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Updated 2014-2015 edition of the Emmanuel OSAMP procedural manual for student groups and their advisors.
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1 The How and Why Manual Updated 08/2013
TABLE OF CONTENTS
A Note on the Format Change of this Handbook 2
Mission and Goals of the Office of Student Activities and Multicultural Programs 2
Expectations of Groups and Advisors 3
OSAMP Contact Information 6
THE HAVE TO’S
How to Start a New Group
How to Renew an Organization
How to Arrange to Travel
How to Pay For Things
o It’s “On Us” (Accessing Your Budget)
o It’s “On You” (Processing Reimbursement
How to Contract a Performer or Vendor
How to Cosponsor an Event
How to Reserve Space
7
8
9
10
11
12
13
THE WANT TO’S
How to Book a Speaker
How to Raise Money
o General Fundraisers
o Raffles
14
15
REFERENCE: Event Planning Timeline 16
2 The How and Why Manual Updated 08/2013
Mission and Goals of the Office of Student Activities and Multicultural Programs
Office of Student Activities & Multicultural Programs:
The Office of Student Activities and Multicultural Programs strives to provide all
Emmanuel College students with a wide range of educational and social opportunities
that will facilitate the development of the whole person through an integrated co-
curricular program.
The Office of Student Activities and Multicultural Programs will provide diverse programs
that enhance our students’ educational endeavors and foster critical thinking through
leadership development, social and intellectual interaction and an awareness of the
world beyond the classroom.
To that end, the Office of Student Activities and Multicultural Programs also provides a
safe and supportive environment that promotes, encourages and celebrates cultural
differences; as well as deliver services and programs that focus on issues of diversity and
multiculturalism.
Goals:
1. To provide programming that exposes students to various cultures, ideas and
issues.
2. To provide a comprehensive student activities schedule.
3. To raise the level of school spirit, pride and tradition.
A Note on the Format Change of This Manual
When you speak up, whether you’re an organization advisor or a member of a
student group, we listen.
And after surveying you all to get feedback on how we’re doing, we realized that too
many of you were unsure of how to conduct many aspects of business with our office.
The goal of this manual is to change that.
In addition to understanding just how things are done, we also want to let you know
why they are done that way. This way, when something needs to be redone, or be
done in a more timely manner, you’ll understand how that affects the overall process
and who else is involved in conducting business.
With that said, if you have any questions or concerns that aren’t addressed in this
manual, please feel free to stop by the Office of Student Activities and Multicultural
Programs to ask. We are more than happy to help!
3 The How and Why Manual Updated 08/2013
4. To provide opportunities for students to practice leadership, decision-making
and organizational skills.
Role of the OSAMP
The Office of Student Activities and Multicultural Programs (OSAMP) is responsible for the
management of all student groups recognized by, and including, the Student
Government Association. This includes program advisement, event approval and
enforcement of all OSAMP and Emmanuel College policies and procedures.
Emmanuel as a Catholic Institution
It is important to note that Emmanuel College is a Catholic institution, and as such, all
programs and activities endorsed and sponsored by Emmanuel’s student groups must
be in alignment with the practices and principles of the Catholic faith. The Vice
President of Student Affairs and the Director of Student Activities maintain the authority
and responsibility to be involved in determining the appropriateness of events and
activities sponsored by clubs/organizations.
Expectations of Groups and Advisors
Student groups funded by SGA and overseen by OSAMP are expected to:
1. Ensure that membership is open to all students and does not discriminate.
2. Recruit actively to preserve the longevity of the organization.
3. Actively monitor spending and transactions of on-campus accounts, with the
help of your club advisor and program advisor.
4. Register once a year with OSAMP.
5. Comply with SGA and OSAMP delineated policies, as well as those of the student
code of conduct, and those of Emmanuel College as a whole.
Expectations of the Advisor:
When asked to be an advisor, have a meeting with the organization and ask questions
about their expectations of you and share your own of them. Remember, this is a
mutual relationship. It is reasonable to be asked to attend scheduled meetings or
events.
When advising a club or organization, please take time to meet with that organization
at the start of the semester and develop some expectations. The following are a few
ideas:
Be available to consult with members of the organization.
4 The How and Why Manual Updated 08/2013
Be familiar with the purpose of the organization.
Review financial accounts being maintained by the treasurer.
Screen all letters, invitations, and correspondence before they go out.
Stay informed of resources and opportunities that will advance the
goals of the organization.
All groups are required to have an organization advisor that is a member of the full time
faculty, staff or administration here at Emmanuel College. The advisor is an essential
resource in all aspects of the group’s activities. The OSAMP counts on the
Club/Organization Advisor to be the "front line" contact person with the group and to
be aware of its issues and challenges.
Eligibility:
May advise no more than two student groups
Must be a full-time employee of Emmanuel College, unless excepted by the
Associate Dean of Students/Director of Student Activities
Must have knowledge/experience related to the nature of the student group
Must assist the organization in abiding by the mission of the College, as well as
the guidelines set by OSAMP and SGA.
Responsibilities:
Act as a support system for clubs and organizations.
Attend as many meetings and events as you can.
Must sign ALL SGA paper work and room reservation forms.
Assist executive board to brainstorm event and program ideas.
Mediate intergroup conflict.
Provide network of resources based upon the mission of the club/organization.
Attend ALL programs that begin at or after 6:00 pm, and all off-campus events.
The Other Piece of the Puzzle: The Program Advisor
The Program Advisor is available to help clubs/organizations navigate the program
planning process as well as the organization's development. In planning events, once a
club/organization has developed an overall picture of what they would like to do, their
next stop should be with the Program Advisor.
Responsibilities:
Provide final approval before any event/program can take place.
Provide guidance in the planning and execution of events.
Review and assist the negotiating of contracts.
Assist club with obtaining food services/catering for events/programs.
Assist clubs/organizations order supplies, novelties, audio visual/technical
5 The How and Why Manual Updated 08/2013
needs etc.
Approve reservation forms and guide clubs/organizations in scheduling
space for events, meetings and programs.
Communicate with facilities regarding event/program set ups.
Student groups must meet with their advisor prior to meeting with their Program Advisor
for the planning of events/programs.
It is MANDATORY for all clubs and organizations to meet with their Program Advisor
regarding any events, games and programs.
Any club or organization not complying with OSAMP policy will be sanctioned.
6 The How and Why Manual Updated 08/2013
OSAMP Contact Information
Dan Darcy
Director of Student Activities and Multicultural Programs
Associate Dean of Students
Oversees Student Government Association
Program advises the Student Government Association and class councils
Coordinates campus-wide programming efforts and weekend programming
Jeff Smith
Director of Multicultural Programs
Coordinates multicultural and diversity initiatives across campus
Program advises multicultural student organizations
Kevin Farrell
Assistant Director of Student Activities, Programming and Leadership
Director of Student Center Services
Oversees operations of the Jean Yawkey Center and the Corner Pocket game
lounge
Advises ECPB, EC Dance Marathon, Omicron Delta Kappa, First Year Focus
Leadership Academy, Executive Suite Leadership Academy, Sophomore
Connection Leadership Academy and Women’s Leadership Academy
Coordinates assembly and publication of the E-List
Amma Marfo
Assistant Director of Student Activities, Involvement and Assessment
Coordinator for Commuter Services
Oversees Commuter Student Life
Coordinates assessment initiatives for the Office of Student Activities and
Multicultural Programs
Develops and implements training for student groups and their advisors
Program advises SGA-sponsored student organizations (see exceptions above)
Coordinates themed and wellness based programming, and ticketed events
7 The How and Why Manual Updated 08/2013
THE HAVE TO’S
How to Start a New Student Group
In order for a student group to become a recognized campus organization, it must be
formally approved by the Office Student Activities and Multicultural Programs and the
SGA. To initiate this process, the organization seeking recognition must:
Arrange and attend a meeting with the Associate Dean of Students/Director of Student
Activities. At this meeting, the student(s) will receive a copy of this packet, which
includes all of the steps to starting a new club or organization.
The packet requires the following information:
Identification of an organization advisor, who must be a full-time member
of the faculty, staff or administration. That individual must submit in writing a
notice that he/she agrees to serve as organization advisor. *Note that an Advisor
cannot advise more than 2 clubs at a time.
List of executive board members, their titles and their contact information.
A copy of your organization’s constitution.
List of at least 2 programs and/or events, or description of publication, or
proposed athletic or performance schedule.
Thirty undergraduate signatures, from students who support the proposed
club/organization.
Indicate the potential budget for your organization (i.e. insurance if a club
sport, supplies, etc.), potential meeting location (i.e. gym, classroom, etc.), and
any potential off-campus travel (i.e. conference, sporting event, etc.).
Once the packet has been completed, you will set up a second meeting with the
Associate Dean of Students/Director of Student Activities. Your proposed organization
advisor will need to attend this meeting. At this meeting, your potential Program Advisor
(a member of the OSAMP staff) will be present to review the role of the Program Advisor
with you.
At the second meeting, the Associate Dean of Students/Director of Student Activities
will review all of the information. If all requirements are met, a memo will be sent to the
SGA President indicating that the club has met all of the preliminary requirements for
becoming a club and is ready to go in front of the SGA for a formal vote on their
recognition.
Lastly, members of the club will go before the entire SGA and make their request to
become formally recognized. Once an organization gains formal recognition through
the SGA, that recognition takes place immediately.
8 The How and Why Manual Updated 08/2013
How to Renew an Organization
Each spring, your group will need to be renewed. In order to do this, a few processes
will need to be completed.
Attend Planning Day in full. This required day of updates to policy and training includes
an opportunity to receive the Spring Policy Agreement and to reserve space for club
meetings in the spring semester. Without your group’s full participation in Planning Day,
your funding and ability to operate will be threatened.
Exceptions to mandatory attendance at Planning Day must be cleared in advance
with the SGA Vice President for Club Relations; unexcused absences will threaten your
group’s ability to operate.
Sign and complete your Policy Agreement form. This form includes a space for all of
your officers to identify themselves, as well as a space to notify us who your advisor is. In
the absence of this form and the Student Organization Registration Packet, you will not
be able to conduct business (room reservations, contracts, fundraising, etc.). A due
date for this form will be provided- please return it to us in a timely manner!
Also, we will need a completed Student Organization Registration Packet. This online
form will allow you to identify the full membership of your organization.
Why Do We Have to Renew an Organization?
Groups change from year to year, and we require groups to be renewed so that we can
monitor where the money goes, if groups should be funded, and how many students their
funding is reaching. This information can help OSAMP and SGA to ensure that funding is
given to groups who are reaching the most students, or providing the most benefit to the
Emmanuel College community.
9 The How and Why Manual Updated 08/2013
Why Complete a Travel Registration Form?
The Travel Registration Form is designed to help you map out all the costs that you’ll have for
your trip, and what considerations need to be made while planning your travel. We need that
information to prevent last minute “Whoops, we forgot…” moments. We hate those, and we
know you do too!
How to Arrange for Travel
Planning on traveling as a student group? Here are the steps you will need to follow.
First, complete the Travel Registration Form and work with your organization and
program advisors to finalize the budget for the trip. If this involves paying for travel,
make sure to go through the proper channels (see page 10) to do so.
Make travel arrangements with the help of your organization and program advisor.
Obtain confirmations for all elements of the trip (travel, lodging, schedule) and create
an agenda for what will be happening on the trip, when.
Next, collect Release of Claims forms for all students traveling, and a Trip Advisor
Consent form for any advisors traveling. We need emergency contact information in
case something happens while the group is gone and we need to get in touch with you
all. No student or advisor may travel without submitting this information.
Make sure to check in with your program advisor within three days of your trip, to get
information about on-call professionals who will be on duty while you’re gone. In the
event of an emergency on the trip, you will need to contact them as well as a staff
member of OSAMP.
10 The How and Why Manual Updated 08/2013
How to Pay For Things
*A quick note: SGA allocated funds cannot be used to purchase food for club
meetings, T-passes for travel, or graduation items such as stoles, cords, or gifts.
It’s “On Us” (Accessing Your Budget- PREFERRED)
Meet with your club advisor and program advisor to determine what you’re going to
buy and from where. Create an itemized list of what you’ll be buying and how much it
will cost.
Schedule a time to use the credit card with your program advisor. Because we work
with so many groups and have to ensure that we don’t hit any preset spending limits,
“drop-in” use of the credit card is not permitted. Please allow 2 weeks when planning to
spend money, and bring your itemized list so we know what is being purchased!
Alternately, complete the following paperwork at least two weeks in advance to have
a check cut for a purchase:
An SGA Account Form, signed by the organization president and treasurer, and
the organization advisor.
Documentation for payment- an invoice or contract MUST accompany an SGA
Account form for a check to be processed.
This paperwork must be submitted to the SGA (office located in the basement of
St. Joe’s Hall), and not the program advisor, to be processed. The deadline for
account forms is each Tuesday at 9am.
It’s “On You” (Processing Reimbursement- must be submitted within 30 days of
purchase)
First, please note that any purchases of prohibited items (see the top of this page)
cannot be reimbursed. What’s more, funds can only be reimbursed for items that have
been budgeted for.
Complete an SGA Account Form, signed by the organization president and treasurer,
and the organization advisor. Include receipts for items that were purchased, or
reimbursement cannot be issued. Submit this paperwork to the SGA, and not the
program advisor, to be processed by Tuesday at 9am.
Why Do You Need So Much Time to Process Paperwork?
The staff members of OSAMP are far from the only people who see this paperwork. The
Business Office and, depending upon the payment, the Vice President for Student Affairs also
work with these forms. We allow extra time to make sure everyone has time to see and sign
it all.
11 The How and Why Manual Updated 08/2013
Why Should We Complete a Contract for Someone Not Getting Paid?
Performers, vendors, or other service providers cancel or opt not to do what they’ve agreed
to all the time. We wish it wasn’t that way, but sometimes it is. Having a contract that both
sides agree to can make sure that you get the services you asked for.
How to Contract a Performer or Vendor
Before planning an event that requires a contract, please know that two meetings will
be needed in order for this event to proceed. The first meeting will be to go over the
logistics of the event- contract terms, location and time of event, and other details. The
second meeting will happen within three days of the event, to secure final details.
DO NOT ATTEMPT TO ENTER INTO OR SIGN A CONTRACT WITHOUT THE ASSISTANCE AND
CONSENT OF THE PROGRAM ADVISOR.
Obtain a written agreement for services from the performer or vendor in question,
signed by that person/organization. Please include a W9 (tax form available online)
completed and signed by the person/organization as well, to ensure that the payment
can be counted toward their taxes. Most who enter into these agreements know how
to do this; if they have any questions, direct them to OSAMP and we can help!
Please note: even if a speaker, lecturer, artist, or person providing a service is not being
paid, you should complete a contract.
Bring this pair of documents to your Program Advisor at least four weeks prior to the
event for approval and signature.
Once you receive a signed contract, which will be returned to the program advisor,
submit the contract and proper SGA paperwork to the SGA treasurer to ensure that
payment is completed.
Why Can’t We Enter Into A Contract On Our Own?
Contracts are only permitted to be agreed to and signed by the Vice President of Student
Affairs, and must comply with Emmanuel’s policies and Massachusetts law. The contract
must be looked over for compliance. What’s more, whoever signs that contract is
responsible for its contents, including payment. Trust us, you don’t want that to be you.
12 The How and Why Manual Updated 08/2013
How to Cosponsor an Event
Interested in sharing resources, a participation base, and interest with a fellow
organization or department? Cosponsoring an event may be a great way to join forces
and create a great experience for those attending.
Once the participating organizations have determined what they’d like to do, each
group must meet with their advisor to discuss the organization’s involvement in the
project. The program advisor must also be made aware of the plans, to ensure that
they comply with SGA and College policies.
Using the Cosponsorship Form, each group should divide the responsibilities for the
event, both in terms of finances and duties. Each organization’s president and advisor
must sign this form before submitting it to the Program Advisor.
Some duties that you may want to ensure end up on this form include:
Design and hanging of flyers
Creation of a Facebook event/entry on Emmanuel calendar
Event setup and breakdown
Payment for food/vendors/other supplies
Schedule a meeting with the program advisor to go over the details of the form, and to
finalize that all arrangements have been made.
After the event, be sure to stop by and let everyone know how the experience was,
and how it could be improved next time.
Why Do We Need to Fill Out a Cosponsorship Form?
Much like with the contract for unpaid performers or vendors (see page 11), it is always
helpful to outline responsibilities in writing. That way, if the question “Who was supposed to do
[insert duty here]?” arises, you have a point of reference, that ALL have agreed to, to consult.
13 The How and Why Manual Updated 08/2013
How to Reserve Space
*space for your organization should be reserved through this process ONLY.
The Room Reservation process is now hosted online, at the following link:
http://bit.ly/ECroomreservation
A few quick and extremely important point of note:
These reservations will be submitted to relevant parties ONCE A WEEK: Tuesdays
at noon. Any reservations not submitted by that time will not be submitted until
the following week. All timelines for reserving space (at least two weeks in
advance) hold, so plan accordingly!
We do not make arrangements for facilities or technology needs- contact
information for those offices is provided so you can make your own
arrangements. Please do not assume we’re taking care of it!
Because the advisor does not sign off on this form, all events for which rooms are
being reserved MUST be pre-approved by the organization advisor. Any reserved
space that is deemed disapproved by the advisor, will leave the group subject
to SGA sanctions.
All required fields must be filled out. Missing information will delay the reservation
process.
14 The How and Why Manual Updated 08/2013
THE WANT TO’S
How to Book a Speaker
Is your organization interested in booking a speaker for a meeting or event? Much of
the payment process will be drawn from “How to Contract a Performer or Vendor” (see
page 11), but there are a few additional considerations.
First, meet with both the organization and program advisor to clear your idea. This pair
of meetings will be important for setting guidelines and expectations for the event.
These meetings should take place at least four (4) weeks prior to the proposed event
date. Requests coming in with less than four weeks’ notice will not be considered.
Be sure to confirm availability of an appropriate space for your speaker- for smaller
lectures, ADM 155-157 could suffice; larger lectures could go into the Fenway Room,
Administration Building Auditorium, or Library Lecture Hall. Make sure this is done before
signing a contract- there are few things worse than bringing a speaker, but having
nowhere to put him or her!
Once date, time, and location details are set, a contract should be submitted and the
procedure for “How to Contract a Performer or Vendor” should be followed. Only after
the contract is approved by both the speaker and Emmanuel College should the event
be advertised.
Why Do We Need So Much Time to Book a Speaker?
As with financial paperwork, many College staff and officials play a role in the success of an
event like a speaker. Apart from getting paperwork, room reservations, and payment
completed, some speakers may also require the attention and efforts of the Marketing
Communications or Government, Community and Public Relations offices. This timeline gives
all parties time to do their best work.
15 The How and Why Manual Updated 08/2013
How to Raise Money
Now that fundraising is going to be asked for more often, here are some guidelines on
how to complete one for your organization.
Register your fundraiser with OSAMP by completing the Fundraising Registration Form.
Make sure to include all the relevant information- date, time, location, etc.
If your fundraiser is a raffle, you will also have to complete a Raffle Information Form,
AND assist OSAMP in completing paperwork after the raffle to ensure that appropriate
taxes are taken out and given to the State of Massachusetts.
Proceed with your fundraiser, ensuring that all money made each day is returned to
OSAMP. You are not permitted to hold money overnight, so please make arrangements
to return money to OSAMP at the conclusion of your event.
Following your fundraiser, schedule a meeting with your program advisor to go over
what money was made, how to deposit funds, and how to disburse funds to outside
agencies if applicable. Remember, organizational fundraisers require a refund of
invested funds to SGA! Those raising money for outside organizations do not, but that
money must be given to the organization through the College. Do not give them the
cash you raised!
Why Do We Have to Register Our Fundraiser?
In addition to making sure that the means of fundraising is legal and permissible by the
rules of the College, registering a fundraiser gives you an opportunity to claim space on a
busy schedule so your fundraising efforts won’t be challenged by other organizations
raising money.
Further, raffle taxes must be submitted by a deadline before extra money is charged; the
more information our office has about your fundraising efforts, the quicker that paperwork
can be completed, preventing a penalty from the State.
16 The How and Why Manual Updated 08/2013
REFERENCE: Event Planning Checklist
New to planning events? No problem! We have a checklist designed to help you make
sure all elements are completed. Feel free to get in touch with any staff member of
OSAMP with questions.
Person(s) Responsible Completion Date
FOUR WEEKS PRIOR TO EVENT:
1. Select the performer or event. ________________ ____________
2. Reserve necessary facilities. ________________ ____________
3. Approval of budget by officers/board. ________________ ____________
4. Contact performer or agent ________________ ____________
Type of performance (context, format)
Verify time, date and location.
Review contract with advisor.
Number of performers.
Equipment needed.
Travel, lodging, meals.
Teasers by performers.
Decide on opening act and/or DJ.
5. Prepare and send news releases. ________________ ___________
6. Order or print tickets. ________________ ____________
7. Plan advertising campaign. ________________ ____________
Dates and types of publicity.
Prepare flyers (agency may have examples).
Design posters and send to printers.
Set up dates for poster blitzes.
Make table tents.
17 The How and Why Manual Updated 08/2013
Send any letters to other organizations (on or off-campus).
Send notices to Residence Hall Directors.
Contact Academic Departments.
Plan any other advertising schemes.
8. Reserve any needed dressing rooms. _______________ ____________
9. Make any transportation arrangements. _______________ ____________
10. Schedule:
Hotel accommodations.
Hospitality.
Other.
11. Make ticket sale arrangements. _______________ ____________
12. Order decorations. _______________ ____________
THREE WEEKS PRIOR TO EVENT:
1. Order any food necessary. _______________ ____________
2. Put tickets on sale. _______________ ____________
3. Turn in work orders for tables, chairs, lights, etc. _______________ ____________
4. Preliminary check with security and/or police. _______________ ____________
5. Contact The Hub for coverage. _______________ ____________
TWO WEEKS PRIOR TO EVENT:
1. Put up advertising. _______________ _____________
2. Check status of ticket sales. _______________ _____________
3. Request parking permits. _______________ _____________
5. Confirm payment with Student Activities or SGA. _______________ _____________
ONE WEEK PRIOR TO EVENT:
1. Check with Facilities/Media for technical info. _______________ _____________
18 The How and Why Manual Updated 08/2013
2. Delegate event responsibilities. _______________ _____________
3. Double check on hospitality arrangements. _______________ _____________
4. Prepare brochure to hand out at event, explaining
show or promoting your next event. _______________ _____________
5. Confirmation call to agent or artist for arrival time,
directions or any last minute information. _______________ _____________
6. Reserve cash box. _______________ _____________
7. Check status of ticket sales. _______________ _____________
DAY OF THE EVENT:
1. Set up area. _______________ _____________
2. Distribute final publicity. _______________ _____________
3. Meet or pick up artist. _______________ _____________
4. Assist with load in. _______________ _____________
5. Pick up cash box. _______________ _____________
6. Prepare hospitality set up. _______________ _____________
7. Check on room for set up. _______________ _____________
8. Assist with load out and clean up. _______________ _____________
WITHIN THE WEEK AFTER EVENT:
1. Complete evaluation forms). _______________ _____________
2. Remove ALL publicity. _______________ _____________
3. Write and send Thank You notes. _______________ _____________
4. Collect articles, ads, promos for file. _______________ _____________