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DPC 0910 ORG HANDBOOK

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DPC 0910 ORG HANDBOOK Powered By Docstoc
					                  2009-10

       Student Organization

   Resource Guide & Policies



        Handbook

For Student Leaders and Faculty/Staff Advisors

    Downtown Student Organization Resource Center




           ASU Wells Fargo Student Center


                   455 N. 3rd Street

                 Phoenix, AZ 85004

                    602.496.0973

              DowntownDevils@asu.edu



                          1
                                                        TABLE OF CONTENTS
WELCOME & INTRODUCTION ......................................................................................................................................................................... 3
    WELCOME .............................................................................................................................................................................................................. 3
    INTRODUCTION ........................................................................................................................................................................................................ 3
    DOWNTOWN STAFF .................................................................................................................................................................................................. 3
    ASU WELLS FARGO STUDENT CENTER ......................................................................................................................................................................... 3
       Location & Hours ............................................................................................................................................................................................ 3
       Hallway Forms & Mailboxes ........................................................................................................................................................................... 3
       Computer Access ............................................................................................................................................................................................ 3
ORG SYNC ...................................................................................................................................................................................................... 4
    WELCOME TO ORG SYNC ........................................................................................................................................................................................... 4
     ND
    2 HEADING ON ORG SYNCH ..................................................................................................................................................................................... 4
RESOURCES .................................................................................................................................................................................................... 4
        Advisement ..................................................................................................................................................................................................... 4
        ASASUD Information & Student Fee Funding ................................................................................................................................................. 4
        Banner Paper and Helium Tank ...................................................................................................................................................................... 4
        Copies ............................................................................................................................................................................................................. 5
        Downtown Devil Calendar .............................................................................................................................................................................. 5
        E-Mail, Listserv, myASU Group (Blackboard Group), Webspace, etc. ............................................................................................................. 5
        Funding (non-Student Fee) ............................................................................................................................................................................. 5
        Fundraising Resource ...................................................................................................................................................................................... 5
        Leadership Programs ...................................................................................................................................................................................... 5
        Mailboxes / Storage Space ............................................................................................................................................................................. 5
        Newsletters and Downtown Devils News ....................................................................................................................................................... 5
        Room Reservations & Tabling ......................................................................................................................................................................... 6
        Sound & DVD Player & Renting Equipment .................................................................................................................................................... 6
        Team Challenge Course Opportunity .............................................................................................................................................................. 6
POLICIES ......................................................................................................................................................................................................... 6
        Starting Organization Registration – New or Returning ................................................................................................................................. 6
        Mandatory Information Sessions.................................................................................................................................................................... 6
        Food Sales and Catering ................................................................................................................................................................................. 7
        Student Organization General Policies ........................................................................................................................................................... 7
        Sales & Solicitations & Campus Vendors ........................................................................................................................................................ 7
        Advertising and Posting on Campus ............................................................................................................................................................... 7
        Freedom of Expression Policy ......................................................................................................................................................................... 7
        ASU Trademark & Licensing Regulations ........................................................................................................................................................ 7
        No Raffles; Yes Door Prizes ............................................................................................................................................................................. 8
        Showing Movies .............................................................................................................................................................................................. 8
        Insurance ........................................................................................................................................................................................................ 8
        Travel .............................................................................................................................................................................................................. 8
FINANCIAL PROCEDURES ................................................................................................................................................................................ 8
REFERENCES ................................................................................................................................................................................................... 9
        Back Accounts and Federal Tax ID Forms ....................................................................................................................................................... 9
        Risk Management ........................................................................................................................................................................................... 9
        Sustainability ................................................................................................................................................................................................ 10
BEST PRACTICES ............................................................................................................................................................................................10
    OFFICER TRANSITION .............................................................................................................................................................................................. 10



                                                                                                             2
Welcome & Introduction

Welcome
This information packet has been developed to introduce you to the many services and resources available to registered student
organizations at Arizona State University, as well as policies that impact your organization. More detailed information is available
at the SORC Tempe homepage at www.asu.edu/clubs and at the Downtown SORC (D-SORC) page at
http://campus.asu.edu/downtown/Student-Organizations. We encourage you to review these sites on a regular basis for policy
updates and important announcements that impact your club. Please review the materials provided in this manual and pass this
information on to the members of your organization. If you have any questions, call D-SORC at 602.496.0973, or stop by the ASU
                                     nd
Wells Fargo Student Center, on the 2 floor of the Arizona Center, above the AMC Theatre Box Offices. Best wishes for a
successful year!


Introduction
This manual will refer to web resources that are located at the SORC Tempe homepage. Although this is meant not to duplicate
web resources – please note that some of these online resources will refer the student organizations to ask questions from the
Tempe SORC staff. As a Downtown registered student organization, you should always refer to information and staff from the
Downtown campus – located in the ASU Wells Fargo Student Center. 90% of the material on the Tempe SORC website applies
to all student organizations, however, for those 10% campus specific questions, please refer to your Downtown Staff:


Downtown Staff
 Coordinator for Student Development & Activities                          Dora Tompkins**        dora@asu.edu               602.496-0972
 Activities & Leadership Specialist                                        TBA                    TBA                        602.796-0976
 Student Development & Operations Specialist                               Amanda Tomchak         amanda.tomchak@asu.edu     602.796-0976
 Coordinator, New Student Programs & Traditions                            Christina Hernandez    cqhernandez@asu.edu        602.496.0971
 Office Assistant, Student Engagement                                      Natasia Cara Bongcas   nbongcas@mainex1.asu.edu   602.496.0670
 Director, Student Engagement                                              Cassandra Aska         caska@asu.edu              602.496.0670
** Dora Tompkins will be on maternity leave for the 1st part of Fall 09.




ASU Wells Fargo Student Center
The ASU Wells Fargo Student Center is a space available to all ASU students to relax, have fun, take a break and get involved. It
is the home to the Student Government (ASASUD), Downtown Programming & Activities Board ( D-PAB) and Student
Organizations – where student leaders can use resources, reserve a meeting room and get advising. You can find lots FUN (such
as karaoke socials, tickets to d-backs/suns, dialogues etc,); great INFO (such as off campus housing, jobs, etc.); and awesome
STUFF (such as free coffee, tea, water, Wii, PS3, Pool table, Ping Pong, etc.) at the Student Center. Check out the Downtown
Devil Calendar at http://asuevents.asu.edu/downtown for exact event information at the Student Center and on campus.


Location & Hours
                                                 nd
Located on the Arizona Center, 2 Floor, Above the AMC Theatre Box Offices; Hours are: 10am to 10pm M-F; Noon to 7pm S-S.
You can reach the Involvement Assistants at the front desk via 602.496.0973. Visist our webpage at
http://campus.asu.edu/downtown/Wells-Fargo-Student-Center


Hallway Forms & Mailboxes
You’ll find mailboxes that you can request in your registration. If you do, you may receive mail here at Mail Code 5420 and by
listing your mailbox number. Next to the mailboxes, you’ll find a caddy of forms. Most of these forms are located online, but here
you have them printed and ready to grab. Throughout this Handbook, you’ll learn what these forms are.


Computer Access
Off the hallway, you’ll see the Downtown Student Organization Resource Center. Downtown Programming & Activities Board
officers and Student Center Programming Assistants utilize these computers, and you may do so as well.

                                                                                          3
Org Sync

Welcome to Org Sync
Org Sync is the new software that not only helps student organizations communicate online and virtually with the Downtown
Student Organization Resource Center (D-SORC), but a resource that offers student organizations a palette of online options to
make your lives easier! Org Sync offers you:
     Improved Communication, through email, messaging, mass text messaging and discussion boards.
     Better Organization, through event and meeting tracking (attendance tracking), distributed news and to-do lists, and
        paperless forms. Keeping track of your finances on Org Sync and collect funds from fundraisers online!
     Increased Efficiency, streamline the inner-workings of your organization with our centralized platform.
     Improved Retention, learn from your predecessors, reduce hassles and keep members and alumni involved. Create a
        simple way to recruit new members. Keep graduated members active via time or financial support!


Org Synch Details
At the time of the writing of this handbook, ASU’s University Technology Office is working with the Developers of Org Sync to
create a single sign on – so that students can access Org Sync from MY ASU. Once that is developed, you will see the Org Sync
link from you’re MY ASU page. If this doesn’t work out, Org Sync will be accessible via www.orgsync.com. Once you go to this
page, choose the register link and create your account. After that, you will be able to see Arizona State University and begin
working in this new online tool!



Resources

                 Advisement
                 Need help planning an event? Looking for sponsors? If you have questions or need help, contacting staff at
                 the Downtown SORC in the ASU Wells Fargo Student Center is a good place to start.
                 (http://campus.asu.edu/downtown/Wells-Fargo-Student-Center).


                 ASASUD Information & Student Fee Funding
                 The newly ratified Associated Students of Arizona State University Downtown (ASASUD) Constitution calls
                 for a council called the Inter-Club Council, (ICC). The ICC is composed of all campus- registered student
                 organizations. The ICC will meet on the first Friday of every month to discuss upcoming events and
                 happenings within the student organizations on the DPc. The Vice President of ASASUD, Beth Wischnia, will
                 chair the ICC. Please feel free to contact Beth Wischnia (Beth.wischnia@asu.edu) for any questions or more
                 information.

                 DPC Student Organizations may request funding from the Student Fee Allocation Board (SFAB)– a unit
                 created by the Associated Students of Arizona State University Downtown (ASASUD). This board will come
                 into existence for the first time Fall 2009. Hence, some of the procedures of how to access funding is not
                 available at the time of the publishing of this Handbook. Please visit the ASASUD website and attend the
                 ICC meetings to learn more about how student organization funding will take place for in 2009-10.

                 $50 – Automatic Funding to all Student Organizations!
                 Due to the little delay caused by the creation of this new allocation board, ASASUD has approved up to $50
                 to be available to all student organizations to be used during Fall Welcome and the first few weeks of school,
                 until the SFAB is established. Funds must be spent in accordance with the Financial Procedures described
                 in this Handbook. All receipts and financial paperwork must be submitted with the special ASASUD $50
                 form, which can be found in your Hallway Forms Cady at the ASU Wells Fargo Student Center and online at
                 http://campus.asu.edu/downtown/Student-Organizations.


                 Banner Paper and Helium Tank
                 Large rolls of banner paper are available through the SORC-Downtown and a helium tank is available for
                 student organizations, but you must supply your own balloons. Please call the ASU Wells Fargo Student
                 Center (602.496.0973) at least five days in advance to reserve the helium tank and to make arrangements.
                                                                4
Copies
Thomas Reprographics offers each registered student organization 50 free copies per semester to be used
for publicizing club activities, events, and meetings. Copies can only be made at the store on 817 E. Indian
School Road, Phoenix, AZ 85014 location. (602-241-5599, www.thomasrepro.com) Copies left unused in
the fall semester will not roll over to spring. Limitations: Neither the D-SORC nor Thomas Reprographics is
responsible for negligent use of this privilege. Therefore, the only officer authorized to make copies is the
President.


Downtown Devil Calendar
Your source of all that is happening on campus: http://asuevents.asu.edu/downtown.


E-Mail, Listserv, myASU Group (Blackboard Group), Webspace, etc.
Visit http://help.asu.edu/Collaboration_and_Shared_Email to learn about ListServ and MyASU/Blackboard
group creation. For help, call the ASU Helpdesk - (480) 965-1211

To create an email account for your club, go to https://techbase.asu.edu. ASU Information Technology will
contact the owner of the mailbox after it has been created. For more information, please call the Computer
Accounts Office at 965-1211.
To create a club website, please use the new Org Sync software! (or you may purchase domain and
webspace outside of ASU, but try Org Sync first, it is a fantastic resource!)


Funding (non-Student Fee)
There are a few funding sources outside of the Student Fee Allocation Board. Please consider these
options:
           CET – Campus Environment Team - www.asu.edu/cet
           DAPB – Diversity Awareness Programming Board - http://asasu.net/pab/dapb/funding/
           Club Dues/Fees
           Grants
           Fundraising
           College/Departmental Unit



Fundraising Resource
"Health Coach is available to help with your fundraisers and charity events! We are a owner-operated health
care and wellness facility in the downtown Phoenix area- just south of the new ASU campus. We provide
chiropractic, massage and physical therapy. We can donate chair massages, products and other services to
help your organization raise money." We are located inside the US Bank building, 101 N. 1st Ave #170. Call
for more information, (602) 257- 4520.


Leadership Programs
Unleash Your Power Within. Earn a POWER Leadership Certificate through Downtown campus’ leadership
academy. Go to http://campus.asu.edu/downtown/getinvolved and click on the POWER link for the program
outline and dates of seminars and conferences.


Mailboxes / Storage Space
Student Organization mailboxes are located in the ASU Wells Fargo Student Center and are assigned on a
yearly basis. File cabinets and limited storage space are also available for organizations on a first-come, first-
served basis. To reserve yours, please contact DowntownDevils@asu.edu.


Newsletters and Downtown Devils News
Downtown SORC sends out newsletters about bi-monthly to inform student organizations of policy changes,
upcoming events, and registration information. For questions about this resource, please email
                                                    5
           DowntownDevils@asu.edu.

           Downtown Devil News
           Downtown, the ASU Wells Fargo Student Center also will keep you updated on information that is pertinent
           to student organizations and leaders. Once a week or every other week, a general involvement/activities e-
           mail will be sent out highlighting all important information regarding our campus. To submit an
           announcement, please e-mail Amanda Tomchak 3-weeks prior to the launch date of your project/event.
           Amanda.Tomchak@asu.edu.


           Room Reservations & Tabling
           Registered student organizations have the ability to reserve spaces: classrooms, space at the ASU Wells
           Fargo Student Center, Taylor Place, PURL, Cronkite and the Mercado, and to reserve UCENT Lobby and
           Taylor Mall. To learn all the ways to reserve room and a table, visit
           http://campus.asu.edu/downtown/Student-Organizations and click on the RESERVATIONS Link.


           Sound & DVD Player & Renting Equipment
           We have a small boom box and a DVD player that can be checked out. Please make your reservation by
           filling out the ASU Wells Fargo Student Center space reservation form located at
           http://campus.asu.edu/downtown/Wells-Fargo-Student-Center. Instead of marking the space, mark the
           equipment. Additional equipment is available for check out from the Tempe campus via Classroom Support
           Services. Visit http://www.asu.edu/it/tempe/classrooms/equipment/equip-list.html for a list of what you or
           your advisor can check out out.


           Team Challenge Course Opportunity
           Student Organizations have an opportunity to participate in a free team challenge course sponsored by the
           SRC. Team Challenge courses include icebreaker activities, team builders, conflict resolution and problem
           solving. They are ideal for organization leaders and for larger group dynamics. There is a fee
           (~$25).Contact Stefani Price at 965-8900 or online http://src.asu.edu/TeamChallenge/Reservations at least
           two weeks in advance to schedule an event.




Policies

       Starting Organization Registration – New or Returning
       The first step to starting a new campus organization is to do a little research first, to explore whether a similar
       organization already exists. Starting in the Fall of 2009, ASU will be moving to an online system called Org Sync
       to manage all student organizations on all four campuses. Students will be able to search for organizations
       through this portal. Visit http://campus.asu.edu/downtown/Student-Organizations for a link to this new system.
       To register a new organization, just log into Org Sync and submit the registration form. Before you log on,
       however, you should have the following figured out: A roster of members, which must include a minimum of three
       (3) ASU students, one (1) ASU faculty/staff (full or part time) advisor, and a constitution which outlines how the
       organization will govern itself. Under Best Practices in this Manual, you will find some help on how to create a
       constitution. To be a student organization that is affiliated with the Downtown campus, just click downtown as
       you create your OrgSync registration. Next, you are required to partake in a Mandatory Information Session –
       which for Fall 2009, will be online via Blackboard. A short test will be required as proof that one member of the
       organization did partake on the online tutorial. Visit http://campus.asu.edu/downtown/Student-Organizations for a
       link to this online orientation. Finally, you will need to have your advisor sign the Advisor Commitment Letter and
       submit it via the methods described on the form. Dowload this form from
       http://campus.asu.edu/downtown/Student-Organizations as well. All of this is due Friday, September 18, 2009.
       After this deadline, you will have to wait until January to register a student organization.


       Mandatory Information Sessions
       Each semester, a series of Mandatory Orientation Sessions are scheduled for all student organizations.
       Attendance at one session is mandatory for at least one organization representative, but all club members are
                                                          6
welcome. These sessions provide you with specific information about your rights and responsibilities as a
registered ASU student organization, resources available, and other important information, such as how D-SORC
is available to assist! Call us at 602.496.0973 or visit http://campus.asu.edu/downtown/Student-Organizations for
more information.


Food Sales and Catering
ASU departments and registered student organizations are to use authorized catering service for on-campus
events. Due to liability issues it is imperative that individuals representing ASU through university functions insure
that all risk management concerns are addressed by securing approved catering services. Details and additional
links are available at http://www.asu.edu/mu/catering.htm (especially if you are looking to do an event at the
Tempe Campus.)

For events at ASU Wells Fargo Student Center, it is preferred that you start with ASU Catering Services, but if
that’s not possible, you may order from other downtown Phoenix and Authorized caterer. For events at Taylor
Place, you will be required to utilize ASU Catering Services by visiting www.ASU.CampusDish.com.

Donated Food or Special Menu Item
If an ASU department or registered student organization expects to receive food donations or require a special
menu item that cannot be provided by ASU Catering Service, a Food Waiver Request is required. Work with D-
SORC at the minimum of 14 days prior to event date to ensure that all rules are followed. Download this form at
http://www.asu.edu/studentaffairs/mu/catering.htm.


Student Organization General Policies
Please visit http://www.asu.edu/aad/manuals/usi/usi1302-01.html


Sales & Solicitations & Campus Vendors
No vendor sales are currently allowed in UCENT. Raffles are also not allowed. However, Sales and solicitation
are allowed on Taylor Mall as described below:
    • Registered student organizations or university departments are allowed to sell services or commodities
        and solicit funds if approved by the office off the Vice President, Downtown Phoenix campus
    • Off-campus companies or groups are prohibited from selling services or commodities unless under
        agreement or contract with the university
    • Individuals seeking personal gain are not allowed to sell services or commodities.
    • Contact the Office of the Vice President at 602.496.0600
    • Visit: http://www.asu.edu/aad/manuals/sta/sta503-02.html for more information.


Advertising and Posting on Campus
There are many areas where you can post flyers and utilize other digital methods of publicity. Visit
http://campus.asu.edu/downtown/Student-Organizations and download the form PUBLICITY OPTIONS, for all of
your resources.


Freedom of Expression Policy
Arizona State University recognizes and supports the rights of students to engage in lawful free speech activity
including: peaceful demonstrations and circulation of petitions that do not disrupt the normal educational and
administrative function of the University, or interfere with the legitimate rights of others. Additional information
about the University’s commitment to free speech is available on the Campus Environment Team website at
http://www.asu.edu/president/cet/cetsum.htm.


ASU Trademark & Licensing Regulations
Before using ASU Logo, Sparky or other ASU related words, check with: www.asu.edu/gsm. Additional
information is available at http://www.asu.edu/purchasing/tm/. Rules and procedures are pending on commercial
or promotional use (selling or give-away, etc.) http://www.asu.edu/purchasing/tm/tm_students.html and
http://www.asu.edu/aad/manuals/pur/pur701.html. For additional information, please contact the Trademark
Licensing Office at 965-5499 or 727-7848.

                                                     7
          No Raffles; Yes Door Prizes
          Raffles are not allowed per AZ Attorney General, however, you may have door prizes at events. Visit
          http://www.asu.edu/counsel/brief/raffles.html for more information.


          Showing Movies
          Pre-recorded home videocassettes and DVDs (“Videos”) that are available for rental or purchase include the right
          to exhibit the movie for home use only. This means that copyright owner has the exclusive right to perform or
          display the work publicly. Unless videorecordings are sold or rented with public performance rights or are
          licensed for public performance, they are "home use only" and should be restricted to private showings in the
          home to a "normal circle of a family and its social acquaintances."

          You can borrow a video from ASU Libraries for use in a program sponsored by a student group or a residence
          unit, or for use in connection with similar academic projects and programs outside of the classroom only if the
          Library has purchased public performance rights with the video and if there are no license conditions prohibiting
          such use and if the intended use is educational and non-profit in nature. The recent and popular movies in the
          collection generally do not have public performance rights, and may not be borrowed for public use. To purchase
          a public license, visit http://www.swank.com.


          Insurance
          ASU DOES NOT provide student organizations with insurance and hence you are are encouraged to maintain
          your own adequate levels of health/medical insurance. Ask for your members to show proof of adequate medical
          insurance coverage before attending a group activity (if you regard it to be a higher risk activity) and/or have your
          members sign a waiver or release form containing emergency information. If the organization hires to receive
          services from a third party, the organization should confirm that the third party has sufficient insurance by
          contacting ASU Insurance Services at 480-965-1851. For more information on Insurance, please go to
          http://campus.asu.edu/downtown/Student-Organizations and view the RISK MANAGEMENT presentation.



          Travel
          Plan ahead and consult with your advisor prior to any local or longer distance travel. Fill out the Travel worksheet
          7 days before travel. Collect the “Release, Indemnity, Assumption of Risk and Consent to Medical Treatment
          form” from participants. If driving, make a copy of Drivers’ Licenses and insurance to provide to your advisor.
          Consider charter bus instead, to reduce the level of risk associated with your travel. Regardless, though, ASU
          doesn’t allow anyone to ever rent a 12-15 passenger van. If going abroad, consult w/ D-SORC 1 month prior to
          your trip, minimally. All mentioned travel forms can be found here:
          http://www.asu.edu/studentaffairs/mu/clubs/risk/index.htm.




Financial Procedures
          Before you apply for funding from the Student Fee Allocation Board (SFAB), you need to know exactly how much
 Step 1   you want to spend on what and know what is prohibited to purchase.

          Prohibited Transactions
                     Pcards cannot be used for internal vendors: Aramark; Canon Copy Center
                     12- and 15-Passenger Vans
                     Art
                     Fines and Penalties (including lost key charges, library, traffic, parking, etc.)
                     Flowers
 Step 2
                     Charity, Gifts and Contributions to Organizations and Individuals
                     Graduation Caps and Gowns
                     Legal Fees
                     Loans and Parking Decals for ASU Employees and Students
                     Postage Stamps
                     University Club of ASU

                                                                          8
                         Alcohol, drugs, cigarettes, weapons, (students) etc.
                         Gift Cards over $25 per gift card
                         Also, ASU does not pre-pay!
                         Visit http://www.asu.edu/purchasing/forms/restrictlist.pdf for complete list.

           Once you receive ASU Funding & you must set up a meeting with our Business Manager Ricardo Vital. Please
           contact him to set up a time: (602) 496-1205 or ricardo.vital@asu.edu. His office is located in the Post Office
 Step 3
           building (POST) 247.

           After this meeting, you are ready to shop. You can choose one of the 3 methods of spending (1) have your
           vendor bill you by giving you an INVOICE, (2) spend your own funds and get REIMBURSED, (3) Borrow the
 Step 4
           Student Fee Allocation Board’s (SFAB) Purchasing Credit Card, called the PCARD.

           Invoice
                         Vendor must agree to send you an invoice and fill out W-9 and other paperwork
 Step 5:
                         It takes about 2 weeks pay a vendor who is in the system
 Invoice                 It can takes about a month to pay a vendor who is not in the system

           Reimbursements
 Step 5:                 Most used by Student Leaders
 Reimb                   Student Leader also must fill out vendor forms (W9)
 ursem                   Same time limits apply as in invoice
 ent                     Select 1 person from your student organization to do all purchasing to ensure smooth process

           Purchasing Card
 Step 5:                 Ricky Vital may check out this credit card to you. You are the ONLY one who may use this and you MUST return it to him
                          immediately after your have completed the purchase, along with the paperwork that you have received at your meeting with
 P-card                   Mr. Vital.

           After your purchase, you will need to submit your paperwork to Ricardo Vital, in POST 247. Your paperwork
           MUST BE submitted within 10 days after the purchase has occurred. You will not get reimbursed/your vendor will
           not get paid and you will lose all P-Card privileges if you do not follow this procedure. These forms can be found
           in the ASU Wells Fargo Student Center’s Form’s Cady or online at http://campus.asu.edu/downtown/Student-
           Organizations.
 Step 6             Receipt Form – Itemized receipts are a MUST. This means that a simple credit card receipt is not sufficient, the receipt must show
                     what you have purchased.
                    Business Meal Form - If any meal – ice, water, candy, food – was purchased, a business meal form is required.
                    Professional Services Order Form - text
                    W9 Form - text




References

           Back Accounts and Federal Tax ID Forms
           There are two convenient sources for opening a checking account for your organization, but first you need to
           obtain a Tax ID on file with the IRS. Complete form "SS-4 Application for Employer Identification Number" at
           www.irs.ustreas.gov. It typically takes 3-4 weeks to obtain your Tax Identification Number, which can remain with
           the organization even though your officers may change. Your advisor should always be listed as a co-sponsor,
           and receive invoices. Then, you can go to any bank, but we recommend: Wells Fargo Bank, located at the ASU
           Wells Fargo Student Center in the Arizona Center. Typically, your organization must provide: 1) Proof that your
           organization is an officially registered student organization through D-SORC; 2) Tax ID.


           Risk Management
           The goal of risk management is to help you create a productive, safe, enjoyable and educational environments!
           You should proactively identify risks and take steps to reduce and minimize the risks. You should always plan to
           be safe and you will be successful!For guidance, and general info, visit
           http://campus.asu.edu/downtown/Student-Organizations and download the EVENT PLANNING GUIDE and the
           RISK MANAGEMENT presentation. For general risk management information visit:
           http://www.asu.edu/studentaffairs/mu/clubs/studentriskmanagement.htm. This website also provides you with
           waiver forms and other guidelines for higher risk activities, such as travel.

                                                                             9
             Sustainability
             Avoid sustainability risks - those that can negatively impact the environment at large! Watch your
             paper usage, utilize eco-friendly materials, watch trash disposal at your events (recycle)!




Best Practices
Everyone can be a great leader, leadership skills are learnable! To help you maximize your own achievements, check out these
resources. These are located on the websites http://www.asu.edu/studentaffairs/mu/bestpractices/index.htm or just click on the
links for each topic. Remember, as a student organization on the Downtown campus, you are not eligible for USG or GPSA
funding, those are Tempe sources, and that you are to utilize the services and resources offered to you via the Downtown Student
Organization Office (D-SORC), but other than that, all of these materials will be useful resources to you.

       New Student Resources
       Leadership
       Group Dynamics
       Public Relations & Community Service
       Event Planning * There is an event planning guide specific to the Downtown campus on your D-SORC website as
        well, as a resource!
       Funding & Money Management


Officer Transition
       Remember to re-register your Student Organization
           o Registration is an annual process
       Book meeting rooms ahead of time, if you can, to help with the transition.
       Notify D-SORC of the change of officers anytime during the year it happens. You can do so via Org
        Sync.
           o Don’t forget to change over bank account
       Plan a retreat for incoming/outgoing officers and include advisor
       Create a binder all year long and include a calendar of events
       Check Best Practices on our website




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