1. Fall 2016 Registered Student Organization Fall Kick-off meeting

2. Welcome!
Rachel Zuckerman – President, University of Iowa Student Government (UISG)
Josh Schoenfeld – President, Graduate & Professional Student Government (GPSG)

3. Financial Support From Student Government
UISG Chief Financial Officer, Noopur Inani
GPSG Chief Financial Officer, Rondine Allen

4. Sources of Funding for Graduate Student Organizations
Upcoming Deadline- Friday, September
Use Funding Guidelines and Tenets
Visit website gpsp.uiowa.eduFunding Tab
Budgets are submitted through OrgSync

5. Grants For Individual Students
Gpsg.uiowa.eduGrants tab
$1500 for Research
$500 for Travel
$1500 for Service projects
Deadline is September 8 at 11:59 pm

6. Committee Members Graduate and Professional Allocations Committee
Grants Committee

7. Other Sources of Funding for Graduate Students
Graduate College Fellowship Incentive Program- $500 for submitting a nationally competitive fellowship
GSS- Travel Funds- Upcoming Deadline- Aug. 26, 2016
Gss.grad.uiowa.edu funding tab
Regional travel - $300
Travel in North America -$500
Travel Outside of North America - $600
Fulbright-Hays Dissertation Fellowship Information
Funding for International Travel
Graduate College provides fellowships

8. Next $tep$: Creating a Budget Request: Best Practices
Thursday, September 1 from 5:00-6:00 PM
Iowa Theater (166 IMU)
Supplemental Funding Request Deadline
Friday, September 9 at 5:00 PM
Submitted electronically on OrgSync

9. Stay In Touch! UISG Director of External Relations, Hannah Hendricks

10. Introducing:
Kristi Finger – Center for Student Involvement & Leadership

11. Expectations of Presidents/Primary Reps/Treasurers
Check & read your !
You are the primary contact for your organization with whom the University will communicate
Make sure your address is CORRECT in OrgSync
Renew your Org. on OrgSync by Sept. 15!

12. Renew your Student Org
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.
Don’t forget!
Registered student organizations must renew their group on OrgSync at the beginning of each semester.
If you login and go to your organization’s portal and see this box, the good news is that you are an Administrator!! The bad news is that you still need to update the information and renew the organization before the Sept. 15 deadline.

13. If you Don’t see this
If you see “Organization Settings” – Congratulations! You have Administrator access, AND someone else has already updated or renewed the organization!
If you click on Settings and don’t see “Organization Settings” as an option, you do not have Administrator access.
Need help with Administrator duties? Go to the “OrgSync Instructions” folder found in the Files Tool on Orgsync!!!

14. Expectations – continued…
Plan ahead!
Ask questions!
Share information with your members
Delegate & empower your members
Follow all University policies and procedures

15. Policy Updates!

16. What is Relevant to you??
Section A: Code of Student Life specifically Sub-section C (Scope) and D (Prohibited Conduct).
Section H: Use of Campus Outdoor Areas (Pentacrest, Kautz Plaza, and Hubbard Park)
Section J: Acceptable Use of Information Technology Resources

17. What is Relevant??
Section B – All of it!!
Section C. -

18. UI licensing (Uilicensing.com)
Click on Licensing Policies to access the Student Organization Policy
Upcoming Student Org. Development Series
“Working with the UI Licensing Program” – Wednesday, September 21 at 2:30 PM - Penn State Rm (#337 IMU) Be

19. Iowa memorial Union IMU Events Services – Rm. 159 IMU
Call or
write to
To reserve large event spaces, Hubbard Park, River Terrace, River Amphitheater, or Danforth Chapel

20. Iowa memorial Union IMU Usage Policies:
Reminder – Student organizations should not “share” a reservation with another organization.
Reminder – Student organizations should not “share” a reservation with another organization.
Example – Org let an outside organization “use” their reservation and the other group caused issues or damage, but the student organization on the reservation was held accountable.
On Hubbard Park – yes, it is a big space, but again, don’t “share” your reservation with another group just because you have a friend in that organization. IMU staff will remove any authorized users/groups and it may jeopardize your organization’s ability to use space in the future.

21. Iowa memorial Union University Catering – 154 IMU
Call

22. Iowa memorial Union Policies related to food in the IMU:
draft/tag/alternative-catering
-No outside food can be brought in to the IMU for an event*
*Exceptions to this policy have to be approved by University Catering.

23. 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.
Don’t wait until the deadline to start getting the approval signatures!!

24. Event Planning 101
Student Organization Development Series Event Planning 101: Tips & Tricks from the Pros Wednesday, September 7, 10:00-11:00 AM Indiana Room (#346 IMU)
This workshop will provide good foundation information for those members who plan events for your organization including, budgeting, marketing, and the EIF process.
All the Student Org. Development Series workshops can be found on the Events Calendar in OrgSync and After Class.
Send the people who plan your organization’s events to this session!!

25. Risk Management Services: https://uiowa.edu/riskmanagement/
Event Waivers (if applicable)
Special Event Insurance (if applicable)
Membership waivers (if applicable)
CSIL will put you in touch with this office if it is appropriate for your event or program!

26. Risk Management
Planning an event for Youth (non-UI student under age 18)
Planning a “routed” event (walk, run, race, etc.)
Contact Kristi Finger

27. 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)

28. 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.)

29. 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 or Recreational Services
Allow two weeks for contract processing

30. Communication Mass Emails After Class (http://afterclass.uiowa.edu)
2/semester/organization
Allow AT LEAST week for processing
Submit online and bring printed copy and approval form for signatures to 145 IMU
After Class (
Printing
Must be done on campus

31. Student Organization Business Office (SOBO)
159 IMU
Aiding student groups with all things financial. Payments, purchases, travel plans, contracts and more.

32. 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

33. 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).

34. Student Government Funding
Requests made on OrgSync by deadline (9/09/16 & TBD)
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

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