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Chapter President’s Manual

Guide 2 Greek Life Fall 2013


Table of Contents Recognized Student Organization RSO Forms for ASG………………………………………………………………………...3 RSO Service Report Information……………………………………………….......4 RSO Allocation & Reserve Fund Requests………………………………….…5 How to get Allocation/Reserve Fund Funding…………………………..…6 Conference & Scheduling……….………………………………………………….......7

Memorial Union Event Planning Checklist…………………………………………………………….…8 House Rules……………………………………………………………………………….…..10

Fraternal Relevance Assessment Program (FRAP) Guidelines & Expectations……………………………………………………………..11

Comprehensive Calendar Dates………………………………………………………..…………………………………12-15

Chapter Visits Dates………………………………………………………..…………………………………….16

Director of Greek Life Calendar (Dates Director will attend events) Dates………………………………………………………..…………………………………17-18

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ASSOCIATED STUDENT GOVERNMENT RECOGNIZED STUDENT ORGANIZATION FORMS All forms can be located through the main homepage by following this link: http://www.emporia.edu/asg/forms.html

REGISTRATION FORM

This form must be completed at least once per year. Generally, RSOs complete this form within a month after each election. If it is not completed at least once during the school year, your organizations will be rescinded. To complete this form, use the following link: http://www.emporia.edu/asg/registration-form.html

RSO SERVICE HOURS FORM Make sure to include all hours your fraternity or sorority completes. By turning in all your hours, you are able to be recognized for all your efforts (otherwise if you do not properly turn in your hours, you lose your impressive recognition). This form must be completed each time the RSO participates in Community or Campus Service. Each RSO must complete at least 20 hours of service per school year (August-May). If 20 hours are not completed during the school year, the RSO may be rescinded. To complete this form, use the following link: http://www.emporia.edu/communityhornets/rsoserviceform.html

ALLOCATION REQUEST PACKET

Each RSO has the opportunity to complete this form each year to be allocated money for the following school year. It is usually available by November, and must be completed by April to be considered. This money may be used for trips the RSO would like to attend. This includes fees for transportation, lodging, and registration. Once the RSO is allocated money, a RSO Travel Registration Form must also be completed prior to the trip/event. This funding can also be used to bring a speaker/performer to campus. To complete this form, use the following link: http://www.emporia.edu/asg/allocation-form.html

RSO TRAVEL REGISTRATION FORM The RSO must complete this form 6 – 8 weeks prior to the trip. If this is not completed, the RSO will not be able to use the allocated money. For airfare, the RSO will be able to use the money in advance. All other fees (car, lodging, registration) will be reimbursed after the trip. To complete this form, use the following link: http://www.emporia.edu/dotAsset/7d25413b-a8f9-4c9a-b4c6-40ad3f6b1482.pdf

RESERVE FUND REQUEST FORM

This is used for RSOs who do not have allocation money. This could be due to not turning in an application or not being a RSO during the previous school year. The form is usually available by the beginning of the school year. To complete this form, use the following link: http://www.emporia.edu/dotAsset/e4ab3792-1e31-4735-b7f4-4f45ef4062b6.pdf

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RSO Service Report Information: All recognized organizations must complete 20 hours of service during the current academic year (August through May) to be considered for club budget allocations in the spring. 10 of these hours must be Campus service, and 10 must be service in the community. The following form is for RSO’s to fill out to receive recognition of completing their required service hours. If the RSO has participated in a number of events/services, they will need to fill out multiple forms, as this form is meant for one event/service. It is required that this form is filled out within 30 days of the event/service being completed. Service hours cannot be counted towards two organizations (i.e., if you have completed service hours for a Greek chapter, you cannot count them for another RSO). In this form, the RSO is required to determine if the event/service is Community Service or Campus Service: Community Service: Benefits the community. This type of service is generally located off campus, in the community. Examples include serving meals to the homeless, community cleanups, Big Brothers/Big Sisters, volunteering at an animal shelter, etc. Campus Service: Benefits the campus. This type of service is generally located on campus. Examples include Trash Bash, Adopt-A-Campus, volunteering to help in a campus department (e.g., volunteering to help with the business department's student conferences), etc. Once the form is submitted correctly; you will be redirected to a confirmation page. Within 5 business days, the submitter will receive an e-mail accepting or denying the event/service as recognized by the Associated Student Government and Community Hornets. Your total hours served is calculated by the number of people volunteering multiplied by the total hours they complete. Example: 2 members x 3 hour event = 6 service hours If a group does not complete its community service hours and file the appropriate paperwork through the ASG office, then it will not under any circumstances receive a club budget allocation until said community service hours are completed.

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Allocation Information: Each year, the Associated Student Government allocates over $140,000 in student fees to Registered Student Organizations for travel, speakers, and printing/publicity. In order to request allocation money, the first step is to make sure that you represent an RSO that is in good standing with the Associated Student Government. This means that you are recognized, that your organization's contact information is up-to-date, and that you've completed the necessary volunteer service hours for your group. If you're unsure about whether your group has completed these, visit our RSO Resources webpage (http://www.emporia.edu/asg/rso-startup-resources.html). Next, make sure you make plans for your group's needs ahead of time. This means that, if you're planning an event or travel for the 2012-2013 school year, you apply for an ASG allocation during the 2011-2012 school year.  Allocation Process 1. Complete and submit all of the information included in ASG's Allocation Packet. These packets will be made available on November 14th and will be due by February 16th at 5pm. Find the packet at http://www.emporia.edu/asg/forms.html. 2. After submission, go to the CSI to sign-up for an Allocation Hearing appointment. This hearing is a chance for representatives from your student organization to meet with members of ASG's Fiscal Affairs committee about your RSO’s requests. Hearings will be held February 27th, 29th- March 1st. 3. The final step in the student fee allocation process involves your organization's attendance at the ASG meeting in which the bill to allocate funding for the next academic year will be discussed and voted upon. This meeting will be held on March 29th in Webb #2. *At least one representative from your RSO MUST BE PRESENT at both the hearing AND the ASG meeting in order for your RSO to receive the allocation.

Reserve Funds

For those RSOs who miss the allocation process, there is still an opportunity to receive funding during the school year. To do this, 1. Visit http://www.emporia.edu/asg/forms.html and select the “Reserve Fund Request” packet. 2. Complete the packet and return it to the Fiscal Affairs Committee in the Center for Student Involvement at least six (6) weeks prior to the event to make sure that any funds granted could be available by the time of the event. 3. A representative from your RSO will have to be present at the ASG meeting where your request is voted on by senate. The Fiscal Affairs Committee will contact you with the date and location of that meeting. This is also the meeting where senate will ask you questions about your request.

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How to get your allocation/reserve fund money for: TRIPS Before your RSO goes on a trip, they MUST fill out a Travel Registration form. This can be found at http://emporia.edu/asg/forms.html and must be filled out at least 30 days prior to the trip. Turn in the packet to Anna Dragoo in the Center for Student Involvement. Plane tickets- plane tickets are purchased through the University with your allocated money. If the tickets cost more than your RSO has been allocated, your organization is responsible for paying the excess amount. This process is done by Anna Dragoo, in the CSI office. After your group has returned from the trip, you must return to CSI with your travel receipts in order to be reimbursed. Lodging, mileage, and registration are the categories you can be reimbursed for, if you requested money for them.

SPEAKERS

Speakers must be approved by the university before they get to campus. You must provide Anna Dragoo with contract information 6-8 weeks prior to the event.

PRINTING AND PUBLICITY All printing and publicity must be done through Word Processing, located in Visser Hall. Give them the name of the RSO and the bill will go to your ASG account. Any printing exceeding your allocation budget must be paid for by members of the RSO. *If you have any questions about the reimbursement or travel process, contact Anna Dragoo in the Center for Student Involvement office! (620-341-5003)

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CONFERENCE/SCHEDULING All RSOs have access to use campus facilities for programs and meetings. Remember to ALWAYS check room availability before scheduling programs. In order to schedule any non-academic facility on campus (Memorial Union, Albert Taylor Hall, etc), please call 341-5443 or stop by the Conference/Scheduling office on the first floor of the Memorial Union. Organizations will need to provide the following information:  Name of event  Date(s) of event  Starting and ending time of event  Name of recognized student organization  Name of contact person for event  Address and phone number for contact person  Desired room and room arrangement  Whether or not food/refreshments will be served  Whether or not there will be admission charge A copy of the scheduling form will be sent to the contact person. Verify the information when the form is received. Remember to cancel Memorial Union facilities, rooms and space, if the reservations are no longer needed. There will be a no-show fee of $10 (pre-set room) or $20 (set-up requested) charged to the organization if the room or Memorial Union space reservation has not been cancelled. PLEASE NOTE: Organizations desiring any type of food service on campus must work with the Dining Service company contracted by Emporia State University for such purposes. Dining Service provides a full range of services. The Dining Service office is located in the Union Services Office on the first floor of the Memorial Union. Be prepared to provide the following information: Type of food/refreshment desired  Number of people attending  Amount of budget/funding available  Location where food is to be served

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EVENT PLANNING CHECKLIST _____ If you are planning an event/meeting, you should contact the Conference Scheduling Office (341-5443) for the following:       

Scheduling of room/facility/area – this needs to be done at least 2 weeks prior to the event and sooner if you want to guarantee the availability of a specific room. Set details – tables and chairs, etc. Audio/Visual Equipment – pod/PA, microphones, DVD, LCD projector, etc. Rain Back-up – if outside event. Cash Bank/Box – Cash Bank Request Forms need to be submitted to the MU Cashier, in Conf/Schd., 5 business days before your event. Scheduling of table tents, display cases, banners and pillars to advertise your event. Scheduling of sign holders along the Union’s East entrance wall, for poster displays advertising your event.

_____ If you are planning on using a table on Main Street of the Union that also gets scheduled in the Conf/Schd. Office and you will need to let them know what you will be doing at the table. Also let them know if pop or popcorn is to be given away so they can put you in an appropriate location. _____ Are you charging an admission fee or is this event a fundraiser? Make sure to let Conf/Schd. know about this and remember you will have to pay 10% of the gross receipts for the room rental charge. _____ Have you gone over the MU House Rules for Student Organizations with the committee of your event? The rules are printed on the back of this form and are emailed with the Scheduling Contract from Conf/Schd. _____ Have you met with Ed Franks, Asst. Director of Scheduling and Operations, to get approval for any decorations or additional set up? Final set details need to be given to Conf/Schd. at least 5 working days before your event. _____ Are you showing a movie at your event? If yes, have you spoken with Blythe Eddy, Assoc.Director Union Programs (341-5481) about copy rights? _____ Will you be creating advertisement for your event? If yes, have you spoken with Anna Dragoo, CSI Admin.Asst. (341-5481), about the poster route, rules, deadlines, use of power “E”, etc. _____ Are you giving away pop for your event/meeting? Remember all request forms for free pop need to be submitted to the MU Administration Office 10 business days before your event. (Continued on next page)

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_____ Contact Kimberley Reyes, Dining Service Catering Manager (341-5907), for the following:  Any snack, beverage and/or food must be purchased through Sodexho since they have the food contract with ESU, unless approved by Jeff McCullough, Dining Service General Manager, at the time of the initial scheduling of the event.  Table cloths, napkins, silverware, etc.  Menu choices, catering guide, etc.  Final meal counts need to be given to Jan and Conf/Schd. 3 working days prior to your event. _____ Contact Mike McRell, Bookstore Manager (341-5847), for the following: 

Any items that could be purchased through the bookstore, i.e. T-shirts, made specifically for your event whether for committee staff or for resale.

 

Published books from your speaker, whether for book signing or to display/resale. Promotional items or prizes that will be given away at your event.

_____ Contact the ID Office (341-5859) for the following:  

Questions about Audio/Visual Technical needs for your event. Creating promotional material using the poster maker.

**The Operations Managers can be reached in their office or by dialing 341-5156. They are on duty from 3:00 p.m. to close M-F and the entire time during weekend building hours. They are here to assist you in any situation that may arise. DO NOT HESTITATE to call them.

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MEMORIAL UNION HOUSE RULES FOR STUDENT ORGANIZATIONS The Memorial Union staff looks forward to having your student organization use the Memorial Union as a location for meetings, programs, and social events. Student organizations are not charged for use of the Memorial Union unless people pay to attend your event. Events or fundraisers which charge admission, either through ticket sales or donations, will be assessed a fee of 10% of the gross receipts. Fees for conference use of the Memorial Union will be determined during conference planning sessions with the staff of the Conference/Scheduling Office. These fees are determined based on the size and number of rooms needed, complexity of room sets, technical assistance and equipment needs, and early and/or late building hour requirements. As you plan your event, please take into consideration the following rules and regulations that apply to groups using the Memorial Union: 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. 14. 15. 16. 17. 18. 19.

Shirt and shoes must be worn at all times Audio Visual Techs must be scheduled 5 working days before event Late/Early hours must be scheduled 5 working days before event Use of all tobacco is prohibited in the Union Lost key charge is $25.00 No open flames; candles must be in a votive cup or glass globe that encloses the flame No hay or straw allowed in the building No propping open or blocking stairwell doors No animals except dogs trained to aide people with disabilities No bicycles, skateboards, scooters, roller blades, Heelys (shoes with wheels) or skates allowed in the building Memorial Union will not be responsible for damages or theft Additional clean-up fee for confetti and/or glitter No tape, tacks or pins may be used on walls or floors without prior approval from Conf/Schd. Office No posters, signs, or banners hung without approval from Conf/Schd. Office No sales of food without approval from Dining Service General Manager and Conf/Schd. Office No sales of merchandise without approval from MU Bookstore Manager and Conf/Schd. Office No outside food, beverages and/or snacks allowed anywhere on campus grounds without approval from Dining Service Manager Adult supervision of youth groups is required No alcoholic beverages without prior approval of alcohol request form and fee payment. Contact Conf/Schd. Office for alcohol use policies

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Fraternal Relevance Assessment Program The Fraternal Relevance Assessment Program is a new initiative in Greek Life. This annual evaluation and awards program will be implemented beginning in January 2010. The purposes of this program are to:  Encourage chapters to uphold the missions, values and standards of their respective organizations and promote the Greek Life community values of leadership, scholarship, citizenship, stewardship and friendship;  Assess the organizational health of each chapter and the overall Greek community and provide feedback for chapters on strengths and growth areas;  Demonstrate the value and relevance of Greek Life at ESU and measure achievement of ESU Student Life learning outcomes;  Gather data for use in marketing Greek Life; and  Reward chapters who demonstrate values-action congruence. Pre-Program Trainings A training and development program to provide students the opportunity to see where chapters are currently at in understanding and applying the purpose, mission and implementation of the Fraternal Relevance Assessment Program. Internal Evaluation The chapter will evaluate the degree to which outcomes were achieved by providing written summaries and documentation for each section in the Chapter Assessment Application Guidelines. Written External Evaluation The chapter will submit the Chapter Assessment Application to the External Assessment Team. This team will evaluate the chapter’s written application using the Chapter Assessment Rubric. Chapters will include video documentation or pictures of the events demonstrating each area of the assessment program. Oral Videoed External Evaluation The chapter will have 15 minutes to present an overview of their application packet to a panel of External Assessment Team members. This will provide the chapter with an opportunity to expand on information contained in the written application. The presentation will be followed by a 15‐minute question and answer session. This will provide the External Assessment Team with an opportunity to clarify information and offer on‐the‐spot feedback. The chapter will be videotaped during their 15 minute presentation and question and answer session. Chapter Consultation The chapter will have a follow-up consultation with the Assistant Director for Greek Life. During this consultation the Assistant Director will go over the External Assessment Team’s feedback and watch the video; the chapter and the Assistant Director will discuss the results of the assessment program and develop strategies for the chapter to implement.

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2013-2014 Greek Life Comprehensive Calendar August 16

Freshman Move-In 7:30AM-2:00 PM Towers Complex *Refer to Orientation Guidelines for additional information.

August 16

PHA Formal Recruitment Meeting (Required for PHA Chapters) ALL Chapters & Members Preston Family Room

1:00 PM

General Assembly (Not Required) Webb Hall *Refer to Orientation Guidelines for additional information.

2:00-4:00 PM

Social Excellence: Recruitment Workshop Phired Up Productions (ATTENDANCE IS HIGHLY ENCOURAGED) Ballroom

1:00-2:30 PM

August

16

August 17

August

18

Maura Cullen Speaker (Greek Life Required Event) Webb Hall *Refer to Orientation Guidelines for additional information.

1:00-2:30 PM

August

18

Information Sessions (Not Required) Memorial Union *Refer to Orientation Guidelines for additional information.

2:30- 4:30 PM

August

18

Presidents Leadership Academy 4:30-6:30 PM (Required for All Greek Presidents & 1 Exec. Board Member) PKP Room (Basement of Memorial Union, next to International Ed.)

August

19

Campus & Community Pride Night (Block Party) (Not Required) Albert Taylor Hall & Commercial Street

6:00-9:00 PM

Party on the Lawn (Not Required) Plumb Hall Lawn

8:00-10 PM

August 20

August

August 21-24

21

Huge Activities Fair 10-2 PM (Not Required, you must register your organization to participate) PHA Formal Recruitment

TBA

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*Refer to Formal Recruitment schedule for details. Fan Lin Fire Prevention Workshop (Not Required) Webb Hall

August 27

4:00 PM

September

3

Self-Defense Workshop (Not Required) Location TBD

8:00 PM

September

6

Presidents Leadership Council All Greek Life Presidents & 1 Executive Member Greek Room

4:00 PM

September

12

Fall Career Fair (Not Required) Webb Hall & Ballroom

TBD

September

12

ESU Hornet Football Game (Greek Night) Wear letters – Potential Recruitment Opportunity Welch Stadium

7:00 PM

September

18

Greek Advisory Council All Chapter Advisors Blue Key

5:15 PM

September

20

Fraternal Relevance Assessment Program RE-Group Greek Room

9:00 AM or 3:00 PM

September

20

Presidents Leadership Council All Greek Life Presidents & 1 Executive Member Greek Room

4:00 PM

September

28

Family Day Weekend All Day Chapters are encouraged to invite family and friends to Family Day. Come out to the Black Hole at 11:00 AM and then hit the football game at 1:00 PM.

October

4

Presidents Leadership Council All Greek Life Presidents & 1 Executive Member Greek Room

4:00 PM

October

9-12

Homecoming

All Week

October

16

Greek Advisory Council All Chapter Advisors Greek Room

5:15 PM

13


November

1

Presidents Leadership Council All Greek Life Presidents & 1 Executive Member Greek Room

November

1

Fraternal Relevance Assessment Rough Draft Due by 5:00 PM (Not Required) Feedback will be given on the Chapter Relevance Plan & Video

November

8

Presidents Leadership Council All Greek Life Presidents & 1 Executive Member Greek Room

4:00 PM

November

13

Greek Advisory Council All Chapter Advisors Blue Key

5:15 PM

December

13

FRAP DUE 2013 Center for Student Involvement MUST BE AN ELECTRONIC SUBMISSION

by 5:00 PM

February

5

Advisor Meeting All Chapter Advisors Greek Room

5:15 PM

February

7

Understanding FRAP 2014 Greek Room

9:00 AM or 3:00 PM

February

7

Presidents Leadership Council All Greek Life Presidents & 1 Executive Member Greek Room

4:00 PM

February

TBD

FRAP 2013: Oral External Evaluation Meeting CSI: Heart of America Room

1-5 PM

February

20

Extreme Makeover (Not Required) Career & Professional Development Sponsored by: Career Services & Greek Life Webb Hall

7:00 PM

February 21-22

March

4:00 PM

Mosaic of ESU (Free Event) Overnight (Greek Life Required only 5 members or 10 % of the Chapter) Camp Wood 7

Presidents Leadership Council All Greek Life Presidents & 1 Executive Member Greek Room

4:00 PM

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March

10

Safe Spring Break (Not Required) Recreation Center

7:00 PM

April

9

Advisor Meeting All Chapter Advisors Greek Room

5:15 PM

April

11

Presidents Leadership Council 4:00 PM All Greek Life Presidents & 1 Executive Member Greek Room

April

14-18

Greek Week Greek Awards Night (April 17)

TBA

April

21-25

Review Chapter FRAP 2013 Heart of America Room

TBA

April

25

Presidents Leadership Council 4:00 PM All Greek Life Presidents & 1 Executive Member Blue Key

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Greek Life Director of Greek Life Fraternity & Sorority Chapter Visits

Please confirm your date with the director; if you do not confirm then the director will not visit your chapter. If the date below does not work for your chapter, please work with the director to coordinate a different date and time. September 17th, 2013 Alpha Sigma Alpha @ 5:30 PM Alpha Sigma Tau @ 5:45 PM Sigma Sigma Sigma @ 6:00 PM Chi Omega @ 6:15 PM

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T

W

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September 24th, 2013 Alpha Kappa Lambda 5:30 PM Kappa Sigma @ 5:45 PM Phi Delta Theta @ 6:00 PM October 8th, 2013 Sigma Tau Gamma @ 5:30 PM Sigma Pi @ 5:45 PM Sigma Phi Epsilon @ 6:00 PM

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AUGUST 1

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September 23rd, 2013 Sigma Gamma Rho @ 4:00 PM Sigma Rhomeo @4:20 PM Zeta Phi Beta @ 4:40 PM

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SEPTEMBER

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OCTOBER

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NOVEMBER

DECEMBER 1

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Chapter visits are an opportunity for the entire chapter to meet with the director of Greek Life. During the visit, the director will update the chapter on any goals and initiatives for the department of Greek Life, including the university, and will field any questions comments of the chapter. This year the director will be meeting with several chapters in one night and will go in the order listed above. The approximate times are listed above.

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Director of Greek Life Comprehensive Calendar | 2013-2014 Fall 2013 August

16

Freshman Move-In

7:30AM-2:00 PM

August

16

PHA Formal Recruitment Meeting

1:00 PM

August

16

General Assembly

2:00-4:00 PM

August

17

Social Excellence: Recruitment Workshop

1:00-2:30 PM

August

18

Maura Cullen Speaker

1:00-2:30 PM

August

18

Presidents Leadership Academy

4:30-6:30 PM

August

21-24

PHA Formal Recruitment

TBA

September

3

IFC Bid Night

7:00 PM

September

6

Presidents Leadership Council

4:00 PM

September

18

Greek Advisory Council

5:15 PM

September

20

FRAP RE-Group

September

20

Presidents Leadership Council

4:00 PM

September

28

Family Day Weekend

All Day

October

4

Presidents Leadership Council

4:00 PM

October

16

Greek Advisory Council

5:15 PM

November

1

Presidents Leadership Council

4:00 PM

November

1

Fraternal Relevance Assessment Rough Draft Due by 5:00 PM

November

13

Greek Advisory Council

5:15 PM

November

15

Presidents Leadership Council

4:00 PM

9:00 AM or 3:00 PM

17


Spring 2014 February

5

Advisor Meeting

5:15 PM

February

7

Understanding FRAP 2014

February

7

Presidents Leadership Council

4:00 PM

February

TBD

FRAP 2013: Oral External Evaluation Meeting

1-5 PM

March

5

Advisor Meeting

5:15 PM

March

7

Presidents Leadership Council

4:00 PM

March

21

Presidents Leadership Council

4:00 PM

April

9

Advisor Meeting

5:15 PM

April

11

Presidents Leadership Council

4:00 PM

April

14-18

Greek Week

TBA

April

21-25

Review Chapter FRAP 2013

TBA

April

25

Presidents Leadership Council

4:00 PM

9:00 AM or 3:00 PM

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