Club Alliance RSO Student Advisor’s Handbook

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					         Club Alliance:
Registered Student Organization
      & Advisor Handbook

         Club Alliance
      An Agency of Student Government

   2009-2010                            1
Table of Contents
Section 1 - Introduction
      Preface                                    3

Section 2 – Starting and Maintaining a Club
      Basic Information                          4
      Benefits of Registering                    4
      Forming New Organizations                  4
      Eligibility for Membership                 4
      Checklist for Starting an Organization     5
      Annual Responsibilities of Student
              Organization Offices               5
      Annual Responsibilities of Student
      Organization Recognition and Continuance   5
      Club Files                                 6

Section 3 – What is Club Alliance?
      Club Alliance                              7
      Club Alliance Policies and Procedures      8

Section 4 – Finances
      Admission Charges                          12
      Bank or Credit Union Account               12
      The Budgeting Process                      12
      Budget Boost                               13
      Special Requests/Travel Requests           13
      Special Issues with Travel                 13
      Spending Money                             14
      Eligibility                                14
      Expenditures                               14
      Contact Information                        15
      Donations                                  15
      Fundraising                                16
      Sponsoring a Vendor                        16
      Ticket Sales                               16

Section 5 – Event Planning
      Approval for events and activities         17
      Forms for events                           17
      UNF Posting Policy                         18
      Road Sign Policy                           18
      Food at events                             21
      Police Coverage                            21
      Crisis Response                            22

Section 6 – Advisor Information
       Roles and Responsibilities of
       the Advisor                                            23
       Expectations of the Advisors                           24
       Programming and event planning                         26

Section 7 – Finance Code Excerpts
       University of North Florida Student
       Government Title VIII – The Finance
       Code Excerpts                                          27

Section 1– Introduction
This Registered Student Organization (RSO) & Advisor Handbook is designed to provide the
University of North Florida student organizations and advisors with easy access to policies and
procedures related to all areas of organizational activity and to assist them in functioning effectively in
conjunction with UNF.

The major purpose of this guide is to facilitate communication and to assist organizations in meeting the
purpose for which they exist. Along with this guidebook, all student leaders and advisors should
familiarize themselves with the policies of Club Alliance.

It is the sole responsibility of the advisors, student leaders, and the student organizations as a whole to
become familiar with the contents of this guidebook and that they will be held accountable for this
information. Also, the organization must remain well maintained and organized according to these

Section 2 – Starting and Maintaining a Club
Basic Information
All Club Alliance organizations are expected to abide by the rules and regulations of
Club Alliance and Student Government. Questions or concerns about student clubs that
cannot be resolved at that level should be directed to Randall Robinson the Assistant
Director of Student Government and Club Alliance adviser (620-1760).

UNF has over 175 Registered Student Organizations. However, as the university grows
and student interests change, students may want to come together to form new student

The Benefits of Registering a Club Through Club Alliance are:
     Ability to reserve University space at no cost.
     Club directory.
     Access to Club Commons area.
     Space to hold meetings.
     Provided materials to make road signs and use frames.
     May reserve the Student Government Executive Conference Room.
     Use of University printing and duplication services.
     Eligible for participation in Homecoming events.
     Eligible to be included in Student Update Notices.
     Eligible for Web Calendar of Activities.
     Inclusion in Club Alliance events like Club Fest, Spring Bash and Clubtober
     Eligible for club pricing for advertisements in the Spinnaker.
     Eligible for web server space with the University for club web sites.
     A club mailbox in Club Commons.

Forming New Organizations
The process of starting a new student club is as follows: Contact Club Alliance, Room
58E/3003, by calling 620-1470, or emailing Make an appointment to
discuss the procedures for club formation and to obtain the packet of forms and
information. Please see for the forms and information.

Eligibility for Membership
Any student enrolled at the University is eligible to participate in student organizations,
depending on the membership requirements of each organization (which are stated in the
organization’s constitution). Constitution information and sample can be obtained from
Club Alliance and on their website (
No otherwise-eligible student may be denied membership on the basis of age, national
origin, disability, race, gender, sexual orientation, or religion. For all Club Alliance
member clubs, with one type of exception, the membership should be confined to
currently enrolled UNF students. Exception are mentioned is UNF chapters of national
organization which state in their national constitutions that membership is “lifetime”

and/or open to chapter alumni. In such cases, all officers of the local chapter must be
currently enrolled UNF students, and a copy of the national constitution must be present
in the club’s file in Club Alliance. Student organizations that wish to include non-
students in any of their activities may generally do so, with non-students being
considered “guests.” Guests are not automatically entitled to privileges granted to
members. At times, there may be certain restrictions or requirement placed on guests, as
determined by Student Government or the Student Union Administration Office
(58E/1402) or at (620-1498) Reservations/Operations. Only A&S Fee-paying currently
registered UNF students may serve as officers in an organization.

                    Checklist for Starting an Organization
        □   Complete the registration packet (on the CA website).
        □   The advisor must be a University staff or faculty member.
        □   Find at least ten UNF students with a similar interest.
        □   If you cannot find ten students talk to the Director of Club
            Alliance about having an informational session.
        □   Write a constitution, following the example on the website
        □   Submit the online registration packet .
        □   Keep a copy for your records.
        □   Attend Club Alliance meetings, more than 2 absences places your
            club on suspension Please see the Club Alliance website for
            required meeting dates

Annual Responsibilities of Student Organization Offices
To maintain University recognition, the club president is responsible for:
    Submitting a new club roster once a year.
    Completing the RSO packet each year
    Submitting a new version of the club constitution whenever changes are made
    Attending Club Alliance Meetings
    Submitting a new club roster.
    Submitting updated constitution.

To obtain annual funding, the club president is responsible for:
    Ensuring that the club stays in good standing with Club Alliance
    Update signature card as needed per SG Business and Accounting Office.

Eligibility for Student Organization Recognition and Continuance
In addition to any previously mentioned regulation, eligibility for official University
recognition as a registered student organization and continuance of the same is dependent
     The club name is based on the general purpose of the University and the interest
        of club members.
     The members accept the standard policies of UNF and relate in a positive manner
        to the educational objectives of UNF.

      The club conforms to the laws and regulation on a local, state, and national level.
       Clubs must comply with the United States Constitution, policies of the UNF
       Board of Trustees, the Rules and Regulations of the University of North Florida,
       and the polices and procedures disseminated by Student Government. Any
       violation of these policies will be the responsibility of the organization’s officers
       and members.

Club Files
Club Rosters and constitutions for University recognized clubs which are Club Alliance
members are on file in the Club Alliance Office and may be viewed upon request.

Guidelines for Writing a Constitution
The following is a suggested outline for clubs to use in developing a constitution. If you
need further assistance, please ask the Director or Assistant Director of Club Alliance at
620-1470, for access to
other clubs’ constitutions for actual examples.

For an example constitution and check list please see the Club Alliance website at

Section 3 – What is Club Alliance?
Club Alliance
Student Government
All registered student organizations are members of Club Alliance, an Agency of Student
Government. Within the mission of Student Government, Club Alliance exists to work
within that framework.

Club Alliance, an Agency of Student Government (SG), is an umbrella organization of
the recognized UNF student organizations. Club presidents, other officers, or regular
members may attend meetings. Membership is automatic following University
recognition for all clubs except general Greek Organizations. More information may be
obtained at any time from the Club Alliance office or
at Club Alliance members are also under the
jurisdiction of the Division of Student Affairs.

Club Alliance members have a forum for the exchange of information during the
meetings. They have a direct link with Student Government and may participate in SG
events. Club Alliance provides start-up funding clubs in good standing after a semester
of being in existence. Clubs have the opportunity to apply for special requests funds
including money to travel from SG’s Budget and Allocations Committee after being in
good standing for one year. Club Alliance members also have access to material
resources such as road sign frames, markers, and sign paper.

A club will be suspended from Club Alliance for lack of attendance at meetings (see
polices and procedures for details on suspension).

The Club Alliance Office is located off the Club Commons areas in 58E/3003. The
Director and Assistant Director are student employees and can be contacted at 620-1470
or at The below section is the complete Policies and Procedures of
Club Alliance.

Club Alliance Policies and Procedures – Revised (2009)

  I.     Purpose
         Club Alliance (CA) is an agency of Student Government (SG) and is a
         recognized group of student leaders who act as representatives of the student
         body by virtue of their membership in their respective organizations. CA acts
         as a liaison between SG and student clubs.

  II.    Membership
         Club Alliance shall consist of a Director, an Assistant Director, and the
         members of all University Recognized Student Organizations(RSOs), with the
         exception of other social Greek, and multicultural Greek Organizations. Only
         one club member per club needs to attend, but any reasonable numbers of
         members from the same club are welcome, because they are all CA members.
         The Assistant Director for Student Government shall have ex-officio
         membership and shall serve as the CA Advisor.

  III.   Club Alliance Executive Officers

         The Director and Assistant Director shall be students who have applied for the
         positions, and have been recommended by the CA Advisory Board to the SG
         Student Body President, for Senate confirmation. The term of office is one
         year. Both are paid positions and are responsible for the job duties as written.
         The CA Director will exercise voting privileges within a CA meeting in the
         event of a tie vote or to cause a tie vote. The officers shall meet on at least a
         weekly basis with the CA Advisor.

  IV.    Club Alliance Advisory Board
         The CA Advisory Board consists of: The SG Vice President, Senate President
         or one “at large” Senator, member of the agency appointed by SG President
         and representative from CA. Three Faculty or Staff shall sit on the Advisory
         Board, and they shall be appointed by the Student Body President. The
         Advisory Board must meet at least once per semester, and either the Student
         Body Vice President or the Agency Advisor may call the meeting. The
         meetings must be publicized, quorum must be present to conduct business,
         and minutes must be taken and sent to the Student Body President
  V.     Meetings
         Meetings of CA will occur generally bi-weekly during the fall and spring
         semester, and twice during summer. Since attendance is not required at
         summer meetings, no official business will be conducted during these
         meetings. Each semester, meeting dates and times will be distributed to clubs
         via the club mailboxes and email. In the absence of the Director, the Assistant
         Director will chair the meeting.

  VI.    Attendance/Absence Policy

      If a student holds membership in two clubs, he/she, except for the summer
      meetings can represent one or both clubs at the CA meeting. Under no
      circumstances will one student be allowed to represent more than two clubs.
      At summer meetings a student may sign in for one club only. Advisors may
      attend CA meetings and sign in for the club advised, if a student member is
      not able to attend. For voting purposes an individual student may cast only
      one vote, representing one club.

      The requirements for attendance allow different members of the club to attend
      meetings as their club’s representative. Clubs are allowed two absences
      during each of the Fall and Spring semesters. Three absences in any one of
      these semesters triggers an automatic suspension from CA. Clubs are not
      required to attend any of the summer meetings. However, during the summer
      a club may use its attendance to help get off suspension. Clubs that do not
      attend any summer meetings will retain the same status that they had at the
      end of the Spring Semester. Absences must be appealed 5 business days after
      the missed meeting. It is the clubs responsibility to sign in at the meetings and
      to keep track of their attendance. During regular semesters, absence will be
      forgiven if the club or organization can provide evidence that all possible club
      representatives were seriously ill, on travel associated with the organization,
      had a class conflict, or were engaged in compensated work or internships.

VII. Each club is required to have a representative in attendance at
     their assigned committee. The committees will meet once a
     month after the regularly scheduled Club Alliance meetings.
     The clubs will be assigned to one of three following
     committees: Events Committee, Communications Committee
     and Policies and Procedures Committee. *Each committee
     must have a club representative as the chair.
     A. Events Committee will be responsible for the planning of Club
         Alliance events, including Club Fest, Spring Bash and Clubtober Fest.
         This committee will help decide the food, talent, place, time and
         giveaways. This committee will meet more than once a month or as
         needed before a certain event.
      B. Communication Committee will be responsible for club to club
         communication. This committee will put the club meeting calendar
         together and connect clubs with common interest to host large events. This
         committee will make recommendations for CA website, branding and club
      C. Policies and Procedures Committee will oversee the attendance,
         road sign and financial policies of Club Alliance. This committee can
         make suggestion to the Club Alliance Advisory Board to change the
         current policies or to add more policies to the handbook.
VIII. Suspension from Club Alliance
      A. When a member accrues three absences during any regular semester,
      B. When a club loses university recognition through the Division of Student
         Affairs for any reason, and/or…
      C. When a club demonstrates a pattern of policy/procedure violation,
      D. When a club fails to adhere to financial polices and requirements and
         request issued by the SG Accountant, then the following will apply:
              i. The club will be suspended from CA immediately and notified by
                 email. The President, Treasurer, and Advisor will be notified
                 along with the SG Business Manager and Club Alliance Adviser.
             ii. The Club’s SG financial account will be frozen.
            iii. Clubs on suspension due to loss of University recognition are no
                 longer members of CA and do not attend CA meetings until such
                 recognition is restored.
            iv. Clubs on suspension due to continuing policy/procedure violations
                 must meet with the CA Advisor to discuss the issues which led to
                 the suspension.
             v. Except in the case of loss of University recognition, suspended
                 clubs may participate in SG/CA sponsored events.
            vi. Under most circumstances, suspended clubs retain their University
                 recognition. This is obviously not the case when the suspension
                 was prompted by the loss of such recognition. Loss of University
                 recognition may result from continuing policy/procedure
           vii. The club will have no access to the material resources of CA until
                 suspension is removed, unless the CA Director determines that
                 there are extenuating circumstances.

IX.   Suspension removal
      In the case of attendance suspension, the member club or organization will be
      automatically reinstated to CA, with all rights and privileges restored,
      provided that the club’s representative has attended three consecutive CA
      meetings (they may cross semester boundaries). In the case of financial
      suspensions, the suspension will be removed and the club returned to good
      standing when the obligation or request as set forth by the SG Accountant has
      been removed/met. In the case of loss of University recognition and/or
      continuing policy/procedures violations, the suspension will be removed when
      the club satisfies the requirements set forth by the Division of Student
      Affairsand regains recognition.

X.    Appeal Process
      Clubs that have been suspended from Club Alliance for attendance reasons are
      allowed the right to appeal the suspension at a meeting including the CA
      Director, Assistant Director, and Advisor within 5 business days of the missed
      meeting.. The president of the suspended club must notify the CA Director
      that they wish to appeal so a meeting can be called. Decisions on appeals
      made by the group are final.
      Voting Policy
Various issues/requests, including requests for club funding, will be addressed by CA
throughout the year. These issues/requests require a majority vote from CA members in
good standing for disposition. Each club or organization officially represented at the
meeting is allowed one vote on each issue or request, except that members representing
two clubs will be allowed one vote only. There must be quorum (40% of members in
good standing + 1) before a vote is taken on any action. Inability to meet this minimum
requirement will result in postponing all business, including pending requests for
funding, until the next regularly scheduled CA meeting

Section 4 – Finances
Admission Charges
Groups or persons permitted to use University facilities may charge an admission fee or
request voluntary contributions:
    The fee or contributions are only to cover the cost of the event, or the net
       proceeds are for a registered and approved University group or organizational
    Clubs cannot charge admission if the event is funded through A&S Fees.
    Club funds obtained from Club Alliance/SG (in other words, from A & S Funds)
       may not be used in any way for fund raising purposes. For example, a club
       cannot use such money to pay for duplicating flyers to advertise an event at which
       admission is charged to students.
    For clubs which are conducting an on-campus event, arrangement and approval
       for selling tickets and collection of donations must be made through the Ticket
       Box Office (620-2878).
    Clubs (other than social Greek Organizations) may not have more than one event
       per semester at which admission is charged, and admission should be in the $5 or
       less range. This is to prevent clubs from becoming fund-raising entities in
       violation of the Florida Administrative Code.

Bank or Credit Union Account
It is recommended that clubs who are expecting to generate money from sources other
than SG establish a bank or credit union account for that purpose. It is required of clubs
which intend to charge admission or sell tickets to events. The account must be
established using the club’s own Employer Identification Number (EIN). To obtain an
EIN number, go to:,,id=98350,00.html

Clubs should contact the Federal Internal Revenue Services for specific information on
income taxes. In general, a club is not required to file a Federal Income Tax Form if it
earned or received less than $5000 in gross receipts during the tax year. Gross receipts
are revenues from sources outside the organization. For example, dues are not included
in gross receipts, but fund-raisers and donations are included. Filing a tax form due to
gross receipts equaling or exceeding $5000 is required, no matter what the level of club

The Budgeting Process

The Budget & Allocations Committee (B&A) of Student Government is responsible for
overseeing all Activity and Service Fee allocations. Each Spring, the Budget and
Allocations Committee allocates Club Alliance a budget to be divided among the clubs
through their own budget process.

According to University policy, registration expires on July 1 for all clubs. Returning
RSOs that renew University recognition for the new school year shall be automatically
allocated an equal lump-sum budget. The 2009-2010 Funding Board has determined the
amount to be $300 for this fiscal year. Clubs must be in existence of one (1) semester to
be eligible for funding, and one (1) year to be eligible to special request additional
funding either through the Club Alliance funding board or special request, or conference
travel through the Student Government Senate.

Budget Boost
Student Government has allocated a fund for Registered Student Organizations request
additional funding for programs. The maximum amount of funding allowed per request is
$200, once per Fall and once per Spring terms. All organizations requesting additional
funds must have been registered with Club Alliance for at least one year and be in good

A club must obtain a Budget Boost Packet from the Club Alliance Office
(58E/3003).Completed applications must be turned into the Club Alliance Office. The
request must then be approved by the Club Alliance Director, SG Business and
Accounting Office, SG Budget and Allocations Committee Chairperson, SG Treasurer,
SG Senate President and the SG President.

Special Requests and Travel Requests
A club may apply to B&A for additional funding for special events for or for travel to
conferences and other professional development opportunities once they have been in
existence for one (1) year. If the request is for travel (including conference registration
fees) the clubs should complete the Travel Request Forms. For any other funding
purpose the club should complete the Special Request Forms. All these forms may be
downloaded at . Please read the directions thoroughly.

Clubs must turn in the completed forms to the B&A chair a minimum of five days prior
to the next B&A meeting and must plan to have a representative at the meeting to discuss
the request. Because the forms require a number of signatures and multiple reviews, it is
a good idea to complete them prior to the five-day deadline. ALL FORMS MUST BE
DATE STAMPED. The request must be submitted at least six weeks prior to the planned
travel or event for which funds are requested. After the club’s presentation, B&A will
vote on the request. A positive vote will move the request along to Senate. The same
process is repeated (the presentation and vote). The request then goes to the SG
president. If the request is approved, the club should contact the SG accountant to
complete any required forms. Please contact the SG treasurer at 620-2750 to discuss
special request or travel procedure in detail.

Special Issues with Travel
A Travel Authorization Request (TAR) must be completed prior to travel. Student
Government must make the travel arrangements. The club makes their lodging
arrangements. However, no travel arrangements should be made until the club consults
with an accountant in the SG Office. No more than one-half of lodging expenses will be
funded. Food may be a covered expense, based on state rate. Within three school days
following travel, it is the traveler’s responsibility to submit all original receipts to the SG
Accountant. Failure to submit the required receipts within 5days of return will result in
withdrawal of funding for the trip.

Club Funding
Spending Money
Money is allocated to clubs in their budgets for a Fiscal Year which begins on July 1st
and ends on June 30st. Unspent money from one year does not roll over to the next and
reimbursement is required prior to the dates to be set each year by SG. These funds are
not accessed as with a checking account. The money may be spent through the
University’s Purchasing system (via requisition and invoice process), through invoices
from on campus services (including University caterers, duplicating, postage), or club
members may be reimbursed for items purchased purchase items with their own personal
money, provided prior approval given by the SG Business Manager. Clubs MUST get
prior written approval from the SG Club Accountant (620-2750) for all expenditures.
Reimbursement will not be made for sales tax, as all purchases should be tax exempt.

Organizations that discriminate by gender or in other ways will not be eligible to request
funds directly from SG. A&S funds cannot be used to support organizations who solely
support one political candidate and who is not open to all of the student body to join.

A&S Expenditures
Club Alliance/SG funds may not be used for any activities or goods for which there is a
charge to students. This means that clubs cannot charge admission to students for an
event which is in any part paid for from the Club Alliance/SG funds. This also means
that a club could not, for example, buy t-shirts with these funds and sell those shirts to
students. Clubs may not use these funds for any travel related expenses, but they may
apply for travel funds through SG (via the Budget and Allocations Committee).

              Club funds may be used for the following purchases:
       Printing and flyers
       Postage
       Food for events held on campus
       Office supplies and material
       Prizes (not totaling over $25.00)
       Plaques/awards
       Use of on-campus services that involves a cost.
    T-shirts

                                 NOT ALLOWED
          Club funds may not be expended on any of the following:
   o   Travel (available by making travel request)
   o   Alcoholic beverages
   o   Expenses related to activity of event that involves charges to student
   o   Police coverage for an event that charges admission to students
   o   Tips
   o   Giving to off-campus groups or non students (i.e. philanthropic
   o   Cash prizes
   o   Gift cards or gift certificates
   o   Activities held off the UNF campus
   o   Scholarships
   o   Items purchased to be resold or used in a raffle
   o   Personal expenses
   o   Wages
   o   Permanent structural improvements
   o   Remodeling
   o   Enrollment in courses
   o   Dues for professional membership organizations

Further Information and Contact People
SG Accountant – Judy Vesa, 620-1581,
SG Business Manager – Betty Garris, 620-1579,
SG B&A Chair – 620-1558,
SG Treasurer – 620-1586,
See the SG website ( for further contact information.

Other Information Regarding Finances
If a club wishes to request donations at an event, the club should not be directly stationed
at the point of admittance, but further into the facility. Persons who decline to donate
must be allowed admittance. When a donation is requested at an event or elsewhere, a
particular amount to contribute cannot be specific. The club must have a signature
approval from the University Ticket Box Office on the Event Approval From.


Clubs may conduct bake sales or sell other types of merchandise on campus as long as
the correct paperwork has been completed. A club may have events at which admissions
is charged once per semester. If the club has established an off-campus financial account
using its own Employer Identification Number, within stated guidelines, clubs may
sponsor the presence of an outside vendor on campus in return for monetary or other
compensation. No club may have fund raising as its main purpose or activity. Clubs
should not ask members of the Jacksonville business community for monetary donations
without coordinating the request through the Club Alliance Adviser.

Facilities Reservation and Event Approval Forms
Sponsoring a Vendor
An off campus vendor may not engage in solicitation without club sponsorship. The club
sponsoring the vendor must visit the vendor’s table upon set-up to see that a) that table is
in the appropriate location and b) to make sure they have the approved permit displayed.
The club is responsible for giving the permit (a completed Event Approval Form) copy to
the vendor.

Clubs sponsor off-campus vendors by filling out an Event Approval Form, at least three
weeks before the event. The forms are available in the Student Union Administration
Office (ext. 1496). If approved by the administration, this permit allows the vendor to be
temporally present on campus to sell or take agreements for future payment. Approval is
contingent upon many things, including space availability, possible conflict with current
University vendors, and whether there is a direct benefit to the University, (they must
offer the club something in return for sponsorship). Though University policies do not
prohibit any specific solicitation, student organizations are encouraged to consider the
nature of the vendor and the solicitation and its impact on students before agreeing to
serve as a sponsor.

Clubs are only allowed two sponsorships of vendors per semester, each to run no longer
than three consecutive school days. The club should tell any vendor it sponsors that they
must bring their own tables and chairs. Club Alliance will not lend one for their use, nor
are they to use any other table present. Tell vendors in advance that no electricity is
available to them. Tables are to be set up along the sidewalk edge to the umbrella table
area (kiosk vicinity), not right up against the Bookstore wall. Tables and chairs must be
placed to allow free passage of pedestrian traffic, including wheelchairs.

Ticket sales
   1. All clubs that are members of Club Alliance wishing to charge an admission fee
       for an event must submit an Event Approval Form at least three weeks in
       advance. The form is available in the Student Union Administration Office
       (58E/1000, ext. 1496). At that time the organization must present proof of an off-
       campus bank account established with the club’s employer identification number.
   2. A single event set-up request from must be completed at the Ticket Box Office
       (TBO, ext. 2878) at least three weeks prior to the event and taken to the SG
       accountant for approval.

   3. The original copy must be returned to the TBO, which will program the event for
      ticket sales and provide a ticket seller at the event, if requested.
   4. It is advisable to advertise that only cash will be accepted for ticket sales, because
      the event sponsor (club) will absorb the surcharge from the use of credit cards
      and/or will be held responsible for bounced checks.
   5. The TBO will deposit the sales (less their fees, labor costs, and state sales tax)
      into a ticket account.
   6. After the event, the TBO will send a Performance Sales Report to the SG Office.
      This report includes the number of tickets sold and the revenue (less any fees and
   7. The SG Accountant will then arrange for a check to be issued for the ticket sales
      receipts. The check will be payable to the club or organization’s name. It cannot
      be made payable to the individual.

Section 5 – Event Planning
Event Planning
Approval for events or activities
If a club wants to hold a party, dinner, or any other special event (something other than a
regular meeting), they must complete the correct forms, beginning with a Reservation
Request Form and Event Approval Form. These forms are available in the Student
Union Administration Office (58E/1000) or by phone at 620-1496. The process must be
started in the Office at least three weeks in advance. All details of the event must be
decided by this point: who is invited, how many are expected, and whether or not there
will be admission charge, music, and food. If all required paperwork is not submitted by
the required time, the proposed event may not be approved. The club should start the
overall planning process as early as possible. Paperwork must be completed at least 3
weeks in advance.

*Clubs may reserve space up to one year in advance of their event. Due to the volume of
organizations and limited facilities, RSOs are encouraged to plan their events far in

Forms for events

1. Facilities Reservation Request
      Different locations around campus have different request forms. The two main
      sources of free space for RSOs on campus are the Robinson Student Life Center
      and classroom areas. The Robinson Reservations Office is located in 14/2646,
      with office hours from 8:00 a.m. to 5:00 p.m. Monday through Friday. Requests
      and questions may be sent to or 620-1496. Classroom
      requests are made through Enrollment Services at 620-2708.

2. Event Approval Form
      Usually the Event Approval Form is referred to in short as the Event Form or
      EAF. This form is required for all activities/events other than simple meetings. It

       must be submitted at least three weeks in advance of the date of the event. All
       other required forms should be submitted at the same time. The form is also
       required for an off-campus event if that event involves a liability risk and/or the
       event is to be advertised on-campus.

3. Ticket Box Office Single Event Set-Up Request Form
      This is required if tickets will be sold or admission is charges. Obtain this form
      from the Ticket Box Office.

4. Club Funds Reimbursement Form
      This form is used to request reimbursement (from the SG Accountant) or personal
      money spent on club activities or events. Original itemized receipts must be
      attached. Remember, a club must have prior approval before spending money.

5. Artist’s Entertainment Contract/UNF Rider
      This form is required when paid entertainment is being provided for the event,
      such as a DJ, band, dance instructor, speaker, or any type of artistic performer or
      entertainer. Obtain this from the Club Alliance Adviser in 58E/3000.

6. Entertainment Support Contract
      This contract is required when support services are contracts for an event, such as
      sound systems, lighting, staging, etc. Obtain this from the Club Alliance Adviser
      in 58E/3000.

7. Liability Release for Activities with Risk and/or Communal Transportation:
   required of each participant any time an activity offers communal transportation to
   participants and/or the Division of Student Life determines that the activity has a
   significant possibility of risk to participants. The organization’s president is
   responsible for having each participant complete the form prior to the activity or trip.
   Forms can be found in the Student Union Administration Office are typically due
   back in that office (58/3000) the next business following the event or activity. Failure
   to return completed forms can result in penalties to the organization.

8. Liability Release for DJs or Bands Providing Free-of-Charge Services: required
   for each entertainer providing services without charge to the organization. The
   organization’s president is responsible for having each entertainer complete the form
   prior to the event. Forms are typically due back in the Student Union Event Services
   Office (58/1000) the next business day following the event or activity. Failure to
   return completed forms can result in server penalties to the organization.

University Posting Policy
Title VIII – 830.5 - Student Government Constitution and Statues
Any printed items purchased all or in part by A&S Fees shall be required to either have
the statement “Funded by UNF Student Government,” or a similar statement approved by
the SG Business Manager; in a conspicuous location and size proportional to the item
being printed. Failure to comply places the RSO in direct violation of the Finance Code,
which is punishable as outlined in Chapter 861. The violating RSO account shall be
placed immediately on probation for a period of one year from the date of the infraction.
This includes, but is not limited to, t-shirts, flyers, advertisements, giveaways, and any
other printed items. All printed materials must have prior approval before being
purchased and/or printed.

Posting of notices
The Student Union Administration Office regulates the posting of notices on exterior
bulletin boards located throughout the campus. Departmental and classroom bulletin
boards are controlled by their respective units and may be subject to other restrictions.

All notices posted on exterior bulletin boards must receive prior approval through the
Student Union Event Services Office. Flyers will be date-stamped and posted by staff.
Self-posting and posting of notices on doors, columns, walls, windows, trees, light posts,
sidewalks, benches, or on a body of water, etc., is not allowed.

Approximately seventy flyers regarding campus-sponsored activities will be accepted for
posting. Sixty will be approved by Housing staff in residential areas. Nine will be posted
on the main bulletin boards on campus, and one will be retained for Student Life records.
A maximum of four flyers regarding off-campus activities will be accepted for posting
(one of these will be retained for records). Overall dimensions of flyers should not exceed
11” x 17” due to limitations of board space. Flyers will be removed within two weeks of
posting or at the conclusion of the promoted event.

Screening of posted materials
Posted items must be consistent with institutional policies. In addition, contractual
agreements held by the University may affect advertisement of certain services.

To comply with the Americans with Disabilities Act requirements, all
flyers/advertisements must contain wording similar to the following: “Individuals who
require reasonable accommodation in order to participate must notify (name of contact
person) and (phone number) at least five working days prior to the event.”

Banners also require approval through the Student Life Office prior to hanging. In
addition to the balcony of Founders Hall facing the Bookstore, the courtyard balconies
connecting buildings 8, 9, and 2, the covered walkway between buildings 2 and 1 and the
covered walkways between buildings 11 and 9, and the building 15 staircases, banners
may be hung from the balcony of the Robinson Center facing the Green. Due to the need
to provide access to many clubs, the Student Union Event Services Office reserves the
right to remove banners which have been hanging for more than two weeks or which
promotes events which have passed.

Road Signs
Recognized Student Organizations (RSO) may contact Club Alliance for sign frames.
Groups placing signs are responsible for their removal; however, Club Alliance reserves
the right to have signs removed which have been on display for more than two weeks or
which promote events which have passed. Signs cannot be placed closer than 30” to a
road and may not be placed in a manner which obstructs vehicular or pedestrian visibility
of a road or a sidewalk or interferes with normal pedestrian traffic flow. Road signs
cannot be placed closer than 50’ from the University entrances.

Road Signs will not be issued on Fridays and if left over the weekends are subject to
being taken down by Physical Facilities. All Road Signs MUST HAVE FUNDED BY

       Road Sign Frames: RSOs can borrow up to five road signs at a time through
       Club Alliance. Road signs must be checked out and returned within 24 hours
       after the event. If road signs are not returned within that time, clubs will lose
       privileges to check out road signs in the future and will be held financially liable
       for the cost of the signs not returned

        Road Sign Frame Policy:
        According to the SG Title VIII: Finance Code, road signs are property of the State
of Florida (854.3a); also, “RSO’s funded in part or in whole by SG shall be responsible
for and shall comply with the SG Title VIII: Finance Code” (833.2).
        In order for organizations to acquire road signs, they must first sign the Road Sign
Request Form with Club Alliance. All organizations are responsible for all signs used by
their organization. Signs cannot be placed closer than 30’’ to a road and may not be
placed in a manner which obstructs vehicular or pedestrian visibility of a road or a
sidewalk or interferes with normal pedestrian traffic flow. Road signs cannot be placed
closer than 50’ from the University entrances. Road signs must be returned to Club
Alliance within 24 hours of their event. Road signs may ONLY be checked out on
Mondays during designated office hours, signs MUST BE returned on the Thursday
of the same week during designated office hours. The organization is responsible for
retrieving signs and returning all signs to Club Alliance.

       Road Sign Usage Procedure
          1. Fill out a Road Signs Request form.
          2. Sign and date the Road Sign Policy.
          3. Club Alliance will log out designated sign(s) to requesting organization.
          4. Return sign(s) to Club Alliance within 24 hours of the event.
          5. Club Alliance will log in designated sign(s) used by requesting

The following penalties will be implemented if the appropriate road signs are not
       First infraction:
       The organization shall be placed on probation from using road signs for a period
       of one month starting from the time of the second infraction.
       Second infraction:
       The organization’s funds, in accordance with Title VIII: Finance Code, will be
       frozen for a period of thirty business days; and the organization will be placed on
        probation from using road signs for the length of one semester starting from the
        time of the third infraction
Infraction notices need to be signed by the organization’s representative stating that they
understand the conditions of the infraction.

All signs that are not returned to Club Alliance within 10 days of the event will be
reported to the University Police Department.

I have read and fully understand the Road Sign Policy.

                                                    _______                            ______
Representative Name                                   Representative Signature          Date

Free-Standing Signs
Free-standing signs must be no larger than 3’ wide and 6’tall (measured from the ground
to the top of the sign). The sign must be constructed in such a manner that it is physically
stable and presents no danger to pedestrians passing by. The sign should not be placed in
direct pathways so as to obstruct passage of wheelchairs or disabled pedestrians. Notices
posted on free-standing signs by student organizations also require prior approval through
Student Life and are subject to removal within two weeks of their initial display or the
passing of the event they seek to promote. The University Departments should defer their
approval through Administration and Finance.

Purchasing Prepared Food from Food Vendors/Caterers
Whether the prepared food is picked up the organization or delivered to campus by the
food vendor/caterer, the organization is encouraged to order the food ONLY from pre-
approved vendors. If the club wishes to use vendors which are not pre-approved, they
must obtain from the vendor: 1) proof of insurance with UNF named as “additional
insured,” and 2) Department of Health Operating Permit. These 2 items must be attached
to the Event Approval Form when it is submitted (at least three weeks prior to the event).

Contact the Student Union Administration Office at 620-1496 for a current listing of all
approved food vendors and caterers.

Police Coverage
The need for police coverage and the number of officers required will be determined by
UPD. Typical situations that may require the assignment of officers include: an evening
event, a social or party, DJ or live band, an event open to off-campus people, or a large
number of people expected to attend. Please note that 3 weeks advance notification via
the Event Approval Form is required for UPD to arrange police coverage. Clubs are
solely responsible for the payment toward the UPD officers assigned to the event. This
money cannot come from the funds allocated to the clubs from Student Government. DO
NOT contact the club accountant regarding this matter. If the event is cancelled for any
reason, UPD must be contacted. At that time, including during the event itself,
cancellation charges will include payment for the hours worked by all UPD officer, with
a minimum charge of 2 and one-half hours per officer.

Crisis Response
While RSOs are advised to plan their activities and events in such a way as to avert crisis, it is
important to proactively plan how to respond in the event one should occur. Intentional
development of a crisis response plan prior to an event or activity will empower the organization
to effectively respond. Educating members prior to a crisis is crucial. All organization
members must know who is in charge and be prepared to follow the plan.

 Section 6: Advisor Information
                           Attributes of a Good Advisor
                     (material from FSU Student Organization Handbook)

The Meaning of the word "Advisor"

Aware:                Knows what is happening with the group at all times—
                      problems, dates of functions, etc.

Dedicated:            Always willing to assist the organization when necessary.
                      Enjoys being associated with the group and is very involved.

Visible:              Attends meetings, social functions, and other special
                      activities of the group.

Informed:             Familiar with the rules, policies, and regulations of the
                      university and the by-laws and constitution of the
                      organization. Is prepared to render assistance with their

Supportive:           Provides encouragement and praise to group members.

Open-Minded:          Willing to consider new ideas and approaches although they may not
                      totally agree with them.

Respected:            Earned through being trustworthy and honest and demonstrating a
                      genuine interest in the welfare of the group.

Roles and Responsibilities of the Advisor
Your main function as advisor is that of an educator. An educator provides information,
presents alternatives, encourages responsibility, supports creativity, and challenges students
to think and grow. In this way an advisor walks a fine line between leading the organization
and giving the organization the strength to lead itself.

Another important role is that of helping the organization develop strong leadership.
By encouraging the development of responsibility and leadership in the student
members and working with officers to ensure that other group members have
opportunities to develop leadership skills, an organization's advisor can help each
student to take advantage of the incredible benefits of involvement in co-curricular

Under ordinary circumstances, the advisor should not assume a role as a leader, officer, or
voting member within the student organization. The various "hats" of an advisor can be
placed into three basic categories: (1) program oriented, (2) group development oriented,
and (3) liaison oriented.

    1. Program Oriented: The advisor will advise students in planning projects, events, or
       programs for the organization. This may include planning a meeting or social,
       fundraising drive, or community service event. Advisors may provide advice
      regarding the timing of the event, the order of events, or even ways to get others
   2. Group Development Oriented: The focus here is with enhancing the development of
      individual skills (assertiveness, budgeting, time management) and group skills
      (problem solving, decision-making, cohesiveness). The advisor may work directly
      with officers in developing individual skills like public speaking and letter writing,
      or officers may ask him or her to assist in ways to increase motivation.
   3. Liaison Oriented: Advisors serve as liaisons between the university and the
      organization by providing information regarding university procedures and
      guidelines and making appropriate contacts. Advisors also link past members and
      traditions with new members by providing continuity. Providing continuity
      involves encouraging productive officer transition, as well as accurate record

Expectations of Advisors
The following is a list of some of the expectations of advisors for student organizations.
An advisor's actual commitment will vary depending on his or her style of leadership and
the needs of the organization. However, this list is extremely helpful in facilitating a
discussion between the advisor and the leaders of the group about the role the advisor will
serve. The advisor should be very clear about the things he or she will do, the things he or
she will not do, and his or her expectations from the group as well.

        Attend all general meetings
        Attend all executive meetings
        Remind officers/members of deadlines and calendar events
        Call meetings of the executive committee when he/she believes it is necessary.
        Explain university policy when relevant to the discussion.

Advisor Involvement
Advisors may take on a wide variety of roles within a student organization. The following
is a list of ways advisors can be involved with their organization.
      Explain University policy to the executive committee and rely upon the officers to
          carry them out through their leadership.
      Explain university policy to the entire membership at a general meeting once a
      Speak up during discussion when he/she has relevant information.
      Speak up during discussion when he/she believes the group is likely to make a
          poor decision.
      Be quiet during general meetings unless called upon.
      Initiate ideas for discussion when he/she believes they will help the group
      Attend group activities.
      Require the treasurer to clear all expenditures with him/her before financial
          commitments are made.
      Request to see the treasurer's books at the end of each semester.
      Check the secretary's minutes before they are written in final form.
      Get a copy of all official correspondence.
      Keep all group paraphernalia, records, etc, during the summer and during the
          changeover of officers.
      Keep the official files in his/her office when office space for the organization is
      Inform the group of infractions of their bylaws, codes, and standing rules.
      Keep the group aware of its stated objectives when planning events.
      Inform the group when a decision violates a stated objective, bylaw, code, standing
       rule, or university policy.
      Mediate interpersonal conflicts that arise.
       Inform the group of leadership opportunities (skills building) in which
       members can participate.
      State what his/her advisor responsibilities are, or as he/she sees them, at the
       first of the year.
      Let the group work out its problems, including making mistakes and "doing it
       the hard way.”
      Insist on an evaluation of each activity by those students responsible for planning
      Take the initiative in creating teamwork and cooperation among the officers'

In summary, to be the BEST advisor, you can be is to...

   Believe    Believe in your students. Help them to realize their potential. If you believe
              in them and what they can accomplish, maybe then they'll learn to believe in

   Evaluate Evaluate your students. Give them positive feedback and give them
            constructive feedback. Always let them know where you stand and where
            they stand.

   Support     Provide your students with a supportive environment. Back them 110%. If
              you support them, they will support you. It makes your job easier, and
              promotes a more positive attitude overall.

   Time       This time enables you to get to know them as individuals, not just as students
              you advise. Share your own experiences and ideas with them. Find out
              what their thoughts are, what their likes and dislikes are. Expose them to as
              many alternatives and experiences as possible. Be available.

Advisor Expectations of the Group
As advisor, you, in turn, will have expectations of the organization's members and
officers. They may include, but are not limited to, the following:
     Attendance at programs and meetings
     Advance notification of meetings or cancellations
     Written group goals and objectives for each semester
     Written calendar of events for each semester
     Consultation regarding planned events or programs
     Accurate record-keeping
     Commitment to a smooth officer transition
     Awareness of university policies

Willingness to promote feedback to each other

These expectations should be discussed and processed at meetings at the beginning of
the year. After your group's expectations have been laid out, it would be helpful to
distribute these to the group members. It is also important to update them or reflect on
whether or not the expectations are being met throughout the year. In some cases, the
relationship that develops between the advisor and advisee is not good or productive. A
relationship where there has been no discussion of expectations, no clarification of
roles, and everyone is doing a lot of guessing and even more assuming, is a strong
indication that this relationship could be in trouble. Programming and Event
The Purpose of Programming
Student organizations are usually formed to meet a perceived need or desire within the
campus community, and they identify goals and objectives that are related to that need and
desire. Much of what organizations do in pursuit of these goals and objectives falls under
the umbrella of programming. For purposes of these guidelines and procedures,
programming can be defined as the process of planning, implementing and evaluating
projects and events that serve members of the group and the larger community, and fulfill
the purpose of the organization.
     To satisfy needs
     To influence conditions
     To inspire one to action
     To encourage involvement
     To explore and experiment with ideas
     To gain knowledge
     To improve conditions
     To bring people together

And how do student groups go about participating in programming? This is a question that
has nearly as many answers as there are student organizations at University of North
Florida. Some groups sponsor lectures, guest speakers, films, or theater productions.
Others organize art exhibits, recreational activities, live music, or other entertainment.
Social events, community service projects, personal development seminars, travel
programs, and countless other activities are a part of the repertoire of programs sponsored
by student organizations. Some of these programs require extensive time and effort to plan
and attract large audiences from the campus community, while others require much less
effort and may be meant only for members of the particular student group.

Outcomes of Programming
No matter the size or scope of a particular student organization program, advisors can play
a crucial role in assuring that students gain the full benefits available from planning and
implementing programs. Some potential outcomes of programming include:
     Finding opportunities for one's creativity
     Feeling challenged
     Discovering one's confidence in his/her own abilities
     Establishing new and positive relationships
     Discovering one's capabilities and potential
     Being able to make a unique statement

When Leaving the Advisor Role
When leaving the advisor role, providing good transition is critical. Try to do the
following before you depart:
     Inform the organization President of your intentions and explain his/her options.
     Inform Club Alliance.
     Recruit colleagues who may be willing to work with the organization.
     Meet with the new advisor and pass on valuable information about the organization.
       You are the best person to train a new advisor and orient him/her to the

Section 7: Finance Code
website for more information on TITLE VIII – THE FINANCE CODE
EXCERPTS, it is subject to change.


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