College of Dentistry Student Organizations Fall Kick-off Meeting Presented by: Kristi Finger (kristi-finger@uiowa.edu) Center for Student Involvement & Leadership Stuart Stutzman (stuart-stutzman@uiowa.edu) Student Organization Business Office

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

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 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: Recognition & administration of all student organizations Student Organization Review Committee Policy Review and Development Mass Email request 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) *Additional fees for providing equipment or services

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

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

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 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

Changes!!! “The Hub” has been closed Re-assignment of Services: Student Org. deposits, cashboxes, receipt books are now handled by the IMU Business Office (132 IMU) Ticket sales (pre-sales, at the door, etc) – now the responsibility of the student organization. SignMeUp.com (IMU Welcome Center)

Student Organization Business Office (SOBO) Website: http://imu.uiowa.edu/sobo-and-fbs/ Email: sobo@uiowa.edu or visit 159 IMU Services: Details coming later in the presentation

Event Planning Basics & Reminders

Event Planning ANY RACE (running, biking, walking, etc.) existing OR new – set up a consulting appointment with Kristi Online registration MUST go through SignMeUp.com (contracted UI vendor)

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 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 Allow two weeks for contract processing

Important Dates & Deadlines September 11 – FY16 Fall Supplemental Funding Deadline (Treasury Tool on OrgSync) September 15 – deadline to RENEW your organization on OrgSync September 15 – CSIL Grant Funding Request deadline Next deadline will be October 13 Funding Criteria: Student organizations must be currently recognized by UISG or GPSG at the time of the applications and at the time of the event or program. Additionally, other organizations, which include but are not limited to, university-wide collaborations and organizations are eligible to apply (e.g., Celebrating Cultural Diversity Festival, CAB Events, Night Games, Family Weekend, Welcome Week, On Iowa!) Events must always be alcohol free Events can be held on or off campus Events cannot be conferences Events cannot be individual organization meetings CSIL Grant Funding does not pay honoraria  Funding support will not be approved for the purchase of equipment Only one Coca-Cola product request will be considered per event or program Coca-Cola product requests may not exceed 10 cases Coca-Cola product must not be used for resale (exceptions may be granted on a case-by-case basis) Students are encouraged to solicit other support and collaborative relationships, CSIL grant funding should not be the only source of funds for events. Funding support and requests must be consistent with UI policy Events require post-event evaluations and summaries, some may require the submission of surveys to be completed during the event. If this is the case, 20% of those attending your event must complete the event survey. Completed evaluations and surveys must be submitted to the Center for Student Involvement & Leadership two weeks following your event. Applications should focus on three concepts: Uniqueness (how is this new and different from existing events?) Diversity (how does this event appeal to a variety of students?) Collaboration (who are possible partners for this event?) Grant requests must not exceed $3,500.00 Deadlines for 2015-2016: August 18, 2015 September 15, 2015 October 13, 2015

OrgSync Renew your organization! Invite your membership to join Aug. 1-Sept. 15 for Fall Renewal period Jan. 1-Feb. 15 for Spring Renewal period Invite your membership to join Approve requests to join Update administrator access Group assignments Communicate with your organization

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 and more.

Student Organizations All student organization funds in a SOBO account and/or department account only NO BANK OR CREDIT UNION ACCOUNTS Only an authorized signature representative (student) may sign and approve org. spending Advisor approval is optional (unless noted in bylaws, constitution, etc.) Signature reps. may be held responsible for unauthorized purchases, events, etc. Expected to keep track of account balance and pending expenses independent from SOBO

Things to Know Which funds you are spending: SABAC (UISG) GPAC (GPSG) CSIL Grant “00” own revenue funds Plan trips, events, major purchases 2 weeks prior. Request all other purchases 2 days prior. All printing and copying is done on campus. All Student Org. purchases involving a design must be submitted for approval (Licensing).

Student Government Funding Requests made on OrgSync by deadline (9/11/15, 1/29/16) Two governments (graduate & undergraduate) meet and review requests Allocations announced on OrgSync Funds spent by contacting SOBO Must be spent as allocated Unspent funds return to student governments at end of school year

Student Organization FAQ Treasurer Resources csil.uiowa.edu/sobo Student Organization FAQ Financial Guidelines Contact us (sobo@uiowa.edu) for 1-on-1 assistance