Spring 2017 NEW Student Organization Orientation Presented by: Kristi Finger (kristi-finger@uiowa.edu) Center for Student Involvement & Leadership

Overview Expectations of Presidents/Primary Reps/Treasurers Offices that work with Student Organizations Leadership & Development Opportunities Event Planning Important Dates & Deadlines OrgSync

Expectations of Presidents/Primary Reps/Treasurers Check & read your email! You are the primary contact for your organization with whom the University will communicate Make sure your email address is CORRECT in OrgSync Renew your Org. on OrgSync each semester Plan ahead! Ask questions! Share information with your members Delegate & empower your members Follow all University policies and procedures

Policies & Regs Affecting Students

Offices that Work with ALL Student Organizations

Center for Student Involvement & Leadership (CSIL) Website: http://csil.uiowa.edu or like us on Facebook! Email: getinvolved@uiowa.edu or visit 145 IMU Phone: 319-335-3059 Services: Registration & administration of all student organizations Student Organization Review Committee Policy Review and Development Mass Email request (for all orgs except for Sports Clubs) FAIR DAY (August & January) – Student Org Fair, V-Fair, Student Job Fair, and Off-Campus Housing Fair CSIL Grant Funding Hawkeye Leadership & Service Awards

Recreational Services Website: recserv.uiowa.edu Email: rec-services@uiowa.edu Phone: 319-335-9293 or visit E216Q FH Services: Facility reservations/rental for events or practices Mass mail approval for Sports Clubs

IMU Event Services Website: http://imu.uiowa.edu/imu-event-services/ Phone: 319-335-3114 or visit 159 IMU Services/Reservations for: Free IMU meeting rooms online; set up your online room reservation access Reservation booking for fall dates begins on April 15 and November 15 for spring dates Fee-based spaces (Main Lounge, 2nd Floor Ballroom, etc.) Outdoor space (Hubbard Park) Banner space on Hubbard Park fence Information Tables in Hubbard Commons & Ground Floor *Additional fees for providing equipment or services

Contacts for other campus spaces: Contact Pam Krogmeier in the VPSL office (pamela-krogmeier@uiowa.edu) to reserve the Pentacrest or Kautz Plaza Contact Amy White in the CSIL (amy-white@uiowa.edu) to reserve the “Be You” display case near IMU’s River Room entrance

University Catering Website: http://imu.uiowa.edu/catering/ Phone: 319-335-3116 or visit 152 IMU Services: Food for any event in the IMU Food waiver for any exceptions to bringing any outside food into the IMU

General Assignment Classrooms

Information Technology Services (ITS) Website: http://its.uiowa.edu/ Email: ITS-helpdesk@uiowa.edu Services: Mass Mail List Serv Email address Website (sitenow.uiowa.edu)

Office of Risk Management, Insurance, & Loss Prevention Website: http://www.uiowa.edu/~fusrm/ Services: Membership waivers (if applicable) Event waivers (if applicable) Special Event Insurance (if applicable) Driver License checks CSIL or Rec. Services will put you in touch with RMILP if it is appropriate for your event or program!

UI Licensing Email: uilicensing@hawkeyelicensing.com Services: Approve designs with UI insignia/indicia Approval MUST be received before printing or manufacturing items Forms in the SOBO or online https://orgsync.com/14241/files/339634

Office of Sustainability Website: http://sustainability.uiowa.edu/ Contact: sustainability@uiowa.edu Services: Green Event Planning Guide http://sustainability.uiowa.edu/assets/Large-images/EventGuide01.pdf

Organization & Leadership Development Opportunities for Everyone!

Student Organization Development Series Spring 2017 Event Planning 101 Monday, 2/13 @ 1:30 PM, #345 IMU Requesting Funding for FY’18 Thursday, 2/23 @ 5:00 PM, #166 IMU Don’t Lose Momentum! Effective Officer Transition Monday, 3/6 @ 12:30 PM, #345 IMU New Leaders! Transition & Preparing for Fall Monday, 4/17 @ 4:30 PM, #166 IMU

Leadership & Development Opportunities LeaderShape (Jan. 2018) Alternative Spring Break Service Trips Past destinations include: Detroit, Memphis, St. Louis, Indianapolis, Pittsburgh, Denver, Dallas, & Atlanta Learn more at csil.uiowa.edu/leadership

Student Organization Business Office (SOBO) 159 IMU sobo@uiowa.edu 319-335-3065 http://csil.uiowa.edu/sobo Aiding student groups with all things financial. Payments, purchases, travel plans, contracts, Signmeup.com and more.

Other Financial Services IMU Business Office (132 IMU) Student Org. deposits, cashboxes, receipt books Ticket sales (pre-sales, at the door, etc) – are the responsibility of the student organization; must comply with UI Cash Handling Policy.

Event Planning Things to keep in mind!

Event Planning ANY RACE (running, biking, walking, etc.) existing OR new – set up a consulting appointment with Kristi New student organization EVENT that is open to the public (not a meeting!) – set up a consulting appointment with Kristi

Blood Drives Student organizations are to contact the UI DeGowin Blood Center first, when setting up a blood drive. Paula Dayton, Donor Recruitment Coordinator Paula-dayton@uiowa.edu Heather Roman, Blood Drive Coordinator, heather-roman@uiowa.edu

Collecting Money Online Collecting money for your organization online MUST go through SignMeUp.com (contracted UI vendor) This includes event registrations, donations, product sales (i.e. t-shirts, etc.)

Event Information Form (EIF) No EIF needed for room reservations made online, general meetings, etc. EIF Required for: Large events (catering, admission charged, movies, etc.) Hubbard Park Special event requirements Signatures/Approval required for certain activities EIF initiated in Room 159 IMU Attend the upcoming Event Planning 101 workshop!!

Event Planning – Contracts Students are NOT allowed to sign a contract on behalf of a student organization Bring any contract with a 3rd party to the SOBO or initiate a contract through the SOBO or Recreational Services Allow two weeks for contract processing

Event Planning - Communication Mass Email (https://apps.its.uiowa.edu/massmail2/beans/public.action) 2/semester/organization Allow AT LEAST ONE WEEK for processing Submit online and bring printed copy and approval form for signatures to 145 IMU After Class (http://afterclass.uiowa.edu)

Event Planning - Communication Chalking Only on approved sidewalks! Registered student organizations may chalk ONLY to publicize an upcoming event that is open to all students The chalking must include and must be limited to the event title, event location and time, and the name of the sponsoring registered student organization. Please review the entire Chalking Policy in the 2016-2017 Policies & Regulations Affecting Students

Odds & Ends Student org printing University vehicles Residence Hall posting policy Youth programs & University policy

Important Dates & Deadlines Funding Opportunities CSIL Grant Funding Request deadlines Spring 2017: April 11, June 13 Annual Budget Request for FY’18 (via OrgSync) Friday, April 28 at 5:00 PM

Important Dates & Deadlines Keep your org in good standing!! Aug. 1-Sept. 15 – Annual Fall Renewal period renew your organization on OrgSync Jan. 1-Feb. 15 – Annual Spring Renewal period

OrgSync Manage your organization Invite your membership to join Approve requests to join Update administrator access Group assignments Communicate with your organization