1 Office of Student Life Student Organization Leadership Training Fall 2015 Melissia Schmidt Assistant Dean for Student Life Alyssa Shoup Assistant Director for Student Activities & Engagement Angela Spikes Graduate Assistant
2 THE OFFICE OF STUDENT LIFE Functions: Advises SA and GSA Community Weekends (Welcome Weekend, Meliora Weekend, Freeze Fest, Spring Fling) New Student Orientation & EOC Student Events & Programs (Off the Block, Senior Week) Student Conduct WISE
3 THE OFFICE OF STUDENT LIFE Services: Academic Disability Accommodations Student Event Ticket Sales Student Leadership Development Title IX Upbeat! E-newsletter Student Support
4 THE OFFICE OF STUDENT LIFE Our role is to: Assist and support students and student organiza0ons. Enhance the quality of co- curricular life and student learning on campus and off campus to contribute to student success. Develop student leaders and leadership opportuni0es. Create community on campus. Provide inten0onal opportuni0es for students to become engaged, get involved, and connect to others and to the Eastman community.
5 THE ROLE OF YOUR STUDENT LIFE ADVISOR Primary resource and advocate. Role model and mentor. Help students navigate systems and understand policies. Assist with program planning, management, and financials. Meet with officers and give advice. Provide con0nuity and perspec0ve. Help groups reach goals and carry out mission. Assist with transi0ons. Link to administra0on. Manage and assess risk.
6 THE ROLE OF YOUR STUDENT LIFE ADVISOR All SA organiza0ons advised primarily through the Office of Student Life. Some organiza0ons are encouraged to have secondary advisors and it is strongly recommended these advisors be University faculty or staff members. Student Life advisors sign forms, contracts, and enter into agreements on behalf of groups. Advisors are aware of ac0vi0es and ini0a0ves through regular mee0ngs and ongoing and open communica0on.
7 ADVISOR ASSIGNMENTS Alyssa and Melissia Co- Advise: SA Exec, GSA, EPIC Alyssa Advises: Catholic Newman Community at Eastman Chinese Cultural Associa0on Eastmanites Anonymous Eastman Americana Eastman for Earth Mu Phi Epsilon NAfME InterVarsity Chris0an Fellowship Soccer Club Sigma Alpha Iota Spectrum New Groups
8 THE ROLE OF STUDENT ORGANIZATIONS Play a strategic role in the intellectual development and civic consciousness of students. Allow students to come together under a common cause, goal, belief, or purpose. Allow students to ac0vely pursue common interests outside of academics. Create a forum for networking, bonding, and rela0onship building.
9 TOP 10 REASONS FOR JOINING A STUDENT ORGANIZATION 1. Students who are involded are more successful academically. 2. Students can gain real- life work experience. 3. It s a great way to meet new people. 4. It facilitates networking. 5. It allows students to develop useful skills. 6. Students are able to broaden their cultural horizons. 7. Students can try something new. 8. Students will learn more about themselves. 9. Students have access to scholarship opportuni0es. 10. It s fun!
10 WHAT DOES IT MEAN TO BE A LEADER? To be passionate about something and have a purpose for your leadership. To affect change. To mo0vate and guide those around you. To be a role model. To be able to bring people together for a common goal.
11 LEADERSHIP & PERSONALITY INVENTORY INSTRUCTIONS Fill out the True Colors Personality & Leadership inventory. Responses should be based on how YOU see YOURSELF, & not how you think others see you. It s OK for you to feel a bit uncomfortable in assessing yourself in an honest way. There are no wrong answers.
12 TRUE COLORS LEADERSHIP & PERSONALITY INVENTORY
13 TRUE COLORS LEADERSHIP & PERSONALITY INVENTORY Each person is a unique blend of four colors or styles a spectrum, but one is usually predominant. There are no good or bad colors. There are wide individual variations within each color spectrum. Knowing your strengths and traits will increase deeper communication and understanding with others and decrease the possibility of conflict. Knowing your color and that of your peers will allow for a better understanding of why they behave the way they do.
14 LEADERSHIP TIPS Lead by example. Delegate and empower others. Hold people accountable. Keep your advisor involved and aware. Understand different styles and mo0va0ons. Communicate. Give and accept feedback. Set goals. Show your passion and enthusiasm.
15 STUDENTS ASSOCIATION Mission: SA is a diverse and commibed group of students elected to be the voice of the Eastman undergraduate student body with the purpose of enriching co- curricular. SA s devoted team of student leaders strives to provide a posi0ve campus environment that encourages personal growth among their peers SA also serves as the collec0ve voice of all undergraduate students, ensuring students needs and concerns are being heard and met. SA Execu9ve Board: President: Andrew Winslow VP: Anna Dunlap Treasurer: Carley Campbell Secretary: Evan Pengra Sult
16 STUDENTS ASSOCIATION Func9ons: Oversees the forma0on and recogni0on of student organiza0ons. Allocates funding to recognized undergraduate student organiza0ons. Helps ensure that student organiza0ons are vibrant and successful. Takes on ini0a0ves that will enhance the undergraduate experience. Serves on task forces and commibees as student representa0ves. Advocates for our students and for change on campus and in the community. Works collabora0vely with the Office of Student Life on all of this and more!
17 STUDENTS ASSOCIATION YOUR individual role as a student leader Promote ideals and mission of the Students Associa0on Be a voice and role model for your peers Your student organiza0on s role Students Associa<on Council The President and a SECOND elected leader from your organiza0on must abend all SA mee0ngs called by the President. The two representa0ves from your group need to be established by Thursday, September 3 rd. First SA Mee0ng: Thursday, September 3 rd, 9:30pm Director s Dining Room. Mee0ngs will con0nue the 1 st and 3 rd Thursday monthly.
18 9 PRINCIPLES OF STUDENT ORGANIZATIONS Clear and Focused Mission Community Focused Spending Membership Inclusion Uniqueness Programming, Ac0vi0es, and Collabora0on Future Leadership Development Evalua0on and Assessment Fiscal Responsibility
19 CONSTITUTION Each organiza0on is required to create an SA cons0tu0on, which should be on file with the Office of Student Life. Organiza0onal cons0tu0ons are based on the SA Cons0tu0on: Guides how your organiza0on operates. Describes officer posi0ons, responsibili0es, and mission statement. Standard template based on the SA Cons0tu0on will be ed to you due September 11.
20 MANAGING YOUR ORGANIZATION Each organiza0on must have a President (and Treasurer if funded). Other posi0ons are strongly encouraged based on needs. As members of SA, only full- 0me ESM undergrads may hold elected officer posi0ons and vote. All other members (including RC students and ESM grad students) are associate members. In order to remain SA recognized, all organiza0ons must have a minimum of 8 general members (not including elected leadership posi0ons). All organiza0ons must hold at least one general interest mee0ng per semester to recruit members.
21 RECRUITING AND RETAINING MEMBERS Awareness spread the word. Create a plan calendar, goals, officer posi0ons. Demonstrate organiza0on s value and benefit. Never discount a prospec0ve member. Recognize and appreciate members. Have a plan for each person to get involved. Keep it fun with social events and icebreakers. Have consistent mee0ng 0mes and lengths. Create a welcoming and inclusive environment.
22 MANAGING YOUR MEMBERSHIP Gmail Accounts Spectrum & CCA already have Gmail accounts. NEW POLICY: Groups may set up a Gmail account, but must alert your advisor, provide username and password, and use as your recovery phone number. Format for Gmail username: Important to send minutes, reminders, updates, etc. via . Use functionalities of Google for your group (forms, spreadsheets, folders for storing documents etc.).
23 PLANNING AND COMMUNICATION If you have an idea for a program, talk to your Student Life advisor as far in advance as possible. Three week rule: All details in place PRIOR to your event. Review Student Life programming calendar hbp:// calendar/ Consider poten0al conflicts (ex. concerts, opera, other student org events). Collaborate! Successful events take 0me to plan and promote.
24 NEW THIS YEAR: PROGRAM REGISTRATION FORM General rule: this form must be submibed AT LEAST THREE WEEKS PRIOR to the proposed date of your event. Some excep0ons may be considered based on the nature of the event. This form should be used for ALL events, including info tables, mee0ngs, and basic room reserva0ons. Any event requiring a contract, check requests, complex logis0cal details should be made as far in advance as possible. Program registra0ons will NOT be accepted aner December 1 for the fall semester. Program registra0ons will NOT be accepted aner April 1 for the spring semester.
25 PROGRAM REGISTRATION FORM-WHEN TO USE IT: You do NOT need to use this form when: Your group is planning an internal exec meeting (simply your advisor in advance if you need a room reservation). For example MPE wants to hold an internal chapter planning meeting (this is not open to others) hcp://goo.gl/forms/izzmhojjby Let s try one together as an example! As you are filling out your forms, let us know if you have sugges0ons for improved func0onality.
26 BUDGETS Groups are not permibed to plan and sponsor programs and events during orienta0on or before leadership training. Group budgets and supplemental requests are not ac0ve un0l ALL elected leaders abend fall leadership training AND have submibed a academic year budget proposal to Carley no later than Sept. 10 Leaders that are not present at fall leadership training must meet with an SA Execu0ve Board member to be trained before funding will be released. Next year we are moving toward a spring budge0ng cycle!
27 REQUESTING FUNDS Your group s Treasurer is primarily responsible for reques0ng funds and managing your group s finances. Use the Fund Request Form to request: Wegmans Card Checks Blue Requisi0ons (when paying other departments internally) No last minute requests! SA Treasurer (Carley Campbell) will groups monthly statements.
28 GUIDELINES FOR EVENTS WITH FOOD If there will be food at the event, you need to communicate and meet with us EARLY! Review Sanitarian s website hbp:// for food safety 0ps Approved Caterer List: hbp:// Food must always be prepared and purchased from commercial businesses (such as Wegmans). Ordering and serving pizza is the general excep0on to most rules. Not Nego9able: NEVER permibed to hold potlucks, cook/grill on site, or bring food from home. NEVER permibed to bring in and serve alcohol on any UR owned property without working with an approved caterer and filling NYS permits. This applies to faculty, staff, students, and any member of the UR community!
29 SA FUNDS AND EVENTS WITH FOOD The SA will not fund food for exclusive consump0on of group members. Food should be an integral component to the overall success of the event (i.e., the food during a campus wide e0quebe dinner). Food giveaways where there is no other meaningful event component may not be funded without prior permission, except for annual and tradi0onal events. Events with catered meals (a breakfast, lunch, or dinner) will be 0cketed and charge a fee. General Interest and Class mee<ngs Every group allobed $60 per semester for light snack food for interest mee0ngs.
30 ORDERING PIZZA FOR A MEETING When reques0ng pizza to be delivered, we need the following info from in advance: 1. Exactly what you need us to order; 2. Time and loca0on of delivery; 3. Name and cell of person mee0ng delivery; 4. Upon delivery you may add on 0p of $3. The next business day, you must bring us the receipt. Groups who consistently forget to bring receipt or lose receipt will lose this privilege.
31 MARKETING AND PUBLICITY Logos and Graphic Standards at hbp:// graphicstandards/ Only recognized student organiza0ons may use ESM or Eastman School of Music in their official organiza0on name If your group is SA funded, all forms of publicity must say, XXX is SA Funded. Graphic Ar<st Jennell Hart Consider contac0ng her if you d like a unique logo for your group (costs $60- $80)
32 PROGRAMMING RESOURCES hbp:// Program Registra0on Form hbp://goo.gl/forms/izzmhojjby Programming Calendar hbp:// calendar/ Program Evalua0on Form (P.E.F.) Due 3 business aner your event has occurred hbp:// Evalua0on- Form- PEF.pdf Spending Guidelines hbp:// SA- Spending- Guidelines pdf
33 MARKETING AND PUBLICITY Use mul0ple means of to reach the widest possible audience. Vary your media to make a bigger impact. Never assume your event will sell itself. Word of mouth is one of the most effec0ve tools to publicize. Create a buzz and get people excited. Always send advisors info for Upbeat by Wednesday at Noon. For the most effec0ve poster campaigns around the SLC, tap into built- in resources like the RA s. 30 posters for the RA mailboxes addi0onal for campus pos0ng (es0mate total)
34 RESOURCES hbp:// Check the website regularly! Are there other resources that you think you need from us to help you be successful?
35 SAVE THE DATE! Meliora Weekend Eastman Student Leader Recep9on Friday, October 9 4pm- 5pm in Ranlet Lounge Eastman s student leaders from SA, Registered Student Organiza0ons at Eastman, Resident Advisors, and Eastman Orienta0on Crew are invited to a recep0on to recognize the outstanding work they do in crea0ng a vibrant, engaging student life, and fostering an inclusive campus community. This event is free and by invita0on only. Sponsored by the Eastman Office of Student Life and Eastman Office of Residen<al Life.
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