Student Organization Empowerment Guide
201 8-2019 Table of Contents Welcome 4
Campus Engagement 4
Overview of Student Organizations 5
Requirements to be a Student Organization 6
Student Organization Recognition 6
How to Obtain Recognition 6
Benefits of Being a Recognized Student Organization 7
What it Means to be a FROZEN Organization on DragonLink 7
Fraternity and Sorority Life Organizations 8
Graduate Student Organizations 8
Rights and Responsibilities of Student Organizations 9
Expectations of Student Organizations 9
Hazing Policy 9
OED-1 Discrimination, Harassment, and Bias Incident Prevention Policy and OED-3 Title IX Sexual and Gender-Based Harassment and Misconduct Policy 10
Student Code of Conduct 10
Resources for Student Organizations 11
DragonLink 11
Leadership and Management Resources 15
Working with your Student Organization Advisor 21
Student Organization Resource Center 22
Office/Locker Space 24
Event Planning & Policies 25 Event Planning 101 25
Creating and Submitting Events through the Event Form Process 25
Reserving Space 29
Available Services and Equipment for Student Organization Events 29
Having Food at Your Events 30
Additional Event Policies 33
International Travel Policy 37
Student Organization Finances 39
Student Organization Funding Accounts 39
Making Purchases for your Student Organization 39
How to Make a Deposit 41
Funding Sources and How to Receive Funding 43
Gambling, Gaming, and Raffle Policy 45
Publicity and Promotion 47
Where to Get Posters Approved 47
Chalking Policies 47
Additional Fraternity and Sorority Life Policies 48
FIPG Risk Management Guidelines 48
New Member Presentation/Probate Show Governing Policy 50
Appendix 52
Appendix A: Campus Engagement Student Org. Support 53
Appendix B: Sample Student Organization Constitution 64
Appendix C: SORC Equipment Reservation Process 68
Appendix D: Reservable Space on Campus 69
Appendix E: Guidelines for Solicitations to Businesses 72 Welcome We are excited that you have chosen to learn more about student organizations on Drexel’s campus. An incredibly valuable aspect of Drexel University’s education happens outside of the classroom and participation in student organizations is where leadership and identity is developed, community engagement occurs, and intellectual and social interests are met. These opportunities enrich and enhance your Drexel experience, while the interpersonal and organizational skills you exercise will prove invaluable during your co-op and when you graduate.
This guide is provided to you by Campus Engagement as a resource and empowerment tool to help your organization thrive. This guide outlines important policies and procedures, as well as offers tips and tricks to help you successfully manage and lead your organization. If you have any questions about the information provided, Campus Engagement is happy to help.
Please note, the content of this guide is subject to change. Notice of any major changes will be distributed via email to the executive members of all student organizations and updated on the Building Organizations’ Leadership Development DragonLink page. Campus Engagement Campus Engagement’s encompasses the areas of Student Involvement and Leadership, The Student Center for Diversity and Inclusion and The Office of Fraternity and Sorority Life. Together, these areas build a sense of pride and tradition on campus and support holistic development and student success. Campus Engagement empowers student organizations through the oversight of the annual recognition process, training and development, and advisement and support of student organization leaders and members.
Commitment to Inclusion Campus Engagement empowers and supports students of all backgrounds while actively creating open, welcoming, and inclusive environments. Through intentional programing, intersectional services and initiatives, Campus Engagement is committed to cultivating respect, communication, and engagement with all communities. Campus Engagement welcomes and celebrates our diverse student body and believes that creating inclusive communities strengthens student development and fosters authentic leaders and global citizens.
As representatives of student organizations, we hold you to the same standards of inclusion as we work together to ensure our communities feel their whole identities are included and respected during their time at Drexel. For more information regarding ways to make sure your organizations, programs, and marketing are inclusive, please contact [email protected].
Learning Priorities Campus Engagement is committed to enhancing the learning of each Drexel student through involvement and leadership on campus. Campus Engagement fosters learning in the following areas:
• Sense of Pride and Responsibility: One’s commitment and dedication to university communities and the university as a whole as a result of participation in transformational experiences that promote opportunities to develop a sense of belonging and community building. Accepting personal accountability for actions and behaviors. • Civic Engagement and Social Consciousness: Valuing individual differences and experiences, advocating for equality, fairness and respect for all people, and developing civic-minded practices and behaviors. • Learning and Integration: Developing the curiosity to explore new opportunities and the maturity and humility to seek continued growth experiences. Reflecting and integrating co-curricular experiences. Sense of Self and Purpose: Awareness of individual talents, values and interests that contribute to living a purposeful and healthy life. Acting in congruence with personal values. • Critical Thinking and Problem Solving: Having the ability to analyze and prioritize information and experiences, respond positively to ambiguity, and consider multiple perspectives when making decisions. • Interpersonal Skill Development: Building collaborative relationships, communicating effectively, managing conflict, sharing common goals, and facilitating, motivating, and empowering group dynamics.
The Campus Engagement Team Campus Engagement consists of professional staff dedicated to helping you and your student organization succeed and make an impact on campus. Each organization is assigned a Campus Engagement (CE) Contact who will be your organization’s go to staff person as it relates to organizational management, event approvals, and general questions or concerns.
A list of the Campus Engagement staff office hours and contact info as well as the breakdown of organizations and your CE Contact are listed in Appendix A of this document. Overview of Student Organizations Annually, Drexel University recognizes over 250 organizations that represent a diverse scope of interests and missions. Student organizations fall into one or more of the following categories:
- Academic & Professional - Club Sports - Civic Engagement and Social Action - Identity Based Organizations - Fraternity/Sorority Life - General Interest - Graduate Student Organization - Joint Student Organization - Performing and Fine Arts/Media - Undergraduate Student Organization
Campus Engagement oversees the recognition process and supports all student organizations with the exception of Club Sports, which is managed by Drexel’s Recreational Athletics Department.
Requirements to be a Student Organization Campus Engagement defines a student organization as “a group of students whose open membership is centered on a unique mission and purpose that brings value to life at Drexel University and creates an opportunity for learning, student governance and leadership.”
OFFICER POSITIONS Each organization must have at least four individuals to hold the four required positions. These positions are: President, Vice President, Treasurer, and Event Coordinator. Each of these positions must be held by a different person. Each organization must also have a Faculty/Staff Advisor. This position must be filled by a full time Faculty or Professional Staff member of Drexel.
Additionally, student organizations must be:
- Completely student run, governed, and organized - Have opportunities, at both the executive and general member levels, for leadership growth and development - Have membership open to all students unless granted written exemption - Must not serve solely as a mechanism to advance a University department or academic program - Must not serve solely as a mechanism to advance a student’s academic status or grade - Must not be started by or operated by a faculty or staff member Student Organization Recognition
How to Obtain Recognition Student Organizations must be recognized annually by the University. The recognition process for organizations on the fiscal year cycle (July-June) begins in April and ends in June. The recognition process for organizations on the calendar year cycle (January-December) begins in December and ends in February. To be on the calendar year an organizations must have applied and been granted written permission based on national, regional, etc. requirements. The following steps are required to obtain recognition status each year:
1. Four officer positions and advisor position are updated with the correct individuals on the organization’s DragonLink page 2. Four officers attend a BOLD Conference and complete the online training module corresponding to their officer position 3. The president properly completes the re-registration form found on the organization’s DragonLink page 4. Advisor attends in person or online information session bi-annually and completes Advisor Confirmation Form found on DragonLink annually
RE-REGISTRATION FORM: After completion of the officer trainings, presidents must submit the Re-Registration Form on their organization’s DragonLink page. This form requires the student organization to describe their mission and goals for the year, update membership information, and update their constitution.
Organizations that fail to complete the requirements of recognition will be frozen for the year which removes all privileges and benefits of being a recognized organization.
Benefits of Being a Recognized Student Organization Organizations that complete the recognition process each year are granted benefits and privileges by the University, including:
• Ability to use the “Drexel” name and or affiliation with your organization • Use of allocated funds from SAFAC and additional funding sources • Ability to reserve space on campus • Ability to utilize Chestnut Street Catering, Campus Services, Public Safety, etc. • Access to the Student Organization Resource Center (SORC) supplies • Ability to bring outside vendors and speakers on to campus via the Contract Process • Full Access to a DragonLink page • Ability to advertise events to the University community • Ability to request and receive office and/or locker space for the student organization • Participation in Campus Programming such as the Involvement Fair
What it Means to be a FROZEN Organization on DragonLink Organizations that do NOT complete all steps for the recognition process will lose their “active” status until the next corresponding recognition cycle, where they will have another opportunity to be recognized. In addition to losing the benefits listed above, the organization’s DragonLink page will be changed from “active” to “frozen.” The means that:
Your organization’s page may be Frozen temporarily because…..
• Your organization is going through the conduct process • You did not turn in a receipt from a purchase to the SORC drop box • You did not return a credit card to the SORC drop box • Your organization violated the code of conduct, or policies, guidelines or procedures, outlined in this Guide and are being frozen for an amount of time determined by Campus Engagement administration o This would never happen without proper communication around the issue and your organization would be notified thusly
Fraternity and Sorority Life Organizations Existing Fraternity and Sorority Life organizations complete the annual Student Organization Recognition Process as outlined above. In addition to meeting the requirements of the Student Organization Recognition Process, FSL organizations must meet the additional requirements:
• The organization is recognized by their Inter/National Fraternity/Sorority as a chapter in good standing • The organization is a member in good standing of one of the three Greek Councils: Interfraternity Council, Multicultural Greek Council, or Panhellenic Council • The organization complies with all submissions and attendance expectations required by the Office of Fraternity and Sorority Life through the Chapter Accreditation Program (CAP)*.
The addition of a new FSL group to the Drexel community must go through the formal expansion process which is initiated and managed by the Office of Fraternity and Sorority Life through the FSL Recognition & Expansion Guidelines*.
* Available on the FSL DragonLink Page
Graduate Student Organizations Existing Graduate Student Organizations complete a Student Organization Recognition Process separate from the undergraduate process outlined above. This process is currently being reviewed ad updated by the Graduate Student Associations, updates will be communicated as soon as they are confirmed.
Students interested in forming a new Graduate Student Organization must submit an application when the New Organization Process opens in winter term. New Graduate Student Organizations who are approved must go through the Graduate Organization Recognition Process in spring term in order to be a recognized organization and have access to funding. More information can be found on the Graduate Student Association DragonLink page.
Rights and Responsibilities of Student Organizations Student organizations have the potential to make a great impact on Drexel’s campus. Student organizations and their leaders are held to high standards to ensure that programs, initiatives, and involvement within in the organization enhance community engagement on campus, promote inclusive and welcoming environments, and are positive representations of Drexel University.
Expectations of Student Organizations In addition to completing the required steps to obtain recognition status each year, Campus Engagement expects student organizations to:
• Promote inclusive and welcoming environments • Accept responsibility for the supervision and safe operation of all sponsored programs and events • Be a good steward of organization’s money and accept responsibility for reimbursing Drexel for damage to University-owned property or facilities • Comply with all University policies and regulations as defined in the Drexel University Student Code of Conduct, the Campus Engagement Student Organization Empowerment Guide, and training PowerPoints, as well as local, state, and national laws • Maintain an active DragonLink Page • Maintain the non-profit volunteer status of the student organization, operating solely as a Drexel University entity • All officers must be current and full time students in good academic standing • Lead for the common good of their organization and Drexel, promote positive team dynamics, empower members by providing them leadership opportunities, and maintain open communication
Hazing Policy All student organizations and student organization members must adhere to Drexel University’s Hazing Policy. Please read the Hazing Policy in its entirety in the Student Code of Conduct Policies.
Drexel University does not tolerate hazing. Any [registered student organizations, club, intramural and athletic teams, other student groups, and other persons associated with an organization] found responsible of Hazing, Aggravated Hazing, or Organizational Hazing under this Policy, whether occurring on or off campus, may face disciplinary action from the University, and may also face criminal charges under state law, including The Timothy J. Piazza Anti-Hazing Law, C.S. § 2801, et seq. The University encourages all members of its community to be aware of the serious nature of hazing and challenges its members to work together to prevent its occurrence. OED -1 Discrimination, Harassment, and Bias Incident Prevention Policy and OED-3 Title IX Sexual and Gender-Based Harassment and Misconduct Policy Drexel University, with support from the Office of Equality and Diversity, Human Resources, and the Office of the Provost, enforces fair and equal treatment of the entire University community through strict adherence to its policies and procedures. Student organizations must adhere to policies and procedures outlined in OED-1 Discrimination, Harassment, and Bias Incident Prevention Policy and OED 3 Title IX Sexual and Gender-Based Harassment and Misconduct Policy.
Student Code of Conduct All student organizations must adhere to the Drexel Student Code of Conduct at all times. Please review the Student Code of Conduct Policies and the Student Organization Conduct Process.
Resources for Student Organizations
DragonLink DragonLink is Drexel’s online platform that connects students with student organizations and campus programs. Each student organization receives a unique DragonLink page where they have the ability to promote upcoming events, communicate to potential and current members, and manage their organization’s finances, event planning, and more. Student organizations are required to maintain an active DragonLink page.
Access to your organization’s page Officers have managerial access to their organization’s DragonLink page through the Action Center on DragonLink.
To access the organization’s Action Center: on the home page, click on the grid next to your initial and then select “Manage.”
Now you are in your Action Center. Once in your Action Center, click on the organization you want to manage under “My Memberships.” Then click on the “Manage Organization” button on the top right of your organization’s page.
Once you’ve clicked on the organization you’ll be taken to your Organization’s Action Center. Here you can hover over the three lines next to the organization name to access managerial functions for your organization.
The Action Center of an Organization’s DragonLink page: Below is a description of each page within the Organization’s Action Center.
• Home: This page is the management landing page for the organizations. During the Recognition Process this is where the president will find the blue “Re-Register This Organization” button to submit their re- registration form. • About: This page is where the organization’s description, contact info, photo, and social media sites are updated. • Events: This page is where the Event Coordinator and Vice President can submit an Event Form. Go to the “Create an Event” button at the top of this page to do so. Events can also be managed through this page once they are approved by Campus Engagement. • News: This page allows officers to create news articles about their organization. When these news articles are published they are shown on the homepage of DragonLink so this is a great publicity tool for organizations to use. • Gallery: This page allows officers to upload pictures of the organizations • Documents: This page allows officers to upload organization documents such as the organization’s constitution. Uploading documents to this page aids in the officer transition process each year. • Forms: This page allows officers to create forms such as sign-up forms, interest forms, etc. • Elections: This page gives officers the option to hold elections via DragonLink • Finance: This page allows the President and Treasurer to manage the organization’s finances. Create purchase requests using the “Create Purchase Request” button.
We suggest taking time to click around your DragonLink page to become familiar with its many features.
How to Invite and Accept Members: Inviting members happens from the Roster Page of your organization’s DragonLink page. To invite members, click on the blue “INVITE PEOPLE” button on the top of the Roster Page. On the next page, list the email addresses you are sending invites to. Click “ADD E-MAIL ADDRESS” and then click “SEND INVITATION.”
To respond to member requests, click on the Prospective tab on the Roster Page and respond to member requests. You should be approving all member requests unless your organization has been granted specific permission otherwise.
How to Update Rosters: Primary Contacts/Presidents have the ability to update rosters. When your organization transitions each year, the outgoing Primary Contact must update the roster to change the Primary Contact to the new President. Note: a person must be listed first as President in order to be the Primary Contact.
How to Update Positions: On the Roster Page of your organization’s DragonLink page, the President has the ability to create new positions. To do so, click on the “Manage Positions” button on the roster page, then click on “+ POSITION” to create a position. Note: the four required positions are already set and officers should be in those four set positions.
To Assign People Positions: On the Roster Page, search for the person you are assigning a position to. Once you’ve located the person, click on the pencil icon next to their name. Then check the position they hold. Note: when updating rosters, you also need to remove people from their previous positions by following the same steps.
To Assign a Primary Contact: Once a person is listed as President they can update themselves to be Primary Contact. To do so, go to the Roster Page, then in the box at the top where the Primary Contact is listed click on the pencil icon, search for the president’s name, and assign as Primary Contact. Leadership and Management Resources In your role as a student organization leader you have the opportunity to make an impact on your peers’ college experience and create positive change in the Drexel and Philadelphia communities. Managing the organization’s logistics, understanding University policies, and engaging and retaining members requires commitment, strong leadership ability, and a high level of responsibility on your behalf.
Campus Engagement recognizes that your role as a student organization leader is no small feat. To succeed as a student organization leader, it is imperative to understand what it means to be a good leader first.
Viewing leadership as an inclusive, ethical, and relational process is crucial. Take a moment to think about the ethical responsibilities associated with your role. What about your organizational practices, personal leadership style, and organization events are inclusive to the Drexel community? Now think about how you will build and maintain relationships with your peer leaders, organization members, and University administration in your role. Furthermore, it is important to view leadership as a life-long learning process. To be a successful and effective leader requires the ability to understand your own leadership style and the impact it has on others. With that we suggest taking advantage of the resources outlined below to continually improve yourself as a leader.
ONGOING LEADERSHIP DEVELOPMENT TRAINING
Understanding your own leadership style is important in leading your organization. Take advantage of the opportunities available for you to understand who you are as a leader and enhance your leadership skills through the Dragon SCALE (Student & Community Active Learning Experiences) program. Additionally, it’s important to invest time into creating leaders within your organization. Opportunities exist for group teambuilding, such as an intentional low-ropes course, and leadership development that will help your organization work better together, improve communication, understand each other’s unique styles and personalities, and more.
Join the Dragon SCALE DragonLink page to learn about available team builders and leadership development/organizational management workshops and to request one for you and your organization.
BEING A SUCCESSFUL STUDENT ORGANIZATION LEADER
• Understand your organization’s purpose and vision. Revisit your organization’s vision with your Eboard members and create a vision that everyone is a part of and can implement. • Set your organization up for success. Identify goals for the year. We suggest using the SMART goal format. Your goals should also relate back to your organization’s mission and vision you have created for the year. Refer to the goal setting section later in this manual to learn how to write SMART goals. • Create group expectations for your Eboard and organization as a whole. Having a strong set of expectations to fall back on when things go array later in the year will go a long way. When setting expectations think not only of logistics (how will you communicate with one another, what time will you meet, etc.) but also about the culture you want to create within the organization (how will you make your organization a place where people feel welcomed, how will you celebrate accomplishments of others, how will members share ideas, etc.). Don’t forget to make this an inclusive practice- people should know what expectations you have of them and they should be able to tell you what expectations they have of you! • Invest time in members! Get to know members. Icebreakers can be cheesy, but they make a difference. Make sure to know each other’s names and a little bit about each other. Celebrate organization and member accomplishments. You want people to feel welcomed, involved, and that they matter in your organization. • Lead by example. You set the tone for your organization. Understand your leadership style and your personal and organizational values and think about how they impact the way you make decisions in the organization. • Empower members. Get to know what members enjoy doing and utilize their strengths in providing them opportunities to take on projects within the organization. Delegate tasks so everyone is involved! • Manage conflict. Have difficult conversations. When conflict occurs, don’t ignore it. Instead, think through the situation and address it appropriately. Remember, leadership is a relational process so think about the people involved in the conflict and adjust your conflict management style appropriately. Provide space for others to give feedback so members are heard. This can also help reduce conflict. • Be a good steward of your organization’s resources including money, items checked out at the SORC, rooms you reserve, etc. • Create welcoming and inclusive environments through organization communication, meetings, and events. Consider multiple identities, perspectives, and experiences and think about who you are serving as a leader and how you can make positive change through your role. • Use your resources. Talk with your student organization advisor. Stop by or call the SORC when you have questions. Participate in campus events and leadership development programs offered to you as a student organization. • Know when to step back and recharge. Being a student organization leader takes time and commitment. It can be draining if you don’t take time for yourself and can lead to leader burnout. • Keep records and transition your new Eboard appropriately!
WRITING YOUR ORGANIZATION’S CONSITUTION All student organizations must have an organization constitution. This document should be revisited annually and is uploaded to the Registration Form as part of the Annual Recognition Process.
Constitutions and bylaws are written to govern a student organization in its operations and activities. These documents should be clearly worded, intentionally structured, and kept up-to-date to meet the needs of the student organization. Constitutions are an important tool to give current and potential members an understanding of what the organization is about and how it is run. Additionally, the constitution should be written by your student organization- groups affiliated with a national organization/international organization can use their affiliate’s constitution to influence how it is written or attach it to the end, but your organization should think specifically about how the Drexel chapter will operate.
Constitutions:
- Provide an overview of the purpose and structure of the organization - Should be straightforward and comprehensive - Should be difficult to amend
Bylaws:
- Outline the rules and procedures of the organization - Should be consistent with the constitution - Tend to be easier to amend
Components of a Constitution and Bylaws:
A sample constitution and bylaws is provided in Appendix B of this document. Please refer to this sample document and note the required sections of the constitution.
SETTING ORGANIZATIONAL GOALS Having clear and concise goals for your organization is crucial. Goals help you stay on track during the year and help new members understand the priorities of the organization. Take time early in the year to develop goals. We suggest using the SMART Goal Method.
S M A R T Specific Measurable Attainable Relatable Timely •Define the goal •Can you track •Is this goal •Is this goal •Establish a sense as much as the progress? reasonable worthwhile? of urgency by possible •Use how much, enough to be •How does this placing time •Use Who, What, how many accomplished? goal fit into the limits for when Where, When, •How will I know mission and the goal will be Why, Why when the goal is vision of your completed complete? organization
Remember, goals should be clearly communicated to your organization and should enhance the mission and vision of your organization.
EFFECTIVE COMMUNICATION Effective communication is key to a successful organization. Communication among members and communication to the greater University community will help with recruitment efforts, your ability to plan and execute events, and establish credibility on campus. Communication should be respectful and professional.
Use the 7 C’s of communication in your leadership of your organization.
•Think about the audience and what information they will need then Complete communicate all facts. Provide details and don't assume anything.
•State exactly what you want to say. Don't let people guess your meaning. Clear Think about your audience and the appropriate communication sytle use.
•Be mindful of your audience's time and attention span. Remove unessary Consice filters from your communicaton.
Correct •Check your facts, your details such as dates and times, and your grammar.
Concrete •Be specific on your message and your goal of the communication.
•Create logical communication that is easy to follow. Don't jump around to Coherent different topics. Be consistent with your tone and messaging.
•Be respectful and polite. Understand your audiences' perspective, identity Courteous and experiences. Do not communication in a passive agreessive, insulting, or disrespecful manner.
RECRUTING AND RETAINING MEMBERS Recruiting and retaining members is crucial to your organization’s longevity on campus. It is important to devote time and dedication to both recruitment efforts and making sure members feel connected to the organization in order to retain them. Think about implementing some of the ideas below into your organization.
Keep your organization’s DragonLink page up-to-date. Respond to new member requests and messages, submit event forms so events appear on your page, use the about section and news articles to communicate to others the mission and vision of the organization and what you have planned for the year. Sign up for the Involvement Fairs. Happening at the beginning of fall and spring terms, the Involvement Fairs are great ways to promote your organization on campus. Collaborate with other organizations. Working together on events, sharing ideas, or attending programs with other orgs are a good way to create new relationships and grow your membership. Think about your meeting and event times. Are they during times that are accessible to a wide range of students? What about where they are? And how they are promoted? Think about the language used in promoting your meetings and events. Is it inclusive? Does it truly express what your organization is about? Have your meetings planned and communicate your mission and vision. It’s never fun when you get a meeting or event and no one knows what’s going on. Have an agenda and communicate what is happening. You’ll gain credibility by being prepared. Members also want to be part of something that they understand the purpose behind. That’s why it’s important to communicate your mission and vision not just verbally but through the culture of your organization. Take time to get to know one another. Relationships matter and if someone feels like they made a connection with someone they are more willing to return. Avoid inside jokes between current members. It is great that members of organizations become good friends (in fact, we hope this happens!) but be aware of the dynamic between new and old members. You want to show that great friendships can be made in the organization without being exclusive. Be open to new ideas from new and old members.
EMPOWERING MEMBERS AND DELEGATING TASKS In addition to the suggestions above, one of the best ways you can retain members is by making them feel empowered and involved in the organization. Chances are you are in your leadership role because someone allowed you to take on responsibility, and doesn’t that feel great? Your job as a student organization leader is to empower the next set of leaders for your organization so that your organization continues to make an impact on campus years beyond your time here. This can be one of the toughest parts of your role as a student organization leader because it involves building trust and delegating tasks.
Why delegate:
o Empowers members, which in return grows your organization’s membership and impact on campus o Helps with the legacy of your organization o Alleviates burden on you so that you don’t develop leader burnout How to delegate:
o Start with small tasks so that you and your members can gain trust in one another. o Understand what people are interested in so that you delegate tasks that they will enjoy and succeed in. o Clearly communicate your expectations and have members repeat them back so everyone is on the same page. o If needed, create a system of check-ins on a project so you and the members have an avenue to share progress and any complications they may be having. o Understand that not everyone gets to the end goal the same way. Someone may approach a task differently than you would, but that’s ok. o Be ok with letting things go. It’s helpful to remember the bigger picture when delegating. It’s your responsibility to make others feel that they matter, to give opportunities for members to contribute in meaningful ways to the organization, and for your organization to continue on beyond your time at Drexel. MANAGING CONFLICT Conflict is inevitable in any group setting. Rather than constantly trying to avoid conflict, you have to learn how to read the dynamic of your organization and how to manage the conflict appropriately.
Here are some tips on how to reduce conflict:
• Set expectations with your organization early on o Use a 360-degree approach- what are the expectations you have for your peers, what are the expectations they have of you, what are the expectations they have of each other o Create a group symbol or image that represents what you want your group to be – list things within the image that you will all agree on (for example: communicate within 48 hours, be on time for meetings, listen to each other’s ideas, etc.) o Do a group goal setting session so everyone understands the goals and their role in achieving the goals • Develop positive norms and trust in the organization o Examples include: being on time and prepared for meetings, deadlines for event submissions, celebrating members’ accomplishments at each meeting • Model the way o Set a good tone for the organization. Allow others to give you feedback and take action to make improvements
Having difficult conversations with members When conflict arises, it is important to address it. Often this means you will have to have a difficult conversation with your peer(s).
• Prepare yourself o Consult with your advisor or a neutral person rather than with people connected to the organization o Gather information as needed o De-escalate the situation by letting others know you are aware and handling it if needed • During the conversation o Compartmentalize: begin the dialogue by addressing the issue but not triggering defenses. Ask the person to describe what happened or share what you observed o Ask questions: show empathy and allow the person to share their view o Normalize: show that you understand the person’s view even if you don’t agree with it- “I feel that frustration when….” o Discuss: talk about details and acknowledge the other person’s responses o Incentivize: incentivize the outcome- focus on what the person and the group can gain rather than punishment o De-Emphasize: don’t make the conversation something that is dwelled on. End on a positive note and move forward focusing on the mission and goals of the organization ORGANIZATION TRANSITION It is imperative to transition your organization’s new Eboard so they receive the information needed to continue to be recognized by the University and continue to enhance the work you did in your role.
Here are some steps to help you transition your organization:
Keep records Keep records throughout the year of your meeting agendas and notes, programs you planned along with post program evaluations of what went well and what can be improved on, etc. All records can be stored in the Documents section of your organization’s DragonLink page for easy transition.
Hold elections Do this at the end of winter term/beginning of spring term so that new positions are in place for the beginning of the new recognition cycle which starts in April.
Transition from old to new Hold transition meetings between the entire new and old Eboards and between each officer position. Make sure that roles and responsibilities of each position are written out and fully understood. Take time to evaluate what went well and didn’t go well in the previous year prior to these meetings so that any changes to roles and responsibilities can be appropriately made.
Update DragonLink The outgoing president should transition the positions of President and Primary Contact on DragonLink to the new president. The new president can then update the remaining positions.
Changing in the middle of the year? Although we suggest holding a position for a full year, we understand life happens. If you are changing an officer position mid-year, please contact Sara Leader ([email protected]) in Student Involvement and Leadership to make sure the officers are properly trained.
Working with Your Student Organization Advisor All student organizations must have an organization advisor. Advisors must be full time faculty or professional staff of Drexel University. Advisors can provide support to your organization in many ways. Some provide content knowledge for organizations related to the advisor’s field. Some offer a neutral person to bounce ideas off of and support the student along their leadership journey. The advisor/student leader relationship will look different for each organization, but we suggest at the minimum you do the following with your advisor:
• Meet with your advisor to discussion the purpose of the organization. Talk to them about the organization’s vision and goals for the year. • Discuss how the advisor can be a support not only to the organization but to you as a leader. • Establish a meeting schedule. How often do you want to meet? • Invite the advisor to attend a meeting to get to know others in the organization. • Keep the advisor in the know about projects the organization is working on or events you are holding on campus. • Connect your advisor with Campus Engagement if they have questions or need support. • Say thank you! Your student org advisor is most likely volunteering their time so make sure to say thanks.
Student Organization Resource Center The Student Organization Resource Center, known as the SORC, is the hub of student engagement on campus and is a great place for student organization leaders to find resources, talk with staff, or hang out as an organization. The SORC offers many resources, event and meeting equipment, printing services, project supplies, leadership resources, and more for student organizations to utilize.
The SORC is located on the lower level of Creese Student Center. It is open Monday – Friday from 7am-11pm, Saturday from 10am-8pm, and Sunday from 10am-10pm (During breaks or holidays, hours of operation may change. Please refer to http://drexel.edu/campusservices/studentCenters/creeseCenter/ during those times. If you need to check out equipment or talk with staff, it is best to come during normal business hours.
EQUIPMENT RESERVATION The SORC has a variety of equipment for student organizations to rent, including: food machines, sound systems, projectors and projector screens, cameras, gaming systems, and board, party, and card games. For a more detailed list, check out the 'Resources at the SORC' article in the News section of the SO RAFT page on DragonLink. Equipment is reserved through the Event Form process (refer to Event Planning & Policies section of this handbook) or through the SORC Equipment Reservation Request Form FY’ 19 (see Appendix C for more information.
WEB*FINANCE PASSWORD RESET REQUEST If you forget your Web*Finance password follow the steps below to reset it.
• Go to “SO RAFT” page on DragonLink: https://dragonlink.drexel.edu/organization/soraft and sign in with your personal username and password • Once on the page, scroll down to the Forms section and click on the link titled “Web*Finance Password Reset Request FY’19” • Make sure to complete all of the required fields throughout the form o If you do not know your student org’s SAFAC 17 Fund Number you can find it on the finance page of your organization’s DragonLink page • After you complete and submit the form, a Resource Center Assistant will submit the request to IT. It will typically take between 2 to 7 days to receive the student org’s temporary password. When a staff member receives it, they will call the number provided in this form to provide the updated credentials. A voicemail with this information will be left if you are unable to answer and you will receive an email notification of this event WARNING: While you’re waiting to hear back regarding a Web Finance Password Reset request, please do not submit another request form. This can cause a lot of errors to occur. If you have any questions or concerns while waiting to hear back, feel free to stop by the office or call SORC at 215-895-1811 from Monday-Friday between 8am-5pm.
SELF-SERVICE PRINTING Student organizations may access self-service printing in the SORC at any of the three available computer stations. Students can log in to these computers with their individual Drexel user credentials. When printing, select the Canon iR-ADV 5535/5540 printer. Once the print-job is sent to the printer, the student user will be prompted to enter their organization department ID and pin. Each organization is given a print code used to authorize and track organization printing that must be entered for both ID and pin. To retrieve your organization’s print code stop by the SORC and speak to a Resource Center Assistant or call the office at 215- 895-1811.
Each organization is entitled to an initial 50 B&W prints or copies per term and 50 color prints or copies per term free of charge. Available print sizes for self-service printing are 8.5”x11”, 8.5”x14”, and 11”x17”. Color paper stocks are also available. After the initial 50 of either B&W or color prints in a given term the following charges will apply (regardless of size): $.03 per print in B&W and $.08 per print in color.
Note: Each side of a page counts as one print. Printing fees are assessed at the end of the term and charged first to 17 SAFAC cost-center, then to 19 cost-center if necessary.
POSTER PRINTING Student organizations are entitled to 1 full color 24”x36” poster per term free of charge. Additional posters within a given term are $5.00 per print. Poster fees are assessed at the end of the term and charged first to 17 SAFAC cost-center, followed by 19 cost-center as necessary.
Student organizations that wish to have a poster printed can email a PDF file to [email protected]. Please allow 3 business days for your posters to be printed. Resource Center Assistants will notify the sender when the posters are ready to be picked up.
BALLOONS AND HELIUM Student organizations have access to supplies such as latex balloons and balloon ribbon of assorted colors free of charge. The SORC also has a helium tank that is accessible free of charge during normal business hours (Monday-Friday, 8 AM-5 PM). If an organization wishes to use the tank outside of normal business hours, please contact a Resource Center Assistant at [email protected] ahead of time. Mylar balloons are not supplied by the SORC, but can be used with the helium tank.
PACKAGES AND MAIL Student organizations can have packages and mail addressed to the SORC at 3210 Chestnut Street, St 215, Philadelphia, PA 19104 (Please include the name of the organization on the address label). When your organization's package or mail has arrived, a Resource Center Assistant will sort it and notify the primary contact and any other appropriate officer listed on DragonLink via email. The package can be picked up at the SORC during normal business hours. When a member of the organization comes to pick up the package or mail, they will be required to sign for it.
CRAFT SUPPLIES The SORC has a variety of project supplies for student organizations to use free of charge including a button maker, laminator, di-cuts, poster paper, and more. Office/Locker Space Annually student organizations can request an office space or locker on campus. These spaces are meant to enhance the activities of the organization or provide space for large organization items that are not able to be stored in personal residences.
The application process for space allocations happens each year in the Spring Term and involves an application and at times an in-person interview so Campus Engagement can best assess the needs of the student organization and the space available on campus. A student organization must be recognized by the University to receive space and must maintain active status throughout the year to keep their space. Additionally, organizations must reapply each year for space.
Student Organization Offices and Locker Space includes:
• Offices in MacAllister, Creese, and Main • Large and small cages • Lockers in the lower level of Creese
All spaces are not guaranteed year after year and most spaces are shared with 1-4 other organizations.
Event Planning & Policies
Event Planning 101 Planning and holding events, whether big or small, is a cornerstone of many student organizations. Student organization events bring the Drexel campus to life and provide avenues for student engagement, professional development, pride and tradition, and community building. Campus Engagement expects that your events not only follow the University policies below, but also enhance the student body experience. Therefore, your planning and execution should be inclusive of all members of the University community, well thought out, and align with your organization’s mission.
Creating and Submitting Events through the Event Form Process To hold an event on or off campus, all student organizations must submit their event through the formal process known as the Event Form Process. All events, including general body meetings, whether money or space reservation is needed, should go through the Event Form Process. The Event Form Process exists to provide student organizations a one-stop shop when planning an event and alleviates any potential risk or liability the student organization could encounter from holding the event.
First steps in submitting an Event Form:
• Once an idea about an event has formed or you are reviewing your upcoming calendar for the year, your first step should be to look at the Event Form Levels and Timelines as well as the policies associated with different types of events. • Talk with the your Eboard so everyone understands what it takes to pull off the event- is there enough money in your account? How are you going to promote the event? Who needs to be present at the event? Do you need to have a contract? What policies apply to your event? • Determine not just one space, but back up spaces in case your first choice is already booked. • Ensure you know who manages the space (see Campus Spaces below) as this will determine if there are additional steps you need to take outside the Event Form Process. • Proceed with submitting your Event Form
Who submits an Event Form? Vice Presidents and Event Coordinators have access and should be the only ones to submit an Event Form.
How to submit an Event Form? Navigate to the organization’s action center so you are using the management functions of the organization’s DragonLink page. Once there, hover over the three lines next to your organization’s name at the top and click on the Event page. On the Event page, click “+ Create an Event” in the top right corner. To best support the many types of events student organizations hold on campus and to help you navigate the policies and procedures associated with planning events on and off campus, please review the information below.
Event Levels and Submission Timelines
Note: days and weeks are all business days and weeks, do not count weekends or holidays when determining the timeline for an event.
Level 0 Event Event Type/Criteria Process Timeline • General Body Meeting • Event Form must be submitted two weeks prior to event • Other event that requires no criteria date listed in higher levels • DIY style events, crafting, etc. • Other organization meetings with none of the criteria listed below Level 1 Event Event Type/Criteria Process Timeline • Event Form must be submitted three weeks prior to event date • CE staff will review event for programmatic components, fiscal needs, and risk. If staff has questions regarding the event they will comment on the Event Form- make sure to • Using Chestnut Street Catering for a review comments small order (meeting, social, etc.)Non- • If you requested space that is reserved through the EMS paid speaker/lecture style events system, Event Consultants will reserve space • Events showing a movie • Once the space aspects and all other questions or concerns • Graduate Student Organizations’ Office have been addressed, CE staff will approve your event, Campus Events with Alcohol putting it live on DragonLink- only at that point is your event • Off Campus events with close proximity officially approved! (ie. Walking or SEPTA) Level 2 Event Event Type/Criteria Process Timeline • Paid contracts with vendors (rental • Event Form must be submitted four weeks prior to event companies, artists, novelty companies, date etc.) that your organization HAS worked • Professional staff will review event for programmatic with in the past components, fiscal needs, and risk. If staff has questions • Co-sponsored events with departments regarding the event they will comment on the Event Form- or multiple organizations (cultural make sure to review comments festivals, academic showcases, etc.) • A meeting may be scheduled by Campus Engagement staff • Paid speaker/lecture style events via comments on the Event Form if needed • Attending an off-campus conference; • If you requested space that is reserved through the EMS requesting SAFAC conference funding system, Event Consultants will reserve space. • Having fire pits, small bon fires, or using • Once the space aspects and all other questions or concerns Grills have been addressed, CE staff will approve your event, • Using Chestnut Street Catering for a putting it live on DragonLink- only at that point is your event medium sized order (networking officially approved! reception, panel discussion, etc.)
Level 3 Event Event Type/Criteria Process Timeline • Regional off campus events • Event Form must be submitted six weeks prior to event date • Balls/formals • Professional staff will review event for programmatic • Banquets components, fiscal needs, and risk. If staff has questions • Large scale networking events regarding the event they will comment on the Event Form- • Events with alcohol make sure to review comments • Philanthropic and corporate sponsored • A meeting may be scheduled by Campus Engagement staff events via comments on the Event Form if needed • On campus events with a large amount • If you requested space that is reserved through the EMS of external vendors system, Event Consultants will reserve space • Using Chestnut Street Catering for a • Once the space aspects and all other questions or concerns large order (alcholol, sit down dinner, have been addressed, CE staff will approve your event, baquet style, etc) putting it live on DragonLink- only at that point is your event • $1,000-5,000 of purchases/payments officially approved!
Level 4 Event Event Type/Criteria Process Timeline • Events with Minors present (on or off • Event Form must be submitted eight weeks prior to event campus) date, however for a level 4 events we suggest three months • Conferences on campus in order to get all needs completed for your event- • Competitions on campus ALL International Travel due a Term in Advanced! • Events with animals • Professional staff will review event for programmatic • Concerts/ large performances components, fiscal needs, and risk. If staff has questions • $5,000 of purchases/payments regarding the event they will comment on the Event Form- make sure to review comments. • prospective attendance of • A meeting may be scheduled by Campus Engagement staff approximately 250+ via comments on the Event Form if needed • If you requested space that is reserved through the EMS system, Event Consultants will reserve space. • Once the space aspects and all other questions or concerns have been addressed, CE staff will approve your event, putting it live on DragonLink- only at that point is your event officially approved! Understanding the Event Form lingo:
• Space has been requested: The Coordinator has submitted the request to Event and Conference Services • Space put on hold: Event and Conference Services needs more details from the planner before they will confirm. • Space has been confirmed: All aspects of the event have been received and scheduled via Event and Conference Services Staff • Services: o University or externally provided resources that may or may not be standard to the room o Set-up and Custodial Labor . Set up of equipment or alterations to standard room configuration . Internal/external furniture equipment rental . Audio-visual set-up and/or support . Security . Building management services (service centers) . Space rentals • Accounts: o You must put an account number on every event form that requires a location reservation even if the space is free or if an outside entity is funding the event. This is required for liability purposes. o When listing your account number, please add the 6 digits before the dash mark AND the 4 digits after the dash mark. o 17 Account- This account pertains to your SAFAC funding. This cannot be used for closed events. o 19 Account- This is your roll-over account. This money comes from fundraisers/dues/etc. This account should be used for all closed events. • Co-Sponsored Events: Events that are planned and executed in partnership with one or more student organizations or departments • Externally Co-Sponsored Events: Events that are planned and executed by a Recognized Student Organization in partnership with a non-Drexel University affiliated company, organization, or agency
Helpful tips for submitting an Event Form:
The Event Form is the sole means of holding any type of organization event on campus. All events must go through the Event Form, even General Body Meetings and promotional/bake sale style tabling events The Event Form is the only means of getting space that is reserved through Event and Conference Services, Recreational Athletics, Residential Living, and The Perelman Center for Jewish Life You will only work with Event and Conference Services once you receive your hold or confirmation from their office. If you receive a hold that means more information is needed and you should respond to their email with the appropriate information Campus Engagement is locked out of the reservation system 10 business days in advance (please think about holidays as they do not count as business days and add more time). Therefore, in order to process your Event Forms, it must be submitted at least 12 business days in advance (for a level 0 event, all other levels require additional time) When determining which level your event falls into go off the highest possible level for your event Stay up to date on your Event Form submissions. You can view progress and comments as well as comment back on the form. This is the way the Campus Engagement staff will communicate with you about your event- always check back and make sure your DragonLink notifications are on! If you have edits to your form you can use the comment feature as well to keep staff informed of your changes Do not start to promote your event until the event has been approved by the Campus Engagement staff
What if I have questions about my events or Event Form? Zakiyah Ingram ([email protected]), Coordinator for Student Involvement and Leadership, processes the Event Forms and is also available to help you along the way. If you would like advice on the level of your event prior to submitting the Event Form, you can reach out to Zakiyah.
Reserving Space Whether you reserve space through the Event Form or directly with a department depends on which space you are reserving. Refer to Appendix D to determine how to reserve different spaces on campus.
Available Services and Equipment for Student Organization Events Student Organization Grant: This grant allows all student organization services fee under $2,500 to be covered for facilities, custodial, electric, and venue rental when using space for their intended purposed. Please note that it does not cover public safety, A/V, food, or rentals that exceed campus inventory.
Equipment Available to Rent:
• 6’ rectangle tables • 5’ tables (rectangle) – Creese Complex Only • 30” pedestal /cocktail Tables – Fee applies • 60” round tables • 72” round tables – Creese Complex Only • Folding chairs • Stack chairs • Stage – Creese Complex Only • Podiums • Porta Potties
Public Safety: Public Safety may be needed for your event. This will be assessed by Public Safety to determine security needs. There is a four hour minimum for all security scheduling.
Facilities:
• Custodial: responsible for maintaining the cleanliness of all corridors, public spaces, classrooms, labs, offices, restrooms, elevators, and stairwells • Utility: Responsible for the moving and relocation of office furnishings and laboratory equipment such as desks, filing cabinets, tables, chairs, and boxed items to buildings on campus as requested • Electrician /Maintenance: Manages University electrical and mechanical infrastructure. Provide electrical and maintenance support to events • Grounds Keeping: Responsible for maintaining all campus sidewalks, lawns, stairways, building entrances, and athletic fields including the daily removal of trash, debris, and snow; graffiti removal; and providing support to University City Campus events.
Audio and Visual: DUST Event and Conference Services A/V request should be submitted at least 5 business days in advance of your event via the “Audio-Visual (A/V) Request” PDF form being sent to DUST staff; http://drexel.edu/campusservices/eventConference/eventServices/forms-resources/
• Late requests are subject to a $50 service fee, if fulfilled • Requests are accepted on a first-come/first-served basis, per the availability of equipment and technicians • Do-It-Yourself (D.I.Y.) Systems are available for student organization use . D.I.Y. A and B have no cost . You pick it up, set it up, and return it . One system per organization/event . If system is taken out on the weekend it is not available again until the following Monday
SORC Equipment As mentioned under Student Organization Resources, the SORC has a variety of event equipment available for student organizations to check out free of charge.
Having Food at Your Events All on campus events must be catered via Chestnut Street Catering unless the cost of food is less than $500 or your organization has obtained a Catering Exemption approved by Business Services
Chestnut Street Chestnut Street Caterers is the exclusive on-campus caterer and the sole provider of food on campus, no other food baring the bake sale policy can be sold on campus. Chestnut Street Caterers has an existing contract and insurance certificate with the University (no additional contracts are needed when working with Chestnut Street Caterers). How do I obtain Chestnut Street Caterers service at my event?
• Catering requests go through the Event Form Process • You must have space reserved prior to contacting Catering at [email protected] or 215-895-6934 • A minimum of 10 business days prior to the event is required or late fees may be assessed • Please allow at least 48 hours (2 business days) for a response • Tell them what you want (be very specific) and how many people you are feeding • Requests within 72 hours of the event may have extra charges • Changes to order are due within 48 hours of the event and 10 days prior for special requests, such as Kosher meals • Be sure to utilize their Student Menu for discounts! • In order to be more cost-effective, student organizations are recommended to pick up catering orders rather than having them delivered • Please visit the Chestnut Street Catering website for menus and additional information: http://drexel.campusdish.com/Catering.aspx • Chestnut Street Caterers staff hold office hours to help you in planning your next event. See the Campus Engagement Office Hours document in the Appendix A for these office hour times.
Outside Catering If you plan to bring food onto campus that is over $500 you must obtain an Catering Exemption.
Catering Exemption Process:
• This process may be used when student organizations have cultural, ethnic, or religious food requirements for their event/audience that Chestnut Street Catering cannot support • Request should be submitted to the Office of Retail Management a minimum of 20 business days prior to the event • “Request for Catering Policy Exception” Form • If the Exception is permitted, work with Campus Engagement Budgets and Finance Team to process contracts and ensure an Insurance Certificate • If you are bringing in outside catering to physically cater the event (not a drop off) that will require a contract with the restaurant (see more information under Contracts)
Additional Food Policies:
• Pizza: any amount of pizza may go through an outside vendor with no Catering Exemption required • Potlucks: Student organizations may have potlucks under the following guidelines: • When reserving space, you must note in the Event Form that you will be having a potluck • Potlucks are only open to organization members, not the general University community • Student organization may not charge for any of the food being served • There must be less than 50 attendees • Your organization will receive no reimbursements from SAFAC for potlucks • Organizations must clean up and not leave any trash at the event • BBQ’s: • For a BBQ with less than 50 attendees, follow the potluck guidelines • For a BBQ with over 50 attendees: . You must purchase food from Chestnut Street Caterers or receive a Catering Exemption . A cook must be hired from Chestnut Street Caterers . A grill must be reserved, charcoal and lighter fluid are not provided . If an exemption is granted, a contract must be done • Bake sales: • When reserving space, you must note in the Event Form that you will be having a bake sale • Bake sales include: cookies, brownies, cupcakes, etc. that are individually wrapped and can be maintained at room temperate • Items cannot be baked or made by a business or company other than Chestnut Street Caterers • You are able to charge for food • If your organization leaves trash you will be responsible for additional custodial charges! • Donated Food: • You must submit the Catering Exception/Donation Form to the Office of Retail Management • Donated or purchased beverages must be Coke products • Work with Campus Engagement to ensure that a Contract and Insurance Certificate are supplied for/from the food vendor • Be sure to attach outside food vendors W9 and Insurance Certificate with the Invoice for the event with your purchase request • Other Food • The following vendors are approved by Campus Engagement and Drexel University and do not require that you obtain a contract for their use • Philly Pretzel Factory o Suburban Station Concourse, Space 113 o 215-564-1045 • Rita’s Water Ice o Suburban Station Concourse, Space 114 o 215-231-9940 Events with Alcohol:
• An organization’s first step to hosting an event with alcohol is to submit an Event Form 6 WEEKS PRIOR to the event. Campus Engagement staff will work with campus partners and a meeting with the students, student organization advisor, and Campus Engagement will occur prior to the event • For Undergraduate Student Organizations alcohol can only be purchased with the organization’s 19 account, Graduate Organizations may purchase from their Graduate Student Association accounts • Your event must abide by the Drexel University Events with Alcohol Policy • Chestnut Street Catering and Retail Management work to provide the on campus event’s alcohol and bartenders for on campus events with alcohol
Additional Event Policies There are several policies around different types of events. Please make sure you are aware of the following policies and take them into account when planning your organization’s events.
Events with Contracts: When planning an event for your student organization, there may be times when you want to bring an outside person or company to Drexel to make the event more fun, educational, and/or successful. The Campus Engagement staff is here to help these events run smoothly, but there is an extensive process that must be followed.
• Number 1 Rule: NO STUDENT SHOULD EVER SIGN A CONTRACT! • A contract is needed EVERY TIME in these circumstances: o Any time someone that is not currently directly affiliated with Drexel (not a current staff/faculty/student) is coming to campus to do something for us (i.e. speak at your event, photograph/DJ an event, provide an inflatable, rent you equipment, etc.) • Do we need a contract if it is a Drexel alumnus? YES, Drexel alumni need a contract. • What about unpaid Vendors? Even when a speaker or panelist is unpaid, an abbreviated agreement is still required.
Contract Process: For any event with a contract, the Event Form MUST be submitted at least 4 weeks in advance of the event. We will deny it otherwise.
The event form will ask:
If you are bringing in ANYONE that does not work at or go to Drexel, the answer is YES! If you answer “Yes,” you will be taken to the Contract Request Form. Fill out the Contract Request Form with all the information that you can.
• We primarily need: Name of vendor/speaker, email address, phone number, name of company they are representing, if they are being paid, what exactly they are doing for you. • There will be a place to upload documents. INCLUDE A QUOTE from the vendor if they are paid! You should only be including a quote. You should not be getting contracts from them.
Submit the Event Form for approval. Only once all applicable campus partners approve the Event Form will the CE staff member begin the contracting process with the vendor.
From there, CE staff will work with the vendor directly to get the contract signed by all parties. Payment for any paid vendors will be handled through the contracting process. Vendors are paid after the event is complete.
Events with Minors: As a community of caring, Drexel University has established policies and procedures to help ensure the prevention of child abuse and the protection of minors who are involved with adults associated with the University, through University courses, and other programs, activities, services, and events that the University or other entities provide on and off campus.
When you are having an event with minors:
• Your first step in having an event with minors is to go to the Minors Policy website, read and review the policy, Best Practices, and the Registration form • Website: https://drexel.edu/publicsafety/about/policies/PS-1/ • email your CE Contact and Stephen Guckin ([email protected]), Minors Coordinator, for initial information about proceeding with your event • Events with minors are a Level 4 event and the Event Form is due two months (minimum) prior to the event, but we suggest a term to ensure you can determine if background checks are needed and can be facilitated in a timely fashion, particularly if this is your organization’s first time having an event with minors. • If you plan on having an event where minors will be in attendance you MUST fill out the Minors Program Registration Form • If you are approved you must review the Best Practices site prior to your event • You also might be asked to get certain background checks • It is important to continue to keep up with email communication around these checks and required forms! Not keeping up with communication could end up with an event cancelation.
Events with Movies: There are very specific policies regarding the ability and permission for a student organization to have the rights to show a film on behalf of their student group. In order to show any movie in a public setting, the organization must obtain the copyrights for that film and abide by federal copyright laws; not obtaining the copyright is a violation. Movies and films purchased or rented from stores are for home/private viewing only. If an individual student wants to watch a movie in their personal residence/room and invites their friends to join them, they are permitted to show it by renting the movie (as an individual) and watching it with their friends. Yet, if you are hosting an event on behalf of your Drexel student organization, this becomes a public viewing event that Drexel University is sponsoring.
When you are having an event with a movie:
• Events with movies are a Level 2 event and the Event Form is due four weeks prior to the event • The organization must obtain the rights to the movie through one of the following avenues: • Option 1: Obtain direct written permission from an authorized individual/company that owns the film rights. . If you obtain permission: complete and submit the Movie Form Option 1 on the Event Form and upload the supporting documentation (i.e. written permission obtained from the individual/company). . Written permission should include all of the following: •
Events where money is collected: If money is collected, outside of a bake sale, Public Safety may be needed and additional charges may apply. After your event, you should deposit your money immediately into the drop box located outside the SORC doors with the necessary paperwork.
Events with Firepits: For events that will take place at an outdoor location on campus, student organizations may wish to have a firepit. In this instance, student organizations must submit an Event Form with the notation that the group wishes to use a firepit. In addition, guidelines set forth by the Department of Public Safety and Philadelphia Fire code must be adhered in order to receive approval from the CE staff. Please note that the organization is responsible for providing the firepits. These events should be treated as programming with contracts so your organization has ample to time to receive all the required approvals.
Philadelphia Fire Code (2013) addresses the activity in the following manner:
SECTION 307
OPEN BURNING, RECREATIONAL FIRES AND PORTABLE OUTDOOR FIREPLACES
F-307.4.3 Portable outdoor fireplaces. Portable outdoor fireplaces shall be used in accordance with the manufacturer's instructions and shall not be operated within 15 feet (3048 mm) of a structure or combustible material. Outdoor fireplaces shall be constructed of a non-combustible material that is completely enclosed by solid or mesh material. The maximum openings of the mesh material shall not exceed 1 inch (25. 4 mm) measured diagonally.
307.5 Attendance. Open burning, bonfires, recreational fires and use of portable outdoor fireplaces shall be constantly attended until the fire is extinguished. A minimum of one portable fire extinguisher complying with Section 906 with a minimum 4-A rating or other approved on-site fire-extinguishing equipment, such as dirt, sand, water barrel, garden hose or water truck, shall be available for immediate utilization In addition to Event Form approval, the organization will need approval from the Department of Public Safety. The organization will need to be prepared to provide the following information in the Event Form:
• Scope of the event (reason, number of attendees, if will food be heated over fire, etc.) • A schematic (site plan) of the intended location of the pit(s) • Type of fuel (e.g. wood, commercial logs) • Type of extinguishing agent employed • Names and on site contact information of the responsible attendants
NOTE: Bon Fire events are not often approved due to city restrictions, the approval of these events are at the discretion of the Campus Engagement, Event and Conference Services, and or the Fire Life and Safety offices.
All activity is subject for inspection by the Director of Fire and Emergency Services or representative prior to and during the event. The event could be cancelled by the Authority Having Jurisdiction.
Contact: OFFICE OF FIRE AND EMERGENCY SERVICES, David Hollinger, Director [email protected]
Fraternity and Sorority Life Social Event Registration: FSL organizations intending to host a social event are expected to comply with the Drexel University Student Code of Conduct, the Office of Fraternity and Sorority Life (FSL) registration process, and the Fraternal Information and Programming Group (FIPG) Risk Management Guidelines. Chapters without a facility are held to the same standards as chapters with on-campus facilities. All chapters are required to host their social events at a third-party vendor or on campus through the FSL registration process.
FSL organizations can download the required Social Request Form on the FSL DragonLink Page.
All FIPG Guidelines are explained in the “Additional Fraternity and Sorority Life Policies and Procedures” on page 45 of this handbook. International Travel Policy
If your student organization is planning to travel internationally for any reason (professional conference, service- based trip, cultural enrichment, etc.), the organization must first submit an Event Form through the Event Form Process. Campus Engagement will then connect the organization with the Office of International Programs (OIP) in order to obtain approval of and register the experience. Event Forms must be submitted at least three months in advance for international experiences, and OIP forms must be submitted according to OIP’s timeline depending on the type of experience and if the trip has been pre-approved. More resources for creating an international experience, including the process and guidelines as well as the International Experience Approval Form, can be found on the OIP website.
Service-Based International Trips
The below organizations are approved for international experiences for the 2018-2019 academic year to the specified locations. Student organizations who are not listed must work in partnership with one of the below approved organizations to plan an international experience at any of the below approved locations.
Organization Location(s) Child Family Health International Argentina, Bolivia, Ecuador, Ghana, India, Mexico, Philippines, South Africa, Uganda, Tanzania Civitas Cuba Engineers without Borders El Salvador, possibly Ecuador Entremundos Guatemala FIMRC Costa Rica, Dominican Republic, Ecuador, India, Peru, Philippines, Uganda Global Brigades Honduras, Nicaragua, Panama, Ghana Habitat for Humanity Various (Europe/Africa/Middle East/Asia/Pacific/Latin America/Caribbean) Haitian American Caucus Haiti Hearts In Motion Guatemala International Center for Development Studies Costa Rica Mayan Medical Aid Guatemala MEDLIFE Peru, Ecuador, Tanzania Pop Wuj Guatemala Smokey Manor Jamaica Unite for Sight Ghana, India, Honduras
High Risk Locations
Locations deemed “high risk” by the State Department and/or On Call International, the University’s emergency assistance provider, will require additional approval regardless of the type of international experience.
Student Organization Finances
Student Organization Funding Accounts Undergraduate/Joint/FSL student organizations receive two funding accounts which are described below. • SAFAC Account (funds from Student Activity Fees) • 17XXXX-4199- Student Organizations • 17XXXX-4198- FSL Organizations • Rollover Account (fundraising) • 19XXXX-3526- Student Organizations • 19XXXX-3872- FSL Organizations Access to Student Organization Accounts • You may see a 71 account in your Finance tab on DragonLink. This is a non-active account and should not be used for any purchases. You can view previous fiscal year activity on this account through WebFinance. • Student organizations should not have any external accounts
Organization’s financial information can be found on your organization’s DragonLink page.
Breaking down the Finance Section of your DragonLink page:
• Purchase Requests Tab- View all purchase requests that your organization has submitted in the last fiscal year. You can click on the purchase request and it will allow you to view the purchase request as well comments left by the professional staff regarding the purchase. • Accounts Tab- Allows you to view the 17 and 19 account number associated with your organization. Please know that all student organization accounts started the fiscal year with a zero-dollar balance, with purchase request these accounts will be in the negative. For accurate information on your organization's finances, please utilize your web*finance account. • Create Purchase Request Button- This allows your organization to submit a purchase request.
Making Purchases for your Student Organization All purchases for student organizations should go through Campus Engagement. To make a purchase the president or treasurer must submit a purchase request form. You can access the purchase request on the Finance section of your organization’s DragonLink page.
Creating a Purchase Request
• Must fill out the form completely.
• Requested Amount: Amount you are anticipating the purchase to cost (be sure that you have checked your organization's finances to be sure that you have the funds to cover the costs) • Account: Select if you want to use your SAFAC funded account (17-account) or your organization's fundraising account (19-account).
• Spending Category: This corresponds to your SAFAC allocation award. Please be sure to refer to your SAFAC award information on your organizations DragonLink page.
• Payee Information: This is necessary for any purchase request that is associated with a check that is needed. This must be filled out completely for a check request to be cut to your vendor.
• Organization Officer Position: Only the president and treasurer can submit a purchase request. If you are not the president or treasurer, the purchase request will be denied.
• Purchase associated with Event or GBM: Purchase request associated with events, competitions, general body meetings, etc. must have an approved event form in order for the purchases to be processed. If an event form has not been submitted the purchase request will be denied. If the event form has been submitted but not approved the purchase request will sit until the event has been approved.
• Event Form Number: You will need to work with your event coordinator to get the event form ID number.
Types of purchase request:
• Requesting purchase to be made by SO RAFT Staff: Any online purchases that are made will be made through the Professional Staff. This is due to the purchase request system five days before item needs to be purchased.
• Food Delivery (Not Chestnut Street Catering): SO RAFT staff will place the order at the restaurant of your choice. Organizations are allowed to purchase food for up to $500 without the need of a catering exemption. If the order is over $500, an approved catering exemption is necessary. The approved exemption should be attached to the purchase request. The organization will turn in the receipt 24 hours after the delivery.
• Requesting to Check out Credit Card: Organizations are able to take a credit card out to make purchases at local stores. The credit cards have a $250 limit.
• Requesting to have a check cut: The vendor will only take a check. Documents that will need to be attached to the purchase request are a W9 from the vendor and an invoice.
• Purchase has already been made, reimbursement was pre-approved by a SO RAFT professional staff member: Organization has worked with the SO RAFT staff to allow for a reimbursement. The reason that a reimbursement is often necessary is because a vendor will not take a credit card. Itemized receipts must be attached to the purchase request in order for the reimbursement to be processed. • Mileage Reimbursement: Mileage reimbursement that is a part of your organizations SAFAC funding can be reimbursed at up to $.25 per mile to a maximum of 500 miles. Mileage reimbursemnt out of your Fundraising account (19-account) can be reimbursed at up to $.53 per mile. Documentation needed for a mileage reimbursement is a map with the round trip mileage (most will use Google maps) this document must be uploaded for the reimbursement to be able to be processed.
A detailed description of your purchase request: Include all the details around the purchase request. It is often helpful to include direct links to the items that you are looking to purchase. It is important to include, if available, the item number, quantity, and unit price. If the items are in a cart that you have created, please give the user name and password for the account.
Delivery Information:
• Please specify if there is a specific date you need your items to arrive. If the items are not time sensitive please write N/A. Remember that purchase request MUST be submitted 5 business days before you need our office to make the purchase, when determining the date that the purchase is needed please take into consideration shipping time.
• Delivery Time: This is necessary for food deliveries.
• Delivery Address: All items are delivered to the Student Organization Resource Center at 3210 Chestnut Street unless an organization asks for the items to be delivered somewhere else. If you would like your items delivered to another address, please include that in the purchase request.
How to Make a Deposit Deposits occur anytime you would like to put cash, checks, or money orders into your student accounts. Deposits are processed once a week. The Cash Receipt Deposit Voucher forms are available in the Student Organization Resource Center in the Creese Student Center. There are three main categories of deposits that a student organization may make. They include fundraising, membership dues, and donations/sponsorship
Fundraising: These are funds that the organizations has raised through bake sales, restaurant fundraisers, merchandise sales, etc.
• Completed “Cash Receipt Deposit Voucher” form (see below) • A detailed description of fundraiser including where monies are coming from and how the initiative was originally funded. • All checks must be addressed to “Drexel University” with the student organization name in the memo line.
Membership Dues: These are funds that each member of the organization pays to be an active member of the organization. • Completed “Cash Receipt Deposit Voucher” form (see below) • Invoice/Documentation from National Chapter or organization for proof of dues. • A list of paying members, the amount paid per individual, and how paid (i.e., cash or check). • All checks must be addressed to “Drexel University” with the student organization name in the memo line.
Donations/Sponsorship: These are funds that an individual or a company has given in support of the organization or a program/event that the organization is hosting. The donor/sponsor is entitled to a tax benefit for their donation so detailed information must be given so we can ensure that they receive their tax benefit.
• Completed “Cash Receipt Deposit Voucher” form (see below) • Any checks from sponsoring individual/company/organization must be addressed to “Drexel University” with the student organization name in the memo line. • A detailed description of what the donation is for/why they are choosing to donate. • Contact information for donating entity including contact/donor name, phone number, and mailing address (information is required for income tax purposes). • Donations can take up to 28 days to process because they need to go to Institutional Advancement first to get the tax benefit. • For Sponsorship, you must detail the benefits that the company will be receiving because of the sponsorship.
Deposit Form
The Cash Receipt Deposit Voucher needs to be filled out completely. If you do not know your organization's fund and org numbers you can find them on your organization’s DragonLink page under the Finance section. Be sure to put the form as well as all cash and checks into an envelope and deposit it in the drop box in front of the Student Organization Resource Center. On the front of the envelope please include your organization's name and your contact information.
Funding Sources and How to Receive Funding
Student Activity Fee Allocation Committee (SAFAC) Funding The Student Activity Fee Allocation Committee (SAFAC) exists to support the initiatives, goals, and activities of recognized Drexel student organizations and Student Life by allocating the student activity fees. SAFAC applies consistent, unbiased funding decisions to represent the best interest of the undergraduate students and enhances campus life by supporting the educational mission of Drexel University.
SAFAC Funding Timeline for Organizations
The SAFAC Funding Process is aligned with the Recognition Process, which takes place from April-June. All student organizations must send at least one member of their executive board (President, Vice President, Treasurer or Event Coordinator) to an information session in order to be eligible for SAFAC funding for FY20. Line Item Presentations (presentation and documentation submitted through Dropbox) and Student Organization Allocation applications will be due during the spring term. Allocations will be allotted at the end of June.
Each recognized student organization is eligible to apply for Annual Allocation funding as one of four classifications. Eligibility for each classification is as follows:
SAFAC Funding Class System Requirement:
Class 1 (Requests up to $1000) . Must meet recognition standards by the designated deadline. . Must have had at least 1 executive board member attend a SAFAC Annual Allocations Information Session. . Must have had some spending activity in the previous fiscal year. . May be a new student organization which is defined as an organization not recognized by the previous fiscal years recognition deadline. Class 2 (Requests up to $2,000) . Must meet recognition standards by the designated deadline. . Must have had at least 1 executive board member attend a SAFAC Annual Allocations Information Session. . Must have spent at least 75% of previous fiscal year’s allocation. . Must have fundraised at least 5% of previous fiscal year’s allocation. . May NOT be a new student organization. Class 3 (Requests up to $5,000) . Must meet recognition standards by the designated deadline. . Must have had at least 1 executive board attend a SAFAC Annual Allocations Information Session. . Must have spent at least 75% of previous fiscal year’s allocation. . Must have fundraised at least 5% of previous fiscal year’s allocation. . Must have each executive board member attend at least 1 BOLD Talk over the course of a fiscal year. Executive board members do not need to attend the same workshop. . May NOT be a new student organization. Class 4 (Requests up to $25,000) . Must meet recognition standards by the designated deadline. . Must have had at least 1 executive board member attend a SAFAC Annual Allocations Information Session. . Must have spent at least 75% of previous fiscal year’s allocation. . Must have fundraised at least 5% of previous fiscal year’s allocation. . Must have each executive board member attend at least 1 BOLD Talk over the course of a fiscal year. Executive board members do not need to attend the same workshop. . Must submit a one-page document advocating your impact on campus. . Must meet with at least one general liaison to review their annual allocation application. . May NOT be a new student organization. Class 5 (Requests up to $50,000) . Must meet recognition standards by the designated deadline. . Must have had at least 1 executive board member attend a SAFAC Annual Allocations Information Session. . Must have spent at least 75% of previous fiscal year’s allocation. . Must have fundraised at least 5% of previous fiscal year’s allocation. . Must have each executive board member attend at least 1 BOLD Talk over the course of the fiscal year. Executive board members do not need to attend the same workshop. . Must submit a one-page document advocating your impact on campus. . Must meet with at least one senior liaison to review their annual allocation application. . May NOT be a new student organization.
More detailed SAFAC guidelines can be found on the SAFAC DragonLink page.
The Good Idea Fund (TGIF) The Good Idea Fund exists as a way for student organizations, individual students, faculty, and staff to apply for and access student activity fee funds to engage the undergraduate student body in a broad spectrum of impactful student life and campus based initiatives.
The Good Idea Fund awards funds in the following categories:
New Student Organization: those that missed the recognition deadline and did not receive allocation from SAFAC, expenses related to operational matters or open events: $1,000 maximum/fiscal year
Returning Student Organizations: Organizations that missed or did not apply for SAFAC funding are eligible to apply for expenses related to operational matters or open events: $1,000 maximum/fiscal year
Student Organization Events: Event must be mission specific and must follow SAFAC spending guidelines: $4,000 maximum/fiscal year
Event: Any undergraduate individual student can apply for event hosting support: $50,000 maximum More details on TGIF Funding guidelines and the application for TGIF Funding can be found on the TGIF DragonLink page.
Conference Funding
Student organizations are eligible to apply for Conference Funding to either attend or host a conference. Off campus funding eligibility is limited to $1,500 per student organization per fiscal year. On campus funding eligibility is limited to $1,500 per student organization per fiscal year.
More detailed Conference Funding guidelines can be found on the applications for Conference Funding on the SAFAC DragonLink page.
CAP Funding:
CAP: Commissions for Activities and Programs was implemented in order to assist in the funding of worthy student activities and programs at Drexel University. CAP is funded from the commission share Drexel University receives from the Coca-Cola product vending machines around campus as part of our exclusive partnership with the Coca-Cola Company.
The following guidelines govern the use of the CAP Fund.
• Funding must be requested for a specific expense (e.g. T-shirts.) • Events must be advertised and open to the entire student population. These funds cannot be used for recruitment-type events. • Funding for food or printing and mailing will only be eligible if using Drexel services. • The CAP Fund does not allocate funds toward conferences, parties, or banquets. • The CAP Fund does not allocate funds towards gifts. • Unrestricted cash allocations are not available. • Fundraising events are not normally eligible, but will be looked at on a case by case basis. • Due to liability issues, CAP cannot pay directly to a rental car company. Rental cars or vans have to be paid by requester and reimbursed by the CAP Fund. In all other circumstances, CAP must pay invoices directly to the vendor. Failure to do so will result in forfeiting the funds granted. • Event must be of a scope open and beneficial to the entire University community. • Promotional materials must include the CAP logo provided by Retail Management. To Apply: https://departments.moss.drexel.edu/dbs/depts/retail/RTM_Public/SitePages/CAP.aspx
Sponsorships: Student Organizations can receive money from companies via sponsorships. If your organization is interested in working with an outside entity to gain a sponsorship, please review the “Student Solicitation Guidelines” and “Meeting with a Company Guidelines” in Appendix E.
Gambling, Gaming, and Raffle Policy The State of Pennsylvania has strict policies and procedures related to raffles. Student organizations may be permitted to sponsor a raffle, however, University approval will be required and granted on a case by case basis. In general, organizations are encouraged to find alternative means to raise funds. Pursuant to Pennsylvania’s Local Option Small Games of Chance Act (10 P.S. § § 311-327), nonprofit organizations like Drexel University are permitted to conduct “small games of chance” (defined as drawings and raffles, among other things) provided the organization applies for a license and uses the funds raised for public interest purposes. In such games of chance, winners are determined by random selection of corresponding tickets – participant skills or abilities do not increase their odds of winning.
In Philadelphia, nonprofit organizations seeking to conduct raffles or drawings must apply to do so through the Department of Licenses and Inspections. • If the prize value is $500 or less, and if the organization wishes to conduct it no more than three (3) times in a given year, they may purchase a Limited Occasion License for $10. • If the prize value is $500 or less, and the organization wants to conduct it more than three (3) times a year, a Small Games of Chance License is required. • If the prize value exceeds $500 (regardless of frequency), a Small Games of Chance License and a Special Permit License are required.
Two applications (city & state) must be submitted regardless of the type of license sought, and they can be found at the addresses below: http://business.phila.gov/Documents/Licenses/GamesOfChanceLicenseFromCity.pdf https://business.phila.gov/media/GamesOfChanceLicenseFromState.pdf
CONTESTS Student organizations wishing to raise funds are permitted to do so (without a license) as long as a skill component is incorporated to increase a person’s chances of winning. The University considers this practice a ‘contest’ rather than a raffle. Examples of approved activities include: guessing the correct number of jelly beans, scoring the most points in a game, or having the most audience votes.
PRIZES In many cases, students winning prizes may incur tax obligations. Student organizations wishing to purchase prizes, gift cards, or provide Dragon Dollars, must work and gain approval from Campus Engagement. Upon receiving such prizes, the winner will be required to provide personal information which may be reported to the IRS.
Publicity and Promotion Promoting your organization and organization’s events are crucial for the sustainability and growth of your organization. Your promotion should not only align with promotional policies outlined below but should be inclusive of multiple perspectives and audiences.
Promotional material for your organization (t-shirts, water bottles, etc.) should be purchased through the Purchase Request system and will be approved through University Communications. As an entity of Drexel University, your organization should follow the guidelines outlined: http://drexel.edu/identity/.
Where to Get Posters Approved Once you have printed your organization’s poster you can take them to the Welcome Desk in the Creese Student Center for your posters to be stamped for approval. Flyers and posters may only be hung throughout the campus on approved posting locations. All materials for posting must be stamped for approval prior to distribution. Posting approval for the University, including the Residence Halls, is maintained by Student Life located in the Creese Student Center. For more information, click here.
Chalking Policies • Only washable chalk can be used on campus • Chalking is not permitted in certain areas around campus, including: o On pavers (bricks), such as the Korman Quad, Ross Commons Patio, Rush Building Courtyard, North Hall Fountain area, Drexel Park, Papadakis Integrated Sciences Building, Mario statue, and the courtyard between CAT and Lebow Engineering Center • Chalking is NOT permitted on the side of any building, with the exception of the chalk walk at Nesbitt Hall • Additionally, chalking is not permitted on the ground area outside of MacAlister Hall between the Bookstore entrance, Mandell Theater entrance, and the Dining Hall atrium
Additional Fraternity and Sorority Life Policies In addition to adhering to the policies outlined in this handbook Fraternity and Sorority Life (FSL) organizations have additional procedures and policies required of them.
FIPG Risk Management Guidelines (as of June 2017) The Risk Management Guidelines of FIPG include the following provisions and recommendations. These are intended to apply to all levels of membership in an organization. These are recommendations only as FIPG does not exist as a stand- alone association with membership and a board of directors. FIPG serves as a resource of the Fraternity Executives Association (FEA) for all organizations, colleges, universities and other entities and individuals. Alcohol and Drugs: 1. The possession, sale, use or consumption of ALCOHOLIC BEVERAGES, while on chapter premises or during a fraternity event, in any situation sponsored or endorsed by the chapter, or at any event an observer would associate with the fraternity, should be in compliance with any and all applicable laws of the state, province, county, city and institution of higher education, and should comply with either the BYOB or Third Party Vendor Guidelines. BYOB is defined as one (1) six-pack of 12-ounce beers or one (1) four pack of wine coolers brought by a member or guest who is legally able to consume an alcoholic beverage. 2. No alcoholic beverages should be purchased through or with chapter funds nor should the purchase of same for members or guests be undertaken or coordinated by any member in the name of or on behalf of the chapter. The purchase or use of a bulk quantity or common source(s) of alcoholic beverage, for example, kegs or cases, is discouraged. 3. OPEN PARTIES, meaning those with unrestricted access by non-members of the fraternity, without specific invitation, where alcohol is present, are not recommended. Any event with alcohol present that can or will be associated with an entity of a fraternity should require a guest list prepared 24(twenty-four) hours in advance of the event. It is recommended that a list of those who attend be maintained for several years. 4. No members, collectively or individually, should purchase for, serve to, or sell alcoholic beverages to any minor (i.e., those under legal drinking age). 5. It is recommended that the possession, sale or use of any ILLEGAL DRUGS or CONTROLLED SUBSTANCES while on chapter premises or during a fraternity event or at any event that an observer would associate with the fraternity be prohibited. 6. No chapter should co-sponsor an event with an alcohol distributor or tavern (tavern defined as an establishment generating more than half of annual gross sales from alcohol) at which alcohol is given away, sold or otherwise provided to those present. This includes any event held in, at or on the property of a tavern as defined above for purposes of fundraising. However, a chapter may rent or use a room or area in a tavern as defined above for a closed event held within the provisions of this policy, including the use of a third party vendor and guest list. An event at which alcohol is present could be conducted or co-sponsored with a charitable organization if the event is held within the provisions of the organization and college or university policy. 7. No chapter should co-sponsor, co-finance or attend or participate in a function at which alcohol is purchased by any of the host chapters, groups or organizations. 8. All recruitment or rush activities associated with any chapter should be non-alcoholic. No recruitment or rush activities associated with any chapter should be held at or in conjunction with a tavern or alcohol distributor as defined in this policy. 9. No organization or member or pledge, associate/new member or novice should permit, tolerate, encourage or participate in "drinking games.” The definition of drinking games includes but is not limited to the consumption of shots of alcohol, liquor or alcoholic beverages, the practice of consuming shots equating to one’s age, “beer pong,” “century club,” “dares” or any other activity involving the consumption of alcohol which involves duress or encouragement related to the consumption of alcohol. 10. No alcohol should be present at any pledge/associate member/new member/novice program, activity or ritual of the chapter. This includes but is not limited to activities associated with “bid night,” “big brother – little brother” events or activities, / “big sister - little sister” events or activities, “family” events or activities and initiation. Hazing: No chapter, colony, student or alumnus should conduct, participate in nor condone hazing activities. Permission or approval by a person being hazed is not a defense. Hazing activities are defined as: "Any action taken or situation created, intentionally, whether on or off fraternity premises, to produce mental or physical discomfort, embarrassment, harassment, or ridicule. Such activities may include but are not limited to the following: use of alcohol, paddling in any form, creation of excessive fatigue, physical and psychological shocks, quests, treasure hunts, scavenger hunts, road trips or any other such activities carried on outside or inside of the confines of the chapter house; wearing of public apparel which is conspicuous and not normally in good taste, engaging in public stunts and buffoonery, morally degrading or humiliating games and activities, and any other activities which are not consistent with academic achievement, fraternal law, ritual or policy or the regulations and policies of the educational institution or applicable state law." Sexual Abuse and Harassment An organization should not tolerate or condone any form of sexist or sexually abusive behavior on the part of its members, whether physical, mental or emotional. This is to include any actions, activities or events, whether on chapter premises or an off-site location which are demeaning to women or men, including but not limited to verbal harassment, sexual assault by individuals or members acting together. The employment or use of strippers, exotic dancers or similar, whether professional or amateur, at a fraternity event as defined in this policy should not be allowed. Fire, Health, and Safety 1. All chapter houses should meet all local fire and health codes and standards. 2. All chapters should post by common phones and in other locations emergency numbers for fire, police and ambulance and should have posted evacuation routes on the back of the door of each sleeping room. 3. All chapters should comply with engineering recommendations as reported by the insurance company or municipal authorities. 4. The possession and/or use of firearms or explosive or incendiary devices of any kind within the confines and premises of the chapter house should be prohibited. 5. Candles should not be used in chapter houses or individual rooms except under controlled circumstances such as initiation. Education: Each fraternity should annually instruct its students and alumni/alumnae in its risk management policies and practices. It is recommended that all undergraduates and key volunteers receive on an annual basis a copy of the organization risk management policy and that a copy of the policy be posted on the organization website. For more information, refer to www.fea-inc.org/fipg.
New Member Presentation/Probate Show Governing Policy It is understood that new member presentations/probate shows (or coming out shows) are an integral part of the multicultural fraternity and sorority experience. Drexel University recognizes that the participation in this tradition can have significant impact on the creation of community and sense of pride within the organizations who traditionally participate. Despite the generally positive nature of this practice, some issues related to hazing have been associated to these shows and their rehearsal processes. In an effort to provide guidance that will enable the successful and positive continuation of the tradition of probate shows, the Office of Fraternity & Sorority Life has established the following guidelines to ensure the success of planning a probate show at Drexel University:
• The Office of Fraternity and Sorority Life must approve all probate shows at least ten business days prior to performance. • All organizations hosting probate shows must submit written approval from a national or regional representative allowing the activity to take place. • For non city-wide chapters, probate shows must take place on the Drexel University campus in a location reserved with Event Services. City-wide chapters may host shows at other campuses in accordance with their policies, but are required to notify all participating campus Fraternity and Sorority Life offices about the details of the event. • Presentations may begin no later than 9:00 p.m. and last no longer than 2 hours. • For shows held after 7:00 pm or that expect an attendance of over 100 guests, the hosting organization is responsible for the hiring of Drexel Public Safety. • A staff member of the Office of Fraternity and Sorority Life or Campus Engagement MUST be in attendance at all new member presentations/probates. It is the responsibility of the presenting organization to coordinate with the Office of Fraternity & Sorority Life to schedule a staff member to be present. Please note that significant notice may be needed in order to coordinate staff presence. Requests less than two weeks before the event will not be honored. • No alcoholic beverages are permitted at the event. • Participation in the show must be truly optional for neophytes/new members. Any pressure or coercion to participate in the show will not be permitted. • No hazing, as defined by the group’s national organization, the University and the State of Pennsylvania, may occur prior to, during, or after the show. • Rehearsals for the show must be held at reasonable hours and be positive in nature. Forced calisthenics and physical demands outside of what is considered reasonable for practicing of the dance/step is not permitted. • No physical abuse will be tolerated. This includes, but is not limited to: slapping, kicking, spitting, punching, pushing, poking, caning, etc. Canes, staffs, sticks, etc. may be used as a part of the performance, but may not be used as a weapon to harm another individual. • Disruptions by other attending organizations will not be tolerated. This includes, but is not limited to: walking through the presenters’ show, talking over the presenting organization, etc. Groups or individuals who cause a disruption will be asked to leave the performance and may face judicial or conduct charges. • All shows must respect new members, members, alumni, other organizations, and the University. Under no circumstances will degrading or negative sentiment towards another chapter or another chapter’s members be permitted. This type of behavior includes mocking signature steps or calls in order to cause laughter or poke fun. Under no circumstances will profanity, racism, sexual innuendos, obscene gestures or hate towards another culture, gender, or identity be permitted.
Appendix
Appendix A: Campus Engagement Student Org. Support
Campus Engagement staff are available to support student organizations as it relates to leadership development, general advising, and financial and event planning management. Students are always welcome to stop by the Student Organization Resource Center (SORC) to talk with a staff member. Additionally, each organization has been assigned a CE Contact to assist them in their day to day operations and development as an organization.
Your CE Contact is the staff who will review your organization’s Event Forms. You can also meet with them at any time if you have any questions or concerns related to your organization. Review the Student Organization CE Contact List below to determine your organization’s category and CE Contact.
Campus Engagement Staff Contact
Alex Iannucci, [email protected] Executive Director, Student Life Office Location: 2nd Floor Creese Student Center, Suite 215
Sarah Olsen, [email protected] Director, Student Involvement and Leadership Office Location: 2nd Floor Creese Student Center, Suite 215
Ariel Basch, [email protected] Assistant Director, Student Involvement & Leadership CE Contact for: Academic and Professional Student Orgs and Graduate Orgs Office Location: SORC, Room 32A
Sara Leader, [email protected] Assistant Director, Student Involvement and Leadership CE Contact for: Civic Engagement and Social Action and Performing and Fine Arts Student Orgs Office Location: SORC, Room 32G
Zakiyah Ingram, [email protected] Coordinator, Student Involvement and Leadership Go to for: Event Form Process Office Location: SORC, Room 32B
Lauren Smallwood, [email protected] Coordinator, Student Involvement and Leadership CE Contact for: Campus Activities Board and General Interest Student Orgs Office Location: SORC, Room 32B
Todd C. Sullivan, [email protected] Director of Fraternity and Sorority Life CE Contact for: Multicultural Greek Council, Interfraternity Council, and Academic and Professional Fraternities & Sororities Office Location: 2nd Floor Creese Student Center, Suite 215
Oliva Farkas, [email protected] Coordinator of Fraternity and Sorority Life CE Contact for: Panhellenic Council Office Location: SORC, Room 32A
Finance and Administration Team
Jen Tifone, [email protected] Assistant Director, Finance and Administration Go to for: Student organization financial support Office Location: SORC, Room 32D
TBD Student Organization Financial Advisor Go to for: Student organization contracts Office Location: SORC, Room 32E
Michael Kopena, [email protected] Administrative Coordinator, Student Organization Resource Center Go to for: Equipment Rental, SORC Resources, general questions Office Location: SORC, Room 32E Student Organization Campus Engagement Contact List Organization Category CE Contact CE Contact Email 8 to the Bar Performing & Fine Arts Sara Leader [email protected] ACM DrexelCHI Academic/Professional Ariel Basch [email protected] Active Minds at Drexel University Civic Engagement & Social Action Sara Leader [email protected] Aero SAE Academic/Professional Ariel Basch [email protected] Fraternity/Sorority Life-IFC Alpha Chi Rho Chapter Todd Sullivan [email protected] Fraternity/Sorority Life-IFC Alpha Epsilon Pi- Delta Rho Chapter Todd Sullivan [email protected] Academic/Professional Alpha Eta Mu Beta Fraternity/Sorority Todd Sullivan [email protected] Alpha Kappa Alpha Sorority, Inc., Gamma Epsilon Philadelphia City Academic/Professional Chapter Fraternity/Sorority Todd Sullivan [email protected] Academic/Professional Alpha Omega Epsilon Fraternity/Sorority Todd Sullivan [email protected] Fraternity/Sorority Life-MGC Alpha Phi Alpha Fraternity, Inc. Chapter Olivia Farkas [email protected] Alpha Phi Omega Civic Engagement & Social Action Sara Leader [email protected] Fraternity/Sorority Life-IFC Alpha Pi Lambda Chapter Todd Sullivan [email protected] Fraternity/Sorority Life-PHC Alpha Sigma Alpha, Nu Nu Chapter Chapter Olivia Farkas [email protected] American Chemical Society Drexel Student Affiliates Academic/Professional Ariel Basch [email protected] American Institute of Aeronautics and Astronautics Academic/Professional Ariel Basch [email protected] American Institute of Architecture Students Academic/Professional Ariel Basch [email protected] American Institute of Chemical Engineers Academic/Professional Ariel Basch [email protected] American Marketing Association Drexel Academic/Professional Ariel Basch [email protected] American Medical Women's Association at Drexel Identity/Religious Based Maurice Cottman [email protected] American Society for Biochemistry and Molecular Biology Student Chapter Academic/Professional Ariel Basch [email protected] American Society for Engineering Education Student Chapter - Drexel University Academic/Professional Ariel Basch [email protected] American Society of Civil Engineers - Drexel University Student Chapter Academic/Professional Ariel Basch [email protected] American Society of Mechanical Engineers Academic/Professional Ariel Basch [email protected] Anime and Gaming Organization Civic Engagement & Social Action Sara Leader [email protected] Ascend Drexel Student Chapter Identity/Religious Based Maurice Cottman [email protected] Asian Students Association Identity/Religious Based Maurice Cottman [email protected] Association of Latino Professionals For America Identity/Religious Based Maurice Cottman [email protected] Athletes Helping Athletes, Inc. Civic Engagement & Social Action Sara Leader [email protected] Audio Engineering Society at Drexel Academic/Professional Ariel Basch [email protected] Beta Beta Beta Biological Honor Academic/Professional Society Fraternity/Sorority Todd Sullivan [email protected] Fraternity/Sorority Life-IFC Beta Chi Theta Fraternity, Inc. Chapter Todd Sullivan [email protected] Fraternity/Sorority Life-IFC Beta Theta Pi (Beta) Chapter Todd Sullivan [email protected] Biology Graduate Student Association Graduate Student Organization Ariel Basch [email protected] Bringing Hope Home Civic Engagement & Social Action Sara Leader [email protected] Broad Street Baadshahz Performing & Fine Arts Sara Leader [email protected] Campus Engagement Leadership Campus Activities Board Groups Lauren Smallwood [email protected] Chabad Student Group Identity/Religious Based Maurice Cottman [email protected] Chemical and Biological Engineering Graduate Student Association Graduate Student Organization Ariel Basch [email protected] Chemistry Graduate Student Association Graduate Student Organization Ariel Basch [email protected] Chi Epsilon Civil Engineering Honors Academic/Professional Society Fraternity/Sorority Todd Sullivan [email protected] Chinese Students and Scholars Association at Drexel University Identity/Religious Based Maurice Cottman [email protected] Communication, Culture, and Media Association of Doctoral Students Graduate Student Organization Ariel Basch [email protected] Community Student Association General Interest Lauren Smallwood [email protected] Cru Identity/Religious Based Maurice Cottman [email protected] DAC Pack General Interest Lauren Smallwood [email protected] Defend our Future Drexel Civic Engagement & Social Action Sara Leader [email protected] Fraternity/Sorority Life-MGC Delta Epsilon Psi Fraternity, Inc. Chapter Olivia Farkas [email protected] Fraternity/Sorority Life-PHC Delta Gamma Eta Upsilon Chapter Olivia Farkas [email protected] Delta Phi Omega Sorority, Fraternity/Sorority Life-MGC Incorporated Chapter Olivia Farkas [email protected] Fraternity/Sorority Life-IFC Delta Sigma Phi Fraternity Chapter Todd Sullivan [email protected] Fraternity/Sorority Life-MGC Delta Sigma Theta Sorority, Inc. Chapter Olivia Farkas [email protected] Fraternity/Sorority Life-PHC Delta Zeta Chapter Olivia Farkas [email protected] Depict Performing & Fine Arts Sara Leader [email protected] Doctors Without Borders / Medecins Sans Frontieres Civic Engagement & Social Action Sara Leader [email protected] Dragon Climbers General Interest Lauren Smallwood [email protected] Dragon Concert Series General Interest Lauren Smallwood [email protected] Dragon Flow Arts Collective Performing & Fine Arts Sara Leader [email protected] Dragon Jedi Performing & Fine Arts Sara Leader [email protected] Dragon's First Identity/Religious Based Maurice Cottman [email protected] Dragons for Donation Civic Engagement & Social Action Sara Leader [email protected] Dragons for Excellence and Inspiration Civic Engagement & Social Action Sara Leader [email protected] Dragons Run General Interest Lauren Smallwood [email protected] DragonsTeach Student Organization: Students Teaching Engaged Minds Academic/Professional Ariel Basch [email protected] Drexel African Fusion Dance Team Performing & Fine Arts Sara Leader [email protected] Drexel African Students Association Identity/Religious Based Maurice Cottman [email protected] Drexel American Red Cross Civic Engagement & Social Action Sara Leader [email protected] Drexel Architectural Engineering Institute Academic/Professional Ariel Basch [email protected] Drexel Barbell Club General Interest Lauren Smallwood [email protected] Drexel Biomedical Engineering Undergraduate Association Academic/Professional Ariel Basch [email protected] Drexel Biomedical Graduate Association Graduate Student Organization Ariel Basch [email protected] Drexel Black Graduate Student Union Graduate Student Organization Ariel Basch [email protected] Drexel Blockchain Academic/Professional Ariel Basch [email protected] Drexel Calligraphy Club Performing & Fine Arts Sara Leader [email protected] Drexel Chess Club General Interest Lauren Smallwood [email protected] Drexel Consulting Group Academic/Professional Ariel Basch [email protected] Drexel Criminal Justice Honors Society Academic/Professional Ariel Basch [email protected] Drexel Criminal Justice Society Academic/Professional Ariel Basch [email protected] Drexel CyberDragons Academic/Professional Ariel Basch [email protected] Drexel Dandiya Performing & Fine Arts Sara Leader [email protected] Drexel Democrats Civic Engagement & Social Action Sara Leader [email protected] Drexel Design Thinkers and Makers General Interest Lauren Smallwood [email protected] Drexel Economics Society Academic/Professional Ariel Basch [email protected] Drexel Esports & Gaming Association General Interest Lauren Smallwood [email protected] Drexel Finance & Investment Group Academic/Professional Ariel Basch [email protected] Drexel Football Team (Improv Comedy) Performing & Fine Arts Sara Leader [email protected] Drexel Game Developers Group Academic/Professional Ariel Basch [email protected] Drexel Graduate Women in Science and Engineering Graduate Student Organization Ariel Basch [email protected] Drexel Hunger & Homelessness Prevention Coalition Civic Engagement & Social Action Sara Leader [email protected] Drexel IEEE Graduate Forum Graduate Student Organization Ariel Basch [email protected] Drexel Institute of Electrical & Electronics Engineers Academic/Professional Ariel Basch [email protected] Drexel Interiors Group Academic/Professional Ariel Basch [email protected] Drexel Interstellar Academic/Professional Ariel Basch [email protected] Drexel Jhalak Performing & Fine Arts Sara Leader [email protected] Drexel K-Pop Club Performing & Fine Arts Sara Leader [email protected] Drexel Media Club Performing & Fine Arts Sara Leader [email protected] Drexel Motion Capture Performing & Fine Arts Sara Leader [email protected] Drexel Muslim Students Association Identity/Religious Based Maurice Cottman [email protected] Drexel Naturalists' Association Academic/Professional Ariel Basch [email protected] Drexel Newman Catholic Community Identity/Religious Based Maurice Cottman [email protected] Drexel NORML Civic Engagement & Social Action Sara Leader [email protected] Drexel Nutrition Association Academic/Professional Ariel Basch [email protected] Drexel Players Performing & Fine Arts Sara Leader [email protected] Drexel Pool Association General Interest Lauren Smallwood [email protected] Drexel Pre-Dental Health Society Academic/Professional Ariel Basch [email protected] Drexel Pre-PA Club Academic/Professional Ariel Basch [email protected] Drexel Preconception Peer Educators Graduate Student Organization Ariel Basch [email protected] Drexel Racing Formula SAE EV Academic/Professional Ariel Basch [email protected] Drexel Salsa Performing & Fine Arts Sara Leader [email protected] Drexel Sierra Club Civic Engagement & Social Action Sara Leader [email protected] Drexel SIGGRAPH Performing & Fine Arts Sara Leader [email protected] Drexel Smart House Academic/Professional Ariel Basch [email protected] Drexel Socialists Civic Engagement & Social Action Sara Leader [email protected] Drexel Sport Management Council Academic/Professional Ariel Basch [email protected] Drexel Student Power Network Civic Engagement & Social Action Sara Leader [email protected] Drexel Students for Christ Identity/Religious Based Maurice Cottman [email protected] Drexel Students Promoting Art through Random Acts of Kindness Performing & Fine Arts Sara Leader [email protected] Drexel Table Tennis Club General Interest Lauren Smallwood [email protected] Drexel Traditions Program General Interest Lauren Smallwood [email protected] Drexel Ukrainian Society Identity/Religious Based Maurice Cottman [email protected] Drexel University Black Student Union Identity/Religious Based Maurice Cottman [email protected] Drexel University Chapter of the Society of Physics Students Academic/Professional Ariel Basch [email protected] Drexel University Circle K Civic Engagement & Social Action Sara Leader [email protected] Drexel University College Republicans Civic Engagement & Social Action Sara Leader [email protected] Drexel University Emergency Medical Services Academic/Professional Ariel Basch [email protected] Drexel University Global Brigades Civic Engagement & Social Action Sara Leader [email protected] Drexel University Library & Archives Student Association Graduate Student Organization Ariel Basch [email protected] Drexel University Polish Society Identity/Religious Based Maurice Cottman [email protected] Drexel University Pre-Veterinary Medical Association Academic/Professional Ariel Basch [email protected] Academic/Professional Drexel University Psi Chi Chapter Fraternity/Sorority Todd Sullivan [email protected] Drexel University Real Estate Club Academic/Professional Ariel Basch [email protected] Drexel University Ski/Snowboard Club General Interest Lauren Smallwood [email protected] Drexel University Student Nurses Association Academic/Professional Ariel Basch [email protected] Drexel University Undergraduate Mock Trial Association Academic/Professional Ariel Basch [email protected] Drexel University XR General Interest Lauren Smallwood [email protected] Drexel Veterans Association Identity/Religious Based Maurice Cottman [email protected] Drexel Watch Enthusiasts General Interest Lauren Smallwood [email protected] Drexel Women in Business Identity/Religious Based Maurice Cottman [email protected] Drexel's Black Action Committee Identity/Religious Based Maurice Cottman [email protected] Drexel's German Club Identity/Religious Based Maurice Cottman [email protected] Drexel's Mastering Cosmetics Performing & Fine Arts Sara Leader [email protected] DUCSTeach Academic/Professional Ariel Basch [email protected] Engineers Without Borders Civic Engagement & Social Action Sara Leader [email protected] Entertainment and Arts Society Academic/Professional Ariel Basch [email protected] Academic/Professional Eta Kappa Nu, Beta Alpha Chapter Fraternity/Sorority Todd Sullivan [email protected] Every Nation Campus Identity/Religious Based Maurice Cottman [email protected] Filipino Intercultural Society of Drexel University Identity/Religious Based Maurice Cottman [email protected] Flux Performing & Fine Arts Sara Leader [email protected] Formula SAE Academic/Professional Ariel Basch [email protected] Fossil Free Drexel Civic Engagement & Social Action Sara Leader [email protected] Future Educators of Drexel Academic/Professional Ariel Basch [email protected] Gamma Sigma Sigma Civic Engagement & Social Action Sara Leader [email protected] Global China Connection Identity/Religious Based Maurice Cottman [email protected] Global Medical Missions Alliance Civic Engagement & Social Action Sara Leader [email protected] Graphics Group Performing & Fine Arts Sara Leader [email protected] Harvest Christian Fellowship Identity/Religious Based Maurice Cottman [email protected] Health Guardians of America Civic Engagement & Social Action Sara Leader [email protected] Health Management and Policy Club Graduate Student Organization Ariel Basch [email protected] Her Campus at Drexel Performing & Fine Arts Sara Leader [email protected] Honors Student Advisory Committee Academic/Professional Ariel Basch [email protected] Indian Undergraduate Students Association Identity/Religious Based Maurice Cottman [email protected] Industrial Designers Society of America at Drexel University Academic/Professional Ariel Basch [email protected] Innovative Drexel Entrepreneurship Association Academic/Professional Ariel Basch [email protected] Interdisciplinary and Career- Orientated Programs Graduate Student Association Graduate Student Organization Ariel Basch [email protected] Fraternity/Sorority Life-IFC Interfraternity Council Chapter Todd Sullivan [email protected] International Council on Systems Engineering Academic/Professional Ariel Basch [email protected] International Graduate Student Association Graduate Student Organization Ariel Basch [email protected] International Students Union Identity/Religious Based Maurice Cottman [email protected] Iota Nu Delta Fraternity Inc., -- Fraternity/Sorority Life-MGC Gamma Chapter Chapter Olivia Farkas [email protected] Italian Pride Identity/Religious Based Maurice Cottman [email protected] Japanese Undergraduate Student Association Identity/Religious Based Maurice Cottman [email protected] Jewish Student Association Identity/Religious Based Maurice Cottman [email protected] Fraternity/Sorority Life-MGC Kappa Alpha Psi Fraternity, Inc. Chapter Olivia Farkas [email protected] Academic/Professional Kappa Delta Pi Fraternity/Sorority Todd Sullivan [email protected] Fraternity/Sorority Life-MGC Kappa Phi Gamma, Sorority Inc. Chapter Olivia Farkas [email protected] Academic/Professional Kappa Theta Epsilon Fraternity/Sorority Todd Sullivan [email protected] Korean Student Association Identity/Religious Based Maurice Cottman [email protected] Fraternity/Sorority Life-IFC Lambda Chi Alpha Chapter Todd Sullivan [email protected] Late Night Series-Philly Performing & Fine Arts Sara Leader [email protected] Latinos for a United Campus Identity/Religious Based Maurice Cottman [email protected] Management Information Systems Organization Academic/Professional Ariel Basch [email protected] Material Advantage Academic/Professional Ariel Basch [email protected] Materials Research Society Graduate Student Organization Ariel Basch [email protected] Maternal and Child Health Student Organization at Drexel University Graduate Student Organization Ariel Basch [email protected] Mathematics Student Organization Academic/Professional Ariel Basch [email protected] Maya Literary Magazine Performing & Fine Arts Sara Leader [email protected] Mechanical Engineering Graduate Student Association Graduate Student Organization Ariel Basch [email protected] MEDLIFE Civic Engagement & Social Action Sara Leader [email protected] MEOR Drexel Identity/Religious Based Maurice Cottman [email protected] Minorities and Women in Physics Society (MaWiPS) Graduate Student Organization Ariel Basch [email protected] Minority Association of Pre-Medical Students Identity/Religious Based Maurice Cottman [email protected] Fraternity/Sorority Life-MGC Multicultural Greek Council Chapter Olivia Farkas [email protected] NAMI on Campus Drexel University Civic Engagement & Social Action Sara Leader [email protected] National Association for the Advancement of Colored People Identity/Religious Based Maurice Cottman [email protected] National Association of Asian American Professionals Identity/Religious Based Maurice Cottman [email protected] National Organization for Business and Engineering - Drexel Chapter Academic/Professional Ariel Basch [email protected] National Society of Black Engineers Identity/Religious Based Maurice Cottman [email protected] National Society of Collegiate Scholars Academic/Professional Ariel Basch [email protected] Neurodragons Civic Engagement & Social Action Sara Leader [email protected] Open Door Christian Community Identity/Religious Based Maurice Cottman [email protected] Fraternity/Sorority Life-PHC Panhellenic Council Chapter Olivia Farkas [email protected] Academic/Professional Phi Alpha Delta at Drexel University Fraternity/Sorority Todd Sullivan [email protected] Academic/Professional Phi Delta Epsilon (PhiDE) Fraternity/Sorority Todd Sullivan [email protected] Academic/Professional Phi Eta Sigma Fraternity/Sorority Todd Sullivan [email protected] Phi Kappa Psi, Pennsylvania Upsilon Fraternity/Sorority Life-IFC Chapter Chapter Todd Sullivan [email protected] Phi Sigma Pi National Honor Academic/Professional Fraternity Fraternity/Sorority Todd Sullivan [email protected] Fraternity/Sorority Life-PHC Phi Sigma Sigma Chapter Olivia Farkas [email protected] Physics Graduate Student Association Graduate Student Organization Ariel Basch [email protected] Academic/Professional Pi Alpha Phi Fraternity, Inc. Fraternity/Sorority Todd Sullivan [email protected] Fraternity/Sorority Life-IFC Pi Kappa Alpha Fraternity Chapter Todd Sullivan [email protected] Fraternity/Sorority Life-IFC Pi Kappa Phi Fraternity Chapter Todd Sullivan [email protected] Fraternity/Sorority Life-IFC Pi Lambda Phi - PA Delta Iota Chapter Todd Sullivan [email protected] Academic/Professional Pi Nu Epsilon Fraternity/Sorority Todd Sullivan [email protected] Pi Tau Sigma, Mechanical Engineering Academic/Professional Honor Society Fraternity/Sorority Todd Sullivan [email protected] PRAGATHI-The Indian Graduate Student Association Graduate Student Organization Ariel Basch [email protected] Prospanica Drexel Identity/Religious Based Maurice Cottman [email protected] Psychology Club Academic/Professional Ariel Basch [email protected] Public Health Doctoral Students Advisory Group Graduate Student Organization Ariel Basch [email protected] Public Relations Student Society of America Academic/Professional Ariel Basch [email protected] Queer Student Union Identity/Religious Based Maurice Cottman [email protected] Renewal College Fellowship Identity/Religious Based Maurice Cottman [email protected] Retail and Design Club Academic/Professional Ariel Basch [email protected] Rotaract Club of Drexel University Civic Engagement & Social Action Sara Leader [email protected] Saudi Students Union at Drexel University Identity/Religious Based Maurice Cottman [email protected] Fraternity/Sorority Life-IFC Sigma Alpha Mu Chapter Todd Sullivan [email protected] Fraternity/Sorority Life-MGC Sigma Beta Rho Fraternity, Inc. Chapter Olivia Farkas [email protected] Fraternity/Sorority Life-IFC Sigma Phi Epsilon Chapter Todd Sullivan [email protected] Fraternity/Sorority Life-MGC Sigma Psi Zeta Sorority, Inc. Chapter Olivia Farkas [email protected] Fraternity/Sorority Life-PHC Sigma Sigma Sigma Sorority Chapter Olivia Farkas [email protected] Society of Asian Scientists and Engineers Drexel University Chapter Identity/Religious Based Maurice Cottman [email protected] Society of Hispanic Professional Engineers - Drexel Chapter Identity/Religious Based Maurice Cottman [email protected] Society of Women Engineers Identity/Religious Based Maurice Cottman [email protected] South Asian Students Association Identity/Religious Based Maurice Cottman [email protected] Student Activity Fee Allocation Campus Engagement Leadership Committee Groups Jen Tifone [email protected] Student Government Organization (SGO) of the School of Public Health Graduate Student Organization Ariel Basch [email protected] Students of Color in Psychology Identity/Religious Based Maurice Cottman [email protected] Supply Chain Management Association Academic/Professional Ariel Basch [email protected] Taiwanese Student Association Identity/Religious Based Maurice Cottman [email protected] Academic/Professional Tau Beta Pi Fraternity/Sorority Todd Sullivan [email protected] TechServ Civic Engagement & Social Action Sara Leader [email protected] TEDxDrexelU General Interest Lauren Smallwood [email protected] The Accounting Society Academic/Professional Ariel Basch [email protected] The Cleftomaniacs Performing & Fine Arts Sara Leader [email protected] The Conundrum General Interest Lauren Smallwood [email protected] The Drexel French Club Identity/Religious Based Maurice Cottman [email protected] The Drexel Robotics Club Academic/Professional Ariel Basch [email protected] Campus Engagement Leadership The Good Idea Fund Groups Jen Tifone [email protected] The Paleontology and Geology Club of Drexel University Academic/Professional Ariel Basch [email protected] The Triangle Performing & Fine Arts Sara Leader [email protected] Theme Park Engineering and Design Group Academic/Professional Ariel Basch [email protected] Fraternity/Sorority Life-IFC Theta Chi Chapter Todd Sullivan [email protected] Academic/Professional Theta Tau Fraternity/Sorority Todd Sullivan [email protected] Toastmasters General Interest Lauren Smallwood [email protected] TrebleMakers Performing & Fine Arts Sara Leader [email protected] Undergraduate Business Analytics Club Academic/Professional Ariel Basch [email protected] Undergraduate Student Government Campus Engagement Leadership Association Groups Sarah Olsen [email protected] Academic/Professional Upsilon Pi Epsilon Fraternity/Sorority Todd Sullivan [email protected] Vietnamese Student Association Identity/Religious Based Maurice Cottman [email protected] Weekend Warriors General Interest Lauren Smallwood [email protected] West Indian Student Establishment Identity/Religious Based Maurice Cottman [email protected] Wilbur W. Oaks Physician Assistant Student Society Graduate Student Organization Ariel Basch [email protected] WKDU Philadelphia 91.7FM Performing & Fine Arts Sara Leader [email protected] Women in Computing Society Identity/Religious Based Maurice Cottman [email protected] Women in Physics Society Identity/Religious Based Maurice Cottman [email protected] Women's Empowerment at Drexel Identity/Religious Based Maurice Cottman [email protected] Fraternity/Sorority Life-MGC Zeta Phi Beta Sorority Inc. Chapter Olivia Farkas [email protected] Appendix B: Sample Student Organization Constitution
Note: Items highlighted in yellow are required for all Drexel Student Organization Constitutions.
Constitution of ______(insert name of group)
Article I: Name
Section 1: The official name of this organization shall be … (provide actual name which will be used for all official business), hereafter referred to as … (if using an acronym)
Article II: Purpose
Section 1: The purpose of this organization shall be … (state the mission, purpose, aims, objective and function of the organization) Article III: Affiliations
Section 1: This organization is affiliated with Drexel University as a recognized student organization and as such, agrees to abide by the rules, policies, and procedures of Drexel University. (additionally, you should indicate if your group has any other affiliations specific to Drexel University or organizations within the community, including with an inter/national organization) Article IV: Membership
Section 1: Membership of this organization shall consist of XXXX (insert full-time, part-time, undergraduate, graduate students, etc.) students enrolled at Drexel University.
Section 2: Membership in this organization shall not discriminate against any individuals regardless of race, national origin, color, religion, sex, age, veteran status, sexual orientation, and/or ability.
Section 3: Membership in this group shall be open to all who are interested and … (list the criteria for membership to your organization, if applicable)
Section 4: Other classifications of students, faculty, staff, alumni, and/or community members may participate in your organization, but are not considered members, and may not receive privileges of membership, may not vote, nor may they benefit from funding.
Article V: Officers
Section 1: Officers of the organization shall consist of … (state all officer titles and duties) A. President – The President shall… B. Vice President – The Vice President shall… C. Treasurer – The Treasurer shall… D. Event Coordinator- The Event Coordinator shall E. Etc.
Section 2: The organization President and Treasurer must be full-time, enrolled undergraduate students of Drexel University. (for undergraduate-only groups, other classifications should specify based on requirements)
Section 3: The qualifications for each office … (state the qualifications, if any, for the offices)
Section 4: The term of each office shall be … (examples: one year from XX to XX or the fiscal year of July 1 to June 30, etc. – ensure elections are held before the term expires)
Section 5: Should an officer position become vacant during his/her term, the following will take place …
Article VI: Advisor
Section 1: The organization advisor must be a full-time member of the faculty, administration, or professional staff of Drexel University.
Section 2: The duties and responsibilities of the advisor shall be to: A. Have basic knowledge as to the history, structure, and purpose of the organization B. Be aware of the group’s finances and budget C. Provide useful guidance to help the student organization identify and attain its goals D. Be knowledgeable of University policies and regulations and civic ordinances, as well as state and federal laws that affect the activity of the organization E. Maintain ongoing contact with organization officers F. INCLUDE OTHERS SPECIFIC TO YOUR ORGANIZATION Section 3: Should the advisor position become vacant during the year …
Article VII: Meetings
Section 1: Regular meetings of the organization shall be held … (consider how often the group will meet, when, where, how many, and who calls the meeting, etc.)
Section 2: Special meetings of the organization shall be held … (consider who has authority to call these meetings, how much notice is required, reasons, etc.)
Section 3: For the transaction of business and voting, a quorum must be obtained. Quorum is defined as the minimum percentage of members required to be present. The organization requires XXX (# or %) for the transaction of business.
Article VIII: Finances
Specify any information to the management of finances including, but not limited to dues, funding process, fundraising, voting, budgets, etc.
Article IX: Hazing Statement
Membership should be a valuable and beneficial experience for all students. Leadership of this organization shall provide its new and current members with an experience that is positive, informative and consistent with federal, state, and local laws, and the policies and procedures of Drexel University. Activities which detract from the goal of fostering personal and intellectual development have no place in this organization. Hazing will not be tolerated by or of any member. It is the responsibility of the organization, its leadership and members to report hazing of any kind by members to the proper authority.
Article X: Amendments
Section 1: This constitution shall be amended by a vote of (2/3, 3/4, etc.) majority of the membership at any regular or special meeting. (the constitution should not be amended easily or frequently)
Section 2: Provisions for amendments shall be … (explain how amendments can be offered/proposed, how eligible voting members will be informed of the proposed, etc.)
Article XI: Dissolution
Specify the manner in which such a proposal of voluntary dissolution of the organization must be submitted. State the notice required and vote required for adoption (not less than that specified for adoption of an amendment). It should be noted also that dissolution of the organization may, for cause, be ordered by the Office of Campus Activities.
Date Ratified (Insert date the constitution is initially ratified and voted into action)
Date Revised (Insert date the constitution is revised)
Date Revised (Insert date the constitution is revised)
SAMPLE BYLAWS
Bylaws of ______(insert name of group)
Article I: Membership
Section 1: The procedure for selection of membership …
Section 2: Dues for this organization shall be (if applicable)… (indicate amount, how often paid, etc.)
Section 3: Minimum membership responsibilities and duties shall include …
Section 4: Membership shall be terminated by …
Article II: Selection or Election of Officers
Section 1: The selection/election of officers shall be done by … (clearly state selection/election rules and voting procedures, eligibility for each office, and when the elections take place)
Section 2: The provisions for removal of an officer include …
Article III: Selection of Advisor
Section 1: The selection of the advisor shall be done by …
Section 2: The provisions for removal of an advisor include …
Article IV: Committees
Section 1: All permanent committees shall be formed by … (list each committee, function and specific duties of each, how additional can be formed)
Section 2: All ad-hoc committees shall be formed by … (list how to be formed, duration, etc.)
Article V: Rules of Order
Section 1: This organization shall be governed by (if applicable) … (specify any rules of order of parliamentary procedure, including the use “Robert’s Rules of Order”)
Article VI: Amendment
Section 1: These bylaws may be amended by a vote of … (should be similar to constitution, but tend to be easier to amend, i.e., simple majority vote, 2/3, etc.)
Date Ratified (Insert date the bylaws are initially ratified)
Date Revised (Insert date the bylaws are revised)
Appendix C: SORC Equipment Reservation Process
SORC Equipment can be reserved through the Event Form Process or by following the below steps:
1. Log into DragonLink (https://dragonlink.drexel.edu/) using your personal username and password.
2. Navigate to the Student Organization Resource and Finance Team (SO RAFT) page.
3. Scroll down to the “Forms” section of the page and select “SORC Equipment Reservation Request Form FY’ 19”
4. Catalogs of all SORC equipment by category are available under the “Equipment Rental” section of the form. Click on the blue information icons in order to view these catalogs.
5. Once you have reached the end of the form, the “Review Submission” page will appear. Click on the blue “Submit for Approval” button on the bottom of this page.
6. Once your reservation request has been submitted, a Resource Center Assistant will review your submission. After your request has been reviewed, the staff member will send you a reservation confirmation or denial via e-mail in a timely fashion.
a. If your request has been approved, remember to pick the equipment you reserved up between the hours of 12 P.M. and 5 P.M. on the day of pick-up, and to return the equipment in good or better condition between the hours of 8 A.M. and 12 P.M on the return date.
b. If your request has been denied, the reason(s) for denial will be included in the e-mail. If you have any questions or concerns, reply to the e-mail and a staff member will get back to you in a timely fashion.
Appendix D: Reservable Spaces on Campus
Space Reserved through the Event Form All space reserved through Event and Conference Services, Rec Athletics, Residential Living, Perelman Center for Jewish Life, and the Lindy Center for Civic Engagement will be reserved for your organization through the Event Form. These spaces are listed below. You can view a description and pictures of each of the Event and Conference Services spaces here: http://ems.drexel.edu/BrowseForSpace.aspx
Event and Conference Services Spaces:
• Buckley Green Volleyball Court #1 • 008 - Greenawalt Room C • Buckley Green Volleyball Court #2 • 008 - Greenawalt Room D • Dragon Statue - 33rd & Market Streets • 008 - Private Dining Area • Drexel Park - 32nd & Powelton Streets • 009B - City View • Lancaster Walk – Armory • 009B - Liberty View • Lancaster Walk – DAC • 009B - Liberty View & Lounge • Quad • 009B - MacAlister - Conference Room 2019 • Quad (Section 1) • 009B - MacAlister - Conference Room 2019/20 Combo • Race Street & Lawn • 009B - MacAlister -Conference Room 2020 - Board Room • Spangler Walk • 009B - MacAlister Lobby Easel Space • 001 - AJ Drexel Picture Gallery • 009B - Sky View • 001 - Main Auditorium • 009B - Sky View & Lounge • 007 - Bossone 3rd Floor Atrium • 013 - Chapman Court • 007 - Bossone Res. Center-Ass.130-Mitchell • 014A - Athletic Gallery - 33rd Street Auditorium • 007 - Bossone Research Center - Lobby 1XX1 • 014A - Athletic Gallery - Market Street
• 007 - Bossone Research Center - Patio - 3rd Floor • 014A - Rec Center Gym East
• 008 - Behrakis Grand Hall • 014A - Rec Center Gym West • 008 - Behrakis Grand Hall - Center • 018 - Ross Commons 2nd Floor Lounge • 008 - Behrakis Grand Hall - Center & South • 018 - Ross Commons 302
• 008 - Behrakis Grand Hall - North • 018 - Ross Commons 316 • 008 - Behrakis Grand Hall - North & Center • 028 - Armory - Buckley Court (1)
• 008 - Behrakis Grand Hall - South • 028 - Armory - Buckley Court (2) • 008 - Creese Lobby Easel Space • 028 - Armory - Buckley Court (3) • 008 - Greenawalt Room A • 028 - Armory Conference Room 107 • 008 - Greenawalt Room B • 058 - PISB Atrium • Great Court
Rec Athletic Spaces:
• Buckley Rec Field • Buckley Green Tennis Courts • Beach Volleyball Courts at Buckley Green • Recreation Center Lobby • Armory Courts • Rec Center Group Exercise Studio • Recreation Center Gym
Residential Living Spaces:
• North • Meyers Tutor Lounges • VanR Ballroom or Sky Lounge
Perelman Center for Jewish Life Spaces:
• Ross Amphitheater/ Screening Area (Capacity: 100, • Kamens Meeting Room (Capacity: 10-boardroom or Details: Mounted projector and drop down screen) 15-flexible)
• Green and Fishman Dinning Room (Capacity72 or • South Meeting Room (Capacity: 10-baordroom or 100 when reserved with lounge) 15 flexible)
• First Floor Lounge (Capacity 6-8) • Scheller Chapel (Capacity: 40+ with tables or 80 lecture style) • Community Table (Capacity: 6/8) • Fromm Chapel (Capacity: 25 with tables or 40 lecture, Details: AV/Screen) • Geltzer Student Lounge (Capacity 6-8) • South Chapel (Capacity: 25 with tables or 40 lecture, Details: AV/Screen) • Danzinger Meeting Room (Capacity: 14-boardroom or 25-flexible, Details: AV/Screen)
Lindy Center for Civic Engagement Spaces:
• First floor conference room (max capacity 25 • First floor main room (max capacity 65 people, people, variety of arrangements) variety of arrangements)
Gerri C. LeBow and Pearlstein Hall Classrooms (http://www.lebow.drexel.edu/about/campuses/philadelphia/gerri-c-lebow-hall/classroom-request- form )
• All classrooms in each of the buildings • Tabling in either or the buildings
Spaces Student Organizations must reserve on their own: If you plan to reserve space elsewhere on campus and are going to go through a Department you need to work with the following offices and MUST have the space reserved prior to submitting the Event Form. Keep in mind timelines for things such as contracts do not change based on where you are reserving space so you’ll need to work far in advance if you are receiving space from a Department.
• Gerri C. LeBow Hall Grand Meeting Room & Rose Terrace: o Cassandra Brown, 215.895.26294, [email protected] • Hagerty Library Classrooms: o https://www.library.drexel.edu/reserve-room • URBN Center and Anex: o Lisa Visco, 215.895.1029, [email protected] • Paul Peck Alumni Center: M Cadwalader-Hollenback Board Room and Gallery: o Kate Newton, 215.895.2586, [email protected] • College of Engineering Conference Rooms (Bossone Cneter Rooms 302 & 303, Hill Conference Room/ LeBow Engineering Center Room 240) o College of Engineering Dean’s Office, 2158.895.2210, [email protected] • Space on the Center City or Queen Lane Campuses: o Space Reservation info can be found here: https://drexel.edu/facilities/hsco/eventServices/Reservations/
All other spaces on campus not listed above are your responsibility to understand their specific reservation system. For spaces reserved by the Departments above and for spaces not listed on this page, you will want to select “One of the Below Location or Other” on the space reservation page in the Event Form.
Appendix E: Guidelines for Solicitations to Businesses
Definitions:
1. Recognized student organizations – a University recognized organization run by students that meets the select criteria, whose open membership is centered on a unique mission and purpose that brings value to life at Drexel University and creates an opportunity for learning, student governance, and leadership. 2. Local Businesses – commercial establishments located within a 25-mile radius of Drexel’s campus that are either single site operations or the local franchise/affiliates of a business headquartered outside the region. 3. National Corporations – for-profit organizations, located anywhere in the U.S. or overseas, that conduct business in multiple locations 4. Fundraising – process of gathering voluntary contributions of money or other resources, by requesting donations from individuals, businesses, charitable foundations, or governmental agencies 5. Sponsorship – cash and/or in-kind fee in exchange for recognition and other items of tangible value, usually advertising, in connection with public programs, events, or communications. Sponsorships can be a hybrid between a donation and an even value exchange. 6. Foundations – a non-governmental entity that is established as a nonprofit corporation or a charitable trust, with a principal purpose of making grants to unrelated organizations, institutions, or individuals for scientific, educational, cultural, religious, or other charitable purposes.
Student organizations are incredibly vital and important aspects of Student Life at Drexel University. Drexel supports university-recognized student organizations through on-campus funding. However, Drexel understands the need for student organizations to occasionally solicit funds from off-campus sources including local businesses and national corporations. Below please find the guidelines for soliciting businesses. The majority of outreach to local businesses and national corporations will require approval from Campus Engagement. This guideline is not applicable to membership dues or gifts from individuals such as family, friends, and alumni. a. University Guidelines: a. University approval is required before recognized student organizations can solicit funding, product donations and in-kind services valued at an excess of $250 from local businesses and national corporations. b. Off-campus fundraising will require prior approval from Campus Engagement c. Soliciting foundations is prohibited. This includes all foundations: corporate, community, private, and family. d. Approval is not required to solicit funding, product donations, and in-kind services valued at less than $250 from local businesses and national corporations. However, tax deductible receipts from Drexel will not be provided for these activities. e. Non-recognized and recognized student organizations that solicit funds without approval may face sanctions, judicial review, or other negative consequences. f. If approved, Campus Engagement will provide further instruction regarding the funding transaction. b. Procedures: a. Timeline: Please, see below for the estimated length of time needed to obtain approval from Campus Engagement for fundraising. The length of the process depends on multiple factors, including the number of prospects you identify and the amount you seek from each prospect. Please allow a minimum of 2 months between the date that approval is received and the date by which you need to sponsor commitments to ensure enough fundraising time.
Dollar Amount Deadline $250.00 to $999.00 4 weeks $1,000.00 to $4,999.00 6 to 8 weeks $5,000.00 to $10,000.00+ 2+ months*
b. Approval Process
i. Review guidelines for solicitations to businesses carefully before taking any action ii. Identify one individual in your organization (i.e. Event Coordinator or Vice President of organization) who will serve as the lead for fundraising efforts iii. Submit Event Form for approval from Campus Engagement a. Request for approval contains a strategic plan for solicitation that includes a list of targeted businesses, solicitation pitch including dollar amount, benefits (if any) and contact information iv. Receive written approval from Campus Engagement (via Event Form) v. Once the event/initiative is complete, the student organization has four weeks to complete a final report submission to Campus Engagement
c. The following criteria will be used to evaluate whether approval is granted: i. Student organization must be University recognized, in good standing, with sound financial management ii. Solicitation materials must clearly identify that the organization is a “student-run organization at Drexel University” iii. Student organizations are not allowed to solicit fundraising/sponsorship for the programs, events, or initiatives that are co-sponsored by a business
d. Acknowledging support in promotional materials
ii. All forms of acknowledgement must clearly identify the role of businesses as “supporter” not as “sponsor” or “co-sponsor” of the event iii. No headlining sponsorship e.g., ABC brought to you by XYZ Corporation iv. You must have written approval from the company, to include the company’s logo or link on the student organization’s website v. The University has a strict policy concerning the use of the Drexel name and logo by anyone including student organizations. Please refer to these policies using the links below if you are planning to include Drexel’s logo in your presentation. Questions should be directed to University Communications at [email protected]. RELATED POLICIES & GUIDELINES
Policy Number: UComm-7 | Use of Drexel Name and Insignia Policy
Policy Number: UComm-2 | Marketing, Advertising and Promotional Materials
Guidelines to Drexel University Identity Program
Meeting with a Prospective Company for Sponsorship
We realize this may be your first time meeting with members of a company; please see the guidelines below for a successful meeting.
1. Be professional. Remember to introduce yourself, shake hands, and make eye contact. No chewing gum.
2. Dress in traditional business attire for the meeting. You should present a clean, neat, and professional image. Some examples of appropriate attire are:
• Dresses/Skirts (length should not be shorter than 3 inches above the knee) • Suits/Pant Suits • Blouses or shirts with a conservative neckline (should not be shorter than waistline) o Please, bring a cardigan or blazer if your top is strapless, shoulderless, backless, or has thin straps • Blazers or Vests • Skirts in business-suitable fabrics • Pants in business-suitable fabrics • Khaki or “Docker”-style pants • Ties of fashionable length and width • Appropriate footwear
Torn, dirty or frayed clothing is unacceptable. You should avoid the following attire:
• Any type of denim or material resembling denim • Casual/sport t-shirts (including logo merchandise) • Shorts • Stirrup pants, leggings, or yoga pants • Flannel shirts • Crop tops • Hats/Bandanas • Sneakers, flip-flops, or bedroom slippers
3. No cell phones. You may bring a laptop or tablet for note-taking, but your cell phone should remain in your bag or pocket (silenced or turned-off).
4. Be prepared to engage in conversation and present your proposal. Provide adequate details regarding your organization and proposal.
• Describe the program o Be concise and provide comprehensive details • What is the academic foundation for the program? • What is its underlying value? • What are the distinguishing characteristics? o Specific focus o Unique perspective o Business model o Facilities o Existing industry or community partners o External validation • Name highlights of organizations o Examples of significant findings o Noteworthy achievements and events o Disruptive industry collaborations
5. Exit graciously. Thank your constituents for meeting with you. Ask for business cards or contact information. Send a follow-up email, summarizing the meeting and highlighting the purpose.