20092010 Student Organization Orientation Brought to you in part by: Office of Student Involvement,

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2009-2010 Student OrganizationOrientationBrough
t to you in part by Office of Student
Involvement, Knights of the RoundTable, and
Student Government Association
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Office of Student Involvementwww.GetInvolvedUCF
.com/rso
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Knights of the RoundTable (KoRT)

• Peer resource for student organizations
• Leadership workshops
• Opening Knight / Club Showcase
• Annual organization awards
• NorthStar Summit leadership conference
• Senate Meet N Greet
• Contact, for organizations
• Name starts A-E kort_org_at_mail.ucf.edu
• Name starts F-O kort_org2_at_mail.ucf.edu
• Name starts P-Z kort_org3_at_mail.ucf.edu

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Advisors

• Get to know your faculty/staff advisor
• Under involved advisor
• Over involved advisor
• Advisor roles worksheet on-line

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Banking and Finances

• Do not open a bank account under a personal SSN
• Get an Employee Identification Number
• Create written policies for the organization
• See RSO web page for more info

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Co-Programming

• Sharing resources with another group
• Make sure the group is registered with OSI
• See sample agreement online

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Contracts

• Cannot represent group as part of UCF
• No help from SLS or General Counsel
• Get help from OSI

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Cubicles

• Apps due the first Friday of the month
• Require a minimum commitment
• 10 hours each week
• Attendance at KoRT leadership workshops
• Keep cubicle clean

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Disabilities

• Need to accommodate students
• Funding through OSI/SGA

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Officer eligibility

• Minimum UCF GPA (2.5 for undergrads, 3.0 for
  grads)
• No holds (CLAST, immunization, disciplinary,
  parking, etc.)
• Credit hours
• 6 for Undergrad Students
• 5 for Grad Students
• 3 for Grad Students in thesis/dissertation hours
• Appeal info online

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Event Planning

• Read the Golden Rule, Office of Student Conduct,
  Office of Student Involvement, and Physical Plant
  sections
• Each building has different policies
• Charging admission
• Event Planning Checklist on-line

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Forms

• Update Form
• Due each semester AND when there is a change in
  info
• List all officers, only 4 are authorized
• SAFE Form
• Criteria
• Absolute deadline is 15 days prior to event

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Fundraisers

• Poker tournaments
• Guessing Games
• Raffles
• Bake sales
• Many have legal/policy implications!

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Golden Rule

• Rules
• Membership
• Following organizations constitution
• Gambling and games of chance
• Solicitation and fundraising
• Advertising media
• Social events
• Officer eligibility
• UCF name and marks
• Group responsibility
• Be familiar with Office of Student Conduct,
  Office of Student Involvement, Student Union, and
  Physical Plant sections of the GR!

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Mail

• Regional, Rosen, Sports Club Council, and social
  Fraternities/Sororities have boxes in their
  respective offices
• All others, upon request, are in OSI, SU 208
• See RSO web page for mailing address

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Privileges of Registration

• To use universitys name (with permission)
• To charge dues and fundraise on campus
• To apply for SGA funding
• To use most facilities for free
• To co-program with SGA agencies
• To participate in Homecoming
• To publicize on campus
• Check online for full list of privileges!

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Publicity Resources

• Flyers
• Good Morning UCF
• OSI Events Calendar
• Sandwich boards/lawn signs
• Whenever you promote on campus,
• make sure you know the rules and get
• permission to use UCF logos!

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Risk Management

• All organizations involve risk
• Individual officers can be held liable
• Put plans in place that reduce risks
• More info on RSO web page

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Room and FacilitiesStudent Union Event Services

• Spaces
• Student Union
• South Patio space
• Ferrell Auditorium and Commons
• Reflecting Pond and Memory Mall
• Who can reserve space?
• Authorized officers
• Meeting reservation policy
• Event reservation availability
• Please remember room reservations are for the
  sole purpose of the organization and shall not be
  used for personal or private use. Should your
  organization wish to co-sponsor an event, please
  see Event Services for more information.

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Room and FacilitiesStudent Union event services

• CATERING POLICIES
• NEW Upon approval from an event planner (at
  least 3 business days ahead of time), RSOs may
  bring in up to 50 of pre-packaged snack foods
  and Coke products.
• If outside of these criteria All food orders
  must be submitted through the Event Services
  Office. No unapproved caterers are allowed.
• Caterers, menus, and pricing are listed on the SU
  website. RSOs receive 20 off of listed prices!
• Submit Order 1 Week Prior to Your Event.
• Headcount and Payment are Due by Noon, 3 Business
  Days Prior to Event.

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Room and FacilitiesStudent Union Event Services

• No Show Information
• Please Contact Event Services 72 Hours in Advance
  to Cancel a Reservation
• Fees Will be Assessed for No Shows
• Organizations are responsible for all
  reservations under the groups name. If you are
  unsure of what reservations are listed under your
  organization, please contact us for a copy.
• Room Cleanliness and Damages
• Fees will be assessed to the organization if any
  damage occurs, including, but not limited to,
  trash removal, cleanup of unauthorized
  decorations, etc.

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Room and FacilitiesOther Space

• Classroom space
• Third week of school
• Advisor must be present
• Take special care of rooms
• See RSO web page for other reservable spaces

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Taxes

• State Sales Tax
• Purchasing
• Sales
• Federal Income Tax
• Tax-exemption and donations
• 501c3

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University and Athletics Trademarks

• Need permission to use logos and trademarks
• All designs web page, shirts, flyers. Basically
  all graphics for organization
• University of Central Florida and UCF

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Office of Student Involvementwww.GetInvolvedUCF
.com/rso
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Student Government AssociationAn introduction
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What is SGA?

• SGA is an actual governmental authority in
  matters concerning the student body.
• Activity Service Fee (ASF) paid per credit
  hour.
• SGA owns and operates the Student Union and
  Recreation Wellness Center, as well as provides
  funds for various programs and services on
  campus.
• Student Government is broken down into three
  separate entities based upon the Constitution of
  the United States.

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Executive Branch

• President and the Vice President represent the
  Executive branch of government.
• Executive cabinet falls under the leadership of
  the Vice President.
• Cabinet includes Student Advocacy, Governmental
  Affairs, Campus Life, Communications, and the
  Administration divisions.

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Judicial Branch

• Consists of the Chief Justice and associate
  Justices
• Hears cases involving students and student
  organizations that may have violated the Golden
  Rule, the Student Body Constitution, or Student
  Body Statutes

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Legislative Branch

• Aka Senate
• Consists of 52 Senators elected to represent each
  college and region
• Each RSO is represented by a student Senator

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Three Funding Options

• Senate
• Allocations (3 types, 2 committees)
• Bills
• Multicultural Student Center (MSC) Funding Board
• Allocations (1 type, 1 committee)
• Bills
• Activity and Service Fee (ASF) budget process

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Senate and MSC Allocations

• Under 1500 for travel and 1000 for all other
  types of funding
• Three committees, depending on request
• Complete a form and attend the appropriate
  committee meeting
• Suggested to request at least 6 (no less than 4)
  school weeks prior to funding being needed

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Senate AllocationsConference Registration and
Travel (CRT)

• Approves conference and travel funding.
• Every UCF student may apply for up to 250 one
  time per fiscal year for individual travel.
• RSOs may apply for up to 1,500 one time per
  fiscal year for group travel.
• All amounts in excess of 250 for individual
  travel or 1,500 for group travel must be
  requested in a Senate bill.

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Senate Allocations Financial Allocations for
Organizations (FAO)

• RSOs may apply for up to 100 in office supplies
  one time per fiscal year.
• RSOs may apply for up to 1,000 one time per
  semester for speakers, campus events, or other
  things not covered by another account.
• These programs CANNOT charge UCF for admission
  and must be open to all students.
• Only allowed one total allocation (MSC or FAO)
  per semester.
• All of these events that exceed 1,000 must be
  requested in a Senate bill.

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MSC Funding Board Allocations

• RSOs may apply for up to 1,000 one time per
  semester for events whose purpose is to promote
  cultural and diversity education.
• These programs CANNOT charge UCF for admission
  and must be open to all students.
• Only allowed one total allocation (MSC or FAO)
  per semester.
• All of these events that exceed 1,000 must be
  requested in an MSC Funding Board Bill.

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Senate and MSC Bills

• Every RSO is assigned a student Senator.
• Senate bills are designed to allocate funds
  greater than 1,500 for travel or 1,000 for all
  other types of funding.
• Only the student Senator can write and introduce
  the legislation.
• Once the Bill is introduced it must follow a path
  before it can become law.

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Senate and MSC Bills The Life of a Bill

• Placed on First reading on the Senate agenda and
  referred to a committee (CRT, FAO, or the MSC
  Funding Board).
• RSO should attend the committee meeting.
  Committee may amend Bill.
• Placed on Second reading
• If Senate Bill, on Senate agenda.
• If MSC Funding Board Bill, on MSC Funding Board
  agenda.
• The appropriate entity will debate and amend (by
  majority vote). RSO should attend the meeting to
  answer questions.
• Placed on Third reading
• The appropriate entity will debate and amend (by
  2/3 vote). RSO should attend the meeting to
  answer questions.
• If the entity votes to pass the Bill on third
  reading
• If Senate Bill, it goes to the Student Body
  President and VP of Student Development and
  Enrollment Services for their approval.
• If MSC Funding Board Bill, will go to Student
  Body President and Director of Student
  Involvement for their approval (if over 5000)
• If they approve, the group can utilize the money.
  
• The Bill could be killed or vetoed at any
  point.
• Process is long. Start the process at least 10
  (but no less than 8) school weeks before money is
  needed (to be spent).

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ASF Budget

• 2010-2011
• ASF budget process may be changing
• 2009-2010
• Check to see if your org was allocated money in
  the this ASF Budget
• RSOs that received in this ASF Budget cannot
  request more money for that same program

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Operations Review Committee (ORC)

• Reviews promotional material that an RSO creates
  for a program funded by ASF funds (regardless of
  if promotional material received funding).
• If funded by Senate/committees use SGA logo
• If funded by MSC Funding Board use SGA and MSC
  logos
• ORC requires that all RSOs complete a post event
  or travel form within 30 days.
• If this is not done within the allocated amount
  of time, then the RSO could be denied funding for
  future events.

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Other Tidbits

• Have all authorized officers complete Financial
  Training each fiscal year.
• In Fall/Spring, Senate and committees, and the
  MSC Funding Board meet once per week. In Summer,
  they meet every other week.
• Senate meets on Thursday nights.
• FAO, CRT, ORC, and MSC Funding Board meet various
  days. Days/times are posted in the SGA Office.

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Now that you know

• SGA is a very valuable resource for you and your
  RSO.
• Use the services provided and the funds available
  to make your RSO the most effective organization
  it can be.
• Questions? E-mail your Senator or the Senate Pro
  Tempore at sga_pro_at_mail.ucf.edu.