WELCOME

Dear Club and Organization Members:

Congratulations! You have taken an important step in your college career.
Being involved in your school community is as important as excelling
academically. Your experiences in co-curricular activities will reward you in many
ways and will allow you to develop skills you will use throughout your career, no
matter what field you choose.
Being involved in a club/organization is a great opportunity for you to
become involved in the campus community. As with any club/organization there
are policies and procedures that your club/organization must adhere too. In order
to help ensure the success of your club/organization you should become familiar
with this Manual.
Clubs/Organizations at SUNY New Paltz are student-initiated and require
students to be responsible for leadership, decision-making and organizing
club/organization activities.
The purpose of this manual is to serve as an aid to officers/executive board
members, general members, advisors, and coaches/instructors in the conduct of
their club/organization. In addition to containing specific policies and procedures,
this Manual also intends to assist club/organizations by explaining those
privileges and responsibilities associated with becoming a chartered
club/organization. Any questions pertaining to club/organizations should be
referred to and discussed with the Council of Organizations Chair.

Shalom vahava,
Rose Faber
Council of Organizations Chair 2012-2013
councilchair@newpaltzsa.com

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IMPORTANT CONTACTS
Student Association Executive Board
The Executive Board consists of:
President: Josh Simpson
president@newpaltzsa.com
Executive Vice President: Manuel Tejada
executivevp@newpatzsa.com
Vice President of Finance: Youssouf Kouyo
vpfinance@newpaltzsa.com
Vice President of Academic Affairs and Governance: Jonathan Espinosa
vpacademicaffairs@newpaltzsa.com
Vice President of Programming: Esthephanie Peralta
vpprogramming@newpaltzsa.com
Senate Chair: Yaritza Diaz
senatechair@newpaltzsa.com
Council of Organizations Chair: Rose Faber
councilchair@newpaltzsa.com

How to Contact the Student Association

Office: Student Union Building (SU) Room 419
Website: www.newpaltzsa.com
Facebook: https://www.facebook.com/SUNYNewPaltzSA
Twitter: @NPSA

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People You Need To Know

Co-Advisor: Michael Patterson
Office-Student Activities and Union Services (SAUS) SU 211
Email- pattersm@newpaltz.edu
Co-Advisor: Raymond Schwarz
Office- Haggerty Administration Building 701A
Email- schwarzr@newpaltz.edu
Disbursing Agent: Linda Lendvay
Office- Student Association Business Office SU 428
Email- lendvayl@newpaltz.edu
Financial Secretary: Beverly Quick
Office- Student Association Business Office SU 428
Email- quickb@newpaltz.edu
Attorney: Victoria Kossover
Office- 10:30am-12:30pm on Wednesdays in SU 422
http://www.kossoverlaw.com/Practice-Overview/Students-Rights.shtml
Assistant Director of Wellness & Recreation for Intramurals: Joe Deck
Office- Athletic and Wellness Center
Email- deckj@newpaltz.edu
Web Administrator: Ranysha Ware
Office- Student Association Office SU 419
Email- admin@newpaltzsa.com
Graphic Designer: Heather Rae
Office- Student Association Office SU 419
Email- graphicdesign@newpaltzsa.com

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TABLE OF CONTENTS

STUDNENT ASSOCIATION MISSION

BENEFITS OF RECOGNITION
HOW TO BE RECOGNIZED
HOW TO REQUEST FOR OFFICE/SOTRAGE SPACE
NEW CLUB CHECKLIST
PAPERWORK

6
6
6
7
7
8-23

ROOM REQUEST FORM

A/V Tech
Room Diagram Set-up
FINANCIAL
Program Request
Requisition Form
Reimbursement Form
Item Fund Request
Trip Roster
Conference
Club Sports/Coaches
PROMOTING YOUR EVENT/ADVERTISING
Event Policies
COUNCIL OF ORGANIZATIONS
Council Board
Committees
FREQUENTLY ASKED QUESTIONS

8
9
10
11-21
11-14
15
16
17-18
19
20-23
23-24
25
26
26-27
27
27
28-29

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STUDENT ASSOCIATION MISSION

The Student Association (usually referred to simply as "SA") is the Student
Government of SUNY New Paltz. It represents and advocates for the student
body, provides services to students, and oversees more than one hundred
student organizations. The SA provides educational and social activities for the
entire campus community. The SA also sponsors campus wide social events
such as dances, carnivals and concerts. In addition, the SA sponsors many trips
and provides students with the opportunity to participate in numerous
conferences throughout the country.
BENEFITS OF RECOGNITION
Being able to meet and network with people who share a common interest as you
is a great reason to start a club/organization. Also, being recognized by the SA
allows you to have
1.
2.
3.
4.
5.

Access to reserving space for meetings, programs, events, etc.

Access to requesting office/storage space
Access to funding
Access to print shop for flyers
Access to co-sponsor a program with another club/organization on campus
HOW TO BE RECOGNIZED

How To Fill Out a Charter:

You will need to log into www.newpaltzsa.com (by creating an account on
the website for yourself or club/organization)
Hover your mouse over the "organizations" tab at the top of the page and
click "submit charter"
Within a week or so of your request you will receive an e-mail back with the
status of your club/organization.
If you are a new organization, you will have to present in front of the
Council Board about your organization
o When presenting, you should:
Know who your target audience/group members will be
Know the ultimate goals you want for your club and why you
want to start it on campus.
Know if there are any existing clubs/organizations similar to
yours; and how you are different
*YOU NEED TO RECHARTER EVERY SEMESTER
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NEW CLUB CHECKLIST

1. Make sure to fill out a club charter
Any questions please email councilchair@newpaltzsa.com
2. Make sure to attend all Council of Organization meetings.
*Three or more missed meetings puts your club/organization in jeopardy
3. Make sure ALL club members know the procedures when attending a Council
of Organizations meeting (I.E. What House your club belongs to, where the
meeting is, etc.)
HOW TO REQUEST FOR OFFICE/STORAGE SPACE
If you would like an office/storage unit for your organization, you must fill out a
request for one.
Steps to Filling out an Office/Storage Space request Form:
In order to fill out a request, you must be a recognized club/organization
that semester.
You will need to log into www.newpaltzsa.com (by creating an account on
the website for yourself or club/organization)
Hover your mouse over the "organizations" tab at the top of the page and
click "Office Space Application"
Within a week or so of your request you will receive an e-mail back to
schedule a meeting with the Council Board.
You will have to present in front of the Council Board about why your
club/organization wants an office/storage unit.

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PAPERWORK
ROOM REQUEST:
Go to www.newpaltz.edu/saus
Click on Forms and Policies tab

Hand in all of the Room Paperwork to the Student Activities

and Union Services Office (SU 211)
FUSE FORM: If you need a place for your event, meeting, etc.
Fill out a Facilities Use for Scheduled Event (FUSE) Form:

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A/V TECH REQUEST FORM: If you need A/V equipment for your event,
meeting, etc.
.

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ROOM DIAGRAM FORM: If you need a specific set-up for your event, meeting,
etc.
Fill out a STUDENT UNION SET-UP DIAGRAMS Form:
(This is for SU 100 North and South, 4th Floor Conference Rooms, 62/63, and
MPR/Pre-Function Space).

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FINANCIAL:
Go to www.newpaltzsa.com
Click on Forms tab

Hand in all of the Financial Paperwork to the Student

Association Business Office (SU 428)
For all requests, make sure you have at least three (3) forms of competitive
pricing!
PROGRAM REQUEST FORM:
This is for a program you wish to put on, as well as a request for a trip

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Page 12 of 30

Page 13 of 30

DO NOT WRITE
ANYTHING ON THIS
PAGE!!!!!! IT IS FOR SA
USES ONLY!

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REQUISITION REQUEST FORM:

This is if you are requesting from a store that accepts Purchase Orders (P.O.s)

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REIMBUREMENT REQUEST FORM:

This is if you are requesting from a store that does not accept Purchase Orders
(P.O.s). You will have to pay out of pocket and get reimbursed.
YOU CANNOT BUY THE MATERIALS BEFORE YOU GET APPROVED. IF
YOU DO, YOU WILL NOT BE REIMBURSED FOR YOUR PURCHASE!

After you are approved, make sure to

hand your receipt in to the SA
Business Office with the approved
Reimbursement Approval Form, so
that you can be paid back!
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ITEM REQUEST FORM:

This is if you are requesting an item for your club/organization in general; not for
a specific program or event.
For example, pencils for your office.

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DO NOT WRITE
ANYTHING ON THIS
PAGE!!!!!! IT IS FOR SA
USES ONLY!

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TRIP ROSTER FORM:

This form must be filled out before you go on a trip or attend a conference.
All members attending the trip or conference must fill out their information
before going!

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CONFERENCE REQUEST FORM:

This is for a request to attend a Conference. If you wish to hold a conference at
SUNY New Paltz, you must fill out a Program Request form. See pages 11-14 for
details
More information on conferences can be found in the Bylaws on newpaltzsa.com
Tier 1 is a conference where the requesting group or individual
presents. Tier 1 conference applicants shall be granted up to $600 per individual
and no more than $2000 shall be award for the same conference.

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Tier 2 is a conference where the requesting group or individual

attends for networking or educational purposes. Tier 2 conference applicants
shall be granted up to $400 per individual and no more than $2000 shall be
award for the same conference.

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Tier 3 is a conference where the requesting group includes both a presenter as

well as someone attending for networking or educational purposes. Tier 3
conference applicants shall be granted no more than $2200 shall be award for
the same conference.

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Club Sports
For information on Club Sports, go to the Athletic and Wellness Center website
(http://nphawks.com/index.aspx?path=club_sports&). There will be a link to the
Club Sport Manual.
For further questions about Club Sports, contact Joe Deck.
If your Club Sport wishes to have a coach, you must have them fill out the two
following forms, and hand it into the SA Business Office.

Coach Registration

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Coach Contract

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PROMOTING YOUR EVENT/ADVERTISING

All posters must state "Sponsored by (your organization)."
Must have SA/UGA/RHSA or Dept Approved on it
Has to be stamped by the Student Activities and Union Services Office
(Student Union 211)
Each individual posting gets stamped. Photocopying a stamped poster for
the purpose of additional posting is not permitted.
50 copies maximum can be stamped
Cannot be profane
Has to have a purpose (must have relevant information on it)
Posting flyers on doors, windows, stairwells, or walls in campus facilities is
strictly prohibited as these are fire hazards.
The use of chalk, washable paints, crayons, markers, pens, pencils,
carvings, etchings, sketches or any other forms of graffiti are not permitted
on campus property without prior approval from the Office of Student
Activities and Union Services and the Office of Facilities Operations.
You can advertise freely on Facebook
Flyers can be printed at the Print Shop (not for free)-If you want to use the
Print Shop, make sure you request money from SA, and are approved first
Flyers can be given to the Residence Hall Student Association (Capen B16) in order to be given to the Residence Halls prior to their weekly
Monday meetings, or to the Office of Residence Life in Capen Hall
Flyers can be made for your club/organization by the Student Association
Graphic Designer, graphicdesign@newpaltzsa.com
Utilize other clubs/organizations to advertise, such as our Newspaper, TV
Station, and Radio Station
For more information go to:
http://www.newpaltz.edu/saus/supostingpolicy2011.pdf

Event Policies
For more information about Event Policies go to
http://www.newpaltz.edu/saus/forms.html and look under STUDENT
ACTIVITIES AND STUDENT UNION POLICIES AND OTHER RESOURCES.

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COUNCIL OF ORGANIZATIONS
The Council of Organizations is a body with representatives from each
club/organization. The meetings provide an open forum to hear concerns of students
and organizations. Representatives can network with other clubs/organizations about
programs and events, promote their club/organization and projects, get ideas from other
club//organizations, etc. At the meetings representatives can learn about SA and what is
going on among the SA Executive Board and Senators, as well as representatives from
outside bodies. Clubs/organizations will be given vital information about
clubs/organizations at these meetings regarding budgets, tabling, etc. Many elections
for SA committees are voted on/nominated on at these meetings, like the Budget and
Finance Committee, Programming Board, SA Productions, and the Constitution and
Rules Committee. These committees directly affect clubs/organizations through funding,
programming, and legislation, so it is important that clubs/organizations vote on the
people they see fit for the job.
For more information on Council of Organizations, refer to the SA Constitution Article IX
and the Bylaws Article IV.
Houses
Academic: The Academic House is for clubs/organizations related to academia and
learning.
Ex: History Club
Advocacy: The Advocacy House is for clubs/organizations related to the advancement
and awareness of issues.
Ex: Queer Action Coalition
Athletic: The Athletic House is for clubs/organizations related to athletics and other
recreational activities.
Ex: Mens Rugby
Fine and Performing Arts: The Fine and Performing Arts House is for
clubs/organizations related to creativity/artistry/craft.
Ex: Dance Association
Media: The Media House is for clubs/organizations related to communications by
publication or broadcast.
Ex: Fahari-Libertad Magazine
Social and Cultural: The Social and Cultural House is for clubs/organizations related to
people with a communal identifier.
Ex: African Womens Alliance

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Council Board
The Council Board is composed of one or two representative(s) from each
House, along with the Council Chair, Council Vice Chair, and Council Secretary.
The board hears requests from new clubs/organizations and old
clubs/organizations requesting office/storage space.

Committees (that Council votes on):

1. SA Productions
This committee puts on large-scale events, such as the spring concert. For
more information contact, vpprogramming@newpaltzsa.com
2. Programming Board
This board reviews the expenditures that are taken from the General
Programming line in the budget. Present here if your request is between
$500-$1000. For more information contact,
vpprogramming@newpaltzsa.com
3. Budget and Finance Committee (BFC)
This board provides oversight to larger expenditures than the programming
board, as well Conferences. Present here if your request is between
$1000.01 and $2999.99 or is a conference. For more information contact,
vpfinance@newpaltzsa.com
4. Constitution and Rules Committee (CRC)
This committee reviews the Constitution and the Bylaws, and writes
legislation. For more information contact,
vpacademicaffaris@newpaltzsa.com

Tips to presenting to Programming Board and BFC:

Come prepared with an explanation of why you need the items

Price check everything
Make sure you have comparative pricing
Do not be afraid to present; it is not as formal as you think
Get to the office early to sign-up

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FREQUENTLY ASKED QUESTIONS

1. What is SA?
Student Association is a student run board that acts as liaisons between
the administration of the college and the students. They act as the voice for
students here at SUNY New Paltz. Refer to page 6 for further questions.
2. Where can I go for general questions about SA?
You can visit the Student Association office in SUB 419. You can also look
on our website, www.newpaltzsa.com
3. What is the difference between the SA Office and the SA Business Office?
The SA Office (SU 419) is where the Executive Board holds office hours.
You can go there for general questions about SA. The SA Business Office
(SU 428) is where you hand in budget requests and check your
club/organization mailbox. The Business Office is also happy to help with any
questions regarding funding, meeting times, any forms concerning your club, etc.
4. How do I start a club?
Fill out a charter at www.newpaltzsa.com. Refer to pages 6 and 7 for
further questions. Remember, you have to charter every semester.
5. Can I restart a previously existing club?
Yes, as long as it does not overlap with the mission of another club. Refer
to pages 6 and 7 for further questions.
6. Where can I find a list of clubs/organizations?
Look at our website, www.newpaltzsa.com, and look under the
Organizations tab.
7. Where do I submit my charter?
You can submit your charter online to the council chair at
councilchair@newpaltzsa.com. Refer to page 6 for further questions.
8. Can I start a Fraternity or Sorority through SA?
No. You can speak with the Student Activities and Union Services (SU
211) about Greek Life.

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9. What is a House, and what does it mean?

A house is how SA classifies all the different clubs that are active on
campus. There are currently five houses: Academic, Advocacy, Social and
Cultural, Fine and Performing Arts, Athletics, and Media. Refer to page 26
for further questions.
10. What is a FUSE form?
A FUSE form is used to schedule a room in the Student Union Building for
any activity that a club/organization wants to have. Refer to pages 8-10 for
further questions.
11. Where do I store my office supplies and items?
If you have items that need to be stored you can request a closet through
SA where you can put your things if not find one yourself. Refer to page 7
for further questions.
12. Which board do I present at when requesting money?
Programming Board is your request is between $500-$1000.BFC if your
request is between $1000.01 and $2999.99 or is a conference. Both boards
if your request is over $3000. Refer to page 27 for further questions.
13. Can I get funded for t-shirts for my organization?
No. T-Shirts and other such items are considered personal items. Personal
items are any items that belong to you, but do not contribute to your
club/organization or program. For example, socks.
14. Will I get paid back for something I already bought?
If you filled out the Reimbursement Form before, and were approved, then
yes. If not, unfortunately, you will not be paid back. Refer to page 16 for
further questions.
15. Can SA make flyers for my events?
Yes. We have a SA Graphic Designer that can make flyers for you. Refer to
page 25 for further questions.

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Student Association
Council of Organizations
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