Presentation on theme: "How to Run a Successful Student Group"— Presentation transcript:
1 How to Run a Successful Student Group University of Maryland School of MedicineFall 2014Run by the Student Council:SEDA – PresidentJOEY– Vice PresidentAndrew – TreasurerCHUMA– SecretaryDawn Roberts - AdvisorAssociate Director of Student Affairs
2 Agenda MedScope maintenance Scheduling an event Communication GMAIL accountGoogle FormGoogle CalendarMembership and AttendanceStudent Organization StorageMoneyBank AccountsFunding Request FormsStudent Accounting FormOther Policies and TidbitsStudent Activities FairBlood Drive ParticipationSummary
3 MEDSCOPE MaintenanceFaculty Advisor, Student Officers, address, (and webpage) should be updated on MedScopeAll events should go onto MedScope as soon as they are scheduled to avoid conflicts (some groups scheduled events on the same day last year)If the old officers in your group did not give you access, contact Dawn Roberts
8 The owner – medscope needs an owner to function correctly --- special The owner – medscope needs an owner to function correctly --- special? They would still haves access to medscope for the following years.
12 Scheduling an Event email@example.com Check MedScope for other events to minimize overlapMake a room reservationTo request tables/chairs: Remember: Food events cannot be held in Taylor Lecture Hall or Hosick
15 Room options Available on MedScope *** announce it and put the sign up on
16 Events, Cont. Add your event to MedScope! –DO NOT FORGET BEFORE the event: contact AUDIO-VISUAL if you’re going to use a PPT presentationAT the event: Use a laptop to record attendanceKeep your membership up-to-dateAFTER the event: update the attendance listRooms while CCing AV
17 Easy as 1 …2…3 To reserve a room 1 To reserve AV equipment 2 To reserve AV equipment 2To reserve tables and chairs 3*** WHEN YOU TO BE SURE TO CC AT THE SAME TIME ***
18 How to reserve Pods?Its first come first serve…. Simply add your event to medscopeNo need toPlease clean the pods after your meeting
21 Communication- GMAIL Groups should use a GMAIL address Please create one if you don’t have one alreadyAlso a great way to maintain photos and files on Google
22 Requirements All student groups must have a faculty advisor Submit Faculty Advisor Form by August 26th to Dawn RobertsYou can hand-deliver/ scan and toAll student groups should hold at least two meetings and have at least one fundraising activity per yearT-shirts, mugs, pensBake salesFood festivalsCharity runEND 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 informationIf you have an adivosr already.. Still need to turn in a form.
23 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 membershipKeep your membership active on medscope
24 Student organization storage Each student group gets access to a storage room and/or locker in Howard Hall Rm. 514 if neededSign-out keys to Rm 514 in OSA- cant keep themRent a lock from Paul Moore… also in OSAPlease no food. Keep organized.Key is for the door
25 Bank AccountsSara Menso (OSA) has all your accounting information and current balancesSuite 150 in the OSA officeTammy VanDamme has access as wellYour group Gmail should have received an update on your account balance… If not Sara Menso will send this out sometime soon.
28 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.We will you the Tax Exempt Form that you should save for future use.CODE:
30 Student Organization Accounting Form Contd. President/Treasurer should complete an accounting form for:1) In order to use money from your account2) Unforeseen out of pocket expenses (up to the group’s balance amount). No payments above the group’s balance amount will be reimbursed.3) To make deposits into your account (fundraisers/donations)ADVICE/TIPS:Complete this on time/ahead of time for every eventSAVE YOUR RECEIPT Sara MensoClubs are encouraged to fundraise to avoid out of pocket expenses by group members
38 What about Alcohol?After you fill out the form… turn it in to Greg BRBKeep a copy of your approved permit and POST it somewhere on a wall during your eventOr else the police won’t be too happy
39 New student groups Must provide Dawn Roberts with: Description of the mission of the groupName of the proposed faculty advisorA petition signed by 20% of the entire student body ( signatures)OSA and OME Deans must give final approval on the new group’s formationNew groups will remain on probation for one year. If rules are broken, the group will be disbanded and receive no further funding or recognition.Filling out funding request form:Estimate number of membersHave one meeting without food to estimate membershipMost likely all new groups will receive a flat amount
41 Student Activities Fair When: Tuesday, September 16th, 12:00pm – 3pmDeadline to reserve a table: September 12thWhere: MSTF Atrium½ table per student groupUse a laptop to collect student names (and s)Have a poster and/or pamphlets to inform students about your groupPizza will be providedDon’t leave without helping to clean-up!
42 BLOOD DRIVE September 24th, most likely 12pm to 6pm “You give, 3 live.”Once the time is set, you can register on the blood drive googledocNeed 3 people to volunteer per hour
43 Important Dates Summary August 26thFunding Request Form – student councilFaculty Advisor Form – Dawn RobertSeptember 12thDeadline for requesting table at Student Activities FairSeptember 16thStudent Activities Fair 12-3pmSeptember 24thBlood DriveApril TBDOfficers transition deadline
44 Contacts Dawn Roberts, Associate Director Student Affairs Student Council