Clubs & Organizations
Policy Workshop
Introductions & Housekeeping
• Each club and organizations President and Scheduler
MUST attend this workshop
• Don’t forget to sign-in and out of this workshop
• Your organization will not get credit if you leave early
• This presentation will be available online on the OSLCC
webpage under club resources
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- By-laws
• This statement MUST appear in your by-laws:
The (add name of YOUR organization) shall not be discriminatory in terms of race, ethnicity, religion, color, age, sexual
orientation, national origin, citizenship, gender, physical or
mental ability, marital status, financial or social status.
(Organizations classified as social fraternities or sororities need
not include the word “sex”.)
Executive Order 1068- By-laws
• Your organizations by-laws must be public.
• Upload them on the document tab on your club/organizations page
in myBAR
Executive Order 1068- By-laws
Go to your
organizations
page
Click on
Documents
Executive Order 1068- By-laws
• Click on
upload
Executive Order 1068- By-laws
• Upload a pdf
or word
document
• Name the
document
• Choose
document
type
• Hit Submit
Executive Order 1068
Minimum Requirements for Club Recognition:
• Minimum of 5 CSU students, enrolled in at least 1
class- (President, Treasurer, Scheduler and 2 (3)
other members
• 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/EO1068.html
Executive Order 1068
Advisor Eligibility
• One university advisor is required:
– Full or part-time faculty or professional staff (non-auxiliary
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: http://www.calstate.edu/eo/EO-1068.html
Advisor Application
Executive Order 1041
Student Travel
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
Executive Order 1041
Student Travel- Forms
All travel forms can be found on the OSLCC
website under club resources; ASI
Business services webpage or the
University Risk Management webpage
Alcohol & Other Drugs Policy
The unlawful possession, use, production, distribution, or sale of illicit
drugs or drug-related paraphernalia, tobacco or alcohol, and the
misuse of legal pharmaceutical drugs 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. Any faculty member, staff member, student or student
organization, visitor or visiting organization who violates this policy is
subject to disciplinary action.
Alcohol Abuse Referrals:
Counseling and Psychological Services,
Building 66, Room 116 (Bookstore Building)
(909)869-3220
Hazing According to the Student
Code of Conduct
• 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
Posting and Chalking Policy
Chalking Policy
• Chalking is permitted only in the University Park grounds. Chalking must be at
least 20 feet away from the entrances to the Bronco Student Center and Building
66 (Bookstore). Chalking on the stairs outside the Bronco Bookstore is permitted
only on the top portion of the steps.
Posting Policy
• All printed advertisements, announcements and signs must be identified with the
name of the person or organization responsible in order for the material to be
stamped by the OSLCC. Also, OSLCC must have the name, telephone and email of
the contact person responsible for posted material by any group/individual. Offcampus individuals or groups may not publicize on campus with the exception of
non-profit organizations as stated above and employers with approval. Offcampus employers must first receive approval from the Career Center and then be
approved by OSLCC with the posting stamp.
•
Approval stamps: Come to OSLCC & Bring ONLY 2 copies!
Posting & Chalking Policy
Time Limits
• All posters, flyers, banners and signs must be stamped at OSLCC, indicating that they have met the
above criteria. For special dated events, an expiration date of 48 hours following the event will be
noted on the poster/flyer/banner. For general information (club meetings, department
announcements, etc.) an expiration date of one month from the time of stamping will be noted on
the poster/flyer/banner. The stamp does not regulate the content of the flier nor the actions and
opinions of the entity seeking approval and does NOT necessarily reflect those of the students,
faculty or administration of Cal Poly Pomona.
•
University Village: Go to Foundation Housing Service, 3400 Poly Vista Building 300 to have your
posting approved.
•
Housing has their own posting policy.
– http://dsa.csupomona.edu/uhs/Posting_policity.asp
•
Facilities may take down expired posters but you are encouraged to
•
Your club and organization is responsible for knowing the posting and chalking policies
•
Teach your new officers and members
Scheduling Events
• All clubs/organizations must designate 1 person to be the
Scheduler . The Scheduler will correspond with OSLCC and
other Facilities to reserve space
• Schedulers MUST attend a scheduling workshop
• Currently outdoor requests, and indoor (classroom) requests
are handled by different systems, make sure you submit to
the right one.
• Indoor requests will require an advisor signature after the
room is assigned, outdoor requests will NOT.
• We require 10 business days to process both indoor &
outdoor requests.
Special Events
The FACILITIES COORDINATOR, in collaboration with the Department of PUBLIC SAFETY and
the sponsoring organization will determine which of the following policies apply:
1. Attendees to a dance, party or other similar special event must show a college I.D. or proof
of age of 18 years or older.
2. Advisor attendance is required if PUBLIC SAFETY staffing is necessary. The advisor
must be in attendance throughout the event and the event
is subject to closure if the advisor is absent.
3. If an attendee leaves the event, for which an admission is charged, she/he must pay to
return
and will be subject to any search which is being conducted on attendees.
4. If an event is held in the Union, the sponsoring organization is required
to employ the services of a University Union employee to check I.D.'s.
5. All Special Events are subject to the Guidelines on Police Coverage for Special Events.
These guidelines are available through the FACILITIES COORDINATOR.
Food at Events
•
Environmental Health & Safety approval is required for all food on campus, unless it is handled by an on-campus caterer.
•
•
Procedures for Food Events Form:
Certified Food Handler must be present if food is being served at official student organization events.
–
•
http://www.csupomona.edu/~ehs/ftp/FoodForms.doc
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/
•
Certified food handler must be present.
•
Use gloves and hairnets when serving.
•
Make sure to post your approved Food Event form at the event site.
•
•
The office is located in the CLA, (98) Room B1-102.
You may contact EH&S at (909) 869-4697 if you need assistance or have questions.
I&IT and Media Distribution
•
•
•
•
•
•
•
If you are a listed club in the OSL Clubs and Organizations Guide you are eligible to rent
equipment through Media Distribution. On and off campus use of equipment is subject to a
charge for Clubs and Organizations. To request equipment, please follow these steps:
Obtain your Scheduled Event Form from Britt Sumida, Office of Student Life, Bldg. 26, Room
121 telephone 869-3640.
Have your Scheduled Event Form signed by your club president and advisor.
Find out what type of equipment you will need and the cost by calling (909) 979-6332. Write
down what you need and the cost on the Scheduled Event Form. Please do not forget to add
set up fees or technician time if needed.
Go to the Bronco Student Center ASI Business Office and fill out a Purchase Order Request
Form for the total cost of the equipment you wish to rent. It will take 24 hours before your
Purchase Order will be ready.
Pick-up your Purchase Order and bring it to I&IT Media Distribution, Bldg. 5, Room 211 along
with your Scheduled Event Form. Media Distribution requires 24 hours notice. If you are
paying by cash or check, no Purchase Order is needed.
PLEASE TRY TO SCHEDULE A COUPLE OF WEEKS IN ADVANCE INCASE ADDITIONAL NEEDS OR
MODIFICATIONS ARE NECESSARY.
Injury or Incident Policy
• If a student or club member is injured on campus and
requires emergency medical treatment call 9-1-1 from a
campus phone or (909) 869-3070 from your cell phone. This
will put you in contact with the campus police dispatcher. A
police officer will be sent to the location to assess the
situation. Medic One is located on campus and if needed can
be dispatched to respond. After handling the emergency
notify Risk Management by calling (909)869-4846.
• If an incident occurs on campus and there is property damage
notify Campus Police by calling 9-1-1 from a campus phone or
(909)869-3070 from your cell phone so that a Police Report
can be taken. Also notify Risk Management by calling
(909)869-4846.
Campus Blood Drives
• When planning a Blood Drive on Campus,
please go through the Wellness Center Debbie
Jackley (dljackley@csupomona.edu).
• Do not use Life Stream.
Club/Organization Mailboxes
• Assign someone to check your
club/organization’s mailbox regularly
• We will clean out the mailboxes at the end of
each quarter
Donations
• 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.
Questions?
La’Keisha Beard
Senior Coordinator, Student Life ldgilford@csupomona.edu
(909) 869-5007
Oronne Nwaneri
Coordinator of Leadership and Student Involvement
ocnwaneri@csupomona.edu
909-869-4568
Building 26-124 (OSLCC Main Office)
dsa.csupomona.edu/osl
GO BRONCOS!