Event Planning Guide 2011-2012

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What’s in This Thing? – Table of Contents Who We Are Who’s Who in the Student Union Room Reservation Process Available Spaces Additional Information on Certain Types of Events Food Policy Equipment Provided and Available Associated Fees and Costs Funding & Banking Additional Resources for Event Planning

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Who We Are Associated Students Incorporated at Sonoma State University (ASI) Mission Statement: The Associated Student, Inc. is a student run auxiliary organization of Sonoma State University. Through our programs and services, the Associated Students, Inc. seeks to enrich the lives of all Sonoma State University Students. ASI provides community service and service-learning opportunities through Join Us Making Progress (JUMP), co-curricular events and activities through Associated Students Productions (ASP), an early childhood education and child development laboratory through the Children's School, as well as involvement and opportunities for student governance through Student Government. Additionally ASI provides funding resources to chartered student clubs and organizations, club accounting services, short-term loans and transitional housing for students of Sonoma State University. Center for Student Leadership, Involvement, and Service (CSLIS) Mission Statement: The Center for Student Leadership, Involvement & Service is committed to the development of the whole student and serves to promote educational endeavors outside the classroom. Our goal is to offer opportunities for involvement in campus activities that have a direct, positive impact on students' lives. Conference and Event Services (CES) Mission Statement: The mission of Conference & Event Services is to coordinate events that highlight campus facilities, services and staff to current and potential students, the local community and academic professionals. We strive to accomplish this mission by collaborating with internal and external clients to efficiently schedule these resources while increasing revenue and an enhancing the overall image and reputation of the University.

Student Organization Relationship with the Above Offices

CSLIS

Student Orgs

CES

ASI

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Who’s Who in the Student Union? Sonoma Student Union Corporation (SSUC) ...................................... http://www.sonoma.edu/afd/ssuc/ Executive Director, 42780 Tech Services Coordinator, 43969 Operations and Box Office Manager, 42783 Associated Students, Inc. (ASI) ............................................................. http://www.sonoma.edu/as/asi/ Executive Director, 42669 ASI President, 42817 Student Government Coordinator, 44061 ASI Senate Office, 44038 ASI Business Office, 43998 Associated Student Productions (ASP) ................................................. http://www.sonoma.edu/as/asp/ Program Coordinator, 42782 ASP Office, 42753 J.U.M.P. (Join Us Making Progress) ................................................... http://www.sonoma.edu/as/jump/ Community Service Coordinator, 43949 Jump Office, 44277 Center for Student Leadership, Involvement and Service (CSLIS) ............... www.sonoma.edu/campuslife Director, 42752 Campus Life Advisor, 42898 CSLIS Interns and Office, 44323 Conference and Event Services (CES) .................................................................. www.sonoma.edu/ces/ CES Office, 42475 Student Organization Event Coordinator, 43323 Multicultural Center (MCC) Staff, 42485 Information Desk Front Desk Reception, 44116 Other Important Numbers Seawolf Student Services ...................................................................................................................... 4-2308 Police and Parking Services ................................................................................................................... 4-2143 SSU Main Line........................................................................................................................................ 4-2880 Media Services (by IT) ........................................................................................................................... 4-2117 Housing.................................................................................................................................................. 4-2541 Rec Center (Front Desk) ........................................................................................................................ 4-4386

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Give Me a Room – Room Reservation Process To Request a space: Fill out the Request for Use of Facilities and Services (RUFAS). Please provide all the requested information. Blank spaces will only delay your reservation process. CES will try as much as possible to process late requests (less than 2 week notice) but there is no guarantee that it will be handled on time. To get the form go to:  Student Union, 1st floor, CES  http://www.sonoma.edu/ces/Forms/rufas.pdf  Call us at 664-2475 and we will be happy to e-mail it to you. You will need to print out the form as the signatures are mandatory.

Your Club Advisor needs to sign the form before it comes to CSLIS. There, either the Campus Life Advisor or Director of CSLIS, will put the final signature on the form and then submit it to CES for final approval.

RUFAS is submitted to CSLIS office where the Campus Life Advisor or Director will review and sign.

Organization fills out RUFAS form and has Club Advisor sign.

CES receives RUFAS from CSLIS and approves the event. CES sends an email confirmation.

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What Spaces Can We Get? – Available Spaces CES schedules: 

Classrooms, fields, outdoor venues, PE gyms

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Commons, Terrace Room, University Club, The Pub

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Cooperage

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Schulz 1121

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Housing meeting rooms 2 weeks in advance (Carneros, Chalk Hill, Viognier, Beaujolais, Casentino)

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Rec Center (except rope course and climbing wall)

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Warren, Ives 119, Ives 76, Person Theatre

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Student Union (MPR, Vista Room, Erin Fisher Room)

 GMC CES does not schedule: 

Computer Labs (IT web page for reservations)

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Darwin Labs

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Schulz (except 1121)

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Departmental conference rooms

About your reserved spaces: Classrooms:  Classrooms can only be confirmed after the Academic Calendar is ready for the following academic semester.  All meetings must end by 10:30 p.m. Buildings are locked by Police Services at 11:00 p.m. every night.  Dispatch will unlock the classroom for you, if the space happens to be locked, please call 707664-2143.  Dispatch will not unlock the Media Cabinet in the smart rooms. You will need to get a key from Seawolf Student Services in advance. The key control policy and forms to check out keys can be found at http://www.sonoma.edu/afd/customer/campuskeys.html. Recreation Center  Reservations scheduled during regular business hours must conclude 15 minutes prior to official closing of building.  Reservations that occur during non-operating hours will incur staffing fees.  Campus recreation programs and sports clubs will have no charge.  Student groups will have no charge during regular fall and spring semester hours.  Reservations must be turned in two weeks prior to date requested.  No outside food or drink is permitted.  If any chairs, tables, or floor coverings (for food) are requested a set up fee will be required.

Once your Request is processed you will receive an e-mail confirmation from CES. This confirmation will contain important information about your event, including cancellation and rental fees. Please, contact CES right away if you have questions or if you don’t 6 hear back after one week.

Oh, So You Special, Huh? – Additional Information on Certain Types of Events Large events (more than 100): Require a Police Form 30 days in advance. The Police Form needs to be turned in to the CES office and not directly to Police and Parking Services. The link to the Police Form is: http://www.sonoma.edu/ps/forms/eventform.pdf Dances: A meeting will need to be scheduled with the Event Staff manager, CSLIS Student Assistant, and Event Staff is required in addition to filling out a Police Form. You will need to contact Bruce Berkowitz from ASP to set up a meeting to discuss specific security needs. Tickets will need to be ordered through the Box Office and sold or signed out.

Groups reserving space assume liability for any damages resulting from an event. Events with animals on campus: The CES office will need to get a Certificate of Insurance for this type of event. The insurance must name as additional insured: 1) The State of California 2) The Trustees of the California State University 3) Sonoma State University, its officers, agents, employees and volunteers If you need to see a sample please go to the CES office. The contact person also will need to read the Animals on Campus Policy at http://www.sonoma.edu/UAffairs/policies/animalspolicy.htm The Environmental Health and Safety department's criteria are: 1) Owner or designee takes full responsibility of transportation of animals onto and off of campus; 2) Owner or designee will be present and monitor safety, well being and maintain control of animals at all times; 3) No one is to pet or otherwise handle the animals except for the designated handler; 4) Location needs to be approved by CES- Police will be notified by CES 5) Site will be cleaned to pre-use condition following the event by organizer/ handler. Events where parking lots are used as a pick-up or drop-off area for Shuttle Services: A RUFAS and Police form must be submitted 30 days in advance to the CES office. Police and Parking Services will determine which parking lot will be scheduled. A Certificate of Insurance from the bus service company also will need to be submitted to CES prior to the date of the event. This certificate does not need to name CSU or SSU as additional insured. Amplified Sound outdoors: During the week, only permited from 12:00 p.m. to 1:00 p.m., preferably in the Darwin/ Stevenson Quad.

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Events where items are sold: Items can be sold only as part of an existing event and cannot be the main point of the event. Off campus organizations and companies can be invited to sell their products as long as they don’t compete with SSU vendors and their products are linked to the nature of the event. The official SSU logo cannot be used. Food and drinks cannot be sold under any circumstances by off campus vendors. Each vendor will need to fill out a Campus Sales and Solicitation Application, which will need Cabinet approval. This form is located in the CES office. Raffle tickets also require a Campus Sales and Solicitation Application. The RUFAS and each vendor application will need to be submitted to CES at least two weeks prior to the event. Photography and filming: Filming and photography on campus are permitted only if it do not interfere with normal University business and/or previously scheduled events. Academic programs, parking for the campus community, and students in the Residential Community cannot be impacted. Any set decorations installed on University premises shall be erected only with the written permission of the University. Events with inflatables (Jumpy houses): Dry inflatables during hot days can only stay up for a maximum of 4 hours (it will kill the grass if left longer). Water inflatables are OK for longer periods of time. Please, be specific on the RUFAS about the number and type of jumpy houses, and the exact location where it (they) will be placed. If you are not sure about the closest electrical outlet please ask CES in advance. Stakes in the ground: Stakes (wood, plastic or metal) can only go 6 inches into the ground; irrigation pipes can be punctured if the stakes are placed deeper. Please indicate on the RUFAS the intent to place stakes as CES needs to inform Landscaping. Events where vehicles need to drop-off equipment: Clubs and organizations are responsible for making arrangements through CES and Police and Parking Services. As of now, Police and Parking Services offers free parking passes to performers. Arrangements to receive a pass need to be made at least 2 weeks in advance and can be done by contacting [email protected]. Police and Parking Services will designate the availalble lots to be used.

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We Want to Eat – Food Policy Events with food: Events open to the campus at large or to the general public must use SSU Catering Services. When you check ‘Yes’ for ‘Catering needed?’, someone from Catering Services will contact you regarding your needs. Please make sure that you read all information when using dining services for catering. There are often multiple forms that need to be signed and deadlines that need to be met in order of for your organization to not be charged late fees. Your on-campus advisor needs to sign off on all catering contracts, as does the Campus Life Advisor. Other events with food: Club Food Sales:  Chartered Student Organizations are allowed to sell food to raise funds in support of their programs or as an integral part of an organization event.  Sales must be in compliance with any agreements between SSU and contracted manufacturers.  Sales are limited to nonperishable foods.  “Nonperishable food” is defined in the SSU Food Service and Sales policy as nonpotentially hazardous.  Examples of nonperishable food include baked goods (without custard or whipped cream), hot beverages, punch (in non-galvanized containers) and candy.  All items must be individually commercially prepackaged.  No home preparation or storage is allowed.  No unpacked food that has been served to any person or returned from any eating area shall be served again or used in the preparation of other food. Procedure: Submit a completed Request for Use of Facilities form to the Conferences & Events Services Office to reserve your time and space. Forms need to be submitted no less than two weeks prior to the first date requested. Food sales are limited to the Stevenson Breezeway, Stevenson Pass Through (opposite side from Redwood Lounge), and the Schulz Monument between the hours of 8:00 am and 2:00 pm. One sale per location at any given time is allowed. Tables may be reserved through the Events office for a fee, or picked up from the Student Union free of charge but table availability is not guaranteed. Potlucks:  Potlucks may be held for members within an organization.  Food served by outside caterers, vendors, or restaurants is at no time permissible.  Potlucks may not be held in a University Dining Services facility such as the Commons, Pub, or Zinfandel Dining Hall.  If guests from outside of the organization will be attending, the event is no longer exempt from the food policy and Catering Services must provide the food.

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Alcohol:  All alcohol served at events sponsored by a student organization must be served by Dining Services staff or trained  Since the employees of Dining Services have a personal responsibility in the sale and distribution of alcohol, our servers have the right to refuse service to any individual or close a bar at an event.  Groups which violate the University’s Alcohol Policy or University Dining Services’ Alcohol Guidelines may be declined the service of alcohol for future events and are subject to student discipline.  Anytime that alcohol is provided at an event sponsored by a student organization, the group must submit a completed Police Request Form to the Office of Conference & Event Services.  A police officer may be assigned to provide security for the event. This form needs to be submitted no less than 30 days prior to the scheduled day of the event. If your form is not submitted 30 days in advance Police and Parking Services may be unable to staff the event and the event may be cancelled.

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We Get What? - Equipment Provided and Available Cooperage: Microphones, screens, data projector, Internet connection, portable computer, CD player, VCR/TV on cart, easels (no pads or markers), tables (rectangular and small round), chairs and white board (no markers). The Cooperage AV can only be operated by CES, specific needs must be communicated at least 7 business days prior to the event. The Cooperage can be used “As Is”: Cooperage 1 and Cooperage 3 will have approximately 10 rectangular tables and 80 chairs available each; Cooperage 2 will have approximately 20 rectangular tables and 160 chairs, the stage and the pull down screen available. Configuration of tables and chairs may vary as it is more often than not the same setup as the group prior to you. If round tables, specific configuration of equipment, extra chairs, etc. are needed, please notify CES at least 7 business days in advance. Classrooms: Mostly “As Is”. If additional equipment not typically in the classroom (microphone, extra tables and/ or chairs) is needed, please notify CES at least 7 business days in advance. Please, read under ‘Space Unlock’, how to get the key to the Media Cabinet. The Commons: The Commons has two large pull down screen, 4 by 4 tables and chairs. Lecturn and microphone, the stage and large tables (rectangular and round) can be requested through CES. Additional AV equipment (data projector, portable computer, etc) has to be arranged through Media Services (Schulz 1st floor). CES does not make such arrangements.

Rec Center: Chairs and tables (small number); easels, lecturns and microphones, tarps, CD player and stereo system, and some sport equipment available. If any of this equipment is needed please notify CES at least 7 business days in advance. Student Union: The Multipurpose room has chairs, rectangular tables, a data projector with sound capabilities (but not computer), DVD player, VCR and microphones. Round tables can be requested through CES at least seven business days in advance. The Erin Fisher Room has tables and chairs, and limited AV capabilities. The Vista Room has one conference room table and chairs. No AV available.

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Quads and fields: All needed equipment (tables, chairs, trashcans, recycle bins, umbrellas, etc) needs to be requested through CES in advance. Please, allow at least two weeks for large events (fairs, tournaments, etc). Equipment and Services provided at the discretion of CES: CES will determine the need for directional signs, additional mowing, monitoring of field watering, and in some cases, additional trashcans and recycle bins. If Catering services are requested, the number of buffet tables will be determined by CES and Dining Services. The following items are prohibited at SSU:  Candles, open flames, and insence are not allowed indoors. ‘Fake candles’ (battery operated) are permissable.  Open fire is not allowed outdoors; charcoal for BBQs is permissable  Driving vehicles on pathways (golf carts are permissable)  Camp-outs, tents, or couches outdoors.

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Oh Wait, We Have to Pay for This Right? – Associated Fees Fees can be divided into two categories: The ones paid by Administration and Finance, and the ones paid by the Student Clubs or Organizations. Fees paid by Administration and Finance:  Room use / Set up for Commons, Cooperage, Student Union and Residential Community spaces.  AV Services for the Cooperage.  Police Services fees.  After hour staffing of Rec Center and Student Union.

The fee waiver is a privilege: Should you cancel with less than 3 business day's notice, your club will be charged in full for the room rental, set up and AV support if applies. With your room confirmation, you will receive a quote from CES indicating how much the fees would be if not cancelled on time. Events will be considered no-show after 45 minutes from the start of your reservation. Your club will be charged in full for the room rental, set up and AV support if applies. Room Rental and Services (set up and AV): Cooperage 1 and 3: ..................................................................................................... $43 per 4 hour block Cooperage 2: ............................................................................................................... $82 per 4 hour block MPR: ........................................................................................................................................ $19 per hour Erin Fisher Room: ................................................................................................................. $6.25 per hour Vista Room: ............................................................................................................................... $3 per hour Carneros: ........................................................................................................................... $10. 75 per hour Chalk Hill: ............................................................................................................................ $10.75 per hour Viognier: ............................................................................................................................... $4.50 per hour Beaujolais meeting room: .................................................................................................. $14.50 per hour Casentino: ................................................................................................................................ $13 per hour Commons, Terrace room, University Club and Vintage room: ........................ $20 per hour attendant fee Pub: ........................................................................................................................... $125 per 4 hour block Commons set up: ................................................................................................................................. $100 Cooperage set up: .................................................................................................................................. $25 Cooperage AV: ......................................................................................................................... $20 per hour Student Union after hour staffing: .......................................................................................... $20 per hour Fees paid by the Student Clubs or Organizations:  Rental of equipment beyond what ‘lives’ in a space: additional tables, chairs, lecturn, microphone, stage, fencing, etc.  Damages to indoor or outdoor locations. This fee may vary depending on the damage.  Lost keys: Keys that are not returned within 48 hours will be considered lost and a rekeying of the space will be done and charged to your group. Typically, this is between $25 and $200 depending on the space.

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Equipment Rental and Set Up (includes delivery for all): Chairs (metal)- ................................................................. $1 each, with no set up; $1.25 each with set up. Chairs (white)- .................................................................. $2 each, with no set up; $2.50 each with set up. Tables (rectangular)- ......................................................... $7 each, with no set up; $10 each, with set up. Tables (round)- ................................................................ $10 each, with no set up; $12 each, with set up. Lecturn and microphone- ..............................................................................................................$30 each. Stage- ................................................................................................................................................... $175. Trashcans and Recycle bins are free of charge. Indoor Spaces and Maximum Occupancies: Commons: Theatre style: 225 Cleared: 450 Round tables: 200 Fair style: 26 rectangular tables

Larger classrooms: Warren: 212 Stevenson 1002: 128 Darwin 103: 125 Darwin 102: 77 Carson 68: 70 Stevenson 3008: 68 Salazar 2016: 62 GMC 1057 and 1058: 59 each

Cooperage: Theatre style: 400 Dining: 250 Residential meeting spaces: Beaujolais and Casentino: 100 each Chalk Hill: 90 Carneros: 55 Viognier: 20

Rec Center: Mt Everest gym 850 Mt McKinley gym 370 Niagara Studio 200 Silver Strand Studio 130 1st Floor Lobby 170 Lotus Wellness Classroom 50

Athletic venues: Main Gym: 2000 Fieldhouse: 300

Space unlock: Classrooms and indoor PE facilities are unlocked by Police Services. Dining facilities, including the Commons, are unlocked by Dining. Facilities in the Student Union are unlocked by CES. Rec Center facilities are unlocked by the Rec Center. Chalk Hill, Viognier, and Carneros- keys to be checked out with SSU ID through Housing/Zinfandel Desk. Cooperage- keys to be checked out with SSU ID through the Student Union Front Desk, M-Th 8:00 a.m. to 9:00 p.m. and Fri 8:00 a.m. to 6:00 p.m. No keys will be issued during the weekend or holidays. Beaujolais and Casentino Meeting Rooms- key to be checked out with SSU ID through the Tuscany desk between 11:00 a.m. and 11:00 p.m. or through the Student Union Front Desk between 8:00 a.m. and 11:00 a.m. (only M-F).

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Keys that are not returned within 48 hours will be considered lost and a rekeying of the space will be done and charged to your group. Typically, this is between $25 and $200 depending on the space. Please, remember to lock the space when leaving. Missing items from the room could be charged to your Club account. Your organization may not be allowed to use a space for a semester if the doors are left unlocked.

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So How Do We Pay for this Again? – Funding and Banking ASI Grants: The Associated Students, Inc. at Sonoma State University exists to enrich the lives of students. To meet its mission, ASI provides funding to chartered student clubs and organizations through the ASI Grants Process. What is a Grant? A Club Grant is money provided to student clubs and organization by your Associated Students Government. All chartered clubs and organizations in good standing are eligible to receive funding; all you have to do is apply! The Associated Students, Inc. has allocated $26,545 per semester for the Grants Process, for a total of $53,090 There are 6 basic steps to the Grant Process: 1. Access the Grant Request Form using Org Sync 2. Select the appropriate form (Programming, Travel or Supplies & Equipment) 3. Input the requested information 4. The ASI VP of Finance will respond to your Grant Request via Org Sync 5. Meet with the Finance Committee a. The committee will review your grant and take action 6. Funding will be approved, denied or deferred Student Club and Organization Grants There are three categories in the Grant Process; each category has a different maximum funding amount. Once a student club or organization has reached the maximum funding amount for each category, they are no longer eligible to be funding in that category. 1. Programming - $3,000 To qualify for this tier, clubs and organizations must make hosted events open to all students of the University. All events must be actively marketed to students outside the organization’s standard demographic with flyers or signs containing the ASI logo. Should a cover fee be charged to attendants, the ASI Finance Committee reserves the right to implement a stipulation on the request related to the fee charged of students and may require that such fees be discounted by a minimum of one (1) dollar, up to 20 percent (20%) of the base fee, or contingent by a fixed dollar amount per ticket based on the number of tickets sold to students per each event. (Limit $2,000 per Club, per Request)

2. Travel - $1,000 Must in some way enrich leadership, academic, professional or athletic development. Items qualifying may include, but are not limited to physical travel costs to and from and registration for conferences, competitions, and seminars including flights, vehicle rentals, conference fees, and fuel reimbursement. (Limit $1,000 per Club, per Year)

3. Supplies & Equipment - $500 Funds the purchase of items that will assist in building club infrastructure, or to recruit and retain members. Split into two separate categories.

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3a. Items funded may include, but are not limited to, materials for event or meeting promotion, banner and signs, club officer business cards, binders for club members, and general office supplies. 3b. Items specifically oriented towards club development, including dues and entry fees of sports clubs, professional membership or association dues, and equipment purchases that will belong to the club in perpetuity (and will not become personal property). (Limit $500 Per Club, Per Year)

ASI Grants CAN fund the following:  Publicity/Advertising  Supplies & equipment rental for event  Fees for speaker/performer  Travel costs for speaker/performer  Lodging for speaker/performer  Travel for Organization  Office Supplies ASI Grants CAN NOT fund the following:  Food or Alcohol  Clothing/Costumes  Awards, Wages, or specialty items for club members Things to Note:  Student clubs and organizations are not automatically awarded Club Grants; a Grant Request must be submitted and approved to receive funding 

Grant Requests will be evaluated on a case-by-case basis.



Not all programs/activities or all components of an program/activity may receive funding.



Publicity and Advertising merchandise purchased with Grant money must give sponsorship credit to the Associated Students, Inc. by using an approved ASI logo.

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All student clubs/organizations requesting funds must be officially recognized with the Center for Student Leadership, Involvement & Service by the date of submission of the request

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All grant requests will be reviewed by the ASI VP of Finance and/or the ASI Organization Council Finance Committee, which may require a presentation from the club requesting the funds

Finance Committee The Finance Committee is responsible for reviewing and approving grants through the ASI Grants Process. 

For a grant to be reviewed by the Finance Committee, a grant request must be received a minimum of one (1) week before the AS Senate meeting date (Tuesdays at 6:00 p.m.). 17

The Grant Request Form All forms for the ASI Grants process can be located on Org Sync: www.orgsync.com 1. Login to your Orgsync account 2. Click the tab “My Orgs” and select CSLIS 3. Click the “Forms” tab in the menu section, which can be found on the left side of your screen 4. All three forms will be located at the bottom of the Forms list, arranged alphabetically 5. Once you have selected the appropriate grant category, click on the link, which will direct you to the below screen. Click the ‘Fill Out’ button to begin entering your information into the form. 6. Once the form is completed, click the submit button at the end of the form. The ASI VP of Finance and ASI Student Government Coordinator will automatically be notified upon submission. Spending an Grant Once a Grant Request has been approved by the ASI VP of Finance or the Finance Committee, an award letter detailing the amount of funds awarded and approved spending items will be distributed. Approved grants will remain active for use by a student club or organization until the end of an assigned quarter, which will be specified in the Grant Award Letter, i.e. March 31st 2011. Clubs and organizations have until the specified date to submit the required paperwork to the ASI Business Office to use approved grant funds. Once the end of the quarter has passed, unused funds will be rescinded. Each expense must be accompanied by a Grant Expenditure Voucher, located at the Student Union Front Desk and ASI Business Office. Have Grant Questions? If you have further questions, contact: Jason Fitzer, ASI Student Government Coordinator 707-664-4061 [email protected] Or Visit www.sonoma.edu/as/sg/ to view ASI Club Funding Procedures Or Stop by the Student Government Office, 2nd Floor – Sonoma Student Union.

Access to Your Club Account Sonoma State University requires that all chartered student organizations maintain accounts on campus. Student organizations do not have to keep their money in an Associated Students account. The SSU Academic Foundation provides the same service on campus for a fee. Note that in order to take advantage of the student organization menu through CES, organizations must have an ASI account. No off campus, accounts are to be established by student organizations. Special note: If at any time, a student organization becomes delinquent in paying its debts or if the Club Account with ASI becomes overdrawn, all student organization privileges will be suspended. 18

Opening an account at Associated Students To open an account with ASI, student organizations must be chartered through the Center for Student Leadership, Involvement, and Service. As one-step in becoming an officially chartered organization, the officers must complete a signature form and return it as part of their charter packet. Upon receipt, ASI will assign the student organization a three-digit account number that will be used to identify the organization. Depositing money into a Club Account To deposit money into your account, bring your cash and/or checks (made payable in the student organization’s name or to Associated Students) to the front desk in the Student Union during normal business hours. Large quantities of coins must be rolled. You will be asked for the student organization name and account number and for a brief description of the source of the funds. You will be given a receipt for the money that includes all pertinent information. This receipt is your proof of deposit. Funds deposited are immediately credited to your account. Special Note: The Club Account will be reduced if any deposited checks are returned by the bank for insufficient funds (NSF). The NSF check will be returned to the student organization, at which time the check may be re-deposited or the student organization may make other attempts to collect cash from the individual. Disbursing money from a Club Account To disburse money from the Club Account, complete a Club Expenditure Voucher form and return it to the CSLIS office by 5:00 p.m. on Mondays. The check will be available to be mailed or picked up the following Friday by 12:00 p.m. if the voucher was complete, accurate, and funds are available in the account. Student organizations are responsible for planning enough in advance to allow for this processing time. Special check processing schedules apply during the winter and Spring breaks and during the summer months. It is strongly recommended that all backup documentation be attached to Club Expenditure Voucher if funds are related to Grants received by the student organization from ASI. Charging Services at the Student Union The ASI has established a relationship with the Student Union designed to enable student organizations easier access to Student Union services. Organizations must complete a Student Union Authorization form as part of the chartering process each year. Authorized members will be able to charge Copy Center, Banner, Tech Services and Room Rental services at the Student Union on behalf of the student organization. All of these charges will be deducted from your ASI Club account directly. If a student organization chooses to provide another type of payment for Student Union services, special arrangements must be made with the Student Union at the time of the charge to prevent the charges from being deducted directly from your ASI Club account. The organization is then responsible for submitting a Club Account Expenditure Voucher form to the AS office to pay the debt. 19

Charging services at other on-campus organizations Student organizations may also charge on-campus services provided by Sonoma State University and Sonoma State Enterprises services (such as Campus Prints, Bookstore, and Food Services). The student organization must have sufficient funds available in their ASI account to cover the cost of these services and are responsible for the timely payment of these debts through their ASI accounts. Arrangements must be made with these organizations for your club to be invoiced for any services provided. These invoices should be sent to your club box in the Student Union, and paid from an ASI Club account using standard Club Expenditure Voucher forms. Please remember to provide a copy of the invoice with the expenditure voucher. Reconciling your account It is the responsibility of the organizations treasurer or other appointed official to maintain accurate records of the student organizations financial transactions. The ASI will deliver monthly statements showing a summary of the organizations account transactions to the Club Mailboxes. Detailed printouts will be delivered to the Mailboxes quarterly and are available any time upon request. Special note: All overdrawn accounts will be reported to the Center for Student Leadership, Involvement, and Service; this will affect your ability to re-charter each year, and your student organization will be suspended from further activity until the overdraft is paid. Sport Club Insurance Associated Students, Inc. Sponsors catastrophic event health insurance for all members of Sonoma State University Sport Clubs.

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HELP US!! – Additional Resources for Event Planning ASP Associated Students Productions (ASP) is the source for SeaWolves searching to fill in their social calendars. As the event programming arm of SSU's student government, we offer scores of events every year both on and off campus including concerts, comedy shows, new movies, lectures, theater arts productions, free bowling nights as well as a number of other fun filled activities. Best of all, ASP programs are free or moderately priced. JUMP Join Us Making Progress (JUMP), the community service program of the Associated Students Inc., provides Sonoma State University students the opportunity for personal growth, leadership, and education through service to the campus and the community. By organizing service and advocacy opportunities in response to our community's needs, JUMP encourages students to pursue purposeful action and education while promoting change and impacting our world. The following vision and values statements aim to provide a framework for student development and programmatic accountability. Join Us Making Progress aims to:  Provide intellectual, emotional, social, and physical development to student's engaged in cocurricular service-learning  Deliver needed services to Sonoma State's six county service area  Provide student leadership opportunities on and off campus  Advocate for social responsibility within the College community, as well as nationally cultivate critical thinking skills and engage student citizens in a democratic framework  Foster exploration in careers for the common good through experiential education  Encourage collaboration with students, community partners, faculty, and staff. Sonoma State Union Corporation (SSUC) SSUC is funded by the Student Union Fee as well as income from its programs and services such as intramurals fees, outdoor recreation trips, and technical support for campus events and activities. SSUC has approximately 120 student employees and seven full-time employees. SSUC’s annual operating budget is approximately $2 million. Banners Banners are put up for a week at a time, up to 2 consecutive weeks. The cost is $5 per banner/per week. Bring your banner to the Student Union by 12:00 p.m. on the Thursday the week before it is scheduled to go up. If a group/organization would like to make their own banner they are free to use our markers and our room. Posting The information desk is responsible for receiving and stamping materials to be posted by the Union Posting Crew. Let them know if you would like your material posted in specific places. Items of Note:  University Departments and Organizations can leave 30 items for posting.  Off Campus entities can leave 15 items for posting. 21

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Due to the University Signage Policy, the University does not allow for people to post their own materials. The posting crew usually picks up about once a week, so their items do not get posted right away.

We post on main campus. If people would like items posted in the Residential Community, they need to bring their items to Residential Life. Off campus materials will not be posted in the Residential Community. Multicultural Center (MCC) The MCC provides forums for members of the SSU community to advance their understanding of social justice issues and their multiple complexities. The MCC supports identity based student organizations and individual students by providing educational opportunities and resources. Additionally, the MCC will build relationships with students in order to support their retention and graduation.

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