DEPARTMENT OF STUDENT GOVERNANCE & ADVOCACY
Agency Leader GUIDE 2019
WELCOME TO
Student Government Association The Student Government Association is the university-wide governing body representing students in all divisions of the university. The SGA consists of executive, legislative, and judicial branches. The powers of the executive branch are vested in the student body president and vice president, who represent the concerns of the student body. The students elect these two officers each spring semester. Some of the duties of the student body president and vice president include: 1) administering and enforcing the laws of the student body; 2) signing or vetoing acts of the student senate; 3) calling and presiding over meetings of the student body; 4) making recommendations for legislation to the student senate; and 5) creating new programs that address the needs of the students or better the campus.
Evan Steinberg Student Body President (he, him, his)
The judicial branch functions as the supreme court of the student body. This branch hears appeals from groups or individuals on such issues as controversies involving constitutionality of actions by students or student groups and violations of the student body constitution and statutes. The legislative branch is made up of the student senate. Each of the 80 members of the senate represents academic divisions of FSU and works diligently to ensure that all students are heard and their interests are represented. It is the body that Florida law requires allocate the entire annual $13 million budget. Senators sponsor bills to appropriate funds, adopt statutory amendments and revisions, and approve constitutional amendments for the student body electoral process.
Stephanie Lee Student Body Vice President (she, her, hers)
Caleb Dawkins Student Body Treasurer (he, him, his)
Agencies work with the Executive Branch, most particularly the Student Body Vice President, to serve the needs of all students. Agencies advocate for the communities they represent, educate the campus community, and empower students to have a voice. The agencies are charged with helping Florida State be a more socially just community by challenging injustice and valuing the diversity of all students. Research shows that being a member of student unions help students learn more about themselves, their intersecting identities, and the world around them. They also help people do better in school, network, build community, and are successful after graduation.
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Table of Contents SGA Structure............................................................................................................. 4 Bill 2019 Allocation..................................................................................................... 5 Agencies, Bureaus, Class Councils, and Insitutes............................................ 6 What an Agency Does............................................................................................... 8 Agency Advisors......................................................................................................... 9 SGA Signature Events.............................................................................................. 10 The Big Picture........................................................................................................... 12 Moving Forward.......................................................................................................... 13 Where your Leadership Position Can Take You................................................ 14 Career Readiness...................................................................................................... 15 Calling In vs Calling Out........................................................................................... 16 Creating Inclusive Spaces....................................................................................... 18 Leadership @ the Next Level................................................................................. 19 How Great Leaders Inspire Action........................................................................20 Social Change Wheel................................................................................................ 21 Time Management..................................................................................................... 22 10 Tips for Self Care................................................................................................. 23 Wellness Feather....................................................................................................... 24 Planning Your Agency Month.................................................................................26 Programming Checklist........................................................................................... 28 Excuses, Excuses, Excuses!...................................................................................29 Finances.......................................................................................................................30 Planning Your Budget...............................................................................................36 Organizational Transition........................................................................................ 37 Marketing: Student Publications...........................................................................38 Marketing: Design/Print/Photography Timeline...............................................39 Guidelines on Designing it Yourself.....................................................................40 Social Media................................................................................................................ 41 Programming Resources......................................................................................... 42 Resources for Success............................................................................................44 SGA Staff.....................................................................................................................46 Allies & Safe Zones...................................................................................................48 Green Dot Flyer..........................................................................................................49 KNOW More/Hazing Prevention............................................................................50 Report.fsu.edu............................................................................................................ 51
YOUR AGENCY SPACE Did you know your spaces on campus are proven to help provide students a home at Florida State? How do you work to make sure they are inclusive and welcoming?
“Social Justice is about assuring the protecting of equal access to liberties, rights, opportunities, and taking care of all members of our society.� #SocialJustice #AgencyLove
2019-20 Agency Leader Guide 3
LEGISLATIVE BRANCH EXECUTIVE BRANCH
CHIEF OF STAFF Deputy Chief of Staff
CABINET
Pride Student Union
Hispanic/Latino Student Union
Press Secretary
Health + Wellness
Co-Collegiate Affairs
Accessibility
Women Student Union
Student Engagement Strategic Initiatives
JUDICIAL BRANCH
CHIEF JUSTICE
JUSTICES
ATTORNEY GENERAL
STUDENT DEFENDER
CLERK OF THE COURT
ELECTIONS
ELECTIONS COMMISSION
Supervisor of Elections
Deputy Supervisors of Elections
OTHER ENTITIES
ALLIES & SAFE ZONES
SGA ACCOUNTING Senior Class Council
CAMPUS RECREATION
TRANSFER LEADERSHIP INSTITUTE
FRESHMAN LEADERSHIP INSTITUTE
GOLDEN TRIBE
HEADLINERS
HOMECOMING
UNION BOARD
DIVERSITY & INCLUSION INSTITUTE
Sophomore Class Council
Junior Class Council
CLASS COUNCILS
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
Black Student Union
Asian American Student Union
AGENCIES
STUDENT BODY VICE PRESIDENT
STUDENT BODY PRESIDENT
Student Government Webmaster
V-89
Student Publications
First Responder Unit
SAFE Bus
Child Development Center
AFFILIATED PROJECTS
Deputy Treasurer
STUDENT BODY TREASURER
SENATE PRESIDENT SENATE PRO TEMPORE
STUDENT SENATE 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
Bill Allocation 2019 ORGANIZATION
SALARY
OPS WAGES
CONT. SERV.
EXPENSE
FOOD
OTHER
TOTAL
SGA OFFICES COLLEGE LEADERSHIP COUNCILS
10,000.00
ELECTIONS EXECUTIVE BRANCH
7,425.00
150.00
19,888.00
8,962.00
EXECUTIVE PROJECTS
45,000.00
HOMECOMING
310,000.00
LECTURE SERIES
80,000.00
SGA ACCOUNTING & ADVISING
150.00
7,725.00 1,558.00
4,000.00
12,000.00
49,000.00 90,000.00
500.00
22,000.00
39,500.00 689,459.00
SENATE BRANCH SENATE PROJECTS SENIOR CLASS COUNCIL
1,200.00
SUPREME COURT
39,500.00
10,000.00 5,075.00
699,459.00
4,000.00
1,250.00
30,000.00
4,000.00
7,000.00
1,400.00
2,466.00
30,408.00 310,000.00
10,000.00
9,500.00
SGA ADMINISTRATION SGA SALARY ACCOUNT
10,000.00
400.00
600.00
10,925.00 34,000.00 9,600.00
50.00
2,916.00
AGENCIES AASU
2,393.00
7,000.00
7,000.00
3,070.00
1,000.00
20,463.00
BSU
2,393.00
5,000.00
10,000.00
3,415.00
2,000.00
22,808.00
HLSU
2,393.00
5,000.00
8,000.00
3,050.00
2,000.00
20,443.00
PRIDE
2,393.00
8,000.00
7,000.00
3,000.00
1,000.00
21,393.00
VSU
2,393.00
3,000.00
4,000.00
700.00
1,000.00
11,093.00
WSU
2,393.00
5,000.00
6,000.00
2,500.00
1,500.00
17,393.00
CPE
743.00
500.00
500.00
100.00
IRHC
743.00
150.00
1,000.00
500.00
1,000.00
3,393.00
800.00
BUREAUS
OEI
1,843.00
743.00
1,500.00
GOVERNMENTAL AFFAIRS
1,065.00
3,000.00
850.00
STUDENT SUSTAINABILITY
743.00
1,500.00
650.00
4,393.00
SCURC
743.00
7,500.00
600.00
8,843.00
1,500.00
2,243.00 5,715.00
AFFILIATED PROJECTS CHILD CARE CENTER
280,000.00
MEDICAL RESPONSE UNIT
280,000.00
5,808.00
10,000.00
SAFE STUDENT PUBLICATIONS
39,142.00
WVFS V-89
41,290.00
750.00
16,558.00
5,000.00
5,000.00
25,000.00
64,142.00
10,000.00
51,290.00
FUNDING BOARDS Organizational Fund
4,000.00
6,243.00
PAC -PROGRAMS
60,000.00
60,000.00
RTAC - TRAVEL
70,000.00
70,000.00
SPORT CLUB COUNCIL
87,000.00
87,000.00
SAP (Academic Programs)
14,000.00
14,000.00
562,400.00
562,400.00
OTHER REQUESTS COGS CTR GLOBAL ENGAGE TOTAL SGA
60,191.00
11,000.00
749,650.00
441,475.00
480.00 116,350.00
1,392,992.00
71,671.00 30,135.00
13,258.00
2,743,860.00
UNION
4,771,720.00
4,771,720.00
CAMPUS RECREATION
5,774,420.00
5,774,420.00
Overhead Assessment TOTAL
500,000.00 749,650.00
441,475.00
116,350.00
12,439,132.00
500,000.00 30,135.00
13,258.00
13,790,000.00
2019-20 Agency Leader Guide 5
AGENCIES 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, and State of Florida Constitution.
Asian American Student Union The Asian American Student Union works to inspire, educate, and empower those interested in Asian Pacific Islander American issues. AASU hosts cultural and educational events to spread the knowledge and appreciation of Asian culture within campus and the Tallahassee community. 406 Thagard Building, 109 Collegiate Loop fsuaasu fsuaasu@gmail.com sga.fsu.edu/aasu
Black Student Union
Hispanic/Latino Student Union
The Black Student Union, the official representative on issues concerning Black Students, offers Black students a form of identity and a social life. BSU functions as a vehicle of communication to the FSU faculty and administration. BSU will remember our past, build on our present, and fight for our future.
The Hispanic/Latino Student Union seeks to unify, inform, and serve the Hispanic/Latino community at FSU and in Tallahassee. The HLSU offers educational and cultural learning opportunities for the FSU community and opportunities for the Hispanic/ Latino community.
Black Student Union House, 921 W. Jefferson St. fsu_bsu
fsubsu
fsublackstudentunion@gmail.com sga.fsu.edu/bsu
406 Thagard Building, 109 Collegiate Loop fsu_hlsu
fsuhlsu hlsu_fsu
hlsu.director@gmail.com sga.fsu.edu/hlsu
Pride Student Union
Veterans Student Union
Women Student Union
Pride Student Union supports lesbian, gay, bisexual, transgender, asexual, intersex, and queer students across campus no matter their sexual orientation or gender identity. Pride creates a safe and positive environment by addressing the needs of LGBTQ+ students and increasing awareness of issues pertinent to them.
The Veterans Student Union represents the collective interests of all student veterans of the armed forces and those who support them. VSU strives to provide and promote economic, political, and academic enrichment through its activities and promote awareness of an appreciation for those who have served in the armed forces and the military culture.
The Women Student Union fosters the growth of women personally, professionally, and politically. WSU celebrates the power existing within every woman to promote selfautonomy, denounce all limitations, educate on systems of oppression and advocate inclusivity within a diverse community.
406 Thagard Building, 109 Collegiate Loop pridefsu fsupride psu.director@gmail.com sga.fsu.edu/pride
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406 Thagard Building, 109 Collegiate Loop fsuvsu sga.fsu.edu/vsu
406 Thagard Building, 109 Collegiate Loop wsu_fsu FSUWomenStudentUnion fsuwsudirector@gmail.com sga.fsu.edu/wsu
BUREAUS
CLASS COUNCILS
A bureau is an administrative division of the Executive Branch created as a direct support services for the student Body as a whole. It is responsible for educating, respresenting, and facilitating programming for special interest groups.
The Center for a Participant Education sga.fsu.edu/cpe
fsucpe
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.
Sophmore, Junior, and Senior Class Councils FSU_ClassCouncils
FSUClassCouncil
Office of Entrepreneurship and Innovation sga.fsu.edu/oei
oeifsu
Office of Governmental Affairs fsuoga
sga.fsu.edu/cpe
FSUClassCouncils
sga.fsu.edu/class-councils
INSTITUTES There are three Leadership Institutes hosted and sponsored by the SGA Executive Branch. All programs host weekly workshops for 10 weeks in the fall and spring semesters where they invite campus partners to share information and resources. These engaging programs are designed to help students acclimate to life as a college student and enhance their leadership skills and experiences. Executive board members are selected annually and work throughout the year to develop and deliver content.
Office of Student Sustainability sga.fsu.edu/oss
FSUStudentSustainability
Freshman Leadership Institute sga.fsu.edu/fli
FLIFSU
Student Council for Undergraduate Research and Creativity sga.fsu.edu/scurc FSU_SCURC
SCURCFSU FSUSCURC
Inter-Residence Hall Council sga.fsu.edu/irhc
irhcfsu
Transfer Leadership Institute sga.fsu.edu/tli
TLIFSU
FSUTLI
Diversity & Inclusion Institute sga.fsu.edu/dii
DIIFSU
FSU_DiversityInstitute
2019-20 Agency Leader Guide 7
WHAT AN AGENCY DOES “Being the collective voice and representative for my minority community to FSU”
“To create a community of people with similar identities, and to collaborate with other agencies to showcase FSU’s diversity within the student body”
“To be a safe haven and vocal representation of a community, a people, and a legacy that spans farther than we know”
“Serve as a voice so that the FSU community as well as Tallahassee community can be educated on our many cultures, and the struggles we continually face”
“Provide safe spaces for individuals a part of my minority community to fellowship, talk about issues on campus, and the state of our nation” “To provide a safe haven for minority students to voice their opinions”
“To be a place of advocacy, growth, and community” “To inspire students to affect greater change in the university and beyond” “Provide resources and a community away from home”
Quotes collected from Agency Leader Survey by the Department of Student Governance & Advocacy
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AGENCY ADVISORS Agency advising is a little different than what you may have experienced through your involvement in RSOs and Greek organizations due to your responsibility, funding, and function on campus. The Agency advisors work to ensure your success and help make you look good! In doing so, there are some particular job responsibilities of Agency Advisors, including:
•
Ensure agency compliance of Student Body Statutes, the Florida Administrative Code, State of Florida Statutes and Laws and the rules and regulations of Florida State
•
Help agencies interpret and apply rules and regulations to their structure, spending and activities.
• • • •
Meet regularly (weekly or biweekly) with top leadership of agencies
•
Challenge and support agencies to continually live up to their potential and SGA expectations
•
Motivate and encourage leaders to get further involved in the FSU community
•
Inspire, empower, and educate student leaders to accomplish goals
•
Support educational goals, share good work, and celebrate accomplishments
•
Advocate for and promote ‘identity group’ culture throughout the campus
•
Provide resources relevant to the advancement of the organization and student leaders
•
Maintain a high level of accountability with student leaders for decisions made and actions taken on behalf of the agency
•
Serve as positive reference for you (if you ask us in a timely fashion!)
•
Establish and support relationships with faculty and staff across campus.
•
Ensure signature events are successful.
Attend agency General Body Meetings and large programs. Attend agency Executive Board meetings Utilize student development theory, identity development models, leadership development and organizational development
3 Expectations I Have for My Advisor
We Are Here for You! Your advisors are here to make sure you are successful—academically, personally, and as an agency! Remember that all SGA advising staff and graduate advisors are here to help you! Though we do not all share the same identities, your advisors are here to support you and be your ally in the work you want to accomplish! Stop by their office for a chat, a question, or a snack!
WORKING WITH YOUR ADVISOR • • •
Help us help you by keeping us informed
•
Remember that your advisors are professionals who are not checking communication after hours (in case of emergency, contact Carolyn Harris or Dr. Danielle Morgan Acosta)
Set up a regular meeting time Respond to emails/text/GroupMe in a timely fashion
3 Expectations My Advisor Has for Me
*Remember, it’s not an expectation unless you share it with others!*
2019-20 Agency Leader Guide 9
Student Government Association
Signature Events AUGUST/SEPTEMBER SGA and Agencies Welcome Back BBQ (First Wednesday of the Academic Year) Pride Drag Show (First Friday of Semester in Club Downunder) Hispanic Heritage Month (September 15-October 15) Black Student Union Pep Rally Budget Hearings
OCTOBER/NOVEMBER Women Student Union Love Your Body Week Black Student Union COBOL (Coalition of Black Organizational Leaders) Showcase Pride Month (October) SGA Fall Elections (Senate, Congress of Graduate Students, Campus Recreation Board) Black Student Union Pageant Veteran’s Awareness Month (November) Veteran’s Film Festival Pride Student Union Trans Awareness Week Asian American Student Union Fall Formal Black Student Union Bobby E. Leach Ball SGA Fall Inauguration
JANUARY/FEBRUARY MLK Week Senior Class Council’s 100 Days to Graduation Celebration Asian American Student Union Lunar New Year Celebration Black History Month (February) FSU Day at the Capitol SGA Spring Elections (Executive Branch, Senate, and Union Board)
10 Agency Leader Guide 2019-20
U
Ongoing Events ALL YEAR
FALL
Senate Meetings (every Wednesday night)
Away Game Viewings on the Green
Agency General Body Meetings- GBMs (approximately once a month)
(Night Games coordinated by Class Councils)
Congress of Graduate Students Meetings (First & Third Monday nights)
Minority Leadership Institute
Black Student Union, Seminole (Mondays, Fall Semester)
Transfer Leadership Institute (Tuesdays, Fall & Spring Semesters)
Freshman Leadership Institute
Center for Participant Education Workshops
(Mondays, Fall Semester)
Allies & Safe Zones Workshops (approximately twice a month) Golden Tribe Lecture Series
SPRING
Pride-U (Pride Student Union)
Diversity and Inclusion Institute
Womxn’s Initiative (Women Student Union)
(Spring Semester)
L.E.A.D (Asian American Student Union)
Noles Engaged in Politics (Spring Semester)
MARCH/APRIL SGA Spring Presidential Inauguration Women’s History Month (March) Inter Residence Hall Council’s Lord of the Wings Asian American Heritage Month (mid March – mid April) Women Student Union, Sexual Assault Awareness Week Black Student Union, Elections & Inauguration Pride Prom Hispanic Latino Student Union Gala Senior Week (April) OWL Release (Student Council for Undergraduate Research and Creativity) Veteran Student Union, Suck It Up Challenge
2019-20 Agency Leader Guide 11
THE
BIG PICTURE LARGE SCALE
FLORIDA STATE UNIVERSITY
YOUR AGENCY
12 Agency Leader Guide 2019-20
MOVING
FORWARD 1
2
3
4
2019-20 Agency Leader Guide 13
WHERE YOUR
Leadership Position CAN TAKE YOU
Examples of transferable skills you are gaining through your involvement: COMMUNICATION • Leading or contributing at meetings • Communicating with University administrators • Public Speaking at general body meetings, rallies, 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 • Voting based on your ethics, morals, values, and benefits to the student body 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
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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. 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.
All information from the National Association of Colleges and Employers (NACE)
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.
2019-20 Agency Leader Guide 15
ESTABLISHING INCLUSIVE ENVIRONMENTS We often feel the need to call others out for their hurtful, exclusive, or insensitive language or actions, whether these actions or words are intentional or not. As advocates for our communities, we stand up for others and ourselves when these painful behaviors are present, but our actions and words should be intentional. We need to take the method and the desired outcomes into consideration as we address these behaviors, and remember the difference between calling out and calling in as we build inclusive and educational environments. Reminders
•
None of us are experts, even on our own community, and especially not on someone else’s experience.
• Sometimes behaviors or actions are due to miseducation or lack of education. We can be better allies through education than alienation.
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CALLING IN VS. CALLING OUT CALLING IN
CALLING OUT
Calling in is addressing harmful words or behaviors in an educational manner that calls the person committing the behavior back into the cause without alienating them. Calling in does not negate awkward conflict, but it is focused on education rather than shame, and tends to have a specific goal in mind for working toward better actions. It may take time to be able to call in after a hurt has been committed, so give yourself a break before bringing up the issue.
Calling out is addressing harmful words or behaviors with the purpose of drawing attention to the behavior and the person committing the behavior. This is often a public occurrence, thought to be helpful in reminding the person to avoid the action in the future, but more often results in shame and exclusion from the community similar to the original behavior. Calling out may be a quick action to a situation that needs a quick response, but often prioritizes a stop in action over educational outcomes.
Looks Like:
• • • • • • • •
Looks Like:
• • • • • • • •
One-on-one conversations Intent to educate Ethic of Love/Care Inclusion Focus on correcting action/words Helping to understand Partners in accountability No assumption of prior knowledge
Public announcement/outing Intent to harm or shame Performance of allyship Isolation Focus on blaming person Policing behavior Forced accountability Assumption of knowledge
Everyday Feminism, Calling In: A Quick Guide on When and How. January 17, 2015. Sian Fergson.
EDUCATIONAL CONVERSATIONS
•
•
Give Grace. Remember that often, the reason someone says or does harmful things is that they are simply unaware of the harm caused as consequence to their actions. By not assuming prior knowledge and giving grace, we can be educational in our approach to help mitigate damage to our communities. Remember to give yourself grace as you process new and hurtful information. Sometimes we may be disappointed at the way we handled hurtful information later. Pick Your Battles. Giving grace can be especially hard when the hurtful comment or action was directed at you personally. We are not always in a place where we are able to be educational in our address. Sometimes we get upset and our words or actions do not make a situation better. Picking our battles allows us to remain in control of the situation. Taking time to
cool off before furthering the conversation may be a great way to educate someone. Sometimes, calling on our allies is another great resource, whether they act as a mediator or step in to have a more unbiased conversation.
•
Be Community Minded. The goal is not always simply to right a wrong, but to grow in community with one another. We grow in community with those we can trust to have our best interests at heart, but we must also have everyone’s best interest at heart as well. Educational conversations about the harmful behaviors of those we are in community with help us grow stronger together. Be willing to participate in these conversations, either as someone calling in, or someone who is willing to receive constructive feedback on your own behaviors. Remember, love looks like accountability.
2019-20 Agency Leader Guide 17
CREATING
Inclusive Spaces DID YOU KNOW?
•
Serif Fonts (such as Times New Roman or Cambria) can be difficult for some people to read. Instead use Non-Serif fonts (such as Arial or Calibri) for agency documents and promotional materials.
•
It can be difficult to hear when lots of people are speaking. Be sure to use a microphone at large events, even if you can “project well”. Ask participants to “stand if they are able” and introduce themselves prior to responding to a question so all students can fully participate
•
Each of us is responsible for inclusive spaces. Discuss with your E-Board about how to handle problematic language used in agency spaces or events. Ask your Advisor for some strategies for continuing to make your spaces the most inclusive, safe, comfortable spaces they can be!
CONSIDER THIS
•
When coming up with themes and event names, would someone from a particular marginalized identity group think it is inappropriate or insulting? How could you get to the spirit of this event without using sensitive language?
•
When expressing yourself on social media, ask yourself if you would want the information to be published on a national news website. Current and future collaborators and employers will be able to reference this for the rest of your professional career. If you are expressing a sensitive view, could it be more powerful to create an event, or present research in a class or conference about the subject?
•
When coming up with themes and event names, would someone from a particular marginalized identity group think it is inappropriate or insulting? How could you get to the spirit of this event without using sensitive language?
SAY THIS, NOT THIS
•
“Good Morning/ Afternoon/Evening” or “How are you?” to greet someone, instead of “Hello Sir/ Ma’am”
•
Use “y’all” or “friends” when addressing a group, instead of “you guys” or “ladies/ gentlemen”
TIPS
•
Don’t assume you know which pronouns a person uses. Best thing to do is simply ask “I use _____, _____, _____ pronouns. What pronouns do you use?”
•
Plan out where E-board and Committee members will be at an event. Are folks actively welcoming others and being amongst the group or is there grouping going on?
•
Next time you are in your agency physical space, check out the surroundings. Could someone using a mobility chair or crutches, or someone who has vision limitations, access all areas?
Accessibility is a big part of what makes our agencies successful! Creating spaces, events, and activities that already have accessibility in mind is our greatest tool in making sure there is equitable space for everyone. If you know that you need accessible materials at your programs, events, or workshops, or you would like to consider how you can further be inclusive in your spaces, reach out to Grace Wilson (cwilson4@fsu.edu).
18 Agency Leader Guide 2019-20
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?
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.
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.
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.
2019-20 Agency Leader Guide 19
How Great Leaders Inspire Action
“S tri v po pro es lit mo to ic te p r a en l an ec ovi ric d on de hm ac om an en ade ic, d t”. m ic
g kin s, or tw ation e n iz nd ies an , a ilit rg ts ac ng o men s.” F “ o rt ice am epa erv d s
What’s the purpose? Why do you do what you do?
“I want to continue and improve the one place I was able to call home when I entered FSU” “I want to be an agency of change in my community… to be a part of something bigger than myself and lead this organization to achieve our vision to educate, advocate, and empower here at FSU” “I feel passionate about helping people in my communities. The agencies serve an extremely critical role in retaining students on campus, making students feel safe, and offering a place of resources for communities that are under-served elsewhere”
“Uplift, empower and put on educational, fun and politically active programming.”
“By pro viding e ve leaders hip opp nts, identity n ortu ights, media o u tlet, we nities and a s environ ocial are able ment th to fo at emp interse hasizes ster an ctionalit in clu y and a ccessib sivity, ility.”
Why?
“T e sk ac i h pr in lls, ing om vo en le ot lvem co ad u e in g en rag rsh ad t i i vo and ng p ca cy .”
“Provides services and p ro g address rams to the need s.”
“Advocate, provide support, and resources.”
How do you do what you do?
“P la Me n G o e c cu eting ner a ra t s th l Bo dy m lea at s o nt t on will h.” ce a
“ C e re ntr so ali u z r ce ed s a co nd ord s in e rv ato ice r o s.” f
e, ac sp and ’s e , U f sa es S a rc F e ou on d s i n ov re io s.” pr e, at u o m nt p “T ho ese cam a pr re
How?
y, utonom te self-a itations, “Promo ce all lim of denoun on systems educate ion, advocate e s oppres ithin a divers ity w inclusiv mmunity.” co
20
“P ro Ex gram to ecut mat p i i ed rovi ve B c div uc d ra is se atio e sup nch ion o lec n c t id on port reat f the en a p for ed tity art a n gro icul d up ar .”
What Do You Do?
e m sa ce e en an th eri hm e id exp res .” f U ov pr ing a FS o m as “T lco ad g to we t I h min a o th c
l ra s, ltu rial u c te ng a te di m o d vi nd om an ” o a pr s n pr y am h es tio “B ogr hic ren cia a re w r p aw pp a
What?
Simon Sinek. 2009. Start with Why: How Great Leaders inspire everyone to take action. Quotes from Agency Leader Survery, Student Governance & Advocacy.
s
ad pre ds an ss.” s ote ne om ware a “Pr
SOCIAL CHANGE WHEEL Choose a place on this wheel that you feel fits your personal stance or comfort level in creating social change. Remember that no stance is better than the other, just different. In order to create social change, we need all of these areas to make the wheel actually move forward.
Community Building & Belonging
Education & Awareness
Empowerment & Celebration
Systematic Participation
Adapted from Social Change Wheel by Minnesota Campus Compact (1996)
Political Activism
Campus Advocacy
Some additional questions to think about... • • • • •
What is the second most comfortable place for you in this wheel? Where do you think your agency stands the strongest in this wheel? How does that strength align with your own? In what ways do your personal strengths contribute to the work your agency hopes to accomplish? What is the most uncomfortable place for you on this wheel? We might stand at different places at different times in our lives. What life events might cause you to stand in a new place, and which might you predict?
2019-20 Agency Leader Guide 21
D
Time Management 101 Set your goals and priorities: Review
all that you need to complete and decide what is the most important. Be realistic and specific when setting your goals. What needs to be done now and what can wait?
Clean your workspace: Keep your desk, room, backpack, and computer clean and organized so you can access needed materials quickly. Devise an organizational plan for storing old materials you may need later so they do not take up space on your desk in your room.
Work with (not against) your personal time clock: Do you work best in the morning or at night? Plan your weekly study schedule around your most productive times of the day. Put easier tasks or errands (i.e. laundry, grocery shopping, sending emails) during nonproductive times, leaving more focused and alert hours for studying.
Organize your classes and due dates: At the beginning of each semester write down all important class due dates (i.e. papers, test, quizzes, projects, etc.) on a paper or electronic planner. You will be able to see when you have busy weeks and plan ahead.
Budget and monitor your time: Take time your review your plans each day and update your schedule/planner as needed. Overestimate the time needed for academic tasks. If you get done early move on to something else or reward yourself with a break. Be flexible and try to allow some time in your schedule for rescheduling.
22 Agency Leader Guide 2019-20
Create a weekly study schedule:
Establish a routine for each week. Start with your classes and then add in study time for each class. The more specific the better, so pencil in what class you will study and where you’ll be much more productive if you have a set weekly routine helping you know what to work on and when.
Use a planner and to-do lists: Paper
or electronic, it’s up to you! Either one is fine as long as you use something to record what needs to be done and when. Include your class, work, studying, and organization responsibilities. Also, include your free time.
Know when to disconnect: Turn off
your phone or use airplane mode during class and study time to stay focused and manage distractions.
Break larger assignments into smaller segments: Take one large
paper or project and break it into smaller segments with your own internal deadlines. Follow your plans, stay on track, and avoid working on projects and papers last minute.
Use “hidden” time: When you have
20 minutes between classes or you are waiting for the laundry to finish, make use of down time by carrying note cards to study, review notes, or update your calendar and prioritize your activities for the next day.
Learn to say “no, but”: No doesn’t mean that you won’t do something, simply that you are not available at that given time. You may be able to do it on another day or at another time. For example, “I’m not free for a committee meeting tonight, but I am on Monday at 5pm.”
10 TIPS
FOR 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.
2. 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! 4. 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. 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. 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. 7. 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. 9. 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. 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.
2019-20 Agency Leader Guide 23
Dimensions Dimensions of Wellness of Wellness
We believe an environment that encourages healthy behaviors and wellness is essential to the We believe an environment that encourages academic success and holistic well-being of healthy behaviors and wellness is essential to the members of theand FSUholistic community. #LiveWellFSU academic success well-being of members of the FSU community. #LiveWellFSU
Social Wellness:
Environmental Wellness: Environmental Wellness:
Developing an awareness of your Developing an awareness of your safety and the environment that safety and the environment that surrounds you, and enhancing surrounds you, and enhancing your relationship with it your relationship with it Intellectual Wellness:
Fostering critical thinking, Intellectual Wellness:
developing moral Fostering criticalpersonal thinking, reasoning, expanding developing personal moral world-views and engaging in reasoning, expanding education for the pursuit of world-views and engaging in knowledge
education for the pursuit of knowledge Occupational Wellness:
Achieving personal satisfaction and professional enrichment Occupational Wellness: through work, volunteering, Achieving personal satisfaction organizations, or academic and professional endeavors inenrichment a manner that is through work, with volunteering, consistent your personal organizations, or academic values, goals, and lifestyle
endeavors in a manner that is Financial Wellness: consistent with your personal Accessing the financial resources values, goals, and lifestyle and skills that allow you to accomplish your goals
Financial Wellness:
Accessing the financial resources and skills that allow you to accomplish your goals
Social Wellness: Establishing and maintaining Establishing and maintaining healthy relationships healthy socialsocial relationships with with those around you including those around you including friends, family, community, and friends, family, community, and work-groups work-groups Emotional Wellness: Emotional Wellness:
Experiencing and appreciating a Experiencing and appreciating a healthy range of emotions in healthy range of emotions in order to maintain a state of order to maintain a state of mental health and wellbeing
mental health and wellbeing Creative Wellness:
Valuing and actively Creative Wellness: participating in a diverse range Valuing and actively of arts and cultural experiences in a diverse range as aparticipating means to understand arts andthe cultural experiences andof appreciate as a means to understand surrounding world
and appreciate the Physical Wellness: surrounding world
Prioritizing your physical health by moving your body, Physical Wellness: consuming a variety of healthy Prioritizing physical foods, preventingyour and caring for health by moving your body, illness, and getting enough sleep
consuming a variety of healthy Spiritual foods, Wellness: preventing and caring for Expanding sense of purpose illness,aand getting enough sleep and meaning in your life
Spiritual Wellness: Expanding a sense of purpose and meaning in your life
The road to wellness begins with becoming more aware of your present condition, and then making the conscious decision to change the way you live. The path to greater wellness is through living in a manner that is consistent with your own personal needs, values, and goals. While there are different pieces to the wellness puzzle, these pieces all impact you as a whole person and are an essential component of the wellness equation. Look at the dimensions on the wellness feather and decide where you would like to start. Once you begin to make small positive changes in your life, you will feel more able to tackle the bigger changes.
24 Agency Leader Guide 2019-20
Incorporating Wellness
INTO YOUR EVERYDAY LIFE Emotional
• • •
Practice optimism. (Optimists have a much more realistic outlook on their situations and choose to use setbacks and difficulties as opportunities for personal growth.) Smile more. 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 stay aware of your emotions.)
• • •
Prioritize getting enough sleep. Exercise by trying a new outdoor activity. (Lots of options at the FSU Rez!) Be mindful about what you eat (Try a smoothie from Energy Zone in the Leach Center or a wrap from the Fresh Food Company for some of the healthier quick options on campus!)
•
•
Occupational
• •
Physical
Choose a fulfilling major. Get to know your co-workers
•
Intellectual
• • •
Read a book or article about a topic you’re unfamiliar with. Don’t skip class. Brush up on your study skills.
• Social
• • •
Learn how to say no. Build a social support system. Get involved (there are currently over 500 student organizations on campus!)
•
Spiritual
• •
• •
Develop a craft or hobby that requires building and creating with your hands. Try writing a poem, story, or song. Visit a local gallery or museum. (The FSU Museum of Fine Arts is a great option!)
•
Environmental
•
Financial
•
•
Get in touch with your values. Find time for relaxation, prayer, or mediation.
•
• •
Creative
• •
Develop a budget and stick to it. Use caution with credit cards.
Practice the four R’s of Sustainability—recycle, reuse, repurpose, and reduce [your waste and energy consumption]! Turn your water off. Take care of your personal space. (We all tend to be happier and less stressed when our living and working environments are comfortable and organized.)
•
2019-20 Agency Leader Guide 25
Planning Your
Agency M onth Agencies program, connect, advocate and support students all year long. But agency months are a loved tradition on campus – and gives you the opportunity to really showcase the work you have been doing, encourage others to get involved with your agency, and outreach to other students, faculty and staff. Agency Months include lots of moving parts, and here are some tried-and-true tips to help you prepare.
HHM | PM | VAW | BHM | WHM | AAHM Month programming has been really important to the agencies at Florida State, with lots of money being spent and signature events taking place during each agency month, but remember you do activities all year long. While celebrating an awareness, history, or heritage month, it is important to remember not everything has to happen during that time. It is also good to brainstorm early regarding a theme, the messaging, and what you want the campus community to feel and think at the end of the month!
QUICK TIPS • •
Start early (like the semester before)! Build partnerships with departments on campus and affiliates – leave space for them to program too!
•
Focus on quality programs. Stick to 10 strong events!
• •
Delegate!
An agency should aim to host ten events during their celebratory month, to ensure quality programming. Events that are hosted by affiliates/campus partners or events like Market Wednesday do not need to count toward the ten. An agency should avoid going over fifteen events, even they’re feeling ambitious. Typical and necessary program types include:
• • • • • • • • • • •
General Body Meeting Educational Seminars Interactive Social events Guest/Academic Speaker Co-sponsored Film with the Student Life Cinema Faculty & Staff Interaction Sound Hour at Market Wednesday Community Service Event Fitness/Athletic Event Opening/Closing Ceremonies Events Hosted by Affiliate Organizations
Meet with your advisor
SCHOOL COMES FIRST Have you covered all your bases? Month programming can be a great way to get lots of people excited and plan some fun events! It is also an important time to educate and connect the campus community together! Month programming should have social, educational, service, and academic components to truly be successful – remember you are programming for the entire campus community and this is a great time to bring people out and connected to your agency!
26 Agency Leader Guide 2019-20
Remember once the month gets here, you are still a student first. Be prepared to balance your involvement with your classes. Share responsibilities with your team, and ask for help when you need it.
PASSIVE PROGRAMMING Never underestimate the power of passive programing – your website, social media, flyers and magazines are all ways to teach and engage the campus community.
Engaging the E-Board Month programming is all hands on deck! The Month Coordinator should make sure the SURVIVAL GUIDE is created and distributed to all executive board and committee board members at least two weeks before the Month’s Kickoff! The SURVIVAL GUIDE is the one place to look for everything that needs to happen. It should include:
•
All month events including the plan (minute-by-minute, day-of-show, agenda, etc) for each event
• • • •
What time E-board is expected to arrive at each event
•
ANYTHING that everybody needs to know to make the event successful
Don’t forget about MLK Week! How can your agency plan programs to fight injustices in January?
What time is advertised/doors open for an event Proper attire for Eboard Assigned tasks (picking up the food, making the video, greeting guests, serving food, giving out t-shirts, emceeing, working back stage, etc)
Campus Partners Departments and Offices on campus plan programs and have resources — think about how you can collaborate with them and use their expertise in your month’s activities, or highlight events they are organizing.
Marketing Marketing is an important part of any all events, but especially Month Programming. It is expected that:
•
Each agency should work with Student Publications to create a calendar of events and a description of the month that is live at least two weeks prior to the month.
•
Flyers need to be distributed to the residence halls and across campus with calendars of weekly activities, and individual promotions for the largest events
•
Individual invitations should go out to faculty/staff invited to their events at least one month prior to the beginning of the month
•
Event Permits and Student Publications requests be submitted 3-4 weeks before an event
2019-20 Agency Leader Guide 27
Planning
PROGRAMMING
CHECKLIST
Brainstorm program ideas Consider what you want people to do or learn at the event! Make sure the date and time doesn’t conflict with major campus or other agency events by checking the Student Governance and Advocacy calendar. Secure funding and/or permission (Senate approval is required for contractual services over $3000) Create a day-of schedule for your event and add any offcampus events.
Planning events can be some of the most fun ways to be involved with your SGA organization, and help you live out your purpose through bringing people together, education, and building community with them and providing opportunities to do something new. This is a checklist to ensure you cover all your bases from start to finish of an event.
Complete an Event Permit for your event through Nole Central
Finances Secure all quotes/contracts/agreements Share purchase needs and details with organization treasurer Treasurer submits all necessary Purchase Requests in Nole Central Purchase items Turn in your receipts to SGA Accounting ASAP!
Space
Event Name:
Reserve space (reservations.dsa.fsu.edu)
Date/Time:
Update setup information including tables, chairs and AV needs with Campus Event Services
Location Total Budget:
Confirm setup needs 3-5 days prior to event
Space Setup Needs:
Promotion NOTES
Submit a Student Publications design request 4-6 weeks before the event (except for fundraising programs) Distribute flyers in the residence halls and around campus, pass out handbills at Market Wednesday, and share on social media Thank attendees on social media and share pics showing all the fun that happened
Program Confirm with caterers or companies delivering items, their date and arrival time Collect all event supplies including schedules, printouts, decorations, etc. Arrive early to setup and make sure the room is setup the way you want, and other technology works Practice what is going to happen to make sure it runs smoothly Assign tasks to E-board and remind them of their duties, one week out Provide E-board with an overview of the event details during the e-board before the event Clean the space and reset furniture if you moved it
Wrap Up Send thank-you letters to presenter/entertainer, volunteers and other people who have been helpful. Evaluate: information discussion with organization members, share feedback about program and write up a formal evaluation 28 Agency Leader Guide 2019-20
Excuses Excuses
Excuses Excuse: “We did that LAST year!” Answer: Repeating programs in moderation is not always bad. Each year there are a new group of students who haven’t been exposed to that particular topic before. It may be a good program for all new people, and it can definitely be improved upon. Run with the successes, but constantly continue to evaluate them as well. E: “No one knows who that is!” A: Big name speakers, well-known faculty, or everyone’s “favorite” presenter don’t always do the best job. Don’t assume that a big name or favorite person will solve your programming problems. Bring in new people so that students can be exposed to different perspectives and styles. E: “I don’t want to fail!” A: Some people are afraid to try a new concept or idea, develop a different type of program, tackle a controversial issue, or step outside of their comfort zone. You are a student leader because we know you can do all of those things! If you don’t try new things, you’ll never learn anything different. Step outside of your comfort zone! E: “They’ve got to be entertained!” A: Too much fluff and not enough stuff will leave your audience with a cavity! Or at least yawning. They will not return to your programs if they don’t feel they’ve learned something valuable. Make sure you have quality, up to- date
information for them, and have challenged them to look at things differently. Entertainment is good as long as it isn’t the main performer. E: “We can’t change our plans now!” A: You sure can...so be flexible. Plan early enough so that if something happens, and your speaker has to cancel or you realize you planned a program during the season finale of Pose (gasp!) you can reschedule or reformat, and not leave yourself in a predicament. BUT, don’t keep putting it off until later for silly reasons….someone will ALWAYS have something else to go to or do. E: “Audience participation CAN’T be planned!” A: Wrong answer! Interactive games, dialogue, index cards with pre-set questions, and exercises can all be planned in a presentation to get even the quietest audience participating and discussing whatever the topic is. A good student leader always has questions ready for a presenter so that the group doesn’t sit in awkward silence. E: “I haven’t heard back from the presenter, so I can’t plan the program!” A: Again, WRONG! If you want a program to happen, you need to be persistent. One phone call doesn’t mean you’re finished. Call every day. Email. Stop by the office. You and only you are responsible for getting it done, and that excuse is never ok. And if you’ve waited until the end of the month to program, you have no one to blame but yourself so plan your programs far in advance. E: “It’s too much to do myself!” A: First, don’t forget that there are other students and staff who can all help program with you (within the scope of the requirements). AND you don’t have to program alone—get your friends to help. You might be surprised what they will do if you only ask for their help. Sometimes the best ideas come from those you’d least expect them from! E: “I’m just going to get past this week, then I’ll plan it. It’s too busy right now.” A: Yeah, I doubt it! Once you put something off, you’ll keep putting it off again and again. Don’t wait too long or the calendar will get full, other stuff will come up, and it’ll never happen. Get going, and you’ll be able to feel relieved that you finished instead of stressed that you didn’t.
2019-20 Agency Leader Guide 29
FINANCES INFORMATION AND POLICIES REGARDING SGA & COGS FUNDS Florida State University students pay a $12.86 activity & service (A&S) fee for every credit hour in which they are enrolled. As required by Florida Statute, the Student Government Association allocates those funds to various entities and student organizations, including Campus Recreation, Oglesby Union, the branches and student organizations of Student Government, Congress of Graduate Students, and a variety of funding boards. To learn more about the 2019-2020 allocated budget, visit sga.fsu.edu/archives/70th-Senate/bills/Bill-2019-Budget-Proviso.pdf To ensure spending of A&S fee resources benefits the entire student body, the state, University, and SGA/COGS have many policies regarding the spending of student funds. Knowing your responsibilities as an A&S fee recipient in following all funding guidelines and policies are necessary for you to receive A&S funds and for SGA to process your requests in a timely manner.
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 the Financial Certification exam and submitted the SGA Statement of Understanding 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.
30 Agency Leader Guide 2019-20
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) 802.5 Limitation on Outside (non-FSU) Benefits (Cannot use for political activities, community benefits, donations; must provide priority admission to current FSU students) 802.6 Acknowledgment of SGA Funding (Must use SGA logo or statement on all printed materials, publications, clothing, or awards. Visit sga.fsu.edu/logos.shtml for logos.)
• • •
Online and printed publications Audio and video advertising All printed materials and broadcasts expressing a political message must also include “The views expressed herein do not necessarily reflect those of FSU SGA”
802.7 Personal Gifts (Not allowed cannot 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.) 802.8 Alcohol (Not allowed – cannot purchase alcohol, alcohol supplies, etc.) 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 PURCHASE REQUEST PROCESS Your RSO is recognized, financially certified, and has secured funding through one of the ways detailed above for an event, clothing or promotional items, or a trip. You have funds in your Nole Central account, know what budget your money is coming front, and have all of your documents completed and ready to submit. You are ready to begin the Purchase Request process! Here is a breakdown of the process and what you can expect:
1
Submit a purchase request in Nole Central under your RSO’s account 15-30 business days prior to your event as required by SGA/COGS policy. Complete all fields as necessary and submit all completed required documents.
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. Check your email for any questions from SGA Accounting!
3
Approvals Begin: SGA Treasurer/COGS Deputy Speaker for Finance ensures the money is being spent according to SGA policies. In your Purchase Request, you will find any comments from them at the bottom on the page.
4
SGA Accounting generates a PO, check, Enterprise registration, conference registration, or reimbursement documents. The RSO Requestor and any student being reimbursed should regularly check their email for any questions from SGA Accounting!
EVENT OR PROMO ITEM 5
RSO receives email with PO and instructions to submit receipts, information on contract signatures and check pick up for performer/DJ/etc
CONFERENCE REGISTRATION OR ENTERPRISE RENTAL CAR RSO members will visit the SGA Accounting Office to book buses, rental cars, or conference registration.
TRAVEL REIMBURSEMENT SGA Accounting prepares reimbursement materials for the individual student being reimbursed for airfare, lodging, or mileage.
6
It’s time to make the purchases/travel! Print the PO, select items needed, and give the PO to the vendor.
7
Have an awesome event/trip or collect some great promo items and share with all students!
FOR SERVICES/PRODUCTS PAID FOR BY SGA/ COGS:
8
Immediately submit receipts to the SGA Funding Evaluation Receipt Submission Qualtrics, sga.fsu.edu/ receipts. Receipts are considered late if not received within ten (10) days of receiving goods and services. Vendors will not get paid and your RSO cannot spend additional funds until the receipt has been submitted. Faster is better!
FOR PRE-APPROVED TRAVEL REIMBURSEMENT: Immediately submit receipts to the SGA Funding Evaluation Receipt Submission Qualtrics, sga.fsu. edu/receipts. Receipts are considered late if not received within ten (10) days of the trip. Failure to submit receipts could forfeit any reimbursement opportunities. Once receipts are submitted, the student being reimbursed must check their email to confirm and sign their ExpenseReport in order to receive a reimbursement from the University.
2019-20 Agency Leader Guide 31
IMPORTANT DOCUMENTS The following SGA & COGS documents are necessary for spending A&S funds and submitting Purchase Requests in Nole Central. They are all linked below and available on the SGA website. Visit sga.fsu.edu/accounting-forms.shtml for more info.
STATEMENT OF UNDERSTANDING FORM
Required signed document indicating review, understanding, and compliance of SGA/COGS Accounting processes. Must be completed and turned into Accounting in order to utilize SGA/ COGS funds as part of the recognition process, and updated when new officers are elected.
SECOND AUTHORIZED SIGNER FORM
All purchases require confirmation by 2 officers who have completed the “SGA Statement of Understanding,” the first is the student completing the purchase request in Nole Central, the second is a student that completes this form for each purchase request. Completed form must uploaded in Nole Central. Advisor signature required for purchases over $1000.
GROUP TRAVEL ROSTER
A list of all students participating in a trip funded by SGA/COGS funds. All students participating must sign the form and provide proper information. Completed form must be uploaded in Nole Central as part of the Purchase Request anytime more than one student is traveling.
TRAVEL INFORMATION FORM
Travel details and Payee information for trips funded by SGA/COGS funds. A separate form should be submitted for each type of travel payment (car reservation, conference registration, each individual student being reimbursed). Completed form must be uploaded in Nole Central as part of the Purchase Request.
CONTRACTUAL SERVICE/ AGREEMENT FORM
All the necessary information to bring a speaker, comedian, performer, DJ, or guest to campus. Information submitted will help the University generate a contract or utilize the payee’s contract. Completed form must be uploaded in Nole Central as part of the Purchase Request.
EXPENSE REPORT
A signed document for any student receiving a reimbursement for travel. Once receipts are submitted, the University generates a document detailing travel and reimbursement allocations. A copy is emailed to the student traveler by SGA Accounting. It must be SIGNED AND RETURNED via email to SGA Accounting. Once submitted, the University can process the reimbursement. Failure to return the form will result in reimbursements being delayed or cancelled.
REMEMBER: You should ask vendors for a quote only. Do not reserve services or commit your organization or the university to paying before receiving full approval with the purchase order!
GATHERING ALL OF YOUR DOCUMENTS TO SUBMIT A PURCHASE REQUEST Within Nole Central, each RSO will submit a Purchase Request for any spending you are hoping to do with SGA/COGS Funds. The Purchase Request form will collect all the necessary information and documents you will need for any event, promotional item, or travel expenses. Prior to logging in to Nole Central, be sure you have all your documents ready to upload:
EVENTS
• • • • •
2nd Signer Form Vendor quotes and list of what you are purchasing Event Flyer with pertinent information Completed Contractual Service Agreement Form with all-inclusive amount if you are paying a person for a service Date and location of event
32 Agency Leader Guide 2019-20
PROMOTIONAL ITEMS
• • • •
2nd Signer Form Quotes for Purchases Artwork design with SGA/ COGS logo/statement included Preferred purchase date
TRAVEL
• • • • •
2nd Signer Form Group Travel Roster Conference Schedule Trip/Travel/Flight Itinerary Completed Travel Information Form outlining the type of travel and pertinent student information for travel reimbursement (flights, mileage, airfare)
UNIVERSITY VENDORS AND PURCHASING Companies RSOs often work with for programs, events, and travelling. There are many companies, payees, 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, and often times, RSOs are required to use University vendors for particular items (office supplies from Office Depot, for example). They may also be helpful to RSOs using offcampus funds because they work with the university so often. RSOs are encouraged to visit the University Shopping Guide (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, Target, Walmart, Party City, Sam’s Club, and Michael’s. Should you need to purchase something from these locations, please contact the SGA Accounting Office for options. 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
GROCERY STORE VENDORS
Publix on Ocala
FOOD SERVICE VENDORS
Andrew’s Catering, Chuy’s, Habana Boardwalk, Hungry Howie’s, Gordo’s, Moe’s, MoMo’s, Newk’s, Red Elephant, Sonny’s BBQ, Super Perros, Seminole Dining
OFFICE SUPPLY VENDORS
Office Depot
T-SHIRT VENDORS
Full Press, Clothesline, T-Formation
AWARDS VENDORS
Awards 4U
RENTALS & NOVELTIES VENDORS
A-Z Rentals, Jumping Jacks
PRINTING & COPYING VENDORS
UPS Store on Woodward, Student Publications
MAILING & SHIPPING VENDORS
UPS Store on Woodward
RENTAL CAR VENDORS CHARTER BUS VENDORS
Enterprise/National Rental Car Annett Bus Lines, Astro Travel Tours
T-SHIRT & PROMOTIONAL ITEM VENDORS T-shirts and promotional items are a great way to get the word out about your organization. When ordering printed materials, keep in mind the vendor must have the rights to print licensed logos and/or images. This includes any FSU official logos, seals, and imagery. The vendor may require additional funds associated with printing licensed images. All promotional items paid for with SGA/COGS funds must have the SGA or COGS logo, 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.
TYPICAL T-SHIRT BREAKDOWN Small: 24% Medium: 32% Large: 32% X-Large: 10% XX-XXX-Large: 2%
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 funded by SGA/COGS or containing 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.
2019-20 Agency Leader Guide 33
TRAVEL REQUEST After completing the above required information within Nole Central, for any type of Travel Request, you will be required to upload a series of documents. Each Purchase Request should have it’s own Second Signer Form and Travel Information Form. If multiple students are getting reimbursed, or you were funded for multiple components of travel (rental car and conference registration, for example), you must submit a different Purchase Request for each component of Travel. The signed Group Travel Roster, Conference Schedule or Agenda, and Travel Itineraries may be similar. Read below regarding the information that is necessary for all travel forms. Travel Information Form: This for is available on the SGA Accounting website and required for all travel requests. It includes trip information, including dates and times of travel, travel destination, and conference meeting name and address. There is a breakdown of the form for Individual Student Reimbursement Information, Conference/Meeting Registration Payment Request Information, and Enterprise/National Car Rental Request information. Be as detailed as possible, save the file as “Travel.RSOName.ConferenceName.” and upload in Nole Central.
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 is more than one student travelling. This information is required for all travel funding. Each student traveler, as well as the organization’s advisor, must complete and sign the Group Travel Roster with their individual information, emergency contact, and type of travel prior to the RSO submitting the travel request in Nole Central. Once all signatures have been obtained, scan and save the file as “GroupTravelRoster.RSOName” and upload in Nole Central. Conference Schedule or Agenda: To process travel requests, SGA Accounting must share the conference schedule or agenda with the University Travel department. You can usually find this on the Conference website, or in an email detailing when the event begins, ends, and the types of sessions or scheduled offered while there. Save a PDF file or photo of the schedule or agenda and upload it in the Nole Central Purchase Request, saved as “Agenda.RSOName.ConferenceName.” Travel Itineraries: Travel details and itineraries are required by the University Travel department. This includes:
• • •
Quotes from Enterprise/National regarding rental cars Flight information including Ticket Number, trip details (departure/arrival times, airport, and stops), proof of payment Confirmation of any reimbursable requests (hotel reservations, etc)
When it doubt, upload the materials to the Purchase Request! The more details, the better!
COMPLETING YOUR PURCHASES FOR PAYMENT After a purchase is made and the materials have been received, it is imperative that you submit the receipt or invoice for processing. Without a receipt, vendors will not be paid, and your RSO cannot spend additional funds. To submit your receipts for purchases using SGA/COS funds, upload a picture or scan of the receipt to the “SGA Funding Evaluation Receipt Submission” Qualtrics link. Receipts can be submitted from your smart phone, tablet, or computer at any time.
All receipts for events, activities, items, or travel purchases with SGA/COGS funds must be submitted electronically within 10 days to ensure payments are processed and your RSO can continue spending SGA/ COGS funds. Receipts can be uploaded utilizing the SGA Funding Evaluation Receipt Submission Qualtrics, found online at sga.fsu.edu/receipts
34 Agency Leader Guide 2019-20
PLANNING EVENTS ON CAMPUS Event Proposal Process Events that take place on campus should go through the Event Proposal (EP) process. EPs are submitted through your RSO Nole Central page under the events tab, and are required for any large events (over 50 people), events that have food, may need security, etc. When submitting an EP, you will be asked a series of questions that help ensure your RSO is ready to host a successful event!
Did You Know? Your event permit should be submitted at least 10 days before your event
Facilities for Events Most RSO events take place in Student Affairs spaces, which can be reserved by RSO leaders through reservations.dsa.fsu.edu/. Facilities requests should include room set-ups, any furniture, and/or Audio-Visual (A/V) needs. All spaces for RSO events should be reserved through the process outlined by that department. For some outdoor spaces on campus, RSOs may need to pay to have tables and chairs delivered and provided by FSU Building Services. RSOs must have funds allocated prior to requesting such services. If using SGA/COGS funds, the SGA Accounting staff will submit the request for you after acquiring funds and submitting a Nole Central purchase request at least 15 school days prior to the event. SGA Accounting staff will place the order for tables and chairs with Building Services, facilities.fsu.edu/requests/specialRequest/prices.php, with the proper funding information. Planning Sustainable Events SGA encourages RSOs to plan events and make purchases with Sustainability in mind. Florida State University Sustainable Campus provides these tips, and check out sustainablecampus.fsu.edu/resources/greenevent-guide for more information:
• • • • •
Buy large containers or food platters and avoid individually-packaged snacks. Encourage students to bring their own water bottles for drinks and avoid purchasing plastic water bottles or anything Styrofoam! Always remember to recycle and purchase recyclable and recycled or biodegradable materials when you can! Avoid putting years or leader names on promotional items so they can be used over time! Purchase programming supplies you can share with other organizations or use for multiple events.
Hosting Games of Chance Organizations planning events that include any games of chance, such as “Casino Night,” must obtain approval from the EP process and cannot use A&S Fees. If you are hoping to have a raffle or game of chance, download, read, and following the gambling and games of chance provisions outlined in the RSO Handbook, union.fsu.edu/sac/involvement/rsoresources. Public Performance Rights for Copyrighted Video Records Any RSO publicly showing a movie, DVD, Blu-ray, film, show, or any other copyrighted video recording, must obtain a purchase order for PUBLIC PERFORMANCE RIGHTS fifteen (15) business days prior to showing the copyrighted material. Contact Amie Runk at either (850) 644-4504 or arunk@fsu.edu for more information.
Did You Know? The ASLC co-sponsors events with RSOs. Contact Amie Runk for more details!
Renting Inflatables RSOs planning events which include rental of inflatables need to review the Event Planning Guide. FSU requires the inflatable company to have at least $100,000 of insurance coverage and the company must be approved by FSU Environmental Health and Safety. Waivers Organizations hosting events that involve any form of risk including, but not limited to, personal injury, weather-related risks, misuse of equipment, or illness or harm from food and/or beverage consumption, are required to have all participants complete a “General Release and Waiver of Liability” form. Waivers should also be completed when organizations travel during any RSO sponsored event. Waivers can be found at union.fsu.edu/sac/eventplanning/forms-for-events.
2019-20 Agency Leader Guide 35
Planning Your Budget Creating a budget plan is a helpful way to ensure you are spending all of your allocated funds and that you have enough to do the things you want.
What is a budget plan? •
A tool for planning and tracking your organization’s funds
•
A guideline describing your organization’s future goals regarding finances within a set period of time
•
A detailed statement of your organization’s estimated income and expenses
•
A historical record of your organization’s activities during a certain period
Remember to plan ahead when moving money between budget categories. A Senate bill is required to move budget and requires at least two weeks!
•
Rank events and programs in order by their relative importance (i.e. Guest speakers, signature events, heritage month activities, Homecoming, etc.)
•
Collect price quotations on big expenditures like guest speakers, performers, and off campus venues. Remember to delegate responsibilities to e-board members.
•
Outline projected numbers per category in a spreadsheet. Be sure the budget is flexible to anticipate any events that may have been overlooked. Give yourself a cushion
•
Share the budget with your organization executive board and advisors
•
Use this to help you plan your budget presentation for the next fiscal year.
How do we manage a budget? •
Keep an accurate log of all transactions. Nole Central can help with this, but be sure to log all purchase requests and expenditures on an internal document.
•
Share the balance of each budget category at every e-board meeting
What can a budget plan do?
•
Assess the budget regularly and adjust when necessary
•
Help your organization use funds efficiently and appropriately
•
Meet with your advisor to discuss your budget and Nole Central at least once a month
•
Provide accurate information to adjust, analyze, and evaluate programs and activities
Annual Budget Request Process
•
Keep a historical reference to be used in future planning
•
•
Aide with effectively managing your time and resources
Each October, your organization will be required to submit a budget request for the next fiscal year budget and present that request in front of the Senate Budget Committee.
•
At least the president and treasurer should attend the presentation.
•
To project next year’s spending, you should keep in mind the last 2-3 years. Compile what you spent, what programs/events you held, and what the impact of those programs/events were. This will allow you to accurately advocate for your organization’s needs
How do you develop a budget plan? •
Begin preparations as soon as your board is set and you know your SGA budget
•
Prepare an outline of your organization’s annual events and other planned activities for the coming year
•
Review your available funds including SGA allocated as well as self-generated funds
Did you know? Students pay $12.86 in activity and service fees (A&S) for every credit hour in which they are enrolled.
36 Agency Leader Guide 2019-20
ORGANIZATION
TRANSITION The success of an agency is contingent on its ability to maintain and pass on information from academic school year to the next, and this can be achieved through organization officer transitions. It helps minimize confusion, gives outgoing officers a sense of closure, and provides incoming officers a foundation of knowledge. Here is a checklist to assist your organization in facilitating positive officer transitions.
Reflections
Share All Documents
Being in an Agency leadership position for a year is invaluable! You have learned important things along the way that can help future leaders. Mistakes, tips, ideas and successes are all important things to share. When reflecting about your leadership experience think about the things you would have wanted to know when you accepted your position. Another way to pass along your wisdom and have a chance to reflect on this past academic school year is to ask yourself these questions and share with the incoming executive board:
Sharing documents electronically allows new executive members to easily update and change them. Hard copy binders are an option as well, but harder to pass along to future leaders or edit documents. The following documents and items should be shared to incoming executive board members:
•
What were the goals of your organization during your term and how did you all achieve those goals?
•
What problems or stumbling blocks did you encounter as an officer?
•
How were these problems or stumbling blocks dealt with?
• •
What did you like best about your position? What on-going commitments does the person who is coming into your position need to know about?
•
What student organizations and/or campus department collaborations were successful?
•
What are some suggestions you have for the next person in your position?
• • •
Agency’s Statutes and By-laws
• • •
E-Board’s Agendas
Meeting Minutes Email and Social Media Passwords (Facebook, Twitter, Instagram, Slack, GroupMe, Mailchimp, etc.) Calendar of events and deadlines Officer position descriptions
Finances It is important to share and talk about the finances of your agency. Sharing this information will allow executive board members, especially the treasurer, an opportunity to become aware of how to use their funds.
• • •
Discuss the financial status of the agency
•
Documents to share: Budget spreadsheets and previous budget committee hearings presentations.
Explain how your agency is being funded Explain how to submit a purchase orders and receipts
2019-20 Agency Leader Guide 37
U Marketing
HOW TO PRINT WITH STUDENT PUBS
STUDENT PUBLICATIONS Student Publications is a team of part-time student designers and photographers who are enrolled full time at FSU. They provide free color printing, graphic design, and photography services for all requesting recognized student organizations and branches of SGA. They can provide the following services, including, but not limited to:
• • • • •
Business Cards Flyers Handbills Posters & Banners T-Shirt Designs
• • • • •
Logos Buttons Invitations Programs/Booklets Event Photography
Student Publications can provide these services, so long as the organization’s event/project 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 Has the SGA and appropriate RSO logos (printing/ design only)
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.
38 Agency Leader Guide 2019-20
•
Come to Student Publications in person (please note we do not take email print requests) to make your request, discuss finishing options, and transmit your file. USB, email to fsustudentpublications@gmail.com, or Google Drive works best!
•
For most print jobs, we will print it for you then and have it ready for you shortly. If it is a large print job or we’re backed up, we will offer to email you once the job is complete instead of making you wait.
•
If your file doesn’t have logos on it or they’re too small, you may be asked to modify your design.
PRINT WHAT YOU NEED Planning ahead to determine how much you need to print is the environmentally and financially responsible thing to do—printing is a lot of ink, trees, and energy! Remember that your organization will be responsible for distributing and cutting your prints as well, so print what you need. Student Publications can always print more at a later date. Below are amounts needed for on campus distribution. Residence Halls/Housing ���������������������������������195 Flyers DSA Marketing....................................................... 10 Flyers Tabling Regular Events................................. 50 Handbills Tabling Larger Events.......................... 100-150 Handbills Tabling Involvement Fairs............... 200 - 300 Handbills
Did You Know? It costs about $15 to post just one flyer in the residence halls. (Housing requires 195 flyers.)
DESIGN PROCESS 1
Finalize Event Date, Time, and Location
2
Submit design request at least 2 weeks in advance at: sga.fsu.edu/student-pub.shtml 10 business day turnaround. Don’t forget to accommodate for any semester breaks/university closures when determining when to make your request! If you are requesting a publication, turnaround time is at least 5 weeks.
3
First Draft and Revisions Revision requests are turned over after 24 hours at earliest. Maximum two (2) content revisions for a total of three proofs (3). If you need more, repeat step 2.
4
Final Draft Approved
5
Request to Print and Pick Up (Tell us Quantities and Sizes) Same day or overnight printing. Please note that agencies are responsible for cutting prints, so be sure to factor finishing time in.
6
Uploaded to SGA Website
Uploaded to SGA Social Media Accounts
Uploaded to University Calendar, once EP is approved.
PHOTOGRAPHY PROCESS 1
Finalize Event Date, Time, and Location
2
Submit photography request at least 7 days before event at: sga.fsu.edu/student-pub.shtml Your agency must obtain publishing consent from all participating parties in order for events to be photographed
3
Student Publications checks Photographer Availability If students can or cannot attend, they will notify you via email in advance. There are no guarantees.
4
Photographer(s) attend event and edit photos taken 5 business day turnaround for edited photos
5
Uploaded to SGA Social Media Accounts
Uploaded to Google Drive for client download.
Images will remain available for download for two weeks before they’re removed for storage purposes.
2019-20 Agency Leader Guide 39
GUIDELINES FOR
DESIGNING IT YOURSELF These guidelines are to help you abide by University Communications and SGA standards when designing promotional graphics yourself. If you are submitting a file for Student Publications to print, they cannot edit, modify, or change any graphics in the file. Be sure that your design meets these requirements before asking them to print it. Any reprints you make from a design you created will count towards your print allotment.
COPYRIGHTED ARTWORK Although students are encouraged to create their own artwork, sometimes jobs will call for an exact photo or illustration to be used. If an image is going to be used, make sure you at least alter 30% of the image. This can include changing the colors, adding effects, or cropping the image so that the work is considered derivative. Although the “30% rule” is used by the graphic design industry, it is by no means bound by law, and, if you are asked by the original artist to remove the image, you must find an alternative. The best rule of thumb to follow is that if you see an image with a watermark or signature, or a known artists’ livelihood is dependent on this artwork, it is best avoided. Logos used by companies should be avoided unless you have expressed permission to use them. That said, it is best to go with images and graphics used by stock companies or images that already have derivative works (for instance, screenshots of a movie would be used for DVD covers, movie posters, Facebook banners, animated GIFs, etc.)
SGA LOGO The SGA logo must always be included in the design. Please pick a design from the following webpage: sga.fsu.edu/logos.shtml The SGA Logo should be at the top most layer, and not have any filters, blend modes, or effects applied to it other than a Drop Shadow, Outer Glow, or Stroke (whereas the Align Stroke Outside is applied). The SGA logo must take up at least 1/32 of the image.
NATIVE AMERICAN AND FSU IMAGERY The Seminole pattern, Chief Osceola’s death mask, feathers, and war paint are all trademarks of Seminoles Athletics. Refrain from using and printing these images. The Vires, Artes, and Mores torches are registered trademarks of Florida State University, and should also not be used. Finally, the Glades typeface (the iconic one used by Seminoles Athletics) is not to be used, as it is owned by Nike.
FILE FORMATS Student Publications can use a variety of different formats, but typically they are PDF, JPEG, or PNG. The general rule is the larger your image, the clearer it will print. All Student Publications graphics are printed at 8.5’’ x 11’’ in 300 dpi. Please make sure you export your files accordingly in order to have them printed properly. Handbills and posters should also be submitted in the same dimension, as Student Publications staff scales them accordingly.
40 Agency Leader Guide 2019-20
SOCIAL MEDIA
STRATEGY
• Conceptualize: Branding identity is crucial. Know
20%
your audience, cater to their interests, and form the impression that you would like to give the community.
• Diversify: Don’t treat every social media outlet the
same way. Tailor your message and approach according to the different platforms and their users.
• Strategize: Write a social media playbook by planning the content and scheduling the timing of your social media posts in advance.
SELF-PROMOTIONAL • • •
Plan, write, and publish posts Create original graphics Start conversations and inform
• Interact: Be sure to comment on, like, and share posts
80%
that your audience would find interesting. Take the step further and interact with the posts of your followers to make a more engaged community.
• Engage: Learn how to engage your audience by asking
questions and developing campaigns focused on creating value for your followers. Engagement is not counted as likes and follows but as comments and shares.
• Analyze: Reflect on the performance of each project.
What worked and what didn’t? Consider using qualtrics to create involvement surveys for in-depth feedback. Be sure to keep track of these changes.
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!
Elizabeth Arens for Sprout Social, Best times to post on social media for 2019
BEST TIMES TO POST •
The best times to post to Facebook are Wednesday at 11 AM and 1 PM.
•
Best times to post on Instagram: Wednesday at 11 AM and Friday at 10–11 AM.
•
The best times to post on Twitter are Wednesday at 9 AM. and Friday at 9 AM.
•
Wednesday is the best day to post on Facebook.
•
Wednesday is the overall best day to post to Instagram
•
•
The safest times to post are weekdays from 9 AM–3 PM.
•
•
•
Sunday has the least amount of engagement for Facebook during the week.
Most consistent engagement: Tuesday through Friday, 10 AM–3 PM.
Tuesday and Wednesday are the best days to post on Twitter.
•
Worst day: Sunday receives the least amount of engagement on Instagram
The safest times to post are Monday through Friday from 8 AM–4 PM.
•
Saturday gets the least engagement.
•
Lowest engagement: Occurs during late night and early morning from 11 PM–3 AM.
•
Times to avoid that get the lowest engagement are every day from 10 PM–4 AM.
•
Early mornings and evenings, before 7 AM and after 5 PM, have the least amount of engagement per day.
2019-20 Agency Leader Guide 41
Resources PROGRAMMING
Throughout the year there will be lots of people on campus that help you and your organization be successful. These are some of the most common folks contacted for planning events, booking space, looking for co-sponsorship opportunities, or registering for Sound Hour and Market Wednesday! Your Advisor can always help connect you to others across campus too. Everyone is ready to support you!
Important Resources Nole Central
nolecentral.dsa.fsu.edu Nole Central is the online system where RSOs keep their organizational rosters, financial information, and is a great resource for students to find you. This is also the system used to update recognition each year, submit purchase requests, and complete Event Proposals. You can even contact members! For questions or help, contact: Carolyn J. Harris Assistant Director, Student Governance & Advocacy cjharris@fsu.edu (850) 644-4850
The Globe
Reservations for the upcoming semester open one month before the start of the semester. Visit reservations.dsa.fsu.edu to make your reservation. For more information contact: Jesse O’Reilly Scheduling Coordinator jloreilly@fsu.edu 850-645-9779
Academic
To reserve space in academic buildings visit the Virtual EMS website. reservations.dsa.fsu.edu
Event Proposals
Outdoor Campus Spaces
nolecentral.dsa.fsu.edu Every event on campus needs an Event Proposal submitted through Nole Central at least two weeks prior to the event For issues or questions, contact:
Other space for programming includes Langford Green and Landis Green, but have special rules. Talk with your advisor for more information.
Campus Event Services GuestServices@admin.fsu.edu 850-644-6083
Campus Recreation (The Rez, IM Fields)
Reserving Space Campus Event Services (Union Ballrooms, SSB, ASLC)
Reservations for the upcoming semester open the first week of April and November. Visit reservations.dsa.fsu.edu/ to make your reservation. For more information, contact: GuestServices@admin.fsu.edu 850-644-6083
42 Agency Leader Guide 2019-20
campusrec.fsu.edu For information about reserving the IM Fields, contact: Chris Toliver Program Coordinator, Facilities 850-645-0922 ctoliver@fsu.edu For information about reserving facilities or services at the FSU Rez, contact: Jen McKee Associate Director, FSU Reservation jmckee@admin.fsu.edu (850) 645-0283
Co-Sponsorship Opportunities Union Productions
up.union.fsu.edu To partner with Union Productions to bring performers, lecturers, or comedians, contact: upcosponsor@admin.fsu.edu
Campus Recreation - Fitness Classes
campusrec.fsu.edu To host an event with certified fitness instructors contact: Lynn Grasso Assistant Director, Fitness Programs lgrasso@fsu.edu (850) 644-0546
Student Life Cinema
movies.fsu.edu To discuss co-sponsorships involving movie screening or gaming at the Cyber Cafe, please contact: Amie Runk Program Manager, Askew Student Life Center arunk@admin.fsu.edu (850) 644-4504 Katie Svedman Co-sponsorship Chair ou-slc-cospon@fsu.edu
Center for Leadership & Social Change thecenter.fsu.edu
• • •
Community service Identity programming ServScript
Center for Health Advocacy & Wellness chaw.fsu.edu
• •
Sexual health Power-based personal violence, including Green Dot
Talk with your advisor to discuss who may be best to contact for your programming idea.
University Counseling Center
counseling.fsu.edu Provides mental health services. Refer to the Outreach & Presentation page and request a presentation: counseling.fsu.edu/outreach-presentations (850) 645-4868
Sustainable Campus
sustainablecampus.fsu.edu Environmentally friendly programming. For questions or help, contact: Cyndel Brunell Program Coordinator, Campus Sustainability sustainablecampus@fsu.edu
2019-20 Agency Leader Guide 43
RESOURCES ACADEMIC RESOURCES
HEALTH AND WELLNESS
CAMPUS TUTORING COOPERATIVE
STUDENT DISABILITY RESOURCE CENTER
Information about all tutoring services offered on campus, with many offered to particular academic areas and engagement areas on campus.
Collaborates with students to create an accessible and inclusive environment by identifying, minimizing, and where possible, eliminating barriers to equal access while encouraging equal participation for students with disabilities.
ace.fsu.edu/tutoring/campus-tutoringcooperative THE ACADEMIC CENTER FOR EXCELLENCE (ACE) LEARNING STUDIO Drop-in and appointment based peer tutoring in all undergraduate majors. Sunday-Friday 8:00am-10:00pm Ground Floor, William Johnston Building (WJB) 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. lib.fsu.edu/tutoring/about THE CENTER FOR ACADEMIC RETENTION AND ENHANCEMENT (C.A.R.E.) One-on-one, group, email, and telephone tutoring in Math and Science. Sunday, 5:00-10:00pm; Monday-Thursday, 8:00am-10:00pm; Friday, 8:00am-5:00pm. Thagard Building. care.fsu.edu/college-programs/caretutoring-computer-lab ADVISING FIRST William Johnston Building (WJB), all majors. Academic Advising services by major: undergrad1.its.fsu.edu/advising_first/advisors-display.php Resources for exploratory students, current, and prospective transfer students: advisingfirst.fsu.edu/exploratory College Life Coaches for holistic student success: advisingfirst.fsu.edu/college-life-coaching
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Phone (VOICE) (850) 644-9566 Phone (TDD for the D/deaf) (850) 644-8504 8:00am - 5:00pm 108 Student Services Building dos.fsu.edu/sdrc UNIVERSITY COUNSELING CENTER By-appointment for one-on-one, couple, and group counseling. Walk-in services for urgent situations. Monday-Friday 8:00am - 4:00pm Second Floor, Askew Student Life Center (ASLC) After-hours and weekends hotline: (850) 644-TALK (8255) Free to all students counseling.fsu.edu PSYCHOLOGY CLINIC Individual therapy, child services, parenting skills, assessment services. Intake $25 per individual. Fees per session are on a sliding scale based on household income from $20-$60 per hour. Assessments range in price. Insurance is not accepted at the Psychology Clinic. By-appointment only. Monday-Thursday, 8:00am-8:00pm. Friday, 8:00am-4:00pm. Psychology Building psy.fsu.edu/php/about/communityservice/psychologyclinic/ psychologyclinic.php HEALTH AND WELLNESS CENTER The medical professionals at University Health Services are passionate about student health and committed to helping students perform at their best. The medical professionals include clinicians who are certified in areas of medicine such as family practice, gynecology and psychiatry. Appointments: (850) 644-4567 Information: (850) 644-6230 uhs.fsu.edu
FOR SUCCESS STUDENT RESILIENCE PROJECT
VICTIM ADVOCATE PROGRAM (VAP)
The Student Resilience Project is a web-based, researchinformed toolkit developed to encourage students’ wellness by helping them learn to manage stress in healthy ways and increase their sense of belonging. The website features videos, skill-building activities, resources and information, including podcasts by campus experts.
Emotional support, instructor notification, referrals, crisis intervention and assistance in student conduct, legal and medical matters.
strong.fsu.edu/ CENTER FOR HEALTH ADVOCACY & WELLNESS (CHAW) Nutrition services, HIV Testing, Smart Choices (alcohol/drug reduction), tobacco cessation, sexual health, sexual violence prevention, healthy relationships, peer health educators. Fee vary for services. Presentations and consultations are free to all students and student organizations. Monday-Friday 8:00am-5:00pm Fourth Floor, Health & Wellness Center chaw.fsu.edu/ CAMPUS RECREATION LEACH CENTER AND FITNESS & MOVEMENT CLINIC Cardio & strength training areas, sport courts, indoor track, aquatic center, group fitness, personal training in large and smaller facilities. FSU Reservation 73-acre lakefront property with canoeing, kayaking, picnicking, swimming, sand volleyball, disc golf, etc. Hours vary per location and activity. Most services and activities free to all students. campusrec.fsu.edu/
CRISIS MANAGEMENT DEAN OF STUDENTS, CASE MANAGEMENT SERVICES
24/7 Support Line: (850) 644-7161 Suite 4100, University Center A Free for all students, faculty, and staff dos.fsu.edu/vap FSU FOOD FOR THOUGHT PANTRY Food is available to all current FSU students and are allowed to take one bag of food at a time, but may visit the pantry as often as necessary. (850)-644-2428 8:00am – 5:00pm University Center A NOLES C.A.R.E. A suicide prevention program which supports the goal of providing suicide prevention training, education, and resources to the campus community. Schedule a training by emailing: Jaymee Spannring, Suicide Prevention Coordinator jspannring@fsu.edu nolescare.fsu.edu/
COMMUNITY RESOURCES REFUGE HOUSE Confidential, 24-hour hotline, information and referral, crisis, intervention, advocacy and accompaniment: medical and legal support groups, medical referrals and followup, victim/survivor follow-up, shelter, and emergency financial assistance.
Emotional support, counseling, advocacy, identifying immediate needs, making appropriate referrals to campus and community resources.
850-681-2111 refugehouse.com
(850)-644-2428 Monday-Friday University Center A, Suite 4100 8:00am-5:00pm Free to all students dos.fsu.edu/cms/
211 BIG BEND Confidential, 24-hour crisis helpline and referral services for the Tallahassee community. Phone: 211 211bigbend.net
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SG&A STAFF
Danielle Morgan Acosta, Ph. D. Director dmacosta@fsu.edu (850) 644-1811 • SGA Policies • Executive Branch • Freedom of expression & demonstrations • Leadership
Carolyn Harris Assistant Director cjharris@fsu.edu (850) 644-4850 • • • •
Ebony Guidry Student Program Coordinator eguidry@fsu.edu (850) 644-0939 • • • •
Black Student Union Asian American Student Union Bureau & Affiliate Outreach Assessment
Sarah Notley Media Specialist snotley@fsu.edu (850) 645-0160 • Print & Digital Design • Marketing & Social Media • Student Publications
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Nole Central Class Councils Elections Agency Curriculum & Employment
Laurel McKinney Business Manager lmckinney@fsu.edu (850) 644-1814 • • • • •
Grace Wilson Student Program Coordinator clwilson4@fsu.edu (850) 644-0908 • • • •
Pride Student Union Women Student Union Allies & Safe Zones Accessibility
Jacalyn Butts Student Program Coordinator jbutts@fsu.edu (850) 644-0939 • • • •
Ben Young Web Designer byoung@fsu.edu (850) 644-0089 • • • •
Web Development Logo & T-shirt Design ITS Liaison Inventory
SGA Accounting Policies Purchase & Travel Requests Financial Certification PAC & RTAC COGS grants
COGS Transfer Leadership Institute Freshman Leadership Institute Assessment
Da’Shaun Scott Student Program Coordinator dlscott@fsu.edu (850) 644-0072 • • • • •
Office Administrator @fsu.edu (850) 644-0078 • • • •
Rosalind Sapp Accounting Representative rsapp@fsu.edu (850) 644-7166 • • • •
Nole Central Student Accounts Purchase & Travel Requests Purchase Orders & Receipts Travel grants
Hispanic/Latino Student Union Veterans Student Union Diversity & Inclusion Institute Scholarships Management Work Study Managaement
Payroll Appointments Key & Swipe Access SGA Applications Inauguration
Eduardo Caraballo Vega Accounting Representative ecaraballovega@fsu.edu (850) 644-6950 • • • •
Nole Central Student Accounts Purchase & Travel Requests Purchase Orders & Receipts Travel grants
The Department of Student Governance & Advocacy cultivates environments of student engagement, inclusion, and experiential learning. We create and support tailored opportunities for students’ personal and professional growth, where they practice leadership, use voice, manage funds and resources, and are actively engaged members of their community.
Christina Archipolo Graduate Student Co-advisor carchipolo@fsu.edu • Freshman Leadership Institute
Danny Dominguez Graduate Student Co-advisor djdominguez@fsu.edu • Hispanic Latino Student Union
London Judge Graduate Student Co-advisor ljudge@fsu.edu • Transfer Leadership Institute
Frankie DiFranco Graduate Student Co-advisor fdifranco@fsu.edu • Allies & Safezones
Satcha Sanon Graduate Student Co-advisor ssanon@fsu.edu • Black Student Union
Jada Toledo Graduate Student Co-advisor jtoledo@fsu.edu • Women Student Union
•
We believe that SGA offers students hands-on, experiential, outside of the classroom learning.
•
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.
•
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.
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ALLIES & SAFE ZONES 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-Spiritidentifying (LGBTQ+) people. Allies & Safe Zones is coordinated through the offices of Student Governance & Advocacy at Florida State University and is offered regularly to the campus community. The program is open to all, regardless of orientation, identity, or expression.
100 Level • • • •
Tuesday, September 17, 2019 • 2 pm - 5 pm Wednesday, October 9, 2019 • 2 pm - 5 pm Thursday, November 7, 2019 • 9 am -12 pm Wednesday, December 4, 2019 • 2 pm - 5 pm
200 Level • 201: Trans Ally Friday, October 25, 2019 • 2 pm - 4 pm 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 Wednesday, September 25, 2019 • 1 pm - 3 pm 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 Thursday, November 14, 2019 • 2 pm - 4 pm 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 non-supportive environment, and resources for students unable to go home.
1,885+ PARTICIPANTS*
170 20
*SINCE 2013
+ 113 SCHEDULED
SESSIONS
ACTIVE FACILITATORS
96%
57 REQUESTED
REPRESENTING 11 DEPARTMENTS
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.”
301Level
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 48 Agency LeaderFSUAlliesSafeZones Guide 2019-20
@AlliesSafeZones
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Hazing Education Initiative 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, former members, or alumni of a student organization or student group may be considered hazing. - FSU Student Conduct Code
@UpholdFSU #FSUHazingPrevention
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For more information about hazing visit hazing.fsu.edu. To Report Hazing visit report.fsu.edu.
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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This guidebook was developed, designed, and printed on-site by Florida State University Department of Student Governance & Advocacy staff and Student Publications, an affiliated project of the Student Government Association. Designed by: Sarah Notley
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