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Policies and Procedures for MCC Student Organizations

Conference Room Reservation

The Multicultural Center allows its student organizations to use the MCC Conference Room for meetings. To ensure fairness, student organizations must fill out a reservation form and submit it to the student worker on duty in the Multicultural Center at least one week in advance. After processing requests, the MCC staff will notify the requestor via phone or email if he/she has been granted the request. Requests will be honored on a first submitted basis and are subject to approval based on the following:

• Timely submission of request form.
• Sufficient history of returning conference room to the condition in which it was entered.

In the event the reservation needs to be cancelled, the requestor should notify the MCC one day in advance. Failure to do so, may affect future requests to use the conference room.

Equipment Request

The Multicultural Center provides items to its student organizations to assist them with their activities. These items include:

• 35 mm camera
• digital camera
• cash box
• cooler
• gavel
• pack n’ roll crate
• paint
• sidewalk chalk

To ensure fairness, student organizations must complete a request form and submit it to the student worker on duty in the Multicultural Center at least one week in advance. After processing requests, the MCC staff will notify the requestor via phone or email if he/she has been granted the request. Requests will be honored on a first submitted basis. Requests are also subject to approval based on the following:

• Timely submission of request form.
• Sufficient history of returning items in the condition in which they were loaned.
• Sufficient history of returning items on time.

In the event the item requested is no longer needed, the requestor should notify the MCC one day in advance. Failure to do so, may affect future requests to check out the above items.

Photocopying

Large volume (more than 10 copies of each original), specialty photocopying, and color copying are handled through the USI Copy Center in the Publishing Services Center. Hours are 8 a.m. to 5 p.m. Monday through Thursday and 8 a.m. to 4:30 p.m. on Friday during spring and fall semesters. In summer sessions and during breaks, the hours are 8 a.m. to 4:30 p.m. and from 8 a.m. to 6 p.m. one week before and the first week of the semester, and finals week. MCC student organizations should utilize this service for its large volume copying.

The MCC will assist its student organizations with small volume (less than 10 copies of the original) copying. To utilize this service, student organizations should submit a hard copy to the MCC student worker on duty three days in advance. The hard copy should be labeled with the organization’s name, the organization’s account number (if applicable), the contact information for the person requesting copies, the number of copies needed, and the date and time needed. These copies will be black and white on white paper. If the copy is needed on color paper, it is the requestor’s responsibility to bring that paper with the hard copy. It is also the requestor’s responsibility to pick up copies.

Publications


The Multicultural Center provides its student organizations the opportunity to promote themselves and their activities via the MCC website and via the Multicultural Connection, an online newsletter published monthly. Since both publications are time intensive to produce and update, policies which outline the proper submission procedures and their deadlines have been created.

MCC Website


Content

The MCC Webmaster will publish the following pages for MCC student organizations: homepage, calendar, constitution and by-laws, interest form, officer/staff page, and photo album. Please follow the guidelines for each.

Homepages: This page will be the first page a person views when he/she visits your organization’s website. It will serve as the introduction of your organization. Therefore, this page must include the following: background information about your organization, most current group photograph, and contact information for users with questions. In addition, all other links will be accessible from this page.

Calendar: This page will allow members and visitors the opportunity to stay up-to-date with the programs and events your organization sponsors. Therefore, the following must be included: name of program, summary of program, day and date of program, time of program, and location of program.
    EXAMPLE:     Latin American Dance Night
                         Join the HSU and Global Communities for a night of salsa.
                         Tuesday, September 24, 2013
                         7 PM
                         Governor’s Hall

Constitution & By-laws:
This page will allow members and potential members to access the constitution and by-laws of your organization. Therefore, the most recent edition must be submitted. In addition, the Webmaster should receive notification of any changes made to the Constitution and by-laws.

Interest Form: This page will allow each organization the opportunity to interact with prospective members. Therefore, each organization must be prepared to answer correspondence in a timely manner.

Officer/Staff Page:
This page allows visitors to learn about and to contact the officers/staff of your organization. Therefore, the following information must be submitted for each officer: name, position, major, classification, favorite quote, and e-mail address. In addition, each officer must submit a photograph of him/herself.

Photo Album: This page will serve as a place to showcase all of the activities in which your organization participates. Therefore, photographs submitted for inclusion must include a caption which identifies the following: name(s) of participant(s) in picture, what the participant(s) is(are) doing, and the name of the event/activity.
    EXAMPLE: Rob learns to salsa at Latin American Dance Night.

Submission Procedures
Written Information: All written information must be submitted as a Word document via e-mail, CD, or a Flash Drive. The e-mail, CD, or Flash Drive should be labeled on the outside with the organization’s name, the academic year, and the contact information for the person in charge of publicity. File names should indicate what page is being added or revised. The person in charge of publicity is responsible for submitting pages which follow the USI Editor’s Manual published by News and Information Services. The News and Information Services staff uses the recent edition of the Chicago Manual of Style and the Associated Press Stylebook for general reference. Refer to the editor’s manual for the proper names of buildings, questions concerning time references, dates, grammar, and other writing topics. View these resources at: http://www.usi.edu/webservices/policy.asp.

Photographs: All photographs must be submitted as JPEG files via e-mail, CD, or Flash Drive to the Webmaster. The e-mail, CD, or Flash Drive should be labeled on the outside with the organization’s name, the academic year, and the contact information for the person in charge of publicity. File names should indicate what page is being revised. In addition, pictures must include captions which identify the following: name(s) of participant(s) in picture, what the participant(s) is(are) doing, and the name of the event/activity. For additional help, see the example above. Scanners are available in designated computer labs across campus. Contact the Computer Center at 464-1899 or stop by OC 046 for more details.

Deadlines: The Webmaster will update information on the third Friday of every academic month (August-April). All revisions to web pages must be submitted to the MCC administrative assistant by 4:30 PM the Thursday before. Anything submitted after that deadline will be updated the following month. All updates to be made during the summer need to be submitted to the MCC Senior Administrative Assistant by 4:30 PM the last day of final exams. Anything submitted after that deadline will be not be updated until August.

the Multicultural Connection


Student organizations have the option of including their activities and events in the calendar section of the Multicultural Connection, an online monthly newsletter. Please follow these guidelines for submitting information:
• Activity/event must be open to the USI community.
• Information must include name, day, date, time, location, and sponsor of activity/event
.

To be included in the next month’s newsletter, submit information to the MCC administrative assistant by 4:30 PM on the second Friday of each academic month (August-March) via e-mail, CD, or Flash Drive labeled with the organization’s name, the academic year, and the contact information for the person in charge of publicity.


For questions regarding these policies contact Evelyn Bako Ferguson at 465-7188..



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