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

WELCOME! Introductions… SAC W310 – 502-852-6691 Julie Onnembo Assistant Director of Involvement Jaonne01@louisville.edu Victoria Spencer Graduate Assistant for Recognized Student Organizations vjspen01@louisville.edu Kelsey Huffman Graduate Assistant for Off-Campus Services k0huff02@louisville.edu Department of Student Activities Recognized Student Organizations

Why are we here today? To maintain or reinstate your Good Standing To interact with other RSO groups To learn how to improve your organizations and take them to the next level. Learning outcomes for today’s meeting: 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 Department of Student Activities Recognized Student Organizations

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 Free and discounted room and equipment reservations in the SAC and Red Barn 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

RSO Standings To remain in Good Standing you must: Attend the RSO Summit Attend an Alcohol education 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 suspended you will have to reinstate your organization through the SGA reorganization procedures. Department of Student Activities Recognized Student Organizations

Important Information RSO Listserv listserv@listserv.louisville.edu In the body of the note write: sub RSO firstname lastname (Replacing firstname lastname with your name.) Address is: RSO@LISTSERV.LOUISVILLE.EDU Finding the RSO manual and policies on the Web… For information regarding RSO policies and information visit: http://louisville.edu/studentactivities/clubs/studentorganizations.html Student Awards  - April 18 2013 For more information go to: http://louisville.edu/dos/students/programsawards/studentawards Department of Student Activities Recognized Student Organizations

Event Policy & Guidelines Room Reservation + Event Registration = Approval Room and Equipment Reservation SAC and Red Barn: http://louisville.edu/studentactivities/forms Campus: R25 Resource 25: www.r25.louisville.edu 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? Is it an open party 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

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: http://louisville.edu/studentactivities/clubs/policies-and-manuals/rso-manual- pages/alcohol-policy-and-guidelines.html and the Dean of Students site: http://louisville.edu/dos/policiesprocedures/policy-for-hosting-events-with-alcohol.html Department of Student Activities Recognized Student Organizations

RSO Resource Room Lockers Printing Mailboxes The Resource Room in SAC W310A is a great place for RSOs to meet to work on projects and store important materials. Lockers Lockers are available on a first come, first served basis and will be assigned based on size needed. Printing Both black & white and large-size color printing available. Mailboxes Must check regularly. Department of Student Activities Recognized Student Organizations

Advertising Rules Chalking is permitted only on sidewalks using light colored chalk in open, horizontal areas so as to allow for eventual removal by rainfall. Chalking is not permitted directly in front of doorways or on stairs to the building. Chalking is also not permitted on the sidewalks around the Speed Art Museum and on the property of any of the Residence Halls. The use of paint on sidewalks or buildings is prohibited. Posting is only permitted on community bulletin boards. Please do not tape anything to light poles or doors. Department of Student Activities Recognized Student Organizations

OrgSync.com Department of Student Activities Recognized Student Organizations

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 For a more in-depth discussion of how OrgSync can help your organization grow and thrive, come to the OrgSync Workshop at 1pm in the Floyd Theater Department of Student Activities Recognized Student Organizations

Financial Department of Student Activities Recognized Student Organizations

How to open a bank account? Go to: http://www.irs.gov 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

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

Club Programming Committee 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. CPC has thousands of dollars for RSOs who plan quality events on campus. Don’t let this opportunity pass you by! Application is submitted online and can be found at: louisville.edu/dos/club-programming-committee Department of Student Activities Recognized Student Organizations

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 that will be sent to the address on the W9. 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

Student Government Association Funding Requests Forms are online at: http://www.uoflsga.org/forms Student Senate Travel Funds Request Student Senate Project Fund Request Turn in all request forms to ? Graduate School students must apply for travel funds through the Graduate Student Council Department of Student Activities Recognized Student Organizations

Other Funding Academic Departments Campus Initiatives Arts & Sciences, Business School, etc. Campus Initiatives Bias Incident Response Team BIRT http://louisville.edu/biasresponse The Commission on Diversity and Racial Equality (CODRE) http://louisville.edu/codre/about-codre.html SAB Co-Sponsorship SAB can be a valuable event resource to RSOs with their event planning experience and budget. However, your organization must establish contact with SAB at least one month prior to the date of your event. Keep in mind that SAB has very specific sponsorship guidelines Department of Student Activities Recognized Student Organizations

Questions? Department of Student Activities Recognized Student Organizations