Transcript Congress of Student Organizations (CSO)

Congress of Student
Organizations (CSO)
Large Group Meeting
January 30
7:00 PM
What is CSO?
O Congress of Student Organizations
 Leadership umbrella that serves Student
Organizations
 Resource for organizations on camps
O CSO Commissioner and Members
 Student organization resource and advocate
 Voting members
O Student Activities Office Staff
CSO Requirements
O Enrollment on OrgSync
 Portal needs to be completely filled out
 Officer information updated as needed
O One Large Group per Semester (Fall & Spring)
O Service Hours (2/3 members must complete 2 hours)
 Bison Service Challenge
O Constitution (Renewed every 3 years)
O Check organization mailbox weekly
O Resource room needs to maintain cleanliness
Volunteer Network
O Bison Service Challenge
 [email protected]
 Organizations need to have two-thirds (2/3) of their
active members volunteer a minimum of 2 hours
Officer Eligibility
O Undergraduate students must be enrolled in 9 credits and
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have successfully completed 9 credits the previous
semester
Graduate Students must be full time according to their
program
Must have a minimum 2.0 CUM GPA
Be in good conduct standing with the University
Complete CSO paperwork in order to hold leadership role
Appeals may be with the Dean of Student Life
See the Dean of Student Life website for more information
http://www.ndsu.edu/student_life/policies_and_forms/elig
ibility_for_participation_in_co_curricular_activities/
Officer Transitions
O Past Leader grants New Leader ‘Admin’ access under
the People’s Tab in OrgSync
O New Leader Needs to:
O Take Past Leaders out of the ‘Admin’ position and place
them into ‘Members’ (People’s Tab)
O Place New Leaders into ‘Admin’ (People’s Tab)
O Edit all Titles under People’s Tab to current position
O Edit Settings Tab to update all current Leaders contact
info and Club Information
*VERY IMPORTANT*
Options:
-Advisors
-Officer (Admin)
-Members
Student Activities
Office
Kim Bruemmer
Assistant Director of Campus
Activities
1. Calling Advisors
2. Checking Forms
Travel Policy
O Each time your organization travels…
O 1) Trip Leader must fill out the Student Travel Notification
 On OrgSync (it is under the tab “forms”)
 Once it is submitted, the Student Activities Office
receives it
O 2) Each student traveling must fill out: “Student Field Trip
Informed Consent, Assumption of Risk and Release Form”
 Found at NDSU General Counsel website
 http://www.ndsu.edu/general_counsel/forms/
 Each form must be turned into the Student Activities
Office
Facilities Use Agreement/Event
Risk Assessment Form
O Reserving Space in Union or Festival Concert Hall –
Union or Festival staff will help your organization
through the process
O Reserving any other spaces (including outdoors) –
organizations need to fill out a Simplified Facilities Use
Agreement (links can be found on Org Sync)
O When planning an event off campus, please complete
the Event Risk Management and Assessment (ERMA)
Form (found on the Memorial Union website)
O These forms require Advisor signatures. Please contact
the Student Activities Staff for more information or
assistance.
Create your own University
Involvement Portfolio (UIP)
O Gives you an edge for internships and jobs
O Pair it with your resume
O Your UIP is a demonstration of the qualities
gained while involved in your organization(s)
O Go to “My Tools” in your Org Sync Portal and
click on the “ePortfolio” tab
O From there, you can personalize your ePortfolio
O Example: https://my.orgsync.com/ndsuthundar
Catering and Memorial
Union Room
Reservations
Catering Grant
O Catering Grant
 $12,000 per year
O $150 per organization until
funds are out
 Apply Early! – Consider your
needs vs. other’s needs.
 Need at least 3 days to
process with Union Dining
Services.
 Your MU reservation must be
complete before applying for
the grant.
Memorial Union Reservations
O Temporary Organizations:
 1 Hour Meeting Reservation
 3 Flyers
O Full Status Organizations (Status 3+):
 6 Hours of Meeting Reservation
 1 Major Event per Semester
 3 Flyers
O Eligible for catering grant.
O Probationary Status (Status 1-2):
 Restricted from any facility on campus
 Set up a one-on-one with the CSO Commission
 Any planned on or off campus events will be canceled
Public Relations
Public Relations
O Muddi Khoporah
 Executive Commissioner of Public Relations
O Matt Wagenius
 Assistant Executive Commissioner of Public
Relations
Public Relations
O Send your email for Listservs:
 [email protected].
 Messages in by 5pm the day you would like them sent
O Guidelines
 CSO Status of:
O 5- Send up to 5 Listservs per semester
O 4- Up to 4
O 3- Up to 3
O 2, 1, or Probationary – None
 One Email a week
You-are-Here Kiosks
You-are-Here Kiosks
O Poster guidelines:
O 11x17 or 8.5x11
O No need to laminate
O Place on our desk in the SG Office
O No advertisements for alcohol
MAT Bus Advertisements
O We are able to utilize the overhead
advertising space on MAT Busses once
again this year.
On-Campus Advertising
O Memorial Union
O Reservations
O Booths & Cages
O Window Clings
O Outdoor banners
O Poster Frames
O Graphic Services
O Large format printing
O T.V. Advertisements
Student Government
Finance
Walter Lanza
Preston Gilderhus
Introduction
O Finance Commission
O Funding of the Three Tiers
 Tier I
 Tier II
 Tier III
O Student Activity Fee Funds
O Student Org Audit
O Non-Competitive and Competitive Organizations
O Printing Cards
O Calculations
O Getting Reimbursed
O Budget Hearings
Finance Commission
O Financial arm of Student Government
O Make recommendations to the Senate on
how to distribute the Student Activity Fee
(SAF)
O Ensure fairness and consistency
O Commission is bound by Finance Guidelines
 Available online on OrgSync
O Senate is not bound by Finance Guidelines
Student Government
Finance
Funding of the Three Tiers
Tier I Organizations
 Important services to the entire student body
 Continued and prominent existence for an
extended period of time
 SAF dollars allocated based on percentages
outlined in the Student Government Code
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Athletics
Campus Attractions
Campus Recreation & Intramurals
Performing Arts
Media Advisory Board
Memorial Union
Student Government
Tier II and III Organizations
O Tier II
Must be recognized by CSO
Must allow any student to be involved
Must be in good CSO standing to receive a budget
SAF dollars allocated based on recommendations
from the Finance Commission
 Budgets can be found on OrgSync
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O Tier III
 Must be recognized by CSO
 Have restrictions on who may be involved
 E.g. Greek Life, honor societies
 Only eligible for SP’s & RR’s
Student Activity Fee Funds
O Annual Budgeting Process
O Contingency Fund
O Allocated to ensure funding for Tier II’s unforeseen expenses
O Extension of budgeting
O Special Project Fund
O Allocated to ensure funding for projects and events that benefit
the entire student body
O First come, first serve and based on merit
O TORFF Fund
O Allocated to ensure funding for temporary orgs
O Standard operating expense budget only
O Reserve Fund
O Generally not used by student organizations
O Large projects that benefit the entire student body
O Rollover from previous years
Student Org Audit
O To make sure the Student Activity Fee is being
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properly utilized within student organizations
For Tier II organizations that have received
funding from Student Government
Random selection of organizations each year
Process is almost finalized (Voting tonight)
If your organization is selected, expect an
email soon.
Student Government
Finance
Non-Competitive and Competitive Tier II
Organizations
Non-Competitive Org Budget
O Standard operating expenses
O One non-competitive conference for six
people
 Travel
 Lodging
 Registration
O Additional requests
Competitive Budget
O Standard operating expenses
O Funding for the five least expensive away
games and five home games
 Travel for away games
 Lodging for away games
 Registration for both home and away
O Funding for a team and a half
O One level of dues
O Practices
Printing cards!
#1. Make sure you have submitted a budget
#2. Fill out the Printing Card form
on OrgSync under “Forms”
#3. You will receive an email notifying you that your card
is ready to be picked up from Student Government
office.
#4 Funds will expire on June 30th, 2014
O Use at Go Print Stations
Allow 3 business days for completion
Student Government
Finance
Calculations
Calculations
O Travel
 Mileage determined using MapQuest
 Rates determined by Enterprise rates
 Vehicle Assignment
O Sedan – 4 passengers
O Minivan – 6 passengers
O Passenger Van – 12 passengers
O Truck – 4 passengers
Calculations
O Lodging
 Lodging rate calculated from US General
Services Administration (GSA)
 If the location is not listed, $83/night is used
 Washington, D.C.: $169
 Denver, CO: $109
 River Falls, WI: $83
 Rooms are allocated 4 people to a room with
no regard to gender
 GSA rates varies from month to month
Calculations
O Registration Fees
 Deductions will be taken out for food
O Dues
 Must be league approved
 One level, normally the lowest cost
O Practices
 Group must justify the practice
 No travel or lodging
Items not funded
O Expenses for non-students (coaches)
O Food or drink
O Equipment that will not remain with
group
O Insurance for any purpose
O Others can be found in Finance
Guidelines
Reimbursement Request
O Be sure to attach all receipts!
O Be sure to sign the reimbursement form
O Our official means of communication is
E-MAIL
O [email protected]
O Check your NDSU email address
Budget Hearing
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Budgeting for next school year (7/1/14-6/30/15)
Tier II organizations with status of 3, 4 or 5
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Percentage deductions
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Budgets due Sunday, Feb. 2nd @ 6:00pm
Email to [email protected]
The NDSU email addresses of your OrgSync officers
are official means of communication
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Help with budgets – Student Gov. Office (MU)
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Walter– MW: 1-2pm
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Preston– T/TH: 2-3pm
How to Get a Budget
O Standard Operating only
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Subject Line: “(Org Name)
STANDARD OPERATING”
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Email to [email protected]
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$175 budget
How to Get a Budget
Competitive or Non-Competitive
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Competitive – funding for competition
Non-competitive – funding for conference
Both – funding for Standard Operating
plus additional requests
Visit www.ndsu.edu/sg for budget templates
Email to [email protected]
Budget Hearings
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Who: Finance Commission and Senators
Where: Meinecke Board Room
When: Feb. 4, 5, 10, 13, 18, 25 from 5-10pm
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What to Expect
What to Wear
What to Bring
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Detailed information on events (meals included, start
times, etc.)
More than five home, five away events
Tri/Dual College
Uniforms or special equipment
Other Reminders
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Dining Services Grant – Through Dining
Services (MU Food Court) $150
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Submit reimbursements as soon as you
have valid receipts with $0 balance
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Original budgets from FY14 are online at
www.ndsu.edu/sg
Finance Conclusion
O This is not a complete listing of all Finance
Guidelines
O The Guidelines provide consistency and
fairness to all organizations
O Please feel free to e-mail us or stop in the
office!