Registered Student Organization Orientation

1. 2012-2013 Registered Student Organization Orientation Brought to you in part by the Office of Student Involvement and Student Government Association

2. Office of Student Involvement (OSI)

3. OSI Website http://www.getinvolveducf.com/osi/studentorgs

4. Knights of The RoundTable (KoRT) • Peer Educational Resource for RSO’s • Opening Knight & Club Showcase • Leadership Workshops • NorthStar Summit Leadership Conference • Senate Meet & Greet • Organization Relations Team: RSO’s A-E: kort_org@ucf.edu RSO’s F-O: kort_org2@ucf.edu RSO’s P-Z: kort_org3@ucf.edu http://kort.getinvolveducf.com/

5. Advisors • Get to Know Your UCF Faculty/Staff Advisor • Establish Communication Plan • Role of Advisor • Signatures & Password • Update Form • SAFE Form • Transition • Advisor Roles Worksheet Online

6. Banking, Finances, & Dues • Written Expenditure and Deposit policy • Bank Accounts • Do not open a bank account under a personal SSN • Employee Identification Number

7. Co-Programming • Sharing Resources with another organization • Make sure the organizations is registered with OSI • See Sample Agreement online

8. Contracts • Cannot represent group as part of UCF • No Assistance from: • Student Legal Services • UCF General Counsel • Questions about Contracts ask OSI Staff

9. Cubicles • Applications • Require a minimum commitment • 10 hours each week • Attendance at KoRT Leadership Workshops • Keep cubicle clean

10. Disabilities • Need to accommodate students • Funding through OSI & SGA • osiassist@ucf.edu

11. Officer Eligibility • Minimum UCFGPA(2.5 for undergrads, 3.0 for grads) • No holds(disciplinary, parking, etc.) • Credit hours • 6 for Undergrad Students • 5 for Grad Students • 3 for Grad Students in thesis/dissertation • Appeal Information online • Review Eligibility Requirements at time of Fall/Spring Elections

12. Event Planning • Each building has different policies • Read the Golden Rule, Office of Student Conduct, Office of Student Involvement, and Physical Plant sections • Charging Admission • Event Planning Checklist online • Facility Coordinator/Building Manager: http://www.pp.ucf.edu/BuildingManagers/bldg.html

13. Event Planning Steps • Determine Type of Event & Number of Attendees • Submit Reservation Request Student Union - http://ucfsu.com/reservations/ Recreation and Wellness Center - http://rwc.sdes.ucf.edu/reservations Classrooms - http://www.registrar.ucf.edu/forms/room_reservation/form.html • Review Event Details and Submit SAFE Form if required Form and Instructions on http://www.getinvolveducf.com/osi/

14. Update Form - RSO Website • Password from Advisor • Due each Semester (Fall/Spring) • List all officers, 4 are “Authorized” • Submit again if Information Changes • Fall/Spring Elections http://www.getinvolveducf.com/osi/studentorgs

15. SAFE Form - OSI Website • Criteria in Golden Rule • Absolute Deadline 15 Days Prior to Event http://www.getinvolveducf.com/osi/

16. Fundraisers • Poker Tournaments • Guessing Games • Raffles • Bake Sales Review legal/policy implications

17. Golden Rule • Rules • Membership • Following organization’s constitution • Gambling and games of chance • Solicitation and fundraising • Advertising media • Social events • Officer eligibility • UCF name and marks • Group responsibility Be familiar with Office of Student Conduct, Office of Student Involvement, Student Union, and Physical Plant sections of the GR!

18. Mail • Regional, Rosen, Sports Club Council, and social Fraternities/Sororities have boxes in their respective offices • All other organizations may send mail to OSI, to be kept in KoRT cubicle for pick up • See RSO web page for mailing address

19. Privileges of Registration – Golden Rule • i. The privilege to use University facilities depending on availability, program and guidelines; • ii. The privilege to request Student Government Association activity and service fees provided said organization adheres to the Student Body Constitution, the Student Body Statutes, and all Student Government financial regulations; • iii. The privilege to establish dues and sponsor money-raising projects; • iv. The privilege to use the University's name as part of the organization's name (Office of Student Conduct 9, 15); • v. The privilege to invite guest speakers to campus; • vi. The privilege to grant awards and honors to organization members. • vii. The privilege of access to campus for recruiting, fundraising, and publicity; • viii. The privilege of a free organizational e-mail address and web site; • ix. The privilege of access to resources provided by university departments and offices; • x. The privilege of free or low-cost banking; • xi. The privilege of an on-campus mailbox; • xii. The privilege to apply for cubicle space on campus; • xiii. The privilege to program with SGA agencies; • xiv. The privilege to participate, as a group, in University-sponsored events

20. Publicity Resources • Flyers • Signs • UCF Event Calendars Whenever you promote on campus, make sure you know the rules and get permission to use UCF logos!

21. Risk Management • All organizations involve risk • Individual officers can be held liable • Put plans in place that reduce risks • More info on RSO web page • Group Responsibility

22. Room and FacilitiesStudent Union Event Services • Spaces • Student Union - http://ucfsu.com/reservations/ • South Patio space • Ferrell Auditorium and Commons • Reflection Pond and Memory Mall • Who can reserve space? • Authorized officers • Meeting reservation policy • Event reservation availability • Inappropriate use of space

23. Room and FacilitiesStudent Union Event Services • CATERING POLICIES • Upon approval from an event planner (at least 3 business days ahead of time), RSOs may bring in up to $50 of pre-packaged snack foods and Coke products. • If outside of these criteria: All food orders must be submitted through the Event Services Office. No unapproved caterers are allowed. • Caterers, menus, and pricing are listed on the SU website. RSOs receive 20% off of listed prices! • Submit Order 1 Week Prior to Your Event. • Headcount and Payment are Due by Noon, 3 Business Days Prior to Event.

24. Room and FacilitiesStudent Union Event Services No Show Information • Please Contact Event Services 72 Hours in Advance to Cancel a Reservation • Fees Will be Assessed for No Shows Organizations are responsible for all reservations under the group’s name. If you are unsure of what reservations are listed under your organization, please contact Event Services for a copy. Room Cleanliness and Damages • Fees will be assessed to the organization if any damage occurs, including, but not limited to, trash removal, cleanup of unauthorized decorations, etc.

25. Room and FacilitiesOther Space • Classroom space - http://www.registrar.ucf.edu/forms/room_reservation/form.html • Advisor must be present • Take special care of rooms • Free assembly areas are governed by University Regulations • See RSO web page for other “reservable” spaces

26. Taxes • State Sales Tax • Purchasing items for organizational use • Federal Income Tax (IRS) • Review RSO web page for more information • Tax-exemption and donations • Organizations are not automatically tax-exempt

27. University and Athletics Trademarks • Need permission to use logos and trademarks • All designs: web page, shirts, flyers…. Basically all graphics for organization • “University of Central Florida” and “UCF”

28. Office of Student Involvement Website Resources http://www.getinvolveducf.com/osi/studentorgs

29. Contact Information • Office of Student Involvement • SU 208, 407-823-6471 • osi@ucf.edu • http://www.getinvolveducf.com/osi/studentorgs • Matthew Betz, Assistant Director • Matthew.Betz@ucf.edu • Tava Bingham, Coordinator • Tava.Bingham@ucf.edu • Questions – E-Mail rso@ucf.edu

30. Student Government Association:An Introduction

31. What is SGA? • SGA is an actual governmental authority in matters concerning the student body • Activity &Service Fee (A&SF) paid per credit hour • SGA owns and operates the Student Union and Recreation & Wellness Center, as well as provides funds for various programs and services on campus • Student Government is broken down into three separate entities based upon the Constitution of the United States

32. Executive Branch • President and the Vice President represent the Executive branch of government • Cabinet includes Student Affairs, Governmental Affairs, Campus Life, Communications, and the Administration divisions

33. Judicial Branch • Consists of the Chief Justice and associate Justices • Hears cases involving students and student organizations that may have violated the Golden Rule, the Student Body Constitution, or Student Body Statutes

34. Legislative Branch • A.K.A. “Senate” • Consists of 52-65 Senators elected to represent each college and region • Each RSO is represented by a student Senator

35. Three Funding Processes • Senate Allocations (3 types, 2 committees) • Senate Bills • Activity and Service Fee (A&SF) Budget

36. (1) Senate Allocations • Under $1500 for travel and $1000 for all other types of funding • Two committees, depending on request • Complete a form and attend the appropriate committee meeting - http://www.ucfsga.com/forms • Suggested to request at least 6 (no less than 4) school weeks prior to funding being needed

37. (1) Senate Allocations:Conference Registration and Travel (CRT) • Approves conference and travel funding • Every UCF student may apply for up to $250 one time per fiscal year for individual travel • RSOs may apply for up to $1,500 one time per fiscal year for group travel • All amounts in excess of $250 for individual travel or $1,500 for group travel must be requested in a Senate bill

38. (1) Senate Allocations: Financial Allocations for Organizations (FAO) • RSOs may apply for up to $100 in office supplies one time per fiscal year • RSOs may apply for up to $1,000 one time per semester for speakers, campus events, or other things not covered by another account • These programs CANNOT charge admission and must be open to all UCF students • All of these events that exceed $1,000 must be requested in a Senate bill

39. (2) Senate Bills • Every RSO is assigned a student Senator • Bills are designed to allocate funds greater than $1,500 for travel or $1,000 for all other types of funding • Only the student Senator can write and introduce the legislation • Once the Bill is introduced it must follow a path before it can become law

40. The Life of a Bill • Placed on First reading on the Senate agenda and referred to a committee • RSO should attend committee meeting. Committee will debate and may amend Bill • Placed on Second reading on the Senate agenda. Senate will debate and may amend (by majority vote). RSO should attend the meeting to answer questions • Placed on Third reading on the Senate agenda. Senate will debate and may amend (by 2/3 vote). RSO should attend the meeting to answer questions • If Senate passes Bill on Third reading, it goes to the Student Body President and VP of Student Development and Enrollment Services for their approval • If they approve, the group can utilize the money • The Bill could be “killed” or vetoed at any point • Start the process at least 10 (but no less than 8) school weeks before money is needed to be spent

41. (3) A&SF Budget • The A&SF Budget process that many established RSOs have utilized in the past may be changing in the fall 2012 semester, for the 2013-2014 fiscal year. • Information regarding this process will become available by November 2012 • Organizations that were allocated money for a specific event or conference in the 2012-2013 A&SF Budget cannot request a bill or allocation for that same event or conference (to add to the amount allocated in the A&SF Budget). • Questions concerning money that an organization received in the 2012-2013 A&SF Budget should be directed to the SGA Comptroller at sga_comp@ucf.edu.

42. Operations Review Committee (ORC) • Reviews promotional material that an RSO creates for a program funded by A&SF funds (regardless of whether promotional material received funding) • Promotional materials must include SGA logo • ORC requires that all RSOs complete a post event or travel form within 30 days

43. Other Tidbits • Have all “authorized” officers complete Financial Training (only if requesting SGA funding) - http://www.asf.ucf.edu/financial/trainingsch.htm • In Fall/Spring, Senate and committees meet once per week. In Summer, they meet every other week • Senate meets on Thursday nights • FAO, CRT, and ORC meet various days. Days/times are posted in the SGA Office

44. Now that you know • SGA is a very valuable resource for you and your RSO - http://www.ucfsga.com/ • Use the services provided and the funds available to make your RSO the most effective organization it can be • Questions? E-mail your Senator or the Senate Pro Tempore at sga_pro@ucf.edu

45. UCF Creed • Integrity • Scholarship • Community • Creativity • Excellence http://creed.sdes.ucf.edu/