Student Organization ReRegistration Workshop

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Student Organization Re-Registration Workshop

• How to be a Student
• Organization at DePaul
• Office of Student Life
• DePaul University
• 2006-2007 Academic Year

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Student Organization Re-Registration Workshop

• INTRODUCTIONS
• NAME
• ORGANIZATION
• MISSION

3
Benefits of Being Registered

• Access to
• Campus space
• Funding
• DPU community
• Advertising
• Programming
• Resources

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Types of Clubs

• Please set-up a meeting with the person listed
  below if your organization falls under one of the
  following groups
• Campus Recreation
• Community Service
• Spiritual / Religious
• Activist / Political
• Fraternity / Sorority

Requires additional step to registration
process Campus Recreation - Campus Recreation,
John Washo / jwasho_at_depaul.edu or
773.325.4556 Community Service University
Ministry, Greg Stolhand / gstolhan_at_depaul.edu or
773.325.1193 Spiritual / Religious - University
Ministry, Javier Orozco / jorozco_at_depaul.edu or
773.325.1191 Activist / Political - University
Ministry, Becky Reed / rreed4_at_depaul.edu or
773.325.1195 Fraternity / Sorority - Student
Life, Shannon Milliken / sgreybar_at_depaul.edu or
773.325.7361
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Expectations

• Annual update with Student Life
• Attend a re-registration workshop
• Attend a SAF-B workshop
• Submit a completed Registration Packet
• Pay all of your bills!
• Represent your organization with respect to the
  University
• Code of Student Responsibility
• http//studentaffairs.depaul.edu/dos/handbook.htm
  l

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Expectations

• Office of Student Life Expectations
• RESPECT
• Be courteous and respectful to ALL students /
  student organizations
• NO student organization will be allowed to
  intentionally direct any negative remarks or
  signage towards any student organization
• Intentional actions can result in Student
  Life penalties!

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What You Need To Register

• Submit completed Registration Packet
• Policy and Procedure
• Registration Form
• Membership Roster
• Advocate Contract (Optional)
• Constitution (National or Local both if
  possible)
• Student Organization Alcohol Policy Agreement
• In some cases, a member may need to meet with
  another university representative!
• http//studentaffairs.depaul.edu/slife/forms/orga
  nization.asp

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What happens next?

• How long does it take to get approved?
• Why would my organization not be approved?
• Duplicate Clubs
• Not in congruence with DePaul mission

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So you got approved!

• Now youre one of us!
• Now what?
• Have a Meeting! then

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Reserving Space

• Student Centers (studentcenters_at_depaul.edu)
  (773-325-7346)
• Lincoln Park Student Center Rooms
• Munroe (Only reserves half of Munroe)
• DePaul Center 11th Floor
• Quad
• Cortelyou Commons (Opening Fall 06)
• Conference Services (312-362-8624)
• Loop 8th Floor Conference Center
• Loop Lifelong Learning Building
• Music Mart

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Reserving Space

• Academic Buildings
• Loop (Aileen Spencer, 773-362-5223)
• Lincoln Park (ShaJuan Young, 773-325-7300)
• SAC and half of Munroe
• Ray Meyer Fitness Center
• Rollie Madison, 773-325-4556

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Late Night Events

• Late Night Events Definition Room reservations
  (MPR, CC, etc) that start after 9pm and/or
  conclude after 11pm including any event that has
  a DJ or dance floor as the major focus, and/or
  when the event will include 50 or more of
  non-DePaul affiliated attendees.
• If your organization is having a late night
  event, you must meet with a student life staff
  member at least 14 days before your event.

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Extra Needs

• If your student organization has extra needs such
  as stages, outdoor space set-up, please contact
• Franco Sambataro Carrie Don
• Lincoln Park Campus Loop Campus
• Office of Student Life Office of Student Life
• 773.325.7361 312.362.5015

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Need some food?

• When you have an event and need food, you must
  use Chartwells!!! There are no exceptions.
  Student Organizations have the option of using a
  no frills menus.
• DePaul Dining Services
• http//www.mycampusdining.com/depaul/
• Contact Name Theresa Kleptach
• Email tkleptac_at_depaul.edu
• Telephone [phone]

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Liability Questions

• Have any concerns about Insurance
• Need coverage for?
• On campus events
• Off campus events
• Renting vehicles
• University vehicles
• Any insurance related question
• Treasurers Office
• Contact Person Office staff
• Loop Campus, Suite 1910 (55 East Jackson Blvd)
• 312.362.8848
• sham1_at_depaul.edu
• Before you contact the Treasurers Office,
  consult Student Life

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Trademark Questions

• The University seal is for formal, ceremonial
  uses ONLY
• Student organizations may not develop their own
  logos containing the words DePaul or DePaul
  University without permission, and only DePauls
  legal department may register a trademark on the
  universitys behalf.
• Before printing any advertisements or products
  containing a DePaul trademark, please have a
  sample approved by Student Life.
• NEVER use another persons or companys trademark
  without written permission.
• Contact Student Life with any questions
  regarding trademarks.

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What Can Student Life Do For You?

• ADVERTISING/ADMINISTRATIVE
• Copies - black/white color paper (.08/.10)
• If you are printing from a Student Life
  computer, you may only print one copy!!!
• Lamination - Laminate documents, fliers (5.00)
• Faxes - Incoming / Outgoing
• Poster/Poster Maker - Flyers blown up (Lincoln
  Park) (10.00)
• Advertising supplies - Butcher paper, paint,
  markers, balloons, sidewalk chalk (Lincoln Park
  ONLY)
• Mailboxes - Student Life offices

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What Can Student Life Do For You?

• TECHNOLOGY SUPPORT
• Voicemail
• Visit website http//ntg.depaul.edu
• Email
• netadmin_at_depaul.edu
• Website Visit DePaul ID services
• http//is.depaul.edu/communication/web/index.asp

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What Can Student Life Do For You?

• Promotional Table (Promo Tables)
• Organizations are allowed to use a promotional
  table for a period of up to (10) days per
  quarter. One reservation may be carried at a
  time.
• Phone or e-mail confirmations will be given on
  business days within 24-48 hours after form has
  been received.
• Promotional information may be displayed on the
  promotional table only. All such material must be
  removed once the table is vacated.
• Promotional tables must be used during the time
  period requested.
• Please call the Office of Student Life if there
  are to be any cancellations to avoid future
  penalties.
• The Office of Student Life seeks to avoid
  competition between student groups by preventing
  two groups from promoting the same
  event/item/fundraiser on the same day.

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What Can Student Life Do For You?

• Promotional Walls (Promo Walls)
• Student organizations may reserve promotional
  walls on a first come, first serve basis.
• Promotion of alcohol, profanity, or other things
  that do not support DePaul's mission is not
  allowed
• Groups may not reserve promotional walls for two
  consecutive weeks
• Promotional walls are reserved from Sunday to
  Saturday. Organization's materials that are left
  after Saturday may be disposed.

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What Can Student Life Do For You?

• Flyer Posting Policy
• All flyers must be approved by the Office of
  Student Life
• Flyers cannot exceed 11 x 17"
• Maximum flyers Student Organizations 15 (10 if
  larger than 8 ½ x 11")
• No staples or tape on bulletin boards- only push
  pins
• All flyers must have contact information on them
• All flyers to be posted must show original blue
  and red stamp- NO COPIES
• Only one flyer per bulletin board
• Flyers are approved for a two-week period, or if
  event occurs earlier, then one day after event
• Promotion of alcohol, profanity, or other things
  that do not support DePaul's mission is not
  allowed
• Student Life does not make copies, post flyers,
  or provide push pins
• All religious flyer (excluding registered
  religious student organizations) should get
  approval from University Ministry

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What Can Student Life Do For You?

• Chalking and Handbills
• ChalkingChalking is permitted on the sidewalks
  on the Lincoln Park campus only. No chalking is
  permitted on any vertical locations including
  sides of buildings, etc. All chalking must
  indicate the date, time, location and sponsor of
  the event. Chalking must be in a location where
  the advertising can be reached by rain
  therefore, no chalking is permitted under an area
  where there is an overhang. Any chalking placed
  in unauthorized locations will be removed by
  facility operations and the cost of removal may
  be charged back to the responsible party.
• HandbillsHandbills may be handed out anywhere on
  campus but cannot disrupt the flow of pedestrian
  traffic, especially in or near campus buildings.
  One copy of the handbill must be approved by and
  kept on file in the office of Student Life.

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Marketing Opportunities

• Help You Advertise
• The DePaulia - Offers student groups a 40
  discount!
• 773.325.2281
• Banners in LPC Student Center Atrium -
• Joe Skibicki 773.325.7433
• Video Channel in Student Center -
• 773.325.7346
• DePaul Black Board -
• Visit https//oll.depaul.edu/ and Complete the
  online requests form.
• If you have any further questions, please
  contact
• Christine Knox at cknox_at_depaul.edu

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Marketing Opportunities

• Help You Advertise
• Use Channel 4
• Located in all DePaul Residence Halls
• More information, email channel4_at_depaul.edu
• DePaul Radio
• Visit official website _at_ www.radio.depaul.edu
  wrdpspecevents_at_yahoo.com
• Student Life Website
• Email Amy amargol1_at_depaul.edu

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Media Relations

• What happens if you invite The Pope and he is
  coming to speak to your organization????
• You need to contact DePaul University Media
  Relations Office!!
• Contact Information
• 1 East Jackson Blvd
• Phone [phone]
• Fax [phone]
• http//newsroom.depaul.edu/

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Advocates
What is an advocate?
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What Does Your Club Advocate Do?

• - Help you navigate the University
• - Provide an extra set of eyes!!
• - Answers questions such as Why do we have to
  do it this way?
• - Supports your mission, goals and is there to
  help you succeed

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What Does Your Club Advocate Do?

• If you are interested in having an advocate,
  but you are not quite sure how to find one,
  please stick around after the presentation to
  meet with a staff member from the Office of
  Student Life

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CONTRACTS

• Youre approved, holding meetings, advertising
  and working with your advocate.now you are ready
  to start bringing in speakers, music,
  vendorsThis means they need to sign a contract!

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Contract Process

• Pick up or print a Contract Submission Form from
  the Office of Student Life or website.
• Complete the Contract Submission Form and attach
  it to three (3) original copies of the Standard
  Performance Contract each signed by the vendor or
  performer.
• Submit this to the Office Manager at either the
  LPC or Loop Office of Student Life.
• A full time Student Life staff person will review
  and sign the contract upon approval. If the staff
  person has any questions, he or she will follow
  up with the organization contact listed on the
  submission form.
• Once signed, the Office Manager will contact the
  student organization representative to pick up
  one signed original copy for the vendor or
  performer. Please do not forget to make a copy
  for your student organization records!

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Signing Contracts

• Absolutely no students or advocates can sign
  contracts. All contracts must be signed by a full
  time Student Life staff person.
• Please allow 2 weeks to process contracts after
  submitting. If the contract is over 5000.00,
  additional time may be needed.
• All student organizations must use the Standard
  Performance Contract with all performers or
  vendors.
• For any contracts over 1000.00, a student
  representative of the student organization must
  meet with a Student Life staff person.
• If your organization is using an off campus
  account to pay the vendor or performer AND the
  amount is over 500.00, your organization must
  submit proof that your organization has the
  necessary funds available, e.g. a copy of a
  recent bank statement.

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Signing Contracts

• Consequences for not following the contract
  policy
• Student Organizations that fail to meet the two
  week (14-day) deadline for submitting contract to
  the Office of Student Life are subject to
  possible sanctions.
• The 1st Offense.
• Written warning from the Office of Student Life
• The 2nd Offense.
• No promo tables or walls will be approved, no
  room reservations allowed to occur, nor will any
  contract be signed for any vendor or service for
  a period of 10 weeks of the academic calendar
  (not including summer)
• The 3rd Offense.
• Loss of registration for the student organization
  for a year
• All appeals to any sanctions will ONLY be heard
  by the Director of Student Life

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Signing Contracts

• Important Reminders
• Your organization must have a student life staff
  member review and sign all contracts, regardless
  if the event is on or off campus
• You must have a contract for any event even if
  you are not paying for the event
• Do not hesitate to set-up a meeting with a
  student life staff representative if you have
  questions

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Suggestions For Success

• Organization Development
• Meet and Greet
• Student Life Website
• Advocate Lunch
• Plan Ahead
• Collaboration

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Suggestions For Success

• Workshops
• Starting in the Fall 2006, Student Life will be
  offering workshops on
• Effective Programming
• Effective Publicity
• Working as a team
• Managing Conflict and much more.

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Suggestions For Success

• Meet and Greet
• Please join Student Life on October 4th in the
  Student Life Office in Lincoln Park from 4pm-6pm.
  Meet the staff and other organization members

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Suggestions For Success

• Student Life Website Check it Out!!!
• Exciting new changes to the Student Life website
  fall
• New format which will make navigating much easier
• Organizations will be able to update their
  information on-line
• Whats New section will continue to be updated
  every week
• Organizations can continue to email Amy
  (amargol1_at_depaul.edu) to post their organization
  events on-line under student life calendar

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Suggestions For Success

• Advocate Lunch
• Organization members now have the opportunity to
  take their advocate to lunch once per quarter
  -FREE!!Here's how it works- Two members of
  your organization plus your advocate may go to
  lunch free in either the Lincoln Park or Loop
  dining areas once a quarter- Email Franco
  (fsambata_at_depaul.edu) for lunch in Lincoln Park
  and email Carrie (cdon_at_depaul.edu) for lunch in
  the Loop, with the names of the two organization
  members who will be going to lunch, the advocate
  name and the date everyone will be going to
  lunch. Both students and the advocate must be
  copied on the email.- Stop by either the
  Lincoln Park or Loop office to pick up the three
  vouchers (both students and the advocate must be
  present when picking up the lunch vouchers)This
  is a great opportunity to get to know your
  advocate better, thank them for all of their work
  and talk about your organization.

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Suggestions For Success

• Plan Ahead
• Please make sure when planning an event, you
  allow enough time for the following
• SAF-B money (need to apply at least one month out
  from your event)
• Room Reservations reserving space is tough so
  please allow enough time to make your
  reservations
• Advertising getting information out about your
  event takes time. Creating buzz and word of
  mouth sometimes takes a couple weeks. Plan
  accordingly!

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Suggestions For Success

• Collaboration
• Advantages of working with other organizations
• Supports diversity and helps you learn how to
  work with students who might be different from
  you
• Strengthens the presence of your organization on
  campus joining forces will help make your
  organizations presence known and could build
  membership
• Money!!! Combining resources increases funds
• Create something your group couldnt do on its
  own
• Tap into different strengths

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Questions
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Before you leave

• Get your presenters business card
• Leave your contact information (name, phone,
  email)
• Remember where were located!
• Lincoln Park, 2nd Floor Student Center, suite 201
• 773.325.7361
• Loop Campus, 11th Floor DePaul Center, suite
  11027
• 312.362.5015
• http//studentaffairs.depaul.edu/slife