OFFICE OF STUDENT LEADERSHIP + ENGAGEMENT
How to navigate policies, procedures and guidelines
OFFICE OF STUDENT LEADERSHIP + ENGAGEMENT
Undergraduate Student Organization Training
Training Outline Expectations of Undergraduate Students and Organizations Utilizing GetInvovledHU Navigating Hofstra & OSLE Policies and Procedures Additional Training, Resources, and Upcoming Events OFFICE OF STUDENT LEADERSHIP AND ENGAGEMENT | SESSION 1
All Organizations Must:
Expectations
OFFICE OF STUDENT LEADERSHIP AND ENGAGEMENT | SESSION 1
Abide by all applicable University policies and local, state, and federal laws Maintain a full executive board Maintain and regularly update an organizations GetInvolvedHU (GIHU) page Hold regular e-board and general member meetings and identify those meeting times on GIHU Hold at least two (2) events or initiatives per semester Attend two (2) university-wide events per year Log all service hours through the Community Service tracker on GIHU
Meet The Staff
ZAIBIS MUNOZ-ISME
ALEX FEDERICO
Associate Dean of Students
Assistant Director of Fraternity and Sorority Life
Social media channels
SEVERINO RANDAZZO Director of Student Leadership & Engagement
STANLEY CHERIAN Director of Orientation
ADRIENNE KRAVTIZ Seamless ecommerce platform AutomatedAssociate customer service Director of Campus Recreation
CASSIE LARSON Seamless ecommerce platform Assistant Director of Orientation and New Student Programs
GILLIAN ATKINSON Director of Intercultural Engagement
Analytic tools and reporting KATELAN MARTINEZ Seamless Assistant ecommerce platform Director of Intercultural Engagement and Inclusion
ANITA ELLIS
Tailor-made user recommendations
Director of Commuting Student Services and Community Outreach
OFFICE OF STUDENT LEADERSHIP AND ENGAGEMENT | SESSION 1
Student Organizations
Graduate Orgs 14.3%
Your org 0.5%
Recognized by the university Your organization is 1 of the 180 Hofstra-Recognized undergraduate organizations.
All Other Orgs 85.2%
Service 3.2%
Student Organizations
Academic 11.4%
Graduate 14.1% Club Sports 11.9%
General Interest 3.8% Political Social 2.2%
Faith Based 3.2%
Pre-Professional 15.7%
Fraternities and Sororities 15.7%
Performance 7%
Intercultural 4.9%
Expectations of Student Leaders
Act with professional, academic, and personal integrity while fulfilling the responsibilities of the position.
Respect the policies of the Hofstra University community and the rights of its members both on and off campus.
Attend required annual trainings deemed necessary by the University, and seek out additional training opportunities as needed or interested.
Manage organization funds wisely and ethically with sound accounting practices.
Be responsive to communication initiated by advisors and administrators.
Maintain good academic standing (minimum cumulative GPA of 2.5)
Expectations of Student Leaders Emotional and Physical Responsibility Understand all policies, specifically Title IX and Bias Motivated Incident/Hate Crime Reporting, to best support your organization members.
Introduce what pronouns are at first meeting, invite members to share if comfortable, and ensure correct pronouns and names are being used for all members.
Ensure all members are able to access and participate in all club functions regardless of disability or socioeconomic status.
Create Community Guidelines as an organization to give everyone space to voice their needs and expectations. Revisit these guidelines periodically throughout the year.
Get to know your members. If they have identities or life experiences that are different than yours that might be showing up for them in the organization, educate yourself on how to best support them as a leader.
Utilize your administrative advisor when there is conflict or tension in your club to ensure together you can identify ways to make the club a welcoming space for all members.
Expectations of Student Leaders Emotional and Physical Responsibility Attend trainings to learn more about cultural appropriation, microaggressions, systems of power, bystander intervention, and more! This will make allow your club to be stronger, invite more folks in, and function with an inclusive mindset.
Student Organization Recognition Hofstra recognized Hofstra affiliation and tax exempt status Use of University facilities General University insurance GetInvolvedHU page Advertise meetings and events Participate in club fairs and tabling events Assigned Administrative Advisor Eligible to seek SGA recognition
SGA recognized Request funds, which are allocated from the student activities fee Assistance with indirect event costs: custodial, audio/visual, grounds, etc. Apply for office space or storage Assistance with elections Peer guidance, support, and collaboration opportunities
Get Involved HU (GIHU)
All registered student groups are required to have a presence Re-registration is required once an academic year.
Why Do We Use Get Involved HU?
Reporting Regular reports off of the data in GIHU to update databases, which are used to track student organization engagement and the Title IX training requirement.
Organizational Management There are many features that help with the management of your organization!
Messaging All important communication for organizations are sent through a feature on GIHU that pulls from your rosters and listed positions.
Student Engagement + Recruitment Both prospective and current students use GIHU to gather information about organizations they are interested in.
Features Annually register your organization required to remain active Manage roster of members, officers, and content advisor Post important documents constitutions, minutes, member guidelines, etc. Advertise events, hold elections
Log service hours
OFFICE OF STUDENT LEADERSHIP AND ENGAGEMENT | SESSION 1
Elections
Service Hours
Student organizations can create ballots and hold elections for their organization online. See the checklist for step-by-step instructions.
A great way to keep track of service hours by members of your organization is using Get Involved HU. See the checklist for step-by-step instructions.
OFFICE OF STUDENT LEADERSHIP AND ENGAGEMENT | SESSION 1
Navigating Policies www.hofstra.edu/oslepolicies
OFFICE OF STUDENT LEADERSHIP AND ENGAGEMENT | SESSION 1
SGA Allocations SGA recognized organizations are eligible
5% of annual allocations are available for non-SGA recognized groups
SGA funding does not carryover each semester
Additional funding can be requested at weekly Appropriations meetings
Organization Income All Hofstra recognized Student Organizations can have access to an income account Fundraising / Departmental support
Carries over into next semester
University finance restrictions apply
Fundraising Donations
What's permitted Only donations of goods or money. Hofstra does not accept donations of services
Identify sources and get approval Solicitation of funds from external sources or individuals must be coordinated with the Administrative Advisor
Do NOT Use
Deposit
Online crowdsourcing platforms such as GoFundMe, as well as Venmo are prohibited
MUST BE DEPOSITED same day it is collected in 200 Phillips Hall. After hours deposits require scheduling a money drop
OFFICE OF STUDENT LEADERSHIP AND ENGAGEMENT | SESSION 1
Fundraising Sales
Location
Deposit
Most commonly occur at atrium tables in student center. Other locations must be preapproved by the organization’s administrative advisor
MUST BE DEPOSITED same day it is collected in 200 Phillips Hall. After hours deposits require scheduling a money drop
OFFICE OF STUDENT LEADERSHIP AND ENGAGEMENT | SESSION 1
Fundraising Raffles
Review & Approvals
Timeline
50 / 50
Door Prize
Remember
Associate Dean must pre-approve all raffles. Addition approval from the Office of Legal Affairs as outlined in the Hofstra University Raffles policy.
Raffles require a minimum of thirty (30) days for routing and approvals
Raffles designed to split the proceeds between a randomly selected winner and the hosting student organization
A “door prize” or a chance to win a prize just for attending an event is not considered a raffle and does not require pre-approval from the Office of Legal Affairs
The raffle policy states the steps you need to take. Approvals take time.
OFFICE OF STUDENT LEADERSHIP AND ENGAGEMENT | SESSION 1
Fundraising Deposits & Money Drops
Collected funds
After hours
Deposit immediately
(Cash or check, Venmo is prohibited) must be deposited with OSLE the same day it is collected.
Requires scheduling a money drop through the Money Drop form on the front page of GetInvolvedHU
Do not store in personal spaces including residence hall rooms, lockers, club offices, mailboxes, vehicles, etc
Where it goes
Other
Funds collected through approved fundraising activities are deposited into a student organization’s income account
Outside bank accounts for student organizations are prohibited
Expenditures Cover Sheet
Physical receipts / invoice / other proof
Credit card statement
Check request
Out of Pocket or Direct OFFICE OF STUDENT LEADERSHIP AND ENGAGEMENT | SESSION 1
Justification of expenditure
Expenditures Cover Sheet
Invoice and W9
Justification of spending
Purchase order if over$ 500
Direct OFFICE OF STUDENT LEADERSHIP AND ENGAGEMENT | SESSION 1
Check request
Reimbursements Cover Sheet
Physical receipts / invoice / other proof
Credit card statement
No student should be making purchases on behalf of a student organization without proper approval first OFFICE OF STUDENT LEADERSHIP AND ENGAGEMENT | SESSION 1
Justification of spending
Check request
Speakers Paid, volunteer, in-person, virtual Similar for DJs, musicians, photographers
Secure space
Submit paperwork
Submit and secure a space request with the Office of Event Management.
All external speakers paid and volunteer need contract paperwork
Get paperwork approval Paperwork needs to be approved by several departments.
OFFICE OF STUDENT LEADERSHIP AND ENGAGEMENT | SESSION 1
Advertise event
Wrap up
Only advertise once approvals are in place. Use all resources including HOFCAST and TWAH and social media
Ensure payment, make notes for future
Apparel & Other Items Branded items
Submit artwork for review Trademark use takes additional time
Identify vendor
Submit paperwork
Delivery
Pick up
Use only approved vendors
Cover sheet, Invoice, w-9 form, Check request, Purchase Order, names and 700# of recipients
All items need to be delivered to OSLE in 244 Student Center
Verify items delivered, ensure vendor gets paid
OFFICE OF STUDENT LEADERSHIP AND ENGAGEMENT | SESSION 1
Food Place order and request invoice
Submit coversheet, invoice, advertisement
Enough lead time for review and processing
You must use the university's catering for all on campus events Contact Compass Dining: Phone: 516-463-5395 Office: Room 128, Student Center
OFFICE OF STUDENT LEADERSHIP AND ENGAGEMENT | SESSION 1
External vendors*
Check request
Cover sheet
Use this for all submissions It tells our office who, what, where, when, how much
Fill it completely There is a checklist here on what you are attaching
Review and approvals Depending on type of transaction, it may require multiple offices to review
Check Request
Event Planning Checklist - 1
Meet with advisor
Make a timeline
Start early and let them know details
Assign tasks and deadlines
Reserve space and equipment
Contracts
Food
No contract. No event. Plan ahead.
Submit paperwork for internal and if approved, external food sources on time.
Submit to Event Management and get a confirmation before moving forward
Ensure you have a budget Do you have funds to pay for this? Do you know what all costs are?
Event Planning Checklist - 2
Advertising
Money Drop
Waivers
Must be approved by your administrative advisor
Plan ahead to secure the graduate asisstant
Off campus events require waivers
Rain Plans
Guests
Cancellations
Always have a plan B if it is an outdoor event
1:1 policy
Avoid being billed. Cancel on time
Advertising Atrium Banners
HOFCAST & TWAH
Fliers
We provide the paper, you design, we review and approve
Two weeks on HOFCAST, This Week at Hofstra goes out to 9000 subscribers
Submit along with flier approval form. We make B+W copies and stamp, you post on approved locations. Residence halls*
OFFICE OF STUDENT LEADERSHIP AND ENGAGEMENT | SESSION 1
Deadlines Spring 2022
Purchase Request Deadline May 4, 2022 Last day for student organizations to make or request purchases. No purchase requests or transitions after the December 1st deadline will be submitted for processing.
Paperwork Deadline May 6, 2022 Last day to submit completed paperwork for reimbursements, purchases, etc.
Other Stuff
Travel Travel Request forms Approvals Waivers
Swipe Access to Office Send an email with names, 700#s and pride emails to your administrative advisor
Email address
SGA - Appropriations
Send an email with names, 700#s and pride emails to your administrative advisor
Sign up on Get Involved HU - link goes live on Wednesdays
SGA Will cover tax on item but not shipping and handling
SGA - Elections / Constitutions Email sga_clubrelations@pride.hofstra.edu
Additional Trainings Treasurer Trainings
Tuesday, Feb 15, 6:00 pm Wednesday, March 2, 1:30 pm Thursday, March 10, 5:30 pm
Budget Submissions
Budget Appeals
Budget submission form will be available on GIHU on March 15
April 21, at Senate
Budget Reviews (SC 260) Tuesday, March 15, 1:00 pm Thursday, March 17, 5:00 pm Monday, March 28, 8:00 pm
Budget Due March 28th
OFFICE OF STUDENT LEADERSHIP AND ENGAGEMENT | SESSION 1
disregard dates Spring 22 dates
Questions?