Registered Student Organizations
Officer Training 2013
Welcome
Organization Basics
Student Activities and Involvement
(SAI)
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Location: 300 J. Wayne Reitz Union
Phone: 352-392-1671
Email: saidesk@studentinvolvement.ufl.edu
Website: www.studentinvolvement.ufl.edu
Regular Hours:
Monday-Thursday: 8am to 8pm
Friday: 8am to 5pm
Saturday: CLOSED
Sunday: 3pm to 8pm
Organization Basics
Student Organization
Registration
• Fall Cycle – April 15 – September 13
All organizations must re-register during this time
• Spring Cycle – January 1 – January 15
Only new organizations or inactive organizations
New for 2013-2014: New constitution guidelines, all
organizations must submit an updated constitution
www.studentinvolvement.ufl.edu/gatorconnect
Organization Basics
Registration Requirements
No student organization may have the same name/mission/purpose
of a currently registered student organization
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10 active members including President and Treasurer
Student Organization Advisor
Current constitution
Complete officer training
Student Activities and Involvement may suspend an organization’s
registration for violation of University statutes, rules, policies, and
procedures, and/or state, federal, or local law, non-compliance with
organization registration procedures and constitution requirements,
and disciplinary action
Organization Basics
Benefits and Privileges
• Use of University facilities: buildings, grounds,
services (some may have fees for use)
• Host events on campus at deeply discounted
rates
• Apply for funding from Student Government
• Catering Scholarship
• Apply for space allocation in the Reitz Union
• Hang banners
• Access to UF technology
Organization Basics
Relationship with
University of Florida
• Your organization is NOT . . .
• Considered part of University of Florida.
• Covered by the University’s insurance (you may
purchase separate insurance if necessary).
• Tax exempt – Your organization IS taxable and
therefore you must apply for Federal tax exempt
status through the IRS.
• Allowed to use UF or UAA logos.
Organization Basics
Gator Connect
• Gator Connect is a comprehensive student organization
information system that allows Student Activities and
Involvement to increase the level of service provided to
students, student organizations, campus partners, and
stakeholders.
www.studentinvolvement.ufl.edu/gatorconnect
ufl.collegiatelink.net
All information stored on Gator Connect must be updated
and accurate at all times.
Organization Basics
Gator Connect Features
• Communication to all or selected organization members
• Interactive wall for internal information and updates
• Interest matching with students
• Creation of forms to collect survey, travel, or participation information
• Store documents such as meeting minutes, agendas, and membership
training information
• Photo albums to document events
• Event submission process based on specific conditions
• Simplified online registration related to each organization type
• Elections for organizational positions
• Service hour tracking
Organization Basics
Changing Officers
• Gator Connect must be kept up to date or SAI
may suspend your organization
– Go into Gator Connect and your organization’s
page.
– Select “roster” followed by “manage roster”.
– From here you can edit positions for individuals
and create new positions.
– “Manage Positions” allows you to change the
access someone has on your Gator Connect page
Organization Basics
Updating your Constitution
• Everyone must submit a new constitution
this year – this is done through the
registration process.
• If changes need to be made after registration
– use the form on Gator Connect (under
campus links) to submit a newer version.
• SAI will review the request and post the new
constitution on your page.
Organization Basics
Changing the Name of Your
Organization
• A name change can be completed during the
registration process on the “organization
profile” step.
• Outside of registration, contact SAI directly to
request the change.
– Email the existing name and the requested new
name to saidesk@studentinvolvement.ufl.edu
– This may only be done by the current president
Organization Basics
Programming Basics
Programs and Events
• First things to think about before implementing
a program:
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What type of event or program?
Where will the event take place?
When will the event take place?
Who is the targeted audience?
How will you accomplish the goals of your event?
• Once you have decided on an event, fill out an
Event Submission in Gator Connect to start the
Event Approval Process.
Programming Basics
Tabling Information
• Tabling is allowed in three places regularly: Reitz
Union NW Walkway and Breezeway, Turlington Plaza,
and Plaza of the Americas
• Each organization can request to table up to 10 times
in a 30 day period (per month)
• Tabling requires a permit!
• Make sure you do NOT:
– Use amplified sound at either location except for a
portable radio (laptop)
– Use extension cords across either location at any time
– Block any pedestrian or vehicular traffic
– Allow vehicles to be parked on either location
Programming Basics
Banner Information
• There are 10 banner locations on campus:
– 6 at the Reitz Union
– 4 in Plaza of the Americas
• Reservations are done in person in Student Activities
and Involvement
• Organizations may reserve banner space for up to 5
days in a 30 day period (month)
• Reservations can only be made 30 days out from the
date requested
• Banners must come down by 5pm on the last day
reserved
Programming Basics
Permits
• What is a permit:
– Certificate that verifies and event and serves as
confirmation and approval to host the requested event
• Who can permit:
– The President and Treasurer have full access and can
assign additional access
• When to permit:
– ALL events on campus require a permit except general
organization meetings
– AT LEAST 2 weeks prior to the event (10 business days)
Programming Basics
Permits
• Where is the permit:
– Gator Connect website and click on “Create an
Event” within your organization
• Permits allow SAI to communicate with
organizations and other campus partners to
ensure your event is successful. Check your
permit regularly for updates:
– In Gator Connect, select “My Submissions” from
your personal menu to get to your event
submissions
Programming Basics
Programming Off Campus
• Off campus events do not generally require a
permit.
• When planning off campus events, use your
best judgment and planning skills to ensure a
successful, positive experience at your event
or program
Programming Basics
Weekly Meetings
• No permit is needed – just an official space reservation
Reserve your space directly with the office responsible for
that area. Reitz Union:
• Meeting Rooms, Ballrooms, Auditorium/Cinema
• Instructions found on their website (www.union.ufl.edu)
• The President must complete the required Authorized Contact Form
before submitting reservation
• SAI:
– Plaza of the Americas, Turlington, and banner space
• Office of the Registrar:
– Most classrooms
Programming Basics
General Policies
• No Fireworks or Pyrotechnics (unless approved about 4-week process)
– See the Fire Safety Policy and Procedure for
Fireworks by Environmental Health & Safety
• No Live animals are allowed on campus (except
assistance animals)
– See the Institutional Animal Care and Use Committee
• Staked tents are not allowed unless proper dig
permits are filed in advance (2-week process)
Programming Basics
Food Policies
The UF Food Contract states the Reitz Union and surrounding areas is
restricted to using Aramark/Classic Fare Catering (see JWRU food
policy).
• Food Form must be filled out with the SAI staff (permit)
• The sale of ANY food by student organizations is prohibited
• Any food given away must be prepared in kitchens inspected by
the Health Department (i.e., restaurants or caterers) so you may
not bake anything in your home kitchens and give it away
• Off-campus vendors may only give away food at Turlington Plaza,
Plaza of Americas, Norman Field, Hume Field, Maguire Field.
A Catering Scholarship may be available to your organization!
Programming Basics
Alcohol Policies
• Alcoholic beverages may be served or sold at an oncampus function sponsored by a student organization
only in very limited situations. Prior written approval
from the Dean of Students Office and an event permit
from Student Activities & Involvement are required
• For off-campus events where alcohol may be served,
please review the best practices for Off-Campus
Events in the Student Organization Handbook
• Your organization is responsible for following the law
and being safe!
• Please review the University of Florida Alcohol Policy
for more information
Programming Basics
Sound Policies
Must be cleared through staff in Student
Activities & Involvement.
• Not allowed during class time outdoors on
campus
• Not allowed during the day outside in the
area around Turlington
See Chapter 2 of the Florida Regulations for
more information on sound in Outdoor Areas.
Programming Basics
Contracts
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Any time you are paying an individual or business to perform a service. This shall
include but is not limited to:
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Bands (any musical performance)
Lecturer/Speaker (any person presenting a lecture)
DJ
Graphic Designers
Instructors (yoga, dance, etc)
Etc..
The SAI must be involved in all contact with agents for speakers, negotiations and
offers. A verbal offer on the phone is considered binding.
Student organizations may not legally do contracts with outside vendors.
At least 15 business days (3 weeks) in advance.
For Bands please meet with SAI Staff to assist you in contract negotiation and
planning. All Concerts must be co-sponsored by Student Government
Productions or Reitz Union Board Entertainment.
Programming Basics
Advertising
• Advertisements
– Must have Organizational Logo on them
– Materials making reference to the use, sale, consumption or distribution of
alcohol or illegal drugs are prohibited, including, but not limited to
advertising of 2-4-1 specials, beat-the-clock deals, happy hours, lady’s night,
or illustrations/photos depicting these activities
• Posting Materials
– Posters or flyers may be placed on public bulletin boards around campus
– Post on outside official university bulletin boards only (No trees, walls,
doors, cars, etc.)
– Posting materials in on-campus housing facilities requires permission from
Housing
• Passing Out Materials
– No leaving stacks of materials unattended on university grounds
– No distribution/posting of materials inside university buildings
– Materials may not be forced on individuals or thrown on ground as litter
Programming Basics
Breakout Sessions
Leadership and Responsibility
Leadership
• Networking
– Encourage collaboration with other student organizations and
stakeholders around campus to provide networking
opportunities. Also keep in contact with the alumni members of
your organization as resources.
• Balance
– Encourage your members to balance their involvement, work, and
life. Your first priority is receiving your degree. No one should feel
burnt out or feel as if they are doing all the work.
• Support system
– Your executive board and the members of your organization are a
support system for each other. Keep everyone communicating
effectively and promote relationships within your organization to
continue the success of the organization.
Leadership and Responsibility
Officer Eligibility
• Undergraduate students
– Full-time students – Twelve (12) credits in the Fall and Spring semesters
– Minimum 2.5 cumulative academic average
• Graduate and professional students
– Full-time student
• For the graduate or professional program in which you are enrolled, or
• Eight (8) credits if appointed to a half-time graduate assistantship, or
• Nine (9) credits if appointed to a one-third time graduate assistantship.
– Minimum of 3.0 cumulative academic average
• Or at least the minimum grade point average required to remain in good standing with
the graduate or professional program in which they are enrolled
• Postgraduate students, including post-baccalaureate students
– Must be enrolled for at least twelve (12) credits
– May not hold an office in a student organization for more than one semester
while in postgraduate status
Leadership and Responsibility
Officer Eligibility Process
• Eligibility checks will be conducted by SAI
periodically and officers not meeting the
eligibility requirements will be notified by the
SAI that they must relinquish their offices
– Appeals must be filed within ten (10) days of the
date on the notice and will be heard by the Appeals
Committee (SAI and many other campus
departments)
– If the appeal is not successful, the President of the
organization will be notified and will have up to two
(2) weeks to update and remove that officer online
or the organization will be suspended
Leadership and Responsibility
Student Organization
Advisors
• Who can be an Advisor?
– Full time, salaried faculty and professional (or
approved) staff members as long as they are not
on leave during their term
– Student teaching assistants and some adjunct
professors and non-professional staff are not
eligible to serve as advisors
• Resources for Advisors
– A monthly newsletter is sent out to all Advisors
– Advisor training through SAI
Leadership and Responsibility
Financial Responsibility
• Financial stewardship
– You are expected to practice careful and responsible management of
something entrusted to your care
– You have a responsibility to others and the community
– This promotes individual and group integrity
• Student organizations that don’t already receive funding from SG are
allowed to charge dues and apply for activity and service fees from SG
– The way in which you receive money needs to be clearly stated in your
Constitution
• Students who receive SG funding can set up a bank account in the SG
Finance Office, Room 337 of the J. Wayne Reitz Union, or call 392-1623,
between 8:00 a.m. and 5:00 p.m., Monday through Friday
• If you do not receive SG funding, you may use any bank of your choice
Leadership and Responsibility
University Regulations
• Ethical Decision Making
– Always desire to do the right thing and set an
example for the members of your organization even
when times get tough. Lay out expectations, hold
yourself as well as your members accountable and
treat everyone fairly – Hazing is by all means,
PROHIBITED and will not be tolerated.
• In order to be registered, student organizations
must comply with the University of Florida’s
Non-Discrimination, Sexual Harassment, and
Hazing Policies.
Leadership and Responsibility
Non-Discrimination
Information
• An organization must agree that it will not
discriminate on the basis of race, creed, color,
religion, age, disability, sex, sexual
orientation, gender identity and expression,
marital status, national origin, political
opinions or affiliations, genetic information
and veteran status as protected under the
Vietnam Era Veterans' Readjustment
Assistance Act.
Leadership and Responsibility
Sexual Harassment
Information
• An organization must agree that it will not
engage in any activity that is unwelcome
conduct of sexual nature that creates a
hostile environment.
Leadership and Responsibility
Anti-Hazing Information
• An organization must agree that it will not
initiate, support, or encourage any events or
situations that recklessly, by design, or
intentionally endanger the mental or physical
health or safety of a student for any purpose
including but not limited to initiation or
admission into or affiliation with any student
group or organization.
Leadership and Responsibility
Hazing Alternatives
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Foster Unity
Develop Problem-Solving Abilities
Develop Leadership Skills
Instill a Sense of Membership
Promote Scholarship
Build Awareness of the Organization's History
Aid Career Goals
Involve Members in the Community
Improve Relations with Other Organizations
Leadership and Responsibility
Responsibility to Report
• If an organization becomes aware of any such
conduct described today, the organization
will report it immediately to Student
Activities and Involvement, the Director of
Student Conduct and Conflict Resolution, or
the University’s Title IX Coordinator.
Leadership and Responsibility
Student Leader Contract
Leadership and Responsibility
Resources
• Student Activities and Involvement website:
studentinvolvement.ufl.edu
• Student Activities and Involvement staff
• Involvement Team
• Training Information available online
• Student Organization Handbook
• Program Planning Guide
Important Dates
• September 10, 11, 12 – Fall Student
Organization Fair
• September 13 – Registration is due
Thank you and let SAI help you have a
successful year!
Q&A