STUDENT ORGANIZATION 101 Fall 2013 Navigating the Year.

STUDEN

T

ORGANIZATI

ON

101

Fall 2013 Nav

igat

ing th

e Ye

ar

Student Activities Resources & SupportStarting the Year Off on the Right Foot

Student Organization TimelineFinance 101

Policies

OVERVIEW

STUDEN

T

ACTIVIT

IES

RESOURCES

STUDENT ACTIVITIES RESOURCES & SUPPORT

Ad-hoc AdvisingEvent planning, new organizations, etc. Contract AdvisingRisk & Liability ManagementFinancial Policies & ProceduresHosting a Late Night

PCard usage

Travel & Rental Reservations

Advisor Matching

Student Organization Success Series

Tailored Workshops

STARTI

NG THE

YEAR O

FF O

N

THE

RIGHT

FOOT

ADMINISTRATIVE CHECKLIST1. Update your organization profile on The Bridge

All first year students loaded in All Student Government & Student Activities communications

2. Space Access If you have space in UC 3rd Fl, UC LL, MM, or East Campus Garage –

Space Access Request Forms housed in organization profile on The Bridge

Space Access Administrators (up to 2) determined by Organization and responsible for approving forms

To change who receives notifications on Space Access Request submissions go to Forms>Manage Forms>Space Access Request Form>Properties (upper right corner)

ADMINISTRATIVE CHECKLIST3. UC Mailbox

To verify listing of organizations mailboxes, please view document in the Student Activities Bridge page

To request a mailbox, please fill out a form in the form section in the Student Activities Bridge page

Combinations can be received in the Office of Student Activities

4. UC 3rd Floor Copier To verify if your organization has a code to utilize the 3rd Floor Copier,

then please email [email protected] or stop by the office.

To request a copier code, please fill out a form in the form section in the Student Activities Bridge page

Copies are $.05 and billed to the organization’s account

ADMINISTRATIVE CHECKLIST5. CMU Website / Email

Computing services is moving away from hosting websites for student organizations

Requesting @andrew for your organization Dlists

(http://www.cmu.edu/computing/email/mail-groups/dlists/index.html ) or BBs (http://www.cmu.edu/computing/email/bboards/index.html)

6. Room Reservations for meetings & events UC 306 & 318G – Student organization meeting conference rooms 25 Live (https://25live.collegenet.com/cmu/)

o Can reserve a year in advanceoUC questions are pointed by ucres@andrewoAcademic Spaces are pointed by the Hub at esrooms@

STUDEN

T

ORGANIZATI

ON

TIM

ELIN

E

STUDENT ORGANIZATION TIMELINE HANDOUT

https://thebridge.cmu.edu/organization/officeofstudentactivities/documentlibrary

FINANCE

101

1-2 authorized signers per organization All financial transactions must be signed-off by the authorized signer Should be keeping a detailed record of all expenditures and income Should be reviewing account statements monthly in The Bridge

Student Organization Authorized Signers Training Wed, Aug 28 | 5-7pm | UC- Peter Wright McKenna Thurs, Aug 29 | 5-7pm | UC- Peter Wright McKenna Thurs, Sept 5 | 6-8pm | UC- Peter Wright McKenna Fri, Sept 6 | 4-6pm | UC- Connan

Please Register by visiting Forms on the Student Activities Bridge profile

Authorized Trainings will learn the University policies and processes needed in order to process payments, reimbursements, etc. There are nuisances to some purchases that Authorized Signers will learn to navigate.

AUTHORIZED SIGNERS

STUDENT ACTIVITIES ACCOUNTS

Available to any Student Government-recognized organization

Two accounts per organizationOrg Account: general account for day-to-day

expenses, JFC allocation lives here

Gift Account: all donation monies deposited here, gift account money CANNOT be transferred to your org account

Goods= physical/tangible items(s)

Services= someone providing skills, support, or labor (i.e. Equipment rental, facility rental, DJ, recording studio, lecturer, catering)Contract required for all purchases of any kind of service

(unless campus vendor)CANNOT reimburse for services

GOODS VS SERVICES

AUTHORIZED SIGNERS & YOUR ORGWork with your Authorized Signer(s) when… Making purchasing decisions Requesting funding on/off-campus Arranging for services Renting equipment Running fundraisers Committing your organization to traveling for an event or conference

Members of the organization you are equally responsible for the fiscal well-being of the organization

PCards

Student organizations can apply for a Pcard to purchase university-related expenses specific to the needs of their student organization.

Applications are available on The Bridge in the forms section of the Student Activities profile and are due by 6 p.m. on 9/13/13.

If you have any questions regarding the student organization Pcard program, please see Rita Ciccariello in the Office of Student Activities. LINK (Please note that this link must be copy and pasted into your browser in order to work).

Organizations also have the ability to make an appointment (24 business hours in advance) to utilize a staff member’s PCard for organization purchases that can be made online or over the phone.

POLICIE

S

POLICIESGraffiti & Poster (http://www.cmu.edu/stugov/policies/index.html)Postering

Designated Bulletin Boards in Academic spaces or Public BBs Provide UC 3 fliers to hang on their designated boards Maximum of one (1) active poster per event, per bulletin board location Do not exceed 11X17 in size Name & contact information should be on flier Funded by your Activities Fee or in part Violationso1st: Warning; o2nd: $5 fine per poster

Chalking Chalking is permitted on sidewalks Chalking is not permitted in areas that are not directly exposed to

rainfall, including covered sidewalks and vertical portions of outdoor stairs

Allowed to use traditional chalk. NOT permitted to use spray chalk or semi-permanent products

POLICIESDoherty Banners (http://www.studentaffairs.cmu.edu/studentactivities/info/policies/

bannerdoherty.html)

Banners need to be approved at the Office of Student ActivitiesFMS Work Order to hang and one to take down ($350 for one)Banner can be picked up in Student Activities, UC 103

Outside Displays (http://www.cmu.edu/ehs/facilities-construction/forms.html)

Stake sign publicity, installations, art projects, etc.Application describing timeframe, project, materials, location,

etc. (need to include design and map)Signatures of key staff (EHS, FMS, Risk Management, and

Dean of Student Affairs) for approvalThink ahead!

POLICIESNoise (http://www.cmu.edu/student-affairs/theword/comm_standards/noise.html)

Activity occurring on Carnegie Mellon-owned or managed property that disrupts the normal course of business or is otherwise disruptive to the university or surrounding communities is restricted during the following hours:• Monday - Thursday: before 4:30 p.m. and after 6:30 p.m.• Friday: before 4:30 p.m. and after 10:00 p.m.• Saturday and Sunday: before 7:00 a.m. and after 10:00 p.m.

POLICIESTrademark (http://www.studentaffairs.cmu.edu/studentactivities/info/policies/

cmumarks.html) The university's trademarks include, but are not limited to: the words

"Carnegie Mellon," "Carnegie Institute of Technology," "Carnegie Tech," "(The) Tartan(s)"; the Carnegie Mellon, Carnegie Mellon University and CMU wordmarks; the official seals of Carnegie Mellon

The University's brand guidelines can be found at cmu.edu/marcom/brand-guidelines. Any merchandise that contains the official Carnegie Mellon wordmark needs to be approved by Jay Marano from the Trademark Licensing Office at x8-3904.

Organizations must use a licensed supplier

POLICIESShowing a film on campus: The need for a license(http://www.studentaffairs.cmu.edu/studentactivities/info/policies/copyrights.html)

Neither the rental nor the purchase of a video carries with it the right to show the tape outside the home.

non-classroom use at schools and universities is an example of situations where a public performance license must be obtained.

This legal requirement applies regardless of whether an admission fee is charged, whether the institution or organization is commercial or non-profit, or whether a federal or state agency is involved.

WORKIN

G

W/ S

TUGOV

WORKING WITH STUGOVYour main contacts:

Corrine Rockoff (SBVPO@), Student Body Vice President for Organizations

Jalen Poteat (SBVPF@), Student Body Vice President for Finance

What is the VPO’s role?

• Chairs CoSO (new and re-recognition)

• Chairs UCAB (university center allocations board) – supporting student organization space on campus

• Advocates for and represents student organizations on campus

What is the VPF’s role?

• Chairs JFC Committee (funding process)

• Oversees organizations on probation (for financial matters)

• Facilitates the rollover/debt forgiveness process (June)

• Works with Student Activities to facilitate the fiscal close process for JFC funded groups.

WORKING WITH STUGOV

Each year, all student government recognized organizations are required to complete the re-recognition process. The goal of the process is to ensure that organizations are still functioning effectively and fulfilling their designated mission, as well as to identify issues that organizations are having functioning in the University environment - i.e., membership concerns, concerns about finances, administrative questions, etc.

Young organizations (those which have existed for six years or less) are required to submit a detailed re-recognition application every year in the fall.

Mature organizations (those which have existed for more than six years) are required to submit a re-recognition application every year in the spring.

Mature organizations generally submit a simpler application than young organizations. Every three years, mature organizations are required to submit a detailed re-

recognition application.

Re-recognition is handled through The Bridge. Organizations will be notified of their status each year and will be directed to apply online for re-recognition at the appropriate time.

BRIDGE TRAININGS

Want to learn how to more effectively utilize The Bridge to manage your organization’s business, ensure better tracking of your finances, recruit new members and publicize your events more effectively? Sessions will be 30 minutes and will dive more deeply into The Bridge’s functionality on the specific topic. Lunch will be provided at all sessions.

All trainings will be held from 12-12:30pm in UC 318G.

Organization Management: Monday, Sept 16Organization Management: Tuesday, Sept 17Finance: Wednesday, Sept 18Finance: Thursday, Sept 18Events and Recruitment: Friday, Sept 20

To register to attend one of the Bridge Training sessions, please complete the registration form located on the Office of Student Activities page on The Bridge and access the forms section on the left side menu. You can also access by copying and pasting the following link into your web browser: https://thebridge.cmu.edu/organization/officeofstudentactivities/AvailableForms

cmu.edu/studentactivities

[email protected]

Questions, Comments, Feedback