Organization Other:

Amplification Time: Permit Required

Provider:

Type:

Please give this completed form to the Courtyard Committee representative in your department. They will follow up with you regarding confirmation of your event.

Statement of UnderstandingBy submitting this request, my department , and I, , take full responsibility for the event described above, including any damage to the Student Commons Courtyard as a result of this event. In submitting this request, we agree to obtain appropriate permits as outlined in this document, to conduct our event in a manner that is not disruptive to the surrounding departments, and to return the Courtyard to its original state following our event. We also agree that a staff member will be present at all times during the event. Failure to comply with any portion of this policy document may result in the loss of privileges to use the Courtyard space.

Sponsoring Staff Name

Sponsoring Staff Signature

Sponsoring Department

Date



Building Orientation Form



Course for Vehicle Training

Have the trainee drive the following course: From the parking garage, turn right onto Woodward Avenue.At the first stop sign, turn right onto Learning Way.Merge right onto Learning Way.At Mendenhal, turn left into the fueling station.Stop at the fueling station to put fuel into the van (if it is full, then do the motions).

(**Important** If the student is driving for a CLSC program, then they can fill up using the gas key. If the student is driving for another department or student organization, the student must use a T-Card or fill up at an off-campus gas station to replenish the fuel used in the vehicle.)

When leaving the fueling station, turn right onto Learning Way.At the first right, turn right onto Varsity Drive.At the roundabout, take the second exit and stay on Varsity Drive.At the next roundabout, continue straight to stay on Varsity Drive.At the first light, turn right onto West Pensacola Street.At the first light, turn right onto Chieftain Way.At the first stop sign, turn left onto West Call Street.At the first light, turn right onto Stadium Drive.At the next light, turn right onto West Tennessee Street.Drive for one (1) mile. Turn right onto North Copeland Street.At the first light, turn right onto West Jefferson Street.At the first stop sign, turn right onto South Woodward Avenue.Have the trainee park the van in the CLSC parking space that matches the Van number on the key chain in the Traditions Parking Garage.

Map for Vehicle Training Course


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