connect 2019! leadership welcome to
TRANSCRIPT
Welcome toLeadership
Connect 2019!Choose Your
Own Adventure
Enjoy the day!!!
ENGAGE. CONNECT. EXPLORE.
OSL UpdatesWhat’s old, what’s new, and
what’s to come
“The Office of Undergraduate Student
Life fosters learning experiences for all students at Stevens
through intellectual, personal, and social
development that occurs beyond the classroom.
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Who’s Who in Student Life
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Leo PedrazaAssistant Dean and Director of Student Life
➢ Oversight of Student Life programs, operations, & policies
➢ Co-advise SGA/Advise CSU➢ Family programs & communications➢ Contract/insurance negotiation &
expense approval➢ Student issues, conduct, & crisis
management➢ Family Weekend, Senior Awards,
Stevens Live
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Chris ShemanskiAssociate Director of Student Life
➢ Oversee New Student Programs including First-Year, Transfer, and International Orientation.
➢ Co-oversee the Peer Leader Program and other first-year student initiatives
➢ Oversee community service and civic engagement opportunities
➢ Manage the overall operations of our student engagement platform, DuckLink
➢ Advise Gear and Triangle, Stevens THON, and Habitat for Humanity
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Danielle MaxsonStudent Life Advisor
➢ Co-Advise SGA➢ Advise the Entertainment Committee➢ Oversee Leadership Programs,
including Stevens LEADS➢ Co-oversee the Peer Leader Program,
along with other First Year initiatives ➢ General oversight of large scale
events and traditions, including Wittpenn Walk, TechFest, Leadership Connect
➢ Advise Senior Week Committee
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Malcolm McDanielAssistant Director of Fraternity and Sorority Life
➢ Oversee organizational operations for 20 fraternities and sororities
➢ Advise the Cultural Greek Council, Stevens Panhellenic Council, & Order of Omega.
➢ Provide leadership conferences to students such as the Northeast Greek Leadership Association Conference (NGLA), and the Cultural Greek Leadership Conference
➢ Co-manage recruitment practices➢ Oversee Pre-Orientation Program➢
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Liliana DelmanAssistant Director of Diversity Education
➢ Oversee all Diversity Education programs on campus, including the Lore-El Center
➢ Provide programming for the campus community, including cultural heritage months, speakers, and affinity programs
➢ Provide trainings on various diversity and inclusion topics to students, staff, and faculty
➢ Work towards more inclusive practices within the Stevens community
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Lilly TejadaFinancial Assistant
➢ Supervise and recruit OSL Assistants➢ Oversight of general front end operations
and the Student Life Welcome Desk➢ Budgetary allocations, compliance, and
financial transactions for OSL and the Student Government Association (SGA)
➢ Assist with event management and coordination of large scale events hosted by OSL in collaboration with student organizations and committees
➢ Advise student organization Treasurers
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Veronika PaprockaGraduate Coordinator for Diversity Initiatives
➢ Oversee the Lore-El center and 5 Program Coordinators and their programs
➢ Coordinate the SafeZone Program➢ Advise all LGBTQ+ Student
Organizations➢ Support Diversity Education
through programming and trainings
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Amanda DePinhoGraduate Coordinator of Greek Life
➢ Advisor to the Interfraternity Council and the United Greek Committee
➢ Plans large scale programming such as IMPACT retreat.
➢ Coordinates New Member Orientation Series
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Who You Gonna Call? OSL LiaisonsYour liaison is your main contact for event planning, logistics,
and can be a resource as you navigate leading your organization.
Responsibilities of Your Liaison:
● Event approvals in DuckLink
● Financial approvals and contract/insurance reviews
● Poster/Flyer approval and stamping
● Approving any conferences or travel for your organization
● General advice or support for programs
Responsibilities of YOU to communicate with your liaison:
● Managing officer transitions in your organization
● Large-scale event planning (room reservations, catering, risk management, etc.)
● Group dynamics and leadership development
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Howe 10th Floor Updates:➢ Students will soon be greeted by a
student worker when coming to see OSL.➢ All OSL staff will now sit in the back of the
10th floor suite.➢ Lilly’s office hours for students are
Monday-Friday 1:30-3:00PM or by appointment.
➢ Prizes should be given to and picked up from the student worker at the front desk.
➢ For storage access to Humphreys please schedule a time by emailing [email protected]
Where Are We Going? Updates on SpaceAlexander House Updates:➢ Due to further construction
complications, the Alexander House move has been postponed to late November 2019.
➢ Updates on storage post Alexander House move will come later in the semester.
➢ More updates on updated layout and opening date will be communicated later in the semester.
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Place your screenshot here
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DuckLink
Tips of the Trade to maximize your online presence:
➢ Use the News feature➢ Track attendance➢ Upload documents for
smooth transitions➢ Create cover photos for
events
OSL PoliciesAn Overview of RSO and Event Planning Procedure
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RSO Good Standing PolicyEach RSO must adhere to the following expectations as set forth by OSL.
1. Maintain accurate and up to date organization information and events in DuckLink.
2. All officers must be in good academic standing with the institution, which includes:
a. Maintaining an overall grade point average at or above 2.5b. Staying enrolled in at least 12 credits as a full-time, undergraduate student
at Stevens.i. Students in their final year at Stevens can be part-time and hold an
officer position.c. Not being on academic probation
3. Follow all policies regarding the utilization of financial resources, including P-Card usage and budgeting.
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Creating an Inclusion StatementAll RSOs are encouraged to add an inclusion statement to their constitution. For additional guidance in creating an inclusion statement please contact your Liason or Diversity Education.
Why Create One?● Send a welcoming message to
members of all backgrounds● Create an accountability standard for
all participants● Make members aware of inclusion as
an important public policy in your community
● Create a forum for better understanding and appreciation of individual differences
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Tips● Keep it short● Test It● Revisit it often● There is an example inclusion
statement in the Student Organization Manual to reference.
University Event and Virtual EMSVirtual EMSOne member from each organization receives access to Virtual EMS by filling out the Virtual EMS Form on DuckLink. To do so:
1. Student submits Virtual EMS Form on DuckLink.
2. OSL approves student EMS form.3. OSL provides University Events with
updated organization user information.4. University Events imports user into the
system.
For any space related questions or issues, please contact University Events directly.
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Event Times and LocationsStudent organizations may hold approved events in on-campus facilities between the following hours:
Indoor Facilities:● Sunday - Thursday from 8:00am - midnight● Friday - Saturday from 8:00am- 1:00am
Outdoor Facilities● 8:00am - 10:00pm
As an organization, think about what dates/times are best for your audience and the campus community.
Furniture must be reset in rooms after an event or the organization will be fined by University Events
CateringUtilizing Catering
Any prepared food for on-campus events and meetings organized by SOs and Greek organizations must go through Compass One Dining.
Orders can be placed on ECater online.
Snacks
Light non-prepared, snack items under $50 may be purchased using a P-card, in alignment with University financial policy.
Snacks in excess of this amount must go through Compass One Dining regardless of what was approved by the SGA.
Food Waivers
A Catering Waiver Form must be completed and submitted alongside a copy of the menu and quote or invoice for food or catering provided by the outside vendor.
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Vendor RequirementsAny payment of a third party vendor requires the following forms:➢ Contract or Invoice➢ Updated W9➢ Conflict of Interest ➢ New Vendor Master
Set-Up➢ Certificate of Liability
Insurance (COI)
➢ SOs should not be making any verbal or written offers without discussion or approval from OSL.
➢ Contracts must be submitted 6 weeks prior to event date.
➢ All contracts should be sent directly to your OSL Liaison.
➢ W9, Conflict of Interest, and New Vendor Master Set-Up forms can be found on OSL’s DuckLink page under Finance Resources.
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Financial Policy
➢ Do not attempt a P-Card transaction more than twice OR purchase from International vendors, PNC will place an automatic hold on the card
➢ Do not forget to UPLOAD ITEMIZED RECEIPTS 🙂
➢ Be sure to obtain Food waivers at least 5 days in advance when purchasing catered food for an event
➢ Use the Shop Catalog and Stevens Catering more often than the P-Card
➢ Be sure to obtain all necessary paperwork for new vendors for contracted events and allow at least 30 days for check processing
➢ Keep track of your budgets and monthly spending
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Event Planning 101
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A Year in Review
Number of Organizations
114New Student Organizations
14Registered Events
2,688
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Largest Attended EventsTechFest Holiday Tree LightingUnity Showcase THONPride After Dark International Dumpling Night
