student organizations | student leadership programs click the space bar or mouse to move forward

STUDENT ORGANIZATIONSMANDATORY ORIENTATION

Student Organizations | Student Leadership Programs

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Overview

This orientation will take approximately 35 minutes to complete. You should take notes while reviewing the orientation as you will need to earn an 80% or more on the Orientation Quiz in order to satisfy the orientation

requirement for your organization. If you wish to complete the quiz as you review the presentation, you may access it

at the following address: https://cidsa.wufoo.com/forms/student-organization-electronic-orientation-quiz/

We hope this workshop provides you with the information necessary to successfully execute your plans for your

organization during this academic school year!

•

https://cidsa.wufoo.com/forms/student-organization-electronic-orientation-quiz/


Workshop Components

This workshop will consist of three components:1. Overview of Student Leadership

Programs2. Policy overview3. Paperwork nuts and bolts

SECTION #1:OVERVIEW OF STUDENT LEADERSHIP PROGRAMS

Student Leadership Programs provides programs and services to develop students to lead with excellence and integrity while they build community, personally flourish and act in a positive and socially responsible manner.

Purpose of Student Leadership Programs

Definition of a CI Leader

With excellence and integrity, CI leaders serve others, build community, personally flourish and act in a positive and socially responsible manner.

Attributes of a CI Leader:

• To provide resources, training and information for student leaders and advisors of clubs and organizations regarding leadership development;

• To facilitate user-friendly, accessible and responsive processes for the functioning of clubs and organizations;

• To inform campus constituents of the importance and availability of leadership, involvement and experiential and service-learning opportunities;

• To collaborate with the campus community to facilitate the development of student leaders in curricular and co-curricular endeavors; and

• To recognize the achievements of student leaders in curricular and co-curricular endeavors.

Aims of Student Leadership Program

• We’re here to serve you during the following hours: – Monday through Friday – 9: 00 a.m. – 5:00 p.m.

• Please feel free to contact the SEAL Center by calling us, stopping by or emailing us at:– (805) 437-3356– Second floor of Student Union 2037– [email protected]

• Be sure to utilize our website as a resource for SLP information

- http://www.csuci.edu/studentleadership/

The (SEAL) Student Engagement and Applied Leadership Center

• The following are functions of the SEAL Center– Process club renewals and applications– Provide resources for leaders– Offer workshops for student organizations– Answer general questions for student organizations– Receive and process various student organization

requests such as budget report requests, posting requests, etc.

– Coordinate the annual leadership award ceremony– Meet on-on-one with student organization leaders to

assist with queries– Provide one-on-one Involvement Mentoring Sessions

to help students who are seeking involvement opportunities find the best match

Functions of the SEAL Center

The SEAL Center is staffed by Leadership Assistants who are student assistants trained in student organization-related processes and procedures as well as leadership skills and theory.

Charles Tran

Christine Wamba

Chris Bombara

Meet Our Student Leadership Assistants

Vanessa Almeda

Sarai Plummer

CSU USER

On this slide, it will be each students job to find a partner and ask them these questions. They will then be introducing their partner to the group by sharing with the group the first two questions. It will then be each persons job to answer to the group the last question for themselves.

The SEAL Center is supervised by Rebecca Torres, who is a student assistant. She is trained in student organization-related processes and procedures as well as leadership skills and theory. Rebecca is an experienced leadership at CI and was awarded the Junior Student Leader of the Year Award in April 2010.

Dr. Jaimie Hoffman serves as the Assistant Director for Student Leadership Programs. She has several years of experience working within various departments in Student Affairs across institutions of higher education. She possess a master’s degree in higher and postsecondary education and completed her doctorate in educational leadership at UCLA September 2010.

Rebecca Torres

Dr. Jaimie Hoffman

Meet the Leaders of SLP

CSU USER

On this slide, it will be each students job to find a partner and ask them these questions. They will then be introducing their partner to the group by sharing with the group the first two questions. It will then be each persons job to answer to the group the last question for themselves.

Overview of ASI

• All currently registered students of CSUCI are members of Associated Students Incorporated (ASI).

• ASI is the umbrella organization governing the process, policies and procedures of four main entities: • Student Government• Student Programming Board• Nautical Yearbook • CI View student newspaper

• ASI provides funding for:• CSUCI clubs and organizations• Campus departments and programs which directly

benefit the student body• ASI administration• Student Union

SECTION #2:POLICY OVERVIEW

Officer Eligibility• The following are the eligibility requirements for officers (President, Vice

President, Treasurer, Secretary) in your organization. Please be sure that officers meet these requirements before submitting their information to Student Leadership Programs.

• All officers of a student organization at CI:• Have a cumulative, CI, and semester GPA of at least 2.5

(Undergraduates) • Must be enrolled in no less than six units at CSU Channel Islands

(Undergraduates) • Have a cumulative, CI semester, and Transfer GPA of at least 2.5

(Transfers)• Be in good academic and behavioral standing (not on academic or

disciplinary probation)• Be free of any holds on University records • Have a cumulative, CI, and semester GPA of at least 3.0 (Post

Baccalaureate)• Must be enrolled in no less than three units at CSU Channel Islands

(Post Baccalaureate)

See Policy on Eligibility Requirements for Membership in Student Clubs and Organizations (SA.21.003) for more information (located at: http://policy.csuci.edu/SA/21/SA.21.003.htm)

Just a reminder: Please take note that the requirement is 2.5

cumulative AND semester. This was a policy change made in

May 2010.



May 2010.

http://policy.csuci.edu/SA/21/SA.21.003.htm

• The following are the eligibility requirements for members in your organization. Please be sure that members meet these requirements before submitting their information to Student Leadership Programs.• Have a cumulative and semester GPA of at least 2.0• Must be enrolled in no less than three units at CSU

Channel Islands• Be in good academic and behavioral standing (not on

academic or disciplinary probation)• Be free of any holds on University records

Failure to meet the above requirements will result in the student member’s removal from the Student Organization’s roster. The student may not perform his/her stated duties. Student Organizations out of compliance could lose recognition.

Member EligibilityJust a reminder: Please take note that the requirement is 2.0


May 2010.



May 2010.

• Eligibility will be checked for the members and officers who submit a Member Agreements Form. If they are on the roster but did NOT submit a Member Agreements Form, they will not be verified and can not be in your organization.

• Presidents and Advisors will be notified of eligible and ineligible members/officers. Presidents and Advisors should ensure that ineligible members/officers do not assume a role for which they are ineligible.

Eligibility

Eligibility Timelines

• Eligibility timelines are as follows:• Fall Priority Enrollment Period

• Rosters submitted between November 28 and December 19 will have eligibility checked and verified by the first day of the Spring semester.

• Spring Priority Enrollment Period• Rosters submitted between April 30 and May 21 will

have eligibility checked and verified in order to participate in Island View Orientation.

• Add/Drop Form Submission• Members/officers added outside of the enrollment

periods listed below will take 10-15 business days to process.

Eligibility

• First time in college students without a CI GPA cannot serve as officers, but may participate as general members their first semester. • This is incorporated into the University policy in order to

ensure first time in college students successfully transition to the University prior to assuming responsibility of a student organization.

• Student organizations may impose more restrictive requirements in their constitution(s) or bylaws.

• It is required that student organizations have at least:• FIVE eligible students • A president • A secretary

Policy on Student Involvement During Pre-Finals and Finals Week

Student Leadership Programs will be implementing a proposed policy pertaining to student involvement during pre-finals and finals week (to be voted on by the President’s Council this semester).

The policy was created in an effort to ensure the students’ primary focus is on their curricular endeavors during pre-finals and finals weeks. Students must be able to devote their time to review in preparation for their final exams.

Therefore, the following will be employed:•No student organization may hold meetings or sponsor events during pre-finals or finals weeks. •No co-curricular event or activity that requires students to plan, develop or attend may be held during pre-finals or finals weeks. This includes informal (e.g. team dinners, banquets, etc.) and formal (e.g. meetings) group gatherings.

The CSU mandates that no campus can recognize any fraternity, sorority, living group, honor society, or other student club/organization that discriminates on the basis of race, religion, national origin, ethnicity, color, age, gender, marital status, citizenship, sexual orientation, or disability. Student organizations found in violation of this could lose recognition and members/officers may be held accountable to through the judicial process outlined in the Student Code of Conduct.

Discrimination

• Hazing is defined as requiring or encouraging any act, whether or not the act is voluntarily agreed upon, in conjunction with initiation or continued membership or participation in any group that causes or creates a substantial risk of causing mental or physical harm or humiliation.

• Official recognition of a student club/organization may be withdrawn for hazing or conspiracy to haze.

• (As defined in the California Code of Regulations, Title 5, Article 2, Standards for Student Conduct, Section 41301 (b)(8). Individual students may be disciplined for hazing under Section 41301(b)(8).

In other words, you can not require one

sub-group of individuals do any

activity that you would not expect the entire

group to do.

In other words, you can not require one

sub-group of individuals do any

activity that you would not expect the entire

group to do.

Hazing

Hazing

This data is provided for your review to highlight behaviors your organization might not realize are considered hazing. Please take a careful look.

• All student activities departments at CSU campuses must abide by Executive Order No. 1006 that stipulates requirements relating to clubs/organizations. These requirements cover the following:– Chartering and recognition policies– Withholding and withdrawing recognition– Minimum number of students involved in an organization– Requirements of advisors– Off-Campus Student Activities– Club Sports Insurance

• Please see http://www.calstate.edu/eo/EO-1006.pdf for more information.

Executive Order

http://www.calstate.edu/eo/EO-1006.pdf

Off-Campus Student Organization Activities

Executive Order 1006 requires that all policies stated in the Student Code of Conduct apply to off-campus student organization-related activities. The Student Conduct Code sets the standard of expected behavior and describes conduct that is unacceptable and subject to discipline through the university's disciplinary process.

For instance, this means that the Alcohol Policy applies to off campus Club-Related activities so if your organization has a meeting off campus, no attendees can drink alcohol (even if they are 21 years or older).

Alcohol Policy

As previously stated, intoxication by any member of a University registered/recognized student organization at any University-sponsored on OR off-campus event is prohibited.

• The University Alcohol Policy is located at: http://policy.csuci.edu/SA/03/SA.03.003.htm

Copyright and Movies

A public showing (on or off campus) of a video/DVD at a student organization meeting or event may seem like a harmless, inexpensive form of entertainment but without a purchased special license it is not legal (even if shown by an advisor who is a faculty member).

The SLP staff can provide recommendations of companies who provide the license to show the movie however, the organization must have the funding to pay for the license.

Liability

• Students must fill out the Release of Liability Waiver form each time they engage in an event that could have increased physical risk. Examples include: hiking, playing sports, dancing, etc.

• Members of Sports Clubs or other organizations that involve regular physical activity are required to complete this as part of the renewal process.

• Students should never sign a contract for their organization/the University. • All contracts must be submitted to [email protected]

so that we may ensure the contract is signed by appropriate University personnel and protects the organization members and University from liability.

• Please allow approximately 3 weeks to process contracts.• Students should never make any verbal or written agreements with

outside entities until receiving approval from University.• For instance, if a student organization wishes to assist with the

implementation of an event sponsored by an off campus entity, the organization should not make any agreements until receiving approval from the SEAL Center. Additionally, outside entities should be encouraged to work with CI Events Services to implement their event as opposed to your organization.

Liability, Contracts & Agreements

mailto:[email protected]

SECTION #3: PAPERWORK NUTS &

BOLTS

Student Organization Forms

• A variety of forms are available on the Student Leadership Programs website at http://www.csuci.edu/studentleadership/clubs-organizations/club_organization_forms.htm to meet your needs. Virtually all forms are now 100% electronic (as of July 2011).

• Whereas student organizations on other campuses often have to work with offices across campus to have their needs met, the SLP submits requests to campus entities on behalf of student organizations. Please adhere to the instructions on each form (including timeline) carefully to ensure your request is processed in a timely manner. We will now review the key elements of each form with you.

http://www.csuci.edu/studentleadership/clubs-organizations/club_organization_forms.htm


Add/Drop Form

• This form is to be submitted when new members are added or deleted from a student organization as well as when officer and/or advisor changes occur.

• New members may be added or dropped throughout the academic year. However, they may not be active until Student Leadership Programs has confirmed eligibility.

• This form will take approximately 10 business days to process at which time, the President and Advisor will receive information pertaining to eligibility.

All documents can be found here: http://www.csuci.edu/studentleadership/clubs-organizations/club_organization_forms.htm


Advisor Agreement

• This form should be submitted each year by returning advisors and when a student organization changes their advisor.

• Upon receipt of this form:• New advisors will be contacted by

Student Leadership Programs to schedule an orientation.

• Returning advisors will be sent the mandatory Electronic Orientation and quiz.



This form is for requesting a budget report of the current financial status of your organization that has money in an ASI account. • The form is submitted by the SLP to ASI on

your behalf.• Be sure to specify the duration of time you

wish to review (months).• Please allow 5-7 business days from date the

form is received.• Contact Christine Thompson, ASI Budget

Analyst([email protected] or 805-437-3273) regarding budget-related questions.


Budget Report Request Form



Budget Forms and ASI

• Student Organizations (with the exception of sports clubs) are funded by Associated Students Incorporated.

• Please view the ASI website for budget-related information at http://asi.csuci.edu/documents.htm.

• Or, contact Christine Thompson, ASI Budget Analyst([email protected] or 805-437-3273) regarding budget-related questions.


http://asi.csuci.edu/documents.htm



Chalking Request Form

• This form is provided for student organizations wishing to advertise through the use of chalking on the ground.

• Chalking is only permissible in pre-approved locations as indicated on the form.

• Chalk is only permitted on the sidewalk for up to three days before your event and must be removed 24 hours after the event.

• Please allow five to seven business days from the date the form is completed to when you would like to chalk.



Event Space and Resource Request Form

• SLP strongly recommends student organizations to schedule an appointment with Dr. Hoffman to discuss event planning prior to submitting this form for an event.

• This form must be submitted for any event when the student organization is requesting the use of resources beyond space, if more than 100 attendees are expected at the event, if the event is publicized to off campus attendees or if food will be served.

• To request space for a meeting, complete the Meeting Space Request form.

• A completed form must be submitted fifteen to twenty business days prior to your event date.



Required Meeting for Events

• Student Organizations who wish to put on an event with more than 100 anticipated attendees, requiring multiple on campus service providers, a band/speaker, or complex in nature are required to meet with the Assistant Director of Student Leadership Programs no less than six week(s) prior to the start of the event.

Advisor Approval for Event Space and Resource Request Forms

• Advisor approval is REQUIRED • Upon receipt of the form, SLP will send your advisor a copy of the

form for his/her approval.• Advisor must confirm approval by replying to state that he/she

approves the request.



Fundraising and Donation Seeking 101

This document provides an overview of things to do before and after fundraising and donation seeking, along with some creative fundraising ideas. The content of the form is provided below because it answers frequently asked questions about fundraising.

BEFORE FUNDRAISING/DONATION SEEKING• Get motivated, get creative, gather ideas (see following page for

fundraising ideas).• Develop a fundraising/solicitation plan.• Submit a Request for Permission to Seek Donations and

Fundraise to Student Leadership Programs (SLP) • Include all businesses you intend to approach.• Include a description of your fundraising efforts.

• If you are soliciting local businesses, SLP will submit your request form to University Advancement to receive approval.

• Upon receipt of approval, you will receive an email from SLP.• If you are conducting a fundraiser, SLP will review your request

form and email you with approval.

Fundraising and Donation Seeking 101 Continued

AFTER FUNDRAISING/DONATION SEEKING• After your proposed fundraising/donation seeking effort

has ended, submit a Report on Fundraising and Donation Efforts form to SLP.

• Submit any money received to the Student Union front desk to be deposited in your ASI account within 48 hours of receipt.

You may not:• Due to healthy and safety regulations you may not sell

baked goods that were not cooked upon purchase.• Approach any businesses that were not included on your

request form without submitting a revised form first.

Request for Permission to Fundraise and Seek Donations

• This form is to be completed prior to seeking donations from vendors/individuals as well as before implementing any fundraising activities.

• University Advancement must check the businesses that are to be approached to ensure that the university as a whole is not over-asking any single business.

• Allow five to seven business days from date completed form is received.



Member Agreement Forms

• This form must be completed by all students annually in order for them to be members or officers of a student organization.

• This form should be submitted by each student member/officer as part of the renewal process, with new student organization applications and with add/drop forms.

• Members/officers of Sports Clubs do not submit this form. Instead, they submit the Player Participation Form.



Meeting Space Request Form

• This form is for reserving a meeting space location on campus.

• Be sure to check the University calendar before submitting your space request.

• Be sure to submit more than one space preference.

• Allow five to seven business days from date completed form is received.



Photocopy Request Form

• This form is to be completed when student organizations want to request photocopies of flyers, agendas, etc.

• Student Leadership Programs will provide up to 30 copies per request/event for the 2011-2012 academic year.

• Beginning the 2012-2013 academic year, student organizations will have to pay out of their respective budgets for photocopies. Student Leadership Programs will discontinue this service after Spring 2013 due to budget limitations.

• Please allow three to five business days for processing. All documents can be found here:



Poster Request Form

• All designs should be submitted in Microsoft Publisher (.pub) or .pdf format and be formatted at the desired finished poster size of either:• 18” X 24” - Indoor Poster/Small Sandwich Board Poster • 24” X 36” - Large Sandwich Board Poster

• Microsoft Publisher templates are available upon request from Student Leadership Programs.

• Poster Request Forms must be received by SLP at least 25 business days prior to the event or activity.

• Advisor approval is REQUIRED • Upon receipt of the form, SLP will send your advisor a copy of the

form for his/her approval.• Advisor must confirm approval by replying to state that he/she

approves the request



Posting Approval Form• This form is for student organizations to request that

marketing materials be posted on campus. • In addition to the name of your student organization, your

marketing pieces must contain the following information. Please be sure this information is on your flyer or it will not be approved.• Name of Event• Price (if applicable)• Date of Event• Reason for Advertisement (looking for volunteers, requesting

attendance, etc.)• Time of Event• Contact Information (MyCI Email address, advisor’s extension or

phone numbers)• Location of Event

• Allow five to seven business days from date completed form is received for the flyer to be posted. Late requests will not be honored.



Advisor Agreement Form

• This form should be submitted when changes in a student organization president occurs.

• Upon receipt of this form, the president will be contacted by Student Leadership Programs with information about the orientation requirement.



Sports Club Participant Application

• This form must be completed by all students annually in order for them to be members or officers of a Sports Club.

• This form should be submitted by each student member/officer as part of the renewal process, with new sports club applications and with add/drop forms.

• Medical insurance and emergency contact information is required for completing this form.



Sports Club Participant Application Continued

• After the form is completed and submitted there are 2 additional steps required: 1. Verify that you completed this form by

responding to the confirmation email sent to your MyCI email stating "I completed this form.”

2. In order to finalize the Sports Club Participation Application, the Release of Liability & Health Declaration Form must be printed, signed and submitted to the SEAL Center on the second floor of the Student Union.

Upon receipt of your verification and signed forms, Student Leadership

Programs will check your eligibility status to determine if you are able to join

your selected clubs/organizations. You will receive an email notifying you of an

eligibility concern approximately 10-15 business days after this form is

received.

Tabling Request Form

• This form is for student organizations who wish to set up a table on campus for organization promotional activities.

• SLP submits this form to ASI on your organization’s behalf.• Tables are available for check-out Monday through Friday

from 8:30 a.m. until 10:00 p.m. and should be picked up and dropped off at the Student Union front desk (Tabling Request Form must be submitted in advance).

• You will receive one table and two chairs which you may set up in front or back of the Bell Tower or in front of Broome Library (other locations must be approved by the Assistant Director of Student Leadership Programs).

Form Submission Notes

• Read instructions, check processing timeline and plan accordingly

• Only 2 forms require advisor approval • Event Space & Resource Request Form • Poster Request Form

• Questions? Don’t hesitate to contact us!



Congratulations! You’re Done!

Thank you for completing this orientation presentation! Please follow the link below to complete the presentation quiz to satisfy the President Orientation requirement for your organization.https://cidsa.wufoo.com/forms/student-organization-electronic-orientation-quiz/

Please note: You must earn an 80% or more to satisfy the requirement.



QUESTIONS? STUDENT LEADERSHIP PROGRAMS

SEAL Center, Student Union 2040Monday through Friday, 9:00 a.m. to 5:00 p.m.

(hours may fluctuate)

[email protected](805) 437-3356

http://www.csuci.edu/studentleadership/

Jaimie HoffmanAssistant Director of Student Leadership

Programs (805) 437-3141

[email protected]


http://www.csuci.edu/studentleadership/clubs-organizations/index.htm

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