USC Marshall School of Business
Office of Undergraduate Student Services
Student Organization Advisor Handbook
2014-2015
TABLE OF CONTENTS
Introduction
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Advisor Role and Responsibilities
3
Important Contacts
4
Marshall Undergraduate Student Services Office
4
USC Office of Campus Activities
4
USC Scheduling Office
4
Advisor Expectation Checklist
5
USC Recognition Requirements
6
USC Recognition Process
6
Online Advisor Form
6
Notification of Recognition
6
Marshall Recognition Requirements
7
Marshall Recognition Process
7
Maintaining Marshall Recognition
8
Benefits of Marshall Recognition
8
Marshall Funding
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Bank Accounts
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Additional Resources
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INTRODUCTION
The Marshall School of Business recognizes the importance of student organizations to build leadership,
encourage teamwork, and sharpen networking skills. Through their involvement in any of Marshall’s
more than 40 organizations, students interact with employers, faculty, alumni and peers who provide
guidance in areas such as academic coursework and professional pursuits.
USC requires that every recognized student organization have a faculty or staff advisor. Primarily, the
advisor serves as a resource person for the organization. Advisors counsel and advise student
organizations by asking the "tough" questions, assisting students through their thinking process, and
challenging the organization to go beyond the status quo. Advisors also provide continuity for an
organization by passing along valuable information regarding the organization’s history, traditions, and
past accomplishments. An active advisor improves the effectiveness of an organization while also
assisting in the positive development of its student members.
ADVISOR ROLE AND RESPONSIBILITIES
Advisors have three broad functions:
To facilitate student growth and development
2. To add to group continuity as members graduate and serve as a liaison between the university and
the organization
3. To assist in the areas of program content and purpose
1.
An advisor’s specific responsibilities depend on the student organization’s needs and the advisor’s
leadership style and level of commitment. The advisor should never be considered just a signature in
order to receive recognition. The new student leadership of the organization and the advisor should have
a conversation early on to determine the role and expectations of the advisor and the advisor's
expectations of the students. It is important the advisor and the organization agree upon the advisor’s
role and responsibilities at the beginning of their relationship and continue to evaluate and revise
expectations as needed.
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IMPORTANT CONTACTS
Marshall Office of Undergraduate Student Services
BRI 105
213-740-5705
studentservices@marshall.usc.edu
Anne Ziemniak, Program Manager
anne.ziemniak@marshall.usc.edu
Anne Ziemniak is the primary coordinator for Marshall Student Organizations. Advisors may contact
Anne with any questions or concerns.
Sean O'Connell, Associate Director
seanocon@marshall.usc.edu
Katie Impelman, Career Development Advisor
kimpelman@marshall.usc.edu
Molly Mockovak
mockovak@marshall.usc.edu
USC Office of Campus Activities
Lily Chowana-Bandhu, Associate Director
213-740-5693
Peer Leadership Consultants
213-740-5341, plc@usc.edu
USC Scheduling Office
All reservations must be made via the Scheduling Website (http://sait.usc.edu/scheduling/).
All reservations must be made online for the following facilities:
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banner space request
classroom request
display cases and light posts request
outdoor venue request
Trousdale table space request
indoor venue request
vendor request
classroom cancel/change request
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ADVISOR EXPECTATION CHECKLIST
Use the following expectations as a starting point for discussion. Clarify who (the advisor or the student
organization) will take responsibility for each task.
 Attend at least 2 general meetings per semester.
 Attend at least 2 executive board meetings per semester.
 Explain University policy to the executive board and depend upon the officers to carry it out through
their leadership.
 Explain University policy to the entire membership at a general meeting once a year.
 Serve as parliamentarian for the group.
 Speak up during discussion when s/he has relevant information to share.
 Speak up during discussion when s/he believes the group is likely to make a poor decision.
 Exert his/her influence with officers between meetings.
 Take an active part in formulating the goals of the group.
 Initiate ideas for discussion when s/he believes they will assist the group.
 Act as one of the group, except for voting and holding office.
 Require the treasurer to clear all expenditures with him/her before financial commitments are made.
 Request to see the treasurer's book at the end of the semester.
 Check the secretary's minutes before they are written in a final form
 Get carbon copied on all official email correspondence.
 Keep official organizational files in his/her office.
 Inform the group of infractions of their bylaws, codes, standing rules, and constitution.
 Keep the group aware of its stated objectives when planning events.
 Veto a decision when it violates a stated objective, the bylaws, codes, standing rules, constitution or
University policy.
 Mediate interpersonal conflicts that arise.
 Let the group work out problems and resolve conflict.
 Conduct an evaluation of each activity by the students responsible for it.
 Take the initiative in creating teamwork and cooperation.
 Let the group thrive on its merits; do not interfere unless requested to do so.
 Represent the group in any conflicts with members of the University staff.
 Be familiar with, and explain, USC facilities, services, and procedures that affect group activities.
 Recommend programs, speakers, etc.
 Take an active part in the transition of responsibilities between old and new officers at the end of
each leadership term.
 Consult with the organization and cancel any activities if they have been inadequately planned.
 Advertise events that the group has planned in classes, if relevant.
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USC RECOGNITION REQUIREMENTS
Applications for fall recognition will be accepted starting on Thursday, August 1, 2013. The deadline to
be recognized is Tuesday, October 1, 2013 at 5:00 pm. Organizations not recognized by this deadline
will not be eligible for any USC student organization privileges, including the ability to apply for funding,
request space, and access to website/email accounts.
NOTE: If your organization wishes to seek Marshall recognition, USC recognition is also
required.
USC RECOGNITION PROCESS
1. Submit an online application* http://sait.usc.edu/stuorgs/pages/stuorgsapp.html
2. Submit an online advisor form http://sait.usc.edu/stuorgs/pages/advform.asp
3. Submit a Constitution (only for new organizations or organizations making changes to their existing
constitution)
4. Submit a roster with full names of all members (can be updated throughout year)
5. Attend a mandatory student organization meeting. Dates for fall 2013 include: Wednesday,
September 4, 4-5 p.m., Bovard Auditorium; Thursday, September 12, 12-1 p.m., TCC 450;
Wednesday, September 18, 6-7 p.m., TCC 450; Monday, September 23, 4-5pm, TCC 450.
*Complete the entire online form. Incomplete applications or applications not submitted online will NOT
be processed.
The Peer Leadership Consultants, located in the Office of Campus Activities in the Tutor Campus Center,
are available to assist you in the recognition process. (PLC can also be contacted via 213-740-5693 or
plc@usc.edu.) Visit http://sait.usc.edu/stuorgs/recognized.shtml for more information.
ONLINE ADVISOR FORM
Advisors must fill out and submit the ADVISOR FORM. This application must be sent from the advisor's email in order for it to be processed. The direct URL is: http://sait.usc.edu/stuorgs/pages/advform.asp.
Advisor Forms are only accepted online.
NOTIFICATION OF RECOGNITION
Organization-designated contact person will receive e-mail notification of application status. A
recognition letter is mailed to the contact once the recognition process is complete. A letter is also mailed
to the advisor stating the organization’s recognition status for the upcoming academic year.
Organizations should be contacted in approximately 48 hours (not including weekends and holidays)
after receiving the completed application, advisor form, and constitution (if needed). Students should not
assume their organization is recognized just because an application was submitted.
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MARSHALL RECOGNITION REQUIREMENTS
Student organizations will be recognized by Marshall at the beginning of the fall and spring semesters
only. All paperwork must be submitted one month prior to the semester you wish to receive recognition.
MARSHALL RECOGNITION PROCESS
1. Receive recognition from the USC Office of Campus Activities
2. Receive recognition from the Marshall School of Business (Marshall Student Services Office, BRI 105)
3. Provide the Undergraduate Student Services program manager with the following documentation:
NEW AND RETURNING ORGANIZATIONS
 Proof of USC recognition
 Contact information for key leaders in the organization
 A calendar of key events and activities planned for the semester
 A fundraising strategy
 A budget, including membership fees/ dues, if any
 Corporate donor lists
 A listed Marshall faculty advisor
NEW ORGANZATIONS ONLY
 Proof of interest from other students (i.e., survey results, informal poll results, etc.)
 The organization’s mission statement
 The organization's purpose and goals
 A list of benefits the organization provides to the Marshall and USC communities
 A proposed leadership structure
4. Submit to Anne Ziemniak, Program Manager, at anne.ziemniak@marshall.usc.edu
Following submission of the appropriate forms and documentation, the Undergraduate Student Services
Program Coordinator will meet with each interested organization to determine whether or not the
organization has followed applicable rules and regulations. Members of the Marshall Council (MC), the
governing body for all Marshall organizations, will also be consulted.
Both parties will determine whether or not the organization is aligned with Marshall goals and student
needs. If the program manager approves the proposal, Marshall will properly recognize the organization.
All new presidents will be automatic members of the Marshall Council.
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MAINTAINING MARSHALL RECOGNITION
In order to remain a Marshall student organization, the following criteria will need to be met every year.
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President must participate in Student Organization President’s Retreat in late August 2013
Organization must make a mandatory presentation in late August to members of the Student
Services Office outlining key accomplishments, goals, events, etc. planned for the year.
President must attend all Marshall Council meetings. The Marshall Council meets once per month
during the academic year. If president cannot attend, a designated officer must attend in his/her
place. Attendance will be tracked, and only one absence per semester per organization will be
allowed. Failure to attend will result in lack of financial sponsorship by the Student Services Office.
Organization must follow applicable regulations and rules established by the University and the
Marshall School of Business.
Organization must participate in the New Student Welcome (fall) and the Student
Organization Showcase (spring)
Organization must submit operating plans for both the fall and spring semesters
BENEFITS OF MARSHALL RECOGNITION
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Affiliation with the Marshall School
Consideration for Marshall funding.
Ability to reserve Marshall classrooms for organization meetings
Listing of organization in Student Services Office brochure and on Marshall website
(http://www.marshall.usc.edu/undergraduate/organizations)
Listing of organization at summer and spring freshmen and transfer orientations sessions
First access to internship and job postings forwarded by the Student Services Office
Opportunity to represent Marshall School leadership at receptions, university events, etc.
Access to media coverage by Marshall Communications Department (based on organization’s
planned events, successes, etc.)
Attendance at “Marshall Student Organization Recognition Banquet” (late April)
Access to USC Professional Funding Board (http://sait.usc.edu/ca/funding/)
Opportunity to apply for additional funding through the Student Services Office and MBSG
(groups must make a concerted effort to apply for funding from USG as well)
Use of student organization platform - CampusGroups
(https://marshall.campusgroups.com/home)
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MARSHALL FUNDING
The Student Services Office will allocate some funds to approved Marshall student organizations, who
have consistently maintained minimum recognition standard. The following requirements must be met
in order to be eligible for funding:
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Event/activity must be of sufficient interest that students who are not members of the
organization could reasonably attend.
All university and Marshall School policies must be observed (NO alcohol will be served at an
undergraduate event).
Funding will not be given for end of year banquets without prior approval and only 30% of your
allotted funds may be used for these types of activities.
A funding request form must be submitted each time a group would like to access funds. The
form should contain all estimates for event costs from approved USC vendors. Depending on the
expenditure, if a vendor is not USC-approved student groups may not be able to use their
services.
The Student Services Office must receive the request for funding with at least two weeks of notice
before expenditure requests take place.
Proper USC reimbursement forms must accompany all original receipts.
Receipts listing the business purpose should be submitted to the Student Services Office (BRI 105)
within two weeks of the conclusion of your event.
Funding amounts are generally between $250-$750 per organization, per semester depending on
the organization’s commitment, performance, consistency, etc. Funding is earned; not all
Marshall organizations are entitled to receive funding.
Forms can be found at: http://students.marshall.usc.edu/undergrad/student-organizations/studentorganization-resources/
For all funding-related questions, students should contact the Student Services Office
(studentservices@marshall.usc.edu).
BANK ACCOUNTS
Student organizations may open a bank account. It is recommended they open an account with the USC
Credit Union. These accounts CANNOT accept a deposit directly with University money. Please go the
Credit Union to establish the account.
Organizations will need:
1. A completed Account Authorization Form (available from Campus Activities)
2. A copy of the USC recognition letter sent when the organization received recognition
3. A completed signature card with signatures from at least two students and the organization’s advisor
(provided by the USC Credit Union)
4. A completed Tax Identification Form (provided by the USC Credit Union)
If students or advisors encounter any problems transitioning accounts, please contact Anne Ziemniak.
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ADDITIONAL RESOURCES
USC Funding Resources - Find applications, resources, and instructions for five different funding
sources to meet your organization’s specific funding needs. Available at http://sait.usc.edu/ca/funding/
Leader Notes - Enjoy access to a collection of one-page documents to help student leaders effectively
manage their organizations. Available at http://sait.usc.edu/stuorgs/leader_notes.shtml
WEBSITE AND EMAIL ACCOUNTS
All recognized student organizations are eligible to receive an email address and website. To obtain an
email and website address, organizations can complete an online form. Groups with existing accounts
need only to renew their recognition before the first Monday in October to keep their accounts active.
ISD will automatically place a disclaimer on all website pages.
Application available at http://www.usc.edu/its/services/accounts/applications/app-student_org.pdf
Additionally, Marshall recognized organizations have access to a CampusGroups account. New accounts
will be activated at the beginning of each academic year. Organizations who continue to maintain their
recognition status will have access to CampusGroups.
To access your account, go to http://clubs.marshall.usc.edu/.
COMMONLY USED VENDORS
http://fbs.usc.edu/depts/purchasing/object.aspx?object_id=688
http://students.marshall.usc.edu/undergrad/leadership-development/student-organizations/studentorganization-resources/
OTHER QUESTIONS AND CONCERNS
If advisors have any questions or concerns regarding their student organization, rules, procedures, etc.,
they can schedule an appointment with Anne Ziemniak at anne.ziemniak@marshall.usc.edu.
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