• Student Activities:
• Departments
  • Event Planning
  • Student Organization Services
  • Union Productions
• Programs & Events
  • Club Downunder
  • Dance Marathon
  • Fridays at the Union
  • Haunted Harvest
  • Homecoming
  • Leadership Awards Night
  • Market Wednesday
  • Pow Wow
  • Seminole Discovery
  • Seminole Sensation Week
  • Spring Fling
• Services & Resources
  • Event Planning
  • Discounted theme park tickets
  • Market Wednesday
  • Student Organization Services
• Get Involved
  • Peer Involvement Counselors
  • Soar Board
  • Student Groups
• Meet our Staff

The Student Activities Center is the center for student involvement on campus; home to Recognized Student Organizations, SGA agencies, Union Productions, and Homecoming and Pow Wow. The Student Activities Center is located on the 3rd floor of the Activities Building in the Oglesby Union and is open Monday-Friday, 8am-5pm, with evening hours on most week days.

See http://union.fsu.edu/sac/staff for current list

Student Organization Services: The Student Activities Center is responsible for the recognition process and to serve as a liaison for student organizations at FSU. Student Organization Services provides skills-based training opportunities to student organization officers and advisors as well as student organization mediation. The office also hosts events for student organizations, such as Market Wednesdays, Presidents’ Mixer, and Leadership Awards Night. For more information about our programs and services for student organizations, call the Student Activities Center at 644-6673 or visit us online at http://union.fsu.edu/sac/.

Event Planning & Permitting: The Student Activities Center is available to provide assistance with event planning and permitting at all stages in the process. From setting event goals and conceptualizing the program to evaluation, we can work with you to make your program a success. The Student Activities Center also facilitates the Special Events Permitting process and approving events that require university approval. Contact the Student Activities Center staff at 644-6673 to make an appointment to review your event plans and obtain assistance with the event planning process or the Special Events Permitting process. Or visit http://union.fsu.edu/eventplanning/ for more information on how to plan your event.

Union Productions: The Student Activities Center houses the major campus programming board at FSU, Union Productions (UP). UP provides programs and entertainment all year long, providing entertainment and fun through programs such as comedians. movies, concerts, lectures, and special events such as Geek Night and Spring Fling. These events take place at venues both on and off campus, including the Club Downunder, an on-campus nightclub open 3-5 nights a week featuring the best in up and coming bands and comedians. UP also co-sponsors many events with student organizations and agencies throughout the year. For more information on Union Productions events visit UP online at http://unionproductions.org/.

Homecoming & Pow Wow: Homecoming is week filled with fun activities, such as Renegade Recess, Warchant, and free food leading up to the Homecoming game to celebrate FSU. Get involved with Homecoming by checking out http://homecoming.fsu.edu/.

Pow Wow is FSUs premier homecoming event. The show features performances by the Marching Chiefs, the Flying High Circus, cheerleaders, and student dance troupes, as well as appearances by Coach Jimbo Fisher and members of the FSU Football Team. The show also includes a headlining comedian. To learn more about Pow Wow, call the Student Activities Center at 644-6673 or email PowWow@admin.fsu.edu.

All students are encouraged to enrich the FSU campus and their own college experience by getting involved. One method of involvement is joining a student organization. Student organizations foster interpersonal relationships, explore educational opportunities, develop professional skills, and enhance academic experience by serving the campus community and cultivating leadership at FSU. Nearly 500 student organizations currently thrive at FSU and new organizations are continuously accepted.

RSOs are afforded privileges and resources at FSU and, in exchange, are required to adhere to and fulfill the following expectations as conditions of recognition.

RSOs will:

• Complete the annual recognition process with the Student Activities Center by submitting all required information, actively attend training opportunities, and making timely updates to organization’s information (officers, constitution, etc) as changes occur.
• Follow and abide by all federal, state, and local laws and regulations, and all policies and procedures of Florida State University, including the FSU Student Code of Conduct (http://srr.fsu.edu/) and the Student Organization Handbook (http://union.fsu.edu/sac/sos/).
• Remain in good standing with all aspects of FSU (Oglesby Union Guest Services, SGA, campus departments, etc) and conduct themselves in a manner that is consistent with the mission of the University.
• Adhere to the rules and procedures set forth in the organization constitution, including the non-discrimination and non-hazing requirements for membership.
• Meet all fiscal obligations incurred by the organization and abide by the SGA Finance Code when applicable (http://www.fsu.edu/~sga/sgaacct/).
• Ensure proper planning and execution of organization events, and consult with the Student Activities Center staff for help with event policies and contract management.
• Provide adequate training during the officer transition process.
• Establish consistent communication with the organization advisor, and keep advisor informed of organization activities and decisions.
• Ensure proper use of campus resources, including meeting and event space, office space, and other afforded benefits to the organization.

The Florida Administrative Code states, "the Vice President for Student Affairs or designee" will be responsible for the annual recognition process of Student Organizations at FSU. The Vice President for Student Affairs has designated the Student Activities Center to oversee this process for the University. All new RSOs are approved in writing by the Assistant Director for Student Activities and Oglesby Union Associate Director (as designee for the Vice President for Student Affairs).

All groups submitting an application must meet the following criteria to become a Recognized Student Organization.

• Each organization is required to participate in one workshop for RSO leaders offered by the Student Activities Center. Multiple sessions will be offered to choose from and a minimum of one officer is required to attend, although all officers are welcome. Current scheduling and attendance requirements may be obtained from the Student Activities Center.
• The officers of an RSO must be currently enrolled FSU students, maintain a minimum 2.0 GPA, be registered for a minimum of 6 credit hours for undergraduates and 1 credit hour for graduates and be free of any obligation for fees or payments to the university. Student identification information is required of all officers for verification of status. A minimum of two officers (one must be president) are required for every organization. If the group has a bank account and spends funds, a treasurer is also required.
• All organizations must have a minimum of 10 members and must be currently enrolled FSU students. This information may be verified by the Student Activities Center or by the SGA as part of the funds allocation process.
• All organizations must submit a current membership roster at the time of recognition.
• All organizations must draft and submit a current local constitution and submit it with annual recognition application. Each constitution must include the required elements outlined in the following "Writing a Constitution" section of this handbook.
• ** Social Greek organizations and SGA agencies may submit a memorandum of understanding in place of a local constitution. **
• Each organization must have an advisor who serves as a full time faculty or staff member of FSU. Graduate or undergraduate students (including Graduate Assistants and Teaching Assistants) may not serve as advisors to RSOs.
• All officers and the advisor must read the liability information listed on the recognition packet. The president and advisor must attest to their understanding of the information by signing and initialing the application for recognition.
• All RSOs must uphold the "Expectations of RSOs" listed in this handbook as a condition of recognition.

Use the following checklist in order to help with completion of the Recognition Process:

• Sign up for required Get Recognized! Workshop with the Student Activities Center. Gather the contact information for all officers of the organization
• Complete all sections of the online RSO application
• Submit updated local constitution and membership roster for RSO’s or Memorandum of Understanding for Greek organizations and SGA Agencies along with membership roster through the RSO recognition website.
• Have your advisor and president read, complete, and sign the Recognition Application and return them to the Student Activities Center to complete the Recognition process.

A constitution is a set of rules for your organization. A well-written constitution can be a great asset to your group. Use the sample constitution in this section to generate ideas, and then spend time writing a constitution for your student organization. It may be any length, but must cover the basic components outlined below.

An important note to nationally affiliated groups: national constitutions will not be accepted as part of the recognition process. All organizations must draft a local constitution for their group to include FSU-specific requirements and policies for the organization. A Student Activities Center staff member may assist you with this process if you have questions when drafting a local constitution.

Your constitution is only helpful if you use it!! Get into the habit of referring to it for clarification and use it as your basis for decision making. Distribute a copy to the members of the organization each year so they are familiar with the rules of the organization. Update your group’s constitution annually and submit a revised copy to the Student Activities Center.

For help writing your constitution, contact the Student Activities Center at 644-6673.

By-Laws

By-laws may often accompany a constitution with "working rules" of the organization. If your group wants to put your common practices in writing, you will need to draft by-laws. Common topics included in by-laws are elections, committees, officer vacancies, rules of order, meeting parameters, etc. By-laws are NOT required for each organization; rather, they are an additional tool available for your organization.

Required Elements of a Constitution

The items below will be required in all organization constitutions. Organizations have the discretion to determine their own rules and procedures. See the attached sample constitution for ideas. The text in the Sample Constitution is a suggestion only, but at a minimum, the following must be included:

-Organization Name

-Purpose

-Membership Requirements, including:

(a) Membership Statement

(b) No hazing or discrimination will be used as a condition of membership in this organization.

      -Information regarding hazing can be found at http://hazing.fsu.edu/.

(c) This organization agrees to adhere to the University non-discrimination statement: No university student may be denied membership on the basis of race, creed, color, sex, religion, national origin, age, disability, veterans’ or marital status, sexual orientation, gender identity, gender expression, or any other protected group status.

      -Groups exempt under Title IX, are not required to include gender in their Non-Discrimination Statement. Those organizations must also be entitled to single-sex membership under the provision of Section 86.14 of the regulations promulgated under Title IX of the U.S Education Act of 1972.

(d) Revocation of Membership

(e) Appeal Process

-Officers, including:

(a) Eligibility

(b) Titles and Duties

-Selection of Officers, including:

(a) Eligibility to Vote and Hold Office

(b) Election Process

(c) Term of Office

-Officer Vacancies, including:

(a) Removal of Officers

(b) Resignation

(c) Filling Vacant Officer Positions

-Advisor

-Finances, including:

(a) No university student may be denied membership due to inability to pay dues. If a member is not able to pay dues, other arrangements will be made.

-Publications

(a) Compliance: All advertisements of the organization must comply with the University Posting Policy (http://posting.fsu.edu/).

(b) Approval

-Amendments

Golden Girls Enthusiasts Club
Constitution

Items marked in bold font are required in all organization Constitutions

Article I –Organization Name

The name of this organization shall be the Golden Girls Enthusiasts Club at the Florida State University. The organization may also refer to itself as ‘Goldies.’

Article II–Purpose

(Insert your Mission Statement or Statement of Purpose here)

All activities and functions of the Golden Girls Enthusiasts Club shall be legal under University, local, state, and federal laws.

Article III–Membership

Section 1: Membership Statement

Membership is limited to all students who are enrolled with the Florida State University. No hazing or discrimination will be used as a condition of membership in this organization. Information regarding hazing can be found at http://hazing.fsu.edu/.

This organization agrees to adhere to the University non-discrimination statement: No university student may be denied membership on the basis of race, creed, color, sex, religion, national origin, age, disability, veterans’ or marital status, sexual orientation, gender identity, gender expression, or any other protected group status.

Section 2: Recruitment

Recruitment shall take place throughout the year and membership is open at all times.

Section 3: Revocation of Membership

Membership may be revoked without mutual agreement for non-participation, misconduct, or violations of any provisions of the Constitution. The member will be notified in writing of the possible revocation at least 72 hours prior to the vote and will be allowed to address the organization in order to relate to members any relevant defense prior to the voting for removal. Membership can only be revoked upon a 2/3 majority vote of eligible members. Revocation of membership will be valid for three (3) semesters.

Section 4: Appeal Process

Any student whose membership is revoked will have seven (7) calendar days to appeal the revocation. The appeal must be submitted in writing to the President and Secretary, and must include any relevant information that has not already been presented. The President will then submit the appeal to the Appeals Committee. This committee consists of 3 executive board members and 4 general members. This committee will then render a decision at the next general body meeting or in seven (7) calendar days, whichever occurs first.

Article IV–Officers

Section 1: Eligibility

All officers of the Golden Girls Enthusiasts Club shall be enrolled at least part time at the Florida State University and possess at least a 2.3 grade point average.

Section 2: Titles and Duties

The offices of this organization shall include a President, Vice President, Secretary, and Treasurer. No officer will be permitted to hold more than one officer position. All officers shall retain voting rights, however, the President shall only vote in the case of a tie. Any officer may be re-elected however not for more than two consecutive terms.

Officers cannot reappoint themselves for a second term they must be re-elected as described in Article V.

The President shall:

• Supervise the activities of the organization.
• Preside over all meetings and call all meetings to order.
• Be one of three signers on financial documents.
• Coordinate all conferences.
• Ensure all officers are performing their duties as defined in this Constitution.
• Assign special projects to officers.
• Be familiar with Robert’s Rules of Order to conduct meetings.

The Vice President shall:

• Assist the President in his/her duties
• Assumes the Presidents responsibilities in his/her absence.
• Keep accurate records of all meetings in the Secretary’s absence.
• Plan and be responsible for all retreats and training of the organization.
• Perform an audit of all financial transactions of the organization twice a year.
• Assist in special projects as assigned by the President.

The Secretary shall:

• Notify members of meetings via e-mail and/or telephone at least 48 hours in advance.
• Keep accurate records of all meetings.
• Maintain accurate list of members and their contact information.
• Perform a verbal roll call of all members and maintain an attendance record.
• Prepare ballots for elections.
• Keep copy of constitution and have available for members.
• Assist in special projects as assigned by the President.

The Treasurer shall:

• Keep an accurate account of all funds received and expended.
• Be one of three signers on financial documents.
• Be responsible for collecting dues and notifying members who are delinquent in their payments.
• Be responsible for creating budget reports at the beginning of each Fall and Spring semester and as requested by the President, Vice President, and/or FSU faculty/staff advisor.
• Provide financial records sufficient to allow the Vice-President to perform audit.
• Assist in special projects as assigned by the President.

Article V–Selection of Officers

Section 1: Eligibility to Vote and Hold Office

Active voting membership will be limited to all students who are active members in good standing. Only active voting members who meet the requirements stated in Article IV, Section 1 are eligible to hold offices.

Section 2: Nomination Process

The nomination of officers shall occur at the first meeting held in November. Any eligible member (as defined in Article III Section 1) present may nominate someone or themselves for office by verbally nominating the individual during this procedure. However, the nominee must be considered an eligible member (as defined in Article III Section 1). Absentee ballots and proxy ballots are not permitted in the nomination or election process.

Section 3: Election Process

The election of officers shall occur at the second meeting held in November. The nominated candidates will be given a chance to address the organization to discuss his/her qualifications and reasons why they should be selected. Once each candidate has had the opportunity to speak, all eligible members (as defined in Article III Section 1) present will have the opportunity to vote by secret ballot. The faculty/staff advisor and current highest-ranking officer not running for office will tabulate all votes. The highest-ranking officer not running for office shall announce the officer with a simple majority of votes cast by eligible members. After announcing the new officer the highest-ranking officer not running for office shall ask if any eligible members contest the count. If no eligible member contests the count the new officer shall take office immediately. If an eligible member contests the count the faculty/staff advisor and the highest-ranking officer not running for office will recount all votes. In the event of a tie, the President shall cast the deciding vote for office unless he/she is running for the said office. In that case, the next highest-ranking officer shall make the deciding vote.

Section 4: Term of Office

The length of office shall be no longer than one calendar year. Newly elected officers shall take office immediately after the announcement at the second scheduled meeting in November and their term will end at the second scheduled meeting the following November once new officers are announced.

Article VI–Officer Vacancies

Section 1: Removal of Officers

Any officer may be removed from office upon a 2/3 majority vote of eligible members. The officer will be notified in writing of the possible termination or removal at least 72 hours prior to the vote and will be allowed to address the organization in order to relate to members any relevant defense prior to the voting for removal.

Section 2: Resignation

Officers no longer wishing to serve on the board must submit their resignation to the President at least two (2) weeks in advance. Prior to the officers final day he/she shall provide all documents relating to the organization and brief his/her replacement of current projects in his/her care.

Section 3: Filling Vacant Officer Positions

In the event an officer is removed or resigns, the nomination process as stated in Article V Section 2 will take place at the next scheduled meeting. The election process will take place as stated in Article V Section 3 at the next scheduled meeting following nomination. The newly elected officers term shall end at the annual election scheduled in November.

Article VI–Meetings

The quorum required to conduct business is fifty (50) percent of the officers and fifty percent (50) of the organization’s active members. The President will be in charge of calling meetings and the secretary will be responsible to notify all members. Members must be notified of meetings at least 48 hours in advance and shall be notified via e-mail and/or telephone. The president shall preside over all meetings and shall follow Roberts Rules of Order in conducting organizational meetings.

Article VIII–Advisor

Section 1: Nomination and Role

The advisor shall be selected by the officers of this organization and must be approved by a simple majority vote of eligible members. The advisor shall serve as a mentor to the organization providing guidance to the officers and members. The advisor has no voting rights. The advisor position has no term limit other than he/she must be a current FSU faculty or staff member.

Section 2: Removal and Replacement of Advisor

The advisor will be notified in writing of the possible removal at least 72 hours prior to the vote and will be allowed to address the organization in order to relate to members any relevant defense prior to the voting for removal. Upon a 2/3 majority vote of eligible members the advisor will be remove from his/her duties. In the event that an advisor is removed or resigns, a new advisor shall be elected within 14 calendar days.

Article IX–Finances

Section 1: Membership Dues

Membership dues shall be twenty (20) dollars per year or fifteen (15) dollars per semester. Membership dues will be collected at the first meeting of the Fall and Spring Semester. No membership dues will be collected during Summer terms. No university student may be denied membership due to inability to pay dues. If a member is not able to pay dues, other arrangements will be made.

Section 2: Spending Organization’s Money

For the protection of the organization and its officers it is required that two authorized signatures sign all monetary transactions. Only the President, Treasurer, and FSU Faculty/Staff Advisor can be signers on the organization’s account. Organizational funds may be spent on items such as office supplies, events/activities, publicity, travel expenses, conference fees, etc., but will not be used for anything illegal under University, local, state, and federal laws.

Section 3: Officer Transition

It shall be the responsibility of all account signers to change contact information as well as assist in the update of new account signatures after each election with the organizations financial institution. In addition, the Treasurer will be responsible to pass along all information from previous year’s budget and current budget.

Section 4: Dissolution of Organization

In the event that the organization ceases to exist, any funds remaining in the organization’s account shall be remitted back to the Student Government Association, or donated to the organization’s charity – "Children’s Miracle Network."

Article X–Publications

Section 1: Compliance

All advertisements of the organization must comply with the University Posting Policy (http://posting.fsu.edu/).

Section 2: Approval

The Secretary and President must approve all publications, shirts, flyers, etc. prior to duplication and distribution.

Article XI–Amendments

Amendments to the constitution must be proposed in writing to the President. The amendment must then be presented to the organization during a scheduled meeting and should include a full explanation and/or rationale for the amendment. The amendment must be voted on at the next scheduled meeting. The amendment shall not take effect until approved by a 2/3 majority vote of eligible members of the organization.

History of Constitution

• Created: 7th day of August in the year 2000
• Revised: 1st day of October in the year 2001
• Revised: 1st day of July in the year 2002

To begin the recognition process, all recognized student organizations must attend one workshop presented by the Student Activities Center. The workshop is meant to familiarize organizations to the recognition process, the benefits of being a RSO, the responsibilities of a RSO, the Union Board policies, the Event Permitting process, and the SGA policies. All organizations must send at least one representative to at least one workshop. Workshop dates will be held in the beginning of the fall and spring semesters. RSOs that do not attend a workshop and do not complete the recognition process are not recognized by the university.

There are two types of recognition for student organizations:

Creating a New Organization: Student organizations just beginning at FSU, or those reviving an organization that has not been active for more than one year, must follow the process to create a new organization to become an RSO. This process includes attending a workshop, completing the online application, signing/completing the Recognition Application, and turning that form in to the Student Activities Center office. Applications are submitted for approval by the Assistant Director of Student Activities for Student Organizations and the Director of the Student Activities Center. New RSOs will be sent email notification once their applications have been approved, usually within 10 business days. Visit the Student Activities Center online to complete the online recognition process at http://union.fsu.edu/sac/.

Creating a new organization can take place during the recognition periods, including the summer semester. Recognition will be complete when the organization receives an email from the Student Activities Center stating that the recognition process was successful.

Re-Recognizing a Existing Organization: Re-recognition is for current RSOs and occurs at the beginning of the fall semester. Re-recognition also allows an inactive organization to become active again if the group has been inactive for less than one year. If the organization has been inactive for more than one year, it must participate in the new recognition process listed above. Student organizations must re-recognize each year during the first month of school to update officer contact information and to retain benefits and services for the organization. Student organizations completing the re-recognition process must attend a RSO workshop, complete the online application, signing/completing the Recognition Application, and turning that form in to the Student Activities Center office. The Student Activities Center staff will review the application and submit it for processing. Officers will be notified if changes or additional information is required to submit their application.

Re-recognition will be complete when the organization receives an email from the Student Activities Center stating that the recognition process was successful.

In order to be eligible to receive privileges and services to assist them in reaching their goals, student organizations must complete the recognition process with the Student Activities Center. Please check http://union.fsu.edu/ for a complete listing of RSO Resources and Benefits.

The benefits of a recognized student organization are numerous. Below are several examples of benefits for recognized student organizations:

• 5,000 free black and white copies each year on the copy machine in the Student Activities Center (groups must provide own paper). A copy code is given to each RSO and is required to use the free copies.
• Access to computers and a fax machine in the Student Activities Center – usage of these tools should be for organization business only.
• Recognized student organizations are automatically included in a list of current organizations at http://union.fsu.edu/sac/.. Organizations can also utilize the Leaders Listserv to promote events and information to other student leaders.
• Campus posting privileges including chalking, distribution of handbills, and posting flyers in compliance with the University Posting Policy (http://posting.fsu.edu/).
• Eligibility to win awards such as "Student Organization of the Year," "Student Organization Advisor of the Year," and the "Vires, Artes, Mores" Awards at Leadership Awards Night held each spring – nominations are due in early February.
• Eligibility to apply to the Union Board for an office space assignment in the Student Activities Center – applications are due early in the Spring Semester, space assignments begin in the summer, and last for one full year (For more information about the space allocation process, please contact the Union Board at 644-5322 or stop by A305 in the Student Activities Center).
• Ability to co-sponsor events or request help with an event by contacting Union Productions at 644-6673 or email upcosponsor@fsu.edu, for more information.
• Eligibility to apply for a campus mailbox in the Student Activities Center. Only a limited number of mailboxes are available.
• RSO Leaders are added to Leaders Listserv, a weekly digest with upcoming events sponsored by RSOs.
• Invitations to Roundtables to participate in discussion on various topics.
• Access to a SOAR Board Liaison to communicate with about issues or concerns (http://union.fsu.edu/sac/soar/).
• Tabling during Market Wednesday http://union.fsu.edu/market/).

Space Reservations

RSOs can reserve rooms for meeting and event space on campus through Oglesby Union Guest Services. Groups can also reserve Union tables and banner space. Oglesby Union Guest Services in located in Krentzman Lounge or can be contacted by calling 644-6083, GuestServices@admin.fsu.edu or by visiting the website http://union.fsu.edu/guest_services/.

Event Planning Resources

The Student Activities Center staff is here to assist RSOs with planning their events! If you are holding a major campus event or an event involving food, amplified sound, inflatables, or an outside entity requiring approval, the Student Activities Center can help you complete the Events Permitting process http://union.fsu.edu/eventplanning/. The Guest Services office will let you know if an Event Permit is required to complete your request.

Food permits are also required in addition to Event Permits in some cases. Please complete all permits and submit at least one week before event. If there are problems with your request, Environmental Health and Services will suggest changes to make your event safer. Visit http://union.fsu.edu/eventplanning/ to view the food permit form online.

Contracts

Any event sponsored by a RSO, which brings an outside person or company to campus, has to be officially contracted by the University. This includes, but is not limited to DJs, speakers, bands, and conferences. Even if the cost is $0, a contract must still be signed.

Contracts are legal documents on behalf of Florida State University and there must ALWAYS be signed by official staff of the Student Activities Center. Never sign a contract yourself-you or your organization could be responsible for paying the entire fee on your own. Never verbally commit a date or a certain fee to an artist – verbal commitments are legally binding in the state of Florida.

RSOs can contact the Student Activities Center (644-6673) for more information and help concerning contracts of any kind.

Funding Opportunities

RSOs are eligible to apply and obtain Activity and Service (A&S) fees to help fund their organization. To request A&S funding, an organization must be recognized by the University, have a treasurer, become financially certified, and submit a funding request.

There are also several funding boards established to allocate funding to student organizations. Please check with SGA Accounting at 644-0940 or A209 Oglesby Union for more information about the funding boards or any funding questions.

For a Title IX exempt social Greek-letter fraternity or sorority (as defined under the provisions of Section 1681 of the U.S. Education Act of 1972) to be recognized as a student organization on the Florida State University campus, it must first be granted membership in its University-recognized Greek council. Once membership is confirmed with either the Interfraternity Council, Multicultural Greek Council, National Pan-Hellenic Council, or the Panhellenic Association, recognition materials will be processed by the Student Activities Center. For requirements related to membership in one of the aforementioned councils, visit the Office of Greek Life website at www.greeklife.fsu.edu/

For a sport or recreation-based student organization that desires to be a member of the Sport Club Program within the Department of Campus Recreation, it must apply for admission on annual basis with the Program. Once membership is confirmed by the Sport Club Program, the recognized student organization shall be classified as a Sport Club by the Student Activities Center and shall be subject to the administrative requirements of the Sport Club Program and budgetary processes of the Sport Club Allocations Committee. For requirements related to admission into the Sport Club program, visit the Sport Club Program website at http://fsu.campusrec.com/sportclubs/.

For a Florida State University Student Government Association (SGA) Agency to be recognized as a student organization on the Florida State University campus, they must first be promulgated in SGA statutes. Upon confirmation of promulgation, recognition materials will be processed by the Student Activities Center. To be an agency of the Student Government Association, please see the SGA statutes at www.sga.fsu.edu/.

Student Academic Programs (SAP) are unique in their relationship with academic units and their multiple funding sources. They are not unique, however, in the same need as other student organizations for accountability, risk management, and adherence to University policy. For this reason, this memorandum confirms the necessity for SAP groups to participate in the recognition process under the auspices of Student Activities.

The requirements for recognition, as well as these other limitations, are on file in the Student Activities Center, Office of Greek Life, Student Government Association, and Campus Recreation.

RSOs at FSU are responsible for their events and activities, as well as the actions or negligence of the organization membership. Take a moment to thoroughly read the liability information detailed below. Be sure to review the information with your organization at the beginning of each semester, and discuss how these issues might affect your group’s activities. The president and advisor must initial and sign the Recognition Application stating they have read and understand the liability information.

Policy Compliance

The purpose and activities of all organizations must be in compliance with the rules and regulations of the Florida State University, the Florida State University Board of Trustees, and local, state, and federal laws, including the FSU Hazing and Alcohol Policies located in the FSU Student Code of Conduct and Chapter 6C2 of the Florida Administrative Code. The policies and practices of the organization pertaining to membership may not discriminate on the basis of race, creed, religion, sex, age, sexual orientation, national origin, marital status, parental status, disability, or the inability to pay dues, or any combination thereof. In cases where the nondiscrimination policy conflicts with the organization’s religious beliefs, tenets, or doctrines, or an organization’s limitation of membership to a particular gender, as allowed by law, the organization may request in writing an exemption from the part of the policy that is in conflict. Requests for exemption will be submitted to the Director of Student Activities who will determine whether the exemption will be granted. Denial of a request for exemption may be appealed to the Vice President for Student Affairs, whose decision shall constitute final University action on the matter. The Office of the General Counsel at the Florida State University may be consulted as necessary regarding legal issues associated with the request.
If an organization is Title IX exempt (i.e. Social Greek organizations), they do NOT need to submit a request for exemption.

Insurance Clarification

Florida State University has no insurance covering the activities of student organizations. In accordance with the laws of the State of Florida, Florida State University, and the Florida State University Board of Trustees, the University is unable to provide insurance that covers any student organization or activity. The only exceptions to this rule are for salaried officers of the Student Government Association acting within the scope of his/her office. Completing the recognition process with the Student Activities Center as a student organization is not recognized by the State Risk Management Trust Fund and does not establish or fall within the State of Florida, Florida State University, or the Florida State University Board of Trustees coverage under that fund. Approval of a student organization or activity by the Student Activities Center or the Student Government Association does not establish State of Florida, Florida State University, or the Florida State University Board of Trustees liability coverage for that organization or activity.

Responsibility and Liability

In consideration of the participants of the organization and its members in the stated activities of the organization and others that may occur during the academic school year, the organization’s officers and individual members have both an organizational and personal legal responsibility to adhere to all local, state, and federal laws, and Florida State University administrative policies and procedures. It is understood that neither Florida State University, the Florida State University Board of Trustees, nor the State of Florida can defend the activities of the organization under its present insurance coverage or defray the costs, including attorneys’ fees, of defending any lawsuit or claim against the organization, its officers or members. The organization agrees to indemnify and hold harmless the State of Florida, Florida State University, The Florida State University Board of Trustees, and their officers and employees for and against any claims caused by the activities of the organization, its officers, and members. The organization may be held fully liable for its activities and any claims that may result will be against the organization, its officers and members.

Acknowledgement

The chief officer and advisor of this organization shall declare in writing by signature on the application for student organization recognition that we fully understand and acknowledge our reliance wholly upon our own judgment, belief, and conscious appreciation of the particular activities and dangers involved in the organization’s events, programs, and functions. Further, we acknowledge and understand that the State of Florida, the Florida State University, the Florida State University Board of Trustees, and the Florida State University disclaim liability for any and all damage, injury, or loss of life that may occur with respect to the activities, functions, and programs of the organizations. We further acknowledge our responsibility to notify all members of the organization of these terms and conditions, and the provisions stated in Section C62-3.0015, Florida Administrative Code, found in the FSU Student Handbook and FSU General Bulletin. The term of recognition is valid for one academic school year from the Fall recognition window to August 1st, and it is the responsibility of the signing officers to notify any future officers of the terms and conditions of this disclaimer of liability. We understand that signing this form does not relieve FSU from liability for its negligence, as stated in Section 768.28, Florida Statues.

Non-Profit Status/Tax-Exemption

Official recognition of any club or organization does not constitute university endorsement or grant university-specific privileges. As a result, tax-exempt status is not granted when organizations receive recognition.

Recognized Student Organizations that wish to use the university’s name as part of their organization’s name may do so as long as sponsorship or endorsement by the university is not implied or stated. If used, organizations are restricted to the following:

• The university’s name may only appear at the end of the organizations name and should be followed by the statement "a Recognized Student Organization" (i.e. Student organization at Florida State University, a Recognized Student Organization).
• The title should follow one of these forms: (1) Florida State University; (2) FSU.

Where permission is necessary, the use of any registered University symbol or logo shall be by written agreement between the University and the user. Any individual, group, or organization desiring to use registered university symbols or logos, for commercial or non-commercial purposes, should contact the Director of University Trademark Licensing, who shall be responsible for determining the appropriateness of such use, and the execution of any necessary written agreement extending permission for use. All requests received by other university offices for permission to use the University’s name, symbols or logos should be referred to the Director of University Trademark Licensing. Proceeds derived from the use of university symbols or logos by third parties shall accrue to the Seminole Boosters, Inc. or other departments as determined by the President or designee.

The Director of University Trademark Licensing shall be responsible for general monitoring of the use of the University’s registered symbols or logos and shall report to the Office of the University Attorney all uses which may constitute infringement of the University’s registration.

According to the Florida Administrative Code, the only person(s) who can represent the University in an "official" capacity are University faculty, staff, administrators, and the Student Body President. No student, aside from the student body president, is ever considered an official representative of the University. This is especially important to understand when working with outside vendors, agents, etc.

Recognized Student Organizations not meeting the requirements, expectations, policies listed above may be suspended or placed on probation for a period of time, as determined by the Assistant Director of Student Activities. Suspension or probation may be imposed for the following reasons, including but not limited to: ineligible officers, officer misconduct, property damage, organization misrepresentation, violations of university, local, state, or federal laws, noncompliance with organization recognition procedures, falsification of information, or lack of full time faculty/staff advisor. To rectify the issue, organizational development will be addressed with the Student Activities Center before re-instatement can occur. In cases when the Assistant Director of Student Activities determines the behavior is more serious, the Assistant Director may report organization members to the Office of Student Rights and Responsibilities. Appeals to decisions can be made to the Director of Student Activities.

Anyone can plan an event, but it takes hard work and preparation to host a GREAT event! Even a simple meeting can involve advertising and promotion, coordinating the event agenda, contracting speakers, planning engaging activities, keeping up with committees and special projects, and providing and permitting refreshments. Just imagine what’s involved with bringing a big-name speaker, comedian, or performance band to campus! The purpose of hosting events can vary (to communicate ideas, promote the organization, etc) so it’s important to know both why you’re planning the event and how to do it successfully.

The Student Activities Center is available to provide assistance with event planning at all stages of the process. From setting event goals and conceptualizing the program to evaluation, we can work with you to make your event a success. Contact the Student Activities Center staff at 850-644-6673 to make an appointment to review your event plans and obtain assistance with the event planning and permitting process.

**Please visit http://union.fsu.edu/eventplanning/ for event planning and approval tips.

Questions to Ask Yourself When Pre-Planning:

• What is the purpose of your event?
• Who is the sponsoring group(s)?
• What is the contact information for your event’s chair?
• What are the possible date(s) of the event?
• What is the likely event start time and end time?
• Do you have room/space reservations?
• What type of room/space do you need?
• How do you need the room to be set up?
• What is the estimated attendance?
• What is your event budget and where is it coming from (A&S fees, Off Campus Funds, etc)?
• What equipment may be needed?
• Do you have to submit an Events Permit?
• Do you have to submit a food permit?
• Will you be using amplified sound?
• Are you bringing in someone from outside of campus to prove a service that requires a contract (DJ, band, speaker)?

General Tips:

• Plan ahead: know the basics of your event before contacting anyone (see questions to ask yourself when pre-planning, above, for what constitutes the basics)
• Know who to contact (Student Activities Center, Guest Services, Environmental Health & Safety, FSUPD, etc) and when they should be contacted
• Complete all necessary forms (such as Events Permits, Food Permits, etc) and build in at least 7-10 days for them to be processed and approved.
• Read and adhere to all the guidelines outlined for your event once it has been approved
• Relay all the given information to the entire sponsoring organization so every member is aware of what is happening
• Contact the Student Activities Center if anything changes regarding your event

Many student organizations make the mistake of allocating the entire program budget to the cost of the speaker or artist. There are other costs involved with planning an event that must be considered:

• Production Costs (such as sound)
• Advertising & Promotions
• Food
• Honorarium/Performance Fee (travel & lodging)
• Hospitality (food & amenities for the artist)
• Supplies (such as paper for fliers, posters, & programs

When requesting funding for your event, be sure to include ALL expenses for the event so you can predict the entire cost.

Paying for your Event

You organization can either use A&S Fees (SGA money) or Off Campus Funding to pay for your event.

With A&S Fees

Events funded through SGA must use approved methods of purchase and payment. All organizations who receive A&S Fee funding are required to attend an accounting financial workshop each year to update your organization on the current purchasing and payment procedures. As a general rule, students CANNOT purchase an item and expect to be reimbursed from the University. A purchase order (P.O.) must be generated in advance with specific purchase details provided. The SGA Accounting Office may be reached at 644-0940 or visit them in A209 Oglesby Union. Important Note: after your event is completed, check with the accounting office to make sure all invoices have been paid and there are no outstanding bills for your student organization.

With Off Campus Funds

If you are using off campus funds to pay for your event, you should first ensure that you have the adequate amount of money in your account to fund the event. You do not want to overdraw your account or bounce any checks! After you verify the funds, you can purchase the items you need for your event. If one of these items includes bringing in someone or something from off campus to provide a service at your event, you will need to complete contracts for those individuals or groups.

A major benefit offered to Recognized Student Organizations is the use of campus space. There are a variety of spaces across campus available for student use. In order to use a specific space on campus, it must be reserved ahead of time.

Make sure that you have reserved space BEFORE you advertise for an event.

Each space has its own system of reserving and space use limitations. To find out those guidelines please contact the administrative office within the building that you are trying to reserve.

Oglesby Union, Guest Services

Guest Services within the Oglesby Union can be a great resource to groups planning events. The majority of your events will be reserved through Guest Services as their facilities are specifically designed to host a wide variety of events for RSOs.

Guest Services only books space within the Oglesby Union, the Student Services Building, and the Student Life Building. This includes the Union Green, and Woodward Plaza around the Integration Statue.

To request space, contact Guest Services at 850-644-6083 or submit an online request through their website http://union.fsu.edu/guest_services/. Please note: This is a REQUEST for space. You do not have a space reserved until you receive a CONFIRMATION e-mail.

All audio/visual and furniture needs must be reserved ahead of time. Last minute requests are granted at the discretion of the Building Manager on duty. Equipment is only guaranteed if it is on your confirmation. RSOs are liable for all equipment used during their event.

Academic Space

As another service, RSOs can reserve academic space for their events in the following buildings: BEL, HCB, HTL and WMS. The request must be submitted through the Guest Services office by physically filling out a Room Reservation Request Form for Academic Space. The RSO’s Advisor must sign the form along with the RSO officer filling out the form as they must attend the event to open the room with their FSUID. This is a REQUEST for space that Guest Services submits to the Registrar’s Office. The RSO will receive a confirmation e-mail from the Registrar’s Office if they allow the event to take place. Guest Services does not book this space and has no access to these rooms.

Building Hours:

RSOs must end their events by 10pm and must be out of the space by 10:30pm. Any events outside these times must be arranged ahead of time and there will be a charge of $25 per hour outside of these scheduled times.

Cancellation and No-Show Policy

All cancellations must be received at least 24 hours in advance of the reserved event start time and by 5PM Friday if cancelling a weekend event.

If an event is not cancelled ahead of time and an RSO does not arrive within 1 hour of their reserved event start time, they will get a no-show. After 1 hour it is up to the Building Manager on duty if the group may still use the room but if a no-show is given, there is no guarantee the room will still be available.

After 3 no-shows, an RSO will suffer administrative consequences. Typically the RSO will not be able to reserve more space for the remainder of the semester and could lose further room privileges.

Amplified Sound Policy

Amplified sound consists of the use of any sound equipment not provided by Guest Services and is any more powerful than a small boom-box, computer speaker, or I-pod docking station.

Amplified sound is only allowed in the following locations booked by Guest Services:

• Moore Auditorium – inside with all doors closed
• Union Ballroom – only if all 3 are reserved
• Union Courtyard – only during approved amplified sound hours
• Union Green – only during approved amplified sound hours
• Woodward Plaza – only during approved amplified sound hours

Room Rates

Rooms in the Oglesby Union are free for RSOs to use when there is no exchange of money (i.e. admission, fees, donations, selling of items, auctions, etc.) The one exception is each RSO is allowed one free fundraiser per semester. Any other event that has any type of money exchange will have a rental fee assessed to the RSO.

For equipment use rates and a list of rates for non-RSOs please see our website at http://union.fsu.edu/guest_services/

Room Capacities for Union Facilities:

Oglesby Union

*Rooms can be combined as follows: 312+313, 313+314, 314+315, or All together 312-315

**All three Ballrooms may be combined for a capacity of 1000 theater

***Space reservation must be approved by Senate President or Advisor

Student Services Building

Student Life Building

*Space reservation must be approved by SLC Director

**Space reservation must be approved by COGS Speaker

In order to utilize tables, chairs and other equipment from the Oglesby Union, your event must be held in Union facilities.

Non-Union space will require equipment from Building Services, which can be contacted at
(850) 644-2424, or an off campus equipment vendor such as Party Line of Tallahassee.

Only campus entities with OMNI budget account numbers will be processed to request equipment from Building Services. Most RSOs do not have these accounts. Only SGA Agencies will have them with the new SGA Funding policies. Neither the Student Activities Center nor SGA are equipped to set up an account for RSOs to use. Also, Building Services is not equipped to accept cash/checks/money orders.

Therefore, student organizations will have to book Union space or use outside vendors for non-Union space. For pricing and Building Services information, check out: http://www.facilities.fsu.edu/Building_Services/special_projects.php

The preferred caterer for all events on campus is Classic Fare Catering, a division of Seminole Dining. Use of this option does not require a food permit. Their website is: http://www.campusdish.com/en-US/CSS/FloridaState/Catering/

All other catering and food provided by your organization must be approved by the Environmental Health and Safety office. See Events Permitting section for food approval guidelines.

There are a variety of ways to promote/publicize your organization’s events. Some methods include:

• 10 Flyers to Union Marketing Office located on the main floor of the Union
• Leaders Listserv (email leaders@lists.fsu.edu) which goes out weekly
• Division of Student Affairs Calendar (http://sacommunications.fsu.edu/calendar/main.php)
• Union electronic board – Contact the Information Center at 850-644-3434
• Residence Hall Stall Stories – Contact Joyce Smith at jesmith@admin.fsu.edu
• Contact Student Publications for posters Oglesby Union A302
• Union Market Wednesdays Tables – Contact Student Activities Center at 644-6673
• FSView (http://fsunews.com/)
• V89

The Florida State University Posting Regulation can be found at http://posting.fsu.edu. This interactive site will provide you with useful information for posting a wide variety of promotional items such as flyers, yard-signs, and A-Frame signs. The site shows maps of approved locations, the various promotion privileges, and Helpful Hints to help you stay in compliance.

Co-Sponsorships are a great way to combine ideas and resources to plan an event. Why compete when you can collaborate? RSOs may choose to co-sponsor programs with other RSOs, SGA agencies, community organizations, and/or Union Productions. Union Productions will often help with the event costs if they decide to co-sponsor the event (it needs to fall within their goals for the year and not all requests to co-sponsor will be accepted). Contact these organizations about event co-sponsorship well in advance of the event date to allow for ample planning time.

For information on co-sponsoring with Union Productions, visit http://unionproductions.org/co-sponsorships/.

Some events require permits due to possible concerns with security, food, money, liability, or other factors. The Events Permitting process was created to assist student organizations with event planning, with hopes to ensure safe and successful events on campus. It is a "checks and balances" process. Once the Events Permitting is completed and all subsequent paperwork has been submitted (food permits, contracts, etc), it is sent out to various campus departments for approval (i.e. Guest Services, Athletics, FSUPD, Environmental Health and Safety, etc). After all approvals are received, an official approval letter is sent out to the organization officers and advisors.

The permitting process ensures that all stakeholders in the event are informed about the event and can provide the organization/department with the adequate support to make the event both safe and successful.

The Events Permit is a more in depth version of a standard space reservation. It should be done 1-2 weeks prior to your event. It is required for:

• Events where food permits are required.
• Events taking place outdoors (on the Union Green, Landis Green, etc)
• Events that involve amplified sound (dj, big screen t.v., microphone)
• Events that might draw media attention such as VIP Guests
• Events requiring a university contract (regardless of funding source)
• Events taking place in the Union Ballrooms, Moore Auditorium, or SSB 203
• Events where money is being exchanged (admission, fundraisers, etc.)
• Events involving safety or liability issues (5k’s, children coming to campus, physical activity events)
• Events considered auctions
• Events involving games of chance

This list is not exhaustive and the Student Activities Center and/or Guest Services reserve the right to decide whether a proposed event should be permitted.

The Guest Services office will let you know if Events Permitting is required to complete your space request by coding your space reservation as PENDING.

Events Permits are available online at www.union.fsu.edu/eventplanning/.

The Assistant Director of Student Activities for Event Planning and Permitting will assist you with the process. They will discuss your event and help you secure the appropriate approvals and/or information to make your event a success. You may contact them at (850) 644-6673.

RSOs that would like to have amplified sound at an outdoor event will need to request approval for amplified sound during the event permitting process.

PLEASE NOTE: Failure to acquire prior approval for amplified sound may result in the shutting down of your event.

To ensure that amplified sound does not interfere with the academic processes or activities of the University, the Union Board has implemented an Amplified Sound Policy. This policy pertains to areas outside Oglesby Union including and not limited to the Union Green and Langford Green. The Director of the Oglesby Union and/or the Director of the Student Activities Center can grant exceptions to the Amplified Sound Policy.

Amplified sound will be permitted during the following times with prior approval:

• Friday from 5 PM to 11:30 PM
• Saturday from 12 PM to 11:30 PM
• Sunday from 3 PM to 7 PM

For more information about the Amplified Sound Policy, you can refer to the Union Board Manual http://union.fsu.edu/unionboard/PDF/Union_Policy_Manual_Updated_March_2009.pdf

A food permit is required if your event meets any one of the following criteria.

• Event expected attendance is more than 50 people
• Event is open to non-members
• Food is not pre-packaged by manufacture

Obtaining a food permit is necessary even for popular food choices such as pizza delivery and pot-luck meetings.

Food permits can be found online at http://www.safety.fsu.edu/foodevent.html the Office of Environmental Health and Safety (EH&S) requires 3 business days to process and approve food permit requests.

Why is food such a big deal? Though rare, food borne illness can happen and FSU wants to make sure everyone enjoys a safe environment on campus. EH&S oversees events serving food, to record what was served and how it was prepared. If someone does get sick from food at a campus event, the record shows where the food came from and they can help track down the source of illness, and reach others who might have shared the food.

Regardless of the funding source (SGA, Off Campus Account, etc) or the location, any event sponsored by a RSO, which brings an outside person or company to campus to provide a service, has to be officially contracted. This includes, but is not limited to, DJs, speakers, bands, and conferences.

The contract process is split into two separate processes, depending on your funding source. A&S Fee contracts use one process and Off Campus funded or $0 contracts use another process. Each process has paperwork specific to that process; however, both processes need to be completed 2 weeks in advance of your event.

Contracts using A&S fees are official legal documents on behalf of FSU, and therefore must ALWAYS be signed by official staff of the Student Activities Center. Never sign an A&S Fee contract yourself–you could be responsible for paying the entire fee on your own! SGA Accounting has to verify that you have the appropriate funds in your A&S Fee account.

When talking with a speaker or artist (or agent), never verbally commit to paying a certain fee or bringing the artist on a certain date. Verbal agreements are legally binding in the state of Florida. Use language such as:

• Can you give me a price quote for the lecture?
• Is the artist available on a certain date, if we are also available?
• I will pass this information on to the planning committee and respond back to you shortly.
• Please send me a contract with the quoted fees and I will seek the necessary approvals.
• Please send me an artist rider with the quoted fees and I will seek the necessary approvals.

To complete an A&S Fee contract, you will need to complete a Contract Information Sheet and bring it to SGA Accounting on the 2nd floor of the Oglesby Union. Forms can be found online at www.union.fsu.edu/eventplanning/. After visiting Accounting, you will bring the paperwork to the Contract Manager in the Student Activities Center for processing. The Contract Manager can be reached at 644-6673.

For more information you can also call the Assistant Director of Student Activities for Event Planning and Permitting at 644-6673. You can also visit www.union.fsu.edu/eventplanning/.

Off Campus funded or $0 contracts have two components: (1) a space rental information sheet which results in a facilities use agreement with the University, and (2) a contract, either for a DJ or other "generic" entertainment, which results in a contractual agreement between the organization and the outside party.

The University cannot sign the contract portion of Off Campus funded contracts since the University does not have any way to verify that the organization does indeed have the funds to pay the outside party. Thus, the University goes into an agreement with the organization for the space and the organization goes into an agreement with the outside party binding them to the event (i.e. the organization will sign the contract portion). However, the University can assist the organization with contract negotiation for the outside party.

To complete a Off Campus funded or $0 contract, you will need to complete a Space Rental Information Sheet and either a DJ Contract or a Generic Entertainment Contract (depending on the outside party being brought in) and bring both forms, complete with all required signatures, to the Contract Manager in the Student Activities Center for processing. Forms can be found online at www.union.fsu.edu/eventplanning/.

The following types of events all require Events Permits and meetings with the Assistant Director of Student Activities for Event Planning and Permitting to discuss the perceptions and nuances of the event.

Traditional fundraisers are great ways to earn money for your organization. They’re tried and true methods that are employed by numerous organizations and consistently bring in money for organizations.

• Car Wash
• Bake Sale
• Krispy Kreme Doughnut Sales
• Requesting Donations
• Ad sales for program or ad booklets
• Ticket sales for a party or event

While the above fundraising ideas work well, many organizations are looking for more innovative ways to raise money. These ideas may take more time and effort, but they will surely increase the revenue for your organization.

• Organization Pageant – This will take months of planning and rehearsing, but in the end your organization can raise money via contestant and member ad and ticket sales.
• Working concessions at the Civic Center – Be sure to contact the Leon County Civic Center for details or Seminole Dining to work the football game concessions.
• Working concessions at the Daytona 500 (yes you can!) – Traveling may cost your organization a little money, but large scale events are always in need of volunteers for concessions. In the end your organization will make a percentage of the concession profits. Other large venues in the state offer similar programs.
• Making and selling crafts (could be good for teambuilding and bonding as well!)
• Corporate donations – The FSU Foundation can put you in contact with local businesses that frequently donate to the university and/or your cause. It’s also helpful to go through the Foundation because they can ensure that multiple organizations aren’t going to the same businesses at the same times.
• Setting up an Online Store – There are some online stores that will create and ship the products you design at no cost to you. They set a base price for the item, and you determine your profit by increasing the price. Once your items begin to sell, the online store will mail you a check. If your items don’t sell, you don’t get money, but you won’t lose money either.
  Whatever your organization decides, it is important to remember that at no point is it okay to misrepresent the cause for which you are raising money. Fundraising can be a huge benefit to your organization and it is important to be ethical as you represent not only your organization, but also your affiliation with the university.

All Recognized Student Organizations are expected to uphold all State of Florida laws. Specifically, gambling as a form of fundraiser, or as a fun activity, is not acceptable for any RSO. This includes, but is not limited to, raffles where tickets for the raffle are sold in exchange for an opportunity to win money or a prize(s); games or tournaments that have an entry fee; betting on, wagering on, or selling pools on any University athletic event.

If a RSO is planning an event, such as Casino Night, or Poker Tournament, or raffle drawing must meet with the Assistant Director of Event Planning and Permitting by contacting 850-644-6673.

Types of Gambling are as follows:

• Gaming – where the outcome is decided largely by chance. Examples include bingo, raffles, and card games including blackjack.
• Betting or wagering - on the outcome of a future event. Examples include horse racing, Sports betting, and Internet betting.
• Speculation - such as gambling on the stock market.

Adapted from: Better Health Channel. Copyright State Government of Victoria, Australia http://www.betterhealth.vic.gov.au/

State of Florida Law

849.08 Gambling.–Whoever plays or engages in any game at cards, keno, roulette, faro or other game of chance, at any place, by any device whatever, for money or other thing of value, shall be guilty of a misdemeanor of the second degree, punishable as provided in s. 775.082 or s. 775.083.

History.–RS 2651; s. 1, ch. 4514, 1895; GS 3579; RGS 5508; CGL 7666; s. 1063, ch. 71-136.

849.085 Certain penny-ante games not crimes; restrictions.–

1. Notwithstanding any other provision of law, it is not a crime for a person to participate in a game described in this section if such game is conducted strictly in accordance with this section.
2. As used in this section:

     

3. ‘Penny-ante game’ means a game or series of games of poker, pinochle, bridge, rummy, canasta, hearts, dominoes, or mah-jongg in which the winnings of any player in a single round, hand, or game do not exceed $10 in value.

     

4. ‘Dwelling’ means residential premises owned or rented by a participant in a penny-ante game and occupied by such participant or the common elements or common areas of a condominium, cooperative, residential subdivision, or mobile home park of which a participant in a penny-ante game is a unit owner, or the facilities of an organization which is tax exempt under s. 501(c)(7) of the Internal Revenue Code. The term ‘dwelling’ also includes a college dormitory room or the common recreational area of a college dormitory or a publicly owned community center owned by a municipality or county.
5. A penny-ante game is subject to the following restrictions:

     

6. The game must be conducted in a dwelling.

     

7. A person may not receive any consideration or commission for allowing a penny-ante game to occur in his or her dwelling.

     

8. A person may not directly or indirectly charge admission or any other fee for participation in the game.

     

9. A person may not solicit participants by means of advertising in any form, advertise the time or place of any penny-ante game, or advertise the fact that he or she will be a participant in any penny-ante game.

     

10. A penny-ante game may not be conducted in which any participant is under 18 years of age.
11. A debt created or owed as a consequence of any penny-ante game is not legally enforceable.
12. The conduct of any penny-ante game within the common elements or common area of a condominium, cooperative, residential subdivision, or mobile home park or the conduct of any penny-ante game within the dwelling of an eligible organization as defined in subsection (2) or within a publicly owned community center owned by a municipality or county creates no civil liability for damages arising from the penny-ante game on the part of a condominium association, cooperative association, a homeowners’ association as defined in s. 720.301, mobile home owners’ association, dwelling owner, or municipality or county or on the part of a unit owner who was not a participant in the game.

History.–s. 1, ch. 89-366; s. 33, ch. 91-197; s. 1358, ch. 97-102; s. 12, ch. 99-382; ss. 58, 70, ch. 2000-258.

Planning Poker & Other Games of Chance

In preparation for hosting an event which involves gambling/games of chance, you must complete the following steps in chronological order to have your event approved:

1. Read the section of the Student Organization Handbook related to gambling and games of chance.
2. Complete an Events Permit at http://union.fsu.edu/eventplanning. You must include a very detailed description of the gambling or game of chance, including what games is being played, how it will be played, how prizes are awarded, etc.
3. Schedule a meeting with the Assistant Director of Event Planning and Permitting in the Student Activities Center, to discuss the details of the event at 850-644-6673.

Important Details…

• There is a minimal cost for space when any exchange of money occurs for programs hosted in the Union, Askew Student Life Center, or Student Services building. For pricing, please contact Guest Services at 850-644-6083 or visit http://union.fsu.edu/guest_services.
• The Student Activities Center staff or designee reserves the right to attend the event.
• Failure to follow policies and/or procedures can result in the loss of privileges and benefits of being a student organization and/or can be referred to the Office of Student Rights and Responsibilities.

Drawings

Section 849.0935, Florida Statutes, authorizes qualified nonprofit corporations and their officers, employees and agents to conduct drawings by chance, provided certain conditions are met. All brochures, advertisements, notices, tickets, or entry blanks used for such drawings must conspicuously disclose:

1. The rules governing the conduct and operation of the drawing.
2. The full name of the organization and its principal place of business.
3. The source of the funds used to award cash prizes or to purchase prizes.
4. The date, hour, and place where the winner will be chosen and the prizes will be
   awarded, unless the brochures, advertisements, notices, tickets, or entry blanks are not offered to the public more than 3 days prior to the drawing.
5. That no purchase or contribution is necessary.

It is unlawful for any organization that is authorized to conduct a drawing by chance to require an entry fee, donation, substantial consideration, payment, proof of purchase, or contribution as a condition of either entering the drawing or being selected to win a prize. Therefore, the organization distributing the raffle tickets may not require a contribution or donation in order to participate in the raffle; nor may it arbitrarily disqualify or reject any entry or discriminate in any manner between entrants who contribute to the organization and those who do not. It is also unlawful to fail to notify the person whose entry is selected to win that they have won, or to fail to award the prizes in the manner and at the time stated.

A variety of opinions have been expressed regarding whether or not date auctions are appropriate activities for student organizations at FSU. The purpose of this statement is to discuss briefly three aspects of date auctions that make them inappropriate in the opinion of the Student Activities Center. It is not our belief that the organizations that have sponsored date auctions in the past had any intentions of promoting or endorsing these issues. Rather, it is our intent to promote awareness of these concerns and point out potential problems and liabilities for future consideration.

     Racial insensitivity

Slave auctions were a very real and tragic part of the history of this country. They devalued the dignity of human beings to the level of merchandise. Regardless of the intent of a date auction, it still involves one person ‘bidding’ for the services of another person. Whether the services consist of work or time or something else, an auction of this type consists of one person paying a second person (or organization) for the services of a third person. The bidding process invariably involves a comparison of the relative ‘value’ of each person being auctioned. On a campus where equality, openness, and sensitivity are valued, any activity that suggests the auctioning of one human being’s services to another is inappropriate.

     Gender insensitivity

An extension of the issues above is the need for us all to respect the rights of others and to know that a person cannot be bought. One of the dangerous attitudes that continue to exist between men and women is the concept of ‘whoever pays is entitled.’ Many date rapes result from the assumption on the part of the man or the woman or both that whoever pays for the ‘date’ is entitled to more than the other person may want. Date auctions can create an environment where those expectations may be used to the disadvantage of one or the other participants.

     Personal safety

A date auction often involves a ‘well known’ person spending time with a stranger that he or she otherwise might not have chosen to spend time with at all. The organization sponsoring the auction has no way of knowing the motivations of the persons doing the bidding. A ‘fatal attraction’ circumstance is possible, where the date auction becomes a very convenient means by which a person has the opportunity to ‘buy’ some time with the person to whom he or she is attracted. Although the possibility of this scenario may seem extremely remote, it has considerable liability implications for the organization sponsoring the event.

We believe organizations have very good intentions in sponsoring date auctions. Given the above concerns, which expose the potential for persons and/or groups either to be offended or hurt, date auctions may be perceived to be an ill-conceived way to raise money. With the many positive and imaginative alternatives that organizations have for raising funds, we feel date auctions should be avoided.

Adapted from the Texas A&M University Statement on Date Auctions.

Planning an event with Date Auctions

In preparation for hosting an auction (i.e. exchanging services for money), you must complete the following steps in chronological order to have your event approved:

1. Read the section of the Student Organization Handbook related to hosting an auction.
2. Complete an Events Permit at ’http://union.fsu.edu/eventplanning. You must include a very detailed description of the auction, including what is being auctioned, how it will be auctioned, etc.
3. Schedule a meeting with the Assistant Director of Event Planning and Permitting, to discuss the details of the event 850-644-6673.

Important Details…

• There is a minimal cost for space when any exchange of money occurs for programs hosted in the Union, Student Life Building, or Student Services building. For pricing, please contact Guest Services at 850-644-6083 or visit http://union.fsu.edu/guest_services
• The Student Activities Center staff or designee reserves the right to attend the event.
• Failure to follow policies and/or procedures can result in the loss of privileges and benefits of being a student organization and/or can be referred to the Office of Student Rights and Responsibilities.

The Florida State University Posting Regulation can be found at http://posting.fsu.edu. This interactive site will provide you with all the information you need to promote your events on campus. Maps of approved locations, the various promotion privileges, and read Helpful Hints to help you stay in compliance.

Each student at Florida State University pays an A&S fee as part of their institutional fees. These fees are used to fund involvement opportunities on campus as well as several campus facilities. Agencies, bureaus, affiliated projects, funding boards, the Congress of Graduate Students, and student organizations are all eligible to receive and spend A&S funds. Please remember these funds are allocated to your organization to help it fulfill its mission.

The Student Government Association allocates a portion of the A&S fee budget to RSOs. To apply for A&S fees, RSOs must be recognized, have a treasurer, become financially certified, and submit a funding request.

It is important to submit a strong, organized, detailed, and structured budget proposal to SGA or your funding board when requesting funding for your event. For more information contact SGA Accounting at 644-0940 or visit them in A209 in the Oglesby Union.

Please check the SGA website for the most up-to-date and detailed information regarding organizational funding: http://sga.fsu.edu/sgaacct/.

All graduate level organizations not affiliated with the College of Law or College of Medicine must apply for funding through Congress of Graduate Students (COGS). Contact Barbara Speck, bspeck@admin.fsu.edu or 644-7166 or http://www.fsu.edu/~sga/cogs/ for more information.

Recognized Student Organizations affiliated with the Sport Club program within Campus Recreation must apply for funding via the Sport Club Allocations Committee’s fund allocation process. Contact David Peters at ddpeters@admin.fsu.edu or 850-644-7902 or visit http://fsu.campusrec.com/sportclubs/ for information.

Recognized Student Organizations with the primary mission of performing service must apply for funding through Service Corps. Service Corps defines a service organization as one whose primary mission is the improvement of a community through service where the beneficiaries of the group’s activities include both the members and those who they are serving. Groups who meet these criteria will be made members of the SGA Service Council by Service Corps, although membership maybe revoked for failing to meet the responsibilities of the council. Members are eligible to receive funding as provided by the Service Act, Chapter 811 of Title VIII, for community service activities, but are not guaranteed the allocation of money for activities. Contact the SGA Service Council at sga-servicecorps@fsu.edu or visit them at the Center for Leadership and Civic Education for more information.

The allocation of funds for all other RSOs is done via a funding board/allocation committee:

• Student Academic Programs (SAP) – allocates funds to organizations classified as academic program.
• Resources for Travel Allocations Committee (RTAC) – allocates funds in the expense category. Any expense items which are in relation to an event shall be redirected to the Programming Allocations Committee. This is now only relating to travel.
• Programming Allocations Committee (PAC) – allocates funds in the food, clothing, awards, contractual services and (as necessary) expense categories. Expense items funded by PAC shall be items in direct relation to an event. All other claims shall be sent to the RTAC. These committees are formed to meet only during the fall and spring semesters of the academic year. Funding during the summer requires bill from senate.
• Organizational Funding (OF) – allocates one-time start-up funds to RSOs that have the structure and need for expenditures in the early part of the fiscal year. There shall be no limitations on expenditures for RSOs from the Organizational Fund other than those imposed by statute, proviso, or other pertinent legislation. Funding shall be on a first-come first-served basis.

Once an organization is recognized by the Student Activities Center, and all necessary forms and documents are on file with the SGA Accounting Office, the organization may apply for funding.

• Organization Fund

     

• If your organization spent A&S funds in the previous fiscal year, you are entitled to up to $200 dollars in start-up funding for the fiscal year. The deputy treasurer is charged with ensuring that your organization is qualified. You can apply for this funding from July 1st through November 30th. On December 1st, all remaining funds in the Organizational Fund are split between PAC and RTAC. You can spend the $200 in any category and on any legal item or service.
• Programming Allocations Committee and Resources for Travel Allocations Committee

     

• Each committee will have a request form to outline where exactly the funds will be used. If any of the funds remain or cannot be used in the manner allocated by the committee and senate, then they will be returned to the committee’s account. Both hearings occur in the beginning of each week in the fall and spring semesters. From there, a Senator carries the decision to senate, who then decide to approve, amend, or reject the expenditures. In order to apply for the funding cycle, you must have your application to RTAC or PAC time stamped in the accounting office by NOON on Friday. If Friday is a holiday, then close of business Thursday will be allowed. You must spend the money in the exact manner proscribed by senate or else the treasurer has the right to veto.
• Student Academic Programs (SAPs)

     

• SAPs are for special student organizations which generally compete or provide an academic benefit to the student body and are directly associated with a certain college or school. Their funding is by line-item for the fiscal year from senate and being an SAP render the group ineligible to receive funding from RTAC and PAC, and the Organizational Fund.

***This information was adapted from, and more details can be found in, the SGA Financial Manual: http://sga.fsu.edu/sgaacct/_PDF/SGA_FINANCIAL_MANUAL_2009.pdf.

A&S Fees will be allocated according to specific budget categories:

1. salary
2. OPS wages
3. contractual services
4. expense
5. food
6. other / clothing & awards
7. OCO (non-consumable or non-expendable equipment costs)

Organizations transferring budget from one category to another must have approval of their funding board.

Expenditures drawn by agencies, bureaus, branches, and student organization from A&S monies MUST be reviewed and approved by the SGA treasurer. The SGA treasurer has up to 48 hours to review and approve or reject such expenditure. Reasons for rejection include, but are not limited to:

• Excessive or irresponsible requests for office supplies
• Excessive or irresponsible requests for food items
• Excessive or irresponsible requests for decoration
• Requests for expenditures in excess of $50,000 made thirty days prior of sweepings
• Any unclassifiable expenditure that is deemed irresponsible or excessive

Each agency, bureau, affiliated project, and funding board of the SGA shall submit a monthly financial statement to the study body auditor. Financial statements must be turned in within 10 school days following the end of the month. The student body auditor shall also make periodic audits of all budgets, thus stressing the importance of maintaining an accurate set of financial records.

Student organizations are not allowed to utilize A&S funding solely to generate funds. Florida Statute prohibits charging students to enter, attend, or participate in an event funded in part or whole by A&S fees.

The safety and security of RSOs and their assets are of the utmost importance! Utilizing off campus bank accounts could be a great way for your organization to maintain its finances, but here are a few tips you should be aware of when establishing and/or maintaining an off campus account:

Establishing an off-campus bank account is a good idea because it helps:

• To prevent an individual from tax implications with the IRS
• To assist and provide continuity in budget information with officer transition
• To expedite and simplify organization’s transactions

How to establish an off-campus bank account:

First, establish a permanent on-campus address

1. Visit the Student Activities Center, located on the third floor of the Union, above the SGA offices.
2. See front desk and/or Cindy Christopher to establish mailbox and address.
3. Visit mailbox at least weekly to receive mail.

*Please note, it is acceptable to have a mailbox outside of the Student Activities Center, but must be a permanent campus address*

Second, request a Federal Employers’ ID Number.

**Note- Obtaining an EIN number does not mean your organization becomes an official 501(c) 3 Non-Profit Organization that is exempt from federal taxes. This is a separate process that has extensive requirements. Please note the organization will still pay taxes on purchases with the off campus bank account, but will not have to file a tax return.

The EIN number is used to identify an organization for tax purposes with the IRS. This EIN, also referred to as a Tax ID number (TIN) or FEID#, is similar to a social security number for your organization. These instructions lead you to obtaining 501(c) 7 status, which is the proper status for a student organization.

1. Download the SS4 form from this website:
   http://www.irs.gov/pub/irs-pdf/iss4.pdf
2. Print and complete form.
3. On the first page of this form, you will want to follow the instructions according to:
   ‘If the applicant opened a bank account’ (found on page two)

**Specifically:

• Section 3, leave blank, you do not have to provide name.
• Section 7 a- b, not applicable for purposes of RSO establishing number
• Section 9a, select ‘Other nonprofit organization’ and you will need to indicate
  your type of entity as a 501(c)(7).
• Section 10, select banking purpose and indicate university affiliated student organization

Further instructions can be found at: http://www.irs.gov/pub/irs-pdf/iss4.pdf

1. You can either call or fax the information to the IRS. Please have this form completed to expedite the process.

   http://www.irs.gov/businesses/small/article/0,,id=97860,00.html

2. Call IRS to provide information at 800-829-4933. Please note you may be on hold for awhile.
3. You will receive the EIN over the phone. The IRS will send you official documentation of your number in a couple of weeks. Once you receive the official letter from the IRS with the EIN, bring a copy of the letter to Kelly McDowell, Assistant Director of Student Activities, who will then provide a letter verifying the organization’s status as a Recognized Student Organization at FSU, which you will need to establish an account with a bank. The Student Activities Center is located on the 3rd floor of the Union (644 6673).

Third, visit a local bank to establish your account. Bring copy of IRS letter with EIN and verification letter from Student Activities Center.

1. Discuss banking options that will benefit your organization

Points to consider:

• Checking – Is it free? Cost of checks? How many signers will be on the
  account? Who will have access to account’s information?
• ATM cards – who will have them, how many? How will these be passed down
  to new officers? Who will pick PIN #?
• How many transactions are permitted during a month without cost?
• Is there a required minimum balance?

1. Here are some sample institutions used by RSO’s currently:

     

2. SunTrust, FSU Credit Union, and Bank of America.

For the future of your bank account:

Be sure to pass along this information to new officers when they are elected.

If and when there are changes to the account, be sure to mail in the changes to the IRS. You will need to specify the changes in a letter and attach it to the form that is located on the second page of the original EIN documents. This form also has the address for the IRS for you to mail in the changes. The only time you will need to update information with the IRS is when the organization’s address changes and/or if the individual name on the account changes.

Please note by requesting this EIN does not mean that your organization is tax exempt. Again, please note the organization will still pay taxes on purchases with the off campus bank account, but will not have to file a tax return.

• You are not allowed to use the Federal Identification Number of Florida State University.
• Avoid using the Social Security number of an individual member of the organization. If that individual were to be audited, it would appear that they have undeclared taxable income.
• Avoid storing fundraiser profits in your car or home. If you have a weekend or evening fundraiser and need to keep the profits in a safe place until you can deposit it the next business day, work with the Student Activities Center to determine a safekeeping alternative.

The Florida State University Student Conduct Code applies the principles found in the ‘Statement on Values at Florida State University’ by promoting responsible freedom for all students. Responsible freedom is exercised when actions are directed by ethical standards. This Code seeks to apply the principle of responsible freedom as it guides the conduct of FSU students. Moreover, the Code operates as a vehicle for informing students about their rights and responsibilities while reinforcing the development of ethical standards that make responsible freedom possible. FSU jurisdiction regarding discipline is generally limited to conduct of any student or Recognized Student Organization that occurs on Florida State University premises. However, the University reserves the right to impose discipline based on any student conduct, regardless of location, that may adversely affect the University community and its international programs.

Students and RSOs should be aware of the Student Code of Conduct, as it is the document that should guide their behavior and operations. To view the code in its entirety, please visit http://srr.fsu.edu/conduct_code.html.

Below are alcohol policies that are pertinent to RSOs; however RSOs should be aware of all university alcohol policies as listed in the FSU Student Code of Conduct. Please read the code online at http://srr.fsu.edu/conduct_code.html.

The alcohol policy pertaining to all members, groups, events, and organizations in the University Community states:

1. No individual under the legal drinking age (minimum of 21years of age) may serve, sell, consume or possess alcohol on university properties, except to the extent allowed by law within licensed premises or designated areas of the university.
2. No individual may serve or otherwise provide alcohol to persons under the legal drinking age.

All members of the campus community (students, faculty, staff, alumni, and guests) must adhere to all applicable state and local laws and university regulations related to the sale and use of alcohol. They include, but are not limited to the following:

1. It is unlawful for any person to aid or abet an underage person in the purchase or attempt to obtain alcoholic beverages.
2. It is unlawful for any underage person to falsify a driver’s license or other identification document in order to obtain or attempt to obtain alcoholic beverages.
3. It is unlawful for any person to permit use of his/her driver’s license or any other identification document by an underage person to purchase or attempt to purchase alcoholic beverages.
4. No person may bring any type of alcoholic beverage into a licensed facility or area nor may any person take alcoholic beverages out of the licensed facility or area.
5. Transportation of all alcoholic beverages on campus shall be in unopened and unobservable containers.
6. Damage to or destruction of property, or injury to person(s), which is caused by or can be shown to be related to the consumption of alcohol will be subject to disciplinary action, as will any other violation of this rule.

Promotional guidelines in regard to alcohol state:

The on-campus promotion of activities or events shall not advertise alcohol or sponsorship by alcohol marketers without prior written approval of the Vice President for Student Affairs. Events that seek advertising approval must meet the following requirements:

1. Alcohol shall not be used as an inducement to participate in a university event and may not be offered as a prize or gift in any form of contest, raffle or competition. Social events that encourage drinking, drinking contests, or drunkenness, and the advertisement of such events, are prohibited.
2. Alcohol advertising on campus or in campus media, including that which promotes events as well as product advertising, shall not portray drinking as a solution to personal or academic problems of students or as an enhancement to social, sexual, or academic status.
3. Advertising for any university event where alcoholic beverages are served shall mention the availability of non-alcoholic beverages as prominently as alcohol, i.e., beverages.
4. Promotional materials, including advertising for any university event, shall not make reference to the amount of alcoholic beverages available. This includes references to kegs or open bars.

As a community we believe:

Students should not be demeaned or exposed to harm when
pursuing involvement in campus life.

IMPORTANT!

All students involved in social activities at Florida State University should visit http://hazing.fsu.edu to learn about our community’s strong stance against hazing behavior.

On the web site, students can hear student leaders discuss the issue, read Florida’s criminal hazing law and FSU’s policy, test their knowledge about hazing information and resources, report incidents they observe in the community, and list their name and organization’s commitment to providing a safe and hazing-free environment.

Florida State University’s central location
for hazing information, resources, and reporting:

http://hazing.fsu.edu

Brandon Antoskow,
IFC President 2008

Florida’s hazing law is called the ‘Chad Meredith Act’

In 2001, University of Miami student Chad Meredith returned from a concert and began drinking with two officers of Kappa Sigma, a fraternity he wished to join. After several hours of drinking, the group tried to swim across Lake Osceola near campus. Meredith had a blood alcohol level of 0.13. He drowned 34 feet from shore in six feet nine inches of water. Although, the fraternity officers protested that the incident was not a fraternity-sanctioned hazing event, a jury found otherwise, and awarded the deceased student’s family a $12.6 million verdict in a negligence suit based on hazing.

Under Florida’s law, "hazing" includes, but is not limited to:

• Pressuring or coercing the student into violating state or federal law
• Any brutality of a physical nature, such as whipping, beating, branding, forced calisthenics, exposure to the elements, forced consumption of any food, liquor, drug, or other substance, or other forced physical activity that which could adversely affect the physical health or safety of the student;
• Any activity that which would subject the student to extreme mental stress, such as sleep deprivation, forced exclusion from social contact, forced conduct that which could result in extreme embarrassment;
• Other forced activity that which could adversely affect the mental health or dignity of the student.

Hazing does not include customary athletic events or other similar contests or competitions or any activity or conduct that furthers a legal and legitimate objective.

In 2005, Florida became the first State to designate hazing as a felony

A person commits hazing, a third degree felony, when he or she intentionally or recklessly commits any act of hazing upon another person who is a member of or an applicant to any type of student organization and the hazing results in serious bodily injury or death of such other person.

A person commits hazing, a first degree misdemeanor, when he or she intentionally or recklessly commits any act of hazing upon another person who is a member of or an applicant to any type of student organization and the hazing creates a substantial risk of physical injury or death to such other person.

IMPORTANT!

In Florida and at Florida State University, you can not defend hazing behavior by stating:

• The consent of the victim had been obtained;
• The conduct or activity that resulted in the death or injury of a person was not part of an official organizational event or was not otherwise sanctioned or approved by the organization; Or
• The conduct or activity that resulted in death or injury of the person was not done as a condition of membership to an organization.

Hazing-Free Community Pledge

All students are encouraged to submit their name and organization on http://hazing.fsu.edu to let others know that you are committed to creating a safe community for Seminoles.

‘I have read FSU’s Hazing Policy and agree that hazing is harmful for students and our community and contrary to the values of Florida State University. By signing this pledge, I commit to lead by example and will not support, condone, or participate in any hazing activities throughout my involvement in student organizations, sports clubs, or athletic teams.‘

Florida State University

The Student Conduct Code outlines behavior expected
of all students

Hazing is… any group or individual action or activity that inflicts
or intends to inflict physical or mental harm or discomfort or
which may demean, disgrace, or degrade any person, regardless of
location, intent, or consent of participant(s). Although hazing is
related to a person’s initiation or admission into, or affiliation
with, any student group or organization, it is not necessary to have
direct proof that a person’s initiation or continued membership is contingent upon participation in the activity for a charge of hazing to be upheld. The actions of either active or associate members (pledges) of an organization may be considered hazing.

Hazing includes, but is not limited to:

• Interference with a student’s academic performance.
• Forced consumption of any food, alcohol, other drugs, or any other substance.
• Forced physical activity, such as calisthenics.
• Deprivation of food or sleep.
• Kidnapping.
• Any activity that would subject the individual to embarrassment or humiliation.

The Union Board was established to develop policy and guidelines for activities, programs, and services in the Oglesby Union. The Union Board represents the university community so that facilities, services, and amenities of the highest standard are offered to meet the needs and interests of this community. Specific responsibilities of the Oglesby Union Board include the following:

• Develop the Union Board Policy Manual
• Administer space assignments in union facilities through the Space Committee
• Participate in the budgetary process for the overall union budget
• Offer input on long range planning issues for the union
• Govern and allocate A&S Funds through the Student Allocation Committee

For more information on the Oglesby Union, including contact information, forms and a current Union Board Policy Manual, please visit our website at http://union.fsu.edu/unionboard. The Union Board welcomes any feedback, comments, questions, or concerns you may have regarding union facilities, programs, and services.

The Union Board can be reached at 644-5322 or uboard@admin.fsu.edu. You can also visit the Union Board in room A305 in the Student Activities Center.

RSOs that would like to have amplified sound at an outdoor event will need to request approval for amplified sound during the event permitting process. To ensure that amplified sound does not interfere with the academic processes or activities of the University, the Union Board has implemented an Amplified Sound Policy. This policy pertains to areas outside Oglesby Union including and not limited to the Union Green and Langford Green. The Director of the Oglesby Union and/or the Director of the Student Activities Center can grant exceptions to the Amplified Sound Policy.

Amplified sound will be permitted during the following times:

• Friday from 5 PM to 11:30 PM
• Saturday from 12 PM to 11:30 PM
• Sunday from 3 PM to 7 PM

For more information about the Amplified Sound Policy, you can refer to the Union Board Manual.

It is important that the campus environment remains aesthetically pleasing and welcoming for faculty, staff, students, alumni, community members, and visitors. The campus should be free from excessive and abusive postings, chalking and the distribution of commercial and promotional materials, which deface, and depreciate the value of our grounds, facilities, and campuses. To ensure proper posting, FSU has a posting policy that applies to all entities that post, including student organizations. The University Posting Policy can be found online.

To participate in Union Market Wednesdays, RSOs must follow the guidelines below. For more information on Market Wednesdays, please visit us online.

• Market Wednesday tables on the east side of the courtyard are only open to recognized student organizations. If you are not sure whether or not your organization is recognized, please contact the Student Activities Center at sac@admin.fsu.edu or 850-644-6673.
• All tables will be distributed on a first come first served basis. Organizations must sign up for a table by registering the day of at the RSO sign up table located in the courtyard near the ticket office beginning at 9:30 am. Once all tables are claimed, any groups still waiting to reserve a table will be placed on a waiting list and notified if any tables become available, still on a first-come first-serve basis.
• Any member of the organization may register for a table on behalf of the organization on Wednesday morning. A reservation card will be distributed and will reserve the table prior to setup. This reservation card must be displayed in a visible area at all times. Non – members may not sign up for other organizations. The member will need to present their FSU ID card to validate their identity. No exceptions.
• Each person may only reserve ONE table, regardless of how many organizations they are a part of. (For example: If I am a member of organization A, B, and C, I could register for a table for any of them [A, B or C] but not more than 1.)
• Tables that do not have a representative at their table by 10:30 am will have the potential to have their table released. A member of the organization must be at the table from 10:30 through the duration of Market Wednesday, or until the table is no longer wanted. Tables will be re-distributed and assigned through the Student Activities Center table. Only Student Activities Center staff and appointed representatives may remove other organizations items from a table. Items may be reclaimed at the Student Activities Center table until 1 pm.
• If you need additional chairs or tables, please see the sign up table. Only the staff person at the RSO sign up table is allowed to ask Union facility workers to bring more chairs and tables. Unless requested for special needs there will be a max of 2 chairs per table.
• Only one table per organization and sponsorship. However, an organization may sponsor/host another organization, activity, or event (i.e., Women’s Center hosts Breast Cancer Awareness Month activities). In order to be considered a co-sponsorship, BOTH the host organization and the organization being sponsored MUST be present at the table.
• Only baked goods and pre-packaged food may be sold at your table during Market Wednesdays. To sell baked goods, you must submit an Event Permit and a Food Permit at least 72 hrs in advance, and receive approval (these are both found at http://union.fsu.edu/eventplanning).
• If your organization is selling any non-baked goods, you must participate in the vendor size of Market Wednesday. Organizations may not distribute or sell any products that conflict with University Contracts. This includes food, beverages, water, and many other products. You may find more information about tabling on the vendor side at http://union.fsu.edu/sac/market/.
• Please make sure all trash is discarded into trash cans during Wednesdays and especially before leaving your table for the day. Consistent violators will be asked not distribute flyers to promote their organization, event, activity, etc.
• If you request and are approved to use the amplification hour on Moore Porch, remember all amplified music can only be played from 12:00-1:00 pm so not to disturb classrooms in nearby buildings. If music is not end promptly at 1:00 pm, you will be considered in violation of the hour. If your organization is found in consistent violation, Market Wednesday privileges may be suspended.

**If you are interested in reserving the 12:00-1:00 pm hour on the Moore Porch in the Union Courtyard, please complete the Market Wednesday Amplified Sound Hour Request Form at http://union.fsu.edu/sac/market/. If you wish to reserve the amphitheater or the Union Green, please complete an Event Permit at http://union.fsu.edu/eventplanning.

The FSU Student Handbook lists guidelines for the use of campus facilities. Please review these guidelines at http://registrar.fsu.edu/student_handbook/ if you plan to use space on campus for your events.

The Student Activities Center closet (A311) may be used by Recognized Student Organizations (RSOs) as storage space for supplies and materials. RSOs with allocated space in the Student Activities Center, the Center for Leadership and Civic Education, or any other space provided to the RSO by an academic department may not use the Student Activities Center closet unless approved by the Assistant Director of the Student Activities Center for Student Organization Services or his/her designee(s).

The Student Activities Center closet has been divided into three (3) sections where appropriate items may be placed; (1) Banners, (2) Tri-Folds/A-Frames/Sandwich Boards, and (3) Boxes. All RSOs must place the appropriate item in the designated place. In addition, a designated walking space has been identified. RSOs may not place items within this designated walking space.

All items must be clearly labeled with the RSO name, contact information including and not limited to the current President’s name & e-mail address and Advisor’s name & e-mail address. All boxes must be labeled to be visible from the designated walking space.

The Student Activities Center closet will be checked on a weekly basis by the Assistant Director of the Student Activities Center for Student Organization Services or his/her designee(s) to ensure that RSOs are abiding by the above mentioned policies and procedures. The Assistant Director of the Student Activities Center for Student Organization Services or his/her designee(s) has the authority to remove, reposition, or relocate items for failure to abide by any policies and procedures.

The University is not liable for any student who travels (other than the SGA President). However, the Student Activities Center realizes that some RSOs may travel to conferences, competitions, or other events to promote their organization or to convene with other chapters of the large state or national organization. All members of RSOs are expected to conduct themselves in an appropriate manner when they travel and within the Florida State University Student Code of Conduct and in a manner that does not detract from the reputation of the university.

* Please note that FSU does NOT provide insurance coverage for personal vehicles as well as all individuals in the vehicle.

The Florida State University Policy for International Experiences

The Florida State University recognizes the importance of preparing students to be successful citizens in the global society of the 21st century, and supports international study and intercultural experiences as an integral part of the academic, social and cultural development process of a university education. The following policy has been developed and adopted to ensure the safety and security of all students participating in international experiences. In addition, the policy attempts to ensure that all international programs are academically and culturally enriching experiences.

The following programs require a Student International Experience Plan (SIEP): international awards funded through Florida State University, international experiences through the Center for Leadership and Civic Education, Center for the Advancement of Human Rights and the Career Center, Recognized Student Organization (RSO), university sponsored or other university funded international experiences.

To complete a Student International Experience Plan (SIEP), follow these steps:

1. The student (as an individual or group leader) completes a SIEP
        -Student International Experience Plan (SIEP) for Group Experiences
        -Student International Experience Plan (SIEP) for Individual Experiences
2. The SIEP is reviewed and approved by the Faculty/Staff advisor ensuring that the students receive pre-departure orientation and that all other requirements are met. Forward the form to the Center for Global Engagement (mail code 4216 or e-mail: internationalexperience@fsu.edu)
3. The Center for Global Engagement will forward to the Dean or Vice President for the final approval and will send confirmation to the Faculty/Staff advisor once the SIEP is approved.
4. Prior to departure the Faculty/Staff advisor will forward the following to the Center for Global Engagement (mail code 4216 or e-mail: internationalexperience@fsu.edu):
5.      -Roster for Global Pathways Student Database
        -Date and agenda for the Pre-departure orientation
        -Release Forms* for each participant (*This form can also be used as a template for a Release Form that each student will sign. Any alterations should be reviewed by the Office of General Counsel.)

Travel to High Risk Countries

Additionally, any university-sponsored program, group or individual, planning to travel to a location on the U.S. Department of State Travel Warnings OR Travel Alerts lists will need to do the following prior to having a SIEP approved:

1. Complete an Exemption Request for Travel to Locations on the U.S. Department of State Travel Warning or Alert List prior to the above step 2, and submit it to the International Travel Oversight Committee (jnosari@fsu.edu)
2. If an exemption is granted, the students must sign the High Risk Release Form assuming full responsibility for the decision to travel and waiving the Florida State University and all of its related entities of any liability.
3. Attach the Approved Exemption Request and the High Risk Release Form to the SIEP for above step 2.
   Students who are traveling to a country in which they hold citizenship are not required to request an exemption, but are required to complete a SIEP.

For detailed information about the Florida State University Policy for International Experiences, please go to http://global.fsu.edu/policy/. All forms mentioned above are available through this website.

Suggested Practices for Safe Travel:

• Have in possession legal driver license, registration, and up to date auto insurance
• Obey all traffic laws – including all passengers wearing seat belts
• Prepare for your trip including:

• Directions for safest route
• Contact info of destination
• Contact info for emergency contacts
• Check for safe weather conditions

• Operate vehicle in safe conditions:

• Drivers should be well-rested and healthy
• Do not overload vehicle with people, equipment, or extra baggage
• Do not use cell phone or play loud music
• Do not drive for extensive periods or late hours

• Make sure vehicle is in proper working condition
• Create travel roster. Travel roster should include:

• Names of those traveling with emergency contacts with phone numbers for each traveler
• Contact information of destination
• Dates of the trip
• Phone number where RSO can be reached at anytime

Questions or concerns regarding travel should be directed to the SAC at sac@admin.fsu.edu or 644 6673

Waivers should be used for RSO travel, activities that have liability concerns (5Ks, bringing children on campus, inflatables, etc), and any other events deemed necessary. The Student Activities Center has worked with FSU Legal Counsel to prepare several different types of waivers for student organizations. Please visit http://union.fsu.edu/sac/eventplanning/ to obtain copies of sample waivers, or contact the Student Activities Center in the Oglesby Union A305 or at 644-6673 for additional information about waivers.

While RSOs are advised to plan their activities and events in such a way as to avert crisis, it is important to proactively plan how to respond in the event one should occur. Intentional development of a crisis response plan prior to an event or activity will empower the organization to effectively respond. Educating members prior to a crisis is crucial. All organization members must know who is in charge and be prepared to follow the plan. The following information is intended to assist students in the development of a crisis response plan, but should not be considered a complete plan, rather a guide for designing a protocol that fits the organization’s needs.

As a student leader, it is important to understand that crisis can happen to you and your organization. If this happens, know that you are not alone. Call on the resources of Victim Advocate, FSUPD, First Responders, the University Counseling Center, or any other pertinent office to assist you. It is important to be aware of your own feelings, perceptions, and issues so that you can monitor your ability to cope with the difficult situation.

General Crisis Response Plan

• Develop a crisis response strategy for your organization prior to your event or program.
• Create a step by step process for what to do in case of a crisis.
• Designate organizational officers and crisis team who can take charge of a crisis situation.
• Review your crisis response plan on a regular basis and update your plan as needed.
• If medical attention is needed, attend to those needs before doing anything else. You can call 911 or the FSU First Responders at 644-3349.
• For assistance with event statements and/or reporting events contact FSUPD at 644-1234.
• For assistance with crisis management, call FSU’s Victim Advocate office at 644-7161 or 644-2277. The Victim Advocate program provides support to victims of crime. An advocate is on call twenty-four hours a day to respond to FSU students who are victimized, or any other person who is victimized on our campus or in our community. Services offered include emotional support, instructor notification, referrals, and educational programming for our campus community.
• Contact the Student Activities Center at 644-6673 to inform them of the situation.

RSOs should create emergency contact cards for their organization. Contact cards should be kept in a permanent visible location, as well as brought to organization events and/or when traveling. These contact cards will enable organization members to react quickly in an emergency and reach pertinent people.

An emergency contact card can be created in a variety of ways. The following is one example:

The Student Activities Center is available to provide consultation to your organization. We can assist you with leadership skills training, understanding group dynamics, and conflict mediation. Contact the Student Activities Center staff at 644-6673 to make an appointment for a consultation session.

Being in a group can offer many advantages if you are willing to put something of yourself into the experience. You have an opportunity to make friends, to work with students from various backgrounds and in different fields of study, to gain experience in leadership and in community activity, and to serve your university. A group member’s responsibility to the group can be best summed up in the member’s Code of Conduct:

As a member of a group I will:

• Accept membership only when I feel I have the time and energy to do the job well.
• Attend meetings regularly, and when this is impossible, strive to catch up on what I have missed.
• Seek to understand the job assignment of the group, interpret it to others, and work to complete it in the allocated time.
• Participate in the deliberations with preparedness and objectivity.
• Share the time of discussion with other members and stick with the topic at hand.
• Listen and seek to understand and utilize the ideas of other group members.
• Evaluate my contribution to the group and encourage the group as a whole to evaluate its work.

Being the leader of an organization is not an easy task. You will have to provide direction for the group and, depending upon your personal capabilities, this could be a very natural role, or it could produce minor chaos. Most new leaders of organizations have some of misconceptions and fears:

• I’m the President and I should know all the answers.
• I must do everything right.
• Can I really do the job?
• Do I have the skills?
• What if I don’t meet the group’s expectations?
• What are they expecting of me?

If you are having these thoughts or fears, don’t let them take over. President or leader does not mean, "I have to know all the answers." Utilize the resources around you. Don’t be afraid to ask questions—ignorance is NOT bliss. Find out explicitly what your job is, and then plot a course of action towards meeting your responsibilities. Have confidence in your skills and abilities. If you have areas that need some improvement, take advantage of the opportunities that will assist in enhancing/developing the necessary skills.

Before plunging into the position of President/Leader, take some time to think and get organized. Here are some necessary questions to ask yourself:

• Have I thought of my responsibilities as President/Leader of a RSO?
• What is the purpose of the organization?
• How do I go about plotting a course of action, (i.e. goals and strategies) to make sure we are fulfilling the organization’s purpose?
• Have I read the organization’s constitution and by-laws?
• Have I discussed my role as President/Leader with my advisor?
• Am I asking questions when necessary and am I utilizing campus resources?

A leader:

• Has faith in people and wants to work with them.
• Has poise and confidence.
• Carefully pre-plans meetings to make sure they run smoothly.
• Shows interest and alertness by his/her own attitude, mind, body, and expression.
• Is democratic in dealing with members.
• Is fair and impartial—doesn’t take sides when he/she is presiding.
• Is patient, optimistic, and gives credit for work done.
• Is sensitive to the individual and recognizes individual differences.
• Acts as a helper, umpire, and moderator so that all members are encouraged to share in the work of the organization.
• Shows a sense of humor to relieve the tension of a serious meeting.
• Realizes that it is their responsibility to serve their organization as a leader and to let others share group responsibility.
• Believes in the organization and has a sincere desire to do the best of his/her abilities. Wants to be a team member.

You should ask yourself the following questions before you delegate any responsibility:

• Who has the skills, interests, and/or abilities to successfully complete this assignment?
• Have I carefully defined the responsibilities associated with this assignment? Does the person have an adequate understanding of the job to be done?
• Does the assignment create a challenge for the individual and does it provide an opportunity for some decision making on his/her part?
• Is the responsibility delegated in at atmosphere of mutual trust and respect? Can the person be counted on for your support? Can you count on the person to carry out the task at hand?
• Has everyone in the group been delegated some degree of responsibility?

Also, keep in mind this statement: "Delegation increases involvement… involvement increases loyalty… loyalty increases commitment."

Careful planning is the secret to running an effective meeting. Poorly planned or unplanned meetings are typically viewed as boring, unproductive, and a waste of time. However, with proper planning any meeting can be productive and fun. The following steps will guide you in planning a meeting that is informative and enjoyable to all members.

Before the Meeting

• Define the purpose of the meeting. A meeting without a purpose is like a class without an instructor. The purpose is the reason why people come to the meetings. Without a purpose, members may feel that their time was wasted and it could discourage their return to the organization.
• Develop an agenda.
• Choose an appropriate meeting time. Set a limit and stick to it.
• Distribute the agenda and any other materials before the meeting so members can be prepared.
• The location of the meeting is very important. Choose a location that is easy for members to find. Keep in mind that many students do not have their own means of transportation, so it is a good idea to stay on or close to campus. Be sure to select a location that will accommodate the size of your organization. Take time to check out the room prior to your meeting to ensure that the space is appropriate.
• Be sure that everyone knows where and when the meeting will be held. If possible, hold meetings at the same time and place every week.

During the Meeting

• Greet members to make them feel welcome and be sure to introduce any new members.
• If possible, serve light refreshments.
• Start on time. End on time.
• Follow the agenda.
• Encourage discussion so you get different ideas and viewpoints. Remember the organization belongs to all members. When members see their ideas have an impact on the decision-making process, their commitment to the organization is increased.
• Keep the discussion on topic and moving towards an eventual decision.
• Keep minutes of the meeting for future reference in case a question or problem arises.
• The leader or facilitator should model leadership skills such as staying on task, listening, valuing members, and appreciating diverse points of view.
• Set a date and time for the next meeting.

After the Meeting

• Write up and distribute the minutes within 2-3 days. Quick action reinforces the importance of the meeting.
• Discuss any problems that may have surfaced during the meeting with officers so that improvements can be made.
• Follow up on delegated tasks. Make sure that members understand and carry out their responsibilities.
• Put unfinished business on the agenda for the next meeting.
• Most importantly, give recognition and appreciation to the members for excellent and timely progress!

From the University of Texas Student Organization Manual (2009). http://deanofstudents.utexas.edu/sald/downloads/stu_org_manual.pdf

Meeting minutes are beneficial because they provide:

• the official records of an organization, the processes utilized in democratic decision-making, and the results of an organization effort.
• a valuable review of the activities of the past, and aid in report writing and formulation of future activities and programs.
• credibility and accountability for an organization program effort.
• members who could not attend a meeting with information regarding the organization.
• help with follow-up on organization actions and committee assignments.
• help in formulating the agenda for the next meeting.
• continuity between organization committees and organization activities.

People are the most important ingredient of any organization. Recruiting quality people is a difficult task at best. Yet, it is an on-going responsibility that should be done throughout the year and not restricted to a designated time period. The continued existence of your organization depends on the recruitment of quality people.

Students stay with organized, dynamic groups that meet their personal goals for membership. Prospective members want to know that the organization is moving forward and will be successful in achieving its goals. Identifying the needs of the individual members is the key to having a strong organization with enthusiastic members, and all members of the group should understand thoroughly the group’s goals and objectives

Why People Join Organizations

• For affiliation, achievement, and power
• For growth and experience
• To have fun
• Make friends
• Guidance, leadership, and scholarship
• Practical experience
• A sense of belonging
• Fulfill their needs

Why People Decline to Join Organizations

• Do not present an opportunity for further advancement, development, or achievement
• Do not fulfill time needs
• Unaware of the organization’s existence
• Not asked to join
• Organization has a bad image
• Think they are too busy
• Fear of failure
• Leadership of organization is unorganized
• The organization is not productive

Suggestions to aid organization recruiting efforts

• Publicize open meetings
• Plan events and make people aware of them. People will join a group that is active.
• Invite potential members to see the organization at work–business meetings, social functions, etc. Let them see the real you!
• Send letters to individuals–a personal invitation to a meeting or social function can go a long way in making someone feel important. Besides, everyone loves to receive mail!
• Know your organization inside and out so that you may be able to answer any questions that a potential member may ask.
• Maintain a good image. If your present image is bad, work hard to clean it up.

All Recognized Student Organizations are required to have an advisor. Your advisor MUST be a full-time faculty or staff employee at Florida State University.

When selecting an advisor, you may want to find someone who can easily take a personal interest in your group and whom you feel can work well with the organization. If your organization has alumni who are full-time FSU employees, consider asking one of them to serve as your advisor. If your group is focused around a particular interest or discipline, try asking a faculty member in that department. Be sure to have a conversation with your advisor to establish expectations of the advisor’s role with your organization. If you need help in selecting an advisor, please contact the Student Activities Center at 644-6673.

Following are some general questions you should consider in helping you evaluate the progress of your organization:

• Did your organization establish goals for the year or semester?
• Did you accomplish any of them? If not, why? Evaluate. Did you accomplish something other than what was established? If the goals were accomplished, what were they and were they worthwhile? Are you satisfied with the accomplishments? Why or why not?
• Should you reset some of your goals or should you find different methods to accomplish your original goals?
• What are the group’s strengths and weaknesses?
• How are you utilizing its strengths and what are you doing to improve weak areas?
• What are some of the group’s problems?
• How do the officers work together?
• Evaluate the strengths and weaknesses of the officers.
• What roles have the officers accepted in the past and what roles shall they accept in the future?
• As President of the organization, are you leading the organization in the direction you want it to go?
• Is the existing structure of your organization effective? If yes, why? If not, why not?
• Are tasks delegated and followed through appropriately?
• Are different responsibilities being completed? If so, how? If not, why?
• Are members helpful in assisting each other in completing tasks?
• Are group members offering constructive criticism, giving praise and offering appropriate suggestions?

Quick Review

1. Review goals periodically.
2. Adjust goals or approaches as needed.
3. Use membership surveys (written and oral) to assess concerns and needs.
4. Set-up an evaluation task force as an on-going evaluation of group’s effectiveness.
5. Use the group advisor as a feedback source.

The key to a successful transition is new officer orientation. Outgoing officers and advisors should plan either several orientation workshops or an organizational training retreat to provide information to the incoming officers to continue the success of the organization.

Topic to Discuss at Transition Meetings

• Historical perspectives of the organization
• Constitution and by-laws
• Policies and procedures
• Officers job descriptions’ / background information
• Meeting minutes, historical records
• Previous years’ goals, projects, and activities
• Preview years’ budget
• Financial records
• Suggested changes
• Roles and responsibilities
• Resources of contact lists of important people
• Roles and expectations of officers and advisor for the coming year
• Leadership/skill-building sessions – can be facilitated by advisors, outgoing officers, or outside resources and may include: delegation, recruitment ideas, communication, etc.
• Closure
• Always ask for feedback and questions
• Passwords, Copy Codes, email address information, etc.

Other Helpful Hints:

Money

Treasurers and presidents will need to meet with the new officers to change over bank information – especially permission for the new signers if your organization has an off campus bank account at the local banks, PIN numbers, records of budget and finances, and checks. Be sure to lookout for funding board dates and deadlines early Fall.

Officer Duties

New officers sometimes don’t know where to begin. Encourage your officers to create a quick to do list for the new officers, including advice and suggestions. See attached handout for sample form. It is also a good idea to pass along manuals, folders, and documents that were used, both electronic and hard copy.

Create a contact sheet

Collect names, email addresses, and phone numbers of new and old officers so the executive board can continue to communicate over the summer to help with forwarding of information.

Important Dates

Be sure to let your new officers know of important dates and deadlines.

Complete this form, attach it to any documents and/or folders that you may have, and pass it along to the new officer.

Tasks you did in your position:

What you would not do again and why:

Events, programs, meetings that went well and why:

Advice you have for this person in his/her new position:

*First and foremost, get to know Student Activities Center, located on the third floor of the Union, above the SGA offices. You can also call at 644 6673 for help.

Describe other important areas new officers would to continue (traditions, partnerships, co-sponsorships, fundraisers, themed weeks, etc)

This document was created to help organizations with transition of its officers. If your organization and/or new officers would like help in any capacity, please contact Student Activities Center at 850 644 6673.

What is an Advisor?

An advisor is a full time faculty and/or staff member of FSU that agrees to be an educational resource and consultant for an organization and its members. The advisor should be a caring individual with a genuine interest for students, the organization, and their programs and activities.

• To serve as a mentor for the student organization and serve as a liaison between the University and the organization
• To be familiar with the Florida State University Student Code of Conduct (http://srr.fsu.edu/conduct_code.html) and other institutional guidelines that establish expectations for student behavior and activities
• To attend executive officer meetings, general meetings, and organization events when possible

Principles & Practices of an Effective Advisor

• Develop leaders by challenging the students to strive for excellence
• Encourage and assist the student organization in setting & reaching goals
• Promote diversity within the organization and campus involvement
• Establish a consistent working relationship with leaders and members
• Coach officers in principles of good organizational and administrative skills
• Provide continuity to the organization’s polices, programs, and traditions
• Encourage organization to participate in Leadership Awards Night
• Advise organization’s officers on finances and review financial statements periodically
• Facilitate officer transition and orientation of new members

• The Student Activities Center (SAC) will continue to host Advisor Roundtables monthly during the fall and spring semesters that will provide enhanced resources and guidance for advisors.
• In addition, the Student Activities Center will also provide advisors with relevant articles, newsletters, and professional development opportunities throughout the year as they become available through the advisors listserv.
• An Advisor Manual is available with further details for advisors and their roles available at http://union.fsu.edu/sac/sos.

Liability, legally defined, is the failure to perform a responsibility in a certain situation that a "prudent and reasonable person" would do in a similar circumstance. Liability can occur as a result of omission, wherein the individual fails to carry out a legal duty, or from an act of commission, wherein the individual commits an act that is not legally his or hers to perform.

There are two types of liability for discussion:

1. Product Liability: occurs as a result of negligence of product design that causes injury.
2. Tort Liability: a wrong against an individual that causes injury to an individual

Negligence is defined as the omission to do something which a "prudent and reasonable person," guided by considerations which ordinarily regulate human affairs, would do; or, the doing of something which a prudent and responsible person would not do.

In dealing with legal negligence, there are three things to keep in mind:

• Forseeability: the ability to predict what is going to happen before it happens. Liability may be found if the person knew or reasonably could have known that the action taken by the person in charge within their official responsibility would violate the rights of the individual and cause an injury.
• Duty: denotes legal responsibility and a relationship to provide a safe environment for participants.
• Standard of Care: this concept supports that the participants in your program have the right to expect that they will not be subjected to unreasonable risk or injury while participating in your program. There are usually three areas of care that are applicable,

1. Adequate supervision
2. Appropriate conduct of the activity
3. Safe environment

These are not the only kinds of things that can be observed in a group. What is important to observe will vary with what the group is doing, the needs of the observer and his/her purposes and many other factors. The main point, however, is that improving one’s skill in observing what is going on in the group will provide advisors with important data for understanding groups and increasing their effectiveness.

When leaving the advisor role, providing good transition is critical. Try to do the following before you depart:

• Inform the organization President of your intentions and explain his/her options.
• Assist the President in identifying possible new advisors. It would be helpful for you to recruit colleagues who may be willing to work with the organization.
• Meet with the new advisor and pass on valuable information about the organization. You are the best person to train a new advisor and orient him/her to the organization.