1. Clubs & Organizations Advisor Orientation

2. Overview Office of Student Life & Cultural Centers The Re-Chartering Process MyBAR Campus Policies Advisors Event Planning & Scheduling Policies Marketing Fundraising Food Sales Next Steps

3. Office of Student Life & Cultural Centers Areas under the Office of Student Life & Cultural Centers: African American Student Center Asian & Pacific Islander Student Center Clubs and Organizations Cesar E. Chavez Center for Higher Education Greek Life Native American Student Center Pride Center Rose Float Violence Prevention & Women’s Resource Center These areas are a great resource for your club & members!

4. Resources & Services Office of Student Life & Cultural Centers (26-124 Main Office) Mailboxes & Packages – check it frequently Your Club Name c/o Office of Student Life & Cultural Centers 3801 W. Temple Ave, Pomona, CA 91768 Flyer Approval Archives – club bylaws & officer history Universal Signers – Jenni Adams, Dora Lee & Byron Howlett – Make the effort to seek out your advisor(s) – Allow 72 hours turn-around time – Universal signer will contact the advisor directly to let them know that a universal signer has been requested and to seek the advisor’s approval. – There will be no automatic universal signing without the waiting period of 72 hours. Please send a designee to pick up the document after 72 hours at OSLCC Main Office.

5. Resources & Services Cont. Club/Vendor Program see Anita Roberts Leadership Library Non-Profit Status Confirmation & Tax ID number. We will fax the number directly to the requestor. Print the form and submit it to the OSLCC main office: http://dsa.csupomona.edu/osl/clubresources.asp Club Resources Websites: Club ResourcesClub Resources

6. When you receive a donation (cash or in-kind) contact Carol Lee in the VP for Student Affairs Office (98T-6-19) if you want your donor to receive an official acknowledgment letter from the campus. Call: (909) 869-2922 or clee@csupomona.educlee@csupomona.edu – You will need to provide your ASI account number and club name – Checks should be written out to the club. – VPSA will process the Acceptance of Gift form and submit the check with the form to Gift Processing. – Gift Processing then generates a tax receipt and deposits the check into the student club’s ASI account. Administrative Fund: VP for Student Affairs Office For Outreach Programs & Student Development Activities http://www.dsa.csupomona.edu/vicepresident/adminfund/ President’s Travel Fund: Laura Kuntz (909) 869-2944 lfkuntz@csupomona.edu Monetary Resources

7. Registration Deadlines Clubs and organizations: October 31, 2011 – dsa.csupomona.edu/osl/rechartering.asp dsa.csupomona.edu/osl/rechartering.asp myBAR extension: November 30, 2011 Greek Organizations: September 22, 2011 Please consult Jenni Adams, Coordinator for Greek Life & Education regarding the re-chartering process. – http://dsa.csupomona.edu/osl/greeklife/Greek_Registration_Intro.asp http://dsa.csupomona.edu/osl/greeklife/Greek_Registration_Intro.asp Annual Registration Process (Re-Chartering)

8. Re-Chartering Process Step 1: Complete the Online Registration Form Step 2: Submit Advisor Application Form Step 3: Submit ASI Signature Card to ASI Business Services (in order to access funds) Step 4: Attend a Club President & Treasurer Workshop Step 5: MyBAR Registration

9. New Registration Process MyBAR Bronco Activity Record http://public.dsa.csupomona.edu/oslcc/rechartering/rechartering.htm

10. Campus Policies

11. Campus Posting & Chalking Policy: – http://www.csupomona.edu/~policies/presidential_orders/presidential_ord er_Posting%20and%20Chalking%20Policy%20Updated%202007%20Final.pdf http://www.csupomona.edu/~policies/presidential_orders/presidential_ord er_Posting%20and%20Chalking%20Policy%20Updated%202007%20Final.pdf Approval stamps: Come to OSLCC & Bring 2 copies! – Every flier must have the following minimum information: Name of club/organization Contact information Housing has their own posting policy. – http://dsa.csupomona.edu/uhs/Posting_policity.asp http://dsa.csupomona.edu/uhs/Posting_policity.asp Facilities may take down expired posters and you can too Your club and organization is responsible for knowing the posting and chalking policies Posting & Chalking Policy

12. Executive Order 1006 Student Organizations Minimum Requirements for Club Recognition: Minimum of 5 CSU students, enrolled in at least 1 class Executive Board must earn 9 units per quarter while holding office (4 units for graduate students) Executive Board must maintain a minimum 2.0 Overall GPA and good academic standing while in office Maximum of 20% of members can be non-CSU students Read it here: http://www.calstate.edu/eo/EO-1006.htmlhttp://www.calstate.edu/eo/EO-1006.html

13. Executive Order 1006 Advisor Eligibility One university advisor is required: – Full or part-time faculty or professional staff – (The individual may not be an auxiliary employee: i.e. Foundation and/or ASI) – Recommended to have two advisors The Primary Advisor may not be on leave during any part of the year (i.e. sabbatical) Must be at least 21 years old Must be approved by the supervisor / Dept. Chair Read more here: http://dsa.csupomona.edu/osl/files/EO1006_Student_Activities_May_18_2 007_5882.pdf http://dsa.csupomona.edu/osl/files/EO1006_Student_Activities_May_18_2 007_5882.pdf

14. In summary, the EO1041 requires that: 1) Students participating in CSU-sponsored air travel that is not regulated by the US department of transportation must purchase life and personal injury insurance [see attachment A, Student Safety, 3]. 2) If your organization charters a bus, the company must include indemnity and co-insurance provisions [outlined in Attachment G of the executive order] in the contract. 3) All students participating in air or bus travel with your organization must sign an Activity Release Form Students participating in CSU-affiliated programs which require travel do so on a voluntary basis and participate at their own risk. Travel involves risks to personal safety which could result in damage to property, injury or death. Students participating in such travel are required to read the "Notice to Students: Release, Hold harmless and Informed Consent Provisions for Student Travel " and to sign a "Release, Hold-Harmless and Informed Consent" statement. Read it here: http://dsa.csupomona.edu/osl/files/EO1041_Student_Travel_May_29_2009_5778.pdf http://dsa.csupomona.edu/osl/files/EO1041_Student_Travel_May_29_2009_5778.pdf Executive Order 1041 Student Travel – CSU Sponsored

15. Travel Resources Documents to review and complete before travel: Review Student Travel Release Notice: http://dsa.csupomona.edu/osl/files/stud_travel_release_notice_ 7476.pdf http://dsa.csupomona.edu/osl/files/stud_travel_release_notice_ 7476.pdf Complete and submit Release, Hold Harmless and Informed Consent form to Club Advisor, Club President or Trip Coordinator: http://dsa.csupomona.edu/osl/files/Activity_Release_9- 2009_7426.pdf Contact Valerie Eberly at vjeberle@csupomona.edu regarding international travelvjeberle@csupomona.edu For more information on travel, visit: http://dsa.csupomona.edu/osl/advisors.asp http://dsa.csupomona.edu/osl/advisors.asp

16. ASI Sponsored Travel Authorization to Travel for each traveler Release of Liability for each traveler Forms must be turned in to Business Services no later than 3 weeks prior to departure Advisor signature required (a Universal Signature will not be accepted) so plan ahead Agenda or a flyer for the conference

17. Authorization to Travel

18. Release of Liability

20. Get Your Money Back for Mileage Your original Authorization to Travel paperwork must have been turned in to Business Services prior to traveling. A copy of the Google Map with distance traveled.55 per mile will be reimbursed Advisor signature required (a Universal Signature will not be accepted) so plan ahead!

21. I International Travel Going Abroad?

22. International Travel Form

23. International Travel Must Haves! * Prepare a Package including:  Authorization to Travel  Release of Liability  Authorization for International Travel  Emergency Contact List  Flight & Hotel Information  Risk Management Insurance  Document Confirming Purpose of Your Trip  List of Attendees  Copy of Advisor’s Authorization to Travel if the Advisor is traveling with you *Package must be turned in to Business Services 2 months prior to departure! Advisor signature required (a Universal Signature will not be accepted) so plan ahead!

24. International Travel Package Process Approval Process:  Review by ASI Executive Director, Cora Culla  Review by Risk Management, Valerie Eberle  Approval by Associate Vice President and Dean of Students, Dr. Rebecca Gutierrez-Keeton  Approval by Provost and Vice President of Academic Affairs, Dr. Marten denBoer

26. Alcohol & Other Drugs Policy - Link Drug-Free Schools and Communities Act Amendments of 1989 – It is unlawful to manufacture, distribute, dispense, possess, use or sell illicit drugs or alcohol on University premises, at university events, or on University business, both on campus and off. When traveling for your organization, you are officially on business from departure until return. Applies to off-campus events. Off-campus events are sponsored by the organization. It is university business, therefore this policy will apply to the organization’s representatives. Being under the influence in a public place is a misdemeanor in California Alcohol & Other Drugs Policy

27. The following campus entities are authorized by the President to serve alcoholic beverages under specific circumstances: Foundations Dining Services Kellogg West Conference Center The Restaurant Kellogg Ranch The Collins College (academic courses or official College-sponsored events) Round Table Pizza – BSC Alcohol Abuse Referrals: Counseling and Psychological Services Building 66, Room 116 (Bookstore Building) (909)869-3220 Alcohol & Other Drugs Policy

28. Hazing: any behavior or activity that causes physical harm, personal degradation, or disgrace resulting in physical or mental harm. Consent of a victim of hazing is not a defense. Being a bystander of hazing is a violation of this code. All officers, members, advisors, and alumnae can be affected by allegations of hazing. Standards for Student Conduct Hazing

29. Reserving space for high risk events/activities on campus (High Risk events or activities are those that place a person or the university at increased risk of suffering an injury or loss. Events that include participants from off campus are also included. ) – If the event description on the reservation form is determined by OSLCC to be a high risk event/activity, you will be notified and referred to Risk Management – The event/activity may require insurance and you will need to plan for the additional cost – Use the Activity Release Form: Release, Hold Harmless and Informed Consent. Release, Hold Harmless and Informed Consent – ASI Business Services may not reimburse costs for high risk events/activities Risk Management

30. Risk Management Cont. Off-campus events that are not sponsored by Cal Poly Pomona – Club advisor(s) and officers assume risk – ASI Business Services reserves the right not to reimburse costs for risky events Travel: Release of Liability Form & Driving- CA Laws Student Travel Forms : Student Travel Release Notice - Part 1 (Please review) Release, Hold Harmless and Informed Consent - Part 2 *Complete, print and submit completed forms to Club Advisor, Club President or Trip Coordinator

31. Risk Management Cont. Note: As with academic fieldtrips, students driving their own vehicles to and from a club-related activity or event do so at their own expense and their own liability. – As required by law… Drivers must have a valid driver's license and proof of liability insurance in their possession for the minimum amount prescribed by State Law; all persons in the vehicle must wear safety belts and the vehicle must be in safe mechanical condition. CPP Risk Management: Valerie Eberle (vjeberle@csupomona.edu)vjeberle@csupomona.edu Risk Management FAQ’s: http://www.csupomona.edu/~rms/student_clubs.htm http://www.csupomona.edu/~rms/student_clubs.htm

32. Advisors

33. Attend meetings and functions Assist with interpreting campus policies & procedures Communicate with student leaders Serve as authorized signer on budget related documents, travel documents, reservations, environmental health and safety forms, etc… Ensure that student leaders meet all officer eligibility requirements (GPA & unit load per quarter) Provide advice and guidance with Calendar planning Leadership style feedback Time management Interpersonal conflict mediation Using campus resources Assist with the annual club/org registration process Advise and refer students to appropriate campus support services and resources when appropriate Assist students with leadership transitions Your Role as Advisor

34. Event Planning & Scheduling Policies

35. Online Scheduling System  Indoor & Outdoor Event Forms  No longer requires officer and advisor signatures  Minimum of 10 business days for processing Classrooms for club meetings Outdoor space for events (know your location)  CLA Paseo  Rose Garden  Painting the CPP  University Plaza  University Park & Quad  Cultural Patio  Bronco Commons Email Anita Roberts (arroberts) Scheduling Facilities Through OSLCC

36. Outdoor Event Scheduling Process Go to http://dsa.csupomona.edu/oslhttp://dsa.csupomona.edu/osl Click “Event Scheduling” Click “Outdoor Scheduling Reservations” Fill out the reservation form by Clicking the “Reservation Form” link Open the word document Fill out the document completely and email it to arroberts@csupomona.edu FYI: Where it says “Which entity do you represent?” enter Student.

37. Facilities not reserved through OSLCC: Bronco Student Center Athletics (gyms and fields) Kellogg West The Restaurant at Kellogg Ranch The Historic Kellogg House Pomona University Recital Hall University Theater Parking Lots Labs To reserve these spaces, use the Event Planning Contact ListEvent Planning Contact List on OSLCC Web Site Scheduling Facilities

38. Environmental Health & Safety approval is required for all food on campus, unless it handled by an on-campus caterer. Procedures for Food Events Form: http://www.csupomona.edu/~ehs/ftp/FoodForms.dochttp://www.csupomona.edu/~ehs/ftp/FoodForms.doc Environmental Health & Safety – x4697 – Located in the CLA Building 98 in Room B1-102 Certified Food Handler must be present if food is being served at official student organization events – Exceptions: Being catered OR Pre-packaged food EH&S will recognize a Food Handlers License from : – Los Angeles, Riverside, or San Bernardino County; Also online at: – http://www.servsafe.com/http://www.servsafe.com/ – http://www.foodhandler.com/ http://www.foodhandler.com/ Food Fundraisers : – Certified food handler must be present – Cleaning your grill in public bathrooms is not allowed by Facilities – Use gloves and hairnets when serving Food at Events

39. Questions? Dr. Dora Lee Senior Coordinator, Student Life & Cultural Centers doralee@csupomona.edu (909) 869-3642 Building 26-124 (OSLCC Main Office) dsa.csupomona.edu/osl GO BRONCOS!