Advisor Manual 2016

Advisor Manual

Office of Student Activities Cliff Alexander Office of Fraternity and Sorority Life

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TABLE OF CONTENTS Mission, Vision, and Staff Contacts .......................................................................................... 4 Advisor Roles .......................................................................................................................... 5 Expectations ........................................................................................................................... 6 Advising 101 ........................................................................................................................... 8 Do’s & Don’ts .................................................................................................................... 8 Tips ................................................................................................................................... 8 Helpful Hints ...................................................................................................................... 9 Causes of Burn-Out ............................................................................................................ 9 How you benefit the organization ...................................................................................... 9 Advising Styles .................................................................................................................. 10 Managing Conflict and Difficult People .............................................................................. 11 Interpersonal Conflict ........................................................................................................ 12 Student Development Theory ............................................................................................ 12 HUB .................................................................................................................................... 13 Finances.................................................................................................................................. 13 Tips & Best Practices .......................................................................................................... 13 Account Lingo ................................................................................................................... 14 Budget(s) ........................................................................................................................... 14 Purchasing/Buy-Way Reference(s) .................................................................................... 15 Student Amazon Account Set-Up Reference ....................................................................... 19 Account and Commodity Codes ........................................................................................ 20 Organization Type .................................................................................................................. 21 Registered Student Organizations ..................................................................................... 21 New Student Organizations................................................................................................ 21 Affiliated Student Organizations ........................................................................................ 21 COSMOs Organizations ..................................................................................................... 21 Club Sports ....................................................................................................................... 22 Fraternities and Sororities ................................................................................................. 22 Ritual’s Role ................................................................................................................. 23 Safety & Property Maintenance Program ...................................................................... 23 Emergency Protocols ................................................................................................... 25 HQ Interactions ............................................................................................................ 26 Office of Equity & Equal Opportunity ...................................................................................... 26 Liability & Risk Reduction ........................................................................................................ 28 Hazing .................................................................................................................................... 29 Resources ............................................................................................................................... 30

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Dear Faculty & Chapter Advisors: Greetings from the Office of Student Activities and the Cliff Alexander Office of Fraternity and Sorority Life and Leadership! First and foremost, thank you for agreeing to step up and serve our student organizations on campus.

Our office believes in providing quality advising, support and programming to our students and our advisors. It is our hope that this manual will offer some helpful resources that might compliment your volunteer experience and help you out just a bit! In addition to this resource we will be launching additional online resources and will be hosting regular advisor meetings and trainings to provide updates, education, guidance, advisor-to-advisor support, a forum for your chapter, and connections with other valuable Miami resources. We hope to provide an avenue for you to use one another and work together to learn best advising practices and strategies to assist our students through their development and enhance the quality of our chapters.

We appreciate your individual commitment to the lives and development of students at Miami, and for the continued commitment to serving our student organizations and the Fraternity and Sorority Community.

You are truly setting the example – showing our students that Love and Honor are reflected through service and commitment to Miami University. Thank you sincerely for all that you do, and please let us know if we can ever be of assistance.

Love and Honor, Jenny Levering Director

Colleen Blevins Associate Director

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Mission, Vision, and Staff Contact Our Mission The mission of Student Activities is to promote intentional involvement, facilitate leadership development and encourage student growth. We deepen the Miami experience through enriching student organizations, offering transformative leadership programs, advising campus programming and challenging and supporting student leaders. We work together with student organization advisors and campus/community partners to advance a student-centered co-curricular experience.

Our Philosophy Our Student Organization advising philosophy is based on the human development process and encourages student involvement and participation in purposeful group activities, or learning by doing.

Students are encouraged to develop broadly based intellectual skills, life values from a global perspective, and a passion for lifelong learning. The advisor participates not as an expert, but as a collaborator in the learning process encouraging students to face challenging situations while creating avenues to reflect and act.

The following processes will foster development in students:          

Creating value-centered organizations and programs.

Collaborating with other organizations and departments.

Reflecting on the values of the collaborative process.

Training and improving group dynamics.

Examining life purposes and educational objectives.

Learning about individual and group relationships and how to respond to them.

Promoting a critical thinking process.

Reflecting to gain new insights from mistakes, successes, and processes used.

Encouraging respect for and integration of opposing points of view.

Applying what has been learned in a practical context.

Our Vision To develop a campus culture of student engagement and involvement where all Miami University students want to get involved and understand that involvement outside of the classroom is an expectation that positively contributes to their Miami experience.

Office Contacts Jenny Levering – Director Colleen Blevins – Associate Director Drew Davis – Business Manager JS Bragg – Assistant Director Michael McPhee – Assistant Director Tiffany Seaman - Assistant Director Devin Hall – Program Coordinator Claire Leitzen – Graduate Assistant Meghan Bullard – Graduate Assistant Elissa Christmas – Program Assistant Cindy Fledderman- Program Assistant

529-1462 529-1462 529-1462 529-2266 529-1462 529-2266 529-1462 529-2266 529-1462 529-1462 529-2266

leverijj@miamioh.edu blevinc3@miamioh.edu davisab1@miamioh.edu braggjs@miamioh.edu mcpheema@miamioh.edu seamantr@miamioh.edu halld@miamioh.edu leitzece@miamioh.edu bullarmp@miamioh.edu christe@miamioh.edu fleddecs@miamioh.edu

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ADVISOR ROLES An advisor is one who advises another, especially officially or professionally: consultant, counselor, mentor.

Each advisor perceives their relation to a student organization differently. Some advisors play a very active role, attending meetings, working with student officers, and assisting in program planning and development. Others maintain a more distant relationship to the organization. It is hoped that each advisor will maintain some regular contact with the organization. An advisor accepts responsibility for keeping informed about activities of the organization and for advising officers of the organization on the appropriateness and general merits of policies and activities.

However, advisors are not responsible for the actions or policies of the student organizations; students are solely responsible. Advisors should be both accessible and interested and should provide whatever counsel a group or its members might seek.

Given the myriad of purposes, activities, and objectives of various student groups, the role of the advisor will vary in degree between groups. The purpose of this section is to outline basic roles of an advisor. As groups vary in their expectations and needs, it is important that you, as an advisor, develop an understanding with the organization you are to represent as to the nature of your involvement. The advisor and group should agree on a set of expectations of one another from the onset and should write this list down as a contract between the group and the advisor.

Following are some of the roles you may assume as an advisor: Teacher/Educator – Advisors do serve a major educational purpose, the do teach. Advisors must call on their expertise, knowledge, experience, and human relations skills to be effective educators. The role of advisor in a college setting is to help students grow and learn.

Resource Clearinghouse – As you gain more experience you will be looked at to provide members with important information. University policies, inter/national or alumni contacts, contacts in the campus and community, and ideas for program planning are all examples of things you may be asked about. Be prepared, but not afraid to say, “I don’t know” and suggest another route, such as referring students to staff members in the Office of Student Activities and/or the Cliff Alexander Office of Fraternity and Sorority Life & Leadership.

Counselor – Your ability to lend an ear will be extremely important as an advisor. Oftentimes a student just needs someone to listen and not give advice. If you believe something more serious may develop or is occurring, you should make a referral to the Miami University Student Counseling Service or another counseling professional.

Accountability – Many organizations need someone that will continually challenge them to uphold organizational standards and do the right thing. You may have to step out of your comfort zone at certain points to push for accountability, and remind members of their organization’s purpose and/or goals.

Balancing this with the role of a “friend” can be tough.

Motivator & Supporter – A good advisor has to serve as a motivator for certain members, possible for the organization. Though it is not your job to ever do student’s work for them, you can be a powerful force in harnessing their talents, intelligence, and interest to improve the organization. Helping students in planning and goal setting processes is a major role that you will play. Motivating may end up being one of your bigger roles.

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Administrative Official – Student Organizations, Fraternities, and Sororities all have a great deal of responsibility to the University, the inter/national headquarters, and/or alumni in terms of paperwork and documentation. One of your roles is to make sure that leaders are aware of deadlines, and that they plan ahead to submit documents in a timely manner. Reminding them that documentation is a continuous project may be helpful.

Mentor & Friend – Throughout your time advising, you will undoubtedly come into close contact with the students you advise. However, it is important for you are a role model and advisor to these students first and foremost, and friend second. One of the most validating aspects of advising may just be the relationships that you forge and the mentorship you give to students.

EXPECTATIONS Advisors for Student Organizations We expect our advisors of student organizations to carry out the following duties:  Attend organization meetings as often as possible.  Regularly serve to both challenge and support the organization and its members.  Have meetings with officers to discuss issues and/or concerns, set and achieve goals, assist with programming and membership development, advise on financial issues, etc.  Provide guidance on upholding the chapter’s constitution, bylaws, creed, and values.  Be familiar with the Office of Student Activities and the Cliff Alexander Office of Fraternity and Sorority Life & Leadership’s policies and procedures.  Communicate with the organization and the Office of Student Activities and the Cliff Alexander Office of Fraternity and Sorority Life & Leadership.  Be familiar with risk management guidelines and policies.  Serve as a “sounding board” for the organization and its members.  Consider the impact of activities in which the group wishes to engage.  Intervene in and help with group or individual conflicts, within reason.  Remind the organization’s leaders of paperwork, registrations, and other upcoming deadlines.  Render advice, offer counsel; refrain from being “one of the gang.”  Report any noncompliance with local, state, or federal laws.  Sign all documents that require advisor’s approval.

Chapter Advisors for Fraternities and Sororities We expect our chapter advisors of fraternities and sororities to carry out the following duties:  Attend organization meetings as often as possible.  Regularly serve to both challenge and support the organization and its members.  Have meetings with officers to discuss issues and/or concerns, set and achieve goals, assist with programming and membership development, advise on financial issues, etc.  Provide guidance on upholding the chapter’s constitution, bylaws, creed, and values.  Be familiar with the Office of Student Activities and the Cliff Alexander Office of Fraternity and Sorority Life & Leadership’s policies and procedures.  Communicate with the organization and the Office of Student Activities and the Cliff Alexander Office of Fraternity and Sorority Life & Leadership.  Be familiar with the organization’s inter/national risk management guidelines and policies.

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      

Serve as a “sounding board” for the organization and its members.

Consider the impact of activities in which the group wishes to engage.

Intervene in and help with group or individual conflicts, within reason.

Remind the organization’s leaders of paperwork, registrations, and other upcoming deadlines.

Render advice, offer counsel; refrain from being “one of the gang.”

Report any noncompliance with local, state, or federal laws.

Sign all documents that require advisor’s approval.

Faculty Advisors for Fraternities and Sororities We expect our faculty advisors of fraternities and sororities to carry out the following duties:  Assist the chapter in developing an overall scholarship plan and program.  Be available to meet with the new members each semester to review their academic progress plans at Miami University.  Assist with developing any scholarship recognition for the chapter.  Assist the chapter in developing an academic incentives program.  Attend any scholarship receptions the chapter hosts.  Be available to meet with individual members who may need academic guidance.  Attend two chapter meetings/dinners each semester to get to know the members and the members get to know the faculty advisor.  Meet once a semester with the scholarship chair and/or chapter president to discuss scholarshiprelated issues or concerns.  Other Important Information: o Faculty advisors are covered under Miami University’s liability policy when acting in the scope of a faculty advisor. o Faculty advisors are also covered by the inter/national fraternity’s and/or sorority’s policies, but it is always good practice to confirm this with them. o Faculty advisors serve for one-year terms with possible extensions based on the mutual agreements between the fraternity or sorority and the faculty advisor. o Faculty advisors are NOT expected to serve as the chapter advisor, nor to serve on the alumni board. (If they wish to do serve in these positions additionally, that is great - but it is not expected). o Faculty advisors are NOT on call, nor are they responsible for the social aspects of the chapter.

Off Campus Advisors Many organizations have community members or alumni who serve in an advisor role for their organizations. Organizations are still required to also maintain an advisor who works on campus as faculty, staff or graduate assistants.

Off-Campus Advisors do have some limitations to access. We can help off-campus advisors get a Miami University Courtesy Account to be listed as an official advisor on The Hub. However as non-employees OffCampus advisors are not covered by the Employee Liability. If an Off-Campus Advisor has a courtesy account and are registered in The Hub they will have approval permission in Buyway.

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ADVISING 101 Advisor Do’s & Don’ts While every advisor has their own individual style and individual philosophy, it is still important to realize what is acceptable and how to balance your role as a volunteer. We offer the following as suggestions to help you find your “fit.”

DO            

DON’T Be visible when you can Know your limits Teach leadership Allow the group to fail Know your and your group’s limits Keep your sense of humor Learn when to/when not to speak Inform the group of policies Allow the group to succeed Be consistent with your actions Be available in emergency situations Empower students to unlock their potential

          

Know it all Be the leader Control the group Say, “I told you so…”

Impose your own bias Manipulate the group Close communications Be afraid of new group ideas Take everything too seriously Take ownership for the group Miss meetings you say you will attend

Tips 1. Get to know the organization’s members. It is important to know your audience. Different groups require different approaches.

2. Keep the group’s goals and objectives firmly in mind.

3. Know what group members expect of you as an advisor.

4. Express a sincere interest in the group and its mission.

5. Express a sincere interest in each individual within the group.

6. Assist the organization in setting realistic, obtainable goals.

7. Assist the organization in developing a system through which they can evaluate their progress.

8. Address the needs of each individual while helping the group achieve its goals.

9. Assist the chapter in understanding the dynamics of the group and human interaction.

10. Realize the important of the peer groups and its effect on how each individual participates or fails to participate.

11. Assist the group in determining the needs of the people the group is serving.

12. Beware of the various roles you’ll be filling from time to time.

13. Don’t allow yourself to be placed in the position of chairperson. Work toward a balanced approach to group participation.

14. Be aware of institutional power structure, both formal and informal.

15. Provide continuity for the group from year to year.

16. Challenge the group to grow and develop.

17. Be creative and innovative.

18. Know how to access University resources.

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Helpful Hints 1. Be honest.

2. Be competent.

3. Be forward looking.

4. Be inspiring.

5. Create a trusting relationship.

6. Ask questions.

7. Receive input prior to giving advice or taking action.

8. Customize your advice.

9. Provide reasons for why your advice should be taken.

10. Keep your advisees’ priorities in mind.

11. Provide alternative, avoid being an enforcer.

12. Avoid putting yourself in the limelight.

13. Get your accepted responsibilities done on time.

14. Respond to all questions and requests for help.

15. Show that you are interested in the organization and what they are doing.

16. Be a positive role model and example.

17. Make your communications positive – avoid cynical or negative remarks.

18. Never lose your temper.

19. Anticipate potential problems.

20. Avoid saying, “I told you so.”

21. Recognize success.

22. Show that you are proud to be a part of the group.

Causes of Advisor Burn-Out 1.

2.

3.

4.

5.

6.

7.

8.

Frustrating meetings (no agenda, order, long, argumentative) Indefinite task description Lack of feedback Being uninformed Indeterminate terms of office Difficulty delegating No opportunities for spiritual renewal Lack of appreciation

How You Benefit the Organization      

You can offer advice to graduating seniors on career opportunities.

You can give encouragement to students to participate in campus events and organizations.

Officers and members will have access to you, an additional mature resource.

You can advocate for the organization to other faculty, university administration, and/or parents.

You may have specific organizational, financial, facility, or other resource management expertise to share with the organization.

You can assist in the development of organization goals, procedures, and action plans.

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ADVISING STYLES Your advising style will be determined by your personality, your knowledge base, and the development stage of the group you are advising. The group’s development stage is dependent upon its members’ programming expertise, commitment to the organization, ability to take responsibility for its own actions, and interpersonal skills. As the group develops and gains greater maturity, you will have to shift your style to match the needs of the group, thus aiding development. Some common states of group development and matching advisory styles are described below.

Group Development Styles Advisory Styles Infancy – Student demonstrate low levels of commitment to the organization, programming skills, and responsibility for their actions.

Program Director – High concern for product, low concern for process. The advisor take the role of group member or programmer; identifying, planning, and implementing programs and activities for the student group.

Adolescence – Student demonstrate increasing programming skills, interest, and responsibility.

Teacher/Director – High concern for product, high concern for process. The advisor takes on the role of advocate – persuading students on the appropriateness of activities; authority – monitoring students’ compliance with legal requirements, as well as institutions procedures and regulations; or expert – offering suggestions to students based on experience or specialized knowledge base.

Young Adulthood – Student demonstrate competency in programming skills and an increase in commitment, plus a willingness to take responsibility for their own actions.

Advisor/Teacher – Low concern for product because students have taken over this concern, high concern for process. The advisor takes on the role of educator – designing and encouraging student participation in developmentally powerful experience; resource – providing alternatives to suggestions; evaluator – assisting the group in collecting data to be used in decision making and program planning; or process consultant – assisting students with increasing the effectiveness of group functioning.

Maturity – Students demonstrate a high degree of competence in programming and group skills.

They exhibit a strong commitment to the group and a willingness to take responsibility for their own actions.

Consultant – Low concern and process because students assume responsibility for both. The advisor takes the role of reflector – serving as a “sounding board” for students’ ideas and plans; or fact finder –providing information to students on request.

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Dealing with Conflict & Managing Difficult People Difficult people are everywhere. They can be negative, irritating, and seem impossible to manage; this creates stress for everyone around them. Sometimes it is easier to avoid or work around difficult people, but this is never a good long-term solution. If you learn to assess the person’s behavior and listen with genuine interest, it is possible to effectively manage every difficult person. Good leaders and advisors never avoid difficult management situations. To assist you in managing difficult people, the following are seven difficult personality types. In each personality type, the behavior is described and followed by potentially effective action you can take to handle each type of behavior.

Difficult Personality Type

Attackers

Egoists

Sneaks

Victims

Negators

Super-Agreeables

Behavior Attackers assert their viewpoint forcefully. They require people to listen to what they say. The need room and time to blow off steam.

Egoists also assert themselves, but unlike the attacker, they are often subject experts.

Sneaks take potshots and often use sarcasm as a weapon.

Victims see everything negatively. They act powerless and defeated, often whining about everyone and everything.

Negators are usually suspicious of those in authority and believe that their own way of doing things is the only way.

These people have such a strong need to be liked that they do whatever you request at the expense of their own concern or

Your Advisor Action Address the attacker by name and quietly, but firmly, ask him or her to sit down, then listen carefully to what the attacker has to say. Once calmed, the attacker usually becomes reasonable and may suggest valuable solutions.

The worst coping behavior on your part would be to attack back.

Show honest respect for their knowledge, but don’t become intimidated by it. Instead, capitalize on what they know by asking questions. Compliment them when they provide helpful information, but make sure they know you are the advisor.

Confront sneaks with direct questions and let them know you do not appreciate their sarcasm.

Use positive reinforcement when possible to steer them toward becoming more of a team player.

Ask them for suggestions to improve the situation. Have them state the negatives and address each one logically and positively.

Let negators use their negative ammunition in a group meeting, and then let other members express their views about positive solutions. Group members will most likely try to enlighten the negator that better solutions do exist.

Monitor assignments to make sure super-agreeables are not overworked.

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Unresponsive

needs. They will over-commit and often disappoint and frustrate everyone.

Unresponsive members are the most difficult to manage. They are seemingly impossible to draw out or to get involved.

Specifically ask them for their opinion when getting group feedback. Try to include them when assigning tasks, so they too can feel a part of the organization.

Dealing with Interpersonal Conflict   

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

 

Seek first to understand Separate the person from the behavior. Use “I” statements. o Example: “I noticed you haven’t been as involved lately…”

When you initiate discussion, acknowledge the conflict. o Don’t beat around the bush; state how you interpret the situation and let other person(s) do the same.

Set a time to communicate directly, preferably in person. o Choose a neutral meeting location. o Include the other person in the scheduling; show them you are flexible.

Ask directly, but sensitively, for the other person’s ideas and recognize positive intentions. o Don’t make all the decisions yourself; conflict resolution should be a compromise and a team effort.

Reflect back to the other person what you are hearing to make sure you’ve understood. o It is important that what one person is saying is being interpreted correctly by the other.

Listen empathetically. o Instead of trying to plan what you’ll say next, listen to what the other person is saying, and then plan your response.

Student Development Theory Basics in Advising As an advisor, you can greatly help students in their growth and development as leaders and as humans.

Student affairs staff/educators have begun utilizing the growing area of scholarship known as “student development theory” more and more over the past few years. We believe this is an area that may benefit you as an advisor.

Sanford (1967) forwarded the notion that the optimal level of human growth occurs when levels of “challenge” and “support” are balanced. You can “challenge” you students by having them think differently about their experience, pushing them to engage in a new/different type of activity, or recommending that they revise standards or act more responsibly.

An advisor can “support” the group by validating them in some of the activities they are participating in, applauding their fundraising efforts, or being understanding of the decisions the organization makes as a collective. Balancing the amount of challenge and support you give your students can make a huge impact in what they get out of their experience.

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THE HUB What is the HUB? The Hub is the online system for student organizations at Miami University. Members of the organization can use this as a means to communicate, to submit forms, and to check their organizations’ financial accounts.

What information is on there?  Organizational rosters – Every organization president is responsible for registering all members of the organization on HUB  Event Registry – All organizations must register their events and can be done through the online submission for on HUB  Financial Statements – You can view the financial status of the organization’s accounts  All other org documents such as constitutions, membership applications and interest forms, online election system, etc.

How do I get access to the HUB if I don’t have it?

To access the HUB (and/or BuyWay), you will need to contact Elissa Christmas to set up a courtesy account.

FINANCES Functions Advisors MUST to Know How to Do:  

Access the HUB and find the “Finances” tab within your organization Check these 3 items before approving of organization’s spending o View and check the available funds o View and check the correct spending amount, approved by Associated Student Government (ASG) o Check to make sure that the correct account and index code are being used when spending/making purchases

Some Finances Tips and Best Practices: 1. Advisors should continually be in contact with their organization’s treasurer throughout the month, semester and year.

2. Set a budget.

3. If you have an off-campus account, the organization is not eligible to apply for funding through ASG. 4. Only the organization’s Treasurer and/or Advisor can request/approve funds to be used via BuyWay or organization accounts.

5. Always get a receipt and catalog it.

6. NEVER pay for anything in cash.

7. Reimbursements for cash are ONLY given in emergency situations, which the Purchasing Office deems necessary.

8. Any and all monetary gifts or donations to the organization should always be reported to University Advancement, specifically to: Michael Kumler Director of Development Student Affairs, University Libraries, Graduate School 13

513-529-1957 kumlerme@MiamiOH.edu

Account Lingo 1. SD – refers to the account that houses funding acquired through the student government application process. This is commonly referred to by students as the “ASG account.” This account is used for monitored spending.

2. UD – refers to a “university designated” account. These accounts are for affiliated organizations. If the organization receives funding directly from the university instead of through ASG, that funding goes into one of these account.

3. “9” – a four-digit agency account. This account contains money for the following reasons a. It was fund/raised b. If the members pay dues c. Any organization-generated income 4. “8” – an on-campus account for Greek organizations to use for on-campus services such as catering or rentals. a. This account can only be deposited into. No withdrawals can be made. b. This account should never be in the negative.

Budgeting One task that many groups face is the development of a plan to be fiscally responsible with funds. A budget can be a helpful method for keeping track of group funds.

A budget is:  A tool for planning and controlling organizational funds.  A formal written guideline describing your organization’s future goals expressed in financial terms within a set period of time.  A detailed statement of estimated income and expenses.  A historical record of the organization’s activities during a given period A budget can:  Help refine goals that reflect the realistic resource environment  Compel organization members to use funds efficiently and appropriately  Provide accurate

Developing a Budget          

Begin preparations a month or more before the close of the current year.

Prepare an outline of the organization’s planned activities for the upcoming year.

Do careful studies, investigations, and research of funding, costs, and resources.

Estimate the available funds (carry over balance from previous year, cash on hand, funds in the bank, interest, etc.).

Estimate expected income and when it is expected to be available (dues, sales, etc.).

Get price quotations on big expenditures, delegate responsibilities to members, specifically the organization treasurer.

Rank/order by their relative importance, which activities/programs are the widest expenditures of funds.

Choose programs to initiate; ask how much is available to allocate to said program.

Negotiate as necessary; eliminate or limit less essential expenditures.

Revise, review, coordinate, cross-reference, and then assemble into a final budget; the budget might be flexible to anticipate conditions which might have been overlooked during planning.

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Vote to approve the budget.

Managing the Budget  Once approved, adapted, and prepared, spending should be closely monitored.  Set and maintain a minimum cash balance.  Formulate procedures and policies needed to achieve objectives.  Keep an accurate log of financial transactions (income/expenses)  Set up internal controls designed for safeguards and accurate accounting data.  Control cost-allowed only expenditures.  Assess budget regularly with the treasurer.  After the budget period has elapsed, determine the outcome of each expense and revenue.

Make suggestions on areas that could use less or more funding or places in the budget where the organization could cut back and save.

PURCHASING & BUY-WAY REFERENCE GUIDE BuyWay Training Sign-Up: http://www.admin.miamioh.edu/cfapps/train/workshopdetails.cfm?id=9422 Ideally, all purchases will be planned and prepared ahead of time using the proper buyway form. If a last minute purchase is necessary and approved by the business manager and your adviser, then extenuating circumstances may be permitted where org members may make a purchase with a personal credit card and be reimbursed by the organization. See “reimburse an individual for purchases made on behalf of the student org” below in this situation.

What do you want to do?

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REVIEW REQUISITIONS AND PURCHASE ORDERS AS AN ADVISER Step 1 – When the organization you advise begins the purchasing process, they will submit a Requisition or Purchase Order and you as adviser will receive an email notification. To approve or deny, first log into Buyway by a) follow the link in your email notification, b) use the link on your MyMiami home page, c) google Miami Buyway.

Step 2 – If you are on the Buyway homepage, click the flag in the upper right ribbon (if it has a number next to it, that indicates you have 1 or more items to approve or deny). If you followed the link in your email, it should go directly to the item in need of approval. Click the number for the requisition (8 digit number listed right below “Requisition No.” toward the left of your screen). This will open the details of the requisition.

Step 3 – Review the item. Is the correct index code being charged? (VERY IMPORTANT – ASG Account begins with SD, Agency Account begins with the number 9) If it is a check request or purchase order, is there an attachment with an invoice? If it is a reimbursement, does it have the necessary receipts? Does the explanation of the purchase and price appear appropriate? Does the organization have sufficient funds (double check on the Hub and in the org’s ASG budget)? If anything needs further description or seems unreasonable, contact your organization’s president and treasurer to discuss.

Step 4 – Approve, Deny or Return to Requisitioner. In the upper right, you should see a drop down menu for “Available Actions.” The default is “Assign to myself.” If you choose to approve the item, click the drop down arrow, select “Approve/complete step,” then click “Go.” If you have 15

determined it should be denied or returned, select “Assign to myself,” click “Go,” then in the same drop down box on the newly refreshed page, you should find options to “Deny” or “Return to requisitioner.” Either will prompt you to type a reason for this. The treasurer will then receive the notification with your note.

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Make a purchase at a local business by physically going to the business and picking up items. Payments for these made using a Purchase Order (P.O.).

Step 1 – Determine pricing of items to be purchased. In some cases, you can contact the store ahead of time and ask for a price estimate as is typically the case for equipment rentals. In case of printing with the Oxford Copy Shop, contact the shop in person or by phone and ask for a quote, giving details on print job such as size, paper weight, number of copies, color vs. black and white.

Step 2 – Login to Buyway from your MyMiami page.

Step 3 – On the Buyway home page, click the link under the search bar at the top of the page labeled “non-catalog item.”

Step 4 – Fill in the form. When you begin to type in the supplier, the business should show up and allow you to auto fill. If it does not, it is likely that the business does not accept P.O.’s and you should use payment method described in either “Paying for a service” or “One-time use credit card.” Describe the product you are purchasing. If there is no catalog number, type “n/a” in that blank on the form. Enter quantity and price per unit. If you only have a total price estimate, add 10% to the total to be sure it is sufficiently covered and enter quantity as “1” and price estimate as the total. If you have an price quote, attach it here.

Step 5 – Use the list of Commodity and Account Codes to find the best fit for Commodity code. If you cannot find a suitable code, click the magnifying lens and search for a suitable code in the “Description Contains” box. If Manufacturer Name and Part No. are unknown, just enter “n/a” in those fields.

Step 6 – Click Save and Close.

Step 7 – Locate your shopping cart in the upper right corner of the Buyway home page. Click that and then click checkout. You will be prompted to enter your organization’s Index Code (use your 4 digit code starting with “9” or 6 digit code starting with “SD” or “UD”. Next, enter the accounting code that most closely fits your product description again on the list of commodity and accounting codes. It will usually correspond with the commodity code you entered in step 5. Click the “recalculate/validate values” link on the right side of the page. Click the “place order” button in the upper right. If you cannot click “place order,” there is something missing from the request.

Check the “Final Review” page for an explanation of what is missing.

Step 8 – Once your adviser has approved the purchase order, go back to buyway, click your name in the red banner in the upper right of the screen. Click “My Recently Completed Purchase Orders” and then click the PO Number associated with your purchase order, click the “Revisions” tab along the top, then click “Fax PO” in the middle of the screen. Print that and bring it with you to the business you are buying items from. That paper will act as your form of payment. Keep any and all receipts in a safe and easy to remember location should the Buyway administrators need you to submit them at a later date.



Make a purchase online, including ordering supplies or other items from an online retailer, reserving a hotel room, etc. **NOTE: PURCHASING FROM AMAZON 16

REQUIRES A DIFFERENT PROCESS. PLEASE SEE SEPARATE INSTRUCTIONS FOR MAKING AN AMAZON PURCHASE (Page 23).** Step 1 – Estimate price of purchase. Be sure to include shipping, tax (if there is no way to submit a tax exempt form), and any additional fees.

Step 2 – Log in to Buyway. Look toward the bottom of the Buyway home page (may need to scroll down), under the heading “Student Organization Forms and Services” box, locate and click “Student Org One Time Use Credit Card.”

Step 3 – Fill in the pertinent information with your name, organization name, date and phone number. Under comments, explain what the card is to be used for in a sentence or two. Refer to the list of commodity and account codes to fill in the commodity code. Enter supplier information in the upper right. If any information is unknown, enter “N/A”. Fill in the amount from your estimate, enter the date you plan to use it and copy and paste from comments, or retype what the purpose of the expense is under description of expense. In the upper part of the window, you should see “Available Actions: Add and go to Cart.” Click the “Go” button next to that.

Step 4 – Locate your shopping cart in the upper right corner of the Buyway home page. Click that and then click checkout. You will be prompted to enter your organization’s Index Code (use your 4 digit code starting with “9” or 6 digit code starting with “SD” or “UD”. Next, enter the accounting code that most closely fits your product description again on the list of commodity and account codes. It will usually correspond with the commodity code you entered in step 3. Click the “recalculate/validate values” link on the right side of the page. Click the “place order” button in the upper right. If you cannot click “place order,” there is something missing from the request.

Check the “Final Review” page for an explanation of what is missing.

Step 5 – Once your adviser has approved the request, you will receive two emails in the next day or two. They will be from Buyway and/or Emma Lester. One will contain the first 8 digits of the credit card number along with billing address, name, and expiration date. The other will contain the last 8 digits, security code and any additional information. Use those two emails to enter in the credit card information on the site you are purchasing the item or reservation from. Save a screenshot or PDF Print a copy of any receipt or confirmation pages.

Step 6 – Locate your requisition back on Buyway by clicking your name at the top right of the buyway homepage, then selecting “My recently completed requisitions.” Find your requisition and click the blue requisition number that corresponds with it. Click the comments tab, click add comment, type receipt attached, and add the file containing the receipt or confirmation page that you saved after making your purchase.



Purchasing Office Supplies from the Shriver Book Store, or sending items through the mail center in Wells Hall Step 1 – Purchase from Book Store: Browse and select your items.

Shipping: Bring Package to the Mail Center in Wells.

Step 2 – Let the cashier in either of the locations know that you need to do a “departmental transaction.” Give them your 4- or 6- digit Index Code (Starting with “9”, “UD” or “SD”). Keep receipts in a safe place for your adviser or to show purchases in your ASG budget hearing as proof of purchase.

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

Renting a car – Be sure to complete this 1 week in advance of the rental Step 1 – Log in to Buyway. Look toward the bottom of the Buyway home page (may need to scroll down), under the heading “Student Organization Forms and Services” box, locate and click “Student Org Rental Car Request.”

Step 2 – Fill in the pertinent information with your name, organization name, date and phone number. Under comments, explain what the vehicle is to be used for in a sentence or two. Enter supplier and renter information on the upper right. You’ll want to use Enterprise Rentals on North 27 near Bob Evans. You can call them to receive a price estimate. Fill in the amount from your estimate, enter the date you plan to use it and fill in the rest of the fields. In the upper part of the window, you should see “Available Actions: Add and go to Cart.” Click the “Go” button next to that.

Step 3 – Locate your shopping cart in the upper right corner of the Buyway home page. Click that and then click checkout. You will be prompted to enter your organization’s Index Code (use your 4 digit code starting with “9” or 6 digit code starting with “SD” or “UD”. Next, enter the accounting code that most closely fits your product description again on the list of commodity and account codes. Click the “recalculate/validate values” link on the right side of the page. Click the “place order” button in the upper right. If you cannot click “place order,” there is something missing from the request. Check the “Final Review” page for an explanation of what is missing.



Reimburse an individual (ONLY TO BE USED VERY RARELY, WHEN ALL OTHER OPTIONS ARE EXHAUSTED) Step 1 – Talk with your intended service provider, and ask for a quote or invoice.

Step 2 – Log in to Buyway. Look toward the bottom of the Buyway home page (may need to scroll down), under the heading “Student Organization Forms and Services” box, locate and click “Check Request Student Organizations.”

Step 3 – Fill in the pertinent information with your name, organization name, date and phone number. Under comments, explain what the card is to be used for in a sentence or two. Refer to the list of commodity and account codes to fill in the commodity code. If paying a service provider, select either “payment of services to company” or “payment of services to individual.” If reimbursing a member of your organization, select “reimbursement for expenses paid.”

Attach the invoice from the supplier if a service, or all receipts from purchases if seeking reimbursements under “internal attachments.” Enter supplier information in the upper right – as you begin to type, your supplier should show up and auto-fill. If they do not, you’ll need to refer to “Set up New Vendor” instructions. If any information is unknown, enter “N/A”. Fill in the amount from your estimate, enter the date you plan to use it and copy and paste from comments, or retype what the purpose of the expense is under description of expense. In the upper part of the window, you should see “Available Actions: Add and go to Cart.” Click the “Go” button next to that.

Step 4 – Locate your shopping cart in the upper right corner of the Buyway home page. Click that and then click checkout. You will be prompted to enter your organization’s Index Code (use your 4 digit code starting with “9” or 6 digit code starting with “SD” or “UD”. Next, enter the accounting code that most closely fits your product description again on the list of commodity codes and account codes. It will usually correspond with the commodity code you entered in step 3. Click the “recalculate/validate values” link on the right side of the page. Click the “place order” button in the upper right. If you cannot click “place order,” there is something missing from the request.

Check the “Final Review” page for an explanation of what is missing.

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

Set up a new service provider or vendor in Buyway **If setting up a current Miami student in buyway, simply send an email to purchasing@miamioh.edu with the student’s name, unique ID and address. If setting up a new service provider or vendor, follow the instructions below.

Step 1 – Login to buyway, find “Vendor Set-Up Request - New Vendor” under the “Student Organization Forms and Services” on the home page a short scroll down in the middle.

Step 2 – Fill in as much information as possible (at least all of the bold items). Acquire a W9 from the service provider and attach.

Step 3 – In the upper part of the window, you should see “Available Actions: Add and go to Cart.”

Click the “Go” button next to that.

Step 4 – Locate your shopping cart in the upper right corner of the Buyway home page. Click that and then click checkout. You will be prompted to enter your organization’s Index Code (use your 4 digit code starting with “9” or 6 digit code starting with “SD” or “UD”. There will be no cost applied to your account, but you’ll still need to enter it in. Next, enter the accounting code that most closely fits your product description again on the list of commodity codes and account codes. Click the “recalculate/validate values” link on the right side of the page. Click the “place order” button in the upper right. If you cannot click “place order,” there is something missing from the request.

Check the “Final Review” page for an explanation of what is missing.

Student Org Amazon Account SET UP YOUR ACCOUNT 1. Email either AccountsPayable@miamioh.edu or KellyRM@miamioh.edu and request that your organization be set up on the business account. a. Provide the email address you want your account to be set up under. i. This account will now ONLY be able to be used to make purchases for your student organization. You will no longer be able to use this account to make personal purchases. b. Provide us with a shipping address for your organization.

MAKING YOUR PURCHASE GO TO BUYWAY 1. Complete a non-catalog item with the supplier as Amazon.

2. Once this request is approved by your advisor, a PO# will be created.

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3. You will use this PO# when checking out on Amazon.

GO TO AMAZON 1. Select the products you would like to purchase.

2. During checkout you will be asked for a PO#, you will use the one generated in Buyway. If you do not use a valid PO number from Buyway, your order will get rejected.

3. Select your shipping address. If your shipping address is not listed, email AccountsPayable@miamioh.edu or kellyRM@miamioh.edu with the address you would like added.

4. For Payment Method you will use the Amazon Corporate Credit Line ending in 0582.

5. You can now place your order!

Account & Commodity Codes

Acct Code Code

Commodity

155999 150051 150061 153011 155061 155202 155299 155999 160011 160012 160013 160039 160033 160110 160211 160329

New Vendor Set-Up Request Travel: Reimbursement for Travel Sports Team Travel Entertainment – Food, Hosting, etc.

Uniform Purchases (Or Any Clothing) Computers (Under $5000.00) Sports Equipment Office Equipment/Supplies Printed Advertisement Membership and Dues All Printing & Copying Consulting Services (including outsourced marketing) Honorariums, DJs/Bands, Donations, Scholarships Rental Cars Officials, Judges, Referees Insurance

271415

Other Revenue - Student Org (any income to student org)

84990000 90000000 90000000 90000000 53100000 43190000 49220000 44000000 82101500 94000000 82121500 80140000 80111600 78111800 80111600 84131500 -

ACCOUNTS PAYABLE | (513) 529-9200 20

Organization Types Registered Student Organizations (RSO) Student organizations wishing to use University services or facilities for the purpose of conducting general or public meetings, fiscal safeguards, or access to funding by the Associated Student Government must obtain recognition by and follow regulations of the Associated Student Government as set forth in the Associated Student Government Bylaws (http://www.miamiasg.com/). A student group seeking recognition by the Associated Student Government as a student organization must submit an online application to the Office of Student Activities and Leadership (https://www.admin.MiamiOH.edu/phpapps/stuorgs). Once approved by the Office of Student Activities and Leadership, the student organization will be recognized. Student organizations must also register annually with the Office of Student Activities and Leadership to ensure continued access to services and facilities.

New Student Organizations New Student Organizations are RSOs who have not completed the steps necessary to become fully registered. This allows students to begin functioning as an organization while they complete the process of becoming a Registered Student Organizations.

Affiliated Student Organizations Any division of the University may create affiliated organizations which perform a service or function of the division and which provide educational/learning opportunities (e.g., Marching Band). The division shall be responsible for directing, managing and funding the affiliated organization and will appoint an advisor to effectuate those obligations. The affiliated organization may provide educational and leadership opportunities for students, including obtaining academic credit, provided, however, the division, through the advisor, is responsible for directing, managing and funding the activities of the affiliated organization.

Affiliated organizations are not student organizations, and references throughout the Student Handbook referring to Registered Student Organizations shall not be deemed to include affiliated organizations.

An affiliated organization must be approved by a vice president if the affiliated organization is being sponsored by an administrative unit.

An affiliated organization must be approved by a dean if the affiliated organization is being sponsored by an academic unit.

Affiliated organizations do not require additional recognition by the Associated Student Government.

Affiliated organizations will annually provide current information to the Office of Student Activities and Leadership in order to access University services or facilities.

COSMOs Organizations Student Media Organizations shall be recognized, funded and governed by the Committee on Student Media Organizations (COSMO), a subcommittee of Student Affairs Council.

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All advisers of organizations under the Committee on Student Media Organizations (COSMOS) are expected to adhere to the general adviser expectations with just a few minor differences or additions highlighted below.  All COSMOS organizations, by falling under the COSMOS umbrella, have two advisers, the

business adviser as assigned by COSMOS and a separate voluntary editorial adviser.

 Editorial advisers are expected to provide coaching and guidance to the editorial staff of the

publication.

 Expectations o Regularly meet with student leaders o Provide assistance to student leaders when needed (must be available to communicate

regularly with student leaders) o Provide constructive criticism to student leaders after printing of publications o Ensure student leaders retain content independence (freedom of speech/freedom of the

press) o Communicate with Business Adviser and student business leaders regularly, particularly in areas that content will impact potential business issues, major purchases, budgetary needs o Do not approve or deny financial requests through buyway. Advisers will receive notifications of financial requests, but do not need to act on these, they simply receive them as reference and backup should the business adviser be unable to approve or deny requests.  Business adviser will advise business staff on all issues related to business needs (i.e. purchasing, hiring, marketing, finance/budgeting, accounting, production/operations) o Meet regularly with student business leaders o Communicate with Editorial adviser and student editorial leaders regularly, particularly in areas where business decisions or developments will impact content issues.  Additional and more in-depth expectations of COSMOS advisers available in the COSMOS Handbook, made available by Committee Chair Patti Newberry

Club Sports Club Sports are registered student organizations that meet the following three criteria may be considered club sports:  Purpose: the purpose of a club sport is to participate in a physical activity with the primary emphasis being competition or instruction.  National Governing Body: a club sport has a conference, division or national governing body that oversees rules and regulations associated with the sport.  Risk Management: the nature of the sport and/or extensive travel associated requires additional oversight to decrease the risk of injury, liability, and incident.

New student organizations seeking recognition as a club sport are required to complete Office of Recreational Sports information forms prior to recognition by the Associated Student Government. For detailed information regarding sports clubs, please consult the Sports Club Handbook available in the Office of Recreational Sports.

Fraternity and Sorority Life All fraternities and sororities are expected to encourage the principles of Scholarship and Learning, Leadership, Service and Philanthropy, Community, and Brotherhood and Sisterhood. Fraternities and sororities shall be recognized by the Cliff Alexander Office of Fraternity and Sorority Life and Leadership 22

and the respective Greek Governing Council (Interfraternity Council, National Pan-Hellenic Council, Panhellenic Association, or other recognized Greek Governing Council organization). Additional requirements can be found in the Student Handbook Section 5.3.

RITUAL Ritual’s Role: Living Values in the Modern Fraternity & Sorority Fraternities and sororities were created many years ago with specific purposes. Many of our founders tied specific values to those purpose so that a young man became a “Balanced Man”, “True Gentleman”, or “Man of Principle”; or so that a young woman might know what it meant to be “Womanly and True”, or to “Do Good”, or to be “Faithful Until Death.” Values like character, dignity, moral growth, scholarship, brotherhood/sisterhood, love and many others comprised the foundation of our organizations. These values are embedded in our real reason for being… our ritual.

Your organization’s ritual, and the values espoused within, is the only real thing that separates it from the rugby team, business association, student government, or any other student organization. It is also important to realize that the ritual one participates in and the pledges one makes are lifelong bonds; they don’t end after once you finish school. We ask that as an advisor you reinforce the paramount importance of your organization’s ritual, that it is the only reason for their organization’s existence – to make young people, better people.

Your ritual isn’t just something you’re supposed to do once a semester in the dark. It is something you are supposed to live! We hope you encourage your members, along with us, to “live your ritual on a daily basis.”

FRATERNITY SAFETY & PROPERTY MAINTENANCE PROGRAM The purpose of the Fraternity Fire Safety program is to promote life safety and property maintenance in off campus fraternity housing at Miami University. The program is dedicated to create a shared responsibility for education and enforcement of fire safety and house management between the students living in the houses, the University, and the town of Oxford. The program includes inspections, educational programs, enforcement, and recognition.

PARTNERS        

Town of Oxford Oxford Fire Department The Interfraternity Council The Cliff Alexander Office of Fraternity and Sorority Life & Leadership Reduces (the potential for) fires in off campus fraternity housing Maintain a positive fraternal image based off continual property maintenance Create a consistent fire department and town of Oxford presence with fire prevention and safety Encourage and assist in fraternities in taking responsibility for ensuring their structures are safe

INSPECTIONS

Fire Department Inspection: The purpose of the Fire Department Inspection is to check building fire protection systems and to ensure the building meets the standard fire code compliance. Life safety and other correctable code violations will be examined and recommendations will be made to the students and property owners at time of inspection.

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City Inspection: The purpose of the city inspection is to ensure that the life safety components of the building are present, functional, and up-to-date. The city also inspects the property maintenance and housing codes.

Note: Each chapter facility will have a total of four (4) inspections per year based off of the following schedule: When Inspection Occurs July

Who Inspects Joint Fire and City Inspection for Property Owners

October

Fire Department Inspection for Students

February

City Inspection for Students

April

Fire Inspection for Students

Purpose To make sure the home owners and/or property managers are in communication with the town and fire department; to address any concerns with the property prior to the students moving back in August To make sure students understand the importance of fire safety within their chapter house(s).

To allow an opportunity for the city to go through the fraternity properties mid-year and make sure they are all up to code.

To make sure students understand the importance of fire safety within their chapter house(s).

Who Should Attend Inspection  House corporation representative(s) or property manager  A summer resident is encouraged to attend if applicable  Fire marshal  House manager and/or Chapter President  

Fire marshal House manager and/or Chapter President

 

Fire marshal House manager and/or Chapter President

Oversight & Scheduling: The Cliff Alexander Office of Fraternity and Sorority Life and the Interfraternity Council will schedule inspections for the town of Oxford and the Oxford Fire Department.

Training & Educational Programs: These programs will be held twice a year. They will be coordinated by the Cliff Alexander Office of Fraternity and Sorority Life, the Interfraternity Council Vice-President of Facilities, and the City of Oxford.

FAILURE TO COMPLY

Fines will be assessed for the following:  Failure to attending the fire marshal/house manager trainings in August and January - $200  Failure to submit the self-inspection form - $50  Failure to submit the inspection log form - $50  Failure to be at the house at the time of scheduled inspection - $200  Failure to complete result of inspection requests. If the fire department has to return more than three (3) times in one semester due to repeated violations - $500 24



Anyone found to be on the roof, the chapter will be fined - $750

Note: All fines will be collected into the Fraternity Fire Safety Fund and be used for programming and safety initiatives and recognition for the Fraternity and Sorority Community at Miami.

EMERGENCY PROTOCOLS POTENTIAL EMERGENCIES As an fraternity/sorority advisor, here is a list of situations that you should be prepared in some way to handle:  Fire in chapter residence  Hazing situation  Eating disorders (nutrition information, healthy muscle building, etc.)  Sexual assault of a member and/or by a member  Member death or suicide  Alcohol poisoning  Car accident of a member  Power/Heat/Air Outage in chapter residence  Member arrest by police  Drug related incidents  Weather-related emergency (i.e. flooding in residence, tornado, snow, etc.)  Member injury which results in transport to the hospital  Any other situation that could present physical or psychological trauma…

This is not a comprehensive list, but it is presented as an example. Hopefully none of these will take place with the chapter that you advise, however, it is always good to think through the potential incidents prior to the possible occurrence. This will help you to formulate a plan or have a foundational plan in mind that you can implement should crises arise.

CONTACT PROCEDURES First, make sure you are aware of your inter/national organization’s protocols. You should always work within their guidelines and understand your specific regulations that are established by your organization’s insurance carrier.

For any major incident (defined as someone is in distress or police, fire, or EMS has responded to the incident), the chapter should contact the following entities: 1. 911 should be the first call if someone is in distress.

2. The chapter advisor should be contacted and informed of the situation.

3. The Cliff Alexander Office of Fraternity and Sorority Life & Leadership should be notified.

4. If someone in the Cliff Alexander Office of Fraternity and Sorority Life & Leadership is unavailable, contact the University Police Department a. Note: Student Counseling Services will be able to assist in after-hours contact situations

GUIDELINES FOR DEALING WITH THE MEDIA In any situation involving fraternities or sororities, there may be a media element. Make sure that are aware of your inter/national organizations’ expectations and guidelines. Additionally, make sure that you have a local chapter plan to carry out those actions. Some things to consider:  Has the inter/national organization worked with you to draft a statement for the media?  Who is the one person that will handle all media contact(s)?

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 

What will the advisor’s role be, if any?

Has anyone spoken with the News and Public Information Office at the University?

Remember that you should follow the inter/national organizations’ guidelines and be prepared to carry them out in your local chapter.

HEADQUARTERS INTERACTION The chapter advisor is, in many ways, the chapter administrator. We recommend that correspondence to and from the inter/national headquarters or alumni should be maintained in a chapter file. Responses should also be kept in this file. New member reports, initiation reports, and financial records are just a few of the multitude of reports required by headquarters. The advisor should ensure that the forms are completed in a timely manner and submitted when required. In some cases, the chapter advisor is responsible for this paperwork. Information, letters, or bulletins from Miami University should be kept and responded to if necessary.

The chapter advisor should have a good understanding of Fraternity/Sorority Headquarters, including:  Fraternity history  Organization of headquarters and/or volunteer structure  Name of contact persons at the headquarters and/or volunteer structure  Programs, resources, and materials available to chapters  Role of chapter consultant, including the preparation of the chapter for these visits.

Please remind the chapter that the headquarters is there for their benefit. Any staff members who they come into contact with should not be viewed with animosity, but appreciated for their continual support.

Many times, these sentiments are not conveyed to members, as the perception is that “Nationals” is out to get them. This could not be further from the truth.

It is also essential for active members to gain more knowledge of the fraternity/sorority on a/n inter/national level. Encourage members to attend conferences and leadership seminars and have them report back to the chapter what they have learned. Often times, during these conferences, there are alumni events and programs as well. This could be something you may want to consider taking advantage of, not only to learn more about your position, but also to establish a networking base among the chapter advisors.

OFFICE OF EQUITY AND EQUAL OPPORTUNITY Hanna House 219 E. Spring Street Oxford, Ohio 45056 (513) 529-7157 miamioh.edu/oeeo The Office of Equity and Equal Opportunity (OEEO) ensures that Miami University provides an equitable environment for students, faculty, and staff. This will be achieved with compassion, understanding, and fairness to all parties involved and act as a resource for all members of the university community.

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Mandated Reporting Requirements The Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act is the landmark federal law, originally known as the Campus Security Act that requires colleges and universities across the United States to disclose information about crime on and around their campuses. Miami University has designated student organization advisors as Campus Security Authorities (CSAs) based on their significant responsibility for Student and Campus Activities. CSAs are identified in the Annual Security and Fire Safety Report as individuals or organizations to which students and employees should report criminal offenses to if they do not wish to report them directly to the police.

Crimes to be reported include:           

Criminal homicide (murder and non-negligent manslaughter & negligent manslaughter) Sex offenses (rape, fondling, incest, and statutory rape) Robbery Aggravated assault Burglary Motor vehicle theft Arson Domestic violence Dating violence Stalking All hate crimes involving personal injury, theft, intimidation and destruction, damage, or vandalism of property  Arrest & referrals for liquor, drug, and weapons law violations

How to report a crime: If a person reveals to you that they have been a victim, witness or perpetrator of an incident that might involve a crime, (reportable or otherwise) please immediately contact the Miami University Police at 513529-2222. Reporting a crime to police does not mean that charges must be filed; instead, it allows victims, witness or perpetrator to discuss with police options for handling an incident and helps police obtain accurate information for statistical reporting. You should provide all information that you know in regards to the incident, including names of anyone involved.

For more information regarding reporting including definitions and what information to report, visit the Miami Police Campus Security Authority page.

Responding to reporters: When someone reports that they have been the victim of a crime, there are a few things to keep in mind to help support them until they are able to access the information and services they need to recover from what has happened. It is best to remain calm as they are discussing with you what has happened. Do not make any judgments or ask why something did or did not happen. You should refrain from making any promises that you cannot keep. As soon as you are aware that something should be reported, you should let the reporter know the limits of confidentiality and your duty to report. If possible, you should explain your next steps for reporting and let them know that someone will be in contact with them following your report.

While working with victim/survivors, there are three messages that you can provide, to help them in their process of recovery:

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 “I believe you” - Victims/survivors should know that someone believes what they are saying. You do not need to know all the details or ask them for additional details to believe what they are telling you.  “It’s not your fault” - Victims/survivors of crimes, particularly sexual and interpersonal violence offenses, often blame themselves for what has happened. Similarly to the previous statement, this simple phrase indicates that they are not to blame for what has happened to them.  “Resources are available” - You should provide information regarding counseling, advocacy, and reporting to the reporter, if at all possible. If you are unable to provide this information directly, let them know that they are not alone and that there are many resources that they can access, should they desire to do so.

If you have any questions or concerns about reporting, process, resources, etc, please contact the Sexual Assault Response Coordinator and/or the Clery Act Coordinator

LIABILITY AND RISK REDUCTION As an advisor of a student organization, you are the university’s representative regarding the organization’s activities. As such, you are expected to give reasonable and sound advice to your organization about such things as programs, use of facilities, and operational procedures. If you have any reason to question an action taken by the organization, express your concern directly to the organization in writing, including the date, a suggested alternative to the questionable action, a warning, etc.

It is important to remember that, in general, while we need to be concerned about liability, we can seriously damage the educational process by being paranoid about it. Just as there are no specific statement that explains faculty liability for every possible classroom incident, there is none that covers all the possible situations student organizations might encounter. If you have concerns about a situation unique to your organization or to a specific event sponsored by the organization you advise, please contact someone from the Office of Student Activities and the Cliff Alexander Office of Fraternity and Sorority Life staff who is knowledgeable about liability and risk management.

Although there is no way to completely eliminate risk and legal liability association with a program or event, there are ways to reduce risk and provide a safer environment for program participants. Here are a few things your organization can do to identify and reduce risk:   

  

Complete a Pre-Event Planning form to clarify the needs and expectations of participants.

Identify specific risks involved in the events. These could include physical risks (such as an even with physical activity) and liability risks (such as event involving alcohol, minors, or travel).

Identify options for reducing risks by including, but not limited to: o Hiring a third party vendor or contractor o Purchasing additional liability insurance o Preparing liability waivers, if necessary o Providing advanced training o Assuming a ‘worst-case scenario’ and preparing for it in order to reduce likelihood of it occurring o Utilizing waivers that outline the specific nature and risk associated with the event Canceling the event if conditions are dangerous or the group is not prepared to assume full responsibility for the risk involved Assess the capability of the group to manage risk Identify the challenges in managing risk, as well as resources to assist in your planning 28

 

Develop a plan of action in reducing risk Communicate with everyone involved (officers, members, advisors, participants, facilities staff)

HAZING Simply put, hazing can be described as any incident or activity that may or may not cause mental or physical harm to a student looking to join an organization. Informal and unofficial acts of initiation such as ‘Hell Week’ are strictly prohibited.

Hazing violates the Miami University Code of Student Conduct, Ohio state law, and the policies of EVERY fraternity and sorority recognized by Miami University. Violation of these policies and laws can only be enforced when reported to the university.

Hazing is not about ‘earning your way in’ or ‘building loyalty and teamwork.’ It is about exerting control over another human being.

Q: How exactly do you define hazing?

A: There are many definitions. Miami University describes hazing as “Coercing another, including the victim, to do any act of initiation into, or as a condition of participation in, a student organization, fraternity or sorority, or activity that causes or creates a substantial risk of causing physical or mental harm to any person....”

Q: What types of activities should my student be participating in when joining a fraternity or sorority?

A: Most national fraternities and sororities have 6-8 week education programs that typically impart the history and characteristics of the organization, as well as allowing new members to get to know other members of the group. ALL national organizations and Miami University prohibit the use of drugs and alcohol during these programs. Most education programs culminate with an examination of the aforementioned material, and a formal initiation ritual. Typically, only the initiation ritual is secret and closed to members. Inquire about and report any activities you perceive to be harmful, unlawful, or unnecessary to joining the group.

Q: How can hazing be reported?

A: If you witness or suspect hazing, please contact the appropriate university officials immediately. Hazing can be reported via email to FSLL@MiamiOH.edu. Unlawful behavior should always be reported to the police. There is an anonymous method for reporting illegal, unethical or other conduct that violates Miami's policies, EthicsPoint. There is also a national hazing hotline 1-888NOT-HAZE (1-888-668-4293).

Q: Will my student or his/her organization know if I report them for hazing?

A: As with any investigation, confidentiality is strictly enforced. What matters is identifying what, if any wrongdoing occurred, not who reported it.

Q: I was hazed in my fraternity and sorority experience, and I turned out fine. What's the big deal?

A: Unfortunately, things have changed from one generation to the next. Hazing has digressed from harmless fun to frequently alcohol-influenced situations where your student’s welfare can be at great risk. Nearly all hazing deaths and serious injury involve alcohol.

Q: My student and his/her friends say that hazing occurs in every organization. Why have you not stopped it?

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A: It is our hope that your student will not join an organization that hazes its members. Despite their rationale for hazing, individuals and organizations know it is wrong. For this reason, most hazing occurs off-campus and at night, and involves individuals outside of the organization. This makes it difficult for the university to enforce policy and laws involving its students. We cannot investigate allegations of hazing without a reasonable and concrete report of misconduct.

Q: What should I look for to see if my student is being hazed?

A: Look for uncharacteristic changes in your student such as appearance, dress, behavior, etc. Have you lost contact with them for more than one day?

Q: How can I approach my student about hazing in their fraternity or sorority?

A: Start by asking your student – point blank – to explain the things they are doing to join their fraternity or sorority. Ask for a copy of the new member education program or ‘pledge program.’ Ask what a typical week is like for them. NO secrets are shared during pledging, so your student should be able to share their program with you.

Q: Are students pledging fraternities and sororities required to live in fraternity houses or sorority suites?

A: Absolutely not. Your student signed a contract to reside on campus, and that is their only home during the school year. Fraternities and sororities may not require new members to reside in the chapter house or on the chapter floor.

Q: My student mentioned participating in ‘Hell Week.’ What is this?

A: ‘Hell Week’ is a common hazing practice consisting of a week of particularly high-risk activities leading up to initiation in a fraternity or sorority. Hell Weeks are strictly prohibited by Miami University and ALL national fraternity and sorority organizations recognized by Miami.

Anti-Hazing Initiative: http://miamioh.edu/student-life/fraternity-sorority-life/memberresources/anti-hazing/index.html

RESOURCES General Resources      

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American College Personnel Association’s Student Activities Advisor Manual http://sac.unm.edu/images/longtermfiles/acpaadvisormanual.pdf Campus Fundraiser – www.campusfundraiser.com CAMPUSPEAK – www.campuspeak.com Center for Restorative Justice – www.sfu.ca/crj Hazing Prevention – www.hazingprevention.org Office of Student Activities and Cliff Alexander Office of Fraternity and Sorority Life Newsletter – http://miamioh.edu/student-life/student-activities/resources/advisor-resources/advisornewsletter-archive/index.html The Higher Education Center for Alcohol and Other Drug Abuse and Violence Prevention – www.higheredcenter.org

Gender and Sex  Campus and Community Offices o

Miami University Women’s Center 30

o o o

 http://miamioh.edu/student-life/womens-center/about/index.html  Email: womenscenter@miamioh.edu Office of Equity and Equal Opportunity  http://www.units.miamioh.edu/oeeo/  Phone: 513-529-7157 Office of Diversity Affairs  http://miamioh.edu/student-life/diversity-affairs/index.html GLBTQ Services  http://miamioh.edu/student-life/diversity-affairs/glbtq-services/index.html

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Sexual Assault Response Coordinator & Deputy Title IX Coordinator for Student Sexual Assault

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Women’s, Gender, and Sexuality Studies Program

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Women Helping Women

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Institutional Diversity

o

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http://miamioh.edu/cas/academics/programs/wgs/ http://www.womenhelpingwomen.org/

http://miamioh.edu/about-miami/diversity/about-us/index.html

o http://miamioh.edu/about-miami/diversity/student-connections/index.html On Campus Organizations    

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http://miamioh.edu/campus-safety/sexual-assault/index.html

WAVES – Women Against Violence and Sexual Assault  https://muhub.collegiatelink.net/organization/waves Spectrum  https://muhub.collegiatelink.net/organization/spectrum Miami Masculinities Committee  http://miamioh.edu/student-life/womens-center/resourcesservices/masculinities/index.html Additional On Campus Organizations:  http://miamioh.edu/student-life/womens-center/resources-services/onlineresources/index.html

National Resources      

About – Face http://www.about-face.org/ Distinguished Women of Past and Present http://www.distinguishedwomen.com/ Women’s National Political Caucus http://www.nwpc.org/ Exhale: After-Abortion Counseling Talkline o https://exhaleprovoice.org/ National Center for Transgender Equality o www.nctequality.org Additional National Resources: o http://miamioh.edu/student-life/womens-center/resources-services/onlineresources/index.html

LGBTQ and Sexuality Resources 

Campus and Community Offices o GLBTQ Services  http://miamioh.edu/student-life/diversity-affairs/glbtq-services/index.html o Office of Diversity Affairs  http://miamioh.edu/student-life/diversity-affairs/index.html o Miami University Women’s Center  http://miamioh.edu/student-life/womens-center/about/index.html 31

o

o

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o Institutional Diversity  http://miamioh.edu/about-miami/diversity/about-us/index.html  http://miamioh.edu/about-miami/diversity/student-connections/index.html On Campus Organizations o

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Spectrum  https://muhub.collegiatelink.net/organization/spectrum

Oxford and Cincinnati Resources o o o o o

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Sexual Assault Response Coordinator & Deputy Title IX Coordinator for Student Sexual Assault  http://miamioh.edu/campus-safety/sexual-assault/index.html  Phone: 513-529-1870 Office of Equity and Equal Opportunity  http://www.units.miamioh.edu/oeeo/  Phone: 513-529-7157

Gay and Lesbian Community Center of Cincinnati  http://www.cincyglbt.com/ PFLAG of Oxford  Email: oxfordareapflag@gmail.com PFLAG of Cincinnati  http://www.pflagcinci.org/ Women Helping Women  http://www.womenhelpingwomen.org/ Additional Oxford and Cincinnati Resources:  http://miamioh.edu/student-life/diversity-affairs/glbtqservices/resources/index.html

National and Online Resources o o o o o o o o o o o

Campus Pride  http://www.campuspride.org/ The Lambda 10 Project  https://www.campuspride.org/topics/fraternity-and-sorority-life/ Gay Lesbian Education Straight Network  www.glsen.org Human Rights Campaign  www.hrc.org National Center for Lesbian Rights  www.nclr.org National Center for Transgender Equality  www.nctequality.org National Consortium of Higher Educational LGBT Resource Professionals  www.lgbtcampus.org National LGBTQ Taskforce  www.ngltf.org National Youth Advocacy Coalition  www.nyacyouth.org The Trevor Project  www.thetrevorproject.org Additional National and Online Resources:  http://miamioh.edu/student-life/diversity-affairs/glbtqservices/resources/index.html

Race, Ethnicity, and International 32

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Campus and Community Offices o o o o o o o

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Center for American and World Cultures  http://miamioh.edu/global/cawc/ Global Initiatives  http://miamioh.edu/global/ Confucius Institute  http://miamioh.edu/global/confuciusinstitute/ International Student and Scholar Services  http://miamioh.edu/global/international/ Office of Diversity Affairs  http://miamioh.edu/student-life/diversity-affairs/index.html Office of Equity and Equal Opportunity  http://www.units.miamioh.edu/oeeo/  Phone: 513-529-7157 Institutional Diversity  http://miamioh.edu/about-miami/diversity/about-us/index.html  http://miamioh.edu/about-miami/diversity/student-connections/index.html

On Campus Organizations o o o

Diversity Affairs Council (DAC)  https://muhub.collegiatelink.net/organization/DAC Asian American Association (AAA)  https://muhub.collegiatelink.net/organization/aaa Black Student Action Association (BSAA)  https://muhub.collegiatelink.net/organization/bsaa

Fraternity/Sorority Chapter Advisors Resources 

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Association of Fraternity and Sorority Advisors (AFA) – http://www.afa1976.org/ o Advising Channel – http://www.afa1976.org/page/AdvisingChannel  AFA Core Competencies – http://afa1976.org/AssociationBusiness/CoreCompetenciesforExcellenceintheProfes sion.aspx  Chapter Advisor Manual: http://www.wiu.edu/student_services/greek_life/pdf/Advisor_Manual.pdf Association of Fraternal Leadership and Values o www.aflv.org Center for the Study of the College Fraternity – www.indiana.edu/~cscf FIPG Manual and Bylaws o http://www.fipg.org/FIPG/FIPG.nsf/vwPagesByKey/Resources?OpenDocument Fraternity Communications Association o fraternitycommunications.org Fraternity Executives Association o www.fea-inc.org Fraternity Info o www.fraternityinfo.com Fraternal Information and Programming Group (FIPG) o www.fipg.org/ Fraternal Law Newsletter o www.manleyburke.com/firm-news 33

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      

Miami University Cliff Alexander Office of Fraternity and Sorority Life & Leadership Resources Board on Pinterest o https://www.pinterest.com/mugreeks/ National Order of Omega o www.orderofomega.org National Panhellenic Conference (NPC) o https://www.npcwomen.org/ National Pan-Hellenic Council (NPHC) o http://www.nphchq.org/ North-American Interfraternity Conference (NIC) o http://www.nicindy.org/ Phired Up Recruitment o www.phiredup.com Stop Hazing – www.stophazing.org Suggested Fraternity and Sorority Blogs o aflv.blogspot.com - Association of Fraternal Leadership & Values o fraternalthoughts.blogspot.com - John Shertzer o phiredup.com/blog by - Phired Up Productions o purposedrivenreflection.blogspot.com - Scott Clark o suresister.com/sororityrecruitmentblog - SureSister Team o thefraternityadvisor.com - Pat Daley

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