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A new and forming club or organization must have three things to begin the recognition process:

1. Seven charter members who are currently enrolled students at SDSU.
2. A full-time faculty or staff member of SDSU who is willing to serve as adviser the group. This adviser will serve as a main liaison between the club and SDSU.
3. A proposed constitution for the organization. The organization will need to follow the (located on the Office of Student Activities page on Jacks Club Hub, under Documents).

Once these things are in place, the organization should fill out an (located on the Office of Student Activities page on Jacks Club Hub, under Documents) and submit it, along with the proposed constitution, to the Office of Student Activities for review.

The Office of Student Activities staff will verify that the above requirements have been completed. At this time, if an organization requests it, an office staff member may grant provisional status to the organization for 30 days. Please note the following regarding provisional status:

• Use of SDSU facilities is granted when reserved by an officer or adviser for member recruitment or organization meetings only.
• This does not allow the organization to: sponsor events, reserve motor pool vehicles, travel to an event as an organization, open an account (on or off campus) or raise funds.

The Office of Student Activities will forward the completed recognition documents first to the Organizational Subcommittee. This committee will meet within three weeks to make recommendations and comments on the organization’s request for recognition. The Organizational Subcommittee will notify the organization of the meeting at which the group’s constitution will be reviewed. At least one member of the group must be in attendance to answer any questions or to provide further information. The Organizational Subcommittee shall make recommendations for the group to continue through the recognition process.

Once the Organizational Subcommittee has recommended a group to proceed with the recognition process, the Office of Student Activities will forward the recognition documents to the Students’ Association to be reviewed. The group’s request for recognition will be added to the agenda of a Students’ Association meeting, and at least one member of the group must be present at this meeting.

Upon receipt of recommendations and comments from the Organizational Subcommittee and the Students' Association, the senior director of the University Student Union will either grant full recognition, deny recognition or continue provisional recognition (if an extension is needed). The senior director of the University Student Union will notify the organization and other appropriate offices of the outcome of the organization’s request for recognition.

With the granting of full recognition, the organization must maintain the following requirements:

• Register the organization on Jacks Club Hub within two weeks of receiving recognition. A re-registration must be completed each academic year when officer positions transition.
• Maintain an updated organization constitution. Every time the document is revised, a new version must be submitted to the Office of Student Activities. Large, structural changes to the document may require Organizational Subcommittee approval.
• Maintain active membership of at least seven enrolled SDSU students.
• Retain one full-time faculty or staff member to serve as adviser.
• Uphold all South ��ֱ���� State University policies and , including but not limited to and University Policy 3:1(3)(f)(xi) (Conduct by Organizations).
• Continue to comply with SDBOR Policy 3:18 to maintain your recognized status.

• Ability to open an on-campus account.
• Ability to reserve meeting and event space for free or discounted price.
• Ability to advertise on campus and through Jacks Club Hub.
• Ability to apply for funding through the Students’ Association.
• Ability to request a registered student organization mailbox through the Office of Student Activities.
• Ability to reserve a motor pool vehicle.

• Your funds are technically owned by SDSU but are available for your organization’s use.
• Funds cannot simply be withdrawn. Funds must be used for valid expenses.
• You must use SDSU Purchasing Guidelines (see Additional Resources).
• You will make deposits at the Cashier's Office.
• You may charge items at businesses where SDSU has an account set up.
• You may pay for items personally and request reimbursement.
• Either a department accountant or the University Student Union financial program assistant will help you.

• SDSU is only a custodian of these funds.
• You may withdraw them at any time.
• You will make deposits at the Cashier’s Office.
• You may pay for items personally and request reimbursement.
• You will need to provide SDSU accounting with proof of your taxpayer identification number and tax exempt status.
• Your organization is responsible for the maintenance of this account.

• You may not use SDSU’s name in any way, shape or form on the account.
• You may not use SDSU’s taxpayer identification number.
• SDSU faculty/staff advisers cannot be authorized signers.
• The account owners are responsible for following the legal guidelines for deposits and withdraws.
• The account owners are responsible for all.

Recognized student organizations (RSOs) exist independent of, and outside of the direct control of South ��ֱ���� State University, the South ��ֱ���� Board of Regents (SDBOR), and the State of South ��ֱ����. RSOs are not agents of SDSU and are not endorsed or directed by the institution. RSOs are entirely responsible for the actions, activities and liabilities incurred in the name of the recognized student organization and its members acting in their capacity as members of the recognized student organization. As such, RSOs are not covered by the State of South ��ֱ���� liability insurance.

The university subject to the limitations of liability set forth in SDCL Chs. 3-21 and 3-22. Pursuant to these laws, the university participates in the liability coverage provided through the State of South ��ֱ���� Public Entity Pool for Liability (PEPL) agreement. This covers certain tort liability coverage and defense. Faculty and staff advisors are covered under the university's coverages while acting in their official capacity.

However, RSOs and their individual RSO members are not covered by the PEPL fund.

While RSOs do not have general liability insurance coverage from the university, the university does not expect RSOs to purchase additional insurance for most of their on-campus activities. Here is a list of on-campus activities that would not typically require insurance:

1. RSO meetings
2. Campus space reservations
3. Speakers
4. Tabling in the University Student Union

Please contact the office of student activities for questions regarding what might require RSO event insurance.

Since RSOs are not covered under the PEPL fund and do not normally have general liability insurance, the following list provides some examples of events that RSOs should take into consideration the need for insurance during event planning sessions:

1. Activities involving physical activity such as 5K or Fun Runs;
2. Activities or events to which the general public is the primary audience or is invited to participate;
3. Activities involving the use of amusement devices (e.g. rides, slides, inflatables, bungees, climbing walls, dunk tanks);
4. Activities or events which involve ��ֱ����s;
5. Concerts, music performances, theater performances, dance performances, etc.;
6. Activities involving minors such as Little International (note additional requirements do exist for any activity or event involving minors on university property);
7. Operation of concessions stand for an athletic event; or
8. Activities determined by student affairs to be a potential risk to the university or its students, faculty or staff members.

When insurance is purchased, RSOs should provide a certificate of insurance to the Finance and Budget office. In these cases, insurance requirements for RSOs should be consistent with the terms of the university's agreements with other third-party users of university space.

For the events in which insurance is purchased, the RSOs should provide proof of general liability insurance coverage (i.e., a certificate of insurance) covering that organization's event, naming the university as an additional insured, and evidencing coverage with a limit of not less than $1,000,000 combined single limit for bodily and personal injury and property damage.

If a RSO does not have its own coverage, they may purchase event insurance. The following are some example links to companies that carry this type of insurance, however the university does not endorse any of these companies. This list is being provided for RSO convenience as a starting place for securing event insurance.

In addition to not being covered by the university for their on-campus activities, RSOs and their individual members are not covered for liabilities arising from their off-campus activities by the PEPL fund. The list of insurance companies listed above can also be used by RSOs for off-campus activities. While the university cannot provide this coverage, other insurance agents may be able to provide coverage for your organization.

When traveling overseas on behalf of the university, the SDBOR has special requirements for insurance. The university will take no responsibility for RSO activities abroad as this travel is not on behalf of the university.

1. Student Organizations or events that provide a service to all SDSU students.
2. Events that enhance all SDSU students’ knowledge including arts, health, humanities and sciences (i.e. the Music Council).
3. Events that provide all SDSU students free or reduced admission price to them (i.e. Prairie Reparatory Theatre, State University Theatre, Safe Ride).
4. Organizations that represent SDSU in competition (i.e. Quarter-Scale Tractor Team).
5. Operation of a facility on campus that benefits all SDSU Students (i.e. the Student Union, Miller Wellness Center, Student Connection and Engagement, KSDJ).

1. Organizations that are not SDSU recognized student organizations, except those listed above.
2. Organizations who have not submitted a complete Uniform Budget Request Form, unless approved by the SA Finance Committee.
3. Any organization that has flagrantly violated UAFBC or SA directions (i.e. organizations that knowingly violated the Budgeting Guidelines).
4. Charities or Fundraisers may not be funded unless it can be demonstrated that General Activity Fee (GAF) dollars makes it free for all SDSU students to attend and participate.
   1. Groups receiving GAF dollars must demonstrate that monies received cover costs for students to attend for free and do not just offset raised funds, which would have otherwise paid those operational costs.
5. Organizations or events with the primary effect of generating income for the personal use and benefit of the sponsoring organization members or on behalf of for-profit entities.*
6. Operational budgets of organizations or events with the primary effect of advancing or inhibiting religion, advancing any candidate or ballot issue in an off-campus election, or financing off-campus lobbying or political activities by non-students. However, events put on by such organizations that are open to all members of the campus community and do not have the primary effect of advancing or inhibiting religion, advancing any candidate or ballot issue in an off-campus election, or financing off-campus lobbying or political activities by non-students may be funded by GAF dollars.*
7. Operational budgets of organizations with a closed social or academic membership.
8. Events or organizations whose sole purpose is advertising and/or recruiting for SDSU. (Groups must be able to demonstrate that GAF dollars does not fund events with the main intent to recruit future students to SDSU.)

*This section does not prohibit a student governance body, recognized by the institution, whose leadership is popularly elected by the students, from using GAF to communicate its position on behalf of all students, either through lobbying efforts before legislative bodies or through publicity communicating its positions on initiated or referred measures.

These are important to pay attention to as they help standardize the budgeting process.

1. Travel/Lodging/Food/Beverages – this is considered on a case-by-case basis. Most organizations should attempt to fund these items with non-GAF dollar allocations.
2. Student Involvement:
   1. How many participants are there in an organization?
   2. How many students utilize the services or activities provided by a department or organization?
3. GAF dollars may only be allocated to cover expenses related to scholarship or awards if the student receiving the award is providing a service to all students.
4. Budgeting Histories – Histories are a valuable tool in determining the worth of funding for a particular organization. Organizations with a budget history will have to demonstrate they have spent monies allocated in the past wisely. Those groups without a history should demonstrate spending habits on fundraised monies, and need to have clear direction on how funds are spent.
5. An organization’s fundraising efforts shall have a positive impact on the budget process. Organizations should maintain or decrease the percentage of GAF of allocation of their total budget each year if possible.
6. Organizations found to have abused GAF dollars will receive a written notice in the organization’s file. This notice will be read each year for two years after the incident. This notice is a recommendation to UAFBC and the SA Senate from previous UAFBC and SA members on budgetary issues.
7. Academic organizations must produce a written memo from the dean or their department head stating why the individual college cannot fund their organization before they are eligible to receive GAF dollars.
8. Groups with a large balance forward from the previous year (i.e. those <5% of the previous year’s budget) need better budgeting tactics for the future.
9. Large increases from year to year need proper identification and explanation.
10. GAF request should not be 100% of the student organization’s total budget.
11. All GAF requests must fit within budgeting guidelines as listed previously.

Special allocations are not to support ongoing operational costs. This allocation is requested for use when an organization has a substantial budget shortfall and needs money to support a specific, one-time event.

1. Organization must give three weeks’ notice before the SA Senate hearing is scheduled, unless otherwise directed by the SA President and Finance Chair.
2. The Finance Committee will meet and review all special allocations and give a recommendation to the SA Senate, unless otherwise directed by the SA President.
3. Special allocations requested after the new SA Senate takes office will not be allocated until the next FY, unless approved by the Finance Chair.
4. If it is possible to fundraiser for the event, the organization will be asked to do so before scheduling the Finance Committee hearing.
5. The request must qualify under Budgeting Guidelines.
6. The SA/UAFBC reserves the right to allocate all, part, or none of the available monies.
7. The SA/UAFBC reserves the right to deny any request.

The purpose of the New Venture Fund is to help new and existing organizations that are not currently receiving General Activity Fees to request funds outside of the normal budget cycle.

1. Although the New Venture Fund is also available to existing organizations, priority is given to new organizations or those organizations that are new to the budgeting process.
2. An event for all SDSU students most times is a special allocation, however, for organizations that have never received funding it may be New Venture fund allocation.
3. The organization requesting New Venture funds may receive funding for a specific event only once.
4. The organization requesting New Venture funds may not receive funds from the New Venture Fund more than once in any five-year period.
5. The organization requesting New Venture funds must be an approved SDSU Organization.
6. All requests must qualify under the Budgeting Guidelines.
7. The Finance Committee shall review all New Venture Fund applications. A recommendation will be issued to the SA Senate from the Finance Committee.
8. Organizations requesting New Venture funds may not be receiving money through the regular budgeting process.
9. The SA/UAFBC reserves the right to allocate all, part or none of the available monies.
10. The SA/UAFBC reserves the right to deny any request.

Review the organization’s expenditures, contributions from other organizations, departmental and supplementary funding, goals, number of students involved, the overall impact on campus, etc.

If a recognized student organization is traveling, regardless if they are missing class or not, they are required to have their faculty/staff campus advisor fill out the Student Activities/Trips Authorization Request Form For University Sponsored/Recognized Trips (found on InsideState or linked off of Jacks Club Hub). If students are planning on missing class, the form must be submitted online one week before the trip. If students are not missing class, it must be submitted before the trip commences.

Each student traveling must also complete a Release and Waiver of Liability; Assumption of Risk Agreement; Indemnity Agreement; and Consent to Medical Treatment and Emergency Contact Form (found on InsideState or linked off of Jacks Club Hub). We suggest that a copy of these forms are taken on the trip and a copy is kept on campus in case of an emergency.

If a recognized student organization is planning on traveling without an advisor, each student traveling will need to fill out a Travel Safe Agreement (found on the Student Affairs website or linked off of Jacks Club Hub). These forms can then be turned into the Office of Student Activities before the trip commences.

If a recognized student organization is planning on utilizing a motor pool vehicle for their trip, they must reserve the vehicle in advance by calling 688-4323 and providing an index number. If someone other than a full-time SDSU employee is planning on driving the vehicle, then further paperwork is required. A student who is not employed by the University must fill out a Volunteer Form with Human Resources. Once that form is submitted, the student (SDSU employee or not) must fill out a Student Driver Fleet Vehicle Check-Out Form (found on InsideState or linked off of Jacks Club Hub). This form must be signed by the advisor of the organization/supervisor of the student employee and Motor Pool before a vehicle can be released to the recognized student organization for the trip. All student drivers must provide a valid driver’s license upon vehicle check-out.

Many students will come to see their advisor as a mentor and the success of these relationships can last many years and be rewarding for both the student and the advisor. If the student is seeking an education and a career in your field, you may be asked to assist in his/her professional development. To be effective in this capacity, you will need a knowledge of their academic program and profession, a genuine interest in the personal and professional development of new professionals, and a willingness to connect students to a network of professionals. You may be approached to review resumes, to connect students with community resources or to be a sounding board for their ideas of what they want to accomplish in the field.

At times, students will seek out someone to assist with their personal development. In this capacity, a mentor will have a basic understanding of student needs and perspectives, a desire to challenge students intellectually and emotionally while providing support to meet the challenge and the ability to listen to students’ verbal and nonverbal communication. Students may want to talk to you about family or relationship issues, conflicts they are having with other students or to have conversations about their ideas and thoughts on different subjects.

When new officers are elected or new members join the RSO, you may need to take the initiative in turning the students from individuals with separate goals and expectations into a team. Team building is important because it enhances the relationships of the students between one another and the advisor. Positive relationships help the organization succeed and to work through conflicts and difficult times.

To accomplish the goal of creating an effective team, it is necessary to conduct a workshop (if you and the students have the time, a full-scale retreat encompassing team building and goal setting could be planned) to engage students in this process. As the advisor, you may consider working with the student officers to develop a plan and to have the students implement it. Training students in effective techniques for team building will keep students invested in the organization and give them the opportunity to learn what it takes to build a team.

Inevitably, students are going to join the RSO with different agendas, goals and ideas about how things should function and the direction they should be taking. When working with students who have come into conflict, if needed, meet with them and have them discuss their issues with each other. In many cases, remind them that they both want what is in the best interest of the organization. Ask them how they think they can work together, point out the organization’s mission and ask how their conduct is helping the organization achieve its mission.

Sometimes, one student may be causing problems with other students. In many cases, this student may not realize that his/her actions are causing a problem. In this case, speaking with the student individually could be helpful. Chances are that no one has met with the student previously and discussed how his/her attitudes are impacting other people and how those attitudes or actions can be changed to make everyone feel better. In many cases, the student will appreciate honest feedback.

One of the most essential components to learning in “out of classroom” activities is providing time for students to reflect on how and what they are doing. As an advisor, you will want your officers to talk to you about how they think they are performing, their strengths and their weaknesses. Give them the opportunity to discuss their thoughts on their performance. Then be honest with them. Let them know when you agree with their self-perceptions and in a tactful manner let them know when you disagree. Remember, any criticism you provide students should be constructive and you will want to provide concrete examples of actions the student took that seem to contradict their self-perceptions. When students discuss their weaknesses, ask them how they can improve those areas and how you can help them. Students usually have the answer to what they need; they just don’t like to ask for help. Remember to have students reflect on their successes and failures.

As an advisor, your role of educator will often come through the role modeling of behavior, guiding the student in reflection of their actions and being there to answer questions. One of the most difficult actions to take as an advisor is to do nothing, but sometimes this can be the most important action of all. Allow the students to make their decisions even if they do not agree with your ideas. Sometimes, students will succeed; other times, they may fail. The key is to return to the role of the reflective agent and give the students a safe place to reflect on their experiences.

As an advisor, you may have to motivate students to excel and to carry out their plans and achieve their goals. Some students are easily discouraged and at the first sign of difficulty they may want to quit. You will need to be their “cheerleader” to keep them excited about all of the potential successes they will experience. You can motivate students through the recognition of their efforts, appealing to their desire to create change and to connecting their experiences here at the university to the experiences they will have in the community.

Recognized Student Organizations operate under policies, procedures and rules. At times, students may not be aware of these policies and they will do things in an inappropriate manner. The more you know about these policies the better advising you can give to the students on their plans.

As an advisor you will assume numerous roles and all possible roles are not mentioned here. A key idea to remember is that you are an advisor and not the leader. You provide guidance, insight and perspective to students as they work on projects, but you should not be doing the work. Students will learn if they are engaged. Be careful of being challenged into doing the work for a student project. The students make the decisions, and they are accountable for those decisions, and for the successes and failures of their organizations.

Adapted from ACPA Advisor Manual as of June 2009.

Expectations may vary based on the type of Recognized Student Organization (RSO) and the advisor. RSO and advisor expectations may also vary from year to year and person to person. Advisors and student leaders should connect regularly to determine the appropriate expectations that apply.

• Be available to the officers and/or members of the RSO for advising and required signing of documents. The advisor is expected to assist both the old and new leadership in this transition and provide historical continuity.
• Ensure your organization properly registers newly-elected officers on Jacks Club Hub each year. We understand that many groups transition officers at different times throughout the academic year, however, every organization will be required to complete a re-registration when new officers are elected in order to maintain SDSU recognition for their organization and to continue receiving important information from the Office of Student Activities.
• An advisor is expected to allow the duly elected student leadership to exercise primary decision-making authority with regard to organization goals, objectives and activities within the limitations of the expectations above.
• Advisors are encouraged to meet with organization officers and members as determined by the organization’s constitution. In addition, advisors are expected to assist the organization in developing goals and planning projects or events and to make suggestions that will empower members of the organization to become better leaders.

As an advisor to a student club or organization, you have some responsibility for their safety and security. This means you are a Campus Security Authority (CSA). The following information describes responsibilities and the expectations of being a CSA.

1. Immediately report crimes and/or misconduct
   1. For emergencies, immediately contact the University Police Department at 5117 or call 911 if off campus. Do not consider whether the observation was a crime or would be prosecuted; simply make a report to UPD and they will determine whether a crime took place and begin the investigation as needed.
   2. For campus misconduct that is not an emergency need, contact the title IX office, the Dean of Students Office, your supervisor, or Human Resources as soon as possible.
2. Expectations
   1. Clery crime reporting is complex. You are not expected to know all of the nuances of Clery geography, what “counts” and what doesn’t regarding the crime reporting requirements. For this reason, you are expected to report ALL crimes and/or related misconduct to your supervisor or UPD. Whether it is you or your supervisor, UPD must be advised of said crimes. Notice and training.
   2. This message serves as notice that you are a CSA.
   3. This message also explains expectations and guidance for being a CSA. There will be no additional training required or provided unless you would like more specific information or assistance. If this is the case, please contact the Dean of Students at your convenience.
   4. You must read the full SDSU Clery Act Compliance Policy (Policy 10:11) on the SDSU Policies and Procedures Webpage.

Controlled by means that your institution (or an institution-associated entity as described below) directly or indirectly rents, leases or has some other type of written agreement (including an informal one, such as a letter or an email) for use of a building or property, or a portion of a building or property. Even if there is no payment involved in the transaction, for Clery Act purposes, a written agreement for the use of space gives your institution control of that space for the time period specified in the agreement. For example, if your campus consists of leased space comprising the entire third floor of an office building, you are in control of the third floor. A reported crime that occurs on the third floor (rooms, hallway, restrooms), or in the lobby, stairwell or elevator that students must use to access the third floor, is considered to have occurred “on campus.” If the agreement gives your institution use of the parking lot or specific spaces in the lot, the parking lot or the specified section of the lot is also part of your on-campus geography. To emphasize: Your control extends as far as the space specified in your written agreement along with any area your students and employees have to use to access that space. So, if you lease the third floor of the building and a crime occurs on an elevator in the building during the period of time covered by your lease, you must include that crime in your Clery Act statistics.

Note that for the purposes of the Clery Act, if you have an institution-associated foundation, holding company, subsidiary, alumni association, athletic booster club, or any other institution-associated entity that owns or controls a building or property that is operated in support of, or in relation to, your institution’s educational purposes, your institution is considered to be in control of that building or property. State ownership of a building or property used in support of, or in relation to, the educational purposes of a state school also establishes institutional control of that building or property.

Reasonably contiguous refers to a building or property your institution owns or controls that’s in a location that you and your students consider to be, and treat as, part of your campus. An example might be a house two blocks from campus that’s owned by your institution and which is used as an art studio for your students. Generally speaking, it is reasonable to consider locations within one mile of your campus border to be reasonably contiguous with your campus. However, this determination must be made on a case by case

Included in the following sections are prior standards and the new “short-stay “away” trips” descriptions. These can be found on starting on page 2-25.

Considerations for Trips to Off-Campus Locations

Field trips: You are not required to include statistics for crimes that occur on field trips at locations your institution does not own or control. Overnight, school-sponsored trips: If your institution sponsors students on an overnight trip, for example to see a play and they rent motel rooms, you don’t have to include crimes that occur in those rooms in your Clery Act statistics because the motel rooms don’t meet the frequently-used-by-students criterion. Repeated use of a location for school-sponsored trips: If your institution sponsors students on an overnight trip every year and the students stay in the same hotel each year, you must include portions of the hotel in your noncampus geography. For example, students in the debate club take a trip to Washington, D.C. and stay at the same hotel every year. You must include in your statistics any crimes that occur in the rooms used by your students and any common areas used to access the rooms (lobby, elevators, etc.) for the times and dates specified in the rental agreement. Note that what matters here is repeated use of a location that is owned or controlled by the institution, not the number of days it is used or whether it is used by the same students or different students. Short-stay “away” trips: If your institution sponsors short-stay “away” trips of more than one night for its students, all locations used by students during the trip, controlled by the institution during the trip and used to support educational purposes should be treated as noncampus property. An example is a three-week marine biology study trip to Florida. Any classroom or housing space specified in the agreement between the institution and a third-party providing the space would be noncampus property. If your institution has entered into a written agreement with a third-party contractor to arrange housing and/or classroom space for a school-sponsored trip or study program (either domestic or foreign), it is assumed that the contractor is operating on behalf of the school as the school’s agent, putting the institution in control of this space.

The university will to contact all law enforcement organizations responsible for the geographies where any and all of the aforementioned trips occurred. This means when a class travels to New York City and stays in a hotel for three nights, the university will have to contact the city, county and state law enforcement officials for crimes reported in that specific area at the specific time of the trip. This also holds true for athletic travel where the students stay more than one night or if we utilize the same hotel on a recurring, even annual basis. In addition, it is the expectation that any university official report crimes to UPD for tracking purposes particularly if a student, employee, or volunteer is involved as a suspect or victim.

Thankfully, most of us will not have to manage the process pertaining to a reported crime. For those of us who do, it is important that we report accurately and quickly. Please be sure to report any crimes to the University Police Department and keep record of any crimes reported to you even if you report them to the University Police Department.

Study abroad programs: If your institution sends students to study abroad at a location or facility that you don’t own or control, you don’t have to include statistics for crimes that occur in those facilities. However, if your institution rents or leases space for your students in a hotel or student housing facility, you are in control of that space for the time period covered by your agreement. Host family situations do not normally qualify as noncampus locations unless your written agreement with the family gives your school some significant control over space in the family home.

However, if your institution (or a contracted third party) does not have an agreement for the space used, your institution is not in control of the space and you are not required to count it. For example, there are some situations, such as sports tournaments, for which the host institution makes all of the housing arrangements for visiting students. In these situations, the visiting institutions do not have a written agreement for the use of space and are not required to disclose crime statistics for the housing in which their students are located. However, the host institution would be responsible for disclosing crime statistics for the housing since they hold the agreement for the housing.

Your opinion does count, but it counts equally as much as anyone else’s opinion in your group. If you express an opinion that is not in sync with the group, encourage everyone to give their thoughts on the subject.

Have someone take minutes of every meeting and get copies to all the committee members and advisor(s) (or post in a regular location). Keep the original in your files.

Here again, you cannot rely on memory about an event six months after. Keep reports of all events, information collected and who sponsored or helped. This is also a good way to document the good things your group is accomplishing.

You cannot do a good job unless you know how much money has been spent and how much you have left in your budget. You should keep a record of all expenditures. When in doubt, don’t be afraid to visit Student Involvement and ask for help.

A lot of material from various sources will be routed to each organization officer. Keep anything of interest to your organization to build a large database of information available to your group. During the quiet months (break and summer), collecting ideas from other schools may help. Informed groups are productive groups.

You learn from mistakes. You and your organization members should honestly evaluate every activity you plan and carry out. Also, about twice a year go back to your basic mission statement and see if you are still on track.

In order to build more satisfying relationships with the members of your organization, make a conscious effort to express more gratitude, appreciation, delight, affirmation and encouragement. Appreciation rewards your members and lets them know that their many contributions are noticed. No matter how routine an action might be, saying “thanks” helps members feel their contribution was worth the effort. It takes an active awareness to continue giving appreciation.

Take a ball and write different numbers on it. Have participants stand in a circle and throw ball around to different participants. Have participants answer questions based on the number where their thumb lands. Make sure to have questions predetermined.

Pass around a bag of M&Ms. For each M&M in their hand, the participant must say something about himself or herself. Have the participants count the number of M&Ms they have and then let them go ahead and eat them otherwise they might melt in the hand and not in the mouth. Another twist on this game is have each M&M color assigned to a predetermined question and each person answers questions based on the colors and number of M&Ms they have.

Fill a bag with different questions and then have each member of the group draw a question and then answer it and share the answer with the group. Sample questions include: I get frustrated when...; I need support when...; What motivates me is...; My pet peeve is...; I’m afraid of...; My favorite daydream is...; What is something you need from this group? When someone doesn’t listen to me I...; What do you want to be when you grow up? Who is your hero and why? What is your favorite spare time activity? What TV commercial do you like the most? What was the nicest gift you ever got? What is your favorite sound? What is your favorite music? What is your talent? What is your nickname? My favorite movie is...; My favorite food is...; My favorite color is...; What I do in my spare time is...; What I do to blow off steam is...;

The most fun I ever had was...; The most difficult thing I ever had to do was...; The fictional character that best matches my personality is...;

One person starts out by introducing themselves to the group with their name and an interesting fact about themselves. When someone in the group hears something they have in common with the speaker, they say “Connection” and link arms with the first speaker. Then the next person introduces themselves and a new interesting fact. The pattern continues, and the last person has to find something they have in common with the first person. Eventually, everyone’s arms will be locked in one big chain.

The goal of this activity is to keep the ball in the air for a designated number of hits and a designated number of hits per individual. If the ball hits the ground, the group must start over. If an individual hits the ball twice in a row, the group must start over. As an example, for a group of 10, the total goal might be 100 hits and each individual must hit the ball eight times.

• Ask individuals to join if you know that they are interested.
• Use understandable language on your membership materials (avoid community based language/slang and use standard language).
• Make sure that you genuinely want to engage members and be able to articulate how and why.

• Co-sponsor events with other types of groups.
• Determine how program topics impact your members.
• Make sure that your programs meet the needs of all of your members.
• Ask members if things need to be changed to make you be a more welcoming group.
• Are your meetings at accessible times and in accessible places for all.
• Understand differences in priorities.
• Make sure that the environment includes where all members feel heard.

• Change things to meet the needs of your members.
• Grow leadership skills of those interested.
• Discourage cliques from forming.
• Give the members something to do, even if informally.

S.M.A.R.T. goals are a way to lay out your goal setting and recognize how to achieve your goals. S.M.A.R.T. Goals are not only smart, but they are Specific, Measurable, Attainable, Relevant and Timely.

Specific

• What: What do I want to accomplish?
• Why: Specific reasons, purpose or benefits of accomplishing this goal.
• Who: Who is involved?
• Where: Identify a location.
• Which: Identify requirements and constraints.

Measurable

• How much?
• How many?
• How will I know when it is accomplished? 

Attainable

• How: How can the goal be accomplished? Is it actually within reach?
• How will I know when it is accomplished?

Relevant

• Does this seem worthwhile?
• Is this the right time?
• Does this match our other efforts/needs?
• Are you the right person?

Timely

• When?
• What can I do six months from now?
• What can I do six weeks from now?
• What can I do today?

To recruit lots of new members.

S.M.A.R.T. Goal

By the end of the fall semester we will have recruited 22 new members in order to help create a larger presence on campus and assist with our upcoming planned activities.

1. Advisor conversation starter.
2. The success and effectiveness of your organization can be improved a great deal through a good relationship between advisor and student leader. In the advisor/student leader pairing, a general understanding and a concerted effort to develop the relationship is essential. Too often we take relationships for granted and think things will automatically fall in place. As in all relationships, it is important to learn about one another’s expectations, goals, wants, needs, strengths and weaknesses. To help you do just that, we have provided you with the following list of questions. We encourage you to sit down together and discuss your answers to the questions provided.
3. What motivated you to assume your position (advisor or leader)?
4. What are you most excited about as we begin this year?
5. What are you most anxious about as we begin this year?
6. What personal and/or professional goals have you made for this year?
7. When you think about your skills and abilities, what would you list as your strong points?
8. When you think about your skills and abilities, in what areas would you like to improve?
9. What are you hoping to learn from this experience?
10. Which of your personal qualities do you admire most?
11. What kind of advisor/student relationship would you like to see?
12. What kind of relationship would you like to have with the other officers?
13. How would you describe your advising/leadership style?
14. What techniques do you use to motivate yourself and others?
15. When you are upset or disappointed about someone’s behavior or performance, how do you respond?
16. When people meet or exceed your expectations, how do you respond?
17. What are some of the things you think we should do in training officers and members?
18. When considering your position, in what areas do you feel confident or comfortable? In what ways are you least comfortable?

One of the tasks financial officers face, especially for an organization that makes frequent business transactions, is that of preparing a budget. A budget is a tool used for planning and controlling financial resources. It is a guideline for an organization’s future plan of action, expressed in financial terms within a set period of time.

• It helps refine goals.
• It compels members of the organization to use funds efficiently.
• It provides accurate information to analyze, adjust and evaluate programs and activities.
• It aids in decision-making.
• Provides a historical reference to be used for future planning.

To prepare the budget it helps to know the organization’s priorities, objectives and goals. Upon starting, ask the following questions:

• What is the time period in question (e.g., one semester, entire school year)?
• What does the group want to accomplish most?
• How will this be accomplished?
• How much will it cost?
• What are the funding sources?

Once these questions have been answered, begin preparing your budget.

• Determine and record available funds (e.g., carryover balance from previous year).
• Estimate and record expected income and when it will be available (dues, t-shirt sales, etc.).
• Define and record needed expenses (advertising, rentals, printing, supplies, etc.).
• Review, revise, and then assemble into a final budget.
• Have members vote for budget approval.

The budget must be flexible to anticipate conditions that might have been overlooked during the planning process.

• Set and maintain a minimum balance.
• Formulate general policies and procedures needed to provide internal control (e.g., allow only approved expenditures).
• Keep an accurate written log of financial transactions (income and expenses).
• Periodically and regularly compare the budget to your actual account statement of activity.
• Report financial matters on a regular basis to the organization.
• As the budget period is ending, compare the budgeted amounts to the actual expenditures and revenues.
• Review the data in order to establish priorities for the next budgeted period.
• Begin preparing for the next budget a month or more prior to the conclusion of the current budget period and then begin the process anew.

With your organization, brainstorm a list of programs you would like to provide for the campus community. Make sure to ask other students outside of your organization what they would like to see or experience.

Who is your target audience, what are your goals, what are your objectives, etc.?

Involve the members of the organization in the various tasks needed to make sure the program is successful. Depending upon the size of the event, you may need committees or just committed individuals. Make sure new volunteers understand what they’re signing on for, and use people’s talents and interests to your group’s benefit.

Determining your budget will help you decide if you need to seek additional funding, or if your organization can cover the expenses.

Meet with the staff of Event Services (University Student Union 150) to reserve the date and location for your event and talk through set-up and tech needs.

As South ��ֱ���� State University is a recipient of federal funds, any program or activity at the University must be accessible to individuals with disabilities.

If you have an outside performer - speaker, comedian, band, DJ, etc. - that your organization will be paying, it is necessary to have a signed contract. The Office of Student Activities staff can help you with information and support for this process.

When sponsoring campus activities or events involving physical activities, you may want to use a waiver to help reduce liability to your organization. Contact the Office of Student Activities staff for more information and assistance.

Be creative, and plan your publicity to attract the audience you outlined in your program goals.

Make your event special by putting in the extra touches.

If you received co-sponsorship from other organizations, provide them with the information on actual costs.

Whether they are members of your organization, people on campus, or outside groups who provided assistance, make sure that they are ready to help you out the next time - thank people personally and/or in writing.

Ask participants what they thought of the event. Find out from your planning group what went well and what could have gone better.

Save information in a binder to pass on to the next generation of your organization. Program planning is made easier when you can build on the success of those who came before you.

These materials adapted from University of North Carolina - Charlotte’s Student Organization Handbook 2017-2018.

• Food is an allowable expense for club events.
• This would include food purchased for club meetings, special programs or organized events for the club that is open to everyone in that club.
• Documentation: Obtain an invoice, either from the business or your receipt if paid personally.
• Thorough documentation is important for all food related purchases.
• Describe the event and who is attending (students, advisors, faculty, etc). Write explanation directly on the invoice.
• Coding Pay from your student club index (336Zxx). Use account code 744630.

Clothing purchased for club use is allowed. This would include clothing promoting the club or advertising a specific club event.

Documentation

• Obtain an invoice, either from the business or your receipt if paid personally.
• Thorough documentation is important for all clothing purchases.
• Document the club’s purpose for the clothing.
• Describe who is receiving the clothing.
• Write explanation directly on the invoice.
• Ensure proper approval for SDSU logos and using a licensed vendor (see purchasing guidelines).
• Coding.
• Pay from your student club index (336Zxx).
• Use account code 744630.
• Clothing Provided to Employees policy.

There may be taxable benefit implications if the clothing is provided to a student employee.

If your student group travels, you will need to be aware of . Please contact either Robin at 605-688-4669 or Janet at 605-688-4728 for complete information.

• Follow allowable per diem for travel outside of Brookings.
• For student travel, use account code 733090 for instate travel and 733290 for student out-of-state travel.

If an employee travels, use appropriate travel account codes such as 733140/733150/733340/733350/733130/733330.

• ��ֱ����s and prizes are an allowable expense for a student club as long as the activity is open to all club members.
• Refer to the policy regarding the distribution of awards and prizes to ensure compliance with IRS regulations see the policy here
• Thoroughly document the reason for award or prize
• When paid to non-employees through Accounts Payable use account code 766450
• Describe who is receiving the award or prize
• Write an explanation directly on the invoice

Please note supply (including clothing) or service purchases over $1,000 and any computer purchase will need bids, please contact, the purchasing office for assistance with this.