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Student Organization Summit
Student Involvement, Campus Recreation &Student Government Association
Fall 2014
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Allison Garver, Student Involvement
Krisi Patterson, Campus Recreation
Emily Johnson, Student Involvement
Campus Life Staff
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September 21 – Attend Summit
September 26 – submit ALL recognition
paperwork by 4:30pm
October 14 – recognition approved through
SGA
Student Org Recognition
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Member List Advisor Agreement Online Application Form Attend Student Org Summit (YAY You are
here!) Constitution - only if changed from previous
year
All paperwork on Student Orgs Website: www.uwsuper.edu/studentorgs
Student Org Paperwork
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WEBSITE SCAVENGER HUNT
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Reserve Campus Facilities – Yellowjacket Union & MWC
Apply for Funding – SUFAC budget process
Student Org Services – mailbox, promotional supplies, storage
Advertising – campus, UWS website, social media, and official
outlets
Program Planning Assistance
Included in Directory
Use UW-Superior Name & Logo
Invitations to Campus Events & Leadership Opportunities
Benefits of Recognition
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Follow all campus policies and procedures.
Comply with the UWS Student Code of Conduct and any applicable laws.
Manage risk – keep people and reputation safe.
Maintain active membership and a faculty/staff advisor employed by UW-Superior.
Participate in training and leadership opportunities.
Check mailbox, email and digest regularly.
Update Student Involvement of any officer/advisor changes and contact information.
Appropriately maintain University image – use of logos, etc.
Responsibilities of Orgs
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Organizations and individuals are expected to be good citizens and responsible for their behavior; represent UWS in a positive manner
Held accountable through the University Code of Conduct
Cases of misconduct follow the Non-Academic Misconduct Process
UWS Code of Conduct
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“any intentional activity, action or situation expected of someone joining or maintaining membership in an organization, whether on or off premises, which produces mental or physical discomfort embarrassment, harassment or ridicule, regardless of a student’s willingness to participate”
Report to the Dean of Students Office and Campus Safety
Hazing
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SGA UpdatesStudent Government Association
Yellowjacket Union 156
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ENERGIZERAll of my Friends
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Resources & Services
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Mailboxes
Meeting and Event Space
Printing & Photocopies
◦ b/w, color, color paper, up to 11x17
Promotional Supplies
Limited Storage
Yellowjacket Union Services
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Online Student Organization Directory Make sure primary contact, advisor and
purpose statements are accurate
Update contact information form when change of leadership and/or advisor
Distribution List _Student_Organizations email list
Directory & Distribution List
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Request through Student Involvement: [email protected]
Campus Email Account [email protected] Provide address and password May also add print credits through budget
Website Hosting www3.uwsuper.edu/studentorg Design and development – organization’s responsibility Provide web address and authors
Email & Websites
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Student Digest Member authorized to post on behalf of
your organization
Campus News & Events Provide information through online form Posted on Campus Calendar, Student Orgs
website; may be featured on University homepage
Automatic digest posting
Digests & New/Events
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ENERGIZERRock, Paper, Scissors
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Event PlanningStudent Involvement
Yellowjacket Union 155
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Allow Adequate Time (4 weeks) Consider Collaboration Check Campus Calendar
o Conflicting campus events, holidays, etc.
Identify Risks◦ Health and Safety; Reputation
Make Reservations in Advance Yellowjacket Union – facility for student events!◦ Understand policies, request set up needs
Utilize “Program Planning Guide”
A Few Planning Tips . . .
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THE place for student centered activities, meetings, and events.
Reservable Space◦ 2 Large Meeting Rooms◦ 2 Small Meeting Rooms◦ 1 Meeting Room for Student Organizations Only◦Great Room ◦Atrium◦Contact Tables
Yellowjacket Union Reservations
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Contact Ethan Russom, YU Operations Coordinator, [email protected]
Make Your Reservation:◦ 2 weeks advance for meeting rooms◦ 1 month advance for large events
Include Detailed Information:◦ Name of Event/Meeting (ex. YAC Board Meeting or YAC Open Mic Night)
◦ Start time◦ End time◦ Setup Time Start◦ Tear Down Time End◦ How many people attending◦ Is there a specific set up or technology need
Yellowjacket Union Reservations
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Reserve any space in the MWC, Wessman Arena, and/or Outdoor Fields. ◦ Spaces may be reserved for meetings, club practices,
home games, or scrimmages. ◦ Free of charge for meetings and practices up to 2
days/week. ◦ Home games, fundraisers, or other special events may
have a facility rental fee associated. ◦ All space is not guaranteed available until confirmed by
Campus Recreation
Check availability and process a Facility Request Form online: www.uwsuper.edu/recreation
MWC, Wessman & Outdoors
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Must obtain “public performance license” or written permission from producer
Copyright Law – Educational Purposeo Film is used as part of in-class curriculum,
registered students, teacher present
Contract with Swank Motion Pictures Internet Movie Database – find producer
and distributors
Movies & Copyright
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1. Collect Information & Price Quoteso “Talking with Agents” tipso Ask about “riders” – hotel, meals, equipment, etc.
2. Request a Contract/Agreemento You cannot sign any agreements. Contracts,
memos, etc.
3. University Speaker/Entertainment Contract
4. Green Purchase Requisition◦Attach promo or other documentation and contract
Entertainment Contracts
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Sound System/Tech Managers Portable or YU House System $10/hour – interdepartmental chargeback Request through Student Involvement
Popcorn Machine Includes all supplies $20/event; must be cleaned Reservation form through YAC
Rentals
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Must be part of approved SUFAC Budget or fundraised
Applies everywhere on campuso Yellowjacket Union – less than $100 for pre-
packaged and/or prepared foods by alternative food suppliers (student orgs only)
o Cannot purchase alcoholo No potlucks in YU
Campus Food Policy
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Aviand’s Catering Special menu/pricing for student orgs Catered Food Service Payment Request Form◦ Attach promo or other documentation and list of attendees
Alternate Food Suppliers Pre-packaged food and non-alcoholic beverages
and/or prepared food delivered to campus Pre-approved licensed and fully insured
alternative suppliers Pay with purchase/field order◦ Attach promo or other documentation and list of attendees
Food Service Options
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ENERGIZERHuman Knot
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PromotionsStudent Involvement, University Relations
Yellowjacket Union 155, Old Main 314
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Banners (limited spaces)◦ Supplies for checkout at YU Information Desk
Chalk◦ CANNOT be under overhangs
Button Maker◦ $0.25/button
◦ Online form to [email protected]
Contact Tables - Tabling (YU) Digital Signage (YU)◦ JPEG files to [email protected]
Campus Advertising Methods
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Posters◦Bulletin Boards – look for public or designated
boards
◦Residence Halls – 36 for RA/ARC mailboxes
Resident Mailboxes◦Limited to 1 mailing/semester
Sandwich Boards◦Reserve through [email protected]
Forms of Promotions
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Thumbtacks only One poster per bulletin board. Do not cover or remove other active
posters. Please take down any expired posters Use large posters (11x17 “) for large, one-
time evens only. Do not hang posters that will remain up
for an indefinite amount of time (i.e. semester meeting schedule).
Bulletin Board Etiquette
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Media Relations – news articles or media coverage
Style Manual – consistent writing style Logo Templates – proper use Brand Review – for communication to
external audience or an internal shelf-life of three months or longero Fonts, Colors, Logos, etc.
Printing (over 500 or special projects) Social Media Best Practices
University Relations Resources
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Student Organizations Promotions: Use of a university logo preferred Written identifier, at minimum (i.e.,
University of Wisconsin-Superior) Identification of organization Website or other contact information. Event or posting date
Design Standards
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All promotional items must be approved by University Relations prior to ordering.
Logo usage guidelines also apply For assistance in selecting, designing
and/or ordering promotional items, please complete a Service Request Form.
To submit a promotional item for brand review, email a PDF or jpeg file to [email protected].
Promotional Items
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ENERGIZERWho Am I?
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SUFACSegregated University Fee Allocation
CommitteeStudent Organization Funding
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Purpose The purposes of this Council shall be the
structuring of Segregated Student Fees, dispersing allocable and non-allocable fees within the guidelines of the UW-System, the management of student fee reserves, and policy and procedures for its operation.
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New & Existing Student Organizations Eligible for max. $2,500 and 2
requests/year
Missed recognition and/or SUFAC requirements Limited to max. $500/year
Emergency Funding
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FinancesBusiness Office, Budget Office
Old Main 206, 202
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Cost Center = Campus Account Number MUST have on-campus account for funding,
purchasing, and fundraising CANNOT have off-campus bank account Advisor is the “Cost Center Manager”
Set Up Cost Center – Budget Office Form online
WISDM Access – Business Office
Campus Accounts
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1. Get a Quote◦Office Supplies - Staples (MDS)◦Large Copying/Printing - University Relations◦Promotional Items - University Relations
2. Green Purchase Requisition3. Purchasing Office Determine Best Method◦ K-Mart – field order◦ Use local and/or reputable vendors
*Reimbursements – not best method for purchasing!
Purchasing
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PurchaseRequisition
Allow at least10 business days!
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Fundraising & Donations
Budget Office, Foundation OfficeOld Main 202, 237
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Bake Sales Bake sales are exempt from the fundraising
approval process; can be held at any time
◦Cookies, cakes, other “cold” food
Hot food sales not recommended due to food safety
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Includes ticket sales and donation solicitation Fundraised money can be used at the organization's
discretion and carried over into the next fiscal year.
1. Fundraising Paperwork ◦ Request to Conduct Fundraiser◦ List of Merchants – reflect University values◦ Solicitation Letter◦ Final Report
2. Submit to UWS Foundation Office 3. Business Office will send approval notification 4. Must submit Final Report within 5 days
Fundraising
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Must follow proper cash handling procedures
Fundraisers are tax-exempt (non-profit)
Cashier’s Office◦Cash Box or Locked Bag◦Starting Cash ◦Deposit Form - all funds must be deposited to the
organization's campus account.
Fundraising
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Raffle – game of chance; tickets are soldDrawing – everyone is eligible
Raffles require special approval forms and must follow State Gaming Commission guidelines
Contact the Business Officeo Class A & B Raffle Approval Forms & Sales Reports
Prizes & Awards Approval Form – Business Office
Raffles & Prizes
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ENERGIZERTelephone Charades
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TravelTravel OfficeOld Main 206
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1. Student Trip Planning FormoBook rental vehicle, hotel, registration
2. Driver AuthorizationoPersonal Vehicles – still need to be authorized;
assume personal liability
3. Recognition of Agency Statemento If advisor is not traveling
Trip Planning
SUFAC/Seg Fees CANNOT be used for campus visits (graduate, law, medical schools, etc.)
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Trip Planning Form
Submit at least30 days prior!
Fill out completely!
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List of authorized driversonline
Driver Authorization Form
Generally approved for 12 months.
More than 1 driver.
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1. Travel AdvanceoCash in advance for gas, hotel, etc.oAdvisors: Funds are issued as a check or direct
deposit
2. Trip Responsibility, Release & Authorizationo For overnight tripso Can fill out for entire semester/year
3. Emergency Contact Informationo Multiple copies
Pre-Trip Arrangements
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1. Travel Expense Reporto If received Travel Advance or need
Reimbursement
Save ALL receipts!
Post-Trip
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November 14th at 8:00pm in theYellowjacket Union!
This is going to be THE LARGEST STUDENT EVENT EVER ON CAMPUS…. Seriously.
The idea is to have the entire building, every corner, offering some kind of activity for students to participate in.
Email Ethan at [email protected] with your ideas by Friday, October 3rd.
Union Bash
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Winners!
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ANY QUESTIONS?????
Watch for Online Evaluation!
