UWGB Student Organization Advisor Basics Updated December 2018

The Student Orgs Web Page: www.uwgb.edu/student-life/student-life/

Student Organization Directory -- It expands when you click “view” -- It is up to date automatically --It is now “searchable” -- Good place for officers to check out progress -- Start “from scratch” every year in April as we begin re-registration

Student Org Tool Kit -- Contains most of our FAQ type documents -- Policies and procedures -- Good place to land if trying to figure out how to do things

Forms -- Fundraising -- All fund raisers need approval first —on or off-campus -- OrgSmorg Table Signup/Registration -- Registration for fall OrgSmorg has been on- going since April. Registration for Winter OrgSmorg will begin in November

Forms -- Pre-Contract Worksheet -- Solicitation Approval Request -- All contracts should be signed by Grant Winslow —not org leaders or advisors -- Needs at least 4-6 weeks lead time -- Verbal contracts are binding in Wisconsin --so be careful! -- Solicitation Approval Request -- Any requests for donations must be approved in advance -- Form should be sent in at least 4-6 weeks in advance

Forms Records Updating -- Travel Packet (available on-line) -- Travel Authorizations -- Driver Authorization Forms Records Updating -- Done through MyOrgs System -- Student Organization leaders need to keep their records up to date!

Link to MyOrgs -https://sis.uwgb.edu/StudentLife/StudentOrgs/ -Can also be found by looking at www.student-life and clicking Student Organizations -- A registration module that works! Based on UWGB email addresses and passwords -- Orgs should enter their community service now -as the year goes along -will have to submit Community Service in April -- Member lists should be kept up to date; submit in April -I can reflect it back to them upon request (for setting up a distribution list)

Link to MyOrgs -- For Officers and Advisors -- Re-registration in April every year -- Try to get leadership transitioned before May -- Orgs get off to a better start the next year if there has been some training of the new officers

Reporting a Crime -- Advisors: Jeanne Clery Act You are a Campus Security Authority (CSA) If any person reveals to you that they have been the victim, witness, or perpetrator of any incident that might involve a crime (reportable or otherwise) please immediately contact the university police at 465-2300.

Reporting a Crime -- Advisors: Jeanne Clery Act If you are not sure if you need to report please error on the side of reporting. -- See Public Safety Website http://www.uwgb.edu/ publicsafety/CleryTraining/index.htm

Student Org Email Account (soaccounts) Keeps individual student accounts from clogging up Can use as a storage box for org info —pointers, “how-to’s”, transition information, meeting minutes, org documents (bylaws or constitutions) If the password needs to be reset -- call (465-2532) or email John (landrumj@uwgb.edu) Needs to be checked weekly -- I send out an almost weekly email --You could always ask the students to give you the password too!  

Larger Storage Needs? We just got more of these in summer 2018.   Larger Storage Needs? Locking lateral file drawers available We just got more of these in summer 2018. Org leaders should see Lea in OFO if they need a drawer.

Web Pages Space on a university server can be made available upon request Students need to do their own web page creation Virtually no support from CIT or Web Services for student orgs Kentico is the program in use for this– it is available on all university computers. 

SUFAC Budgets & SUFAC Web Pages   SUFAC Budgets & SUFAC Web Pages Budget Training Sessions are mandatory for those wishing to submit an annual budget for 2019-20 Training Sessions: Tuesday and Wednesday October 2 & 3, 5:00 pm in the 1965 Room

SUFAC Budgets & SUFAC Web Pages   SUFAC Budgets & SUFAC Web Pages Budgets for next year are due Sunday (10/21/18) by 11:59 pm to sosufac@uwgb.edu Process: org leaders present their requests to the SUFAC board SUFAC board meets on Thursdays at 5:15 in the 1965 Room

SUFAC Budgets & SUFAC Web Pages   SUFAC Budgets & SUFAC Web Pages Orgs notified by email to soaccounts about decisions around spring break SUFAC forms are available at their web site: http://www.uwgb.edu/student-government/committees/segregated-fees/

 SUFAC Budgets & SUFAC Web Pages Didn’t participate in the annual budgeting process? There is still money available!! Use Contingency Forms from the SUFAC web site. SUFAC forms are available at their web site: http://www.uwgb.edu/student-government/committees/segregated-fees/

Lea (it’s pronounced like “Lee”) is open:   Organization Finance Office aka OFO Lea (it’s pronounced like “Lee”) is open: Monday - Friday:  8:00-12:00 pm and 1:00-4:30 pm Thursday 10:30-4:30

Organization Finance Office aka OFO   Organization Finance Office aka OFO Help org leaders create and understand budgets Annual Budgets or Contingency Budgets Maintain all budget spreadsheets (can share with advisors) Facilitate spending and make travel arrangements

Orgs must follow complicated state & university policies   Common OFO Issues Orgs must follow complicated state & university policies OFO travel estimates are just that… if parameters change, so will the org’s share Every year, an org would be wise to have just one person coordinating travel (consistency)

Last minute planning is NOT a good idea   Common OFO Issues Last minute planning is NOT a good idea Allow 4-5 weeks at least for travel SUFAC checks take at least 4 weeks Agency checks take 2 days -- usually

QUESTIONS YOU MAY HAVE?? I have an open door policy– you and/or students can drop in any time! You can always call too (465-2532).