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A Guide to Resources for Student Organizations

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A Guide to Resources for Student Organizations Interschool Governing Board (IGB) STUDENT ORGANIZATIONS a guide to resources for student organizations student for resources to guide a presented by Office of Student Group Advising table of contents Advising Office Community Development 5 Office of Student Group Advising Mission 5 Office of Student Group Advising Staff 5 The Advisor/Student Group Relationship 6 When to Visit Your Advisor 6 Advising Structure Flow Chart 7 Student Governance Columbia College Student Coucil 8 Engineering Student Council 8 General Studies Student Council 8 Barnard College Student Government Association 8 Activities Board at Columbia 8 Club Sports Governing Board 8 Community Impact 8 InterGreek Council 9 Student Governing Board 9 Interschool Governing Board 9 Interschool Governing Board (IGB) IGB Overview 10 IGB Guidelines 11 Allocation Requests 11 Alcohol 11 Allocation 11 Appeals 11 Banners 11 Charitable Contributions 11 Communication 11 Debt 11 Fundraising 11 Movie Events 11 Partisan Activity 11 Programming During Breaks 11 Reimbursements 11 Spending without an Advisor’s Signature 11 T-shirts & Uniforms 11 Transfer Payments and Co-sponsorships 11 Travel 11 Unused Funds 12 Websites 12 Leadership Programs Club Recharge 13 Head Start: Fundamentals of Financial Management 13 Leadership Evolution and Development 13 Emerging Leaders Program 13 Advance 13 2 University Event Managment Policies table of contents Venue Managers 15 Event Sponsorship 15 Student Groups 15 Event Classifications 15 Space Application Requirements 16 Event Review 16 Guest Lists 16 Partisan Political Campaign Activities 16 Insurance 17 Commercial Filming, News, Documentaries, and 17 Student Filming Special Policies Applicable to Outdoor Space 18 Commercial Vendors and Nonaffiliates 20 Reserving Space Lerner Hall 21 Academic Classrooms and Outdoor Space 22 Earl Hall and St. Paul’s Chapel 23 Intercultural Resource Center 24 Kraft Center for Jewish Life 26 Barnard College Scheduling 27 Affiliated or Alternative Space Options Teachers College 29 Miller Theatre 29 Jewish Theological Seminary 29 Union Theological Seminary 30 Broadway Presbyterian 30 Riverside Church 30 Casa Italiana 30 World Room at the School of Journalism 30 Low Rotunda 30 Campus Map 31 Events Lerner Tech 32 Furniture Requests 32 Outdoor Sound Policy 32 Ticket Ordering for Events 32 Facilities/Special Events 32 Campus Audio and Visual 32 University Catering 32 Kosher Options 32 Ordering Bulk Metro Cards 33 Outdoor BBQ with Grills 33 Public Safety and Event Reviews 33 Unloading Vehicles on College Walk 33 Risk Management 33 Parking Around Campus 34 Local Area Hotels for Speakers and Guests 34 New York City Department of Parks and Recreation Permits 34 NYPD Parade Permits 34 Movie Policy 35 Copyrighted Material 36 University Licensing Guidelines 36 Games of Chance 37 3 table of contents Alcoholic Beverages and University Policies 37 Alcohol Policy Amendment for Recurring Parties (Fall 09) 41 Campus Press Policy 42 Contracts, Honoraria & Letters of Intent 42 Partisan Activity 43 Travel General Travel Policy 44 International Travel 44 Medical and Travel Insurance Requirements 44 University Transportation Office 44 Car Rentals and Rental Insurance Requirements 44 Communications and Marketing Email, Mailing Lists (Listserves) and Websites 45 Guarding Your Personal Privacy 46 Use University Name, Images and Logos 46 Lerner Hall Mailboxes 46 Flyering and Chalking 46 Publication Advertising Policy 47 Fundraising Gift Accounts 48 Corporate Sponsorships 48 Fundraising for Charity 48 Games of Chance Fundraisers 48 Partisan Activity 48 Funding Opportunities IGB Appeals 49 CCSC Co-sponsorship Fund 49 Engineering Student Council Co-sponsorship 49 GSSC Co-sponsorship 49 SGA Co-sponsorship Fund 49 Diversity Initiative Grant (DIG) 49 The President’s and Provost’s Student Initiative Fund 50 Office of the University Chaplain Co-sponsorship Fund 50 IGB Co-sponsorship 50 Student Group Co-sponsorships 50 Sponsorship with Other Schools 50 Corporate Sponsorship 50 Fundraising 50 Games of Chance 50 Kraft Family Fund for Intercultural and Interfaith Awareness 51 The Gatsby Charitable Foundation Fund– CUArts 51 Frequently Asked Questions F.A.Q.s 52 4 advising office Community Development Office Of Student Group Advising (OSGA) THE COMMUNITY DEVELOPMENT TEAM OSGA Mission The Community Development team works to fos- The Office of Student Group Advising (OSGA) ter a vibrant and welcoming undergraduate com- works to enhance the undergraduate educational munity through organizational advising, leader- experience by fostering a dynamic and enriching ship development, advocacy, diversity education University community and supporting responsible and community programming. The team includes student governance and co-curricular activities. the Office Residential Programs, Student Devel- Through advising, the office encourages critical opment & Activities, the Office of Student Group thinking and the free exchange of ideas by all the Advising and the Office of Multicultural Affairs. student organizations it supports. OSGA provides programming in leadership skills, program devel- The Community Development team works with opment, and organizational management to all student organizations to provide them with a undergraduate student organizations recognized seamless advising experience and support for by SGB and IGB, and assist students in their de- their organizational goals. The team also works velopment as individuals, community members, to build the skills of students in leadership and and leaders. civic engagement. In addition, the Student Affairs Central Business Office (SACBO) services staff OSGA is committed to supporting the program- provides support and advising to organization ming of our faith-based, spiritual, political, activist treasurers and governing bodies in managing and humanitarian student organizations to en- funds by providing monthly account statements, courage open inter religious and political dialogue treasurers’ newsletters and other services. at Columbia University’s Morningside Campus. The Office of Student Group Advising is particu- larly mindful of the centrality of academic pro- grams at Colum bia, and seeks to help students successfully integrate co-curricular activities into their overall educational and professional goals. Office Of Student Group Advising Staff Todd M. Smith Associate Dean of Student Affairs, Advisor to Interschool Governing Board (SGB) 212-854-4323 [email protected] *Jason L. Anthony Associate Director 212-854-1371 [email protected] *Walter G. Rodríguez Associate Director 212-854-1196 [email protected] *Darren Gallant Graduate Assistant 212-854-4196 [email protected] *Student Group Advisors 5 The Advisor/Student Group Relationship advising office EXpectations FOR STUDENT GROUPS EXpectations FOR ADVISORS Clearly communicate to your student affairs Advise student groups on organizing the logistics advisor plans for all club events and meetings associated with group activities, such as travel, club events and meeting planning. Be knowledgable and follow all University policies and procedures. Clearly communicate University policies, procedures, and structures. Communicate your organization’s needs to your advisor. If you need help; ask for it. Clearly identify your role and expectations as an advisor with student groups. Communicate Communicate to your advisor any relationship or services that the advising office provides. partnership with any University department or outside organization. Advocate on behalf of the student group and facilitate communication with other University Visit your advisor often to assist in building a resources, key staff members, and stakeholders relationship. Come and celebrate your successes (including other student groups). with your advisor! Share responsibility for building the relationship Foster an environment in which your advisor feels with the student group. respected and valued. Get to know your advisor outside of “just a signature.” Foster environments in which students feel respected and valued, and convey concern for Again, if you need help, ask for it. If you feel that their welfare. you are already knowledgeable on an area of advisement, communicate this to your advisor. Assess what level of advising is necessary for each particular group or program. Reflect on the greater impact your organization and your events have on the greater University Assess institutional impact of group events/ community. Communicate any concerns to your services and communicate appropriate advisor. information to supervisor. Seek the expertise of your advisor! Your advisor Utilize knowledge of best-practices, the group possesses knowledge about many student process and basic student development theories organization and leadership issues. to assist guiding student organizations. Plan your student group events and meetings Help student groups adhere to their stated goals around the stated goals within your constitution/ found within their constitution/mission statement. mission statement. Help student groups manage their student Manage your student organization’s budget and accounts, including approving purchases, account. Clearly communicate group purchases monitoring group budgets, and helping groups and expenditures to your advisor. understand the various policies and procedures required to operate within the University financial system. When To Visit Your Advisor Still wondering about when to visit your advisor? Come see your advisor when: • You are trying to plan
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