Pace University - Student Organization Manual
This Manual contains the guidelines and tools to create and maintain an sustainable student organization on the Pleasantville Campus of Pace University. Should you need further assistance or clarifications please reach out to the Student Development & Campus Activities office.
Student Development & Campus Activities Pleasantville 2012 - 2013 Student Organization Manual Student Organization Manual 1 Purpose To complement the academic experience To retain students by creating community To influence campus life by providing programs that enhance Opportunities for students to contribute to their own Pace Experience To encourage student development in areas such as spiritual, social, cognitive, diversity, professional, and leadership To intentionally empower our students and give them the resources and tools to adapt through change and develop into active problem solvers Values Ethical and Integrity Student development Continual growth Environment fostered by learning Excellence Accountability Citizenship Self-Awareness Consistency Innovation and creativity Student Organization Manual 2 Table of Contents SDCA Services Office Hours Mail Services, Fax Request Email for your Organization Request Agency Account Requesting an Org Sync Account Flash Flush SDCA Webpage Types of Organizations Student Government Recognized SDCA Recognized Greek Organizations 4 4 4 4 4 4 5 5 5-6 Event Admission Fees Contracts, Processing Purchasing Policies Purchasing Credit Card Policy Program Planning Reserving Space Types of Events Food/Catering Risk Management Gambling Posting Policy Outside Catering Alcohol Organization Requirements Officers Training Requirements Transitional Month and Elections Leadership/Organization Workshops Organization Registration Advisors Pace Pride Awards Types of Accounts Funding Sources Organization Accounts Student Activity Fee Depositing Funds Fundraisers Budget Allocation Committee Other Funding Sources 7 8 8 8 8 9 9 10 10 10 10 11 11 11 11 11 Policies Policies on Hazing Bias Related Crime Reporting Tailgating Party Policies Demonstration and Rallies Gifts, Prizes and Awards Gift Card Policy Raffle Guidelines Fundraising OrgSync Approval of Postings 11 11 12 13 13 14 14 15 16 16 17 17 19 19 20 21 21 21 21 21 22 22 23 23 24 27 Student Organization Manual 3 SDCA Services Office Hours SDCA’s regular office hours are from 9:00 am to 6:00 pm, Monday through Friday. Mail Services Recognized student organizations maintain mailboxes in the Student Government Association Office. Outgoing mail may be dropped off at SDCA. Bring your mail in properly addressed envelopes and correct postage with your organizations name on the envelope in case any pieces of mail are returned. Fax Use Student organizations have access to use the fax machine in SDCA for business purposes. Requesting E-mail for your Organization Your organization’s address gives members and potential recruits an easy to remember address to use when communicating with you and your organization. To obtain an e-mail send a request to firstname.lastname@example.org with: Name of your organization, name and contact information of your advisor, e-mail address name you would like (e.g., email@example.com), your name, position, and contact information plus your advisor’s contact information. Organization email accounts are set up in Outlook, which requires a different set of instructions than logging into your Gmail Student email account. To access an existing organization’s email account, submit a list of members including names and their email addresses to firstname.lastname@example.org. A help desk ticket will be created to grant you access. Once you have access to log into the email account, you will need to follow these steps: 1. Log in directly to https://email@example.com/ (replace firstname.lastname@example.org with the departmental mailbox address you wish to access) - don’t forget the https:// because it will display an access denied error page. 2. Then log in with your personal Pace username and password. Note: Emails sent from the organization email account will be saved in the “Sent Items” folder under the organization mailbox. Any replies to emails sent from the organization email account will be directed back to the organization’s mailbox and not to your own student email account. Requesting an Agency Account for Organization Funds An agency account is an on campus bank account for student organizations. Once an organization has been approved by Student Government Association and/or recognized by the Center for Student Development & Campus Activities, an agency account will be created. This account is used for the deposit of funds from organization fundraisers and activities for use by the organization for its operations. Please see the section “Financial Planning” for more information on specific use of funds and agency accounts. Requesting an OrgSync Account for your Organization or Access Updates An OrgSync account is an organization management software resource for students. Once an organization has been approved by Student Government Association and/or recognized by the 4 Student Organization Manual Center for Student Development & Campus Activities, an OrgSync account will be created. This resource is used to communication, record keeping, budgeting, calendaring and organization registration. Flush Flash The Flush Flash is a weekly events document posted in all the bathroom stalls across campus. This document is also posted on the SDCA Facebook page each week. The Flush Flash includes information on activities hosted by student organizations, academic departments, and administrative departments throughout campus. It also contains information on local events, University announcements, and helpful deadline reminders. If you have an activity or announcement your organization would like to have included in the Flush Flash, send an email to email@example.com with “Flush Flash” in the subject line. Please provide as much information about your announcement as possible. All entries must be in the Monday BEFORE the week of your activity to be included in the Flush Flash. If space becomes an issue, not all submissions will be able to be included. SDCA Webpage On the official webpage of the office you can find a multitude of helpful information about leadership, deadlines, conferences, announcements and downloadable forms. Please visit http://www.pace.edu/sdca. Types of Organizations Student Government Association Sponsored Student Organizations are organizations that have been chartered by Pace University after meeting all Pace criteria for recognition by Student Government Association and SDCA. Student Government Association Sponsored student organizations are: A. Covered by Pace’s insurance and are eligible to receive legal counsel for advice and representation in legal disputes. B. Eligible to receive up to 100% funding for Pace approved activities by the Budget Allocation Committee (BAC) through the Student Activity Fee funds for Pace approved activities which are open to all Pace full-time undergraduate students. C. Eligible to receive the following services offered by SDCA. (I) Use of event planning services provided by SDCA staff (required to register and host activities) (II) Use of Pace’s mailing address, except as an incorporation address. (III) Use of mailbox, mailing service, posting service, and copier service on an expense reimbursement basis. (IV) Use of Pace facilities for events, if available. (V) Assignment of a Pace Agency Account and OrgSync account. D. Required to complete the programming model set forth by the Student Government Association (See Student Government Association Constitution) E. Required to have all contracts negotiated by an SDCA professional staff member, reviewed and approved in advance by Pace University Counsel, and signed by an appropriate Pace officer. F. Required to maintain all organization funds in Pace accounts that are administered by SDCA. G. Required to comply with all of Pace's policies, rules and procedures in this handbook, the guiding principles, the student handbook and the residential life handbook. 5 Student Organization Manual Social Fraternities and Sororities at Pace University-Pleasantville Social fraternities and sororities are chartered independently of Pace; this also includes any local chapters. These organizations do not operate under Pace's corporate umbrella and are only permitted to conduct activities on campus and receive services if they ultimately comply with all requirements and expectations set forth in the Pace University Guiding Principles, Greek Life Relationship Statement, and, their respective governing councilâ€™s constitution. Pace University- Pleasantville fraternity & sorority community promotes leadership, scholarship, service, and unity in order to retain students, promote student success, leave legacies, and create unmatched campus traditions. Student Development and Campus Activities shall work to advance this purpose. Chapter members, alumni/ae advisors, faculty/staff advisors, and fraternity/sorority national headquarter representatives make up the Pace University- Pleasantville Greek Community. You may find more information on the Greek Life purpose, vision, and values in the 2011-2015 PACE UNIVERSITY- PLEASANTVILLE GREEK LIFE STRATEGIC PLAN. These organizations must: a. Have at least 6 full-time, undergraduate, financially active members registered for courses at Pace University-Pleasantville each semester. b. Hold an insurance policy valued at one million dollars. c. Only initiate Pace students who hold at least a 2.5 QPA. First year, first semester may not join a chapter at Pace University. d. Submit a copy of the chapterâ€™s charter to the University. e. Submit an updated roster including members from other campuses (i.e. city-wide charters) at the beginning of each semester. f. Submit a log of philanthropy and service efforts on a monthly basis. g. Have at least two advisors, one faculty/staff member at the University and one that is an alumni/ae member h. Not discriminate based on race, religion, national origin, sexual orientation, or ability in membership selection. Multicultural diversity is to be appreciated, encouraged, and embraced among all chapters. i. Maintain at least a 2.75 QPA each semester as a chapter to conduct new member education. j. Hold intake/new member education at least once within the calendar year. k. Abide by ALL new member policies set forth by SDCA including attendance at mandatory Anti-Hazing meetings for both active and new chapter members. Fraternities and sororities ultimately abide by University policy and the policies and procedures communicated in their respective governing council. Student leaders, advisors, and national headquarter representatives should review the following documents: â€˘ Relationship Statement for Greek Life- This policy communicates all expectations of individual chapters, advisors, national headquarters, and Pace University. 6 Student Organization Manual • • • Minimum Membership for Individual Fraternities and Sororities- This policy communicates the minimum membership total each chapter should have each semester at Pace University. Suspension and Re-Instatement terms for Individual Fraternities and Sororities- This policy communicates the process and procedure for University suspensions. New Member Education for Individual Fraternities and Sororities- This policy communicates all new member education AND/OR intake expectations for chapters. Chapters should follow up with the Assistant Director for Greek Life, Student Development and Campus Activities with questions regarding this document. Interfraternity Constitution University Panhellenic Council Constitution National Pan-Hellenic Council Constitution National Association of Latino Fraternal Organizations Constitution • • • • General Organization Requirements for Recognition Student organizations must maintain official recognition by the University in order to be eligible for the services and funding extended through SDCA. All recognized student organizations are expected to operate within University Policies and Procedures. Social fraternities and sororities must abide by their respective council’s constitution for all expansion endeavors. To be officially recognized, a student organization must provide SDCA with: • A constitution (template provided), pending approval by Student Government Association and SDCA • A completed Membership Roster with at least 6 currently registered full time undergraduate students with minimum Cumulative Quality Point Average (C.Q.P.A.s) of 2.0 • Officers may only hold up to two executive board positions on campus • Officers must have a minimum 2.5 C.Q.P.A The contact information of its faculty/staff advisor (see the section “Advisors” for more information) • Completion of all SDCA required training for the fall and spring semesters • Adhere to any notices and or changes set forth by Pace University and SDCA • Complete semester registration process to remain an active student organization Organizations that are recognized by the Student Government Association & Student Development and Campus Activities must be primarily intended for undergraduate students, provided those students pay the Student Activity Fee (required for all full-time undergraduate students). All recognized student organizations are expected to operate within Pace University policies and procedures. Services offered by Pace to officially recognized student organizations include a license to use Pace University’s name to publicly identify their meetings and activities; to post and distribute meeting and activity notices; and to distribute or post organization informational materials on Pace’s premises and on Pace provided web pages. The only way that Pace students may reserve University space for a meeting or an activity (and, therefore, publicly announce that they are conducting a “Pace” organization meeting or activity in a Student Organization Manual 7 Pace space) is under the sponsorship of a recognized student organization or a University academic or administrative Department. Individual students or unrecognized groups of students may not do so. Pace University does not prohibit its students from identifying themselves as Pace students wherever they may be. However, the University does not license the use of its name to unrecognized organizations or permit Pace students who may be members of its unrecognized student organizations to represent that their organization is a “Pace” or organization. Officers are defined as all presidents, vice presidents, secretaries, treasurers and others as defined by a student organization constitution. For the student media organizations, this includes all editorial and managerial positions. Any student holding an elected or appointed office must have the following: 1. A Cumulative Quality Point Average (C.Q.P.A.) of 2.5 or better must be maintained by an undergraduate student holding an office or as stated in your organization's constitution. Students who fall below the minimum C.Q.P.A. will be asked to resign from their positions. 2. Students who are elected or appointed to an office must be officially registered as a full time student for the semesters during their term of office. It is not recommended that students hold the same officer position for more than two years consecutively. 3. A full-time faculty/staff member of the University may not hold an elected or appointed position. Fall semester – Officer Training: All University recognized organizations are required to participate in this fall training. Participants must include President, Vice President, Treasurer, Secretaries and senator (applicable to SGA funded organizations only). The participants will experience team builders, discussion of your position, yearly goal setting and a comprehensive review of procedures relevant to the student organization manual. Spring Semester – Membership retreat: All SDCA and SGA sponsored recognized organizations are required to participate in this Spring training. Participants must include at least three members of the organization membership. The participants will experience interactions with other organization members and be provided the tools to become future student organization leaders including but not limited it transition of officers, membership recruitment, event planning and any other relevant topics. Officers Training Requirements Leadership and Organization Development Workshops The staff within SDCA will help design and/or provide leadership development workshops to support your organization’s development needs. Workshop topics might include time management, communication, ethics, goal setting, vision creation, teamwork, teambuilding activities, and much more. Transition Month and Elections March is Transition Month for student organizations. During this time, student organizations hold their election of officers. Student organizations are encouraged to complete their election process by the end of March. Updated roster sheets should be submitted to SDCA via org sync no later than the last day of March. Newly elected officers will be contacted by the first week of April for information regarding the Transition Training in April, to assist new leaders in learning the traditions 8 Student Organization Manual and responsibilities they have accepted and the opportunities available for them. Organization Registration Each semester every student organization needs to register by filling out the proper paperwork and including a roster of members (including U numbers), constitution and Student Organization/Advisor Agreement via org sync within the first month of each semester based on announcement made by Student Development and Campus Activities. New Organizations: SDCA welcomes the formation of new organizations each semester. All prospective organizations must complete the requirements to receive recognition listed in the General Organization Requirements for Recognition section. If organizations wish to be recognized by the Student Government Association please reference the SGA constitution. Advisors Education, the central goal of a university environment, takes place in many different ways. One way is through co-curricular involvement. Educators facilitate learning in different ways as well. Role modeling and mentoring are two very important modes of helping people learn. The advisor helps the student take full advantage of co-curricular learning and serves as a role model and mentor for members of student organizations. An advisor must be a full time employee of Pace University- Pleasantville, exceptions at the discretion of Student Development and Campus Activities. The advisor must sign the Pace University- Pleasantville Student Organization/Advisor agreement and attend one meeting per semester held for advisors by Student Development and Campus Activities. Advisors should be fully acquainted with the student organization advisor handbook along with following and und Requirements of Student Organization Advisors Responsibilities of Student Organization Advisors In assuming the role of student organization advisor, it is inherent that the advisor has accepted and agreed to fulfill these responsibilities in the manner listed below: 1. Take an active role in advising the student organization. 2. Have knowledge of the student organization including but not limited to the following: o Know and understand the general purpose of the organization and be familiar with all provisions outlined in the organizationâ€™s constitution and by-laws. o Understand the goals of the organization, both outlined in the Constitution and those made by the e-board for the academic year. o Be familiar with the officers of the organizations. o Know the number of current members of the organization. o Become knowledgeable of the organizationâ€™s process for gaining new members. 3. Aid in the necessary requirements to remain a recognized student organization, if applicable. 4. Meet with the organizationâ€™s e-board on a regular basis (at least once each month is recommended as the minimum requirement). 5. Remain informed of all activities sponsored by and conducted by the student organization. 6. Advisors are encouraged to attend the various functions of their student organization held after normal business hours. 9 Student Organization Manual 7. Establish with the student organization e-board the manner and frequency in which the advisor will participate in the organizationâ€™s activities; i.e., programs, social events and meetings. 8. Offer guidance to the organization on goal setting, organization management, program planning, problem solving, and group evaluation. 9. To be knowledgeable of and adhere to University policies and procedures which pertain to student organizations, and to inform the student organization president of his/her responsibility to do the same. 10. Be knowledgeable of policies and procedures listed in the Guiding Principles (as listed in the Student Handbook). 11. Refer questions concerning the Guiding Principles and Student Handbook to the appropriate department and where the case is not clearly discernible, to the Assistant Director of Student Development and Campus Activities. 12. Report immediately to the Assistant Director of Student Development and Campus Activities any activities that may or will violate University policies. 13. Advisors are required to sign off on all funds coming out of agency accounts. Pace Pride Awards At the conclusion of the academic year, Student Development and Campus Activities hosts the annual awards reception honoring the excellence and achievement of our campus community including student leaders and organizations. A special evening of awards, friendship and fun, the event is often considered the culminating highlight to a year of hard work and accomplishment. Award recipients are nominated by their peers, advisors and/or through self-nomination. A committee of faculty, staff and students will review and select the award recipients. For a full listing of awards and their descriptions please visit OrgSync. Types of Accounts Each recognized student organization has an agency account. This money may be used for any responsible purpose deemed appropriate by the organization and SDCA. It is important to always deposit money from dues and fundraisers into the organization account. The funds in the organization account do not revert back to the university. This account carries over from one fiscal year to the next and is an organizationâ€™s central account. In order to use funds from your Agency Account you are required to fill out an Organization Agency Account Transaction Form and submit it with all requests for funds. Organization (Agency) Accounts Student Activity Fee Student organizations under the jurisdiction of the Student Government Association may submit a budget proposal using the Budget Management System on OrgSync to the Budget Allocation Committee (BAC) to request funds from the Student Activity Fee to fund their activities. Certain criteria apply to be eligible. Please see the Student Government Association Constitution for specifics. Student Organization Manual 10 Funding Sources Fundraisers Fundraisers may include activities such as: bake sales, candy sales, charity sales and raffles. Make sure that any fundraisers your organization plan are consistent with University policies and procedures, specifically the raffle guidelines and fundraising policy. If you are conducting a sale for charity, you must get the donation pre-approved. Please see the “solicitation” section regarding charity events. If you are unsure of any applicable policies, speak with a member of the SDCA staff. The Budget Allocation Committee is comprised of student leaders who allocate the Student Activities Fee funds to the student organizations who wish to hold activities on campus. The Vice President of Finance of the Student Government Association (SGA) serves as the chairperson, the committee is open to the treasurer of all Student Government Association Sponsored Student Organizations. Budget Allocation Committee (BAC) Other Funding Sources In addition to the Student Activity Fee fund through BAC and group fundraisers you may also obtain money for your events by participating in co-sponsorships with university offices, academic department, or others. If you prefer not to co-sponsor you can also get donated funds or services from these groups or from outside organizations. Before accepting outside funding or sponsorship please speak with an SDCA representative. All funds collected from student organizations should be submitted to the SDCA office as soon as possible but no later than the next business day. Please keep all funds in an envelope clearly labeled with the student organization name, the origin of the funds, amount enclosed and signature of student organization representative. Depositing Funds Charging an admission fee at events is a great way to recoup some of the cost of sponsoring events. If you plan to charge an admission fee please contact a SDCA representative to establish an online registration and payment system at least two weeks before your event. No money should be collected at the door. Event Admission Fees Contracts A contract is a written agreement created to inform two parties of their legal obligations to one another and to express in writing their mutual understanding. University Policies: • Contracts may only be signed by a university official. Student(s) may not sign contracts. • Do not make any agreements with a speaker, artist, or performer without consulting with the SDCA staff. • University contracts contain a provision which requires the vendor to provide a certificate of insurance naming Pace University as additional insured; this is required for services rendered such as lecturers, performers, and comedians etc. who are contracted through an agency. • It takes at minimum 4 weeks to process the contract once all paperwork is submitted. Student Organization Manual 11 • • • • However, some contracts may take more or less time. Please plan accordingly with the SDCA staff member assisting your organization in this process. You must include: APPROVED performance contracts, certificate of insurance, vendor request form. Performance contracts must be fully executed between the performer and the university signatory official before the event can happen. If there is no fully executed contract on file, the event will be postponed until completed paperwork is handed in to the next available date. Performance contracts filed after an event will not be paid. Do not under any circumstance pay a performer with your own money. You will not be reimbursed! Steps in processing the contract: • It is the organization’s responsibility to submit the detailed contact information by the company’s representative or individual. • SDCA will coordinate the paperwork process with the artist/company. • Once completed, the contract is forwarded to the legal department for review. Once the contract is reviewed and approved by the university lawyer, it goes to the contracts administration office for signature. • The payment request is sent to the Accounts Payable department. In order to proceed with payment, the vendor must have provided the Tax ID or Social Security number (typically provided on a vendor request form and stored in the vendor system.) • The organization receives one copy of the contract, one copy is given to the performer, and the original with one copy is kept by Student Development and Campus Activities. Important Note: Contracts are NOT to be signed by students or Pace University faculty. Students are not permitted to personally profit from any university event, project or fundraiser. Any student found in violation of this policy will be subject to the disciplinary process. Purchasing Policies • All orders for equipment, supplies and services must be approved by the Student Development and Campus Activities department and the Purchasing department. If you are selecting a supplier the university has not worked with before, they must fill out a Vendor Request Form, which will add 4 weeks to the purchasing process. • The Purchasing Department reserves the right to select a supplier in all circumstances. • Bids are required for requisitions on negotiable services greater than $5000.00, Three (3) written and/or catalogue quotes from legitimate vendors are required. The purchasing department will assist with the bid process. • Office supplies must be purchased from Staples (leave one week’s time) • Computer equipment purchases must be approved by Department of Information Technology Services. • All items purchased with University funds are property of Pace University and must be returned to SDCA. If Student Activity Fee money is used then the supplies and/or equipment is property of Student Government Association and may be required to be stored by SDCA (when applicable and storage space available). For more information on the University’s purchasing procedure please visit www.pace.edu and click on Finance & Administration. Student Organization Manual 12 Purchasing Treasurers should be responsible for keeping accurate records of the organization’s financial records. Campus Activities will forward to each organization periodic reports and account balance. If discrepancies arise, SDCA staff are available to help. The first step is to fill out a Discrepancy Report. • No student(s) are permitted under any circumstances to personally make money from any event, project or fundraiser sponsored by a student organization. Any student found in violation of this policy will be subject to the disciplinary process. • Reimbursements always require original receipts or invoices as documentation of purchases. Both must include the full name and address of the vendor. Photocopies of receipts are not acceptable. • Credit card statements are not accepted as receipts. Please request itemized receipts of all purchases. • All reimbursements from restaurant receipts must be itemized by menu items. Verify that you can obtain an itemized bill before choosing a restaurant. Include the names of the parties served and describe the business transpired. Check stubs are unacceptable as receipts. • Organizations will not be reimbursed for alcoholic beverages. Receipts that indicate the purchase of alcoholic beverages will not be reimbursed in part nor in full. • For reimbursement of food expenses, you must include a description of the business conducted and a listing of the members and/or guests in attendance on your financial transaction request form. • Capital Purchases (large scale assets such as computers and other physical property) are not reimbursable. You must procure these types of items through the university’s purchase order system. • Invoices presented by vendors for payment will not be processed unless a purchase order was processed and approved first. Credit Card Policy SDCA offers an option to use Pace University purchasing and/or travel credit card for the purchase of supplies for student programming. In order to use one of these credit cards the sponsoring student organization must meet with a member of the SDCA professional staff to schedule use of the card. When obtaining a credit card you must do the following: • Obtain a tax exempt form and letter of authorization from the card holder • Return the card at a time agreed upon with card holder but no later than 24 hours with original itemized receipt (Copies are not permitted). Student Organization Manual 13 Program Planning SDCA is your key to a successful event! SDCA will help guide you through the event planning process, including budget allocation, space registration, performer contract negotiations, catering, and other facilities requirements. When planning an event on campus it is important to consider these fundamental steps: 1. Designing the event The first step in event planning is to determine the who, what, where, when, how and most importantly, why of the event. Usually, organizations will assign members to an event committee to determine the purpose of holding the event, where and when it will take place, what will be the components of the event and what needs to get done to make it a reality. Pre-planning can happen at any time, but optimally occurs at least eight weeks prior to the event. The planning committee should consider what talent is needed, what decorations will set the right environment, how many people will be needed to run the event and how the event will be promoted to reach the appropriate target audience. 2. Scheduling a program consultation with an SDCA staff member Once you have you idea and know what is needed and by whom, an SDCA staff member, such as a Student Activities Manager, Graduate Assistant, or Professional Staff Member will meet with you, once you make an appointment to come in. This will be done before a space or budget request is submitted. You will go over your event idea and talk about what is needed and what you should put in the space and budget requests. An event planning checklist will be provided to help ensure that the necessary steps are followed. 3. Registering the event in R25 (and reserving space) All events need to be registered through the SDCA office. Simply go to events.pace.edu to complete a reservation request. The form will require the following information: • Description of your event • Services that will be required (ie. food services, technology, transportation, security) • Possible alternative locations • Set-up needs - how many chairs, tables, stage, podiums, etc. Once you have registered your event, the scheduler will notify you via email with a confirmation of your event or any questions that have arisen based on your request. After the location is approved, all requests for food service, maintenance set-up and services must be finalized at least two weeks prior to the event. Last minute changes may not be possible. If for any reason you decide to cancel/postpone an event that is registered, please notify SDCA in writing at least one week prior. Any expenses incurred for failure to report the cancellation/postponement in a timely fashion will be the responsibility of the organization. 3. Submitting a budget for the event (if necessary) Once the organization has a clear understanding of what is involved in the event, a budget needs to be prepared and funds secured. To secure funding, follow the guidelines listed under “Financial Planning”. Members who attend Officer training are taught how to secure funds necessary to host events. 4. Schedule a Pre-Planning meeting 14 Student Organization Manual Once your BMS is approved please schedule another meeting with an SDCA staff member to release the funds from your budget request and make sure that everything is set for your event. During this meeting all necessary paperwork will be taken care of and call event details confirmed including the following: • Catering Order • Educational Media • Room Set-ups and any special requests • Contracts • Security • Guest Lists • Payments • Transportation 5. Hosting the event The week prior to your event please check-in with the SDCA representative you have been working with to confirm details to ensure a smooth event. All food orders with Chartwells, Ed Media and room set-up requests must be completed at least two week in advance. 6. Evaluating the event Evaluation of your event is very important to the success of your organization and future events. After the conclusion of each event please take time with your organization to discuss evaluation the success of your event and note any changes to make for the following year. Please refer to your governing board constitutions (ie. Student Government Association, Greek Councils) regarding any required evaluation. Types of Events All student organization events are classified all into the following categories. If you are unsure which category your event falls into please ask a Student Development and Campus Activities staff member. 1. Pace Events Open to the Public Organizations planning events that are open to the external community (friends, family, community partners, etc.) must be registered in advance at events.pace.edu. The events classified in this category do not include parties, dances, concerts, etc. Performers are professionals, hired with a formal contract not student based performances. Student organization should inform an SDCA staff member during their program consultation. 2. Trips/Travel Any organization planning a trip must register the trip at events.pace.edu. The organization must provide at least one ticket for a SDCA approved chaperone for all off campus activities and another ticket for every additional 20 spaces available. 3. Pace Events (Not Open to Public) Organizations planning events that are for the Pace Community must be registered in advance at events.pace.edu. These events should open to all of the Pace University community including students, staff and faculty and not be advertised externally of Pace. 4. Conferences Any organization that wishes to sponsor a conference must have a SDCA approved chaperone and there must be a application process in which a selection committee of student, faculty and staff will chose the students to attend based on their applications. Please refer to the conference 15 Student Organization Manual planning guide for more detailed information. 5. Dance/Parties/ Fashion Show SDCA supports one party and/or late night event a month through the Fall and Spring semesters. These events are only scheduled on Friday or Saturday evenings form 10:00pm until 2:00am and can be publicized to outside guests. All other evening events must end by 12:00am. 6. Concerts Student organizations may wish to sponsor a performance by a professional artist(s). These events require a large planning committee and planning checklists and therefore must be discussed well in advance (a semester in advance in required) with an SDCA staff member. 7. Fundraisers/ Drives Student organizations are permitted to conduct fundraisers on or off campus in order to support organization activities. All fundraisers must have earnings reconciled with SDCA within 24 hours of its conclusion. Please refer to our raffle and fundraising policies as these are restricted from fundraising activities. 8. Movie Showings (On-Campus) Any student organization that would like to show a movie for an event needs to pay for licensing of the event. Please contact a member of SDCA to help you obtain the proper licensing necessary to show the movie. 9. Rallies and Demonstrations Student organizations are permitted to hold demonstrations and rallies once they have completed the demonstration/rally authorization form and had it approved by the Dean of Students. Please see the Rallies and Demonstration policy for a further explanation: Room Capacities Room capacities are enforced by University schedulers based on the size and purpose of your intended program. Room capacities can be found at events,pace.edu. Classrooms may be reserved for meetings however classrooms are not available during the first two weeks of each semester with the exception of common hours. A full list of rooms and their capacities can also be found at: http://www.pace.edu/special-events/internal-community/facilities/facilities/list-ofrooms/westchester-campus. Food Service Food and beverages on campus must be provided by Dinning Services unless a waiver is provided by dining services prior to the purchase of any external product. To plan for a catered event, the procedure is as follows: 1. Consult the Student Catering Guide for the appropriate dining options, if there are any specifics not included in the catering guide, please consult the catering manager for an accurate quote. 2. At minimum two weeks prior to your event please inform Student Development and Campus Activities representative of your food request so they can fill out the appropriate paperwork to confirm your food order and provide payment. Outside Catering All organizations receiving BAC funding must use the university contracted food service. The only exception is that the food provider cannot supply or prepare the food desired. All groups will be 16 Student Organization Manual responsible for the cost and consequences for any outside food ordered without prior approval. Donated food must also be approved in writing. Exceptions for outside catering need to be submitted Chartwells General Manager directly prior to your BMS request or at least two weeks prior to the event in question. Alcohol Any student organization reserving University facilities will be held responsible for the University policies on alcohol contained in the Student Handbook, and any of its supplements. Pace University has a strong commitment to a healthy and safe environment for all members of the University community. Any use of alcohol and drugs that is illegal or violates this Policy will not be tolerated. It is the policy of the University that the unlawful use, possession, sale, distribution, or manufacture of controlled substances and alcohol on University property or at University sponsored programs and activities are prohibited. Even though its possession or consumption may otherwise be lawful, alcohol, except in limited circumstances, is not permitted on University property or at University sponsored programs and activities. Risk Management for Student Events Why is risk management important? Risk management is a topic that truly means "finding ways to safely run our events". There is risk in everything we do, but it is how we manage the risks that counts. Some events are simply too risky to host (legal obligations, state/local/federal laws, university policy), but we can often lower the risk of an event to make it safe to host the event. Some proposals for events we receive require additional planning to ensure the safety of organizers/participants and minimize damage to facilities. Risk management also focuses on legal obligations and the reputation of Pace University. It all depends on the event. Why should students care about risk management? As a university we are bound to certain laws and obligations regarding student safety. That responsibility also extends to student leaders and student organizations. Risk management is tied directly to YOU when hosting events. Here are a few things to consider: â€˘ NEGLIGENCE o Occurs when someone has a duty to another person, breaches that duty, and the other person suffers harm as a result. o Example: You host an event, someone is injured, and it can be proved that the injury was due to your failure to plan and mitigate for any known safety risks associated with the activity. â€˘ LIABILITY o Refers to legal responsibility. Liability can be assumed by you (as an individual), your members, your advisor(s), your organization, University staff/faculty, and the University. Your risk management planning affects many areas within Pace University. â€˘ WHAT CAN YOU DO TO MINIMIZE RISKS? o Take great care (and document as much as you can) when you host the event. Note all the preparation and action you took to minimize risks. How do we manage risk in Student Development & Campus Activities? 17 Student Organization Manual As part of the event planning process, students conduct a program consultation with one of our staff members. If, during that program consultation, there is some concern about the safety to organizers/participants or possible damage to facilities, staff members will use the charts below to assist students in minimizing risk during their event. This also serves as excellent program planning tool which will help to reduce risk during your event. How do we assign risk levels to activities? The following chart (from Texas A&M's Risk Management Office) is a helpful standard in assigning levels of risk to activities during the planning phases: RISK MANAGEMENT WORKSHEET Completed as part of the program consultation when activities are identified as higher potential risk Event: Activity Date: Time: Location: Initial Risk Level What can be done to mitigate what could go wrong? Who will take these steps? By when? Remaini ng Risk Level What could go wrong? Student Organization Manual 18 List of activities that will occur at the event Risk management is about anticipating all the possibilities of something going wrong regardless of whether you think they will happen (injuries, equipment damage, safety concerns, etc). It is far better to prepare for the "what if" than to be unprepared to respond to the "oh no". On a scale from 1-5, how likely is this to happen? (1-low, 5high) Great planning opportunity what could possibly be done to prepare for the "what if"? Remember, as an event host, the safety of the event is your responsibility and will also fall back to the institution! This ensures After you accountability of your minimize organization members your to take the right steps foreseen to minimize foreseen risks, what do you risks. think the risk level is now? If it's still too high, you may be advised against this particular activity. Prepared By: Student planning the event Reviewed By: Staff member who reviewed the process/form with student Gambling Gambling is not permitted on University premises or at any event sponsored by a student group or organization. Publicity Publicity is important for the livelihood of your organization. Please be sure to follow the general guidelines below to ensure the most effective use of campus promotion. Even the most spectacular, well-organized event can fail if nobody knows about it! Getting the word out is critical to success! As you begin preparing your publicity strategy and budget, ask: • Who, What, Where, When, and Why?: • Why are you planning this event? • Who is responsible for the program, event or series in planning stages? • Who will be responsible for carrying out the publicity? • To whom are you targeting the program? • Is your information accurate and complete? Posting Policy When posting an advertisement for an event or campus offering, please read all of the information below as and follow the appropriate guidelines. • • All postings should reflect only activities of recognized student organizations or academic departments. The distribution of all flyers must be approved by SDCA and delivered to the Office of 19 Student Organization Manual Residential Life for distribution. Flyers may never be slipped under resident doors or posted. For general postings, please print out one final copy of the posting, so that it can be stamped for approval by one of the appointed members of SDCA. Only after you have received a stamp & approval should you then begin to make copies of the finalized & stamped flyer. All copies should be made at Document Services; SDCA is unable to make copies of flyers for student organization. The following guidelines should be observed for all postings: • Clearly state the individual’s name or the official name of the organization/ department and sponsors including the Student Activities Fee. • Represent a student organization or individual student in a positive way, as they are a reflection of the individual or group as a whole. The postings must reflect the values of the University as embodied in the Student Handbook. No signs may be derogatory towards any person (regardless of affiliation) group, college department or entity on the basis of age gender, religion, ethnic background or sexual orientation. The signs must not contain any profane, vulgar, or inappropriate content. • Use the University’s logos (both the Pace swoosh, used for regularly, and the Opportunities, used for official University events), colors (royal blue and gold), mascot (Pace Setter) with permission and in its proper format. • Include the statement “not an official University approved or supported event” when advertising an off-campus party. • Be no larger than 18 x 24. • Leaflets and handbills are prohibited. Student organizations, university departments, and administrative offices may only distribute leaflets or handbills from behind a table. Table spaces may be reserved through the SDCA by going to events.pace.edu. Please observe the following guidelines when posting: • When hanging Postings you may post your flyers throughout the campus after it has been stamped but ONLY in approved buildings which include Kessel, Willcox, Leinhard and Miller Hall. • Due to observation of fire code, you are NOT permitted to post a flyer on any part of the glass doors or glass windows of any building. • No posting should be taped, glued or otherwise posted on a painted wall. Postings are limited to designated posting areas and tacking strips located throughout campus. • Postings, chalk, tape, etc must be removed within 3 days after the completion of your event. Approval of Postings Student Organizations : Bring one hard copy of your advertisement to the Vice President of Programming (Student Government Association) for approval and authorization by stamp. Once stamped, you may visit an SDCA staff member to receive approval for copies through Document Services, providing you have received BAC approval. Greek Organizations : Bring one hard copy of your advertisement to the Assistant Director of Student Development and Campus Activities/Greek Life for approval and authorization by stamp. Once stamped, you may visit an SDCA staff member to receive approval for copies through Document Services, providing you have received BAC approval. Student Organization Manual 20 All student events are subject to the policies and regulations set forth in this Student Organization Handbook, the Pace University Student Handbook, and any of its supplements. Policies Any member of the University community who violates the Universityâ€™s rules, policies or practices, including, among others, the Guiding Principles of Conduct and Guide for Residence Living, may be subject to disciplinary action (including without limitation immediate ejection from University premises and/or University-sponsored events) and/or to legal actions. Similarly, any recognized or organization that violates its constitution and/or by-laws, or authorizes conduct prohibited by the Universityâ€™s rules, policies or practices may be subject to disciplinary action (including without limitation rescission of approval for that or organization to operate on University premises or at University-sponsored events, whether on or off University premises). As may be necessary, the University may request the assistance of law enforcement agencies to maintain order and/or may seek injunctive relief. Hazing Any action or situation involving physical or mental abuse such as harassment, intimidation or hazing (defined as subjecting a person to treatment intended to put him/her in a humiliating or disconcerting position), the forced consumption of liquor, drugs or other liquid or solid substance for the purpose of initiation into or affiliation with any organization, or other conduct which recklessly or intentionally endangers or threatens the health, safety or welfare of any person on University owned or operated property or at University sponsored activities is expressly prohibited. As a member of the Pace University community if you are to witness or be a victim of a hate/bias related crime as a University sponsored event, by a University community member or as a result of your affiliation with the University you are to immediately call our affirmative action office at 914773-3856. Bias Related Crime Reporting: Tailgating The University has created a tailgating policy for organizations wishing to participate in such an activity. Students are invited to participate in the full day of activities surrounding football game day. Those who are over 21 are able to follow the rules outlined in the link below to tailgate in the 2 hours prior to each football game. For those students under 21 and all students on campus, Residential Life and Athletics are partnering to produce activities on both the Briarcliff and Pleasantville campuses this year that are fun, safe and prepare everyone for the football game. http://www.pacesettersathletics.com/information/marketing/Fan_Experience Any questions regarding this policy can be directed to Zach Dayton, Assistant Athletic Director/Marketing & Promotions. Party Policy The Student Development and Campus Activities Office in conjunction with Safety and Security Office require all students to adhere to the party policy. All SDCA approved late night functions allowing the general public to attend are to be held on Friday or Saturday evening from 10pm-2am (No exceptions). All sponsoring organizations are to have a program consultation meeting, in advance of any financial requests to discuss the scope of the event. 21 Student Organization Manual Organization sponsoring the party is expected to arrive no later than 1.5 hours before the party begins. SDCA staff and security (10 in total) will arrive one hour prior to the party for setup. All attendees of the party will enter through the side door of Wilcox, not the front doors. In fact all doors in Wilcox besides the one we use should be locked. These guests MUST be pre-registered in order to enter the party. No registering guests will be permitted at the check-in table. Please make sure to communicate this to your organization members and anyone promoting your party. There is no re-entry of students or guests once their ID is scanned for the party. All guests must be registered on 123 signup.com. Pace student can sponsor no more than 2 guests. It is the responsibility of the Pace students to escort their guest and be with them at all times throughout the event. SDCA will have staff to support you at the party. However, note it is the responsibility of the organization(s) to work the check-in table throughout the event. The doors will close no later than 1:30am or 30 minutes before the end of the party, whichever is earlier. No one will be permitted to enter once the doors are â€œclosed.â€? Demonstrations and Rallies Pace University believes that members or groups within the Pace community have the right to express their views on a particular issue or cause. Since one of the missions of the University is the search for truth, demonstrations and rallies have legitimate place. Demonstration and rallies, however, should not interfere with the operation of the institution. Please refer to the full policy at http://www.pace.edu/general-services/node/57. Solicitation Definition: Solicitation is any active attempt to raise funds through direct sale of merchandise, services, or donations, with or without products or services rendered. Also, any method of communication intended to induce support of a service, organization, business activity, issue, cause, etc. Solicitation Guidelines Solicitation on University property as a form of commercial speech is strictly prohibited without authorization from the University. Evidence of such authorization shall be displayed at all times while vendors are on campus (i.e., copy of reservation and/ or reservation forms with the approved signatures). Any authorized solicitations by vendors or student organizations are subject to applicable University regulations, and local, state and federal laws. Solicitations may be approved for a specific area on campus. No solicitation shall interfere or conflict with the mission of the University or its occupants. Pace University reserves the right to limit or restrict time, location and functional of its facilities. Gifts, Prizes and Awards Policy Student organizations are eligible to offer prizes during a student organization activity upon obtaining approval from SDCA prior to the purchase of any gift, prize, or award for any student organization event including monetary awards and non-monetary items. It is the responsibility of the student organization to provide SDCA with the name, address and phone number of the recipient of the gift, prize, or award no later than 48 hours after the transaction occurs. All gifts, prizes and awards should be collected at the SDCA office by the winner of with proper ID. Gift Card Policy: Request, Approval, Purchase and Distribution 22 Student Organization Manual The Center for Student Development & Campus Activities reserves the right to uphold and enforce the following policies and procedures in relation to the use and distribution of gift cards as an element to student organization sponsored or affiliated events, hosted on or off University premises as provided by the University Guiding Principles of Conduct. Please note that the reporting of gift card recipient information policy is in place at the request of the University to remain compliant with IRS and federal standards. Requests, Approvals and Purchase: Student organizations recognized by the Center for Student Development & Campus Activities office must adhere to the following policies when requesting the purchase of gift cards either through the use of Student Activity Fees or university agency accounts. 1. Gifts, or values of gifts, may not exceed $100 per individual. 2. Costs for the gift cards, upon request for use of either BMS or agency account funds, must include the required card activation fees. 3. Gift cards may not be purchased with the University Purchasing Cards for any means 4. Original receipts and a travel and expense reimbursement form and the purchased gift cards all must be presented to the SDCA staff member within 24 hours of purchase. Award recipients will receive their award after the event, with proper photo ID, in the SDCA office. Distribution 1. Within 24 hours of the conclusion of the sponsored event, or the next business day (whichever comes first) the host student organization is solely responsible to deliver an email with the full names, and award amounts, to the office email firstname.lastname@example.org so that you awardeeâ€™s may receive their gifts. 2. Gift card recipients will be presented with the Gift Card Recipient Form at their time of visit to the SDCA office to receive their gift card. They will be required to show ID and verify, by signing the Recipient Form, that they have received their gift card(s). 3. A copy of the Gift Card Recipient Form must be attached to the documents reconciling all approvals for individual and organizational reimbursement or for use of the Student Activity Fee. 4. No exceptions will be made. Raffle Guidelines If you plan on conducting a raffle as part of a student organization campus event you are required to do the following in order to comply with New York State Law. A raffle is defined as a game(s) of chance in which a participant pays money in return for a ticket or other receipt and in which a prize is awarded on the basis of a winning designated on the ticket or receipt, determined by chance as a result of a drawing from among those tickets or receipts previously sold. Prior to conducting a raffle the sponsoring organization must notify SDCA and obtain a temporary gambling license including all fees associated with the licensing. (Application available at http://www.racing.state.ny.us/charitable/char.home.htm). Pace University nor SDCA hold an active gambling license. Fundraising Policy Student Organization Manual 23 A. Definition: For purposes of this policy, fundraising is defined as the collection of money through donations, sales, and/or event programming for the purposes of charitable donation or organizational budget enhancement. B. Guidelines: The following guidelines are applicable to all fundraising activities by recognized student organizations of Pace University: 1. The fundraising activity is required to offer a benefit to the University community that is consistent with the University's mission. 2. The purpose for which the funds will be raised should be consistent with the purpose of the recognized student organization and the Guiding Principles and other applicable policies of Pace University. Further, the fundraising activity must not violate legal, tax, or corporate restraints upon the University. 3. An accounting of any funds raised must be provided to the Center for Student Development & Campus Activities immediately following the event or the next business day in which SDCA is open. 4. A currently enrolled undergraduate student member(s) of the sponsoring recognized student organization must be present during the entire time of the event. 5. Event sponsors are responsible for ensuring that proposed activities comply with all applicable federal, state and local laws, rules and regulations. 6. Neither individuals (regardless of affiliations with Pace University) nor private, commercial organizations may sell or promote the sale of products or services on Pace University owned, operated, or controlled property except: individuals or organizations with whom/which Pace University has entered into a written contract. 7. Commercial or corporate sponsorship of programs or events is permissible provided that no products and/or services are sold at the event. 8. Pace University reserves the right to require third parties participating in or conducting fundraising activities to meet additional requirements, including but not limited to proof of insurance and naming Pace University as additionally insured and holder of the general certificate of insurance document. C. Fundraising for Non-University affiliated Charitable Organizations Fundraising for non-profit, charitable organizations (e.g., The Red Cross, Relay for Life, March of Dimes, etc.) having no direct affiliation with Pace University is permissible provided that the above guidelines are followed, and: 1. The University, or designee of the Center for Student Development & Campus Activities, reserves the right to request proof that the charitable organization is registered with the Secretary of State of the State of New York as a not-for-profit, charitable organization, that it has received an Internal Revenue Service exemption letter, and that its proposed use of University owned, operated, or controlled property is in furtherance of its tax-exempt, charitable purpose(s). 2. Educational information about the agency and the services it provides is made available at the event. Student Organization Manual 24 3. Notwithstanding paragraph B(6) above, in the absence of an available exemption, the charitable organization is responsible for the collection and reporting of all applicable New York State Sales and Use Taxes. 4. The charitable organization is responsible for ensuring that its activities comply with all applicable federal, state, and local laws, rules, and regulations and those listed in the Pace University Guiding Principles. D. Fundraising with the use of Student Activities Fees In the case that recognized student organizations wish to apply and use Student Activity Fee (BAC funds) money in order to support the effort (s) of a fundraising initiative the following additional requirements must be followed. 1. The University requires that all non-profit, or charitable organizations of which recognized student organizations are fundraising for must be also registered with the University using the Vendor Request Form. This process must be done in advance of the fundraising effort. 2. Prior to the event, the event sponsor is to obtain the Fundraising Inventory Form, along with any goods/ products intended for sale from the Center for Student Development & Campus Activities. 3. Immediately following the conclusion of the event, the event sponsor is responsible for returning the unsold goods/ products, a completed Fundraising Inventory Form and all monies collected to a staff member within the Center for Student Development & Campus Activities. (Goods/ products and monies should never remain in the possession of the host sponsor(s), but instead be deposited by a member of Student Development and Campus Activities staff.) D. Fundraising Examples: Pace University provides the following as general examples of items that may be used to raise funds. Please note that the University reserves the right to review and approve all items. 1. 2. 3. 4. Items for sale that have been produced by the organization (e.g., crafts, baked goods) Cash donations Donations of items of value (e.g., baskets, gift cards, food vouchers, donated prizes) Items for sale that are directly related to the student organization's mission or goals (e.g., wristbands sold) 5. Items that promote school spirit (e.g., clothing apparel) but do not conflict with University trademark policies 6. Entry fees (e.g., donation at the door for Talent Show) F. Prohibitions Pace University reserves the right to restrict all fundraising activities must be reserved at events.pace.edu . The following activities are specifically prohibited: 1. Solicitation by credit card companies 2. Door-to-door fundraising on Pace University owned, operated, or controlled property (e.g., Residence Hall Dorm Storming) 3. Fundraising for political gain (ie. candidate for political office) 4. Fundraising, of any kind, within a Residence Hall or Academic Area (e.g., classrooms, study lounges, library) 5. Sale or distribution of items that violate University trademark rights or existing contracts 6. Individuals who would receive a personal gain as a contributor to the fundraising activity, or in partnership with a charitable organization Student Organization Manual 25 7. Raffles of any kind, refer to the Raffle Policy G. Additional Restrictions and Requirements Pace University acknowledges that a policy of this nature may not anticipate every possible issue that may arise with respect to fundraising activities. As a result, the University reserves the right to impose reasonable restrictions and/or requirements with respect to the time, place, and manner of fundraising activities. These restrictions may be in addition to, or in lieu of, those set forth in the policy. H. Enforcement 1. Failure to obtain permission to engage in or sponsor sales or fundraising, or failure to adhere to University policy regarding activities for which permission has been granted, will result in the curtailment and/or cancellation of the event by the Center for Student Development & Campus Activities or other appropriate University official. 2. The University Judicial System has jurisdiction over complaints against any student or recognized student organization(s) alleged to have violated this policy. I. Sanctions: Sanctions for violation of this policy by students and/or recognized student organizations include, but are not limited to, fines, loss of the right to use University property or facilities for activities, loss of recognition for recognized student organizations, other disciplinary sanctions, and other educational sanctions appropriate to the circumstances. J. Reservation of Rights: Pace University reserves the right to amend this policy at any time. K. Accepting Donations: Student organizations may accept cash, check or money order donations to be deposited by the Center for Student Development & Campus Activities. These funds must be deposited in a University recognized account and accounted for within 48 hours of acceptance (e.g., organization agency account, operational account, etc). Discipline Process Violations by Individuals Individuals cited for violations of University Policy and Procedure as stated in the Code of Conduct during campus sponsored events (on or off campus) will be subject to the University disciplinary process as outlined in the Student Handbook. Violations by Organizations All student organizations and their individual members are subject to University jurisdiction. Organizations are governed by the policies set forth by the Center for Student Development and Campus Activities regarding the registration of activities, the production of programs, publicity, fund raising, and overall purpose. These policies are outlined in the Student Organization Manual. Organizations in violation of University policy are subject to penalties imposed by the Center for Student Development & Campus Activities. Individual violators within the organizations are subject to the Universityâ€™s disciplinary process as outlined in the Student Handbook. Organizations have the right of appeal to the Director of SDCA. 26 Student Organization Manual The Greek sub-governing Councils (Interfraternity Council (IFC), University Panhellenic Council (UPC), NPHC, and NALFO) exercise jurisdiction only over their own established policies. Fraternities and sororities are subject to the regulations of the respective council, as well as the regulations and policies established for University-recognized organizations. In discipline cases involving Greek fraternity and sorority chapters, SDCA may determine when to contact and involve national offices regarding violations of University policies, Student Code of Conduct, governing council constitution, and SDCA policies. This practice helps to ensure open communication between the University and the national organization. For organizations without a national office, an alumni board or alumni members/advisors may be contacted for similar reasons listed in the previous statement. OrgSync OrgSync is an organization management software that assists our recognized student organizations and University administration communicate more efficiently and effectively thus improving performance, enhancing the student learning curriculum and advancing student leadership proficiency on the Pleasantville campus. For students, OrgSync is a great way to stay connected with peers, find out what’s happening around campus and begin your research in joining one of our 55+ student organizations. OrgSync is a required resource for all recognized student organizations, and gains students’ access to online applications and polls alike, but not limited to, Orientation Leader applications, Associate Justice applications and campus life polls. Things all Users should know: Getting Started a) Proceed to www.orgsync.com. Click on top right of screen Register. Find Pace University – Pleasantville or click here - https://orgsync.com/register/pace-university-pleasantvillebriarcliff b) Create your account (have students register with their portal username and password!) c) Set up your profile- answer the basic questions- come back later to update your personal information, interest and add a profile pic! Connect on the Go & to Facebook! a) OrgSync is smartphone enabled. Just visit www.orgsync.com on our mobile device to stay in touch wherever you go! b) Link your Facebook and OrgSync pages so that everyone in your circle can follow your every leadership move! For more information please visit: http://www.orgsync.com/technology/facebook-connect New Users should know how to: • AD ribbon on community page: Check out the latest news, highlights and programs happening in and around campus! The banner ribbon will flash across the top of your home page of the Pleasantville- Briarcliff community as soon as all users log on! Click the ribbon and see it interact- learn more and learn often! Access site: https://orgsync.com/home/219 • Browse organizations: From the Community Home page you can browse through the Organization list or use the search function and request to join. The executive board 27 Student Organization Manual • • members of the Organization will accept and grant you access to their Org page. Form there- stay in touch and informed. Access site: https://orgsync.com/welcome/list_organizations?school_id=219 How to Join an Organization: After meeting an organization in the Café or at the annual Involvement Fair why not do some more research on OrgSync and then request to join one or two! To do so, select the JOIN Now button on the right hand side of the Browse Organization screen and make sure to tell the officers of the organization why you want to join! Access site: https://orgsync.com/welcome/list_organizations?school_id=219 Calendar of Events – Campus Wide Programming: Stay out the dark and be informed. Visit your homepage and click on My Tools- Calendar. Here you have an interactive calendar, you can filter if you choose, and even export an event to your Ical or Outlook. Don’t forget to RSVP to your favorite events and post to Facebook to let your friends in on the action as well. Access the calendar here: https://orgsync.com/calendar?my_calendar=true Active Members should be aware of the following: • Events – Creating and Attendance: Student organizations are invited to create their events on OrgSync to assist in their event promotion much alike many of you do with Facebook events. Creating an event is as easy as filling out a web-based form that then appears for all of the community participants to view. For a tutorial on how to create events visit here: http://help.orgsync.com/organization-tools/events. You can also begin to play with tracking attendance at your events. In this tool bar located under the Events tab, organization officers can invite attendees, track attendees and then actually assign credit for attendance. For more information schedule training with the Vice President of Administration or one of the SDCA staff members. You can also read more here: http://help.orgsync.com/organization-tools/events • Files: One of OrgSync greatest attributes is that it creates a place to store pertinent organization information for all current, past and future members. In the effort to ease the means for member communication and provide ample transition materials for your incoming officers we strongly suggest that organizations post agendas, minutes, applications and other organization documents inclusive of your organization’s constitution, planning notes, event documents (contracts, quotes, etc.) here in one centralized fashion. For a tutorial on creating and managing the storage of files for your organization visit here: http://help.orgsync.com/organization-tools/files Forms: generally used when you wish to obtain information from others about a program or service or to have other members of our community vote on or apply for an application process. Since there are so many examples of its use it is best to begin utilizing the forms in your own way as you develop cohesion within your organization. For a tutorial on creating forms and accessing the reports visit here: http://help.orgsync.com/organizationtools/forms People tab and functions: OrgSync enables the officers of an organization to assume titles to their various members in a way to organize and streamline both communication and organization involvement. You may wish for general members only to be able to view, and want your officers to be able to create and edit. All of these functions are assigned to user rights (a security feature built into OrgSync) and are associated with the titles you create in your People tab. The standard user groups set for each organization currently are Officers, Members, Alumni and Advisors. The Student Organization Manual 28 creation and individualization is endless- not all organizations have the same needs. It is highly recommended that you setup an appointment to discuss this prior to taking action with a member of the SGA Executive Board or an SDCA staff member. But before, please familiarize yourself with the following: http://help.orgsync.com/organization-tools/people Communication tab and functions: One cannot stress enough that communication is the essential backbone to an effectively run organization. You all have busy schedules, other obligations, school and work so keeping your members informed is the best way to engage and retain those members long term. The communications function in OrgSync is one great way to improve constant communication within your membership and to the outside community about all the great initiatives your organization is working towards. For a detailed overview and how –to visit here: http://help.orgsync.com/organization-tools/communication • Discussion Boards- need a central location for brainstorming? Use the discussion board feature- post a topic and utilize an online brainstorming session. This is a great tool for keeping general members motivated and engaged in the organization’s daily business. • Polls- Sometimes discussions are lengthy and you need to make a decision. By utilizing OrgSync’s polls function you can setup an online questionnaire. Not only will OrgSync only allow your members to cast a vote once and only once but they have some nice reporting features that conveniently produce a report for you and your offices to review. • Contact books- You are always wondering if a certain vendor is in our system already. This helps alleviate much of the administrative pains that our office personnel go through in processing your payments. In the contact books function you can, by category of service or product, get an up to date listing of University approved vendors. In addition, OrgSync permits users to leave notes (good or bad) about their interactions with the vendor so we can create healthy, long-term relationships with clients that support student growth and budgetary constraints. • News- This feature permits students to broadcast a message to its members or to the general community. This does not violate the University IT policies because users are free to select whether or not they obtain information via OrgSync. Make sure you include all of your details to ensure other students, staff and faculty respond! Officers should utilize the following: i. Minutes, agendas and all files ii. Forms, Polls and News posts iii. People function (assigning new roles to members, officers, etc.) iv. Treasury functions (budget and agency accounts) v. Registration process (advisor agreement, constitution, roster, and updates) c. To learn more about the role of an officer please schedule a meeting with an SA Executive Board member or SDCA staff. Registration Process for Student Organizations a. The registration process occurs once every Fall and Spring semester for registered student organizations. This process includes an update to your officers, an updated organization roster, the advisor agreement and more. These are mandatory areas of compliance to stay recognized as student organizations and are upheld by the Center for Student Development & Campus Activities personnel in collaboration with the Student Association Executive Board. b. A tutorial on the Registration process is located here: https://orgsync.com/9233/videos/6599 Student Organization Manual 29 Treasury The Treasury function hosts home to major aspects of our recognized student organizations. This includes each organization agency account as well as access to the Budget Management System (BMS) of which is the budgeting tool used by organizations that are sponsored and funded by the Student Association. It is important to note that all organizations are eligible for an agency account but only recognized student organizations, sponsored and funded by the Student Government Association are eligible for BMS funding. â€˘ Checkbooks: Agency accounts are tracked through the feature of the Treasury tab. Student organizations reserve the right to fundraise for use of funds that are solely used for the purpose of that student organization. Refer to the Fundraising policy for further details and regulations. Inquiries relative to the agency account activity; any discrepancies and discussions should be directed to the Finance Intern of the SDCA office or to one of the SDCA staff. BMS requests are located under the Budgets feature. This resource is utilized to request, allocate and track spending of all student organizations. This is managed by the Vice President for Finance of the Student Association, and under consultation of the BMS committee, which is charged with upholding the Bylaws, Constitution and other regulations of the Student Association, and all adhere to the SDCA Handbook and University Guiding Principles. For a detailed overview on the request process for BMS funds please visit here: https://orgsync.com/9233/videos/5107 â€˘ Website, welcome page Each organization is eligible to create their very own OrgSync website which can be sent to external viewers and is posted to the SDCA webpage, located at http://sdca.orgsync.com/Home Websites are unique but carry a variety of template layouts offered to us through our partnership with OrgSync. If you require specific assistance with building your website you should make an appointment with a staff member in SDCA. For a tutorial and guide please visit: http://help.orgsync.com/organization-tools/website For additional training and support please visit www.orgsync.com/welcome/get_support or contact one of the staff members working in Student Development & Campus Activities. They can be reached at either email@example.com or by phone at 914-773-3767. Student Organization Manual 30