Conference Welcome Letter Including Code of Conduct

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					Dear MSSDC Member/Advisor:

Congratulations on your decision to take students to the 20th Annual Students of Color
Conference sponsored by the Multicultural Student Services Directors Council. This year’s
conference, ―Generation of Change:‖ will be in Yakima, Washington from Thursday –
Saturday, April 22-24, 2010.

In an effort to assist you in preparing for the Conference, we have organized the Conference
materials as follows:

      Registration Packet - These documents must be signed and returned.
         o Registration Instructions & Document Checklist - This provides information for
              registration, documents that must be returned and on-site instructions.

      Pre-Conference Meeting Packet
          o Pre-Conference Briefing Instructions - The Council suggests that each institution
             have a meeting with students prior to attending the conference. These
             instructions provide details on how to do this and suggestion about what to
             cover.
          o This includes forms that need to be discussed with and distributed to students.

      Additional Advisor Information
         o This includes additional information that may be helpful to Advisors.

If you have any questions about this process or any of the documents, please contact Larissa
Tikhonova via e-mail: ltikhonova@cascadia.edu or at 425-352-8143.

Again, it is our privilege to host the 20th annual Students of Color Conference with you and
your students as our honored guest. We are very enthusiastic about your attendance and
participation!

Sincerely,

2010 Students of Color Conference Planning Committee
Multicultural Student Services Directors’ Council




                                                                                               1
REGISTRATION
   PACKET




               2
                  REGISTRATION FORM
                   REGISTRATION INSTRUCTIONS
         20th Annual Students of Color Conference
                                &
                 DOCUMENT CHECKLIST FOR RETURN
                    April 22 – 24, 2010
Document Checklist
The following materials must be returned with your registration and purchase order or check:

    Registration Form
    Emergency Contact Information
    Request for Individual Campus Meeting Room
        o The conference agenda allows two opportunities for individual campuses to
            meet for briefing and debriefing. If you would like to utilize these opportunities to
            meet with your students, please complete the form and return with your
            registration materials.
    Purchase Order or Check made payable to: Multicultural Student Services
     Directors Council (MSSDC)
    MSSDC Students of Color Conference Conduct Policies & Procedures
        o Each student should receive a copy of the policies & procedures. Students
            should read the document and sign the acknowledgement form.
        o Each form must contain an advisor’s signature.
        o An acknowledgement form must be returned for each student.
    Persons Not Registered Can Not Attend



Registration Instructions
Registration check-in for the conference and hotel will be by college. One (1) staff member
per college will check-in at both the hotel registration and conference registration table;
receive room assignments and keys; conference registration materials and t-shirts; and then
that one staff member will be responsible for distributing materials to their students in the
designated areas. This process will greatly reduce the congestion and expedite the process.



                               MAIL ALL MATERIALS TO:

                                 Larissa Tikhonova
                             Cascadia Community College
                               18345 Campus Way NE
                               Bothell, WA 98011-8205




                                                                                                    3
      ALL MATERIALS ARE DUE BY FRIDAY, MARCH 5, 2010

                  Conference registrations must be received no later than
                                  Friday, March 5, 2010.
              Please submit ONE registration form per college group. Copy as
                                        necessary.

                           PAYABLE TO:
     MULTICULTURAL STUDENT SERVICES DIRECTORS’ COUNCIL (MSSDC)
                                             EIN: 91-1989919

                   Upon receipt of registration, NO refunds will be made.


                                         COLLEGE INFORMATION

   Name of College:

   Address of College:


   Contact Person:                                                     Phone No:

   Will this person be attending the conference?  yes  no
   On-Site Contact:                                                    Phone No:




                                         REGISTRATION SUMMARY
Total Students            @   $110   $               T-Shirt Totals:
                                                         S                 M            L             XL
Total Staff               @   $135   $
                                                        2XL                3XL         4XL            5XL


Total Registered                                     Dietary Needs Totals:
                                                              Vegetarian                      Vegan
Total Amount Due                     $



   The MSSDC makes an extraordinary effort to keep costs reasonable for this conference. Costs for
   meals, supplies, etc. are based on the number of participants registered. Therefore, upon receipt of
   this form, no refunds will be issued. Substitutions may be made no later than April 2, 2010.




                                                                                                            4
An authorized employee of the represented institution must sign this form. By signing,
the institution is acknowledging that it has entered into a contract with the MSSDC to
remand the total amount due as listed above.




Signature                             Title                                 Date
                       Purchase Order or Check made payable to:

              Multicultural Student Services Directors’ Council (MSSDC)



NOTE: If changes in the name of conference participants need to be made, please
submit the list to Larissa Tikhonova no later than Friday, April 2, 2010. Larissa may be
reached via e-mail: ltikhonova@cascadia.edu phone: 425-352-8143 or fax: 425-
352-8137




                                                                                         5
                        20th Annual Students of Color Conference

                    Generation of Change: We are the Future!
                                              STUDENT REGISTRATION
                       Conference registrations must be received no later than Friday, March 5, 2010
                        Please submit ONE registration form per college group. Copy as necessary.

NAME OF COLLEGE: ________________________________________________________________________________
CONTACT PERSON: ____________________________________________PHONE:______________________________


                                          PLEASE TYPE OR PRINT LEGIBLY
                            Last Name           Race/      T-shirt Size        Dietary needs        Special   Reg. Costs
 First Name                                    Ethnicity    (S – 5X)                                Needs
 1.                                                                       Vegetarian   Vegan                  Student $110

 2.                                                                       Vegetarian   Vegan                  Student $110

 3.                                                                       Vegetarian   Vegan                  Student $110

 4.                                                                       Vegetarian   Vegan                  Student $110

 5.                                                                       Vegetarian   Vegan                  Student $110

 6.                                                                       Vegetarian   Vegan                  Student $110

 7.                                                                       Vegetarian   Vegan                  Student $110

 8.                                                                       Vegetarian   Vegan                  Student $110

 9.                                                                       Vegetarian   Vegan                  Student $110

 10.                                                                      Vegetarian   Vegan                  Student $110


                       ONCE THIS REGISTRATION IS RECEIVED, THERE WILL BE NO REFUNDS




                                                                                                                             6
Students of Color Conference
                 Last Name        Race/      T-shirt Size        Dietary needs   Special   Reg. Costs
First Name                       Ethnicity    (S – 5X)                           Needs
11.                                                         Vegetarian   Vegan             Student $110

12.                                                         Vegetarian   Vegan             Student $110

13.                                                         Vegetarian   Vegan             Student $110

14.                                                         Vegetarian   Vegan             Student $110

15.                                                         Vegetarian   Vegan             Student $110

16.                                                         Vegetarian   Vegan             Student $110

17.                                                         Vegetarian   Vegan             Student $110

18.                                                         Vegetarian   Vegan             Student $110

19.                                                         Vegetarian   Vegan             Student $110

20.                                                         Vegetarian   Vegan             Student $110

21.                                                         Vegetarian   Vegan             Student $110

22.                                                         Vegetarian   Vegan             Student $110

23.                                                         Vegetarian   Vegan             Student $110

24.                                                         Vegetarian   Vegan             Student $110

25.                                                         Vegetarian   Vegan             Student $110

26.                                                         Vegetarian   Vegan             Student $110

27.                                                         Vegetarian   Vegan             Student $110

28.                                                         Vegetarian   Vegan             Student $110

29.                                                         Vegetarian   Vegan             Student $110

30.                                                         Vegetarian   Vegan             Student $110




              ONCE THIS REGISTRATION IS RECEIVED, THERE WILL BE NO REFUNDS


                                                                                                          7
                       20th Annual Students of Color Conference


                    Generation of Change: We are the Future!
                                       STAFF / FACULTY REGISTRATION

                     Conference registrations must be received no later than Friday, March 5, 2010.
                        Please submit ONE registration form per college group. Copy as necessary.

NAME OF COLLEGE: ________________________________________________________________________________
CONTACT PERSON:____________________________________________PHONE:______________________________


                                          PLEASE TYPE OR PRINT LEGIBLY
                         Last Name           Race/      T-shirt Size      Dietary needs       Special   Reg. Costs
 First Name                                 Ethnicity    (S – 5X)                             Needs
 1.                                                                     Vegetarian   Vegan              Staff $135
 2.                                                                     Vegetarian   Vegan              Staff $135
 3.                                                                     Vegetarian   Vegan              Staff $135
 4.                                                                     Vegetarian   Vegan              Staff $135
 5.                                                                     Vegetarian   Vegan              Staff $135
 6.                                                                     Vegetarian   Vegan              Staff $135
 7.                                                                     Vegetarian   Vegan              Staff $135
 8.                                                                     Vegetarian   Vegan              Staff $135
 9.                                                                     Vegetarian   Vegan              Staff $135
 10.                                                                    Vegetarian   Vegan              Staff $135


                       ONCE THIS REGISTRATION IS RECEIVED, THERE WILL BE NO REFUNDS

                                                                                                                     8
           20th Annual Students of Color Conference


   Generation of Change, We are the Future!
                       EMERGENCY CONTACT INFORMATION


                                        (Insert college name)

Advisor Name: ______________________________Cell# __________________

      Alternate Advisor: _____________________________Cell# ________________

      Alternate Advisor: _____________________________Cell# ________________

In case of an emergency contact:

        Student                 Emergency Contact               Relationship           Telephone




           Must be returned with registration. Any changes must be submitted upon arrival.


                                                                                                   9
        19th Annual Students of Color Conference
        20th Annual Students of Color Conference

   Generation of Change, We are the Future!

       REQUEST FOR INDIVIDUAL CAMPUS MEETING ROOM


NAME: ___________________________________________________________________________

SCHOOL: ________________________________________________________

CONTACT NUMBER: _______________________________________________

NUMBER OF STUDENTS ATENDING CONFERENCE: ____________________



                           (Insert Name of College)

is requesting a room for our individual campus to meet on:


_________        Thursday, April 22th 5:30 – 6:00pm

_________        Friday, April 23rd     5:00 – 5:30pm




         Please return with your registration materials – Thank You!




                                                                                10
         IMPORTANT
      INFORMATION FOR STUDENT CONDUCT FORMS



 MAIN CONTACT MUST SIGN EACH CONDUCT
  FORM.

 PRIMARY ADVISOR CONTACT MUST SIGN
  FORM.

 EACH STUDENT MUST READ THE CONDUCT
  POLICIES AND PROCEDURES.

 EACH STUDENT MUST SIGN THE
  ACKNOWLEDGEMENT FORM.

 THE ACKNOWLEDGEMENT FORM IS TO BE
  RETURNED WITH YOUR REGISTRATION FORMS.

Please make copies of the Conduct Policies &
Procedures for each student registering to attend
the conference.




                                                    11
           Multicultural Student Services Directors’ Council (MSSDC)
                          Students of Color Conference
                         Conduct Policies & Procedures
                                      2010

We are pleased to have you and hundreds of other outstanding students from across
Washington State join us for such a special event. The goal of the Students of Color
Conference is to provide a fun, educational experience that promotes leadership, diversity, and
academic success. It is also important to us that we provide a safe and appropriate
environment for each participant.

All participants registered for the Students of Color Conference assume an obligation to act in a
manner compatible with the Conference function and as an extension of their respective
institutions. Students are expected to maintain a high level of maturity, responsibility, and
common sense regarding student conduct issues. You are responsible for the material outlined
in this document. We expect you to comply with the conduct policies of the MSSDC as well as
your institution’s conduct code. Any violation of the code will immediately result in discipline and
behavioral intervention consistent with the MSSDC policies and your college’s policies.

Allegations of violations of the conference regulations will be investigated by Conference
Committee Staff, referred to the student’s on-site Advisor, and submitted to the respective VP of
Student Services for further action. The Conference Committee Staff (CCS) reserves the right
to make the final determination regarding expulsion from the conference. The student’s return
travel is at his or her own expense. All other disciplinary action is at the discretion of the
appropriate officials at the respective institutions.

All students, advisors, faculty and staff are expected to follow the MSSDC Conduct Policies and
Procedures while attending the Students of Color Conference.

FUTURE CONFERENCES:
Any violation of policy will result in being suspended from conference attendance for a minimum
of one year. Exceptions to this policy need to be made in writing to the CCS. Permanent
expulsion from the conference is at the sole discretion of the CCS.



We have a zero tolerance policy on alcohol, controlled substances,
and weapons of any kind (concealed or otherwise).




                                                                                                  12
                               CONDUCT POLICIES & PROCEDURES
Alcohol Policy
There is a zero tolerance policy on alcohol and controlled substances. We recognize that students over
the age of 21 have the right to consume alcoholic beverages. However, this conference is an extension
of the colleges and as such, the MSSDC elects to enforce on-site alcohol campus policies.
Consequently, it is a violation of the MSSDC policy for any participant, regardless of age, to consume
alcohol or use illegal substances.

For the purposes of this conference, possession of an open or empty alcohol container (including kegs)
shall be interpreted as being consumed. If alcohol consumption is observed, heard, or smelled it is also
considered a violation of this policy. Attending a party where alcohol is present, being present in a room
with any amount of alcohol or assisting others in obtaining alcohol is strictly prohibited and a violation of
the MSSDC policy.

Controlled substances
Drugs and/or other illegal controlled substances are not permitted under any circumstances. Any student
found in possession of, distribution of or using controlled substances will be subject to the disciplinary
procedures in the MSSDC policy and law enforcement will be notified. If consumption is observed,
heard, smelled or reflected in behavior it is also considered a violation of policy.

Concealment of Violations / Complicity
Your presence during any violation of Students of Color Conference Policies & Procedures ultimately
condones supports and/or encourages the violation(s). Any student who anticipates or observes a
violation is expected to remove him/herself from the environment immediately. Concealment of
information is also considered a policy violation. See: Staff Direction.

Harassment
Physical, verbal and/or sexual harassment will not be tolerated. Physical harm or the threat of physical
harm to any person including sexual assault, sexual harassment, assault/battery, and physical fights will
result in disciplinary action. There is to be no harassment of any person. This includes threats, malicious
pranks, abusive name-calling, prank phone calls, and racial, gender, or sexual orientation harassment.
This also includes abuse and/or harassment that are nonverbal or communicated through e-mail, the
Internet, regular mail, telephone, fax, etc. Students are expected to treat one another with respect at all
times and conduct themselves in a mature and constructive manner.

Noise
Unruly, inappropriate behavior and/or excess noise are unacceptable and considered a violation of
MSSDC policy. Excess noise is generally defined as noise that is audible outside of the hotel room or is
disturbing to other guests. Determination of what constitutes excess noise is at the sole discretion of the
CCS.

Weapons
Weapons of any kind are not permitted any under circumstances. This includes possession of firearms,
explosives, other weapons, or dangerous chemicals, even if licensed to do so, except by commissioned
police officers.


Staff Direction
Students and their room guests must follow the directions of the Conference Committee Staff & Advisors
at all times. Being uncooperative or verbally abusive to staff, providing false information or failing to
provide immediate identification (ID Card) and information to staff, or interfering with staff while they are
performing their duties, is unacceptable. Not opening your door for staff members is viewed as non-
                                                                                                            13
compliance. Abuse of staff and non-compliance will not be tolerated. Abusive behavior includes, but
is not limited to, physically threatening conduct, verbal/written threats and harassment, use of profanity
and abusive name-calling. This also includes abuse and/or harassment that are nonverbal.

Non-registered Guests
Persons not registered for the conference are prohibited from attending. Students who invite non-
registered guests to any conference activities, entertain non-registered guests, and/or have non-
registered guests in their hotel room are subject to disciplinary action. Any request for an exception to
this policy must be made in writing, signed by both the student and Advisor, and forwarded to the
Conference Committee at least one-month prior to the conference. Campus Advisors are NOT
authorized to approve an exception to this policy. Authorizations for an exception can be granted only by
the Conference Committee.


                                   DISCIPLINARY ACTION PROCESS

Alcohol
As an activity that is an extension of the institution, alcohol consumption by students is strictly prohibited
regardless of age. Possession of an open or empty alcohol container shall be interpreted as being
consumed. If alcohol consumption is observed, heard or smelled, it is also considered a violation of
MSSDC policy. Any student who is in violation of this policy will have their on-site advisor contacted, and
an incident report will be documented with a copy distributed to the on-site advisor, the respective VP of
Student Services and the MSSDC Executive Council.

If the student is found to be hosting a party where alcohol is being consumed and/or provided (in forms of
a keg, party balls, beer bongs, any distillation processes as well as any sources of alcohol), the student
can be expelled from the conference. The student’s return travel is at his or her own expense.
Expulsion from the conference is at the sole discretion of the CCS.

Drugs & other controlled substances
Any use of drugs or other controlled substances will result in the CCS contacting law enforcement. An
incident report will be documented with a copy given to the on-site advisor, the respective VP of Student
Services and the MSSDC Executive Council. The student’s return travel is at his or her own
expense. Expulsion from the conference is at the sole discretion of the CCS.

Harassing Behavior
Physical, mental or sexual harassment will not be tolerated and considered a violation of the MSSDC
policy. Any student who is in violation of this policy will have the on-site advisor contacted, an incident
report documented with a copy given to the on-site advisor, the respective VP of Student Services and
the MSSDC Executive Council.

Non-registered Guests
Non-registered guests potentially pose a liability risk to Conference attendees, the Conference
Committee, the MSSDC and the student’s institution. Any student who is in violation of this policy will
have their on-site advisor contacted, and an incident report will be documented with a copy distributed to
the on-site advisor, the respective VP of Student Services and the MSSDC Executive Council.

Any Violation
Any participant who is in violation of the conduct policies set forth will have their on-site advisor
contacted and an incident report will be documented. Copies of the report will be distributed to the on-site
advisor, the respective VP of Student Services and the MSSDC Executive Council. Expulsion from the
conference is at the sole discretion of the CCS. The student’s return travel is at his or her own
expense.


                                                                                                              14
                Multicultural Student Services Directors’ Council (MSSDC)
                               Students of Color Conference
                             Conduct Policies and Procedures
                                 Acknowledgement Form
                                           2010

Each participant must complete and sign this document and return with the Registration Form.

  STUDENT:

  I agree to comply with the policies set forth in this document.



  Student name (please print)                       Signature



  School/Institution                                Date


  If participant is under 18 years of age:



  Parent/Guardian Name                              Date

  ADVISOR:

  I understand my role as an advisor as outlined in this document.


  Advisor        (Print Name)                       Advisor Signature



  Email Address                                     Phone number




                        *Each student form MUST have an Advisor’s signature*




                                                                                               15
      Washington State
Multicultural Student Services
      Directors’ Council




                                 16
PRE-CONFERENCE
    MEETING
    PACKET




                 17
               PRE-CONFERENCE BRIEFING INSTRUCTIONS


Pre-conference Meeting with Students Packet

The Council highly recommends that you meet with your students prior to leaving your campus.
Please distribute to and discuss with your students the following pre-conference materials,
which include:

      Student Welcome Letter
      Conduct Code Policies & Procedures
      Conference Flyer (you can insert your information and duplicate)
      Ground Rules for Group Discussions
      Preliminary Program Agenda


Other things you may want to cover in a pre-conference briefing:

      Inform students of check-in procedure.
      Inform students if they are allowed to leave the conference site (many institutions do not
       allow students off-site, but the Conference Committee has no formal policy).
      There is a nightclub/bar in each hotel. The Conduct Code prohibits alcohol use.
      Hotel charges for the rooms should be blocked. You may request this when you book
       your room. The Conference Committee is not liable for any charges made to the rooms.
      Review the purpose of the conference with students so they have appropriate
       expectations.
      Provide hotel address and phone number for the students to give to their emergency
       contact
      You have been provided with examples of Olympic College’s Conduct Code and Release
       of Risk. Your institution may have similar documents that you are required to have
       signed. These documents are for your individual institution and are not to be returned
       with your registration materials.




                                                                                               18
                                    Washington State
                              Multicultural Student Services
                                    Directors’ Council

Spring 2010

Dear Student Leader,

Congratulations! You’ve been selected to attend the 20th Annual Students of Color Conference.
We are pleased to have you and hundreds of other outstanding students from across
Washington State, join us for such a special event. The goal of the Multicultural Student
Services Directors’ Council is to provide a fun, educational experience that promotes leadership,
diversity, and academic success. It is also important to us that we provide a safe environment
for each participant. So the following is a summary of our expectations for a successful
conference.

Please remember as a student representative, your behavior during the conference reflects your
college and your role as a student leader. Please be cordial and respectful to your fellow
conference participants and the hotel staff. We expect you to comply with the Conference
Conduct Polices & Procedures. You signing the form acknowledge that you read, understand
and will comply with these policies. Any violation of the Conduct Polices & Procedures will
immediately result in discipline and behavioral intervention outlined in these disciplinary Conduct
Polices & Procedures. Please note you may be subject to additional disciplinary action
according to your institution policy. We have a zero tolerance policy on alcohol and controlled
substances.

You are encouraged to socialize with others and we have provided time in the conference
schedule for informal visiting. However the first priority is your leadership development.
Therefore, we believe you will best benefit by participating fully in the workshops that will
address challenging topics such as cultural identity issues and how to unify diverse college
communities. In order to create productive group discussions, we have included a list of Ground
Rules for Group Discussions About Diversity, Multiculturalism, and Equality. Please take the
time to read and discuss the list with you advisor prior to the conference.

Again, it is our privilege to host the 20th Annual Students of Color Conference with you as our
honored guest. We are very enthusiastic about your attendance and participation!

Sincerely,


2010 Students of Color Conference Planning Committee
Multicultural Student Services Directors’ Council




                                                                                                  19
Generation of Change, We
     are the Future

        20TH ANNUAL
     STUDENTS OF COLOR
        CONFERENCE

          April 22-24, 2010
         Yakima, Washington
         For more information contact:


  Contact Name:
       Location:
          Phone:
           Email:




                                         20
                   Sponsored by the Washington State
             Multicultural Student Services Directors’ Council

               Ground Rules for Group Discussions
            About Diversity, Human Rights, and Equality

1.    Contributions are welcome and open discussion is encouraged with respect to your
      college’s Student Conduct Code. In order to have productive discussion participants
      must be honest with others and themselves.

2.    While there’s no such thing as a completely ―safe‖ public forum for discussing difficult
      topics, if you do not want your comments repeated outside of the group, preface your
      remarks with request for confidentiality and the group will honor your request.

3.    Assume that everyone participating is doing the best they can to listen and
      understand the topics presented.

4.    Never demean, devalue, or in any way embarrass people for their experiences should
      they choose to share in class. Humor is welcome but shaming behavior is not.

5.    Practice respectful inquisitiveness about others, not cultural tourism. It is better to
      admit that we know very little about a different person or culture and to gather
      information, than to make assumptions.

6.    Allow each person to speak without interruption.

7.    Acknowledge that inequalities of privilege and power according to race/ethnicity,
      nationality, class, gender identity, age, religion, socioeconomic status, physical or
      mental ability, and sexual orientation exist in our social structure.

8.    Acknowledge definitions, terms, and examples discussed as samples of institutional
      and structural conditioning that misinform us about our own group identity and about
      others.

9.    Agree not to blame ourselves or others for the misinformation we have learned, but
      accept responsibility for not repeating misinformation after we have learned a new
      way to respect and embrace difference. Also agree not to blame victims for the
      condition of their lives.

10.   It’s okay to feel anger, confusion, frustration, fear, and sadness while participating.
      Realize the more often you participate in discussions and spend time learning about
      diversity issues, you will also feel acceptance, reconciliation, trust and empathy for
      others. The more we know about differences, the more comfortable we will be with
      other diverse people in our global community.



                                                                                                21
             20th ANNUAL
    STUDENTS OF COLOR CONFERENCE
   Generation of Change: We are the Future!
               April 22-24, 2010 ~ Yakima, Washington

Thursday, April 22, 2010
12:00 – 5:00 p.m.   Registration
 2:00 – 3:00 p.m.   Welcome/Conference Opening/Roll Call
 3:00 – 4:00 p.m.   OPENING KEYNOTE: TBA
 4:15 – 5:15 p.m.   Advisor/Chaperone Meeting
                    LGBTQ Caucus
 5:30 – 6:00 p.m.   Individual School Meetings
 6:00 – 7:00 p.m.   Light Buffet Dinner w/ Entertainment
 7:15 – 9:15 p.m.   Concurrent Session 1 – Racial/Ethnic Caucuses
 9:30 –11:30 p.m.   Open Mic

Friday, April 23, 2010
 8:00 –10:00 a.m.   Registration
 8:30 – 9:30 a.m.   Full Breakfast/Announcements
 9:30 –11:15 a.m.   Concurrent Session 2 – 101 Workshops
11:15 –11:30 a.m.   Break
11:30 – 1:00 p.m.   Concurrent Session 3 – Skill Development
 1:00 – 2:30 p.m.   Lunch
 1:00 – 6:00 p.m.      4-Year College and Resource Fair
 2:30 – 4:00 p.m.   Concurrent Session 4 – Social Justice/Social Activism
 4:00 – 5:00 p.m.   Break – Hospitality Room
 5:00 – 5:30 p.m.   Campus Debriefing
 5:30 – 6:30 p.m.   Student Networking
 6:30 – 8:15 p.m.   Dinner
 7:15 – 8:15 p.m.   EVENING KEYNOTE: TBA
 8:15 – 9:00 p.m.   Student Reflection/Networking
 9:00 –10:30 p.m.   Film Presentation – TBA
 9:30 – 1:00 a.m.   Dance

Saturday, April 24, 2010
 8:00 – 9:00 a.m.   Full Breakfast
 9:00 –10:30 a.m.   Concurrent Session 5 – Personal Development
10:45 –11:45 a.m.   CLOSING KEYNOTE – TBA
11:45 –12:30 p.m.   Closing activities
                    1. Evaluations/Students of Color Conference surveys
                    2. Drawing for door prizes
                    3. Recognitions

                                                                            22
 ADDITIONAL
  ADVISOR
INFORMATION




              23
                       ADDITIONAL ADVISOR INFORMATION




PACKET INFORMATION
   Hotel Information
        o This document gives step-by-step instructions on how to book hotel rooms.
   Travel Exception Rule
        o This is the rule that allows institutions that are within a 50-mile radius to stay
           overnight.
   Example of OC Conduct Policy and Release of Risk
        o These 2 documents are examples of forms that institutions often require when
           students travel. Do NOT return institutional forms with your registration.
   Example Medical Questionnaire
        o It is highly recommended that students fill out a medical questionnaire. Do NOT
           return this form with your registration.


ADVISORS
   Each institution must send an advisor with their students. The Committee recommends
     that at least 2 advisors attend; however, most institutions send 1 advisor for every 8
     students.
   Each institution must identify one advisor as a main contact. This is the person who will
     be contacted in the event of a conduct code violation, an emergency, or any other
     situation that arises with the institution.
   On Thursday, the first day of the conference, there is a MANDATORY advisor’s meeting
     at 4:15 PM. ALL advisors should attend.
   The Committee relies on advisors to help the conference be successful and safe.
     Advisors are asked to monitor hallways, doorways during meals and events, and walk
     students to their hotels. Sign-up is primarily during the mandatory advisor meeting.
   Students learn from the actions of the staff. The Committee expects that advisors will
     model professional behavior during this conference. To that end, advisors are expected
     to adhere to the no-alcohol policy.
   This conference has been fortunate in only having a small number of reportable incidents
     happen during its 16 years. In order to keep that number low and keep our students
     safe, please review the Conduct Code Policies & Procedures with both your students and
     advisors. A change made to the policy this year is regarding un-registered guests.
     Please note that un-registered guests, whether invited by a student or a staff member, is
     strictly prohibited.




                                                                                               24
    Generation of Change, We are the Future!
               Washington State Multicultural Student Services Directors’ Council
                          20th Annual Students of Color Conference

                                             Hotel Information
                     Each institution is responsible for making its own hotel reservations.

STEP 1
There are two hotel options, contact either the Red Lion Hotel Yakima Center or the Holiday Inn:

Red Lion Hotel Yakima Center
Contact: Kelly Darbyson
607 E. Yakima Avenue
Yakima, WA 98901
Tel: 509-454-2455
Fax: 509-575-7731
Email: kelly.darbyson@redlion.com
Booking Number: 794100

Their rate is $89.00 for single/double occupancy (plus 11.2% tax & $1.50 tourism fee), or $99.00 (plus tax &
assessment) for triple/quad occupancy

NOTE: Leave a voice mail if the hotel contacts are not available.

       Inform them that you are making a block reservation for the Students of Color Conference
       You will need to provide:
            o Name of college & address
            o Your name and number of rooms
                     Rooms will be blocked in groups. You will receive a confirmation number for each
                         grouping.
            o Indicate method payment (i.e. Purchase Order, Corporate Visa/MC or Personal)

STEP 2
Submit your purchase order for your rooms to:

Red Lion Hotel Yakima Center
Fax: 509-575-7731

STEP 3
Submit the list of student/staff names for each room to:

Red Lion Hotel Yakima Center
Fax: 509-575-8975

List must be submitted no later than     Friday, March 26, 2010




Please contact Cecilia Martinez-Vasquez by email at cmartinez4@shoreline.edu for hotel
information if Red Lion is booked.




                                                                                                               25
                                TRAVEL EXCEPTION RULE
This is provided for those colleges within a fifty-mile radius to support your request for
authorization through your administration for students to stay the night.

10.30.30
October 1, 2002

What types of lodging costs are reimbursable?
10.30.30.a
Reimbursable lodging expenses include the basic commercial lodging cost and any applicable
sales taxes and/or hotel/motel taxes on that amount. Lodging costs in excess of the allowances
and the associated taxes on the excess will be paid by the traveler. When this occurs, taxes are
to be prorated between the allowable and unallowable costs.

10.30.30.b
50-Mile Rule
Reimbursement is allowed for lodging expenses when the temporary duty station is located
more than fifty (50) miles (most direct route) of the closer of either the traveler’s official
residence or official station.
Under one of the following conditions, reimbursement for lodging expenses is allowed when the
temporary duty station is located within fifty (50) miles (most direct route) of the closer of either
the traveler’s official residence or official station:

   1. An overnight stay in a commercial lodging facility to avoid having a traveler drive
      back and forth for back-to-back late night/early morning official state business.

   2. When the health and safety of travelers is of concern as provided for in Subsection
      10.10.35.

   3. When an agency can demonstrate that staying overnight is more economical to the state.
      Agencies may request an exception to this regulation for other conditions from the
      Director of OFM.

Written supervisory approval for the first and third conditions and cost analysis documentation
for the third condition is to be attached to the traveler’s Travel Expense Voucher. Approval and
documentation requirements for use of the second condition are contained in Subsection
10.10.35.

10.30.30.c
Costs incurred by a traveler during occupancy of a commercial lodging facility rented on other
than a daily basis, such as on a weekly or monthly basis, may be reimbursed not to exceed the
total obtained by multiplying the number of days involved times the applicable daily lodging
amount(s) as stated in Subsections 10.90.10 and 10.90.20 (PDF file).




                                                                                                    26
                                            EXAMPLE
                                   XXXX COLLEGE
                                       RELEASE/ASSUMPTION OF RISKS


ACTIVITY: STUDENTS OF COLOR CONFERENCE
DEPARTURE DATE:
RETURN DATE:

         I understand that by participating in this activity, which involves transport by bus, I am subject to the
possibility of injury or death. The purpose of this warning is to bring attention to the existence of potential dangers
associated with participation in the transportation portion of the activity listed above, which may involve injury of
some type to either yourself or others. Such injury or injuries would be those associated with a bus accident, and
can include direct physical and possible crippling injury to one’s body and the possibility of emotional injury
experienced as a result of witnessing injury to another.
         The purpose of this warning is also to aid you in making an informed decision as to whether you should
participate in this activity and, as a condition of such participation, you are to sign this ACKNOWLEDGEMENT OF
HAZARDS AND RISKS connected with such participation.
         In addition, it’s purpose is to make you aware that it is your responsibility to be very alert as to matters of
your personal safety and the security of your personal property and to require you to learn as much as possible
from and ask questions that you might have, at any time, of knowledgeable persons regarding your safety and well
being, and the safety of the activity.
         Transportation will be bus.

I, ___________________________________________________________ (print name) want to participate in the
Students of Color Conference which is sponsored by Multicultural Services at Olympic College. By signing
this, I acknowledge that I have read the above WARNING and that I understand that the transportation portion of
this activity involves the risk of INJURY OR DEATH, as a result of a bus accident. I also understand that by
participation in this Olympic College activity, which involves a bus, I am subject to the possibility of injury or death
as outlined in the WARNING above.
          By signing this ACKNOWLEDGEMENT OF HAZARDS AND RISKS, I acknowledge that I have read and
understand its contents and agree to it’s terms, have had an opportunity to ask questions and seek advice, that I
am age 18 or over, or if not, that my parents hereby make these promises on my behalf, and that I choose to
participate in the Students of Color Conference.

                                  ____________________________________________________
                                  Signature (if under 18 years of age, signature of custodial parent)


I am a student / parent of student (cross out one)                           Date:_____________________



College Representative:

_____________________________________________________________
        Name
_____________________________________________________________
        Position                                                                     Date



                                                                                                                       27
                                    EXAMPLE
                         XXXX COLLEGE
            STUDENT CONDUCT AT OLYMPIC COLLEGE FUNDED ACTIVITIES
                         BOTH ON AND OFF CAMPUS


Olympic College Code of Student Rights and Responsibilities:
      As a student at OLYMPIC COLLEGE, you are expected to abide by the OC Student
Conduct Code, WAC 132C-120 OLYMPIC COLLEGE – 1985. The code details expectations for
the conduct of OC students to promote a healthy and respectful learning environment for all.
These policies apply at any college activity, including conferences. Student Conduct
expectations are in place from departure until return, including leisure time at the conference. A
copy of the entire code is available in three locations: the Student Programs office in the
Bremer Student Center, the office of the Vice President of Student Services, and in the Student
Handbook on the OC website (http://www.oc.ctc.edu).

Controlled Substances:
       Any student using, possessing, being demonstrably under the influence of, or selling any
narcotic or controlled substances shall be subject to disciplinary action – except when the use or
possession of a drug is specifically prescribed as medication by an authorized medical doctor or
dentist.

Alcoholic Beverages:
        Any student possessing, consuming, or being demonstrably under the influence of any
form of alcoholic beverage on College property shall be subject to disciplinary action—with the
exception of sanctioned events approved by the Vice President of Student Services or his/her
designee(s), and in compliance with the Alcoholic Beverage Use Policy of the College and other
state law.

       College facilities shall include any rented or leased facilities or vehicles that have been
secured for special programs, such as conferences, retreats, and small or large group programs
by the college in which state monies have been used.

      Travel outside of the United States and Canada has not been authorized by OLYMPIC
COLLEGE. Out-of-state travel authorization must be obtained from the Olympic College
President or his/her designee(s) before such a trip can begin.

I understand and have read the above information.




Signature (name)                                                     Date
                                                                                                28
                                       EXAMPLE
                               XXXX COLLEGE
                                     MEDICAL QUESTIONNAIRE


Please complete the following medical questionnaire and return it to the conference advisor. Be honest
and complete in your responses because accurate information will assist us in quickly knowing what to
do for you in an emergency situation. Unless prohibited by law or policy, the college and it agents will
hold this information in strict confidence. For any ―yes‖ answers to questions 1-4, please provide
complete details on the reverse side of this questionnaire.

    Yes     No
                       1. Do you have any significant medical illnesses or conditions
                          which have required the regular care of a doctor?
                       2. Do you have any allergies, or have you had any bad
                          reactions to any drugs? If so, which ones, and what were
                          the effects?
                       3. Have you been hospitalized in the last five years? What for?

    Yes     No         4. Do you have, or have you ever been told by a medical or
                          psychiatric doctor that you have:
                             a. Epilepsy
                             b. Diabetes
                             c. High blood pressure
                             d. Asthma, emphysema, or other lung disease
                             e. Ulcers, or stomach trouble
                             f. Colitis, or intestinal trouble
                             g. Heart disease, or heartbeat irregularity
                             h. Significant foot, leg, shoulder or back problems
                             i. Menstrual irregularities or discomfort
                             j. Frequent headaches
                             k. Anemia
                             l. Eating disorder
                             m. Mental illness
                             n. Other diseases or conditions

   Do you now:

   5.   Wear eyeglasses or contact lenses?
   6.   Have any dental appliance (braces, bridges, plates)?
   7.   Any body parts or organ missing (appendix, kidney, eye, etc.)?
   8.   Take any drugs or medications? If ―yes‖ please list them on the Reverse side of this
        questionnaire.

I certify that the information provided above is accurate and complete.



                                                                                                           29
__________________         ____________________________              ______________________
Date                       Print Full Name                           Signature

Please provide complete details for any items that were marked ―yes‖ for questions 1-4.




If you indicated ―yes‖ on question #8 please list any drugs or medications you are currently
taking below.




____________________________________________                  ___________________________
Signature                                                     Date




                                                                                               30

				
DOCUMENT INFO
Description: Conference Welcome Letter Including Code of Conduct document sample