1. Welcome to SOOT!
Student Organization
Orientation and Training
(New Students)

2. The Goals of SOOT:
 Help you understand how to be a
successful student leader at Drexel
University
 Answer your questions related to student
organizations, finances, and event planning

3. Before We Begin…
 Questions – Raise your hand and ask!
- or -
 Question Half-Sheets may be located
in the front of the room…
…if we can‟t answer your question write it
down and I will find the answer and email
you…

4. All information presented today
can be found on the
Office of Campus Activities Website!!!
(including this PowerPoint)
www.drexel.edu/oca
* Everything in RED on this PowerPoint is clickable and linked to a
website page where you can find more information related to that topic!

5. askoca@drexel.edu www.drexel.edu/oca
Phone: 215-895-1328 Fax: 215-895-2500
Creese Student Center, Suite 215 -- Student Organization Resource Center (GSDC)
Ari S. Hauben, Director
Rebecca Dzara, Associate Director for Campus Programming
Walter Parrish, Coordinator for Leadership and Community Development
Kia J. Perkins, Administrative Coordinator
Joe Gonzalez, Budget Coordinator and SAFAC Advisor
John Cooke, Assistant Dean for Campus Engagement

6.  Mission Statement:
– The Office of Campus Activities advances the mission of Drexel
University and the Division of Student Life by providing students
an enriched collegiate experience through meaningful
opportunities to learn and develop leadership, interpersonal,
programming, and organizational skills so that they may connect
and contribute to the University community.
– The OCA staff will serve as student-focused advocates, navigators,
advisors, educators, and administrators while working
collaboratively to support programs that meet the needs and
interests of students.
 The 3 Pillars of how OCA supports students are:
– Leadership Development
– Event Planning
– Financial Management

7. Drexel Lingo…
 OCA = Office of Campus Activities
 SAFAC = Student Activity Fee Allocation Committee
 CAP = Commissions for Activities and Programs
 DUST = Drexel University Student Technicians
 FY= Fiscal Year (July 1  June 30)
 AY = Academic Year (08-09)

8. Outline of Workshop
I. Recognition
II. Finances
III. Event Planning
IV. Resources
V. Hazing
VI. Questions

9. II. Recognition

10. Student Org. Recognition Process
 Step 1. Submit recognition paperwork to OCA
– Recognition Form and constitution (if changed from previous year)
 Step 2. Have your advisor return email sent to them from OCA
 Step 3. OCA will contact you to set up a meeting with staff
member to review any changes to your constitution
 Step 4. Make changes and resubmit your constitution
 Step 5. Attend SOOT workshop
– Undergraduate and Joint Organizations: President, Treasurer, and any
one additional member
– Graduate and Goodwin Student Organizations: President and Treasurer
 Step 6. OCA notifies organization they are recognized
Recognition Website

11. Student Org. Recognition
 During 2008-2009, our office will continue to explore if
student organizations can be open to all types of students
(undergrad, graduate, part-time).
– In the future, organizations may no longer need to limit
membership for funding and Constitutions may need to reflect
these changes
 Recognition is based on the Fiscal Year cycle for full
benefits
– Student Organizations must apply for Recognition every year
 If your student organization is in debt, your Recognition
status may be placed on hold.

12. Why get Recognized?
 The ability to apply for SAFAC, Reserve and CAP Funding!
 The ability to reserve space on campus through Event Services!
 The ability to use Sodexho, Facilities Management, Public Safety, etc!
 The ability to use the Office of Campus Activities Resources!
 The ability to use the Office of Campus Activities staff to plan your event
(i.e. contract negotiation, advertising, etc.)
 Permission to use the University name and logo when identifying the
organization in accordance with University regulations and policies
 Access to an organizational mailbox in the Creese Student Center or in the
Office of Recreational Sports
 Opportunity to acquire office/storage space on an annual basis for student
organization use
 Opportunity to participate in the Activities Unlimited Student Organization
promotion/recruitment fair during the Fall and Spring terms
 Opportunity to acquire web space through the Drexel portal and an
organization designated email address
More benefits of being recognized…

13. We are recognized…
…now what?

14. Student Organization Finances
Joseph Gonzalez
Budget Coordinator for Campus Activities/
Student Activity Fee Allocation Committee Advisor
Greenawalt Student Development Center: Room 32A
215-895-1811
safac@drexel.edu
www.drexel.edu/safac
Note: Please allow 24-48 business hours for a response to phone
messages or email.

15. Student Organization Finances
 Cost Centers  Deposits
 SAFAC Funding  Travel Expenses
 CAP Funding  Forms
 Fundraising, Dues,
Donations
 Late/Night Weekend
Funding
 Alumni Grant

16. Cost Centers
 Each student organization will receive 2 cost
centers (accounts):
– 17 Cost Center: All SAFAC funds are deposited and
accessed from this cost center.
» These funds are allocated and returned based on FY
(17 cost center fund numbers begin with 17…)
– 71 Cost Center: All fundraising, dues & donations are
deposited and accessed from this cost center.
» These funds stay in your cost center until used
(71 cost center fund numbers begin with 71…)

17. Cost Centers Cont…
 Each Cost Center will have a name, fund
number, and org number:
– Example:
Org Name Fund# Org #
» Art Club 170001 - 2555
» Art Club 710545 – 3568
Note: Student Organizations are not allowed
to have off-campus bank accounts!

18. Student Organization
Funding Options
 SAFAC Funding
– Annual Allocation
– Reserve Funding
 CAP Funding
 Fundraising, Dues & Donations
 Late Night / Weekend Programming
 Alumni Grant
These will all be explained in more detail in the following slides

19. What is SAFAC?
Student Activity Fee Allocation Committee
 Made up of 16 full time undergraduate students:
– 12 liaisons
– One Secretary
– One Vice Chair
– One Chair
– One representative from USGA
 One Staff Member from the Division of Student Life
 The SAFAC Advisor
Note: Only the students have a vote on how the money is distributed.
www.drexel.edu/safac

20. Where Does SAFAC Money Come From?
Undergrad Students Pay
$250 Student Activity Fee
All paid activity fees get
on Tuition Bill.
deposited into the
SAFAC Account
$150 of that fee goes to
SAFAC
Student organizations
SAFAC Committee apply for this money
distributes funds based through Annual
on applications. Allocations & Reserve
Funding

21. SAFAC Funding
Annual Allocations Reserve Funding
 Recognized by OCA  Recognized by OCA
 Must attend an Annual  Did not receive an Annual
Allocation Information Allocation, or…
Session  Unforeseen expenses for
 Must submit an Annual groups that did receive an
Allocation Request annual allocation.
 This process is separate (example: Sports club
from SOOT making a championship
match)
 Apply Event by Event
Can request Capital, Operational, Conference, & Activity expenses
Note: All activities & events must be open to all students.

22. SAFAC Forms
Student Organization Purchase Request
 Used for Check Requests, Cash
Reimbursements, Credit Card
Orders, Reserve Funding, and Late
Night/Weekend Funding
Reimbursements.
 Treasurer or President must sign.
 Advisor must sign if order is over
$500
 Must be submitted for any and all
requests
 Checks take 2-3 weeks
 Cash reimbursements take 1-2
business days.
 Credit Card takes 1-2 business days
Note: Sports Clubs will need to have all requests
approved by Dan Simmons in the Athletics
Department prior to submitting to SAFAC.

23. SAFAC Forms Cont…
Student Organization Deposit Form
 Used to deposit money into
either 17 or 71.
 Must deposit any income into
17-account up to the amount
spent out of 17 account for any
event. [example: spent $500
from 17 account & earned
$1,000. $500 deposit into 17
and $500 into 71].
 All other income or if you did
not spend out of a 17 account is
deposited into your 71 account.
Reminder: Student Organizations can
not have off-campus bank accounts

24. SAFAC Forms Cont…
Reserve Funding Request
 If you did not receive an
Annual Allocation or did
receive an Annual Allocation
but have unforeseen expenses.
 Must submit a detailed listing
of expenses with supporting
documentation
 You will meet with the SAFAC
committee to go over your
request
 Money can be spent only on the
event(s) approved by SAFAC
 No limit to how many times or
how much you apply for.
 Must submit a request for each
event individually
 Submit 4 weeks in advance
 Exists until money is gone

25. Student Activity Fee Policies
 Cannot be used to purchase alcohol;
 Cannot be used for contributions or donations to the
campaign or cause of any candidate, political or
religious movement;
 Cannot be used for contributions or donations to
charitable organizations;
 Cannot be used to pay honoraria, instruction or service
fees to employees or students of Drexel University;
 Cannot be used for personal or individual
memberships in a national or professional association.
 Cannot be used for prizes and give-aways

26. Student Activity Fee Policies
 Can be used for food if:
– Part of on-campus event that is open to all Drexel University
students,
– For contracted speakers or performers or
– For conference or competition travel;
 Can be used for organizational membership in
national or professional associations;
 Can be used for conference attendance;
 Can be used to host off-campus events with approval
from the Office of Campus Activities
 Can be used for promotional items (club name and/or
logo required on product)

27. Student Activity Fee Policies
 All payments for non-Drexel services must be accompanied by a
completed OCA contract
 All transactions must be signed by the organization President
and/or Treasurer
 All transactions over $500 must be signed by the Advisor
 All items purchased are the property of Drexel University and must
be used for official organizational use only
 An Off-Campus Event Form must be completed and submitted
prior to being reimbursed for any conference, travel or away match.
 Organization must be recognized by OCA or FSL
 Organizations may be subject to an audit by SAFAC
 The University reserves the right to freeze/seize any and all funds
of an organization that accrues debt, misrepresents or violates
University or SAFAC policies in the spending of funds.

28. Travel Expenses
 Student Organizations can have hotel and travel accommodations
placed on the university credit card with the exception of rental
vehicles.
– Students must rent vehicles on their own credit card and get
reimbursed after the conference or event.
 You must make a half hour appointment with the SAFAC Advisor to
have any hotel and travel accommodations placed on the university
credit card. (Student Organization Hotel/Motel Information Form)
 You must submit your request at least 5 business days in advance of
departure date.
– Any request submitted for hotel and travel arrangements submitted
less than 5 business days ahead of departure cannot be guaranteed
processing in time.

29. Fundraising, Dues & Donations
 Fundraise:
– Selling of merchandise
– Hosting for profit events
– OCA Fundraising Manual
» http://www.drexel.edu/oca/raf/forms.asp
 Dues:
– Collect membership dues from participating members
 Donations:
– Solicit departments, colleges, and outside companies
for funding of specific events or general support

30. CAP Funding
Commission for Activities & Programs
 Money comes for a % of the
money spent in all the Coke
machines on campus.
 Money is given for specific
purposes. Can not be spent on
anything else.
 Applications must be submitted
through the Office of Retail
Management (Creese 119).
 All decisions are made by the
Office of Retail Management.
 Contact:
– Jackie Eliassen
– 215-895-6776
Note: Not handled through OCA or
SAFAC

31. Late Night/ Weekend Programming
 Up to $1,500 per event
 Event must occur Monday-Friday
from 9pm-2am or anytime on
Saturday & Sunday.
 Must submit Application/Request
 Must make an appointment with
Late Night programming
coordinator (Walter Parrish)
 Apply 2 weeks prior to event
 Must be an alcohol free event
 Event must be held on campus
 Event must be open to all students
 Cannot be used for recruitment or
fundraising events
 Exists until money is gone
OCA will publicize the dates that
money is available.

32. Alumni Grant
 Up to $2,000 per term
 Overview of proposed program
to include program goals and
objectives, expected attendance
and composition of intended
audience
 Outline of proposed publicity
plan
 Summary of projected program
revenues and expenses
 Suggested partnership
opportunities to promote
Alumni Association programs
and services
 www.drexel.edu/alumni/grants

33. Where can you get these forms?
 SAFAC Forms: Purchase Request, Deposit
Form, Reserve Funding Request
– www.drexel.edu/safac/forms.html
 CAP Funding / Late Night & Weekend
Forms
– http://www.drexel.edu/oca/raf/forms.asp
 Alumni Grant
– www.drexel.edu/alumni/grants
Note: Forms can also be picked up in the Student Life Office (Creese 215)
or outside of the SAFAC Office (Creese GSDC 32A)

34. Where do these forms get turned in?
 SAFAC Forms must be submitted to the SAFAC Advisor in the
Greenawalt Student Development Center room 32A or in the SAFAC
Mailbox located in the Student Life Office (Creese 215)
 CAP Funding requests must be submitted to the Office of Retail
Management (Creese 119) directly across form the Creese Info. Desk
 Alumni Grant requests must be submitted to the Drexel University
Alumni Association: Paul Peck Alumni Center 60-2
 Late Night / Weekend Programming requests must be submitted to the
Late Night Programming Coordinator in the Greenawalt Student
Development Center room 32B or in the Late Night Programming
Coordinator Mailbox in the Student Life Office (Creese 215)

35. Financial Questions?

36. III. Event Planning

37. Event Planning
 Event Services Office
– Room/Space Reservations
– Tables and Chairs, Room Set-up, Building Policies, etc.
– Food/Catering/Sodexho
– Tech Support – DUST/IMS
– Public Safety
 OCA
– Personal Assistance
– Contracts
– Specific Types of Events
– Resources

38. Event Services
Gillian Telford, Assistant Director for Event Services
reservations@drexel.edu
www.drexel.edu/eventservices
215-895-2520 or 215-895-0264
Creese Student Union, Room 001
Hours: Monday through Friday, 8:00 am-5:00 pm
 Event Services serves as the primary point of contact for recognized
student organizations with the following departments/services:
Room & Space Reservations
DUST
Facilities
Public Safety
Event Services Webpage

39. Reserving a room/space:
Please use the reservation form on www.drexel.edu/eventservices and provide the following
information (if the “submit” button does not work, please download and save the pdf file
and email to our office as an attachment):
 Organization name and co-sponsoring group (if applicable)
 Event Name
 Desired Date and alternate date
 Start time and end time of your meeting/event
 Any set-up time you may need (for more elaborate events)
 Preferred location
 Your student organization account number
 Description of the event
– Food/Catering (Pot Luck, Bake Sale, etc.)
– Attendance estimate
– A/V needs and DUST
– Guest Speaker
 Contact person‟s name, email, and phone number
– The contact person MUST be the contact person for everything related to the
meeting/event (Catering, DUST, Public Safety, OCA, etc.) and will be
considered the event planner.

40. Event Services (con‟d)
Policies:
Requests are on a “first come, first serve” basis
Please Allow Event Services a minimum of 48 hours (2 business days) to respond to your
room/space request
Please give Event Services 2 weeks notice for room reservations, especially for larger
events. Reservations may not be fulfilled for any event within 48 hours of the start of
the event.
Event planners from student organizations are expected to take ownership of your events.
You need to have regular communication with Event Services and OCA about the
details of your event.
If we do not have enough information about your event in sufficient time, your event may
be cancelled.
 An actual reservation has not been confirmed until a 5-digit reservation
number has been sent to you with a confirmation email!!!
 Please review your confirmation details in the attachment provided once your
request is confirmed. Please notify the office of any changes or discrepancies.

41. Example of a space/room
reservation confirmation
from Event Services…
Confirmation
number
Your student
organization‟s
account number
(please make sure the
account number is
correct!)
Always check to make
sure you have the
correct date, time,
and location you
requested!

42. Commonly used locations…
The following space can be reserved on a „first-come-first-serve‟ basis:
(unless otherwise noted, spaces are available for the full fiscal year beginning July 1 st)
– Creese Student Center and GSDC conference rooms
– Ross Commons
– Grand Hall and Main Auditorium
– Korman Quad
– Lounge 101 (Game room located in the basement of the Main Building)
– Residence Hall multi-purpose rooms (reservations taken on a term-by-term basis
starting the break week prior to the respective term.)
– Academic Classrooms (cannot be reserved during the first two weeks of each term)
– MacAlister 2019/2020
– The University Club (6th Floor MacAlister) - $50 charge
– General Space on Campus
The use of these
Buckley Green and Field, DAC, Volleyball Courts, BBQ Pits: spaces must be
– Athletics/Intramurals gets first dibs on the fields approved by and
– Facilities fees may apply for set-up and clean-up reserved through
– BBQ Pit - 2 hour maximum Dan Simmons,
– Volleyball courts - 2 hour maximum Assoc. Director of
Athletics, at
Rooms that Cannot be Reserved: des26@drexel.edu
– Commuter Lounge or 215-895-2025.
– AJ Drexel Gallery

43. Other spaces available for student organization use…
– Mandell Theatre
» Contact Josh Browns – Theatre Manager
 215-895-2528 or mandell@drexel.edu
– Academic Bistro
» Contact Adrienne Hall - Chef Instructor/Academic Bistro Manager
 215-895-5872 or academic.bistro@drexel.edu
 Catering/food MUST be provided by culinary students
– Bossone Auditorium, Lobby, & Atrium
» Contact The College of Engineering
 215-895-2210
– Library: Bookmark Café
» Contact DeVaughn Nelson
 215-895-2750
– Paul Peck Alumni Center
» Contact Jeff Spence, Alumni Relations
 215-895-2375

44. Event Services
Event
Services 1. Facilities
serves as the (tables, chairs, room set-up, banner hung up)
primary point
of contact for
student 2. Sodexho/Catering/Food
organizations
with the
following
departments 3. Public Safety
4. DUST
Event Services Webpage

45. 1. Facilities
FY2009 Student Organization Rates
Hourly Labor Rates Standard Overtime Double time
Custodian* $23.00 $35.00 $47.00
Mechanic/Electrician $30.00 $46.00 $62.00
Engineer $32.00 $48.00 $64.00
Transportation $50.00 $66.00 $82.00
(student organizations receive a 20% discount from regular rates)
Standard Time - 8:00am-5:00pm, Monday-Friday
Overtime - 5:01pm-7:59am, Monday-Friday; and Saturdays
Double Time - Sundays and Holidays
*Custodian rates apply for Custodians (Janitors), Groundskeepers, and Utility Crew
Please verify other applicable rates with the Event Services Office
(Utility (set-up/tear-down) and Shipping)
Important:
 The SOSE Grant will be made available for 2008-2009.
 This Grant will cover most facilities expenses up to $250 per event.
 The Event Services Office will automatically deduct these expenses from your
Confirmation Sheet

46. 2. Sodexo/Catering/Food
 Sodexo is the exclusive on-campus caterer!
– They have an existing contract and insurance certificate with the
University (no additional contracts needed when working with
Sodexo)
 How do I obtain Sodexo food at my event?
– You must have a space/room reserved prior to contacting catering
– Contact them at cad@drexel.edu or 215-895-6934
– You need to contact catering a minimum of 10 business days prior
to the event, or there may be late fees assessed to your food order
– Please allow at least 48 hours (2 business days) for a response
– Tell them what you want (be very specific)
– Tell them how many people you are feeding at the event
– Requests within 72 hours of the event may have extra charges
Sodexho-Catering Website

47. You must use Four exceptions to this rule…
1. Sodexo gives you an
Sodexo catering exception/waiver!
for any food at (usually occurs with
cultural, kosher, or
your on-campus vegetarian food)
event! 2. Pot Luck!
3. Bake Sale!
4. Pizza! (for smaller
group meetings only,
larger events need to
use Sodexo)
Sodexho-Catering Website

48. Sodexo Food Exception
 “Request for Catering Policy Exception” Form
 Request should be submitted a minimum of 20 business
days prior to the event, to the Retail Management office
located in Suite 119 of the Creese Student Center
– Phone Number: 215-895-1562
– Include specific reasons for the Exception
 If the Exception is provided, then you will work with OCA
to have a Contract and Insurance Certificate completed and
submitted with the food vendor

49. More food options…
Potlucks… Bake Sales…
 When you reserve space  Reserve table through
you must tell event Event Services and
services you are having inform them you are
a pot luck having a bake sale
 No reimbursement for  All baked goods
food separately wrapped
 Cannot charge $ for  Can charge $ for food
food
If you leave trash,
 Must be for less than 50 your organization will be
responsible for the
people custodial charges!
Potluck Guidelines Website Bake Sale Guidelines Website

50. More food options… PIZZA!
– Under $100
» You can order from a
couple local pizza vendors
(ie: only Ed‟s Pizza,
Powelton Pizza) without
having to do a contract
(OCA has their insurance
on file for the year).
» You must pay for the pizza  Over $100
on your own and then get Must work with
reimbursed afterwards!
Sodexo or get an
» Reimbursed with cash if Exception
paid by cash
» No contract needed through Must be reimbursed
OCA! with check (not cash)

51. Food being Donated …
 If food is being donated for your event:
– You will need to simply complete/submit the
Exception Form so Sodexo/Catering know
about what food is coming to campus.
– You will also simply need to work with OCA to
make sure that a Contract and Insurance
Certificate are supplied for/from the food
vendor

52. 3. Public Safety
 Public Safety is sometimes needed at  Costs:
student organization events if…
– More than 100 people are expected – $22.00 per hour per officer
– Large amount of money – Minimum of 4 hours
exchanged/collected
– Building is closed during event
hours
– History of event
 The Office of Fire and Life Safety is
to be contacted 2 weeks prior to an
event ,where one or more of the
following may be anticipated:
– Use of open flames
– Smoke/fog machines
– Tents
– Generators
– Capacities over 200
***Public safety is determined by Event
Services/OCA/Pubic Safety on a case-
by-case basis!
Public Safety Webpage

53. 4. DUST
(Drexel University Student Technicians)
 Services include:  Types of events DUST can
– Microphones support:
– Projector/Screens – Indoor/Outdoor Movies
– Speakers/Sound – Lectures/Speakers
– Electricity/Power – Bands
– Lights – Presentations
– Podiums – Open Mic Nights
– DJ/Band Equipment – Parties/Social Events
DUST Website

54. 4. DUST
(Drexel University Student Technicians)
Policies:
 Requests are accepted on a first come first serve basis
 Can serve as consultants for outside vendors
 DUST is FREE for student organizations if…
– You provide them with at least one week‟s notice of the event (late
requests – possibility of $100 charge)
– They have the equipment in stock…if not, then you will have to pay the
equipment rental and delivery charges (at no profit to DUST)
– Your event ends prior to midnight and the DUST crew is able to leave
by midnight…if not, then your cost is $15 per DUST employee per
hour until they are finished
DUST Website

55. Request for DUST
Services Form
(Click here to download form)
or pick one up in the DUST Office!
- Fill out form and submit
to DUST in Creese
Lower Level Room 001
- Call/email and confirm
prior to event at:
215-895-1330 or
dusttech@drexel.edu
DUST Website

56. Drexel University Transportation
 Facilities Management can provide shuttle and charter buses
for your event
– There is a charge to reserve these means of transportation
 To reserve transportation please visit
http://www.drexel.edu/oca/raf/forms.asp
 For 2007-2008:
– $55/hour from 8am-5pm
– $65/hour from 5:01pm – 7:59am
– $65/hour on Saturdays
– $75/hour on Sundays and Holidays
– Charges may apply for cancellations and fuel surcharges
 Facilities Management Phone Number: 215-895-1700
– It is important for you to call them to “confirm” the reservation

57. OCA = Contracts
 Why they are required
– Performers/Vendors and student organizations are fully aware of the
expectations and services to be provided
– Performers/Vendors know the terms of payment, details of the event, etc.
– Protect the students (putting University at risk)
 When they are required
– Contracts are required ANYTIME you are bringing someone (or a
service) to campus who is not a member of the current existing Drexel
community and are required even if you are NOT paying the Performer
– One Exception: bringing a speaker who is not getting paid
– Comedians, singers, and other performers will always need a contract
 Timeline
– Submit Contract Request form at least 2 weeks (14 days) in advance of
your organization‟s event
– Any Requests submitted less than 2 weeks in advance will only be
processed on a case-by-case scenario (no guarantee)
 OCA needs to sign any/all contracts
– Students should not sign any agreements/contracts on behalf of your
organization/event (you will be personally liable)

58. Contracts are needed for the
following…
Including, but not limited to…
 Lecturers, speakers, presenters, etc.
 Caterers
 DJ‟s
 Bands
 Carnival Games and Rides
 Blood and Bone Marrow Drives
 Government Officials
 Any Performer (dance troupe) or Media Group (radio station)
 Sponsorships
(OCA will not do contracts for alcohol because student
organization money is not to be used for purchasing alcohol)
How to Obtain A Contract for Your Event

59. Request for Contract
Form
***This form must be
completely filled out for
the OCA to process a
contract for your
organization!!!
Incorrect and
incomplete forms cause
delays in the contract
process!!!
Must provide your event
services space/room
confirmation number
Very important to fill out
this section in detail

60. Off-Campus Events/Activities
 Events can be held off-campus:
– (1) in case it can not physically be held on Drexel‟s campus and/or
– (2) with the approval from OCA
 OCA needs to sign any /all contracts
– Students should not sign any agreements/contracts on behalf of
your organization/event
– Contracts may also still need to be processed through OCA for
certain services, since this is a Drexel University student group
event (ie: DJ, inflatable rides, etc…)
 Student organizations may not hold events at off-campus
venues that generate 50.1% or more of its revenue from
alcohol (ie: bars, taverns, etc…)
 Student activity fees (17 account funds) can be used for
off-campus events with OCA approval

61. IV. Resources

62. OCA Website
www.drexel.edu/OCA
 OCA Search Engine
 Org Directory
 Leadership Resources
 Recognition
 Event Planning
 Policies
 Leadership Assistants
 How to Promote your Org
 Advisor Section
 Downloadable Resources
and Forms

63. Ways to Promote Your Org …
Visit the OCA Website for detailed information
 The Triangle  InfoNet (LCD
 Posting Policy Screens)
 Residence Halls  Daily Digest
 Poster Maker  Drexel One
 Display Case  OCA Memos
 Sandwich Boards  Honors Newsletter
 Get Connected  Commuter Listserv
Surveys  Fraternity & Sorority
 Activities Unlimited Life Listserv

64. Virtual Leadership Library
 OCA has a wide variety of resources to help
you to become an effective leader!
– Tip Sheets!
» Teambuilding, Officer Transition, Conflict Resolution, etc…
– PowerPoint presentations
» Seven Secrets of Success, Military Strategies, etc…
– Tutorials
» Officer Transition, Running a Successful Event, etc…
– Videos (CEO workshops online)
– Links to world-wide leadership development resources
» National Organizations
» Leadership and Character Development websites

65. Resources for student organization use
from OCA…
 Popcorn machine  Teambuilding supplies
 Karaoke machine (training workbooks, balls,
 Game show buzzers blindfolds, etc…)
 Helium  Ballot/donation box
 Leadership Library  Large bulletin board/mural
paper
 Poster printers*
 Sandwich boards/A-frames**
 Monster games (golf, tennis,
etc.) and board games
For use or reservations of OCA resources please contact OCA at
askoca@drexel.edu or 215-895-1328 as soon as possible!
OCA Resources Website *Small fee required for more than 1 **Must reserve ahead

66. More resources How does my student
for student organization get…
organization  Web-space?
use…  Email accounts?
 Office space?
 Fax machine in OCA  Flyers approved?
 GSDC – Lower Level  Our student orgs events on
– Computers OCA‟s event calendar on
– Fridge and Microwave website?
– Copy Machine ($.05 per  Transportation?
copy)
– Die cut machine
– Paper cutter
OCA Resources Website

67. Web Space and Email Address
1. Once recognized, the organization president* must request a
student organization computer account by emailing
accounts@drexel.edu or 215-895-1958.
2. IRT will confirm with OCA that your organization is
recognized.
3. IRT will then walk you through the process for obtaining web
space and an email address.
*The president of the student organization is personally responsible for the
organizations website content and email address.
IRT Website: Web Space and Email Address

68. Office and Storage Space
 The Space Allocation Committee (SAC) will announce the
student office space allocation process for the upcoming fiscal
year by Spring Term
 Student organizations desiring new space or wishing to retain
previously assigned space for the new year must fill out and submit
an application during the Spring Term timeline with OCA in 215
Creese
 Organizations will be notified by the end of Spring Term
whether or not they have received office space and/or storage
space
 A student organization whose application for re-assignment has
been denied must vacate the space by the end of June
 Student organizations may move into their new office and/or storage
space in July
Space Allocation Committee Website

69. Flyers Approved
All Flyers/posters on campus:
 Must be approved and stamped by the Creese Information Desk (Student Union
Operations).
 Free to all recognized student organizations (outside groups charged $.20 per flier).
 Up to 60 flyers can be approved at the information desk at one time
– All flyers are stamped for 14 days maximum
– Flyers should not exceed 11” X 18” without permission from Student Union
Operations.
– For further information and to see the policy in it‟s entirety please refer to the
Student Union Operations web site:
http://www.drexel.edu/creesestudentcenter/infodesk/policyforms.html
 Posters can only be placed in the 80 approved posting locations/bulletin
boards, which are marked across campus.
 Residential Living (RLO) can approve around 100 posters for the residence halls.
Go to RLO in Towers Hall for the Approval Form

70. Student Union Operations (SUO)
 SUO is here to help make your event a success!
– Please come to the Information Desk with questions or call the
building manager at 215-783-2371.
 Please do not move furniture around in the rooms.
– Failure to abide by this may mean an extra charge for your group.
– Try your best to leave the space just as you found it (i.e. throwing
away trash, taking materials with you, etc.)
 SUO now reserves the Display Case in the Creese Student Center. To
make a reservation please fill out the Display Case reservation form
– http://www.drexel.edu/creesestudentcenter/infodesk/DisplayCaseRequ
est.pdf.pdf
– A group can reserve the space for up to two (2) weeks at a time.
 SUO helps student organizations that would like to place a “donation
box or container” to collect items in the Creese Student Center
– Please go to the Information Desk and fill out a form. Groups can
reserve space for two (2) weeks at a time.

71. OCA‟s Event Calendar
 Recognized student organizations can submit events to be
placed on the calendar by emailing askoca@drexel.edu.
» Events MUST be submitted at least 1 week in advance!
» Events MUST be open to all students!
 In the email include specific details of your event
including name of organization, date, start and end time,
location, cost, and contact information for the student
running the event.
Click here to view the current OCA calendar of events!

72. Advisors
 Advisors can play a valuable and supportive role
for your organization
– We recommend that student leaders meet with their
Advisor to determine the most effective role
– Use the Advisor Role Checklist that can be downloaded
from the OCA website (see link below)
 OCA has also produced a more comprehensive
Advisors Manual, and we hope that
 http://www.drexel.edu/oca/so/advisors.asp

73. CEO/CEO II Program
www.drexel.edu/OCA/Leadership
 The CEO Program is a Leadership Development Series Providing
the Skills Needed to Succeed Personally and Professionally
– Over 120 leadership development workshops are provided each year
 This is the central way that OCA provides leadership training for
student organization‟s leaders and members
 The CEO Program was originally designed for student
organizational leaders and members, in order to build and develop
student with vital interpersonal and organizational management skills
 Excellent Organization Certificate: Awarded to student orgs that
have 5 or more members earn any individual CEO Certificate in a
given year. Orgs earn up to $500.

74. Star Leaders/Organizations
 OCA honors and recognizes the achievements of our Star
student leaders, organizations, and professionals on a
monthly basis, for making a positive contribution to
campus life at Drexel University.
 We applaud the Star Leaders and Organizations and
believe that their example should be highlighted in the
Drexel community.
 It is our privilege to receive nominations from you – our
student leaders
 http://www.drexel.edu/oca/l/star_leader.asp

75. Student Leader Survey
 OCA created and distributed a survey to all of the 2007-
2008 student organization leaders
– This survey was sent out in the Spring Term and over 150 student
leaders responded. We will continue to do this each Spring Term.
– This is your opportunity to share Your Voice and Your Input about
our office and other services around campus.
– We always look forward to receiving your feedback, so we can
include your opinions in our future goals
– The survey was/is sent from askoca@drexel.edu with a link to
SurveyMonkey (it can take up to 20 min.)

76. V. Hazing
 Pennsylvania Anti-Hazing Law (1986) – Act 175[P.S.] § 5352
 Drexel University Student Handbook:
– Definition of Hazing: “...any action taken or situation created,
intentionally, whether on or off University premises, to produce
mental or physical discomfort, embarrassment, harassment, or
ridicule. Such activities and situations include paddling in any
form, creation of excessive fatigue, physical and psychological
shock... or any other such activities, wearing publicly apparel
which is conspicuous and not normally in good taste, engaging in
public stunts and buffoonery, morally degrading or humiliating
games and activities, late work sessions which interfere with
scholastic activities… not consistent with the educational
institution.”
» Individuals and/or organization as a whole found in violation of this
policy will be subject to disciplinary action.

77. askoca@drexel.edu www.drexel.edu/oca
Phone: 215-895-1328 Fax: 215-895-2500
Creese Student Center, Suite 215 -- Student Organization Resource Center (GSDC)
Ari Hauben, Director
Rebecca Dzara, Associate Director for Campus Programming
Walter Parrish, Coordinator for Leadership and Community Development
Kia J. Perkins, Administrative Coordinator
Joe Gonzalez, Budget Coordinator and SAFAC Advisor
John Cooke, Assistant Dean for Campus Engagement

78. Evaluation of SOOT
 In the coming 1-2 weeks, we „may‟ send an
email from askoca@drexel.edu with a link
to SurveyMonkey
 Only a handful of questions
 We will use your feedback to make SOOT
and your student leadership experience
more effective

79. VI. Questions?