Student OrganizationOrientation

September 15, 2017

Welcome Student Leaders!

• Name• Leadership role with organization• Student Organization

• Answer your question…

Student Affairs & Event Services

Staff

Student Affairs Coordinator• Jolanda Taylor

• Phone: 228.214.3222

• Email: Jolanda.w.taylor@usm.edu

• Website: www.usm.edu/gulfcoast/student-life

Coordinator of Event Services• Aaron Broussard

• Phone: 228.214.3296

• Email: Aaron.Broussard@usm.edu

• Website: www.usm.edu/gulfcoast/event-services

Today’s Session

We will cover:• Event Services• Student Affairs• Event Planning & Approval Process• Important Policies and Procedures for Student

Organizations• Title IX• Eagle Dining and Southern Miss Catering

Future Student Organization Trainings

• Leadership Transition• Professional Communication• Robert Rules of Order• ALLIES Training • Local volunteer opportunities• Other ideas?

Why are Student Events Important?

• Enriches College Experience

• Leadership Opportunities• Teach Others• Networking• Connection to University• Builds Community• Resume Builder• Fun!

• College experts say students who participate in extracurricular activities are more engaged in the college experience, and benefits can be seen both in and outside the classroom.

• Students who participate in co-curricular activities study more, have higher GPAs and are more satisfied with their social lives, says Kevin Kruger of the National Association of Student Personnel Administrators (NASPA).

What do the experts say about campus involvement?

…more expert knowledge!• The more students engage in

educationally purposeful activities, the more they learn (Pascarellaand Terenzini, 2005).

• The more time that adult (students) were engaged in course and other related learning activities, the greater their reported learning outcomes. (Graham and Gisi, 2000)

• Colleges and smaller universities pride themselves on their ability to "develop the whole person.”

Update on Student Organizations:

• 35+ Organizations!

• Honor Societies

• Departmental

(i.e. Biology)

• Student Leadership

• Humanitarian

• Web listing of all

organizations, presidents

and advisors

• Organizations in Process

Update on Student Organizations:

• Accounting Society

• Afro-American Student Organization*

• Alliance for Equality

• American Assembly for Men in Nursing*

• American Marketing Association

• Baptist Campus Ministry

• Beta Iota Omicron

• CARE*

• Catholic Student Association*

• Coast Guard Auxiliary University Program

• Computer Science Society*

• EcoEagles

• Gamma Beta Phi Honor Society*

• Gamma Theta Upsilon Honor Society

• International Student Organization*

• Legal Eagles

• Love Your Melon*

• Master of Social Work Club

• NAMI-(National Alliance on Mental

Illness)

• National Society of Collegiate Scholars*

• Phi Alpha Theta Honor Society

• PLANT (People Learning About the Need

for THC)*

• Psi Chi Honor Society

• Sigma Mu

• Sigma Tau Delta Honor Society

• Sigma Theta Tau Honor Society

(Nursing)*

• Social Work Club (BSW Club)

• Southern Connection

• STEP UP Advisory Council*

• Student Alumni Association

• Student Government Association

• Student Nurses Association

• Student Veterans of America

• The History and Heritage Society*

• The Spanish Society

• USM Film Brigade

• Wesley Foundation

• Women's & Gender Studies

Activity Time!

Policies & Procedures Manual

Pages 12-28

Student Organization Standards

•Scholarship•Character Development•Community Relations •Financial Management•Wellness•Leadership Development•Legal Responsibility•Multicultural Sensitivity

Chartering Process

A group of seven (7) or more full-time or part-time

students wishing to form an organization and seek official status

from the university by obtaining a charter may do so, provided

the following requirements are met:

o The group does not duplicate an existing organization on

the same campus/satellite institution/teaching site.

o The purpose is to ensure continuity and stability of the

organization.

o The group does not organize under the sponsorship of an

existing organization.

o If non-students are affiliated with the organization in a

capacity other than an advisory role, they may only be

associate members. Associate members may not hold

office or vote.

Guidelines

• Student Organization Registration Form• Complete SORF online

Must be completed yearly• Beginning of the fall

semester • And/or when a new

student organization president is elected.

• Receive emails about campus activities and how to participate!

• Email is sent to president and advisor• Send information to

your organization members.

• Organizations must have an on-campus advisor with a usm.edu email address who is a full-time faculty or staff member.

• Each organization must submit a roster (including W#’s) of its’ members to Student Affairs via email no later than September 30, 2017.

• Every organization should be communicating with students via Microsoft Outlook groups and using your usm.edu email address.

• Review your constitution yearly and submit any changes that are passed.

• If you plan to have a week of events, day 1 should be “Paint the Little Rock”

Any testimonials?

Outlook 2010 and later versionsOn the Home Page, click Address Book to open your Address Book.Click the list below Address Book, and then select Contacts.On the File menu, click New Entry.Under Select the entry type, click New Contact Group.Under Put this Entry, click In The Contacts. ...Click OK.

Sending to groups

Event Services Guidelines

Reservations for Student Organizations• Facilities are FREE for all chartered student

organizations who complete SORF!• First come, first serve! Get your reservations in early!

• Reserve for entire semester!• Start planning event(s) 3 weeks prior

• 3 weeks before event: reservation, flyer, flyer approval

• 2 weeks before event: begin promotion• Events will not be approved if under 1 week notice.• Services may cost! (police, audio/visual, etc.) Invoices

must be paid at least 1 week prior to event• If furniture is moved, please return to original set-up.

Please leave area as you found it. Dispose of trash.

How to Register

4 Types of Requests

Activity Forms• Donation Box Request Form

• Donation boxes for canned food, clothes, etc. • Tabling Request Form

• Bake Sale, Information Table, SGA Elections, etc.• Meeting Room Request Form (without food)

• General meeting, planning meeting• Events Request Form (with food)

• Event with food, requires more set-up • Lunch and Learns, Yard Sales, Special Guest

Lecture in Auditorium, Hardy Hall Ballroom event, Music by Pavilion/DJ. Event, etc.

• Event where Campus Security, off-campus publicity and/or food will be served.

Donation Box Request

• Provide your own boxes, set-up/pick-up of boxes• Check and empty weekly! Pick up after event.• Plastic bin or cardboard box wrap in paper • RESERVE location where boxes will be placed.

• Please complete request 3 weeks prior to event.

• PROMOTION for donations may begin after a room reservation confirmation is received and a meeting flyer template is approved by the Division of Student Affairs.

• CREATE flyer and email for approval. Flyer posted on box with info & contact info. -[3 weeks prior]

• Information will be included in e-newsletter.

Meeting Room Request (without food)

• Special set-up provided (if applicable).• RESERVE meeting space

• Please complete request 3 weeks prior to event.

• PROMOTION for meetings may begin after a room reservation confirmation is received and a meeting flyer template is approved by the Division of Student Affairs.

• CREATE flyer and email for approval. -[3 weeks prior]

• Information will be included in e-newsletter.

Tabling Request

• Tables and chairs provided.• RESERVE tables.

• Please complete request 3 weeks prior to event.

• PROMOTION for tabling events may begin after a room reservation confirmation is received and a tabling flyer template is approved by the Division of Student Affairs.

• CREATE flyer and email for approval. -[3 weeks prior]

• Information will be included in e-newsletter.

Event Request (with food)

• Special set-up provided (if applicable).• RESERVE meeting space 1 MONTH PRIOR TO

EVENT!• SCHEDULE PRE-EVENT MEETING with the Division

of Student Affairs. You will receive an email with a meeting date.

• PROMOTION for events may begin after a room reservation confirmation is received and a flyer template is approved by the Division of Student Affairs.

• CREATE flyer and email for approval. -[3 weeks prior]

• LAUNCH MEETING with University Communications may be necessary

• REVIEW food service & snack guidelines• View cost sheet for equipment/services/cleaning/etc.• Advisors MUST BE AT EVENT!

Snack Policy

Recognizing the need for campus organizations to raise money for their respective groups and charities, benefit from the goodwill donations of off-campus food vendors, and host small gatherings in the most inexpensive manner possible, the university has worked closely with Eagle Dining to provide parameters governing the preparation, distribution and sale of non-Eagle Dining food products on campus. The following policies were developed to meet these needs while at the same time:• Protect the health and safety of the campus community and

public• Minimize university and student organization liability• Ensure the university and student organizations are operating

in accordance with the law, and in agreement with third-party contracts

The University Snack policy includes the entire campus. Southern Miss Catering will handle all the food service needs for the Southern Miss campus with the following exceptions:

Reservation Confirmation Letter & Services Agreement

Scenario

Your organization would like to have a reception or party

for 15 new members. This increase in membership is a

major success and growth of your organization in the

past 3 years. Your new members are primary

undergraduate students with potential to increase

visibility and carry out the mission of your organization.

You organization only has $200.00 to spend and it is

already mid-October.

How do you plan or proceed?

Pitfalls in Event Planning

◦ “Crystal ball technique.” Choosing activities without consultation. Get students input!

◦ “Earmuffs in May.” Bad timing. Activities are seasonal and thus more appropriate at certain times of

the year.

◦ “I’ve got a secret.” Insufficient publicity. Spread the news about your activity, don’t keep it a secret or act like

you have something to hide.

◦ “Drop what you’re doing.” Not enough advance notice. Publicize your activity in advance so your residents can make time in their schedule.

◦ “Activity cramming.” Waiting until the end of the semester. Those who wait too long run out of time.

Updated events

Lawn Banner Competition

Faculty/Staff vs. Students

Kickball Game

Websites

• Student Organization Registration Form (SORF)www.usm.edu/gulfcoast/student-life/student-organization-registration-form

• List of Student Organizationswww.usm.edu/gulfcoast/student-life/list-student-organizations

• Student Organization Guidelines and Processeswww.usm.edu/gulfcoast/student-life/student-organization-guidelines

Flyers, Publicity, Promotional Items, &

Webpage

Pages 5-9

Office of University Communications

• Jenny Tate, Assistant Director of University

Communications and Gulf Park Campus

Communication Officer

• Website: usm.edu/gulfcoast/uc

Who Can Promote On Campus?

• Student Organizations who have completed

online Student Organization Registration Form

and are in good standing with Division of Student

Affairs.

• Southern Miss Departments and Units

• Commercial advertising of any type is not

permitted and is routinely removed.

Flyer (Templates) for Events

• Include the following information on the flyer:

• Name of Student Organization & description

(i.e. Sigma Tau Delta is the English Honor Society)

• Location of event/donation boxes/tables

• Date(s) and time(s); start date and ending date

• E-mail of contact person (University email address

only). Please not personal cell/home phone

numbers.

• Which non-profit will receive items (if applicable).

• Who receives proceeds (non-profit and/or

organization).

• Flyers may also include special logos and crests (i.e.

Gamma Beta Phi official crest). Contact the national

chapter office for official crest use and guidelines.

• Flyer templates and additional university

templates.

• Images

• DO NOT use Google images.

• Drawing/Original image

• Post flyers on bulletin boards in classrooms and

throughout campus

• Refrain from posting on doors, glass and

walls.

• Remove posters once event is over.

• Information will be put in e-newsletter

Other Services by UC

Graphic Standards• http://www.usm.edu/gulfcoast/university-

communications/graphic-standards-manual

Start a project!Visit www.usm.edu/gulfcoast/uc.

Click on Start a Project, complete form, and submit. UC will contact you to set up a meeting.

What you need to know: • Timeline for design

• 5 weeks prior to event• Budget

• Establish budget prior to meeting with UC• Advisor must be present at launch meeting

How can University Communications assist student organizations:

• Division of Student Affairs is first point

of contact• Design & print

• Public relations (internal)

• Publicity and media (external)

• Graphic Standards and University Style Guide

• Web

• Strategic planning for events

• For full overview of UC services, visit

www.usm.edu/gulfcoast/uc

Steps to Promoting Donation Boxes, Tabling and/or Meetings!

1. Complete Activity Request Form 2-3 weeks prior to

event.

• Complete Donation Box, Tabling and/or Meeting

Request. Allow 24-48 hours for processing.

2. Promotion for event may begin after a reservation

confirmation is received.

3. Use flyer template and email to

gcstudents@usm.edu if you would like flyer printed.

4. Sample templates are available on Student Life

webpage.

Steps to Promoting Events!

1. Complete Activity Request Form

• Complete Event Request Form 5 weeks prior to event. Allow

24-48 hours for processing.

2. Promotion for event may begin after a reservation confirmation is

received.

3. SCHEDULE PRE-EVENT MEETING with the Division of Student

Affairs (and other departments, if needed). You will receive an

email with a meeting date.

4. PROMOTION for events may begin after a room reservation

confirmation is received and a flyer is created using the standards.

5. CREATE flyer and email gcstudents@usm.edu if you would like

flyer printed.

Flyers and Flyer Templates:

• Include the following information on the flyer:

• Name of Student Organization & description

(i.e. Sigma Tau Delta is the English Honor Society)

• Location of event/donation boxes/tables

• Date(s) and time(s); start date and ending date

• E-mail of contact person (University email address

only). No personal cell/home phone numbers.

• List of items needed by non-profit & which non-profit will

receive items (if applicable).

• Who receives proceeds (non-profit and/or organization).

• List who gets proceeds (i.e. 50% to student

organization, 50% to non-profit).

• Flyers may also include special logos and crests (i.e.

Gamma Beta Phi official crest). Contact the national

chapter office for official crest use and guidelines.

Sample Unapproved Flyer

Sample Approved Flyers

Flyer is approved for distribution, now what?

• If requested printing, email will be sent to student

with instructions for pick-up

• Copy of email sent to president & advisor

• FREE flyers printed by Division of Student Affairs.

Quantity varies (30-50 copies).

• Student organization is responsible for picking up

flyers and posting flyers

• Flyers may be posted on bulletin boards & placed

on tables.

• Refrain from posting on doors, walls and glass.

• Remove flyers no later than 48 hours after

event

Web:• University uses Drupal Content Management

System for web presence

• Student Organizations can have webpages under

Student Life

• Contact Division of Student Affairs to get started

• You can have someone trained to input your own

content: www.usm.edu/gulfcoast/web-training

• You can submit content to be input:

www.usm.edu/gulfcoast/submit-web-content

Media:• If you have an event coming up for which you

want publicity, contact the Division of Student

Affairs in advance

• Student Affairs will contact University

Communications regarding development of a

press release or media advisory for area media

• Any direct media contact is coordinated through

University Communications

Important Links: • Student Organization Registration Form (SORF)

www.usm.edu/gulfcoast/student-life/student-organization-registration-form

• Student Organization Flyer Templateswww.usm.edu/gulfcoast/student-life/flyer-templates-student-organizations

• University Communicationswww.usm.edu/gulfcoast/university-communications

Fundraising,Co-Sponsorships,

Checking Accounts & EIN Info

Pages 28-30

Who can raise funds?

• Currently registered student organizations in good standing.

• Must have a University account and/or an off campus account.

• Organization has function of Treasurer/Financial Officer, who will keep thorough and accurate records of income and expenses

Cash Handling

• When handling cash or checks, make every effort to ensure that all forms of currency is collected, transported and deposited into your organization’s account successfully in a timely manner.

• Create reasonable and reliable procedures so there is no ambiguity regarding the responsibilities of student handling group proceeds.

• Have one designated person responsible for handling cash and checks. That person must maintain accurate records and be responsible for reporting receipts to the organization regularly or on demand.

• Have an easily readable and retrievable system for recording how much money is received, from whom, on what date and for what purpose.

• Keep funds in a code or lock protected cash box until you are able to make a deposit. Do not carry around group money in your wallet or backpack. Do not leave cash/checks in a group office or in a place where people congregate.

• Give check! No transfer of cash!• Non-profit • In memoriam accounts

Banking Info:

• Signature authority:• President• Treasurer• ADVISOR!!!• Update after new president/treasure

selected• Select bank that best fits your needs• Hancock Bank

• Opening Checking Account• Minutes• List of Officers

EIN (Employer Identification Number)

• www.IRS.gov• EIN: unique identification number that is

assigned to a business entity so that they can easily be identified by the Internal Revenue Service

• Apply online• Requires Social Security # (advisor)

• EIN # may be needed for banks to open checking accounts

• Student Organizations may not use university’s non-profit status or EIN info

• A qualified student organization’s first $5,000 in total receipts of other taxable sales in a calendar year is exempt from sales tax.

Fundraising Defined:

• For University purposes, fundraising is defined as “any activity in which money is collected on campus.” (Includes events which break even or recover costs. Activity will be considered fundraising if money is collected.)

• Examples: yard sales, t-shirt and bake sales, carwashes and soliciting donations.

Importance of Fundraising:

• A successful fundraising event can do much more than raise money for an organization.

• Allows student organization to be self-sustaining & fiscally responsible

• Commemorate an important day or week• Build unity and cohesion in the group• Program planning experience• Add wide-range campus and community

visibility to the organization.• It shows that we have servant leaders who

CARE about our community & non-profits

Fundraising Guidelines

• Raffles, lotteries and similar activities and terminology are not allowed on campus by student organizations.

• Absolutely no gambling activities, terminology or events are allowed on campus by student organizations.

• Fundraising efforts are allowed so long as they benefit the organization or university’s educational or philanthropic efforts.

• Fundraising that promotes or sells ads for restricted businesses/companies (such as off campus housing, restaurants, or any alcohol related vendors) are prohibited.

• Student Affairs may request a financial statement of the fund- raisingproject from the sponsoring organization after the event is completed.

• Fundraising events that are in competition with other university fundraising will not be allowed without approval from Student Affairs.

Fundraising Options:

• Collecting membership dues at a club meeting.• Applying for Co-Sponsorships

• SGA (Amount varies)• Collecting donations at tabling event

• $1 for pink ribbon• Charging admission for event

• $1 for Womanless Beauty Pageant• Food events

• Bake Sales• Door Prize vs. Raffle/Drawings

• Student organizations may sponsor a “door prize” but “raffles” are not allowed on State of MS property

• If requested, raffle ticket may be given for free• Silent Auctions• Jazz & Blues Festival • Local Businesses

• Marble Slab• Newk’s• Chili’s

Bake Sale

Snack Policy food products (listed above) may be sold on campus by student organizations (not departments) under the following circumstances:

1. The products sold fall under the University Snack Policy list of products with thefollowing exceptions. Pizza, sandwiches and drinks may not be sold.

2. The products must be individually wrapped for sale. No portioning at the point of sale is allowed (Example: You may sell pre-wrapped brownies and pre-wrappedwhole pies, but you cannot serve a slice of pie from a whole pie or serve anunwrapped cookie from a basket or tray).

Partnering with Local Business:

• Select local business of choice• Marble Slab Creamery/Newks/Restaurants

• Process• Reserve date• Flyer/Promotion• Letter of Support (from Student

Affairs)• Check to organization

Planning Your Fundraising Event

• Allow at least a 3-4 weeks for pre-planning time. This is especially important for a major fundraiser. Like any well-planned event, your group should establish a calendar early on, working back from the date of the event. Important deadlines for room reservation, invitations and publicity should be mapped out in advance.

• Overhead costs can vary widely depending on the event. Plan carefully since overhead costs are often higher than planners project. Many fundraisers obtain free or reduced cost services for materials in order to reduce expenses.

• Purpose

Planning Your Fundraising Event (cont.):

• Start with a specific, targeted fundraising goal.• Be creative and choose an event idea that is fun and will

catch people’s attention; ask for input from members!• When you have the particular ideas your collective group

would like to pursue, develop a realistic budget of expenses and revenues to be sure that you will make enough money to justify the cost of the event.

• Set a date for the event and begin the planning and publicity processes. Please remember to complete Activity Request Forms.

• Be sure that you have sufficient “up-front” funds to cover costs

• Plan and execute the event, utilizing publicity to enhance your group’s image on campus.

• Letter of Support/Intent from Division of Student Affairs

More Options

• T-Shirt, Sweatshirt, Cap, Button, etc.• You must obtain fundraising and design

approval from University Communications prior to printing the items for sale

• Your organization’s name must be identified on the items you sell.

• If you wish to use any form of the Southern Miss name or logo, you must comply with University Communication Guidelines.

• A Southern Miss licensed vendor must be used.

Fundraising Guidelines for On-Campus

Locations:• FEC Rotunda, Science Building Lobby,

Library Breezeway• Hardy Hall: No food events

(i.e. Chili Cook-Off, Bake Sales, etc.)Prohibited:

• Door-to-door Fundraising• Interrupting class/meetings

Letter of Support from Division of Student Affairs

What can you purchase?

Can Purchase: • Must have a purpose

• Must follow University Policy • food – Eagle Dining, office supplies, paper

products, audio – visual equipment, cleaning, set up fees,

• Requisition Needed:

T-shirts, any promotional items

Cannot Purchase:

• GIFT CARDS

• Any items that are considered gifts

• Decorations, trophies

SGA Co-Sponsorship:

SGA Guidelines & Eligibility• Must be a registered student organization• Must demonstrate a financial need• SGA must be listed as the primary sponsor for the event if

they are the primary financial contributor. SGA name and or logo must be on flyer.

• Submit a written budget by means of Co-Sponsorship Request form on web

• Explain in writing what the event is and who is the responsible party/parties for the event

• Explain in writing how this event will improve the whole of student life at Southern Miss Gulf Park Campus

• Form must be completed in the previous semester prior to the date (form completed in the fall, event in the spring)

…Additional Exciting Opportunities for funding for Student Organizations on the way!

• Student Affairs/SGA will send an email with this information at a later point in the semester.

Websites

• Student Organization Registration Form (SORF)www.usm.edu/gulfcoast/student-life/student-organization-registration-form

• List of Student Organizationswww.usm.edu/gulfcoast/student-life/list-student-organizations

Upcoming Events:

September 25-29—Health & Fitness WeekOctober 9-14—Homecoming

October 23-28—Hispanic Heritage WeekNovember 10th, 2 P.M.—Spring Gap Activity Planning

November 13-17—Transgender Awareness WeekTBA—Leadership Transition

Contact Information

Hardy Hall 234 & 235228.214.3341

Jolanda.w.taylor@usm.eduwww.usm.edu/gulfcoast/student-life