Clubs & Organizations
Advisor Orientation
Resources
Office of Student Life
& Cultural Centers
Areas under the Office of Student Life & Cultural Centers:
• African American Student Center
• Asian & Pacific Islander Student Center
• Cesar E. Chavez Center for Higher Education
• Clubs and Organizations
• Greek Life
• Leadership Development
• myBAR
• Native American Student Center
• Pride Center
• Scheduling
• Violence Prevention & Women’s Resource Center
Resources & Services
Office of Student Life & Cultural Centers (26-124 Main Office)
• Mailboxes & Packages – check it frequently
Your Club Name
c/o Office of Student Life & Cultural Centers
3801 W. Temple Ave, Pomona, CA 91768
• Flyer Approval
• Archives – club bylaws & officer history
• Universal Signers – La’Keisha Beard, Jami Grosser, Byron Howlett
& Sharon Rocacorba
– Make the effort to seek out your advisor(s)
– Allow 72 hours turn-around time
– Universal signer will contact the advisor directly to let them know that a universal
signer has been requested and to seek the advisor’s approval.
– There will be no automatic universal signing without the waiting period of 72
hours. Please send a designee to pick up the document after 72 hours at OSLCC Main
Office.
Resources & Services Cont.
• Club/Vendor Program see Anita Roberts
• Leadership Library
• Non-Profit Status Confirmation & Tax ID
number. We will fax the number directly to
the requestor. Print the form and submit it to
the OSLCC main office:
http://dsa.csupomona.edu/osl/clubresources.asp
• Club Resources Websites: Club Resources
Monetary Resources
• When you receive a donation (cash or in-kind) contact Carol Lee in the
VP for Student Affairs Office (98T-6-19) if you want your donor to
receive an official acknowledgment letter from the campus.
Call: (909) 869-2922 or clee@csupomona.edu
– You will need to provide your ASI account number and club name
– Checks should be written out to the club.
– VPSA will process the Acceptance of Gift form and submit the check
with the form to Gift Processing.
– Gift Processing then generates a tax receipt and deposits the check
into the student club’s ASI account.
• Administrative Fund: VP for Student Affairs Office For Outreach
Programs & Student Development Activities
http://www.dsa.csupomona.edu/vicepresident/adminfund/
Registration
Process
Club/Organization Structure
• The Office of Student Life and Cultural Centers
(OSLCC)- registers clubs/organizations and
manages compliance
• Associated Students, Incorporated (ASI)- handles
the finances
• Council Affiliation- every club/organization MUST
belong to a council and abide by council
requirements
Registration Process
• All presidents, treasurers and schedulers must
register and attend the Bronco Clubs and
Organization Registration Conference
• All registration material are uploaded into myBAR
(we do not collect any forms)
• We are registering new clubs this year
• All people that want to start a new club will need
to attend a New Club Workshop and the Bronco
Club and Organization Registration Conference
What is
• My Bronco Activity Record (myBAR) is a program designed to keep track
of your club membership(s), leadership role(s), awards earned,
employment and involvement on & off campus.
• Use your myBAR Summary Report to prepare your resume, apply for
internship opportunities, graduate school, awards and scholarships.
• It is an essential part of the club registration process, myBAR can also
help clubs/orgs keep track of their members, communicate with
members and advertise events, programs and meetings.
Accessing myBAR
Log into
myBAR using
your Bronco
Direct
Information
Select
Organizations; look
for organization by
clicking on the first
letter of the
organization name
or typing the name
in the search box
Make sure
groups click
register this
organization
button
Annual Registration Process
Registration Deadlines
Fall Deadline:
September 2, 2014
Winter Deadline:
December 5, 2014
Membership
All clubs/organizations MUST have their
membership in myBAR by January 23,
2015. Failure to do this will result in the
clubs/organizations having its registration
revoked for the remainder of the
academic year.
Campus Policies
& Executive
Order
Executive Order 1068
Minimum Requirements for Club Recognition:
• Minimum of 5 CSU students, enrolled in at least 1 class
• Maximum of 20% of members can be non-CSU students,
and only CPP students may have voting privileges
(fraternities/sororities may have provision waived)
Read it here: http://www.calstate.edu/eo/EO-1068.html
Executive Order 1068
• Student organizations shall not have any rules or policies
that discriminate on the basis of race, religion, national
origin, gender, citizenship, sexual orientation, or
disability.
• All must be open to all currently enrolled students,
except social fraternities/sororities and living groups
may impose gender limitations.
• Honor societies with national GPA requirements are not
considered a discrimination.
• Read it here: http://www.calstate.edu/eo/EO-1068.html
Executive Order 1068
Advisor Eligibility
• One university advisor is required:
– Full or part-time faculty or professional staff
– (The individual may not be an auxiliary employee: i.e.
Foundation and/or ASI)
– Recommended to have two advisors
• The Primary Advisor may not be on leave during any
part of the year (i.e. sabbatical)
• Must be at least 21 years old
• Must be approved by the supervisor / Dept. Chair
• Read more here: Read it here: http://www.calstate.edu/eo/EO-1068.html
Executive Order 1041
Student Travel – CSU Sponsored
In summary, the EO1041 requires that:
1) Students participating in CSU-sponsored air travel that is not regulated by the US
department of transportation must purchase life and personal injury insurance [see
attachment A, Student Safety, 3].
2) If your organization charters a bus, the company must include indemnity and co-insurance
provisions [outlined in Attachment G of the executive order] in the contract.
3) All students participating in air or bus travel with your organization must sign an Activity
Release Form
Students participating in CSU-affiliated programs which require travel do so on a voluntary
basis and participate at their own risk. Travel involves risks to personal safety which could
result in damage to property, injury or death. Students participating in such travel are
required to read the "Notice to Students: Release, Hold harmless and Informed Consent
Provisions for Student Travel " and to sign a "Release, Hold-Harmless and Informed
Consent" statement.
Read it here:
http://dsa.csupomona.edu/osl/files/EO1041_Student_Travel_May_29_2009_5778.pdf
ASI Sponsored Travel
• Authorization to Travel for each traveler
• Release of Liability for each traveler
• Forms must be turned in to Business Services
no later than 3 weeks prior to departure
• Advisor signature required (a Universal
Signature will not be accepted) so plan ahead
• Agenda or a flyer for the conference
International
Travel
I
Going Abroad?
International Travel Must Haves!
*Prepare a Package including:
Authorization to Travel
Release of Liability
Authorization for International Travel
 Emergency Contact List
 Flight & Hotel Information
 Risk Management Insurance
 Document Confirming Purpose of Your Trip
 List of Attendees
 Copy of Advisor’s Authorization to Travel if the Advisor is traveling with you
*Package must be turned in to Business Services 2
months prior to departure!
Advisor signature required (a Universal Signature will not be accepted) so plan
ahead!
International Travel Package Process
Approval Process:
Review by ASI Executive Director, Cora Culla
Review by Risk Management, Valerie Eberle
Approval by Associate Vice President and Dean of Students, Dr. Rebecca
Gutierrez-Keeton
 Approval by Provost and Vice President of Academic Affairs, Dr. Marten denBoer
Name
Title
Phone
Email
Terri Bell
Director of Business
Services
(909) 869-2844
thbell@csupomona.edu
Jessica Martinez
AP Fund Specialist
(909) 869-2842
jjmartinez@csupomona.edu
Eliane Townsend
AP Fund Specialist
(909) 869-2843
eetownsend@csupomona.edu
Business Services
Main Line
Business Services
Website
(909) 869-2800
http://www.asi.csupomona.edu/business.php
Posting & Chalking Policy
• Campus Posting & Chalking Policy:
– http://www.csupomona.edu/~policies/presidential_orders/presidential_ord
er_Posting%20and%20Chalking%20Policy%20Updated%202007%20Final.pdf
• Approval stamps: Come to OSLCC & Bring 2 copies!
– Every flier must have the following minimum information:
• Name of club/organization
• Contact information
• Housing has their own posting policy.
– http://dsa.csupomona.edu/uhs/Posting_policity.asp
• Facilities may take down expired posters and you can too
• Your club and organization is responsible for knowing the posting
and chalking policies
Alcohol & Other Drugs Policy
• All on-campus student club’s and organization’s events must be alcohol
free.
• Being under the influence in a public place is a misdemeanor in California
• According to Cal Poly Pomona’s Alcohol and Other Drugs Policy:
– The unlawful possession, use, production, distribution, or sale of illicit
drugs or drug-related paraphernalia, tobacco and/or alcohol, by any
faculty, staff, student, or visitor is strictly prohibited in the workplace,
on University premises, at University activities, or on University
business, on campus or off.
Click on this link for more details: Alcohol & Other Drugs Policy
Hazing
• Hazing: any behavior or activity that causes physical
harm, personal degradation, or disgrace resulting in
physical or mental harm.
• Consent of a victim of hazing is not a defense.
• Being a bystander of hazing is a violation of this code.
• All officers, members, advisors, and alumnae can be
affected by allegations of hazing.
Standards for Student Conduct
Risk Management
Off-Campus Events:
The University assumes no responsibility or liability for off-campus
events sponsored by student clubs/organizations.
Off-Campus events may NOT use “Cal Poly Pomona” in its publicity of
the event.
ASI Business Services reserves the right not to reimburse costs for
risky events
Travel: Release of Liability Form & Driving- CA Laws
Student Travel Forms :
Student Travel Release Notice - Part 1 (Please review)
Release, Hold Harmless and Informed Consent - Part 2
*Complete, print and submit completed forms to Club Advisor, Club
President or Trip Coordinator
Risk Management Cont.
Note: As with academic fieldtrips, students driving their own
vehicles to and from a club-related activity or event do so at their
own expense and their own liability.
– As required by law… Drivers must have a valid driver's license
and proof of liability insurance in their possession for the
minimum amount prescribed by State Law; all persons in the
vehicle must wear safety belts and the vehicle must be in safe
mechanical condition.
CPP Risk Management: Valerie Eberle (vjeberle@csupomona.edu)
Risk Management FAQ’s:
http://www.csupomona.edu/~rms/student_clubs.htm
Risk Management Cont.
Risk Management has confirmed the campus can NOT purchase insurance for the following activities:
• Dodge ball (Exception- if foam ball is used)
Martial Arts Demo (Exception- if no contact)
• Flag Football
• Ice Skating (Teflon Surface)
• Ultimate Frisbee
• Rock Climbing Wall (not inflatable)
• Rodeo
• Skateboarding
• Trampoline
• Tug-of-war
• Inflatable games and activities:
– Dunk Tank
– Foam Pit
– Mechanical bull
– Obstacle course
– Slide
– Velcro jump wall
– Water slide
Blood Drives
The University has a relationship with the Red Cross for blood
drives. If groups want to schedule a blood drive they should
work with Debbie Jackley (dljackley@csupomona.edu) at the
Wellness Center. Do not use Life Stream.
Advisors
Your Role as Advisor
• Attend meetings and functions
• Assist with interpreting campus policies & procedures
• Communicate with student leaders
• Serve as authorized signer on budget related documents, travel documents,
reservations, environmental health and safety forms, etc…
•
•
•
•
•
Ensure that student leaders meet all officer eligibility requirements (GPA & unit load
per quarter)
Provide advice and guidance with
Calendar planning
• Leadership style feedback
• Time management
• Interpersonal conflict mediation
• Using campus resources
Assist with the annual club/org registration process
Advise and refer students to appropriate campus support services and resources
when appropriate
Assist students with leadership transitions
Your Role as Advisor
•
•
•
•
Know the by-laws
Report any policy violations to La’Keisha
Ensure that club is meeting council requirements
Be sure the check officer eligibility EVERY quarter
Event Planning &
Scheduling
Policies
Scheduling Facilities Through OSLCC
 Indoor & Outdoor Event Forms Online
 Outdoor request ONLY no longer requires officer
and advisor signatures
 Classrooms for club meetings
 Outdoor space for events (know your location)
 CLA Paseo
 Rose Garden
 Painting the CPP
 University Plaza
 Bronco Commons
 Univeristy Park
 University Quad
 Engineering Meadow
 Minimum of 10 business days for processing
Scheduling Facilities
Facilities not reserved through OSLCC:
•
•
•
•
•
•
•
•
•
Bronco Student Center
Athletics (gyms and fields)
Kellogg West
The Restaurant at Kellogg Ranch
The Historic Kellogg House Pomona
University Recital Hall
University Theater
Parking Lots
Labs
To reserve these spaces, use the
Event Planning Contact List on OSLCC Web Site
Food at Events
•
Environmental Health & Safety approval is required for all food on campus, unless it handled by an
on-campus caterer.
Procedures for Food Events Form:
•
•
http://www.csupomona.edu/~ehs/ftp/FoodForms.doc
Environmental Health & Safety – x4697
– Located in the CLA Building 98 in Room B1-102
Certified Food Handler must be present if food is being served at official student organization
events
– Exceptions: Being catered OR Pre-packaged food
•
EH&S will recognize a Food Handlers License from :
– Los Angeles, Riverside, or San Bernardino County; Also online at:
–
http://www.servsafe.com/
– http://www.foodhandler.com/
•
Food Fundraisers :
– Certified food handler must be present
– Cleaning your grill in public bathrooms is not allowed by Facilities
– Use gloves and hairnets when serving
Questions?
La’Keisha Beard
Senior Coordinator, Student Life
ldgilford@csupomona.edu
(909) 869-5007
Building 26-124 (OSLCC Main Office)
dsa.csupomona.edu/osl
GO BRONCOS!