1. UWGB Student Organization Advisor Basics
Updated December 2018

2. The Student Orgs Web Page:

3. 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

4. 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

5. 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

6. 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

7. 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!

8. Link to MyOrgs -https://sis.uwgb.edu/StudentLife/StudentOrgs/
-Can also be found by looking at and clicking Student Organizations
-- A registration module that works!
Based on UWGB 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)

9. 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

10. 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

11. 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
publicsafety/CleryTraining/index.htm

12. 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 ( ) or John
Needs to be checked weekly
-- I send out an almost weekly
--You could always ask the students to give you the password too!

13. 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.

14. 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. 

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

16. 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
Process: org leaders present their requests to the SUFAC board
SUFAC board meets on Thursdays at 5:15 in the 1965 Room

17. SUFAC Budgets & SUFAC Web Pages
SUFAC Budgets
& SUFAC Web Pages
Orgs notified by to soaccounts about decisions around spring break
SUFAC forms are available at their web site:

18.  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:

19. 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

20. 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

21. 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)

22. 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

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