1. College of Dentistry Student Organizations Fall Kick-off Meeting
Presented by:
Kristi Finger
Center for Student Involvement & Leadership
Stuart Stutzman
Student Organization Business Office

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

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
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:
Recognition & administration of all student organizations
Student Organization Review Committee
Policy Review and Development
Mass request
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)
*Additional fees for providing equipment or services

9. 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

10. Information Technology Services (ITS)
Website:
Services:
Mass Mail
List Serv
address
Website

11. 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 will put you in touch with RMILP if it is appropriate for your event or program!

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

13. Changes!!! “The Hub” has been closed Re-assignment of Services:
Student Org. deposits, cashboxes, receipt books are now handled by the IMU Business Office (132 IMU)
Ticket sales (pre-sales, at the door, etc) – now the responsibility of the student organization.
SignMeUp.com (IMU Welcome Center)

14. Student Organization Business Office (SOBO)
Website:
or visit 159 IMU
Services: Details coming later in the presentation

15. Event Planning
Basics & Reminders

16. Event Planning
ANY RACE (running, biking, walking, etc.) existing OR new – set up a consulting appointment with Kristi
Online registration MUST go through SignMeUp.com (contracted UI vendor)

17. 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.)

18. 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 Allow two weeks for contract processing

19. Important Dates & Deadlines
September 11 – FY16 Fall Supplemental Funding Deadline (Treasury Tool on OrgSync)
September 15 – deadline to RENEW your organization on OrgSync
September 15 – CSIL Grant Funding Request deadline
Next deadline will be October 13
Funding Criteria:
Student organizations must be currently recognized by UISG or GPSG at the time of the applications and at the time of the event or program. Additionally, other organizations, which include but are not limited to, university-wide collaborations and organizations are eligible to apply (e.g., Celebrating Cultural Diversity Festival, CAB Events, Night Games, Family Weekend, Welcome Week, On Iowa!)
Events must always be alcohol free
Events can be held on or off campus
Events cannot be conferences
Events cannot be individual organization meetings
CSIL Grant Funding does not pay honoraria 
Funding support will not be approved for the purchase of equipment
Only one Coca-Cola product request will be considered per event or program
Coca-Cola product requests may not exceed 10 cases
Coca-Cola product must not be used for resale (exceptions may be granted on a case-by-case basis)
Students are encouraged to solicit other support and collaborative relationships, CSIL grant funding should not be the only source of funds for events.
Funding support and requests must be consistent with UI policy
Events require post-event evaluations and summaries, some may require the submission of surveys to be completed during the event. If this is the case, 20% of those attending your event must complete the event survey. Completed evaluations and surveys must be submitted to the Center for Student Involvement & Leadership two weeks following your event.
Applications should focus on three concepts:
Uniqueness (how is this new and different from existing events?)
Diversity (how does this event appeal to a variety of students?)
Collaboration (who are possible partners for this event?)
Grant requests must not exceed $3,500.00
Deadlines for :
August 18, 2015
September 15, 2015
October 13, 2015

20. OrgSync Renew your organization! Invite your membership to join
Aug. 1-Sept. 15 for Fall Renewal period
Jan. 1-Feb. 15 for Spring Renewal period
Invite your membership to join
Approve requests to join
Update administrator access
Group assignments
Communicate with your organization

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

22. Student Organizations
All student organization funds in a SOBO account and/or department account only
NO BANK OR CREDIT UNION ACCOUNTS
Only an authorized signature representative (student) may sign and approve org. spending
Advisor approval is optional (unless noted in bylaws, constitution, etc.)
Signature reps. may be held responsible for unauthorized purchases, events, etc.
Expected to keep track of account balance and pending expenses independent from SOBO

23. Things to Know Which funds you are spending:
SABAC (UISG)
GPAC (GPSG)
CSIL Grant
“00” own revenue funds
Plan trips, events, major purchases 2 weeks prior.
Request all other purchases 2 days prior.
All printing and copying is done on campus.
All Student Org. purchases involving a design must be submitted for approval (Licensing).

24. Student Government Funding
Requests made on OrgSync by deadline (9/11/15, 1/29/16)
Two governments (graduate & undergraduate) meet and review requests
Allocations announced on OrgSync
Funds spent by contacting SOBO
Must be spent as allocated
Unspent funds return to student governments at end of school year

25. Student Organization FAQ
Treasurer Resources
csil.uiowa.edu/sobo
Student Organization FAQ
Financial Guidelines
Contact us for 1-on-1 assistance