Meeting Minutes
Tuesday 3 June 2003
4:00-6:00pm
33 W. 11 th Avenue, Room 101
Chair Cormier called the meeting to order at 4:012pm.
Members in attendance : John Berry, J. Briggs Cormier, Jamie Depelteau, Theresa Early, Ann Farrelly, Bill Hall, Raul Herrera, Kerry Hodak, Rich Hollingsworth, Lauren Loughrey, Tammy Maltzan, Libby Marschall, Ann Merrill, H.G. Parsa, Melissa Rocco, Tracy Stuck, Karen Weise
Members absent : Kelli Barker, Janet Laster, Katrina Liebst, Rick Prescott, Rebecca Price, Maurice Shipley, Isao Shoji
Guests in attendance : John Richard Payne, Eddie Pauline, Michael Goodman, Matt Couch, Deb Dunham, Ruth Gerstner, Andrew Mackey, Don Bowers, Nidhi Gupta, Frank Sasso
Overview of the Council on Student Affairs:
The Chair provided an overview of the CSA. Current and new members introduced themselves and a description of the organization, noting its links to the University Senate and its advisory capacity to the Vice President for Student Life, was reviewed.
Approval of Minutes:
A motion was heard to approve the minutes of the 27 May 2003 meeting. The motion was seconded and carried unanimously.
Old Business:
Amendments to Faculty Rule 3335-5-484
There was no discussion about the changes for the structure of CSA that were proposed last week. A motion was heard to approve the changes. The motion was seconded and carried unanimously.
• Membership
Item (2) (c)Four undergraduate students selected by the Undergraduate Student Government. Two of these students shall have a term of service of one year. Two of these students shall have a term of service of two years and the terms are staggered so that one member retires each year .
Item (3) Three Four staff members , appointed by the Vice President for Student Life
(a)One Student Life staff member appointed by the Vice President for Student Life to act as the secretary for the Council, non-voting. The term of service is one year.
(b) A Student Life staff member from a regional campus appointed by the Vice President for Student Life . The term of service is one year.
(c) A college office Student Life staff member appointed by the University Staff Advisory Committee . The term of service is one two year s .
(d) A Student Life staff member appointed by the Vice President of Student Life in consultation with the chair of the Council. The term of service is one year.
Item (5)
(5) The Associate Vice president for Student Life for Planning and Student Development, non voting.
Item (5) (6) The Director of Student Activities, non-voting.
Item (6) (7) Alternates
Each student constituency group (USG, CGS, IPC) of the Council on Student Affairs may have one alternate. Members of the Council on Student Affairs may have an alternate. The alternate shall be selected in the same manner as the original appointment. The chair has responsibility for recording correct voting status. The alternate may vote in the event of an absence by a member of the alternate's student constituency . If the member has voting status, the alternate may vote in the event of the member's absenc e.
• Duties and responsibilities.
Item (9)
(9) Serve as the sole administrative body for any student activity fees. This responsibility may be delegated by the Council to appropriate committees or administrative agencies.
• Organization
Item (1)
The chair shall be elected from among the voting student members of the committee.
Amendments to Operating Procedures
The amendments proposed to the CSA Operating Procedures during the 27 May 2003 meeting were reviewed and approved with amendments made as follows:
• Membership
The University Senate approved proposed changes in the Rules fo the University Faculty during the autumn quarter of 2003. They are as follows:
Item (2) (c) Four undergraduate students selected by the Undergraduate Student Government. Two of these students shall have a term of service of one year. Two of these students shall have a term of service of two years and the terms are staggered so that one member retires each year.
Item (3) Three Four staff members , appointed by the Vice President for Student Life
(a)One Student Life staff member appointed by the Vice President for Student Life to act as the secretary for the Council, non-voting. The term of service is one year.
(b) A Student Life staff member from a regional campus appointed by the Vice President for Student Life . The term of service is one year.
(c) A college office Student Life staff member appointed by the University Staff Advisory Committee . The term of service is one two year s .
(d) A Student Life staff member appointed by the Vice President of Student Life in consultation with the chair of the Council. The term of service is one year.
Item (5)
(5) The Associate Vice president for Student Life for Planning and Student Development, non voting.
Item (5) (6) The Director of Student Activities, non-voting.
Item (6) (7) Alternates
Each student constituency group (USG, CGS, IPC) of the Council on Student Affairs may have one alternate. Members of the Council on Student Affairs may have an alternate. The alternate shall be selected in the same manner as the original appointment. The chair has responsibility for recording correct voting status. The alternate may vote in the event of an absence by a member of the alternate's student constituency . If the member has voting status, the alternate may vote in the event of the member's absenc e.
• Duties and responsibilities
Item (9)
(9) Serve as the sole administrative body for any student activity fees. This responsibility may be delegated by the Council to appropriate committees or administrative agencies.
• Organization
Item (1)
(1) The chair shall be elected from among the voting student members of the committee.
Item (2)
(2) The vice chairperson shall be elected to serve a one-year term from among the voting faculty members of the Council.
• Committees
Allocations Committee
Purpose of the Committee
CSA Allocations shall be responsible for allocating funding for student organizations while maintaining “viewpoint neutrality” as defined in University of Wisconsin v. Southward (529 U.S. 217). Groups are not awarded or denied funds because of views they espouse.
Composition of the Committee
(1) Two students at least one of which is from CSA appointed by the Undergraduate Student Government.
(2) One student from CSA appointed by the Council of Graduate Students.
(3) One student from CSA appointed by the Inter-Professional Council.
(4) One student appointed by the Sports Club Council.
(5) One student appointed by Ohio Union Activities Board.
(6) One student representative from a student organization that is not already represented on the committee (i.e. student governments, OUAB) designated by the Chair of the Committee in consultation with the Director of Student Activities.
(7) Two CSA faculty members appointed by the Chair of CSA
(8) One Student Life staff member designated by the Chair of the Committee, in consultation with the Chair of CSA and the Vice-President for Student Life. This person should work closely with student organizations and student programming.
(9) Director of the Office of Student Activities, or designee.
(10) Support staff (non-voting) as appointed by the Director of the Office of Student Activities. This person is typically the GAA in the Student Organization Resource Center (hereafter referred to as the “SOURCE”).
(11) Office of Student Activities accountant (non-voting).
Quorum
A quorum is defined as six (6) voting members of the Committee. If six (6) voting members of the Committee are not present, a vote may be taken of those present, and the Chair may follow up with individuals not present. The Committee may also decide to hold a vote at its next meeting.
Role of the Chair
The Committee elects the Chair at one of its first sessions, preferably at the end of Spring Quarter following the election of the new CSA Chair. The Chair presides over all meetings, votes to break ties, ensures that minutes are taken, and reports on activities to CSA and to the Vice-President of Student Life. The Chair calls all meetings of the Committee and appoints additional specific assignments to members of the Committee as needed. The chair denies requests that have not met the deadline as outlined in 10a and 10b.
Role of Staff Support
In addition to serving as an advocate for students and their organizations, the Staff Support member of the Committee serves as Secretary of the Committee, handles correspondence, and coordinates the efforts of the Office of Student Activities taken on behalf of the Committee.
Role of the Student Activities Accountant
The accountant shall be responsible for the audit and disbursement of all CSA funds.
Role of the Committee Members
Committee members are expected to attend and be prepared for all meetings. Members are expected to complete tasks assigned by the Chair in a timely manner.
Committee Meetings
(1) Schedule
The Chair calls regular meetings.
(2) Order of Business
At each meeting, the Committee will follow the order of business set by the Chair and the Staff Support member in advance of the meeting.
(3) Rules of Order
The parliamentary authority for CSA is Robert's Rules of Order.
Accountability
(1) Each organization, including IPC, CGS, USG, and the Sports Club Council, which received Operating Funds must submit a financial audit form that contains the organization's income and expenses by a date agreed upon by the Committee. This report must contain information regarding all transactions that occurred within the twelve months immediately prior to the due date of the report. Although the Committee does not monitor the financial activity of the individual Sport Clubs, any submitted financial statement is subject to audit. Successful completion of a financial audit form is a requirement for continued financial support.
(2) In addition to the final audit, Sport Clubs, IPC, CGS, and USG may be required by the Committee to submit a mid-year financial report. This mid-year report must include information regarding all transactions that occurred since a date agreed upon by the Committee.
Eligibility
Decisions on eligibility of requests submitted by the deadline are made by the Committee.
(1) Activity Fund
Student Organizations must be registered and in good standing in order to receive Activity Funds. The activity must be open to all members of the University community, and be publicly announced and advertised. Events not held on campus or within the University District will be funded only if transportation is provided by the sponsoring organization. The event must not be primarily political or religious in nature. Student Governments and Sports Clubs are not eligible to receive Activity Funds. Requests must be received at least fifteen (15) days before the activity occurs.
(2) Travel Fund
Student Organizations must be registered and in good standing in order to receive Travel Funds. The trip must not be primarily social, political, or religious in nature, and the trip must benefit the university as a whole. Only student travelers may be supported. An individual traveler may receive support for travel with a particular organization only once in a given academic year. Requests must be received at least fifteen (15) days prior to leaving for the trip. Student Governments and Sports Clubs are not eligible for Travel Funds.
(3) Operating Funds
Student Organizations, including USG, CGS, and IPC, must be registered and in good standing in order to receive Operating Funds. These organizations must have applied for funding by the deadline set by the Committee and upon successful completion of an audit of previous year's Operating Funds, Individual Sport Clubs receive funding through the Sport Club Allocation Committee within the Sports Club Office in the Department of Recreational Sports. The Department of Recreational Sports must match or exceed the amount contributed by CSA.
Non-fundable Expenses
(1) Alcohol
In accordance with University guidelines, any alcohol provided at a CSA funded or sponsored event, while non-fundable, must be sold by a third-party vendor from a cash bar. Alcohol cannot be served from an open bar.
(2) Tobacco
Tobacco is a non-fundable expense.
(3) Fundraising Activities
Services or activities designed to generate profit are not fundable. Activities that are philanthropic in nature, designed to raise monies for a federally recognized non-profit 501(c)3 agency are fundable. The non-profit agency must be in compliance with the University's non-discrimination clause and not be a religious organization or a political action committee.
(4) Political Activities
Expenditures or compensation to support or influence voting on political issues or candidate in any election are not fundable.
(5) Lobbying
Compensation to a registered lobbying party or organization to influence voting on political issues or candidates in any election are not fundable.
(6) Religious
CSA cannot fund activities that are primarily religious in nature.
Formal Reviews and Appeals
(1) Appeals to the Committee
Any decision of the Committee may be formally appealed by submitting a letter explaining the reason for the review. The letter must be received in the SOURCE within ten (10) working days of the organization receiving written notification of the Committee's decision. The Committee may choose to act on the letter, or may schedule a brief presentation (5-10 minutes) by the organization to the Committee. In addition to the oral presentation, additional written documentation may be submitted. After the presentation, members of the Committee may ask questions of the organization. The motion to overturn a previous decision of the Committee must pass by a majority vote.
(2) Appeals to CSA
If the Committee still sustains its previous decision, and the organization wishes to appeal the Committee's decision, the organization may request an appeal directly to CSA. If the Council decides to hear the appeal, the organization may make a presentation (5-10 minutes) at the next meeting of CSA. Subsequently, the full CSA will vote on the appeal. A 2/3 vote of the full CSA is required to overturn a decision of the Committee.
The CSA Allocations Committee Guidelines
The Committee may change the Guidelines after discussion and a majority vote of the Committee.
Glossary of Key Terms and Classifications
(1) Registered Organization
An organization that has met the criteria for registration as determined by the Office of Student Activities and has completed the current year's registration process.
(2) Good Standing
A registered student organization that has (1) no debt to CSA Allocation and (2) has submitted a financial report.
XII. ANNUAL REPORTS
The Council shall hear reports annually from the following offices within the Office of Student Life:
(1) Campus Activities and Events
(2) Hospitality and Conference Services
(3) Student Success Services
(4) Diversity Enrichment Services
(5) Housing and Residence Education
(6) Community Development
(7) Ohio Union and Student Activities
(8) Greek Affairs
(9) Student Health Center
• Student Advocacy
Other Activity Fee Guidelines
A motion to adopt the other Activity Fee guidelines proposed by Kerry Hodak was seconded and carried. These guidelines were incorporated into the CSA Operating Procedures as follows:
IX. Student Activity Fee Allocation Guidelines
CSA shall allocate the Activity Fee in the best interest of all students at The Ohio State University.
(1) CSA shall determine the distribution of the Fee into broad funding categories.
(2) The student governments shall receive a minimum of 10% of the fee. This minimum amount is not subject to reduction regardless of the amount of the Fee.
(3) The CSA Allocations subcommittee shall be responsible for allocation of funding to student organizations.
(4) The majority of the campus-wide programming dollars shall be allocated to the Ohio Union Activities Board subject to compliance with OUAB funding requirements established by CSA.
(5) The community cultural/entertainment discounting program shall be implemented through the established program operated by Student Activities and reviewed annually by the Council.
(6) Funds allocated to CSA from Student Life (not including funds for the Fee) shall provide the necessary staffing for successful implementation of the Fee and other Student Life projects as recommended by the Council.
(7) A comprehensive review will occur every five years culminating in a recommendation for continuance of the Fee and potential increase or decrease of the Fee.
A motion to approv e the “2003-2004 Activity Fee Allocation (If full fee is implemented)” was also heard, seconded, and carried. These guidelines for 2003-2004 were stated as follows:
57% Campus-wide programming (administered by the Ohio Union Activities Board)
100% to Ohio Union Activities
This amount will include supplemental dollars for the purchase of a movie projector.
24% Student Organizations Funding
66% undergraduate student organizations
This amount will include a one-time allocation of $50,000 to Buck-I-TV.
This amount will also include an allocation of $20,000 to the radio station.
If the radio station has not requested the money by the third week of winter quarter, the money will roll into the general line.
17% graduate student organizations
6% professional student organizations
6% sports clubs
5% SOURCE – Student Organization Resource Center
10% Student Government Funding
74% Undergraduate Student Government
20% Graduate Student Government
6% Inter-Professional Council
9% Community Cultural/Entertainment Event Discounting
100% to established Student Activities Program
The article “Conditionals Should the Activity Fee Be Implemented Incrementally” was rendered void due to the fact that the implementation of the fee was approved in full.
A motion to approve the “Ohio Union Activities Board Requirements for Funding” also carried. To receive funding, the Ohio Union Activities Board [hereinafter OUAB] will:
- Add two voting members, one graduate student and one professional student;
- Implement a process for receiving input form all constituent groups – undergraduate, graduate, and professional student – as part of their planning process;
- Expand its membership to include necessary members of the campus community;
- Report monthly to the Ohio Union Council;
- Inform CSA Allocations of quarterly plans by the third week of each quarter;
- make an end-of=the-year report to the Council on Student Affairs after approval of said report by the Ohio Union Council;
- Allocate a minimum of $50,000 to graduate/professional oriented programming;
- Allocate a minimum of $25,000 for alternative spring break trips and will work with Project Community to plan alternative spring break trips;
- Allocate a minimum of $100,000 for Latenight programming;
- Establish the following process for major events that require immediate action;
- The follwing individual must approve the booking of the event:
• The OUAB President;
• One from each of the two group:
• Chair of the Ohio Union Council, the Chair of CSA, or the OUAB Advisor; and
• Designated Associate Director of the Ohio Union, Designated Ohio Union staff member, or the Assistant Vice President overseeing the Schottenstein Center or designee
- Create an Executive Board, which will
- Be composed of the following individuals:
• OUAB President;
• OUAB vice President;
• Chairs of the standing committees;
• OUAB Advisor (ex officio); and
- Be selected through an application and interview process conducted by the Associate Director of the Ohio Union, OUAB Advisor, and outgoing OUAB President or other outgoing senior member of the Executive Board of OUAB.
New Business:
2003-2004 Agenda Setting
Regional Campuses:
Student Life Services
Student Organization Funding
“one university, many campuses”
“Transferring” (changing campuses) from one OSU campus to the Columbus campus
Liaison with CEASP on issues like the above
Revisit Technology:
OIT – there is no longer a student advisory committee
Student Organizations:
SOURCE, Student Activities – are their needs being met by CSA
Assert authority to promulgate rules re: registration for student organizations
Incorporate “East of High” into the thinking of CSA – how can those leving east of high know what is going on?
Late Night Activities
The Ohio Union
Making Service Learning a part of the OSU experience
Kellog Foundation Grant
Share community service with academics / Student Life
“Code of Conduct for Dummies”
Communications with Campus Partners
COTA / CABS and related fees and transportation issues
Student Services for West Campus and Medical Students
Wilce Student Health Center – are students getting what they need?
Expand this item to broad health and wellness issues
Continue to look at quality of life issues for students off campus
The Michigan cases – how will they affect admissions and activities?
International Student Concerns
Make them part of the Ohio Union
Follow-up – the new year's party was nice and there was strong interest in the cricket world cup
Broad issue –
general admissions – have we as a campus and as Student Life adapted to the incoming high-ability students?
Making Ohio State an undergraduate research institution
FYE in Student Life
Sophomore Experience
CESP – the effect of direct enrollment on undergraduates
Marketing Student Life
From external review of Student Life – reaching students and other constituencies on campus
Crisis Response – an overall review to responses to situations such as fires, bomb threats, etc.
Consistency among Student Life departments (for example, looking at the tension between residence life and greek life)
Tapping in to “jo student” – also from the external review – getting input/feedback from just your average student, not just those in leadership positions or those in crisis.
Election of CSA Chair for 2003-2004
Kerry Hodak and John Payne were nominated to serve as Council Chair for 2003-2004. Kerry Hodak was confirmed by vote of the Council.
The meeting concluded with Certificates of Appreciation awarded by the Chair, J. Briggs Cormier.
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