Student Organizations Spring 2019 Training Office of Student Life 560 West 168th Street, New York, NY 10032 Suite 100 – Ground Floor (212) 305-5756 | sonstudentlife@cumc.columbia.edu Cynthia Marino, Coordinator of Student Affairs cm3452@cumc.columbia.edu

The Office of Student Affairs Office of Admissions Office of Financial Aid Office of Student Services Office of Student Life Walk in Hours Mon, Tues, and Fri: 10:00AM – 4:00PM Appointments Only Wed and Thurs: Contact Information (212) 305-5756 sonstudentlife@cumc.columbia.edu

Overview Background on Changes Role of the Office of Student Life Website Student Organization Handbook Student Organization Requirements Registration and Renewal Organization Advisors Event Planning Big Picture Room and Table Reservations Finance & Reconciliation Organization Listserves Spring 2019 Next Steps

Why did we make these changes? To create a sustainable structure that supports our student organizations for the long term. Increased student groups More support from the Office of Student Life Standard policies and procedures for organization management

Role of the Office of Student Life What We Don’t Do What We Do Provide advisement and support to the organization and advisor Assistance and coordination with events Mediate any conflicts or concerns Maintain the productivity of a student organization Run meetings Host events on behalf of the organization

Website Website Link: http://www.nursing.columbia.edu/students/office-student-life/student- organizations Information on Student Organizations Handbook and Important Forms

Student Organization Handbook Policies and Procedures for Student Organizations Resources on: Event Planning and Marketing Finance and Budgeting Marketing and Communication Constitution and By-Laws Creation

Student Organization Requirements Student Organizations are required to meet the below areas: Required to have a minimum of 5 members Must be registered with the Office of Student and renew during renewal period Have an organization advisor Have a Constitution and Bylaws

Registration and Renewal Period All student organizations are required to be registered with the Office of Student Life once every academic year during the registration period in order to be considered a recognized group at Columbia Nursing. Students register or renew by completing the form found on the Student Life website. Summer Registration & Renewal Period: June 1 – September 30 Spring Registration for New Student Organizations: January 1 – January 31

Registration/ Renewal Form Requirements Full Name of Organization Acronym or Nickname Organization Email Primary Contact Social Media Profiles: Facebook, Instagram, LinkedIn URLs Short Description of the Organization for Student Life Website Full Summary of the Organization – Mission/Purpose Advisor Name, Email, and Position Number of Active Members General Meetings Information Complete Member Roster Constitution and Bylaws Agreement

Organization Advisors NEW: Student Organizations are required to have an advisor for their student organization. Advisors must be a Columbia University School of Nursing employed faculty or staff member. Role of the Organization Advisor Remind the student organization of University policies and guidelines. Work with the Executive Board to establish and maintain student organization standards and regulations. If you don’t have an organization advisor, the Office of Student Life will work to find an advisor that will be serve the needs of your organization.

Event Planning

Event Planning Big Picture How will this event contribute to the mission of the School of Nursing? How will this event contribute to the overall goals of the student organization? Are there other organizations I can collaborate or co-sponsor with? What do I want my audience to walk away with? Is this event inclusive of all students? Does this event excludes any student, is it on the basis of age, color, disability, gender identity, genetic information, national origin, race, religion status or historic religious affiliation, sexual orientation, veteran status or, gender? If so, this event may not fall within the guidelines set forth by the University and the Office of Student Life.

Reserving a Space for Events Organizations are able to book space in the following locations: School of Nursing Building* Hammer Health Sciences Building Bard Hall Ballroom and Lounge Russ Berrie Pavilion Room reservations must be requested at least three weeks in advance by completing the Room Reservation Request Form on the Student Life website. Designate one person on the Executive Board who will be responsible for emailing Student Life to book spaces. *Note: Students should refrain from booking spaces at the School of Nursing building that are designated as student study spaces for things that are related to student organizations. Instead, the Office of Student Life will work to accommodate groups as best as possible if room constraints exist.

Reserving a Table for Events Organizations are able to book tables on their own by submitting a facilities request to CUIMIC. The link can be found on the Student Life Website. Website Link: https://cas.columbia.edu/cas/login?service=https%3A%2F%2Fcumc.maximo.com%2Fezr equest Information Needed: Residential or Non-Residential: Select “Non-Residential” Student Information – Primary Contact Building, Floor, and Room (if applicable) Category: Special Event(s)/Request(s) Sub-Category: Furniture Request(s) – STDENTS ONLY Issue/Problem: Students need furniture (no more than 1 table) for special event(s) Students need furniture (more than 1 table) for special event(s) Detailed description needs to be provided regarding your request

Finance and Budgeting

Budget Student organizations are allotted $800 for the 2018-2019 fiscal year (July to June). Organizations are responsible for keeping track of their monetary funds. At the beginning of the year, student organizations will be responsible for completing a budget to project expenditures for the upcoming year. Any money leftover will not rollover into the next fiscal year (July 1).

Purchases and Reconciliations In Advance: The Office of Student Life can purchase items on behalf of your group. Time Needed: A week in advance of the event Reimbursements: The Office of Student Life will reimburse individuals who make purchases for a student event. Time Needed: 1-3 business days after the event via the Student Organization Reconciliation Form Advance Requests – Email to Student Life: Food Vendor (use EZCater as a reference) Order Details – Items and # of people order will be for Date and Location of Event Delivery Time (always schedule 30 minutes prior) Contact Name and Phone Number – Person responsible for picking up order

Listserves

Listserves As a recognized student organization, you are encouraged to collect students’ email addresses at meetings and events. Organizations should collect this information for the purposes of updating interested students and members. All student organizations have a listserve email address that is created and maintained by the Office of Student Life. Organization Email Address Columbia Student Nurse Association csna-members@lists.cumc.columbia.edu Columbia Black Student Nurses cbsn-members@lists.cumc.columbia.edu Global Health Interest Group ghig-members@lists.cumc.columbia.edu Oncology of Nursing onc-members@lists.cumc.columbia.edu Doctoral Student Organization dso-members@lists.cumc.columbia.edu Nurses for Sexual Reproductive Health nsrh-members@lists.cumc.columbia.edu Columbia University Men in Nursing cumn-members@lists.cumc.columbia.edu In order to maintain the listserves, student organizations will be provided a link by the Office of Student Life that will give them access to a shared spreadsheet. Student Life will update the list on a regularly scheduled basis. Designate one person who will be responsible for updating this (preferably the Secretary)

Questions? Office of Student Life 560 West 168th Street, New York, NY 10032 Suite 100 – Ground Floor (212) 305-5756 | sonstudentlife@cumc.columbia.edu Cynthia Marino, Coordinator of Student Affairs cm3452@cumc.columbia.edu