1. Welcome New Officers HSC Student Organizations
Jackie Wilkinson

2. OSA STAFF Paul Schaefer, MD, PhD Dawn Durivage, MPH Mary Youngs
Associate Senior Dean of Student Affairs
Randall Worth, PhD
Assistant Dean of Student Affairs
Deepa Mukundan, MD
Dawn Durivage, MPH
Director of Student Affairs
Mary Youngs
Assistant Director of Student Affairs
Cindy Reinsel
Student Affairs Coordinator
Paula Sims
Administrative Assistant

3. ORGANIZATION REQUIREMENTS
Constitution & Bylaws (March)
Membership Roster (upload into InvoNet)
Advisor (faculty/staff)
1 Career Exploration Event
2 Business meetings & minutes (fall & spring)
Elections (December )
Annual Report (December)

4. OFFICER RESPONSIBILITIES
President
Oversees organization
Chairs business meetings
Makes sure quorum is present
Recognizes speakers, motions, votes
Oversees elections
Represents organization to media, official capacity
Ensure documentation is complete and submitted
Assumes or assigns additional positions not filled by election
Ensure the organization gets renewed and all new officers are in InvoNet
Vice President
Assume duties of president when absent
Additional responsibilities as assigned by the President
Assists president with updating constitution and by-laws
Secretary
Maintain official records of the organization
Annual report
Business meeting minutes
Constitution/by-laws
Maintain membership roster
Treasurer
Maintain account/track income and expenses
Submit event/student reimbursement requests
Provides report at business meetings for updated expenditures and deposits

5. MANDATORY OFFICER MEETINGS
1 business meeting per semester required
Must have quorum as stated in your constitution
Submit room request through InvoNet event form (select meeting)
Room reserved 30 minute maximum
Minutes must be uploaded into InvoNet by Secretary within 1 week of meeting (incomplete minutes will be returned)
Minutes must include:
Name of organization
Purpose (business meeting)
Time, date and location
Attendance (must have quorum)
Reading and approval of previous minutes
Motions, approvals or postponement of business discussed.
Time of adjournment
Name/signature of Secretary who prepared minutes

6. HSC Student Organization/Elective Fair
Tue, August pm
Radisson Hotel – HSC – Grand Ballroom
Display boards in OSA
Allowed to bring candy, not other food/drinks

7. Bulletin Boards Bulletin Boards are located in the HEB hallway
Be sure to update boards over summer
Orientation 1st week of August
Supplies available in OSA – return unused

8. ORGANIZATION FUNDING OSA Support for Career Exploration events.
Will not know amount until August
Up to $200 which has to be applied for and approved by OSA
Some orgs have UT Foundation funds:
Treasurer responsible to track:
Deposits (fundraisers, dues, other)
Expenses (reimbursements, supplies)
#1 Rule: Ask before you spend

9. SPENDING GUIDELINES FOR FOUNDATION ACCOUNTS
APPROVED
NOT APPROVED
Office Supplies
Computer Supplies
Other Supplies
Travel
Room Rental
Awards & Banquets
Printing
Photocopies
Advertising
Telephone
Postage
Equipment Rental
Personal Property
Charitable Donations
Campaign Contributions
Alcohol
Food during Travel
Printing & Copies off campus that could be purchased on-campus

10. APPLYING FOR FUNDS
OSA funding must be requested through Invonet under events. Must be used for career exploration events
Physician panel
Guest Speaker All check requests must provide proper documentation (paperclip not stapled) Check request original receipts attendance list
Deposit forms and check requests are under forms in Invonet Treasurer responsible for tracking

11. Deposit Form
Deposits for foundation accounts must have the proper documentation attached to funds.
Deposit form (completed properly)
Flyer
Funds are deposited into Foundation account Checks and credit cards accepted
Forms are on Invonet)
No CASH accepted Checks payable to “UT Foundation” Fundraisers must have prior approval through OSA
New form for every 25 checks

12. Check Request form
Reimbursements require documentation because the University is a state institution and the Foundation is a 501(c)3.
Must submit:
Check request
Attendance list/sign in sheet for event
Original receipts
Flyer/documentation of activity/fundraiser/etc.

13. IF YOU ARE NOT SURE “ASK”

14. POLICIES & PROCEDURES Advisors
All advertising and fliers must be approved by OSA through InvoNet.
No vulgar, suggestive, pornographic or obscene images or references
No reference to alcohol of any kind.
All student organizations are required to have at a UTCOM employee/faculty advisor.
Additional advisors that are not employees are permissible.
OSA staff members can NOT be advisors
Baked sales must be approved by OSA.
If requesting HEB lobby, you must request a reservation for the lobby.
Donation only not technically for sale.
No liquid refreshments may be sold; including coffee, tea, etc.
No electrical appliances such as warmers may be used the day of the event.

15. LOGOS
The use or reproduction of the University of Toledo College of Medicine and Life Sciences name, seal, logos and symbols is prohibited without prior permission from OSA. Shirts, hats, pens, etc!

17. InvoNet (Involvement Network)
InvoNet Student Tour
CORQ app
InvoNet

18. Next Steps Set up your personal profile (switchboard on right initial)
Set up your organization
Manage
Click on organization
Toolbox on left top
Define your primary contact
Renew your organization

19. QUESTIONS??
THANK YOU!!