HOW TO RUN A SUCCESSFUL STUDENT GROUP University of Maryland School of Medicine 2019-2020 Academic Year  STUDENT COUNCIL:  Max An – PRESIDENT Atizaz Hussain – VICE PRESIDENT Solomiya Tsymbalyuk – TREASURER TBD – SECRETARY Donna Parker, MD  Associate Dean of Student Affairs

Student Policy and Procedure Reetta Gach

Faculty Advisor-Please submit your faculty advisor agreement Faculty Advisor-Please submit your faculty advisor agreement. We will update the faculty advisor in MedScope.  Student Officers, Email address, (and webpage) should be updated on MedScope. All events should go onto MedScope as soon as they are scheduled to avoid conflicts. If the old officers in your group did not give you access, contact Reetta Gach rgach@som.umaryland.edu and cc the old officer(s). MEDSCOPE MAINTENANCE Reetta

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MAKE SURE EMAIL IS UP TO DATE AND IS UMB NOT UMD Reetta

FACULTY ADVISOR Reetta

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TIPS Set some expectations both for leaders and advisors. Invite your Faculty Advisors to all meetings and keep them in the loop. If they can’t make it, send them minutes. Give them a chance to talk to the group about what they do.  Ask for help/funding. Develop that relationship… You might be asking them for an LOR in the future. Create a constitution and/or bylaws for your group. Do something unique different.  Reetta

MANAGEMENT PROCEDURES 2017 – 2018 Student Group Management Procedures Aline

REQUIREMENTS All student groups must have a faculty advisor Submit a Faculty Advisor Form by August 31st to OSA. All student groups should hold at least two meetings and have at least one fundraising activity per year T-shirts, mugs, pens Bake sales Food festivals Charity run END OF YEAR: All student groups are responsible for electing new group leaders, transitioning information (email lists, ppts, budget information, calendars), and updating MedScope to reflect this information Faculty advisor must be a full time faculty of the school

STUDENT ORGANIZATION STORAGE Each student group gets access to storage room and/or a locker in HSF 1 if needed Sign-out keys for Rm 514 in OSA Rm 152 (cannot keep them).  Rent a lock from Paul Moore… also in OSA Please no food. Keep it organized. Clean it out at the end of each semester Aline

WHAT ABOUT ALCOHOL? The UMB Alcohol Policy can be found on pages 2 and 3 of the Alcohol Packet. Please review it!  After you fill out the form… turn it in to Rob Cook @ BRB 14-039 Keep a copy of your approved permit and POST it somewhere on a wall during your event Or else the police won’t be too happy If you notice inappropriate behavior, take action according to the policy! 

ALCOHOL PACKET/POLICY Reetta PLEASE keep a copy of the permit and post it during your event so police won't shut you down. 

When downloaded, the alcohol permit is fillable When downloaded, the alcohol permit is fillable. The top half of the first page is to be completed by the sponsoring organization. Drop off to Reetta Gach in OSA RM 152 and she will submit for approval and send the group/person a copy for his/her records. Aline or Reetta

PROFESSIONALISM Please familiarize yourself with the policy on professional conduct evaluations and commendations which can be found in the academic handbook on the Office of Student Affairs website: http://medschool.umaryland.edu/osa Reetta

SCHEDULING AN EVENT rooms@som.umaryland.edu Check MedScope for other events to minimize overlap rooms@som.umaryland.edu Room reservations: https://www.umaryland.edu/facilities/  Tables/chairs requests:    Remember: Food events cannot be held in Taylor Lecture Hall or Hosick. You must reserve the PODS! SCHEDULING AN EVENT Reetta

ROOM OPTIONS Reetta

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CAMPUS Other Rooms Available on Campus can be found at https://www.umaryland.edu/cpa/toolbox/rooms-available-on-campus/ Davidge Hall, School of Dentistry, Nursing, SW, Law, HSHSL, Pharmacy, SMC, Lexington & Bio Park (Other buildings may have different rules re: alcohol, catering. We suggest asking about the rule when you make your reservation.) Reetta

EVENTS, CONT. Add your event to MedScope! – DO NOT FORGET BEFORE the event: Contact AUDIO-VISUAL if you’re going to use a PPT presentation av@som.umaryland.edu AT the event: Use a laptop to record attendance Keep your membership up-to-date AFTER the event: update the attendance list. Council

EASY AS 1 …2…3 To reserve a room 1 To reserve AV equipment 2 rooms@som.umaryland.edu To reserve AV equipment 2 av@som.umaryland.edu To reserve tables and chairs 3 http://webtma.umaryland.edu:18/ *** WHEN YOU EMAIL TO ROOMS@SOM BE SURE TO CC AV@SOM AT THE SAME TIME *** Council

HOW TO ADD EVENT TO MEDSCOPE Council

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ATTENDANCE AND MEMBERSHIP Groups should take attendance at every meeting using MedScope. Very important for funding the following year. Members must attend at least 3 events (unless otherwise specified) throughout the year in order to maintain their membership Keep your membership active on Medscope Council

Student Accounting Aline Dzaringa

BANK ACCOUNTS Aline Dzaringa(OSA) has all your accounting information and current balances Suite 146 in the OSA office Tammi VanDamme has access as well  Your group Gmail account should have received an update on your account balance.  This was sent out in the end of July 2018.  You will be receiving a report of your account at the end of each month. Aline

STUDENT ORGANIZATION ACCOUNTING FORM Click to add text

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STUDENT ORGANIZATION ACCOUNTING FORM Group members should complete an accounting form in order to: Use money from your account Cover unforeseen out of pocket expenses (up to the group’s balance amount). No payments above the group’s balance amount will be reimbursed. Make deposits into your account (fundraisers/donations) Request a direct payment via credit card REMINDER: The payee and the approving e-mail cannot be the same on the student accounting form! Aline

TAX EXEMPT We do have a tax exempt code that can be used for purchases Any business should offer you tax-free prices with the tax exempt form. Tax exempt form will be provided upon request. CODE: 52-6002033 Aline

EXAMPLES OF RECEIPTS Aline

STUDENT ORGANIZATION ACCOUNTING FORM, CONTD. Complete this on time/ ahead of time for every event SAVE YOUR RECEIPT – Aline Dzaringa Clubs are encouraged to fundraise to avoid out of pocket expenses by group members If a group member does not want to pay out of pocket, Aline Dzaringa has a credit card. As long as you give her an invoice and a student accounting form, she could pay for expenses directly from your group account If you need an updated student group account balance, please email Aline Dzaringa at adzaringa@som.umaryland.edu ADVICE/TIPS: Aline

FUNDRAISING FOR STUDENT GROUPS OSA does have the ability to create a website for your fundraising through Weebly. Weebly can collect credit card payments and any order information you may need. (Ex: size, color, etc.) When you are ready to start a website, send an image of the item, the price and any other relevant information. If you want to fundraise, contact Aline and she can give your group some great ideas! Aline

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HOW TO GET $$$ FOR YOUR GROUP

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FUNDING REQUEST FROM STUDENT COUNCIL! We have only about $5,500 to split amongst the 50 student groups Please DO NOT over request. Due: Fall: September 10, 2018 at 5pm Spring: Date TBD in the spring Council

FUNDING CRITERION Attendance Group Longevity Fundraising Requested Funds Planned Events Council

Student Council Names of the councils

UPCOMING EVENTS Council

STUDENT ACTIVITIES FAIR When: Friday, September 14th, 12:00pm – 3pm Deadline to reserve a table: September 10th Where: MSTF Atrium ½ table per student group. Use a laptop to collect student names/emails of interested students. Have a poster and/or pamphlets to inform students about your group. Pizza will be provided. Don’t leave without helping to clean-up! Council

STUDENT LEADERS MEETINGS Every month OSA will be inviting students that are not in the Class Council or in a Student Council to Student Leader’s Meetings.   Reetta

IMPORTANT DATES SUMMARY August 31st Faculty Advisor Form Due September 10th @ 5:00pm Fall Funding Request Form Due Deadline for requesting table at Student Activities Fair google doc September 14th Student Activities Fair 12-3pm TBD Spring Funding Request Form Due April 12th Officers transition deadline Council

OTHER FUN EVENTS TO COME… House Dodge Ball Hopkins Med Mixer Camden Pub Karaoke Night Chili and Pie Cook-Off Have Ideas? Email Us! OTHER FUN EVENTS TO COME… Council

CONTACTS Aline Dzaringa, Business Analyst at the Office of Student Affairs adzaringa@som.umaryland.edu  Reetta Gach, Event Specialist rgach@som.umaryland.edu  Student Council umb.som.council@gmail.com Council