Section VIII.
Office of Student Life
 
A.     Student Organizations
Please see the Student Organizations Manual. It includes ALL information regarding FMU student organizations and university policies and procedures relating to student organizations. Also attached are addendums A-1, A-2, and A-3, which are standard communication forms for the Office of Student Life in reference to FMU Student Organizations.
 
Records for student organizations are maintained by the Coordinator for Student Life and the Administrative Assistant for the Dean of Students. All records are kept in secured filing cabinets (or drawers) and password-protected computers.
 
B.     University Programming Board
      Please see UPB constitution and bylaws (A-4).
 
  1. Films
            One student is typically paid to show the weekend movies. He/she is a UPB employee.  The following steps should be followed each week that a movie is shown:
a.       When the movie arrives, the Coordinator of Student Life will put it with a poster in the UPB Office for the UPB Film Employee to pick up. The student employee who shows the movie should take attendance at the film and turn in the number of those attended each night first thing Monday morning (or the first business day after the last showing). The preferred method is by email, but a phone call will suffice.
b.      The student employee who shows the movie takes the movie back to the Coordinator of Student Life first thing Monday morning (or the first business day after the last showing). The movie should be placed back into the mailer it arrived in and mailed back to the company.
c.       The student employee who shows the movie should sign in their hours with Ms. Woodbury in UC 205 first thing Monday morning (or the first business day after the last showing).
 
  1. Budget
    The UPB Budget is set based student enrollment. The business office distributes budget printouts every month and these are used to monitor the status of each section of the budget.

    When judging budgets for each semester, a little over half is usually allotted for the fall and the remainder can be used in the spring. It is important to consider specific large events, such as Homecoming. Several events are planned during the week of Homecoming and generally more money is spent there. 
  2. Activity Planning
    Planning should be done continuously. The members of the board should be presented  with all promotional materials received and any routing opportunities presented by agents, etc. These materials and information are given to the chair to present to the board.  Decisions on the next semester’s programs and preparations for the current semester’s programs should be made regularly.

    The UPB constitution and bylaws “voting” are used to select most programs; however, some programs are selected at the discretion of the UPB Adviser. Please see attached recent schedule (A-5)

    When booking an event the following forms may need to be completed (samples of completed forms can be found in UPB notebook):
  • Facilities Reservation Request Form (A-6).  Any event on campus will require this form be completed in order to ensure space is available and that the event is listed on the University’s Calendar.  For events in the UC this form will be returned to Dean Blackburn. For events in other locations the form should be returned to Lynn Timmons in Business Affairs.
  • Campus Event Services Request Form (A-7)  This form will be completed when tables, chairs, podiums, lecterns, microphones, a sound system or other special equipment or assistance is needed from the Physical Plant. Completed forms should be mailed to the Physical Plant.  
  •  Catering Service Special Event Ordering Form (A-8).  This form is only needed when food or other items are being requested from Ervin Dining Hall. This form is most accurately completed using either the “Catering Services” booklet or by speaking directly with someone in Dining Services. This form should be mailed to Dining Services when completed. 
  • Purchase Order Requisition (A-9)This form is used when contracting with performers or ordering merchandise.  When payment is requested to an individual instead of an agency a Payment to Individuals Form (A-10) must be completed. This form is mailed to Purchasing upon completion.

    The Dean of Students must sign the Catering Service Special Event Ordering Form, Purchase Requisition, and the Payment to Individuals Form before being submitted.
    NOTE: Always keep a copy of any forms for records!
 
  1. Annual Activities
    1. Spring/Fall Fest
      These have become annual UPB events at FMU. Refer to past program files and notebooks in UC 205E for more details on these events. The festivities at these events are up the University Programming Board members.  Fall Fest is typically held in early October when it is still possible to hold the event outside.  Spring Fest is typically held in late April as the last event of the year for the UPB.
    2. National Collegiate Alcohol Awareness Week
      UPB has in the past attempted to provide some sort of comedian, musical group or other appropriate activity during National Collegiate Alcohol Awareness Week. NCAAW always occurs the third full week of October. At this program the Office of Counseling and Testing has historically held a Mocktail contest. The coordinating office for this event is the Office of Counseling and Testing.  Participation by UPB in this week’s events is not required, but certainly appreciated. 
 
  1. Vendor/Contractual Issues
    When dealing with vendors it is most important to get everything in writing. When dealing with contracts, it is important to read everything carefully and discuss any  necessary changes with the contact person for the vendor who issued the contract.      Changes can be written on the contract, initialed and dated.   Once a contract has been reviewed and is satisfactory to both parties it should be sent toPurchasing with a Purchase Order Requisition Form (A-9).

    It is policy of this office to not book lodging, provide meals or pay deposits to vendors. All prices should be inclusive and this should be stated on the contract. A Lodging    information sheet (A-12) and Map of campus and surrounding areas (A-13) can be sent to  the artist or agency to assist them in booking local accommodations and arriving to campus in a timely manner.

    Technical Riders should also be reviewed carefully to determine the feasibility of the request in our facilities.
 
C.     Greek Life
      The Office of Student Life is in close conjunction with all Greek organizations as they relate to the coordination of the overall FMU Clubs and Organizations process. The Coordinator of Student Life is only the direct adviser of the Panhellenic Council. Inter-Fraternity Council and National Pan-Hellenic Council are advised by other professional staff members in the Division of Student Affairs.
  1. Grades
    Grades for all FMU Greek organizations are obtained at the completion of each semester from the Registrar. Grades may be shared with the particular organization’s President, campus adviser, and local/general adviser. A report is compiled each semester (A-14).
 
  1. Panhellenic Council
a.       Member Organizations
            Alpha Delta Pi
            Kappa Delta
            Zeta Tau Alpha
 
    1. Meetings and Leadership
      Meetings are typically on Tuesdays at 3:30 p.m. UC 207 and are led by the       Panhellenic President. Each chapter elects a Panhellenic delegate and officers are rotated and made of up these delegates. Panhellenic Council is run by its local     Constitution and the discretion of the Panhellenic Adviser.
 
    1. Recruitment
      All information for recruitment planning is including in the past years’ recruitment manual binders. These binders include all meeting notes, dates, rules and regulations, training tools, pre and post meeting information, etc. The National Panhellenic Conference Manual is also in a binder in UC 205E and contains all national guidelines and instructions.

      The Panhellenic Vice President is considered the Panhellenic Recruitment Chair and all Panhellenic Officers and Recruitment Counselors are instrumental in planning and facilitation of Formal Recruitment.  A brochure is typically sent out each summer to accept female students with the assistance of Office Services and the Admissions office.
 
                        The follow statistics should be kept during recruitment and provided to all chapters after all formal and informal recruitment events have occurred:
 
o       Number of women registered for formal recruitment;
o       Number of women pledged during formal recruitment for each chapter;
o       Number of women each chapter pledged during informal recruitment;
o       Total chapter sizes;
o       Number of women that attended each round of events.
 
  1. Greek Week
a.       Activities
A committee consisting of 2 representatives from IFC, Panhellenic and NPHC  should plan activities in the fall semester. This group should designate a chairperson and provide all ideas to the Office of Student Life for approval. Past Greek Week information is available in the Greek Week binder
                       
                        Greek Week is typically held in late March or early April. Reservation forms should be completed the prior year in order to avoid Campus Recreation and  Athletic conflicts.
 
b.      Awards
Attached is a list of awards that are given out most years at the completion of Greek Week. From time to time, only certain awards are given and frequently some of the awards are actually given out at the Student Life Awards in late April (A-15).
 
c.       Rules
Greek Week Officiating should be done by Campus Recreation Services and    coordinated through Dean Blackburn. If Dean is unavailable, the Coordinator of Student Life may take this role on. Past year’s rules and regulations can be found in the Greek Week binder.
d.      Funding
 IFC, Panhellenic and NPHC should assist together in the funding of Greek Week.  The Office of Student Life may assist financially to promote unity and ownership  by all Greek Organizations if possible with university budgeting. The Office of  Student Life should approve funding issues before plans for events are finalized.    Any purchase for t-shirts will be funded by the individual chapters unless therwise designated.
 
 
D. Special Events
  1. Ms. FMU Pageant
    A complete record of Ms. FMU information is contained in the Ms. FMU binder and    guidelines for this event are FMU Student Handbook. Checklists are in the Ms. FMU binder/s as well.  A listing of previous winners is contained in Ms. FMU binder and on the computer's hard drive (My Documents/Ms. FMU).

    Planning for this pageant should begin no later than early in the spring semester. The pageant is typically held in mid to late April. Assistance from previous Ms. FMU  winners and participants who are still currently enrolled at FMU is common. Names of     person assisting from year to year are contained in the Ms. FMU binder.
 
  1. Welcome Week
    A complete record of Welcome Week information is contained in the Welcome Week  binder. This event is held the first week of classes and planning should begin during the     spring semester.
 
  1. Homecoming/Spirit Week
     Homecoming/Spirit Week is held during basketball season in the spring semester. Plans should begin to be made in late spring and summer of the previous year with Athletics, the Alumni Office, SGA and Public Safety.   A complete record of Homecoming/Spirit Week information is contained in the Spirit Week/Homecoming binder including previous winners.  UPB along with other campus organizations/offices will provide a week of programmingfor students in order to promote school unity and spirit. 
 
 
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