Re-Registration

Report
RE-REGISTRATION
2015
- OrgID
- PowerPoint Slides for
you to take notes
- Resources for Student
Organizations
- Information Data
Collection Sheet
OBJECTIVES OF TRAINING
o
o
o
o
Update you on policies & procedures
Understand the SeaOrg Program
Notify you of free resources available
Learn how to re-register your organization
for 2015
o Update officer information
RSO RE-REGISTRATION
Log onto SeaOrg
Update your organization’s information via SeaOrg at
http://appserv02.uncw.edu/studentorgs/studentadmin/login.aspx
Be sure to include:
• 5 registered students as a minimum with e-mail and cell phone
information
• Assign 1-2 Reservation Delegates (these will be the only
members of your organization who can make room
reservations)
D EA D LIN E : W E D N E S DAY JA N UA RY 21 ST
BEFORE NOON
RSO RE-REGISTRATION
ANNUAL UNIVERSITY REQUIREMENT FOR ALL STUDENT
O R G A N I Z AT I O N S W H I C H M U S T B E C O M P L E T E D E A C H
S P R I N G I N O R D E R TO M A I N TA I N A C T I V E R EG I S T R AT I O N
S TAT U S W I T H T H E U N I V E R S I T Y.
D EA D LIN E : W E D N E S DAY JA N UA RY 21 ST
BEFORE NOON
BENEFITS OF BEING A REGISTERED STUDENT
ORGANIZATION
o
registered student organizations have privileges reserved for active student
organizations, including, but not limited to:
o
reserving space on campus,
o
accessing funds from an on-campus account,
o
requesting funds from SGA,
o
holding fundraisers on campus,
o
using the university’s name and/or logo
o
accessing technology resources (i.e. website, email, timmy folder, etc.)
o
all standing reservations will be cancelled and all accounts will be frozen until further
arrangements are made with the Campus Activities & Involvement Center for the
organization to complete the re-registration process.
STEPS TO COMPLETING REREGISTRATION
Step 1: Send one (1)
representative to a ReRegistration Seminar.
DONE!
Step 2: Update your RSO information on
SeaOrg at: www.uncw.edu/studentorgs.
- Officers’ Contact Information
(e-mail and phone)
- MUST have 5 registered students minimum
Step 3: Turn in the
Information Data
Collection Sheet
 Social Network for your Organization for UNCW Students
 Allows students who are not members to learn about and contact
you
 Allows CAIC to contact the correct student leaders
 Allows officers to see updated information about the FREE
resources you have yet to use
 Tracks Budget Points for Operational Budget purposes
 ….. and so much more!
How to register
1. Go to uncw.edu/studentorgs
2. Put in your username and password and Org ID (located on your folder)
3. Scroll to the “Member Information” section
4. Edit or Delete as necessary
HOW TO UPDATE OFFICER
INFORMATION
1
2
3
HOW TO UPDATE MEETING
INFORMATION
Choose “Closed”
RESOURCES IN THE INVOLVEMENT CENTER
HAVE YOU USED YOURS?
O N C E YO U LO G I N , T H E
M E N U I S L O C AT E D O N
THE LEFT HAND SIDE
OF THE SCREEN.
CONSTITUTION REVIEW:
what can reading your constitution do for you?
 make your life easier!
 ensure you and your officers know your job
 know the rules of your organization in case there are
problems
 Understand active member expectations and benefits
 how to problem-solve when those uncomfortable
situations occur
 estimated time < 20 minutes
 estimated time savings = hours
CONSTITUTION REVIEW:
THREE MANDATORY CLAUSES
The University requires three (3) clauses
to be included in every organization’s
constitution:
o Adherence
o Non-Exclusionary Membership
o Non-Profit
CONSTITUTION REVIEW: ADHERENCE
This organization will adhere to all
university rules, regulations, and
policies, as well as to all local,
state, and federal laws.
CONSTITUTION REVIEW: NON-EXCLUSIONARY
MEMBERSHIP CLAUSE
it is the policy of UNCW and _____________________________________ that this organization
practices an open
state the official name of the organization (as stated
above).
membership policy for members of the university community without regard to age, color, disability,
national origin, race, religion, military service member or veteran status, or sexual orientation.
membership and participation in this student organization must be open to all currently registered
students without regard to gender, unless exempt under title ix.
or
it is the policy of UNCW and _____________________________________ that this organization practices an open
organization (as stated above).
state the official name of the
membership policy for members of the university community without regard to age, color, disability, national origin, race, religion, military service member or veteran status, or sexual orientation. membership
and participation in this student organization must be open to all currently registered students without regard to gender, unless exempt under title ix.
student groups that select their members on the basis of commitment to a set of beliefs (e.g., religious or political beliefs) may limit membership and participation in the group to students who, upon individual
inquiry, affirm that they support the group and agree with its beliefs, so long as no student is excluded from membership or participation on the basis of his or her age, race, color, national origin,
disability, religious status or historic religious affiliation, military veteran or service member status, sexual orientation, or, unless exempt under title ix, gender.
all fee sponsored programming must be open to the entire university community. all student organizations and their leaders must further comply with the UNCW code of student life, university policies and
applicable state, federal, and local laws
CONSTITUTION REVIEW:
NON-PROFIT
Name of Organization and Chapter Name here is organized
exclusively for charitable, religious, educational, pleasure,
recreation, or scientific purposes, including, for such purposes,
similar to organizations that qualify as exempt organizations
under either section 501 (c) (3) or 501 (c) (7) of the internal
revenue code of 1954.
No part of the net earnings of the organization shall inure to the
benefit of its members, directors, officers, or other persons
except that the organization shall be authorized to and empowered
to make payments and distributions in furtherance of the exempt
purposes of the organization.
The university has no responsibilities for the financial or fund
raising activities of the organization; the organization further
agrees and accepts sole responsibility for any tax treatment,
consequences, record-keeping or filings required for its activities
pursuant to state or federal laws. In the event of dissolution,
remaining funds will be handled pursuant to established university
policy.
CAMPUS RESOURCES
Career Presentations for Student Organizations




Career Assessments
Career Exploration
Campus to Career
Campus to Grad School
Submit program request at:
https://selectsurvey.uncw.edu/selectsurveynet/TakeSurvey.aspx?PageNumber=1&S
urveyID=74309ol1&Preview=true
CAMPUS RESOURCES
A member of the Community Standards Committee can come
into your meeting and help facilitate the creation of meaningful
standards that will guide membership behavior and how you
want to be perceived by the UNCW community.
Please contact Dr. Chip Phillips at [email protected] or
910-962-3119 for more information.
Develop Community Standards for Your
Student Organization
CAMPUS RESOURCES
Want to learn more about
leadership?
YOU CAN:
1. Participate in one of our major leadership experiences
2. Complete the Leadership Development Program
3. Invite speakers to facilitate a session for you in your general or committee meetings to
fulfill local or national leadership requirements
See our website or find us on
for more info!
What is
all about?
The Campus Activities & Involvement Center (CAIC) is your
gateway to entertainment, involvement, and leadership on
campus. As part of the Division of Student Affairs, we are creating
experiences for life by providing opportunities for students to
participate actively, grow personally, and explore new ideas and
interests through a variety of entertainment and involvement
experiences. We organize events such as the UNCWelcome,
UNCWelcome Back, and many others... Our staff, and the
students with whom we work, are committed to creating a
vibrant campus community filled with diverse activities for all
students.
Meet the CAIC Staff in the
Involvement Center
Jon Kapell
Director of Campus
Activities
Kanalyn Jackson
CAIC Graduate Assistant
Nicole Fedders
Assistant Director of
Campus Activities
Dani Roberts
CAIC Graduate Assistant
INVOLVEMENT
SPECIALISTS
May Rogers
Manager
Kristin Morris
Involvement Specialist
Shelby Johnson
Involvement Specialist
Erin Danneker
Involvement Specialist
How do you get in touch with an
Involvement Specialist??
M-W 9am-8pm, Thurs & Fri 9am-5pm
910-962-3553 [email protected]
Kat Washington
Involvement Specialist
Sarah Mayer
Involvement Specialist
CAIC STUDENT EMPLOYEES
Stephanie Dibenedetto
Office Assistant
Daysja Phillips
Calendar Assistant
Ashley Carroll
CAIC Office Assistant
Dwayne Morgan
CAIC Office Assistant
Sarah Carroll
Posting Assistant
Office of Student Leadership
and Engagement
Dr. Sonja Ardoin
Director of the Office for
Student Leadership and
Engagement
Becca Eden
Administrative Associate for
Student Leadership and
Engagement
Jaime Russell
Assistant Director of the
Office for Student Leadership
and Engagement
Michele Kaplan
Fraternity and Sorority Life
Coordinator
OFFICE OF STUDENT LEADERSHIP AND
ENGAGEMENT
Graduate Assistant for
Fraternities & Sororities
Graduate Assistant for the Office of
Student Leadership & Engagement
Graduate Assistant for the Office of
Student Leadership & Engagement
Meet the Staff in Campus Life
Conferences, Events, and Reservations
Campus Life Executive
Office
Student Media
Zach Hollenbaugh
Assistant Director of Event
Management & Technology
Bill DiNome
Coordinator
Larry Wray
Executive Director
Justin Edwards
Reservations Coordinator
Amélie Brogden, Director of
Conferences, Events, and
Reservations
Meet the Staff in Campus Life
Arts and Programs
Stefanie Mancuso
Interim Associate Director
of Arts and Programs
Sandra Jackson
Interim Assistant Director of
Arts and Programs
Andrea Ingle
ACE Programming Coordinator
Facilities and Business Operations
Alan Hinton
Assistant Director of Facilities
Cathy Murphy
Business Operations
Coordinator
Cynthia Hartman, Associate
Director for Facilities and
Business Operations
Sean Connolly
Office Manager
Curtis Bohnsack
Facilities Specialist
WHAT ARE INVOLVEMENT
SPECIALISTS
…and what do they do??
 Inform students about the process for starting new student
organizations
 Help navigate SeaOrg
 Assist with general Involvement Center needs (i.e. copying,
printing, use of scanner, student organization forms, etc)
 Advise on marketing materials
 Support SGA Services (Legal Services)
 Setting up appointments
P E E R E D U C AT O R S T R A I N E D T O A S S I S T S T U D E N T S
DEVELOP LEADERSHIP SKILLS AND LEARN TO
E F F E C T I V E LY R U N T H E I R S T U D E N T O R G A N I Z AT I O N S .
QUESTIONS?
H AV E A Q U I C K Q U ES T I O N :
E-MAIL
A C T I V I T I E S @ U N C W. E D U
https://twitter.com/uncwCAIC/
www.facebook.com/uncw.caic
Resources in the Involvement Center
available for student organizations
Helium Balloons:
50 total (you
provide the
balloons and
ribbon)
Quantity listed is
Per Organization and
Per Semester!
Buttons: 50
total (provided
in increments of
10 buttons per
bag)
Arts and Crafts
supplies: chalk,
spray paint,
banner paper,
markers, die cuts
Plotter (largescale color
printing): 5
posters (24x36’)
*5 laminations
FORMS AND RESOURCE PAGE
FORMS AND RESOURCE PAGE
http://www.uncw.edu/studentorgs/hot.htm
Section 1 - Registered Student Organizations at UNCW
Section 2 - Registering and Re-Registering your RSO
Section 3 – Resources
Section 4 - Financial Management
Section 5 - Event Planning
Section 6 - Advisors and Coaches
Section 7 - Fraternity & Sorority Life
Section 8 - Sports Club Council
Section 9 - Various Forms
PRINTING A T-SHIRT?
• First, create your design
• Send cathy murphy <murphyc> the
graphic of the t -shirt
• ALL t-shirt designs that have the
UNCW house logo, athletics logo,
Sammy or a seahawk MUST be
approved by the auxiliary services
office
• If you are using a UNCW logo (house logo, athletics logo,
sammy the seahawk  downloadable logos at:
http://uncw.Edu/licensing/licensing-logos.Htm)
Licensing information is on the resource page, under Section 3:
Resources, Licensing and Trademark Information
ADVERTISING ON CAMPUS
• CAIC ONLINE CALENDAR: EVENT SUBMISSION
F O R M O N L I N E A T W W W. U N C W. E D U / A C T I V I T I E S
• Bi-monthly (twice a month) print calendar posted around campus
• Feeds into Hawk E-News (Career Center)
• C H A L K I N G I S A G R E A T W AY T O A D V E R T I S E , B U T,
IS NOT PERMITTED…
•
•
•
•
On brick surfaces (i.e. in front of the FSC)
On vertical surfaces
Under any overhangs (must be accessible to rain)
In the amphitheatre (reserved space), in the Student Recreation
Center atrium (you can chalk across the street from the SRC), or on
Main Street of Seahawk Landing (engraved quotes)
• In conjunction with sealants (i.e. hairspray, spray adhesive, etc.)
PRINTING A T-SHIRT?
HOUSING & RESIDENCE LIFE
• Must distribute through HRL administrative office they will approve
and post for you
•
Roomers: Monthly publication distributed to all residents on
campus. Contact Danielle Ferrell ([email protected]).
BANNERS, POSTERS, FLIERS, ETC.
• Organization name must be on ALL marketing materials;
contact # and/or email address should also be provided
• Banner spaces are reserved through CAIC; cannot be reserved
in advance; space can be reserved for up to 2 weeks at a time
• Banner Board: Bookstore loading dock
SPIRIT ROCK AND BOULDER!
• 24 hour courtesy
PERMITS
• DIG PERMIT
• Physical Plant, 910-962-3100 (online
form, but call)
• PUBLIC PERFORMANCE RIGHTS
•
•
•
Film Licensing
Lumina Theater, www.uncw.edu/lumina (see Reservations and
Programming)
Sandra Jackson is the film guru!
Sandra Jackson
Interim
Assistant
Director od Arts
and Programs
ON-CAMPUS ACCOUNTS
 FIRST, send Cathy murphy <murphyc> the
graphic of the t-shirt
 SECOND, Cathy will forward the design to Jon
Kapell for final approval
 All t-shirt designs that have the UNCW house
logo, athletics logo, and/or Sammy the
Seahawk must be approved by the auxiliary
services office
 If you are using a UNCW logo (house logo,
athletics logo, Sammy the Seahawk
downloadable logos at:
(http://uncw.edu/licensing/licensing-logos.htm)
 The director for CAIC will seek the approval of
the director of auxiliary services for final
approval. once approval has been secured,
the director of CAIC will notify the
organization.
TAX ID – NON-PROFIT STATUS
GO TO:
H T T P : / / W W W. U N C W. E D U / S T U D E N T O R G S / T A X I N F
O R M AT I O N . H T M L
DROP OFF A COPY OF YOUR LET TER TO THE CAIC
OFFICE
( TA K E S A B O U T 6 W E E K S )
STUDENT ORGANIZATION SPONSORED
SPEAKERS
1. RSOs are welcome to sponsor speakers on campus.
2. Reserve the space as you would any other event.
3. Meet with the Assistant Director for Campus Activities
within a week of receiving funding.
• Learn about the solicitation policy.
• Understand academic mission of the university.
• Obtain placard/lanyard to wear during event.
4. Day of event:
• Student organization representatives must be
present at all times (lanyard/placard worn by
primary representative)
• Have a copy of the reservation confirmation with
you.
THREE MAIN SOURCES OF FUNDING THROUGH
SGA:
Special Activity
Funding
Travel
Special Activity
Funding
Programming
Capital
Expenditure
Funding
Early Hawk
Funding
What: one-time program funding for conferences or other travel opportunities, social
or educational programs, etc. 60/40 split of on-campus versus off-campus funding.
Who: Registered Student Organizations
When: Proposals must be received before 5:00 p.m.
o n Tu e s d a y t o b e r e v i e w e d F r i d a y o f t h e s a m e w e e k .
S G A v o t e s o n t h e p r o p o s a l s t h e f o l l o w i n g Tu e s d a y.
H o w : F i r s t - c o m e , f i r s t - s e r v e o p p o r t u n i t y. U s e t h e o n l i n e
f orms at ht t p: / / s t udent .unc w. edu/ org/s ga/ funding. html
under SECTION 2 - FUNDING INFORMATION AND FORMS
Limit:
•
Travel: limit 2 aw arded travels per academic year;
$1,000 cap per travel, $250 per person
•
Programs: $3,000 cap for programs; can submit
multiple programs
W H AT : A R E Q U E S T O F T R AV E L O R
PROGRAMMING FOR SUMMER AND THE
B EG I N N I N G O F FA L L
•
Due before 5:00p.m. on March 31st
•
Travel: limit 2 awarded travels per academic year; $1,000 cap per travel,
$250 per person, after May 8th and before October 15th
Programs: $3,000 cap for programs; can submit multiple programs; for
programs in August, September and October.
•
W H AT: P R O V I D E S S U P P O R T I V E F U N D I N G T O
S T U D E N T O R G A N I Z AT I O N S F O R L A R G E C A P I TA L
PURCHASES IN EXCESS OF $500.
•
•
•
Have a minimum life expectancy of three (3) years
Contribute directly to the fulfillment of the organization’s stated mission
RSOs can only request the same or nearly identical item 3 years after its
purchase date
W H O : A L L R S O s . M U S T D E M O N S T R AT E
O R G A N I Z AT I O N R E L E VA N C E A N D O V E R A L L
BENEFIT TO THE UNIVERSITY AS A WHOLE.
W H E N : E N D O F FA L L A N D B EG I N N I N G O F
SPRING SEMESTERS.
Fisher Student Center
Room 2029
M O N D AY – W E D N E S D AY: 9 A M - 8 P M
T H U R S D AY & F R I D AY: 9 A M - 5 P M
Contact Us:
910.962.3553 ~ [email protected]
RESPONSIBLE USE OF FACILITIES
Using university space is a privilege for student organizations.
In order for student organizations to continue to enjoy the privilege of using campus space,
organizations will be held to the University’s facility policies which includes, but are not
limited, the following expectations:
 leave meeting space in the same condition found
 remove any additional trash from the facility (especially large items such as pizza boxes)
 remove any food waste and place in outdoor trash bins over weekends (housekeeping is
not scheduled facilities over the weekends)
 only use sections of the facility that have been reserved by the organization
 immediately report any incident(s) or damage(s) to the appropriate reservations office,
whether caused by the organization or not
 understand that access to technology is only available in select university spaces and, can
then only be accessed and operated by university personnel (Note: access to technology is
not available in academic spaces)
 a UNCW student member from the sponsoring student organization must be present at all
times during the time of the event
 student organizations are required to inform the appropriate reservations office during
normal business hours should an event, meeting, etc. be canceled
RESPONSIBLE USE OF FACILITIES
Reservation Delegates:
• Each organization can have up to two
• Reservation Delegates must be updated on
SeaOrg
• Who should your Reservation Delegates be?
• Reservation Delegate training.
RESPONSIBLE USE OF FACILITIES
Failure to uphold the expectations noted, your organization may be
subject to penalty which may include:
 loss of reservation privileges, and
 charges for damage, clean-up, etc.
Student organizations that misuse university facilities twice within a sixmonth period will be placed on facility misuse probation which entails:
- loss of all current university facility reservations during the 90-day
period following the violation
- only allowed to reserve university facilities as long as the reservation is
past the 90-day probation period
- winter break and summer session will not be considered as part of the
90-day probation however use of space during those times will not be
permitted.
CAMPUS LIFE RESERVATIONS AND
EVENT SERVICES OFFICE
F I S H E R U N I V E R S I T Y U N I O N , R O O M 2 0 41
*910-962-4150*
R E S E R VAT I O N R E Q U E S T S A C C E P T E D
O N L I N E O N LY T H R O U G H C R S ( C A M P U S
R E S E R VAT I O N S Y S T E M )
C R S C A N B E F O U N D AT T H E F O L L O W I N G
LINK:
H T T P : / / E V E N T S . U N C W. E D U / V I R T U A L E M S C
AMPUS/
CAMPUS LIFE RESERVATIONS
Submission of Space Reservation Requests :
All UNCW registered student organization space requests should be
submitted by the reservation delegate through the Campus Reservation
System (CRS).
Each registered student organization is allowed two reservation delegates,
who will be responsible for all reservation requests and event
communications.
In order to request space, your delegate status must be reflected on
SeaOrg.
New reservation delegates should email our office at
[email protected] to request a CRS user account and include
the delegate name, phone number, email address and name of the
student organization.
If all delegates are new or changed, please request that the existing
reservations for your student organization be adjusted to reflect a new
delegate as the event contact.
DATES TO SUBMIT
Customers may submit space requests based on the grid below. To request
Campus Life space, please visit https://events.uncw.edu/virtualemscampus/
and log-in with your standard UNCW username and password and select the
“Campus Life Space Request”.
Tier
Group Description
Spring 2015 Events:
Jan 1 – May 8
I
II
The Campus Life staff reserves the right to make substitutions
in room reservations or move a group to another area subject
to availability.
CL POLICIES & PROCEDURES
AT A GLANCE
Recurring Reservations:
Campus Life space is available for the entire University community to share. To provide
availability for other campus constituents and programs, please note:
Reservation requests should be limited to three days per week and may not exceed four
hours per booking.
No more than a total of 12 hours may be reserved per week by any one organization or
program.
Solicitation Tables:
Campus Life solicitation tables are located in the Fisher Student Center lobby, Fisher
University Union lobby, the Courtyard and at the Randall Library entrance.
Only one solicitation table per program/group may be reserved per day.
Tables should be reserved no more than three consecutive dates in a week.
Solicitation tables must be staffed at all times. Literature left on the table without staffing
present will be removed.
UNIVERSITY POLICIES & GUIDELINES
All events and reservations must be in accordance with the rules and regulations
found:
University Facility Use Policy, Student Code of Conduct and the Dance Policy
(Item VII-3)
Requests for non-Campus Life spaces, please contact the appropriate Reserving
Offices
Additional Resources:
Advance Reservation Request; Campus Life FAQs; Dig Permit ; Facility Fee
Waiver Request form; Fundraisers; Road Races; Pricing structures (Group 1 v.
Group 2)
ACCOUNTS & BILLING
To confirm a reservation, a signed facility use
agreement must be returned to our office. The
signed agreement should always include your
organization’s account code or fund number.
Those organizations without an on-campus account
will need to fill out and submit this form to the
Controller’s Office in order to receive an 850
number used for billing external accounts.
If you have questions, contact the Campus Life Reservation & Event Services Office by visiting
us in the Fisher University Union, Suite 2041; by phone at 910-962-4150; or by email at
[email protected]
UNCW Users will use their
UNCW email account
information
ACADEMIC AND OTHER FACILITIES
• CLASSROOMS ARE SCHEDULED BY TINA
STRICKLAND
•
•
•
•
Online: http://events.uncw.edu/virtualemscampus/
Call 910-962-3011
Stop by Alderman 217C
Email Tina at: [email protected]
• Madeline Suite and Wise House are scheduled by Delores
Hansley (Campus Life Conferences Services)
•
Online: http://events.uncw.edu/virtualemscampus/
1.
AC A D E M I C FAC IL IT IE S A R E AVA IL A B L E F RO M 7 A M –
1 0 P M ( E V E R Y D AY O F T H E W E E K )
2.
C L O S E D O N S TAT E H O L I D AY S
3.
IF CLASSROOM SET-UPS ARE RE-CONFIGURED TO
A C C O M M O DAT E A M E E T I N G , T H E R O O M M U S T B E
R E S E T TO I T S O R I G I N A L C O N F I G U R AT I O N
4.
NO ACCESS TO AV EQUIPMENT
Hover over the Reservations
tab and options will drop
down.
Hover over Browse &
Search for available
spaces.
CAMPUS LIFE RESERVATION THINGS
TO REMEMBER!

Only request space from http://events.uncw.edu/virtualemscampus/

Allow 2 business days for your request to be processed.

By submitting a request online the space will be tentatively held until you return a signed facility use agreement. If you
do not sign and return your agreement within 5 business days of the event, your event may be cancelled.

Some rooms have a setup and breakdown time incorporated into their information. When you browse for availability,
although a space may appear to be vacant, setup and breakdown times might prevent you from reserving that specific
room.

Due to scheduling, technical needs should be requested at least seven days in advance. *additional fees may be
encumbered so plan ahead.

Groups having PowerPoint or other presentations should arrive 15-20 minutes early to make sure you have all tech needs
addressed.

Some rooms have static setups, meaning the furniture is not to be moved. Familiarize yourself with these spaces to avoid
unnecessary fees (listed online in the terms and conditions)
QUESTIONS, COMMENTS,
CONCERNS

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