STUDENT LEADER TOOLKIT 2017-2018
TRAINING LEADERS FOR TOMORROW’S SUCCESS
ST. JOHN’S UNIVERSITY TABLE OF CONTENTS
INTRODUCTION EVENT PLANNING GUIDE Community Development page 3 Booking a space page 54 ORG FUNDAMENTALS Location Specific Policies page 59 Advisor & Faculty Moderator page 7 Sample Facilities Pass page 76 Organization Categories page 8 Audio Visual Equipment page 62 Org Responsibilities / Requirements page 9 How to cancel an event page 64 Activity Grant In Aid page 13 Event Agreement page 65 Starting an Organization page 14 Guest Policy page 66 Constitution page 16 Event Setups page 67 Member Responsibilities page 18 Contracts page 69 Executive Board Responsibilities page 19 Publicity Policies page 71 Recruiting / Retaining Members page 23 Event Advertisement page 72 Successful Meetings page 25 Safety Policies page 74 Transitions page 29 Speech & Expression page 75 POLICIES & PROCEDURES Chalking Policy page 76 Student Government, Inc. page 31 Ordering from Chartwells page 78 Budget page 30 Copyright page 78 How to submit a reimbursement page 33 Helpful References / Vendors page 79 Earned Income page 40 STORMSYNC Fundraising page 41 Org Settings page 81 Budget Committee page 41 Manage Membership page 82 Budget Policies page 43 Administrative Rights page 83 Campus Activities Board page 49 Updating Executive page 86 Professional Development Committee page 41 Board Members COMMUNITY DEVELOPMENT
Community Development exists as a resource for students by providing high quality programs, services, and developmental opportunities. Located on the first floor of the D’ Angelo Center, we provide year-round services for students that will enable you to get involved and leave your mark on St. John’s!
If you have any questions or concerns, please contact our Student Reception Desk at (718) 990-5400
Office of Campus Activities Office of Multicultural Affairs
Jodi Cox, Director Rosa Ching-Wen Yen, Director [email protected] [email protected]
Ebony Calvin, Associate Director Jennifer Nival, Assistant Director [email protected] [email protected]
Elizabeth Sheehan, Assistant Director Jazmin, Assistant Director [email protected] [email protected]
Office of Operations and Support Services
Jason Jeannot, Assistant Director [email protected] 3 OFFICE OF CAMPUS ACTIVITIES
The Office of Campus Activities, located in the D’Angelo Center, exists to promote stu- dent learning, both in and out of the classroom, by providing high quality programs, services, and developmental opportunities. Campus Activities supplements the aca- demic education of the St. John’s curricula by providing both practical organizational skills and the opportunity to collaboratively work with and for the benefit of the local and University community.
With well over 100 clubs, organizations, and programming boards, there are endless ways to get involved with campus life, which will result in an enhanced university experience through development of, exposure to, and involvement in social, cultural, intellectual, recreational, governance, leadership, and volunteer programs. Ultimately your campus involvement will result in creating a sense of community for you, your fellow students, as well as students to come.
To that end, the Office of Campus Activities is a dedicated team of professionals who are here to support students in developing leadership and organizational skills as well as personal and professional growth. We strive to make your experience here an enjoyable and rewarding complement to your academic experience. Never hesitate to seek assistance or information whenever you need help. We are here for you.
Hours of Operation Contact Us: Monday - Thursday: 8:30am - 7:00pmv
D’Angelo Center, Room 121 Friday: 718-990-5400 8:30am - 3:00pm [email protected]
4 A NOTE FROM FRANK OBERMEYER, PRESIDENT OF SGI:
Hello Student Leaders!
I want to first thank you all for all that you do to enliven our campus and com- munity. You are the leaders of the more than 100 student organizations at St. John’s. You help enrich our academics, beautify our community, and broaden our social awareness, but most of all you help make St. John’s a home for so many of our students. And for that, we owe you our gratitude and continued support.
SGI promises to continue supporting St. John’s amazing student organizations, but we also hope to do so much more. SGI is the voice of the student body at St. John’s. As such, we strive to hear out and raise the concerns of the student body. So please help us advocate for you both academically and extracurricu- larly, by stopping by DAC 215, talking to your representatives, or emailing us at [email protected]. We are here to serve you.
I wish you all the best this year,
5 STUDENT AFFAIRS ADVISOR
Exist to provide organizations with support in balancing the challenges and triumphs of Student Affairs Advisors sign off on all paperwork: being active leaders, while excelling as students and re- • Room reservation forms • Budget Requisition forms sponsible individuals. • Contracts • Budget Packets • And more!
Failure to follow proper paperwork procedure will Click here for the result in the cancellation of an event, loss of or- Advisor list ganizations funds, and possible loss of requested reimbursements.
Helpful Tips: Student Affairs Advisors are administra- tively responsible for student organiza- 1.) As a student leader, it is in your best interest to tions and ensure that student organiza- keep open communication lines between you and tions are in compliance with University your advisor. and Department guidelines. Be sure to notify your advisor of: Not to be mistaken with Faculty Mod- • Any changes in leadership or significant erators, Student Life Advisors are man- changes to structure of organization datory and assist organizations with all • Conflict among members of the organization programmatic and financial ventures that or problems that may arise require the use of University space or fi- • Major programs and event ideas (i.e. outdoor nances (including budget, earned income, events, fundraisers, speakers, and performers, and petty cash). etc…)
Student Life Advisors work closely with 2.) Organization paperwork does require time to Student Government, Incorporated to en- process. To be on the safe side, hand in paper- sure that organizations receive all the in- work at least 4 to 5 weeks before the event. Con- formation and support needed to function tracts should be handed in at least 1 month be- as efficiently and effectively as possible. fore the expected performance or service date.
6 For more information about the role of your advisor, please contact your assigned advisor. FACULTY
The Office of Campus Activities urges each MODERATOR organization to consider selecting a Faculty Mod- erator to complement the guidance and support of the Student Life Advisor.
Unlike a Student Life Advisor, the Faculty Moderator is an individual who serves as a faculty member of the St. John’s community and chooses to extend their knowledge and experience outside of the classroom. His/her job is to serve as a resource to your organization and to provide the group with insight and feedback.
HOW TO CHOOSE A FACULTY MODERATOR
When approaching a potential moderation, make sure the organization’s members are comfortable with the choice and choose an individual from which the group can most benefit from. For instance: Alpha Kappa Psi, Business Honor Society, might approach a member of the Tobin School of Business to be a Faculty Moderator. Remember to give your prospective moderator an explanation of the organization’s history, purpose, program description, needs, and expectations. This information will assist the potential faculty moderator in determining whether or not to take on the opportunity presented.
KEY POINTS TO CONSIDER:
• Individuals should have an interest in the student’s and the organizations personal growth and development beyond the classroom • Strong desire to help others • Be able and willing to commit sufficient time to the group • Ability to motivate and work well with others • Enthusiasm and dedication
The Faculty Moderator is an additional resource for student organizations, not a substitute for the organization’s Student Life Advisor. Faculty Moderators do not set policies, have the power to sign paperwork, allocate organization funds, or over- ride the decisions of your Student Life Advisor. Faculty Moderators work with the advisor to ensure the success of the organization and add value to the organization.
7 RGANIZATIONS
Student Organizations exist to represent the wants, interests, and needs of the students of St. John’s University. Student Organization exist to contribute and create a thriving campus life that will contribute to the enrichment of the undergraduate experience.
ACADEMIC: PROGRAMMING BOARDS: Promote academic excellence and Provide a comprehensive array of sponsor programming focused on a programming throughout the year, as well variety of academic fields. as major signature events
CULTURAL: Exist to expose the campus community to HONOR SOCIETY: Exist to recognize outstanding students different cultures. in their fields, and offer social and community service opportunities. FRATERNITIES & SORORITIES: RELIGIOUS: Provide leadership opportunities, Assist with creating an environment of academic support, community service faith opportunities and a bond of brotherhood and sisterhood. For more information contact Leonard Breton x5358 SERVICE: Help promote the Vincentian mission of service to the community. PERFORMING ARTS: Exist to exercise the talents of our student through the art of music, theater, and SOCIAL JUSTICE: Promote the concept of human rights and dance. equality POLITICAL: Enhance students understanding of SPECIAL INTEREST: Serve to unite students with a common political parties and provide general purpose and interest. The group includes information regarding politics. hobbies that range from career goals to social activism.
8 OVER 100 ORGANIZATIONS TO CHOOSE FROM! STUDENT ORGANIZATION RESPONSIBILITIES
As a LEADER of an organization, it is your responsibility to:
• Attend all department and Student Government, Inc. mandatory meetings • Complete and submit monthly budget reports, merit base documents, updated constitutions, and annual registration forms • Keep sufficient records of the organization’s meeting and events • Build a relationship with your advisor • Serve as a role model to other students and community members • Effectively assess your fellow constituent’s wants and needs and use that information to produce programs that encompass the St. John’s Mission and promote academic excellence and social enrichment for all participants.
Student Leaders may not hold more than 3 executive board ! positions per academic year
There is tremendous value in being a student leader! Skills you will develop include:
• Accountability • Communication • Time Management • Ability to Motivate • Salf-Efficacy • Emotional Intelligence • Problem Solving • And More!
9 REQUIREMENTS THINGS YOU DO NOT WANT TO FORGET
REGISTRATION PROCESS:
To ensure the longevity of your organization, make sure at the end of the spring semester, you complete all steps in the 2018-2019 organization transition packets.
ALL Organizations MUST register with the Office of Campus Activities every spring semester to remain active and receive all eligible privileges.
During the month of February, the Office of Campus Activities will email transition packets to the existing top 4 executive board leaders (President, Vice President, Secretary, Treasurer). The steps in these packets are to be completed by both the outgoing executive board as well as the newly elected executive board for the organization. A transition training will be held by SGI on April 12th and will focus on ensuring a proper transition for materials not involved in the transition packet
All Organization Transition steps must be completed no later than Saturday, March 31, 2018 by 5PM. Upon receipt, the new information is entered into our database and the new executive board will receive information regarding the budget, Activity Grant in Aid, and other valuable material.
Note: Should your organization’s officers change mid-year, notify your advisor and the office of Campus Activities immediately.
Should the material not be submitted to the Office of Campus Activities, there is no way of knowing who new student leaders are and Campus Activities cannot be responsible for the budget and other penalties, including loss of financial privileges.
10 ORGANIZATIONAL CONGRESS MEETING:
Twice a semester Student Government, Inc holds mandatory organizational congress meetings. The purpose of these meetings is to update student leaders on information that might affect their group, to allow for dialogue between student leaders and SGI, and to create an opportunity for networking between student leaders and administration. Note: Remember to sign in and sign out. Your organization will be considered absent without both signatures.
Should your organization not have representation at an organization congress meeting, the organization’s SGI budget will be fined 5%.
See page 31 for a list of 2017-2018 Org Congress dates.
STUDENT LEADERSHIP CONFERENCE (SLC):
All top four executive board members (President, Vice President, Secretary, Treasurer) of an organization are required to attend the annual Student Leadership Conference. Registration for the conference is included in the Executive Board Registration form that each incoming officer must complete during the spring semester. To receive credit for attending the SLC, student leaders must also complete an online training before the conference to learn about key policies and procedures that they will encounter as a student leader.
If one (1), two (2), or three (3) members of the Executive Board miss the SLC, your organization will be fined 10% of your SGI Budget for each member who is absent. (1 absent member = 10% fine, 2 absent members = 20% fine, etc.) To avoid being fined, the absent member(s) may resign and the organization can elect someone to fill the position(s) in the fall to serve for the remainder of the term. Any individual who missed the SLC is not eligible to run for their previously held position unless approved by their advisor.
11 MEMBERSHIP & ROSTER
To remain recognized under SGI, the organizations must have at least 10 active mem- bers. A roster of active members must be maintained by the organization.
No organization shall discriminate in policy or action on the grounds of race, religion, color, national and/or ethnic origin, age sex, marital status or disability.
For a detailed list of membership requirements please click here.
CONSTITUTION
Every organization is required to maintain an up to date constitution. A copy of the con- stitution must be uploaded as a PDF to the organization’s StormSync portal, and stored under the “Files” feature.
Should you have any questions regarding Organization Congress, Power to Or- ganize, or anything having to do with your organization’s requirements this year, please contact the SGI Organizations Committee or SGI’s Executive Board:
Neelesh Rastogi Chair of Organizations Committee [email protected] [email protected]
Frank Obermeyer President of SGI [email protected] [email protected]
12 ACTIVITY GRANT-IN-AID
What is Activity Grant-In-Aid
The Activity Grant-In-Aid Program for 2017-2018 is designed to reward students who have made positive contributions to the University through active involvement in student organizations and leadership.
Helpful Hints about Activity Grant (AGIA)
• All full time matriculated undergraduate students, in good academic standing who will be holding an elected office during the upcoming year are eligible. • Applications are typically due by the first week of May for the upcoming year. • The entire application packet, including a Leadership Portfolio and essay, must be typed and submitted by the deadline given.
Applicants will be reviewed by a committee according to the following criteria:
• Activities and responsibilities • Individual achievement and goals • The ability to organize an effective essay • It is important to note that a student leader’s position does not guarantee them a grant. The student application is reviewed, not the position.
The Activity Grant-In-Aid application process has been designed to mirror the the art of resume writing. As involved student leaders on campus, our goal is to help you begin thinking about your career goals and how to present the skills and achievements you have learned at St. John’s University. Applicants are strongly encouraged to consider this process a professional application, deserving of the same sense of urgency as an application for a job.
13 STEPS TO START AN ORGANIZATION
A new student may gather information in the spring semester, and petition for recognition at the beginning of the fall semester. Only currently POWER TO registered St. John’s University students in good ORGANIZE academic standing may start an organization.
STEP 1: STEP 2: Do your research! Find out if the organization Access the “Application for Power to you are trying to start is similar to an existing Organize” form via StormSync under the organization, or if it exists, but is inactive. This Student Government, Inc. portal. information will determine your next step. If the organization is similar to an existing The form is to be completed by providing organization, contact the group’s leaders and the following information: consider joining the organization. Use your ideas to enhance the success of group. • Organization Name- What will the group be called? There is no need to place “St. If the organization is completely new, move on John’s University” in the title. to step two. • Contact Person- Initiator of the organization • Phone Number- Please use a number where we can contact you with ease • E-Mail Address- A St. John’s email address is preferred • Organization Classification- Check all that apply • Purpose or goal- What makes this organization different from any other? • What will your organization bring to the St. John’s community?
14 Upload the following to the application:
• Constitution & Bylaws: Document will outline how your organization will operate. • Membership Roster: Contact list of 10 registered St John’s University Undergraduate students. List must include full names, x numbers, functional e-mail, and phone numbers.
Submit the completed form by the deadline stated on the application. The packet will be reviewed by the Campus Activities Staff and forwarded to the Organization committee within SGI. The committee will contact the organization representatives, notifying the group of when to present before Student Government for approval.
If approved, it will be up to the organization to register with Campus Activities. RENEWING AN INACTIVE ORGANIZATION
Similar to starting a new organization, students interested in reactivating an existing organiza- tion must complete the “Application for Power to Re-Organize,” and follow the steps for start- POWER TO ing a new organization. RE-ORGANIZE
NEWLY RECOGNIZED ORGS
Newly approved budgetary organizations will receive a starting budget of $250.
15 SAMPLE ORGANIZATION CONSTITUTION
WHAT IS A CONSTITUTION?
The constitution is the document that describes the nature and intent of your organization and outlines how it will op- erate. Constitutions should be reviewed roughly every two years to ensure that the regulations are still practical and applicable to the organization.
WHAT SHOULD A CONSTITUTION INCLUDE?
Quorum: Constitutional Amendments: The minimum number of Amendments should be made members that must be present by a collective body - either the in order for business to be executive board or the executive officially conducted (voting, etc) board and the general body members
Definition of executive positions How to conduct elections: and their duties: Secret ballots, appointments, This should also include their etc. tenure (the maximum terms they can hold)
IMPORTANT: Changes to the constitution should never be made to suit any one individual or one personality. Members should take into consideration the long-term effects that changes will have on the organization, as well as the members and students the organizations will serve.
16 ARTICLE I Name and Purpose
Section 1 This organization will be known as … Section 2 The purpose of this organization will be …
ARTICLE II Membership
Section 1 Membership will be open to all undergraduate students taking nine credit hours or more. Section 2 In order to be considered a member, students must attend 50% of meetings and events for each semester.
ARTICLE III Officers Section 1 The executive board of this organization will be the President, Vice President, Secretary, and Historian.
ARTICLE IV Meetings Section 1 Regular meetings will be common hour of the 2nd and 4th Thursday of each month. Section 2 Special meetings must be given with at least 24 hours notice
ARTICLE V Committees Section 1 The standing committees will be finance, community service.. Section 2 Provisions for forming any special committees as needed.
ARTICLE VI Elections Section 1 Elections must be done by secret ballot. Section 2 All elections must take place before March 31st
ARTICLE VII Amendments Section 1 All changes must be made by a two-thirds majority vote of the executive board and must be ratified by the general body.
17 MEMBER RESPONSIBILITIES
MEMBERSHIP REQUIREMENTS
In order to operate as a registered student organization of Campus Activities and SGI, student organizations must meet the following requirements:
• No organization shall discriminate in policy or action on the grounds of race, religion, color, national and/or ethnic origin, age, sex, marital status or disability. • Executive Board members and spokespersons must be registered, matriculated undergraduate students, taking nine or more credit hours with a minimum 2.5 grade point average. • General members must be registered matriculated undergraduate students, taking nine or more credit hours with a minimum 2.0 grade point average. • The student must have met all obligations, financial and otherwise, to St. John’s University. • The student must adhere to all campus, local and federal rules and regulations. • Student organizations must have at least 10 members to be recognized • If an organization will not have 10 members at the beginning of the next academic year, the said organization will be on probationary status with a limited budget for one academic year.
GENERAL MEMBERS
• Being a good group member. • Use your meetings to express your views, ideas, and be supportive. • Do not argue over the ownership of ideas. Once you give your ideas to the group, it becomes the property of the group. • Listen carefully and critically to others. Always remember that on almost every question there are several points of view. • Do not monopolize any discussion. Make your points clearly and concisely. • Do not let the discussion get away from you...PARTICIPATE! • It is okay to disagree, so long as you do so constructively. Voice your opinions even if you are in the minority. • Come prepared to the meetings. Bring questions, new business, and comments.
18 EXECUTIVE BOARD RESPONSIBILITIES
The officers of an organization must consist of a:
EXECUTIVE BOARD RESPONSIBILITIES PRESIDENT
VICE TREASURER PRESIDENT
SECRETARY
Organizations may also have executive members that are not listed (such as His- torian, Parliamentarian, Publicity Chair etc).
Each respective organization may have their own requirements of each officer however, the following information is an outline, which describes the “basic” du- ties of each officer.
Any new executive board member MUST be assigned to their position on Storm- Sync to officially register them. See page 86 for step by step instructions.
19 20 RESPONSIBILITIES DUTIES &
VICE PRESIDENT PRESIDENT • • • • • • • • • • • • • • • • • He/she shall perform otherjob-relateddutiesasassigned. He/she shallperform He/she shallbecomefamiliarizedwithallthe organization’s affairs. enforced andfaithfullyexecuted. He/she shallhelpthepresidentseethatdecisionsoforganizationare (activities/event) asoftenpossible. He/she shallrepresenttheorganizationandstudentbodyatofficialfunctions activities, etc. He/she shallassistthepresidentwithorganization’s announcements, absence. asadvisortoHe/she shallserve thePresidentandactforinhis/her He/she shallexecuteallactionauthorizedbytheorganization. representative. He/she shallrepresenttheorganizationatallstudentactivitiesorappointa an ex-officiomemberofallcommittees. He/she shallrecommendthecreationofallnecessarycommitteesandbe He/she shallmaintainorderatallmeetings. He/she shallpresideover allmeetings. whatever authorityisdeemednecessaryto thesecommittees. He/she shouldhave thepowerto createspecialcommitteesanddelegate rules arefaithfullyexecuted. He/she shouldseethatthedecisionsoforganizationsarecarriedoutand He/she shouldpromote andupholdUniversityPolicy He/she shouldpossessaworkingknowledgeofbasicparliamentaryprocedure. constitution andunderstanddutieslistedwithin. He/she shouldhave basicknowledgeandunderstandingoftheorganization’s student lifeadvisor. He/she shouldmaintainconsistentcommunicationwithmembersandthe TREASURER SECRETARY • • • • • • • • • organization. He/she shallacquirenecessaryformsandcheck-requestasneededbythe treasurer electbeforetheexpiration ofhis/herterm He/shall beresponsibleforpassingonallfinancialrecord to thesecretary/ every monthto theorganization. He/she shallgiveanaccountreport organization isresponsible The treasurershallberesponsibleforkeepingaccountofallmoneywhichthe Collect theorganization’s mail Manage socialmediaaccounts Send outallcommunicationsto members He/she shallbepreparedto produce acopyofthoseminutes. attendance andbusiness. He/she shallkeepaccurate minutesofallorganizationmeetingsincluding 21 RECRUITING & RETAINING MEMBERS
Whether it is the beginning of the year, or you are in the middle of a major programming event, now is the perfect time to recruit members.
Your organization should identify the needs of your target audience and take into consideration why they might want to join your organization. It is important to remember that people tend to look for similar things when joining groups.
Group members typically need (a):
• Sense of belonging and feeling that they are sincerely welcome and needed • Sense of sharing in the planning of the group’s objectives • To feel that the goals and objectives of the group are within reach and make • To feel that what they do has a real purpose; members also need to feel that their contributions are for the good of the group • To share in making the group rules • To know what is expected of them • To see that progress is being made toward the goals the group has set • To be kept informed • To have confidence in the groups leaders’ ability to lead the organization well • To feel like they are being treated fairly, as well as being recognized for individual accomplishments • To feel valued and respected
22 WAYS TO RECRUIT
REASONS STUDENTS 5 GET INVOLVED
Recruitment can be accomplished through personal GROWTH: contact, as well as by word of mouth. Below are The opportunity to learn new skills in some ways in which you can recruit members. management, human relations, accepting responsibilities, learning to recognize and transfer skills • Introduce yourself to students and describe the goals and initiatives of your organization. RECOGNITION: Special benefits and privileges, • Be able to answer questions that newcomers acknowledgement from others, and may have about your organization. personal1 satisfaction • Obtain information about individuals interested ACHIEVEMENT: in your organization (name, phone, email) so that Reaching/surpassing a goal, personal you can constantly communicate with them. development, building a strong resume, satisfaction of having an impact on • Extend invitations to your organization’s campus meetings and offer to accompany a newcomer (this may make them feel more welcome PARTICIPATION: because they will know someone at the meeting) An opportunity to apply new skills, managing groups, being involved in a • Participate in the Activity Fairs sponsored by program or event Campus Activities. ENJOYMENT • Advertise your organization, and make a good Making new friends, having fun & sat- name for yourself by becoming involved on isfaction in accomplishing goals, and campus (use brochures, flyers, banners, pictures, serving others etc. to advertise and highlight special events for your organization)
• Utilize StormSync! Put your organization events on the Master Calendar, and ensure your page is updated for prospective new members.
23 WAYS TO RETAIN
Once you have attracted members to your organization, it is important that you keep them involved if they are happy and they feel as if they are asset to the organization. Pay attention to the needs of your members and maintain a good level of professionalism within your organiza- tion. Below are some things you can do to retain your members:
1. Have consistent meetings (with meetings held frequently, the general body will feel like they are knowledgeable of the organization’s status. Try to have them at the same time [bi-weekly/bi-monthly] and at the same place [Activity Hour Classroom].
2. Be considerate of your members (allow members to have a voice and them feel as if their voice is being heard, acknowledge their accomplishments, and uplift them when they struggle to meet goals).
3. Delegate responsibilities (although you have a pre-selected executive board in most cases, try to assign tasks to general body members. Members will feel appreciated and maintain a vested interest in the organization).
4. Plan ahead (be sure to maintain order and make sure that the goals of your organizations are being met, members tend to be happier when operations flow smoothly and when the organization is visible on campus).
24 SUCCESSFUL MEETINGS
PREPARING FOR A MEETING
PRIOR TO THE MEETING YOU SHOULD ALREADY KNOW:
The reason(s) for the meeting • What the topic of the meeting is, whether it is the first meeting of the year, or the middle of the year meeting, there should be a reason that you can communicate to the members who have made time to come to your meeting
What is your agenda for the meeting • Now that you know why you are having the meeting, and the specific things that will be discussed you need to create an agenda, or outline in which you will use to convey this information. The agenda will enable the meeting to run smoothly and coherently.
When do you plan to have the meeting • The most important thing is whether all or most of the e-board members are present. After that, you need to consider the optimal time for having the most general and new members to come.
Where are you having the meeting/have you reserved the space • This is very important. Activity hours are assigned in the beginning of the year. If you plan to have a meeting outside of the assigned hour and/pr space you must follow the calendar clearance guidelines and reserve the space. Because space is a very rare commodity, you need to be even more persistent in reserving space. You need to speak with Fran Goldberg (see space requisitions/calendar clearance) about the options you have for having your meeting.
25 AT THE MEETING
• Be professional
• Be prompt To be early to be on time is to be late. If members see that you always start on time, they will follow you, as the leader! Lead by example!
• Explain the purpose of the meeting If the meeting has a purpose and the members see that you are respectful of their time, they will be more willing to come to meetings.
• Introduce the leadership, guests or newcomers This will make the members feel a connection and a sense of worth as individuals.
• Facilitate the agenda
• Solicit and encourage feedback You always want to have an open door policy. When members feel that their sug- gestions are warranted, they will develop loyalty to the organization. They will con- tinue to be apart of the organization, especially when they see their suggestions and wants coming to fruition.
• Keep groups focused on the topics (curb side conversations) It is difficult (especially in large organizations) to stop all side conversations, but if you are speaking about things that are of interest to your group, and are making good use of your time (refraining from rambling on), you should not have any prob- lems. In addition, ask the people engaged in side conversations if they care to share with the group. They just may have a great idea.
• Set practical and realistic goals You never want to give your membership or your fellow executive members the idea that you are not in touch with reality. Make sure that the things that you want to have happen are in the organization’s reach. Never hesitate to have a conversa- tion with your Student Life Advisor, your Faculty Moderator or maybe even a past e-board member about the resources that are available to you.
• Give information about the next meeting (time, date, place, and agenda times)
26 AFTER THE MEETING
• Assess/Evaluate • Estimate how many people were in attendance • Determine the strengths and inefficiencies of the meeting • Circulate minutes for the meeting along with the evaluation (note: this can be a responsibility that is delegated to someone else) • Follow up on specific topics or issues
CONDUCTING A MEETING
Robert’s Rules of Order is the standard for facilitat- ing meetings, group discussions, and group deci- sion making. PARLIAMENTARY It provides applicable rules governing key matters PROCEDURE of meeting and general procedures, including:
• Establishing a Constitution and Bylaws for your student organization. • Structure of the meeting Agenda and debate. • Motions; including making, seconding, debat- ing, modifying and amending motions. • Sufficient majority and simple majority and which decisions are appropriate to them. • Establishment of a quorum. • Definition of membership. • Voting rights of presiding officer and voting procedures.
Helpful guides and resources are available online.
27 Transitions / Elections
The transition of leadership is one of the most important responsibilities of student leaders. Passing on information to successive leaders ensures that new officers are prepared to provide the organizations with effective leadership.
An effective turnover of leadership:
• Provides the information necessary for the organization to function • Minimizes the loss of momentum and accomplishment for the group • Increases the confidence of the new leadership • Provides a sense of continuity from year to year • Helps the incoming leadership benefit from the special expertise, organizational knowledge, and learning experiences of the outgoing leadership.
You should keep track of:
• Procedures and traditions • Publicity Samples • Networking contracts • Event timelines • Contract information • Questions and Issues • Ideas and insight
As an outgoing officer, it is important to:
• Complete Registration forms with new executive board information and submit to Campus Activities (including; name, address, phone number, email, and X numbers) • Hand in Student Government Inc., budget packet- Which must be signed by incoming President and Treasurer.
28 Things to pass on:
• Constitution and Bylaws • Financial Records • Relevant Files • Goals and objectives from previous year(s) • Previous minutes and reports • Resources and contract lists (agents, vendors, and members) • Make sure new officers are informed about budget and registration pro- cess for summer and fall • Alumni contact information • Student Organizations Manual • Social Media Account Information (Facebook, Twitter, Instagram, Snap- chat, Email) • Access to shared drives or USB sticks with electronic files associated with the organization.
Transition packets with step by step instructions will go out in the Spring. Please reference the Org Timeline distributed at the Student Leadership Confer- ence for an outline of how the transition process should move forward.
Check out your Organization Transition Folder on your StormSync portal for information from the previous Executive Board.
29 POLICIES & PROCEDURES 2017-2018
SGI OPERATIONS AND PROCEDURES
30 STUDENT GOVERNMENT, INCORPORATED
Student Government, Incorporated (SGI) represents the student body of St. John’s University as the um- brella organization for all student organizations. In conjunction with Campus Activities, SGI is responsi- Frank Obermeyer, President ble for the coordination and regulation of the under- [email protected] graduate activities and organizations on campus. SGI is dedicated to the progress of St. John’s Univer- William Pugh, Vice President sity and the overall enhancement of your undergrad- [email protected] uate experience.
Alissa Santolo, Secretary [email protected] ORGANIZATION CONGRESS Teresa Ehiogu, Treasurer [email protected] Two to three times a semester, SGI meets with an Executive Board member (President, Vice President, Brian Wagner, Senior Senator Secretary, or Treasurer) from each organization [email protected] during a platform called Organization Congress. It is important that each representative signs in and out Atem Tazi, Junior Senator of Organization Congress meetings to get credit for [email protected] attending; otherwise their organizations SGI budget will be frozen until the next organization congress Domonic Haire, Sophomore Senator meeting [email protected] All Organization Congress meetings are 1:50- 3:15 (Common hour)
For more information, please visit SGI in their I-Lead: October 12th office located on the second floor of the DAC 416 A/B D‘Angelo Center in Room 215 or call November 16th (718) 990-1587 Student Experience Forum: DAC 416 A/B
Academic Forum: March 1st DAC 416
SGI Debate: March 22nd DAC 416 A/B
Transitioning April 12th DAC 206
31 REQUESTING A BUDGET As a budgeted organization, the first step in preparing for the upcoming year is to submit a budget proposal. Budget proposals are submitted via StormSync and for the 2017-2018 academic year, were due by Mon- day, June 11th at 11:59 pm. Each proposal had to include the following:
1. An itemized budget of planned events to be BUDGET held during the 2017-2018 academic year with approx- imate costs (as accurate as possible). PROPOSAL 2. Update your organization’s portal on StormSync Fill out the SGI Stakeholder Survey, which can be found under the “Forms” tab on the Student Govern- ment Portal on StormSync.
Optional: Any other information you deem pertinent to your budget request. Be sure to delineate the funds your organization will need for recruitment and sup- plies, publicity, etc.
Meetings with SGI: Depending on the amount request- ed in your organization’s budget proposal a meeting may be required between the President and Treasurer of the organization and the President and Treasurer of SGI - Frank Obermeyer and Teresa Ehiogu.
32 REQUISITION FOR PAYMENT OF BILLS
If you are a SGI-recognized budgetary organization, you have access to money allocated to your organi- zation by SGI, pending the completion of your “Budget Proposal Packet”. These funds can be used for anything but; BUDGET FORM • Transportation fees • Giveaways/prizes • Fundraising Items • Trophies/certificates • Contributions to charities • Alcohol • Taxes • Expedited Shipping
In order to be reimbursed for a purchase using your budget money, you must complete the member reimbursement form on StormSync. and upload an original receipt that includes the name of the store/ company as well as the date the purchase was made.
You will also need to thoroughly explain what the money is being used for in the description area of the form. All reimbursements must be submitted before June 30th when the fiscal year ends.
Ask the vendor you are work- TIP ing with if the check can be cut directly to them
33 HOW TO SUBMIT A REIMBURSEMENT
STEP 1: Log onto StormSync through MySJU
STEP 2:
Under “My Memberships” click on the organization from which you will be requesting reimburse- ment
34 STEP 3:
On your organization’s profile click “More” in the task bar to reveal a drop down menu
STEP 4:
Click on “Treasury” in the drop down menu
35 STEP 5:
On the Treasury page click on “Manage Budget” under the Budgets category
STEP 6:
Click on the 2017-2018 budget provided for you
STEP 7:
Click on the event line from which you need to be reimbursed
36 STEP 8:
Click on the “Request Payment” to access the reimbursement form.
STEP 9:
Once at the New Payment request form, click “Payment Type” and select “Member Reimbursement” from the drop down menu. STEP 10:
Fill out the form as indicated in the instructions online
STEP 11:
Finish the form by entering your itemized expenditures under the appropriate line items. If the reimbursement should be taken out of your SGI budget, type line entries into the “Request Budget Payment” column. If the reimbursement is to be paid from your earned income, enter numbers in the “Request Revenue Fund Payment” column. 38 STEP 10:
Upload photos or scanned files of receipts. Reimbursements will not be paid out without proof of purchase.
39 REQUISITION FOR PAYMENT
OF BILLS An organization’s Earned Income account serves as a resource to the organization providing a central location to house any raised funds. For example, if an organization hosts an event that involves ticket sales, any monies earned will be deposited into their Earned Income account. Unlike the budget account, the Earned Income account balance rolls EARNED over from year to year. This account also does not restrict the organization from purchasing giveaways, trophies, or INCOME FORM from making any charitable donations.
In order to be reimbursed for a purchase using your Earned Income account, you must complete the check request form on StormSync and upload the original receipt that includes name of the store/company as well as the date the purchase was made. You will also need to thoroughly explain what the money is being used for in the description area.
Check your Earned Income by clicking on Manage Revenue Funds under your StormSync Treasury.
40 FUNDRAISING
Student Organizations are allowed to raise money in an effort to further support future events or for charity. Money will not be raised for individuals or personal purposes. The guidelines for the collection of money are as follows:
All profits made from sales, tickets, raffles, etc. must be deposited into the organization’s Earned Income Account by the following business day.
Revenue from events:
• Operations will provide a “Start-up bank” for an event and will handle cash collection at the door. Patrons will not be allowed to enter the venue until the proper cash transaction is avail- able. “Start-up” cash provided to the organization must be replenished to Operations during the money drop at the con- clusion of the event.
• All money collected at the event will be counted and verified by the On-Site Administrator, Operations Manager, and a representative of the organization hosting the event. This will be done to ensure accurate attendance count(s) and to hand deliver the nightly earnings over to the Department of Public Safety. Earnings will then be deposited in the organization’s Earned Income Account on the following business day. ADDITIONAL FUNDING SOURCES TO REQUEST ADDITIONAL FUNDING FOR AN EVENT:
• Student Government Budget Committee - Special Allocation • Campus Activities Board (CAB)
TO REQUEST FUNDING TO ATTEND A CONFERENCE OR CONVENTION:
• Professional Development Committee
41 STUDENT GOVERNMENT BUDGET COMMITTEE
The SGI Budget Committee evaluates and processes special allocation requests for Non-Greek student organizations across campus. By meeting bi-weekly, they serve the student body by following St. John’s mission and working directly with organizations as they plan events.
Special Allocation is an opportunity to request monies beyond the budgets provided to student organizations. The following requirements must be fulfilled in order to obtain funding:
i. Complete a Special Allocation Request Form • via StormSync (for any amount) ii. Submission of the following paperwork: • Calendar Clearance Pass • Pre-bills – for all expenditures on company letterhead • Brief statement – explaining why the organization would like to request money from special allocation, as well as a detailed breakdown of all pricing being requested iii. All paperwork must be submitted at least one week before the budget meeting in which the request will be reviewed and at least 30 business days before the event in order for paperwork to be processed. • SGI Budget Committee: All Organizations (excluding Greek organizations and organizations with budgets larger than $2,000) • Inter-Greek Budget Committee: Fraternities and Sororities
42 Special Allocation Levels of Request:
Level Description Level 5: $8000 Level 5 requests Must collaborate** with 2 or more additional organizations to be eligible for a level 5 requisition
Level 4: <$4500 Level 4 amount is the maximum one single organization is allowed to receive
Level 3: <$2000 Level 3 amount is the maximum an organization with an allocated budget greater than $2,000 can receive per semester. Presentations to the committee are required.
L e v e l 2 : $ 1 2 0 0 Level 1 and 2 allocations can be submitted online Level 1: <$1200 through OrgSync and organizations will not be required to present in front of the budget committee.
Breaches of Budget Committee Policy
The following are considered serious infractions by the Budget Committee and may result in the following consequences: full/partial suspension, frozen budget, or potential deactivation. The Budget Chair(s), Treasurer, and Vice President will determine the extent of the consequences for each infraction listed. (Brackets indicate conventional penalties) • Expenditures from Budgetary Accounts which contradict or violate Student Government, Inc. policy, University policy, or State/Federal laws [Immediate freeze of the budget and jeopardize future funding of the organization] • Any organization found to have an outside checking/savings account [Subject to a budget suspension]. • Non-Compliance with Budget Chair/Committee decisions [SGI not held responsible for independent actions enacted by an organization; no reimbursement or liability from SGI] • Presenting fictitious figures and false promises in front of the committee and/ or leading members (Chair(s), Treasurer, Vice President) [Immediately deny of allocation request and partial suspension] 43 TIMELINE
Phase Criteria Organizations are responsible for submission of their Submission requests 30 days in advance of their event with advisor *All submissions are signature, pre-bills, contracts, and invoices attached electronically time with purpose of event. Chair(s) will be responsible to stamped check that previous listed criteria are met.
Chair(s) will provide organizations with a presentation Presentation time (15 min intervals for each proposal). Organizations *Organizations must will then present their allocation and be given a decision present reasonable from committee. Organizations that fail to give atten- excuse for lack of dance will face penalties and risk potential deferment of attendance their submission.
Chair(s) will present recommendations of last budget Approval meeting in the *Allocations may be form of a PowerPoint. The Chair will speak on behalf denied by SGI floor of organizations and answer all inquiry regarding any allocation.
Upon receiving funds from SGI, organizations must report back to Follow-Up chair amount actually spent. Chair will confirm with SGI office faculty. All excess unused amounts will be reallo- cated back into special allocations.
44 BUDGET COMMITTEE DATES
FALL 2017 Spring 2018
Date Location Date Location
9/6/17 DAC 210 1/22/18 DAC 210 9/18/17 DAC 210 2/5/18 DAC 210 10/2/17 DAC 212 3/12/18 DAC 210 10/23/17 DAC 210 3/26/17 DAC 210 11/6/17 DAC 210 4/16/2017** DAC 210 11/20/17 DAC 210 11/27/17 DAC 210
Make sure you take some time to review the Budget Committee by-laws to ensure you are fully aware of all regulations, restrictions, and violations. The by-laws can be found here.
To apply for a special allocation, please click here for the application.
45 I. Membership Requirements • Elections must be conducted in or before March of each academic year to allow for all organization transition materials, including new executive board registration to be submitted via StormSync no later than March 31st. • Student leaders must meet all GPA requirements and are not permitted to hold more than three executive board positions per academic year.
II. Publicity • This is an allocation that provides an organization the opportunity to utilize the offerings of the SGI Printing Co-op, D’Angelo Center Room 101; when this line expires all future Co-op purchases must come from Earned income. • Black and white printing for org related materials. Color copies will be charged to your organization’s earned income. • Publicity will cover up to three posters per event with a maximum of six posters per semester. Anything above this must come out of earned income.
III. Apparel • The budget allows for purchases of apparel (t-shirts, etc.) at $15 per capita, but the purchase of apparel may not exceed 50% of the organization’s overall budget. An updated and valid roster of organization members must be presented and approved by your respective advisor. Any purchases greater than the stated amounts will be charged to your organization’s earned income.
IV. Meeting Food • The budget may be used for food at general body meetings no more than three times per semester.
V. Off Campus Events & Transportation • Your Student Government budget may fund off-campus trips and transportation that pertain to the organization within New York City and via MTA only. Budgetary funds for trips and transportation may only be used two times per semester ($11 per active member for two roundtrip Metro Cards), but must not exceed 50% of the organization’s budget. You can purchase MetroCards through Campus Concierge AT LEAST two weeks prior to the date of the planned event through Campus Concierge by submitting the Bulk MetroCard/Ticket Order form on StormSync. 46 • Once approved, organizations must pick up their MetroCards from Campus Con- cierge during regular business hours. • After the event, dated documentation of museum tickets and receipts will need to be provided to validate Metro Card use or the earned income will be billed and budget will be frozen for four weeks, or until valid documentation is provided.
VI. Reimbursement and Petty Cash Policy You should always obtain a pre-bill for any expenses incurred by your organization. However, if that is not possible, the following guidelines must be met in order to obtain a reimbursement from Student Government, Inc: • SGI will reimburse an organization member via check for any purchases made via a credit card account or cash for organization related purposes. • In order to receive reimbursement, the member must present a valid store receipt, with the store’s name, address, and the date of purchase stamped or mechanically imprinted on the receipt. • In order to receive reimbursement for purchases with cash, the receipts must be handed in within 14 school days of the purchase date on the receipt. • In order to receive a reimbursement for purchases with credit cards, the receipt for the purchase must be handed in with the respective credit card statement. The reimbursement will be made directly to the credit card company; be sure to provide the credit card company address, NOT your own personal address.
Use of Petty Cash is subject to approval by the SGI Treasurer or President. The allowance of petty cash will only be given to the organization’s President or the Treasurer. The maximum amount of petty cash to be used at one time is $40.00. • Receipts for the use of petty cash should be handed in within 7 school days from the date it is taken. Failure to hand in receipts will result in the amount of money being deducted from the organization’s Earned Income and the organization’s budget will be frozen for 4 weeks. • ABSOLUTELY NO EXCEPTIONS will be made regarding these policies.
47 VII. Pricing Policy: • All Organizations must adhere to the Pricing Policy indicated in the chart below. • The prices mentioned in the chart are the maximum amounts an organization can charge the student body for the purpose of event admission. • Failure on behalf of any organization to adhere to the Student Government, Inc. pricing policy will result in an immediate 5% fine of the organization’s budget. • Fees/Contributions: No organizations are allowed to charge more than $20 for fees/contri- butions, unless they are a National Organization whose members are required to pay mem- bership fees.
VIII. Organizations on probationary status shall: • Maintain the standard “Publicity” allocations. • Only be permitted to request speaker money if it is co-sponsored with an organization in good standing. • Receive only one-half the amount for convention requests. • It shall be at the discretion of SGI, with the assistance of the organizations’ Student Affairs Liaison, to determine if the organization has made enough substantial progress to be granted another probationary year.
48 CAMPUS ACTIVITIES BOARD (CAB) OPERATIONS GUIDELINES
Campus Activities Board (CAB) is a programming board that provides funding for collaborative campus-wide events. Programming entities who request CAB funding (student organizations, University Departments, University committees, etc.) must target the undergraduate student population and respect the University’s Mission Statement.
CAB Funding Limitations
The following are expectations associated with CAB funding: • Events and activities should have a campus-wide focus. (Open to All) • Events and activities should be sponsored collaboratively. (i.e. more than one office/department) • Contracts cannot be signed prior to funds being requested. However, letters of intent from the vendor are required. • Funds cannot be used for external conferences or conventions.
Event Capital
If CAB receives an event proposal in which the total cost of the proposal is equal to or exceeds $10,000, the application will need to be reviewed and approved by the Associate Vice President of Student Affairs and/or the Vice President of Student Affairs.
As a general rule, CAB funding shall not account for more than 50% of the total cost of the program or event if the total cost of the program is less than $10,000. CAB funding shall not account for more than 25% of the total cost of the program or event if the total cost of the program is equal to or more than $10,000.
49 Event Revenue If money is collected by event attendees in the form of any type of entry fee, some portion of those funds must be returned to CAB after the event:
• If the total cost of the event is under $10,000- 50% of what is collected is to be returned. • If the total cost of the event is equal to or over $10,000- 25% of what is collected is to be returned.
Ineligible CAB Funding Areas CAB will not provide funding to certain types of events, including (but not limited to):
• Events that advocate views that are in conflict with the University mission • Events promoting or benefitting individual political candidates or include direct lobbying efforts on behalf of a person, political party or movement • Events that provide gifts or awards for organization advisors or members • Events that fund any contributions to external organizations
In addition, CAB will not provide funding for the payments of debts and previous expendi- tures or that are put toward toward the purchase of alcohol at an event.
Process In order to apply for funding from CAB:
• Applications must be typed, with the cover page including the signature of the event organizer and the appropriate budget administrator. The application should also include a budget breakdown and letters of intent from all vendors. Late applications will NOT be accepted. • Programming entities must apply for funding at least four (4) weeks in advance of the event. • A member of the applying programming entity must present at the CAB meeting. • Programming entities must secure a date and location for their event in advance (for outdoor events, a rain date and location are also needed) or have already submitted a space requisition form. • Programming entities should be able to demonstrate an attempt to obtain institutional support from another offices, departments or student organizations before making a CAB request.
50 CAMPUS ACTIVITIES BOARD (CAB)
Fall 2017 Campus Activities Board Meeting Dates
Meeting Date Time Location Application Deadline September 14, 2017 2 p.m. to 3:30 p.m. DAC 201 August 31, 2017 September 28, 2017 2 p.m. to 3:30 p.m. DAC 201 September 14, 2017 October 12, 2017 2 p.m. to 3:30 p.m. DAC 201 September 28, 2017 October 26, 2017 2 p.m. to 3:30 p.m. DAC 201 October 13, 2017 November 9, 2017 2 p.m. to 3:30 p.m. DAC 201 October 26, 2017 November 30, 2017 2 p.m. to 3:30 p.m. DAC 201 November 10, 2017
Spring 2018 Campus Activities Board Meeting Dates Meeting Date Time Location Application Deadline January 25, 2018 2 p.m. to 3:30 p.m. DAC 201 January 12, 2018 February 8, 2018 2 p.m. to 3:30 p.m. DAC 201 January 26, 2018 February 22, 2018 2 p.m. to 3:30 p.m. DAC 201 February 8, 2018 March 8, 2018 2 p.m. to 3:30 p.m. DAC 201 February 23, 2018 March 22, 2018 2 p.m. to 3:30 p.m. DAC 201 March 9, 2018 April 5, 2018 2 p.m. to 3:30 p.m. DAC 201 March 22, 2018 April 19, 2018 2 p.m. to 3:30 p.m. DAC 201 April 5, 2018
51 PROFESSIONAL DEVELOPMENT COMMITEE
WANT TO ATTEND A CONFERENCE OR CONVENTION?
Student Government recognized organizations that do not do not fall under the Inter-Greek Council are eligible to request funds for the purpose of attending a conference or conven- tion relating to their organization and mission from the Professional Development Commit- tee. Organizations have the opportunity to apply for funds that will cover a maximum of 4 members by using both SGI & Student Affairs funding.
STEP BY STEP PROCESS:
Fill out and submit the “Application for Professional Development” with all required documents 30 days prior to the event/conference/convention (no 1 exceptions). Forms are to be submitted on StormSync.
The following materials are required to be submitted in order to be consid- 2 ered for funding: • Convention Brochure - An agenda of activities and workshops being held at the convention and the associated cost of attending. • Hotel Brochure - A brochure, pamphlet, or pre-bill including rates and number of students staying in the hotel. • Brief statement - Explain the reasons your organization would like to attend the convention or conference and what you intend to bring back to the St. John’s campus and organization. In addition, if you apply as an organization, provide a brief explanation regarding why the four individuals were chosen to represent your organization. • Convention - For those students planning to present at a professional conference or for students who have returned from a conference/ convention that was funded in part by this program, you are required to provide a presentation/overview, detailing what you learned and sharing this knowledge with the St. John’s community. This can be in the form of a program, general body meeting, tabling session, etc.
The request will be declined if the aforementioned documents are not submitted with the request.
52 The organization’s representative will be notified by Joni O’Hagan of the 3 date, time (15 minute block of time), and location for the upcoming Profes- sional Development Meeting. An organization representative will need to be present, preferably someone from the Executive Board to make a brief, yet informative, presentation to the Professional Development Committee members.
The student or organization will be notified by Joni O’Hagan via email if the 4 event/conference/convention received full funding, partial funding, poten- tial funding, or was denied funding.
After a request for a conference or convention has been approved, a new budget line containing funds for your PDC-approved event will be entered 5 on your organization’s budget page on StormSync. These funds can be uti- lized using the same process outlined on page 34
The check can be picked up from Miriam Marshall in DAC room 215 by the 6 organization’s representative or the check can be mailed at your request.
For more information about eligibility and guidelines please click here.
Committee Co-Chairs PDC Meeting Dates Teresa Ehiogu [email protected]
September 6th February 7th Joni O’Hagan September 20th February 28th [email protected] October 4th March 14th October 18th March 28th November 15th April 11th December 6th April 25th
53 EVENT PLANNING GUIDE
POLICIES & PROCEDURES CONTINUED
54 GENERAL EVENT INSTRUCTIONS & REQUIREMENTS
Any events sponsored by a recognized student organization or the Department of Student Life are subject to all University rules and regulations, specifically those pertaining to on-campus events, the guest policy, and the regulations outlined in this Event Planning guide.
Prior to preparing for any event on campus, all recognized student organizations must seek the advisement of their respective Student Affairs Advisor and must receive approval to host a function. Furthermore, all Executive Boards (E-Board) must familiarize themselves with all of the provisions in this document, and all other materials that may coincide with this document.
Stay on track by using the event TIP planning guide in your Student Leadership Conference folder.
55 HOW TO BOOK A ROOM / EVENT SPACE
Room Request Form
IMPORTANT! All organizations must request and confirm the availability of the desired date, time and venue for any prospective All room requests event by completing the Student Organization Online must be submitted Room Reservation Request online. at least 15 business After the room request has been processed, the days prior to the organization will receive a facilities pass from Operations. desired date The Event Organizer is not allowed to proceed with any planning of their event until a space requisition confirmation and Calendar Clearance Pass Numer has been received from Operations.
LINK TO ROOM A pass number (located in the top right corner i.e. Q7568) REQUEST FORM indicates that the University has approved the planned event, the space has been assigned to the organization/ Department, and that the organizer(s) may proceed with planning their event.
Please call 718-990- with any questions and/or concerns.
56 LOCATION SPECIFIC POLICIES
Below is a chart outlining available locations for programming on campus, which have specific restrictions or policies. If you are considering hosting an event in any of these spaces please reference this chart before requesting the space. Your Student Affairs Advisor can always provide suggestions about program- ming space.
OUTDOOR SPACES
Location Policies
Residence Village Basketball Court & • 2 days of the week only from 4pm to 7pm Patio • Weekends from 12pm - 7pm • With or without music • Patio - with speakers facing Montgoris Dining Hall • No events are permitted with music during midterms, final exams, and during University break periods.
Lourdes Way • Quiet Time • Director of Residence Life approves village
Belson Stadium • Requires Athletics approval and dependant on the nature of the event • Equipment cannot be staked into the ground due to turf • No chalking or painting on the field or track • No food on the field
Great Lawn • Reservation form is used as the document that will assist in approving or denying the event • Must receive approval from VPSA • Church bathrooms cannot be used for attendees • Below are some of the criteria we look at: • Type of event • Number of attendees • Impact on the grass • Other scheduled events that are occurring at the church • Use of music. Music can be played during common hour and when classes are not in session • Use of grills • Use of staging • Need for electricity
Carnesecca Plaza • Not a bookable space - unless it is a major University event or the President
57 Location Policies
DaSilva Field • Requires Athletics approval and dependant on the nature of the event Jack Kaiser Stadium • Equipment Cannot be staked into the ground due to turf Red Storm Field • No chalking or painting on the field or track • No food on the field
St. Vincent’s Lawn • Requires approval from Campus Ministry (for purposes of noise conflict) Student Affairs Reservationist will check with Campus Ministry • No music other than common hour
OUTDOOR SPACES
Location Policies
Taffner • Please see the following page for a full list of policies
Carnesecca Arena • Carnesecca Plaza not a bookable space • Requires Athletics approval • Typically not a bookable space during basketball season (Nov. - March) • Fitness Center - Not a bookable space • Cannot book B without A Marillac • Must allow access to Veterans Center (open until 7PM) • A&B can only be booked if the event is 150+ people Classrooms • Reservations can be made at any time but will only be booked after the second week of classes each semester, when the registrar releases them (this applies to non-common hour times - weekend permitted) • All SGI recognized organizations receive Activity Hour rooms for selected common hour dates - do not need to book a classroom separately • Roughly 13 Activity Hours per semester • No food permitted in classrooms • Fixed setup - unless you receive approval (Facilities) • Number of chairs should correspond with the number underneath the door handle
Sciarra Room • Requires special approval from School of Pharmacy
Sullivan Cafe • Requires special approval from School of Education
St. Vincent’s Cafe • Only a bookable space before 3PM
St. Thomas Moore • Submit request through Student Affairs Reservationist who will confirm Church Conference approval with Campus Ministry Room • Please note on reservation whether there will be music or not
58 Location Policies
Faculty Club • Cannot be booked until after 3PM (as per union contract) • Must obtain approval to rearrange setup
Donovan Community Room (Residence Suc- • Bookable for academic success oriented programming cess Center)
Montgoris • Requires approval from Auxiliary Services • Events permitted upon approval when food service ends - i.e. DInner (ends 7:30 PM on Friday)
GENERAL POLICIES
• Music is only permitted during common hour or after classes • No food permitted in classrooms • Only Student Affairs, in conjunction with Public Safety is permitted to use drones at large-scale events
TABLING / BAKE SALES
Student organizations may have 1 tabling or sale in a building per day
Locations:
• D’Angelo Center (food/bake sales only permitted on 1st floor) • DAC Plaza • Marillac • Marillac Plaza • Library Patio (cannot go into the library)
• St. Albert’s • Can only be booked by Pharmacy students/groups • Must fill out form with College of Pharmacy & Health Sciences after the space is booked
59 TAFFNER Taffner Field House has a primary function of open recreation and intramural programming through the Campus Recreation USAGE Department. POLICIES This space can be reserved for recreational programming as well as events, inside and outside the University. Each request will be reviewed and approved/denied on a case by case basis.
The following are policies that must be followed when reserving and utilizing Taffner Field House:
• Each request must come from Conference Services or from Student Affairs and be submitted to the Director of Campus Recreation at least (4) weeks prior to the requested date(s). • No events will be approved that require music or entertainment during normal business hours. Any events that require music or entertainment may only begin after 5pm. • Please work with facilities to determine time needs for setup and breakdown. Once determined, please indicate the full amount of time that is needed for the event including the setup and breakdown on the request • Dinner / Large Scale events requiring large quantities of tables or chairs may need rented tables/chairs. The date of delivery and pickup for rented tables or chairs must be approved by the Director of Campus Recreation. If you are plan- ning on ordering furniture please include a side note in your setup. • NO hanging policy - Renters may not hang anything on the red padding or walls. Specific requests for displays must be included in space request for review. • Once the event is complete; it is the responsibility of the renter to ensure all clean up is completed. This would include any of Campus Recreations prop- erty put back in its location, and all signs and equipment used for the event removed • The renter (group using the space) will be responsible for any damage caused in the space from their event.
Open Floor Banquet or lecture Capacities Both sides 1140 600
One side 570 300
60 SAMPLE FACILITIES PASS
REPRINT St. John's University - Facility Confirmation Pass Print Date: 5/26/2016 Facilities Pass Department: American Pharmaceutical Assoc. Org Type: SF N5824 Number Event: Pharmacy Career Day Start Date End Date Days Location Setup Time Start Time End Time 27-Mar-17 27-Mar-17 M DAC 412 07:00 AM 9:00 AM 4:00 PM 27-Mar-17 27-Mar-17 M DAC 416A 07:00 AM 9:00 AM 4:00 PM 27-Mar-17 27-Mar-17 M DAC 416B 07:00 AM 9:00 AM 4:00 PM 27-Mar-17 27-Mar-17 M DAC 416C 07:00 AM 9:00 AM 4:00 PM Other Information 500 Number Attending(approx.): Advisor/Event Manager: Event Type: Gathering AdvisorExt: Person in Charge JamiePlanner/Advisor Lei/Lizzie Sheehan Phone Number Extension 6888
Event Contact: - Student:
E-Mail Address: Student Cell# Charge Classification: INC
Budget#:
Distribution List
: VIP
Comments: fg-5/26/16- Setup instructions: OPERATIONS - SWIPING REQUESTED FURNITURE AND QUANTITY- 35 6FT.TABLES/2 CHAIRS AT EACH • Room layout (banquet, BUFFET TABLES /ROLLAWAYS IN DAC 412 1 -6 FT. TABLE/2 CHAIRS FOR SWIPING AT ENTRANCE lecture, classroom, confer- COAT RACKS ence, hollow square, fixed DIAGRAM TO FOLLOW CLOSER TO THE EVENT seating, clear room, other) SETUP COMPLETION - 8:30AM • Furniture & Quantity DOORS OPEN/CLOSE - 9AM/4PM • Trades: Electrician, SA EMAILED 5/26/16 Grounds (for outdoor events)
61 AUDIOVISUAL EQUIPMENT
Below is a chart outlining available locations for programming on campus. Depending on your event’s audiovisual needs, you may have to complete an Audiovisual Equipment Request form with your Student Engagement Advisor. An online version of this form is located on OrgSync. Please reference this chart and ask your Advisor for his/her suggestion on programming space.
Location Equipment found in room Additional Equip. Contact
Carnesecca Arena None Projector / Screen Classroom Support President’s Room Microphone Ext. 5845
Carnesecca Arena Local Sound System / Micro- None Facilities services phone. Must be requested on Ext. 6254 pass Operations D’Angelo Center (4) 90” LCD Monitors Handheld Microphone Ext. 1423/7987 Organizational BlueRay Player Podium Lounge (DAC 128) DirecTV Video Conferencing Video Conferencing 3.5mm Audio Inputs JBL Speakers (Classroom Support HDMI Inputs ext. 5845) XLR Microphone Inputs Wireless Microphones/Wire- less Lapel Microphones
D’Angelo Center 210, Projector / TV Screens Ethernet cable Classroom Support 212, 301, 311, 312, 401 LCD Screen Laptop Ext. 5845 (Seminar Rooms) HDMI Inputs Phone Conferencing Web Conferencing Video Conferencing
D’Angelo Center HDMI Inputs Handheld Microphone Operations Ballroom 416 XLR Microphone Inputs Laptop Ext. 1423/7988 Wireless Microphones Podium / Podium Microphone Projector JBL Speakers
HDMI Inputs Handheld Microphone Operations Sodano Coffeehouse DirecTV JBL Speakers Ext. 1423/7987 D’Angelo Center 314 XLR Microphones / Wireless Microphones Piano Colored Lighting Projector/Screen
DAC Living Room / Handheld Microphone Operations Foyer Piano JBL Speakers Ext. 1423/7987
62 Location Equipment found in room Additional Equip. Contact
Little Theatre Wireless Microphones (6) None Operations Ext. Wireless Lapel Microphones (6) 1423/7987 Projector/Screen Spotlights (2) Stage Lighting
Marillac Auditorium AirMedia None Classroom support AppleTV Ext. 5845 Document Camera LCD Confidence Monitor Projector/Screen
Marillac Terrace Local Sound System Projector / Screen Classroom support A, B & C Microphone Ext. 5845
Classroom support Local Sound System Projector / Screen Montigoris Dining Hall Ext. 5845 Microphone
St. Albert’s Hall AirMedia None Classroom support B70/75 AppleTV Ext. 5845 Document Camera LCD Confidence Monitor Projector/Screen
St. Vincent Cafe None Projector / Screen Classroom Support Microphone Ext. 5845
Taffner Field House Local Sound System Projector / Screen Classroom Support Microphone Ext. 5845 AirMedia President’s Lounge None Classroom Support (Carnesecca Arena) AppleTV Ext. 5845 XLR Input HDMI Input 90” LCD Monitors (2)
Local Sound System Sullivan Cafe Microphone Classroom Support Projector / Screen Ext. 5845 None Sun Yat Sen Projector / Screen Classroom Support (Faculty Club) Microphone Ext. 5845
Microphone / Speakers Facilities Electrician None Outdoor Event Spaces must be requested on Pass Ext. 6254
63 HOW TO CANCEL AN EVENT
Any organization wishing to cancel an event must provide notification at least 48 hours prior to their event. Any organization that does not provide advance notification, as it pertains to the cancellation of their event, will be charged for services provided to them by Departments involved with the planning process of their event, such as Operations and Event Support Services.
Disclaimer: Operations and the Department of Public Safety reserve the right to cancel an event on site, and with proper notification, if the provi- sions outlined within the Event Planning Guide and Event Agreement are not followed accordingly. Any appeals to such decisions can be brought to the attention of the Assistant Vice President for Student Affairs.
Organizations will incur a $100 penalty for events not cancelled 48 in advance
64 EVENT AGREEMENT
After receiving a Calendar Clearance pass number, the event planner(s) must fill out an Event Agreement unless the event:
• Occurs in a classroom • Is a tabling event (bake sales, information, etc.)
The Operations Event Agreement is available online. Agreements must be submitted 10 business days prior to the scheduled date of an event, unless otherwise instructed by the Assistant Director of Operations and Event Support Services. A review of event logistics will be conducted by a Student Operations Manager, in order to assure that the event plan- ner(s) fully understands all provisions outlined in the Operations Event Agreement. Addi- tionally, the event agreement may need to be reviewed and authorized by the appropriate Student Affairs Advisor following submission online.
Failure to follow the above mentioned may result in the cancellation of the planned event, with proper notification.
PLEASE NOTE: The Office of Operations is not obligated to contact any organizations/De- partments in regards to their contract and it’s due date.
Agreements must be submitted 10 days prior to the schedued event
65 GUEST POLICY
Only members of the St. John’s University community (students, faculty, administrators, and staff members) are allowed to attend the event. All par- St. John’s Only ticipants must present a valid St. John’s University ID (Storm Card)
The “One-to-One” policy means that each St. John’s University student may be accompanied by one (1) Non-St. John’s guest with a valid State-issued or college ID per event.
Guests will be registered through on electronic event tracking system. A picture will be taken, and a record of their I.D. will be recorded on site for all guests who are registered. All patrons, performers, and guests must be 18 years of age or older, and must provide a state-issued, or college identifica- 1:1 tion card, upon entering a venue. Failure to present a valid I.D. will result in a denial of entry to any event. Exceptions to this rule may be made for family events, in which any, and all, chaperones must sign a waiver and accompany all patrons under the age of 18 into a venue, while supervising them at all times.
Organizations will be solely responsible for all patrons who are signed into a venue by a St. John’s University Host. Administrators, Public Safety, and Student Managers reserve the right to turn people away at the door, as well as, eject people from any function who are in violation of any of the rules and regulations of St. John’s University.
Events open to St. John’s University students, staff, faculty and administra- tion as well as those who are not affiliated with St. John’s University. Must be approved by your Student Life Advisor using the Guest Policy Request Form. The request must reach your Student Life Advisor and Operations Admin- Open Community istration fifteen (15) business days prior to the event date to possibly be approved. Operations reserves the right to deny requests based on staffing, the recommendations of the Office of Public Safety and an organization’s event history.
66 Event Set-Up Requirements
All event set-up requirements, including a setup diagram(s) for each event, must be indicated on the Student Organization Online Room Reservation and Event Setup Form. Forms without an indicated set-up will not be processed. All final revisions must be made at least one (1) week prior to an event, in order to assure that the proper set-up can be provided.
The Offices of Conference Services will notify the Student Life - Calendar Clearance Personnel, and/or Student Life Advisor, in advance, of any changes or inability to fulfill special setup re- quirements.
Decorations and Lighting
To further secure the safety of all patrons at SJU events, a minimum level of lighting will be required for all venues. The following guidelines apply to the lighting policies for events at St. John’s University:
• Lights will be kept at a minimum level for all events occurring at assigned locations such as: Marillac Auditorium, The Little Theatre, Carnesecca Arena, and Montgoris Dining Hall.
• Please Note: Security lights will remain on in Marillac Terrace A, B, and C at all times and cannot be controlled by Operations or the Department of Public Safety.
• Event organizers are not allowed to control the house lights for any event. Only Operations Staff, Facilities personnel, and/or Public Safety Officers are allowed to control the lights for an event. Blocking or obstructing lights is strictly prohibited.
67 No additional lighting will be provided to organizations by Operations. Please seek an outside vendor for additional lighting needs.
Decorations that do not need to be affixed to the wall can be brought in as long as they are removed (i.e. Centerpieces, Balloons, etc.). Banners must be hung on a railing. Any form of tape cannot be used on the walls or windows, and smoke machines are prohibited.
Events Needing Additional Equipment
Any event requiring additional furniture/equipment must be requested on the room request form, and approved by the organizations’ Student Affairs Advisor. This may include:
• Pipe & Drape • Extra Buffet Tables (6ft.) • Podiums • Garbage Cans (Rollaways) • Audiovisual Equipment (Microphones, Projects, etc.) - please see chart
If additional tables are needed, outside of what the University can provide, the organization/de- partment will be responsible for rental of the additional table through an outside vendor, includ- ing the cost of the rental.
68 ADDITIONAL POLICIES WHEN DO I NEED A CONTRACT / AGREEMENT/ RIDER? Whenever a student organization plans an event involving a DJ, caterer, speaker, performer, or outside vendor/service, a STU- CONTRACTS DENT GOVERNMENT, INC. CONTRACT/RIDER IS REQUIRED.
The Student Government, Inc. President will not sign any agreements that have already occurred. As a result the con- tracting party will not be paid.
HOW DOES THE PROCESS WORK? 3.
2. Attorney reviews the con- 1. tract/rider and commu- Your Student Affairs Advi- 4. nicates any changes that sor will send the complete Contact your need to be made to your contract/rider signed by the Once approved, Student Affairs Student Affairs Advisor. individual/company provid- the SGI President Advisor to start Your Advisor will work ing the service to the SGI signs the contract the process. with you to get the chang- attorney for approval es made and initialed by the party being contracted
TIPS:
• Any provisions that do not apply (i.e. service • NEVER sign a contract. These contracts are of alcohol, transportation, etc.) that were not legal binding documents between Student agreed upon between you and vendor may Government, Inc. and a third party. By sign- be crossed out. ing a contract, YOU are taking on the respon- sibilities of the service and as a result, YOU • Plan Ahead. Get contract information for are agreeing to pay the vendor, not SGI. ONLY outside sources 4 to 5 weeks prior to an the Student Government President has the event. This will allow your advisor enough power to sign contracts. time to get the contract reviewed and ap- proved. Failure to submit complete contract paperwork in sufficient time can result in the cancellation of an event. 69 PUBLICITY POLICIES REGULATIONS
Your organization’s Student Affairs Advisor must approve all publicity materials prior to distribution. Failure to do so will result in a violation and publicity will be taken down. POSTING POLICIES • First violation: Organization will get a warning and the offense will be noted. • Second violation: Budget will be frozen until an ex- planation for the reason of the violation is given and approved. • Third violation: A fine of $25 will be imposed against the organization’s earned income. If no earned in- come exists, the organization’s budget will be frozen until the next Organizational congress. • Fourth violation: No publicity will be approved for the rest of the semester.
CAMPUS CONCIERGE POLICY:
FLIERS:
• All fliers must be stamped by the organization’s Student Affairs Advisor. The fliers can be left in your Advisor’s folder in DAC 124. • Fliers will not be approved if the necessary information is unclear, missing, or inappro- priate. • After the flier is stamped, a member of the organization is responsible for going ot the Co-Op Copy Center and making 40 copies of the flier. Bring these fliers to Campus Concierge, who will hang them in Marillac Hall, and St. John’s Hall. Campus Concierge will also receive ten (10) copies of flyers to be displayed in designated bulletin boards throughout the D’Angelo Center. • Campus Concierge will NOT accept your fliers more than 14 days before your event. They also will not accept fliers within 5 days of the event. (This is to prevent fliers from being displayed for too short or too long of a time period).
70 IMPORTANT NOTES ABOUT FLIERS:
• One per organization, per event, per bulletin board and affixed only to bulletin boards. No windows, doors, stairways, etc. • Are not to be hung on any wall in any building even if the bulletin boards are filled to capacity. • May not be hung or left in the stairwells of any building. • Absolutely no reproduction of copyrighted material will be approved.
PLEASE NOTE:
In getting your materials approved, please be respectful of your Student Engagement Advisor’s schedule and give them ample time to approve your content. Additionally, Campus Concierge does not post fliers daily and posting times/days may ary.v
For more information, please contact Elizabeth Sheehan, Assistant Director of Campus Activities at 718-990-6888 or via email [email protected].
RESIDENCE LIFE FLIER POLICY:
Once a flier has been stamped by Campus Activities, copies can be brought to the Res- idence Life Office, who will then deliver them to the Residence Halls. Fliers should be dropped off one week in advance to ensure its distribution to all appropriate parties for posting. MISCELLANEOUS PUBLICITY GUIELINES:
• No OUTSIDE companies are allowed to advertise on campus. On-campus publicity only!! • To avoid publicity violation, remove all advertisements within two days after your event/activity. • Do not publicize sale of property, parties, employment opportunities, books, tutor- ing, apartments, etc. • Do not remove publicity material of other organizations. If the information is out- dated, or unapproved, inform your Student Life Advisor. • Do not remove, move, or cover publicity for a SJU University or Department Event.
71 EVENT ADVERTISEMENTEVENT ADVERTISEMENT
ON AIR Complete the online request form. WITH WSJU
CHALKING Please see page 76 POLICY
Available through the Campus Concierge desk located on the second floor of the D’Angelo Center. Requests to sell tickets TICKET PRE- through Campus Concierge must be made through the online SALES form available on StormSync. Organizations are responsible for providing the physical ticket that has been stamped and approved by the organization’s Student Affairs Advisor.
72 SAFETY POLICIES SAFETY & SECURITY AT EVENTS
The Department of Public Safety will take every measure possible to secure the general welfare and safety of all students, guests, and employees. Public Safety Officers will show a presence, or be available on-site, for assigned weekend and special events, and will pro- vide security measures such as metal detecting and bag checks.
• All events with an expected attendance of 250 or more patrons will be subject to the ap- propriate electronic security system and personal search methods, conducted by Public Safety Officers, unless otherwise indicated by the Department of Public Safety. • All individuals attending an event must enter through assigned metal detectors, located at the entrance way for every venue. Performers and Disc Jockey(s) must pass through metal detectors upon entering a function as well.
• PLEASE NOTE: It is the organization’s responsibility to inform all performers about the St. John’s University metal detector policy and its regular use at functions.
• Prior to entering a venue through the stationed metal detectors, proof of identification must be shown in order to gain access to the event. A valid, government-issued photo identification card or valid college identification card is required, andall patrons must be 18 years of age. Organizations must indicate this I.D. guideline on all of their ap- proved advertisement.
No sharp objects, flammable products, or open containers will be permitted at any event.
All controlled substances are strictly prohibited on-campus. Anyone who appears to be under the influence of a controlled substance, or intoxicated, will be reported to the Depart- ment of Public Safety and will be asked to leave the premises.
Off-duty police officers cannot enter a venue with their weapons. A safe will be provided in which off-duty officers can store their weapons at the Office of Public Safety.
All doorways are to be kept cleared at all times. Moreover, exit signs will not be covered or turned off in order to accommodate a function, for any reason - NO EXCEPTIONS.
73 FROM THE SJU FIRE SAFETY OFFICE: FIRE SAFETY NOTE: Barbeque grills are only permitted on St. John’s campuses with permission of Student LIfe, Conference Services, and Public Safety and only under the supervision of Chartwells and/or Facilities personnel.
Propane (gas) Grills
• Grill should be at least 10 feet away from any building or combustibles • Store and use grills on flat non-flammable surfaces • A compatible fire extinguisher must be present • Grills must be in proper working order at all times. They should be checked prior to each use. Grills should be cleaned regularly to avoid grease buildup • Never leave a grill unattended when in use and keep children away • Never start a grill with the lid closed. Gas can accumulate and cause an explosion. • Never store propane indoors or near any heat source. Storage cages are available adjacent to the Montgoris Hall loading dock - Both Public Safety and Chartwells have keys - Storage is prohibited any other place on campus • Never wear loose clothing that may catch fire
Charcoal Grills
• Never use any flammable liquid other than barbecue starter fluid and never put it on an open flame • Remove the charcoal ashes from the grill and place them in a metal container and add water. Do not dispose of the ashes for 24 hours • Never use the grill indoors because of the obvious fire hazard but it also generates large amount of carbon monoxide
In Case of Barbeque Fire
• For propane grills-turn off the burners. For charcoal grills- close the lid. • For propane grills-if you can safely reach the tank valve, shut it off • If the fire involves the tank, evacuate the area and call the Fire Department • Never attempt to extinguish a grease fire with water. Use only an approved (ABC) extin- guisher
Any questions, call Fire Safety Director Bob Gleason at (718) 990-2587 74 SPEECH AND EXPRESSION
St. John’s University is committed to standards promoting speech and expres- sion that foster the responsible exchange of ideas and opinions that enable the pursuit of knowledge and truth.
As embodied in the University’s Mission Statement, “We commit ourselves to academic excellence and the pursuit of wisdom, which flows from free inquiry, religious values, and human experience.”
All members of the St. John’s University community, which includes students, faculty, staff and administrators, enjoy the right to freedom of speech and expression that is consistent with the University Mission and its Catholic char- acter and Vincentian tradition. St. John’s seeks to foster an environment of global harmony, and the incorporation of diverse perspectives. As is true with the society at large, the freedom is subject to reasonable parameters or time, place, and manner and compatibility with the Mission of the University.
The right of free speech and expression does not include unlawful activity or activity that endangers or threatens to endanger the safety of any member of the University community or any of the University’s physical facilities, or any activity that disrupts or obstructs the functions of the University or immediate- ly threatens such disruption.
As stated in the University’s Mission Statement, “We embrace the Judeo Christian ideas of respect for the rights and dignity of every person and each individual’s responsibility for the world in which we live.”
Expression that is indecent or is obscene or grossly offensive on matters such as race, ethnicity, religión or gender is inconsistent with accepted norms of conduct at the University.
Although St. John’s University supports the responsible exchange of discourse and the expression of ideas and opinión, the use of the University forum shall not imply acceptance or endorsement by the University of the views ex- pressed, If the right of any member of the University has been violated and/or he/she has experienced a direct conflict with the above stated policy, he/she may file a grievance with the Department of Student Life on his/her campus.
75 Chalking Policy
The content of the chalking must adhere to the law and other university policies, including but not limited to, the following: Discrimination and Harassment Policy, Student Code of Conduct, Policy on Commercial Sales and Solicitation.
Chalking is permitted by registered campus student organizations or departments with prior approval from the respective Student Affairs Advisor, unless otherwise specified by the office of Community Development. Chalking is not approved for but not limited to, individuals and community businesses. Registered campus student organizations and departments must email the respective Student Affairs Advisor the following information a minimum of seven (7) days prior to the actual event, unless otherwise specified by the office of Community Development:
• Name of registered campus student organization or department • Name(s) of the student(s), faculty, or staff doing the chalking • Name(s), university email address(es), and phone number(s) of the president/top executive officer and Student Life Advisor if registered campus student organization or contact person if department • Title, date, time, and approved location of event being advertised • Proposed area where sidewalk will be chalked • Proposed advertisement (may attach image file to email) which must include the name or signature of the sponsoring organization or department for identification purposes and to ensure that all chalking is in compliance with University policy
Chalking is permitted only on horizontal sidewalk surfaces in open areas (as indicated by the green highlights on the map below) that are not covered by an overhang, as the chalk must be able to be directly washed away by rain. Chalking cannot appear on vertical surfaces including but not limited to building walls, handrails, steps, step landings, planters, trash receptacles, cigarette receptacles, benches, signs, statues, poles or columns, light poles, and trees. Chalking of interior areas is strictly prohibited.
Future chalking privileges of the registered campus student organization in violation will be revoked.
Approval for chalking will be granted for specific areas as requested in proposal email. Chalking in non-designated areas may result in loss of future chalking privileges for the registered campus student organization in violation. All chalkings must be a minimum of 10 feet from building entrances.
76 • Only solid, water-soluble chalk may be used • All chalking must pertain to a particular event for sidewalk chalking. No crayons, markers, as requested in the proposal email and not or paint are permitted. Liquid sidewalk chalk reference other activities. Each individual is not permitted as it may stain the sidewalk/ chalking must bear the name or signature of concrete and can only be fully removed the sponsoring organization or student. The through pressure washing the chalked name and/or signature must be legible. surface. • All chalking must be removed by the • In the event restricted areas have chalk registered campus student organization applied, it is the responsibility of the or department within 10 days of the initial campus organization to clean the area chalking or within 48 hours of the end of by removing the chalk drawings. The the event that the chalking was advertising; organization assumes responsibility to pay whichever timeframe occurs first. In the any reimbursement for restoration costs. event that the chalking is washed away by The Facilities department must approve the rain before the advertised event occurs, the cleaning methods and materials prior to work registered campus student organization may beginning. re-chalk the approved area with the same chalking as before. Please note that the • Persons or parties established in violation of timeframe for the removal of the chalking the regulation where defacement of public is still bound by the initial chalking prior to property results, will be found in violation of the rain. Failure to remove the designated the Student Code of Conduct. chalkings within the appropriate time frame may result in loss of highlights indicate • Overwriting, erasing, defacing, or altering the acceptable chalking areas. chalking of another person or organization is prohibited.
77 ADDITIONAL POLICIES CHARTWELLS Organizations must go to Chartwells in order to get the exact cost of the food that will be ordered.
Once the price is obtained by the Student organization, a requisition MUST be completed indicating the EXACT amount that will be paid to Chartwells from either Earned Income of Budget ALCOHOL POLICY: This requisition (after your Liaison has signed it) MUST be Alcohol is prohibited at all orga- turned into Miriam in the Student Government Office, D’An- nization events on and off cam- gelo Center Room 215. pus. Once received, a new Goldenrod form will be completed by SGI and faxed to Chartwells. Please keep a COPY of all documents for your records.
The Fair Use Doctrine (1978) of the Copyright Act governs Printed the making of the photocopies of copyrighted material. Photocopies may be made for purposes such as criti- Material cism, comment, news reporting, teaching, scholarship or research as long as the reproduction or distribution is made without any purpose of direct or indirect commercial advantage. COPYRIGHT ISSUES May be shown, without license, in the home (or residence hall room) or in certain narrowly defined face-to-face teaching activities. Non-classroom use in public places (i.e. TV Lounge), regardless of whether an admission fee Film and is charged, requires a license. “Willful” infringement for the purposes of commercial or financial gain is a federal crime Video and is punishable as a felony. Even inadvertent infringe- ments are subject to substantial civil damages. Your Stu- dent Life Advisor can help you purchase the appropriate 78 license. SERVICE HELPFUL REFERENCES
USEFUL CAMPUS PHONE NUMBERS
VENDOR LIST Room Reservationist (Fran Goldberg) (718) 990 - 1369 Campus Activities (718) 990 - 5400 Campus Ministry (718) 990 - 6255 Furniture Rental Campus Recreation (718) 990 - 2357 ACE Career Services (718) 990 - 6375 Counseling Center (718) 990 - 6384 Balloons Financial Aid (718) 990 - 6403 Balloons by Sorin Fraternity & Sorority Life (718) 990 - 7981 General Information (718) 990 - 6161 Health Services (718) 990 - 6360 Grills Judicial Affairs (718) 990 - 5045 Broadway Rentals Leadership Development (718) 990 - 2103 Chartwells Library (718) 990 - 6201 Media Relations (718) 990 - 6185 Awards Mentoring Programs (718) 990 - 5023 Crown Trophy Operator (718) 990 - 2000 Operations and Event Support Services (718) 990 - 1423 Performing Arts (718) 990 - 2104 Printing Printing Co-Op (718) 990 - 5358 Veterans Press Public Safety (718) 990 - 6281 Registrar (718) 990 - 1350 Games / Novelties Residence Life (718) 990 - 2417 Creative Games Inc. Chartwells Catering Services (718) 990 - 6694 Student Development (718) 990 - 2708 Great Neck Games Student Employment (718) 990 - 6374 Student Government - Main Number (718) 990 - 1587 Operations Building Managers (718) 990 - 1423 *List is suggestions of com- University Bookstore (718) 990 - 6247 monly used vendors
79 STORMSYNC
CONNECT YOUR ORGANIZATION TO THE COMMUNITY
80 NAVIGATING YOUR PORTAL
ORGANIZATION SETTINGS: HOW TO ACCESS:
• Change the look of your profile • Go to organization portal • Update your portal information • Click on Settings (right side of page) (descriptions, contact information, etc.) • Click Organization settings • Add social media links • Customize who can use certain features (i.e. who can acces the budget management, who can create events, etc.)
Profile: Organization description, welcome, and basic information Feed: Populates the latest activity on your portal. Post updates for members. 81 JOIN OPTIONS (under Organization Settings)
Decide how StormSync users can join your portal: Open Invite (anyone can sign up), Invite only (you have to invite them), Join by request (have them submit a reason why they want to join), or Join with Password (pre-determined by you):
MANAGE MEMBERSHIP
Click on People
Categorize your members by creating groups. Examples:
- Executive Board - Alumni - Active Members - Interested Members from Activities Fair - PR Committee
This will make mes- saging members easier.
Invite people by email address (use this in- 82 stead of a piece of paper at the Activities Fair) GIVE ADMINISTRATIVE RIGHTS TO A MEMBER:
• Click on People • Search for individual you would like to give administrative right to • Click on persons name • Click on Manage • Click Administrators • If there is a check mark next to the admin category you have successfully added them as an admin for the portal
83 ADD / UPDATE AN EXECUTIVE BOARD MEMBERS
Anytime you change an executive board member (especially a top 4 mem- ber - President, Vice President, Secretary, or Treasurer) you MUST add them ! through this process to officially register them:
ADD POSITION:
1. Go to your organization portal 2. Click “See All” under “Current Positions” 3. Click “Fill a Position on Right Side of page” 4. Make sure you add an “End Term Date”
84 UPDATING A POSITION
1. Go to your organization portal 2. Click “See All” under “Current Positions” 3. Mouse over the wrench icon 4. Click Manage 5. Change term dates
Do not delete any positions! If you add an end term date those positions will be automatically archived, and those individuals will not be listed as holding a Tip current position.
85 HOW TO ACCESS / EDIT POSITION FORMS:
1. Click on your Name in the top right corner 2. Click on Activity
3. Click on Position Requests
86 4. Click on position title (i.e. Vice President)
5. To simply view your request, click “View Request” under Request status (right Status: side of page). To edit the request, click “Reopen for Changes”. Incomplete - you must complete and submit the appropriate forms
Pending - forms have been successfully submitted and are awaiting approval
Complete - position has been approved
Click to edit
Click to view your submission without editing
87 6. Mouse over the wrench icon next to the form you would like to edit, or edit the term dates.
To edit term
To edit form
7. Once you’ve made all your edits, hit “Close changes” on the right side of the position page. If you made edits to the form make sure you press “Finish”
88 STORE YOUR ORGANIZATION FILES
1. Click on Files 2. Click Add Folder or Add File on right side of page 3. Upload document 4. Be sure to edit who you would like to be able to view the file based on the groups you created. If it is just for Executive Board members click Executive Board members under Groups.
CREATE EVENTS & SYNC THEM TO YOUR CALENDAR
1. Click on Events 2. Click Create Event 3. Click Subscribe to sync to your calendar
89 EASILY TRACK ATTENDANCE
Once you’ve created an event, click on it to invite members, message individuals who have RSVP’d, and share the event (QR code, URL, Facebook, Twitter).
Click on Participation to track attendance the day of the event. Step 1: Choose the partici- pant.
90 Step 2: Choose whether to mark stu- dents as attended, excused absent, or partial.
VIEW ATTENDANCE FOR ALL EVENTS
1. Click on Events 2. Click Attendance
91 SEND MESSAGES & TEXT MESSAGES
To ensure the text message feature works, make sure your members have selected their mobile provider under their personal profile. 92 TO LEARN MORE VISIT THE HELP & SUPPORT SECTION
93 If you have more questions, please reach out to your Student Affairs Advisor for guidance. Have a wonderful year! Thank you for serving our community as a Student Leader!
94