Congress of Student Organizations (CSO) Large Group Meeting September 12 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

Meet the Commission O Executive Commissioner of the Congress of Student Organizations  Hilary Haugeberg   If you have questions please me O My Commission  Cassie Hillen  Andrew Montgomery  Jon Lipp  Twila Moser O Student Activities Office Staff  Steve Winfrey (Advisor)  Emily Carrow  Kim Bremmer

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   Organizations need to have two-thirds (2/3) of their active members volunteer a minimum of 2 hours rk/bison_service_challenge/

Adopt-A-Lot NDSU Student Environmental Advisory Council Responsibilities -Maintain Assigned lot -Including surrounding grass and sidewalk -Discarding trash and recyclables -Pick up plastic bags at the back of the SAO Resource Room in a labeled boxes -Report any automobile spills, damages to Facilities Management for more

Important Dates O Bison Leader Awards  April 16, 2013 O Bison Service Challenge Hours Due  April 26, 2013 at 5pm O 2013 Fall Organization Expo  September 4, 11-3pm, Memorial Union, East Patio O 2013 Fall Large Group  September 12, 7pm, Memorial Union, Ballroom O Advisor Paperwork:  Advisor will be notified by as updates are needed

Officer Eligibility O Undergraduate students must be enrolled in 9 credits and have successfully completed 9 credits the previous semester O Graduate Students must be full time according to their program O Must have a minimum 2.0 CUM GPA O Be in good conduct standing with the University O Complete CSO paperwork in order to hold leadership role O Appeals may be with the Dean of Student Life O See the Dean of Student Life website for more information ibility_for_participation_in_co_curricular_activities/ ibility_for_participation_in_co_curricular_activities/

OrgSync Training Sarah Russell

OrgSync -> Blackboard

Student Feedback = Student-Focused Decision O Tech Commission calls utilization of OrgSync into question O Student input most important factor O Senate passes Resolution on April 7 th, 2013 for transition

Summer Progress O Cohesive effort between Student Government, SAO, and ITS. O Memorandum of Understanding is student-focused, while fair to administration O Solutions found to differences between OrgSync and Blackboard

Timeline O OrgSync contract ends Dec 31 st. O Blackboard Organizations will be fully created on ____. O All documents must be transferred by ____. O New Forms feature rolls out ___.

Support and Help O Student Government’s doors are always open O Hilary Haugeberg and Sarah Russell office hours posted O Blackboard Forum ->

OrgSync O Watch for renewal notices for your organization on OrgSync O Organization Website builder O Calendar additions O Where to find forms O Where to find the files; and the information in them

Officer Transitions O Past Leader grants New Leader ‘Admin’ access under the People’s Tab in OrgSync O New Leader Needs to: out O Take Past Leaders out of the ‘Admin’ position and place them into ‘Members’ (People’s Tab) into 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*

Step #1 Step #2 Options: -Advisors -Officer (Admin) -Members

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   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:

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

O Muddi Khoporah  Executive Commissioner of Public Relations O Matt Wagenius  Assistant Executive Commissioner of Public Relations

Public Relations O Send your for Listservs:   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 a week

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

Printing cards! #1. Make sure you have submitted a budget #2. Fill out the Printing Card form on OrgSync #3. An notifying you that your card is ready pick your card up at Bison Card O May be used at Graphics, Information Desk, Go Print Stations O Allow 10 business days for completion

Meeting follow-up O Update organization profile on OrgSync O Printing Cards O Budget Info O Space Reservations O Be familiar with forms, files, and policies ALL questions and information to:

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 Fund Review O Non-Competitive and Competitive Organizations  Non-Competitive Finances  Competitive Finances O Calculations O Getting Reimbursed

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 O Athletics O Campus Attractions O Campus Recreation & Intramurals O Fine Arts O Media Advisory Board O Memorial Union O 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 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 Fund Review O To make sure the Student Activity Fee is being properly utilized within student organizations O Semester report with financial documents O For all organizations that have received funds from Student Government O Random selection of organizations each semester O Work in progress (Will elaborate later this fall)

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

Student Government Finance 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, $77/night is used  Washington, D.C.: $169  Denver, CO: $109  River Falls, WI: $77  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 O O Check your NDSU address

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 us or stop in the office!