2012-2013 STUDENT ORGANIZATION OFFICER/ADVISOR TRAINING WELCOME! Sign in for attendance verification. Silence cell phones & other electronic devices. PLEASE -- Refrain from mini conversations! RISK MANAGEMENT: COLLIN STUDENT HANDBOOK & COLLIN COLLEGE POLICIES Alcohol and Drug Use Harassment & Sexual Harassment Freedom of Speech Hazing Other Offenses Student Complaints: General (Student Handbook 2012-2013, 7-2.1) (Student Handbook 2012-2013, 7-1.4) (Student Handbook 2012-2013, 7-1.5) (Student Handbook 2012-2013, 7-1.7) (Student Handbook 2012-2013, 7-2.4) (Student Handbook 2012-2013, 7-1.10) CHAPTER 1: STUDENT ORGANIZATION CATEGORIES Academic (ASO’s) Registered (RSO’s) Select an advisor(s) and submit their name to Student Life for approval from Collin Administration. ASO’s & RSO’s Have a full-time Faculty member appointed by the college. Per HB 2639, four (4) members of the executive board and advisors are required to attend training. Designate one student as the Primary Student Contact. Submit an On-Campus Activity Approval Form or an Off-Campus Activity Approval Form for all organization events and activities. All Comply with any policies, procedures. Access to departmental and college funds in addition to requesting funds from SAFAC. Prior to traveling off campus overnight, students and advisors are required to attend a Travel Training session sponsored by the Dean of Students Office. CHAPTER 2 -- BENEFITS OF RECOGNITION 1 Identification with Collin Access and Utilization of Student Organization Offices & Use of Complimentary Supplies 200 regular copies & 100 color copies per month, per campus. Utilize College Receiving Department for items ordered for Organizational purposes. Utilization of College Facilities/Equipment/Campus News Boards Earn the right to promote organizational activities and to participate in college and community events as a Collin Organization. To have your event added to the Collin calendar, email Michael Gregorash (mgregor[email protected]) with your event information AFTER approval from Student Life and/or Collin Administration. College must be open to access any/all facilities. Recruit New Members Special Events (i.e., Welcome Week, Get a Scoop, Rockin’ the Ridge) Tables in Atrium CHAPTER 2 -- BENEFITS OF RECOGNITION 2 Fund Raising Opportunities – ONE per month. It is not permissible for Student Organizations to invite vendors on campus for any purpose, including fund raisers. Vendors include, but are not limited to, the following: Food, Candles, Art, Jewelry, Decorations, Dishes, Bibles and Candy. Petty cash (up to $10) and/or cash boxes are available from the Cashier’s Office Must be checked out by Advisor with 24 hour notice. Return to Cashier’s Office by 4:30 p.m. the same day. Cash boxes also available from Student Life WITHOUT petty cash! CHAPTER 3 -- RESPONSIBILITIES OF RECOGNITION 1 Four (4) main goals of the recognition process: Establish an on-going relationship with elected student leaders and appointed advisors. Provide resource information to student leaders and advisors. Assist student leaders and advisors in understanding their responsibilities, the expectations of student organizations and their members, and the procedures Student Organizations must follow. Gather information from student organizations within a reasonable period. CHAPTER 3 -- RESPONSIBILITIES OF RECOGNITION 2 In order to maintain recognition status: Annually apply for college recognition through Student Life & attend annual training. Adhere to all local, state, and federal laws, the Collin Student Code of Conduct, and all college policies and procedures. Inform Student Life of changes to organizational leadership or governing documents within five (5) business days. Ensure continuity in leadership from year to year by training newly elected officers and maintaining good records. CHAPTER 4 -- REGISTERING NEW/RETURNING ORGANIZATIONS 1 Registration Paperwork – due by noon on the second Friday of September and February. Student Life will not process paperwork or grant recognition until all registration documents are received and the paperwork is completed by the deadline. Recruit twenty (20) members that meet the minimum standards (2.0 GPA) to serve as "Members of Record.” Receive confirmation of Recognition. CHAPTER 4 -- REGISTERING NEW/RETURNING ORGANIZATIONS 2 Denial, Sanction, or Termination of Recognition: Inability to complete organizational registration requirements by stated deadlines. Failure to comply with college policies and/or procedures. Collin Administration imposes sanctions on the organization. Request by the local, state, or national chartering organization for termination. Failure to have four (4) members of the executive board and the Advisor(s) attend an entire Officer/Advisor training session. CHAPTER 5 -- GENERAL ORGANIZATION REQUIREMENTS 1 Per HB 2639, four (4) members of the executive board and advisors are required to attend training. Student Organizations will assign at least one organization member to attend each Student Life training seminar. Each organization must consist of at least twenty (20) currently enrolled students. CHAPTER 5 -- GENERAL ORGANIZATION REQUIREMENTS 2 Primary Student Contact Responsibilities Ensure the organization complies with college policies and procedures and local, state, and federal laws. Serve as the liaison between the Student Organization, Student Life, Collin, and the Student Life Student Organization list-serve. Respond to requests for information from Collin Administration. Mailboxes and allocated bulletin board space are kept clean and updated at least once a month. Ensure that one person is assigned to run organization meetings. Draft official agenda prior to meeting, copied, and made available. Robert’s Rules of Order should be followed. CHAPTER 6 -- STUDENT ORGANIZATION ADVISORS 1 Faculty/Staff (includes overnight & day travel) @ http://www.collin.edu/studentresources/deanofstudents/travel.html Must obtain written approval from their supervisors prior to recognition from Student Life. Attend mandatory training per HB2639 or complete online training (only available to returning Advisors) and the assessment. Guide the leadership of the organization and to serve as a mentor; be professional at all times. Assist the leadership in planning and implementing meetings, events, and activities; should not mandate events. Have knowledge of and approve all organizational activities and expenditures. Approval should be based on the feasibility of the event. CHAPTER 6 -- STUDENT ORGANIZATION ADVISORS 2 Ensure plans for any activity conform to college policies and procedures. Required to attend all organizational off-campus functions, unless these duties are shared between multiple advisors (strongly encouraged to attend all on-campus meetings). One advisor for every 30 individuals for on-campus events. One Advisor for every 10 students for off-campus events. Primary advisor to one Student Organization at a time. CHAPTER 7 -- ORGANIZATION CONSTITUTION Must use the 2012-2013 Sample Constitution. All areas in bold on the Sample Constitution must be included in your Student Organization’s Constitution. Must type constitution. Hand written constitutions will not be accepted! CHAPTER 8 -- STUDENT ORGANIZATION ACTIVITIES On & Off Campus Activity Approval Forms All organizational activities require approval from Student Life and/or the Dean of Student Development (depending on Tier). Organizations may not publicize or hold any activity until approved by Student Life and/or Collin Administration. Utilize the following to advertise: Campus News Boards Check out easels Facebook (per SOPM guidelines) To have your event added to the Collin web calendar, email Michael Gregorash ([email protected]) with your event information. CHAPTER 9 -- MONEY MATTERS 1 Financial Petty Cash Each organization is required to submit an updated Agency Account Form to Student Life in order to access funds. Signatures required for purchases: Advisor and Treasurer OR Advisor and President. Final signature with Director of Student Life Academic Orgs require the appropriate Vice President signature in addition to above signatures on paperwork for purchases. Make copies of all purchases and deposits for Treasurer. Monthly Budget Reports will be e-mailed to Advisor(s) and all Officers. Reimbursement for items less than $50 with original receipt. Food & drink purchase are not eligible for Petty Cash reimbursement. Check Requests (not including SAFAC awards) Used to pay vendors directly with an order form or invoice attached. CHAPTER 9 -- MONEY MATTERS 2 Performer/Speaker/Guest Lecturer Contracts & Contract Labor Forms Student Organizations do not have the right or authority to enter into a contractual agreement. Any organization considering contracted services must contact Student Life. SAFAC (Student Activity Fee Advisory Committee) All Student Organizations are eligible to apply for funds. Funds are NOT a guarantee – plan accordingly & early. Not to be used as a reimbursement plan. Recommended: Full-time staff review before submitting to SAFAC Committee. Four Decisions can be made regarding Funding Request: Fully fund; Partial fund; Deny; Table. CHAPTER 10 -- STUDENT TRAVEL 1 Students (day travel ONLY) @ http://www.collin.edu/studentresources/deanofstudents/daytravel.html Scheduling Travel Orientation Meetings for Overnight Travel Steps for Successful Travel Meetings Required every academic year September 1 through August 31. Students and advisors who do not complete the required Student Travel Orientation meeting will not be allowed to attend the overnight event or activity – no exceptions. Survey the group for best possible options. Contact the Dean of Student Development (DOSD) Office to schedule student travel training based on survey of the group. Receive confirmation of travel meeting from DOSD Office. Notify the group of the upcoming Student Travel Orientation meeting. A Travel Commitment Form must be completed when using Collin funds. CHAPTER 10 -- STUDENT TRAVEL 2 Student Field Trip Form Liability Waiver Forms Must be turned in at least three (3) business days prior to travel. Advisor, Advisor of Record, Faculty Member, or other responsible party must keep this form on their person throughout the trip. Airfare Work with Student Life upon receiving funding and PRIOR to travel. Must be purchased in advance and reimbursed. TSA Guidelines requires your ID & ticket reflect the exact same name. Per Diem Texas rates: $10/breakfast; $15/lunch; $21 dinner. Out of state: Contact Yvonne Hooper @ [email protected] Deduct the conference meals (i.e., cannot receive per diem for lunch IF the conference is providing lunch). Disbursement to Advisor prior to travel. CHAPTER 10 -- STUDENT TRAVEL 3 Lodging Use of College Van/College-Leased Vehicles Students may not share room with Advisor, Advisor of Record, Faculty Member, or other responsible party. Students may only room with fellow students of the same sex. Each student must have their own bed. Must limit passengers to nine (9) in a vehicle, including the driver, only using 12 passenger vans. 15 passenger vans are NOT permitted! Driver must be Collin Faculty or Staff ONLY. Approved College Vendors for Leased Vehicles CHAPTER 11 -- PROMOTION AND PUBLICITY Organizations may not publicize or hold any activity until approved by Student Life and/or Collin Administration. Utilize the following to advertise after event is approved: Student Organization Bulletin Boards (SCC & PRC) Campus News Boards/Check out Easels Collin Web Calendar – email Michael Gregorash ([email protected]) Facebook (per SOPM guidelines) Student Organizations are not permitted to send e-mail blasts CHAPTER 12 -- FORMS Most forms are fillable and found on the Student Organization Webpage. THANK YOU!