you must complete the following to receive credit for attending the...
TRANSCRIPT
Presented by the Office ofStudent Life and Development USU-215, 221, 314
2017 - 2018
You must complete the following to receive credit for attending the Orientation Workshop:
Register organization on BeachSync
You must be listed as an officer on registration under “Positions”
Meet eligibility requirements
We need 5 business days to review and forward your info to Venue Operators
Highlight the benefits that come from being an involved student leader
Familiarize students with an understanding of the roles and responsibilities of Student Life & Development (SLD) and Faculty/Staff Advisors
Orient students to the responsibilities as student leaders
Orient students to campus policies
Orient students to basic event planning processes
Answer any questions student leaders may have
Social connections and sense of community
Make positive differences
Develop transferable skills
Interact with faculty, staff, alumni, etc.
Increase likelihood to succeed academically
Enhance professional development
Connecting classroom education and leadership development experiences
Mission StatementOur mission is to develop and implement out-of-classroom programs and services that educate CSULB students about ethical leadership, cultural awareness and positive social change.
Promote opportunities for campus and community involvement through student organizations, leadership training and experiences, and community service.
Support and advise the many programs and events student organizations provide to the campus community.
Assigned to orgs. Do you know your SLD Advisor?
Clarify program goals and objectives
Plan your event and establish timelines
Generate ideas to publicize your event
With budgeting and ASI grants
Understand the University regulations and policies
Build your leadership and organizational skills
Generate ideas to solve problems
Get connected to referrals and resources
Maintain your organization’s structure
Understand and abide by your Constitution & Bylaws
Generate ideas to recruit and retain members
Train incoming officers for transition
Generate ideas on how to maintain a record of your organization’s accomplishments
Selected by orgs. and are volunteers
Responsibilities are mutually negotiated between advisors and students:
Assist students to develop strategies and goals that provide for member ownership, feedback, and involvement
Being aware of the student group’s constitution and bylaws and University policies
Assisting the student organization in program development and planning
Meet regularly with officers or members at regularly scheduled meetings
Attend planned programs and events sponsored by the student organization
Assist in membership recruitment strategies
Encourage officers and individual members to preserve continuity of the group by keeping records to document the group’s history and providing transition activities for new officers
Organization Registration via BeachSync Officer & Faculty/Staff Advisor Agreement Forms electronic
Current (Post 2013) Constitution & Bylaws on file with SLD (summer 2018 all C & B’s to be updated)
Eligibility Undergrads 6 units; Grads 3 units
2.5 GPA (previous sem & cum) and no probation of any kind
No more than 150 UG units/50 Grad units
Orientation Workshop Org’s reg. must be updated & you must be listed as an officer
Event planning ability expires August 2018
At least one officer must attend annually
Eligibility for membership or appointed or elected student officer positions shall not be limited on the basis or race, religion, national origin, ethnicity, color, age, gender, gender identity/expression, marital status, veteran status, citizenship, sexual orientation or disability.
It is the policy of California State University, Long Beach (CSULB) to prohibit discrimination on the basis of sex, sexual orientation, gender, gender identity, gender expression in educational programs, services, or activities.
CSULB is committed to maintaining a safe educational and working environment free of discrimination, harassment, or retaliation on the basis of a protected category.
If you or any of your peers have a complaint pertaining to discrimination, harassment, or retaliation, immediately contact:
Interim Title IX Coordinator, Ken Kelly
(562) 985-5587, BH 377, [email protected]
For criminal acts, such as sexual assault, please contact University Police at 562-985-4101.
All organizations shall prohibit all members and officers from engaging in hazing or committing any act that injures, degrades or disgraces any fellow student.
As used in this section “hazing” or “haze” is conduct which causes, or is likely to cause, bodily danger, physical harm, or personal degradation or disgrace resulting in physical or mental harm to another person in the course of the other person’s preinitiation into, initiation into, affiliation with, holding office in, or maintaining membership in any organization.
See Section 48900 of the Education Code, section 245.6
New website: http://web.csulb.edu/divisions/students/freespeech/
CSULB supports creative, thoughtful, and respectful discourse where conflicting perspectives are vigorously debated and thoroughly discussed.
SLD Advisors can assist you with exercising your freedom of expression
For Events and Programs Begin with your SLD Advisor Who, What, When, Where, Why? Reserve Space with Venue Operator
General Meetings Go to USU Conference and Events Center (USU-232) Tables, Chairs, and Desks may not be moved for any reason.
Info Tables/Pre-Packaged Food Sales Reserve via the SLD Office in person 7 locations, on a first-come, first-served basis $3.00 (1 table/2 chairs) Pre-packaged food must not require heating or refrigeration and
must not be prepared at home.
Filing forms, completion of program details, and marketing must be met before the program can be approved by your SLD Advisor:
Major Events: reserve min. 2 months in advance – SLD Advisor must approve event 4 weeks prior to program
Minor Events: reserve min. 1 month in advance – SLD Advisor must approve event 2 weeks prior to program
General Meetings – no music, no singing, no disruptions, tables/chairs/desks cannot be moved – no deadline
Events may not be scheduled during final examination period
Located in Brotman Hall Rm. 320 Office Hours: M-F 8am – 5pm | Phone: 562-
985-5578 Contact: Pamela Jesse Venue Locations Outdoor Spaces (Central Quad, Speaker’s
Platform, Friendship Walk, Etc.) http://daf.csulb.edu/offices/vp/event_services
Located in the University Student Union Rm. 232 Semester Office Hours:
M - TR 8am – 6pm Fridays 8am – 5pm
Summer & Winter Break: M – F 8am – 5pm Phone: 562-985-5205 Contacts: Arlene Macavinta & Sabrina Ware Venue Locations
University Student Union https://www.asicsulb.org/corporate/discover/con
ference-events
Conference/Meeting Rooms Max Cap. 15 - 60 West Wing (202, 203, 204) 3rd Floor (303, 304, 305, 306 & 307)
Event Space USU Ballrooms ABC
▪ Max cap. 500▪ Large scale events, conference, speakers, performances, job fairs,
etc. Beach Auditorium
Max cap. 236 Movie/documentary screenings, speakers, talent shows,
presentations, etc.
Event Space Alamitos Bay
▪ Max Cap. 60▪ Banquets, Luncheons, Meetings, etc.
Room 205 ABC▪ Max Cap. 54▪ Banquets, Luncheons, Meetings, etc.
Outdoor Venues Southwest Terrace & Southeast Terrace South Plaza North Lawn
▪ Concerts, exhibitions, performances, cultural events, food giveaways, Etc.
Games Area Bowling, Billiards, Sticks Lounge, TV Lounge, Rm. 103,
USU Pool, Etc. ▪ Parties, group events, etc.
Spaces by exception only: Sunset Lounge Rm 100 Rm 105 North Lobby
https://www.asicsulb.org/corporate/discover/conference-events
Each student group is allowed to have a maximum of 6 reservations dates scheduled at one time in the EMS calendar
Booking your space All events taking place in the University Student
Union require a meeting with a USU Conference and Events Center staff member to discuss event/program details.
Minor Events should be booked at least 1 MONTH in advance
Major Events should be booked at least 2 MONTHS in advance
General Meetings
USU Meeting Spaces:
▪ Can be booked in person or online using our virtual ems system
▪ Need at least 1 day’s notice
▪ Up to 4 hours
Academic Classrooms
▪ One-time and Semester Requests (Forms are at USU CEC)
▪ 1 – 2 Week response time
▪ Requests NOT GUARANTEED
Minor Events & Major Events Must be booked and any changes made in person
Must be confirmed 2 weeks in advance or will be cancelled
Needs SLD advisor approval
Event Info The more you know the better
Come to CEC to go over details with myself or Arlene
Give us a valid, regularly checked email and phone number
Courtesy Hold For major or minor events
Space can be held for Max. 3 business days
Come to CEC to go over details and switch to tentative status
Tentative Hold Once the space is booked, the reservation will remain
tentative. During this period the space will be held and the event planner should regularly meet with CEC to go over event details
Event Planner will review and sign the reservation, agreeing to our terms and conditions and cancellation policy
Confirmed Reservations will remain tentative until all required documentation
have been received by the scheduled deadline date, payment is made (if necessary), and SLD has given approval, at which point the reservation will be considered confirmed.
Student orgs that are not funded by ASI are required to pay in full two weeks prior to the event date otherwise the reservation will be cancelled.
For events that do not have a payment, a signature verifies confirmation.
If the required information is not received by the given deadline, the reservation may be cancelled without notice.
Cancelled Event cancellations must be made at least three working days prior
to the event to receive a refund.
Event must be approved by your SLD Advisor prior to the release of any program publicity.
No posters, flyers, or social media marketing permitted prior to the final approval of your SLD Advisor.
IDENTIFICATION OF PUBLICITY
All publicity must state the sponsoring organization, name of program, date, time, location, and contact for the event.
TIME LIMITS
All publicity material may be posted no more than seven school days prior to the event and must be removed no later than three days following the event.
FLYERS 8.5 x 11 or smaller advertisement – no approval
needed; follow identification of publicity and time limits regulations
POSTERS, SPECIAL EVENT SIGNS & BANNERS 25 posters on stakes 17 x 22 OR 20 special event signs 3
x 3 AND 3 banners 3 x 6 per event maximum. SLD approval required.
POSTING in the USU Approval is required from ASI Marketing, USU-312,
aside from SLD approvals. Reserve your advertisement space early with USU-312.
Prohibited Locations Windows
Walls
Flower beds / planters
Trees
Parking lots and/or cars
Fixtures
Signs
Ground
ASI Agency Account – Activate Account at AS Business Office (ASBO) - USU-229
ASI Grant Account – Fiscal Certification Required
No off campus accounts
Approved Vendor Policy
Name of University is allowed to be used
University Seal or Logos are not allowed to be used
Students cannot sign any third party contract on behalf of their student organization.
Work with your SLD Advisor to complete appropriate forms
Begin process at least one month in advance to your event
Student clubs and organizations are an extension of the university and fall under the oversight of state management. Student officers do not have the authority to enter into third party contractual agreements by signing non-university contracts on behalf of a student organization (for example equipment or bus rentals, performer or talent agency contracts, service provider contracts, etc.). As such, any and all hires or contractual agreements can only be made and approved by state management.
Students must follow university policies regarding cash handling procedures when selling tickets for events: All ticketed student programs held in the Pyramid
or Carpenter Performing Arts Center must utilize the venue ticketing services.
Tickets for student organization events can be sold through the USU Ticket and Information Booth.
Tickets for student organization events (excluding the Pyramid and CPAC) can be sold online onlyusing the university “Cash Net” system.
Process must be approved 3 weeks prior to event.
See your SLD Advisor if your student organization is planning on fundraising or offering a scholarship(s) to CSULB students:
Cash Donation Process
T.V. Show Taping Process
Gift In Kind Donation Process
Scholarship Process
BeachSync is the CSULB version of OrgSync, a powerful Community Management Software (CMS)
All student organizations utilize BeachSync for their organization’s annual registration
Allows student orgs. to manage membership rosters, list events, maintain calendar entries, upload photos/videos, communicate with members, and design a website
Your advertising should also include a “Join us on BeachSync” statement.
The Office of Student Life and Development
www.csulb.edu/sld
Campus Regulations
www.csulb.edu/regs
Your SLD Advisor
562-985-4181
T3 – Leadership Institute ▪ September 8, 2017
Make a Difference Day ▪ October
Alternative Spring Break ▪ Applications available in October
SLD Student Academic Travel Grants
Lois J. Swanson Leadership Resource Center▪ www.csulb.edu/lrc
Leadership Academy ▪ On Going Applications
See your SLD Advisor early and often
Your SLD Advisor is a valuable resource
Your events may not to approved if you don’t abide by the university policies
SLD Extended Hours: Tuesdays 8am -7pm
Keep your organization’s BeachSync information updated (BeachSync Demonstration)
Make sure you are listed as an OFFICER on your organization’s BeachSync registration page (under “Positions”)
Your name will be forwarded on to the Venue Operators within 5 business days as a certified scheduler for your organization after your eligibility has been cleared.
Any Questions?