REGISTERED(STUDENT(ORGANIZATION( … Advisor...College, and (4) is the College’s full-time...

REGISTERED STUDENT ORGANIZATION

ADVISOR HANDBOOK 2017-‐2018

2 LSC-‐UNIVERSITY PARK RSO ADVISOR HANDBOOK (Updated: June 2017)

Student Life Mission and Vision……...................……….............................……………………..…3

Role of the Office of Student Life................................................................................................4-6

Role of the Advisor....................................................................................................................7-10

RSO Core Competencies.........................................................................................................11-14

Student Organization Compliance...........................................................................................15, 16

Student Organization................................................................................................................17-23

How to Start A Registered Student Organization....................................................................24- 29

-Registration of A Student Organization

-RSO Tier

Event Planning.........................................................................................................................30-34

Budget......................................................................................................................................35-52

Student Travel..........................................................................................................................53-63

Allocations................................................................................................................................64-69

TABLE OF CONTENTS


While this Handbook is intended to be a summary of certain matters of interest to student organizations, its readers should be aware that:

§ It is not a complete statement of all procedures, rules and regulations of the college;

§ This handbook is a living document; the college reserves the right to change without notice or obligation any procedure, policy, and/or program which appears in the handbook;

§ Divisions and departments may have their own procedures and policies, which apply to student organizations.

Student organization members and advisors are responsible for becoming familiar with the contents of this handbook and to follow all college policies, rules, and regulations as they pertain to student organizations.

Student Life Vision

The Office of Student Life seeks to complement the academic mission of the college in contributing to the education, development and empowerment of the whole student by providing a comprehensive student experience which connects students with opportunities for social, intellectual and skill development in order to enhance local community and global citizenship.

Our Mission Defined

The Office of Student Life is committed to enhancing the overall educational experience of students through development of, exposure to, and participation in educational, social, cultural, intellectual and recreational activities. The foundation of academic success relies upon intentional and holistic programs that engage students, promote student-learning outcomes, exemplify diversity, provide leadership opportunities, and develop individual growth.

The Office of Student Life will provide "a responsive, innovative, and collaborative learning community that thrives on preparing students for a lifetime of learning and change."


Role of the Office of Student Life Student Life serves as a resource for registered student organizations. Student Life staff provide programming, logistical assistance and guidance for student organizations including: coordinating the onboarding and approval of a new registered student organization, providing training and leadership development programming, communicating and clarifying Lone Star College system policies and procedures, offering graphic design and marketing support, offering assistance in campus facility reservations and facilities and technology requests. In Addition:

• Provides Texas mandated Risk Management Training • Serve as primary resource for all related matters of student organizations • Enforce all Lone Star College System (LSCS) policies, regulations and

administrative rules related to registered student organizations • Facilitates student organization event registrations, marketing requests and

budget expenditure requests • Conduct financial audits of student organization budgets • Provide periodic review of the operations and activities of all registered student

organizations • Dispense student activity fee allocated funding • Investigate allegations that an organization has violated a LSCS policy, state

policy or administrative rule Student Life is not responsible for:

• Making travel arrangements and reservations • Initiating payments for organizational purchases (exceptions: Direct Pay requests

and Requisitions) • Taking on the responsibilities of organization advisor

Student Life Initiatives Welcome Week Weeks of activities to welcome new students back to LSC-University Park. Leadership Retreat and/or Conference An annual leadership event held each year. Each organization is encouraged to have at least 2 officers represented.


Leadership Workshops Leadership workshops target career, personal and professional development topics. Community Service Projects Student Life hosts Day of Service, a day long service project event and the Volunteer Fair, an opportunity for students to meet organizations seeking volunteers. President’s Student Forum Twice a semester the college President hosts a student forum to give students an opportunity to voice their opinions, ask questions and get feedback. Crew Members Crew members are volunteers for Student Life that volunteer for events based on their own schedules.


Office of Student Life Contact Tree .

Administration

Coordinator, Student Life Ilse Granizo

[email protected] (281)290-‐1862

Program Manager, Student Life Sarah Ray

[email protected] (281) 290-‐2732

Director, Student Development Kevin Carreathers

[email protected]

Vice – President of Student Success Dr. Zack Coapland

[email protected]

1st point of contact

Secondary contact

Graphic Designer Aysha Rana

[email protected]

Staff Assistant Alanis Olivarez

[email protected] 281-‐290-‐3657


Role of the Advisor (Faculty/Staff Member Commitment) As an Advisor, your role is to support the students in their efforts and provide guidance as needed. Your role is to be a resource more than an instrument of action. As an advisor your organization will rely on you to be knowledgeable of LSC-University Park policies, process and procedures. You are not expected to know everything however you will be expected to assist students in accomplishing their desired goals. The ideal relationship between advisors and the organization involves trust and respect. Advisors must feel that they can depend on the organization to act in a positive manner that will bring credit to the college. The organization needs to feel that campus advisors support the goals and endeavors of the organization. Literature on the advisement of student organizations suggests three major areas of responsibility for advisors. These are: 1) maintenance or custodial functions, i.e. budget maintenance, event registration forms, national and regional correspondence; 2) group growth function; and 3) program content functions. The advisor may perform certain functions within any of the three categories. The three categories, as described below, provide a classification, a rationale, and a validity of group advising Maintenance functions include those activities that help to maintain the group and to minimize the difficulties it encounters. Advisors interpret college policies and assist in resolving internal disputes and provide a validation signature when necessary. It is recognized that any of these activities may call for careful consideration by advisors and a great deal of working with officers or members of the organization. Group growth functions are those that are designed to aid the group in improving its effectiveness in operation and to help it progress toward its goals. Activities that may fall within this category are teaching techniques of leadership, helping the officers understand the principles of the organization and administration. Program content functions may be seen as an expansion of the group’s objectives. Typically the functions will vary at different times throughout the life of the organization. The advisor’s leadership role may fall within any of these categories as the situation dictates. New circumstances and situations may arise prompting advisors to change their approach and/or the organization activities. Advisors should not allow their groups to become dependent upon them and their decisions, but they should work toward


becoming accepted as participants and as a part of the decision making process of their organizations. When you agree to become an RSO Advisor*, you should:

• Familiarize yourself with LSCS policies, University Park procedures, purchasing guidelines and Student Life policies and procedures and ensure organization remains in compliance* (LSCS Policy VI.D.1.06 and VI.D.1.07)

• Review the RSO’s constitution • Meet regularly with officer team • Attend club meetings (not a requirement, but helps you stay connected) • Attend club events • Assist and meet regularly with organization treasurer regarding RSO’s budget

and purchasing • Complete and turn in advisor agreement form

Being an advisor is a rewarding time commitment. The key to a successful advisor is maintaining open communication and allowing the students to take ownership in all functions of their organization. An advisor’s role is to guide them, not do it for them. Typical Advisor Responsibilities:

• Empower and motivate students • Attend as an observer to meetings, working with RSO President or designated

officer on meeting agendas. • Being accountable for the RSO budget and all money spent out of it (if

applicable) • Being knowledgeable of LSC-University Park’s Student Life procedures • Being knowledgeable of Lone Star College Systems policies • Provide continuity with the history of the organization • Attending Student Life trainings and workshops provided for advisors • Complete all necessary documentation for travel and expenses in a timely

manner • Be informed of all planning and activities of the organization

LSCS Board Policy Manual VI.D.13.02.

(c) Student Organization Advisor means a person who (1) serves in an advisory capacity to a student organization and its members, (2) has aged at least 21 years, (3) is not a student at the


College, and (4) is the College’s full-time employee or a part-time employee expressly authorized by a college president to serve in the appointed, volunteer capacity. Mandatory Expectations of an advisor:

• Each individual advisor (including organizations that have more than one advisor) must attend one Risk Management Training*.

• Attendance at all organization sponsored events and travel • Responsible for RSO budget management • Provide guidance to the organization in regards to University policies and

procedures. • Check officer GPA’s and academic standing

**An advisor must sign the Advisor Agreement each year. ** Agreement can be found on the LSC-University Park Student Life website under student organization resources.

Serving as an advisor is a privilege and an experience of a lifetime for

students that have an opportunity to work closely with RSO advisors. An advisor found responsible for violating college, state, financial management or federal policies may be placed on probation, loss of privileges, or have their advisor position revoked by the college. *VI.D.1.05 Required Risk Management Training for Student Groups The College will provide a Risk Management Program for registered student organizations at least once each academic year. The College requires the Student Organization Representatives and its Student Organization Advisor(s) to attend. The College must record the program’s attendance and keep those records for at least three years after the program is held. Other student organization members may attend the program. Student Organization Advisors or Student Organization Representatives will brief the entire student organization on the program’s contents at the next full membership meeting.

*VI.D.13.02. Definitions (a) Risk Management Program means a program that discusses the following topics: (1) possessing and using alcoholic beverages or illegal drugs, including penalties that may be imposed for possessing either substance; (2) hazing; (3) sexual harassment; (4) fire and other safety issues, including possessing and using a firearm, other weapon, or explosive device; (5) traveling


outside the College’s location area; (6) behavior at parties and other events held by a student organization; and (7) adoption by a student organization of a risk management policy.

Advisors Responsibility to Report As a student organization advisor, you are considered a Campus Security Authority (CSA) and a Responsible Employee. The law defines CSAs to include any university official with significant responsibility for student and campus activities. As a CSA or Responsible Employee, you have a mandatory duty to report any crime on or around the campus community by informing appropriate university officials of that crime.

Clery Act The Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act is a federal law that requires colleges and universities to share information about crime on campus and their efforts to improve campus safety as well as inform the public of crime in or around campus. This information is shared through the campus’s annual report, as well as through “emergency notifications” and “timely warnings” for certain incidents involving an immediate or ongoing threat to the campus community.

Information disseminated in accord with Clery Act guidelines serves to inform the personal safety and college selection decisions of current and prospective campus community members. All post-secondary public and private institutions participating in federal student aid programs must adhere to Clery regulations. More information on Department of Education Clery Handbook

Title IX Title IX is part of the United States Education Amendment stating that no person in the United States shall, on the basis of sex, be excluded from participation in, be denied the benefits of, or be subjected to discrimination under any education program or activity receiving federal financial assistance. More information on Title IV.


RSO CORE COMPENTENCIES (Adapted from NACA’S Competency Guide for Student Leaders)

1) Event Management

Student leaders engaged in student activities have a unique opportunity to learn and practice effective event management. Student leaders should strive towards understanding the appropriate steps and issues involved in event planning and management. Some of the most transferable skills - contract negotiation, program planning and event promotion - are developed and honed in this area. With regards to Event Management, students will:

§ Understand and practice the steps of effective program programming, implementation, execution and evaluation.

§ Implement appropriate risk management strategies. § Delegate tasks and hold committee members accountable. § Utilize personnel and financial resources appropriately. § Follow and navigate appropriate institutional policies.

2) Leadership Development

Leadership involves a broad spectrum of skills and character qualities. Student leaders involved in student activities must understand that their role is to be a positive change agent, to influence others and create a vision. Leadership is a process rather than a position. Leadership is relationship oriented and situational in nature. With regards to Leadership Development, students will:

§ Demonstrate growth in problem-solving abilities. § Move their organization toward the mission and strategic goals of the

organization. § Understand the skill set of the membership and utilize it effectively for engaging

organizational members in accomplishing the group’s goals. § Hold self and members accountable. § Recognize the ethical components of leadership.

3) Interpersonal Relationships


Establishing meaningful interpersonal relationships is critical for successful leadership in student activities. Student leaders often rely on committee volunteers to carry out the essential tasks related to providing programs and services. The work of student activities is often supported by several on and off-campus constituencies. Professionalism, diplomacy and recognizing the support of others will enhance organizational effectiveness. With regards to Interpersonal Relationships, students will:

§ Demonstrate an ability to work with the various departments within the university, especially other units within the Division of Student Affairs.

§ Establish mutually trustworthy and rewarding relationships with students, faculty and staff, friends, and colleagues.

§ Listen to and reflect upon others’ points of view. § Treat others with respect; give value by actively demonstrating that one and

others matter.

4) Multicultural Competency

Multicultural competency is developed through celebration of diverse cultures, advocacy for the needs and identities of all members within the community, recognition of the diverse communities within the campus community and beyond, support of ongoing inclusion, and understanding and dignity of all members within and beyond the campus community. Being able to understand one’s own identity, as well as recognizing the similarities and differences of others, will equip students to serve and lead as citizens in a global society. With regards to Multicultural Competency, students will:

§ Recognize and understand one’s own identity, privilege and culture. § Recognize the contributions diversity brings to the college and society. § Seek involvement with people different from oneself. § Demonstrate an ability to provide a diverse array programming options. § Advocate equality and inclusiveness.

5) Communication

Effective communication is a critical skill that helps student leaders ensure that their organizations achieve their goals. When communication is a focal point of student learning, individuals will personally benefit and organizations will be run more efficiently. With regards to Communication, students will:

§ Demonstrate strong oral and written communication skills. § Convey messages and influence others through writing, speaking, or non-verbal

expression.


§ Develop and facilitate thoughtful presentations. § Work effectively in teams and in multicultural settings. § Express disagreement in respectful and civil ways. § Manage and resolve conflicts that exist among organization members.

6) Collaboration

Collaboration involves seeking the involvement of others and working well with people. Student leaders should actively contribute to the achievement of a group goal. They would seek feedback from others and exhibit growth in their skills as a result of working collaboratively. With regards to Collaboration, students will:

§ Demonstrate a basic understanding of meeting management, member recruitment, retention and motivation.

§ Demonstrate proficiency for utilizing community and professional resources. § Work cooperatively with others, seeking their involvement and feedback. § Utilize delegation as a means to involve group members. § Create formal and informal networks with other student leaders to build

awareness of the issues facing their organizations. § Promote and conduct joint programs between organizations. 7) Intellectual Growth

Intellectual Growth is central to the mission of higher education and must be a focus in all endeavors inside and outside the classroom. Student activities offer a fertile practice field for intellectual development when student leaders and programmers engage in critical thinking, problem solving and decision-making. Student leaders should be cognizant of this learning opportunity and apply knowledge learned to enhance organizational goals and personal development. With regards to Intellectual Growth, students will:

§ Apply previously understood information and concepts to a new situation or setting.

§ Produce personal and educational goal statements. § Use complex information from a variety of sources including personal experience

and observation to form a decision or opinion. § Make connections between campus involvement and curricular studies. § Demonstrate an ability to apply skills obtained as members of organizations and

how they are used in real world applications.

8) Assessment & Evaluation


Student leaders involved in student activities should make knowledge-based decisions in regard to resources allocated for the campus programs planned and implemented by their organization. Leaders should possess the ability to effectively evaluate programs as well as assess their campus and community culture. Program evaluations will assure the continued improvement of student activities and comprehensive assessment will allow student activities offerings to meet the community development needs of the entire campus. With regards to Assessment & Evaluation, students will:

§ Map or connect the mission or primary goals or functions of the organization to the activities and programs that the organization facilitates.

§ Find the right assessment to measure the student needs and culture of the institution.

§ Measure organizational effectiveness through internal assessments (e.g. pre- and post-membership surveys, leadership & advisor feedback).

§ Measure service and impact on student body (or appropriate constituency)


Student Organization Compliance *VI.D.1.06 Compliance with the College’s Policies Registered student organizations must comply with the College’s policies and procedures. The student organization’s activities and programs require Student Organization Advisor approval. Student organizations do not legally represent or bind the College. A registered student organization may use the College’s tax exemption number for its purchases relating to the College’s tax-exempt educational purpose. Items for personal use are not exempt from sales tax

Compliance refers to completion of action items required for recognition as a student organization at University Park. Those activities include: officer and advisor training; completion of application and forms; college event participation; RSO Involvement Fair participation, renewal of RSO, current RSO roster. Failure to meet the compliance requirements may result in an RSO being suspended from participation or recognition on campus and forfeiture of student activity funding. Please refer to the Compliance Checklist.

Amendment: Forfeiture of student activity funding only if organizations do not comply with college policies.

*VI.D.1.07 Violation of the College’s Policies The College can charge a registered student organization with violating this policy and or the Student Code of Conduct. The organization and its Student Organization Representatives may be held responsible for violations during organization-sponsored events. The College holds student organizations and their Student Organization Representatives responsible for violations committed by a member representing the organization or associated with the organization.


Sanctions for student organization misconduct may include the College revoking the registered student organization’s status. Sanctions can also include those listed in Section VI.G.1. A student organization may appeal or proceed as an individual student might under Section VI.G.1.

*VI.D.1.05 Required Risk Management Training for Student Groups The College will provide a Risk Management Program for registered student organizations at least once each academic year. The College requires the Student Organization Representatives and its Student Organization Advisor(s) to attend. The College must record the program’s attendance and keep those records for at least three years after the program is held. Other student organization members may attend the program. Student Organization Advisors or Student Organization Representatives will brief the entire student organization on the program’s contents at the next full membership meeting.

*VI.D.13.02. Definitions (a) Risk Management Program means a program that discusses the following topics: (1) possessing and using alcoholic beverages or illegal drugs, including penalties that may be imposed for possessing either substance; (2) hazing; (3) sexual harassment; (4) fire and other safety issues, including possessing and using a firearm, other weapon, or explosive device; (5) traveling outside the College’s location area; (6) behavior at parties and other events held by a student organization; and (7) adoption by a student organization of a risk management policy.


Student Organizations

What is a registered student organization? A registered student organization is a student organization* that completed the registration process with the Office of Student Life and received approval to function as a registered student organization**. Members are current LSC-University Park students with a full-time faculty advisor. A student organization is to provide students with opportunities to participate in activities to develop their personal, interpersonal and leadership skills. Student organizations are an important factor in a college students’ experience. Registering with Student Life has many benefits and several requirements. Benefits of student organizations:

• Provide useful experience in obtaining a job and providing job related skills • Provides skills and experience on subjects such as: communication, conflict

resolution, problem solving, decision-making, planning and teamwork • Gain valuable leadership skills and experience • Assist in persistence, academic success, graduation and transfer success

Registered student organizations have the following privileges:

§ Access to college facilities § Posting of fliers and advertising on campus § Permitted to host fundraisers § Host campus activities § Access to Student Life resources

Academic Requirements: An officer of a student organization must meet the following academic requirements*:

1. Have at least a 2.0 cumulative GPA or above prior to the first day of each semester (Fall and Spring) during the term of position.

*VI.D.13.02 LSCS Board Policy (b) Student Organization means a student group that has properly registered with and is recognized by the College.


**VI.D.1.04 LSC Board Policy Student Group Registration Eligibility A student group may register on the College’s campuses if (a) the student group does not deny membership because of race, color, sex, age, sexual orientation, religion, ethnic or national origin, religion, disability, veteran status, or any other protected status.; (b) the student group has a Student Organization Advisor; (c) its registration is not prohibited after disciplinary action; and (d) the College’s currently enrolled students and employees compose its membership. Alumni, faculty, and staff can serve as advisors by invitation.

Be in good academic and disciplinary standing with the college at the time of the college during the term of position:

Categories: Student organizations are broken down into categories according to their purpose:

• Academic: exploration, further study, and experiences related to academic courses and majors.

• Honor Society: organizations affiliated with a national honor society organization.

• Cultural: celebrate and support the interest of one or more cultures, races or ethnicities.

• Religious: support the interest of religious based topics and studies • Social: peer engagement functions and activities • Special Interest: activities and topics related to lifestyle

EXPECTATIONS Student Organization Training The Office of Student Life offers full day student organization trainings at the beginning of each semester and multiple “refresher” trainings throughout the year. Trainings include event planning, facilitation and registration process, marketing/promotional material guidelines, and topics including but not limited to: campus resources, teamwork, budget management, leadership and having a successful organization. Presenters are Student Life staff, previous student organization leaders and college administrators. Attendance is intended for all members. Training dates are announced each Fall and Spring semester. Risk Management Training Every year the Office of Student Life will host the State Mandated Risk Management Training. What is Risk Management?


Risk Management Program means a program that discusses the following topics: (1) possessing and using alcoholic beverages or illegal drugs, including penalties that may be imposed for possessing either substance; (2) hazing; (3) sexual harassment; (4) fire and other safety issues, including possessing and using a firearm, other weapon *VI.D.13.02 (d) Student Organization Representatives means the following four officer positions, or similar officer positions: the president, vice president, secretary, and treasurer. or explosive device; (5) traveling outside the College’s location area; (6) behavior at parties and other events held by a student organization; and (7) adoption by a student organization of a risk management policy. What is the State Mandate? HB2639/SB1138 – effective September 1, 2007 80th Texas Legislature; Texas Education Code § 51.9361 mandates risk manage education for members and advisors of student organizations registered at postsecondary educational institutions. http://www.statutes.legis.state.tx.us/Docs/ED/htm/ED.51.htm In accordance with the legislation, the Office of Student Life will work with student organizations to complete training on risk management annually. All RSO Advisor, President, Membership chair or Social chair (if your organization does not have a membership or social chair one (1) additional officer representative is acceptable) is required to complete a risk management training*. Student Life will contact advisors and officers regarding date/time of the risk management training. Organization Risk Management Compliance will be issued when the organization has:

1. had the minimum number of students attend the State Mandated Risk Management Training;

2. All organization advisors completes State Mandated Risk Management Training; 3. held a Risk Management Information with their organization; 4. submitted completed compliance paperwork regarding information meeting by

due date; 5. been recorded as completed with the Office of Student Life;

If an organization fails to complete these steps, the organization is not in compliance and no longer a registered student organization.


*VI.D.1.05 Required Risk Management Training for Student Groups The College will provide a Risk Management Program for registered student organizations at least once each academic year. The College requires the Student Organization Representatives and its Student Organization Advisor(s) to attend. The College must record the program’s attendance and keep those records for at least three years after the program is held. Other student organization members may attend the program. Student Organization Advisors or Student Organization Participation in College Events and Activities Having pride in the college is one of the by-products of being involved in a student organization. Participation and supporting college events and activities are critical to building a connection to the institution. Each Tier 1 and Tier 2 (pg.35, 36) organization must participate in at least two college events a semester, which can include:

§ Day of Service § Little Lions Carnival § Heartwalk § President’s Student Forum

Don’t forget to support a variety of college events including:

• Another RSO’s event • A Student Life event • A Black Box theater performance

Your organization will be asked to report to the Office of Student Life a picture or signed flier that your group participated. The organization with the most participation activities will get special recognition at the end of the year awards ceremony. RSO Involvement Fair The RSO Involvement Fair is critical for recruiting new members into student organizations. All organizations are required to participate in the RSO Involvement Fair held each semester. Role Modeling/Peer Mentoring We expect the members of organizations to be examples for their peers. Your attitude and behavior should reflect the highest standards of excellence. GUIDELINES All student organizations are sanctioned by Student Life. Recognition of a campus organization does not constitute endorsement of its program or purpose by the college.


Recognition is simply an agreement to exist on campus and may be withdrawn by Student Life if the organization becomes inactive, or violates any federal, state, local, or college laws or regulations. The Coordinator of Student Life will notify the organization in writing about the status change. A student group may appeal, in writing, to the Director of Student Development and Program Manager of Student Life. Final appeal authority rests with the Vice-President of Student Success. Membership. Alumni, family and friends cannot be "members" of a student organization. Membership requirements:

1) All members must be enrolled at LSC-University Park 2) Organizations must maintain a minimum of 5 members 3) All members must be in good standing with the college (Academic and

disciplinary) 4) All officers must have a GPA of 2.0 or above (honor societies follow your

organization bylaws and constitution), officer position clearly stated in the constitution and be in good standing with the college (Academic and disciplinary)* Officers must complete an officer agreement form.

4a.) Academic Requirements: An officer of a student organization must meet the following academic requirements*:

1. Have at least a 2.0 cumulative GPA (honor societies follow your organization bylaws and constitution), prior to the first day of each semester (Fall and Spring) during the term of position.

2. Be in good academic and disciplinary standing with the college at the time of the application/renewal and during the term of position.

Duel Credit Student Membership in student organization and club sports is welcomed and encouraged. However, dual credit students must meet the following criteria:

§ Pass reading and writing TSI § Pass end of semester exams

*VI.D.13.02 (d) Student Organization Representatives means the following four officer positions, or similar officer positions: the president, vice president, secretary, and treasurer.


Hazing. All student organizations, their officers and members, are expressly forbidden to engage in any kind of hazing action or situation on or off campus which recklessly or intentionally endangers the mental or physical health or safety of a student for the purpose of initiation or admission into, affiliation with, or participation in the organization. Hazing is defined as means any intentional, knowing or reckless act, occurring on or off the campus of an educational institution, by one person alone or acting with others, directed against a student, that endangers the mental or physical health or safety of a student for the purpose of pledging, being initiated into, affiliating with, holding office in, or maintaining membership in any organization whose members are or include students at an educational institution. The term includes but is not limited to: (A) Any type of physical brutality, such as whipping, beating, striking, branding, electronic shocking, placing of a harmful substance on the body, or similar activity; (B) Any type of physical activity, such as sleep deprivation, exposure to the elements, confinement in a small space, calisthenics, or other activity that subjects the student to an unreasonable risk of harm or that adversely affects the mental or physical health or safety of the student; (C) Any activity involving consumption of a food, liquid, alcoholic beverage, liquor, drug, or other substance which subjects the student to an unreasonable risk of harm or which adversely affects the mental or physical health or safety of the student; (D) Any activity that intimidates or threatens the student with ostracism, that subjects the student to extreme mental stress, shame, or humiliation, or that adversely affects the mental health or dignity of the student or discourages the student from entering or remaining registered in an educational institution, or that may reasonably be expected to cause a student to leave the organization or the institution rather than submit to acts described in this subsection; (E) Any activity that induces, causes, or requires the student to perform a duty or task that involves a violation of the Penal Code. A person commits an offense if the person: (1) Engages in hazing;


(2) Solicits, encourages, directs, aids, or attempts to aid another in engaging in hazing; (3) Intentionally, knowingly, or recklessly permits hazing to occur; or (4) Has firsthand knowledge of the planning of a specific hazing incident involving a student in an educational institution, or firsthand knowledge that a specific hazing incident has occurred, and knowingly fails to report. RSO Name Changing. If your organization wishes to change its name a new constitution, explanation of why the name change is taking place and the advisors approval must be submitted to the Office of Student Life. Student Organization Requirements and Limitations: *This list is not all-inclusive. Student Life has the authority to change this list at any point.

§ Must complete all trainings and required paperwork by designated deadline. § Must adhere to Compliance requirements and criteria. § Must gain pre-approval through Student Life for all on- and off-campus special

events and fundraising activities at least two weeks prior to scheduled event. § Must participate in at least two college events (Tier 1 and Tier 2 only) § Must participate in fall and spring RSO Involvement Fairs § Must complete the RSO renewal form each year § Must have a current roster on file with the Office of Student Life


How To Start A Student Organization

Only students may form a Registered Student Organization (RSO). RSOs are intended for students and are funded by students. Full-time faculty and staff are involved as advisors of RSOs, not creators of them.

Step 1: Membership

Locate at least five (5) currently enrolled students at LSC-University Park committed to joining. If you desire to gain interest for your proposed organization Student Life can assist by hosting one (1) interest meeting/tabling. Student Life will advertise by using the general interest-meeting flier and only by: social media, digital media screens and digital poster stands. No additional copying and printing will be allowed. It is the students’ responsibility to provide the content for the interest meeting/tabling and scheduling the time/date.

Membership requirements:

1) All members must be enrolled at LSC-University Park

2) All members must be in good standing with the college (Academic and disciplinary)

3) All officers must have a GPA of 2.0 or above (Honor Societies must follow bylaws and constitution regarding GPA), officer position clearly stated in the constitution and be in good standing with the college (Academic and disciplinary)* Officers must complete an officer agreement form.

Once members have been selected complete the RSO Member Roster section of the RSO Application. Organizations cannot charge a membership fee unless associated with a national chapter that requires dues.

*VI.D.13.02 (d) Student Organization Representatives means the following four officer positions, or similar officer positions: the president, vice president, secretary, and treasurer.


Step 2: Secure an Advisor

Select a full-time faculty and/or staff member as an Advisor. Every RSO is required to have at least one full-time faculty or staff advisor employed at LSC-University Park. The advisor serves as a resource, agent of the college and guide to ensure success of the student organization. Advisors serve in a volunteer capacity.

Responsibilities and Expectations of an Advisor *This list is not all encompassing.

Typical Advisor Responsibilities: • Empower and motivate students • Attend as an observer at meetings, working with RSO President or designated

officer on meeting agendas. • Being accountable for the RSO budget and all money spent out of it (if

applicable) • Being knowledgeable of LSC-University Park’s Student Life procedures • Being knowledgeable of Lone Star College Systems policies • Provide continuity with the history of organization • Attending Student Life trainings and workshops provided for advisors • Complete all necessary documentation for travel and expenses in a timely

manner • Be informed of all planning and activities of the organization

Mandatory Expectations of an advisor:

• Each individual advisor (including organizations that have more than one advisor) must attend one Risk Management Training*.

• Attendance at all organization sponsored events and travel • Responsible for RSO budget management • Check officer GPA’s and academic standing • Provide guidance to the organization in regards to University policies and

procedures.

All advisors (including organizations with multiple advisors) are required to complete the Advisor Agreement form to be submitted at the same time of the RSO Application submission.

Step 3: RSO Application Form

Complete RSO Application Form. Names and student ID numbers (or birthdays) of at least 5 current LSC-University Park students who are committed to joining will be


required before this form can be finalized and approved by Student Life. Notate on your form what Tier your organization chooses to identify.

Step 4: Constitution

Develop a constitution and by-laws. You may follow the template/format of the constitution provided by Student Life or create your own. Constitutions will need to be turned in with the RSO application.

(If a new student organization is affiliated with a national organization provide a copy of the national constitution and local by-laws.)

Step 5: Submission & Review

Interested RSO submits the RSO Application, constitution and advisor agreement to Student Life. The office reviews the application and notifies the President and Advisor of the organization of application status.

Incomplete registration applications will not be accepted. Student Life will evaluate and approve/disapprove the student organization's application for registration. Notification of approval/disapproval will be provided to the requestor(s). If a student organization's application is not approved, the student group may appeal, in writing, to the Program Manager of Student Life and Director of Student Development. Final appeal authority rests with the Vice-President of Student Success.

*Student Life has a continuous RSO on-boarding process from September – May. Organizations approved after March and identify as a Tier 1 or Tier 2 organizations will function without a student activity allocated budget until the following September when the Student Fee Advisory Committee reconvenes.

RSO Application Checklist

oMember Roster oOfficer Agreement oAdvisor Agreement oRSO Application oConstitution


Registration of a Student Organization Students at Lone Star College-University Park have many talents and their curious nature drives them to try new activities often. The College provides a variety of ways for students to get involved in clubs and organizations. Joining a student organization opens the door to networking, enhancing your academic life, and exploring career opportunities. As an active member of a student organization, you will learn important leadership and management skills as you participate in a variety of programs and team projects. This may include planning campus- wide political, academic, cultural, arts, religious or social events, as well as working on various aspects of student publications, competing in athletic competitions or debate tournaments, attending leadership seminars, and organizing community service projects. To receive and maintain active status, a prospective student organization must submit the student organization renewal form annually and have a copy of the constitution and by-laws on file with Student Life. All registration materials must be submitted by April 15th (or the next business day) for the following academic year. Active student organizations during the spring semester may function through the summer session (members must be enrolled in summer classes). *Budget expenses do not continue through the summer. Please note: Student organizations can also request recognition during the spring semester. Only organizations applying for funds by the deadline are eligible for funding in any given academic year. To receive and maintain active status Student Life has approved registration. Failure to register will restrict students from conducting any business or activity, participating in fundraising activities, receiving funds, and from using college facilities for meetings or events. To facilitate the development of new organizations and to minimize the duplication of existing ones, each organization will need to submit an application annually in order to maintain their status as a Registered Student Organization (RSO) and to continue to qualify for the privileges allowed such groups. All organizations must hold an open election during the month of March and re-register with Student Life by April 15 in order to maintain RSO status and privileges. After April 15, all organizations that have failed to register will be placed under review. If you fail to re-register, your status as a RSO will expire on August 30 along with all of your RSO privileges.


Starting a New Student Organization To begin the process of starting a new organization, please review the following section on the types of organizations that WILL NOT be considered and therefore students proposing these types of organizations should not submit an application. If after the review you decide your proposed organization qualifies then complete the Registered Student Organization Application. TYPES OF ORGANZIZATIONS THAT WILL NOT BE CONSIDERED A. Extreme Risk. Organizations engaging in activities that pose an extreme level of health and safety risk to participants and others or activities that pose a risk of damage to public or private property. B. Service Providers. Organizations providing services more appropriately provided by college offices and academic departments, government agencies, private sector, health and mental health agencies, legal and financial invest firms, and emergency response agencies will not be considered. C. For-profits, Non-profits. Organizations incorporated as for-profit businesses or non-profit organizations will not be considered. D. Investment, Lending Clubs. Organizations engaging in the investment and/or lending of funds, microfinance/microcredit, and solidarity lending services. E. Social Drinking or Smoking Clubs. Organizations that will engage in activities focused on the consumption or tasting of alcohol or use of tobacco or similar products will not be considered. GUIDELINES FOR NAMING YOUR STUDENT ORGANIZATION

§ The name of the organization must be unique – do not duplicate a name of an organization that is already an RSO

§ Organizations cannot use the name of the college. Organizations are not official entities of the college.

§ Names cannot be offensive or show a lack of opportunity for all students* VI.D.1.1. LSCS Board Policy The College provides equal opportunities to all students participating in courses, activities, and programs regardless of race, color, sex, age, sexual orientation, gender identity, gender expression, religion, ethnic or national origin, disability, veteran status, or any other protected status. Section VI.D.1 applies to only to Non-Academic Student Travel as defined below.


New RSO Budget (Tier 1 and Tier 2)

An RSO will first need to select which Tier they choose to identify. Tiers are in place to support the different needs of all registered student organizations. Tiers vary on levels of monetary support and resources provided.

Once the RSO Fund 14 account has been created and the advisor has completed advisor training and purchasing training the organization can start making expenditures (All expenditures must follow Student Life guidelines outlined in the RSO handbook). Organizations should be prepared to function will minimal funds during probationary periods. A newly registered organization can request funding from SFAC of up to $300 for the remainder of the academic year (May). Organizations will have the opportunity to submit a request for student activity funding in March for the following academic year.

General Budget Information: RSO budgets can be used only for RSO expenses, and all LSC purchasing guidelines and policies must be followed. RSO budgets are NOT to be used to offset departmental expenses, but rather are intended for student organizational use. Funds are not transferable from one RSO to another. To review an RSO budget balance and account activity, email the Student Life Coordinator.


RSO Event Planning Planning for RSO sponsored events should be student-driven with supervision and coaching by the faculty/staff advisor as needed. If you need assistance on how to plan an event or advice on breaking down your group into committees to complete task do not hesitate to reach out to Student Life. Step 1: Event Registration All student organization functions (meetings, events, programs, etc.) must be properly registered with the office of Student Life by completing the event registration form.

- Depending on the scale of the organizations event the form must be completed at least 6 week – 2 weeks minimum.

(What would require a 6-week registration? An event that involves multiple partners such as community vendors, college departments and a complex marketing campaign: Ex: Spring Fling, International Education Week, Knowledge is Power)

To provide your organization with all the resources it needs to host great events please refer to this chart for event registration timelines.

Two Weeks Registration § Basic event/meeting

§ Not open to the public (community) § Located on campus § No major student activity funding

needed Four Weeks Registration § Medium sized events

§ May involve food § Includes student activity funding § May include larger venues (West

Dining, EMI, off-campus) Five to Six Week Registration § May be open to the public

§ May require student travel § May include invitations to college

administrators § May require a large outdoor or

indoor venue § May include entertainment (DJ,

inflatables, musicians, etc.) § Typically includes guests

College facilities are not available to student organizations during holidays, college breaks or other times when the college is closed.


All sanctioned college activities are governed by Lone Star College System policies and procedures; the Student Code of Conduct and University Park policies. Organizations hosting events and activities are expected to make sure their guest(s) and participants are aware of the standards and expectations of the college. Student Organization requests for all services must come through Student Life. Failure to adhere may result in cancellation of your event. (ex: All room reservations, media requests, public relations requests, must come through Student Life.) After you receive an approval notification via email from the Office of Student Life you may proceed in event planning including submitting a marketing request with the Office of Student Life.

Step 2: Confirmation The Office of Student Life will send a confirmation to the organization member that submitted the event registration, the RSO President and the RSO Advisor within 5 business days via email. Step 3: Reservations The Office of Student Life offers the service of reserving, submitting Office of Technology (OTS), facilities, and adding the event information to the Public Events Calendar. Step 4: Marketing Request A member of the organization will need to submit a Student Life marketing request. All marketing for events, non-event functions and promotional items for organizations are required to have an approved marketing request. The graphic designer for Student Life will confirm that the project has been assigned and set up an appointment with the requestor once your request has been approved.

Leo’s Tip: *If dividing assignments amongst members of your organization please make sure the 1st step of completing the event registration form is done and approved before anyone submits are marketing request. Marketing requests that do not follow it process will be sent back to the requester.


Step 5: Get to Planning Planning an event or program can be a worthwhile experience. Always keep in mind that an organization is a group of individuals pulled together for a common purpose…one person should not do everything alone. Share the duties and take the responsibility for your assignments. Your group and the college are depending on you!. Please note: if an event is cancelled please notify the Student Life Coordinator immediately.

Equipment for Checkout: Student Life offers the following items for check-out. Items can be reserved in advance or will be first come first serve. Guidelines for equipment checkout:

- RSO member must come to the Office of Student Life (B13.251) to sign out equipment.

- Equipment cannot be checked out longer than 3 days. Organization cannot subsequently check out again during the same time frame an additional 3 days.

- For starred items RSO member must complete an equipment agreement form, return the equipment by the EOB of the day the equipment was checked out, and leave a copy of their identification card or driver license with Student Life.

- At this time Student Life is limited on the services it can offer equipment checkout after business hours (5:00pm Monday – Friday)

Portable speaker Microphones PA system* 8 X 8 stage Carts Ipads* Digital cameras GoPro* Slush machine* Popcorn machine Snow cone

machine Cotton candy machine

Leo’s Tip: Please review the Student Life Marketing Handbook for approved vendors, marketing deadlines (separate from event registration deadlines) marketing guidelines, etc. If co-sponsoring with another student organization only one marketing request is need


Amplified sound:

Organizations may use amplified sound although if college personnel deem the sound interruptive the sound must be stopped or modified to meet the request.

Off-Campus Speakers: RSO’s are encouraged to invite speakers/performers to the college. If the organization is seeking to compensate the speaker/performer 1) the speaker/performer must be an approved vendor 2) a speakers agreement or performers agreement must be completed by the advisor and turned in to Student Life at least 4 weeks before the event. (*Please see budget for performer/speaker payment guidelines)

Joint Sponsorship: If an RSO wishes to partner with another RSO or college department on an event the following guidelines must be followed:

1) Select a logistics organization. This organization will complete the event registration form and marketing requests to Student Life on behalf of all the organizations.

2) Each organization purchasing or providing allocated funding for the co-sponsorship must complete a separate budget expenditures form.

Attendance Tracking:

All RSO sponsored activities (including meetings) must have either a hard copy or electronic sign in sheets*. Sign in sheets must be turned in to Student Life no later than 3 business days after the function.

Outdoor movie* equipment

Coolers Speakers Cornhole

Washers game Large tick tac toe Large Jenga Board games Extension cords White round

tablecloths Rectangular white tablecloths

Helium* (must provide your own balloons)

Prize Wheel Directional Signage*

Step and Repeat Red Carpet

GoPro Circuit Machine (must be used in Student Life Office)

Laminating Machine (must be used in Student Life Office)

Step ladder

Butcher paper Markers 10 x 10 Tent


Events During Finals: In order to maintain the academic environment needed at the end of the semester, student organizations may not host non-academic events/meetings during finals week. This will allow students to focus on preparing for the end of the semester projects and finals.

Catering Guidelines: We are contractually mandated to use Abby’s Cafeteria. Abby’s has the right of refusal for catering needs. Right of refusal process:

o Contact Abby’s with quote of optional approved vendors o If Abby’s cannot match the quote or provide a lower cost the can

provide a right of refusal o RSO can then proceed with catering from an approved vendor

(Advisor must attach written right of refusal from Abby’s to purchasing paperwork)

Abby’s contacts: Reff Rojas Catering Manager [email protected] Yolanda Minix Abby’s Manager [email protected]

Food: Meetings and Events In accordance with LSCS purchasing guideline when food is provided at meetings and events from a catering company or restaurant a list of students and employees present names and ID’s must be included on the advisors expense report.

LSCS Pcard & T&E Card Training PowerPoint


RSO BUDGETS

Before an organization receives an RSO Budget (requests made March of every semester a budget proposal form and tier selection should be completed)

TIER SYSTEM

The Office of Student Life understands that student organizations are not alike. With varying degrees of activity level, resources needed, and support Student Life has created a Tier System first implemented in 2016 – 2017.

Three Tiered Model

Tier 3:

Characteristics • Does not rely on Student Life for funding • Low level activity • Housed under an Academic/Student Success department

Requirements/Privileges

• Attend Student Life leadership workshops and RSO training sessions • Properly register with the Student Life Office (Tier 1 registration is abbreviated) • Submit an organization roster September/February respectively • A listing on the Student Life website

Tier 2:

Characteristics • Is partially supported by Student Life for Funding (membership dues and

fundraising are seen as positive funding sources) • Relies on Student Life for meeting space, event space, event planning support

and advisement • Has a mid to high level of campus activity involvement (programs, activities,

visibility, etc.) Requirements/Privileges

• Attend Student Life leadership workshops and RSO training sessions • Attend Involvement Fairs, and (2) College Events per semester • Submit a budget proposal request form March of every year • Opportunity participate Leadership Retreat • Properly register with the Student Life Office


• Has access to Student Life marketing/advertising support • Submit an organization roster September/February respectively

Tier 1:

Characteristics

• Is supported by Student Life for funding (membership dues and fundraising are seen as positive funding sources)

• Relies on Student Life for all organization activities • Has a high level of campus involvement (programs, meetings, activities,

performances, etc.) Requirements/Privileges

• Attend Student Life leadership workshops and RSO training sessions • Attend Involvement Fairs, and (2) college sponsored events per semester • Submit a budget proposal request form March of every year • Properly register with the Student Life Office • Complete an end of the year review with Advisor • Has access to Student Life marketing/advertisement support

GENERAL BUDGET INFORMATION RSO budgets can be used only for RSO expenses, and all LSC purchasing guidelines and policies must be followed. RSO budgets are NOT to be used to offset departmental expenses, but rather are intended for student organizational use.

Ø Funds are not transferable from one RSO to another. Ø Funds are not transferable from accounts other than Fund 14

To review an RSO budget balance and account activity, email [email protected]

As stewards of the SAF funds, the Student Life staff will review expenses to ensure that there is no frivolous spending of SAF funds.

Funds Received from Dues/Sales/Fundraisers/etc. – RSO funds collected through dues, sales, and fundraisers are held in Fund 50 – accounts. This type of account will roll over from year to year, so RSO’s can build up funds over time. RSO’s may use revenues from Fund 50 accounts for student scholarships or to make donations to other entities, including non-profit organizations.


BUDGET ACCOUNTS

Once your allocated funds have been released it is up to the organization to decide how the funds will be divided into budgets. Deliberations should take place the 3rd week after classes start and an email request sent to the Ilse Granizo, Student Life Coordinator. Budget Accounts most commonly used by RSO’s: 14-0800-5-08000000xx-7121 Contracted Services (speaker,

inflatables, performers, etc.) 14-0800-5-08000000xx-7201 College Sponsored Travel 14-0800-5-08000000xx-7301 Misc. Supplies (event supplies, org.

supplies, promo items) 14-0800-5-08000000xx-7401 Copying and Printing (event

food/catering)

FISCAL YEAR BUDGET CLOSE DOWN PROCESS At the end of each fiscal year business functions of Lone Star College System start to close out budgets. All budgets go to zero August 31 and the new budget for the next fiscal year is created. RSO budgets do not roll over in the Fund 14 account. To support the close down process the Student Activity Fund 14 accounts are funds are pulled back into one account, the primary Student Life account to be spent on overall student initiatives, needs and functions. A spend down list includes functions that benefit all students such as: furniture for study areas, technology, overall programming supplies, etc. All remaining funds in individual student organization accounts will be transferred out of groups account and pulled back into the primary student activity account May 15 each year. All expenses and expense reports are required to be completed before May 15. A recommendation is to use the remaining funds (if the organization has fund remaining) on event supplies, promotional items, and materials for the next academic year such as items organizations requested on the Wish List. That option usually helps the organization in using their allocated FY budget for other organizational needs. A few RSO’s need funds reserved past that date for specific expenses in these instances RSO’s may submit an RSO Expenditures Deadline Extension form by May 12. Extensions will only be approved for specific expenses not for general usage. R Release of allocated funds is contingent on organization officer boards completing Student Organization and Risk Management trainings.


PURCHASING RSO’s can apply for a budget by submitting a budget proposal each March. Eligibility for funding requires RSO Tier 1 or Tier 2 status*, no record of misuse of funds, fulfillment of RSO requirements/compliance and a demonstrated need for funding. In addition SFAC decisions are based on prior year organization activities. The RSO Advisor serves as the primary purchasing agents. RSO Advisor must follow the purchasing guidelines outlined by LSCS, the Business Office and Student Life. Failure to do so will result in removal of purchasing ability and reported to the advisors direct supervisor. Misuse of RSO funding, purchasing with RSO money without completing the budget expenditures form and receiving approval with will result in a review of advisor privileges. Continued misuse of funds and/or continued lack of following LSCS, Business Office and Student Life procedures will result in the advisor being asked to step down from advisor role.

Policies

1) Student Life Approval All purchases made with RSO allocated funds must receive the approval prior to purchasing by the office of Student Life. Purchasing must be a reasonable expense for student activity fees.

(Example: Club ShoutOutLoud wants to have a water balloon event where they see who shouts the loudest from the furthest distance. They expect approximately 50 people to attend. Club ShoutOutLoud would like to spend $1,000 on water balloons equaling 10,000 water balloons. Is that a reasonable expense for 50 attendees?)

Approval Process: Ø If purchasing with event: Complete budget form in addition

to event registration form

Leo’s Tip: As an advisor it is your responsibility to make sure there are sufficient funds in the RSO budget for spending RSO money. The best way to do this is to keep a shadow budget by working with your RSO treasurer.


Ø If purchasing for non-event RSO functions: Complete budget form

2) Timely Transactions RSO’s should carry on business transactions in a timely manner and maintain prudent use of funds.

3) Itemized Receipts and Invoices Include an itemized receipt and invoice (if applicable) when completing purchases.

4) Purchases greater than $100 in the form of technology, gaming, devices, equipment, etc. must be inventoried with Student Life.

5) Purchases less than $2,500 can be paid with the advisors T & E card unless the vendor does not accept credit card payments.

Paypal, Square Credit Card readers and discount sites (Expedia, Kayak, etc.) are currently not options as methods of payment as per the LSC-University Park Business Office.


Acceptable Purchases

Supplies Supplies pertaining to items a student

organization might need such as posters, markers, books, paint, etc.

Contracted Services Services for speakers and rentals Copying and Printing Costs associated with printing posters,

fliers and color copies Catering Catering includes snacks, meals, and

beverages Travel (mileage, lodging, transportation,

conference fees, meals, etc.) A TR1 must be completed and all travel paperwork (see Travel under Advisors

manual) Promotional Items Items to promote the RSO

Non-Acceptable Purchases

Membership dues/fees (organizational, students and honorary members)

Gifts for individuals or organization members

Gifts for vendors/performers/speakers

Alcohol/tobacco Food for non-RSO related functions

Gasoline or other personal vehicle related expenses

Supplies for personal use Student Reimbursements Donations Scholarships Stipends* **When in doubt, check with Student Life.**


Food Tip Guidelines Recommended tip for individual meal: * TYPE OF SERVICE RECOMMENDED TIP AMOUNT Regular individual meal service 15% - 18% on meal only, before tax Recommended tip on group meals: * TYPE OF SERVICE DESCRIPTION OF

SERVICE RECOMMENDED TIP AMOUNT

Pick up

LSC Employee Picks Up Order from Food Vendor

No Tip

Food Delivery

Delivery person(s) drop food off in disposable containers and set it up on a table to eat right away; tip is usually for the delivery driver

$10 - $20 is reasonable regardless of the size of the order

Catering Service

Catering company employee(s) deliver and set up food, drinks, and clean up after event

10% - 15% of the overall bill to a maximum of $100

Full service catering of an event

Catering company employees set up and dress tables; deliver and serve food; provide and serve drinks; clean up after event

15% - 20% of the overall bill, which is a collective tip to be split among all catering company employees who worked the event


Amazon Purchases

GIVEAWAYS Every so often an RSO may have the funding to provide a giveaway such as promotional items or technology. If hosting a giveaway keep in mind:

1) A gift card request form* must be completed prior to the giveaway and signed by:

a. The Program Manager of Student Life and Director of the Business Office

b. Student Names and ID’s included on the form c. Advisors should include gift card request form in their expense report

2) Giveaways other than gift card and bulk promotional items: a. A prior written approval by the Program Manager of Student Life

Making a purchase from Amazon.com can be convenient; but, remember to consider the following:

� How much will it cost to ship the item(s)? Is this something that you can purchase locally and avoid shipping costs? � How long will it take to receive? (Be aware - there are foreign vendors selling on Amazon.com; is the shipment going to

have to go through customs?) � Are you sure you are getting the best value? Shop around. Check out our local vendors.

LSC Purchases are Tax Exempt

The P-Card Department has step-by-step instructions (attached to this email) on how to set up an Amazon.com account so that your LSC purchases will be tax exempt.

LSC Corporate Account with Amazon

The LSC Purchasing Department is currently working on the possibility of setting up a business account for LSC with Amazon. Amazon Prime Membership

Lone Star College does not pay for Amazon Prime Memberships.



b. Student Names and ID’s c. Advisors include approval and student names and ID’s in expense report

3) If an organization is hosting the giveaway an active member of the organization cannot enter the drawing, raffle, or win the giveaway. If this occurs Student Life will review a conflict of interest.

4) Students have up to 3 months to redeem their giveaway. If the giveaway is not redeemed in 3 months the item can be resubmitted into another giveaway by the RSO or to the general student body.

5) Giveaways are different than raffles. A giveaway is an item to be “given away” a raffle is conducted to retrieve a monetary or item of value in its place. An organization cannot charge for a giveaway with items purchased from the Fund 14 account. If wishing to raise funds by conducting a raffle please review Fund 50 guidelines.

Due to a conflict of interest a known member of the organization hosting a giveaway, fundraiser or raffle cannot enter the drawing or win the giveaway, fundraiser or raffle.



FUNDRAISING RSO’s are encouraged to fundraise. Fundraising helps organization members gain valuable skills, helps offset organization expenses and fund various projects and activities. *Fundraising guidelines:

§ Only registered student organizations are allowed to fundraise. § Fundraising gifts/prizes cannot be purchased out of the Fund 14 account. § Organizations must complete the event registration form. § An advisor must be present during all fundraising activities. § On and off-campus fundraisers cannot violate college or state policies and

cannot involve the use of alcohol/drugs. § Student organizations must be careful not to compete with other fundraisers.

Only one fundraiser is allowed per day. Requests for fundraisers will come on first come, first served basis.

Upon receipt of monies, student organizations will:

1. Deposit funds within three days directly to the Business Office located on the 8th floor of Building 13 in the Administration suite.

2. The Business Office will provide a receipt upon request. 3. If you request a receipt, maintain a copy of receipt for student organization

records. If a Fund 50 account remains inactive for more than two (2) years, Student Life will move the funds into an approve student activity active account. Student Life will not be responsible for any financial obligations incurred by the student organization. The student organization and the advisor are responsible. *ENACTED BY THE LEGISLATURE OF THE STATE OF TEXAS: SECTION 1. Section 51.321, Tax Code, is amended to read as follows: Sec. 5 Sec. 51.321. UNIVERSITY AND COLLEGE STUDENT ORGANIZATIONS. A taxable item sold by a qualified student organization and for which the sales price is $5,000 or less, is exempted from the taxes imposed by Subchapter C, except that a taxable item manufactured by or donated to the organization is exempt from the taxes imposed by Subchapter C regardless of sales price unless sold to the donor, if the student organization: (1) sells the item at a sale that may last for one day only and the primary purpose of which is to raise funds for the organization; and (2) holds not more than one sale described by Subdivision (1) each month for which an exemption is claimed for


an item sold. 19 (b) In each calendar year, the first $5,000 of a qualified student organization's total receipts from sales of taxable items not otherwise exempt under Subsection (a) is exempt from the taxes imposed by Subchapter C. (c) ) A student organization qualifies for the exemptions under Subsections (a) and (b) if the student organization: (1) is affiliated with an institution of higher education as defined by Section 61.003, Education Code, or a private or independent college or university that is located in this state and that is accredited by a recognized accrediting agency under Section 61.003, Education Code; (2) has as its primary purpose a purpose other than engaging in business or performing an activity designed to make a profit; and (3) files a certification with the comptroller as required by Subsection (d). (d) A student organization must file with the comptroller a certification issued by the institution, college, or university described in Subsection (c)(1) showing that the organization is affiliated with the institution, college, or university. (e) The storage, use, or consumption of a taxable item acquired tax-free under this section is exempted from the use tax imposed by Subchapter D until the item is resold or subsequently transferred. SECTION 2. (a) This Act takes effect October 1, 2001. (b) The change in law made by this Act does not affect taxes imposed before the effective date of this Act, and the law in effect before the effective date of this Act is continued in effect for purposes of liability for and collection of those taxes. (c) For purposes of application of Section 151.321(b), Tax Code, as added by this Act, to the 2001 calendar year, the period beginning October 1, 2001, and ending December 31, 2001, is treated as a calendar year. RAFFLES The following are the guidelines for hosting a raffle or selling raffle tickets on campus: • The raffle drawing must be a public event and a non-member of the club must complete the actual selection of the winning ticket. • Raffles cannot extend beyond a 30-day period. • The tickets must be numbered and the prizes must be listed on the tickets. • In addition to the above guidelines, the item(s) being raffled must be in the organization’s possession prior to tickets being sold. Student Life will validate possession as needed. • The date/time of the drawing must be on the raffle ticket. A copy must be on file with Student Life. • Raffle drawings cannot be extended for any reason beyond a natural disaster. In the event of a natural disaster, the drawing will be rescheduled for the first available business day following said disaster. • Omission of any of the above guidelines will result in cancellation of the raffle, at which time all money must be returned to ticket holders.


TAX EXEMPT Always attempt to ensure your purchase is tax exempt. A certificate is available on the Student Life website. If you cannot get tax exempt you must show a good faith effort that you did when completing your expense report.



RSO ADVISOR – Purchasing RSO Advisors are the primary purchasers for student organizations. Student Life can purchase items for student organizations but only on rare occasions (ex: advisor is out attending a conference, sick leave, etc.) Becoming a Purchaser with LSCS Purchasing Process

Ø Submit paperwork for a permanent T & E card. Advisor will need signature of direct supervisor

Ø Submit paperwork to the Business Office Ø Sign purchasing agreement with the Business Office. Student Life also has a

policy within the advisor agreement regarding purchasing responsibilities. Ø Complete LSCS Pcard & T&E card training. Self-paced training can be accessed

via MyWorkshops o It is the advisors responsibility to become knowledgeable of purchasing

procedures and guidelines. Ø Set up a meeting with the Business Office, DOM, or Student Life Coordinator to

walk through how to create an expense report and travel authorization. Ø Student Life Coordinator will provide you with the organizations budget code.



LSCS Student Life does not allow organizations to have personal bank accounts.

EXPENSE REPORTS

When completing an expense report for a student activity fee supported organization please be mindful of additional information needed:

1. Approved Budget Expense Form 2. If catering provided: list of names in attendance 3. Itemized Receipts 4. Separate expense report for every event/meeting

*Complete all expense reports within 10 days of purchase

TYPES OF PAYMENTS Travel & Expense (T&E) Card

1) The most common form of payment for student organizations is the T & E card (purchases up to $2,500)

2) T&E cards are used as a credit card.



Contract (Agreements) To process a simple contract:

1. After confirming budget and receiving a quote or proposed invoice from the approved vendor email the Coordinator of Student Life to initiative a contract (agreement).

2. The Coordinator will work with you to complete the top section of the contract, including fee amount and details of the program.

3. The Coordinator will facilitate the review request and approvals from the Vice-President of Student Success and Vice-President of Administrative Services.

4. Once you receive the electronic copy of the document with LSCS signatures send the document with instructions to the agent or artist/performer to complete the performers section and needed signatures. Instruct the artist to email the completed, signed contract back to the organization advisor. Communicate that a hard copy will be mailed for original signatures.



5. Once you receive the completed (signed) document from the agent or artist/performer submit signed contract to the Office of Student Life Coordinator at six weeks prior to the date of the function.

6. The organization should send a copy of the fully executed agreement to the agent or artist.

7. A copy of the fully executed contract and invoice will need to be sent to the Coordinator if check requisition payment is to be made.

The contract process is an extended process and should be initiated at least 6 weeks prior to the function.

Requisition/PO A requisition must be completed for payments over $2,500 or payments that require a contract

1. Obtain an invoice from the vendor. The vendor must be a LSCS approved vendor.

2. Using the invoice Student Life creates the requisition. (Please complete the contract steps first if a contract is involved.)

It is the vendors responsibility to go into the system and accept the requisition. Often delay of payment is due to the vendor not going into the system. At the point of the requisition being submitted all processes are completed by LSC system office Accounts Payable, not Student Life. VENDORS/PERFORMERS/SPEAKERS RSO’s often reach out to companies for inflatables, performers and speakers for events. When reaching out to a vendor the following guidelines are in place:

1) Check that the company is an approved vendor with LSCS. Student Life can look into the approved vendor list to verify.

2) If the company is an approved vendor submit a completed agreement (contract) to Student Life to review and process for signatures. *An RSO member nor advisor must never sign a contract. There are only two administrators that are approved contract signees for LSC-University Park.

3) If the purchase is below $2,500 and the vendor accepts T&E card the advisor can use that payment form. If the purchase is > $2,500 a requisition must be submitted.


a. Requisition Process i. Submit invoice, approved vendor contact information and copy of

signed agreement (contract) to Student Life to process the requisition. To ensure timely payments a requisition should be submitted 6 weeks in advance.

1. The vendor is responsible for submitting two copies of an invoice to Purchasing and Student Life as well as accepting the requisition.

2. For an update on the requisition process or any questions during a requisition please contact the Business Office or Accounts Payable directly.

Although situations may arise where a student is willing to make a purchase for the RSO. Lone Star College University Park does not allow students to be reimbursed therefore it is encouraged that advisors make all purchases for the RSO.


College Sponsored Student Travel *The following guidelines are for domestic travel only.

Traveling to a sponsored conference, group outing or off-campus organization event is an excellent way to build upon professional skills and personal development.* A trip is a great learning experience however several guidelines must be followed and student organization advisor is responsible for the overall conduct of the members.*

§ Students must be members of the RSO. They must have a 2.0 minimum GPA. § Advisors must accompany the students on the trip. § Student organizations should act in a manner that upholds the integrity and

character of the college. If necessary appropriate disciplinary action will be taken regarding irresponsible behavior.

§ When considering a college sponsored student travel please review the following.

§ All college sponsored student travel must be pre-approved. § Travel expenses funded by Fund 14 must request travel funding from SFAC.

Please set up a meeting with the Coordinator for Student Life prior to making travel arrangements or processing paperwork when you go on your first college sponsored student trip. If travel is LESS than 25 miles – Required:

1) Submit a Request for Student Travel (form can be found on Student Life website)

After travel approval has been received: 2) If using RSO budget complete Pre-Travel Travel Authorization (TA1) and

Post-Travel Travel Authorization (TA2) Optional:

1) Student Emergency Contact form 2) Time Away form (independent travel)

*Specific trips less than 25 miles will require a participant release agreement such as soccer club and Great Outdoors Club travel. Student Life will inform the organization if the release form is needed. Board Policy VI.D.1.03 Non-Academic Student Travel Students complete and submit Necessary Student Travel Paperwork at least five working days before the Non-Academic Student Travel. Commercial airlines, College-owned, -rented, or -leased vehicles, and commercial vehicles are approved transportation modes for Non-Academic Student Travel under this policy.


If travel is GREATER than 25 miles – Required:

1) Submit a Request for Student Travel (form can be found on Student Life website)

2) Submit Trip Plan and Trip Roster Wait for travel approval. After approval has been received:

3) Submit Participant Release Agreement (each individual student completes an agreement)

4) Email completed Trip Plan and Trip Roster and Participant Release Agreement via email to Student Life and the Office of Risk Management ([email protected])

5) If using RSO budget complete Pre-Travel Travel Authorization (TA1) and Post-Travel Travel Authorization (TA2)

Optional: 1) Student Emergency Contact form 2) Time Away form (Independent travel)

Transportation Options: Transportation can only be in a college owned, leased or rented vehicle. RSO Advisors cannot transport students in their own vehicles. * Board Policy: *VI.D.1.03 Non-Academic Student Travel Students complete and submit Necessary Student Travel Paperwork at least five working days before the Non-Academic Student Travel. Commercial airlines, College-owned, -rented, or -leased vehicles, and commercial vehicles are approved transportation modes for Non-Academic Student Travel under this policy. (a) College-provided Transportation. A driver transporting students in College-owned, -leased, or -rented vehicles must meet the following qualifications: (a) be a College employee approved by the Chief Student Services Officer, (b) have a valid driver’s license appropriate for the vehicle being driven, and (c) have a satisfactory driving record. The driver must also ensure that passenger numbers do not exceed the vehicle’s designated passenger capacity—each passenger must be secured by a seat belt. A driver must not drive for more than three consecutive hours without taking a 15-minute break from driving. A driver may not read emails or text messages while driving students. A driver must obey all safety procedures and traffic laws

Leo’s Tip: A rental car requires the approval of the college president. When submitting a request for a rental car includes: the signed approved Request for Student Travel and the Trip Plan and Trip Roster. Include in the email the Student Life Manager, Coordinator and Vice-President for Student Success. Keep the College President’s email. It will need to be included when on your expense report after the college sponsored student travel.


BUS CHARTERING AND TRANSPORTATION SERVICES PURCHASING PROCESS

Purchase such services through the HCDE Choice Partners Cooperative by following the attached link http://www.choicepartners.org/vendors.php from the below vendors under “Bus Service” on the co-op list of vendors:

A.AFC Transportation, Contract: 12/001LB-01: Motor Coach & Other (to 4/20/2020B.Goodman Buss Services, Contract 15/008KC-03: School Buses (to 4/20/2020)

Check the Choice Partners information periodically to ensure it remains current as contracts expire and get renewed with a new contract number. The cooperative name, vendor contract number and expiration date must be listed in the Comments section of “Review & Submit” step with “Justification” selected on all requisitions for these services.

You may contact the Commodity Manager, Matthew Glidden at 832-813-6532 or [email protected] if you have any questions regarding this process.

Ø RENTAL CAR PURCHASING PROCESS

o Check that advisor is an authorized driver with LSCS. If not complete request to become an authorized driver form located on the Office of Risk Management website: http://www.lonestar.edu/DriverAuthorizationApproval.htm

o Receive email approval from President of LSC-University Park please include in request:

§ Signed approval for Student Travel Form § Trip Plan and Trip Roster form § Destination, purpose, number of students attending


o Follow rental car guidelines: http://www.lonestar.edu/RentalVehicleInformation.htm

Can students drive themselves? Students can drive themselves to a college sponsored travel trip although they must complete an independent travel form and the advisor must provide a map of the destination location. The advisor cannot arrange travel if all students are traveling independently. LSCS is not responsible for the students’ car or persons in the vehicle. Students cannot be reimbursed for mileage.

Leo’s Tip: Keep a copy of College President’s email approval for rental car. A copy of the email will need to be included in expense report.


Section VI.D.1. Non-Academic Student Travel Procedures Page 1 of 14

Section VI.D. Student Welfare and Rights Section VI.D.1. Non-Academic Student Travel Chancellor’s Procedures These Chancellor’s Procedures supplement and clarify Section VI.D.1. of the Lone Star College District Policy Manual last revised by the Board of Trustees on February 2, 2017—setting out the College’s policies regarding student welfare and rights—specifically, those regarding non-academic student travel.

The Policy Manual controls when a conflict arises between it and the procedures below. These procedures were last updated on June 26, 2017. The notice and comment period was open online to the public from March 7, 2017 to April 6, 2017.

The College provides equal opportunities to all students participating in courses, activities, and programs regardless of race, color, sex, age, sexual orientation, gender identity, gender expression, religion, disability, veteran status, or any other protected status.

Non-Academic Student Travel means travel that meets all three conditions:

1. The travel must be farther than 25 miles from the closest Lone Star college campus or satellite center to the final destination.1

2. The travel is not directed by an instructional employee to achieve an academic objective.

3. Either (a) the College funds the travel and uses a college-owned or –leased vehicle or (b) a college-registered student organization requires the travel.

Travel that does not meet all three of these conditions is not considered Non-Academic Student Travel and Section VI.D.1. of the Lone Star College Policy Manual and these corresponding Chancellor’s Procedures do not apply. 1. Guidelines for Student Domestic Travel, Drivers, & Vehicle Use. Faculty and staff entrusted with traveling with students, or planning independent travel for students, should appreciate the responsibility this creates for themselves and for the College. Planning student travel is therefore a serious endeavor to ensure that a trip runs smoothly, follows the College’s policies and procedures, and minimizes the risks inherent in group travel for students, faculty, staff, and the College. Non-Academic Student Travel may be independent of a chaperone (e.g., a self-guided trip to a run in a 5K in Austin) or it may be chaperoned (e.g., a group trip to the state basketball championship in Austin). Once involved, chaperones have responsibilities under these procedures. Non-chaperoned trips are too fact specific to attempt at this time to lay out any meaningful guidance. Chancellor Cabinet Members remain ultimately responsible to the College for any such travel initiated in their respective areas and should therefore create guidelines that protect the College, students, employees, and the community. The balance of this subsection regards group, not individual, travel.

1 See attached Image 1.



a. At least one chaperone must be present and available for the entire group trip’s duration and every effort should be made to have one chaperone for every 15

students. All authorized group non-academic student domestic travel requires the

presence of one chaperone who ideally is also a Student Organization Advisor (SOA),

but at a minimum must be a College employee.3

b. The chaperone requesting approval for student non-academic travel will need to

complete Travel Request Form 1 (TR1) at least four weeks before the requested trip

is scheduled to begin. The completed TR1 must be turned in to the Student Life

Program Manager at the campus sponsoring the student travel. The Student Life

department is responsible for securing the necessary authorizations from its college’s Chief Student Services Officer and the Vice President of Administrative Services. The

Student Life department will notify the requesting SOA whether the trip was

approved or denied as expeditiously as possible (this notification responsibility does

not necessarily empower the Student Life department to accept or reject proposals).

Requesting chaperones should expend no money or make any representations

regarding the trip to third-parties until the Student Life department/Vice President

of Student Services notifies the requesting chaperone that the trip has been approved.

The approval must be resubmitted to the Student Life department at least 5 working

days before the trip’s scheduled date.

c. The chaperone requesting approval must set up Travel Authorization in iStar if using

a LSCS T&E Card (Travel and Expense Card). The chaperone should log in to iStar and

follow the following path: Self-Service — Travel and Expense Center — Travel

Authorization — Create. The chaperone should use the club or organization’s budget number (or whatever budget code is paying for the trip). The submitting chaperone’s supervisor must then approve the Travel Authorization Request. The Travel

Authorization Request must be submitted to iStar within 5 working days of receiving

notification of approval from the Student Life department.

d. The chaperone requesting approval for student domestic travel will also need to

complete Travel Request Form 2 (TR2) which is Trip Plan and Trip Roster Combined

Form. The TR2 must also be turned in to the Student Life department on campus and

at least 5 working days before the trip’s scheduled date.

e. The chaperone requesting approval shall also be responsible for ensuring that each

participating student complete and sign Travel Request Form 3 (TR3), which is the

Participant Release and Indemnification Agreement. Experience shows that it is best

if the chaperone requesting approval completes as many details about the trip on the

3 See VI.D.13.02(c) (“Student Organization Advisor means a person who (1) serves in an advisory capacity to a student organization and its members, (2) has aged at least 21 years, (3) is not a student at the College, and

(4) is the College’s full-time employee or a part-time employee expressly authorized by a college president to

serve in the appointed, volunteer capacity.”).



form as they can before distributing the form to students to complete and sign. The TR3 must also be turned in to the Student Life department on campus and at least 5 working days before the trip’s scheduled date.

f. The chaperone requesting approval shall also be responsible for informing students that elect to drive themselves to the destination of the student’s responsibility to complete Travel Request Form 4 (TR4) which is a Student Travel Waiver and Hold Harmless Agreement. Please note that if no students elect to drive themselves, no need exists for completing TR4. Conversely, chaperones should not coordinate or aid students’ carpooling decisions, nor should chaperones—or any employee—ride in, or drive, personal cars with students regardless of who owns the personal car. Chaperones should, however, provide any student driving himself or herself with directions to the intended destination.

g. The chaperone requesting approval shall also be responsible for ensuring that expenses on the trip are paid with an LSCS T&E Card (or ProCard if the employee does not have an LSCS T&E Card). If no chaperone going on the trip has either a T&E Card or ProCard, the chaperone going on the trip must apply for a temporary T&E Card. The forms for requesting a temporary T&E card to spend Student Life funds must be picked up from the Student Life Office on each campus.

h. The chaperone requesting approval shall also reconcile expenses associated with the trip on iStar and through the Trip Authorization procedure.

i. The chaperone on the trip is responsible for completing Travel Form 5 (TF5), which is also titled “Incident Report” if a medical, vehicular, or behavioral issue arises during the trip involving a student.

j. The chaperone requesting approval shall submit the Approval of College Sponsored Student Travel, the Trip Plan, and the Trip Roster to his or her Student Life department. The Student Life Office shall in turn register the trip with the College’s Office of Risk Management (ORM) by doing the following.

i. Scanning Forms TR1, TR2, and TR3 and saving it as one PDF file.

ii. Naming the PDF in the following convention: YYYYMMDD-CC-GROUP-

DESTINATION-EMPLOYEE-LAST NAME, FIRST INITIAL a. YYYYMMDD = date of trip’s departure. b. CC: campus (i.e., NH, K, T, M, CF, or UP). c. Group: Music, Band, Geology, etc. d. Destination: Austin, Dallas, Washington. e. Last Name, First, Initial



2. Authorized Driver (AD) Responsibilities. All college employees are forbidden from riding in, or driving, personal vehicles with students during Student Non-Academic Travel trips. Therefore, faculty and staff can only ever be ADs in college-provided transportation. The Policy Manual defines college-provided transportation as an AD transporting students in college-owned, -leased, or -rented vehicles. Along that vein, an AD is (1) a college employee approved by the Office of Risk Management (ORM), (2) that has a valid driver’s license for the type of vehicle being driven, and (3) that has a satisfactory driving record. Only an AD may drive College-owned, -leased, or -rented vehicles.

The College purchases coverage for third-party bodily injury and property damage liability, including collision and comprehensive physical damage insurance, for vehicles it owns or leases. The liability coverage will provide defense (legal costs) and indemnity (damages that are assessed against ADs) if you were engaged in travel that is directly related to your college duties subject to the terms, limits, and conditions of the policy contract.

The same policy provides third-party bodily injury and property damage liability coverage for vehicles rented by the College’s employees to conduct the College’s business. The College’s automobile insurance policy provides liability coverage for rental vehicles, subject to the terms, limits, and conditions of the policy contract.

When an employee is driving his or her own vehicle on the College’s business, the College’s automobile insurance policy provides additional liability protection, which is excess of the liability limit of the employee’s personal insurance policy, subject to the terms, limits, and conditions of the policy contract. The College’s policy does not provide physical damage insurance for employee-owned vehicles.

a. Becoming an Authorized Driver. An employee wishing to become an AD must contact the Officer of Risk Management (ORM) and submit all required documents. ORM evaluates required documents and, if approved, adds the individual’s name to the Authorized Driver list. ORM’s evaluation must include review of the individual’s Driving Record. ORM ensures ADs have a valid driver’s license and are approved and authorized to drive all vehicles in the class for which that license is issued. Texas Class A, B, C, and M driver licenses are issued to individuals who are exempt from obtaining a commercial driver license (CDL) or who are not required to obtain a CDL. Individuals who hold a valid CDL may drive all vehicles in the class for which that license is issued, or a lesser class, including their personal vehicle. However, this does not include a motorcycle or moped.

b. Having a satisfactory driving record. ORM cannot authorize a driver to be an AD

that has a then-currently suspended driver’s license, a suspended driver’s license within the prior three years, or a revoked driver’s license within the prior three years. Similarly, ORM cannot authorize a driver to be an AD if the proposed AD has any of the following violations on his or her Driver Record: x Driving while intoxicated



x Driving under the influence of drugs

x Negligent homicide resulting from the use of a motor vehicle

x Operating a motor vehicle during a period of suspension or revocation of an

operator’s license

x Using a motor vehicle during the commission of a felony

x Aggravated assault with a motor vehicle

x Operating a motor vehicle without the owner’s authorization

x Permitting an unlicensed person to drive

x Reckless driving

x Participation in speeding contests or illegal drag racing

x Hit and run (bodily injury and physical damage) driving

ORM also cannot authorize a driver to be an AD that has any two or more accidents

or moving violations within the prior three years (excluding the moving violations

referenced in the bullet points above which by themselves make a would-be AD

ineligible.).

c. Renting Vehicles (Cars and Vans). ADs wishing to rent vehicles for college-

sponsored transportation should review the detailed information found in

Administration & Finance Operations Manual’s Forms. ADs wishing to rent vehicles

for college-sponsored transportation must be at least 25 years of age, must possess a

valid driver’s license for the vehicle being rented, and must rent the vehicle through

the Texas State Travel Management Program (STMP).

College faculty and staff are not to transport students in their personal vehicles or to

organize student carpooling for travel to off-campus locations. As a general rule, any

transportation of students must be reported on the “College Sponsored Student Travel” form TR1 and approved by your supervisor prior to the commencement of a

trip away from campus.

d. Renting Charter Buses. ADs, SOAs, and chaperones wishing to rent charter buses

should contact the Purchasing Department at System Office for current information

on bus charters, rates, approved bus companies, and the Bus Charter Agreement.

e. Booking air travel. All air travel for students must be booked by the Student Life

department. Student travel arrangements usually flow smoother if the best flights are

researched in advance of requesting official booking by the Student Life department.

Student Life employees will need the following for all students: (1) name as it appears

on government issued identification (e.g., driver’s license), gender, and date of birth.

Students may also request a seat preference, but are not necessarily entitled to that

preference.

f. Reporting Accidents and Collisions. ADs and SOAs should contact their campus Vice

President of Instruction and the College’s Director of Risk Management to begin the


A travel authorization (TA) is completed after a signed approval for college sponsored travel form has been received.


STUDENT FEE ADVISORY COMMITTEE & BUDGET REQUEST PROCESS (SFAC) Instructions for RSO Budget Requests 1. Read the Student Activity Budget Expense Explanation to become familiarized with the terms. 2. At least one student and one advisor for each RSO are strongly recommended to attend a Budget Workshop. The Budget Workshops are designed to help students and advisors understand the RSO budgeting process and to give them the opportunity to ask questions. Budget Workshop dates will be announced by Student Life. 3. Complete the RSO Budget Request Form and attach a scanned copy of a current RSO roster by March 15 (or next business day). Budgets submitted after this date will not be considered for funding. The RSO Budget Request Form will be emailed to all RSO advisors on January 30 (or next business day). In order for budget requests to be considered, all requests must be completed on the designated RSO Budget Request Form. No exceptions will be made. All requests must be typed. 4. All RSOs will be required to present their Budget Request to the Student Activity Fee Advisory Committee. An email will be sent to all RSO advisors and presidents with the available dates and times. Please note that Budget Request Presentations are mandatory. 5. Present your RSO budget request to the Student Activity Fee Advisory Committee. During this presentation, it is requested that at least one student representative conduct the presentation. Advisors and other members are welcome to attend the presentation. 6.All RSO advisors who submitted a budget request will receive an email with the approved allocation from their request. The results of budget requests will arrive typically at the end of August/early September. No spending will be allowed until September 1. Once all RSO advisors have received the results of their budget requests, an email will be sent to all advisors disclosing all allocated amounts for all registered student organizations for the academic year.


MODEL STUDENT ACTIVITY FEE ALLOCATION COMMITTEE

Statement of Purpose The intent of the Student Activity Fee Allocation Committee shall be to recommend fair and equitable allocations of the Student Activity Fee to the Lone Star College-University Park President. The committee shall also encourage groups to spend this money efficiently and in such a way as to provide the greatest benefit to the diverse interests of the student body at Lone Star College-University Park. Furthermore, the Student Activity Fee Allocation Committee shall serve in an advisory capacity to the student body in regard to the allocation process of the Student Activity Fee. Student Life does not serve on the SFAC Committee, the Program Manager serves as an advisory capacity only.

PRESIDENT OF LONE STAR COLLEGE – UNIVERSITY PARK FINAL APPROVAL

VICE PRESIDENT OF STUDENT SUCCESS LSC – UNIVERSITY PARK APPROVAL

STUDENT ACTIVITY FEE ALLOCATION COMMITTEE REVIEWS BUDGET PROPOSALS AND SUBMITS RECOMMENDATIONS

STUDENT LIFE LONE STAR COLLEGE – UNIVERSITY PARK COMMUNICATES WITH RSO’S AND SUBMITS BUDGET PROPOSALS

REGISTERED STUDENT ORGANIZATIONS LSC – UNIVERSITY PARK SEEKING STUDENT ACTIVITY FEE ALLOCATIONS


Student Activity Fee Funding Policies and Procedures I. Eligibility Criteria for Organizations Applying For Funds

a. a. All RSOs submitting requests for funding must be currently registered with Student Life, completed all required training including Risk Management, and Advisor Trainings.

II. Regulations and Laws a. All federal, state and local laws must be adhered to with regard to the

expenditure of student activity funds. b. Texas Education Code Sec. 54.5031

i. A student fee advisory committee is established at each institution of higher education except The University of Texas at Austin and the institutions of The Texas A&M University System to advise the governing board and administration of the institution on the type, amount, and expenditure of compulsory fees for student services under Section 54.503 of this code.

c. Student Fee Advisory Committee: Sec. 54.5031 i. Each committee is composed of the following nine members:

1. Five student members who are enrolled for not less than six semester credit hours at the institution and who are representative of all students enrolled at the institution, selected under Subsection a of this section; and

2. Four members who are representative of the entire institution, appointed by the president of the institution.

3. If the institution has a student government, the student government shall appoint three students to serve two-year terms on the committee and two students to serve one-year terms on the committee. If the institution does not have a student government, the students enrolled at the institution shall elect three students to serve two-year terms on the committee and two students to serve one-year terms on the committee. A candidate for a position on the committee must designate whether the position is for a one year or two-year term.

4. A student member of the committee who withdraws from the institution must resign from the committee.

5. A vacancy in an appointive position on the committee shall be filled for the unexpired portion of the term in the same manner as the original appointment. A vacancy in an elective position on the committee shall be filled for the unexpired portion of the term by appointment by the president of the institution.

d. Committee Responsibilities: Sec. 54.5031 i. The committee shall:

1. Study the type, amount, and expenditure of a compulsory fee under Section 54.503 of this code; and


2. Meet with appropriate administrators of the institution, submit a written report on the study under a Subdivision of this subsection, and recommend the type, amount, and expenditure of a compulsory fee to be charged for the next academic year. 3. Before recommending the student fee budget to the governing board of the institution, the president of the institution shall consider the report and recommendations of the committee. If the president's recommendations to the governing board are substantially different from the committee's recommendations to the president, the administration of the institution shall notify the committee not later than the last date on which the committee may request an appearance at the board meeting. On request of a member of the committee, the administration of the institution shall provide the member with a written report of the president's recommendations to the board.

e. Student Fee Advisory Committee Meetings Open To Public: Sec. 54.5033 i. A student fee advisory committee established under this chapter shall

conduct meetings at which a quorum is present in a manner that is open to the public and in accordance with procedures prescribed by the president of the institution.

ii. The procedures prescribed by the president must: 1. Provide for notice of the date, hour, place, and subject of the

meeting at least 72 hours before the meeting is convened; and 2. Require that the notice be: a. posted on the Internet; and b.

Published in a student newspaper of the institution, if an issue of the newspaper is published between the time of the Internet posting and the time of the meeting.

3. The final recommendations made by a student fee advisory committee must be recorded and made public.

f. All Lone Star College System policies must be adhered to with regard to the expenditure of student activity funds. III. Approved Usage for Student Activity Fees

a. Allowed Expenditures: i. Recreational Activities ii. Intercollegiate Athletics iii. Intramural Activities iv. Artist and Lecture Series v. Cultural Entertainment

vi. Debating and Oratorical Activities vii. Student Organizations viii. Student Publications ix. Student Government


x. Student Transportation xi. New Student Activity Initiatives xii. Student Activities and Services Approved by the System xiii. Fitness Center xiv. Scholarships Directly Related to Activities xv. Salaries/Office Support of Student Life Staff

b. Expenditures Not Allowed: i. Alumni Organizations ii. Medical Services iii. Child Care iv. “Seed” Money for Student Organizations v. General Academic Scholarships vi. Instruction/Academic Courses or Programming

IV. Budget Requests

a. RSO Budget Request Procedures for Student Activity Fees i. All registered student organizations must submit requests on the standard budget request template emailed to all RSO advisors. ii. Budget requests must be electronically submitted to Student Life on or before the posted deadline. iii. All budget requests must meet the standards of the described format to be considered by the Student Fee Advisory Committee. iv. Once all budget requests are submitted, RSO’s will be notified of potential dates to present their budget requests to the Student Activity Fee Allocation Committee. v. Each RSO will be required to present their budget request directly to the Student Fee Advisory Committee. vi. Each RSO must have a minimum of one student member and a maximum of two student members present their budget request to the Student Fee Advisory Committee. Advisors are allowed to attend and help presented, but Advisors cannot present the entire budget request.

V. Student Activity Fee Advisory Committee Recommendations a. After the committee deliberates, recommendations will be forwarded to the VPSS and then the President of Lone Star College-University Park for review and final approval. b. Factors, which may be considered by the Student Fee Allocation Committee

i. The purposes or goals of the activities of the organization. ii. The relatedness of the organization’s goals to the mission of Lone Star

College-University Park. iii. The relatedness of the organization’s goals to the student activity fee. iv. Previous adherence to expectations, policies and procedures set by the

Lone Star College System.


v. The prior success of the organization in relation to planned programs and activities. c. Factors, which may not be considered by the Student Fee Allocation Committee

i. The amount of funds RSOs have received in previous years. ii. The amount of time RSOs have received funding.

VI. New Student Organization Funding a. Student Life will request from the allocations committee $300 for all new

RSOs from the reserve account for use during the fiscal year that they were approved pending the completion of all training and requirements set forth by Student Life.

VII. Appeals a. An RSO may appeal their final budget allocation within ten weekdays (not including holidays) of the receipt of their final budget allocation from Student Life. b. The appeal must be submitted electronically to the Student Life Program Manager and must be a detailed account for justifying why additional funds should be awarded. The Program Manager will then log the appeal and submit the appeal to the Student Fee Advisory Committee Chair for distribution to the Committee, the VPSS, and the President for approval. c. Once the appeal has been reviewed and deliberated, a decision from the Committee and an approval from the VPSS and President will be sent to the Student Life Program Manager to deliver to the registered student organization. All decisions as a result of the appeals process are final.

VIII. Requirements for Usage of Allocated Funds

a. In order for an RSO to be eligible to use approved funds the following must be completed: i. All RSO registration paperwork (i.e., registration form, club roster, advisor agreement, hazing laws etc.)

ii. Two students (holding officer level positions) must attend RSO training iii. Each RSO advisor and two students must complete Risk Management Training.

1. Each RSO advisor or RSO President is required to distribute the training to current members, and submit verification of the Risk Management Member Training. iv. Each RSO advisor must complete RSO Advisor Training.

IX. Movement of Funds a. Once funds are allocated and approved, all requests for the movement of funds must be presented to Student Life.

X. Year‐end Accounts a. Policy

i. All allocated funds not spent by commencement will be returned to the LSC-University Park Student Life budget.


Excerpts for this handbook have been taken from:

Lone Star College System Board Policy Lone Star College System Pcard & T&E Card Training PowerPoint Lone Star College System Business Support Services Site Page

Texas State Education Code Lone Star College System Risk Management

National Association for Campus Activities Journal

We wish your organizations the best!

REGISTERED(STUDENT(ORGANIZATION( … Advisor...College, and (4) is the College’s full-time...

Documents

Transcript of REGISTERED(STUDENT(ORGANIZATION( … Advisor...College, and (4) is the College’s full-time...