1. Spring 2017 NEW Student Organization Orientation
Presented by: Kristi Finger Center for Student Involvement & Leadership

2. Overview Expectations of Presidents/Primary Reps/Treasurers
Offices that work with Student Organizations
Leadership & Development Opportunities
Event Planning
Important Dates & Deadlines
OrgSync

3. Expectations of Presidents/Primary Reps/Treasurers
Check & read your !
You are the primary contact for your organization with whom the University will communicate
Make sure your address is CORRECT in OrgSync
Renew your Org. on OrgSync each semester
Plan ahead!
Ask questions!
Share information with your members
Delegate & empower your members
Follow all University policies and procedures

4. Policies & Regs Affecting Students

5. Offices that Work with ALL Student Organizations

6. Center for Student Involvement & Leadership (CSIL)
Website: or like us on Facebook!
or visit 145 IMU
Phone:
Services:
Registration & administration of all student organizations
Student Organization Review Committee
Policy Review and Development
Mass request (for all orgs except for Sports Clubs)
FAIR DAY (August & January) – Student Org Fair, V-Fair, Student Job Fair, and Off-Campus Housing Fair
CSIL Grant Funding
Hawkeye Leadership & Service Awards

7. Recreational Services
Website: recserv.uiowa.edu
Phone: or visit E216Q FH
Services:
Facility reservations/rental for events or practices
Mass mail approval for Sports Clubs

8. IMU Event Services Website: http://imu.uiowa.edu/imu-event-services/
Phone: or visit 159 IMU
Services/Reservations for:
Free IMU meeting rooms online; set up your online room reservation access
Reservation booking for fall dates begins on April 15 and November 15 for spring dates
Fee-based spaces (Main Lounge, 2nd Floor Ballroom, etc.)
Outdoor space (Hubbard Park)
Banner space on Hubbard Park fence
Information Tables in Hubbard Commons & Ground Floor
*Additional fees for providing equipment or services

9. Contacts for other campus spaces:
Contact Pam Krogmeier in the VPSL office to reserve the Pentacrest or Kautz Plaza
Contact Amy White in the CSIL to reserve the “Be You” display case near IMU’s River Room entrance

10. University Catering Website: http://imu.uiowa.edu/catering/
Phone: or visit 152 IMU
Services:
Food for any event in the IMU
Food waiver for any exceptions to bringing any outside food into the IMU

11. General Assignment Classrooms

12. Information Technology Services (ITS)
Website:
Services:
Mass Mail
List Serv
address
Website (sitenow.uiowa.edu)

13. Office of Risk Management, Insurance, & Loss Prevention
Website:
Services:
Membership waivers (if applicable)
Event waivers (if applicable)
Special Event Insurance (if applicable)
Driver License checks
CSIL or Rec. Services will put you in touch with RMILP if it is appropriate for your event or program!

14. UI Licensing
Services:
Approve designs with UI insignia/indicia
Approval MUST be received before printing or manufacturing items
Forms in the SOBO or online

15. Office of Sustainability
Website:
Contact:
Services:
Green Event Planning Guide

16. Organization & Leadership Development
Opportunities for Everyone!

17. Student Organization Development Series Spring 2017
Event Planning 101
Monday, 1:30 PM, #345 IMU
Requesting Funding for FY’18
Thursday, 5:00 PM, #166 IMU
Don’t Lose Momentum! Effective Officer Transition
Monday, 12:30 PM, #345 IMU
New Leaders! Transition & Preparing for Fall
Monday, 4:30 PM, #166 IMU

18. Leadership & Development Opportunities
LeaderShape (Jan. 2018)
Alternative Spring Break Service Trips
Past destinations include: Detroit, Memphis, St. Louis, Indianapolis, Pittsburgh, Denver, Dallas, & Atlanta
Learn more at csil.uiowa.edu/leadership

19. Student Organization Business Office (SOBO)
159 IMU
Aiding student groups with all things financial. Payments, purchases, travel plans, contracts, Signmeup.com and more.

20. Other Financial Services
IMU Business Office (132 IMU)
Student Org. deposits, cashboxes, receipt books
Ticket sales (pre-sales, at the door, etc) – are the responsibility of the student organization; must comply with UI Cash Handling Policy.

21. Event Planning
Things to keep in mind!

22. Event Planning
ANY RACE (running, biking, walking, etc.) existing OR new – set up a consulting appointment with Kristi
New student organization EVENT that is open to the public (not a meeting!) – set up a consulting appointment with Kristi

23. Blood Drives
Student organizations are to contact the UI DeGowin Blood Center first, when setting up a blood drive.
Paula Dayton, Donor Recruitment Coordinator
Heather Roman, Blood Drive Coordinator,

24. Collecting Money Online
Collecting money for your organization online MUST go through SignMeUp.com (contracted UI vendor)
This includes event registrations, donations, product sales (i.e. t-shirts, etc.)

25. Event Information Form (EIF)
No EIF needed for room reservations made online, general meetings, etc.
EIF Required for:
Large events (catering, admission charged, movies, etc.)
Hubbard Park
Special event requirements
Signatures/Approval required for certain activities
EIF initiated in Room 159 IMU
Attend the upcoming Event Planning 101 workshop!!

26. Event Planning – Contracts
Students are NOT allowed to sign a contract on behalf of a student organization
Bring any contract with a 3rd party to the SOBO or initiate a contract through the SOBO or Recreational Services
Allow two weeks for contract processing

27. Event Planning - Communication
Mass (
2/semester/organization
Allow AT LEAST ONE WEEK for processing
Submit online and bring printed copy and approval form for signatures to 145 IMU
After Class (

28. Event Planning - Communication
Chalking
Only on approved sidewalks!
Registered student organizations may chalk ONLY to publicize an upcoming event that is open to all students
The chalking must include and must be limited to the event title, event location and time, and the name of the sponsoring registered student organization.
Please review the entire Chalking Policy in the Policies & Regulations Affecting Students

29. Odds & Ends Student org printing University vehicles
Residence Hall posting policy
Youth programs & University policy

30. Important Dates & Deadlines
Funding Opportunities
CSIL Grant Funding Request deadlines
Spring 2017: April 11, June 13
Annual Budget Request for FY’18 (via OrgSync)
Friday, April 28 at 5:00 PM

31. Important Dates & Deadlines
Keep your org in good standing!!
Aug. 1-Sept. 15 – Annual Fall Renewal period
renew your organization on OrgSync
Jan. 1-Feb. 15 – Annual Spring Renewal period

32. OrgSync Manage your organization Invite your membership to join
Approve requests to join
Update administrator access
Group assignments
Communicate with your organization