In your packet Org ID Free workshop ideas for your organization meetings and professional development Data Collection Sheet PowerPoint slides for you to take notes.
Download ReportTranscript In your packet Org ID Free workshop ideas for your organization meetings and professional development Data Collection Sheet PowerPoint slides for you to take notes.
In your packet Org ID Free workshop ideas for your organization meetings and professional development Data Collection Sheet PowerPoint slides for you to take notes – online for sustainability purposes also at uncw.edu/studentorgs Forms and Resources Section 2 Objectives of Training Update you on policies & procedures Understand the SeaOrg Program Notify you of free resources available Learn how to re-register your organization for 2015-2016 academic year and update officer information RSO Re-Registration Log onto SeaOrg Update your organization’s information via SeaOrg at http://appserv02.uncw.edu/studentorgs/studentadmin/login.aspx Be sure to include: • Include at least 5 registered students as some type of officer with e-mail and cell phone information • Assign 1-2 Reservation Delegates (these will be the only members of your organization who can make room reservations) Deadline: Thursday, April 30th Before Noon “Reading Day” 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: Thursday, April 30th Before Noon “Reading Day” Benefits of being a Registered Student Organization Registered student organizations have privileges reserved for active student organizations, including, but not limited to: Reserving space on campus (questions for space and programs) Requesting funds from SGA Accessing funds from an on-campus account Holding fundraisers on campus Using the universities name or logo Accessing technology resources (i.e. website, email, timmy folder, etc.) Steps to completing Re-Registration Update information on SeaOrg (Must have a meeting type and 5 officers listed in your Member . Information section along with their e-mail & phone) Update the Non-Profit Clause (Per University requirements) Complete and turn in your Data Sheet (to an Involvement Specialist in CAIC or at the end of this session) 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 reregistration process. Deadline: Thursday, April 30th Before Noon “Reading Day” What is SeaOrg?? Social Network for your Organization for UNCW Students Allows students who are not members to learn about and contact you Allows CAIC to contact the correct student leaders Allows officers to see updated information about the FREE resources you have yet to use Tracks Budget Points for Operational Budget purposes ….. and so much more! How to register 1. Go to uncw.edu/studentorgs 2. Put in your username and password and Org ID (located on your folder) 3. Scroll to the “Member Information” section 4. Edit or Delete as necessary How to update officer information 1 Seahawk, Sammy sts1963 2 sts1963 Sammy Seahawk 910-962-3000 4 3 Officer Information • You must have five members listed under the officer tab – • If you only have four officers (President, Vice President, Secretary, Treasurer) add any other person as an “other officer” • If you have more than five officers, you can add more than five How to update meeting information 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 (new version this year) Constitution Review: Adherence Clause This organization will adhere to all University rules, regulations, and policies, as well as to all local, state, and federal laws 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 • Constitution Review: Non-Profit Non-Profit Clause (Must be VERBATIM in all constitutions and by-laws.) is organized exclusively for charitable, religious, educational, pleasure, recreation, or scientific purposes, including, for such purposes, similar to organizations that qualify as exempt organizations under either section 501 (c) (3) or 501 (c) (7) of the Internal Revenue Code of 1954. No part of the net earnings of the organization shall inure to the benefit of its members, directors, officers, or other persons except that the organization shall be authorized to and empowered to make payments and distributions in furtherance of the exempt purposes of the organization. The university has no responsibilities for the financial or fund raising activities of the organization; the organization further agrees and accepts sole responsibility for any tax treatment, consequences, record-keeping or filings required for its activities pursuant to state or federal laws. In the event of dissolution, remaining funds will be handled pursuant to established university policy. Constitution review New officers need to read their constitution… Why? make your life easier! ensure you and your officers know your job know the rules of your organization in case there are problems Understand active member expectations and benefits how to problem-solve when those uncomfortable situations occur estimated time < 20 minutes estimated time savings = hours Samantha Sepulski, Graduate Assistant for the Association for Campus Entertainment (ACE) can help! Tuesday and Thursdays from 10a-5p with appt. only Call the Involvement Center at 910-962-3553 to make your appt. Amend/Ratify your constitution Finding your current constitution Go to the Directory of Registered Student Organizations Click on your organization name Double click on “Click to View” next to “Constitution” Amendment or Ratification Article is typically toward the end Read that Article to find out your organization’s process Uploading a new constitution Log into SeaOrg Scroll down to the heading “Organization Constitution Click “Delete Constitution” Click “Upload” Then upload your new constitution Resources in the involvement center Have you used yours? Campus Resources Inside Your Folders: Campus Resources: Career Center Career Presentations for Student Organizations Using LinkedIn and social media in the job search Resume assistance Career Assessments Career Exploration Campus to Career Campus to Grad School Your idea here… Submit program request here Campus Resources: Office of the Dean of Students 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. Are you having problem with one particular member or “clicks” – this is the resource for you… Please contact Dr. Chip Phillips at [email protected] or 910-962-3119 for more information. Campus Resources: Healthy Living UNCW Health Promotions • Condom Bingo • Sex on the Big Screen • Nutrition Jeopardy • Eat This, Not That • Healthy is the New Skinny • Pit Crew Nutrition • Stressbusters UNCW Counseling Center • Adjustments to College • Anxiety • Conflict Management • Depression • Diversity • Organizational Skills • Time Management/Procrastination • Stress & Anxiety • Communication Skills Requests a program for your organization’s meeting here. • Requests a program for your organization’s meeting here. Campus Resources: Healthy Living UNCW CARE • Become a My Stand Mentor : you will receive training to handle crises, intervening in potentially difficult situations and assisting in CARE presentations. UNCW CARE Workshops • Mixed Messages: Alcohol, Sex & Consent • Real Relationships • How to Help a Friend • Stalking and Internet Safety • Bystander Intervention • Your Idea Here • …and much more • Requests a program for your organization’s meeting here. Campus Resources: Office of Student Leadership and Engagement Campus Resources Engagement Hours Reporting System! Helps you track community service hours for resume and interview purposes Engagement Hours Reporting System is found here: *Log in required Have you completed Community Service or Philanthropy at any point through the entire 2014-2015 academic year? Community Service = hands-on community engagement done outside of class/coursework Philanthropy = raising and donating money or collecting and donating items Want to learn more about leadership? YOU CAN! 1. Participate in one of our major leadership experiences 2. Complete the Leadership Development program 3. Invite us to facilitate a session for you 4. Attend a workshop What is CAIC all about?? What is CAIC 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. https://twitter.com/uncwCAIC/ www.facebook.com/uncw.caic Meet the CAIC Staff in the involvement center! Jon Kapell & Nicole Fedders Director & Assistant Director For CAIC Dani Roberts & Kanalyn Jackson Graduate Assistants Meet the involvement specialists! May Rogers Manager Kristin Morris Erin Danneker Sarah Mayer Shelby Johnson Kat Washington How do you get in touch with an Involvement Specialist?? M-W 9am-8pm, Thurs & Fri 9am-5pm 910-962-3553 [email protected] What are Involvement Specialists? …and what do they do?? Inform students about the process for starting new student organizations Help navigate SeaOrg Assist with general Involvement Center needs (i.e. copying, printing, use of scanner, student organization forms, etc) Advise on marketing materials Support SGA Services (Legal Services) Setting up appointments with Nicole Answering student organization questions – just e-mail [email protected] • Peer educators trained to assist students develop leadership skills and learn to effectively run their student organizations. Meet the Office Assistants! Stephanie Dibenedetto Ashleigh Carroll Daysja Phillips Calendar Assistant Dwayne Morgan Sarah Carroll Posting Assistant Meet the Office of Student Leadership and Engagement Sonja Ardoin Director Jaime Russell Assistant Director GA for Fraternity and Sorority life Michelle Kaplan Coor. of Fraternities and Sorority Life Sarah Teitelbaum GA Office Manager Timothy Johnson GA Meet the Campus Life Staff Larry Wray Sandra Jackson Executive Director of Campus Life Interim Assistant Director of Campus Life Arts and Programs Stefanie Mancuso Interim Associate Director of Campus Life Arts and Programs Meet the Campus Life Staff Continued… Cynthia Hartman, Associate Director for Facilities and Business Operations Cathy Murphy Business Operations Coordinator Questions about on campus accounts Alan Hinton Assistant Director of Facilities Meet the Campus Life Staff Continued… Amélie Brogden Director of Conferences, Events, and Reservations [email protected] Event Planning Amanda Turner Reservations Assistant Justin Edwards Reservations Coordinator Resources in the Involvement Center available for student organizations Helium Balloons: 50 total (you provide the balloons and ribbon) In Color Poster Maker 5 posters (24x36’) *5 laminations Buttons: 50 total (provided in increments of 10 buttons per bag) Button Maker Template Here: Section 3 Resources in the Involvement Center available for student organizations Projectors, Laptops, Computer Speakers, Mac Cord 60 Black and White or 35 Colored Flyers – PER EVENT Speakers for events Tents and much more... Photoshop, Illustrator and Contribute programs on office computers for your use You’ve Got Mail! Mailbox Uses Campus Activities Office c/o Organization Name Here CB: 5922 601 South College Road Wilmington, NC 28403-5922 • Off Campus Bank statements should be mailed to this address for easy transition (even with online access) • Tax Exempt information from the IRS should be mailed here. • Advertising or Inviting other organization leaders to your events, fundraisers, programs …. • Departments use this to inform organizations about their events and resources. • You get to stop in and see us! • Check your mailbox directly after this Registration Session Student Organization Forms and Resource Page • Section 1: Policies, Classifications, Rules • Section 2: Registration Info. Section 3: Resources • Section 4: Financial Management • Section 5: Event Planning • Section 6: Advisors Info. • Section 7: Fraternity & Sorority Life • Section 8: Sport Club Council • Section 9: Various Forms Printing a T-Shirt? • First, Send Cathy Murphy <murphyc> the graphic of the t-shirt • Second, Cathy will forward the design to Jon Kapell for final approval • Learn more about the logos you can use here • For the list of t-shirt companies click here Advertising on Campus • CAIC Calendar: • Calendar that is up in the restrooms and posted around campus twice a month click here • Feeds into Hawk E-News that gets sent to every student’s e-mail every week from the Career Center • Chalking is a great way to advertise, • Free with your student ID • Must keep the ID with our office while you are chalking • The buckets have where you can and cannot chalk – • under overhangs, on bricks, in the ampitheatre Advertising on Campus Continued… • 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 Danielle Ferrell ([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 Permits • Dig Permit • Physical Plant, 910-962-3100 (permit here) • Public Performance Rights • • • Film Licensing Lumina Theater, www.uncw.edu/lumina (see Reservations and Programming) Sandra Jackson is the film guru! Tax ID- Non-Profit Status Go to: • http://www.uncw.edu/studentorgs/taxinformati on.html • Drop off a copy of your letter to the CAIC office (Takes about 6 weeks) Freedom of Expression Speakers/Events sponsored by RSOs 1. 2. 3. RSOs are welcome to sponsor speakers on campus. Reserve the ampitheatre space as you would any other event. Meet with the Assistant Director for Campus Activities within a week of receiving funding. • 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. Campus Activities and Involvement Center Fisher Student Center Room 2029 Hours of operation: Monday-Wednesday: 9 am – 8 pm Thursday-Friday: 9 am – 5 pm Contact us: 910•962•3553 ~ [email protected] SGA Funding Opportunities • SGA gives the Counsel of Graduate Student Organizations over $32,000 to fund programs or travel to conferences to govern on your own. • All other organizations go through their council or the SGA funding process For a complete list of SGA Financial Statutes click here Campus Life Reservations Submission of Space Reservation Requests : • All UNCW registered student organization space requests should be submitted by the reservation delegate through the Campus Reservation System (CRS). • Each registered student organization is allowed two reservation delegates, who will be responsible for all reservation requests and event communications. In order to request space, your delegate status must be reflected on SeaOrg. Reservation Delegate Selection • Things to Think About… ▫ Who reserves space for meetings times? ▫ Which members are in charge of event planning? ▫ Which members are in charge of fundraising events on campus? ▫ Whoever puts the reservation into the system is the person who is expected to be able to answer questions about the event. FYI: These members will need to attend a training in the fall! Campus Life Reservations Submission of Space Reservation Requests : SeaOrg and CRS do not talk to each other! If you make changes to your Reservation Delegates, you will not have immediate access to reserve space: After your update SeaOrg: • E-mail [email protected] to request a CRS user account and include • name of the student organization • delegate name(s) • phone number(s) • E-mail (s) If all delegates are new or changed, please request that the existing reservations for your student organization be adjusted to reflect a new delegate as the event contact. Dates to Submit • Customers may submit space requests based on the grid below. Tier Group Description I Governing Student Body Organizations (SGA, ACE, CCB, GSA, IFC, NPHC, NPC, RHA, Sport Club Council, Student Media Board) Registered Student Organizations and University Departments II III University-Sponsored Guests Fall 2015 Events: Aug 19 - Dec 22 Spring 2016 Events: Jan 1 – May 9 Request Window: Mon, Mar 2 – Fri, Mar 6 Request Window: Mon, Aug 3 – Fri, Aug 7 Requests Accepted Online: Fri, Mar 13 Requests Accepted Online: Tues, Aug 11 Requests Accepted Online: Wed, Mar 18 Requests Accepted Online: Tues, Aug 18 • For major event requests beyond these dates, the Advance Reservation Request is available. Responsible Use of Facilities Expectations: • Leave meeting space in the same condition found, including moving furniture back into its original place • 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 • Remove any additional trash from the facility (especially large items . . such as pizza boxes) • 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 should an event, meeting, etc. be canceled at least 2 business days before the event date. • Technology use in rooms comes with a fee (Student Organization can reserve laptops and projectors from CAIC) Responsible Use of Facilities Student organizations that fail to uphold the University’s facility policies may be subject to penalty which include, but not limited to: • Loss of reservation privileges • Charges for damages • Charges for clean-up CL Policies & Procedures at a Glance Recurring Reservations: Campus Life space is available for the entire University community to share. To provide availability for other campus constituents and programs, please note: • Reservation requests should be limited to three days per week and may not exceed four hours per booking. • No more than a total of 12 hours may be reserved per week by any one organization or program. Solicitation Tables: Campus Life solicitation tables are located in the Fisher Student Center lobby, Fisher University Union lobby, the Courtyard and at the Randall Library entrance. • Only one solicitation table per program/group may be reserved per day. • Tables should be reserved no more than three consecutive dates in a week. • Solicitation tables must be staffed at all times. Literature left on the table without staffing present will be removed. Philanthropy Events on Campus • How many of you know your organization will be planning a philanthropy event next semester? • How many of you have been charged to have fundraiser on campus in the last year? • How many of you would like to avoid this fee? Resources • • • • Facility Fee Waiver Request form Fundraisers University Facility Use Policy Student Code of Conduct ▫ Dance Policy (Item VII-3) • Pricing structures (Group 1 v. Group 2) • Road Races Accounts and Billing • To confirm a reservation, a signed facility use agreement must be returned to our office and should always include your organization’s account code or fund number. • Those organizations without an on-campus account will need to fill out and submit this form to the Controller’s Office in order to receive an 850 number used for billing external accounts. If you have questions, contact the Campus Life Reservation & Event Services Office by visiting us in the Fisher University Union, Suite 2041; by phone at 910-962-4150; or by email at [email protected]. Academic and Other Facilities • Madeline Suite and Wise House Request online: http://events.uncw.edu/virtualemscampus/ • Delores Hansley ([email protected]) • Classrooms Request online: http://events.uncw.edu/virtualemscampus/ • 1. 2. 3. 4. Tina Strickland ([email protected]) 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 Hover over Browse & Search for available spaces. Campus Life Reservations: Things to Remember Reservation delegates should request space from http://events.uncw.edu/virtualemscampus/ and allow 2 business days for requests to be processed. 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. 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 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/ Questions, Comments, Concerns Don’t forget to check your mailbox after this Registration Session !!!