Division of Student Affairs and Services Department of Student Life Office of Student Activities and Leadership Development

1
Division of Student Affairs and
ServicesDepartment of Student LifeOffice of
Student Activities and Leadership Development

• Student Group Advisor Training
• Fall 2011
• Terri M. Hurdle, Coordinator

2
Advisor Role and Responsibilities

• What is my responsibility as the advisor?
• Academic Review
• Fiscal Management
• Knowledge of Group Activities
• Student Group Development
• Officer Transitions

3
Risk Management

• Permission and Release Waiver
• All student organizations are required to
  complete a Permission and Release Form for all
  group activities.
• The form must remain on file with your
  organizations advisor and another copy must
  accompany you on group outings (i.e.) Student
  Trips, Outings and other special events
• Forms are available online at http//www.uc.edu/sa
  ld/student_organization/resources.html
• Group Travel
• Rent transportation that has liability coverage
• SALD recommends the universitys transportation
  service
• Facilities-Grounds Moving Transportation
  556-4424
• Forms can be found in the SALD office (455), SGA
  Office (655), and online at http//sites.ucfilespa
  ce.uc.edu/sga/ufb-documents

4
Risk Management

• Fiscal Responsibilities
• Contracts
• Limit the authority within the group to make
  financial commitments or authorize high-risk
  activity. All contracts should be reviewed by
  the advisor and sent through the University of
  Cincinnatis process which includes signatures by
  the following individuals
• Advisor
• Associate Vice-President/Dean of Students
• Director of Business Affairs
• General Counsel
• Off campus Bank accounts
• Require at least two signatures for
  checks/withdrawal
• Advisor and Treasurer

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Risk Management

• Officers and advisors are responsible for
  informing members of policies and identifying
  risks associated with events/activities.
• Be familiar with the following University
  Policies
• Alcohol
• The university shall implement and enforce the
  laws of the state of Ohio as stated in the Ohio
  Revised Code. Underage drinking will not be
  tolerated. As permitted by law individual
  students, faculty and/or staff may purchase,
  possess and/or consume beer or intoxicating
  liquor on campus at certain campus events, in
  designated campus facilities and in campus
  facilities having permits issued by the Ohio
  department of liquor control. http//www.uc.edu/Tr
  ustees/Rules/RuleDetail.asp?ID87
• Hazing
• The laws of the state of Ohio concerning hazing
  shall be observed. Hazing shall be defined as
  participating in or allowing any act or coercing
  another, including the victim, to do any act that
  creates a substantial risk of causing mental or
  physical harm to any person. A forced or coerced
  activity shall also be considered hazing when the
  initiation or admission into, or continued
  affiliation with, a university organization is
  directly or indirectly conditional upon
  performing that activity. In no event shall the
  willingness of an individual to participate in
  such activity serve as a defense in cases of
  hazing.

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Risk Management

• Events involving alcohol
• should be held on a licensed premise
• NO direct involvement or group members serving
  alcohol
• If possible provide transportation to and from
  the event, or have designated drivers.
• For additional information please contact the
  following offices for events that may entail some
  liabilities
• Student Activities and Leadership Development
  556-6115
• Office of General Counsel 556-3483
• Office of Risk Management 584-5042

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Student Code of Conduct

• http//www.uc.edu/conduct/Code_of_Conduct.html
• Applies to all students and must be followed at
  all times.
• Preamble
• The Student Code of Conduct (SCOC)  is intended
  to provide broad guidance in identifying and
  discouraging behavior that conflicts with the
  building of a strong and just community that
  respects and protects the diverse interests and
  goals of all students, all student organizations,
  and the University of Cincinnatis mission to
  provide the highest-quality learning environment,
  world-renowned scholarship, innovation and
  community service, and to serve as a place where
  freedom of intellectual interchange flourishes.
• Jurisdiction of the Student Code of Conduct
• Students
• On and Off Campus Behavior
• State of Ohio
• Division of Student Affairs and Services
• Division of Baccalaureate Graduate Education

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UC Branding and Licensing

• Merchandise designs must be approved by Martin
  Ludwig, Director of Licensing
• University Hall, East Campus
• Martin.ludwig_at_uc.edu
• All stationary, t-shirts, posters, give-a-ways
  marketing/information brochures must be approved
  in advance of purchase
• Merchandise may only be ordered from licensed
  vendors
• 4 licensed vendors for 2011-2012 academic year
• http//www.uc.edu/licensing/licensees.html
• Students can also refer to the licensing
  departments website for additional information
• http//www.uc.edu/licensing.html
• YOU CANNOT SELL MERCHANDISE

9
Conference Event Services

• Scheduling Facilities
• Go to http//www.uc.edu/eventservices.html and
  complete application to schedule facilities
  556-2442
• Room reservations must be made within five
  business days of event
• Later notice results in 50.00 fine
• If organizations desire to use space in TUC
  outside normal business hours , the fee is
  100.00 for each additional hour
• A room rental fee will be charged if the event
  has an admission fee
• Campus Scheduling also approves amplification.
  Please include this request in your reservation.
• If a student organization has to cancel an event,
  they must notify the scheduling office through
  written correspondence. If this does not take
  place they will be fined.
• Outstanding bills will prohibit groups from
  reserving space
• MainStreet Event Guide http//www.uc.edu/content/d
  am/uc/eventservices/docs/EventGuide20final.pdf

10
Public Safety

• Special Events
• A special event can be considered as any type of
  function on campus that is not considered part of
  the academic programs.
• Comedy Show or other speaker
• Concert
• Dance
• Cook-Outs
• Special Events i.e. Exhibitions, recreational
  events such as kick-ball tournaments
• Security Costs
• Student groups are responsible for all fees
  associated with security grounds at large or
  outdoor events.
• Security needs are determined based on guidelines
  developed by the Use of Facility Committee and
  Public Safety and other factors.
• For those groups that are budget planning for an
  event a security fee estimate can be calculated
  on the cost estimate form at the following link
  http//www.uc.edu/pubsafety/forms/event.html
• Cathy Krumpelbeck, Event Manager, 513-556-4923

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Student Group Training Workshop
The Student Activities Board (SAB) and University
Funding Board (UFB) have combined the
registration and treasurers workshop.  The
workshops were combined to make the registration
process easier for student organizations.  The
President and Treasurer of the student
organization will be required to attend the
combined workshop.   The first portion of the
workshop will be the registration training and
the second portion will be the treasurers
training.  In addition to attending the Student
Group Training Workshop, students must also
update their online officer information and group
roster at (https//www.uc.edu/webapps/sald/student
login.aspx_. Additional instructions on the
student group registration process can be found
at www.uc.edu/sald

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Student Group Funding Questions

• What types of Groups do not receive funding from
  the university?
• Selective Organizations i.e., Greek Organizations
  and Honoraries
• How can my group receive funding and learn about
  the process?
• Attend the Student Group Training Workshops
  (University Funding Board Groups)
• Academic Inter-Collegiate Organizations
  (Attendance at AIC Workshop)
• Club Sports Organizations (Budget requests are
  due prior to the conclusion of the winter term)
• (The 2011 Schedule is in your folder)
• What if I have questions regarding funding
  procedures?
• For those organizations that receive funding from
  the University Funding Board (AIC and Student
  Organizations) please contact them at
  513-556-1195 or go to their website at
  www.uc.edu/sald
• Club Sports Organizations can contact the Office
  of Student Activities and Leadership Development
  at 513-556-6115

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Advisor Resources

• Additional Resources

• Check out SALD Additional Resources Area

• Academic Grade Release Forms
• Waiver
• Approved Vendor Listing
• Student Group Handbook
• MainStreet Handbook

• Advisor Toolbox located at www.uc.edu/sald

14
Resources Continued

• Student Group Trainings

• Conferences

• Officer Transitions
• Time Management
• Program Development
• Diversity and Social Justice Issues
• Contact Patty Speed _at_
• Patty.speed_at_uc.edu

• 27th SALD Annual Leadership Conference
• Saturday, February 25, 2012
• UC Diversity Conference
• April 18, 2012
• Student Group Symposium
• April 14, 2012

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Questions?