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Welcome to
STUDENT GOVERNMENT ASSOCIATION The The Student Student Government Government Association Association is the university-wide is the university-wide governing governing body body representing studentsin all in divisions all divisions representing students of the of the university. SGA consists university. The SGA The consists of executive, of executive, legislative, and legislative, and judicial branches. judicial branches. The powers of the executive branch are The powers the executive branch are vested in theofstudent body president and vested in the student body vice president, who represent thepresident concerns and vice president, the of the student body. who The represent students elect concerns of the student body. The these two officers each spring semester. students theseoftwo Some of elect the duties theofficers studenteach body spring semester. Some of duties1) president and vice president the include: of the studentand body president and of vice administering enforcing the laws the president include: 1) administering andof student body; 2) signing or vetoing acts enforcing laws 3) ofcalling the student body; the studentthe senate; and presiding 2) signing or vetoing acts of the student over meetings of the student body; 4) senate; 3) calling and presiding over making recommendations for legislation meetings of the student body; 4) making to the student senate; and 5) creating new recommendations for legislation programs that address the needstoofthe the student senate; and 5) creating new students or better the campus. programs that address the needs of the students or better the campus.
Stacey Pierre Stacy Student BodyPierre President Student Body President
2 | 2018 Senate Guidebook
The The judicial judicial branch branch functions functions as as the the supreme court of the student supreme court of the student body. body. This This branch branch hears hears appeals appeals from from groups or individuals on such groups or individuals on such issues issues as as controversies controversies involving involving constitutionality constitutionality of of actions actions by by students students or or student student groups groups and violations of the and violations of the student student body body constitution constitution and and statutes. statutes.
The branch is is made made up up of of the The legislative legislative branch the student senate. Each of the 80 members student senate. Each of the 80 members of of the the senate senate represents represents academic academic divisions of FSU and divisions of FSU and works works diligently diligently to to ensure that all are heard ensure that all students students are heard and and their are represented. is the their interests interests are represented. ItIt is the body that Florida law requires allocate body that Florida law requires allocate the the $13 budget. million Senators budget. entireentire annualannual $13 million Senators sponsor bills to appropriate sponsor bills to appropriate funds, adopt funds, adopt statutory and amendments statutory amendments revisions, and and revisions, and approve constitutional approve constitutional amendments for amendments the process. student body the student bodyfor electoral electoral process.
Brandon Brown Brandon Brown Student Body Vice Student Body VP President
Omar Pimentel OmarBody Pimentel Student Treasurer Student Body Treasurer
sen·a·tor (ˈsɛn.ə.tɚ)
uents through resent the opinion of their constit rep to e abl be to ed ect exp is r Statutes, Each Senato rsity Constitution, Student Body ive Un te Sta rida Flo the of dge an extensive knowle h of these sources shall aide the SGA Financial Manual. Eac and , ure ced Pro of les Ru ate Sen statutorily responsible decisions. Senators in making fiscally and
TABLE OF CONTENTS Breaking Down the SGA Structure.............................................. 4 Bill 2018 Allocation ...................................................................... 5 SGA Signature Events................................................................. 6 Executive Branch Purposes and Missions ................................. 8 Bureaus Purposes and Missions ................................................ 10 Agencies Purposes and Missions ............................................... 12 Student Senate Leadership......................................................... 14 Student Senate Committees........................................................ 16 Communication & Resources...................................................... 17 What do Senators do?................................................................. 18 Example Meeting Agenda ........................................................... 19 Parliamentary Procedue............................................................... 20 Types of Legislation...................................................................... 21 Example Statuatory Agreement................................................... 22 Researching & Writing Legislation............................................... 24 Career Readiness........................................................................ 25 Where Your Leadership Position Can Take You ........................ 26 Leadership @ the Next Level ...................................................... 27 Time Management 101................................................................2 8 Relationship Building ................................................................... 30 Top 10 Important Ways to Practice Self Care ............................ 32 Resources for Success................................................................ 34 Financial Manual.......................................................................... 36 Marketing...................................................................................... 42 SGA Staff...................................................................................... 44 Allies and Safe Zones.................................................................. 46 Notes ............................................................................................ 50
REMEMBER! Your Senate President and Pro-Tempore have an open‑door policy and encourage senators to reach out when writing legislation. 2018 Senate Guidebook | 3
EXECUTIVE BRANCH
STUDENT BODY TREASURER
AGENCIES
STUDENT BODY VICE PRESIDENT
STUDENT BODY PRESIDENT
SENATE PRO TEMPORE Deputy Treasurer
SENATE PRESIDENT
STUDENT SENATE
DIVERSITY & INCLUSION INSTITUTE
TRANSFER LEADERSHIP INSTITUTE
FRESHMAN LEADERSHIP INSTITUTE
Sophomore Class Council
Junior Class Council
Senior Class Council
CLASS COUNCILS
Office of Servant Leadership
Office of Entrepreneurship and Innovation
Office of Student Sustainability Initiative
Student Council for Undergraduate Research and Creativity
The Center for Participant Education
Inter-Residence Hall Council
Office of Governmental Affairs
BUREAUS
Veterans Student Union
Women Student Union
Pride Student Union
Hispanic/Latino Student Union
Black Student Union
Asian American Student Union
The mission of the Student Government Association (SGA) is to provide FSU students with representation, services, and advocacy within the university structure. The SGA provides quality leadership for, and accountability to, its constituency by recognizing that strength arises from diversity, engagement, and dialogue.
Student Government Webmaster
V-89
Student Publications
First Responder Unit
SAFE Bus
Child Development Center
AFFILIATED PROJECTS
Budget Finance Judiciary Student Affairs Internal Affairs Rules & Calendar
FUNDING BOARDS Resources for Travel Allocations Committee (RTAC) Programming Allocations Committee (PAC)
LEGISLATIVE AIDES CONGRESS OF GRADUATE STUDENTS COGS Supplemental Allocations Committee (C-SAC) Medical School Council (MSC) Law School Council (LSC) Presentation and Attendance Grants International Presentation Grants
CHIEF OF STAFF Deputy Chief of Staff
CABINET Academic Affairs Arts Community Affairs Communications Diversity and Inclusion Internal Affairs Programming STEM Development Student Affairs
JUDICIAL BRANCH
CHIEF JUSTICE
JUSTICES
ATTORNEY GENERAL
STUDENT DEFENDER
CLERK OF THE COURT
ELECTIONS
ELECTIONS
Supervisor of Elections
Deputy Supervisors of Elections
OTHER ENTITIES
SGA ACCOUNTING
ALLIES & SAFE ZONES
CAMPUS RECREATION
UNION BOARD
HOMECOMING
HEADLINERS
GOLDEN TRIBE
4 | 2018 Senate Guidebook
BILL 2018 ALLOCATION
2018 Senate Guidebook | 5
STUDENT GOVERNMENT ASSOCIATION
SIGNATURE EVENTS SGA Welcome Back BBQ (First Wednesday of the Academic Year)
Pride Drag Show (First Friday of Semester in Club Downunder) Away Game Watches on the Green (Night Games coordinated by Class Councils) Freshman Leadership Institute (Mondays Fall Semester) Transfer Leadership Institute (Tuesdays Fall Semester) Black Student Union Seminole Minority Leadership Institute (Thursdays Fall Semester) Noles Engaged in Politics (Every Other Monday Fall Semester) Golden Tribe Lecture Series (ongoing through academic year) Hispanic Heritage Month (September 15-October 15) Pride Month (October) Budget Hearings SGA Fall Elections (Senate, Congress of Graduate Students, Campus Recreation Board) SGA Fall Inauguration Black Student Union Pageant 6 | 2018 Senate Guidebook
Black Student Union Pep Rally
STUDENT GOVERNMENT ASSOCIATION SIGNATURE EVENTS Women Student Union Love Your Body Week Veteran’s Awareness Month (November) Veteran’s Film Festival Black Student Union COBOL (Coalition of Black Organizational Leaders) Showcase Asian American Student Union Fall Formal Black Student Union Bobby E. Leach Ball Diversity & Inclusion Institute (Spring Semester) MLK Week Senior Class Council’s 100 Days to Graduation Celebration Asian American Student Union Lunar New Year Celebration Black History Month (February) SGA Spring Elections (Executive Branch, Senate, Union Board) SGA Spring Presidential Inauguration Pride Student Union Trans Awareness Week Black Student Union Elections & Inauguration Women’s History Month (March) Inter Residence Hall Council’s Lord of the Wings Office of Servant Leadership’s Service Fair FSU Day at the Capitol Asian American Heritage Month (end of Spring break-middle of April) Pride Prom Women Student Union Rape Culture Awareness Week Hispanic Latino Student Union Gala Senior Send Off (late April, Senior Week coordinated by the Class Councils) Student Council for Undergraduate Research and Creativity, OWL Release Senate Meetings (every Wednesday night) Congress of Graduate Students Meetings (First & Third Monday nights) Agency General Body Meetings- GBMs (approximately once a month) Center for Participant Education Workshops Allies & Safe Zones Workshops (approximately twice a month) “When you learn something from people, or from a culture, you accept it as a gift, and it is your lifelong commitment to preserve it and build on it.” — Yo-Yo Ma
2018 Senate Guidebook | 7
Executive Branch Purposes & Missions
The Executive Branch of Florida State University’s Student Government Association includes the Office of the President, the Executive Cabinet, Agencies, Bureaus, Class Councils and special Executive Projects such as the Freshmen Leadership Institute and Transfer Leadership Institute. The Executive Branch is the administrative, advocacy, and programming branch of SGA. The Executive Branch represents the student body, through the Student Body President, on the Board of Trustees and on various committees and university-wide collaborations to work towards improving the quality of life of all students at Florida State. While there are standard processes, duties, and signature events for each component of the Executive Branch, each year’s administration may shift projects and agenda in the best interest of the student body.
EXECUTIVE CABINET The Executive Cabinet is created by the Student Body President to assist the Executive Branch in their duties and goals for each administration. Cabinet positions are most often project or area-based positions, in which individuals work independently to support initiatives and programs of the Executive Branch. They are created and selected each year based on the priories of the Office of the Student Body President. Secretary of Academic Affairs: Provides information and program options on academic issues and work with academic entities of the campus to further scholastic goals. Secretary of Arts: Maintains communication with the College of Music; College of Visual Arts, Theatre and Dance; College of Motion Picture Arts; and any on-campus entities dealing with the arts. Secretary of Community Affairs: Informs SGA about local projects that foster a strong sense of commitment to community involvement. Secretary of Communications: Maintains strong and consistent relations with various media outlets, effectively communicates to them the policies and stances of the SGA administration, and oversees all public relations and social media efforts of the administration. Additionally, this individual will be required to be skilled in graphic designing and videography. Secretary of Diversity & Inclusion: Promotes the active recruitment of a diverse student body and faculty, seeks to enhance the quality of life of all students, and alerts SGA to all social issues concerning the campus and its community. Secretary of Internal Affairs: Follows the proceedings of the legislative and judicial branches and capitalize on opportunities for checks and balances and collaborations amongst SGA. Secretary of Programming: Develops and coordinates events for or hosted by the Executive Branch and serves as a programming resource to SGA entities. Secretary of STEM Development: Thoroughly understands the opportunities and challenges presented by the science, technology, engineering, and math departments. This understanding will allow SGA to support STEM students and outweigh their challenges with opportunities. Secretary of Student Affairs: Serves as the liaison between the Student Government Association and Direct Support Organizations (DSO) and Greek Life. sga.fsu.edu/sga-contacts
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@fsusga
/fsusga
CLASS COUNCILS The Class Councils work to instill unity in the Florida State University’s Senior, Junior, and Sophomore classes to enhance their college experience and encourage active participation in the Florida State University community as both students and alumnus. The Junior and Sophomore Class Councils focus on interactive social and academic events for the classes and the greater FSU community. The goal is bringing students together by planning exciting events and activities. Each year the Senior Class leaves the University with a gift that is unique to the Senior Class and exerts Seminole spirit and pride. The Senior Class Gift is an opportunity for graduating seniors to make a contribution to a special project on campus. This could be a campus beautification project, an academic scholarship or any number of other worthwhile causes at Florida State. The point is to create a lasting and visible legacy for our class. fsu_classcouncils
sga.fsu.edu/class-councils
/fsuclasscouncil
/FSUSrCC@gmail.com
FRESHMAN LEADERSHIP INSTITUTE The Freshman Leadership Institute (FLI) is an executive project within the Student Government Association at Florida State University. FLI provides members with the opportunity to embrace their personal values, explore and develop their personal leadership style, and foster a deeper sense of self-identity. The program encompasses weekly workshops, a weekend retreat, family groups, and a peer mentor program for student participants. During the workshops students are exposed to campus resources, opportunities, leadership development activities, and much more. This unique opportunity allows freshman to make connections and build relationships with other FSU students interested in leadership development. Not only do students have the opportunity to network, but they also gain valuable knowledge and skills to leave a legacy at our University. Each summer about 40 freshman are selected and participate in the ten week program. fsufli
sga.fsu.edu/fli
fsufreshmanleadershipinstitute@gmail.com
/fsufli
TRANSFER LEADERSHIP INSTITUTE
The Transfer Leadership Institute’s mission is to provide personal, professional, and leadership growth opportunities for ambitious transfer sttudents through programming, peer mentoring and educational experiences that impact the Florida State University student body and its surrounding community. Through the program, participants will become active, engaged leaders who will make substantial contributions to the Florida State University community. The values of this prestigious Institute shall be rooted in the values expressed in Seminole Creed.
sga.fsu.edu/tli
fsutli
/tlifsu
floridastatetli@gmail.com
DIVERSITY & INCLUSION INSTITUTE The Diversity and Inclusion Institute is an executive project within the Student Government Association at Florida State University. The mission of this program is to provide a space for Florida State University students to fully understand the range of diversity and multiculturalism, including but not limited to ability, socio-economic, age, rural/urban, veterans, sexual orientation, ethnicity, race, gender identity & expression, religion, and faith structures through workshops that are focused on awareness, discussion and collaborative learning activities. Through the 8-week program held in the Spring Semester, participants are challenged to gain knowledge about how to support fellow students with various identities to create a more united campus. Weekly 2-hour workshops ensure that this vision can be met. sga.fsu.edu/dii
fsu_diversityinstitute
/fsu.diversityinstitute
jl15ah@my.fsu.edu
2018 Senate Guidebook | 9
Bureaus Purposes & Missions
THE CENTER FOR PARTICIPANT EDUCATION The Center for Participant Education was established to provide an alternative to the traditional curriculum taught at FSU. CPE’s founding philosophy was, and still is, that students should have a participatory role in their education. It serves as a forum for progressive and alternative ideas, where students and local citizens can initiate and enact new programs that interest them. CPE provides guest lectures, movies, classes and other alternative programs to traditional programs and provides these educational classes and programs without charging a fee for instruction. sga.fsu.edu/cpe
fsucpe
OFFICE OF ENTREPRENEURSHIP AND INNOVATION The Office of Entrepreneurship and Innovation serves as a resource center for small business owners and entrepreneurial students to further progress their business or idea. OEI strives to serve as a liaison between students and alumni with industry experience, build relationships with both campus and community partners, advocate for student-led start-ups, and bring about a more collaborative and developmental space for entrepreneurs. sga.fsu.edu/oei
fsuoei
fsuoei@gmail.com
OFFICE OF GOVERNMENTAL AFFAIRS The Office of Governmental Affairs’ mission is to provide Florida State University students with representation and advocacy within the university community and at all levels of government. Special emphasis is placed on monitoring the Florida Governmental process from which the University receives a majority of its funding. In addition, the Office of Governmental Affairs Board of Directors is committed to informing the student body of key Governmental issues of interest and impact. OGA offers an opportunity for interested students to participate in legislative and other governmental processes. Furthermore, the OGA promotes civic engagement through mediums such as voter participation, testimony before governmental entities, communication with policy makers, the training of students in areas such as lobbying and organizing and other forms of governmental relations. sga.fsu.edu/oga
10 | 2018 Senate Guidebook
fsuoga
director.oga.fsu@gmail.com
INTER-RESIDENCE HALL COUNCIL The mission of Inter-Residence Hall Council is to engage students in the on campus living experience through leadership development, community involvement, and peer advocacy. IRHC strives to coordinate programs and activities for the enhancement of student life in the residence halls, to represent the views of residents, and to enhance communication between residence halls. This is achieved through campus-wide programming and the creation and governance of Hall Councils, individual leadership boards of elected students within each residence hall complex. sga.fsu.edu/irhc
IRHCFSU
sgairhc@admin.fsu.edu
@IRHCFSU
@IRHCFSU
OFFICE OF SERVANT LEADERSHIP The mission of the Office of Servant Leadership is to preserve and cultivate the spirit and action of service, philanthropy, advocacy, social justice, and leadership at the Florida State University by providing a forum for students to network and collaborate; offering support and encouragement to service focused student organizations on campus; and organizing and implementing informative events that aim to enhance students’ awareness of important social issues. OSL strives to educate students about pressing issues and current affairs related to social justice through inclusive programming and reflection-based service experiences. sga.fsu.edu/osl
TheOfficeOfServantLeadership
servantleadership.sga@gmail.com
OFFICE OF STUDENT SUSTAINABILITY The Office of Student Sustainability is dedicated to representing the student voice on sustainability issues at Florida State University. They strive to preserve and cultivate the sustainability efforts of the Florida State University by providing a forum for students to network and collaborate; offering support and encouragement to student organizations with similar missions; and organizing and implementing informative events that aim to enhance students’ awareness of social issues. OSS coordinates and promotes engagement in sustainability within student centered issues including, but not limited to, conservation, social justice, and environmental service opportunities. sga.fsu.edu/oss
FSUStudentSustainability
fsu.sustainability@gmail.com
STUDENT COUNCIL FOR UNDERGRADUATE RESEARCH AND CREATIVITY The Student Council for Undergraduate Research and Creativity is dedicated to making research accessible and approachable to all undergraduate students at FSU, regardless of major, background, or experience. SCURC aims increase the quantity and diversity of undergraduate students involved in research on Florida State’s campus, preparing them for graduate school and professional life, as well as fostering the next generation of innovative thinkers. They implement and oversee the Florida State University Undergraduate Research Journal, The Owl, as a means to engage the student body and highlight student research and serve as a resource for undergraduate students to request funding to attend or present at academic conferences related to their intended research area or academic major. sga.fsu.edu/scurc
@FSU_SCURC
SCURCFSU
@fsuscurc
director.scurc@gmail.com
2018 Senate Guidebook | 11
Agencies
Purposes & Missions
ASIAN AMERICAN STUDENT UNION The Asian American Student Union represents the Asian American community at Florida State University and promotes and spreads awareness pertaining to Asian American heritage and culture. AASU serves to encourage and promote the civic engagement of the Asian and Asian-American community, as well as the study body at FSU. It functions as an educational and cultural learning instrument for the FSU community, by providing cultural programs and materials, which promote awareness and appreciation for the various and distinct Asian cultures. AASU serves as the nucleus of a network to improve the opportunities and living conductions of the Asian community. To this end, AASU shall represent all recognized Asian and Asian-American student organizations on campus, coordinate available resources, and serve as a catalyst in protecting he rights and representation of the Asian and Asian-American student body. Est. 1996 sga.fsu.edu/aasu
4th Floor Thagard Building, 109 Collegiate Loop @fsuaasu
fsuaasu
@fsuaasu
fsuaasu
fsuaasu@gmail.com
BLACK STUDENT UNION The Black Student Union serves primarily to promote and provide for the social welfare of the Black student body at Florida State University. The BSU shall be limited neither to the aforementioned objectives nor FSU in scope. The BSU strives to provide and promote economic, political and academic enrichment through its activities and serve as a catalyst to the enlightenment of the Florida State University community to the distinct and proud cultural heritage of Black people in America as well as on the African continent. BSU shall be a source of edification of he Black experience at FSU. Est. 1968 sga.fsu.edu/bsu
Black Student Union House, 921 West Jefferson Street @fsu_bsu
fsu_bsu
@fsu_bsu
fsubsu
fsublackstudentunion@gmail.com
HISPANIC/LATINO STUDENT UNION The Hispanic/Latino Student Union serves as an institution dedicated to unifying, informing, and serving the Hispanic/Latino community at FSU and in Tallahassee. HLSU will function as an educational and cultural learning instrument for all students, faculty, and staff. It provides a centralized coordinator of resources and services for the Hispanic/ Latino community. HLSU serves as a nucleus for a network with other national institutions and organizations to improve the opportunities and living conditions of the Hispanic/Latino community. It is open and accessible to everyone, thus providing a liaison between FSU and Tallahassee. Est. 1983 sga.fsu.edu/hlsu
12 | 2018 Senate Guidebook
4th Floor Thagard Building, 109 Collegiate Loop @fsu_hlsu
Hispanic Latino Student Union
@hlsu_fsu
fsuhlsu
hlsu.director@gmail.com
a·gen·cy
An agency is a programmatic division of the Executive Branch created to provide support for and education on a particularly select identity group of the Florida State University whether it be based on race, ethnicity, sex, sexual orientation, gender identity, gender expression, disability, or veteran status (1000.2A).
ALL AGENCIES MUST BE IN COMPLIANCE WITH:
Student Body Statutes Student Body Constitution Florida State University Regulations and Policies State of Florida Constitution
PRIDE STUDENT UNION The Pride Student Union provides services and programs to address the needs of lesbian, gay, bisexual, transgender, queer, questioning, asexual, and intersex students and to increase the awareness of issues pertinent to them within the Florida State University community. Further, the Pride Student Union shall endeavor to create a supportive and healthy environment for the welfare of all students regardless of their sexual orientation or gender identity. Est. 1969 sga.fsu.edu/pride
4th Floor Thagard Building, 109 Collegiate Loop @pridefsu
fsupride
pridefsu
pridefsu
psu.director@gmail.com
VETERANS STUDENT UNION The Veterans Student Union is committed to the collective interests of all student veterans of the armed forces and those who support them. The primary goal of VSU is to ensure good academic standing and successful employment an/or post graduate education acceptance for all of VSU members. Inherent in this mission is our effort to promote and support the bonding of student veterans so that a spirit of academic and professional accountability is fostered within the ranks of VSU members. VSU will serve to aid the administration of FSU in the achievement of the goal of becoming “the most veteran friendly public university in the nation.” VSU shall be limited neither to the aforementioned objections nor to FSU in scope. VSU strives to provide and promote economic, political, and academic enrichment through tis activities, and promote awareness of and appreciation for those who have served in the armed forces and the military culture. Est. 2013 sga.fsu.edu/vsu
4th Floor Thagard Building, 109 Collegiate Loop fsuvsu
WOMEN STUDENT UNION The Women Student Union fosters the growth of women personally, professionally and politically. The WSU will celebrate the power existing within every woman to promote selfautonomy, denounce all limitations, educate on systems of oppression and advocate inclusivity within a diverse community. WSU facilitates a network among organizations, departments, and services to embrace, engage and empower. The Women Student Union serves to develop a greater awareness in the Florida State University community of women’s rights and issues and their relationship to the economic, social, and political nature of society. WSU promotes a positive approach towards women’s concerns in the community by developing programs, services, and activities that will reach out to women and will connect students to administration, faculty, and staff to create a feeling of strength and solidarity within the FSU community. WSU empowers women by actively confronting sexual discrimination, teaching leadership skills, encouraging involvement and promoting advocacy. Est. 1974 sga.fsu.edu/wsu
4th Floor Thagard Building, 109 Collegiate Loop @wsu_fsu
FSUWomenStudentUnion
@wsu_fsu
fsuwsudirector@gmail.com
2018 Senate Guidebook | 13
Student Senate Leadership Senate President
The Student Senate President is the chief legislative officer of SGA. They run Senate meetings, appoint Senators to committees and liaison roles, preserve decorum in the Chambers, and sign all legislation passed by the Student Senate. They are elected at the first meeting of the new Student Senate in the fall after inauguration by the Student Senate. The Senate President serves on the Golden Tribe Lectures Committee, Homecoming Planning Commission, OGA Board of Directors, and various other committees.
Senate Pro Tempore
The Student Senate Pro Tempore supports the Senate President in the organization of the Senate, manages the Legislative Aide Program, administers the oath to confirmed candidates, and ensures meetings run smoothly by managing the administration of voting tools and meeting presentations. The Senate Pro Tempore is also responsible for holding Senators accountable to attendance, financial certification, and Student Senator responsibilities and expectations. They are elected at the first meeting of the new Student Senate in the fall after inauguration by the Student Senate. They chair the Rules & Calendar Committee and the Homecoming Planning Commission.
Committee Chairs
Committee chairs lead committees in the business assigned to their committee, call and communicate upcoming committee meetings to the Senate and SGA Webmaster, serve on the Rules and Calendar Committee, and help move forward the goals of the Student Senate. They are voted on by members of their individual committee through the process outlined in 5.4 of Senate Rules of Procedure.
Committee Vice Chairs
Committee Vice Chairs support the work of their committee and committee chair, compile and submit the Committee Report immediately after the Committee meeting, and help move forward the goals of the Student Senate. They are voted on by members of their individual committee through the process outlined in 5.4 of Senate Rules of Procedure.
PAC Chair
The Program Allocations Committee Chair is a student senator elected by the Senate to serve as the Chair of the funding committee. They collect funding request forms from SGA Accounting, communicate with student organizations, hold funding committee meetings, and present the decisions of PAC to the Finance Committee. The PAC Chair is also responsible for reviewing applications for PAC membership and forwarding to the Senate for Confirmation. (elected in the spring after inauguration, or whenever there is a vacancy).
RTAC Chair
The Resource & Travel Allocations Committee Chair is a student senator elected by the Senate to serve as the Chair of the funding committee. They collect funding request forms from SGA Accounting, communicate with student organizations, hold funding committee meetings, and present the decisions of RTAC to the Finance Committee. The RTAC Chair is also responsible for reviewing applications for RTAC and forwarding to the Senate for Confirmation. (elected in the spring after inauguration, or whenever there is a vacancy)
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Student Senators
Student Senators represent their academic college on all legislative business. They serve as a member of one Student Senate Committee, attend weekly Senate and committee meetings, and can serve as a liaison to SGA entities as well as a mentor to new Senators. Senators are expected to be well versed in the Student Body Constitution, Student Statutes, the Senate Rules of Procedures, and the SGA Financial Manual. Student Senators should communicate regularly with their constituents.
Student Senate Support Parliamentarian
The Parliamentarian gives advice on parliamentary procedure, Roberts Rules of Order, the SGA Constitution, Student Statutes, and Senate Rules of Procedure. (appointed by the Student Senate President & confirmed by the Senate)
Sargeant-at-Arms
The Sargeant-at-Arms attends Senate meetings and maintains order under the presiding officer when requested. (appointed by the Student Senate President & confirmed by the Senate)
Senate Clerk
The Senate Clerk attends meetings, aids in distributing legislation, ballots, iClickers, and other necessary documents for the Senate to conduct business. They may also support Student Senate’s social media efforts and alert the Senate to upcoming events paid for by A&S fees. (appointed by the Student Senate President & confirmed by the Senate).
Senate Program Assistant
The SGA staff member who manages the legal documents and communication of the Student Senate. The policies and documents of the Student Senate can be found on the SGA Website at http://sga.fsu.edu/ legislative-branch.shtml. This includes the list of Student Senators and Committee Chairs and the Student Body Constitution, Statutes, and Senate Rules of Procedure. It also includes all current legislation, past legislation, meeting journals, past Senate reports on bills and resolutions, information about the Legislative Aide program, the Senate Newsletter, and Committee Meeting times. Statutes dictates how information of the Student Senate must be shared publicly to ensure transparency.
2018 Senate Guidebook | 15
Senate Committees are where the work gets done! Senate is organized in 5 standing committees, 2 time-sensitive committees (Sweepings/Central Reserves), and ad hoc committees as decided by the Student Senate President. Committees meet weekly prior to Senate to discuss legislation, vote on referred bills or resolutions, interview candidates forwarded to the Senate, and engage in the work of the Student Senate. Meeting time, place, location, and agenda must be advertised at least 24 hours in advance, and should take place at the same day and time each week for consistency. Senate Committee Reports must be emailed directly following the meeting to be forwarded to the Student Senate and posted online.
Budget The Budget Committee is responsible for discussing legislation related to SGA allocated Activity & Service (A&S) fees. This includes the annual budget, budget transfers for SGA entities, Senate Projects, and overall understanding of the SGA Budget. The Budget Committee may host workshops and meetings with A&S funded entities to learn and share more about how all Florida State students benefit from allocated funds.
Finance
The Finance Committee focuses on Finance Code and ensuring student organizations are utilizing their funds in the best interest of the Student Body. All fiscal matters (Statutes, Chapter 800) and PAC and RTAC funding requests and allocations are discussed in Finance.
Judiciary
The Judiciary Committee focuses on legislation pertaining to SGA policies, including any legislation amending the Student Body Constitution or Student Statutes. They are also responsible for interviewing candidates the Judiciary Branch, assisting the Supervisor of Elections with the Election Code certification, and enacting the Investigative Rights of the Student and impeachment proceedings.
Internal Affairs
The Internal Affairs committee interviews forwarded candidates for the SGA Executive Branch, including Agencies, Bureaus, and Affiliated Projects. They also review the SGA Application, internal proceedings and trainings of the Student Senate, and the Bureau Review process.
Student Life & Academic Affairs
SLAA is interested in the needs of the student body and the quality of student life at FSU. This is a proactive and creative committee that considers allocations from Senate Projects, compiles Senate liaison reports, and connects with student affairs and academic affairs pertaining to issues facing current students.
Rules & Calendar
Chairs of all committees and funding boards comprise the Rules & Calendar Committee, which approves Senators requests for leaves of absences, deals with resolutions that changes the Rules of Procedure and resolutions that commend an individual. Member of this committee also interview applicants that are forwarded to the Senate for Senate seats, and serve as the leadership team to support the growth and development of all Senators.
Reserving Space for Senate Committee Meetings Student Senate President, Pro Tempore, Chairs, and Vice Chairs are able to reserve space under SGA online: https://reservations.dsa.fsu.edu/ for DSA spaces. For Thagard 401, use this link, sga.fsu.edu/reservations. Please note – these links are only for meeting requests – they should be done at least 72 hours prior to your meeting and really one week before. You do not have the space, and cannot advertise your meeting, until you have received a confirmation email.
16 | 2018 Senate Guidebook
Senate Communication & Logistics As a Student Senator, there are lots of places for you to go for information: • • • •
Your FSU Email The SGA “Legislative Branch” Website Student Senate & Committee GroupMes This Guidebook
Important TImelines Action
Deadline
Information to Know
Announcing a Committee Meeting
No less than 24 hours prior to the meeting (space must be booked prior)
Share meeting date, time, place, location & agenda (for Monday meetings, email prior to noon on Fridays!)
Submitting a Committee Report
Immediately following meeting, no later than 9:00am the following day
Committee Reports should be WORD documents saved as “CommitteeName.Report.date.” For example, “Budget.Report.9.12.18”
Submitting Legislation on First Reading
No later than 12:00pm on Tuesday prior to a Senate meeting
Submit a Word document (track changed in the proper format) and the PDF Legislation cover sheet. The Senate Program Assistant will label your legislation.
Sharing Legislation Amended in Committee
Immediately following meeting, no later than 9:00am the following day
Amended Legislation should be WORD documents saved as “Bill ## Amended.” For Example, “Bill 13 Amended”. Amended Legislation should be track changed – Senators should be able to clearly identify the original legislation and what has been changed.
Emails for distribution to Senate should be emailed to: • • • • •
Senate Program Assistant, mdurham@fsu.edu Director of Student Affairs, dmacosta@fsu.edu Student Seante President, sgaspres@admin.fsu.edu Student Senate Pro Tempore, sgasenateprotem@admin.fsu.edu Graduate Co-Advisor of Student Senate, rhopely@fsu.edu
All documents should be in Arial, Size 11 font. Need a Word version of a section of statutes you are working on? Just email the Senate Program Assistant and Director of Student Affairs!
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What Do Senators Do?
Now that you have been elected or appointed to serve the student body, what does that mean? You may know that Senators meet every Wednesday evening in the Senate Chambers, vote on legislation, approve candidates to hold office, and serve as the voice of the student body, but being a Student Senator is more than just clicking a button in the Senate Chambers. Here are some tips on ensuring you are begin a good Student Senator! • Attend all Committee meetings and Senate meetings and be an actively engaged participant. • Read your Senate emails! Come to Senate informed! • Respond in a timely fashion to Senate emails, GroupMes and other forms of communication! • Write legislation, speak up in Senate, and share what is going on across campus with your fellow Senators. • Attend SGA sponsored events and work with your academic college to learn more about the needs of the students you represent. • Volunteer to support Student Senate and SGA co-sponsored events like Market Wednesday! • Be in compliance with the Senate Rules of Procedures, SGA Financial Manual, Florida State University Regulations and Policies, Student Body Statutes, Student Body Constitution, and State of Florida Constitution.
Student Senate Meetings
Student Senate Meetings take place every Wednesday in the fall and spring semesters and every other Wednesday during the summer. Senate always begins the second week of the semester (after drop/add). Meetings take place in the Senate Chambers on Wednesday at 7:30pm. Come a few minutes early to pick up your Calendar and legislation, sign out your iClicker, and get a snack!
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Example Meeting Agenda THE SEVENTIETH STUDENT SENATE THE CALENDAR: Today’s Date
Call to order
The meeting begins.
Pledge of Allegiance
A student senator leads the room in the Pledge of Allegiance.
Moment of Silent Reflection
The Senate President holds a moment of silence.
Roll Call
The Senate Program Associate calls all the Senators names for attendance.
Verification of Quorum
We make sure there are enough people in attendance .
Corrections and Approval of the Journal
Senate approves the minutes of the previous meeting that were emailed to them.
Student and Non-Budgeted RSO Comments
Anyone can come and speak to Senate. They are asked to fill out a comment card so their message is noted in the Journal.
Special Introductions and Announcements
Special guests to Senate may visit to share updates or get feedback. (Please, no laptops open at this time).
Messages from the SGA Entities
SGA funded entities are invited to share updates about their organizations, upcoming events, and needs. (Please, no laptops open at this time).
Report of the SGA Accounting Office
A report of the funds available in Senate Projects, PAC, & RTAC.
Report of Committees
Committee Reports are in your email and posted online.
Senate Confirmations
Senate interviews any forwarded candidates that have gone to Committee.
Consent Calendar
PAC & RTAC Resolutions, that have been heard by PAC/RTAC and Finance are approved unless enough Senators object.
Bills First Reading
Bills must be submitted by Tuesdays at 12:00pm. A bill on first reading will be referred to a Committee to be deliberated at the next Committee meeting.
Bills Second Reading
Bills must be submitted by Tuesdays at 12:00pm. A bill on first reading will be referred to a Committee to be deliberated at the next Committee meeting.
Constitutional Amendments
Amendments to the Constitution require special procedures.
Resolutions
Resolutions must be submitted by Tuesdays at 12:00pm. They may or may not be referred to Committee, or be voted upon the first week they are submitted.
Unfinished Business
If there is any outstanding missing business that hasn’t been taken care of yet.
New Business
New updates or required voting, for Senator of the Month, etc.
Closing Announcements
Senators are invited to share upcoming events and announcements.
Final Roll Call:
The Senate Program Assistant take attendance. 2018 Senate Guidebook | 19
Intentions
Robert’s
Rules of Order GUIDING PRINCIPLES • Everyone has the right to participate in discussion if they wish, before anyone may speak a second time. • Everyone has the right to know what is going on at all times. • Only urgent matters may interrupt a speaker. • Only one thing (motion) can be discussed at a time.
MOTIONS A motion is the topic under discussion (e.g., “I move that we add a coffee break to this meeting”). After being recognized by the Senate President, any member can introduce a motion when no other motion is on the table. A motion requires a second by another senator to be considered. Each motion must be disposed of (passed, defeated, tabled, referred to committee, or postponed indefinitely). Another senator may object to a motion. If the original motioner does not rescind the motion, the Senate must vote on whether to pass that motion. This requires a simple majority vote. 20 | 2018 Senate Guidebook
What You Say
Action
Bring a new idea or course of action to the floor
I move to….
Simple majority vote.
Change wording of motion under debate
I move to amend...
Simple majority vote.
Give more time for research of a bill or resolution
I move to refer _________ to ___________ committee.
Simple majority vote.
I move to table...
Simple majority vote.
Hear a item on the calendar out of order
I move to unlock the calendar.
Simple majority vote.
Allow a non-Senator to speak
I move for a nonSenator to speak.
Senate President gives or does not give permission
Take a brief break from debate or other business
I move to recess for _______.
Simple majority vote.
Call attention to rules Point of Order of procedure being broken (when you know they have been broken)
Senate President corrects order to follow rules and procedure
Inquire further about Point of the bill or resolution Information up for debate (during pro/con)
The individual to whom the point was directed answers the inquiry
Ask to have a personal request fulfilled
Senate President gives or does not give permission
Point of Personal Privilege
Want clarification on Point of rules of procedure Parliamentary (when you are Inquiry unsure whether rules of procedure have been broken)
Parliamentarian or other delegate officer answer the inquiry
Would like to inquire May I reserve a beyond one question follow-up?
Senate President gives or does not give permission
End the meeting
Simple majority vote
I move to adjourn.
Types of Legislation Resolutions & Bills
As the legislative arm of the Florida State University Student Government Association, legislation is the life of the Student Senate. Legislation formally expresses the opinions of the Student Senate, updates or alters current rules or statutes, creates clarity in SGA practice, and supports the student body through funding, permission, or endorsement of ideas. All Student Senate legislation must have a sponsor, or Student Senator(s) that draft and submit the legislation for the Senate to discuss and vote upon. Legislation must be submitted using the proper Student Senate forms, and amendments to Statutes must follow the proper format. Bills and resolutions must be submitted to the Senate Program Assistant by noon on Tuesdays. They will be emailed to the Senate and posted online Tuesday afternoons.
There are two main forms of legislation: Resolutions & Bills
Thinking about writing a Resolution? Use this template. http://sga.fsu.edu/Legislation_Templates/ SenateResolution.pdf
THE FLORIDA STATE UNIVERSITY STUDENT GOVERNMENT ASSOCIATION STUDENT SENATE
Resolutions
Resolutions are formal expressions of the opinion of the will of the Student Senate. They are used to give permission to organizations to spend over $3000 for a contractual service, host an event off campus, set the date of elections, approve the legislative agenda, and make changes to the Senate Rules of Procedure. They are also used to make recommendations, share support, or share the opinion of the Student Senate regarding particular issues impacting Florida State University students. Resolutions are written with a series of “Whereas” statements – facts that share information about the cause, and “Resolved” statements, that showcase how Senate feels and what they believe should be done. Resolutions are signed by the Student Senate President, and can be sent to various stakeholders depending on the nature of Resolution.
Senate Resolution ____ Sponsored by: _________________
WHEREAS:
_______________________________________________________________________
WHEREAS
_______________________________________________________________________
WHEREAS
_______________________________________________________________________
WHEREAS
_______________________________________________________________________
WHEREAS
_______________________________________________________________________
BE IT RESOLVED BY THE SIXTY EIGHTH STUDENT SENATE AT THE FORIDA STATE UNIVERITY THAT:
BE IT FURTHER RESOLVED THAT:
2018 Senate Guidebook | 21
THE FLORIDA STATE UNIVERSITY STUDENT GOVERNMENT ASSOCIATION STUDENT SENATE
Allocation, Revision or Transfer Form Amount: _________________________________ Date: _____/_______/____________ Senate Bill _________________________________________ Sponsor(s) ___________________________________________________________________ ____________________________________________________________
Bills
Bills are legislative proposals to appropriate and/or transfer funds or adopt statutory amendments and revisions. They will be in the Senate for two weeks. The first week, they will be referred to committee. The second they will be discussed and voted on in the Senate. Bills must be signed by the Student Senate President, Student Body President, and Vice President of Student Affairs before taking affect.
____________________________________________________________ _______ From: ________________________________________________________________________ Account Name Category To:
________________________________________________________________________ Account Name Category
Or Within: ______________________________________ From __________________________________ Account/Category
To: __________________________________ Account/Category
Purpose & Description: (Use back of form for more space if needed)
Organization Director _____________________________ Phone Number: __________________ Itemized Expenditures: Only use this area if ALL expenditures can be listed. If ALL do not fit then use a separate sheet of paper and staple to this form when turning in. _____________________________________________________________________________
Quantity
Description
Unit Price
Total
$ 0.00
Statute Revision, Addition or Proposed Constitutional Amendment Form Date:_________________ Senate Bill: ______________________ Sponsor(s) _______________________________ _______________________________
Thinking about writing a Bill? Use these templates. http://sga.fsu.edu/Legislation_Templates/ Allocation_Revision_or_Transfer_Form. pdf
_______________________________
Purpose & Description (Use extra sheet of paper if more space is needed)
http://sga.fsu.edu/Legislation_Templates/ Statute_Revision.pdf Approved for First Reading ________________________________________________________________
Sponsoring a bill that updates Statutes? Contact the Director of Student Affairs for a Word version of the statute you are working on to ensure you have the formatting correct!
Statute Number ___________ Strike ________________________________Statute Number ____________ Insert _________________________________________________________________________________
Senate Judiciary Chairperson Passed Failed Date: _________________
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Senate Action Passed Failed Date: _________________
Example Statutory Amendment Chapter 416 Annual Budget Procedures Act of 2007 History: Added by the 59th Senate Bill 33. Revised by the 60th Senate Bill 61. 416.1
Purpose This act is to establish a procedure by which the annual A&S Fee Budget of the Senate is produced and passed.
416.2
Scope The Annual A&S Fee Budget (the Budget) shall be passed in compliance with the provisions of this act and all applicable State of Florida Administrative Code. No exceptions are authorized other than those specified within.
416.3
Procedures for Passage of the Budget A.
The Budget shall not be approved by the Senate in a Summer Session.
B.
An estimated amount of the Budget shall be used to submit to the Senate President for First Reading by the Chairperson of the Budget Committee no later than the second Senate meeting of the Fall semester. Hearings shall be held at the discretion of the Chairman of the Budget Committee.
C.
When the Budget has been approved in whole by the Budget Committee it will be heard in Second Reading. The Chairperson of the Budget Committee will provide to the Senate Program Assistant copies of the Budget as presented. All Senators will have copies available to them of the proposed allocations. The Budget shall be on the calendar for a minimum of one (1) week with proposed allocations before passage. The budget and proviso must be advertised in a paper of general campus circulation, The Budget shall be published as well as on the Student Government Website, before it is considered for Second Reading. Such publication must include the date, time and location of the Senate meeting where the budget is to be debated along with the phrase “public comment is welcome.”
Statute revisions must be submitted as a Microsoft Word document. Use “Arial” size “11” font. It is the official statute font because it is easy to read and accessible.
Use the formatting that is in statutes and follow spacing guidelines.
Strikeout text that is being removed. Underline new text that is being added.
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Researching & Writing Legislation You have been speaking with your constituents and fellow Senators and have an idea for legislation. Now what?
Prepare! Being a Student Senator requires doing some homework before bringing legislation to the Senate floor. When crafting bills and resolutions, it is important to research your topic by speaking with those that may be knowledgeable and can help you craft the best legislation possible, researching the history of the idea, and building relationships with others to ensure your legislation has positive effects and outcomes for everyone involved! • • • • • •
Know about the subject of your bill or resolution Know how SGA policies, Statutes, Constitution affect your bill or resolution (and vice-versa) Anticipate concerns and questions on the subject and content of the bill or resolution Research possible solutions and those that can help make your goals a reality Have someone proofread your bill or resolution Craft your presentation to fully explain the history, context, goals, and intended outcome of your bill or resolution
Ask Questions! • Find the experts! Speak with agencies, bureaus, University departments, or specific individuals that you bill or resolution may impact • Speak with seasoned senators, SGA Officers, and staff who can help explain context and history, and questions you may want to think about or address • Do some digging about the reasons why things are the way they are so you may be better able to align your ideas into something that works! • Find out what other similar institutions are doing, why it works there, and how they are different or similar to us. Think about options and solutions that could work at Florida State! • Think about how your proposed idea connects to SGA’s goals for the year, or the Florida State University strategic goals and mission
Collaborate! No matter the committee you serve on, you will need to work together with other Senators, your constituents, and the SGA Advisors to move legislation through the process! Talk with others and set up meetings to review your ideas to ensure successful legislation submission! The best legislation is well researched, planned and organized. Chat with Senate Leadership, the Senate advisors, and campus partners to ensure your hard work can benefit the students of Florida State in impactful ways! Often, those discussions help create partnerships that result in long term sustainable changes!
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Career ReadinesS for the new college graduate
A DEFINITION AND COMPETENCIES
DEFINITION: Career readiness is the attainment and demonstration of requisite competencies that broadly prepare college graduates for a successful transition into the workplace.
Career readiness of college graduates is of critical importance in higher education, in the labor market, and in the public arena. Yet, up until now, “career readiness” has been undefined, making it difficult for leaders in higher education, work force development, and public policy to work together effectively to ensure the career readiness of today’s graduates. In accordance with its mission to lead the community focused on the employment of the new college graduate, the National Association of Colleges and Employers (NACE), through a task force comprised of representatives from both the higher education and corporate sides, has developed a definition and identified competencies associated with career readiness for the new college graduate.
COMPETENCIES: Critical Thinking/Problem Solving: Exercise sound reasoning to analyze issues, make decisions, and overcome problems. The individual is able to obtain, interpret, and use knowledge, facts, and data in this process, and may demonstrate originality and inventiveness. Oral/Written Communications: Articulate thoughts and ideas clearly and effectively in written and oral forms to persons inside and outside of the organization. The individual has public speaking skills; is able to express ideas to others; and can write/edit memos, letters, and complex technical reports clearly and effectively. Teamwork/Collaboration: Build collaborative relationships with colleagues and customers representing diverse cultures, races, ages, genders, religions, lifestyles, and viewpoints. The individual is able to work within a team structure, and can negotiate and manage conflict. Digital Technology: Leverage existing digital technologies ethically and efficiently to solve problems, complete tasks, and accomplish goals. The individual demonstrates effective adaptability to new and emerging technologies. Leadership: Leverage the strengths of others to achieve common goals, and use interpersonal skills to coach and develop others. The individual is able to assess and manage his/her emotions and those of others; use empathetic skills to guide and motivate; and organize, prioritize, and delegate work. Professionalism/Work Ethic: Demonstrate personal accountability and effective work habits, e.g., punctuality, working productively with others, and time workload management, and understand the impact of non-verbal communication on professional work image. The individual demonstrates integrity and ethical behavior, acts responsibly with the interests of the larger community in mind, and is able to learn from his/her mistakes. Career Management: Identify and articulate one’s skills, strengths, knowledge, and experiences relevant to the position desired and career goals, and identify areas necessary for professional growth. The individual is able to navigate and explore job options, understands and can take the steps necessary to pursue opportunities, and understands how to self-advocate for opportunities in the workplace. Global/Intercultural Fluency: Value, respect, and learn from diverse cultures, races, ages, genders, sexual orientations, and religions. The individual demonstrates openness, inclusiveness, sensitivity, and the ability to interact respectfully with all people and understand individuals’ differences. All information from the National Association of Colleges and Employers (NACE) 2018 Senate Guidebook | 25
WHERE YOUR
LEADERSHIP POSITION CAN TAKE YOU
Communication • Leading or contributing at executive board meetings • Communicating with University administrators • Public Speaking at general body meetings, rallies, agency programs, interacting with guests, and speaker introductions • Facilitating small group conversations at events • Professional email etiquette Teamwork in Diverse Groups • Recognizing differences in identities and cultural backgrounds as it relates to representation in decision making • Navigating multiple perspectives within an identity group • Using consensus as a framework for decision making • Understanding how people work together Critical Thinking and Analytical Reasoning • Balancing advocacy, activism, and bureaucratic systems • Recognizing the benefits of advocacy from outside and within a political system • Making tough decisions for the benefit of your organization Applied Knowledge In Real World Setting • Navigating bureaucratic systems • Thinking about issues and consequences from a broader perspective • Listening civilly and acting with civility, especially to people who you disagree with Ethical Judgment and Decision Making • Being good stewards of student allocated funds (Activity & Service Fee funds) • Utilizing feedback from constituents and campus community in programmatic choices and organization governance Complex Problem Solving • Determining course of action in a dilemma • Making Quick decisions during programs and events • Thinking through ideas in a clear and concise manner • Following up on department and university processes while planning events Effective Management • Delegating tasks and following up with group members • Managing multiple perspectives and ideas • Improvising when situations arise • Creating and maintaining a budget, Minute by Minute, and submitting event permits and purchase requests • Organizing office space, communicating with stakeholders and other officers
26 | 2018 Senate Guidebook
LEADERSHIP @ the
NEXT LEVEL
Move Up/Down/In/Out: It’s about when to volunteer when no one else is volunteering, or doing something that no one else seems to be taking care of. Learning that often the most effective leaders are the ones who let others move up, while you take a back seat. It’s about sharing yourself and being part of the group, while stepping out of your normal comfort zones. Look For It: It’s about using a critical eye, thinking ahead, and planning for what you know from experience is coming. It’s not about heading off without looking around you and saying ...hmm... what needs to be done here or what is going on here that I might need to jump into? Hear Them: It’s about hearing as well as listening, and taking what you hear and actually using it. Distinguishing what is best for the group and what the group thinks is best. Ensuring that Individuals within the organization feel like what they have contributed is valuable and useful. You Are THEM: It’s about understanding that you are now “them”; as a member of the executive /committee board, you are the organization and if there’s blame or praised to be received, it falls on you. As the old saying goes, “The buck stops here.” Sniff It Out: It’s about not only seeing what’s going on and letting the information come to you, but realizing “what” needs to be found out, and taking the appropriate steps to discover the issues/concerns/information. Find Your Voice: It’s about speaking when necessary, and using your voice effectively and appropriately to help and support the organization/ membership. Truly Care: It’s about feeling it in your heart and believing in what you do 100%. You are the ones who will inspire the individuals and the groups to make this organization what it can become. Without caring, the spark will never catch. Open Your Mind: It’s about being willing to say that you were wrong, changing your viewpoint, and flexing for the greater good of the group. Learning to see things in a new light and being willing to change when change is needed. Reaching Out: It’s more than just the position – it’s about making a difference in as many people as you can. Every person you come in contact with forms an image of the organization, and every word you say, action you make, and thing you do will represent the organization, whether you intend it or not. Letting Go: It’s about knowing when to move on and not dwell on something, and knowing when it’s time to let someone else take the lead.
2018 Senate Guidebook | 27
28 | 2018 Senate Guidebook
2018 Senate Guidebook | 29
Relationship Building
As student leaders within your SGA Organization, it is imperative that you are thinking through the most effective ways to ensure that you are engaging your peers and working towards the advancement of your goals. Building dynamic and ongoing relationships allows your organization to reach out to a more diverse audience, make your interests a relevant and important topic on campus, and create sustainable endeavors.
You don’t have to do it all! FSU offers so many different organizations, offices, programs, and resources. Make sure you have a good understanding of what already exists before creating something new. (HINT: Many are included in this book). Competing with the same services that are already offered decreases participation and the success of your own endeavors. When possible, find ways to collaborate or to publicize other events and programs that fit your mission. Research the groups and offices on campus that share similar goals or values.
Get to know your partners and let them get to know you. People are much more willing to listen and work together if they feel that you care about them and what their group is doing.
Collaboration Collaborating with other entities on campus should be mutually beneficial. Be sure to sit down with your potential partners to discuss what you each hope to accomplish before planning further.
30 | 2018 Senate Guidebook
Enter your collaboration with a mutual respect and understanding of each other’s missions. Avoid potential conflict by ensuring that the co-sponsorship will be consistent with your organization’s vision and branding.
Keep SGA Staff and the Student Body Vice -President informed of what your organization is doing so they can ensure your success and help make you look good!
Make sure your organization is in compliance with Student Body Statutes, the Florida Administrative Code, State of Florida Statutes and Laws and the rules and regulations of Florida State.
Stay true to your word by following through on what you say you will commit to your campus partners.
Respond to emails, texts, Groupme, Facebook, etc. in a timely manner to maintain working and professional relationships across campus and in the community.
Compliance Reach out to the experts! Within the interest area of your bureau, there are people on campus and in the community who have expertise in the subject matter. They have done the research and have years of work experience to inform their understanding. Don’t ignore this important resource when planning out your events and programs for the year.
Strategic Thinking
Complete tasks early so that you remain within deadlines and are able to do everything you want to do for the year.
Think strategically about the types of partnerships you are seeking to build. Why do you want to collaborate? What kind of collaboration are you looking for?
“Do not wait for leaders; do it alone, person to person. Be faithful in small things because it is in them that your strength lies.” - Mother Teresa
2018 Senate Guidebook | 31
Top 10 Important Ways to Practice Self-Care 1
Practice sleep hygiene by going to bed and waking up at the same time each night, making sleep a priority by scheduling it like any other daily activity, avoiding electronics use right before bed, and limiting naps to 20 minutes or less. Make sure you are eating balanced meals at least three times a day. If you are in class all day, bringing a lunch box is a great option. Visit CHAW to learn more about nutritious, delicious, quick and easy food options.
3
Take advantage of the water bottle refill options across campus as a way to stay hydrated!
Don’t be afraid to use the services FSU offers! Free counseling is available to all students at the University Counseling Center and is a great way to make sure you stay aware of your emotions. Check out more FSU services on the next page!
5
2
It sounds simplistic, but breathing is an important part of self-care. Try 4-7-8 breathing on the go (In class, in the car, while studying, etc.) • Sit down comfortably with one hand on your stomach and the other on your chest. • Breathe in slowly but deeply. Take 4 seconds to breathe in, feeling your stomach move in the process.
32 | 2018 Senate Guidebook
4
• •
•
Hold your breath for 7 seconds. Breathe out as silently as you can manage, taking 8 seconds. Once you reach 8, you should have emptied your lungs of air. Repeat as many times as you need, making sure to stick to the 4-7-8 pattern.
6
Find and stay engaged with other people in your community who you have identified as your empathetic and open support. Process your feelings with them. Spend time playing and simply enjoying life. Find things that you love doing and do them with the people who make you laugh. This goes beyond the community we find in going out to party. Go to an arcade, the beach, the movies, bowling, etc. Things that allow you to be in the moment and have fun.
8
Find what you believe that gives your life meaning and purpose, whether this is religious or not.
Focus on your goals, values, and beliefs and assess whether those are congruent with your life. It is important to set your priorities in a way that aligns with your values.
10
7
9
Find enjoyment in what you study: If you’re not able to study what you love, the key to self-preservation is to find some aspects of it that you really enjoy.
2018 Senate Guidebook | 33
Resources for
Success Academic Resources
Campus Tutoring Cooperative Information about all tutoring services offered on campus, with many offered to particular academic areas and engagement areas on campus http://ace.fsu.edu/tutoring/campus-tutoringcooperative
The Academic Center for Excellence (ACE) Learning Studio Drop-in and appointment based peer tutoring Sunday-Friday 8:00am-10:00pm Ground Floor, William Johnston Building (WJB) All undergraduate majors
Learning District (Libraries) Drop-in peer tutoring Sunday-Wednesday Strozier Library and Dirac Library Chemistry, Physics, Biology, Economics, Math, Accounting, conducting research, and using technology https://www.lib.fsu.edu/tutoring/about
34 | 2018 Senate Guidebook
The Center for Academic Retention and Enhancement (C.A.R.E.) One-on-one, group, email, and telephone tutoring Sunday 5:00-10:00pm, Monday-Thursday 8:00am-10:00pm, Friday 8:00am-5:00pm Thagard Building Math, Science https://care.fsu.edu/college-programs/caretutoring-computer-lab Advising First Academic Advising services by major http://undergrad1.its.fsu.edu/advising_first/ advisors-display.php Resources for Exploratory students, and current and prospective transfer students http://advisingfirst.fsu.edu/exploratory College Life Coaches for holistic student success http://advisingfirst.fsu.edu/college-lifecoaching William Johnston Building (WJB) All majors
Health and Wellness Health and Wellness University Counseling Center
Crisis Management Crisis Management Victim Advocate Program (VAP)
Psychology Clinic Psychology Clinic By-appointment only, individual therapy, By-appointment only, individual therapy, child services, parenting skills, assessment child services, parenting skills, assessment services. services. Monday-Thursday 8:00am-8:00pm, Friday Monday-Thursday 8:00am-4:00pm 8:00am-8:00pm, Friday 8:00am-4:00pm Psychology Building Psychology Building Intake $25 per individual. Fees per Intake Feesbased per on session$25 areper on individual. a sliding scale session areincome on a sliding scale based household from $20-$60 per on hour. household income $20-$60 per hour. Assessments rangefrom in price. Insurance is Assessments range in price. Insurance not accepted at the Psychology Clinic. is not accepted at the Psychology Clinic. https://psy.fsu.edu/php/about/ https://psy.fsu.edu/php/about/ communityservice/psychologyclinic/ communityservice/psychologyclinic/ psychologyclinic.php psychologyclinic.php
Case Management Services, Dean of Case Management Student DepartmentServices, Dean of Student Department Emotional support, counseling, advocacy, Emotional counseling, advocacy, identifying support, immediate needs, making identifying making appropriateimmediate referrals toneeds, campus and appropriate referrals to campus and community resources. community resources. Monday-Friday 8:00am-5:00pm Monday-Friday 8:00am-5:00pm Free to all students Free to all students https://dos.fsu.edu/cms/ https://dos.fsu.edu/cms/
University Counseling Center By-appointment for one-on-one, couple, By-appointment for one-on-one, couple,for and group counseling. Walk-in services and group counseling. Walk-in services for urgent situations. urgent situations. Monday-Friday 8:00 am - 4:00 pm Monday-Friday 8:00 am - 4:00 pm Second Floor, Askew Student Life Center Second (ASLC) Floor, Askew Student Life Center (ASLC) After-hours and weekends hotline After-hours and weekends hotline (850) 644 TALK (8255) (850) 644 TALK (8255) Free to all students Free to all students https://counseling.fsu.edu/ https://counseling.fsu.edu/
Center for Health Advocacy & Wellness Center (CHAW)for Health Advocacy & Wellness (CHAW) Nutrition services, HIV Testing, Smart Nutrition services, HIV reduction), Testing, Smart Choices (alcohol/drug tobacco Choices (alcohol/drug reduction), tobacco cessation, sexual health, sexual violence cessation, health, sexual violence prevention,sexual healthy relationships, peer prevention, healthy relationships, peer health educators. health educators. Monday-Friday 8:00am-5:00pm Monday-Friday 8:00am-5:00pm Fourth Floor, Health & Wellness Center Fourth Floor, Health & Wellness Center Fee vary for services. Presentations and Fee vary for services. consultations are free Presentations to all students and and consultations are free to all students and student organizations. student organizations. http://chaw.fsu.edu/ http://chaw.fsu.edu/ Campus Recreation Campus Recreation Leach Center and Fitness & Movement Leach Center &and Fitness & Movement Clinic (cardio strength training areas, Clinic (cardioindoor & strength sport courts, track,training aquaticareas, center, sport track, aquatic center, groupcourts, fitness,indoor personal training in large group fitness, personalFSU training in large and smaller facilities. Reservation and smaller facilities. FSU with Reservation (73-acre lakefront property canoeing, (73-acre property with canoeing, kayaking,lakefront picnicking, swimming, sand kayaking, swimming, sand volleyball, picnicking, disc golf, etc.). volleyball, disc golf, etc.). Hours vary per location and activity Hours vary per location and activity Most services and activities free to all Most services and activities free to all students students http://campusrec.fsu.edu/ http://campusrec.fsu.edu/
Victim Advocate Emotional support,Program instructor(VAP) notification, Emotional support, instructor notifi cation, referrals, crisis intervention and assistance referrals, crisis intervention and assistance in student conduct, legal and medical in student conduct, legal and medical matters. matters. Daytime support, Monday-Friday, Daytime support, Monday-Friday, 8:00am-5:00pm 8:00am-5:00pm (850) 644-7161 (850) Night,644-7161 weekend, and holiday support, Night, weekend,(ask and for holiday support, (850) 644-1234 advocate on-call) (850) 644-1234 (ask forCenter advocate Suite 4100, University A on-call) Suite 4100, University Center A staff Free for all student, faculty, and Free for all student, faculty, and staff https://dos.fsu.edu/vap/ https://dos.fsu.edu/vap/
FSU Food Pantry FSU Pantryto all current FSU FoodFood is available Food is available to all current students and are allowed to takFSU one bag of students to the tak pantry one bag food at a and time,are butallowed may visit asof food at a time, but may visit the pantry as often as necessary often as necessary (850)-644-2428 (850)-644-2428 8:00am – 5:00pm 8:00am – 5:00pm University Center A University Center A Refuge House. Refuge House. Confidential, 24-hour hotline, information Confi dential, crisis, 24-hour hotline, information and referral, intervention, advocacy and crisis, intervention, advocacy and referral, accompaniment: medical and legal and accompaniment: medical and legal support groups, medical referrals and follwsupport groups, medical referrals andand follwup, victim/survivor follow-up, shelter, up, victim/survivor follow-up, shelter, and emergency financial assistance. emergency financial assistance. 850-681-2111 850-681-2111 refugehouse.com refugehouse.com 211 Big Bend 211 Big Bend Confidential, 24-hour crisis helpline and Confi dential, 24-hour crisis helpline and referral services for the Tallahassee referral services for the Tallahassee community. community. 211 211 211bigbend.net 211bigbend.net Report.fsu.edu Report.fsu.edu Share important information regarding Share important information regarding incidents or concerning behavior happening incidents or concerning behavior happening in the Florida State University community. in the Florida State University community. Report sexual misconduct and stalking, Report misconduct and stalking, conductsexual violations (non-academic), conduct violations (non-academic), concerning behavior, on campus housing concerning behavior, on campus incident, accessibility issues, actshousing of incident, accessibility issues, discrimination, and hazing. acts of discrimination, and hazing. 2018 Senate Guidebook | 35
FINANCES Your A&S Recipient Responsibilities As a student organization wanting to utilize A&S funds, you are a steward for all the students who have paid their fees, SGA, and Florida State University as a whole. The funds distributed are not part of your own personal funds, and the policies and guidelines outlined below ensure the safety, security, and use of these funds. Failure to follow the policies and guidelines outlined in the Financial Manual, SGA Student Body Statutes, and Florida law will result in SGA/COGS not being able to fund your purchases! Anything purchased utilizing activity & service fees must follow these overarching rules: ♦♦ The event or activity must be free, open, and advertised to the entire student body. ♦♦ The organization must not discriminate in membership or otherwise on the basis of race, creed, color, sex, religion, national origin, gender, age, disability, genetic information, veterans’ status, marital status, sexual orientation, gender identity, gender expression, or any other legally protected group status ♦♦ Purchase requests must be entered into Nole Central by an Executive Board member of a Recognized Student Organization (RSO) that has successfully completed Financial Certification exam and submitted the SGA Statement of Understanding Authorized Signer Form to the SGA office weeks prior to spending any funds. ♦♦ Purchase requests must be pre-approved in Nole Central by the SGA Treasurer or COGS Deputy Speaker for Finance, and the Accounting Office or Campus Rec Sports Club Coordinator weeks prior to any spending of funds. ♦♦ Purchase and travel requests must follow all the guidelines outlined in the Financial Manual, SGA & COGS Finance Code or Campus Rec Sports Club policies, and all University policies. Title VIII, Chapter 800 of the student body statutes contains the Finance code and defines the standards of financial accountability and fiscal management. It is important to pay close attention to how funds are allowed to be spent, as requests outside of these guidelines cannot be processed.
GENERAL GUIDELINES & RESTRICTIONS ON EXPENDITURES Detailed information regarding the general guidelines & restrictions on expenditures can be found in the Finance Code, Student Body Statutes, Chapter 802.
“As you enter positions of trust and power, dream a little before you think.” — Toni Morrison
36 | 2018 Senate Guidebook
A&S Spending Rules & Regulations 802.4 Accessibility of Meetings & Events (Cannot charge FSU students, events cannot be in a private home, must be advertised prior, must have SGA,permission to be off campus)
802.7 Personal Gifts (Not allowedcannot purchase anything that can be construed as a personal gift, including promotional items that are too expensive per person, end of the year recognition to participants, etc.)
802.5 Limitation on Outside (non-FSU) Benefits (Cannot use for political activities, community benefits, donations; must provide priority admission to current FSU students)
802.8 Alcohol (Not allowed – cannot purchase alcohol, alcohol supplies, etc.)
802.6 Acknowledgment of SGA Funding (Must use SGA logo or statement on all printed materials, publications, clothing, or awards http://sga.fsu.edu/logos.shtml) ♦♦ Online and printed publications ♦♦ Audio and video advertising ♦♦ All printed materials ♦♦ All printed materials and broadcasts expressing a political message must also include “The views expressed herein do not necessarily reflect those of FSU SGA”
802.9 Stolen property (Must be reported) 802.11 Receipts (Must be turned in within 10 days of purchase or your organization cannot spend money in the future) 811 The Service Funding Act of 2009 (This chapter details information for service groups and service trips)
Overview of the Purchasing Process for SGA/COGS Funding SGA & COGS requires two (2) students from each organization to approve all purchase requests. This is a safety measure to ensure that at least two (2) members of the organization know about funds being spent at all times. This is also a good practice for you to use with your off-campus funds as well! Advisors are also required to sign off on purchases over $1000. Your organization is recognized with SAC, financially certified and authorized, and you have secured funding through one of the ways detailed above. Now how do you spend the money for your program or promotional items?
1
Submit a purchase request in Nole Central under your organization’s account 15-30 days prior to your event. Be prepared with your organization name, vendor info, Second Authorized Signer Form, event information, flyer with logos, date, time, and location, contract information, and artwork proofs for promotional items. Be sure to complete all the information accurately!
2
SGA Accounting will review your request and verify forms are completed correctly, your vendor is in the system, the second signer form is accurate, funds are available in correct category, and there are no outstanding receipts.
3
Approvals begin – SGA Treasurer/COGS Deputy Speaker for Finance ensures the money is being spent according to SGA policies.
4
The SGA Accounting office works with the university to generate a purchase order (PO) or check.
5
RSO receives email with PO and instructions to submit receipts, or with information on getting the contract signed and how to pick up the check for speaker/performer/ DJ.
6
It’s time to make the purchases. Print the PO, select items needed, and give the PO to the vendor. Remember to keep the receipt!
7
Have an awesome event or pick up some great promotional items that you share with the entire student body!
8
Submit receipts to the SGA Funding Evaluation Receipt Submission Qualtrics within ten (10) days of receiving goods/services. Vendors will not get paid until the receipt is submitted so faster is better!
Purchase Request Timeline Established Vendor
Potential Vendor
Contractual Service
30 business days prior to purchase/event date
30 business days prior to purchase/ event date
Line Item Purchase
15 business days prior to purchase/event date
20 business days prior to purchase/ event date
Blanket Request
15 business days prior to purchase/event date
SGA Accounting is unable to expedite any paperwork or prosesses for spending SGA funds. It is important to plan far enough in advance to ensure adequate processing time for all purchase request.
“A leader is best when people barely know he exists, when his work is done, his aim fulfilled, they will say: we did it ourselves.” — Lao Tzu
2018 Senate Guidebook | 37
When to Go to Student Senate
Your organization will need to attend a Student Senate meeting if: • You plan on having a plated dinner • Your RSO wants to go on a trip • You want to spend over $3,000 on a contractual service
• You want to host an event offcampus • You need money to host a program
There are many companies, or vendors, that take Purchase Orders from the University. These vendors have an agreement with the University, and are frequently visited by RSOs, like the Publix on Ocala, T-Formation, or Hungry Howie’s. Existing vendors are the easiest companies to do business with when working with University funds because of this relationship. They may also be helpful to RSOs using off-campus funds because they work with the University so often. Many of these vendors have existing relationships with the University, so RSOs receiving funds from SGA, COGS, or Campus Rec Sports Clubs may be required to purchases items from them (office supplies from Office Depot, for example). Please Note: Vendor relationships are important! Please remember to submit information on time and communicate often with vendors to maintain FSU’s reputation! RSOs are encouraged to visit the University Shopping Guide (https://procurement.fsu.edu/ how-buy/ shopping-guide) or ask the SGA Accounting Office to check if a company is a vendor in the University system. There are some companies that are not vendors in the system that will NOT accept purchase orders, including: Best Buy, Costco, JoAnn’s Fabrics, Home Depot, Target, Walmart, Party City, Sam’s Club, and Michael’s. You cannot make purchases from these companies with a PO. There may be a company that you want to work with that is willing to become a vendor after you discuss this opportunity with them. To do this, the vendor must complete University documentation and submit federal reporting information to the university. The RSO should tell the vendor that the company must complete the “FSU Substitute IRS Form W9” located on the Procurement Services website http://procurement.fsu.edu/Forms. Contact the SGA Accounting office if your organization is unsure of the vendor status. Please Note: A&S funds cannot be used for any purchase requests for vendors not in the system. It is up to you to communicate with the possible vendor about what they need to do prior to submitting your request.
“Leadership should be born out of the understanding of the needs of those who would be affected by it.” — Marian Anderson
38 | 2018 Senate Guidebook
T-Shirts & Promotional Items Vendors All promotional items paid for with SGA/COGS funds must have the SGA or COGS logo, http://sga. fsu.edu/logos.shtml. T-shirts must include the SGA logo or the phrase “Paid for by SGA”or “Funded in part by SGA”. Graduate organizations must include the COGS logo or the phrase“Paid for by COGS” or “Funded in part by COGS”. All promotional items purchased with SGA/ COGS A&S funds must follow University branding requirements and policies. When purchasing t-shirts and promotional items, be sure to submit the proof of your project from the company along with your purchase request. Any promotional items that are funded by SGA/COGS or contain university or SGA imagery must be purchased from a licensed vendor and approved by University branding. When ordering shirts, be sure that they are accessible to all types of students. Here is a typical breakdown of shirt sizes:
The UPS Store on Woodward Avenue offers copying, mailing, shipping, digital printing, and stationary orders. Contact the UPS Store to receive a quote with a complete description of your needs and complete a line item purchase request. Description must include: quantity; size, type, color, and weight of stock; color of ink; number of folds; number of pages; and any other pertinent information.
KEEP COSTS LOW Screen Printed T-Shirts have an additional cost for every additional individual color added. To keep costs low, ask yourself: “can you live without this color?” Also, bright shirts are cheaper to print on than darker shirts. Choosing the right color shirt can go a long way in terms of your t-shirt design.
Eligible Student organizations are encouraged to use Student Publications for their art design and printing needs. Student Publications is a free service open to all RSOs. RSOs must follow Student Publications timelines and policies and bring their own paper for printing. The only acceptable paper is:
Roll of Paper HP1412A (or HEW1412A) 24”x100’
Ream of Paper 0393122 (Office Depot Item No.) 8.5”x11” , 500 sheets Hammermill Premium Multipurpose Paper (24LB, 97 Brightness)
Paying for Travel with SGA/COGS Funds Travel Processes work a bit differently than programming purchases, so please read the below information in detail and visit the SGA Accounting Office with any questions. There are two ways that SGA can process finances for student travel; prepaid expenses of conference registration and automobile rentals, and reimbursements to students for out of pocket expenses. The traveler will be reimbursed for approved expenses after returning from the trip and submitting the travel receipts within 30 days. For students to be reimbursed, the RSO must submit a Travel Request for them through the Purchase Request on Nole Central, and their name must be clearly displayed on any invoices or receipts.
“Don’t be afraid of your fears. They’re not there to scare you. They’re there to let you know that something is worth it.” — C. JoyBell C.
As with all purchases, SGA requires two (2) student leaders to sign off on the requests.
2018 Senate Guidebook | 39
Overview of the Travel Process Your organization is recognized with SAC, financially certified, and you have secured funding through one of the ways detailed above to go on a trip and have your travel roster and travel request information ready to go. Now how do you submit the proper documentation to go on and pay for your trip? 1
Submit a purchase request in Nole Central under your organization’s account at least thirty (30) days prior to your trip. Be prepared with your organization name, a completed Group Travel Roster of all travelers and the RSO advisor, any pertinent information for individuals that are being reimbursed for travel, the Travel Second Authorized Signer Form, event itinerary or agenda, and all contact information. Be sure to complete all the information accurately!
2
SGA Accounting will review your request and verify forms are completed correctly, begin the process for individuals to be reimbursed for travel costs, check the Group Travel Rosters for accuracy and submit them, verify Travel Second Authorized Signer Form, ensure funds are available in the correct category, and there are no outstanding receipts.
3
Approvals begin – SGA Treasurer/COGS Deputy Speaker for Finance ensure the money is being spent according to SGA policies.
If SGA Accounting is paying for early conference registration, or rental car purchases prior to the trip:
If SGA Accounting is reimbursing individual members of RSO for travel expenses:
4
RSO members will visit the SGA Accounting Office to book buses, rental cars, or early registration
4
A Travel Request must be completed for each individual who will be traveling with the RSO, paying for the trip, and need to be reimbursed for their expenses.
5
RSO receives confirmation or registration numbers from SGA Accounting.
5
RSO student being reimbursed must check their email from SGA Accounting to confirm their Travel Authorization, address, and estimated reimbursement amount.
6
Have a safe trip, learn lots, and make FSU proud!
6
Have a safe trip, learn lots, and make FSU proud!
7
Submit receipts to the SGA Funding Evaluation Receipt Submission Qualtrics within ten (10) days of returning from the trip.
7
RSO student being reimbursed must submit receipts to SGA Funding Evaluation Receipt Submission Qualtrics within ten (10) days of returning from the trip. Only students who were originally submitted in Nole Central and have a Travel Authorization confirmed can submit receipts for reimbursement. The individual’s name must be listed on the invoice (hotel room, flight, etc.) to be reimbursed.
8
RSO student being reimbursed must check their email to confirm their expense report to receive reimbursement from the University.
30
40 | 2018 Senate Guidebook
Florida State University • Registered Student Organization Financial Manual • 2018 – 2019
Enterprise/National Rental Request RSOs using A&S funds to rent a car for their trip must use the state contract with Enterprise. To obtain an estimate, call 1-877-690-0064 (Enterprise Reservations) or 1-844-393-9989 (National Rental), reference the state contract number, “XZ55622”. Electronic tolls, Sunpass charges, and gas fill-up are not included under the state contract for Enterprise/National. When renting vehicles with A&S funds, please pay cash for tolls and return vehicles with a full tank of gas. Should you request and acquire funds to be reimbursed for such expenses through SGA/COGS, your must collect and submit receipts to SGA Accounting. Drivers must be students who are over 21 years of age. The standard rental rate in the contract is for a compact car, for 5 student travelers or less. Any more than 5 student travelers in a compact car is in violation of the contract. For more than 5 students, multiple cars or a van may be possible. When using SGA/COGS funds, the quote should be submitted to Nole Central with the Travel Request. Please note: RSOs receiving funding from SGA/COGS will not book their own rental car but will receive confirmation from SGA Accounting once the reservation is placed on their behalf.
Conference/Meeting Registration Request Organizations who secure funds and submit a purchase request at least 45 days prior to travel qualify to have conference or meeting registration paid in advance by the SGA Accounting Staff. Be sure to submit a copy of the program or schedule for the conference so that registration can be paid. Many conference organizations may not be in the FSU Vendor File, so the RSO may need to work with the conference to have them complete an “FSU Substitute IRS Form W9.” If purchase requests are submitted in less than 45 days, organization members will need to pay for registration on their own. If funds were allocated to cover conference registration, the RSO must submit a Travel Request for each individual being reimbursed within ten business days of their trip.
Travel Reimbursement Request A Travel Reimbursement Request is required for each student traveling on the trip needing to be reimbursed for travel expenses. If two or more students from the same organization are traveling to the same conference/competition, a travel request is only required for those responsible for the out-of-pocket expenses from the trip. The organization’s treasurer or president should be the person who submits requests on behalf of all travelers needing reimbursement. A Second Authorized Signer Form along with the Group Travel Roster must be submitted with each reimbursement request.
Group Travel Roster A group travel roster showing the names and signatures of all students going on the trip must be attached to the travel request if there are two or more students attending the trip. These forms are important for SGA/COGS to have individual student information, emergency contact information, and how travel will take place. Each student traveler, as well as the organization’s advisor, must complete and sign the Group Travel Roster prior to the RSO submitting the travel request in Nole Central.
Prohibited Travel Expenses ♦ Meals for group travel ♦ Airline charges for changes made for personal reasons ♦ Airline charges for preferred seating ♦ Car rental charges over the compact car rate for less than 5 students ♦ Operating expenses for personal vehicles 32
♦ Traffic/parking violations or fines ♦ Personal expenses (entertainment, transportation for nonbusiness activities i.e. bars, golf courses, room service, etc.) ♦ Gratuities exceeding 15% ♦ ANY unauthorized expenditure
Florida State University • Registered Student Organization Financial Manual • 2018 – 2019
2018 Senate Guidebook | 41
MARKETING STUDENT PUBLICATIONS PUBLICATION REQUIREMENTS
Student Publications provides free color printing and free graphic design services for all requesting recognized student organizations. We can provide the following services, including, but not limited to: • • • • • •
Student Publications can provide these services, so long as your organization’s event meets these requirements: •
Does not promote fundraising
•
Does not promote events held at private residences
•
Does not require a fee or donation to participate in or attend an event
DON’T OVERDO IT! Remember that your organization will be responsible for distributing and cutting your prints, so print what you need. Student Publications can always print more at a later date.
Business Cards Flyers Handbills Posters Banners T-Shirt Designs
• • • • • •
Logos Buttons Invitations Programs/Booklets Event Photography Social Media
AGENCY WEBSITES Student Government Association houses the websites for all agencies. These pages contain current information of your e-board, events, and how to get involved. Need to make any updates or changes? Feel free to contact the web designer, Ben Young at byoung@fsu.edu.
QUALTRICS FORMS Qualtrics are online surveys that can send results straight to your email. Useful applications include RSVPing for an event or filling out a questionnaire. For more information about this service, contact Ben Young at byoung@fsu.edu.
PRINT WHAT YOU NEED Housing ............................................................................................195 Flyers DSA Marketing ................................................................................... 10 Flyers Tabling Regular Events ............................................................... 50 Handbills Tabling Larger Events ........................................................ 100-150 Handbills Tabling Involvement Fairs ............................................... 200 - 300 Handbills
SOCIAL MEDIA TIPS 20% • • •
SELF-PROMOTIONAL
Plan, write, and publish posts Create original graphics Start conversations and inform
42 | 2018 Senate Guidebook
80% • • • • • •
SHARING & RESPONDING
Post text, photos, videos, news, and information Respond to conversations Offer tips and suggestions Monitor related tags and keywords Outreach to other related organizations SHARE CONTENT!
DID YOU KNOW?
DESIGN/PRINT TIMELINE 1
Finalize Event Date, Time, and Location
2
Submit design request at: sga.fsu.edu/student-pub.shtml
It costs about $15 to post one flyer in the residence halls (195 Flyers)
15 Day Turnaround
3
First Draft and Revisions Revision requests turned over after 24 hours at earliest Maximum three (3) content revisions. For complete revisions, repeat step 2.
4
Final Draft
5
Request to Print (Tell us Quantities and Sizes)
PLAN AHEAD!
Same day or overnight Printing, Cutting, Folding, and Assembling.
6 7
Digital Final Draft Submitted to Agency
Pick-Up
Uploaded to SGA Website
Uploaded to SGA Social Media Accounts
Student Publications graphic designers are students too. Be sure to give them plenty of headsup notice for any design job you need to get done. As a general rule, we ask that all organizations give Student Publications 15 days notice.
Uploaded to University Calendar (once EP is approved)
PHOTOGRAPHY TIMELINE 1
Finalize Event Date, Time, and Location
2
Your agency must obtain publishing consent from all participating parties in order for events to be photographed
3
Submit photography request at: sga.fsu.edu/student-pub.shtml 7 Day Advance Notice
4
Student Publications checks Photographer Availability
DON’T FORGET THE EVENT PERMIT! Event permits are required for accounting and reserving space. Before submitting your request, remember to fill out your event permit!
Considers priority events and class schedules. If students can or cannot attend, they will notify you via email in advance. There are no guarantees.
5
Photographer(s) attend event based on availability
6
Photographer(s) edit photos taken
“There may be times when we are powerless to prevent injustice, but there must never be a time when we fail to protest.” ― Elie Wiesel
7 Day Turnaround
7
Uploaded to SGA Social Media Accounts
Burned to data DVD for your use
2018 Senate Guidebook | 43
• We believe that SGA offers students hands-on, experiential, outside of the classroom learning.
SGA STAFF
• We believe that advising the students of SGA is a situational process of challenge and support. • We believe that diversity of thoughts, ideas, and identities bring a richer, more educational dialogue to leadership and the campus community as a whole. • We believe that all students have the potential to serve, lead, advocate on behalf of their peers, create change, and be positive financial stewards of their funds.
The staff of the department of Student Government at Florida State University assist students in reaching their full potential. With a focus on leadership and identity development, belonging and inclusion, civic engagement and participation, and financial responsibility and stewardship, SGA staff advocate and support traditions, initiatives, and communities that benefit the student body.
• We believe that students learn through engaging in the leadership process, and that the limitless opportunities within SGA is a venue to practice that leadership and hone their skills.
Danielle Morgan Acosta, Ph. D. Director of Student Affairs dmacosta@fsu.edu (850) 644-1811 • • • •
SGA Policies Student Senate Executive Branch SGA General Questions
Carolyn Harris Assistant Director of Student Affairs cjharris@fsu.edu (850) 644-4850 • • • • •
Kim Dicks Business Manager of Student Affairs kdicks@fsu.edu (850) 644-6914 • • • •
SGA Accounting Policies Purchase and Travel Requests Financial Certification PAC & RTAC Da’Shaun Scott Student Program Coordinator dlscott@fsu.edu (850) 644-0072
• • • • 44 | 2018 Senate Guidebook
Hispanic/Latino Student Union Veterans Student Union Diversity & Inclusion Institute Scholarships Admin & Management
Leadership Institutes Class Councils Nole Central COGS Elections Mecia Lockwood Student Program Coordinator mclockwood@fsu.edu (850) 644-0939
• • • •
Black Student Union Asian American Student Union Bureau & Affiliate Outreach Works Study Employment Grace Wilson Student Program Coordinator Cwilson4@fsu.edu (850) 645-0908
• Pride Student Union • Women Student Union • Allies & Safe Zones Facilitation and Management
Mattie Durham SGA Administration Senate Program Assistant mdurham@fsu.edu (850) 644-1814
Carolyn Griffin Executive Branch Program Assistant cgriffin@fsu.edu (850) 644-0078 • • • •
Payroll Appointments Key & Swipe Access SGA Applications Executive Branch Assistance Ben Young Designer Web/Print byoung@fsu.edu (850) 644-0089
• • • •
Website Development and Maintenance Logo Design T-shirt Design ITS Liaison Whitney Brown COGS Program Associate wnbrown@fsu.edu (850) 644-6950
• COGS Procedures • Graduate Student Grant Funding • Graduate RSO Accounting Accounting Representative @fsu.edu (850) 644-0940 • Nole Central Student Accounts • Purchase and Travel Requests • Purchase Orders and Receipts Madeline Peña Women Student Union
Graduate Student Co-Advisor mpena@fsu.edu
• • • •
Senate Procedures Bills & Resolutions Time Sheet Management Payroll Processing Sarah Notley Media Specialist snotley@fsu.edu (850) 645-0160
• Print Design • Marketing Strategies • Student Publication Student Staff Rosalind Sapp Accounting Representative rsapp@fsu.edu (850) 644-7166 • Nole Central Student Accounts • Purchase and Travel Requests • Purchase Orders and Receipts Jacob Ellis
Freshman Leadership Institute Diversity & Inclusion Institute
Graduate Student Co-Advisor jjellis@fsu.edu Carson Banks
Transfer Leadership Institute Class Councils
Graduate Student Co-Advisor cbbanks@fsu.edu Ryan Hopely Student Senate
Destiny N. Washington
Graduate Student Co-Advisor rhopely@fsu.edu
Black Student Union
Graduate Student Co-Advisor dnwashington@fsu.edu
Valerie Luutran Asian-American Student Union
Beatriz Gutiérrez-Malagón
Graduate Student Co-Advisor vluutran@fsu.edu
Hispanic-Latino Student Union
Graduate Student Co-Advisor bmalagon@fsu.edu
2018 Senate Guidebook | 45
ALLIES & SAFE ZONES
1,570+
Allies & Safe Zones is an ally development program to promote acceptance and support of Lesbian, Gay, Bisexual, Transgender, Queer, Questioning, Intersex, Asexual, Pansexual, and Two-Spirit-identifying (LGBTQ+) people. Allies & Safe Zones is coordinated through the offices of the Student Government Association at Florida State University and is offered regularly to the campus community. The program is open to all, regardless of orientation, identity, or expression.
101 • • • • •
Fri.September7th Wed.October3rd Mon.October22nd Fri.November2nd Thurs.December6th
9:00am-12:00pm 2:00pm-5:00pm 5:30pm-8:30pm 1:30pm-4:30pm 9:00am-12:00pm
SSB214 TrainingCenter209 BSUHouse SSB214 SSB214
200 Level
• 201: Trans Ally Wed. October 24th • 10:00 am - 12:00 pm • SSB 214 A two-hour training that will engage participants in understanding trans identities, gender variance, socialized gender expectations, intersex identities, and becoming allies to people with trans and other gender variant identities. • 202: Personal Identity Development Thurs. September 13th• 2:00 pm - 4:00 pm • SSB 214 A workshop that engages participants in exploring their own identity development as allies using identity development models, reflection tools, and interactive exercises. Identity development of LGBTQ+ individuals will also be discussed and examined using multi-media and discussion. • 203: Navigating the Holidays Wed. November 14th • 12:30 pm - 2:30 pm • SSB 214 A workshop that engages participants in understanding the dimensions of LGBTQ+ students’ experiences of going home for the holidays. This conversation-based workshop will include: dialogue regarding holiday dinner table discussions around religious beliefs and politics, navigating a nonsupportive environment, and resources for students unable to go home.
PARTICIPANTS*
133 13 SESSIONS
ACTIVE FACILITATORS
+ 93 SCHEDULED 1
2
3
4
41 REQUESTED 5
3
4
REPRESENTING 8 DEPARTMENTS
*Since 2013
97%
of participants agreed or strongly agreed that they obtained resources for further support and connection for LGBTQ+ students and community members.
“I liked how it was very open, positive, and understanding of people’s different levels of LGBTQ+ exposure.” “I liked the discussion-based learning. It was nice to learn from each other’s experiences opposed to a lecture style workshop.”
301
Interested in Professional Development and being part of the facilitator team? Ask us about Allies & Safe Zones 301: Train the Facilitator.
Dates/Times don’t work for you? Contact Allies & Safe Zones at safezone@admin.fsu.edu to schedule a 101 workshop for your department or organization.
Visit safezone.fsu.edu to register and for more information 46 | 2018 Senate Guidebook
safezone.fsu.edu
5
FSUAlliesSafeZones @AlliesSafeZones
2018 Senate Guidebook | 47
We believe no student should be harmed, demeaned and/or put at any safety risk while joining, during membership or after membership of any student organization, club, group or university entity. What is hazing? “Hazing is defined as any group or individual action or activity that endangers the mental or physical health or safety or which may demean, disgrace or degrade any person, regardless of location, intent or consent of participant(s). Although hazing is generally related to a person’s initiation or admission into or affiliation with, any group or organization, it is not necessary that a person’s initiation or continued membership is contingent upon participation in the activity, or that the activity was sanctioned or approved by the organization, for a charge of hazing to be upheld. The actions of active, associate, new and/or prospective members of an organization may be considered hazing.” – FSU Student Conduct Code
upholdfsu
#fsuhazingprevention
For more information about hazing hazing.fsu.edu To report hazing report.fsu.edu For a chance to win amazing prizes at the beginning of the fall semester, complete the hazing prevention training at fsu.prevent.zone
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REPORT.FSU.EDU FLORIDA STATE UNIVERSITY
Florida State University’s report.fsu.edu is an easily accessible community information-sharing site where members of the campus community can report misconduct, concerning behaviors, discrimination, and many other situations to inform FSU’s administration. Each link asks for an incident occurrence and various other pieces of information that help administration investigate issues on campus. Reporting potentially harmful situations is everyone’s responsibility to keep our campus safe.
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Notes
What A&S Funded events have I attended representing Senate? What have I learned?
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What questions do I have about statutes that “Facemay yourlead fears; to live newyour passions, be dedicated legislation? to your truth.� - Billie Jean King
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STUDENT GOVERNMENT ASSOCIATION