Undergraduate Student Organization Training - Hofstra University

OFFICE OF STUDENT LEADERSHIP + ENGAGEMENT

How to navigate policies, procedures and guidelines

OFFICE OF STUDENT LEADERSHIP + ENGAGEMENT

Undergraduate Student Organization Training

Training Outline Expectations of Undergraduate Students and Organizations Utilizing GetInvovledHU Navigating Hofstra & OSLE Policies and Procedures Additional Training, Resources, and Upcoming Events OFFICE OF STUDENT LEADERSHIP AND ENGAGEMENT | SESSION 1

All Organizations Must:

Expectations

OFFICE OF STUDENT LEADERSHIP AND ENGAGEMENT | SESSION 1

Abide by all applicable University policies and local, state, and federal laws Maintain a full executive board Maintain and regularly update an organizations GetInvolvedHU (GIHU) page Hold regular e-board and general member meetings and identify those meeting times on GIHU Hold at least two (2) events or initiatives per semester Attend two (2) university-wide events per year Log all service hours through the Community Service tracker on GIHU

Meet The Staff

ZAIBIS MUNOZ-ISME

ALEX FEDERICO

Associate Dean of Students

Assistant Director of Fraternity and Sorority Life

Social media channels

SEVERINO RANDAZZO Director of Student Leadership & Engagement

STANLEY CHERIAN Director of Orientation

ADRIENNE KRAVTIZ Seamless ecommerce platform AutomatedAssociate customer service Director of Campus Recreation

CASSIE LARSON Seamless ecommerce platform Assistant Director of Orientation and New Student Programs

GILLIAN ATKINSON Director of Intercultural Engagement

Analytic tools and reporting KATELAN MARTINEZ Seamless Assistant ecommerce platform Director of Intercultural Engagement and Inclusion

ANITA ELLIS

Tailor-made user recommendations

Director of Commuting Student Services and Community Outreach

OFFICE OF STUDENT LEADERSHIP AND ENGAGEMENT | SESSION 1

Student Organizations

Graduate Orgs 14.3%

Your org 0.5%

Recognized by the university Your organization is 1 of the 180 Hofstra-Recognized undergraduate organizations.

All Other Orgs 85.2%

Service 3.2%

Student Organizations

Academic 11.4%

Graduate 14.1% Club Sports 11.9%

General Interest 3.8% Political Social 2.2%

Faith Based 3.2%

Pre-Professional 15.7%

Fraternities and Sororities 15.7%

Performance 7%

Intercultural 4.9%

Expectations of Student Leaders

Act with professional, academic, and personal integrity while fulfilling the responsibilities of the position.

Respect the policies of the Hofstra University community and the rights of its members both on and off campus.

Attend required annual trainings deemed necessary by the University, and seek out additional training opportunities as needed or interested.

Manage organization funds wisely and ethically with sound accounting practices.

Be responsive to communication initiated by advisors and administrators.

Maintain good academic standing (minimum cumulative GPA of 2.5)

Expectations of Student Leaders Emotional and Physical Responsibility Understand all policies, specifically Title IX and Bias Motivated Incident/Hate Crime Reporting, to best support your organization members.

Introduce what pronouns are at first meeting, invite members to share if comfortable, and ensure correct pronouns and names are being used for all members.

Ensure all members are able to access and participate in all club functions regardless of disability or socioeconomic status.

Create Community Guidelines as an organization to give everyone space to voice their needs and expectations. Revisit these guidelines periodically throughout the year.

Get to know your members. If they have identities or life experiences that are different than yours that might be showing up for them in the organization, educate yourself on how to best support them as a leader.

Utilize your administrative advisor when there is conflict or tension in your club to ensure together you can identify ways to make the club a welcoming space for all members.

Expectations of Student Leaders Emotional and Physical Responsibility Attend trainings to learn more about cultural appropriation, microaggressions, systems of power, bystander intervention, and more! This will make allow your club to be stronger, invite more folks in, and function with an inclusive mindset.

Student Organization Recognition Hofstra recognized Hofstra affiliation and tax exempt status Use of University facilities General University insurance GetInvolvedHU page Advertise meetings and events Participate in club fairs and tabling events Assigned Administrative Advisor Eligible to seek SGA recognition

SGA recognized Request funds, which are allocated from the student activities fee Assistance with indirect event costs: custodial, audio/visual, grounds, etc.

Apply for office space or storage Assistance with elections Peer guidance, support, and collaboration opportunities

Get Involved HU (GIHU)

All registered student groups are required to have a presence Re-registration is required once an academic year.

Why Do We Use Get Involved HU?

Reporting Regular reports off of the data in GIHU to update databases, which are used to track student organization engagement and the Title IX training requirement.

Organizational Management There are many features that help with the management of your organization!

Messaging All important communication for organizations are sent through a feature on GIHU that pulls from your rosters and listed positions.

Student Engagement + Recruitment Both prospective and current students use GIHU to gather information about organizations they are interested in.

Features Annually register your organization required to remain active Manage roster of members, officers, and content advisor Post important documents constitutions, minutes, member guidelines, etc.

Advertise events, hold elections

Log service hours

OFFICE OF STUDENT LEADERSHIP AND ENGAGEMENT | SESSION 1

Elections

Service Hours

Student organizations can create ballots and hold elections for their organization online. See the checklist for step-by-step instructions.

A great way to keep track of service hours by members of your organization is using Get Involved HU. See the checklist for step-by-step instructions.

OFFICE OF STUDENT LEADERSHIP AND ENGAGEMENT | SESSION 1

Navigating Policies www.hofstra.edu/oslepolicies

OFFICE OF STUDENT LEADERSHIP AND ENGAGEMENT | SESSION 1

SGA Allocations SGA recognized organizations are eligible

5% of annual allocations are available for non-SGA recognized groups

SGA funding does not carryover each semester

Additional funding can be requested at weekly Appropriations meetings

Organization Income All Hofstra recognized Student Organizations can have access to an income account Fundraising / Departmental support

Carries over into next semester

University finance restrictions apply

Fundraising Donations

What's permitted Only donations of goods or money.

Hofstra does not accept donations of services

Identify sources and get approval Solicitation of funds from external sources or individuals must be coordinated with the Administrative Advisor

Do NOT Use

Deposit

Online crowdsourcing platforms such as GoFundMe, as well as Venmo are prohibited

MUST BE DEPOSITED same day it is collected in 200 Phillips Hall.

After hours deposits require scheduling a money drop

OFFICE OF STUDENT LEADERSHIP AND ENGAGEMENT | SESSION 1

Fundraising Sales

Location

Deposit

Most commonly occur at atrium tables in student center. Other locations must be preapproved by the organization’s administrative advisor

MUST BE DEPOSITED same day it is collected in 200 Phillips Hall.

After hours deposits require scheduling a money drop

OFFICE OF STUDENT LEADERSHIP AND ENGAGEMENT | SESSION 1

Fundraising Raffles

Review & Approvals

Timeline

50 / 50

Door Prize

Remember

Associate Dean must pre-approve all raffles.

Addition approval from the Office of Legal Affairs as outlined in the Hofstra University Raffles policy.

Raffles require a minimum of thirty (30) days for routing and approvals

Raffles designed to split the proceeds between a randomly selected winner and the hosting student organization

A “door prize” or a chance to win a prize just for attending an event is not considered a raffle and does not require pre-approval from the Office of Legal Affairs

The raffle policy states the steps you need to take. Approvals take time.

OFFICE OF STUDENT LEADERSHIP AND ENGAGEMENT | SESSION 1

Fundraising Deposits & Money Drops

Collected funds

After hours

Deposit immediately

(Cash or check, Venmo is prohibited) must be deposited with OSLE the same day it is collected.

Requires scheduling a money drop through the Money Drop form on the front page of GetInvolvedHU

Do not store in personal spaces including residence hall rooms, lockers, club offices, mailboxes, vehicles, etc

Where it goes

Other

Funds collected through approved fundraising activities are deposited into a student organization’s income account

Outside bank accounts for student organizations are prohibited

Expenditures Cover Sheet

Physical receipts / invoice / other proof

Credit card statement

Check request

Out of Pocket or Direct OFFICE OF STUDENT LEADERSHIP AND ENGAGEMENT | SESSION 1

Justification of expenditure

Expenditures Cover Sheet

Invoice and W9

Justification of spending

Purchase order if over$ 500

Direct OFFICE OF STUDENT LEADERSHIP AND ENGAGEMENT | SESSION 1

Check request

Reimbursements Cover Sheet

Physical receipts / invoice / other proof

Credit card statement

No student should be making purchases on behalf of a student organization without proper approval first OFFICE OF STUDENT LEADERSHIP AND ENGAGEMENT | SESSION 1

Justification of spending

Check request

Speakers Paid, volunteer, in-person, virtual Similar for DJs, musicians, photographers

Secure space

Submit paperwork

Submit and secure a space request with the Office of Event Management.

All external speakers paid and volunteer need contract paperwork

Get paperwork approval Paperwork needs to be approved by several departments.

OFFICE OF STUDENT LEADERSHIP AND ENGAGEMENT | SESSION 1

Advertise event

Wrap up

Only advertise once approvals are in place.

Use all resources including HOFCAST and TWAH and social media

Ensure payment, make notes for future

Apparel & Other Items Branded items

Submit artwork for review Trademark use takes additional time

Identify vendor

Submit paperwork

Delivery

Pick up

Use only approved vendors

Cover sheet, Invoice, w-9 form, Check request, Purchase Order, names and 700# of recipients

All items need to be delivered to OSLE in 244 Student Center

Verify items delivered, ensure vendor gets paid

OFFICE OF STUDENT LEADERSHIP AND ENGAGEMENT | SESSION 1

Food Place order and request invoice

Submit coversheet, invoice, advertisement

Enough lead time for review and processing

You must use the university's catering for all on campus events Contact Compass Dining: Phone: 516-463-5395 Office: Room 128, Student Center

OFFICE OF STUDENT LEADERSHIP AND ENGAGEMENT | SESSION 1

External vendors*

Check request

Cover sheet

Use this for all submissions It tells our office who, what, where, when, how much

Fill it completely There is a checklist here on what you are attaching

Review and approvals Depending on type of transaction, it may require multiple offices to review

Check Request

Event Planning Checklist - 1

Meet with advisor

Make a timeline

Start early and let them know details

Assign tasks and deadlines

Reserve space and equipment

Contracts

Food

No contract. No event. Plan ahead.

Submit paperwork for internal and if approved, external food sources on time.

Submit to Event Management and get a confirmation before moving forward

Ensure you have a budget Do you have funds to pay for this?

Do you know what all costs are?

Event Planning Checklist - 2

Advertising

Money Drop

Waivers

Must be approved by your administrative advisor

Plan ahead to secure the graduate asisstant

Off campus events require waivers

Rain Plans

Guests

Cancellations

Always have a plan B if it is an outdoor event

1:1 policy

Avoid being billed. Cancel on time

Advertising Atrium Banners

HOFCAST & TWAH

Fliers

We provide the paper, you design, we review and approve

Two weeks on HOFCAST, This Week at Hofstra goes out to 9000 subscribers

Submit along with flier approval form. We make B+W copies and stamp, you post on approved locations. Residence halls*

OFFICE OF STUDENT LEADERSHIP AND ENGAGEMENT | SESSION 1

Deadlines Spring 2022

Purchase Request Deadline May 4, 2022 Last day for student organizations to make or request purchases. No purchase requests or transitions after the December 1st deadline will be submitted for processing.

Paperwork Deadline May 6, 2022 Last day to submit completed paperwork for reimbursements, purchases, etc.

Other Stuff

Travel Travel Request forms Approvals Waivers

Swipe Access to Office Send an email with names, 700#s and pride emails to your administrative advisor

Email address

SGA - Appropriations

Send an email with names, 700#s and pride emails to your administrative advisor

Sign up on Get Involved HU - link goes live on Wednesdays

SGA Will cover tax on item but not shipping and handling

SGA - Elections / Constitutions Email sga_clubrelations@pride.hofstra.edu

Additional Trainings Treasurer Trainings

Tuesday, Feb 15, 6:00 pm Wednesday, March 2, 1:30 pm Thursday, March 10, 5:30 pm

Budget Submissions

Budget Appeals

Budget submission form will be available on GIHU on March 15

April 21, at Senate

Budget Reviews (SC 260) Tuesday, March 15, 1:00 pm Thursday, March 17, 5:00 pm Monday, March 28, 8:00 pm

Budget Due March 28th

OFFICE OF STUDENT LEADERSHIP AND ENGAGEMENT | SESSION 1

disregard dates Spring 22 dates

Questions?