Recognized Student Organization Handbook...Advisory and Resource Board, completing the RSO 101 workshop, completing the hazing prevention module, passing the SGA Financial Manual quiz,

RSO Handbook 1

RecognizedStudentOrganizationHandbook

OglesbyUnion

Updated:Spring2018

FSU Student Organization Handbook

RSO Handbook 2

TableofContents

StudentActivitiesCenter AbouttheStudentActivitiesCenter………………………………………………………………..…..4 StudentActivitiesAreas&Teams…………………………………………………………………………4 RecognizedStudentOrganizations WhatAreRecognizedStudentOrganizations?………………………………….....................5 RSOExpectations……………………………………………………………………………………….………..5 AuthorityforRecognition………………………………………………………………..…………………..5 RequirementsforRecognition………………………………………………………..…………………...6 WritingaConstitution……………………………………………………………………….…………………7 TypesofRecognition……………………………………………………………………………………………7 BenefitsandPrivilegesofRecognition………………………………………………………………….8 AdditionalOrganizationsNotes…………………………………………………………………………….10 SocialGreek-LetterOrganizations…………………….……………………………………….10 SportClubs….……………………………………………………………..................................10 SGAAffiliates…………………………………………………………………………………………….10 StudentAcademicPrograms……………………………………………………………………..10RSOandTheirRelationshiptotheUniversity LiabilityInformation……………………………………………………………………………………………..11 UsingtheNameoftheUniversity………………………………………………………………………...12 CopyrightsandTrademarks……………………………………………………….............................12 RepresentingtheUniversityinanOfficialCapacity……………………………………………….12 RSOReviewProcess…………...………………………………………………………………………………...12EventPlanningandRiskManagment WhyisPlanningforEventsImportant?………………………………………………………………..14PayingforYourEvent……………………………………………………………………………………..…...14Co-Sponsorships…………………………………………………………………………………………………..14ProcessingContracts……………………………………………………….......................................15

NotesonSpecificTypesofEvents………………………………………………………………………...16GamblingasaFormofFundraising…………………………………………………………….16PlanningPoker&OtherGamesofChance…………………………………………………17Drawings………………………………………………………………………………………………..…18

FundingandFundraising ActivityandService(A&S)FeeFunding………………………………………………………………..19 FundingBoards/Committees………………………………………………………………………………..20

Off-CampusBanking………………………………………………………………………………………….….20UniversityPoliciesandProcedures StudentCodeofConduct,CodesandPolicies……………………………………………………….22 AlcoholPolicies…………………………………………………………………………………………………….22 Florida’sHazingLaw……………………………………………………………………………………………..22


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OglesbyUnionBoardPolicy………………………………………………………………………………….24 AmplifiedSoundPolicy………………………………………………………………………………………...25 UniversityPostingPolicy……………………………………………………………………………………...25 MarketWednesdayGuidelines.……………………………………………………………………………25StudentOrganizationTravel StudentOrganizationTravel………………………………………………………………………………...27 TheFloridaStateUniversityPolicyforInternationalExperiences…………………………27 Waivers………………………………………………………………………………………………………………..28 CrisisResponse…………………………………………………………………………………………………….30

SampleEmergencyContactCard………………………………………………………………………….31 OrganizingYourRSO AConsultation:TheStudentActivitiesCenter………………………………………………………30 WhatitMeanstoBeaMember……………………………………………………………………………30 RunninganEffectiveMeeting……………………………………………………............................30 BenefitsofKeepingMinutes…………………………………………………………………………………30 SocialMedia………………………………………………………………………………………………………….30 Recruitment………………………………………………………………………………………………………….31 SelectinganAdvisor……………………………………………………………………………………………..31 OfficerTrainingandTransition……………………………………………………………………………..31 OtherHelpfulHints………………………………………………………………………………………………32 Advisors AdvisorGuidelines………………………………………………………………………………………………..33 AdvisorResources…………………………………………………………………………………………………33CampusDepartmentsListofCampusDepartments………………………………………………………………………………… 34


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StudentActivitiesattheOglesbyUnionAboutStudentActivitiesTheStudentActivitiesofficeservesasaguideforFloridaStatestudentsinmoldingandcreatingtheirFSUexperience.

TheStudentActivitiesCenterbelievesthatstudentinvolvementoutsideoftheclassroomcontributestoimportantlearninggainsandawell-roundedcollegeexperiencethatpreparesstudentsforlifeaftergraduation.

TheStudentActivitiesCenterhopestoserveasacatalysttoengageandinvolvestudentsby:

• providingadvising,training,andmentoringtostudentleadersandadvisors• inspiringstudentstobecomeactivemembersofthecampusandcommunity• creatingprogramsthatfosterinteractionsamongthediversemembersoftheUniversitycommunity• maintaininglivelyspacesandresourcesforstudent-focusedinitiativesthatenrichourcampusculture• designingandsupportingprograms,venues,andresourcesthatcultivatestudentexpression• engagingstudentleaderstodiscovernewknowledgethatwillenablethemtocriticallyevaluate

evidence,makeinformedjudgments,balancemultipleperspectives,andactethically

StudentActivitiesAreas&TeamsStudentOrganizationDevelopment&EngagementProgramming&Events


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RecognizedStudentOrganizations

WhatareRecognizedStudentOrganizations(RSOs)?AllstudentsareencouragedtoenrichtheFSUcampusandtheirowncollegeexperiencebygettinginvolved.Onemethodofinvolvementisjoiningastudentorganization.Studentorganizationsfosterinterpersonalrelationships,exploreeducationalopportunities,developprofessionalskills,andenhanceacademicexperiencesbyservingthecampuscommunityandcultivatingleadershipatFSU.Over600studentorganizationscurrentlythriveatFSUandneworganizationsarecontinuouslybeingrecognized.RecognitionisaprocessthatmustbecompletedeveryFallsemesterbyallstudentorganizationstoreceiveandmaintainprivilegesoncampus.RSOExpectationsRSOsareaffordedprivilegesandresourcesatFSUand,inexchange,arerequiredtoadheretoandfulfillthefollowingexpectationsasconditionsofrecognition.RSOswill:

• CompletetheannualrecognitionprocesswiththeStudentActivitiesCenterbysubmittingallrequiredinformation,passingtheFinancialManualQuiz,participatinginannualRSOworkshops,andmakingtimelyupdatestoorganization’sinformation(officers,constitution,etc.)aschangesoccur.

• Followandabidebyallfederal,state,andlocallawsandregulations,andallpoliciesandproceduresofFloridaStateUniversity,includingtheFSUStudentCodeofConduct(http://srr.fsu.edu)andtheRecognizedStudentOrganizationHandbook.

• RemainingoodstandingwithalldepartmentsatFSU(OglesbyUnionGuestServices,SGA,campusdepartments,etc.)andconductthemselvesinamannerthatisconsistentwiththemissionoftheUniversity.

• AbidebyFSU’sAlcoholPolicyatsocialeventswithalcoholpresent(https://healthycampus.fsu.edu/docs/FSUAlcoholPolicy_Updated_11-7-2016.pdf

• Adheretotherulesandproceduressetforthintheorganization’sconstitution,includingthenon-discrimination,non-hazingrequirementsformembership,etc.

• Meetallfiscalobligationsincurredbytheorganization,understandtheSGAFinancialManual,andabidebytheSGAFinanceCodewhenapplicable(http://sga.fsu.edu/PDF/sga_financial_manual.pdf).

• Ensureproperplanningandexecutionoforganizationevents,andconsultwiththeStudentActivitiesCenterstaffforhelpwitheventpoliciesandcontractmanagement(http://union.fsu.edu/sac/eventplanning/).

• Provideadequatetrainingduringtheofficertransitionprocess.• Establishconsistentcommunicationwiththeorganizationadvisor,andkeepadvisorinformedof

organizationactivitiesanddecisions.• Ensureproperuseofcampusresources,includingmeetingandeventspace,officespace,andother

benefitsaffordedtotheorganization.AuthorityforRecognitionTheFloridaAdministrativeCodestates,“theVicePresidentforStudentAffairsordesignee”willberesponsiblefortheannualrecognitionprocessofstudentorganizationsatFSU.TheVicePresidentforStudentAffairshas


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designatedtheStudentActivitiesCentertooverseethisprocessfortheUniversity.AllnewRSOsareapprovedbytheStudentActivitiesCenter(asdesigneefortheVicePresidentforStudentAffairs).RequirementsforRecognitionAllgroupssubmittinganapplicationmustmeetthefollowingcriteriatobecomeaRecognizedStudentOrganization(RSO).ChangeofOfficers,Advisor,orconstitutionduringtheacademicyearmustbesubmittedtotheStudentActivitiesofficeforverificationandcontinuationofrecognition.

• AllRecognizedStudentOrganizations(RSOs)mustannuallysubmitanApplicationforRecognizedStatusthroughNoleCentralinordertoofficiallybecomeorremainaRSOatFloridaStateUniversity.

• AllRecognizedStudentOrganizations(RSOs)mustminimallyhavefourindividualscompletetheonlinehazingpreventionasacomponentoftherecognitionprocess.Theseindividualsmustnothavepreviouslycompletedthismodule.

• Allorganizationsmusthaveaminimumof10members(includingtherequiredtwoofficers),andallmembersmustbecurrentlyenrolledFSUstudents.

o Non-FSUstudents,whoareenrolledinjointFSUprogramsorparticipateinpartnershipprogramsapprovedbytheUniversityRegistrar,shallbeeligibleforlimitedmembershipinrecognizedstudentorganizationsandshallbefreetoparticipateinamannerthatisconsistentwithuniversitypoliciesandtheconstitutionandbylawsoftheorganization.(http://www.fsu.edu/gencounsel/notices/full/6c2-3.0015.html).

• Ofthe10members,aminimumoftwoofficersarerequiredforeveryorganization,oneofwhichmustbeaPresidentoranequivalentrole(i.e.Director,Chair,etc.).IfthegroupwillbeapplyingforfundingfromSGA,aTreasurerisalsorequired.

• Atleast2officersmusttakeandpasstheFinancialManualQuizwithaminimumscoreof80%eachyear.• AllOfficersmustbecurrentlyenrolledinatleast6credithours,ifanundergraduatestudent,and1credit

hour,ifagraduatestudent.TheyalsomustbeingoodacademicstandingwithFSUbymaintainingacumulative2.0GPA.

• AllinformationissubjecttoverificationbytheStudentActivitiesofficeorbyStudentGovernmentAssociationaspartoftheresourceandfundingallocationprocess.

• Allorganizationsmustsubmitacurrentmembershiprosteratthetimeofrecognitionandareexpectedtomaintaincurrentrostersthroughouttheyear.

• Allneworganizationsmustdraftandsubmitacurrentlocalconstitution.Returningorganizationsmayopttokeepthepreviousyear’sdocumentonlyifnochangeshavebeenmade.EachconstitutionmustincludetheFSUnon-discriminationstatementandnon-hazingstatementaswellasotherrequiredsectionsasfoundintheSampleConstitutiondocumentonline.

o GreekorganizationsrecognizedbyaGreekcouncilwithintheOfficeofFraternity&SororityLifeandorganizationsunderStudentGovernmentAssociationwillsignamemorandumofunderstandinginplaceofaconstitution.

• Eachorganizationmusthaveafull-timeAdvisorfromtheFacultyorStaffofFloridaStateUniversity.GraduateorUndergraduatestudents(includingGraduateAssistantsandTeachingAssistants)andAdjunctFacultymaynotserveasanAdvisortoaRecognizedStudentOrganization.

• AllOfficersandtheAdvisormustreadtheLiabilityInformationlistedinthisInformationGuide.ThePresidentandAdvisormustattesttotheirunderstandingoftheinformationbysigningtheStudentOrganizationAdvisoryPacket.

• AllRSOsmustupholdthe"ExpectationsofRSOs"listedaboveasaconditionofrecognition.• RSOsnotmeetingallRequirementsandExpectationsaresubjecttoreviewandremovalofrecognition

status.


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WritingaConstitutionAconstitutionisasetofrulesforyourorganization.Awell-writtenconstitutioncanbeagreatassettoyourgroup.Usethesampleconstitutioninthissectiontogenerateideasandgetstarted.Thenspendtimewritingaconstitutiontailoredforyourstudentorganization.Itmaybeanylength,butmustcoverthebasiccomponentsandincluderequiredstatementsoutlinedbelow.Animportantnotetonationallyaffiliatedgroups:nationalconstitutionswillnotbeacceptedaspartoftherecognition process. All organizationsmust draft a local constitution for their group to include FSU-specificrequirementsandpoliciesfortheorganization.AStudentActivitiesCenterstaffmembermayassistyouwiththisprocessifyouhavequestionswhendraftingalocalconstitution.Forhelpwritingyourconstitution,contacttheStudentActivitiesCenterat644-6673orSOARBoardatsoar@admin.fsu.edu.Yourconstitutionisonlyhelpfulifyouuseit!Getintothehabitofreferringtoitforclarification,andfollowyourconstitutionasyourbasisfororganizationaldecisionmaking.Distributeacopytothemembersoftheorganizationeachyearsotheyarefamiliarwiththerulesoftheorganization.Updateyourgroup’sconstitutionannuallyandsubmitarevisedcopytotheStudentActivitiesCenter.By-LawsBy-lawsmayoftenaccompanyaconstitutionwith“workingrules”oftheorganization,butarenottheConstitution.Ifyourgroupwantstoputyourcommonpracticesinwriting,youwillneedtodraftby-laws.Commontopicsincludedinby-lawsarecommittees,rulesoforder,meetingparameters,etc.By-lawsareNOTrequiredforeachorganization;rather,theyareanadditionaltoolavailableforyourorganization.However,ifyoudraftBy-lawstheymustbesenttotheStudentActivitiesCenterforapproval.TypesofRecognitionTherearethreetypesofrecognitionforstudentorganizations:CreatingaNewOrganization:StudentorganizationsjustbeginningatFSUwillfollowtherecognitionprocessdesignedforneworganizations.ThisprocessincludesameetingwithamemberoftheStudentOrganizationAdvisoryandResourceBoard,completingtheRSO101workshop,completingthehazingpreventionmodule,passingtheSGAFinancialManualquiz,completingtheonlineapplication,signing/completingtheStudentOrganizationSignaturePacket,turningtheStudentOrganizationSignaturePacketintotheStudentActivitiesCenteroffice,andanyotherrequiredtrainingsandmodules.ApplicationsaresubmittedforapprovalbytheStudentActivitiesCenter.Officerswillbenotifiedifchangesoradditionalinformationisrequiredtosubmittheirapplication.NewRSOswillbesentemailnotificationoncetheirapplicationshavebeenapproved,usuallywithin2-3weeks.VisittheStudentActivitiesCenteronlinetocompletetheonlinerecognitionprocessathttp://union.fsu.edu/sac/involvement/.Creatinganeworganizationcantakeplaceduringanyrecognitionperiod,includingSummerC.RecognitionwillbecompletewhentheorganizationreceivesapprovalviaNoleCentralfromtheStudentActivitiesCenterstatingthattherecognitionwasapproved.AvailableintheFall&SpringSemesters.


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Re-RecognizinganExistingOrganization:Re-recognitionisforcurrentRSOsandoccursbetweenJulyandSeptember.Studentorganizationsmustre-recognizeeachyeartoretainbenefitsandservicesfortheorganization.Re-recognitionincludesupdatingtheofficercontactinformationandcompletingallrequiredtrainingsandmodules.Studentorganizationscompletingthere-recognitionprocessmustcompletetheonlineapplication.TheStudentActivitiesCenterstaffwillreviewtheapplicationandsubmititforprocessing.Re-recognizingstudentorganizationsmaychoosetonotuploadaConstitutionifnochangeshavebeenmade.Officerswillbenotifiedifchangesoradditionalinformationisrequiredtosubmittheirapplication.VisittheStudentActivitiesCenteronlinetocompletetheworkshopandonlinerecognitionprocessathttp://union.fsu.edu/sac/involvement/.Re-recognitionwillbecompletewhentheorganizationreceivesanemailfromtheStudentActivitiesCenterstatingthattherecognitionprocesswassuccessful.InactivetoActiveAninactiveorganizationwhoislookingtobecomeactiveagainwillalsogothroughthere-recognitionprocess,similartoaneworganizationbutmustfirstmeetwithastaffmemberintheStudentActivitiesCenter.InactivetoActiveOrganizationsmayberequiredtoattendtheRSO101workshop,andmustcompleteannualtrainingsandmodulesrequiredofallRSOs.ContacttheStudentActivitiesCenter([email protected])tosetupameetingifyourgrouphasbeenpreviouslyestablishedhereatFSU.AvailableonlyintheFallSemester.BenefitsandPrivilegesofRecognitionInordertobeeligibletoreceiveprivilegesandservices,studentorganizationsmustcompletetherecognitionprocesswiththeStudentActivitiesCenter.Thebenefitsofarecognizedstudentorganizationarenumerous.Belowareseveralexamplesofbenefitsforrecognizedstudentorganizations:

▪ 5,000freeblackandwhitecopieseachyearonthecopymachineintheStudentActivitiesCenter(groupsmustprovideownpaper).AcopycodeisgiventoeachRSOandisrequiredtousethefreecopies.

▪ AccesstocomputersandafaxmachineintheStudentActivitiesCenter–usageofthesetoolsshouldbefororganizationbusinessonly.

▪ RecognizedstudentorganizationsareautomaticallyincludedinalistofcurrentorganizationsonNoleCentral.

▪ Campuspostingprivilegesincludingchalking,distributionofhandbills,andpostingflyersincompliancewiththeUniversityPostingPolicy(http://posting.fsu.edu).

▪ Eligibilitytowinawardssuchas“StudentOrganizationoftheYear,”andthe“Vires,Artes,Mores”AwardsatLeadershipAwardsNightheldeachspring–nominationsaredueinearlyspring.

▪ EligibilitytoapplythroughtheUnionBoardforanofficespaceassignmentintheStudentActivitiesCenter.Note,duringthenewUnionconstructionproject,RSOspacewillnotbeavailableintheUnion.SpacewillbeavailableuponcompletionofthenewUnionbuilding,anticipatedopeninginfall2020(http://new.union.fsu.edu/).ApplicationsaredueearlyintheSpringSemester,asspaceassignmentsbegininthesummerandlastforonefullyear.Formoreinformationaboutthespaceallocationprocess,pleasecontacttheUnionBoardat644-5322orstopbytheStudentActivitiesCenter.

▪ Abilitytoco-sponsoreventswithUnionProductions-contactUPat644-6673oremailupcosponsor@fsu.edu,formoreinformation.

▪ EligibilitytoapplyforacampusmailboxintheStudentActivitiesCenter.Onlyalimitednumberofmailboxesareavailable.


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▪ RSOLeadersareaddedtoLeadersListserv,aweeklynewsletterwithupcomingeventssponsoredbyRSOs.OrganizationscanalsoutilizetheLeadersListservtopromoteeventsandinformationtootherstudentleaders.

▪ AccesstoSOARBoardtocommunicateissuesorconcerns(http://union.fsu.edu/sac/soar/).▪ TablingduringMarketWednesday(http://union.fsu.edu/sac/market/).

SpaceReservationsRSOscanreserveroomsformeetingandeventspaceoncampusthroughOglesbyUnionGuestServices.GroupscanalsoreserveUniontablesandbannerspace.ReservationsopenforsummerandfallsemestersthefirstMondayofApril,andreservationsopenforthespringsemesterthefirstMondayofNovember.OglesbyUnionGuestServicesinlocatedonthesecondflooroftheStudentServicesBuildingandcanbecontactedbycalling644-6083,[email protected]://union.fsu.edu/guest_services/.(Note:MeetingroomspacewillbelimitedduringtheNewUnionconstructionproject(http://new.union.fsu.edu/).EventPlanningResourcesTheStudentActivitiesCenterstaffisheretoassistRSOswithplanningtheirevents!Ifyouareholdingamajorcampuseventoraneventinvolvingfood,amplifiedsound,inflatables,oranoutsideentityrequiringapproval,theStudentActivitiesCentercanhelpyoucompletetheEventPermittingprocesslocatedathttp://union.fsu.edu/sac/eventplanning.TheGuestServicesofficewillletyouknowifanEventpermitisrequiredtocompleteyourrequest.Foodpermitsmayalsoberequiredifyoureventhasfoodandcanbecompletedaspartoftheeventpermit.Eventpermitsaredueatleast10businessdaysbeforeyourevent.ContractsAnyeventsponsoredbyaRSO,whichbringsanoutsidepersonorcompanytocampus,hastobeofficiallycontractedbytheUniversity.Thisincludes,butisnotlimitedtoDJs,speakers,bands,andconferences.Evenifthecostis$0,acontractmuststillbesigned.ContractsarelegaldocumentsonbehalfofFloridaStateUniversityandtheymustALWAYSbesignedbyofficialstaffoftheStudentActivitiesCenterifusingA&Sfees.Neversignacontractyourselfforthistypeofevent-youoryourorganizationcouldberesponsibleforpayingtheentirefeeonyourown.Neververballycommitadateoracertainfeetoanartist–verbalcommitmentsarelegallybindinginthestateofFlorida.RSOscancontacttheStudentActivitiesCenterat644-6673orsac@admin.fsu.eduformoreinformationandhelpconcerningcontractsofanykind.FundingOpportunitiesRSOsareeligibletoapplyandobtainActivityandService(A&S)feestohelpfundtheirorganization.TorequestA&Sfunding,anorganizationmustberecognizedbytheUniversity,haveatreasurer,becomefinanciallycertified,andsubmitafundingrequestthroughFSU’sStudentGovernmentAssociation.Therearealsoseveralfundingboardsestablishedtoallocatefundingtostudentorganizations.PleasecheckwiththeStudentGovernmentAssociationAccounting(http://sga.fsu.edu/)formoreinformationaboutthefundingboardsoranyfundingopportunities.


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AdditionalOrganizationsNotesSocialGreek-LetterOrganizationsForaTitleIXexemptsocialGreek-letterfraternityorsorority(asdefinedundertheprovisionsofSection1681oftheU.S.EducationActof1972)toberecognizedasastudentorganizationontheFloridaStateUniversitycampus,itmustfirstbegrantedmembershipinitsUniversity-recognizedGreekcouncil.OncemembershipisconfirmedwitheithertheInterfraternityCouncil,MulticulturalGreekCouncil,NationalPan-HellenicCouncil,orthePanhellenicAssociation,recognitionmaterialswillbeprocessedbytheStudentActivitiesCenter.Forrequirementsrelatedtomembershipinoneoftheaforementionedcouncils,visittheOfficeofFraternity&SororityLifewebsiteathttps://union.fsu.edu/ofsl/.SportClubsSportorrecreation-basedstudentorganizationsthatdesiretobeapartoftheSportClubProgramwithinCampusRecreation,mustapplyforadmissiononanannualbasisthroughCampusRecreation.OncemembershipisconfirmedbytheSportClubProgram,therecognizedstudentorganizationshallbeclassifiedasaSportClubbytheStudentActivitiesCenterandshallbesubjecttotheadministrativerequirementsoftheSportClubProgramandbudgetaryprocessesoftheSportClubAllocationsCommittee.ForrequirementsrelatedtoadmissionintotheSportClubprogram,visittheSportClubProgramwebsiteathttp://campusrec.fsu.edu/sports/clubs/.StudentGovernmentAssociationAffiliatesForaFloridaStateUniversityStudentGovernmentAssociation(SGA)AffiliatetoberecognizedasastudentorganizationontheFloridaStateUniversitycampus,theymustfirstbepromulgatedinSGAstatutes.Uponconfirmationofpromulgation,recognitionmaterialswillbeprocessedbySGAandtheStudentActivitiesCenter.TobeanaffiliateoftheStudentGovernmentAssociation,pleasecontactSGAatwww.sga.fsu.edu.StudentAcademicPrograms(CollegeofLaw/CollegeofMedicine)StudentAcademicPrograms(SAP)areuniqueintheirrelationshipwithacademicunitsandtheirmultiplefundingsources.Whiletheseorganizationsareunique,theywillstillbeheldaccountabletoadherencetoUniversitypolicies.Forthisreason,theMemorandumofUnderstandingconfirmsthenecessityforSAPgroupstoparticipateintherecognitionprocessundertheauspicesofStudentActivities.Therequirementsforrecognition,aswellastheseotherlimitations,areonfileintheStudentActivitiesCenter,OfficeofFraternity&SororityLife,StudentGovernmentAssociation,andCampusRecreation.


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RSOsandTheirRelationshiptotheUniversity

LiabilityInformationRSOsatFSUareresponsiblefortheireventsandactivities,aswellastheactionsornegligenceoftheorganizationmembership.Takeamomenttothoroughlyreadtheliabilityinformationdetailedbelow.Besuretoreviewtheinformationwithyourorganizationatthebeginningofeachsemester,anddiscusshowtheseissuesmightaffectyourgroup’sactivities.ThepresidentandadvisormustinitialandsigntheRecognitionApplicationstatingtheyhavereadandunderstandtheliabilityinformation.

ComplianceThepurposeandactivitiesofallorganizationsmustbeincompliancewiththerulesandregulationsoftheFloridaStateUniversity,theFloridaStateUniversityBoardofTrustees,andlocal,state,andfederallaws,includingtheFSUHazingandAlcoholPolicieslocatedintheFSUStudentCodeofConductandChapter6C2oftheFloridaAdministrativeCode.Thepoliciesandpracticesoftheorganizationpertainingtomembershipmaynotdiscriminateonthebasisofrace,creed,color,sex,religion,nationalorigin,age,disability,geneticinformation,veterans’ormaritalstatus,sexualorientation,genderidentity,genderexpression,oranyotherlegallyprotectedgroupstatus.Incaseswherethenondiscriminationpolicyconflictswiththeorganization’sreligiousbeliefs,tenets,ordoctrines,oranorganization’slimitationofmembershiptoaparticulargender,asallowedbylaw,theorganizationmayrequestinwritinganexemptionfromthepartofthepolicythatisinconflict.RequestsforexemptionwillbesubmittedtotheDirectorofStudentActivities(ordesignee)whowilldeterminewhethertheexemptionwillbegranted.DenialofarequestforexemptionmaybeappealedtotheVicePresidentforStudentAffairs,whosedecisionshallconstitutefinalUniversityactiononthematter.TheOfficeoftheGeneralCounselattheFloridaStateUniversitymaybeconsultedasnecessaryregardinglegalissuesassociatedwiththerequest.IfanorganizationisTitleIXexempt(i.e.SocialGreekorganizations),theydoNOTneedtosubmitarequestforexemption. InsuranceClarificationFloridaStateUniversityhasnoinsurancecoveringtheactivitiesofstudentorganizations.InaccordancewiththelawsoftheStateofFlorida,FloridaStateUniversity,andtheFloridaStateUniversityBoardofTrustees,theUniversityisunabletoprovideinsurancethatcoversanystudentorganizationoractivity.TheonlyexceptionstothisruleareforsalariedofficersoftheStudentGovernmentAssociationactingwithinthescopeofhis/heroffice.CompletingtherecognitionprocesswiththeStudentActivitiesCenterasastudentorganizationisnotrecognizedbytheStateRiskManagementTrustFundanddoesnotestablishorfallwithintheStateofFlorida,FloridaStateUniversity,ortheFloridaStateUniversityBoardofTrusteescoverageunderthatfund.ApprovalofastudentorganizationoractivitybytheStudentActivitiesCenterortheStudentGovernmentAssociationdoesnotestablishStateofFlorida,FloridaStateUniversity,ortheFloridaStateUniversityBoardofTrusteesliabilitycoverageforthatorganizationoractivity. ResponsibilityandLiabilityInconsiderationoftheparticipantsoftheorganizationanditsmembersinthestatedactivitiesoftheorganizationandothersthatmayoccurduringtheacademicschoolyear,theorganization’sofficersandindividualmembershavebothanorganizationalandpersonallegalresponsibilitytoadheretoalllocal,state,


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andfederallaws,andFloridaStateUniversityadministrativepoliciesandprocedures.ItisunderstoodthatneitherFloridaStateUniversity,theFloridaStateUniversityBoardofTrustees,northeStateofFloridacandefendtheactivitiesoftheorganizationunderitspresentinsurancecoverageordefraythecosts,includingattorneys’fees,ofdefendinganylawsuitorclaimagainsttheorganization,itsofficersormembers.TheorganizationagreestoindemnifyandholdharmlesstheStateofFlorida,FloridaStateUniversity,TheFloridaStateUniversityBoardofTrustees,andtheirofficersandemployeesforandagainstanyclaimscausedbytheactivitiesoftheorganization,itsofficers,andmembers.Theorganizationmaybeheldfullyliableforitsactivitiesandanyclaimsthatmayresultwillbeagainsttheorganization,itsofficers,members,andpossiblyadvisors. AcknowledgementThechiefofficerandadvisorofthisorganizationshalldeclareinwritingbysignatureontheapplicationforstudentorganizationregistrationthattheybothfullyunderstandandacknowledgetheirreliancewhollyupontheirownjudgment,belief,andconsciousappreciationoftheparticularactivitiesanddangersinvolvedintheorganization'sevents,programs,andfunctions.Further,theyacknowledgeandunderstandthattheStateofFlorida,TheFloridaStateUniversityBoardofTrustees,andTheFloridaStateUniversitydisclaimliabilityforanyandalldamage,injury,orlossoflifethatmayoccurwithrespecttotheactivities,functions,andprogramsoftheorganization.Bysigningthefollowingform,theyalsoacknowledgetheirresponsibilitytonotifyallmembersoftheorganizationofthesetermsandconditions,andtheprovisionsstatedinSection6C2-3.0015,FloridaAdministrativeCode,foundintheFSUStudentHandbookandFSUGeneralBulletin.ThetermofregistrationisvalidforoneacademicschoolyearfromOctober1sttoSeptember30th,anditistheresponsibilityofthesigningofficerstonotifyanyfutureofficersofthetermsandconditionsofthisdisclaimerofliability.TheyunderstandthatsigningthisformdoesnotrelieveFSUfromliabilityforitsnegligence,asstatedinSection768.28,FloridaStatutes. Non-ProfitStatus/Tax-ExemptionOfficialrecognitionofanyclubororganizationdoesnotconstituteuniversityendorsementorgrantuniversity-specificprivileges.Asaresult,tax-exemptstatusisnotgrantedwhenorganizationsreceiverecognition.UsingtheNameoftheUniversityRecognizedStudentOrganizationsthatwishtousetheuniversity’snameaspartoftheirorganization’snamemaydosoaslongassponsorshiporendorsementbytheuniversityisnotimpliedorstated.Ifused,organizationsarerestrictedtothefollowing:

• Theuniversity’snamemayonlyappearattheendoftheorganizationsnameandshouldbefollowedbythestatement“aRecognizedStudentOrganization”(i.e.StudentorganizationatFloridaStateUniversity,aRecognizedStudentOrganization).

• Thetitleshouldfollowoneoftheseforms:(1)FloridaStateUniversity;(2)FSU.CopyrightsandTrademarksWherepermissionisnecessary,theuseofanyregisteredUniversitysymbolorlogoshallbebywrittenagreementbetweentheUniversityandtheuser.Anyindividual,group,ororganizationdesiringtouseregistereduniversitysymbolsorlogos,forcommercialornon-commercialpurposes,shouldcontacttheDirectorofUniversityTrademarkLicensing,whoshallberesponsiblefordeterminingtheappropriatenessofsuchuse,andtheexecutionofanynecessarywrittenagreementextendingpermissionforuse.AllrequestsreceivedbyotheruniversityofficesforpermissiontousetheUniversity'sname,symbols,orlogosshouldbe


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referredtotheDirectorofUniversityTrademarkLicensing.ProceedsderivedfromtheuseofuniversitysymbolsorlogosbythirdpartiesshallaccruetotheSeminoleBoosters,Inc.orotherdepartmentsasdeterminedbythePresidentordesignee.TheDirectorofUniversityTrademarkLicensingshallberesponsibleforgeneralmonitoringoftheuseoftheUniversity'sregisteredsymbolsorlogosandshallreporttotheOfficeoftheUniversityAttorneyalluseswhichmayconstituteinfringementoftheUniversity'sregistration.RepresentingtheUniversityinanOfficialCapacityAccordingtotheFloridaAdministrativeCode,theonlyperson(s)whocanrepresenttheUniversityinan“official”capacityareUniversityfaculty,staff,administrators,andtheStudentBodyPresident.Nostudent,asidefromthestudentbodypresident,iseverconsideredanofficialrepresentativeoftheUniversity.Thisisespeciallyimportanttounderstandwhenworkingwithoutsidevendors,agents,etc.RSOReviewProcessTheRecognizedStudentOrganization(RSO)reviewprocessisinplacetoeducateorganizationsabouttheresponsibilitiesofhavingofficialUniversityrecognition,toholdorganizationsaccountableforviolationsofUniversityPolicy,andtoprotecttherightsofrecognizedstudentorganizations.Students,faculty,staff,andcommunitymemberscanreportanyRSOswhoviolateanylaws,Universitypolicies,orestablishedprotocolsandproceduresrelatedtostudentorganizationsthroughtheRSOIncidentreportfoundhere.ARecognizedStudentOrganizationthathasallegedlyviolatedFSU’sexpectationsofRSOswillbesubjecttoareviewbytheRSOReviewBoard,dependingontheseverityand/orfrequencyoftheallegedviolationsofthegroup.Aftergoingthroughthereviewprocess,iftheorganizationisfoundtoberesponsiblefortheallegedincident,theywillbechargedwithappropriatesanctions,whichcouldincludeprobationorsuspensionoftheorganizationforaperiodoftimeorlossofrecognitionstatus.FormoredetailsabouttheRSOReviewProcessortheRSOReviewBoard,seetheirNoleCentralpageatstudentgroups.fsu.eduorcontacttheStudentActivitiesCenter.ShouldtheallegedviolationalsoviolatetheStudentCodeofConductand/orOrganizationalCodeofConductmanagedthroughtheOfficeofStudentRightsandResponsibilities.Pleaserefertohttp://dos.fsu.edu/srr/.


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EventPlanningandPermittingWhyisplanningforeventssoimportant?Anyonecanplananevent,butittakeshardworkandpreparationtohostaGREATevent!Evenasimplemeetingcaninvolveadvertisingandpromotion,coordinatingtheeventagenda,contractingspeakers,planningengagingactivities,keepingupwithcommitteesandspecialprojects,andprovidingandpermittingrefreshments.Justimaginewhat’sinvolvedwithbringingabig-namespeaker,comedian,orperformancetocampus!Thepurposeofhostingeventscanvary(tocommunicateideas,promotetheorganization,etc.)soit’simportanttoknowbothwhyyou’replanningtheeventandhowtodoitsuccessfully.TheStudentActivitiesCenterisavailabletoprovideassistancewitheventplanningatallstagesoftheprocess.Fromsettingeventgoalsandconceptualizingtheprogramtoevaluation,wecanworkwithyoutomakeyoureventasuccess.ContacttheStudentActivitiesCenterstaffat850-644-6673tomakeanappointmenttoreviewyoureventplansandobtainassistancewiththeeventpermittingprocess.**Pleasevisithttp://union.fsu.edu/eventplanningforeventplanningandpermittingtips. PayingforyourEventYouorganizationcaneitheruseA&SFees(SGAmoney)oroff-campusprivatefundingtopayforyourevent.WithA&SFeesRSOsoftenrequestfundsthroughtheSGAProgramAllocationsCommitteeforeventfunding.Otheroptionsmaybeavailableaswell.Informationonfundingprocedurescanbefoundathttp://sga.fsu.edu.TheSGAFinancialManualisavailablehere:http://sga.fsu.edu/PDF/sga_financial_manual.pdf.

WithOff-CampusPrivateFundsIfyouareusingoff-campusprivatefunds(managedatabank)topayforyourevent,youshouldfirstensurethatyouhavetheadequateamountofmoneyinyouraccounttofundtheevent.Youdonotwanttooverdrawyouraccountorbounceanychecks!Afteryouverifythefunds,youcanpurchasetheitemsyouneedforyourevent.Ifoneoftheseitemsincludesbringinginsomeoneorsomethingfromoff-campustoprovideaserviceatyourevent(ex.DJ,speaker,inflatables,rentedequipment),youwillneedtocompleteaRSOFacilitiesUseAgreementforthoseindividualsorgroups.Thisformisalsorequiredifthevendorisunpaid.Companiesprovidingrentedequipmentorservicesforon-campuseventsalsomustprovideproofofinsurance.ContacttheStudentActivitiesCenterofficeforcurrentguidelinesregardingtheeventplanningprocess.Off-CampusEventswithAlcoholIfyourorganizationchoosestohaveanoff-campuseventwithalcohol,yourorganizationmuststillabidebytheUniversity’sAlcoholPolicy.Additionally,besuretofollowallthetipsandguidelinesforOff-CampusEventswithAlcoholprovidedbyStudentActivities.Ifyourorganizationneedsanyhelpplanningtheevent,besuretocontactStudentActivities.FSU’sAlcoholPolicyisavailablehere:http://healthycampus.fsu.edu/docs/FSUAlcoholPolicy_Updated_11-7-2016.pdfCo-SponsorshipsCo-Sponsorshipsareagreatwaytocombineideasandresourcestoplananevent.Whycompetewhenyoucancollaborate?RSOsmaychoosetoco-sponsorprogramswithotherRSOs,SGAagencies,community


RSO Handbook 15

organizations,theStudentLifeCinema,and/orUnionProductions.UnionProductionsmaybeabletohelpwitheventcostsiftheydecidetoco-sponsortheevent.Contacttheseorganizationsabouteventco-sponsorshipwellinadvanceoftheeventdatetoallowforampleplanningtime.Forinformationonco-sponsoringwithUnionProductions,visithttp://up.union.fsu.edu/co-sponsorships/.Forinformationonco-sponsoringwiththeStudentLifeCinema,visithttp://movies.fsu.edu/Cinema.ProcessingContractsAnyeventsponsoredbyaRSO,whichbringsanoutsidepersonorcompanytocampustoprovideaservice,hasrequiresacontract.Regardlessofthefundingsource(SGA,OffCampusAccount,etc),whetheranartistisbeingpaidornot,orthelocation,acontractisrequired.Thisincludes,butisnotlimitedto,DJs,speakers,bands,andconferences.Thecontractprocessissplitintotwoseparateprocesses,dependingonyourfundingsource.A&SFee,orfundingprovidedbySGA,contractsuseoneprocess.Off-campusfundedand$0(unpaid)vendorsuseanotherprocess.Eachprocesshaspaperworkspecifictothatprocess;however,bothprocessesneedtobecompleted15businessdaysinadvanceofyourevent.ContractsforEventsUsingA&SFeesContractsusingA&Sfees(SGAfundingofanykindorself-generatedfundsinanSGAaccount)areofficiallegaldocumentsonbehalfofFSU,andthereforemustALWAYSbesignedbyofficialstaffoftheuniversity.TheStudentActivitiesCenterwillensureallcontractsareroutedandsignedbytheappropriateindividual(s).NeversignanA&SFeecontractyourself—youcouldberesponsibleforpayingtheentirefeeonyourown!SGAAccountinghastoverifythatyouhavetheappropriatefundsinyourA&SFeeaccount.Whentalkingwithaspeakerorartist(oragent),neververballycommittopayingacertainfeeorbringingtheartistonacertaindate.VerbalagreementsarelegallybindinginthestateofFlorida.Uselanguagesuchas:

• Canyougivemeapricequoteforthelecture?• Istheartistavailableonacertaindate,ifwearealsoavailable?• Iwillpassthisinformationontotheplanningcommitteeandrespondbacktoyoushortly.• PleasesendmeanartistriderwiththequotedfeesandIwillseekthenecessaryapprovals.

TocompleteanA&SFeecontract,youwillneedtofollowcurrentprocessedoutlinedbySGA.Informationandanyappropriateproceduresandformscanbefoundathttp://sga.fsu.edu.Insomecases(likemostrentalsorperformingartists)theywillsendyouacontracttohavesigned.ItisagoodideatoaskforonetomakesureyouhaveeverythingwellinadvancesoyoucanprovideitwithanySGAcontractforms.OnceSGAreceivesthecontractandverifiesfunding,thecontractwillbeforwardedtotheStudentActivitiesCenterContractManagerforprocessing.Formoreinformationandassistancewiththisprocess,youcancontacttheStudentActivitiesCenterat850-644-6673orvisithttp://union.fsu.edu/eventplanning.


RSO Handbook 16

ContractsforEventsUsingOff-CampusFundingor$0(Unpaid)Off-campusfunded(privatebank)or$0(unpaid)contractshavetwocomponents:(1)aFacilitiesUseAgreementwiththeUniversity,and(2)verificationofinsurancecoverage,ifapplicable.Insomecases(likemostrentalsorperformingartists)theywillsendyouacontracttohavesigned.Itisagoodideatoaskforonetomakesureyouhaveeverythingwellinadvance.Ifthevendordoesnothaveacontract,itisencouragedtoworkoneuponyourownsoallexpectationsandclearlyoutlinedandagreedupon.TheUniversitycannotsignthecontractportionofoff-campusfundedcontractssincetheUniversitydoesnothaveanywaytoverifythattheorganizationdoesindeedhavethefundstopaytheoutsideparty.Thus,theUniversitygoesintoanagreementwiththeorganizationforthespaceandtheorganizationgoesintoanagreementwiththeoutsidepartybindingthemtotheevent(i.e.theorganizationwillsignthecontractportion).However,theUniversitycanassisttheorganizationwithcontractnegotiationfortheoutsidepartyandwillreviewcontractsforyoutoensurethecompanyisnottransferringundueliabilitytoyourorganizationortheuniversity.Tocompleteanoff-campusfundedor$0contract,youwillneedtocompleteaFacilitiesUseAgreement,attachinsurancecoverageverification(ifapplicableandinadherencewithcurrentuniversityguidelines)andturnitintotheStudentActivitiesCenterforprocessing.Formscanbefoundonlineatwww.union.fsu.edu/eventplanning.NotesonSpecificTypesofEventsThefollowingtypesofeventsrequireEventsPermitsandmeetingswithStudentActivitiestodiscusstheperceptionsandnuancesoftheevent.

GamblingasaFormofFundraising(StateofFloridaLaw)AllRecognizedStudentOrganizationsareexpectedtoupholdallStateofFloridalaws.Specifically,gamblingasaformoffundraiser,orasafunactivity,isnotacceptableforanyRSO.Thisincludes,butisnotlimitedto,raffleswhereticketsfortherafflearesoldinexchangeforanopportunitytowinmoneyoraprize(s);gamesortournamentsthathaveanentryfee;bettingon,wageringon,orsellingpoolsonanyUniversityathleticevent.IfanRSOisplanninganevent,suchasCasinoNight,orPokerTournament,orraffledrawing,theRSOmustmeetwithStudentActivitiesbycontacting850-644-6673.

TypesofGamblingareasfollows:

• Gaming-wheretheoutcomeisdecidedlargelybychance.Examplesincludebingo,raffles,andcardgamesincludingblackjack.

• Bettingorwagering-ontheoutcomeofafutureevent.Examplesincludehorseracing,Sportsbetting,andInternetbetting.

• Speculation-suchasgamblingonthestockmarket.


RSO Handbook 17

StateofFloridaLaw

849.08Gambling.--Whoeverplaysorengagesinanygameatcards,keno,roulette,faroorothergameofchance,atanyplace,byanydevicewhatever,formoneyorotherthingofvalue,shallbeguiltyofamisdemeanoroftheseconddegree,punishableasprovidedins.775.082ors.775.083.

History.--RS2651;s.1,ch.4514,1895;GS3579;RGS5508;CGL7666;s.1063,ch.71-136.

849.085Certainpenny-antegamesnotcrimes;restrictions.--

(1)Notwithstandinganyotherprovisionoflaw,itisnotacrimeforapersontoparticipateinagamedescribedinthissectionifsuchgameisconductedstrictlyinaccordancewiththissection.(2)Asusedinthissection:

(a)"Penny-antegame"meansagameorseriesofgamesofpoker,pinochle,bridge,rummy,canasta,hearts,dominoes,ormah-jongginwhichthewinningsofanyplayerinasingleround,hand,orgamedonotexceed$10invalue.(b)"Dwelling"meansresidentialpremisesownedorrentedbyaparticipantinapenny-antegameandoccupiedbysuchparticipantorthecommonelementsorcommonareasofacondominium,cooperative,residentialsubdivision,ormobilehomeparkofwhichaparticipantinapenny-antegameisaunitowner,orthefacilitiesofanorganizationwhichistaxexemptunders.501(c)(7)oftheInternalRevenueCode.Theterm"dwelling"alsoincludesacollegedormitoryroomorthecommonrecreationalareaofacollegedormitoryorapubliclyownedcommunitycenterownedbyamunicipalityorcounty.

(3)Apenny-antegameissubjecttothefollowingrestrictions:

(a)Thegamemustbeconductedinadwelling.(b)Apersonmaynotreceiveanyconsiderationorcommissionforallowingapenny-antegametooccurinhisorherdwelling.(c)Apersonmaynotdirectlyorindirectlychargeadmissionoranyotherfeeforparticipationinthegame.(d)Apersonmaynotsolicitparticipantsbymeansofadvertisinginanyform,advertisethetimeorplaceofanypenny-antegame,oradvertisethefactthatheorshewillbeaparticipantinanypenny-antegame.(e)Apenny-antegamemaynotbeconductedinwhichanyparticipantisunder18yearsofage.

(4)Adebtcreatedorowedasaconsequenceofanypenny-antegameisnotlegallyenforceable.(5)Theconductofanypenny-antegamewithinthecommonelementsorcommonareaofacondominium,cooperative,residentialsubdivision,ormobilehomeparkortheconductofanypenny-antegamewithinthedwellingofaneligibleorganizationasdefinedinsubsection(2)orwithinapubliclyownedcommunitycenterownedbyamunicipalityorcountycreatesnocivilliabilityfordamagesarisingfromthepenny-antegameonthepartofacondominiumassociation,cooperativeassociation,ahomeowners'associationasdefinedins.720.301,mobilehomeowners'association,dwellingowner,ormunicipalityorcountyoronthepartofaunitownerwhowasnotaparticipantinthegame.


RSO Handbook 18

PlanningPoker&OtherGamesofChanceInpreparationforhostinganeventwhichinvolvesgambling/gamesofchance,youmustcompletethefollowingstepsinchronologicalordertohaveyoureventapproved:

1. ReadthesectionoftheStudentOrganizationHandbookrelatedtogamblingandgamesofchance.2. CompleteanEventPermitathttp://union.fsu.edu/eventplanning.Youmustincludeaverydetailed

descriptionofthegamblingorgameofchance,includingwhichgamesarebeingplayed,howitwillbeplayed,howprizesareawarded,etc.

3. ScheduleameetingwithStudentActivities,todiscussthedetailsoftheeventat850-644-6673.ImportantDetails…

• ThereisaminimalcostforspacewhenanyexchangeofmoneyoccursforprogramshostedintheOglesbyUnion,AskewStudentLifeCenter,orStudentServicesBuilding.Forpricing,pleasecontactGuestServicesat850-644-6083orvisithttp://union.fsu.edu/guest_services.

• TheStudentActivitiesCenterstaffordesigneereservestherighttoattendtheevent.• Failuretofollowpoliciesand/orprocedurescanresultinthelossofprivilegesandbenefitsofbeinga

studentorganizationand/orcanbereferredtotheOfficeofStudentRightsandResponsibilities.DrawingsSection849.0935,FloridaStatutes,authorizesqualifiednonprofitcorporationsandtheirofficers,employeesandagentstoconductdrawingsbychance,providedcertainconditionsaremet.Allbrochures,advertisements,notices,tickets,orentryblanksusedforsuchdrawingsmustconspicuouslydisclose: (a)Therulesgoverningtheconductandoperationofthedrawing. (b)Thefullnameoftheorganizationanditsprincipalplaceofbusiness. (c)Thesourceofthefundsusedtoawardcashprizesortopurchaseprizes. (d)Thedate,hour,andplacewherethewinnerwillbechosenandtheprizeswillbe

awarded,unlessthebrochures,advertisements,notices,tickets,orentryblanksarenotofferedtothepublicmorethan3dayspriortothedrawing.(e)Thatnopurchaseorcontributionisnecessary.

Itisunlawfulforanyorganizationthatisauthorizedtoconductadrawingbychancetorequireanentryfee,donation,substantialconsideration,payment,proofofpurchase,orcontributionasaconditionofeitherenteringthedrawingorbeingselectedtowinaprize.Therefore,theorganizationdistributingtheraffleticketsmaynotrequireacontributionordonationinordertoparticipateintheraffle;normayitarbitrarilydisqualifyorrejectanyentryordiscriminateinanymannerbetweenentrantswhocontributetotheorganizationandthosewhodonot.Itisalsounlawfultofailtonotifythepersonwhoseentryisselectedtowinthattheyhavewon,ortofailtoawardtheprizesinthemannerandatthetimestated.


RSO Handbook 19

FundingandFundraisingA&SFeesStudentsatFloridaStateUniversitypayanA&Sfeepercredithouraspartoftheirinstitutionalfees.Thesefeesareusedtofundinvolvementopportunitiesoncampusaswellasseveralcampusfacilities.Agencies,bureaus,affiliatedprojects,fundingboards,theCongressofGraduateStudents,andstudentorganizationsarealleligibletoreceiveandspendA&Sfunds.Pleaserememberthesefundsareallocatedtoyourorganizationtohelpitfulfillitsmission.Formoreinformationonfunding,pleasevisithttp://sga.fsu.eduandreviewtheFinancialManualfoundhere: http://sga.fsu.edu/PDF/sga_financial_manual.pdf

FundingBoards/CommitteesPleasechecktheSGAwebsiteforthemostup-to-dateanddetailedinformationregardingorganizationalfunding:http://sga.fsu.edu/.AllgraduatelevelorganizationsnotaffiliatedwiththeCollegeofLaworCollegeofMedicinemustapplyforfundingthroughCongressofGraduateStudents(COGS).ContacttheCOGSProgramAssistantat644-7166orhttp://www.fsu.edu/~sga/cogs/formoreinformation.

RecognizedStudentOrganizationsaffiliatedwiththeSportClubprogramwithinCampusRecreationmustapplyforfundingviatheSportClubAllocationsCommittee.ContacttheDirectorofIntramuralSportsandSportClubsat850-644-7698orvisithttp://campusrec.fsu.edu/sports/clubs/forinformation.

FinanceTipsandFundraisingHowtoOpenanOffCampusAccount:

1. Establishapermanenton-campusaddressa. ThisaddresscanbethroughtheStudentActivitiesCenter,youradvisor’sofficeaddress,the

addressofthedepartmentyourorganizationisadvisedunder,etc.2. RequestaFederalEmployers’IDNumber(EINnumber),alsoreferredtoasaTaxIDNumber(TINor

FEID#)a. Thisissimilartoasocialsecuritynumberforyourorganization.Thisnumberisusedtoidentify

yourorganizationfortaxpurposeswiththeIRSb. SeebelowforStepbySteponrequestingyourEINnumber

**Don’tforget**ObtaininganEINnumberdoesnotmeanyourorganizationbecomesanofficial501(c)3Non-ProfitOrganizationthatisexemptfromfederaltaxes**

3. Visitalocalbankorcredituniontoestablishyouraccounta. Don’tforgettobringacopyofyourIRSEINletterb. Itisrecommendedthat2membersofyourorganizationaresignaturesontheaccount

**Remember:Pleasenote:theorganizationwillstillpaytaxesonpurchaseswiththeoffcampusbankaccount,butwillnothavetofileataxreturn.**


RSO Handbook 20

Obtaining501(c)3Status:Itisrecommendedthatifyourorganizationisconnectedtoanonprofitorganizationthatyouusetheir501(c)3status.Forexample,DanceMarathonatFSUdoesnothave501(c)3statusbuttheycanusethestatusoftheChildren’sHospitaltheyareconnectedtobeexemptandtosharewithpotentialsponsorsfortaxpurposes.**Ifyouwanttoobtainthisnon-profitstatus,hereisalinkto5easysteps:http://nonprofitsupportservices.net/a-step-by-step-guide-for-starting-a-501-c-3-nonprofit-organization/

RequestingyourEINNumberOnlineCompletethisonlineapplicationandyouwillobtainyourEINnumberimmediately(pleaseprintorsaveforyourrecords):

1. Clickonthislink:https://sa.www4.irs.gov/modiein/individual/index.jsp2. BeginApplication3. Click“ViewAdditionalTypes,IncludingTax-ExemptandGovernmental

Organizations’andclickcontinue4. Click“PTA/PTOorSchoolOrganization”andclickcontinue5. Choose“Iamaresponsibleanddulyauthorizedofficerormemberofthisorganization”6. Typethepermanentaddressyourorganizationisusing7. LegalnameofPTA/PTO/SchoolOrganizationisyourorganization’sname,CountyisLeon

County,**RememberyoucannothaveFloridaStateorFSUinthebeginningofyourorganization’sname.Ex.DanceMarathonatFSUisallowedbutFSUDanceMarathonisNOT!**

8. SelectNOforalltheoptions9. ClickOtherandclickcontinueandthenclick“Organization”10. Selectthecategorythatbestdescribesyourorganization.Ex.DanceMarathonatFSU

wouldselectFundraisingandspecify:“RaisefundsforlocalChildren’sMiracleNetworkHospitalsandPediatricOutreachPrograms”

11. Clickreceiveletteronline,reviewinformationandsubmit!12. Ifandwhentheaddressorindividual’snameontheaccountchanges-makesureto

updatechangestotheIRS

Thingstoconsiderbeforesettingupanaccount:- Checking–Isitfree?Costofchecks?Howmanysignerswillbeontheaccount?Whowillhave

accesstoaccount’sinformation?- ATMcards–whowillhavethem,howmany?Howwillthesebepasseddowntonewofficers?

WhowillpickPIN?- Howmanytransactionsarepermittedduringamonthwithoutcost?- Istherearequiredminimumbalance?


RSO Handbook 21

OfficerTransitionPlan:- Whenyouarenolongerassociatedwiththestudentorganization,duetograduationoranyother

reason,besuretocommunicatewiththebankandhaveyourpersonalinformationremovedfromanyaccounts

o Ifyoudon’tremoveyourselffromtheaccounts,youcanbeheldresponsibleforfinancialobligations.Alsotransferringyouraccountstatustoacurrentorganizationmemberensuresasmoothtransitionfortheorganization

FundraisingAllowedonCampusFundraisersareallowedonFloridaStateUniversity’scampusaslongasyousubmitanEventPermitanddonotchargeadmissionintoareservablespace.Asarecognizedstudentorganization,yourorganizationhastheprivilegetoreservespaceoncampusfreeofcharge.Ifyouwanttochargestudentsforaneventoncampus,youwillhavetopayforyourvenuespace.**Note:youAREallowedtoaskforoptionaldonationstoattendaneventoncampus**Somefundraiserideasoncampusinclude:

- SellmerchandiseorfooditemswhiletablingonLandisGreen(tip:beverydetailedonwhatfoodyou’reselling,whereit’scomingfromandhowitisbeinghandlefortheEventPermit.It’llneedtobeapproved)

- Hostacarnivaleventwherestudentspayforticketstoparticipateincertainbooths- Hostacoinwarcompetitionwithdifferentorganizations- Promotesocialmediachallenges(ie.Dyehairacertaincolorwhenmonetarygoalisreached)

**Note:itisnotencouragedtouseonlineplatformssuchasGoFundMetofundraiseforyourorganization**Foranyquestionsregardingsuccessfullyfundraisingoncampus,[email protected].

TipstoSuccessfulFinanceManagement• Createabudget,savereceiptsandtrackspendingandsharewith

organizationmembersandadvisor• Meetwithadvisortodevelopainternalapprovalprocessforallorganization

spending• Maintainmonthlyreportsthatthetreasurercansharewiththeorganization

membersandadvisor• Have2signaturesontheaccount• Createatransitionplantoupdatefinancialinformationwhenofficers

transition• Haveasemestermeetingwithentireorganizationgoingoverorganization

finances• Keepareceiptbookwhencollectingdues• Makesuretohaveawitnesswhencountinganddepositingfunds(thiscanbe

duesorfundraisedmonies)


RSO Handbook 22

UniversityPoliciesandProcedures

StudentCodeofConduct,Codes,andPoliciesTheFloridaStateUniversityStudentConductCodeappliestheprinciplesfoundinthe"StatementonValuesatFloridaStateUniversity"bypromotingresponsiblefreedomforallstudents.Responsiblefreedomisexercisedwhenactionsaredirectedbyethicalstandards.ThisCodeseekstoapplytheprincipleofresponsiblefreedomasitguidestheconductofFSUstudents.Moreover,theCodeoperatesasavehicleforinformingstudentsabouttheirrightsandresponsibilitieswhilereinforcingthedevelopmentofethicalstandardsthatmakeresponsiblefreedompossible.FSUjurisdictionregardingdisciplineisgenerallylimitedtoconductofanystudentorRecognizedStudentOrganizationthatoccursonFloridaStateUniversitypremises.However,theUniversityreservestherighttoimposedisciplinebasedonanystudentconduct,regardlessoflocation,thatmayadverselyaffecttheUniversitycommunityanditsinternationalprograms.StudentsandRSOsshouldbeawareoftheStudentCodeofConductandtheStudentOrganizationCodeofConduct,astheyarethedocumentsthatshouldguidetheirbehaviorandoperations.Toviewthecodeinitsentirety,pleasevisithttp://dos.fsu.edu/srr/.AlcoholPoliciesPleaserefertotheFSUAlcoholPolicyat:http://healthycampus.fsu.edu/docs/FSUAlcoholPolicy_Updated_11-7-2016.pdfFlorida’sHazingLawAllstudentsinvolvedinsocialactivitiesatFloridaStateUniversityshouldvisithttp://hazing.fsu.edutolearnaboutourcommunity’sstrongstanceagainsthazingbehavior.Onthewebsite,studentscanhearstudentleadersdiscusstheissue,readFlorida’scriminalhazinglawandFSU’spolicy,testtheirknowledgeabouthazinginformationandresources,reportincidentstheyobserveinthecommunity,andlisttheirnameandorganization’scommitmenttoprovidingasafeandhazing-freeenvironment.Florida’sHazingLawFlorida’shazinglawiscalledthe‘ChadMeredithAct’In2001,UniversityofMiamistudentChadMeredithreturnedfromaconcertandbegandrinkingwithtwoofficersofKappaSigma,afraternityhewishedtojoin.Afterseveralhoursofdrinking,thegrouptriedtoswimacrossLakeOsceolanearcampus.Meredithhadabloodalcohollevelof0.13.Hedrowned34feetfromshoreinsixfeetnineinchesofwater.Although,thefraternityofficersprotestedthattheincidentwasnotafraternity-sanctionedhazingevent,ajuryfoundotherwise,andawardedthedeceasedstudent’sfamilya$12.6millionverdictinanegligencesuitbasedonhazing.


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UnderFlorida’slaw,"hazing"includes,butisnotlimitedto:

• Pressuringorcoercingthestudentintoviolatingstateorfederallaw;• Anybrutalityofaphysicalnature,suchaswhipping,beating,branding,forcedcalisthenics,exposure

totheelements,forcedconsumptionofanyfood,liquor,drug,orothersubstance,orotherforcedphysicalactivitythatwhichcouldadverselyaffectthephysicalhealthorsafetyofthestudent;

• Anyactivitythatwhichwouldsubjectthestudenttoextremementalstress,suchassleepdeprivation,forcedexclusionfromsocialcontact,forcedconductthatwhichcouldresultinextremeembarrassment;

• Otherforcedactivitythatwhichcouldadverselyaffectthementalhealthordignityofthestudent.Hazingdoesnotincludecustomaryathleticeventsorothersimilarcontestsorcompetitionsoranyactivityorconductthatfurthersalegalandlegitimateobjective.

In2005,FloridabecamethefirstStatetodesignatehazingasafelony

Apersoncommitshazing,athirddegreefelony,whenheorsheintentionallyorrecklesslycommitsanyactofhazinguponanotherpersonwhoisamemberoforanapplicanttoanytypeofstudentorganizationandthehazingresultsinseriousbodilyinjuryordeathofsuchotherperson.Apersoncommitshazing,afirstdegreemisdemeanor,whenheorsheintentionallyorrecklesslycommitsanyactofhazinguponanotherpersonwhoisamemberoforanapplicanttoanytypeofstudentorganizationandthehazingcreatesasubstantialriskofphysicalinjuryordeathtosuchotherperson.InFloridaandatFloridaStateUniversity,youcannotdefendhazingbehaviorbystating:

¨ Theconsentofthevictimhadbeenobtained;¨ Theconductoractivitythatresultedinthedeathorinjuryofapersonwasnotpartofanofficial

organizationaleventorwasnototherwisesanctionedorapprovedbytheorganization;Or¨ Theconductoractivitythatresultedindeathorinjuryofthepersonwasnotdoneasaconditionof

membershiptoanorganization.Hazing-FreeCommunityPledgeAllstudentsareencouragedtosubmittheirnameandorganizationonhttp://hazing.fsu.edutoletothersknowthatyouarecommittedtocreatingasafecommunityforSeminoles.“IhavereadFSU’sHazingPolicyandagreethathazingisharmfulforstudentsandourcommunityandcontrarytothevaluesofFloridaStateUniversity.Bysigningthispledge,Icommittoleadbyexampleandwillnotsupport,condone,orparticipateinanyhazingactivitiesthroughoutmyinvolvementinstudentorganizations,sportsclubs,orathleticteams.”FloridaStateUniversityTheStudentConductCodeoutlinesbehaviorexpectedofallstudents.


RSO Handbook 24

Hazingis…anygrouporindividualactionoractivitythatendangersthementalorphysicalhealthorsafetyorwhichmaydemean,disgrace,ordegradeanyperson,regardlessoflocation,intent,orconsentofparticipant(s).Althoughhazingisgenerallyrelatedtoaperson’sinitiationoradmissioninto,oraffiliationwith,anygroupororganization,itisnotnecessarythataperson’sinitiationorcontinuedmembershipiscontingentuponparticipationintheactivity,orthattheactivitywassanctionedorapprovedbytheorganization,forachargeofhazingtobeupheld.Theactionsofactive,associate,new,and/orprospectivemembersofanorganizationmaybeconsideredhazing.Hazingincludes,butisnotlimitedto:

• Unreasonableinterferencewithastudent'sacademicperformance• Forcedorcoercedconsumptionoffood,alcohol,drugs,oranyothersubstance• Forcedorcoercedwearingofapparelwhichisconspicuousand/orinappropriate• Forcedorcoercedexclusionfromsocialcontact• Branding• Creationofunnecessaryfatigue(includingbutnotlimitedtoactsthatstemfromforced

physicalactivity,suchascalisthenicsanddeprivationofsleep)• Deprivationoffood• Beating,whipping,orpaddlinginanyform• Line-upsandberating• Physicaland/orpsychologicalshocks• Personalservitude• Kidnappingorabandonment• Unreasonableexposuretotheweather• Anyactivitythatwouldbeviewedbyareasonablepersonassubjectinganypersonto

embarrassment,degradationorhumiliation• Expectationofparticipationinactivitiesthatareunlawful,lewdorinviolationof

Universitypolicy

OglesbyUnionBoardPolicyTheUnionBoardwasestablishedtodeveloppolicyandguidelinesforactivities,programs,andservicesintheOglesbyUnion.TheUnionBoardrepresentstheuniversitycommunitysothatfacilities,services,andamenitiesofthehigheststandardareofferedtomeettheneedsandinterestsofthiscommunity.SpecificresponsibilitiesoftheOglesbyUnionBoardincludethefollowing:

• DeveloptheUnionBoardPolicyManual• AdministerspaceassignmentsinunionfacilitiesthroughtheSpaceCommittee• Participateinthebudgetaryprocessfortheoverallunionbudget• Offerinputonlongrangeplanningissuesfortheunion

FormoreinformationontheOglesbyUnion,includingcontactinformationandacurrentUnionBoardPolicyManual,pleasevisithttp://union.fsu.edu/unionboardorstopbytheirofficeintheStudentActivitiesCenter.


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AmplifiedSoundPolicyRSOsthatwouldliketohaveamplifiedsoundatanoutdooreventwillneedtorequestapprovalforamplifiedsoundduringtheeventpermittingprocess.ToensurethatamplifiedsounddoesnotinterferewiththeacademicprocessesoractivitiesoftheUniversity,theUnionBoardhasimplementedanAmplifiedSoundPolicy.ThispolicypertainstoareasoutsideOglesbyUnionincludingand,includingbutnotlimitedto,theUnionGreenandLangfordGreen.TheDirectoroftheOglesbyUnioncangrantexceptionstotheAmplifiedSoundPolicy.Amplifiedsoundwillbepermittedduringthefollowingtimes:MondaythroughFriday12pmto1:00pmFridayfrom5PMto11:30PMSaturdayfrom12PMto11:30PMSundayfrom3PMto7PMFormoreinformationabouttheAmplifiedSoundPolicy,youcanrefertotheUnionBoardManualfoundathttp://union.fsu.edu/unionboard/union-board-policy-manual/.UniversityPostingPolicyItisimportantthatthecampusenvironmentremainsaestheticallypleasingandwelcomingforfaculty,staff,students,alumni,communitymembers,andvisitors.Thecampusshouldbefreefromexcessiveandabusivepostings,chalkingandthedistributionofcommercialandpromotionalmaterials,whichdeface,anddepreciatethevalueofourgrounds,facilities,andcampuses.Toensureproperposting,FSUhasapostingpolicythatappliestoallentitiesthatpost,includingstudentorganizations.TheUniversityPostingPolicycanbefoundonlineathttp://posting.fsu.edu.MarketWednesdayGuidelinesMarketWednesdayisamedleyofactivitiesthatoccurseveryWednesdayofthesemesterintheOglesbyUnioncourtyard.Acombinationofrecognizedstudentorganizations,marketvendors,andpassersbymakestheUniontheplacetobeonWednesdays.TheeventoccurseveryWednesdayduringtheschoolyear.Ifyouareinterestedinparticipating,findmoreinformationathttp://union.fsu.edu/sac/marketorcontacttheStudentActivitiesCenterat850-644-6673.RecognizedStudentOrganizationsRSOscanparticipateinMarketWednesdaybytabling,fundraising,orsponsoringtheamplifiedsoundhour.TheStudentActivitiesCenterandtheStudentOrganizationAdvisoryandResource(SOAR)BoardencourageallRSOstojoinuseveryWednesdaytohelphighlightourstudentorganizationsandtohelpgetstudentsinvolvedoncampus.IfyouhaveideasforMarketWednesdayevents,questions,orconcerns,youcancontactSOARBoardatsoar@admin.fsu.edu.TablingRSOscanparticipateinMarketWednesdaybyreservingatabletopromotetheirevents,recruitnewmembers,orjustshowofftheirgroup.AllRSOtableswillbeonthesouthsideofMooreAuditorium.


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Tablereservationscanbemadeonlineathttps://union.fsu.edu/market/from10:00amonThursdayuntil4:00pmonTuesdaybeforeeachMarketWednesdayeachweek.Onceregistered,check-inandset-upwillbeginat9:30amWednesdaymorning.Thefollowingpoliciesmustbefollowedwhentabling:

• Check-inbeginsat9:30am.Someonemustbeatyourtablenolaterthan10:30amoryourtablemaybereassignedtootherorganizationsonthewaitinglist.

• YoumusthaveacurrentFSUIDandtablereservationconfirmationuponcheck-in.Youmustalsopresenttheconfirmationpageemailedtoyouafterregisteringforthetableonline.YoucanprinttheconfirmationorshowitonyourSmartphone.

• EachstudentmayonlyreserveatableforONERSO.• EachRSOmayonlyreserveONEtable.• ReservationsmustbemadeonlineEACHWEEK.Reservationsdonotrollovereachweek.• Ifnomoretablesareavailableonline,yourorganizationwillbeplacedonawaitinglist.Waitinglist

organizationswillbegiventablesthathavebeenunclaimedafter10:30amWednesdaymorning.Organizationsonthewaitinglistwillbecontactedatthephonenumbergivenatregistrationifandwhentablesbecomeavailable.

• Tocancelatableregistration,[email protected].• IfyourorganizationregistersforatableanddoesnotshowupforMarketWednesday,sanctionsmay

beimposed.AftertheTHIRDtimeyourorganizationdoesnotshow,yourtablingprivilegesatMarketWednesdaywillberevokedfortheremainderofthesemester.

• Allmaterials/set-upmustfitwithinyourorganization’stablespace.Youmaynotinterferewithanotherarea.

• TheUniversityPostingPolicy(http://posting.fsu.edu)mustbefollowedatalltimes.Thismeansnoposters/banners/flyerscanbetapedtopaintedsurfacesorbrickwalls,absolutelynoballoonscanbeusedoutside,andallchalkingmustbeinthepre-approvedareas.

• TablesandchairsCANNOTbemovedforanyreason.• PleasemakesurealltrashisdiscardedintotrashcansduringWednesdaysandespeciallybeforeleaving

yourtablefortheday.Consistentviolatorswillbeaskednotdistributeflyerstopromotetheirorganization,event,activity,etc.

• Ifyourorganizationisplanningtodoabakesale,aFoodPermitmustbecompletedthroughtheeventpermittingprocesshttp://union.fsu.edu/eventplanning,andreceiveapproval.Ifyourorganizationisplanningtosellanyotheritems,youwillneedtotableasavendor.VendortablescanbereservingthroughOglesbyUnionGuestServicesunion.Moreinformationcanbefoundathttp://union.fsu.edu/sac/market/vendors.

• IfyourorganizationwantstosponsortheAmplifiedSoundHour,youmustcompleteanAmplifiedSoundHourrequestformandgetapprovalinadditiontoregisteringforatable.

• AnyviolationsofthesepoliciesmayresultinthelossoftablingprivilegesatMarketWednesday.FundraisingRSOscanalsofundraiseduringMarketWednesday.Ifyourgroupwouldliketodoabakesale,allyouneedtodoiscompleteafoodpermitaspartoftheeventpermitprocessandtablewiththeotherRSOs.Ifyourorganizationwouldliketosellanyitemsotherthanfood,youmustregistertotablewiththevendorsatMarketWednesday.Youcanfindthevendorformsonline(https://union.fsu.edu/market-wednesday/),andyouwillbechargedasmallfeetoparticipate.


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AmplifiedSoundHourAnotherwayRSOscanutilizeMarketWednesdayistosponsortheAmplifiedSoundHour.ThisoccurseveryWednesdayfrom12:00pm–1:00pm.RSOscanusethetimetochoosethemusic,showcaseaband,orshowofftheirownperformanceskills.Requeststosponsorthehourmustbemadeonline,anddatesareassignedonafirst-come,first-servedbasis.Organizationsmayonlysponsoronedatepersemester.MarketWednesdaySoundHourReservationshappenin20minuteblocks:12:00-12:20,12:20-12:40&12:40-1:00.VendorsMarketWednesdayisdesignedtoshowcaselocalvendorswhowishtosellproductson-site.TheeventoccurseveryWednesdayfrom8:00am–5:00pm.Loadincanbeginasearlyas7:00am,andallvendorsmustbepackedupnolaterthan6:00pm.AllvendortablesarelocatedontheeastsideofMooreAuditorium.Toparticipate,youmustcompletetheVendorFormfoundonlineathttps://union.fsu.edu/market-wednesday/inthe“Forms”section.

StudentOrganizationTravel

TheUniversityisnotliableforanystudentwhotravels(otherthantheSGAPresident).However,theStudentActivitiesCenterrealizesthatsomeRSOsmaytraveltoconferences,competitions,orothereventstopromotetheirorganizationortoconvenewithotherchaptersofthelargestateornationalorganization.AllmembersofRSOsareexpectedtoconductthemselvesinanappropriatemannerwhentheytravelandwithintheFloridaStateUniversityStudentCodeofConductandinamannerthatdoesnotdetractfromthereputationoftheuniversity.Findmoreinformation,tips,forms,andresourcesforstudentorganizationtravelathttps://union.fsu.edu/sac/eventplanning/tips-for-student-travel/.*PleasenotethatFSUdoesNOTprovideinsurancecoverageforpersonalvehiclesoranyindividualsinthevehicle.TheFloridaStateUniversityPolicyforInternationalExperiencesTheFloridaStateUniversityrecognizestheimportanceofpreparingstudentstobesuccessfulcitizensintheglobalsocietyofthe21stcentury,andsupportsinternationalstudyandinterculturalexperiencesasanintegralpartoftheacademic,socialandculturaldevelopmentprocessofauniversityeducation.Thefollowingpolicyhasbeendevelopedandadoptedtoensurethesafetyandsecurityofallstudentsparticipatingininternationalexperiences.Inaddition,thepolicyattemptstoensurethatallinternationalprogramsareacademicallyandculturallyenrichingexperiences.ThefollowingprogramsrequireaStudentInternationalExperiencePlan(SIEP):internationalawardsfundedthroughFloridaStateUniversity,internationalexperiencesthroughtheCenterforLeadershipandCivicEducation,CenterfortheAdvancementofHumanRightsandtheCareerCenter,RecognizedStudentOrganization(RSO),universitysponsoredorotheruniversityfundedinternationalexperiences.FordetailedinformationonInternationalExperiencesandtheStudentInternationalExperiencePlan(SIEP),pleasegotohttp://global.fsu.edu/policy/.


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WaiversWaiversshouldbeusedforRSOtravel,activitiesthathaveliabilityconcerns(5Ks,bringingchildrenoncampus,inflatables,etc),andanyothereventsdeemednecessary.TheStudentActivitiesCenterhasworkedwithFSULegalCounseltoprepareseveraldifferenttypesofwaiversforstudentorganizations.Pleasevisithttp://union.fsu.edu/sac/eventplanning/toobtaincopiesofsamplewaivers,orcontacttheStudentActivitiesCenterat644-6673foradditionalinformationaboutwaivers.CrisisResponseWhileRSOsareadvisedtoplantheiractivitiesandeventsinsuchawayastoavertcrisis,itisimportanttoproactivelyplanhowtorespondintheeventoneshouldoccur.Intentionaldevelopmentofacrisisresponseplanpriortoaneventoractivitywillempowertheorganizationtoeffectivelyrespond.Educatingmemberspriortoacrisisiscrucial.Allorganizationmembersmustknowwhoisinchargeandbepreparedtofollowtheplan.Thefollowinginformationisintendedtoassiststudentsinthedevelopmentofacrisisresponseplan,butshouldnotbeconsideredacompleteplan,ratheraguidefordesigningaprotocolthatfitstheorganization’sneeds.Asastudentleader,itisimportanttounderstandthatcrisiscanhappentoyouandyourorganization.Ifthishappens,knowthatyouarenotalone.CallontheresourcesofVictimAdvocate,FSUPD,FirstResponders,theUniversityCounselingCenter,oranyotherpertinentofficetoassistyou.Itisimportanttobeawareofyourownfeelings,perceptions,andissuessothatyoucanmonitoryourabilitytocopewiththedifficultsituation.GeneralCrisisResponsePlan

• Developacrisisresponsestrategyforyourorganizationpriortoyoureventorprogram.• Createastepbystepprocessforwhattodoincaseofacrisis.• Designateorganizationalofficersandcrisisteamwhocantakechargeofacrisissituation.• Reviewyourcrisisresponseplanonaregularbasisandupdateyourplanasneeded.• Ifmedicalattentionisneeded,attendtothoseneedsbeforedoinganythingelse.Youcancall911or

theFSUFirstRespondersat644-3349.• Forassistancewitheventstatementsand/orreportingeventscontactFSUPDat644-1234.• Forassistancewithcrisismanagement,callFSU’sVictimAdvocateofficeat644-7161or644-2277.The

VictimAdvocateprogramprovidessupporttovictimsofcrime.Anadvocateisoncalltwenty-fourhoursadaytorespondtoFSUstudentswhoarevictimized,oranyotherpersonwhoisvictimizedonourcampusorinourcommunity.Servicesofferedincludeemotionalsupport,instructornotification,referrals,andeducationalprogrammingforourcampuscommunity.

• ContacttheStudentActivitiesCenterat644-6673toinformthemofthesituation.


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SampleEmergencyContactCardRSOsshouldcreateemergencycontactcardsfortheirorganization.Contactcardsshouldbekeptinapermanentvisiblelocation,aswellasbroughttoorganizationeventsand/orwhentraveling.Thesecontactcardswillenableorganizationmemberstoreactquicklyinanemergencyandreachpertinentpeople.Anemergencycontactcardcanbecreatedinavarietyofways.Thefollowingisoneexample:

NAME PHONE EMERGENCYCONTACTNAMEANDCELLOrganizationPresident 850-555-1234 Mom,850-555-6789OrganizationAdvisor StudentActivitiesCenter 850-644-6673 FSUPD 850-644-1234 FSUFirstResponders 850-644-3349 FSUVictimAdvocate(nightsandweekends)

850-644-7167or850-644-1234


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OrganizingyourRSOAConsultation:theStudentActivitiesCenterTheStudentActivitiesCenterisavailabletoprovideconsultationswithyourorganization.Wecanassistyouwithleadershipskillstraining,understandinggroupdynamics,andconflictmediation.ContacttheStudentActivitiesCenterstaffat644-6673tomakeanappointmentforaconsultationsession.WhatItMeanstoBeaMemberBeinginagroupcanoffermanyadvantagesifyouarewillingtoputsomethingofyourselfintotheexperience.Youhaveanopportunitytomakefriends,toworkwithstudentsfromvariousbackgroundsandindifferentfieldsofstudy,togainexperienceinleadershipandincommunityactivity,andtoserveyouruniversity.Agroupmember’sresponsibilitytothegroupcanbebestsummedupinthemember’sCodeofConduct:AsamemberofagroupIwill:

• AcceptmembershiponlywhenIfeelIhavethetimeandenergytodothejobwell.• Attendmeetingsregularly,andwhenthisisimpossible,strivetocatchuponwhatIhavemissed.• Seektounderstandthejobassignmentofthegroup,interpretittoothers,andworktocompleteitin

theallocatedtime.• Participateinthedeliberationswithpreparednessandobjectivity.• Sharethetimeofdiscussionwithothermembersandstickwiththetopicathand.• Listenandseektounderstandandutilizetheideasofothergroupmembers.• Evaluatemycontributiontothegroupandencouragethegroupasawholetoevaluateitswork.

RunninganEffectiveMeetingCarefulplanningisthesecrettorunninganeffectivemeeting.Poorlyplannedorunplannedmeetingsaretypicallyviewedasboring,unproductive,andawasteoftime.However,withproperplanninganymeetingcanbeproductiveandfun.BenefitsofKeepingMinutesMeetingminutesarebeneficialbecausetheyprovide:

• theofficialrecordsofanorganization,theprocessesutilizedindemocraticdecision-making,andtheresultsofanorganizationeffort.

• avaluablereviewoftheactivitiesofthepast,andaidinreportwritingandformulationoffutureactivitiesandprograms.

• credibilityandaccountabilityforanorganizationprogrameffort.• memberswhocouldnotattendameetingwithinformationregardingtheorganization.• helpwithfollow-uponorganizationactionsandcommitteeassignments.• helpinformulatingtheagendaforthenextmeeting.• continuitybetweenorganizationcommitteesandorganizationactivities.


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RecruitmentPeoplearethemostimportantingredientofanyorganization.Recruitingqualitypeopleisadifficulttaskatbest.Yet,itisanon-goingresponsibilitythatshouldbedonethroughouttheyearandnotrestrictedtoadesignatedtimeperiod.Thecontinuedexistenceofyourorganizationdependsontherecruitmentofqualitypeople.PossiblewaystorecruitstudentorganizationsarebyparticipatingintheInvolvementFaireverysemester,tablingatMarketWednesdaypromotingeventsviaNoleCentral,etc.SocialMediaIfyourorganizationchoosestohavesocialmediaaccountssuchastwitter,facebook,Instagram,snapchat,etc.besuretostoreallofthepasswordsinonearea.Additionally,werecommendthatmultipleindividualshaveaccesstoeachsocialmediaaccount.TherearemanywaysthatRSOscanbepromotedviasocialmediawhetherthatisthroughtheirownaccountsorSOARBoard’saccount.SocialMediaisagreatwaytopromoteyourorganization,events,etc.SelectinganAdvisorAllRecognizedStudentOrganizationsarerequiredtohaveanadvisor.YouradvisorMUSTbeafull-timefacultyorstaffemployeeatFloridaStateUniversity.Adjunctfacultyandgraduate/teachingassistantsarenoteligibletobeanRSOadvisor.NotethatemployeesmanaginganystudentdisciplineprocessmaybeineligibletoserveasRSOadvisors.Whenselectinganadvisor,youmaywanttofindsomeonewhocaneasilytakeapersonalinterestinyourgroupandwhomyoufeelcanworkwellwiththeorganization.Ifyourorganizationhasalumniwhoarefull-timeFSUemployees,consideraskingoneofthemtoserveasyouradvisor.Ifyourgroupisfocusedaroundaparticularinterestordiscipline,tryaskingafacultymemberinthatdepartment.Besuretohaveaconversationwithyouradvisortoestablishexpectationsoftheadvisor’srolewithyourorganization.Ifyouneedhelpinselectinganadvisor,pleasecontacttheStudentActivitiesCenterat850-644-6673.OfficerTrainingandTransitionThekeytoasuccessfultransitionisnewofficerorientation.Outgoingofficersandadvisorsshouldplaneitherseveralorientationworkshopsoranorganizationaltrainingretreattoprovideinformationtotheincomingofficerstocontinuethesuccessoftheorganization.

TopictoDiscussatTransitionMeetings

• Historicalperspectivesoftheorganization• Constitutionandby-laws• Policiesandprocedures• Officersjobdescriptions’/backgroundinformation• Meetingminutes,historicalrecords• Previousyears’goals,projects,andactivities• Previewyears’budget• Financialrecords• Suggestedchanges• Rolesandresponsibilities


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• Resourcesofcontactlistsofimportantpeople• Rolesandexpectationsofofficersandadvisorforthecomingyear• Leadership/skill-buildingsessions-canbefacilitatedbyadvisors,outgoingofficers,oroutside

resourcesandmayinclude:delegation,recruitmentideas,communication,etc.• Alwaysaskforfeedbackandquestions• Passwords,CopyCodes,emailaddressinformation,etc.

OtherHelpfulHints:MoneyTreasurersandpresidentswillneedtomeetwiththenewofficerstochangeoverbankinformation-especiallypermissionforthenewsignersifyourorganizationhasanoffcampusbankaccountatthelocalbanks,PINnumbers,recordsofbudgetandfinances,andchecks.BesuretolookoutforfundingboarddatesanddeadlinesforearlyFall.Alsoreferbacktothefinancialinformationprovidedinthismanual.OfficerDutiesNewofficerssometimesdon’tknowwheretobegin.Encourageyourofficerstocreateaquicktodolistforthenewofficers,includingadviceandsuggestions.Seeattachedhandoutforsampleform.Itisalsoagoodideatopassalongmanuals,folders,anddocumentsthatwereused,bothelectronicandhardcopy.CreateacontactsheetCollectnames,emailaddresses,andphonenumbersofnewandoldofficerssotheexecutiveboardcancontinuetocommunicateoverthesummertohelpwithforwardingofinformation.ImportantDatesBesuretoletyournewofficersknowofimportantdatesanddeadlines.


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AdvisorsAnadvisorisafulltimefacultyand/orstaffmemberofFSUthatagreestobeaneducationalresourceandconsultantforanorganizationanditsmembers.Theadvisorshouldbeacaringindividualwithagenuineinterestforstudents,theorganization,andtheirprogramsandactivities.AdvisorGuidelines

• ToserveasamentorforthestudentorganizationandserveasaliaisonbetweentheUniversityandtheorganization

• TobefamiliarwiththeFloridaStateUniversityStudentCodeofConductandStudentOrganizationCodeofConductathttp://dos.fsu.edu/srr/andotherinstitutionalguidelinesthatestablishexpectationsforstudentbehaviorandactivities

• Toattendexecutiveofficermeetings,generalmeetings,andorganizationeventswhenpossiblePrinciples&PracticesofanEffectiveAdvisor

• Developleadersbychallengingthestudentstostriveforexcellence• Encourageandassistthestudentorganizationinsetting&reachinggoals• Promotediversitywithintheorganizationandcampusinvolvement• Establishaconsistentworkingrelationshipwithleadersandmembers• Coachofficersinprinciplesofgoodorganizationalandadministrativeskills• Providecontinuitytotheorganization’spolices,programs,andtraditions• EncourageorganizationtoparticipateinLeadershipAwardsNight• Adviseorganization’sofficersonfinancesandreviewfinancialstatementsperiodically• Facilitateofficertransitionandorientationofnewmembers

AdvisorResources

• TheStudentActivitiesCenter(SAC)willprovideadvisorswithrelevantarticles,newsletters,andprofessionaldevelopmentopportunitiesthroughouttheyearastheybecomeavailablethroughtheadvisorslistserv.

• AnAdvisorManualisavailablewithfurtherdetailsforadvisorsandtheirrolesavailableathttp://union.fsu.edu/sac/involvement.


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CampusResources

Name Phone# WebsiteStudentActivitiesCenter 644-6673 union.fsu.edu/sacGuestServices 644-6083 union.fsu.edu/guest_servicesStudentGovernmentAssociation 644-1811 sga.fsu.eduOglesbyUnion 644-6860 union.fsu.eduCareerCenter 644-6431 career.fsu.eduCenterforLeadershipandSocialChange 644-3342 thecenter.fsu.eduChallengeCourse 644-6124 campusrec.fsu.edu/challengeDeanofStudents(DOS) 644-2428 deanofstudents.fsu.eduFSUPolice 644-1234 police.fsu.eduOfficeofFraternity&SororityLife 644-9574 union.fsu.edu/osflCenterforGlobalEngagement 644-1702 cge.fsu.eduCampusRecreation 644-0548 campusrec.fsu.eduStudentDisabilityResourceCenter 644-9566 disabilitycenter.fsu.eduUniversityHealthServices 644-6230 tshc.fsu.eduVictimAdvocateProgram 644-7161 victimadvocate.fsu.edu

Documents

Recognized Student Organization Handbook...Advisory and Resource Board, completing the RSO 101 workshop, completing the hazing prevention module, passing the SGA Financial Manual quiz,