Student Organizations Handbook

Introduction

On behalf of the Student of Engagement and the Student Engagement Coordinators at Oakland Community College (OCC), we invite students to participate in a variety of student leadership opportunities sponsored by all campuses!

We strive to focus on ways to build effective student leaders by creating spaces on all OCC campuses for our students to achieve their academic endeavors, enhance their personal, social, cultural and cognitive development. There is so much more to learn beyond the classroom, so get involved and give yourself a well-rounded college experience by taking advantage of the many opportunities to learn from people of different cultural backgrounds; examine new philosophies; develop new interests and skills; and to prepare for active participation in a rapidly changing global society. Take the initiative to expand your horizons by taking advantage of the programs and services that are available to support your success at OCC. Getting involved on campus is a great way to meet people, make lifelong friends and contacts, enrich your total educational experience and make OCC seem more personal.

We look forward to the many positive and life-changing programs and activities that our students will plan, organize and deliver! Through the spirit of collaboration, inclusivity, open-mindedness, along with the realization we are all empowered to be excellent, we expect OCC to be a respectful learning environment in which all may thrive!

About the Handbook

The Student Engagement Student Organizations Handbook will provide each student with important information regarding your engagement. This Handbook contains the essential information necessary to optimize your Student Engagement student organization experience; and is intended to address general information, policies and procedures necessary to navigate the steps for starting or maintaining a student organization. OCC reserves the right to apply exceptions or modify/change policies or procedures when the need arises.

Should you have any questions regarding the policies and procedures contained herein, contact studentengagement@oaklandcc.edu.

Benefits of Being a Recognized Student Organization (RSO)

•  Advertising – RSO’s may submit their flyers to the campus Digital Corkboards to promote your organization or event. 
• Hosting Events – RSO’s have the privilege of sponsoring displays, speakers and educational or social programs.  
• Use of College Facilities – Spaces and equipment for meetings and events within normal operating hours.
• Opportunity to Fundraise – Raise funds to support your organization.
• Leadership Development – Free training/workshops through Student Engagement.
• Resume Building – Enrich your resume through Student Engagement involvement.
• Networking – Build valuable connections to complement career development and education.

Registration Process

• Review this entire Student Engagement Student Organizations Handbook.

• Recruit a minimum of 5 students who would like to join your group, and completely fill out the Officer Roster and Membership Form (all officers are provisional until RSO is approved).

• Identify an Advisor(s) (faculty, staff or adjunct) and obtain their signature on the Application for RSO. Submit proposed Advisor name(s) to the Student Engagement Coordinator. Obtain confirmation from approved Advisor indicating his or her willingness to serve.

• Schedule a meeting with your Student Engagement Coordinator to get answers to your questions and discuss plans for your organization.

• Work with your advisor and Student Engagement Coordinator to establish an account at the College for fundraising. Note: After completing the above steps, the Student Engagement Coordinator will review your documents for approval.  Allow a minimum of two weeks for a final decision via your OCC student email account.

Expectations and Standards for RSOs

RSOs are expected to obey local, state and federal laws.  RSOs must also operate within the policies, procedures and guidelines of OCC, including the following:

Student Code of Conduct 

All students must abide by the Oakland Community College Student Code of Conduct:

Drug and Alcohol Abuse Free College Policy - The unlawful manufacture, distribution, dispensation, possession or use of, or being impaired by, a controlled substance is prohibited while on all College owned, leased, controlled or operated property, or in the course of any College related activity, program or job performance.  For the purpose of this policy, a "controlled substance" is as listed in Schedules I through V of Section 202 of the Controlled Substances Act (21 U.S.C. 812) and as further defined in the associated Federal Regulation, 21 CFR 1308.11 - 1308.5.

Marijuana - Although Michigan law permits the use and possession of medical and recreational marijuana and the possession, use, distribution, and cultivation of marijuana in limited amounts, federal law, including the Federal Controlled Substances Act of 1970, the Drug Free Workplace Act of 1988 and the Drug Free Schools and Communities Act of 1989, prohibits the possession, use, distribution and/or cultivation of marijuana at educational institutions. Further, as marijuana remains classified as an illegal narcotic under federal law, institutions of higher education that receive federal funding are required to maintain policies prohibiting the possession and use of marijuana on their campuses. Accordingly, the possession, use, distribution or cultivation of marijuana for medical and recreational purposes is prohibited on all Community College property or at College sponsored events and activities. Also prohibited is the operation of a motor vehicle while under the influence of marijuana on Community College property, or at College sponsored events and activities. Further, this policy prohibits the possession, use, or distribution of all marijuana accessories and marijuana products. Marijuana accessories shall include, but not limited to, any device or equipment used for ingesting, inhaling, or otherwise introducing marijuana into the human body. Marijuana products shall include, but not limited to, products that are comprised of marijuana and other ingredients and are intended for use or consumption, such as, but not limited to edible products.

In addition, the illegal possession, use or sale of alcoholic beverages, or conduct which is otherwise proscribed by state law, as well as being impaired by alcohol while on College owned, leased, controlled or operated property, or in the course of any College related activity, program or job performance, is also prohibited. Review the College's Drug and Alcohol Abuse Free College Procedure.

Safety - No student shall engage in behavior which violates any safety rules of any classroom, laboratory or other college premises. This shall include, but not limited to, the wearing of any required personal protective equipment, and the following of prescribed methods and procedures for handling and disposing of certain materials which may be hazardous, unstable, contagious, etc.

Gambling - No student shall engage in any form of gambling on college-owned or operated property or at college-sponsored events either on, or off campus.

Harassment, Discrimination and Misconduct - No student shall engage in harassment, discrimination or misconduct of another student or staff member of the college. This shall include, but not limited to, sexual, racial, gender-based and disability-based harassment, and may include verbal and/or physical actions. For more information, see Title IX Training for Students to increase awareness.

Recording of Class Sessions and Distributions of Course Material – No student is permitted to copy, record, distribute or publish any educational course related materials without the express written consent from the faculty member utilizing the course materials. Educational materials include, but are not limited to, lectures, syllabi, lecture notes, exams, problem sets and presentations. Policy may be found here: Recording of Class Sessions and Distribution of Course Materials Policy.

Signs - No student shall erect or display signs or posters on college property unless authorized through the campus Office of Campus Facilities. No student shall deface, alter, tamper with; destroy or remove any sign or inscription on college-owned or operated property.

Soliciting - No student or student organization may use campus facilities, solicit funds or schedule activities unless such action has been approved through the campus Office of Campus Facilities.

Smoking - Is strictly prohibited within college-owned or leased buildings (including but not limited to offices, classrooms, hallways, waiting rooms, rest rooms, lunch rooms, elevators, meeting rooms and all community areas). As of September 1, 2012, this smoking ban incorporates all OCC properties including, but not limited to, campus grounds, parking areas and athletic fields.

This policy applies to all employees, vendors, contractors, students and the public and encompasses tobacco products including, but not limited to, cigarettes, electronic cigarettes (vaping), cigars, pipes, chewing tobacco, and snuff. All employees and students share in the responsibility for adhering to and supporting this policy. Employees or students who violate this policy will be subject to the disciplinary actions associated with infractions of college rules.

Theft/Vandalism - No person or persons shall engage in the theft of or damage to property belonging to another person, organization or institution. This includes tampering with coin operated machines.

Weapons - No person, other than law enforcement personnel or a person authorized by the Director of Public Safety or his or her designee, shall possess a weapon on property owned, leased or otherwise in the possession of the College in accordance with the OCC Safe Work Environment Policy.

Reporting a Compliant/Suggestion

OCC is committed to providing excellent service and improving your experience. If you believe that you have experienced unfair treatment, share your concerns by following the steps on the Complaints or Suggestions site and complete the appropriate form for your concern.

An OCC representative will review your complaint and determine the action to be taken. You will be contacted indicating receipt of your complaint/suggestion, and thereafter with information regarding how your complaint/suggestion has been addressed.

Sexual & Gender-Based Misconduct, Harassment and Discrimination Policy

Visit the Complaints or Suggestions site and complete the appropriate form for your concern. This is the most effective reporting method.

OCC is committed to creating and maintaining a safe and non-discriminatory campus and workplace community free from sexual and gender-based misconduct, harassment and discrimination.  This policy applies to all members of RSOs, as well as all students, faculty, staff and third parties who are:

• Employed by, attending, or affiliated with OCC.
• Participating in, or attempting to participate in, any OCC program or activity; and/or
• Visiting OCC’s campus(es) or any property owned or leased by OCC.

Sexual and gender-based misconduct, harassment and discrimination will not be tolerated by OCC.  “Prohibited Conduct” is defined in the following policies:

• OCC’s Title IX Policy and Procedures
• OCC’s Sexual Misconduct and Harassment Policy Not Covered by Title IX
• OCC’s Non-Discrimination and Anti-Harassment Policy

Reporting Prohibited Behavior

Members of the OCC community who believe that a prohibited act of sexual/gender-based misconduct, harassment or discrimination may have occurred should report their concerns and/or file a report with OCC’s Title IX Coordinator:

Title IX Coordinator:  Ms. Carmen White
Phone: (248) 341-2036
Email:  titleixcoordinator@oaklandcc.edu

Protection from Retaliation

Retaliatory conduct for good faith complaints regarding violations of OCC’s policies and procedures addressing Title IX misconduct, sexual misconduct, and harassment not covered by Title IX and the College’s Non-Discrimination and Anti-Harassment Policy, may result in disciplinary sanctions.

Caterers Policy

If you need catering for an event on campus for 50 guests or more, please contact Student Engagement.

Delivery charges, and current conditions for menu requests are as follows:

• 20% service charge
• $50 delivery per mealtime
• Food selections/guest count due 10 days before

For events with 50 people or less or those only needing beverages or limited snacks, quotes should be obtained from a local vendor* and purchasing process should be followed. If you have any questions or concerns in regard to Food Services, please contact Maria McCarthy, Auxiliary Services Manager at 248-232-4636.

*Some recommended local vendors include Panera, Jimmy Johns, Jersey Mikes, Jet's Pizza, Potbelly.

Liability

OCC does not assume responsibility for any damages, loss or injury a participant or named minor may suffer, while attending or participating in any off-site field trips, Student Engagement Student Organizations activities and/or other activities; or while using equipment or facilities of OCC or any entity with which OCC is affiliated. Medical insurance along with all medical expenses are the responsibility of the individual participant or recipient of the services. All event participants must fill out an Activity/Trip Waiver of Liability Form for each event.

Promotion/Creative Services/Social Networking/Digital Corkboard Usage

Promotion of Your Student Organization

• With the permission of the Student Engagement Coordinator, Creative Services should be consulted before producing any Marketing material. If this department is unable to fulfill your request, the student organization may then create their own Marketing materials. 
• OCC may impose “reasonable time, place, and manner” regulations on speech (how, when, and where it may take place) so long as the restrictions are necessary to fulfill a significant legitimate institutional purpose and other avenues remain available for communicating the same message to the same audience.  
• Any media submissions either within or outside the OCC campus must be placed by the OCC Marketing Department only. Note: Examples of events for promotion include Volunteer and Resource Fairs, Student Organization Fairs or upon request to the Student Engagement Coordinator and Advisor.
• Submit a digital corkboard request form.

Creative Services 

• RSOs have access to OCC Creative Services artists using “writable” student-completed templates for flyers, etc. related to group activities and events.
• Any Creative Services requests either within or outside the OCC campus must be placed by the advisor only or Student Engagement Coordinator.
• Student organizations are not official business units of the college under our non-profit incorporation and are therefore prohibited from using the College name/logo on any non-approved flyers, promotional materials, or handouts.
• All promotional materials must be approved by the Student Engagement Coordinator and include the group name and the college name or logo.  
• Flyers should include the following details regarding an event: who, where, time and date of the event, the purpose of the event, and an OCC email where the advisor and Student Engagement Coordinator can be reached for questions.
• If a Creative Services Designer skills are needed to create a flyer, a Creative Services Request form must be completed and submitted directly to the Creative Services Department by the RSO advisor and copied to the Student Engagement Coordinator at least two weeks before the date of the event.  

Social Networking Policy 

OCC understands the popularity and usefulness of social networking sites and supports their use by students provided: 

• No offensive or inappropriate comments or pictures are posted. 
• Photos and/or comments posted on these sites do not depict team-related or college identifiable activities (including wearing/using team or college gear inappropriately). 

Students must remember that they are representatives of OCC and are in the public eye.  Please keep the following in mind as you participate on social networking websites: 

• Before participating in any online community, understand that anything posted online is available to anyone in the world.  Any text or photo placed online becomes the property of the site(s) and is completely out of your control the moment it is placed online – even if you limit access to your site. 
• You should not post any information, photos or other items online that could embarrass you, your family, or OCC. This includes information that may be posted by others on your page. 
• College administrators can, and do, monitor these websites regularly. 
• Students could face discipline and even dismissal for violations of this policy.  
• Organization Email- Organizations should create a Gmail account for their group. Students may communicate with each other through any variety of media. However, all communication from students to advisors must use OCC email.

Requirements for Maintaining RSO Status

• Officers must be in good academic and behavioral standing.
• RSO membership is open to currently enrolled students.
  • Membership in an OCC RSO shall be open to any enrolled student of OCC, as stated in OCC’s Prohibition of Discrimination statement.
  • Alumni RSO membership is limited to one year after graduation/transfer.
• RSO’s must abide by the OCC Student Code of Conduct.
• A signed OCC Photo Video Liability Waiver Form is required for all students participating in an RSO. 
  • Note: An OCC photographer/videographer may be on site to document events and activities. Photographs and video footage are the sole property of OCC. By registering for and/or attending this event, attendees' consent to OCC using their likenesses for historic, social, and promotional purposes without remuneration. If you do not wish to be photographed/videoed, please notify OCC staff upon arrival on-site.
• Submit your Constitution/Bylaws, as outlined in the Appendices, via email to the Student Engagement Coordinator. Constitution/Bylaws should have a minimum requirement of:  
  • Statement of purpose and the process used to elect officers- elections must take place each year.
• Recruit members/officers for participation in events such as the Volunteer and Resource Fairs/Student Organization Day.
• RSO Officers are required to attend and PARTICIPATE in three (3) Student Engagement events or Student Government general member meetings (or combo of both) in both fall and winter semesters, totaling six (6) for the academic year, plus the Engagement Summit in the spring.
  • Qualifying events include
    • Any workshop or advertised social gathering hosted by Student Engagement.
    • Any general meeting held by OCC Student Government.
  • Any workshop or advertised social gathering* hosted by any OCC RSO (membership meetings excluded) that have an approved Student Activity Request form.  An Officer must request QR code three working days prior to event from the Office of Student Engagement.
• Each RSO must plan and execute at least one open activity or event during the fall and winter semesters.
• Create meeting schedule for fall and winter semesters, and submit to Student Engagement Coordinator.
• Submit an expected roster of student participants to Student Engagement Coordinator for the fall and winter semesters.
• A typewritten end-of-the-year report must be completed and submitted to the Student Engagement Coordinator by the second Friday in May. This report must include: 
  • A brief summary of the current year's events/activities
  • An updated officer roster with officer contact information
  • Revised bylaws (if applicable)
  • A fall forecast of potential events/activities
  • Documentation of 5 hours of Community Service

Failure to meet the above requirements may result in temporary suspension of formal recognition standing.

Protocol for Officer Installation and Removal

All RSO constitutions must contain a protocol and criterion for the installation and removal of officers. Follow this protocol, when necessary, under the guidance of the Student Engagement Coordinator.

Membership Eligibility Procedures

• Complete Membership Form
• Membership must be open to all currently enrolled OCC students who wish to join, or criteria for membership must be clearly spelled out in your Constitution. 
• Alumni RSO membership is limited to one year after graduation/transfer .
• Early College students may participate in group meetings and hold office.
• Your group may invite non-OCC students to become non-voting members; however, each group must have a minimum membership of five (5) currently enrolled students. At no time may your membership exceed a ratio of more than 20% alumni.
• An updated membership list must be submitted to the Student Engagement Coordinator each semester in order to maintain your “active” status as an RSO.
• Officers’ names, phone numbers and OCC email addresses are required.
• All members and officers of an RSO must comply with College policies regarding student organizations.
• The use of any form of coercion to persuade a person to accept membership shall be prohibited.

Responsibilities of Advisors to RSOs

RSOs are required to have a faculty, adjunct or staff member as an advisor.  Selection of the advisor is the choice of the organization and is by mutual agreement of both parties.  The duties of the advisor are as follows:

• A written communication indicating the advisor’s acceptance of role to the Student Engagement Coordinator.
• Serve as a liaison between the College and the student organization. 
• To ensure that all media inquiries are handled efficiently and professionally per college protocol, please direct all media inquiries to the OCC Marketing and Communications department at marcomm@oaklandcc.edu. Please copy the Dean of Student Engagement on all media inquiries.
• An advisor is required to be present for at least two officer meetings per semester and ALL on-campus events held by the RSO.
• Assist with the formulation and/or revision of the RSO’s constitution and bylaws.
• Encourage and guide the RSO to engage in activities consistent with the RSO mission.
• Work with the officers to promote efficient and effective administration of the RSO.
• If fundraising is planned, approval must be sought from the campus Student Engagement Coordinator, who will assist in opening a 511 (student organization) account for the RSO.
• Advisor to assist the RSO Treasurer in depositing funds raised to the RSO 511 account by completing the Event Tally and Deposit Form.
• If the RSO is inactive for 2 years, any remaining 511 funds will be transferred to a general 511 account. 
• Assist in orienting new officers to their positions and developing member leadership skills.
  • Encourage RSO member participation in all Leadership Trainings sponsored by the office of Student Engagement.
• Assist leaders during period of transition, in an effort to maintain continuity.
• RSOs organizing events/meetings must submit a completed and signed (by Advisor) Activity Request form to the campus Student Engagement Coordinator for review and approval. Upon approval by Student Engagement Coordinator, advisor will submit:
  • School Dude
  • Facilities request
  • Media Services request
• Provide RSO with oversight and guidance when developing RSO related meetings/events.
• Be familiar with OCC’s policies and risk management procedures to assist student participants.

Replacing an Advisors

Occasionally, an advisor to a student organization does not meet the expectations of the organization.  If a student organization determines that their advisor is no longer effective, the president of the student organization should contact the Student Engagement Coordinator to discuss issues involving the advisor. If a student organization and its advisor are unable to resolve the issue(s), the student organization’s constitution stipulates that they can vote to remove the advisor. Work with the Student Engagement Coordinator in identifying a replacement advisor.

Student Leader Responsibilities

Successful Fundraising for Student Organizations 

The purpose of this section is to assist RSOs in holding events and/or raising monies for their professional, charitable, or social activities that will contribute something worthwhile to the College and, when appropriate, to the community. All activities are expected to conform to recognized standards of good taste and conduct, preserving integrity and respect for human dignity. 

Sales vs. Gifts:
Selling goods at a profit is a transactional type of fundraising. The purchaser need not care about your cause to make a purchase, so you may have many potential customers. They typically do not expect anything beyond the product. Raffles and food sales have special rules, so check before proceeding. If you are selling:

• Deposit net proceeds into your organization’s 511 account.
• Sell only that food which comes individually pre-packaged from the store; do not sell unwrapped or re-wrapped food.
• Allow plenty of time to secure a permit from the State of Michigan if holding a raffle; contact the OCC Foundation for guidance 248-341-2137.
• Track your expenses and revenue to evaluate the return on investment.

Asking for gifts is relationship-based fundraising. The donor needs to have some affinity to your cause or the people involved, so the number of potential donors may be limited. They typically require follow-up after the gift to meet their expectations – especially important if you want them to give again. If you are asking for gifts:

• Forward gifts to the OCC Foundation for deposit; they will be transferred to your organization’s 511 account after processing.
• Work with the Foundation in advance for tax receipts, formal gift acknowledgements, or IRS Form W-9s; only the Foundation is authorized to issue receipts to substantiate a charitable tax deduction.
• Work with the OCC Foundation to accomplish the following:
  • Request a specific amount or range from potential donors who share the interests and goals of your organization.
  • Communicate how the gift will be used (use it only for that purpose).
  • Thank your donor and tell them the good you accomplished through their generosity.

Fundraisers/Finances/Expenditures

• Fundraising activities must be preceded by submission of an Activity Request Form.
• Fundraising activities by RSOs must be approved by the Student Engagement Coordinator.
• RSOs should strive to be self-supporting using monies obtained through fundraising efforts.
• All student organization monies (whether allocated or student generated) are maintained through the Student Accounts office.
• All fundraisers must be approved by your Advisor and your Student Engagement Coordinator at your campus.
• Groups seeking donations of any kind must first discuss their plans with their advisor and the Student Engagement Coordinator to be approved.
• Approval must be sought at least two weeks prior to the proposed start of the fundraiser or event.
• When hosting a bake sale:
• Sell only food which comes individually pre-packaged from the store; do not sell unwrapped or re-wrapped food.
• All raffles must adhere to the guidelines of the Michigan Gaming Commission; contact the Foundation for guidance.
• Raffle FAQs
• Raffle Guide
• Groups should never approach businesses for donations without approval from the Student Engagement Coordinator.
• All monies collected by student organizations must be reported and deposited at the Student Accounts office on the first working day following collection of the funds.

Procedures for Reimbursement of Student Generated Funds (from 511 account)

Following the purchase of goods or services, the purchaser completes the reimbursement portion of the RSO Request for Purchase/Reimbursement Form and presents it along with the original receipt to the campus Student Engagement Coordinator.   

Travel Procedures and Required Documentation Paperwork for Student Athletic Teams and RSOs

Travel procedures are those that are published at the time of travel per the office of Financial Services.

APPENDICES

Forms for RSO's

• Activity Request Form
• Application for New RSO
• Community Service Form
• Event Tally and Deposit Form (Tickets/Raffles/Door Cash or Checks)
• Funding Request Form (for Faculty and/or RSO)
• Meeting Schedule Form
• OCC Photo Video Waiver Form
• Officer Roster and Membership Form
• Parliamentary Law Chart
• RSO Donation Request Form
• RSO Request for Purchase/Reimbursement
• Travel Liability Waiver

Constitution Template for Student Organizations

Mission:  OCC is committed to empowering our students to succeed, and advancing our community.
Student Engagement Mission:  Dedicated to maximizing student opportunities beyond the classroom by encouraging critical thinking, civic engagement, and the development of leadership skills.

 

Student Resolution/Proposal Process

Students submitting a proposal/resolution for Student Government (SG) to review should be aware that SG serves as a recommending body, which communicates the concerns of the student body to OCC’s Executive Board. This will be accomplished using the following process when SG receives a student proposal/resolution for review: 

• Step 1: The SG President will submit the student resolution/proposal form to the Advisory Board of Student Government for review and recommendations.
• Step 2: The Advisory Board of SG will submit the resolution/proposal to the Vice Chancellor of Student Services for review.
• Step 3: The Vice Chancellor of Student Services will submit the resolution/proposal to OCC’s Executive Board for review.
• Step 4: The Vice Chancellor of Student Services will provide the Advisory Board of Student Government with the decision of OCC’s Executive Board regarding the student resolution/proposal.
• Step 5: The Advisory Board of Student Government will provide the authors of the resolution/proposal with the decision of OCC’s Executive Board.

Event Planning Process/Timeline/Checklist

Plan to begin two months before event. For additional information contact an Student Engagement Coordinator at studentengagement@oaklandcc.edu

• Select Date – check for conflicts with major religious holidays.
• Ask Advisor/Student Engagement Coordinator to check OCC Events Calendar for conflicts.
• Submit completed Student Engagement Activity Request Form, Facility Request Form and diagram to Advisor for approval.
• Begin Event Checklist and place in Event Planning binder in Student Engagement Office .
• Send meeting request to Student Engagement Coordinator, committee members, marketing and program participants to reserve event time on calendars (For major events, include Chancellor’s Cabinet and Board of Trustees).
• Notify Public Safety, Welcome Desk(s), Student Services and Catering of your date.
• Create posters/flyers and have RSO members put up on bulletin boards – same members should be responsible for removing them after event – one copy should go with Event Checklist in SLO.
• Create parking/directional signs and assign RSO member to place/remove signage around campus.
• Prepare internal signs for registration table, etc.
• Arrange for publicity
  a. Outlook email to faculty and staff.
  b. Contact Event Coordinator of Marketing & Communications 248-341-2204 for website, OCC events calendar, social media publicity.
  c. Contact campus Student Engagement Coordinator for placement on Student Engagement Events Calendar.
• General information
  a. Grounds staff may be able to provide decorative plants (depending on season).
  b. Campus map and parking instructions should be mailed/emailed to guests.
  Revised: 6/2/2020

Timeline

Month before - LAST DAY FOR INVITATIONS TO GO OUT  Check webpage for event coverage Confirm decorations/plant will be ready

Three Weeks before Check webpage for event coverage Confirm Presenters and presentation needs (PowerPoint, microphones, extension cords, etc.)

Two Weeks before Check webpage for event coverage Confirm maintenance ready for set up Confirm decorating crew arrival time

Week before Check webpage for event coverage Confirm IT/Media Services ready

Day of Event Work with Maintenance on room setup Confirm media equipment running properly and technician on call Confirm parking signage out

After Event Confirm all tear down completed and parking signs retrieved Send thank you notes to all participants, helpers and supporters Submit receipts to Advisor for reimbursement Create a hard-copy file of forms/documents needed to recreate event in the future for SLO Create an electronic file of forms/documents and wrap-up event report that notes important elements such as day/time/location/target audience/attendance/expenses, etc.