Florida Tech Club and Organizations

1. Florida Tech Club and Organizations Presented by the Office of Student Life

2. Introductions • Rodney Bowers Associate Provost for Student Affairs; Dean of Students rbowers@fit.edu • Cat McGuire Carnley Assistant Dean of Student Activities, Fraternities and Sororities cmcguirecarnley@fit.edu • Joanne Green Financial Coordinator for Student Affairs jogreen@fit.edu • Judy Thompson Administrative Assistant thompson@fit.edu

3. Office of Development

4. General Regulations for Student Organizations • Have a membership of at least 10 full-time students in good academic standing • Function in accordance with a written constitution and bylaws approved by the Office of Student Life • Comply with all university policies and regulations; all federal state and local laws; and all regulations of a parent organization, as applicable • Accept responsibility for all financial obligations incurred and decisions made as an organization • Have an active organization advisor who has been approved by the Office of Student Life (full-time FIT faculty or staff)

5. Maintaining Recognition • Update your group’s officer information in Orgsync following elections or at the beginning of the fall semester. • Maintain at least 10 active members and have them sign off on the liability form in Orgsync. • Have a full-time faculty or staff member sign off on the Advisor Agreement Form to serve as your advisor in Orgsync at https://orgsync.com/cas/florida-institute-of-technology. • Operate in compliance with university policies and regulations; all federal, state and local laws; and the regulations of parent organizations, where applicable. • Keep a constitution and bylaws up-to-date (which implies that these documents should be updated at least every two years) in Orgsync and should be uploaded under ‘Media’ tab, then ‘Files’, then clicking on the ‘New File Folder’ tab. • Continue to accept responsibility for all financial obligations incurred and decisions made as an organization. • Be represented at all leadership retreats, workshops and meetings deemed mandatory by the Office of Student Life. • Hold a meeting once a month and upload minutes of meetings to OrgSync under ‘Files’. • Keep OrgSync Profile (under Settings) up-to-date. • Attend the semesterly Organization Procedures Meeting. • Have a meeting with Cat McGuire Carnley, Assistant Dean for Student Activities once a semester. • Read through the 2011-2012 Organization Manual. • Attend two (2) Student Government meetings a month. • Student Government mandatory Meetings are held in P133 every other Wednesday at 8pm.

6. Registration Benefits • Use of the university name in conjunction with authorized programs and activities • Listing of the organization’s name in university publications • Use of SUB space and other university facilities • Opportunity to request funding from SAFC • Access to advertising areas and resources (bulletin boards, TV98, etc) • Insurance coverage for club/organization for university approved events

7. Student Organization Advisors • Support the group • Intervene in conflicts between group members and/or officers • Be knowledgeable of policies that may impact the organization’s decisions, programs, etc • Give honest feedback to group members • Attend special events of the organization • An Advisor must accompany students on any out of state travel

8. Requirements for Organization President • Students may not concurrently hold more than one of the following positions and must be a full-time student in good academic and disciplinary standing: • President of the Campus Activities Board • President of the Student Government • President of the Interfraternity Council • President of the Panhellenic Council • General Manager of FITV • Editor in Chief of the Crimson

9. Good Academic and Disciplinary Standing • In order to hold an executive council office or chair a committee a student must maintain a GPA of 2.5, or the minimum of the organization, whichever is higher • Not currently on disciplinary probation, suspension • See the student handbook or the 2011-2012 University Catalog for further information

10. Use of Campus Facilities • Erica Spencer, Director of Conference Services • Kimberly Schaefer, Assistant Director of Conference Services • spencere@fit.edu or kschaefer@fit.edu • Your group must be a registered student organization and have approval from the Office of Student Life before reserving any space on campus • Event/Facility request forms should be submitted online at least one week prior to an event. The system will not allow you to book an event within 3 days in advance • Do not advertise an event or meeting until you have confirmation that the facility is available

11. Procedure for CAB Equipment The procedure for using the CAB equipment is as follows:1. Must be at least a week in advance from event date.2. Send a email to Productions Chair of CAB(currently Kermit Strachan kstrachan2008@my.fit.edu)3. You will then be sent a google docs form to complete. 4. You will receive an email from the Productions Chair with the status of your request. (approved or declined)

12. Posting Policy • All fliers, mailings, and posters must be approved by the Office of Student Life and have the OFFICE OF STUDENT LIFE stamp before being distributed or posted • The date on the poster indicates when the poster must be removed • No reference to alcohol or drugs on the posters • No advertising of events in which alcohol will be present • Events funded by SAFC must say that on the flyer • Failure to abide by the posting policy may result in a fine and/or loss of posting privileges • Be sure to bring in one copy to be approved before making your copies (make your copies after the Student Life stamp is on it)

13. Posting Policy (continued) • No duct tape may be used • Only RA’s may post in the Residence Halls • If you would like to have your fliers posted in the Residence Halls then you will need to drop off a stack of approved fliers to Campus Services. They will distribute from there. • Posters may only be hung on bulletin boards or other approved locations • No tape on painted walls • Chaulking • You may place fliers in the Organizations mailboxes.

14. Using Unofficial Graphics for Student Organizations/Events All student organizations, unless identified below, are permitted to create and use their own unique graphic element to identify their group, provided the design does not violate the university’s Graphic Identity Policy. • Your organization name or graphic element may be used without the official logos, however affiliation with the university should be included by using the words “at Florida Tech” in block-style lettering (san serif like Helvetica or Arial) below or within the graphic. • Optional: The official wordmark for either Florida Institute of Technology, or Florida Tech, or the Panther Spirit logo may be used on an item like a T-shirt; however, it should appear completely separate from the student organization graphic. (Example: on a T-shirt, the student organization graphic would be the main image, while the official logo could appear on a shirt pocket or the sleeve). • Student organizations are not allowed to use the logos developed specifically for Athletics including the Primary Panther logo and the Secondary FIT logo on any type of materials. • A licensed vendor should always be used to produce any items with official logos. (Contact the Office of Business and Retail Operations for information about licensed vendors). Approval from the Office of Creative Services should be acquired prior to production of these items. • If student organizations use their own name or graphic element without the official logo, official colors are not required, but are recommended. • You may use a non-licensed supplier if the official logo is not included on the item. Please keep in mind that when referring to a location on campus, use the specific name of the location or refrain from using the name of the university if you are planning to use a non-licensed supplier. • Student organizations may use their own graphic element in the context of a website that meets the established Florida Tech web guidelines published at http://webservices.fit.edu.

15. Using Official University Logos for Student Organizations/Events • Student organizations previously approved to use official university logos on promotional products will need to follow the university’s Graphic Identity Policy. The currently approved groups are the Student Government Association (SGA) and Student Ambassadors. These are the only student organizations that may also order official university business cards. • Printed materials for these organizations should be produced by, or approved in advance by, the Office of Creative Services. • Promotional items like T-shirts or other items that might be offered as fundraiser items should seek approval prior to production from the Business and Retail Operations Office. • Please contact the Office of Creative Services at x8963 or creativeservices@fit.edu if you need additional information.

16. Contract Policy • Only designated staff (Assistant Dean of Student Activities) may sign a contract on behalf of Florida Tech • Neither the Advisor or any member of the organization may sign a contract

17. Alcohol and Party Policy • You must be 21 to legally consume alcohol • All parties where alcohol is present must be closed • A written guest list and an Alcohol Event registration form to be submitted to Student Life at least 48 hours before the event • Must be BYOB or be served by a license 3rd party • Keep a copy of the guest list at the door throughout the party • Guest list with the signature of the guest next to their name must be submitted to Student Life the next business day • Cannot charge for the event • The entire Alcohol and Party policy can be found in the Student Handbook or contact Cat Carnley in the Student Life Office

18. Financial Information • Funding and Reimbursement • Make sure that the funds are available before you make a purchase (Tax Exempt forms are available in the Student Life Office) • Copy Center • Must get form from Joanne Green in Student Life before making copies • Student Organization Copier (Black & White Only) • Limited to 50 copies per day; must supply own paper; must use your organization code • Vehicle Use • Two 12 passenger vans may be used, but the driver must be on the current approved driver list. • Cash Accounts • These can be set up by talking to Joanne Green and should be used for organization expenses that are not funded. • Any questions pertaining to $$$, talk to Joanne Green

19. SAFC • Funding is now available for the Fall Semester. Requests are submitted through OrgSync. Please submit your requests at least 2 weeks prior the event. This will give the committee time to review it and make a decision. Forms must be submitted by 12:00 pm on Wednesdays. • Operating Budgets will be dispensed for the year based on the SGA Meeting requirements from last semester and attendance at this Procedures meeting. • An organization representative must be present at 50% of Student Government meetings in order to receive funding. • Student Government mandatory meetings are every other Wednesday in P133

20. Important Dates • Last day to request funding for Spring semester is Wednesday, April 4, 2012  12:00 Noon. • Funding for May 1 thru September 30, 2012 must be submitted on the 2012-2013 Funding Request Form that will open on April 5 at 1:00 am and close on April 18 at 12:00 Noon. • Student Leader Luncheon – March 29 in Hartley Room at noon. (Information and RSVP form will be on OrgSync sometime in March) • Student Leader Awards – March 21 in Hartley Room at 7pm (applications available via OrgSync starting February 20)

21. QUESTIONS?