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

2. Student Policy and Procedure
Reetta Gach

3. 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, 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 cc the old officer(s).
MEDSCOPE MAINTENANCE
Reetta

4. Reetta

5. Reetta

6. Reetta

7. Reetta

8. Reetta

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

10. FACULTY ADVISOR
Reetta

11. Reetta

12. 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

13. MANAGEMENT PROCEDURES
2017 – 2018 Student Group Management Procedures
Aline

14. 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 ( lists, ppts, budget information, calendars), and updating MedScope to reflect this information
Faculty advisor must be a full time faculty of the school

15. 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

16. 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 BRB
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! 

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

18. 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

19. 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:
Reetta

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

21. ROOM OPTIONS
Reetta

22. Reetta

23. CAMPUS
Other Rooms Available on Campus can be found at
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

24. 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
AT the event: Use a laptop to record attendance
Keep your membership up-to-date
AFTER the event: update the attendance list.
Council

25. EASY AS 1 …2…3 To reserve a room 1 To reserve AV equipment 2
To reserve AV equipment 2
To reserve tables and chairs 3
*** WHEN YOU TO BE SURE TO CC AT THE SAME TIME ***
Council

26. HOW TO ADD EVENT TO MEDSCOPE
Council

27. Council

28. 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

29. Student Accounting
Aline Dzaringa

30. 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

31. STUDENT ORGANIZATION ACCOUNTING FORM
Click to add text

32. Aline

33. 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 cannot be the same on the student accounting form!
Aline

34. 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:
Aline

35. EXAMPLES OF RECEIPTS
Aline

36. 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 Aline Dzaringa at
ADVICE/TIPS:
Aline

37. 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

38. Aline

39. HOW TO GET $$$ FOR YOUR GROUP

40. Council

41. 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

42. FUNDING CRITERION Attendance Group Longevity Fundraising
Requested Funds
Planned Events
Council

43. Student Council
Names of the councils

44. UPCOMING EVENTS
Council

45. 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/ s 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

46. 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

47. IMPORTANT DATES SUMMARY
August 31st
Faculty Advisor Form Due
September 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

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

49. CONTACTS
Aline Dzaringa, Business Analyst at the Office of Student Affairs
Reetta Gach, Event Specialist
Student Council
Council