Student Activities

40 Pages·1996·2.7 MB·English

by  Fitchburg State College

Student
Activities
Handbook
PULSE
The of Life at F.S.C
PULSE
The of Life at F.S.C
PULSE
The of Life at F.S.C
&
Campus
Student Activities Center
Fitchburg State College
1996-1997 Edition
Digitized by the Internet Archive
2013
in
http://archive.org/details/studentactivitie01fitc
!
September1996
Dear Student Leader,
Welcome to whatwe hope will be a very exciting and rewardingyear for you as a student leader. The Student
&
Activities Campus (enter staffis extremely excited about havingyou as student leaders and can'twaitto
assistyou throughoutthe year!
Studentorganizations can be "THE PULSE OF LIFE" here atFitchburgState College. We are sure thatyour
dedication, energy and hard work will make this year our mostsuccessful ever!
This StudentActivities Handbook has been developed for you to use as a guide throughoutthe year. The
Handbook will greatly enhance your programming efforts, leadership development and organization's
functions. Please remember thatthe StudentActivities & (ampus (enter staffis available to assistyou with any
questions thatyou may have. We are here to serve you!
We hope thatyou are as excited as we are aboutthe upcoming year. Most ofall, remember to have fun!
Sincerely,
Tullio Nieman Adam Kahn Lisa DuBose
Haiti Obringer Cindy Flyrm /yuditti
Gregory Morgan Shane Franzen
Table of Contents
New Organization Information 1-2
Recognition of Student Organizations 1
Student Organization Committee (SOC) 1
Rights of Recognized Student Organizations 2
Responsibilities of Recognized Student Organizations 2
Current Organization Information 3
Registration of Student Organizations 3
Guidelines for Recognized Student Organizations 3
Expectation of Officers 3
Event Planning 4-9
Effective Organization Meetings 4
What is a Program? 4
Program Planning Guide 4-5
Estimation of Program Expenses 5
Campus Facilities Information 6
Event Policies 6-7
Program Support Information 7-8
G-Lobby Table Reservation Policy 9
Master Calendar Process 9
Ending Time of Events 9
Financial Responsibility 9
Fundraising 9
Policies & Guidelines 10-14
Advisors 10
Alcohol Policy 10-11
Annual Assessment ofRecognized Student Organizations 11
MinimumAssessment Standards 11
EHscipline of Recognized Student Organizations 11-12
G-Lobby Reservation Policy 12
Good Neighbor Policy 12
Hazing Compliance Forms 12-13
Pub Policy 13
Raffle Policy 13
Re-Recognition of Student Organization Policy .13
Registration of Student Organizations 13-14
Revisions and Changes to Constitution 14
General Scheduling Policies .14
General Procedures for Reservations 14
Solicitation Policy 14
Financial Information 15-18
Fundraising 15
Contracts 15
Purchases 15-16
Campus Personnel 16
Requisitions 16
Trust Fund Requisition Form 16
Deposits 17
Budget Adjustment Forms 18
Appendix .....19
Recognition of Student Organizations Step One: Organizing
Because they provide the campuscommunity withmany In ordertoassist students in the process of
options foractivities and programming, FSC encourages and forming a recognized student organization,
promotesstudent organizations. Itishoped thatby pursuing students may receive the following guidance
thesecocurricularprograms and activities, students will and assistance from the College:
develop lifeskills forachieving goals. However, only Students are encouraged tomeet with the
recognized student groups are able to usecampus facilities Chairperson ofthe StudentOrganization
and resources. Recognitionprovides a framework to enhance Committee (SOC) to learnmore about the
the qualityofstudent life. Theprocess ofstudent recognition process.
organizationrecognition assures continued servicesby
monitoringand accurately accessing the status ofall student Students tryingto form an organization,
groups. The recognition ofstudentorganizations is intended may have access to the following campus
toclarify the rights, privileges and responsibilities ofstudent services:
organizations. Contact the StudentActivities/Campus Upon receipt ofa letter ofintent to organize, theSOC will
CenterDepartmentformore information. permit the organization to conduct limited organization
business on campus. Groups may, over a twomonth period,
Student Organization Committee (SOC) postnotices oncampus when approved by Student
GovernmentAssociation (SGA), reserve tables in G-Lobby a
All requestsby studentgroups tobecome recognized total offive times and reserve a meeting room three times.
studentorganizations willbe coordinatedby the Student Groups may meet for organizing purposes only. Groups may
Organization Committee (SOC). The SOC willbe comprised not sponsor any speakers from off-campus or any other
of: 1 administrator, 2facultymembers, 3 students and a programs.
chairpersonwho is a student affairs administrator. The
Presidentof the Collegewill appoint the administrator and
Step Two: Requesting Recognition
chairperson. The facultyunion will appoint the faculty
members. The StudentGovernmentAssociation will appoint To be considered for recognition, the following
the student representatives whowillbe 1 representative materials must be submitted to SOC:
from Club Council and 2members-at-large.Aquorum of5 Letter ofintent to organize
out of7members is required for the SOC to vote. The Application forrecognition
chairperson is a votingmember oftheSOC. Hazing compliance form signed by the
officers and founding members
Criteria organizations must meet in orderto be Current constitution in accordance with
sample constitution format.
recognized:
1. Submit a letterofintent to organize signed by the student
contact and advisor. Step Three: Review and Approval
Once the letter ofintent, application, hazing form
2. Submit a completed application. constitution have been received, the Chairperson ofSOC will
forward the request to the SOC or, ifthe organization is
3. The organization musthave 10 foundingmembers who Greek, will forward the request to the Interfraternity Sorority
are full-time undergraduate FSC students orhave the Council (IFSC).
written support (signed petition) of50 full-time
undergraduatestudents. Non-Greek requests: SOC will review the request and will
meet with the organization to obtain additional information
4. The organization must have an advisorwhois a full-time required. SOC will make a recommendation to the Vice
faculty or full-time professional staffmember. President for StudentAffairs. The Vice President for Student
Affairs will make the final decision regarding recognition
5. Submit a completed anti-hazing compliance form. status. The Vice President will notify the organization and
appropriate departments.
6. Submit a constitution in accordance with the sample
constitution format. Greek Requests: SOC will forward the request to IFSC who
will review the request and will meet with the organization
7. The organization may not discriminate on the basis race, to obtain additional information required IFSC will make a
religion, color, age, sexual orientation, sex, disability, veteran recommendation to SOC. SOC will review IFSC's
status or national origin. Exceptions may be made as recommendation and will meet with the organization to
allowed by law. obtain additional information required. SOC will make a
recommendation to the Vue President for Student Affairs.
8. The organization must agree to and abide by all federal, The Vice President tor student Affairs will make the final
state and local laws and college policies. decision regarding recognition status. The Vice President
will notify the organization and appropriate departments.
9. The organization's purpose must be consistent with the
mission of the College.
Rights of Recognized Student
Organizations
Recognized student organizations are
entitled to the following:
1. To apply for funds from SGAand other
campus services;
2. To use campus facilities and services;
3. To apply for office space oncampus;
4. To use of the College name;
5. To solicit on campus;
6. To use the Treasurer's Office services;
7. To use the SGAservices;
8. To access the Campus CenterPost Office;
9. To access the StudentJudicial System;
10. Tohave an advisor;
11. To sponsor programs and activities.
Responsibilities of Recognized Student
Organization
Recognized student organizations are expected to:
1. Use the College Treasurer's Office for administration of
ALLcollege approved funds and funds raised on campus;
2. Have a current constitution on file with theStudent
Activities/Campus Center Department;
3. Have a statement ofpurpose whichis in accordance with
the mission ofFitchburg State College;
4. Have FSC undergraduates as its members;
5. Have full-time undergraduate students, in good academic
standing, as officers;
6. Maintain a current list ofofficers with the Student
Activities/Campus Center Department;
7. Adhere to all federal, state and local laws and College
policies;
8. Insure that its membership will not practice any physical
or psychologically abusivebehaviors, either intentionally or
unintentionally;
9. Follow all College policies and procedures including
scheduling, posting and solicitation, etc.;
10. Have a full-time faculty or full-time professional staff
member as an advisor whose role will be to mutually
determined by the organization and advisor and is
consistent with the expectations outlined in this Student
Activities Handbook.
Registration of Student Organizations In addition, student leaders have responsibilities to their
Studentorganizations must register each year and/oras advisorsuch as:
new officers are elected/appointed. Forthe complete 1. Inform the advisors ofthe organizations' overall
& programs.
RegistrationPolicy, see policies guidelines section ofthis
manual. Forms are available in theStudentActivities &
CampusCenterOffice. 2. Notify the advisors in advance ofscheduled meetings and
events.
Guidelines for Recognized Student 3. Give the advisors the opportunity to express opinions on
issues that effect the welfare of the organizations and
Organizations
prestige ofthe College.
1. Follow College financialprocedures.
4.Adhere to the College policies and
2. File currentconstitution with theStudentActivities/ procedures.
CampusCenter office.
5. Extend invitations to the advisors'(and his/
3. Complete aregistration formattheend ofthe spring her guest) to attend functions ofthe
semester and/or asnew officers areelected. organizations.
4. Welcomemembership ofall FSC undergraduate students.
5. Elect, as officers, full-time FSC undergraduate students in
good academic standing.
6.Adhere toallfederal, state, and college laws and policies.
7. Insure thatmembership willnotpractice any physically or
psychologically abusive (hazing)behaviors, either
intentionally orunintentionally.
8. Schedule allevents (on and offcampus) through the
StudentActivities/Campus CenterDepartment.
9.Appoint/elect a full-time faculty member or professional
staffmemberas advisor.
10. Follow allpostingprocedures.
11. Discuss all contractual agreements with the Student
Activities/Campus Center Department prior tonegotiation.
12. Follow all campus procedures for organizing trips and
travel programs.
13. Follow all campus procedures for fund raising and
raffles.
14. Participate in the assessmentprocedures through SOC.
Expectations of Officers
Being a member ofa student organization is rewarding,
challenging, exciting and fun. Students can manage projects,
design a vision for the organization, earn the respect of peers
and learn skills which can be used following graduation.
There are several components to being a good student
leader. Student leaders should:
1. Communicate with others
2. Delegate effectively
3. Manage time and projects effectively
4. Manage budgets
5. Coordinate activities.
Effective Organization Meetings After your meeting
The way in which vour organizations meetings are 1. Review the meeting with your officers and adviser.
conducted is critical to \our success. The nature ofyour Discuss any problems encountered, and ask for feedback
organization will determine the degree of formality ofyour about how you handled the meeting.
meetings; nevertheless, all successful meetings have some 2. Follow up on all assignments or delegated tasks. Ensure
common elements. All meetings require planning, that the member knowshow to accomplish the task, and
participation, and post-meeting follow up. offeryour assistance ifshe/heneeds it. This shouldhappen
shortly after the meeting, notjustbefore thenext one.
The following are some guidelines for effective
3. Thank any special guests afteryourmeeting,eitherorally
meetings:
orinwriting.
Planning 4. Make sure thatminutes are distributed.
1. Decide what you need to accomplish in themeeting and
plan your agenda. Will you be defining purpose, 5. Plan the agenda foryournextmeeting.
brainstorming, planning, socializing, evaluating, receiving
reports, orhaving a speaker? How much time willeach of
these items take? What is a logical order for these items? What is a Program?
Ideallv, all officers will participate in setting the agenda, and Aprogram is an activity oreventthatinvolves the
A
members will know the agendaprior to the meeting. interaction ofindividualsorgroups ofindividuals.
program usually resultsin shared ideas orfeelings and is
2. For informal groups, your agenda canbewritten ona considered a learningexperience. Programscanbevery
blackboard or orally given to a group.Amore formal group informal orextremely structured and formal.
should have the agenda in writingprior to the meeting. In
all groups, members should know the agenda Individuals orgroupsofferprograms to supplementor
so they understand the purposes ofthe expand theuniversity classroomexperience. Social,
meeting and canparticipate. emotional, physical and intellectual growth canbe
stimulatedby aprogram. Leadership and interpersonal
3. Choose an appropriatemeeting site for skillscanbe gainedbyplanningandcoordinatingprograms
your organization. Ideally, members should aswell. Finally, and most obviously,programsarefun!
be able tositin a circle or around a table so
all can see each other. Try to get a roomthatis There are several types ofprograms.Mostprograms can
big enough, for the expected attendance. The be classified into one ofthe followinggeneral
space shouldbe one thateliminated
categories:
distractions for the group; groups shouldnot 1. Educational/Informational (speakers, studyskills,
try to meetin a member's room or apartment.
leadership training, fire safety, selfprotection, etc.).
Make sure you have allmaterials foryour
meetings: audiovisual equipment, scrap paper, pencils, 2.Athletic/Recreational (board games, intramurals,
whatever youragenda dictates.
tournaments, etc.)
Participation 3. Cultural (arts, differentlife-styles,internationalfilms,
1. It is the responsibility of the president to ensure thatall ethnic dinners, after-theaterdiscussions, etc.)
members have an opportunity toparticipate in the group
discussion. The only way togetmembers committed toyour 4. Social/Entertaining (parties,picnics,etc.)
group is to help them feel a part ofthe group. This won't
happen if you don't introducenew members, explain the 5. Service (university orcommunity—includes clean-up
agenda, and set a tone that is welcoming and friendly. campaigns, selling and deliveringflowersforsweetestday,
providing tuck-in orbreakfast-in-bed services,etc.)
2. Start the meeting on time. Waiting for stragglers penalizes
those members who did come on time. Program Planning Guide
3. Attempt to involve as many people as possible in the The Planning Process:
discussions. Ask silent members for their thoughts; try not to "Proper Planning Prevents PoorPerformance"
let a few dominate the discussion. Asuccessfulprogram requirescreativity, advanceplanning
and a timely follow through.Aprogrammer often worries
4. As items come up in discussion that require action, get a about themajoraspects ofaprogram. However, itis the
commitment during the meeting. Try to get new people smallest details that sometimes cancause a program tobe
involved in a task that is manageable for them and make unsuccessful. The following outlineshould assistyouin
sure they understand exactly what is expected. developing and implementing the program.
1. Assess needs and interest: Start small and assess the
needs and interests ofyourown group. Knowingyourown
organization's strengths, find out what the campus wants. Was itsuccessful?
Thismaybe done through interest surveys, questionnaires, Did the program meet your goals?
informal group discussions, and suggestionboxes. Did the program meet the expressed need?
Was the actual attendance what was
2. Develop a purpose and setgoals: Why doyou wantto anticipated?
have this program? What do you hope to accomplish? What What problems were encountered?
needs will youbemeeting? Should this program be repeated? Ifyes, with
what changes?
3. Creativity: This step involves determining what type of
program you willhave. Brainstorming canbe a most Estimation of Program Expenses
effective tool forencouragingcreativity. During a
brainstorming session, a short time limit should be General Expenses
established. Everymember ofyour organization should be Although each program'sexpenses will differ, there are some
encouraged to contribute as many ideas as possible, and general expenses that are common to many programs. Your
these ideas shouldbe recorded, avoiding and positive or group should meet ahead oftime to determine a budget
negative feedback. Once a substantial listofideashasbeen estimate ofthese expenses.
generated, then itis time to review and evaluate them.
Entertainment and specifications ofcontract
4. Implementation Steps: Seldom is any successfulprogram rider (extra lights, food forperformers, and
planningbegun less than4 weeksbefore anevent. The sound equipment).
program checklist,located in the appendix, shouldbe Promotion - ads, banners, buttons, etc.
followed to successfully carry outyourprogram. You may Refreshments
pickup additional copies ofthe Programs checklist inthe Maintenance/Custodial
StudentActivities Office. Security/Public Safety
Electrician
5. Publicityand Marketing: The success ofyour program Campus CenterMedia Staff
will depend a great deal on thepublicity for theprogram.
Advertising youreventearly enoughcould be crucial toits Approximate Expenses
success.
a. Identifywhoyou are trying to reach. /. Electrician
An electrician needs tobe presentat
b. Determine the type ofcampus publicity any event that requires electricity or special
available; WXPL, Bulletin Boards, window technical set up (includingbut not limited to
WestonAuditorium, Percival Hall and
painting, etc.
activities on the Quad).
c. Determine the types ofpublicity:
a. Electricians are paid on a fourhour
balloons tent cards
minimum
basis.
t-shirts calendars
b. Average charges perhour range from $15.00
buttons bookmarks
to $18.00.
invitations word ofmouth
mass mailing faculty announcements
business cards sandwichboards 2. Custodian
display cases posters Note: Acustodian is required to be present at all programs
outside of the Campus Center or in the Campus Center
d. Publicity should include the following when the building is normally closed.
a. Custodians are paid on a our hour minimum
information:
basis.
thename of the entertainer, film or event
thename of sponsoring organization b. Average rate of pay per hour is $12.00.
the date of the program
3. Security
the place the program willbe held
the time ofthe program a. "First Line" security is generally done by students
sponsoring the event with Public Safety as a back-up
the cost of the program
for major problems
e. Showcase: a showcase at the Information Desk 4. Campus Center
canbe reserved by recognized student
organizations. a. Student Managers: If the program exceeds
normal limits (i.c. hours or set-up), an additional
ft.hiPsosptoelri,cyPabienfto,raenydouSrigpnroPmoolitciyo:naBlecsaurmepatiogcnh.ecItk cChhaercgkewfiotrhatshteudCeanmtpmuasnaCgeentremraOypebreatiinocunrsreOfdf.ice.
also outlines sizes and location limits. b. Set-up and/or Media Crew: If the program
requires special set-up needs or Campus Center
6. Evaluate:Afterthe program has ended, the
personnel on the premises, an additional charge may
organization needs to ask:
be incurred. Check with the Campus Center PercivalAuditorium 480 stage, screen,
Operations Office. lectern,
lights
5. Public Safety Office
Public Safety Officers may need tobe hired ifyou or the Parkinson Gym 475 bleachers, PA
Student Activities & Campus Center Office anticipate large system, dividers
crowds the public oralcohol at theevent. The Public Safety
Officer will make the final decision on whether ornotan Ellis White Lecture Hall 129 airconditioned,
officers) is necessary. lights projection
a. Public Safety Officers are paid on a fourhour booth
minimum
basis.
CM
b. Average charge per hour ranges from $15.00 150 340 stage, screen,
to S20.00 lectern, lights,
c. Public Safety Officers will start the shift a piano
hour prior to an event starting time and enda
hour after the event concludes. Holmes DiningHall 500 banquet
equipment
Campus Facilities Information
Campus Center Meeting Room Capacity Event Policies
Security
Definitions of Set-up Styles
1. Thefollowingguidelinesareprovidedforusewhen
Conference: Set up in a rectangularshape with chairs. responding to questions as towhetherornotpolicepresence
Allows for group discussions. isrequired foraparticularevent.Aneventisnormally
Lecture: Rows ofchairs facing apodium or considered tobe an organized function scheduled fora
head table. particularbuilding orspecificareaofthecampus,andisnot
Seminar Rows ofchairs and tables facinga intended toinclude orientations orsimilaractivities.
podium orhead table.
A. Events by CollegeAgencies:
Single G-Room 1. Events with alcoholinthepub. When acrowdis
G-04 G-05 G-06 G-07 anticipated, an officerwillbe required. Coordinationwillbe
Conference 30 24 30 24 madebetween theStudentActivities &CampusCenter
Lecture 40 30 40 30 Director, Faculties Office, the DirectorofPublicSafety, and
Seminar 30 20 30 20 thesponsoring organizationinadvanceoftheeventdate.
Two orThree G-Rooms opened into 2. Eventswithalcoholwithatleast 100persons scheduled to
Room attend, andheld somewhere otherthanthepub on campus,
/Two Rooms Three Rooms willbeevaluated todetermine ifan officeris goingtobe
G-04 & 05/G-05 & 06 G-04, 05 & 06 required. CoordinationwillbemadebetweenPublicSafety
and theindividual representing theorganizationhaving the
Conference 30 30
function. The finaldecision willbemadebyPublic Safety.
Lecture 70 100
Seminar 54 60
3. Eventsheld atnightwithatlest200persons scheduled to
attend, and held somewhere other thanthepub oncampus,
B-Rooms (Standard fixed set-up)
willbe evaluated todetermine ifan officerisgoingtobe
B-26: Standard "soft-seating" set-up: seats 10-12 required. Coordination willbemadebetweenPublicSafety
B-27: Standard Conference set-up: seats 12-15 and the individual representing the organizationhaving the
B-26 & 27: Standard set-up taken: seats 30 atmost function. The final decision willbemadeby PublicSafety.
B-16: Standard Conference set-up: seats 20
Ellis White Lecture Hall fixed seating of 129 4. Events thathave a controversial topic or speakerand are
scheduled for a place wherecontrol/safety difficultiesmight
Large Facility Capacities be expected willnormally require an officer, upon approval
Location Capacity Facilities Include ofthe president. Coordination willbe madebetween Public
Weston Auditorium 795 Stage, sound, Safety and the individual representing the organization
projection equip., having the function.
lighting, piano,
organ 5. Organizations schedulingeventswhichhavehad
problems such as damage to property, assaults, disturbances,
Randall Science LH 135 screen, sink, alcohol violations, injuries resulting frommisconduct, etc.,
lectern, should expect tohave a PublicSafety Officerat thenext
blackboard, event.
amphitheater
6