UCSB FRATERNITY & SORORITY STANDARDS OF EXCELLENCE (SOE) PROGRAM OFFICER GUIDE

Transcription

1 UCSB FRATERNITY & SORORITY STANDARDS OF EXCELLENCE (SOE) PROGRAM OFFICER GUIDE Office of Student Life 2260 STUDENT RESOURCE BUILDING SANTA BARBARA, CA 93106

2 TABLE OF CONTENTS About Standards of Excellence (SOE).. Page 2 New Member Requirements Initiated Member Requirements Officer Expectations How to register for an educational program....page 3 OrgSync Troubleshooting Educational Program FAQ....Page 4-5 Verify Registration Canceling Registration Changing RSVP Which programs count? Experiential Activities Fraternity/Sorority Member SOE Checklist...Page 6 Scholarship Report Update Guidelines.....Page 7 Scholarship Report Update Form.....Page 8 Community Service Report Guidelines.....Page 9 Community Service Hours Verification Form......Page 10 Philanthropy Report Form Page 11 1

3 The Fraternity & Sorority Standards of Excellence program (SOE) is a program designed by the UCSB Office of Student Life to provide to set educational, community service and philanthropy requirements for each member of the Fraternity & Sorority Community at UCSB. As members of Greek Community at UCSB it is each individual member s responsibility to attend 1-2 educational workshops and complete 6 hours of community service per quarter as part of the Standards of Excellence program. SOE serves as the annual recognition process for all fraternities and sororities at UCSB. Chapters that do NOT meet minimum SOE requirements may lose recognition with the University of California, Santa Barbara. MEMBER REQUIREMENTS: New Members: o Attend New Member Education accreditation, scheduled by your council s primary advisor). o Attend 1-2 other educational workshops each quarter (Fall Spring). o Should complete FIVE educational programs in total by the end of the school year. Sexual Violence Prevention must be one of four workshops. o Must complete a minimum of 6 hours of community service per quarter, 18 hours total over three quarters. Initiated Members o Attend 1-2 other educational workshops each quarter (Fall Spring). o Should complete FIVE educational programs in total by the end of the school year. Sexual Violence Prevention must be one of four workshops. o Must complete a minimum of 6 hours of community service per quarter, 18 hours total over three quarters. INFORMATION FOR OFFICERS: We will be tracking attendance and can provide lists before the quarter ends to help you keep your chapter members accountable. We will also provide you list of members who did not attend programs. There are enough seats provided for each educational topic for ALL fraternity and sorority members and new members to attend their required workshops. However, space in individual sessions is limited so we encourage you to help your members register ASAP if they would like to attend specific topics or register with friends. Update chapter member information on quarterly Scholarship Report and turn in to your council advisor by Friday of Week 5 each quarter. Compile community service hours using the Community Service Member Verification Form and submit all forms, chapter summary and philanthropy report to the Office of Student Life by Friday of Week 10 each quarter. Communicate with your council advisor for questions/concerns we are here to help! o Jonathan Ng (IFC) Jonathan.Ng@sa.ucsb.edu o Sophie Friedman (CPC) Sophie.friedman@sa.ucsb.edu o Wendy Cordova (MGC & HBLGC) wendy.cordova@sa.ucsb.edu 2

4 How to RSVP for a workshop: PLEASE NOTE: Chapter members should receive the SOE Requirements for Chapter Members (2016) as an individual, simplified guide to help them register for educational programs. This guide is intended for Fraternity & Sorority Officers to assist members with reservations and troubleshooting. 1. Individually yes each person needs to login and activate their OrgSync account chapters cannot RSVP for the entire chapter individual must go in to OrgSync and RSVP for themselves. ( 2. Sign-in with your UCSB Net ID & password 3. Under Featured, click on the Fraternities + Sororities (OSL) link 4. Click on the tab Events to view all events OR use this link: or 5. Browse the various offering and RSVP to 1-2 the fit in your schedule! a. FYI: events labeled as experiential activity do not count for SOE credit! b. Don t RSVP to a program you cannot attend! Priority Registration: Tuesday, January 24 5 PM 3

5 FAQs: How to verify what you have RSVP to? Forgot what you RSVP to? No worries! Checking is really easy. 1. Login to OrgSync using your UCSBNetID & password 2. Click on your profile icon 3. Click on events 4. OrgSync will direct you to My Events. Click on List AND uncheck Portals. This will populate the RSVP d events! 4

6 How to cancel your RSVP? Need to Canceling? No worries make sure you do this before the 24 hours before the event! 1. Login to OrgSync using your UCSB NetID & password 2. Click on your profile icon 3. Click on events (see steps above) 4. Once in My Events, click on the event you want to unrsvp form and click no! How to switch your educational workshop? Please make sure you cancel (see steps above) before you RSVP to another program. Seats are limited and we want to make sure that everyone has an opportunity to attend 1-2 programs! Are these the only workshops that count for SOE credit? Yes these are the ONLY programs that will be granted credit. We have intentionally designed this program to meet your needs. What does experiential activity mean? These are special programs that are beneficial to you as a Gaucho although we cannot offer credit because the event is open to the public with no RSVP system which means we can t really guarantee you a spot. So if you are interested come early & enjoy the fun! 5

7 Fraternity & Sorority Member SOE Checklist Annual Educational Workshop Requirements per member Attend 5 of 6 SOE Workshop Alcohol & Other Drug Risk Reduction Diversity & Community Emotional Wellbeing Health & Wellness Leadership Sexual Violence Awareness & Prevention New Members: New Member Education (hosted by council advisor) Fall Quarter Requirements RSVP to 2 educational workshops via OrgSync by October 14 th at 11:59PM Submit 6 community service hours to Community Chairperson New Members attend New Member Education Orientation assigned by your council advisor Winter Quarter Requirements RSVP to 2 educational workshops via OrgSync by January 24 th at 5 PM. Submit 6 community service hours to Community Chairperson New Members attend New Member Education Orientation assigned by your council advisor Spring Quarter Requirements RSVP to 1 educational workshops via OrgSync Submit 6 community service hours to Community Chairperson New Members attend New Member Education Orientation assigned by your council advisor ***Chapter members should use this checklist to make sure they have met quarterly SOE requirements. 6

8 Scholarship Report Update Guidelines NOTE: Please follow the following directions carefully. Submissions that do not follow directions will be asked to re-submit their scholarship report and you may receive grades for next quarter later than other chapters and/or have your organizational privileges suspended for the corresponding quarter. 1. You will receive a printed or digital copy of your chapter member roster and their cumulative and quarterly GPA for the previous quarter during the first week of each quarter. 2. When updating your scholarship report, please print legibly. If any information is illegible or if information is excluded from your update form your next scholarship report will not be accurate. 3. On your scholarship report, please cross off only the names of those members who have graduated or resigned their membership and are not planning to return to the chapter. For example: Perm Quarter Student_Name Greek_Org Greek_Status Quarter_GPA FALL 16 WOODS, ELLE DELTA NU A On the attached blank pages (update forms) please list the following: a. New Members (NM) people who have joined your chapter and do not already show on your scholarship report. Each person who is written in must sign in the right hand academic release box column. b. Active Members (A) an active member of your chapter who does NOT show on your most recent scholarship report. Is there someone missing who is a current member of the chapter? Please make sure to add her! Each person who is written in must sign in the right hand academic release box column. c. Graduate (G) any member who has graduated from UCSB since last quarter and should no longer show on your scholarship report. d. Transfer (T) any member who as transferred from UCSB since last quarter and should no longer show on your scholarship report. e. Resignation (R) any member who has resigned her membership and will no longer be a member of the chapter (should be DELETED permanently from your roster). f. Studying Abroad (EAP) any member who is currently studying abroad (this quarter) and will be returning next quarter or later in their UCSB career. 5. You must use ONLY the forms included. Do not add any other lists to the forms provided to you. 6. You must return this original copy of your scholarship report. If you need records of past scholarship reports or an electronic copy of this report, please your council advisor or contact the Office of Student Life at (805) **Scholarship report and membership update forms are due by FRIDAY of Week 5, to the Office of Student Life (2 nd floor of the SRB, room 2260).*** 7

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10 Community Service Report Submission Guidelines NOTE: Please follow the following directions carefully. Submissions that do not follow directions will be asked to re-submit their community service report and you may not receive credit for your community service hours this quarter. 7. Please submit all community service information together in a folder. This folder should include the Chapter Community Service Summary and one Chapter Member Verification Form per active member (excluding students who are studying abroad through EAP). 8. Please have your Community Service Chair complete the Chapter Summary Form. Next to each chapter member indicate the number of Community Service Hours he/she completed. **Note: the minimum requirement is 6 hours per member/per quarter. Please complete this form HONESTLY for each member. Perm Quarter Student_Name Greek_Org Greek_Status Number of Community Service Hours WINTER 16 WOODS, ELLE DELTA NU A 6 (OSL Use Only) 9. If someone is highlighted in blue on your report it means that you indicated they are studying abroad (EAP) this quarter. These members are not responsible for completing Community Service Hours this quarter. 10. Please submit ONE Chapter Member Verification Form per active chapter member. This form should indicate the chapter member s name, perm, chapter name, quarter, , the organizations they volunteered, hours completed at each agency and signature of the agency. Each member should sign his/her form before submitting it to you to be submitted with the chapter s Community Service Folder to OSL. Beneficiary # of Hours Served Signature of Agency Member Girls Inc. of Santa Barbara 15 Jane Doe 11. Please have your Philanthropy Chair complete the Philanthropy Report Form and include this with your Community Service folder. This form should indicate the philanthropy events your chapter has HOSTED this quarter, the organization you have donated the fundraised money to, and total dollars raised. We use this information to keep track of total funds raised by our Greek groups on campus (and to brag about how awesome you all are!). Philanthropy Event Beneficiary Total Dollars Raised Delta Zeta Nacho Night The Painted Turtle Camp $5, You must use ONLY the forms included. Do not add any other lists to the forms provided to you. 13. Community Service Reports and Philanthropy Reports for each quarter are due by the FRIDAY OF WEEK 10, to the Office of Student Life (2 nd floor of the SRB, room 2260). 9

11 Completion of Hours Verification Form Name: Perm: Chapter/Affiliation: Quarter: Year: Organization/Agency Volunteered for # of Hours Served Signature of Agency Member *NOTE TO AGENCY MEMBER: By signing this form, you are verifying that the above number of hours and amount of volunteers indicated are correct. Signature of Chapter Member: By signing this form, you are signing a contract that this is the correct number of hours you have completed this quarter. If any of this information is incorrect or falsified, your chapter s standing within the University could be negatively affected. Name: Date: **Please attach any supplemental documents and/or proof of community service hours completed to this sheet before submission. If these documents are not stapled, this form will not be counted toward your chapter s total. 10

12 Philanthropy Report Form Fraternity/Sorority: Quarter: Year: Philanthropy Event Beneficiary Total Dollars Raised Signature of Philanthropy Chair: By signing this form, you are signing a contract that this is the correct number of hours you have completed this quarter. If any of this information is incorrect or falsified, your chapter s standing within the University could be negatively affected. Name: Date: **Please attach any supplemental documents and/or proof of Philanthropy event. (EX: photos, flyers, agenda, information about beneficiary, etc ) 11