1. MBA Student Org. Leader Retreat
Presented by: Kristi Finger Coordinator, Student Organization Development Center for Student Involvement & Leadership Stuart Stutzman Accountant, Student Organization Business Office

2. Overview Expectations of Presidents/Principal Reps/Treasurers
Offices that work with Student Organizations
Event Planning
Odds & Ends
Important Dates & Deadlines

3. Expectations of Presidents/Principal 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
Work w/SOBO for all financial matters
Follow all University policies and procedures

4. RENEW YOUR STUDENT ORG Spring Renewal Period: Jan. 1-Feb. 15
Fall Renewal Period: Aug. 1-Sept. 15
You must be an Administrator in OrgSync for the organization in order to update the Profile info and Renew the portal.

5. Policies & Regs Affecting Students

6. What is Relevant to you??
Section A: Code of Student Life specifically Sub-section C (Scope) and D (Prohibited Conduct).
Section J: Acceptable Use of Information Technology Resources

7. What is Relevant?? Section B – All of it!!
Section C. - policies and procedures for the discipline of student organizations

8. Offices that Work with ALL Student Organizations

9. 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
Mass request (for all orgs except for Sports Clubs)
CSIL Grant Funding
Hawkeye Leadership & Service Awards

10. Student Organization Business Office (SOBO)
Website:
or call
Services: All financial business for your organization including…
Credit cards
Re-imbursements
Travel request
Vehicle request
Contracts
Gambling License

11. Information Technology Services (ITS)
Website:
Services:
Mass Mail
List Serv
address
Website (a.k.a. Sitenow Standard Service)

12. 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!

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

14. Basics & Reminders
Event Planning

15. Event Planning
ANY RACE (running, biking, walking, etc.) existing OR new – set up a consulting appointment with Kristi
New EVENT (not a meeting!) – set up a consulting appointment with Kristi

16. 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.)

17. Event Information Forms
Initiated when:
Use outdoor space
Spend money through SOBO
Show a film or copyrighted material
Requesting alcohol service
Start at least one month prior to your event, and all approvals have been signed, and EIF turned in AT LEAST 2 weeks prior to the event.
An EIF is initiated by Event Services or the Student Organization Business Office depending on the circumstance and what the student organization wants to do.
Don’t wait until the deadline to start getting the approval signatures!!

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

20. University Vehicles & Travel
Contact the Student Organization Business Office to initiate Prior-Approval paperwork
Using UI vehicle
Travel-related expenses including reimbursement
Contact Fleet Services to reserve University Vehicles (if applicable)

21. U-Bill charging Approved for MBAA beginning Spring 2017
Dues & Event Admission
Standard forms must be signed by each student
$0.75 per transaction
Contact Paul Braem for forms or other questions

22. Youth Programs & University policy
Program or activities that include any non-UI students under the age of 18.
Notify CSIL at
Will be referred to the Director of Youth Programs

23. Student Org Financial Info
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

24. Student Government Funding
Requests made on OrgSync by deadline
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. Important Dates & Deadlines
Renewal Deadlines
Fall Semester – August 1-September 15
Spring Semester – January 1-February 15
(Failure to Renew your organization each semester will result in de-activation of your org on OrgSync and inability to function as a registered student organization)
Supplemental Budget Request Deadlines
FY17 Supplemental Period 2 – Friday, January 27, 5:00 PM
FY18 Annual Budget Request Deadline
Friday, March 31, 5:00 PM
CSIL Grant Funding Request deadlines:
February 7, March 7, April 11, June 13, 2017