1. ORIENTATION WORKSHOP Swipe in with campus ID card
Welcome everyone and introduce yourself and the groups you work with.
Presented by the Office of
Student Life and Development USU-215, 221, 314

2. ORIENTATION CREDIT
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

3. WORKSHOP GOALS
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

4. BENEFITS OF BEING INVOLVED
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
Congratulate students for choosing to get involved. Acknowledge what an impact this will have on their lives. Transferable skills gained from leading the organization, i.e. event planning, running meetings, budgeting, etc.

5. GOALS OF STUDENT LIFE & DEVELOPMENT
Mission Statement
Our 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.

6. YOUR SLD ADVISOR WILL HELP YOU:
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
Recognize that because it may be difficult at times for them during their involvement, SLD Advisors and their Faculty/Staff Advisors are here to make it a more smooth and memorable experience. Thus, it is crucial for them to maintain a close working connection with their advisors. SLD Advisors are assigned to students organizations, while Faculty/Staff Advisors are selected and voted by organization members.

7. YOUR SLD ADVISOR WILL HELP YOU:
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

8. FACULTY/STAFF ADVISORS
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

9. FACULTY/STAFF ADVISORS
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

10. ANNUAL REGISTRATION OF STUDENT ORGANIZATIONS
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
Constitution & Bylaws must be updated as of
ARCA: Alcohol Regulation Compliance Agreement
FAAR: Faculty/Staff Advisor Acceptance of Responsibility

11. OPEN MEMBERSHIP
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.

12. TITLE IX: HARASSMENT AND DISCRIMINATION
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.

13. TITLE IX: HARASSMENT AND DISCRIMINATION
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) , BH 377,
For criminal acts, such as sexual assault, please contact University Police at

14. ANTI-HAZING
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 of the Education Code, section 245.6
The term "hazing" does not include customary athletic events or school-sanctioned events.
A violation of this section that does not result in serious bodily injury is a misdemeanor, punishable by a fine of not less than one hundred dollars ($100), nor more than five thousand dollars ($5,000), or imprisonment in the county jail for not more than one year, or both.
Any person who personally engages in hazing that results in death or serious bodily injury as defined in paragraph (4) of subdivision (f) of Section 243 of the Penal Code, is guilty of either a misdemeanor or a felony, and shall be punished by imprisonment in county jail not exceeding one year, or by imprisonment in the state prison.
The person against whom the hazing is directed may commence a civil action for injury or damages. The action may be brought against any participants in the hazing, or any organization to which the student is seeking membership whose agents, directors, trustees, managers, or officers authorized, requested, commanded, participated in, or ratified the hazing.

15. FREEDOM OF SPEECH
New website:
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

16. RESERVING SPACE For Events and Programs General Meetings
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.
Info tables are cash only. Info tables are NOT events

17. SCHEDULING DEADLINES
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
Have students refer to the “Deadline” section of the Scheduling Brochure.
Explain why this brochure is so useful, i.e. cancellation policies, maximum # of scheduled events, etc.
Stress importance of NOT moving tables, chairs, desks, etc. in ANY meeting room – USU and classrooms.

18. EVENT SERVICES Located in Brotman Hall Rm. 320
Office Hours: M-F 8am – 5pm | Phone:
Contact: Pamela Jesse
Venue Locations
Outdoor Spaces (Central Quad, Speaker’s Platform, Friendship Walk, Etc.)

19. USU CONFERENCE & EVENTS CENTER
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:
Contacts: Arlene Macavinta & Sabrina Ware
Venue Locations
University Student Union

20. USU VENUES Conference/Meeting Rooms Event Space Beach Auditorium
Max Cap
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.

21. USU VENUES (Con’t.) Event Space Outdoor Venues Alamitos Bay
Max Cap. 60
Banquets, Luncheons, Meetings, etc.
Room 205 ABC
Max Cap. 54
Outdoor Venues
Southwest Terrace & Southeast Terrace
South Plaza
North Lawn
Concerts, exhibitions, performances, cultural events, food giveaways, Etc.

22. USU VENUES (Con’t.) Games Area Spaces by exception only:
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

23. MAKING RESERVATIONS Booking your space
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

24. TYPES OF RESERVATIONS 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

25. TYPES OF RESERVATIONS (con’t.)
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 and phone number

26. EVENT STATUS & DEADLINES
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

27. EVENT STATUS & DEADLINES
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.

28. QUESTIONS? Sabrina Ware | Sabrina.ware@csulb.edu
USU Conference and Events Center
USU Suite 232 |

29. ADVERTISING YOUR EVENTS
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.

30. POSTING REGULATIONS IDENTIFICATION OF PUBLICITY TIME LIMITS
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.
Have students refer to the Publicity Brochure.
Point out Identification of Publicity and time limits policies.
Mention very briefly the posting regulations. Tell them they can read it on their own.
Explain why this brochure is so useful, i.e. posting violations, advertising resources, etc.

31. POSTING REGULATIONS FLYERS POSTERS, SPECIAL EVENT SIGNS & BANNERS
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.
Mention that posting locations are listed in the brochure and campus regs.

32. POSTING REGULATIONS Prohibited Locations Windows Walls
Flower beds / planters
Trees
Parking lots and/or cars
Fixtures
Signs
Ground
Mention that posting locations are listed in the brochure and campus regs.

33. FISCAL RESPONSIBILITIES
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
AGENCY :
Must complete ASI Fiscal Certification and submit new signature card every year.
Account opened and maintained at the ASBO by student organizations for their fundraised monies.
All revenues generated for the organization must be deposited in this agency account.
SLD Advisor must sign off on forms to withdraw funds.
GRANT:
When ASI provides grants to support programs and activities produced by student organizations for the benefit of the student body the money is established at the ASBO. Must completed ASI Fiscal Certification.
There are specific policies as to how and when you can access these funds. The Fiscal Certification requirement will cover all the details you need to access your ASI Grant funds.
OFF CAMPUS ACCOUNT: Off campus accounts are not allowed except for student organizations affiliated and recognized with a national non-profit organization, i.e. fraternities and sororities.
APPROVED VENDOR POLICY: All student organizations designing and producing t-shirts, pens, folders, etc. must purchase their goods from an approved vendor.

34. CONTRACTS & SERVICE PROVIDERS
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.

35. CASH HANDLING
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 only using the university “Cash Net” system.
Process must be approved 3 weeks prior to event.
The deadline to begin the cash handling process for Cash Net and USU Ticket and Info Center is a minimum of 3 weeks.

36. FUNDRAISING & SCHOLARSHIPS
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
Contact your SLD Advisor if you are planning on having a fundraiser.

37. BEACHSYNC
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.

38. ADDITIONAL RESOURCES The Office of Student Life and Development
Campus Regulations
Your SLD Advisor

39. OTHER SLD OPPORTUNITIES
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
Leadership Academy
On Going Applications

40. IMPORTANT THINGS TO REMEMBER
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)

41. QUESTIONS?
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?