1. Student Organizations
Spring 2019 Training
Office of Student Life
560 West 168th Street, New York, NY 10032
Suite 100 – Ground Floor (212) |
Cynthia Marino, Coordinator of Student Affairs

2. 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)

3. 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

4. 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

5. 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

6. Website
Website Link: organizations
Information on Student Organizations
Handbook and Important Forms

7. 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

8. 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

9. 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

10. Registration/ Renewal Form Requirements
Full Name of Organization
Acronym or Nickname
Organization
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, , and Position
Number of Active Members
General Meetings Information
Complete Member Roster
Constitution and Bylaws
Agreement

11. 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.

12. Event Planning

13. 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.

14. 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 ing 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.

15. 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: 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

16. Finance and Budgeting

17. Budget
Student organizations are allotted $800 for the 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).

18. 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 – 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

19. Listserves

20. Listserves
As a recognized student organization, you are encouraged to collect students’ 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 address that is created and maintained by the Office of Student Life.
Organization
Address
Columbia Student Nurse Association
Columbia Black Student Nurses
Global Health Interest Group
Oncology of Nursing
Doctoral Student Organization
Nurses for Sexual Reproductive Health
Columbia University Men in Nursing
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)

21. Questions? Office of Student Life
560 West 168th Street, New York, NY 10032
Suite 100 – Ground Floor (212) |
Cynthia Marino, Coordinator of Student Affairs