Student Organizations Council Organizations Handbook Student Organizations Council Florida International University

Phone 305.348.2285 • Fax 305.348.3823 http://www.fiu.edu/~soc

STUDENT ORGANIZATIONS COUNCIL UNIVERSITY PARK Officers 2004-2005 President – Larissa Lockett Vice President – Vanessa Ball-llovera Secretary – Providence Okoye Treasurer – Julius Nunez Events Coordinator – Amanda Healy Marketing Coordinator – Phillip Valle Student Organizations Council Mission Statement: The aim of the Student Organizations Council is to provide a governing body for all clubs and organizations within Florida International University, to promote unity with all organizations, leadership development opportunities, and participate in activities on a university and community level. Currently there are over 130 registered student organizations at the University Park Campus, which are providing meaningful experiences to the members and the community-at-large. These organizations enhance student creativity and personal growth; therefore, affording students the opportunity to augment their formal education with experiences outside the classroom. Committees: Engineering Student Committee Chairperson: Alexander Diaz Mission Statement: To provide insight to the student body, promote unity among its engineering organizations, and participate in programs with industry and the University, which benefit students seeking technical degrees. The Department of Campus Life has responsibility for overseeing and providing support for student organizations. Inquiries concerning the material content in this handbook should be directed to the Advisor of Clubs & Organizations, Graham Center, Room 340, University Park Campus, 348-2138.

This publication is presented by the Department of Campus Life, and the Student Organizations Council

305-348-2285 Funded by the Student Government Council (UP)

Florida International University Miami, Florida, 33199

Table of Contents

Introduction 1 The SOC Handbook 2000 / our Automated system 1

SECTION 1- REQUIREMENTS AND REGISTRATION Definition of an Organization 2 Membership 3 Officers/Representatives 3 Advisors 3 Organization's Responsibilities to the Advisor 4 Recognition of New Organizations 4 Legal Compliance 4 Denial of Registration 5 Termination of Registration 5 Organizations Minimum Performance Standards 5 Registration Process 6 Changes in Organization 6

SECTION 2 - RESPONSIBILITIES AND PRIVILEGES Responsibilities 6 Registration Privileges 7 Mailboxes 7 Display Tables 7 Facility Reservations 8 Facilities Setup 9 Smoking Policy 9 Alcoholic Beverages at Events 9 Alcoholic Beverage Policy 10 Event Parking 12 Physical Accessibility 12 Ballrooms 12 Panther Suite 13 Gracie's Grill 13 User Regulations 14 Posting Policy — Graham University Center 15 Record Keeping 16 Meetings 16 Media Relations 17 University Logo/Seal/Trademarks 17

SECTION 3 - PLANNING PROJECTS AND ACTIVITIES Types of Activities 17 Contracts 18 Budgeting 19 Publicity 20 Organizational and Personal Liability 21 Safety & Risk Management 21

SECTION 4 - CLUB FINANCES Funding Allocations 23 Accessing Funding Allocations 23 Funding Expenditures: General Policies and Guidelines 23 Establishment of Agency/Off-Campus Accounts 24 Procedures for Releasing Funds 24 Contracts 26 Travel Procedures 27 Fundraising 27

SECTION 5 – SOC AND THE WEB Web Information 36

INTRODUCTION Florida International University is proud of the selection of co-curricular opportunities available to its students. Among these are over 100 registered student organizations at the University Park Campus, which provide meaningful experiences to the participating members and the community-at-large. These societies enhance student creativity and personal growth, affording students the opportunity to augment their formal education with experiences outside the classroom. The office of Campus Life at the University Park Campus advises student organizations and promotes a variety of activities. The Student Organizations Council (SOC) Handbook has been developed to guide students and the University community in structuring their organizations and to acquaint them with pertinent University policies, procedures and services. The SOC Handbook is designed as a supplement to the University’s Student Handbook. The information presented is intended to assist students in the formation of and maintenance of their organizations and to function in accordance with the educational objectives of the University. Although this Handbook is extensive, it does not contain every University policy and procedure regarding organizations and sponsored events. Students are expected to become familiar with both handbooks and to operate in accordance with the guidelines outlined in each. Members of each organization are responsible for contacting the Campus Life staff if an issue arises that was not addressed in this handbook. Please advise us on possible additions or deletions to the Handbook so that we can better serve you. A list of all currently registered clubs and further information may be obtained from the Department of Campus Life, located in the Graham Center, Telephone 348-2138 or the SOC Website at http://www.fiu.edu/~soc. We advocate cooperation among and provide support to organizations, while maintaining an open door policy. THE SOC HANDBOOK 2004-2005 In the Student Organizations Council Handbook you will find all the information, instruction, and tools necessary to run your organization effectively as a Florida International University registered student organization. Please consult this handbook whenever you have questions concerning rules and regulations of the S.O.C. You and organization should be aware of the vital information our handbook can provide when planning events, knowing about your club finances, or simply looking back at your responsibilities and privileges as an organization. This handbook will be one of your many great tools in functioning as productive as possible as an organization. The Executive board has agreed to the implementation of several changes in the daily operations of the council in order to facilitate better record keeping and the adjustment to administrative changes. These changes and the new procedures are outlined in this introduction. For more detailed answers, read the entire handbook. S.O.C Automated/ On-line System In order to better server our student organizations, S.O.C has set up an interactive online system. Our Web Site Currently holds the information and forms we hold in our Graham Center office. We’re hoping to make more productive of our student leaders’ time by saving them trips into the office with our on-line system. Student leaders can now get a hold of all S.O.C related information right from the Internet. Start by visiting our website at http://www.fiu.edu/~soc . There you can download all of our registration forms, post questions/opinions on message boards, and keep updated on current S.O.C events, just to mention a few. Nevertheless, we will still be keeping our conventional system in tact, S.O.C e-board members will keep to their office hours and you can make an appointment by calling 305-348-2285.

1

The Minimum Requirements All organizations must have a website and must complete 18 of the following items: 1) All organizations must have a table or booth at the SOC Club Fair each semester. 2) Attend four monthly SOC General Council meetings. 3) Turn in minutes for your organization’s meetings once a month. 4) Check your organization’s mailbox weekly at a minimum. 5) Complete two special projects (one SOC Sponsored optional). 6) Complete two community service projects (one SOC Sponsored optional). 7) Attend three Leadership Seminars held monthly. The Universal Documentation Form This form must be filled out when you: 1) Report the completion of a project/event towards the Minimum Requirement Standards. 2) Report the completion of a community service project towards the Minimum Requirement Standards. Once the project/event has occurred, the Universal Documentation Form must be submitted to report it so that it counts towards the Minimum Requirement Standards. Other Forms and Things A Web Account Request Form is available and is very self-explanatory. Minutes must now be submitted on a SOC Minutes Sheet with the appropriate blank spaces filled in or type written in a similar format and must be handed in no later than 10 business days of meeting date. Organizations that register in the middle of the semester are also subject to the Minimum Expectation Standards rules. All funding request forms must be turned in at least 6 weeks prior to the event. It is imperative that you read the handbook! It is less than 50 pages of easy reading. Please read before asking!

SECTION 1-REQUIREMENTS AND REGISTRATION DEFINITION OF AN ORGANIZATION Any person enrolled as a student and currently registered in a credited course at Florida International University may create a student organization. A student organization may be created for any educational purpose including the fostering of academic, social, recreational, religious, political, or other special interests. Groups or associations shall include, but not be limited to, interest groups, student governing bodies, college or departmental groups, social and professional fraternities or sororities, residence hall councils, honorary, and student media groups. Three coordinating groups provide recognition for student organizations. These are the Greek Advisory Board, the Honors Council, and the Student Organizations Council. All social fraternities and sororities are recognized by the Greek Advisory Board and have representation on the council. Honorary associations are recognized by the Honors Council and have membership on the council. All other clubs and organizations, regardless of purpose, are recognized by the Student Organizations Council and have membership on the council. To be registered as a student organization, a group must be recognized by one of the three councils. The Campus Life Department may provide to anyone upon request, the name, the purpose, the office location and telephone number of the advisor and the officers or chairperson of the registered student organization. No other information shall be released unless expressly authorized by the officers of the registered student organization. Florida International University refrains from attempting to control or sway the personal opinions or beliefs of students or their organizations. Registration of groups does not mean that the University or the Student Government Association supports or adheres to the views held or positions taken by such groups.

2

MEMBERSHIP Voting membership in a registered student organization must be open to any student matriculated in a degree program at Florida International University who shall comply with: A) The stated purpose(s) of the organization; B) Reasonable conditions and obligations of membership, except that:

1) No student shall be excluded from membership on the basis of race, color, national origin, religious creed, age, political views, sexual orientation or handicap;

2) No student shall be excluded from membership on the basis of sex, unless: a) The organization is a social fraternity or sorority b) The primary purpose of the organization is to engage in sports, the major purpose or activity

of which involves bodily contact 3) The constitution of such registered student organization and, if affiliated with an off-campus

organization, the constitution of the off-campus organization must contain any provisions for discrimination against a student under the provisions or the rules of Florida International University.

OFFICERS/REPRESENTATIVES

A) Each registered student organization must have at least three officers or representatives, one of who must be in charge of the finances of the organization.

B) Officers/representatives must be fully admitted and currently enrolled at Florida International University and be a member of the registered student organization.

C) Staff members from the Campus Life Department are available to provide training for the new officers/representatives.

ADVISORS Each registered student organization must have an Advisor selected by the student organization from among members of the University Park faculty or administrative and professional staff.

A) Requirements 1) Advisors to student clubs and organizations should have a desire and willingness to assist

students in meaningful and productive ways. They should recognize and support participation in student organizations, as part of their contribution to the educational and personal development of students.

2) The advisor should possess knowledge and skills useful to a particular group, a willingness to serve the group, and enthusiasm for its activities. By accepting the status as advisor, the individual assumes the responsibility of assisting in the effective and efficient functioning of the respective organization.

B) Responsibilities 1) An advisor needs to know the goals of the organization, and how to efficiently facilitate the

achievement of these goals while abiding by university policies. The advisor should be aware of the policies and procedures in this handbook and the Student Handbook. Both handbooks are available from the Campus Life Department located in GC 340. Advisors are encouraged to call the Campus Life Department at any time with any questions regarding their responsibilities.

2) The advisor should be familiar with the organization's constitution and bylaws to assist with their interpretation. Assistance should be provided in orienting new officers and promoting leadership development. The advisor should be acquainted with the financial condition of the organization and promote efficient record keeping by all officers.

3) It is recommended that the advisor be programmatically involved with the group's activities to assist the group in evaluating its progress toward reaching its desired goals. By keeping communication open and meeting with various officers and members regularly, the advisor can effectively work with the organization in a consultative role.

4) Attend one of the S.OC orientations held the beginning of fall and spring semester. C) Resources

1) There are numerous resources on campus to assist advisors in effectively working with student organizations. They include persons conversant with University rules and policies, student leadership, financial management, project planning, conflict resolution, problem solving, and

Personal counseling. The Campus Life Department, Graham Center (GC) 340, 348-2139 at University Park, can assist in the identification of appropriate resources.

3

ORGANIZATION'S RESPONSIBILITIES TO THE ADVISOR The organization's officers must communicate with the Advisor regularly, include the Advisor in the establishment of a meeting schedule and event planning. The advisor should be consulted before any structural or policy changes are to be made in the organization and also before the undertaking of major projects. It should be clearly understood that, although Advisors have no voting power, they are valuable contributors of information and insight and are the ideal arbitrators. Please remember that the success or failure of the organization’s project rests ultimately with the organization and not the Advisor. Please be mindful of the Advisors’ time and energy and always remember to express appreciation for his/her contribution to the organization. RECOGNITION OF NEW ORGANIZATIONS New student organizations must register at the time they are created. A new student organization is any Student/campus group which was not registered in the previous year with the Department of Campus Life. A new organization may not duplicate the goals or objectives of an existing organization. New organizations must fulfill a need in either the student or University community that is not currently being addressed by an existing organization. Societies are formed in order to contribute to the educational growth, recreational needs, personal development and community involvement of the Florida International University population. The following information is required at the time a student group registers as a student organization and is provided via the "Organization Registration Form". A) A statement containing the name and purpose(s) of the organization B) The name, title, and signature of the officers of the organization, local addresses, phone numbers,

email addresses and social security numbers. C) The executive officers of the organization must be fully admitted and currently enrolled full or part-

time students. D) A list of members detailing names, addresses, phone numbers, and social security numbers must

accompany the application forms. E) Certification of membership; clubs must consist of at least ten (10) members in addition to the

executive officers, and the majority of the total membership of any organization must be fully admitted either currently enrolled full or part-time students.

F) A signed Hazing Policy and Non-Discrimination statement G) A copy of the Constitution and Bylaws, and when affiliated with an off-campus organization, the

Constitution and Bylaws of the off-campus organization H) A statement from the off-campus affiliate certifying affiliation when the group is a campus student

chapter of an off-campus organization. After the application is given to the Department of Campus Life, SOC Advisor (GC 351) it is reviewed for completeness. It is then given to the Student Organizations Council Executive Board for approval. Upon approval the organization president and advisor will receive a letter regarding the approval or denial of the application. LEGAL COMPLIANCE Registered student organizations, their officers, members, and guest(s) must comply with federal laws, county codes and all laws of the State of Florida. These are including but not limited to, provisions of the Florida Administrative Code including the Rules, Regulations and Bylaws of Florida International University, the Code of Student Conduct, the SGA Constitution and any other applicable promulgated rules enacted by the Division of Student Affairs. (Copies of pertinent documents are available for review in the Campus Life Department, GC 340).

Registered student organizations are responsible for the activities of non-student members and guests while

they are participating in an activity of the student organization.

4

DENIAL OF REGISTRATION The Campus Life Department will deny registration when: A) The organization is not formed for an educational purpose, including the furtherance of academic,

social, recreational, religious, political or other special interests. B) The group requesting registration has not complied with the requirements explained in this section. C) The request for registration is incomplete or contains false material or information required to be

disclosed for registration. D) The request is to create an organization, which is a subsidiary of a currently registered student

organization. E) The request involves an organization that is under a sanction imposed by the Campus Life Department. F) The request is to register as an organization under a new name when a former organizational name is

under a sanction imposed by the Campus Life Department. G) The request is to register an organization under suspension, termination or equivalent sanction from its

off-campus affiliate. H) The organization has been previously registered and has delinquent debts, which the students

requesting registration cannot show will be paid within a reasonable time. If registration is denied, the student or group of students may appeal the denial to the, SOC Advisor first, then secondly to the Director of Campus Life and then finally to the Assistant Vice President for Student Affairs. TERMINATION OF REGISTRATION A registered student organization may have its registration terminated upon:

A) Request of the registered student organization. B) Failure to register annually in the Campus Life Department. C) Failure to comply with the rules, regulations, policies, and guidelines of FIU. D) Request of the national organization chartering the FIU organization. E) Failure to achieve the Minimum Performance Standard.

If the organization is terminated, the student or group of students may appeal the termination to the, SOC Advisor first, then secondly to the Director of Campus Life and then finally to the Assistant Vice President for Student Affairs. ORGANIZATIONS MINIMUM PERFORMANCE STANDARDS To ensure that registered organizations remain active and visible, the following Minimum Performance Standards must be met to be recognized as a registered organization and to be eligible for funding. If at the end of a semester, an organization has not achieved the minimum requirements, it will lose all privileges of a registered organization as listed in Section 2. Furthermore, level of funding will be based in part on the level of activity an organization displayed the previous semester, which is reflected by the number of points earned. The Minimum Performance Standards are as follows: All organizations must have a website and must complete 18 of the following items: 1) Turn in the Annual Officer Registration during the summer term for the following year. 2) Attend Club Orientation in Fall for returning clubs and Spring for new clubs. 3) All organizations must have a table or booth at the SOC Club Fair each semester. 4) Attend four monthly SOC General Council meetings. 5) Check your organization’s mailbox at least once a month.

5

REGISTRATION PROCESS All organizations, at their inception, must register once with the Student Organizations Council. This includes completing the "Organization Registration Form" and the "Officer Registration Form." Once reviewed and approved by the Executive Board, the organization will be registered and become privy to the benefits therein. All organizations must submit an "Officer Registration Form" annually during the last week of the Spring semester. Upon submittal of this form, your organization’s registration will be valid for one academic year. Failure to register officers by the deadline will result in loss of all organizational privileges. Failure to complete the Minimum Requirement Standards or to register annually by the deadline will result in the organizations’ loss of privileges to function at the University, including eligibility to apply for space, funding privileges and inclusion in the "SOC Organizations Directory". If the organization wishes to be reactivated, it must register as if it were a new organization. CHANGES IN ORGANIZATION Student organizations must notify the Campus Life Department of changes in the organization's Constitution and Bylaws, officers, advisor, and purpose. A copy of the changes must be provided to the Campus Life Department at least one week after the official change.

SECTION 2-RESPONSIBILITIES AND PRIVILEGES Responsibilities Communication The communication process responsibility should never be assigned to "someone else". The importance of the organizations executive board to facilitate communication between club members, the advisor, and the SOC Executive Board cannot be overemphasized. Only through the Executive Boards’ responsible attitude in reporting club meetings, activity results, and club needs, will an organization be able to maintain a good accountability record. Student Leadership The success and strength of the club program is based upon the initiative set forth by the elected student Leaders, and the total involvement of club members. A club offers students the opportunity to become directly involved with the administration and supervision of their organization. They have the collective responsibility for writing their constitution and by-laws, setting up organizational meetings, informing new members of the club's direction, establishing club dues, raising funds to support the club's activities, and planning and promoting the club's events. A suggested guideline for officers includes:

A) Ensure that the organization abides by University policies and procedures. B) Serve as liaisons between the organization and University. C) Complete required University forms. D) Collect dues. E) Oversee the generation of funds. F) Supervise fundraising events. G) Approve expenditures of funds according to the members' desires. H) Keep updated membership lists and submit to the SOC Office. I) Update the club constitution as needed for approval by membership. J) Administer club meetings. K) Record club minutes and submit to the SOC Office by the last working day of the month. L) Publicize club activities. M) Complete all travel arrangement paperwork and submit to the SOC. N) Meet financial obligations incurred as a club. O) Ensure that the project/event allocations are spent properly. P) Make a regular check of the club mailbox inside the Campus Life Office area. Q) Reported results of all club achievements either on or off campus. R) Inform the next executive board of the routines and guidelines for club operations prior to the

change of officers. S) Additional responsibilities as outlined by the SOC and/or organization.

6

The executive board of an organization should be prepared to devote time and energy toward the development of the organization and fulfill the responsibilities necessary to achieve club cohesion and direction, while developing a continuing program. REGISTRATION PRIVILEGES Registration of student campus organizations is based on a relationship of cooperation between the organization and Florida International University. The registration process is not intended to restrict the free association of members of the University community in non-registered groups, nor is it intended to imply University endorsement of an organization's activities or goals. Any registered organization in good standing at the University enjoys special benefits on campus. A) The use of University facilities for university approved organization meetings and approved activities.

Organizations may not reserve state property or facilities for outside groups or businesses. B) The opportunity of sponsoring or conducting on-campus fund-raising events. C) The rights to use an official mailing address and mail box (space availability basis) at the University. D) The opportunity to participate in and coordinate activities with other University organizations. E) The opportunity to participate in the Fall and Spring SOC club Fair. F) The opportunity to distribute literature at appropriate University locations. G) The opportunity to earn funding from SOC/Student Government. Funds obtained through SOC may be

used to address various projects and program ideas that benefit the University community. H) The opportunity to utilize the office of Campus Life as a resource for program planning and

organizational development. I) The opportunity to be listed in the "SOC Organizations Directory". The directory is sent to various

offices throughout the campus, distributed to interested individuals and pasted on the website. Registered student organizations enjoy using designated University services including, but not limited to: A) Audiovisual equipment, which can be requested through the Graham Center office. B) Mailing labels for recruitment purposes, which are requested through the Campus Life Department,

SOC Advisor. C) Financial counseling services through the Student Government Accounting Office, A & S Business

Office One of the most important functions of the Department of Campus Life is organization advisement. Staff is available to assist students with University policies and procedures and with meeting their organization's goals and objectives. MAILBOXES Mailboxes for clubs and organizations are available in the Graham Center building near the SOC office. Student organizations obtain a mailbox (on a space available basis) once they register and have been approved at all levels. There is no charge for this service. The mailbox is a vital communication link for clubs and organizations, and it is their responsibility to collect mail on a regular basis. DISPLAY TABLES Display tables in the activity areas of the Graham Center are primarily used to promote University programs and services. Table display space is provided on the ground floor of the Graham Center for legitimate activities only. The tables are managed by the Graham Center Reservations Office. Table space is reserved on a first-come first-served basis and includes location assignments. Student groups may use table space free of charge for the purpose of promoting their membership, informing the University community of their programs and events. They can also be used for occasional fundraising with the sale of baked goods, food items during Campus Life theme weeks, admission tickets to their events and the retail sale of pertinent items for known holidays.

University religious or political groups may give out information on their beliefs, events, programs, etc., only to individuals who approach the assigned table and request it. Proselytizing loudly and forcible distribution of literature or goods are not permitted.

7

Loading and unloading of merchandise or materials for the display tables must be done at the Graham Center’s loading dock. A temporary unloading permit must be obtained from the Graham Center Reservations Office one week prior to the event. Parking in the loading dock is prohibited. Offenders will be fined and/or vehicles will be towed at the owner’s expense. If you use a pushcart or dolly to transport materials, they must have rubber wheels so that it does not damage carpets and ceramic floor tiles. Users of display tables must contain their activity within the assigned location. Persons may not be approached outside the assigned space. The table display must have a sign posted on the tabletop, front, above or behind the assigned area, conspicuously identifying the student organization. Users of the display table shall be responsible for keeping their approved location clean and free of litter and debris. On a limited basis, and if space is available, display tables may be used for the purpose of buying, selling and the exchanging of goods or services and distribution of literature. In this instance, the "On-Campus Sales by Registered Student Organizations and Vendors" policy will apply. The Graham Center director may, at his/her discretion, deny a request of table display space or rescind any approved table space at any time. This can be done if such infringes on the safety, health, and welfare of the University community, the order of campus operations, and any other reason the University deems appropriate. FACILITY RESERVATIONS Registered student organizations are eligible to use rooms in academic buildings, the Graham Center, and outdoor facilities at FIU. The demand for University facilities requires making requests early--four to six weeks in advance. Popular facilities, such as the Presidential Suite, may need to be reserved as much as three months in advance. Many facilities at the University have user guidelines to which organizations must strictly adhere. A copy of the facility's policies may be obtained from the office responsible i.e. the Graham Center Office or the Golden Panther Arena. Any SOC recognized student organization, in good standing, may reserve space in the Graham Center, academic buildings, or any other space on campus through the Graham Center, University Park. Inactive clubs and aspiring organizations may reserve facilities for organizational meetings only, until they become officially recognized. All reservations are granted on a first-come, first-served basis. They may be made in person, by mail, by fax, or by phone. Reservation forms are to be completed soon after making the reservation, and no later than seven (7) business days after the initial request for space. A reservation is not confirmed, and the event may not be advertised, until all required parties have signed the reservation form, and final authorization from the Graham Center Reservations Office is given for the use of the facility. A) Recognized Student Organizations, in good standing, may reserve space in the Graham Center for

meetings and events. 1) For meetings, the Graham Center Reservation Form will need the signature of the club or

organization officer and that of the faculty/staff advisor. 2) For events, the Graham Center Reservation Form will need the signature of the SOC Advisor in

addition to the organization's officer's and advisor's signatures. 3) For events where alcoholic beverages will be consumed, organizations must disclose this in the

reservation form, and will need the approval signatures from the advisor, the university's Alcohol, Drug and AIDS Education & Prevention Center, and the Department of Public Safety, on the form.

4) Rallies and demonstrations will require the approval signature of the organization's advisor, the SOC Advisor or the Director of Campus Life and the Vice President of Student Affairs, on the form.

8

B) For Student Government Council committees, signatures from the Campus Life office and the

committee chairperson must first be secured prior to other signatures required for the different type of events, as outlined for Recognized Student Organizations.

C) Non-recognized and inactive student organizations may reserve facilities for limited organizational meetings only.

D) For events that will impact the normal operation of academic class and academic buildings, i.e., the library, the signature and approval from the Provost Office is required on the reservation form.

E) For events where large groups can be reasonably expected (demonstrations, rallies, festivals, and political activities) or where the appearance of a noted guest speaker will necessitate additional security, the signature from the Department of Public Safety is required on the reservations form, in addition to the SOC Advisor or Campus Life Director and Assistant Vice President of Student Affairs. Also, event organizers are responsible for paying any security charges assessed by Public Safety.

Depending on the nature and risk of the event, organizers may be required to purchase event liability insurance, pay for security and Public Safety services, etc. Charges to users of Graham Center facilities are based on rental fees and payment schedules established by the Graham Center and, if applicable, may include other additional charges set by the Graham Center and other compensations are in order. Rental fees or deposits towards rental fees must be paid to the Graham Center Reservations Office prior to the event for reservations to be confirmed. Additional charges may be levied to all users of the Graham Center event/program facilities to offset the cost of employee overtime, excess clean up, utilities, breakage, abnormal wear and tear of the facilities, and Public Safety services, etc. Public Safety services are paid directly to the Department of Public Safety. FACILITIES SETUP For room setup (i.e. audiovisual equipment, chairs, tables, stage, etc.) sponsors are required to contact the Graham Center one week prior to the event. The Graham Center has the following equipment for use by student groups: DJ System, Speakers, Stands, microphones, amps, tape recorders, CD players, mixers, mixing boards, extensions cords, video projector, slide projector, overhead projector, lighting, TV/VCRs, projection screens, and many other items. SMOKING POLICY The University prohibits all smoking in University buildings, or any sections there of. Smoking is prohibited in leased facilities or any facilities operated by the University and in open air spaces outside of buildings. ALCOHOLIC BEVERAGES AT EVENTS Events where alcoholic beverages will be consumed must abide by the following: A) The University's alcoholic policy (see below), State and federal laws, regarding the purchase,

possession, and consumption of alcoholic beverages. B) The organizer(s) must disclose this information at the time of making the reservation for space and

include it on the Graham Center Reservation Form. 1) Student organizers and sponsors must obtain administrative approval for having alcoholic

beverages at the Graham Center. 2) Approval from the Director of Campus Life or designee must first be obtained. 3) Organizers must meet with the Director of Counseling Services or designee to become familiar

with the University's alcohol policy and obtain their signature on the Graham Center Reservations Form.

C) Student functions may only have beer and wine consumption, which may be sold or served only by the University’s food service contractor.

D) University student groups or organizations are not authorized to secure one-day liquor licenses for events at FIU.

9

E) Organizers must meet with the Department of Public Safety, who will determine the need for police surveillance and the charges for this service.

F) Food items and alternate non-alcoholic beverages must be available at the time of alcohol service. G) Alcohol service must end one hour prior to the end of the event, and other non-alcoholic beverages

must be provided. H) Compliance with University policies and state/local laws will be the responsibility of the Food Service

contractor, along with the event sponsor. I) Alcoholic beverages may not be used as prizes or awards for any event, nor shall there be any

competitions or contests involving alcoholic beverages. J) Publicity and promotional material for events where alcohol beverages will be served, sold, possessed

or consumed, may not make reference to quantities or types of alcoholic beverages being served sold. K) Event sponsors and the Food Service contractor shall encourage responsible consumption of alcohol.

Furthermore, the Food Service contractor shall terminate the service of alcoholic beverages one hour prior to the end of the scheduled event and no later then 1:00 AM.

L) All organizers selling or serving alcoholic beverages at events must read and follow the University's policies and procedures on the consumption of alcoholic beverages on campus.

ALCOHOLIC BEVERAGE POLICY Florida International University is committed to the responsible use of alcohol by students who are of legal age, choosing to consume alcoholic beverages on the campus and in the University facilities. The following guidelines govern student alcohol use and sale on campus: A) General Requirements

This policy shall govern the possession, service, sale, and consumption of alcoholic beverages by students and student organizations on all premises under the control of Florida International University or at University-sponsored events.

B) Service, Sale, Possession, and Consumption 1) The service, sale, possession or consumption of distilled spirits by student groups or organizations

on University premises is prohibited. This policy shall not affect possession and consumption of distilled spirits by students within individual housing units provided they are 21 years of age or older.

2) Responsible use of beer and/or wine by student groups is permitted only if the following conditions are met: a) Persons must be at least 21 years of age to serve and be served, buy, possess, or consume

alcoholic beverages while on University premises. Each student, or student group or organization, which serves or consumes alcoholic beverages on University premises is responsible for insuring compliance with the University's rules and policies and all state and local laws concerning the service, sale, possession, and consumption of alcoholic beverages.

3) The service, sale, possession, and consumption of alcoholic beverages on all University campuses is limited to the locations designated in these guidelines, or those otherwise approved in writing by the Vice President for Student Affairs. The Vice-Provost for Academic Affairs shall determine locations for the service, sale, possession, and consumption of alcoholic beverages for Broward campuses.

4) Approved Locations - Alcoholic beverages may be sold and consumed at the following locations: a) Those specified on the alcoholic beverage license of the University food service contractor. b) Gracie's Grill. c) The cafeteria at North campus. d) The Golden Panther Arena. e) The athletic fields/facilities when a properly licensed private contractor has been secured.

5) Service and consumption - Alcoholic beverages may be served and consumed free of charge at locations specified by the director in charge of the following facilities: a) Graham Center (University Park), University Center (North Miami), and the outdoor areas

adjacent to these buildings. b) Fountain area at University Park. c) Patio area at North Campus Hospitality Management building. d) Golden Panther Arena and athletic fields/facilities. e) Public areas or rooms in academic buildings. f) Nothing in this policy shall be deemed to prohibit the possession, service, or

consumption of alcoholic beverages by individual students of legal age within housing units as specified in the Housing Contract and policies.

10

6) Conditions for service, sale, possession, or consumption of alcoholic beverages - At a minimum,

the following conditions shall apply to every student or student group or organization which is granted approval to serve, sell, possess, or consume alcoholic beverages on University premises. a) Advertisements for events where alcoholic beverages will be served, sold, possessed, or

consumed shall not have the service of alcohol prominently displayed. b) Unless the sale of alcoholic beverages is approved, alcoholic beverage must be served at an

event free of charge. c) Students and their guests may not bring their own alcoholic beverages to an event. d) Non-alcoholic beverages and food must also be provided in sufficient quantities at an event

for persons who may desire them. e) A printed sign shall be prominently displayed at each event which reads: NO ALCOHOL

SERVED OR SOLD TO MINORS, PROOF OF AGE REQUIRED, MANAGEMENT RESERVES THE RIGHT TO DENY SERVICE TO ANYONE.

f) Alcoholic beverages may not be used as prizes or awards for any event nor shall there be any competitions or contests at an event involving alcoholic beverages.

g) No one under the age of 21 may be involved in checking identification for service of alcoholic beverages.

h) The sponsoring group or organization shall be responsible for the costs of any required Public Safety officer(s) for the event. The Director of Public Safety or their designee will determine requirements for Public Safety officers.

i) Responsible consumption of alcohol shall be encouraged and alcohol service shall be terminated one hour prior to the end of the event.

j) The service, sale, or consumption of alcoholic beverages may not be in conjunction with a fund raising activity.

k) The request form must have the approval of the University's Alcohol, Drug and Aids Education & Prevention Center.

l) No alcoholic beverages shall be served or sold on campus at any student-sponsored event open to the general public.

m) Hours of sale are limited to the following: Monday-Saturday, 11AM to 1AM, or the hours set by ordinance or law if they are more restrictive.

n) Other conditions may be imposed on an event by event basis to encourage the responsible consumption of alcohol.

7) Procedures for obtaining approval A) Sale

1) Student groups or organizations can only have alcoholic beverages sold in approved locations by the University's food service contractor and must file a written request with the director of the area in which the sale is proposed to be held.

2) Upon receipt of the request, the appropriate director will review the request to insure that all information is provided, that the request will not conflict with any other University activity, and that the following conditions are met: a) The group or organization has not been declared inactive. b) The group or organization has not been previously found in violation of state or local

laws or University rules and policies regarding the sale of alcoholic beverages. c) The group or organization has sponsored no more than three events in the last

calendar year where alcoholic beverages were sold. 3) The student group or organization must obtain signed approvals from the faculty/staff

advisor, the University's Public Safety Department, the appropriate licensed contractor, and the University Alcohol, Drug and AIDS Education & Prevention Center on the

11

written request. Each may attach special conditions to its grant of approval provided they are reasonably related to the holding of an event and will foster the health or safety of event participants.

4) When all approvals have been obtained, the student group or organization shall provide a copy to the appropriate director and retain the original. The sponsoring student group or organization during the event for which it was requested shall keep the original on-site. a) Individuals, groups, or organizations that desire to serve alcoholic beverages on

University premises shall obtain written permission from the director of the requested location.

b) The written approval of the faculty/staff advisor, the University Alcohol, Drug and Aids Education & Prevention Center, and the University's Public Safety Department shall be obtained. Each may attach special conditions to the granting of approval, which are reasonably related to the holding of the event and which further the health or safety of the participants.

c) The individual, group, or organization shall provide a copy of the written approvals to the director of the area in which the event will be held and retain the originals. The individual, group, or organization shall keep the original on-site during the event for which the approval was obtained.

5) Penalty for violations Any individual or student group or organization which is found to be in violation of this policy shall be subject to disciplinary action, including loss of privileges, as determined in accordance with the Student Code of Conduct.

EVENT PARKING Parking regulations on campus are governed by the Department of Public and Traffic. A metered parking lot, adjacent to the Graham Center, is available for the guests of the Graham Center on a first-come, first-served basis. The Department of Parking and Traffic may assess a fee for arranging reserved parking areas, which will be the sole financial responsibility of the event or program sponsor(s). Student organizations must contact the Graham Center Special Events Office (348-2297) for parking arrangements for their non-University guests at least two weeks in advance. Student parking spaces may be secured through the Department of Parking and Traffic, for weekend and holiday parking for guests of events on campus. The Graham Center's Special Events Office provides temporary loading and unloading parking permits to event sponsors, for the convenience of the delivery and pickup of goods to the building. PHYSICAL ACCESSIBILITY To the extent required by law, the Graham Center will be responsible for ensuring that the premises comply with the physical accessibility guidelines of the Americans with Disabilities Act. However, it shall be the USER'S (presenters and/or sponsors) sole responsibility to insure that any special assistance or other accommodations are other provided for its disabled guests, invitees and employees of the event, such as the provision of interpreters, attendants and the like. BALLROOMS The use of the ballrooms is for activities, such as, ceremonies, fundraisers, lectures, exhibits, seminars, meetings, as well as formal and semi-formal dances. The ballroom capacity for lecture seating is 900, banquet 550, and banquet with dance floor 500.

12

A) Permission for other uses may be obtained from the Director of Graham Center. The following criteria

will be used: 1) Type of event. 2) Event's needs. 3) Capacity limitations. 4) Attendance control. 5) Quantity, type and nature of required equipment. 6) Restroom, staging, dressing rooms, and catering requirements, etc.

B) Rental of the Ballrooms includes the use of the servery (GC 128), including its walk-in cooler, freezer, coffee urns, microwave oven, dishwasher, and ice machine.

C) All reservations and payment for the use of the Ballrooms are made through the Graham Center's Reservation Office. The Graham Center will in accordance with the rental fee schedule set the rental fee charges.

The use of the Ballrooms will be governed by the policies & procedures outlined in this document. PANTHER SUITE The Panther Suite (GC 325) is limited to members of the University community, for formal and semi-formal functions related to University programs. The banquet room seating capacity is 50 and the reception area capacity is 100. Food and beverage service is permitted by event sponsors, the FIU Food Service, and non-FIU caterers that comply with license and insurance requirements outlined in this policy. For self-catered and non-FIU catered events, the event sponsors will be held responsible for ensuring the kitchen area is cleaned and returned to it's original condition. Failure to comply will result in a surcharge. GRACIE'S GRILL Gracie's Grill (GC 156) is under the management of the University's Food Service. This entity has the exclusivity on food and beverages served and consumed during operating hours. The Food Service contractor is also responsible for access and crowd control of this facility. A) Gracie's Grill may be used for special events between 9:00 PM and 2:00 AM, with approval of the

Food Service contractor. All procedures set herein for the reservation of space at the Graham Center must be followed, beginning with filling an EVENT RESERVATION FORM with the Graham Center Reservation Office.

B) Private parties may be held in Gracie's Grill on weekends and during non-operating hours. There will be an additional fee to cover operation and security costs.

C) With a maximum capacity of 250 people, admission to programmed functions and parties may be restricted to comply with capacity limits and for crowd control. 1) Students will be admitted with a valid FIU I.D. and may bring one guest. Guests will be admitted

with a valid driver's license. 2) Admission to events in Gracie's Grill must be free. 3) When events are for fundraising for SGA recognized student organizations, voluntary donations

may be requested from attendees. Permission to collect donations must be obtained from the Graham Center Office.

D) The University's alcohol policy, and State and Federal Laws apply without exception for the sale, dispensing, and consumption of alcoholic beverages.

E) Students, their guests, and patrons of Gracie's Grill may not bring or consume their own food or drink in Gracie's Grill.

F) At special events, the Food Service contractor will admit only those with a valid FIU I.D., and will place a colored wristband on those having documentary proof of being of legal drinking age. No one under the age of 21 may be involved in checking identification for service of alcoholic beverages.

G) All policies, herein, regarding the placement and removal of decorations apply. Furthermore, all decorations shall be coordinated with the Gracie's Grill Food Service Manager.

H) Gracie's Grill must be used as is. Minimal rearranging of furniture will be allowed to accommodate a dance area. Furniture may not be removed from Gracie's without the prior approval of the Gracie's Grill Food Service Manager and the Graham Center Office. Sponsors are responsible for leaving the furniture in its original configuration.

13

I) When possible, the Graham Center Office can provide sound, light, and DJ equipment, as well as a dance floor, free of charge. All requests must be forwarded to the Special Events Office of the Graham Center. Provision of equipment and furnishings is on a first-come, first-served basis.

J) Public Safety services may be required at all parties scheduled in Gracie's Grill. The Department of Public Safety requires five (5) business days advanced notice of all scheduled parties in order to coordinate the assignment of necessary security officers. Reservations without obtaining Public Safety's approval before the event will be cancelled.

K) All cancellation provisions and stipulations stated in this policy apply. In addition, the Department of Public Safety requires 72-hour advanced notification of cancellation. Failure to do so results in a minimum two-hour Public Safety fee charge as penalty.

L) All procedures, provisions, and stipulations for reservation of space in the Graham Center apply. In

addition, the sponsoring organization must obtain the authorized signature of approval from the Food Service contractor within the time allowed in this policy.

USER REGULATIONS To comply with fire regulations, sponsors must observe the maximum capacity of the facility used. In order to ascertain capacity compliance, sponsors may be required to issue admission tickets or invitations prior to the event. Admission to some events is restricted to FIU students, faculty, and staff only, with valid FIU I.D. A) Sponsors have the first responsibility for crowd control at the event. B) Provision must be made by the sponsor to have designated hosts/hostesses to ensure the room capacity

is not exceeded and to assist in case of an emergency evacuation. C) As part of the welcoming remarks, the sponsors must inform their guests of the University's no-

smoking policy, identify the emergency exits and instruct for an orderly evacuation in the case of an emergency.

Decorations should not damage ceiling tiles, painted surfaces, wall coverings, acoustic panels, existing furnishings, and should not be fire hazards. After the function, the organizer/sponsor must ensure that the facility and/or grounds are returned to their original condition, i.e., remove all decorations including tape, strings, and all residuals. Failures to do so may result in additional charges for clean up. Guardrails for stages are required and installed for all events. Sponsors not wishing to have the guardrails installed will have to sign the guardrail waiver and liability release form provided by the Graham Center. Ritual use of candles is permitted, provided that safety procedures and guidelines outlined by the Graham Center Special Events Office are followed and observed. To safeguard the condition of the facilities and equipment, the following are not allowed in the Graham Center: A) Red wine or red beverages. B) Smoking. C) Chewing gum. D) Rice, confetti, glitter, and substances, which may cause damage to the carpet and/or cannot be removed

by a vacuum cleaner. E) Glue, adhesive tapes or staples on walls for the posting or displaying of signs, posters or banners. The University's Food Service Contractor is the official caterer for Graham Center events. A) Users of the Graham Center facilities that use other catering services will be assessed a catering

surcharge according to the schedule set by the Graham Center. B) Non-University caterers must provide the Graham Center with a copy of a valid occupational license

and certificate of insurance. Audio/Visual equipment is used to support programs and services in the Graham Center, and is provided and only operated by the Graham Center staff. A) The equipment must not leave the Graham Center premises without prior authorization from the GC

Director or designee.

14

B) Amplification of sound must be scheduled as not to interfere with the normal operation of offices and services housed in the Graham Center. Rock bands are not permitted to perform in the forum area or outside premises of the Graham Center without special permission from the Graham Center Director or designee.

Graham Center property, i.e., equipment, furnishings, and belongings permanently assigned to the Graham University Center is not to be removed from the premises for any reason, except with written approval of the Graham Center Director or designee. The GC Equipment Loan form must be completed.

Damage to Graham Center property or theft and the financial responsibility lies on the organizers of events. Event sponsors are responsible for the behavior of their guests and for properly conducting their programs. Therefore, any property damage or excessive clean up costs will be the organizers' financial responsibility. Personal belongings are the responsibility of each individual. A) The University does not assume responsibility for items of persons using the Graham Center facilities. B) Individuals may inquire for lost items at the different Lost and Found stations located in the Graham

Center Game Room, GC 155, the circulation desk at the Library, and Public Safety. State law (Florida Indoor Air Act rev. 10/01/92) prohibits smoking in public buildings. Therefore, smoking or the possession of lit tobacco products is not allowed inside the Graham Center or designated outdoor areas defined as part of the building, i.e., Gracie's Grill patio, West Wall awning, portico, loading dock, etc. POSTING POLICY — GRAHAM UNIVERSITY CENTER Dissemination of literature (flyers, leaflets, etc.) in the Graham Center must occur through the Graham Center. University Policy states: A) All publicity and informational material must be related to the educational mission of the University. B) Prior approval must be secured from the Graham Center Office before posting and/or distributing

material or goods. C) The posting or distribution of materials are limited to the approved, designated areas and are not to be

posted in the following public and common areas: cement walls, columns, painted surfaces, glass doors, windows, walls, private property (i.e., bookstore, cafeteria, automatic bank tellers) nor on the exterior walls of the building.

D) Organizations displaying printed material at the Graham Center shall not discriminate in their membership or methods of conducting business with respect to race, color, creed, age, handicap, sex, religion, marital status, national origin or veteran status.

E) The Graham Center, in providing media for the display of printed material, does not endorse, promote or condone the events, programs, services, products, etc., being announced.

F) Promotional materials and their placement must not interfere with the orderly operation of the Graham Center and the safety of students, faculty, staff, and guests.

G) All materials must be neat and legible, must bear the name of the organization and or department, must be in English or have an English translation, must give date, time, location, and fees or changes, if any.

H) The Graham Center reserves the right to insert disclaimers in bulletin boards, display cases, or in any location or printed material, as deemed necessary.

I) Materials must not promote the consumption of alcoholic beverages. J) Graham Center premises and display spaces may not be used for the promotion of commercial and/or

for profit activity or organizations, nor for private gain, with the exception of services directly related to the academic mission of the University and entities under contract with the University and/or state.

K) All users are subject to University policies and procedures, the Student Code of Conduct, ADA codes, as well as city, state and federal laws regarding rights of expression, defamation, obscenity, pornography, violent overthrow of the Government or of the existing authorities, inciting to riot or infringement on the rights of others, free movement of pedestrians and access to the building.

L) Materials concerning special interest, causes, propaganda, newsletters, newspapers, or handbills, will not be posted. Such materials will be placed for distribution at the information racks beside the Information Center.

M) The Graham Center is not responsible for the safety of any materials placed in the Center. Graham Center has the right to dispose of unclaimed materials, two days after due date.

15

N) The Graham Center Director or designee has the right to deny approval of the display of informational materials if they: 1) Are considered offensive or graphic in nature and violate ethical standards. 2) Do not comply with stated policies, procedures and laws. 3) Are deemed to be inappropriate for a prominent public area. 4) Depict demeaning, sexual or discriminatory portrayal of individuals and hinders mutual respect

and acceptance of diverse opinions. 5) Compromise the safety of its members and damage of property. 6) Interfere with the normal operation of the building. 7) Encounter space constraints. 8) The content is significantly different from that indicated on the application form.

O) All appeals to the above will be referred to the Graham Center oversight/appeals committee. The committee is comprised of representatives from: Graham Center, Legal Affairs, Equal Opportunity Programs, Student Affairs, Campus Life, Student Government, and the SGA Union Board.

Due to space constraints, space will be assigned to the umbrella organizations rather than individual groups. The Student Organizations Council has been assigned a glass-enclosed bulletin board located next to GC 104. In order to have your flyer displayed the following steps need to be taken: A) Club flyer must meet all of the above requirements. B) Flyer can be no larger than 8.5" by 11". C) Flyer must have been approved and stamped by the Graham Center. D) Flyer must be given to SOC, GC 345 in order to be placed in the SOC display case. Plan to initiate the procedure for posting of your club flyer at least three weeks before the event. The flyer will be displayed in the SOC case no longer than two weeks before the event. Printed material will be removed after the event. RECORD KEEPING Record keeping is an important component of student organization management. The following information will assist your organization in keeping effective records including meeting minutes, financial records, and project reports.

A) Minutes The official actions of an organization are recorded in its minutes. Minutes should be kept at each regular business meeting and important committee meetings. The approval of minutes should occur in the succeeding meeting. Minutes generally include the following information: 1) Place, date, and time of the meeting. 2) Nature of the meeting. 3) Members absent and present. 4) Non-member guests present. 5) Topics discussed, motions, actions, and decisions made. 6) Items for the next agenda. 7) Announcements.

A copy of an organization’s minutes is to be submitted at the next SOC general meeting following the organization’s general meeting and will be placed in their official file.

B) Reports Reports on projects and other important events are valuable resources for future event planners. A comprehensive project report contains the following: 1) Answers to the "20 Planning Questions". 2) An outline of the event as implemented. 3) The statement of actual income and expenses. 4) Samples of all advertising. 5) Copies of contracts and other documents. 6) An evaluation of each program component. 7) Recommendations for future planners of the event or similar programs.

16

MEETINGS Meetings should be held in locations that are accessible to all members. Members should be entitled to adequate notice of meetings to ensure their opportunity to attend. To be considered an active organization, a meeting should be held at least once a month. Successful meetings accomplish a great deal once participants have a clear sense of the goals that are to be achieved. Robert's Rules of Order is a basic handbook of parliamentary procedures. This handbook provides a set of rules governing the conduct at meetings. The rules protect everyone's right to be heard and allow decisions to be made without confusion.

If assistance is needed in conducting successful meetings, professional staff in the Campus Life Department are available to assist you. MEDIA RELATIONS Before a group approaches an outside media agency for coverage of their scheduled event on campus, they must first contact the SOC advisor in the Department of Campus Life. After the material/media information is approved, the university Media Relations office will be contacted. This will ensure proper relationships between media, guest(s) and groups. The SOC advisor will assist with the facilitation of this activity. UNIVERSITY LOGO/SEAL/TRADEMARKS The use of the name Florida International University or FIU, or the use of any FIU logo or seal, must have prior approval from the Student Organizations Council Advisor and the Director of Campus Life or designee.

SECTION 3-PLANNING PROJECTS AND ACTIVITIES Careful planning is the key to sponsoring successful programs, projects and events on campus. Activities may be academic, social, political, recreational or for any other purpose consistent with the educational mission of FIU. Student organizations are encouraged to be innovative and creative when selecting activities. There are prohibitions and restrictions, however, on some types of events. Details may be obtained in the Campus Life Department. Request for individuals with physical disabilities who may need specific accommodations must be made five working days in advance. TYPES OF ACTIVITIES Your organization’s activities should be a mixture of field-related tours, lectures, and social functions. Field related items could be touring large corporations, banks, hospitals, or whatever is related to your club's goals. Your Advisor can help arrange these tours or provide you with guidance. The social activities can be picnics, concerts, or a beach party. These activities allow the members an opportunity to mingle, form friendships, and have some fun with people that have a common interest. The organization may want to hold an annual awards reception or banquet to honor officers and members providing the most contribution to your club. Be mindful that some of your activities will NOT meet funding requirements and will have to be funded out of your club's treasury. This includes events which are social or recruitment in nature and not educational, service, or awareness related. Participation in University sponsored events is expected for all clubs receiving funding. These events give you a chance to see how to plan and organize an activity. These events also provide you with an opportunity to become acquainted with members of other organizations. Event Planning - "20 Questions" Planning a major event should begin at least two semesters in advance of the date of the event. Smaller programs or events usually take at least four weeks of planning.

17

Planning is a multi-step process. The following "20 Questions" should assist you in thoroughly developing all phases of a project: 1) What is the title of the project, program or event? 2) What do you want to do? (Specifically describe the project). 3) What would you have accomplished if the project were successful? (Project outcome). 4) To what organizational purpose is the project related? (Why are you doing it?) 5) What is the project timetable? When is it to be completed? When is planning to begin? What

sequentially must happen to complete the project? 6) Will the activity be a joint effort with another club or organization? How will responsibilities/expenses

be delegated? 7) Who are the key people inside and outside the organization necessary for completion of the project?

(Human resources) 8) What are the specific responsibilities of each person? 9) What materials and equipment are necessary? (Material resources) 10) Are other special resources required? (Security, cleanup, etc.) 11) What is the cost of the project? (See budgeting in this section of the Handbook.) 12) What key decisions must be made? By whom? When? 13) What research is necessary to develop the project? 14) What blocks or problems can be anticipated? 15) Are any special University rules or regulations involved? (Check with Campus Life Department. 16) Are any special liability issues or contracts involved? (Seek advice from the Campus Life

Department.) 17) How will the project be advertised and promoted? (See publicity and publicity tips in this section of

the Handbook.) 18) What contingencies (rain, too few or too many people, cancellation of entertainment) should be

anticipated? How should they be handled? 19) What permit(s) or special permission (facility use) is required? 20) How will the project be evaluated? By whom? Who will formulate the report? Assistance in planning projects may be obtained from the organization's Advisor or the Campus Life Department. CONTRACTS Student organizations must use contracts when purchasing goods, services, or entertainment. Please peruse the section on contracts starting on page 27. BUDGETING Budgeting is critical to successful program planning. A simple budget format that can be adapted to the requirements of most events follows on next page:

18

STUDENT ORGANIZATION EVENT BUDGET NAME OF EVENT:___________________________________________________

DATE OF EVENT:___________________________________________________

ESTIMATED INCOME:

Ticket Sales No.______@ $__________

$ ________________

Donations ________________

Club Funding ________________

Other (specify) ________________

Total Income: $________________

ESTIMATED EXPENSE:

Speaker $ ________________

Entertainment ________________

Other (lodging, meals) ________________

Facility Charge ________________

Tickets ________________

Public Safety expenses ________________

Publicity ________________

Physical Facilities (tables, clean-up,etc.) ________________

Learning Resources (projector, microphones) ________________

Refreshments ________________

Other (specify) ________________

Total Expense $________________

PROFIT/LOSS

(Income minus Expense) $______________

19

PUBLICITY Student organizations are encouraged to be creative in devising public relations programs. In planning a publicity campaign, here are some general guidelines to keep in mind: A) Publicity must be true, specific, easily understood, clean, attractive, informative for the audience,

tastefully conducted, and should not reflect the University unfavorably. B) The minimum information essential to publicity is the name of the event, date, time, place, and ticket

information, if applicable. C) No representation, either expressed or implied, may be made as to the promotion or endorsement by

the University of the organization or the activity, program, or event being sponsored unless specific approval has been obtained through the Campus Life Department.

D) Creativity and originality is the greatest asset in devising effective publicity as long as the publicity remains consistent with letter A above.

E) Allow time to design publicity and time for the publicity to be absorbed by the potential audience. Be sensitive to information overload on the student population.

F) Realize that publicity sets a tone for the event. The quality of the activity and of publicity must be compatible. A poor publicity campaign can do as much harm as a good publicity campaign can help.

G) Distribute publicity in more than one way. The person who does not read The Beacon may notice a poster.

H) Decide who is the target audience. Different techniques may be appropriate to reach different audiences.

I) If money is being spent on publicity, determine a publicity budget for the event. J) Word of mouth, personal solicitation, and personal endorsement of the promoted event are the best and

most successful of all humanly contrived publicity techniques. K) Thousands of techniques exist for publicity. Below are a few of the more popular techniques used at

FIU: 1) Posters 2) T-shirts 3) Flyers 4) Banners 5) The Beacon newspaper 6) Newsletters 7) Newspaper advertising 8) Handouts 9) In-class announcements 10) Public Service Announcements 11) FIU campus radio 12) Table tents in the cafeteria 13) Campus-wide e-mails

The staff of the Campus Life Department will assist any organization in developing publicity campaigns that are consistent with University policy, and in identifying creative publicity alternatives that will fit a fixed budget. Posting of Publicity Please follow the following guidelines regarding the posting of publicity: A) Materials to be posted need prior approval of the Campus Life Department, University Park. B) Materials to be displayed must be contained in a flyer-size paper measuring 8 1/2 x 11. C) The full name of the sponsoring organization must be visible on all literature. D) All material must include date, time, and place for events. E) Only one flyer per club per bulletin board will be allowed. Flyers must be secured with thumbtacks to

all bulletin boards. F) Posters may be displayed on the general open bulletin boards of all buildings. You may not remove or

cover up an existing flyer to make room for your flyer. G) Posters, signs, handouts, brochures, handbills, pamphlets, folders, or any other written material shall

not be posted, affixed or attached on the University premises, including but not limited to, doorways,

20

trees, shrubbery, lamps, sidewalks, utility poles, traffic signs, statutes, telephone booths, inside classrooms, exterior and interior walls, stairwells, railings, concrete walls, fencing, cars, and permanent signs. ORGANIZATIONAL AND PERSONAL LIABILITY Advisors and organization officers occasionally express concern about personal liability for organization related activities. There are a few hard and fast rules concerning liability, and the following may be helpful as general guidelines: A) Organization members, officers, and advisors are subject to the same criminal statutes that govern

behavior generally in society. Violation of these laws may result in criminal liability. B) Organization officers, members, and Advisors may be civilly liable for harm resulting from either

dangerous organization activities or those that create an unreasonable risk of injury. All persons involved in organizations are advised to plan activities carefully, comply with all laws (including those related to the sale or consumption of alcohol and the use of vehicles and other equipment), and to neither endorse nor participate in activities that could result in injury to participants, bystanders, or property.

C) Organization officers and advisors may to some degree limit their liability and protect themselves by the use of "waiver of liability" statements signed by activity participants.

D) The Department of Campus Life and the Student Organizations Council advisor in cooperation with the University Attorney developed two release and indemnity agreements: the "APPLICATION FOR PERMISSION TO PARTICIPATE IN A REGISTERED ORGANIZATION AND RELEASE AND INDEMNITY AGREEMENT" and the "APPLICATION FOR PERMISSION TO PARTICIPATE IN A REGISTERED ORGANIZATION’S TRIP RELEASE AND INDEMNITY AGREEMENT" are available for your use. Copies may be obtained from the SOC office, the SOC, or the Campus Life secretary.

Contact the Campus Life Department for additional information on liability issues. SAFETY & RISK MANAGEMENT Each member of an organization should be familiar with the following statements concerning University and club member's responsibilities: Insurance Participation in club/organization events is completely voluntary. As such, each member assumes responsibility for injuries that may occur in an activity. The University does not provide accident insurance for club members and cannot be held responsible for injuries incurred through their voluntary participation in an activity. It is the responsibility of the organization and its members to carry medical insurance. All sports club members are required to sign an "Application for Permission to Participate in a Registered Organization and Release and Indemnity Agreement" before they can participate in any way with a club. Club members under the age of 18 must have a parent or guardian sign the form, while those 18 and above may sign the form for themselves. A witness is required in both cases. The "Application for Permission To Participate In A Registered Organization and Release and Indemnity Agreement" forms must be submitted with the Organizations Annual Registration to the Student Organizations Office. If new members join, it is the responsibility of the President of the Organization to have the form completed and returned to the Student Organizations Office. Presidents are encouraged to verify the age of members by checking an ID before accepting the "Application for Permission to Participate in a Registered Organization and Release and Indemnity Agreement". Presidents are also responsible for ensuring that the forms are signed by two (2) witnesses. Safety Procedures A) Clubs are expected to abide by all national, state, and local health and safety regulations as pertaining

to their specific activity as well as normal safety procedures.

21

B) If equipment is part of the organizations’ activity, regular inspections must be conducted according to

applicable standards to ensure safe conditions and to identify possible safety hazards. Proper maintenance of equipment is mandatory.

C) If an organization is traveling or participating in away contests, club presidents should check out the first aid/safety procedures provided at the host campus.

D) Some clubs may require members to pass swimming, sailing, SCUBA diving, and/or boating or other tests before allowing members to participate in club activities. Club presidents and advisors are responsible for enforcing this requirement.

E) Safety is a must, and the club depends on the officers and advisors of each club to ensure that every possible precaution have been taken.

Risk Management Waivers An "Application for Permission to Participate in a Registered Organization's Trip and Release and Indemnity Agreement" must be obtained, filled out completely and returned to the Campus Life Department before the trip occurs. A written explanation of the trip should accompany the waivers. Please allow sufficient time for those waivers to be processed. Emergency/Crisis Procedures It is suggested that the following steps be followed in an emergency: A) Assess the situation: Is the situation a true emergency? Incidents involving death, serious physical or

emotional injury, or severe property damage are some of the occurrences that may be considered high priority emergency situations.

B) Be in command of the situation: The advisor, president or highest ranking officer or staff person needs to take care of the situation and communicate that authority to the group. The person in command becomes the official spokesperson and makes all necessary contacts. Keep a detailed record of every action taken. Document duties, times, actions taken, people involved, etc. This record may be useful in providing accurate data at a later time.

C) Dial 911: The first call should always be to the emergency number, 911. They will assist you by contacting the proper emergency authorities. Also, do not hesitate to contact FIU police at either 348-2626 (UP) or 919-5555 (NC).

D) Assemble all participants: It may be beneficial to assemble individuals at the events and explain the situation and the steps taken since the incident occurred. Ask them to halt all activity at the scene until the situation has been resolved, and to make NO statements to anyone other than appropriate University or Police officials. The official spokesperson will make any statements when appropriate.

E) Contact your Organizations Advisor: If your advisor is not at the event, advise him/her of the situation.

F) Contact the SOC Advisor: A complete report of any situation where emergency or crises procedures have been used must be filed with the SOC Advisor in the Campus Life Department within twenty-four hours of the event.

G) News Media: Never say "no comment" to a representative of the news media. Indicate that a statement will be made at a later time when more information is available. Please consult with University officials before making any statements. The official spokesperson for the University is the Director of Media Relations.

PHONE NUMBERS TO REMEMBER

FIU POLICE DEPARTMENT VICTIM ADVOCACY CENTER 348-2626 (UP) 919-5555 (NC) 348-1215 (UP) 919-5324 (NC) 348-3000 (P) UNIVERSITY INFORMATION DIRECTOR OF MEDIA RELATIONS 348-2000 (UP) 919-5500 (NC) 348-2716 OR 348-2232

22

CLUB FINANCES SOC POINT SYSTEM FOR FUNDING The point system was developed in order to fund organizations based upon their participation in various SOC and University sponsored events. Points are earned during the semester prior to the allocation of funding. For example, points earned by the club during the Fall semester will determine their budget allocation for Spring funding. The amount of money allocated for each point is based upon the yearly budget form the Student Government Council to the Student Organization Council. FUNDING ALLOCATIONS Funding for special projects, events, and travel will be derived from the allocation given at the beginning of the semester. Funding per organization will not exceed the amount allocated by the Executive Board at the beginning of the semester. Any subsequent funding necessary for a special event or travel can be requested directly from the Student Government Association. All organizations must fulfill the Minimum Requirement Standards, which would be 14 points for the 2001-2002 year. All funding requests are automatically granted once the requests do not exceed the allocated budget. The SOC Executive Board can, by a majority vote, deny funding only for the following reasons: The Minimum Requirement Standards were not met the previous semester. A) There is insufficient documentation supporting the expenses. B) The project, event, or travel is purely social or promotional in nature and has no academic, athletic,

service, or awareness component. C) The organization does not have a website (in which case the organization may still file for funds, but

will not receive the funds until the site is operational). D) Completed requests forms are not submitted at least 8 weeks in advance. ACCESSING FUNDING ALLOCATIONS Committee chairpersons and student leaders are required to attend an SOC Orientation. A representative of A&S Business Office will inform students of University accounting policies and procedures. A staff person from the Risk Management Department will present, as well as a representative from the attorneys office. Each organization will appoint two officers e.g. President and Treasurer to attend their presentation, no student will be allowed to use or have access to club or committee funds without completion of training. FUNDING EXPENDITURES: GENERAL POLICIES AND GUIDELINES It is expected that student organizations use their funds wisely and responsibly. It should be understood that student organizations are held accountable for any and all expenditures made in the name of or for the purpose of the organization. It should be recognized that ill-advised expenditures made during one year will directly affect the student organization in subsequent years; if there is a deficit, or if there are instances of inappropriate expenditure to overcome, it becomes incumbent upon the student organization in future years to rectify the problems created by its predecessors. The following guidelines are offered to assist officers and advisors in making wise use of the student organization's finances. Policies A) The organization must stay within the agreed upon allocation budget. B) Prior authorization of purchase (University Purchase Order Number) is required. Prior authorization

provides that the: 1) Organization has sufficient funds to cover the cost. 2) Vendor from whom the purchase is to be made is an approved business. 3) Potential for conflict of interest is minimized.

C) Expenditures which are not permitted: 1) No liquor may ever be purchased with SOC club/University funds. 2) Rental cars, vans, etc. may never be used for social/personal purposes. 3) Gifts or money given to charity must never be made with SOC club/University funds. 4) No personal items can be purchased with SOC/SGA funds.

23

Guidelines A) Allocated budgets should be prepared that realistically project the anticipated costs of the organization B) Organizations are encouraged to make the best possible use of their money; e.g. if making a major

purchase, use the Purchasing Office to get the best purchase. C) Student organizations are strongly encouraged to utilize membership dues and fund-raisers to augment

the budgetary needs of their organization and not to rely solely on monies received through the funding allocation process.

D) Money remaining in a student organization’s account at the end of Spring Semester does not carry over to the next year.

The information provided is not all-inclusive. Policies and guidelines can change. Inevitably, situations will arise which are not self-evident or addressed in any publication therefore, when in doubt, call either the Student Organizations Advisor (348-2139) or the A&S Business Office (348-3077). Please remember that all dates set for student organizations funding requests are absolute deadlines. It is imperative that you meet them. ESTABLISHMENT OF AGENCY/OFF-CAMPUS ACCOUNTS A) An organization may, at its discretion, establish an internal "Agency" account through the University

Comptroller’s office. This "Agency" account may be used for purchase of items for which state funds may not be expended. Any income derived from dues, fund raising events, and/or contributions to the organization may be placed in this account. However, no funds received by the organization from the SGA allocations may be transferred to an Agency account.

B) If a registered student organization elects to have an off-campus account i.e., in a local financial institution, it may only use the name of Florida International University as part of its mailing address. It may not imply that it represents the University. The Club/Organization will be personally liable for dues collected and off-campus bank accounts. It is recommended that off-campus accounts have their advisor as one of the authorized signatures on the account. No funds generated as a result of activities for which Activities and Service fee monies are used, in whole or in part, may be deposited in an off-campus account.

PROCEDURES FOR RELEASING FUNDS After special project/event or travel allocations have been approved, all recipients of A. and S. Fees (Student Government Funds, through the Student Organization Council) must comply with their itemized budget when requesting funds to be released. If there is any deviation from the budget, an amendment must be requested. All forms need the University administration's signature. University internal and external operations can be accessed from your allocation as follows: Internal Operations (Do not require purchase orders) A) Car Rental -Request for trips within Dade County are to be arranged through Enterprise Rent-A-Car. These are the steps to be followed when a car rental is needed:

1) Go to the A&S Business Office to acquire an "In-County Trip Ticket." 2) Make the reservation directly with Enterprise. The type of car, date, and time will be arranged

with them. If the car is not a compact, the A&S Business Office must approve justification for a larger car in writing. Enterprise will deliver the car to Public Safety the day of the trip.

3) At the time the car is delivered to Public Safety, the Enterprise driver will be given the first and second copies of the "In-County Trip Ticket." The third is retained as a file copy for the A&S Business Office.

4) When the trip is completed, the car and the keys will be returned to Public Safety. At this time, Enterprise needs to be notified of the car's return so they can pick it up. Your club or department will not be charged beyond the time that you call Enterprise to notify them of the car's return.

B) Duplicating - Request for duplication of flyers can be taken to the A&S Business Office for proper recording and signatures. Interested parties must pick up a requisition and take it to Duplicating with materials to be duplicated. After picking up duplicated material, please return the pink copy of the requisition to the A&S Business Office.

24

C) Room Reservations - Request requisition at the A&S Business Office for payment of residential Suite, Ballroom, or other room rental. Interested parties must pick up a requisition and take it to Student Union. D) Media - Request requisition from the A&S Business Office for payment of Media Services. (i.e. photography and video taping).

A - External Operations Regular Request for University Purchase Orders 1) Determine if the vendor will accept a purchase order. Be sure to advise the vendor that after services

are rendered, the University's payment process will take about three weeks. 2) If vendor will accept a purchase order, you must then go to the A&S Business at least three weeks

prior to the event. There you will complete a "File For Funds" form. Information required on this form is as follows: a) Date b) Organization Name c) Vendor's Name, address & Fed I.D. d) Type of Expenditures

Important: This process takes about three weeks. 3) You must come to the A&S Business Office to collect the purchase order. 4) Take the purchase order to vendor. 5) Upon completion of service or purchases, request a receipt from the vendor and promptly return it to

the A&S Business Office. This is needed so that the University's payment process may be completed. B - Emergency Purchase order The Purchasing Department requires at least seven (7) working days to process emergency purchase orders. Please note that this time frame does not include the procedures that need to be followed in the A&S Business Office before taking documents to purchasing (minimum of one day). This request will only be honored in extreme circumstances. The previous steps must be followed when requesting an emergency purchase order. The only difference is the amount of time involved. C - Blanket Purchase Order The University Purchasing Department has authorized the A&S Business Office to establish and monitor blanket orders for vendors used regularly. For example: A) Publix B) ARAMARK C) Fabulous Diamonds D) L&M Engraving When an interested party needs to use any of these vendors, he/she must come to the A&S Business Office and complete a "File for Funds" form. This process takes around five to seven days. Please note these blankets have been established for clubs and organizations. If any organization feels they will need services of a vendor on a regular basis, they can discuss the request for a blanket purchase order through our office. Once a department or organization determines the need for an additional blanket purchase order, the accountant, with the approval of the vendor and the University's Purchasing Department, will set up this new blanket. This Process will take about 15 working days. D - Vendors who will not accept Purchase Orders If vendors refuse to accept a Purchase Order, you can request a prepayment on the "File for Funds" through the A&S Business Office. Be aware that it will take 20 working days to process this request and obtain a check.

25

E - Purchasing Services Payment for entertainment or services requires initiating an "Expenditure Request Form" which must be completed through the Campus Life Department. A contract will be initiated based on the information obtained from the "Expenditure Request Form." 1) Contracts Routinely, the contract process takes six (6) weeks prior to a performance. Please note that some entertainers and lectures can require contracts to be negotiated even 12 months in advance. Information or documentation required for the Expenditure Request Form/Contracts: a) Performer's Resume, Curriculum Vita, or Biography must accompany the request form. b) Official Payee's Name. c) Federal Identification Number (must match the payee's name). d) Date services to be rendered. e) Type of services to be rendered. f) Department/Organizations name and number. g) Proper initiating authorization (i.e., respective administrator and chairperson). After the Campus Life administration approves payment, contracts are brought to the A&S Business Office for proper recording and signatures. The A&S Business Office continues the process of these payments. Checks are mailed from the Controllers Department upon completion of services. Only formal contracts completed through the Campus Life Office for professional services will be honored for payment. Students making verbal agreements, not formalized with a written contract, may be held personally liable for those commitments. The University will not honor verbal agreements for payment. For further information on purchases/vendors, or contracts, contact the Campus Life Department. Important: FIU does not pay sales tax. You may request a tax-exempt form from the A&S Business Office. CONTRACTS Student organizations use contracts when purchasing goods and services. Contracts should be in the name of the organization, and individuals signing them are encouraged to indicate their organizational position to reduce personal liability. As a general rule, student organizations should not enter into long-term, multi-year contracts. Student organizations are not authorized to enter into contracts in the name of or on behalf of FIU, its faculty, staff, or employees. When the services of an individual are being secured for entertainment and or speaking purposes and are being paid for from funds allocated by the SGA/SOC, an "Expenditure Request Form" must be completed through the Campus Life Department. The "Expenditure Request Form" provides information for the "FIU ENTERTAINMENT AGREEMENT" or Contract for Professional Services. A) Contracts should be used for:

1) Speakers, entertainment and movies. 2) Purchases of goods and services. 3) Exchange of services for goods (e.g., advertising by organization in exchange for a prize to give

away). 4) Purchases for resale.

B) Contracts should include: 1) Performer's Resume, Curriculum Vita or Biography. 2) Names of the parties. 3) The place where the contract will be performed. 4) A specific statement of what you agree to do and the date you agree to do it. 5) A specific statement as to what the other party will do and when they will do it. 6) The agreed upon exchange or consideration (usually the purchase price).

26

7) A statement as to what will happen should either party fail to do what they have agreed. 8) A statement explaining how the contract may be modified or canceled. 9) The signature of both parties. 10) The date of the contract’s signing. Contracts do not have to be notarized to be valid. TRAVEL PROCEDURES In order for a Student Organization under the Student Organization Council to travel, a Travel Form (available at the A&S Business Office) must be completed and submitted to the A&S Business Office minimum of 8 weeks prior to the actual travel along with the information listed below. A copy of the travel request with the date and time stamped along with the required signature should be kept by the organization requesting the funding. The following information is needed for submittal with the travel request:

1) When attending a workshop or seminar, a brochure must be submitted and when attending an official meeting, an invitation must be provided.

2) Registration form stating fee. 3) Rationale for individual members attending said trip. 4) Name of travelers. 5) Social Security number of travelers.

It is the requesting organization's responsibility to determine how they wish to utilize the travel funding they have been allocated. However, they cannot use any of the funding to pay for lodging. All paperwork for travel as prescribed by the A&S Business Office must be completed before traveling. This includes, but is not limited to, the provision of the following information:

1. When attending a workshop or seminar, a brochure must be submitted; and when attending an official meeting, an invitation must be provided.

2. Registration form stating fee. 3. Name of travelers covered under guidelines. 4. Social Security number of travelers. 5. Departure and return dates and times. 6. Mode of travel (i.e. airline, train, bus, rental car). 7. Signature of travelers TAR and reimbursements. 8. Travel Release form signed by traveler. 9. Signatures on Travel Authorization Request. 10. Signatures on Voucher for Reimbursement.

At least two weeks are needed to process the payment before the registration deadline. Florida International University will mail the registration fee to the conference, convention or competition unless otherwise requested. The University, Student Government Association or the Student Organizations Council will not pay additional travel costs that are incurred as a result of poor planning by those traveling. After travel has been completed, the following must be submitted immediately to the A&S Business Office:

1. Agenda of conference, convention, or competition. 2. Airline ticket, car rental receipts etc. (if applicable). 3. Receipts for Registration Fee (if applicable)

FUNDRAISING All registered student organizations are encouraged and expected to make every possible effort to become financially self-sufficient. Organizations may generate funds in several ways: A) Dues or fees charged to members. B) Sales or contributions. C) Sale of organizational services.

27

D) Co-sponsorship with business, corporations, other student organizations FIU Colleges and/or Departments.

E) Application for funds to the council that you are affiliated with: Greek Council, Student Organizations Council, Honors Council or the Graduate Students Association.

A) Dues or Fees

Dues or fees charged to members should be set fairly and must not be used as a means to discriminate against students in a manner that would be in violation of the University's non-discrimination policy. All students paying dues or fees must be accepted for membership.

B) Sales/Contributions There are University procedures, which must be followed regarding fundraising. Student groups such as clubs and organizations may not solicit funds or donations on behalf of FIU. You must clearly state that you do not represent the University, that your request is for a student group and would not qualify the donor to an FIU (educational) tax deduction. You may use your club/organizations stationery but not University letterhead.

You may not contact a large company or corporation such as "American Airlines", "IBM", "Rider Corporation" etc. without receiving approval from the University Office of Planning and Giving. Please schedule an appointment with the Director of Corporate Giving at 348-3338. If you are considering contacting a government agency please contact the Director of Sponsored Research at 348-2494. There is an internal clearance form that must be completed.

1) Registered student organizations may conduct fund-raising events on campus by first completing a Campus Event form through the Graham Center Office. If sales of edible items or other commodities that might conflict with campus auxiliary contracts are involved, Auxiliary Services as well as the Graham Center, must be notified of the sale.

2) Organizations may request tables to be set up for sale of goods or as a display booth. a) Request forms to reserve the tables and/or other equipment (easel, TV, video player, etc.) may

be obtained at the Graham Center Office. The request must be submitted two weeks before the event.

b) Any group charged admission or donation will be responsible for payment of the federal taxes related to the events.

3) Sales, drives, canvassing, or leafleting by student organizations MUST NOT: a) Conflict with University or other civil regulations. b) Be in violation of existing University guidelines or contract. c) Jeopardize public or individual safety. d) Be conducted by non-members of the organization. e) Be in violation of a department's activities or space use guidelines. f) Be omitted from the organization's records.

4) The Department of Campus Life is not liable for actions by registered student/campus organizations and/or individuals with regard to fund-raising activities. The consumer has the right to register its complaints in writing and the Department of Campus Life will begin administrative action by the University if warranted.

C) Sale of Organizational Services The sale of organizational services is an often overlooked source of funds. If an organization has members with special talent, it may wish to sell these services to other organizations. For example, a public relations or advertising club might, for a fee, design advertising campaigns for other organizations wishing to promote a special event.

D) Co-sponsorships Co-sponsorships with other student organizations, a department or college off-campus organization links financial, human, and material resources of each organization to present an activity. Through co-sponsorships, organizations may be able to conduct bigger projects with reduced risk for each sponsoring organization.

28

FUNDRAISING IDEAS As long as there are groups for causes, ideals, missions, visions and dreams there will be a need for a practical way of achieving these goals. This is especially the case with student run programs on college campuses. Money and how to get money to fund the mission of these programs will continue to be an issue. One of SOC's main goals is to share with our network, success stories and ideas concerning all aspects of fundraising. The ideas that follow come to us from a fundraising guide put together by Doug Hyche of Break Away. Break Away is a national organization which coordinates and provides support to student service trips like our Volunteer Action Center's Alternative Spring Break Program. Remember when considering a fundraising idea to examine:

A) Effort and Participation. B) Initial Investment of Money and Resources. C) Your Campus Environment. ALREADY PREPARED FUNDRAISERS A) Candy Sales

There are national and regional companies which already have products packaged to sell as a fundraiser. These companies have prizes and profits for the group developed into a system. Many campus groups already have some sort of pre-developed fundraiser, therefore, you may be competing with other groups as you offer similar products to the campus over and over. This might inspire product sales or it might make it more difficult.

B) Coupon Book Sales/Discount Cards Similar to candy sales, there are national and regional companies that offer discounts for products, entertainment and dinning. Again these companies have prizes for top salespeople and profits for the group developed into a system.

Drive-in Movie Theatre There are several campus activity groups, which actually bring portable drive-in theatre equipment. You could charge a cover especially if Campus Life brings the group to campus. AUCTIONS A) Date Auction

Just like the old dating game you need several willing "dates" to participate. The dinner and movie could be donated by local businesses. The bidding could draw a bit of attention to your program through the school media as well as just the plain old curious bystanders.

B) Get to Know You Auction Point people developing this project should collect donated items from faculty and staff based on their perspective interests, hobbies and talents. For example, there might be a Dean who plays tennis who might donate a tennis game, or perhaps having dinner for four at the President's house, or auctioning off the first place for registration or dorm assignments. This is a feasible idea as many students are eager to connect with the faculty and staff more at any school.

C) Service Auction This type of auction allows you to "sell" a service for a specific purpose and amount of time. For example, someone might have to carry the books or clean the room of someone who purchased their services.

29

D) Silent Auction

A Silent Auction is where a group of individuals bid on items/prizes which have been gathered in the name of the organization and its mission. In order to be a bidder, participants will donate a specified amount to the mission of the organization. The bidders acknowledge there bid through body language such as hand or head signals or through raising prepared placards. For this type of auction you will need someone to be a caller.

E) Student/Professor Auction This type of auction could allow students to bid on the services of professors or professors bid on the services of students. This can be as varied as cleaning up the office, yard work or glorious database entry. Again, the money is collected through the bidding process as long as individuals are willing to donate their time and effort.

DINNER, CANDLELIGHT & MUSIC A) Band Night

This is another way to connect with the campus and local community through providing a musical event and charging admission. This gives exposure to musical talent and helps to fund the alternative break program simultaneously. Be mindful that you need a big enough place as well as an arrangement with campus activities to host the event. One school's theme for an event such as this was "think globally...jam locally."

B) Open Mic This is a great way to build the talents of your participants and the campus as a whole. Host a campus wide event on the lawn or in an auditorium where students can come and perform their specific talents such as poetry reading, gymnastic feats, acting, or musical numbers.

C) Poetry Night Another way to draw on the talent of your campus, especially the English and Literature departments is to host a poetry reading night. Charge admission and perhaps even charge for snacks while the folks get immersed in verse.

DONATIONS/IN-KIND SUPPORT (ALUMNI ASSOCIATION) Often by working with your college or university's alumni office volunteer efforts can have access to alumnus donations. Perhaps your campus office will allow your group to solicit alumnus directly or they may be able to include your program in their donation materials sent out to alumnus. Each school's office of Alumni Affairs has specific regulations and policies so it will be necessary to research these procedures first. Change Bottles/Penny Wars This is plain and simple collecting change donations for your organization. Have participants cut water bottles in half to collect the loose change. Perhaps having it site or issue related would draw more donations from a specific portion of your campus. Community Civic Clubs Consult the Rotary, Elks, Masons, Optimists, Kiwanis, the Lions Club etc. to see if they would be willing to give scholarships to individuals. As a way of thanking them, meet with them and tell them about your project and show them pictures or slides.

Individual Donation Slips This type of fundraiser requires participants to be responsible for sending out brochures explaining the program with donation slips to friends and families. Providing donation options might add to the success of this program. Letters to Faculty and Staff Faculty and staff members are more often quite willing to donate their time and money to student groups on campus especially if they are affecting the community. Target the faculty, staff and possibly even students with letters detailing your program and allow them to donate based on a variety of options such as site or issue.

30

Definitely take the time to check with your campus office of giving to review any regulations that there may be concerning this type of fundraising effort. Places of Worship Many times place of worship are willing to help an individual to participate in such a project. Contact local churches and synagogues, as they might also be willing to help. Showing the congregation a slide show or even sending a letter with pictures are good ideas of showing thanks. Student Government/Student Affairs Being able to make a proposal for funding from the Student Affairs or Student Government Association of your campus can be a very important element of funding for your project. Sometimes being listed as an organization will allow your program to apply for funding through these avenues. FOOD A) Bagel & Coffee Morning

Have a campus/community breakfast where local businesses can donate the coffee and bagels or organization can purchase them for a minimal price. Host this breakfast for a small donation. This event can also be site specific or issue related.

B) Cookbooks Create a cookbook from participant and family recipes or perhaps include recipes specific to a region or community of which your organization has affiliation. You could also include cooking instructions for large numbers of people in the recipe description. Charge a small amount to cover the development of the book as well as to provide profit for the club budget.

C) Donut Sale This is a great, quick way to make money on your campus as people stumble to class in the early morning. You can either develop a deal with the local donut shop such as Krispy Kreme/Dunkin’ Donuts or buy the donuts and sell them on campus. As a general warning don't get too many donuts because if you can't sell them they might go stale and you would have made a loss.

D) Fasting At some schools it is possible to donate the money which would pay for your meals in your meal plan to a specific cause or group. Check with your meal plan office to see how you can develop a partnership.

E) Food Baskets There are certain times during the year when students need a pick-me-up such as mid-terms and finals. Appealing to the good nature of parents through a mailing to send care packages to their son or daughter, you can collect the profits after purchasing the food for the care packages.

F) Hunger Banquet This is a fundraising event in which a large portion of the campus can take part as well as provide some hands-on educational information. Individuals pay a certain amount of money and then are assigned a country status such as "developed" or "underdeveloped nations." Students eat according to the status they have been assigned. For example, a representative of an underdeveloped nation might eat rice while a representative of a developed nation might eat steak. Oxfam has specific information on how to organize a hunger banquet.

G) Lobster Sale Another food related fundraising event involves the delivery of fresh lobster. Your program would be required to purchase the little critters up front, however, you could sell them through a dinner per/pound at a much higher price. It would be necessary to plan the other portions of the dinner in addition to both the location of dinner and uncooked lobster.

H) Luaus A thematic event in which you can invite a large part of the campus and charge admission for the tropical atmosphere and food.

I) Roast a Pig Have a good old fashion pig roast over an open fire. Charge a specific amount of money to the campus community or ask for a donation. You have to find out where to get a whole pig.

31

J) Spaghetti Dinner Plan for a big dinner inviting large portions of the campus and community. Charge an admission or donation price. This can be a very profitable event due to the inexpensive preparation cost. Spaghetti is cheap!

GAMES OF CHANCE* A) Casino Night

You can have your own casino night by allowing individuals to gamble with monopoly money they receive for paying an entrance fee at the start of the evening. The "gamblers" will use this money to purchase prizes donated by the community. You can make this exciting by mixing up how the prizes are auctioned off. ("Big prizes" or "little prizes" may come up for auction at any time)

B) Cow Pie Bingo This is a great way to have fun on your campus. Usually part of a larger event, festival or carnival, cow pie bingo is a favorite. All you need to do is fence off an area where the beast will have a temporary stay. Then grid the area into squares. Sell the squares to individuals for a specific amount of money. When the cow does his or her business in the particular grid, the winning person gets to keep a portion of the money pot.

C) Raffles A raffle is a very basic fundraising technique, which relies on selling tickets with the "bingo" chance of winning a prize or series of prizes. Local businesses or community members can donate the prizes or the prize itself may be sharing in the cash pot created by the raffle tickets. A twist on this idea is to have participants sell a mandatory amount of tickets.

* Due to issues of legality, check with your local and state officials as well as your school's policies before beginning such a project. HOLIDAY/THEMES Florist - Valentine's Days Holidays are always great times to have fundraisers around. For example, during Valentine's Day work a deal with the local florist to sell carnations for campus members to send to other campus members. Remember that you will need someone to pick up the flowers, staff the booth where people write their messages, and people to deliver the carnations. Another twist on this holiday is to send out gummy worms with the theme "hooked on you". PARTNERSHIPS A) Bookstore Sponsorship

Work with your local college bookstore or bookstores to have a day or series of days in which your organization can receive a percentage of profits from sales. It is a great way to get your friends and fellow campus members to buy books on a specific day.

B) Business Partnership - Dance Place/Grocery Store A great way to partner is with local businesses and companies through in-kind support or percentage of profit donation. For example, having a local dance club donate a specific amount of a cover charge for college night or "students involved with service" night. Another example might be to have a percentage of certain products or a day's sales of a grocery store go to the organization. They might also be able to donate food for your organization or help support the purchase of your t-shirts.

C) Partner with Another Grant Recipient Oftentimes, there are opportunities to develop a grant partnership with other groups on campus which may be involved with your organization's issues. Always take note of what groups on your campus may have similar missions and goals so as to be aware of a possible sharing of resources.

D) T-Shirt Business Partner Develop a partnership with local businesses to sponsor your t-shirts for some publicity on the shirt itself or in some other aspect of your alternative break program.

32

It is a great way to give visual recognition to businesses working for the community. In addition, if your college or university's student identification can be used as a campus charge card you might persuade more students to invest initially.

SELF SACRIFICE Laundry Charge to wash student's laundry. Make sure you have enough participants and initial money to buy supplies. Psychology experiments Check with your school's psychology department about possible opportunities. SPORTS RELATED Charity Sporting Tournaments (baseball, basketball, volleyball, golf...) Connect with the campus by providing a sporting tournament where you charge admission for participants. You could also work the concession stands for the event. Final Basket/Shoot the Hoops Tournament This is a great way to use your school's sporting program to earn some money for your organization. Individuals can pay an entrance fee to have some sort of shooting contest during the half or end of a game. Running Events Appeal to the local running enthusiasts on your campus and in your community to be a part of a sponsorship race for your program. A unique twist might have the finish line be into a campus sporting facility at the end or beginning of a game. It is always a motivator to have thousands of people screaming and yelling for you. TRIED AND TRUE A) Bake Sale

The basic all-purpose fundraiser! First, you need to acquire baked goods through either participant cooks or local businesses or campus food services. Then you need to have booths in well-traveled areas of the campus. One suggestion that was offered was to have donations instead of prices because people are likely to donate more than pay a specific price for an item.

B) Car Wash This dependable event places a bunch of people together to wash cars by hand. You could charge a specific amount or ask for donations. It is important to have this type of event in a well trafficked part of your community or campus. Sometimes local businesses will let you use their water sources. A twist on this idea is the "topless car wash". This is where you only wash convertibles or everything but the top of the car.

C) Garage Sale/Rummage Sale This is a great way to get rid of old junk! Have participants dig into their dorm rooms or ask their family members to donate for the sale. This is also a great way to get faculty and staff involved with the program as they donate for the sale. It will be necessary to have the event in a well traveled area and have the appropriate amount of volunteers to staff the sale.

MISCELLANEOUS A) Accounting & Taxes

Perhaps you can draw on the expertise of the participants in your program or appeal to your school's business department in general. You can have students with accounting and tax skills provide consultation for Federal and State taxes to the campus and community at a minimal charge.

B) "A" Thons These are events in which people pledge a certain amount of money for a specific cause or individual involved with the cause. Some examples include a Bowl "a" thon or a Walk "a" thon or a Jump "a" thon.

33

C) Business Inventory Local businesses and companies will have times during the year in which they will need help with their inventory. This is a great way for a group to make some money in a short amount of time. There might also be departments or stores that are part of your campus which might provide this opportunity as well.

D) Campus Recycling - on-going through year Another way to get involved on the campus is through the recycling program in existence or developing a program from scratch. It would probably require some part-time volunteers for part or all the year to clean out bins and take the recyclables to the local recycling plant. Because it might be a way to earn money throughout the year, this type of fundraiser could sustain efforts for pre and post break as well as the next years program. It is also a tremendous possibility to partner with other groups on campus or in the community.

E) Carnival/Opportunity Fair Develop and plan a carnival which can be thematic , issue related or just a plain ol' carnival with clowns, face painting, games etc... This is also something you can do in partnership with a local community agency. You can charge an entrance fee for the Carnival.

F) Circus "Stupid Human Tricks" This is a great way to bring David Letterman to your campus without having to pay outrageous prices for a speakers fee or even having him there in the first place. In the spirit of "stupid human tricks," invite members of your campus community to be part of a talent show where your club can charge for admission. Everyone can do a Stupid Human Trick.

G) Concessions/theme parks/clean-up facilities/staff campus events This is a great way to use the community around you as well as your campus. Sometimes theme parks, concessions and clean-up opportunities are offered to the community in exchange for donation or payment. Check with local sporting facilitates, theme parks and your own campuses sporting program.

H) Dunkin' Booth/Photo Booth You can rent these type of facilities or perhaps even have them donated for use. Then your organization can collect the money or a percentage of the money based on the relationship developed with the rental company.

I) Face Painting You can do this at carnivals or before sporting events to add to the spirit of those die-hard fans. Charging a minimal fee and enlisting the talent of program participants is a must for this type of fundraiser.

J) Greek Week - party proceeds This might be another way to enlist help from the Greek community of your campus. During Greek Week have party proceeds or a portion of those proceeds go to funding the organization. This might also be a way to develop a new partnership or recruit from a segment of the campus you might not have already drawn from.

K) Green-Up Day This is a day where club participants can work for the campus or faculty and staff of the campus to clean up yards, mow, rake and clean up trash for donations. This can be a campus-wide event in which the donations benefit the club. It might also be a great way to partner with environmental groups on the campus or in the community.

L) Jail and Bail This event requires setting up a "jail cell" somewhere on your campus. The next step will be having campus members pay money to have people "arrested" and put in jail. Volunteer police persons will then take the suspect individual into custody. The "prisoner" then must come up with a pre-determined amount of bail money by using a telephone and the phone book. There are a number of twists you can put on this idea, however, one of the key facets to the success of this event is publicity.

M) King of Turkey Legs This requires some enthusiastic participants. Both guys and gals can have pictures of their legs posted around the campus. Then people vote on who has the best "turkey legs" by making a donation. All entries will be placed in a central box from where the winner's name will be drawn. The winner could receive a pre-designated prize or part of the money pot accumulated from the donations.

34

N) Kiss the "Animal" This is a great way for students to donate money towards your organization in the name of their favorite faculty or staff member. The individual with the most donations gets to kiss the "animal" whether that its a pig, horse or the school mascot. This can initiate quite a bit of competition and stimulate the money to come rolling into your organization.

O) Mocktail Party This can be a great way to connect with a discussion concerning the alcohol policy of your alternative break program as well as partner with your campus peer educators or BACCHUS representatives. At a mocktail party people get a chance to mix and partake of non-alcoholic beverages. This alternative experience/party is a great way to bring in the money as if people were paying for drinks. It is necessary to reserve space for this event, acquire the materials for the mocktails including glasses and utensils.

P) Money Tree This is where a "tree" is set up in a well-trafficked part of the campus. A table is set up next to the tree where people can donate $1 to place a "homemade buck" on the tree. As the tree becomes more decorated people will be able to see an actual goal and be more motivated to donate money.

Q) Non-Events A non-event is just what it suggests: an event which will not happen. The first step is to print a fancy invitation about a formal black-tie event. After describing the fancy non-event then you can ask for a donation based on what individuals would have to do to get ready for the event. For example, attendees would have to buy a dress or rent a tux, get a haircut etc... Therefore, through making a donation they only have to pay a portion of what they would originally have to do in order to attend.

R) Paper Airplane Contest A one time campus event where club participants and others from the campus create paper airplanes. Before the event club participants collect pledges for there favorite paper airplane. You can have winners in different categories such as design, distance, and style in flight. You can charge an entry fee or have donations to support each participant.

S) Parking Cars for Events Perhaps your campus or the community host events where cars need to be parked or where they need "staff" to usher vehicles into appropriate parking spots. Participants will earn money usually in an hourly or daily manner. Students can donate the money individually or the host of the parking can make payment to the alternative break program as a whole.

T) Shave your Head Definitely a fundraiser for the willing and able. This type of activity requires people with hair , a lot of hair, or people that are vain about their hair. Then it takes your ultimate persuasion skills as an alternative break advocate to convince individuals to shave their head in public. Campus members make donations for the "potential head shavers" in a competitive manner. If you can get some professors involved it might be a way to really dig into the deepest depths of some college student and other faculty and staff member's pocket. The representative with the most donations must follow through with shaving his or her head in a public forum.

U) Twister Tournament Knots, Knots and more human knots. This is basically a monster twister tournament in which teams post an entrance fee to see who can survive the tournament the longest. You definitely need a lot of twister games or a very talented art department. The materials for this can be created by the alternative break program at minimal cost. The winner of the tournament might get a portion of the total money pot or some other specifically designated prize.

V) Tuck-Ins A tuck-in is where campus members can donate or pay money to have Fraternity, Sorority or club members tuck them in and maybe even read them a bedtime story.

W) VW Car Show For all the "deadheads" on your campus, or just regular VW fans, this is a great way to connect with not only your campus but the surrounding communities. Charging admission, hosting concessions and providing parking can be one way to win some dough for this sort of idea.

35

SECTION 5-SOC'S WEB PAGE-OUR ONLINE-INTERACTIVE SYSTEM In order to ensure the best productivity from both our offices and student schedules, we have set up an interactive-online system. SOC's web page can be found at http://www.fiu.edu/~soc and is a great resource for all clubs. These resources include: Download Forms- Sending us your club information is just a click away. Here, you can download the following forms:

• Annual Officer Registration • Organization Registration • Change of Officers • Universal Documentation • Minutes forms

Calendar of events- Here you’ll find a list of upcoming events. Just click on the month you want to look up and a list of events for that respective month. SOC Officers- Meet your SOC e-board for the 2004-2005 academic year. Directory- Take a look at our current list of clubs and organizations on campus. Handbook- You can view these very same rules and regulations in our on-line handbook. CLUB WEB PAGES All organizations are required to publish their own club home pages. To publish a web page for your organization, you first need an account with University Computer Services. To get this account which entitles you to e-mail and web space, you must fill out the Web Account Request Form available from the SOC office. Club web pages must abide by SOC and FIU web policies and standards.

WORLD WIDE WEB POLICIES Student organizations are encouraged to set up their own World Wide Web homepages. Club internet service accounts are available for this purpose. To set up an account or register your existing web page with SOC, fill out the "World Wide Web Go-Live Packet" available in the SOC office. The following are University and SOC web policies that must be followed: FIU Web Policies The following World Wide Web (W3) policies have been created to define what Florida International University considers responsible and ethical behavior. These policies apply to all FIU faculty, students, staff and Information Resource Management (IRM) clients. The right to use FIU computing and telecommunications resources can be revoked if misused or abused, even if unintentionally. W3 activities and products must be consistent with the University's academic ethics including its, "Policy to Prohibit Sexual Harassment," "Computer Security Guidelines," "Academic Student Misconduct Policies" as well as Federal and State computer crimes statutes. Since it is impossible to anticipate every possible violation, it is incumbent upon the user to weigh his/her actions against the purpose and examples provided in this policy statement. Purpose: Computer and telecommunications resources have been allocated only for W3 activities that support research, education, administrative processes, FIU sponsored community service and other legitimate pursuits. All Web activities must be consistent with this purpose.

36

Violations include but are not limited to: A) Commercial activities. B) Creating, displaying or transmitting threatening, racist, sexist, obscene or harassing language

and/or materials. C) Games not related to FIU programs and/or mission. D) Copyright and licensing violations. E) Violation of personal privacy. F) Vandalism and mischief that incapacitates, compromises or destroys University resources and/or

violates federal and/or state laws. Examples of such violations:

A) Commercial advertising. B) Displaying pornography or racist jokes. C) Running a simulated baseball league. D) Providing copies of software that is not in the public domain. E) Posting private personal information without permission such as grades, medical records, or any

other information that is protected by the Public Records Law. F) Providing information or instructions to compromise University computer security measures.

FIU is funded to support activities that adhere to high academic standards and respect for personal and State resources. You are the first line of enforcement. Think before you act and understand the consequences of your actions. If you have any questions, please send an e-mail message to webmaster@fiu.edu. Violators of these rules are subject to disciplinary action in accordance with relevant University rules and policies.

37