Welcome To Sorority and Fraternity

Advisor Training 2012-2013

Jeff Pelletier Pelletier.12@osu.edu 292-8763 www.slideshare.net/jeffbc94/advisor-certification-2012-2013

Training Outline

• Introductions

• Registration & Funding Policies

• Legal Issues

• The Role of an Advisor

• Resources

• Semester Conversion

• Ohio Union Website

• Questions & Evaluation

Registered Student Organizations

University Senate

Council on Student Affairs

Student Organization Philosophy

Definition of a student organization: A Student Organization is an association of Ohio State students created for any educational purpose that supports the vision and goals of the University set forth in the Academic Plan and the Diversity Action Plan.

Justification for supporting a wide variety of organizations: Student Organizations serve as a medium for academic discourse, personal growth, leadership development, intercultural understanding, community service, and lasting friendships.

Minimum Criteria

• Must have five OSU student members

• 90% of organization membership must be currently enrolled OSU students

• Three separate student leaders to serve as primary officers - President, Secondary Leader, Treasurer – None of whom may be listed as primary officers of more than three

different organizations

• Student officers must maintain a minimum term GPA (2.0 for undergraduates)

Minimum Criteria

• OSU Faculty or A&P staff advisor (who may not advise more than three organizations unless required by job description) – Graduate students and civil service employees are not eligible to serve

as Primary Advisors

– Sharrell is primary, we all are secondary/co-advisor

• Must have a purpose statement, goals, roster, and constitution submitted

• Constitution must have a statement prohibiting discrimination on the basis of age, color, disability, gender identity or expression, national origin, race, religion, sex, sexual orientation, or veteran status in accordance with CSA Guidelines

• Complete and manage registration for organization

• Coordinate meetings and events

• Primary contact for and corresponds on behalf of student

organization

• Communicate with organization members and advisor

• Provide vision, direction, and leadership for the organization

• Recruit and groom future leaders

• Ensure teambuilding and morale

Role of the President

Registration & Management

• Two Registration Windows – Spring Window: February 15 – April 30

– Autumn Window: August 1 – October 15

– All Chapters should register in the Spring Window

• Annual Renewal Requirements – Training (Pres, Treas, Adv) – Online Registration (Pres)

• General Information

• Leaders and Roster

• Constitution

• Goals

– Advisor Online Registration Approval (Sharrell)

Registration & Management

• Advisor Approvals – Online Registration

– Operating Funds

– Programming Funds

– Goals

– End of Year Report

• Sharrell receives email prompts for all approvals

Statuses

• Pending: Brand new organizations or organizations in the process of completing registration requirements for a given year.

• Inactive: Organizations that have not completed all registration requirements by the annual April 30 deadline. Inactive organizations are ineligible to use the free resources for student organizations.

Statuses

• Active - New/Re-Established: Organizations that have been registered for less than two (2) continuous years or organizations with less than 15 members; all registration requirements completed by the annual April 30 deadline.

• Active - Established: Organizations that have been registered for at least two (2) continuous years; at least 15 members of the organization; all registration requirements completed by the annual April 30 deadline.

Role of the Treasurer

• Meet regularly with the advisor to discuss finances

• Request all funds for the organization

• Save receipts and complete all forms

• Manage organization budget and bank account

• Steward of student money

• Set the example of financial wellness

• All students pay a $75 annual activity fee

Student Activity Fee

Funding Basics

• Only the listed Treasurer has access to apply for funding online

• When submitting a funding request, consult the list of fundable and non-fundable expenses in the CSA Guidelines

• Your organization must have the following for your organization to receive funding:

– Active status

– No Outstanding Debt

– Organization Checking Account

– EIN

• Organizations may apply for up to $200 each year in operating funds

• Examples: supplies, dues to national orgs, promotional items such as t-shirts, travel/retreat/conference

• Operating funds can be applied for anytime between July 1 - April 1 during the current student org year

• May 1 audit deadline, to be completed by the Treasurer

• Operating funds are awarded in advance on a first-come basis until it has run out

Operating Funds

• New/Re-Established status organizations may apply for up to $2,000 per year; Established organizations up to $3,000

• Request submission deadlines: – July 1: program dates 8/16 – 10/15 – September 1: program dates 10/16 – 12/31 – November 15: program dates 1/1 – 3/15 – February 1: program dates 3/16 – 5/31 – April 15: program dates 6/1 – 8/15

• The applications are reviewed by the CSA Allocations Committee according to viewpoint neutral criteria

• Programming funds are reimbursed after submitting receipts for fundable expenses

Programming Funds

Fundraising and Sponsorship

• Some good ideas are local restaurants, clean-ups, concessions, selling items, soliciting local business, partnering with campus departments, or writing organization alumni.

• On campus credit card sales are not permitted.

• Download the fundraising contact sheet from the Ohio Union website.

• There are no sponsorship restrictions except for direct competitors to Coca-Cola, Huntington, or Barnes & Noble

Legal Issues

• Student organizations are not official legal entities of the University.

• When you agree to be an advisor, as the University representative, you assume a degree of risk.

• Your national headquarters may have additional information on liability and/or protection.

• Minimize your risk by being familiar with University policies, staying informed of organization activities and using good judgment.

Liability Issues

• Many advisors have posed hypothetical questions about whether or not they could be sued for damages by the victim of an accident at an organization event or by a vendor with whom the organization has breached a contract.

• There is no way to predict whether or not you could be sued, but even though OSU Legal Affairs could not defend students in such a situation, the University could – and likely would – defend you as the advisor.

• As long as you are acting within the scope of your employment and are not grossly negligent in your duty to advise the organization, the University will indemnify you.

Liability Issues

• While it is not necessary to have, some advisors have felt more comfortable with liability issues by having a letter on file, signed by their supervisor, chair, or dean, that explains the University’s indemnification of advisors

• The text of such a letter can be found on the Ohio Union’s Advisor Resources webpage.

Liability Issues

• Under federal law, campuses must compile and publish campus crime statistics

• If any person reveals to you that they have been the victim, witness or perpetrator of any incident that might involve a crime, please immediately contact the University Police at 292-2121.

• Reporting a crime to the police does not mean that charges must be filed.

Jeanne Clery Disclosure of Campus Security Policy &

Crime Statistics Act

• In most cases, neither a student’s education records nor the personal information contained in those records may be disclosed without prior consent of the student.

• If your organization needs a student to disclose his/her education records for the purpose of officer selection, you must get consent from the student prior to obtaining the information. That consent should be in writing, indicating the specific records to be released, the specific purpose, the date, and the party to whom the disclosure may be made.

• Ohio Union staff can help verify student grade information for the purpose of officer selection.

Family Educational Rights And Privacy Act (FERPA)

Risk Management

• What is Risk Management?

– Assessing, minimizing, and preventing accidental loss through the use of safety measures

• Varying levels and types of risk with student organizations

– Liability

– Safety

– Reputation

– Financial

– Emotional

• Hazing – Ohio Revised Code Definition: “ ‘Hazing’ means doing any

act or coercing another, including the victim, to do any act of initiation into any student or other organization that causes or creates a substantial risk of causing mental or physical harm to any person.”

– Civil Liability: http://codes.ohio.gov/orc/2307.44 • Alcohol

– Follow State of Ohio Law – www.partysmart.osu.edu – Cannot use in promotional materials for events

Risk Management

• Waivers • Controversial topics or speakers • Games of Chance/Raffles • Money handling • Responsibility for others • Contracts • Code of Conduct

– Off Campus Rules – Property Destruction (i.e. Car Bashes)

Risk Management

International Travel

• If your student organization is traveling internationally, please contact Grace Johnson (johnson.136@osu.edu) in the Office of International Affairs to discuss insurance coverage and safe travel practices.

The Role of an Advisor

• Listener

• Historian

• Policy Interpreter

• Risk Manager

• Conflict Mediator

Role of the Advisor

•Mentor

•Teacher

•Motivator

•Financial Advisor

•Copy Editor

• Complete an Advisor Training session every two years.

• Annually review and approve the organization’s online registration information.

• As requested, approve/reject CSA funding requests.

• Review and approve organization’s Goals and End of Year Report

• Sign off on reservations of University space and equipment, as requested by the University department granting the reservation.

• Be listed as a signatory on the organization’s checking account.

Required Duties

Other Duties As Assigned

• Primary resource offering suggestions

• Provide continuity and historical perspective

• Explain and review policies with the organization

• Meet with the Exec Board/President

• Assist the Treasurer with budgeting, account management

• Attend meeting and events

• Assist with retreats, officer elections and transitions, goal setting

• Custodian of group paraphernalia, records, documents

• Establish mutual expectations

• Find balance and prioritizing responsibilities

• Stay in the loop – Cc on emails

– Subscribe to organizational listservs

• Advising vs. Supervising

• Seek out personal relationships

• Be an educator and challenger

Advisor Success Tips

Advisor Success Tips

• Know or help develop the goals of the group • Know the members of the organization • Be committed to the organization • Be visible, available, and approachable to members • Provide appropriate feedback • Know resources available to you and your organization • Have fun

• Coming together stage – Officer transitions – Goal Setting – Recruitment – Retreats – Teambuilding – Budgeting

• What do advisors do? – Offer balance of Challenge & Support – Answer questions, provide context

Forming

• Differences of opinion stage

• Building & testing trust

• Conflicts and indecision

• What do advisors do? – Promote understanding leadership styles

– Encourage open debate and discussion

– Remind them of goals

Storming

• Group culture emerges

• Projects and organizational work gets done

• What do advisors do? – Keep them motivated

– Check in on progress

– Use your connections

Norming

• Execution of goals or events

• Reflection, Feedback & Assessment

• Elections

• What do advisors do? – Identify potential future leaders

– Provide recognition opportunities

Performing

• Students born between 1982-2001 are often referred to as the Millennial generation

• Some general characteristics of Millennials – Confident – Team-Oriented – “Special” – Conventional – Achievement-Oriented – Sheltered – Diverse – Pressured

Coomes, M.D. & DeBard, R. (2004). Serving the Millennial Generation. San Francisco:

Jossey Bass.

Millennial Generation

• Establish rapport, a non-threatening environment • Build trust through empathy & understand

perspective • Identify and agree on a problem • Focus on behavior, not people or personalities • Be objective, forward looking and positive • Look for mutually agreeable solutions, shared interest,

and multiple options • Create attainable commitments, evaluate, and praise

success

Conflict Resolution Tips

• OSU Campus Suicide Prevention Program training sessions – Suicide is the second leading cause of death among college

students.

• The OSU Campus Suicide Prevention Program offers free one-hour trainings to help you recognize the warning signs for suicide and teach you how to intervene to get the student help.

• To schedule training contact Wendy Winger at OSUsuicideprevention@ehe.osu.edu

Suicide Prevention

Resources

Meeting & Event Space

• Ohio Union Meeting & Event Space – Over 30 options

– Most spaces are free with Active status

– Conference Meeting Rooms in the Center for Student Leadership and Service

• Tabling in the Union • Ohio Union Catering – Student Organization Catering

Menu & Policies • Additional campus locations – Selected classroom

buildings across campus

• Outdoor Events – BEN request

Meeting & Event Space

Meeting & Event Space

Coke Beverage Donation

• Donations are for events, rather than for meetings.

• The event must be on or near campus.

• The request form must be filled out online at least 2 weeks prior to the event for which the beverages are needed.

• Several pick-up locations, including the Ohio Union

• Request form available through Student Life website

Working with Food

• If you are not selling food, the general rule is “eater beware”

• If you are selling food, the campus policy states: – Food items sold by student organizations should either be commercially

prepackaged by a licensed vendor and handled in compliance with relevant health codes or grown, raised, or produced by members of a registered student organization as part of their academic program.

• Download a copy of Food Safety Guidelines from the Ohio Union Resources webpage

Using Trademarks

• All items with any kind of OSU logo or images, etc. need approval by the Trademark and Licensing Office

• The words “Ohio State” or “OSU” do not need to be approved if outside of organization’s name

• “Ohio State” or “OSU” must appear at the end of the organization name. Only student organizations in the Active - Established level of registration may use “Ohio State” or “OSU” in their official organization name.

Transportation

• Students may drive each other to events, or other student organization related activities without signing a waiver

• Organizations may rent cars, passenger vans, buses, and trucks through OSU Transportation & Parking

• Reservations must be made at least three business days in advance

Showing a Movie

• If you want to show a movie, most likely you need to buy a licensed copy of the film if it is a “public performance.”

• Visit MPAA website for more information.

• Visit www.swank.com to browse movie titles

A student’s point of connection for the full spectrum of involvement

at Ohio State.

Students can connect with leadership and service initiatives, engage with student organizations, advance learning, and create lasting memories.

Center for Student Leadership & Service

Center for Student Leadership & Service

Access free workshops and retreats for your

organization.

Center for Student Leadership & Service

• Lounge

• Graphics Department

• Video Department

• Meeting Rooms

• Office Space & Lockers

• Leadership Library

• Resource Room

Center for Student Leadership & Service

Resource Room

• Resource Room Handout – Page 4 • Annual $250 Line-of-Credit to spend on resources. • Line of Credit is reset at conclusion of registration period; not

available until organization obtains Active status. • When Line of Credit runs out, or if so desired, items may be

purchased with cash/credit/Buck ID. • All members can use Line-of-Credit. • Only leaders may check out equipment. • Items available for individual purchase too

ohiounion.osu.edu/get_involved/student_organizations/resourceroom

Marketing Resources

• Graphic Designers

• Photography

• Videography

• Vendors or promotional items

• Ohio Union virtual Bulletin Boards

• Ohio Union website calendar

Technology Resources

• Website hosted on University server

• Organizational Listservs

• Organizational Email Accounts

• Carmen page

Student Organization Insider

• Weekly email newsletter sent to all listed officers and advisors

• You can sign up for the listserv on the Ohio Union website without an osu.edu email address

• Submit announcements for your events by Tuesdays at 5pm to csls@osu.edu

Ohio Union Website

Go to Get Involved and click Student

Organizations

Most Popular: link for Student Organizations

Student Organizations home page

Advisor resources

Guidelines, documents, links, access to marketing/

graphics/video services

Funding: important treasurer information, including

deadlines guidelines, and documents

Sorority and Fraternity Life home page

Council documents,

hazing information, student code of conduct

Questions or Comments?

Jeff Pelletier Pelletier.12@osu.edu 292-8763