Transcript Track Session II Nuts and Bolts for Student Organization

What do the
PowerPoint Triangles mean?
Auxiliary
Services
Center for
Leadership and
Service (CLES)
Campus
Activities &
Involvement
Center
Community
Standards
Committee
Campus Life
Reservations and
Event Services Office
and Academic and
other spaces
Student
Government
Association
Red:
Gray:
Yellow:
Blue:
Sport Club Council
organizations
Fraternity and sorority
organizations
Graduate student
organizations
All other student
organizations
Inside each one you will find:
check sheet
Leadership UNCW
Workshop
information
Stacey Baisden’s
business card
OrgID
Campus Life
Reservation
Request Memo
PowerPoint Slide
for you to take
notes on
Career-related
programming
sheet from the
Career Center
GSA Funding
FAQ Sheet
Re-registration
RSO Re-Registration
Annual university requirement for ALL student
organizations which must be completed each
SPRING in order to maintain active registration
status with the university.
Deadline:
Friday, May 3, 2013 by 5 pm
WHY Re-Registration is important
Update officer contact information
Inform of new policies and/or procedures
Identify broad organization needs as well as individual student leader
needs so that we can help you better
Ensure organizations are aware of the resources available to them
through the Involvement Center and across campus
HOW to Re-Register
Step 1: Update your
RSO information on
SeaOrg at:
Step 2: Organizations are required
to submit their constitution/
bylaws electronically through
SeaOrg with the new NonExclusionary Membership Clause.
***Can only except: pdf, doc,
docx.
www.uncw.edu/studentorgs.
- Officers’ Contact Information
- MUST have 3 registered students
minimum
Step 3: Send one (1)
representative to a ReRegistration Seminar. DONE!
What happens if an organization does not complete the
re-registration process by May 3rd?
Organizations that fail to complete the re-registration process by the deadline
set will be considered non-registered with the University.
Such organizations may not benefit from any privileges reserved for active
student organizations, including but not limited to:
- reserving space on campus,
- accessing funds from an on-campus account,
- requesting funds from SGA,
- holding fundraisers on campus,
- using the university’s name and/or logo, etc.
- accessing technology resources (i.e. website, email, Timmy folder, etc.)
All standing reservations will be cancelled and all accounts will be frozen until
further arrangements are made with the Campus Activities & Involvement
Center for the organization to complete the re-registration process.
Enhancements
to the SeaOrg Management System
www.uncw.edu/studentorgs
What is SeaOrg?
Constitution Review:
Three Mandatory Clauses
The University requires three (3) clauses to
be included in every organization’s
constitution:
• Adherence
• Non-Exclusionary Membership
• Non-Profit
Constitution Review: NEW NonExclusionary Membership Clause
It is the policy of UNCW and _____________________________________ that this organization practices an open
State the official name of the organization (as stated above).
membership policy for members of the university community without regard to age, color, disability, national origin, race, religion,
military service member or veteran status, or sexual orientation. Membership and participation in this student organization must be
open to all currently registered students without regard to gender, unless exempt under Title IX.
OR
It is the policy of UNCW and _____________________________________ that this organization practices an open
State the official name of the organization (as stated above).
membership policy for members of the university community without regard to age, color, disability, national origin, race, religion,
military service member or veteran status, or sexual orientation. Membership and participation in this student organization must be
open to all currently registered students without regard to gender, unless exempt under Title IX.
Student groups that select their members on the basis of commitment to a set of beliefs (e.g., religious or political beliefs) may limit
membership and participation in the group to students who, upon individual inquiry, affirm that they support the group and agree
with its beliefs, so long as no student is excluded from membership or participation on the basis of his or her age, race, color,
national origin, disability, religious status or historic religious affiliation, military veteran or service member status, sexual
orientation, or, unless exempt under Title IX, gender.
All fee sponsored programming must be open to the entire university community. All student organizations and their leaders must
further comply with the UNCW Code of Student Life, University policies and applicable state, federal, and local laws.
Develop Community Standards for
Your Student Organization
A member of the Community Standards Committee can come
into your meeting and help facilitate the creation of
meaningful standards that will guide membership
behavior and how you want to be perceived by the
UNCW community.
Please contact Dr. Chip Phillips at [email protected] or
910-962-3119 for more information.
Responsible Use of Facilities
Using university space is a privilege for student organizations.
In order for student organizations to continue to enjoy the privilege of using campus space,
organizations will be held to the University’s facility policies which includes, but are not limited,
the following expectations:
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leave meeting space in the same condition found
remove any additional trash from the facility (especially large items such as pizza boxes)
remove any food waste and place in outdoor trash bins over weekends (housekeeping is not
scheduled facilities over the weekends)
only use sections of the facility that have been reserved by the organization
immediately report any incident(s) or damage(s) to the appropriate reservations office,
whether caused by the organization or not
understand that access to technology is only available in select university spaces and, can
then only be accessed and operated by university personnel (Note: access to technology is
not available in academic spaces)
a UNCW student member from the sponsoring student organization must be present at all
times during the time of the event
student organizations are required to inform the appropriate reservations office during
normal business hours should an event, meeting, etc. be canceled
Responsible Use of Facilities
Failure to uphold the expectations noted, your organization may be subject
to penalty which may include:
– loss of reservation privileges, and
– charges for damage, clean-up, etc.
Student organizations that misuse university facilities twice within a sixmonth period will be placed on facility misuse probation which entails:
- loss of all current university facility reservations during the 90-day
period following the violation
- only allowed to reserve university facilities as long as the reservation is
past the 90-day probation period
- winter break and summer session will not be considered as part of the
90-day probation however use of space during those times will not be
permitted.
When Can Student Organizations
Reserve Meeting Space?
This date is specific to the Campus Life facilities.
Tier II: Includes Registered Student Organizations and University
Departments
• Booking for the Fall 2013 semester started on: Friday, March,
22, 2013
• Booking for the Spring 2014 semester starts on: Tuesday,
August 13, 2013
Remember your Reservations Delegate(s) in SeaOrg!
Reservation Delegates
Each RSO is allowed two Reservation Delegates
For help using the system, call or visit the
Reservation and Event Services Office.
Fisher University Union, 2041 or 910-962-4150
Campus Life Reservations and
Event Services Office
Fisher University Union, Room 2041
*910-962-4150*
Reservation requests accepted online only through CRS
(Campus Reservation System)
CRS can be found at the following link:
http://events.uncw.edu/virtualemscampus/
Academic and Other Facilities
• Classrooms and the Wise House are scheduled by Tina
Strickland
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Online: http://events.uncw.edu/virtualemscampus/
Call 910-962-3011
Stop by Alderman 217C
Email Tina at: [email protected]
• Madeline Suite is scheduled by Delores Hansley (Campus Life
Conferences Services)
• Online: http://events.uncw.edu/virtualemscampus/
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Academic facilities are available from 7am – 10pm (everyday of the week)
Closed on state holidays
If classroom set-ups are re-configured to accommodate a meeting, the room must be
reset to its original configuration
No access to AV equipment
Audience Participation!
How many reservation delegates is
your RSO allowed to have?
**bonus – who do you call if you have questions
about Reservation Delegates?
UNCW Users will use their
UNCW email account
information
Hover over the Reservations
tab and options will drop
down.
Hover over Browse &
Search for available spaces.
Campus Life Reservation
things to remember!
•
Only request space from http://events.uncw.edu/virtualemscampus/
•
Allow 2 business days for your request to be processed.
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By submitting a request online the space will be tentatively held until you return a signed facility
use agreement. If you do not sign and return your agreement within 5 business days of the event,
your event may be cancelled.
•
Some rooms have a setup and breakdown time incorporated into their information. When you
browse for availability, although a space may appear to be vacant, setup and breakdown times
might prevent you from reserving that specific room.
•
Due to scheduling, technical needs should be requested at least seven days in advance. *additional
fees may be encumbered so plan ahead.
•
Groups having PowerPoint or other presentations should arrive 15-20 minutes early to make sure
you have all tech needs addressed.
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Some rooms have static setups, meaning the furniture is not to be moved. Familiarize yourself with
these spaces to avoid unnecessary fees (listed online in the terms and conditions)
What is
all about?
The Campus Activities & Involvement Center (CAIC) is your gateway to
entertainment, involvement, and leadership on campus. As part of the
Division of Student Affairs, we are creating experiences for life by
providing opportunities for students to participate actively, grow
personally, and explore new ideas and interests through a variety of
entertainment and involvement experiences. We organize events such
as the UNCWelcome, UNCWelcome Back, and many others... Our staff,
and the students with whom we work, are committed to creating a
vibrant campus community filled with diverse activities for all students.
Meet the Staff in the
Involvement Center
Jon Kapell
Director
Stefanie Mancuso
Assistant Director for
Arts and Programs
Stacey Baisden
Assistant Director for
Campus Activities
Kahlin McKeown
Fraternity and Sorority
Life Coordinator
Erica Brinsfield
CAIC Graduate Assistant
Tina Riley
Fiscal Assistant,
*FUU 2041*
Involvement Specialists
Sarah Cox
Involvement Center
Manager
Kristin Morris
Lindsey Czark
Josh Hilton
Hannah Rockecharlie
Alex MacEachern
Jordan Wilkins
How do you get in touch with an Involvement Specialist??
M-W 9am-8pm, Th & Fri 9am-5pm
910-962-3553
[email protected]
Involvement Specialists
Peer educators trained to assist students develop leadership skills and
learn to effectively run their student organizations.
Communicate with student organization leaders
Assist with constitution review
Advise on marketing materials and initiatives
Assist with event planning process
Support SGA Services (i.e. Appropriations process and Legal Services)
Assist with general Involvement Center needs (i.e. copying, printing, use of scanner,
student organization forms, etc.)
Audience Participation!
Who do you call when you need ideas
about fundraising, need help with
accessing SeaOrg, or help with marketing
your RSO?
**bonus – what’s the number and/or email?
Piece of CAIC Award
A monthly award given by CAIC during the
academic year to recognize and honor
student organizations that are making a
difference on campus, in the Wilmington
community, or the world at large.
Registered Student Organization
Leadership Awards
• Outstanding Community Service
• Outstanding Diversity Program
• Outstanding Educational Program
• Outstanding Marketing Campaign
• Outstanding Social Program
• The Unsung Hero Award
• Outstanding New Student Organization Leader
• Outstanding Student Organization Leader
• Advisor of the Year
• Student Organization of the Year
• The nominations will be accepted for programs as of last year’s
submission deadline (Friday, February 22, 2013 before 5 pm).
•Nominations will be due on Friday, February 21, 2014 before 5 pm
Resources in the Involvement
Center purchased from SGA
for every RSO to utilize
Quantity Listed is Per Organization / Per Semester
FREE for Student Organizations!!
Arts and Crafts
supplies: to be
used with
discretion
Plotter (largescale color
printing): 5
posters (2’ x 3’
max per poster)
Buttons: 50 total
(provided in
increments of 10
buttons per bag)
Helium Balloons:
50 total (you
provide the
balloons and
ribbon)
Additional Resources in the
Involvement Center purchased from
SGA for every RSO to utilize
• Laptop, projector, &
tent checkout
• Copier (color and B&W)
– Note: Printing is per event:
50 B&W or 25 color
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Conference room
RSO mailboxes
Die cut machine
Grommet machine
Texas markers
• Sidewalk chalk
• Laminator
• 21 storage bins
– on a lottery basis
• Computer stations with:
Photoshop, Illustrator,
Contribute
• Spray paint
– (for Spirit Rock/Boulder
ONLY)
Audience Participation!
How many buttons does each RSO
get every semester?
**bonus – where do you go to make buttons?
Using University Logos
• If marketing your programs off-campus, use of any official
UNCW logo MUST be approved by the Auxiliary Services
Office
• House logo, Athletics logo, Sammy the Seahawk
• Find downloadable logos at:
http://uncw.edu/licensing/licensing-logos.htm
• To have your items reviewed by the Auxiliary Services Office:
• Email your file (i.e. flyer, proof, etc.) to Brian Dailey,
Director of Auxiliary Services at [email protected].
• Questions about logo usage:
• Auxiliary Services Office
• Phone: 910.962.3711
Purchasing a T-Shirt?
• Must be routed through Tina Riley, FUU, 2041 FIRST
• Second, the Director of Campus Activities & Involvement needs to
approve the design!
• ALL t-shirt designs that have the UNCW House logo, Athletics logo,
Sammy or the Seahawk MUST be approved by the Auxiliary
Services Office
To have your items reviewed by the Auxiliary Services Office:
• Email your file (i.e. flyer, proof, etc.) to Brian Dailey, Director of
Auxiliary Services at [email protected].
• Questions about logo usage:
• Auxiliary Services Office
• Phone: 910.962.3711
Advertising on Campus
• CAIC Online Calendar: event submission form online at
www.uncw.edu/activities
• Bi-monthly print calendar posted around campus
• Feeds into Hawk E-News
• Back of Seahawk bi-monthly newspaper; full page color ad
• Chalking is a great way to advertise, but, is not permitted…
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On brick surfaces (i.e. in front of the FSC)
On vertical surfaces
Under any overhangs (must be accessible to rain)
In the amphitheatre (reservable space), in the Student Recreation
Center atrium (you can chalk across the street from the SRC), or on Main
Street of Seahawk Landing (engraved quotes)
• In conjunction with sealants (i.e. hairspray, spray adhesive, etc.)
Advertising on Campus
Housing & Residence Life
• Must distribute through HRL administrative office they will approve and
post for you
• Roomers: Monthly publication distributed to all residents on campus.
Contact Brendan Cook ([email protected]).
Banners, Posters, Fliers, etc.
• Organization name must be on ALL marketing materials; contact # and/or
email address should also be provided
• Banner spaces are reserved through CAIC; cannot be reserved in advance;
space can be reserved for up to 2 weeks at a time
• Banner Board: Bookstore loading dock
Spirit Rock and Boulder!
• 24 hour courtesy
Wagoner table tents and napkin holders!
Audience Participation!
Who do you contact FIRST before
purchasing a t-shirt for your RSO?
**bonus – where is she located?
Permits
• Dig Permit
• Physical Plant, 910-962-3100 (online form, but call)
• Public Performance Rights
• Film Licensing
• Lumina Theater, www.uncw.edu/lumina (see
Reservations and Programming)
Student Organization Sponsored Speakers
1. RSOs are welcome to sponsor speakers on campus.
2. Reserve the space as you would any other event.
3. Meet with the Assistant Director for Campus Activities prior to
your event.
• Learn about the solicitation policy.
• Understand academic mission of the university.
• Obtain placard/lanyard to wear during event.
4. Day of event:
• Student organization representatives must be present at
all times (lanyard/placard worn by primary
representative)
• Have a copy of the reservation confirmation with you.
On-Campus Accounts
Please see your GSA
Treasurer for information on
your on-campus account.
Three main sources of funding through SGA:
GSA NOT Eligible
Operational
Budget
Special Activity
Funding
(60/40)
Capital
Expenditure
Funding
Graduate Student Association (GSA) makes a
presentation every year to the SGA Appropriations
Committee regarding their operational budget, and the
GSA determines who gets what for all GSAs.
GSA will make the presentation in the Spring 2014
semester (for the following academic year).
What: Provides supportive funding to student organizations for large
capital purchases in excess of $500.
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Have a minimum life expectancy of three (3) years
Contribute directly to the fulfillment of the organization’s stated mission
RSOs can only request the same item 3 years after it’s purchase date
Who: ALL RSOs. Must demonstrate organization relevance and overall
benefit to the university as a whole.
When: End of fall AND spring semesters.
Audience Participation!
What SGA funding option is
Graduate Student Orgs.
NOT eligible for?
**bonus – why?
Leadership UNCW Workshops
• Participate in a Leadership UNCW Workshop.
• Develop leadership skills and learn more about a particular
leadership topic.
Leadership UNCW Certificate Programs
Develop leadership skills within a specific focus area. Participate
in a defined series of workshops and earn a Leadership UNCW
Certificate in:
• Personal Leadership
• Social Justice and Community Leadership
• Fraternity and Sorority Leadership
• Health Professions Leadership
• Business Administration Leadership
• Organizational Leadership!!!
Earn a Leadership UNCW Certificate
in Organizational Leadership!
• Requirements for Completion:
– Participate in 5 Required Workshops:
– Leadership Concepts (required for all Leadership UNCW certificates)
– Conflict Management
Officer Transition
Recruitment and Retention
Organizational Foundations
– Participate in 2 Elective Workshops
– Complete Written Reflections upon the completion of all Workshops
Contact CLES for more information!
http://uncw.edu/cles/leadership.html
910-962-3877
Saturday, October 5th
Fisher Student Center
Room 2029
Monday – Wednesday: 9am-8pm
Thursday & Friday: 9am-5pm
Contact Us:
910.962.3553 ~ [email protected]