Student OrganizationResources

&Your Org on Semesters

Registration

• Registration Process – Two registration Windows

• Spring Window: February 15 – April 30 (June 1 this year)

• Autumn Window: August 1 – October 15

– Organizations self select which Window to register in and which registration deadline

– All requirements must be completed during the Window or the organization will be Inactive

– New organizations may only register during a Window

Registration

• Registration Requirements– President Training– Treasurer Training– Advisor Training– Online registration forms

• General Info, Roster, Constitution, Goals– Advisor Approvals

• Registration• Goals

Constitutions

• Constitutions– Must have

• Purpose Statement• Non-discrimination policy consistent with CSA

Guidelines• Member selection requirements and removal

process• Officer titles, duties, selection, and removal process

– Update dates/quarters, “SOURCE” references, any outdated statements, specific names of individuals, formatting inconsistencies

Funding Deadlines

• Operating Funds– June 1, 2012: Audits due for 2011-12 year– July 1, 2012: Requests Open for the upcoming year– May 1, 2013: Audits due for 2012-13 year

• Programming Funds– April 15: Deadline for events occurring June 1 - August 15– July 1: Deadline for events occurring August 16 - October 15– September 1: Deadline for events occurring October 16 -

December 31– November 15: Deadline for events occurring January 1 -

March 15– February 1: Deadline for events occurring March 16 - May

31

Student Organization StaffVian Barwari – Graduate Admin Associate

Resource Room operation, Student Staff supervision

Adam Burden – Coordinator, Student Involvement Student organization registration, trainings

Deb Cunningham – Coordinator, Student Orgs

Student Organization Funding processKatie Dean Williams –Graduate Admin AssociateStudent Organization Funding, Tenant Programming

A student’s point of connectionfor the full spectrum of involvement

at Ohio State.

Students can connect with leadershipand service initiatives, engage withstudent organizations, advance learning,and create lasting memories.

Center for Student Leadership & Service

Center for StudentLeadership & Service

http://ohiounion.osu.edu/get_involved/csls

• Existing and New Initiatives– Leadership Awards– Pay It Forward– Annual Conference on Leadership and Civic

Engagement– Student Organization Summit– Skill Building Workshops– Leadership Classes

Center for Student Leadership & Service

Center for StudentLeadership & Service

• Workshops, Presentations, Guest Speakers– Over 30 different topics

• Request support for your next organization retreat– Finding locations– Consultation/planning on activities and agendas– Games, equipment, low ropes course activities– Facilitation from Student Leadership Advocates– Coca Cola Retreat Package Funding

Center for Student Leadership & Service

http://ohiounion.osu.edu/get_involved/csls/network

Go to Get Involved and click Student Organization

s

Most Popular: link for Student

Organizations

Student Organizatio

ns home page

Click here (on any student org page)

to access the management

system

Guidelines, documents, links, access to

marketing/ graphics/video services

Resource Room• Some resources have an associated cost. Items

without cost are free. Each student organization receives a yearly $250 Line of Credit to spend on resources. You don’t have to pay it back!

• Your Line of Credit resets on the last day of your organization’s registration Window. You spend your Line of Credit from the previous year through the end of your registration Window.

• New organizations will receive a $25 Line of Credit for their first 60 days of Pending status

• All members listed on an organization’s roster can use the organization’s Line of Credit, unless organization restricts.

Resource Room

• Only three primary officers may reserve and check out equipment.

• When your Line of Credit runs out, if your status is Inactive, or whenever you desire, you can purchase items at their cost from the Resource Room.

• Individuals can purchase items from the Resource Room.

Click here (on any student org page)

to access the management

system

Funding: important treasurer information, including deadlines

guidelines, and documents

Enter your OSU.# username and

password Only the listed Treasurer can

apply for funding

Your organization and desired function

View line of credit balance

Offices, Lockers, and Mailboxes

• Student organizations have access to office spaces, storage lockers, and mailboxes.

• Offices, lockers, and mailboxes applications for 2012-13 are online and

available March 1 and due April 30.

Free Marketing Resources

• Fill out online request– Graphic Design– Photography & Videography– Vendor or promotional items quotes

• Contact Neil Hoyng.11@osu.edu– Digital Bulletin Boards– Ohio Union online calendar

• Marketing tips handout– Student Organization Resources page

Coke Beverage Donation

• Donations are for events, rather than for meetings.• The event must be on or near campus.• The request form must be filled out online at least

2 weeks prior to the event for which the beverages are needed.

• Several pick-up locations, including the Ohio Union• Not able to serve or distribute non-Coca-Cola

products on campus property, nor use university funds to purchase non-Coca-Cola products for events or programs on or off campus.

Website Registration

• Student organizations may use free website space hosted through the university.

• To request a website, change webmasters, or request a new URL address, the President fills out the General Information online registration page

• Questions about log-in/technical issues with your website should be directed to 688-HELP or 8help@osu.edu

Technology Resources

• The Ohio Union IT staff can help your student organization create templates and design basic website features– Contact Nate Smith.1750@osu.edu to set up an

appointment

• Organization specific listservs are managed by OIT.

• Organization email addresses (myorgname@osu.edu) are also managed by OIT.

Carmen Pages• To create Student Organization Carmen page, send the

following information to carmen@osu.edu1.A course title (Your student organization name). This

must be 30 characters or less, spaces included.2.An instructor name.# (This should be your OSU

faculty/staff advisor member, who can later give instructor access to other members and officers)

3.An OSU department the course will be placed under. (Student organizations use "Student Life“)

4.The quarter in which the course will be active. Ongoing is an available option.

• Once the request is submitted, the instructor will automatically be given access and will be able to enroll other users.

Student Organization Insider

• The Student Organization Insider is a weekly email newsletter sent to all primary officers and advisors– Forward it to the rest of your members!

• You are automatically signed up to receive it when you are listed as an officer of a student organization. Other members can sign up to the listserv on the Ohio Union website

• Submit announcements for your events by Tuesdays at 5pm to csls@osu.edu

Spotlight Your Organization

• Did your organization or member win an award or receive recognition?

• Are you doing a cool event that everyone else should know about?

• Do you want some free publicity in Buckeye Net News and OSU Weekly emails?

• Submit information to csls@osu.edu

Meeting & Event Space• Ohio Union Meeting & Event Space

– Over 30 options– Most rooms are free with Pending or Active status– Limited to 3 free rooms per day per student organization– Conference Meeting Rooms in the Center

• Tabling in the Great Hall• Ohio Union Catering

– Catering 101 Menu– Outside food policy

• Make reservations one semester in advance, or one year in advance for one-time only events

Meeting & Event Space

• Additional campus locations– Selected classroom buildings across campus– RPAC– Other facilities

• Outdoor Events– As far as advance as possible– Online request (BEN.osu.edu)– 5k, races, runs need special permission– Will semesters impact your outdoor events?

• Time for a new meeting time?

Meeting & Event Spacehttp://ohiounion.osu.edu/plan_an_event/space_requests

Meeting & Event Space

• VEMS screen shot – Plug Center Meeting Rooms

Scheduling Tips

• Longer academic day = less classroom evening availability for meetings

• Morning and afternoon meetings should be considered

• More accurate attendance estimates will lead to more room availability (fewer large rooms)

• Poll your organization as Autumn semester classes are being scheduled to determine if your meeting time might need to change– Doodle.com

Event Planning

• Why? Audience, Type of program, Intended Outcomes

• Reserve Space• Budget• Travel and Contracts• Branding, Marketing• Food and Beverages• Decorations, Supplies and A/V• Volunteers• Clean Up, Evaluation, Thank Yous

Event Planning

• Checklist:– Cancellations/rain sites– Parking– Permits– Large crowds = space defining equipment– ADA accessible– Trash removal– Late night/early morning security– Amplified sound, if outside– First Aid

• Consider new member recruitment timelines

• Officer elections should ideally allow for overlap

between incoming and outgoing officers

• Holding elections just before or at the

beginning of a registration Window will allow for

maximum effectiveness

Elections & Transitions

Involvement Fair Registration

• Registration for the Fall Involvement Fair during Welcome Week opened on April 1.

• The registration deadline is July 20.• There will be a stand alone application on the

Ohio Union website: http://ohiounion.osu.edu/things_to_do/sifair

• Organizations must have Active status by the July 20 registration deadline to participate in the Fall Involvement Fair.

http://ohiounion.osu.edu/get_involved/student_organizations/semesters

http://myswitch.osu.edu