Club & Organization Information Session: Spring 2016 UNIVERSITY CENTER & STUDENT ACTIVTIES OFFICE LANKFORD STUDENT UNION (434)

Student Organization Policies A brief overview of University policy and how it applies to your club/organization…

Lancer Link’s New Look What’s New? Cleaner design More user friendly Longwood oriented Better technical support

Lancer Link’s New Address  New address:  You MUST register your organization EVERY semester!  Fall: September 30 th by 12 noon  Spring: February 28 th by 12 noon

Requirements  All clubs and organizations must have 8 (eight) active members at time of registration.  All clubs and organizations must have at least 1 (one) Longwood Advisor (Longwood employed faculty/staff member).  Must have a SGA approved constitution on file in Lancer Link and within the SGA Office  Must have an updated Lancer Link roster– your roster in Lancer Link is the official University roster for your club/organization.  Must register via Lancer Link every semester  Fall: September 30 th by 12 noon  Spring: February 28 th by 12 noon

Clean Up Your Roster– Please!  YouTube Tutorial: 5k1axXuOEpYWc4Nu 5k1axXuOEpYWc4Nu

Event Policies

Room Reservations  Student Union (including NH Scott Center)   Reservations are not considered submitted until you fill out the form and receive a confirmation.  Read the confirmation, please!  Contact David Rutherford with questions at (434) or  Ask for EVERYTHING you may need and indicate set up configuration.  Campus Wide   Ask for all resources necessary and indicate set up configuration.  PLEASE, don’t wait to make your reservation until the last minute because you may not get the date and/or space you want.

Finance Policies

Accounts  Student Organizations must have an account available to deposit funds. It is strongly encouraged that registered organizations open an agency account with the Office of General Accounting. If a student’s organization chooses to open a bank account off campus, it must ensure compliance with Policy 4305: Funds Handling and Deposit Procedures (available at  Student organizations are prohibited from using the Longwood Tax ID number and the Longwood name (or any derivative) in any way when setting up or maintaining an off campus account.  Money may not be deposited into a student’s personal account.  Regardless of the account type, funds need to be deposited within hours.  If you fundraise via Aramark, you must have an on campus account or forfeit any profit, and if you are depositing dues or fee, you must all deposit that money within an account.

Student Government Association- Student Finance Committee  Every student pays Activity Fees  These funds are managed by SGA  Most organizations may request to use these funds.  Ex. Lancer Productions, Mortar Board, SEAL  Student Finance Committee (SFC) distributes these funds.  Two ways of receiving funds:  Request yearly budget  Ask for one-time payment requests

Where Can I Find SGA/SFC Policy?   SFC Bylaws  Please read this document and re-read throughout the year, as it is subject to change.  SFC Bylaws ARE followed.

SFC Meetings  Every Thursday at 6:00pm in Amelia Room- Lankford Student Union  Must the Treasurer the completed form (found on the SGA website) 24 hours prior to the meeting.  If approved at SFC, it must then be approved by Senate.  Regular Senate Meetings are held every Tuesday at 3:45 in the ABC Rooms– Lankford Student Union  Payments are processed by the SGA Fiscal Technician  If you are approved by SFC and then subsequently by SGA, it takes business days to process all requests so plan accordingly.

Fundraising  In order to hold a fundraiser, your organization must be pre- registered with the University Center & Student Activities Office via Lancer Link.  Fundraisers start with the “Fundraising Form.” The link to this form can be found on the homepage of Lancer Link.  Proceeds must go to a group and not an individual.  Auctions which involve the process of “bidding” on a human being for their services, or the ability to spend time with a certain person are not permitted.  Soliciting donations of more than $100 from a business or individual must first be approved by the Office of Institutional Advancement.

Bake Sales  In order to hold a bake sale, which is considered a fundraiser, your organization must be pre-registered with the University Center & Student Activities Office via Lancer Link.  Bake Sales, like Fundraisers, start with the “Fundraising Form.” The link to this form can be found on the homepage of Lancer Link.  Bake Sales must be registered and approved by Aramark and the SGA Fiscal Technician.  Must be held in a specific area designated by Scheduling.  All food must be individually wrapped.  A sign must be clearly displayed that states: “Homemade/ Not Inspected.”  Also, make sure you reserve the space you want on Brock Commons or in a building prior to your bake sale.

Raffles  In order to hold a raffle, which is considered a fundraiser, your organization must be pre-registered with the University Center & Student Activities Office via Lancer Link.  Raffles, like Fundraisers, start with the “Fundraising Form.” The link to this form can be found on the homepage of Lancer Link.  Must follow all of the fundraising policies.  All profits must be used for educational and charitable purposes.

Prizes/ Gift Cards/ Awards  When giving out prizes, or if you are having an event where students can win prizes, your organization must complete the prize form at  This must be done within 72 hours following the end of the event and must be given to the SGA Fiscal Technician.  Must have student’s first name, last name, L#, and Longwood address.

Assessment Forms  If you are doing any event or type of fundraising (including but not limited to bake sales, raffles, and Spirit nights) you MUST complete the “Assessment Form.” The link to this form (and every other form) can be found on the homepage of Lancer Link under the “Club & Organization Forms” alert.  This form needs to be filled out within 72 hours from the end of your event.  Failure to fill out this form will result in your organization not being allowed to fundraise until it is complete.

Where Can I Find SGA Forms? Must be logged in to access the forms. Forms are also available through the Longwood SGA Lancer Link page– “Forms” tab.

SGA Spring 2016 Budget Season  February 22 nd – Budgets Due by 11:59pm  February 27 th – Saturday: Budget Day #1  February 28 th – Sunday: Budget Day #2  March 1 st – Budget Presentation to Senate  March 15 th – Final Senate Vote on Budget  Please be looking at your s daily for an from SGA Treasurer, Jessica Darst, as to your appointment time and location.

SGA/ SFC Contacts  SGA Treasurer – Jessica Darst   SGA Vice Treasurer – Sarah Kensy   SGA Fiscal Technician- Paula Ellison   (434)  SGA President- Constance Garner   (434)

Advertising Policies

Posting On Campus  Before ANYTHING can be posted, it must first have an approval stamp and/or accessibility stamp.  University Center Staff will hang:  5 in Lankford Student Union  5 in Dorrill Dining Hall  Residential & Commuter Life will hang:  18 in residence halls  Must take the 18 pieces of printed material to the RCL Office in Lancaster G13  Must receive permission from each individual department (via admin staff) to hang in academic buildings.  Distribution of printed materials must also be approved by University Center Staff.

NEW University Center Policy  The University Center and Student Activities Office approves all posters that get hung up across campus. The office also oversees the hanging of all items in the Lankford Student Union and Dining Hall. Residential and Commuter Life (RCL) staff are the only ones permitted to post items in the residence halls and apartment communities.  Students, faculty, staff, businesses, or organizations should submit one copy of their original to the University Center and Student Activities Office, in Lankford 201, to be stamped for approval. Any items that are posted without following these guidelines will be removed, and, if any damage results from such postings, the individual or organization will be held responsible for the repair.  If you have educational materials or pre-printed posters/flyers to distribute and, thus, are not duplicating a flyer yourself, your posters to Angela Seay, for approval and you can type on the poster “Lankford Student Union Approved for Posting.” If you add the approved for posting line on your poster and it was not approved, it will be removed and possible honor board charges can be brought against the involved  Remember if you are having an event on campus you must put on your flyers the disability statement- “To request disability related accommodations, please contact: _________________” Then put the name and phone number of the person to contact in your club/organization.  Posting is done on a first come, first serve basis and as space permits.

Table Tents & Weekly  To be included on table tents or in weekly s, you must be an RSO via Lancer Link.  Must be submitted by Wednesday at 12:00pm.  all table tent and weekly requests to:  Weekly s go out on Thursday afternoon.  Table tents are changed on Monday every two weeks, however, the concept of table tents is being discussed so continue to your advertisement, but know that there is a possibility that your event may not be advertised via that platform.

Banners  Starting January 15 th, 2016 and effective until February 29 th, 2016, no banners will be hung from the back balcony or Brock Commons entrance of the Student Union. Neither location can be reached due to scheduled roofing work. Sorry for any inconvenience.

Other Good Things To Know

Contracts  ALL contracts entered into by student organizations with agencies, businesses, or groups outside the University MUST be made under the direction of and signed by the Director of the University Center & Student Activities Office.  Absolutely, under no circumstances, are students granted permission to authorize (via vocalization) or sign any form of contracts. Braking this policy can result in Honor/Conduct Board charges or expulsion.  Susan Sullivan, Director University Center & Student Activities Office Lankford 200 Offices (434)

Hazing

Building Lancers Into Leaders  Workshops focused on student leaders and their participation in Student Organizations here at Longwood…  February 10 th 2016– Budget & Finance  Courtney Jones- Addison  March 16 th 2016– Officer Transitions  Ashley Valk  April 6 th, 2016– Programming OR Conflict Resolution  Jeff Hooks  ALL sessions will be held at 7pm in the Amelia Room of the Lankford Student Union.

RSO To Do List:  1. Attend a Mandatory Club & Organization Information Session.  2. Re-register your organization on Lancer Link.  3. Complete the “Post- Mandatory Meeting Survey” that can be found by clicking on the link to the Club & Organization Forms on Lancer Link.  4. Remain in good standing with the University.  5. Enjoy your Spring 2016 Semester.

Questions? Suggestions? Dustyn Hall Club & Organization Resource Officer University Center & Student Activities Office (434) Lankford 204 Susan Sullivan Director University Center & Student Activities Office (434)