Student Organization Information Guide

1 Table of Contents

1. Farmer Bob’s Rules of Order………………………………………………... 3 2. Leadership Tips………………………………………………………………. 7 3. Registration………………………………………………………………….. 13 4. Agreement for Agency Accounting Services………………………………… 16 5. Advisor Guide………………………………………………………………… 17 6. ASI Account Application & Agreement …….……………………………… 21 7. Business Services……………………………………………………………... 22 8. How to read an ASI account report…………………………………………… 23 9. How to read an Agency account report………………………………………. 24 10. How to Complete a Budget Request………………………………………… 25 11. Line Item Explanation………………………………………………………. 26 12. Response to Questionnaire…………………………………………….…… 28 13. ASI Annual Budgeting Process………………………………………………29 14. Financial Guidelines and Stipulations………………………………………. 31 15. Mileage Reimbursement Form……………………………………………… 35 16. Purchase Order Request……………………………………………………... 36 17. Event Scheduling Procedure………………………………………………… 37 18. Outdoor Scheduling Reservations…………………………………………… 38 19. Food Sanitation Program……………………………………………………. 46 20. Request to Serve Food Form………………………………………………… 48 21. Campus Policies……………………………………………………………... 49

Farmer Bob’s Rules of Order SOME COMMON TERMS:

2 Chairperson-the presiding officer of the meetings is ordinarily the President or Chairperson of the organization.

Expunge-to delete from the minutes of the meeting

Pro Tem- Latin meaning “temporary”, the president might appoint a “Chairman pro tem” to oversee a meeting if he/she is going to miss the meeting

Proviso-a statement attached to the By Laws, but not part of them, that describes temporary rules.

Proxy vote-a person allows another person to vote for them

Acclamation- adoption of a motion with no vote because there are no objections -A vote MUST be taken if anyone objects -This is commonly used to approve minutes of a meeting -E.g. “A motion has been made and seconded that we adjourn. Are there any objections to adjourning? (PAUSE…this is your chance to object and force a vote) Since there are no objections, the meeting is adjourned.

Voice Vote-for votes when the chair is relatively sure that most members present feel the same way about a motion -“All those in favor of _____say ‘Aye.’ (PAUSE to listen)

OTHER THINGS TO KNOW:

 Calling the Question (to end continued debate) Must be on speakers list Chair “Are there any questions?”

 Extending time for Question or debate - Motion to extend for amount of time - Motion to extend for number of people on speaker’s list (end of list) and create new list if needed because other questions generated. - 2/3 votes to pass - If time expires again, can move to extend

 Legislation - Presentation of legislation - 5 minutes (yes/no/non-debatable questions, no comments) - 10 minute debate –all opinion and persuasions - The person presenting the legislation has final speaking privileges

 Redundant Discussion (how to end it) 3 - Call them out of order because that question has already been asked. (e.g. “Please keep your answer/info related to topic at hand”) - Set time limit for debate, or guest speaker’s questions

 Utilizing a Speaker’s list - This is if you don’t use “yielding” of time with speakers - Create two lists: 1st list- for people who haven’t spoken yet, 2nd list- for people who have already been recognized and had the opportunity to ask a question - All speakers must be acknowledged/recognized by the Chair to speak - Anyone can do point of clarification (e.g. Stand and say, “Point of clarification. (Receive recognition from the Chair.) Who is on the Speakers list?” and this can be interjected into debate and the person will be recognized “outside” of the list

RUNNING A MEETING STEP BY STEP:

Step 1: Opening the meeting The presiding officer opens the meeting by saying: “Do I have a motion to call the meeting to order?”

Member raises their hand or placard and waits to be recognized by the presiding officer. Upon being recognized the presiding officer then states: “Thank you…Do I have a second?”

Another member then raises their hand or placard and waits to be recognized by the presiding officer. The presiding officer then states: “Thank you…The meeting has been officially called to order at _:_ _ p.m.”

Step 2: Approval of Minutes The presiding officer calls for an approval of the minutes from the previous meeting by saying: “Do I have an approval of last meeting’s minutes?”

Another member then raises their hand or placard and waits to be recognized by the presiding officer. The presiding officer then states: “Thank you…All those in favor?”

At this point, if there are no objections, acclamation may be called for by any member. If a member calls for acclamation the presiding officer then says: “Acclamation has been called for, is there any dissent to acclamation? Abstentions?”

If no member indicates any dissent the presiding officer then states: “Seeing no dissent, the motion passes”

Step 3: Agenda Changes The presiding officer calls for agenda changes by stating: 4 “Do we have agenda changes?”

If there are any changes to be made a member may raise their hand and wait to be recognized by the presiding officer. Upon recognition the member states the change they would like made.

The presiding officer then states: “Please add discussion item….to the agenda”

Step 4: Open Forum The presiding officer invites anyone to speak on matter not on the agenda by stating: “At this point, I’d like to open the floor to anyone who would like to speak”

Step 5: Discussion Items If any discussion item is a matter that needs to be voted upon (e.g. legislation or budgetary items) the presiding officer may entertain a motion by stating: “At this point, I’d like to entertain a motion”

Member must raise their hand and wait to be recognized by the presiding officer. Upon recognition the member then states: “I move discussion item x to action item a”

The presiding officer calls for a second by stating: “Do we have a second?”

Another member raises their hand and waits to be recognized by the presiding officer.

The presiding officer then states: “It has been moved and seconded that we move discussion item x to action item a”

Step 6: Action Items The presiding officer opens the floor to discussion. If there is any lull in discussion the presiding officer may entertain a motion.

Parliamentary Basics:

Obtain the Floor All remarks should be addressed to or through the presiding officer. In general: Raise your hand Wait to be recognized SAY: I move that…OR I wish to comment on…

Process the Motion After requesting the right to speak and being recognized by the presiding officer, there are six other steps to completing the motion. 1. Making the Motion “I move that…” 2. Seconding the Motion (by another member) “I second the motion.”

5 3. Restating the Motion President says: “It has been moved and seconded that…” 4. Opening the Motion for President says: Discussion “Is there any discussion?” 5. Putting the Question After discussion seems to have reached a lull or time is expired, the president repeats the motion and “all those in favor say AYE, opposed say NAY…” 6. Announcing the vote Hearing the results of the vote, the President says, “the nays have it, the motion is defeated.”

Step 7: Adjourning the Meeting The presiding officer closes the meeting by stating: “Do I have a motion to adjourn the meeting?”

The presiding officer opens the meeting by saying: “Do I have a motion to call the meeting to order?”

Another member then raises their hand or placard and waits to be recognized by the presiding officer. The presiding officer then states: “Thank you…All those in favor?”

Acclamation may be called for at this point. If a member calls for acclamation the presiding officer then says: “Acclamation has been called for, is there any dissent to acclamation? Abstentions?”

If no member indicates any dissent the presiding officer then states: “Seeing no dissent to acclamation the meeting is officially adjourned at _:_ _ p.m.”

LEADERSHIP TIPS

6 Becoming a Leader that People Want to Follow

Regardless of whether you believe leaders are born, and not made, or you believe true leaders develop through experience, there is always room for improvement in one’s leadership skills.

True leaders understand that leadership of people is a transformation process that will better both you and your team. As the old military saying goes, “If you take care of your troops, they will take care of you.”

7 Here are some tips on how to enhance your management abilities:  Communicate better by keeping your mouth shut. Effective leaders know when to be quiet and listen. It is only after employees have a chance to say what they need to say that they become open to anything that you may have to offer.

 Become more involved with your team. Eat lunch with your team, visit with them in their offices or cubicles (on their home court advantage), ask about their interests or hobbies, and show genuine interest in the information they want to share with you.

 Increase your tolerance for opinions and views that are different from yours. While you may not agree with everything a person says, you need to respect his or her right to an opinion.

 Write hand-written notes. Take the time to hand-write a note (pen and paper, not email) of recognition to someone for a job well done. While hand written notes are rarely used in today’s fast-paced world of technology, they are still one of the most effective ways to boost morale.

 Recognize the value of life-long learning. Great leaders recognize that changing times demand increasing skills and knowledge, and they seek out the opportunity to learn…not only through continuing education, but also with the help of mentors.

 Think of others’ needs first. Leaders should always be thinking about their team, including employees, vendors, customers, and their family.

 Become more flexible. Just because you have never tried doing something a different way doesn’t mean that you shouldn’t.

 Learn from your mistakes. Every leader makes mistakes. The key is to learn from your mistakes and use them as a guide for similar situations in the future.

 Laugh and enjoy yourself. While leaders obviously hold a very important position, they also need to laugh and enjoy the lighter side of life.

8 9 10 11 12 REGISTRATION

13 Student Organization Registration Procedure 2014-2015 Academic Year

Existing Clubs: All student organizations must register on an annual basis. In order to register your club/organization for 2014-2015 academic year, complete all the steps outlined below by September 2, 2014. For additional information, contact the Office of Student Life and Cultural Centers (OSLCC) at (909)869-2841. Registration Deadline: September 2, 2014 Below is the process to register your Club/Organization. You MUST complete EVERY step in the process. Once you have completed every step and submitted your registration we will review it. All registration steps are input and completed in myBAR. To access myBAR go to http://mybar.csupomona.edu/, go to the middle of the page and select click here to access the myBAR Club Registration website.

 Log into myBAR using your broncodirect information

 Click on the Organizations link

 Locate your Organization

 Click the link that says "Register this Organization"

 Submit all information and complete all steps

 Read and Submit the Non-Discrimination Statement

 Read and Submit the Hazing Policy Acknowledgement

 Input organization's entire Executive Board

 Input organization’s community service activity

 Select an Advisor, and upload the signed and completed Advisor Application

 Register and attend the Bronco Club and Organization Registration Conference (see dates below)* In addition, GREEK ORGANIZATIONS need the following:

 Update chapter roster on myBAR (including any new members from Spring 2014)

 Fall calendar, including recruitment events, to be uploaded into myBAR

 Copy of updated insurance (must be current) to be uploaded into myBAR

14  Input the name and contact information for your organization’s off-campus advisor to myBAR

 Input your organization's tax payer ID number to myBAR

Bronco Registration Club and Organization Conference: We are excited to announce the Bronco Club and Organization Registration Conference. The purpose of the conference is to give you all the information that you will need to successfully run your club/organization. We will offer all of the required workshops that need to be completed in order for your club/organization to be registered. Plus we will offer free lunch! Presidents, treasurers, schedulers and the Risk Managers (Greek Organizations only) are required to attend, but all members of your executive board are welcome. Click Here to register for the Bronco Registration Club and Organization Conference, registration is required. Thursday, June 26, 2014 8am- 4pm ~Bronco Student Center - Centaurus Monday, July 28, 2014 8am-4pm ~Bronco Student Center - Centaurus Monday, August 11, 2014 8am-4pm ~ University Library - 1808 Monday, August 25, 2014 ~ Bronco Student Center - Centaurus Thursday, August 28, 2014 8am-4pm~ Bronco Student Center - Centaurus You will receive an email confirming your club status as Registered for the year. Once you have officially completed all steps in the registration process, you may access your funds and reserve rooms. Club/Organization Registration Deadline is Tuesday, September 2, 2014 Step 3: Submit Advisor Application Form

 The Advisor Application (document linked below) confirms that the officers of the organization have selected the advisor(s), that the advisor accepts the role, and that the advisor's department are aware and approve of this

 Review the Advisor Application with your Cal Poly Pomona Faculty or Staff Advisor(s)

 Please print legibly, do not abbreviate the name of the organization

 Obtain original signatures

 You may have 1 or 2 advisors listed on the application

 Submit the Advisor Application to OSLCC Visit ASI Business Services

15  Once steps myBAR registration has been completed, an email will be sent by OSLCC confirming that the organization is now officially registered

 Once the organization is registered, submit the ASI Account Application form (see link below) to ASI Business Services (located on the second floor of the Bronco Student Center, building 35) AGREEMENT FOR AGENCY ACCOUNTING SERVICES

SERVICES PROVIDED ASI will provide the following services to Agency in a manner consistent with the Associated Students, Incorporated fiscal policy:

1. Upon submission of a properly executed Disbursement Request (DR) or Purchase Order (PO) Request, ASI will issue checks or purchase orders as instructed against the Agency's account. Purchase Orders will be ready by the next business day. Checks will be ready for disbursement a minimum of four (4) business days following receipt of the DR.

2. Upon submission of cash and checks, ASI will issue a cash receipt to Agency. Cash receipts will be credited to the Agency’s account. Items returned by bank for any reason whatsoever will be debited from the Agency’s account. Collection procedures against returned items will be the responsibility of Agency. Any service charges resulting from items returned by the bank will be charged to the Agents account.

3. The solicitation, acceptance, and deposit of donations and contributions are governed by policy. Solicitation and acceptance of gifts must be coordinated and approved by the Division of University Development.

4. The deposit of all cash gifts may be made directly with ASI Business Services.

5. Upon request, the ASI will issue to Agency a printout of all accounting activity posted to the agency account through the date indicated. Printouts are available from ASI Business Services upon request.

6. Transactions processed by the ASI which, upon review, have errors or omissions, will be discussed with Agency, and referred back as needed. The ASI will make corrections and/or adjustments to completed transactions only with the approval of the ASI Director of Business Services.

EXPENDITURES FROM ACCOUNT All disbursements from Agency Accounts must conform to the purpose(s) indicated on the Application and comply with ASI expenditure policies on the use of purchase order (P.O’s) and Disbursement Requests (D.R.’s). Invoices shall be paid no later than 60 days from the date of receipt. ASI reserves the right to deny requests for expenditures that are incompatible with the purposes for which the account was established. Agency Accounts are not intended for and cannot be used for the disbursement of salaries, wages, or fringe benefits.

COMPENSATION In consideration for the services described herein, ASI will be entitled to an Agency Fund administration fee, per the annual budget approved by the ASI Senate and University. Compensation due to the ASI will be automatically debited from the Agency Trust Services Account.

16 OVEREXPENDITURE OF ACCOUNT All disbursements from Agency accounts shall be fully covered by the current account balance. Otherwise, ASI reserves the right to deny requests for checks or P.O.’s from the account. No expenditure of funds from the agency account will be allowed until the agency account is determined to be solvent.

SURVEY OF INACTIVE AGENCY ACCOUNTS If for one fiscal year there are no transactions on the Agency's account, the balance in the account will be transferred to a suspense account. Notice will be issued to Agency 30 days prior to the transfer. Funds will be held in the suspense account for a period not to exceed three fiscal years, after which they will be transferred to the account or designated purpose indicated in their charter documents on file with the University Office of Student Life.

TAX PAYER STATUS The execution of this agreement does not confer tax exempt status upon Agency by virtue of its association with ASI.

LIABILITY FOR ACTIVITIES Funds deposited to Agency Accounts are not under the programmatic or budgetary control of ASI. Accordingly, ASI assumes no liability for events and activities sponsored by use of these funds. Agency agrees to:

1. Indemnify and hold harmless the ASI, its officers, agents and employees from any and all losses, costs, damages of any nature or description whatsoever, accruing or resulting to Agency in connection with any and all activities sponsored in part or in whole through the use of funds held in the agency account.

2. Indemnify and hold harmless the ASI, its officers, agents and employees from any and all claims and losses accruing or resulting to any person, firm, or corporation who may be injured or damaged by Agency, its officers, agents or employees in the performance of any and all activities sponsored in part or in whole through the use of funds held in the agency account.

TERMINATION This agreement may be canceled by either party upon delivery of written notice thereof. Agency will allow seven business days for remittance of account balance by ASI.

Advisor Guide

Introduction Since its inception, Cal Poly Pomona has recognized the significant learning that takes place outside the formal classroom. Each year over 200 faculty and staff volunteer to serve as advisors for clubs and organizations. Advisors are a valuable partner in the personal development of the students involved. Their most important contribution is advising about organizational effectiveness, finances, communication, interpersonal effectiveness, and personal growth. It is through the aid of the advisors that individual students develop their true potential as leaders. This guide has been assembled by the Office of Student Life and Cultural Centers to answer the questions most commonly asked by advisors. For additional information, please contact the Office of Student Life and Cultural Centers at (909) 869-2841.

17 Advisor Eligibility Requirements Potential Advisors must meet the following requirements to be eligible to serve as an advisor: • Nominated by the club/organization • Employee of the University; employees of Associated Students Inc. are not eligible to serve as Advisors. • At least 21 years old • Not on leave-of-absence during any part of the year • Approved by his/her immediate supervisor or Department Chair • Appointed by the Director of the Office of Student Life and Cultural Centers

Advisor Responsibilities In order for advisors to make a strong commitment to the group and to aid in the personal growth of the individuals in that group, advisors are expected to:

Assist with the Annual Registration • All student organizations must register with the Office of Student Life on an annual basis. • The annual deadline to register a student organization is October 16. • Advisors should inform new student leaders of the annual registration process.

Initiate Communication with Student Leaders • Request to be included on all of the organizations’ official correspondence, including emails. • Request the following information from the student leaders: 1. Contact information: names, email addresses, phone numbers 2. Schedules of key officers. 3. Meeting schedules (including agendas) in advance of the meetings. 4. Reports of minutes and events hosted by the student organization. • Maintain open and honest relationships with members about your expectations of them, and your availability to assist them.

Conduct Grade Checks • All executive officers (President, Vice President, Secretary, & Treasurer) must maintain a 2.0 minimum overall GPA, and a 2.0 minimum quarterly GPA, in accordance with Executive Order 1006. • All officers must maintain a minimum of 9 quarter units at Cal Poly Pomona every quarter that the office is held (excluding the Summer Quarter); graduate students must maintain 4 units. • Ensure that student officers meet all officer eligibility requirements. Check GPA and unit load of all officers quarterly and assist individuals with academic progress. You may do so by requesting unofficial transcript printouts from your executive officers on a quarterly basis.

Attend Meetings and Select Events • Attend as many of the group’s meetings and other functions as possible. When the advisor cannot attend a meeting, a sincere effort to determine what occurred should be made. • Attend All events where it is determined that PUBLIC SAFETY staffing is necessary. The advisor must be in attendance throughout the event and the event is subject to closure if the advisor is absent. • It is the responsibility for the student officers to take into consideration the advisor’s schedule when planning activities. Groups which schedule a full slate of activities may want to consider having more than one advisor. Interpret Policies • Assist students in interpreting various University policies, rules and regulations. However, the role of an advisor is not one of “policy officer”. • If club / organization officers choose to act contrary to the advice of the advisor, the advisor should contact the Office of Student Life and Cultural Centers for consultation. 18 Serve as Authorized Signer • Serve as an authorized signer for the appropriate financial expenditures of the club. Thoroughly read and understand all budget proposals and event proposals submitted for advisor approval. • Serve as an authorized signer for scheduling events.

Advisor Liability Entering into an agreement to serve as an advisor should not be taken lightly, as advisors share some liability for the actions of the group. However, a well-informed advisor who is involved with the group should have no undue concern for possible legal action. An advisor should be aware of the planned activities of the group to ensure that they are acting in accordance with appropriate laws, policies, and procedures. If the advisor informs the Office of Student Life and Cultural Centers when the club fails to heed his or her advice regarding activities not in accordance with policy, she or he is even more protected from possible legal action.It is important to note that the Advisor’s signature on budget requests and campus space reservations constitutes the Advisor’s approval of the expense or activity. Advisors are not required to sign any such requests. Advisors who fulfill their duties in a non-negligent manner are indemnified by the State of California for their actions. That is, if legal action is taken against a group and its advisor, the CSU Office of General Council or the Attorney General of the State of California will defend the advisor at no cost to the advisor and any financial judgment (except punitive damages) will be paid by the State.

Campus Policies There are various policies that impact the work of student organizations. As the advisor to the organization, it is crucial that you make the student leaders aware of these policies and help them to work within these parameters. Visit the Advisor Resources website (http://www.csupomona.edu/~oslcc/advisor-resources.shtml ) to find the following policies:

CSU Executive Order 1006 • Withholding and withdrawing recognition of student organizations • Minimum number of students required for club recognition • Minimum requirements for officers • Advisor eligibility requirements • Alcohol policies and prevention • Off campus events • Issues of risk and liability

Standards for Student Conduct: Title 5, Section 41301 • Unacceptable student behavior • Use of computers, facilities, and resources • Hazing

Policy on Alcohol & Other Drugs • Authorized sale & distribution of alcohol, on and off campus • Possession or use of illegal drugs • Sponsoring of activities and events by alcohol beverage manufacturers or distributors • The marketing of alcoholic beverages on campus

Travel Liability Waiver Form • Students traveling as representatives of the university or student organization should complete at travel waiver form • A sample can be found on the Advisor Resources website

19 I & IT System Administrator Policy • Advisors serve as System Administrators for club websites and email accounts • This policy can be found online at http://www.csupomona.edu/~iit/policies/use.shtml

Posting and chalking policy • Who can post what, where, and for how long • Who can chalk, and where

Food policy • The Environmental Health and Safety (EHS) Department’s food-handling policy must be adhered to for all student organization sponsored events • The food event process and application can be found online at http://www.csupomona.edu/~ehs/Location.htm

Advisor Resources The Office of Student Life and Cultural Centers staff will assist Advisors with the following: • Consultation on legal issues, group conflicts, and individual student concerns. • Access to its Leadership Library of various books, video and audio resources. • Archives of past charters and contact information of past club/organization leaders. • University flyer posting and chalking policies. Please Visit the Advisor Resources website to review current university policies and other resources: www.dsa.csupomona.edu/osl/advisors.asp

20 This form must be filled out and returned to ASI Business Services

ASSOCIATED STUDENTS, INCORPORATED AGENCY CAL POLY POMONA ACCOUNT APPLICATION & AGREEMENT Please type or print, except where signatures are requested ACCOUNT INFORMATION TYPE OF REQUEST: ESTABLISH NEW ACCOUNT MODIFY EXISTING ACCOUNT OTHER ACCOUNT NAME (Limit 30 characters): EFFECTIVE DATE:

PURPOSE OF ACCOUNT AND TYPE OF EXPENDITURE TO BE MADE (Please indicate why the account is needed and the type of expenditures that will be made (for example: equipment, travel, etc.):

EXPECTED SOURCES OF INCOME (Please indicate sources of income (e.g., contributions, sales, revenue, dues, etc.):

DISPOSITION OF FUNDS (when account is inactive or closed):

Indicate the approximate date the account will close or check INDEFINITELY if the account is expected to be permanent

ACCOUNT WILL REMAIN ACTIVE UNTIL: ______OR INDEFINITELY IF NO OR N/A, PLEASE PROVIDE CHARTERED OR RECHARTERED WITH OSL Yes No N/A

EXPENDITURE APPROVAL Please indicate who will be authorized to incur expenditures from this account. Expenditure approval will require two authorized signatures. An advisor signature is required for accounts managed by student organizations. All expenditures are subject to review and approval by the ASI Business Services for conformance with account purposes. AUTHORIZED SIGNERS Dept, College, Division or Title Organization Type or Print Name Email Address / Phone Date Signature

Advisor 1

Advisor 2

Advisor 3

President/Chair

Treasurer Other Authorized Signors

AUTHORIZATION / EXECUTED BY:

Account Administrator's Signature Day Time Phone Number

Street Address Evening Phone Number

City and Zip Code E-mail Address

FOR ASI BUSINESS OFFICE USE ONLY ASI Business Services Initials: Prepared ______Approved ______

Account Number Assigned

21 BUSINESS SERVICES

22 How to read an ASI account report

Account Number Account Name Income Column

Purchase Orders Actual Balance Posted Budget Budget Minus Actual

Payee/Vendor Invoice Number Percentage of the budget 6010 or 6000- Income account Date of Payment that has been used. 8000- Is the expense line. IP- Is a check to the vendor Actual Ending JE-Journal entry (internal process) Balance EN-Encumbrance or purchase order 23 How to read an Agency account report

Account Number Account Name Income Column

Purchase Orders Actual Balance Posted Budget

Payee/Vendor Invoice Number

Date of Payment 6010 or 6000- Income account Actual Ending Balance 8000- Is the expense line. IP- Is a check to the vendor 24 JE-Journal entry (internal process) EN-Encumbrance or purchase order How To Complete A Budget Request

American History Club Reference ASI Budgeted Group 2008-2009 Only Budget Year

Budget Request Form Mid-Year Budget Request Annual Budget Request Reline Request

Current Budget Amount Budget Line Item 2007-2008 Requested/Reline CHAIR

Income 1 ASI Allocation 5,750 2 AHC Carryover 50 298 3 Fundraising 1,150 1,430 Name 4 - - Total Income 6,950 1,728 Signature Expenses 5 Annual State Trip Travel Reg. 1,800 2,000 Phone Number/E-mail Address 6 Lodging 1,380 1,580 7 Meal Per Diem 650 750 Date 8 Promotional Materials 675 521 ADVISOR or AUTHORIZED 9 Newsletter 600 600 OFFICER 10 Fundraiser 300 447 11 Banquet 1,300 1,200 12 Mics expenses 245 50 Name 13 14 Julie Gonzales: 15 Signature As a club you must 16 contribute 20% 17 Phone Number/E-mail Address income of your total 18 expense. 19 Date 20 TREASURER OR AUTHORIZED 21 OFFICER 22 23 24 Name 25 Total Expense 6,950 7,148 Signature Total Request - 5,420 Date FOR OFFICE USE ONLY Associated Students, Incorporated California State Polytechnic University 3801 West Temple Ave Building 35 Total Approved Pomona, CA 91768 (909) 869-3638 ASI Treasurer Initial Note: If requesting budget reline, total request should be $0.00

25 Line Item Explanation

Income Line 1 Allocation Total Allocation received from ASI $ -

Income Line 2 AHC Carryover Total Carryover from the 2007-2008 budget. $ 298.00

Income Line 3 Fundraising Total AHC does various fundraising events to help the clubs raise funds for the annual trip and various related events. $ 1,430.00

Income Line 4 0 Total

$ Total Income 1,728.00

Expense Line 5 Annual State Trip Travel Reg. Total Arizona State History conference from February 15-17, 2008. Registration costs (10 students @200.00 per person)

$ 2,000.00

Expense Line 6 Lodging Total Hilton Hotel - next to the conference site is $79.00 per person x 2 nights x 10 people $ 1,580.00

26 Expense Line 7 Meal Per Diem Total The conference provides for 6 for the 9 meals. (breakfast, lunch for three days) 3 days x 10 people x $25.00 per diem for dinner. $ 750.00

Expense Line 8 Promotional Materials Total • Banner with club name (200.00) • Club handouts for various fundraising events (200.00) • Picture expenses (121.00)

$ 521.00

Expense Line 9 Newsletter Total Quarterly Publications on club activities, average cost is 150.00 per quarter (150.00 x 4=600.00) $ 600.00

Expense Line 10 Fundraiser Total • Car wash fundraiser - buckets, towels, water, and soap. • Carne Asada Sale- Meat, Tortillas, beans, cheese, plates, silverware, etc.

$ 447.00

Expense Line 11 Banquet Total Our annual banquet for the council to recognize members for outstanding participation and to reflect on the year’s events. ($12.00 per person x 100 people) This year's banquet will be at the Sheraton in Diamond Bar in June.

$ 1,200.00

Expense Line 12 Mics expenses Total 27 This is to cover any unforeseen expenses such as extra copies and supplies for meetings. $ 50.00

Expense Line 13 0 Total

$ Total Expense 7,148.00

ASI Budgeted Group:

American History Club (AHC)

Budget Year:

2008-2009 Response to Questionnaire

1. What is the purpose of your organization?

The American History Club as referred as AHC was formed to educated Cal Poly students about the significance of American History with in the United States and how it impacts the very existents of everything that is to be today. Our goal of the AHC is to have students of diverse racial, ethnic, and cultural backgrounds, travel to different states each year to submerse themselves in the historical monuments, museums, colleges, attractions and related institutions.

2. If you are a council, provide information on which clubs receive funding for the previous and current year, the amount funded and the purpose of the funding

We are not a council.

3. Approximately how many students are served by your organization?

The Club has 60 active members.

4. Provide a list of officers, coordinators and advisors for your organization, as appropriate

President Drew Perry

Vice President Wen Ding

28 Director of Finance Sue Nyguen

Advisor Andrew Fairchild

5. Describe your prior and current year events, attendance and outcome

Last year our state of recognition was California. Our members where able to visit the Nixon Library, traveled northern California Agriculture Farms, visit Indian reservations and enlighten themselves on various parts of government.

6. Did you receive funds or plan to seek additional funding from the ASI Budget Committee or the IRA Fee Committee during the 2011-20012 fiscal year?

7. Describe attempts or receipts to generate funds from other sources

The main source of funding for our program is through ASI Allocation, membership dues, fundraisers and outside corporate support.

8. What are your organization’s goals for 2012-2013?

Our goal for the AHC members is to travel and study the history of the United States commerce, museums, and culture. ASI Annual Budgeting Process

Section I: Introduction

ASI budgeted groups that are required to submit a budget in the annual budgeting process, are responsible for the preparation and presentation of their annual budget requests for the following year to ASI. If an ASI budgeted group does not submit an annual budget request for the following year; they may not receive all of the remaining 30% of the organizations current ASI allocation.

The annual budget request packet shall be provided by the ASI Treasurer, a completed annual budget request shall include:

1) An Annual Budget Request Form - this is a two-column worksheet that shall include:

• Current Budget

• Amount requested/relined

2) A Line Item Explanation - a mathematically detailed description explaining how the total amount requested for the next year was derived.

3) Responses to a Questionnaire - this will be provided in the packet and shall be answered in full on a separate sheet of paper

29 Section II: Process

1) The ASI Treasurer shall send a memorandum to all annually budgeted groups notifying them of the Annual Budget Workshop.

2) Groups prepare annual budget requests and submit to the ASI Student Government Office no later than date set by the ASI Senate. Annual budget requests shall be date stamped upon receipt in the ASI Student Government Office. Line item justification shall include enough detail to reasonably inform what the activity involves i.e.; line item: 'conference' should detail information about the specific conferences including how the students of Cal Poly Pomona will benefit from the organizations attendance.

3) An Annual Budget Request binder shall be compiled after all the requests are submitted and will be distributed to the members of the ASI Cabinet and ASI Senate.

4) The Academic Councils, Diversity Groups and At-Large Councils shall not submit budget requests during the ASI Annual Budgeting process. These groups shall be allocated funds equivalent to the funds generated by the ASI Treasurer using the formula in SB02-03:02. These groups will submit a budget in the fall quarter using the funds allocated during the previous year’s allocations.

5) Budget Presentations – In the winter quarter, each group, that is required to submit a budget in the annual budgeting process, has the opportunity to present the proposed budget to members of the ASI Senate. Each group shall have twenty (20) minutes - thirteen (13) for a general presentation and seven (7) for questions and answers

6) Groups that fail to either submit an Annual Budget request by the deadline or fail to appear at their designated presentation time forfeit their rights to the 30% remaining of the current year's allocations.

7) ASI Fixed Costs shall receive first consideration during the annual budgeting process. Fixed costs are those to be determined by the ASI Treasurer and Executive Director and approved by the ASI Senate including but not limited to funding for ASI reserves, salaries, contracts and normal business operating costs.

8) To encourage fundraising for annually budgeted groups, ASI will not repossess funds from these organizations at the end of the year.

9) The ASI President shall submit a comprehensive budget recommendation(s) to the ASI Senate in the winter quarter which outlines the Administration’s policy and funding priorities and the economic outlook for the coming fiscal year. The budget will be compiled by the ASI Treasurer from input by various ASI executive agencies, and in consultation with the ASI Executive Director/designee.

10) Senate Deliberations – In the spring quarter the ASI Senate shall begin consideration of the annual budget for the next fiscal year based on the authorized and allowable levels of spending in the committee authorization resolutions.

11) Approval of Budget – The ASI budget and Bronco Student Center budget requires a two-thirds (2/3) approval vote by the seated Senate to be valid for proposed submission to the University Chief Fiscal Officer. Through a two-thirds (2/3) approval vote by the seated Senate, a Senator can make an amendment to the recommended budget. 30 12) The Senate-recommended budget is submitted to the Committee. Any changes may be passed by a two-thirds (2/3) vote.

13) ASI Presidential Consideration - The ASI President has the right to veto any portion of the Senate approved budget. Senate may override a veto by a two-thirds (2/3) vote.

14) The budget is then forwarded to the Vice President for Administrative Affairs and to the University President for final approval.

15) Upon approval, a memorandum shall be sent to all budget groups by the ASI Treasurer informing them of the amounts approved.

Budget Relines:

A budget reline is required at the start of the fiscal year if the approved budget is different from the amount requested during annual budgeting. After the original reline is submitted, subsequent relines will be discouraged unless there is a major increase in income or a program change.

On the Budget Reline, total income will equal total expenses, thus the total request will be zero.

Once the ASI Treasurer approves the reline, it is forwarded to Business Services for posting. The reline should be in effect within 24 working hours.

FINANCIAL GUIDELINES AND STIPULATIONS 2013-14 ASI Annual & Mid-Year Budget Allocations 1. The financial guidelines and stipulations listed below are intended to enable ASI to comply with audit standards and foster good business practices to protect the financial and legal interests of the organization. These financial guidelines and stipulations are applicable to all ASI funded groups, programs, events, and activities. Non-compliance with these financial guidelines and stipulations may result into ASI sanctions determined to be appropriate by the ASI Treasurer, in consultation with the ASI Attorney General and the ASI Executive Director, which may include non-eligibility for ASI annual and mid-year funding support. 2. The release of the approved ASI Annual Budget funds will be done in a two-step approach, in anticipation of any unplanned changes in enrollment. Upon final approval of the ASI Annual Budget, seventy per cent (70%) will be released to ASI annually funded groups. The release of the thirty per cent (30%) balance will be contingent on actual enrollment through Winter Quarter, as recommended by the ASI Treasurer. The ASI Senate shall take action on any recommendation to release less than 30% of the annual budget allocations. 3. All ASI annually budgeted groups which receive less funding, compared to what they requested, shall submit relined budgets to the ASI Treasurer no later than 5pm on the last Friday of August. The ASI Treasurer shall review and approve these, subject to compliance with ASI policies and all applicable regulations, before the allocated funds can be spent. 4. All student groups, except ASI annually-budgeted groups and councils, must provide a minimum of 20% of alternative funding sources to cover all budgeted expenses. Alternative funding sources may include, but are not limited to fundraising, personal contributions, club membership dues, etc and must exclude other ASI funding. The 20% of alternative funding 31 must be held in the club’s agency account no later than the first Friday of March of the current fiscal year. 5. ASI funds shall not be used for the following purposes: a) Honoraria, stipends, or speaker’s fees to any person for their assistance and/or instruction connected with a class b) Honoraria, stipends, or speaker’s fees to any current Cal Poly Pomona or auxiliary employee c) Refreshments at regularly scheduled business meetings, but may be used to provide refreshments to attendees for recruitment, training and recognition purposes. Exceptions will be reviewed by the ASI Director of Business Services and approved by the ASI Executive Director d) Alcohol, tobacco and other items prohibited by CSU policies and applicable laws and regulations e) Support or to oppose any candidate for public office, whether partisan or not, or to support any issue before the voters (including all matters before legislative bodies) of the state or any subdivision thereof or any city, municipality or local government entity of any kind, as may be permitted by Section 89300 of the Education Code (Section 42403 of Title V). The only exceptions are authorized governmental affairs representatives. (Education Code Section 89300) f) Expenditures in violation of the First Amendment of U.S Constitution g) Funding for scholarships, with the exception of athletics and ASI Government. (Senate Bills 92-93:04 & 97-98:02) h) Funding for departments, programs, and activities that are funded by the University General Fund, with the exception of ASI approved partnerships i) Groups that receive funding support from the Instructionally Related Activities (IRA) fund with the exception of Athletics and ASI Departments j) Premiums for individual student health insurance, excess medical, and auto insurance, as well as group liability and group travel accident insurance; with the exception of CSU insurance requirements for ASI as an auxiliary organization and special event insurance for ASI programs k) Hazing or hazing related activities (Education Code Section 32050-32051). Hazing includes any activity that causes, or is likely to cause, bodily danger, physical, and/or mental harm. 6. If ASI funds are used to provide honoraria or speaker’s fees to any person, the compensation must be in the form of a check from ASI Business Services. 7. A minimum of seventy-five percent (75%) of each council’s ASI annual budget allocation shall be allocated to all clubs within each Academic and At-Large Council. This shall be accomplished through the submission of a completed Disbursement Request to ASI Business Services. Each council is required to complete the 75% club allocation process by the last business day in February to allow the clubs enough time to utilize the funds within the year. 8. All ASI funded groups may carry over funds to the next fiscal year. Any excess of actual carryover compared to budgeted carryover for any given fiscal year shall be repossessed and transferred to the following accounts: New Programs and Augmentations (60% of funds), ASI Prior Years III (25% of funds) and ASI Prior Years II (15% of funds). Groups that receive earmarked ASI budget allocations, must submit a budget plan to the ASI Treasurer for the upcoming fiscal year no later than 5pm on the last Friday of May in that

32 current fiscal year. These budget plans are subject to the review and approval of the ASI Treasurer. ASI Business Services will send out notification to the earmarked groups regarding their recommended ASI allocations for the budget year no later than the first Friday of May. ASI funded groups that go through the annual budgeting process, are required to include their carryover in their annual budget request. 9. ASI budget requests are subject to review by the ASI Executive Director for exposure to high-risk liability. Should a high risk factor be determined, the allocation of funds shall be delayed until the situation is resolved by the ASI Executive Director, in consultation with the appropriate ASI student leader and/or Legal Counsel. Once resolved, the allocation shall be approved and the funds will be released after all requirements are met. 10. All ASI funded groups are prohibited from engaging in harassment or discrimination. Any such activity shall lead to their funds being frozen, reimbursed to or retained by ASI, in accordance with the ASI By-Laws. 11. The amount of the general salary increase to ASI employees shall be approved by the Personnel Review Committee, ASI Senate, and the University President/designee. 12. The authorized use of ASI’s Tax Identification Number will be made available only to ASI annually budgeted groups. (Senate Bill 92-93:02). Exceptions shall be reviewed by the ASI Director of Business Services and approved by the ASI Executive Director. 13. ASI groups participating in recreational sports, intramurals, and close contact competition/activities, except for Athletics, shall be required to submit a list of participants and a completed/signed liability release agreements by all participants (Senate Bill 92-93:06). 14. Groups receiving ASI funds must have at least one representative attend the mandatory ASI Treasurer’s ASI Annual Budget workshops. Groups must be notified by the ASI Treasurer no less than two weeks prior to the workshop. Non-attendance of these mandatory workshops may result in forfeiture of ASI funds and/or allocations. 15. All student groups receiving ASI funds must be chartered and approved with the Office of Student Life on an annual basis. Failure to comply may result in forfeiture of ASI funds and/or allocations. 16. For student groups that submit a mid-year funding request to the ASI Finance Committee and/or the ASI Senate, a maximum of $5,500 per group per year shall be funded, not to exceed $500 per person for a conference, convention, or program and $750 per team member for team competitions. Funding shall be limited to (1) request per group per fiscal year subject to the exception below. ASI shall fund a maximum of $12 (including set-up, tax and delivery) per person for t-shirt expenditures, not to exceed $250 per group. The ASI Senate may approve up to a $10,000 maximum for a student club per fiscal year with a two-thirds (2/3) vote of the seated Senate under extenuating circumstances. Clubs representing Cal Poly Pomona at a national or international championship level competition, for which they have qualified, may be eligible for such an allocation. The maximum amount per group shall automatically increase every year beginning in fiscal year 2013-2014 by the Higher Education Price Index and shall be rounded off to the nearest five or ten dollars. 17. Scholarships for ASI student leaders shall be adjusted yearly based on the Higher Education Price Index, starting fiscal year 2013-2014. How to Fill Out a Disbursement Request

All Disbursement Requests must include:

33 1. A valid account number (if the amount of the check is allocated between several accounts, please indicate the dollar amount to be charged to each account). 2. A payee name and address. 3. Original, Sufficient and Proper supporting documentation. a. e.g.~invoices, receipts, signed contracts, statements, and tickets 4. Purpose/justification for all requests including petty cash checks and reimbursements. 5. Two authorized signatures, one of the signatures must be the advisor or universal signer. If the payment is for the director or Faculty Advisor, signature of the supervisor or universal signer is required. a. The Universal signer has the authority to approve disbursement requests: i. for ASI Council and Agency Accounts ii. made to faculty advisors 6. Description of event, list of attendees, and number of participants when: a. food or beverages are purchased in accordance with ASI Public Relations and Hospitality policy and procedures b. same day or overnight travel is involved.

Unavailable Receipts: 1. When receipts are unavailable, a memo should be written by the individual who purchased the product or service and should include: a. signature of the supervisor b. signature of the individual who purchased the product/service c. description, date, and amount of the purchased item or service d. explanation as to why receipts are unavailable Supporting documentation, such as flyers, agendas, and schedules for the event should be attached to the memo.

Travel Advance, Purchases, or Reimbursement: 1. Prior to travel, an authorization form must be completed and approved. 2. Purchases for travel made through the internet require a receipt, credit card statement, and/or tickets/boarding passes (at least 2 of the 3 supporting documents should be available). If the traveler feels uncomfortable in providing personal credit card statements, Business Services may ask to cross out (blacken) other parts of the statement except for that particular line item or ask to verify/see the statement with that particular line item. If verification is to be used without copies, a Business Service member must write on supporting documents indicating that the statement was verified and agreed to the receipt with his/her initials. 3. Checks payable to vendors on behalf of travel must have original invoice and/or supporting documentation, as stated previously.

Bids: 1. To ensure the best goods and services are obtained at the most reasonable price, disbursement request over $1,000.00 should have three (3) telephone quotes. Purchases in excess of $3,000.00 require a minimum of three (3) quotes on company stationary.

Honorariums, Guest Speakers, Co-Sponsorships and Performers: 1. For honoraria, guest speakers, and performers; and approved and signed performance contract is required prior to the date of the event (ASI shall withhold from the compensation, the full amount of any taxes required to be withheld by the laws of the State of California) 2. Co-Sponsorships require an approved co-sponsorship agreement.

PAYMENTS MADE ON BEHALF OF NON RESIDENT ALIENS:

34 Associated Students, Incorporated (ASI) must report all payments made to and in behalf of non-resident aliens to the Internal Revenue Service (IRS). This includes personal service payments and scholarships. Payments to or in behalf of non-resident aliens will be subject to tax withholding unless exempted pursuant to a tax treaty between their country of residence and the United States or exempted under Internal Revenue provision. Claiming Exemptions: If the payment is exempted by tax treaty, the non-resident must provide ASI with a completed and signed IRS Form 8233. Processing Time: To allow for sufficient processing time and to adhere to a waiting period as required by the IRS, a completed and signed Form 8233 and applicable statements must be in the ASI Business Services Office three (3) weeks prior to the date payment is due. Required Items: 1. Complete Form 8233, if applicable. Attach the following: a. copy of I-94 form (front and back) b. copy of visa 2. Provide the non-resident alien’s social security or individual taxpayer identification number. 3. Submit completed Disbursement Request and Form 8233 with all required items to ASI Business Services. Taxes Withheld: In the event that the non-resident alien (1) does not choose to file Form 8233 and/or 92) does not qualify for an exemption, taxes as required by the IRS will be withheld and remitted to the IRS.

ASI Business Services Cal Poly Pomona Mileage Reimbursement

Due Date: within 14 days after travel Name (Print) John Doe Date April 23, 2009 Account # 3Z0000

Date of Starting Location Ending Location Transportation Total Miles Reimbursement Amount Travel (e.g., personal car) Rate/Mile 04/15/09 12154 Temple Ave Pomona 2356 White Ave San Diego car 152 0.55 $ 83.60

0.55 $ -

$ - $ -

Purpose: Mileage reimbursement for conference travel Total $ 83.60

I hereby certify that the above is a true statement of the travel expenses incurred by me in accordance with ASI policy. I certify that this expenditure benefits the educational mission of the CSU as defined by the respective statutes, Board of Trustee policy and campus policy, and that all items are for official business and include no personal expense.

Requested by (Sign): Title: Date:

Approved by (Sign): Title: Date:

35 For Office Use Only Associated Students Inc. P.O. No: Cal Poly Pomona Purchase Order Request

Date: May 14, 2009

From: John Doe Ship to: (Name) Business Club (Organization) (626) 555-3562 (Telephone/Extension #) Please Check One Below: Vendor: Los Olivos Catering Mail to Vendor Return to Originator Hold for Pick-Up Phone #: Account No. (All Groups) 3Z0000 Date of Event: (if applicable) 4/29/09

Justification for Purchase: Catering for end of the year Business Club banquet on April 29, 2009, in Ursa Minor

Quantity Description Unit Price Total Amount - 1 Catering 897.36 897.36 1 Service charge 25.00 25.00 1 Delivery charge 35.00 35.00 - - - - - Subtotal $ 957.36 Shipping $ Tax $ 88.56 Total $ 1,045.92

We authorize the ASI Business Office to pay the vendor's invoice, not to exceed the amount of the purchase order, unless otherwise directed.

By: Signature of authorized officer Signature(s) President/Chair/Business Manager Verified By: Signature of advisor Sponsor/Advisor

36 EVENT SCHEDULING PROCEDURES

OUTDOOR EVENT SCHEDULING CHECKLIST 37 When making your reservation, keep in mind that the Office of Student Life & Cultural Centers reserves ONLY THE SPACE. You are responsible for providing and/or obtaining whatever is needed for your event.

1. Make sure that you have thought through your desired space (Click here (PDF) for campus map or click here (jpg) for a map of common locations) and needs, for the following: electrical outlets, extension cords, lighting, tents, sprinklers, tables, chairs, number of participants, etc. 2. Fill out Reservation Form

Certain Equipment and services may be available by contacting the following:

 ASI Conference & Events, or Games Room, for tables, chairs, some audio/visual.  Fill out Event Support Form (PDF) (for large events, additional trash and recycling cans, request sprinklers off) and fax to Facilities, at least 3 days prior to event.  If you are selling or serving food, fill out the Environmental Health and Safety Form (doc) and take to EH&S for approval, at least 3 days prior to your event. A Food Handler's Certification is required. Look for a Hotel & Restaurant Management major student, or check Training for L.A. County (PDF). Clubs/Departments are allowed 3 food sale events each term.  Click here for additional information on Reserving the Bronco Commons area.

Important message regarding FOOD AT YOUR EVENT!

A certified food handler MUST BE PRESENT AT YOUR EVENT with proof of certification. Failure to do so will result in suspension of your program or event, and could jeopardize your club or organization’s ability to host future food events.

38 INDOOR CLASSROOM RESERVATIONS CHECKLIST

1. To view a specific classroom availability, fill out only the top portion. (To show club meetings in results please check mark: Include campus events):http://services.engineering.csupomona.edu/RoomSchedule/Index.aspx 2. Navigate to Classroom Request to request an indoor space. (please be specific about dates, times, locations - if you have one in mind, and number of seats). If the specific space is not available, you will be contacted by the Office of Student Life. 3. Once your Room Request has been confirmed via email fill out the Indoor Event Form (Excel). Fill out the form at least 3 business days before the event. Make sure it is signed by a club officer, and the club advisor, along with all yellow highlighted areas. Return completed form to the Office of Student Life (Bldg. 26 Room #124) **MAKE A COPY OF THE FORM PRIOR TO SUBMITTING. YOU WILL NEED IT TO SHOW PROOF OF YOUR RESERVATION** 4. If your event involves selling, preparing, or providing food, please see Food Event Procedures and fill out the Food Handling Form (doc). Bring your completed OSL Event Scheduling form and Food Handling Form to the EHS Department for approval: Click here for the location and EHS website :http://www.csupomona.edu/~ehs/Location.htm

Contact the Environmental Health and Safety (EHS) Department for any questions or concerns:

Administrative Coordinator: Loretta Roth

Phone: (909) 869-2705

Email: [email protected]

39 FOOD EVENT PROCEDURES

To set up a food event for your club or organization, you will need to do the following:

 Your Club/Organization must be currently chartered  Carefully read the Food Event Procedure Form, located below  Print out the Event Food Application, located below  Bring your completed OSL Event Scheduling form and Event Food Application form to the EHS Department for approval: o Click here for the location and EHS website:http://www.csupomona.edu/~ehs/Location.htm  Contact the Environmental Health and Safety (EHS) Department for any questions or concerns at (909) 869-4697

PROCEDURES FOR FOOD EVENTS

There are some steps you will need to follow to ensure that your group’s liabilities will be reduced. As you may not know, the California Health & Safety Code has required that people selling or providing food service must have an approved food handler for the operation as of January 16, 1999. The only exception to this requirement is that an approved food handler will not be required at food events that do not utilize a Restaurant or Caterer and where the only food being served is manufactured, prepackaged and nonperishable. At California State Polytechnic University, Pomona, the Los Angeles County Board of Health must approve food handlers.

Here is a checklist that you must follow to receive approval to organize your event. Item 4 is only necessary if you will be utilizing an off campus Restaurant or Caterer. The appropriate forms will be obtained at the Office of Student Life, Building 26, along with the Application for the Scheduled Event. The advisor/sponsor will be responsible for the organization’s adherence to the rules, the agreement as signed on the application and to the restrictions as set forth by the Environmental Health & Safety Department (EH&S). The EH&S Department will make spot checks for each sale or service to insure all health provisions are being followed. An evaluation of the food service may be made at any time and if immediate corrections are not made, your food event may be closed immediately and a violation warning to the organization will be issued. Additionally, any contaminated food will be removed for disposal.

______1. Read PROCEDURES FOR FOOD EVENTS

40 ______2. Application for the Scheduled Event for the appropriate area must be completed with signatures. Advisor signature required.

______3. EH&S Authorization form received from OSL must be completed and given to Environmental Health & Safety. Advisor signature required. ______4. Restaurant or Caterer must provide a current copy of :

___ LA County Food Permit

___ Certificate & Endorsement of public liability insurance from a carrier that has a rating of A or better with a financial rating of 7 or better (SEE: VENDOR FOOD EVENTS)

___ A copy of the approved food handler card for the person who will supervise the food event,

______5. WHEN ALL OF THESE FORMS ARE PREPARED AT LEAST 3 WORKING DAYS prior to your event, you will need to take them to the Environmental Health & Safety Department, in Building 81A, for final approval. A map showing the location of the Environmental Health & Safety Department is available on the EH&S Web Site at http://www.csupomona.edu/~ehs/Location.htm. Please note that if a BBQ is being used, an approved South Coast Air Quality Management District permit must also be displayed. Appropriately permitted BBQ’s are available for rent at Los Olivos, Building 70.

THE CERTIFIED FOOD HANDLER MUST BE PRESENT AT THE EVENT. An approved food handler is not required to be present at events which do not utilize a Restaurant or Caterer and where the only food being served is manufactured, prepackaged and nonperishable.

*Any questions, please e-mail Environmental Health & Safety @ [email protected] or call X4697.*

VENDOR FOOD EVENTS

A. Vendor food events shall be permitted on campus subject to regulation by the Campus President or his/her designee as to time, place and manner. Vendor food events in violation of established campus directives regarding time, place and manner are prohibited and subject to termination.

TIME: Monday through Friday, 8:00 AM to 9:00 PM

41 PLACE: The Quad or University Park

MANNER: Vendor food events, which do not interfere with classes in session or obstruct the free flow of pedestrian or vehicular traffic and which are carried out without shouting, voice amplification or other loud noise and without provocation, harassment or disturbance of persons in the area are permitted.

B. Typical foods approved for regulated sales are:

1. Baked goods, without cream or custard toppings or fillings, such as: bread, rolls, cookies, most cakes, and doughnuts

2. Cultural specialty foods 3. Candies 4. Hot dogs, chicken, beef items (other than hamburger) 5. Lemonade, fruit punch or drinks (never use a galvanized container for an acid food or drink since chemical poisoning can occur). Beverage (OSL has a copy of Pepsi approved products) may not be served separately and if served as a meal deal, canned beverages may only be Pepsi products.

C. Care must be taken in the preparing, handling and serving of readily perishable foods. These foods are capable of supporting rapid and progressive growth of microorganisms, which can cause food infections or food intoxications. D. Clearances and exceptions to the Vendor Food Event Policy must be approved.

E. No products are to be sold that compete with University Foundation-owned franchises or a contracted vendor presently in operation or in future negotiation status.

EXAMPLES: Any franchised vendor who may be a competitor of Carl’s

Jr., Round Table Pizza, Green Burrito and Pepsi-Cola.

F. Product review and product handling must be approved by the Environmental Health & Safety Department and must meet County of Los Angeles Department of Health Services Guidelines.

G. All vendors must have an appropriate County of Los Angeles Department of Health Services License and appropriate business license.

LA County Health Services

District Environmental Service

Environmental Health/Pomona District

1435 West Covina Parkway, Room 25

West Covina, CA 91790

42 4. All vendors must provide a certificate and endorsement of public liability insurance from a carrier that has a rating of A or better with a financial rating of 7 or better, in an amount not less than $1,000,000 for injuries, including accidental death, to any one person, and subject to the same minimum for each person, in an amount not less than $1,000,000 for each accident and property damage insurance in an amount not less than $500,000.

The certificate and endorsement will include the following as additional insured:

That the State of California, the Trustees of the California State University, the University and the employees, officers, and agents of each of them are included as additional insured.

The State, the Trustees and the University, and the employees, officers and agents of each of these will not be responsible for any premiums or assessments on the policy.

5. No off-campus food vendor may promote or sell a product for more than one (1) day and no more than twice (2) in an academic year.

CAMPUS COMMUNITY

1. Student groups selling their own products (i.e., bake sales, bar-b-ques, their ethnic specialties, etc.) must have approval from the Department of Environmental Health and Safety after appropriate scheduling forms have been completed with the Office of Student Life (OSL). (See Food Sanitation Program Policy enclosed.)

2. Student groups are required to know and practice basic County of Los Angeles Health Services Food Handling Codes (i.e., food storage, sanitation, food temperatures, etc.) and are subject to inspection by the Department of Environmental Health and Safety, the Cal Poly Pomona Foundation, Inc., the County of Los Angeles Health Services and OSL. Any group/club will be required to have trained personnel present as an approved food handler or the event will not be approved. If organizations are found to be in violation, they are to cooperate with the above-named organizations to immediately correct violation(s) and, if directed to, will dispose of any contaminated food and/or cease operation due to violation(s).

3. A student group that sells product purchased from a major recognized food company or franchised operation must show written proof of permission from the company allowing the student organization to re-sell or serve their product.

4. Any reports of foodborne illness must be reported immediately to the Environmental Health and

Safety Department

43 RULES GOVERNING FOOD SALES OR SERVICE

1. Prohibited Foods

Because of the serious potential food poisoning hazards, the following foods and events are prohibited from sale or service under any circumstances:

 Potluck events of any kind  All home canned foods.  All homemade potato, macaroni, chicken, ham, tuna, deviled egg or similar salads containing mayonnaise. (Commercially prepared salads of these types may be served with adequate safeguards.)  All home cooked beef, pork, fish or poultry products, meat salads, casseroles or sauces.  All cakes, pies or pastries, which have a cream, whipped cream or a custard filling or icing.  All home-prepared high protein items (i.e., cheese enchiladas, etc.)  No ground meats.

The following foods are normally acceptable, provided adequate safeguards are utilized:  Foods that are manufactured, prepackaged and nonperishable.  Commercially prepared salads of these types may be served with adequate safeguards.  Cakes, pies and pastries that do not have a cream, whipped cream or a custard filling or icing.  Cookies

2. Food Stand Construction

Stands in which food is prepared shall be enclosed on the top with wood, canvas, plastic, fine mesh screening or similar material (canopies are available at Pastimes). Earth floors are not permitted. Such floors shall be covered with materials such as clean canvas, wood or cleanable carpet. Smooth asphalt and concrete floors are acceptable. Food stand shall not be located under trees or vegetation, unless protected by a canopy.

3. Open Flame/Barbecue Cooking

Open flame cooking equipment may be located adjacent to the stand, but not in an area subject to customer or overhead contamination (i.e., trees, birds, people, etc.). Open flame cooking equipment must be permitted by the South Coast Air Quality Management District and Fire Marshal approved. Appropriately permitted barbecues are available for rent at Los Olivos, Building 70. All open flame cooking equipment must be located at a safe distance from combustible or flammable materials. Equipment shall be placed to avoid customer contact with all heating/cooking devices.

4. Animals

Live animals, birds or fowl are not permitted inside the stand. Food stand must be at least 35 feet away from animal petting or other attractions. 44 5. Temperature Control

Adequate facilities must be provided for keeping cold food below 41 Fahrenheit and hot foods 140 Fahrenheit or hotter at all times.

6. Food Protection

Smoking inside the food preparation/serving area(s) is prohibited. All foods must be protected from dust or other contamination during transport, storage and service by using covers, plastic wrap or other suitable methods. Condiments and other food items must be served in a manner that prevents contamination by the customer. Unwrapped foods must be served with tongs, forks or other suitable utensils. Soft drinks and other beverages (OSL has a copy of Pepsi approved products) must be served from the original containers or dispensing equipment approved by the

EH&S Department. Plates, cups and eating utensils must be single service. Persons serving foods must have clean hands, clean outer garments and not suffer from respiratory, gastrointestinal or skin infections. Food handlers who may come in contact with food must wear plastic disposable gloves, available from the EH&S Department. Ice used in customer beverages shall be protected from contamination and shall be maintained separate from ice used for refrigeration purposes. All ice shall be stored in leak-proof containers. All food and utensils shall be stored off the ground at least 6” on shelving or pallets within the stand. All food, beverages and utensils shall be protected at all times from unnecessary handling and shall be stored, displayed and served so as to be protected from contamination by dirt, dust, insects or customers.

7. Sanitation

Adequate trashcans must be provided for disposal of waste material. The area surrounding the food service must be kept clean at all times and left in clean condition at the conclusion of each day’s service. All liquid waste shall be lawfully disposed of at approved dump stations. This includes, but is not limited to, grease, ice condensate, beverage waste, etc. The stand shall be located within a reasonable distance of toilet and handwashing facilities. The facility must have soap, potable hot and cold water. It is recommended that the facilities provide at least one toilet for each 175 women and 250 men.

8. Sales or Service Period

Food sales or service is limited to two (2) consecutive days. Unusual circumstances will be considered on an individual basis. No off campus food vendor may promote or sell a product for more than one (1) day and no more than twice (2) in an academic year.

9. Responsibility for Food Sanitation

The advisor/sponsor is responsible for the organization observing all rules of the food sanitation program.

45 10. Surveillance of Food Sales or Service

Food application forms must be signed by the advisor/sponsor prior to submitting the form to the Environmental Health & Safety Department. Food permits will only be issued upon the approval of the Environmental Health & Safety Department. The Environmental Health & Safety Department will make spot-checks of each food sale or service to ensure that all health provisions are being followed. Reports indicating deficiencies will be forwarded to the advisor/sponsor.

FOOD SANITATION PROGRAM

POLICY

All on-campus food sales or service requested by a University-sanctioned organization, group, person or activity will be approved by the Environmental Health & Safety Department (EH&S) three (3) working days prior to the scheduled event.

Each club and organization wishing to serve food must have an approved food handler present at each event to supervise the food sanitation. An approved food handler is not required at events that do not utilize a Restaurant or Caterer and where the only food being served is manufactured, prepackaged and nonperishable.

PURPOSE

The purpose of the University Food Sanitation Program is to protect the health of the food consumer on campus. This protection has become more important in the last few years due to the change in eating habits of society, the increase in food events on campus and the liability associated with that. The students, staff and faculty bringing their lunches from home less frequently, eating more snacks and eating on the run reflect these changed eating habits. The custom of serving foods to encourage sociability is also more prevalent today, as well as the increased popularity of ethnic goods. Growth of the University has resulted in an increase in the number of on-campus clubs and organizations. Consequently, more food events are being held on campus as fund raising projects.

Quick processing of convenience foods and the multiplicity of handlers make transportation, storage and serving considerations very important. Greater vigilance is required to protect food

46 against further contamination and/or infectious agents. The contamination by dust, vermin, rats, etc., is disease producing and esthetically unacceptable. The illnesses resulting from infectious agents are frequently very debilitating and potentially lethal. Some of the diseases produced by food contamination are strep throat (a frequent disease in a young population), botulism, typhoid fever, dysentery and scarlet fever. Foods prepared at home are more likely to produce contamination because they may not be prepared under optimum sanitary conditions. Thus, the likelihood of contamination is greater. Food-borne illnesses are costly in terms of time and money to students and staff. Potential liability, as well as moral responsibility to exercise reasonable precautions, exists for the University.

OBJECTIVES

The food protection measures, as outlined in the RULES GOVERNING FOOD SALES OR SERVICE are intended to accomplish the following objectives:

1. Allow for strict observance of personal hygiene by all food service participants.

2. Keep potentially hazardous food refrigerated and/or heated at all times to prevent the growth of any pathogenic microorganisms that may be present.

3. Apply good sanitation practices in the storage, preparation, display and service of food.

4. Supervise cooking of certain foods of animal origin to ensure the destruction of pathogenic microorganisms that may be present.

5. Provide for adequate equipment and facilities for the proper conduct of operations.

6. Protect against any accidental contamination of the food by any toxic substance.

7. Place responsibility for observing the rules and regulations with the advisor/sponsor for the organization.

REVISED: EH&S 09/08/2006

California State Polytechnic University, Pomona REQUEST FOR AUTHORIZATION TO PREPARE, SELL OR SERVE PERISHABLE/NONPERISHABLE FOODS ON CAMPUS NOTE: SIGNATURE ON ANY ITEM BELOW INDICATES SIGNER UNDERSTANDS THE CAL POLY FOOD EVENT POLICY AND AGREES TO COMPLY. Event Location:______Date:______Time:______Type of Event (Picnic, food sale, banquet):______47 Type of organization arranging this event (check one): Student club/organization __ ; Faculty/staff __ ; Off-campus organization __ ; Other type of sponsor __ (explain)______Name of club/department/organization sponsoring event ______There are three categories of food events: (A) Food is prepackaged in individual serving; (B) Food is from a market and is then prepared and served by the club/organization; (C) a restaurant/caterer prepares the food, and in some cases the restaurant/caterer may also serve the food. FILL OUT BOX A, B or C, whichever applies, and sign at the bottom of page.

A EVENT WITH ONLY PREPACKAGED FOOD ITEMS (food/drink packaged in individual servings) At what store will food be purchased:______Describe food you will serve: ______B EVENT WITH FOOD ITEMS NOT PREPACKAGED (food prepared/served by registered Food Handler) At what store will food be purchased: ______Describe food you will serve:______How will food be cooked? How will food be kept hot/cold? ______Name of certified person who will supervise food preparation and serving: Signature______Print name ______Certificate Expiration Date ______ATTACH A COPY OF THE CURRENT FOOD HANDLER CERTIFICATE. C FOOD WILL BE SUPPLIED BY A RESTAURANT OR CATERER

Name/Address of Restaurant: ______Describe food you will serve: ______

Circle Y or N: Will Restaurant/Caterer deliver food? Y/N Will Restaurant/Caterer serve the food? Y/N Attach required documents from restaurant: Check each box [ ] below to indicated document is attached: 1. Current insurance verification including certification that Cal Poly is named as an Additional Insured. [ ] 2. A current L.A. County Food Permit for the restaurant. [ ] 3. A current Food Handler Certificate for the restaurant employee who will supervise serving. [ ] (Answer next two question below if the restaurant does not plan to serve the food.) ------How will food be kept hot/cold? ______If restaurant will not serve food, indicate name of certified person from your organizations who will supervise food transportation and serving:

Signature______Print name ______Certificate Expiration Date ______

ATTACH A COPY OF THE CURRENT FOOD HANDLER CERTIFICATE. REMINDER: Certain items are never permitted, for example, ground beef and pastries with cream or custard filling. (See Food Event Policy for details.) CERTIFICATION: I certify that the above information is complete and correct. I have read, and I understand the Cal Poly Food Event Policy. Signature of club president/department chair/etc______Print______Date______(for student organizations: Signature of Advisor ______Print______Date ______APPROVAL: Environmental Health and Safety ______Date ______Revised 05/13/20

48 CAMPUS POLICIES

CALIFORNIA STATE POLYTECHNIC UNIVERSITY, POMONA 49 USE OF UNIVERSITY BUILDINGS, FACILITIES OR GROUNDS

Presidential Order Procedures

A. SELLING OR DISPLAY OF PUBLISHED MATERIALS

The selling or display of books, newspapers, magazines, pamphlets, or similar published materials is permitted on campus subject to the time, place, and manner regulations established below, provided that such published materials are not available for sale at the campus bookstore and do not: (1) contain false, misleading, or illegal claims; (2) violate applicable laws pertaining to obscene matters; or (3) consist of term papers, theses, or other written materials submitted for academic credit.

The time, place, and manner regulations and permit approval process for selling or display of published materials do not apply to on-campus student clubs and organizations and Bronco Bookstore and/or Cal Poly Pomona Foundation.

TIME: Monday through Friday, 8 a.m. to 5 p.m.

PLACE: (1) Non news publications must be sold or displayed in the University Park, northeast grassy area of the entrance to the Bronco Student Center, (2) news publications distributed on University property and made available for members of the University community must be placed in news racks provided by the publishing company, (3) news racks at a building location shall be grouped in a cluster in front of Building 1 or the Marketplace; the precise placement of the racks shall be determined by the Office of the Vice President for Administrative Affairs, except for news racks in the Bronco Student Center, (4) news rack placement within the Bronco Student Center will be determined by the Director of Programs and Marketing of the Associated Students, Inc., and (5) all other published material must be displayed in approved locations by the Office of Student Life and Cultural Centers.

MANNER: The sale or display of published materials (1) shall not interfere with classes or any other operations of the University, (2) shall not interfere with or obstruct the free flow of pedestrian or vehicular traffic, (3) shall not unduly interfere with campus pedestrian and vehicular circulation, (4) shall be carried out without shouting or use of amplification equipment or other noise louder than normal conversation, (5) shall be required to bring and set up a table no greater than eight feet long with selling limited to the eight feet circumference parameter of this table, (6) shall be carried out without deliberate provocation, harassment or disturbance of persons in the area (including prolonged or repeated contact with persons who have declined the commercial transaction), (7) shall not generate an unreasonable level of refuse from discarded publications, and (8) will be removed on the last day of every month. In addition, all individuals wanting to disseminate publications by hand must register with the Office of Student Life and Cultural Centers prior to such activity.

PERMIT: For approval to sell or display published materials on campus grounds and to obtain the required permit contact the Office of Student Life and Cultural Centers at building 26-124 or 909-869-2841. The permit must be displayed at all times at the approved location. In addition, 50 all parties must adhere to the guidelines outlined by the Office of Student Life and Cultural Centers.

REFERENCE: Education Code, Sections 66600, 66606, 89030, 89031, and 89035. California Code of Regulations, Title 5, Section 42351.

B. COMMERCIAL TRANSACTIONS AND COMMERCIAL SOLICITATION

1. Commercial transactions and the display of property or services for sale on campus are prohibited unless proper written authorization has been obtained from the Campus President or designee. Persons or organizations wishing to engage in commercial transactions, or display goods or services for sale on campus grounds may be granted permission (maximum of ten business days per academic quarter) to do so if the proposed activity aids achievement of the educational objectives of the campus and is conducted in accordance with the time, place and manner regulations established at the end of document unless such commercial transactions are in violation of law. Private sales and sales sponsored by the Bronco Bookstore and/or Cal Poly Pomona Foundation are excluded from this section. For clarification contact the Office of Student Life and Cultural Centers, building 26-124, 909-869-2841.

2. Commercial solicitation on a campus is prohibited unless prior written authorization has been obtained from the Campus President or designee. Persons wishing to engage in commercial solicitation on campus grounds may be granted permission (maximum of ten business days per academic quarter) if the proposed activity is conducted in accordance with the time, place and manner regulations established below, unless such solicitation would be in violation of law. For clarification contact the Office of Student Life and Cultural Centers, building 26-124, 909-869-2841.

The time, place, and manner regulations and permit approval process for commercial solicitations do not apply to the fundraising activities of on-campus student clubs and organizations. On-campus student clubs and organizations shall obtain the appropriate approval for the fundraising activities from the Department head or the registered on-campus advisor, who is responsible for monitoring the fundraising activities.

PLACE: (1) In the University Park, northeast grassy area of the entrance to the Bronco Student Center, and (2) in areas so designated by the Office of Student Life and Cultural Centers. Distribution inside University buildings is prohibited. Distribution in campus parking lots or placement of any written or printed materials on or in any motor vehicle parked within the campus is prohibited. Personal solicitation inside campus buildings is prohibited.

MANNER: Commercial transactions and commercial solicitation must be conducted in a manner that (1) shall not interfere with or obstruct the free flow of pedestrian or vehicular traffic, (2) shall not unduly interfere with campus pedestrian and vehicular circulation, (3) shall be carried out without shouting or use of amplification equipment or other noise louder than normal conversation, (4) shall be required to bring and set up table(s) no greater than eight feet long with selling limited to the eight feet circumference parameter of this table, (5) shall be carried out

51 without deliberate provocation, harassment or disturbance of persons in the area (including prolonged or repeated contact with persons who have declined the commercial transaction), and (6) shall not generate an unreasonable level of refuse from discarded paper solicitations.

Marketers of credit cards are prohibited from offering gifts to students for their filling out credit card applications (California Code of Regulations, Title 5, Section 42350.6). Credit card companies associated with lender companies are prohibited from solicitation (Chanellor’s Memorandum, May 3, 2007).

PERMIT: For approval to engage in commercial transactions or commercial solicitation on campus grounds and to obtain the required permit contact the Office of Student Life and Cultural Centers at building 26-124 or 909-869-2841. This permit must be displayed at all times at the approved location. In addition, all parties must adhere to the guidelines outlined by the Office of Student Life and Cultural Centers.

REFERENCE: Education Code, Sections 66600, 66606, 89030, 89031, and 89035. California Code of Regulations, Title 5, Sections 42350.1 and 42350.6.

C. NON-COMMERCIAL SOLICITATION

Non-commercial solicitation on a campus is prohibited unless prior written authorization has been obtained from the Campus President or designee. Persons wishing to engage in solicitation on campus grounds may be granted permission (maximum of 5 business days per academic quarter) if the proposed activity is conducted in accordance with the time, place and manner regulations established below, unless such solicitation is in violation of law. For clarification contact the Office of Student Life and Cultural Centers, building 26-124, 909-869-2841. Request for donations is also considered a form of solicitation. Solicitations not otherwise prohibited by law and which are not false or misleading are permitted subject to the following time, place, and manner regulations.

PLACE: (1) In the University Park, northeast grassy area of the entrance to the Bronco Student Center, and (2) in areas so designated by the Office of Student Life and Cultural Centers. Distribution inside University buildings is prohibited. Distribution in campus parking lots or placement of any written or printed materials on or in any motor vehicle parked within the campus is prohibited. Posting paper solicitations on designated campus "general use" bulletin boards is permitted only by non-profit organizations, provided that the paper solicitation shall not exceed 11x17 and be limited to one page per “general use” bulletin board, the paper solicitation shall be posted for a maximum duration of one month from the permit approval date, and the sponsor is clearly identified on the face of the paper solicitation. Personal solicitation inside campus buildings is prohibited. All postings must adhere to the Posting and Chalking policy available at the Office of Student Life and Cultural Centers.

MANNER: Solicitation must be conducted in a manner (1) shall not interfere with or obstruct the free flow of pedestrian or vehicular traffic, (2) shall not unduly interfere with campus pedestrian and vehicular circulation, (3) shall be required to bring and set up a table no greater 52 than eight feet long with soliciting limited to the eight feet circumference parameter of this table, (4) shall be carried out without shouting or use of amplification equipment or other noise louder than normal conversation, (5) shall be carried out without deliberate provocation, harassment or disturbance of persons in the area (including prolonged or repeated contact with persons who have declined the solicitation), and (6) shall not generate an unreasonable level of refuse from discarded paper solicitations.

PERMIT: For approval to engage in solicitation on campus grounds and to obtain the required permit contact the Office of Student Life and Cultural Centers at building 26-124 or 909-869-2841. The permit must be displayed at all times at the approved location. In addition, all parties must adhere to the guidelines outlined by the Office of Student Life and Cultural Centers.

REFERENCE: Education Code, Sections 66600, 66606, 89030, 89031, and 89035. California Code of Regulations, Title 5, Section 42350.5.

D. HANDBILLS AND CIRCULARS

Personal distribution of handbills or circulars, not otherwise prohibited by law, and which do not contain false or misleading advertising is permitted subject to the following time, place, and manner regulations.

PLACE: (1) In the University Park, northeast grassy area of the entrance to the Bronco Student Center, and (2) in areas so designated by the Office of Student Life and Cultural Centers. Distribution inside University buildings is prohibited. Distribution in campus parking lots or placement of any written or printed materials on or in any motor vehicle parked within the campus is prohibited.

MANNER: Distribution of handbills and circulars (1) shall not interfere with classes or any other operations of the University, (2) shall not interfere with or obstruct the free flow of pedestrian or vehicular traffic, (3) shall not unduly interfere with campus pedestrian and vehicular circulation, (4) shall be carried out without shouting or use of amplification equipment or other noise louder than normal conversation, (5) shall be carried out without deliberate provocation, harassment or disturbance of persons in the area (including prolonged or repeated contact with persons who have declined the handbills and circulars), and (6) shall not generate an unreasonable level of refuse from discarded handbills and circulars. Placement of handbills and circulars on vehicles is prohibited.

PERMIT: For approval to engage in distribution of handbill and circulars on campus grounds and to obtain the required permit contact the Office of Student Life and Cultural Centers at building 26-124 or 909-869-2841. The permit must be displayed at all times at the approved location. In addition, all parties must adhere to the guidelines outlined by the Office of Student Life and Cultural Centers.

REFERENCE: Education Code, Sections 66600, 66606, 89030, 89031, and 89035. California Code of Regulations, Title 5, Section 42352.

53 CPP ON THE HILL POLICY Welcome to a Cal Poly Pomona tradition! The purpose of this policy is two-fold: 1 1. To maintain the concrete “CPP” letters on the hill and the general area around those letters, in an attractive manner, consistent with the general appearance of the campus; and, 2 2. To permit Cal Poly Pomona students, organizations, cultural celebrations, etc. to continue the tradition of periodically painting those letters in the colors of their respective organizations.

The policy is as follows: 1 1. Because the CPP is the property of the University, any organization wishing to paint the CPP must obtain permission and schedule that activity in advance with the Facilities Coordinator in the Office of Student Life and Cultural Centers, Building 26. An Application for Scheduled Event Form must be submitted. Any painting without advance approval is strictly prohibited. 2 2. Once approved, each club/organization may reserve the CPP for their colors for a minimum of 3 business/school days. No organization may schedule and/or paint over the CPP in any manner within the reserved time (3 business/school days) of another club/organization. 3 3. No cardboard, lumber or other materials may be used to change the shape of the letters or to add additional letters or symbols. 4 4. Groups painting the CPP must remove all of the materials used in the activity such as paint cans, brushes, etc. 5 5. At certain designated times during the year no organizations may paint the CPP. At such designated times, which are opening of Fall Quarter and Commencement; a designated organization will paint the CPP in the University’s colors, green and gold. The necessary paint and painting supplies to be provided by Facilities Management. 6 6. Any special requests or modifications to the designated time periods may be made by petition to the Office of Student Life and Cultural Centers. Additions or modifications to these time periods may be made by petition to the Office of Student Life and Cultural Centers.

54 4/11/2005 4/11/2005 1 7. Individuals or groups violating this policy, or vandalizing, or defacing the CPP in any manner may be subject to a variety of student discipline disciplinary sanctions and/or criminal prosecution. Student disciplinary action and criminal prosecution may be concurrent.

Important information 1. You will need mops, rollers or brushes 2. 2 - 5 gallons of paint for each letter (can be watered down) 3. Flashlights 4. The path to the CPP is at the top of lot “J”. (Caution: there is often brush on the path, wear good shoes and long pants!) 5. You may paint ONLY the CPP letters during your approved dates. Risk alert and liability waiver By scheduling to paint the CPP, the club/organization officers and advisors agree that all those who participate in this activity will be alerted to the risks and agree to the following release of liability: In consideration for being permitted by the California State Polytechnic University, Pomona to participate in the above-stated activity, the club/organization and those who participate in the activity hereby waiver, release and discharge any and all claims for damages for personal injury, death or property damage which an individual may have, or which may hereafter accrue to an individual, as a result of my participation in such activity. This release is intended to discharge in advance the State of California, California State University, Board of Trustees, and all of its officers, employees and agents, from any and all liability arising out of or connected in any way with participation in such activity. Club/organization members understand that their participation in such activity involves an element of risk and danger of accidents and knowing those risks, they nonetheless assume those risks. It is further agreed by the club/organization that this waiver, release and assumption of risk is to be binding on their heirs and assigns. The club/organization, activity participants, and its members agree to indemnity and to hold the State of California, California State University, Board of Trustees, and all of its officers, employees and agents free and harmless from any loss, liability, damage, cost or expense which they or any of them may incur as the result of death of any injury or property damage that they may sustain while participating in such activity. Interesting Historical Fact The CPP was originally built by the Cal Poly Pomona Sigma Nu fraternity and each year, the Greek Council paints the CPP green and gold to honor all of our graduates during commencement.

55 CALIFORNIA STATE POLYTECHNIC UNIVERSITY, POMONA

POSTING and CHALKING POLICY

This does not include the complete University Housing Services Policies.

Responsibility

The Office of Student Life and Cultural Centers (OSLCC) maintains administrative responsibility for all posting on campus. Posting by off-campus groups is limited to non-profit organizations only – commercial advertising is not permitted. Non-profit organizations must present proper non-profit status identification, such as a tax identification number.

Freedom of Speech Statement

Posters, flyers, signs and banners serve an important purpose at Cal Poly Pomona. They communicate upcoming events and activities and disseminate information and opinions on important issues. Sometimes, however, posted materials have appeared to direct hurtful and/or hateful messages and meaning toward an individual or group. While there will always be disagreements over what may constitute good taste or appropriate comment, there can be no question particularly in a university, that freedom of expression as guaranteed by the First Amendment of the Constitution, is a cherished and protected right.

Accordingly, the campus community is asked to be tolerant of differing points of view and to respect the rights of others to express themselves. While you may find certain materials to be quite offensive or even insulting, the appropriate way to counteract such materials is through discourse, criticism, and the expression of contrary points of view. Any member of the campus community who finds posted materials to be offensive or disrespectful is encouraged to contact the responsible organization or individual to address their objections. For further information contact OSLCC at [email protected] or (909) 869-2841.

Chalking Policy

Chalking is permitted only in the University Park grounds. Chalking must be at least 20 feet away from the entrances to the Bronco Student Center and Building 66 (Bookstore). The chalking area will be cleaned off two times a month. Chalking on the stairs outside the Bronco Bookstore is permitted only on the top portion of the steps.

Posting Policy

All printed advertisements, announcements and signs must be identified with the name of the person or organization responsible in order for the material to be stamped by the OSLCC. Also, OSLCC must have the name, telephone and email of the contact person responsible for posted material by any group/individual. If any member of the campus community finds the material offensive or wishes further information, this contact information ensures the potential for dialogue and still guarantees the rights of expression under the First Amendment of the Constitution. It is requested that the organization have the original/master stamped before printing. The stamp will therefore be printed on each copy, saving time and resources for the club and the OSLCC. OSLCC must be provided with one copy of the poster or flyer 56 (this does not apply to banners), and a copy of translation in English, if written in a language other than English. Organizations currently chartered with the OSLCC, committees, colleges, departments and individual students, faculty or staff members are allowed to publicize on campus providing they comply with the regulations established by the OSLCC. Off-campus individuals or groups may not publicize on campus with the exception of non-profit organizations as stated above and employers with approval. Off- campus employers must first receive approval from the Career Center and then be approved by OSLCC with the posting stamp.

Time Limits

All posters, flyers, banners and signs must be stamped at OSLCC, indicating that they have met the above criteria. For special dated events, an expiration date of 48 hours following the event will be noted on the poster/flyer/banner. For general information (club meetings, department announcements, etc.) an expiration date of one month from the time of stamping will be noted on the poster/flyer/banner. The stamp does not regulate the content of the flier nor the actions and opinions of the entity seeking approval and does NOT necessarily reflect those of the students, faculty or administration of Cal Poly Pomona.

Posting on University Housing Services (UHS) and University Village Property

In addition to the above, the University Housing Services and the University Village have additional posting policies and must be contacted before materials are posted in these areas.

University Housing Services: Go to building 59 to have your postings approved. UHS property includes all the residence halls and land west of University Drive, Los Olivos Dining Commons, Residence at the Lyle Center for Regenerative Studies, the Vista Suites and surrounding property. Check out the UHS website for the UHS posting policy: http://dsa.csupomona.edu/uhs/files/UHSPostingPolicy2006_1683.pdf

University Village: Go to Foundation Housing Service, 3400 Poly Vista Building 300 to have your posting approved.

General Use Bulletin Boards

Posting is permitted on any "General Use Bulletin Board." Such boards are located in the hallways of most campus buildings. Check with the appropriate Dean's office or department for questions on posting policies and locations of their respective general use bulletin boards. General use bulletin boards may be completely cleared off once a quarter by representatives of the college or school where the bulletin board is located. The following criteria apply to all materials posted on general use bulletin boards: Posters/flyers must not exceed 11" x 17" and only one poster per group/individual may be placed on general use bulletin boards. Material may not overlap other approved posters/flyers and must be fastened with tacks or staples - NO TAPE.

Grounds

Staked signs (not to exceed 11" x 17") and banners (not to exceed 3’ x 6’) are only permitted on non-lawn & non-flowering areas. The only lawn area where staked signs and banners are permitted on the lawn is

57 the stretch of lawn in front of the Bronco Student Center (BSC), beginning at the corner of the Kellogg Art Gallery to Round Table Pizza as illustrated in the picture below.

Staked signs and banners may not be placed in flowerbeds, lawn areas, blocking sprinklers, walkways, driveways or streets. Marketing material may not be wrapped around trees or any campus structures without prior approval by campus facilities. Call (909) 869-3030 to speak to a facilities representative for permission. Violations will result in the removal and disposal of the signs and banners without notification.

Wood Kiosks

Posting is permitted on the two outside Kiosks located in the University Quad and the ENV Quad. Posters/flyers must not exceed 11" x 17" and only one poster per group/individual on each side may be placed on any of the Kiosks. Materials may not overlap other approved posters/flyers and must be fastened with tacks or staples -NO TAPE.

Restrictions

No chalking and/or posting on buildings, steps, windows, posts, lawn areas, railings, trees, traffic control signs, utility poles, construction fences, vehicles, in newly planted garden areas, flower beds or newspaper racks. In addition, no chalking and/or posting on campus directories, within ponds or fountains, trash or recycle bins, the Calla Lily walkway between the Bronco Student Center and the Bookstore, the Rose Garden, the Japanese Garden, University Drive from the residence hall area west to the Health Center and in the vicinity of the two major entrances to campus (where the marquees are located). Writing signs, ads, promotions or placing drawings of a non-instructional nature on any classroom chalkboard or dry-erase board is prohibited and is a violation of this Posting Policy and subject to sanctions.

Violations

Unauthorized removal of properly approved and posted materials is an act of vandalism and subject to appropriate disciplinary action. Violators to this policy will be referred to the Director of Judicial Affairs.

Please direct all questions regarding the Posting and Chalking Policies to the

Office of Student Life & Cultural Centers at (909) 869-2841.

SPECIAL EVENTS POLICY Special events range from athletic/competitive-type activities to dances to speakers. All of these events are important to students, faculty and staff to expand the educational opportunities and help build community on campus. Proper management of these programs is essential for maximum enjoyment of the participants and as a learning experience of the sponsoring organization. Special events, which are large, will attract off-campus participation, and have the potential for high risk and/or disruptive behavior, are subject to specific guidelines. The FACILITIES COORDINATOR, in collaboration with the Department of PUBLIC SAFETY and the sponsoring

58 organization will determine which of the following policies apply: 1. Attendees to a dance, party or other similar special event must show a college I.D. or proof of age of 18 years or older. 2. Advisor attendance is required if PUBLIC SAFETY staffing is necessary. The advisor must be in attendance throughout the event and the event is subject to closure if the advisor is absent. 3. If an attendee leaves the event, for which an admission is charged, she/he must pay to return and will be subject to any search which is being conducted on attendees. 4. If an event is held in the Union, the sponsoring organization is required to employ the services of a University Union employee to check I.D.'s. 5. All Special Events are subject to the Guidelines on Police Coverage for Special Events. These guidelines are available through the FACILITIES COORDINATOR.

POLICIES & PROCEDURES FOR USE OF UNIVERSITY PARK Listed below are policies & procedures when using University Park for ANY event. These guidelines are for your benefit and are consistent with policies established by the University to ensure safety and environmental issues. 1. Sidewalks, ie., firelanes surrounding the University Park area must be kept clear at all times. These firelanes are for emergency vehicles and there must be clear access at all times. 2. Parking in the University Park, grass, sidewalks, curbs, etc. is prohibited. For special events, vehicles may come into the park, unload and must immediately leave and repark in the parking lots. No loitering around the vehicles. Public Safety will ticket any vehicles after unloading has been completed. 3. Food served or for sale in the park. Booths must be placed on the pebbled area northeast of the lower entrance to the University Union. A food permit must be obtained from Environmental Health & Safety before selling or serving food. 4. Vendor booths along the northeast sidewalk of the lower entrance to the University Union must also be placed on the pebbled area. 5. Grass area of University Park may be used for events, i.e., club fairs, interactive games, Greek Week, Culture Weeks, DSS Silent Auction, etc. As specified in No. 2 above, parking is prohibited. 6. Posting is permitted in the lawn area northeast of the lower entrance to the University Union between the sidewalk and building. Also, posting is allowed in vegetation areas such as ground cover, unplanted ground under trees. No lawn areas are permitted for posting. All materials for posting must be stamped by Office of Student Life. Unstamped or material posted in illegal areas will be removed by Facilities Management. 7. Extension Cords that cross sidewalks MUST be taped down for safety purposes. 8. Trash Containers may be requested from Facilities Management for large events or events where trash will overload the permanent trash cans - this is especially true of events where food is involved. This can be done on the Scheduled Event form. 9. Watering of the lawn may interfere with an event by leaving the grass area too wet for the program. Requests to Facilities Management for "no watering" can be made on the Scheduled Event form. 10. Scheduled Event form. All events in University Park, except information only tables and booths must be scheduled with the Facilities Coordinator in Office of Student Life. When scheduling, please give as much information to the 59 Facilities Coordinator as possible. This will help to insure the success of your event and acquaint you with the above and other policies. Mail Distribution Policy All federal and campus mail addressed to student clubs and organizations and received from campus mail services will be distributed to individual mailboxes by Student Life staff. Any university department having information of interest to student clubs and organizations may deposit that information in the mailboxes. Student Life staff does not distribute this information. Off campus vendors may not physically put any type of material/information in mailboxes. Off campus vendors sending bulk mailings will receive a copy of this policy with a memo giving information about contacting student clubs by mail.

I&IT Media Distribution: Policy for Clubs & Organizations

If you are a listed club in the OSL Clubs and Organizations Guide you are eligible to rent equipment through Media Distribution. On and off campus use of equipment is subject to a charge for Clubs and Organizations. To request equipment, please follow these steps:

 Obtain your Scheduled Event Form from Britt Sumida, Office of Student Life, Bldg. 26, Room 121 telephone 869-3640.  Have your Scheduled Event Form signed by your club president and advisor.  Find out what type of equipment you will need and the cost by calling (909) 979-6332. Write down what you need and the cost on the Scheduled Event Form. Please do not forget to add set up fees or technician time if needed.  Go to the Bronco Student Center ASI Business Office and fill out a Purchase Order Request Form for the total cost of the equipment you wish to rent. It will take 24 hours before your Purchase Order will be ready.  Pick-up your Purchase Order and bring it to I&IT Media Distribution, Bldg. 5, Room 211 along with your Scheduled Event Form. Media Distribution requires 24 hours notice. If you are paying by cash or check, no Purchase Order is needed.

PLEASE TRY TO SCHEDULE A COUPLE OF WEEKS IN ADVANCE INCASE ADDITIONAL NEEDS OR MODIFICATIONS ARE NECESSARY.