Student Organization & Club Orientation 2009

1. Student Organization & Club Orientation 2009 The Who, What, Why, and How of Leadership

2. WHO • Oshkosh Student Association (OSA) • “Official Voice of the Student Body” • Develop policies and procedures to improve student life • Address student concerns and participate in decisions that directly affect students • Promote the rights of all students and student organizations • Work with student organizations and clubs to assure maximum participation and representation of students • Recognizing body for Student Organizations/Clubs

3. WHO • Student Leadership & Involvement Center (SLIC) • Serve as contact point and communication center for students and student organizations • Provide guidance and resources to students and student organizations • Promote growth and potential of student ideas and initiatives • Create a helpful, friendly atmosphere for students and student organizations

4. WHAT • Student Organization and Club Orientation 2009 • Outline key steps in creating and maintaining successful recognized student organizations • Clarify new electronic recognition process on Orgsync • Explain campus policy concerning student organization conduct and funding • Offer resources and inform of available opportunities for recognized student organizations

5. WHY • Recognition from the University • Benefits • Organizational & Leadership Development • Free Rental of Rooms on Campus • Reduced fees for equipment available through Reeve Union • Access to Student Allocated Funds • Fleet Vehicle Rental • Catering and Food Options • Active voice and voting seat in Oshkosh Student Association Assembly • Advisement of an individual Advisor • Promotional and Marketing Support

6. WHY Continued • University Resources • Use of University Contracts for office supplies • Use of University Email • Use of University Logo (in accordance with guidelines) • SLIC Resources • Use of art supplies and marketing resources • Available storage space • Organization/Club Mailbox • Meeting Space • Machine Rentals • Book, Computer, and Printing Resources

7. HOW • Recognition Process • Develop your organization • Have a specific idea of what your organization wants to accomplish • Formulate a mission statement, constitution and/or by-laws • Electronic Version is necessary • Recognition forms are available at ORGSYNC.COM • All Recognition forms are online • Needed: • Constitution/Bylaws of organization • 5 members • Student Organization and Club Orientation • Risk Management • Recognized for 1 Academic Year: until 9/30/10 • Appoint President, Vice President, Secretary Student/Budget Manager and OSA Assembly Representative • Find an University employee to appoint as Advisor • Advisor must sign registration form

8. HOW Continued • Recognize your Organization • Questions to Consider when Recognizing your Organization • Would your organization like a seat in OSA Assembly? • Would your organization like Allocated Funds from Student Allocations? • Would your organization like a Mailbox in the SLIC? • Requirements Included with Recognition: • Create an Orgsync Portal • If requesting funds from Allocations, attend Budget Managers Meeting in Sept. • Attend the Student Orientation concerning student organizations on October 25th. • President and Vice President watch Risk Management Video and take Quiz by October 31st. • Submit forms online through Orgsync • Committee on the Recognition of Student Organizations (CORSO) will review all Student Organization Applications • Report of your Recognition Status will be confirmed by CORSO Chair after all requirements are confirmed.

9. HOW Continued • Renewal of Recognition • Complete the Renewal forms online on Orgsyncsubmit online by October 1. • Failure to return these forms by the deadline may result in your organization being ineligible for consideration for segregated fee support and other recognition privileges until the next school year.

10. Orgsync • https://orgsync.com/chapter/13542?full=yes#/chapter/13542 • Orgsync: • Forms • President/Advisor Portal • Official communications • 5 members in Portal • Public Information/Profile • Website Capability

11. New Organizations • Same Requirements as Previously Recognized Organizations • Set time to appear before OSA Senate • Senate must approve new organizations and clubs through a majority vote • Present short explanation of your organization’s mission and goals to OSA Senate • OSA Senate will ask any important questions concerning your organization • OSA Senate will vote that meeting to recognize or not recognize that meeting.

12. Policy, Procedure & Judicial Processes • Code of Conduct of Student Organizations • Laws/Policies that govern Student Organizations • Student organization constitution and bylaws • Student non-discrimination policy • University affirmative action policy/procedure relating to student organizations • Student conduct code • University sexual harassment policy • University alcohol policies • Policies and procedures for the use of university vehicles • University purchasing and accounting/cash handling procedures • Wisconsin state statutes pertaining to the legal drinking age and the provision of alcoholic beverages to minors; as well as the statutes pertaining to illegal drugs, sexual harassment, hazing, etc. • Federal and state laws

13. Policy, Procedure & Judicial Processes Cont. • Breach of Conduct Procedure • A complaint is filed • Informal • Discussing matter personally with Student Organization • Formal • A written complaint is documented • Student Tribunal decides to accept or disregard complaint • Formal Hearing is performed if complaint is accepted • Decision of punishment is issued by Student Tribunal • Source of more information: Student Discipline Code • http://www.uwosh.edu/dean/08.09DisciplinaryCode.pdf

14. Changes to Student Discipline Code • New Process for Misconduct pertaining to Recognized Student Organizations • Dean of Students will receive applications from interested students wishing to serve on Student Conduct Panel and Student Tribunal (15 students) • Complaints received through Dean of Students will be determined if Student Tribunal/Student Conduct Panel is necessary • Random Sampling for Hearing • Hearing Process and Decision (3 out of 5 members vote needed) • Dean of Students interprets Tribunal’s decisionand informs student organization of decision

15. Changes to Student Discipline Code • Student Tribunal • Possible Sanctions • Loss of Privileges • Loss of Recognition • Written Reprimand • Disciplinary Probation • Loss of Privileges not pertaining to Recognition • Restricted Recruitment of Members • Restitution for Damages • Appeal Process Available

16. Role of Advisor • Agree to becoming Advisor to a Student Group • Responsibilities • Source of Information and Guidance • Become familiar with University policy and procedure • Provide advice, guidance, or just a listening ear for students • Help determine the mission and goals of the student group • Set expectations for student group’s progress • Provide assistance with necessary paperwork • Provide Authorization for Student Group Activity • Serve as the University signature authority for payments and activities

17. Student Allocations • Organization have budget hearings in mid-October. • Groups that are not linked to an academic discipline are classified as Organizations. • Clubs will have budget hearings in Spring. • Groups that are linked to an academic discipline are classified as Clubs. • Groups can make special requests during the year by contacting the SAC. • Organizations are required to submit a yearly Annual Report highlighting what the group used their funds on. • Because of this, it is important that Organizations keep accurate records of what their funds were spent on. • Annual Reports have two due dates: 1st draft is due in April, final draft is due in August. • If groups have questions they can contact us at sac@uwosh.edu. • For more information: http://www.uwosh.edu/SAC • Forms available under Tools/Forms in Orgsync

18. Accounts Payable/Payment Forms • Payment Forms • Direct Payment Request Form • Payment to Individual Report • Travel Expense Report • Petty Cash • Meals Request Form • Registration Forms • WISDM Authorization Form • All forms are available on Financial Services Webpage • http://www.uwosh.edu/departments/admin_serv/formspg.htm

19. Student Group Activity • Resources Available for Student Groups • Meetings • Reeve Room Reservations • Events • Reeve Ballroom or Room Reservations • University Catering & Dining Services • Promotion & Marketing Assistance • Fleet Vehicle Usage

20. Reeve Reservations • Reservations – taking reservations for Fall 09 and Spring 10 • Reeve Policy – all student orgs must be OSA recognized to receive benefits of meeting rooms • Fees – no fees for rooms, minor fees for some equipment or personnel • Special Events Policy • www.reeve.uwosh.edu/reservations • 920-424-2435 • reevereserve@uwosh.edu

21. University Catering & Dining • Sodexo • Menu • Special On-Campus Student Organization Menu • Available on Catering webpage • Hours • Normal Business Hours • Reservations • Large parties • 10 days in advance • Events requiring more than minimal amenities • 72 hours in advance • Contact: Catering Services at (920) 424-3412 • Needed Information to make reservations: • Location • Number of guests • Time of the function • Menu selection

22. University Catering and Dining Cont. • Approved Vendors • Only certain non-campus vendors are approved for catering • List available at catering webpage • Forms Needed: • Meals Requisition Form • Needed seven days prior to event • Available on the Financial Services Webpage: http://www.uwosh.edu/departments/admin_serv/formspg.htm • Catering Event Form • Needed seven days prior to event • Contact: http://www.reeve.uwosh.edu/catering/

23. Promotion & Marketing • Reeve Union Marketing • Supplies Available in SLIC • Posters • Banners • Table Tents • Campus Vision • Concourse Tabling • Reserve through Reeve Registration • SLIC • SLIC Newsletter • Mailboxes • OSA • Announcement at OSA Assembly and Senate

24. Co-Sponsorship & Fundraising • Co-Sponsorship for your Organization and UW Oshkosh • University Speaker Series • Pepsi Fund

25. Fleet Vehicles • Fleet Vehicle Website: • http://www.uwosh.edu/fleet/ • Fleet Vehicles Available • 6 Sedans • 6 Minivans • $0.40 per mile • Rental Procedure • Authorization Must be Granted • Submit a “Student/Volunteer Driver Authorization” form to the Fleet Vehicle Office • Rates available on Fleet Vehicle Webpage

26. Fleet Vehicles Continued • Rental Regulations • University vehicles may be used only for university business • Each request for use of a fleet vehicle must be in writing and authorized • Each driver must have a valid Wisconsin driver's license and be approved by the Fleet Vehicle Dept. • Student drivers must file a "Student/Volunteer Driver Authorization” form that must be signed by the Activity Advisor • Driver Authorization of Fleet Vehicle must be renewed every year

27. Training Resources • Available Training Sessions • Advisor Roundtable • Titan LEAD • Radical & Authentic Leadership • November 13 (4 – 9 pm) & November 14 (9a – 6p) • Applications Due by Monday @ Noon to SLIC • Diversity & Leadership Conference • Theme: Becoming a Diverse City through your looking Glass • Workshops for all members of Student Groups • Lunch, Entertainment, Keynote • Register online – SLIC website

28. Training Resources Continued • Student Leadership & Involvement Awards • Be recognized for you hard work and campus involvement!

29. Expectations of Student Groups • OSA Expectations • Communicate with OSA • Participate in Committees • Attend OSA Assembly Meetings • Propose new legislation • Actively support student ideals and rights • Act according to your Mission and Constitution • Utilize resources when questions or problems arise • Utilize the Student Tribunal • Follow Student Handbook and Student Disciplinary Code • Carry out goals in accordance with University policy & procedure • Follow Student Handbook and Student Discipline Code • Utilize Orgsync to have updated profile and 5 active members

30. Additional Online Resources • Student Organization Assistance • Utilize ‘Student Handbook’ of UW Oshkosh • Details Conduct and Procedures for Student Groups • http://www.reeve.uwosh.edu/slic/docs/Student_Handbook.pdf • OSA • http://www.osa.uwosh.edu/?page=home • SLIC • http://www.reeve.uwosh.edu/get-involved/ • Financial Services • http://www.uwosh.edu/departments/admin_serv/formspg.htm • Reeve Reservations • http://www.reeve.uwosh.edu/reservations/