CSU RSO Officer Training Overview

CSU RSO Officer Training Presenter: Dan Lenhart, Marketing & Web Specialist Center for Campus Engagement Student Center, room 319 d.lenhart@csuohio.edu

By the end of this training, Officers should know RSO requirements Basic fiscal policies Event policies Travel policies Request submission timelines Fundraising Where to find RSO resources Use of VikesConnect

Recognized Student Organizations RSOs must have 4 officers (President, Vice President, Treasurer and Secretary) and a CSU faculty or staff advisor. Eligibility to apply for funding, reserve space on campus & hold events, and travel Use of an Agency Account Eligibility to request an organization banner be hung in the Student Center Atrium Eligibility to utilize CSU duplicating (printing) services, as supported by RSO funds

Organization Membership & Officer Eligibility Students who wish to hold officer positions must meet the following eligibility requirements: Undergraduate Students must: 1) Currently be enrolled for at least six (6) term credits at Cleveland State University 2) Have a 2.0 or greater GPA for the most recent Fall or Spring term 3) Have a 2.0 or greater cumulative GPA Graduate, Law, and PhD students must be in good standing with their respective programs. CSU students in their first semester at CSU are eligible to hold officer positions if they are currently enrolled in at least six (6) term credits at Cleveland State University.

Emerging Organization Status An Emerging Organization status applies currently recognized organizations that fall below Recognized Student Organization status because they have at least two, but less than four, individual students eligible to fill the officer positions. Emerging Organizations must have a CSU faculty/staff advisor. RSOs that transition to Emerging Organization status may be active for the single semester in which they fall below RSO status. Eligible to request to participate in Student Organization Fairs, and tabling in the InnerLink, as well as have a VikesConnect page. Emerging Organizations are ineligible to utilize any other RSO privileges. Organizations missing an advisor will be temporarily suspended until a new advisor is approved.

Changing/Updated Officers or Advisor When a recognized student organization or emerging organization needs to change their officers or advisor, the President or Vice President will submit the Officer/Advisor Update Request form. To complete this form, you will need the student or advisor s first and last name, email address, phone number, and CSU ID. Link is: https://csuohio.presence.io/form/student-organization-officer- advisor-update-form. The link is also found in the Forms tab in VikesConnect The student or advisor s eligibility to hold the position will be verified within 10 business days.

Finances (Only Treasurers can use the Finance tool) Accounts Agency Account Balance rolls over between years Number avail to officers in Details tab Account format 8405-0890-xxxx-xx-12345 Allocating Body Funding Account Funds to be used for specific purpose Unused funds are swept

Events Off-campus vs travel events On Campus Event planning: Start well in advance to give yourself enough time Finalize the date and time If the program will take place outdoors, plan and schedule a rain date Decide the type of refreshments Be aware of university policies Food policies Space use policies Safety policies RSO policies

Events Off-campus vs travel events On Campus Event planning: Start well in advance to give yourself enough time Finalize the date and time If the program will take place outdoors, plan and schedule a rain date Decide the type of refreshments Be aware of university policies Food policies Space use policies Safety policies RSO policies

Off-Campus Event vs Organization Travel Understand difference between travel event and off-campus event. Good rule of thumb is 25 miles from campus is travel Overnight accommodations is travel Travel costs (i.e. mileage) is being reimbursed Off-campus event examples: Visiting local attraction Volunteering at local site Events not on-campus, but you want people to participate, for example, holding a car wash at a local church parking lot as a fund raiser.

Events Off-campus vs travel events On Campus Event planning: Start well in advance to give yourself enough time Finalize the date and time If the program will take place outdoors, plan and schedule a rain date Decide the type of refreshments Be aware of university policies Food policies Space use policies Safety policies RSO policies

Events on Campus Check CSU calendar on Conference Services website for room availability (link in event request form). Follow Classification Timelines for all events (found both in RSO manual and event request form). Use Event Planning Checklist to build event budget & track items Reserve space for event, even if you do not have funding yet. If you do not receive funding, then cancel reservation. Any contracts must be submitted at least 45 days in advance of event. Make sure to check people into your event. Use Modern Campus Involve app or use desktop w/ card swipe. Events should be family friendly . Avoid music with explicit lyrics. Consider additional costs Set-up fees Equipment fees Housekeeping fees Security fees Pay attention to cancellation policies PLAN IN ADVANCE

On-campus Food Policies Total Cost CSU Policy Highlights Up to $300 No restrictions $300 to $749 CSU Catering service or Rascal House Pizza $750 and above CSU Catering CSU Dining Services is the exclusive catering provider for events held on campus. Catering and food service details can be found at CSU Dining s website, https://vikingfoodco.campusdish.com/Catering. Catering waiver is needed spending over $300 and not using CSU catering or Rascal House. You might need additional time if food vendor is new to the university. Must submit expenditure for Rascal House at least 7 business days in advance If being reimbursed, must also include event attendance

Organization Travel Submit travel request form in VikesConnect at least 45 days in advance of travel. You must have funding in place before making travel arrangements. You must meet with CCE staff member after submitting the request. All travel forms MUST be completed prior to travel. If advisor is travelling as well, home department completes their travel form. Emergency contact list MUST be submitted Do NOT make your own travel arrangements. Our budget officer will do this. This includes transportation (incl. rental cars), accommodations, conference fees, etc. Each traveler must keep all receipts for reimbursement Food receipts must list what was ordered. CSU does not reimburse for alcohol. All reimbursements are submitted as purchase requests and done so at least 10 business days after travel is complete International Travel You must contact the Center for International Services & Programs at (216) 687-3910 to obtain permission BEFORE you request funding OR make any travel arrangements. FAILURE TO COMPLETE ALL NECESSARY TRAVEL FORMS PRIOR TO DEPARTURE MAY RESULT IN FORFEITURE OF REIMBURSEMENTS TO TRAVELERS, SUSPENSION OF ORGANIZATION TRAVEL IN THE FUTURE, OR DENIAL OF FUTURE FUNDING REQUESTS FOR TRAVEL FROM SGA or SBA.

Expenditure Requests For Promotional Items, use one of the three IUC vendors For online orders, do not place them yourself. Submit request with information and we will make the purchase for you DO NOT purchase items from Amazon or Apple for your organization. CSU will not reimburse students who purchase from Amazon. CSU has corporate accounts. If you need to make a purchase at a store, remember to request a tax exemption form, CSU will not reimburse state of Ohio sales tax. Pay close attention to Food policies for on-campus food consumption. If you need to increase any catering orders, check with budget officer first. All items ordered will be shipped to CSU, not individual s homes

Fundraising Activities Contact CSI at studentorgs@csuohio.edu before starting any fundraising activities. No form of gambling activities (50/50 raffles, games of chance, squares, etc.) are not permitted for RSOs unless they are considered a nonprofit organization by the IRS. CSU is NOT a 501 (c) (3) organization. It is a state institution. All money raised must be deposited within 24 hours, unless the fundraiser is held on a weekend. In that case, money is deposited that Monday. Complete the deposit request form in VikesConnect. Organizations must use ShopNet to accept credit/debit card payments. Bake Sales are permitted. Follow CSU policies regarding food sales on campus. Sales of items from outside companies is not permitted.

Reminders Check your CSU email and use your CSU email when conducting business Pay close attention to deadlines Don t forget to keep your advisor in the loop Refer to RSO Links page for all forms/links: https://www.csuohio.edu/campus-engagement/links-2 Read the CCE@CSU newsletter every Friday Use VikesConnect to your advantage When in doubt, ask!

Questions? You can also email us at studentorgs@csuohio.edu with any questions.