Thank you for being here!!! Recognized Student Organization Meeting

WELCOME! Introductions… Julie Onnembo Assistant Director of Involvement Belknap HSC Victoria Spencer Graduate Assistant for Recognized Student Organizations Kelsey Huffman Graduate Assistant for Off-Campus Services Department of Student Activities Recognized Student Organizations 2

Why are we here today? To maintain or reinstate your Good Standing Able to articulate what constitutes an RSO and the policies that govern RSOs To be aware of the resources available to RSOs Know your responsibilities when it comes to hosting events with alcohol Introduction to Org Sync. Department of Student Activities Recognized Student Organizations 3

What is an RSO? A Recognized Student Organization is any student-run organization that has completed the RSO chartering process through the Student Government Association. Benefits of being an RSO include: Access to funding through SGA Access to Travel funds through the SGA and Graduate Council Access to CPC funds Space reservations across campus Ability to post items to university calendars Ability to apply for the Student Awards Department of Student Activities Recognized Student Organizations 4

RSO Standings To remain in Good Standing you must: Attend the Mandatory RSO Meeting Have an active Portal on Org Sync Submit updated officer information annually Probation means you will not have any of the privileges of an RSO in good standing until you have completed all of the steps above. If your RSO is inactive after 2 years you will be suspended and your organization will have to reinstate through the SGA reorganization procedures. Department of Student Activities Recognized Student Organizations 5

Important Information RSO Listserv In the body of the note write: sub RSO firstname lastname (Replacing firstname lastname with your name.) Address is: Finding the RSO manual and policies on the Web… For information regarding RSO policies and information visit: Student Awards - April For more information go to: Department of Student Activities Recognized Student Organizations 6

Event Policy & Guidelines Room and Equipment Reservation SAC and Red Barn: Campus: R25 Resource 25: Event Form – Must be submitted 21 days in advance of an event in case DPS may need to be secured for your event. When do I need DPS/Security at my event?  Will there be 100+ people?  Is it advertised to the community for anyone to attend?  Does it concern a controversial subject?  Is it an evening event?  Will Alcohol be available at your event? Department of Student Activities Recognized Student Organizations 7

Hosting Events With Alcohol Policy applies to any event ON CAMPUS including Papa John’s Stadium and the University Club, or at off campus events sponsored by or funded in whole or in part by the University. Must have 2 DPS officers and advisor present. Must have food and alternative beverages. The hosts must identify all persons of legal drinking age by some visible, nontransferable means (wrist bands, stamps, etc.). No one under age 21 is allowed to possess or consume alcohol. No one 21 or over may obtain alcohol for any person under age 21. Host Recognized Student Organizations and Councils are responsible if under age consumption of alcohol occurs at their event. ** These guidelines currently do not apply to Organization sponsored tailgates. These tailgates are expected to comply with Athletic policies on tailgating as well as local and state laws. Alcohol Policy can be found on the student activities webpage: pages/alcohol-policy-and-guidelines.html and the Dean of Students site: Department of Student Activities Recognized Student Organizations 8

Financial Department of Student Activities Recognized Student Organizations 9

Beginning with the Spring 2013 semester events: RSO’s will no longer be able to use the University credit card (procard) to make purchases for their events. IT WILL BE NECESSARY for all RSO’s to obtain a federal tax identification number for their group and obtain an outside checking account. A W9 and Vendor survey will need to be turned in before applying for the Spring funding. If awarded the contact person from the RSO will need to fill out a form to then be sent for a disbursement check to the address on the W9. This address cannot be your home address. Please allow 30 days to process a check. Plan ahead as there will be no exceptions to the new policy. Department of Student Activities Recognized Student Organizations 10

How to open a bank account?  Go to:  Click on Apply for an EIN online  Click on APPLY ONLINE NOW  Begin Application  Choose View Additional Types button  Select PTA/PTO or School Organization  Continue importing your personal information Department of Student Activities Recognized Student Organizations 11

Important information regarding bank accounts: When you go to the bank to open an account you will need: EIN number Letter from UofL Stating you are an official RSO in Good Standing Names of members and Advisor who will have access to the account. Driver’s License or an approve Picture ID Best Practice Ask for a two name signature for all checks Keep special care of the account’s debit card if applicable. Department of Student Activities Recognized Student Organizations 12

Club Programming Committee Department of Student Activities Recognized Student Organizations 13 The Club Programming Committee is a joint initiative coordinated by SGA and the Dean of Students Office to sponsor special events and programs of RSOs that may not be possible without this financial assistance. Application is submitted online the semester before the event. The application can be found at: louisville.edu/dos/club-programming-committee

Student Government Association Funding Requests Forms are online at: Student Senate Travel Funds Request Student Senate Project Fund Request Graduate School students must apply for travel funds through the Graduate Student Council (ie. All students who are getting a graduate degree other than a MD, DMD, JD, or MEng are members of the GSA.) Turn in all request forms to Julie Onnembo in the HSC SGA Office. Department of Student Activities Recognized Student Organizations 14

OrgSync.com Department of Student Activities Recognized Student Organizations 15

Features Online group profiles Customizable web pages for all groups Custom calendars Attractive, user-friendly interface Facebook integration Group text messaging Budget management tools Mobile access If you are looking for a more in-depth understanding of how OrgSync can help your organization grow please set up a time with us and we will show you all that it can do. Department of Student Activities Recognized Student Organizations 16

Questions? Department of Student Activities Recognized Student Organizations 17