MBA Student Org. Leader Retreat Presented by: Kristi Finger (kristi-finger@uiowa.edu) Coordinator, Student Organization Development Center for Student Involvement & Leadership Stuart Stutzman (stuart-stutzman@uiowa.edu) Accountant, Student Organization Business Office

Overview Expectations of Presidents/Principal Reps/Treasurers Offices that work with Student Organizations Event Planning Odds & Ends Important Dates & Deadlines

Expectations of Presidents/Principal 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 Work w/SOBO for all financial matters Follow all University policies and procedures

RENEW YOUR STUDENT ORG Spring Renewal Period: Jan. 1-Feb. 15 Fall Renewal Period: Aug. 1-Sept. 15 You must be an Administrator in OrgSync for the organization in order to update the Profile info and Renew the portal.

Policies & Regs Affecting Students

What is Relevant to you?? Section A: Code of Student Life specifically Sub-section C (Scope) and D (Prohibited Conduct). Section J: Acceptable Use of Information Technology Resources

What is Relevant?? Section B – All of it!! Section C. - policies and procedures for the discipline of student organizations

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 Mass Email request (for all orgs except for Sports Clubs) CSIL Grant Funding Hawkeye Leadership & Service Awards

Student Organization Business Office (SOBO) Website: http://imu.uiowa.edu/sobo-and-fbs/ Email: sobo@uiowa.edu or call 319-335-3065 Services: All financial business for your organization including… Credit cards Re-imbursements Travel request Vehicle request Contracts Gambling License

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

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 Website: http://www.uilicensing.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

Basics & Reminders Event Planning

Event Planning ANY RACE (running, biking, walking, etc.) existing OR new – set up a consulting appointment with Kristi New EVENT (not a meeting!) – set up a consulting appointment with Kristi

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 Forms Initiated when: Use outdoor space Spend money through SOBO Show a film or copyrighted material Requesting alcohol service Start at least one month prior to your event, and all approvals have been signed, and EIF turned in AT LEAST 2 weeks prior to the event. An EIF is initiated by Event Services or the Student Organization Business Office depending on the circumstance and what the student organization wants to do. Don’t wait until the deadline to start getting the approval signatures!!

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

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

University Vehicles & Travel Contact the Student Organization Business Office to initiate Prior-Approval paperwork Using UI vehicle Travel-related expenses including reimbursement Contact Fleet Services to reserve University Vehicles (if applicable)

U-Bill charging Approved for MBAA beginning Spring 2017 Dues & Event Admission Standard forms must be signed by each student $0.75 per transaction Contact Paul Braem (paul-braem@uiowa.edu) for forms or other questions

Youth Programs & University policy Program or activities that include any non-UI students under the age of 18. Notify CSIL at getinvolved@uiowa.edu Will be referred to the Director of Youth Programs

Student Org Financial Info 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

Student Government Funding Requests made on OrgSync by deadline 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

Important Dates & Deadlines Renewal Deadlines Fall Semester – August 1-September 15 Spring Semester – January 1-February 15 (Failure to Renew your organization each semester will result in de-activation of your org on OrgSync and inability to function as a registered student organization) Supplemental Budget Request Deadlines FY17 Supplemental Period 2 – Friday, January 27, 2017 @ 5:00 PM FY18 Annual Budget Request Deadline Friday, March 31, 2017 @ 5:00 PM CSIL Grant Funding Request deadlines: February 7, March 7, April 11, June 13, 2017