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 Up and Running
TO GET YOU
STARTED:
Find an Advisor (University Faculty or Staff)
Register online
Each fund officer and advisor listed will receive an
email asking them to visit a web site, review the contract there and
click the button agreeing to the terms. At least 2 fund officers and
the advisor must complete this step.
THEN:
Every year we needed at
least two officers to go through an Org Orientation process.
This year we provided an orientation on April 22, 2008. If you
missed that, we still need you to complete some form of an
orientation. What we've come up with is another D2L quiz that
you now need 12 out of 13 to pass. Don't worry you can take it
as many times as you find necessary.
We also require that
each org re-registering must submit a Community
Service Form and a Membership list. Also
to help advertise annual events on campus, we have available the Org
Events Form that can be filled out, so your event will get placed
in the Daily Planners available in the Bookstore. All three
forms must be turned in via e-mail, D2L, or physically dropping them
off in the Office of Student Life by May 1st at 4:30pm.
Once all registration requirements are
met, you should expect to receive an e-mail from the OrgNet Chair in
a day or two confirming that you're fully registered.
Apply for cubby space outside the
Office of Student Life (optional)
Instructions for adding D2L
Student Organization Orientation 2008-2009 course
You will still need to self register for the new
course (those who have done this before know how quick this
goes). To self register log into your D2L account. On the
very top navigation bar you should be able to find the Self
Registration tab. You’ll just need to click on that, select the
Student Organization Orientation 2008-2009
course and then click through a few confirmation pages. Once
that’s done you should now be able to return to your main D2L course
page and under the Ongoing section be able to find the
course. Once you're there you should be able to find the
power point under the content section. View that and once that
is done, proceed to the quiz section and take the quiz there.
What do these letters mean?
OSL: Office of Student Life, UU 150
OFO:
Organization Finance Office, UU 110
SUFAC:
Segregated University Fee Allocation Committee
UTIC:
University Ticketing & Information Center
D2L:
Desire to Learn
Phone Numbers
Copy Center: 465-2227
Office of
Student Life: 465-2720
Organization
Finance Office: 465-2258
Reservations:
465-2200 ext. 28
Residence Life:
465-2040
Union Graphics:
465-2200 ext. 23
University
Catering Service: 465-2200 ext. 31
University
Information Center: 465-2400
SUFAC:
465-2048
Web Sites
Student Life: www.uwgb.edu/stulife
Register a New Org: www.uwgb.edu/stulife/orgs/register.htm
Re-register an Existing Org: www.uwgb.edu/stulife/cgi-bin/select.asp
SUFAC: www.uwgb.edu/studgov/committees/sufac/index.asp
Union Policies: www.uwgb.edu/union/org/
All University Calendar: http://calendar.uwgb.edu/
Email listserv info: www.uwgb.edu/compserv/email/emailapp.htm
Web page access for your org: www.uwgb.edu/webdev/students/
Procedures
Banner Room
The student org banner room provides supplies such as paint, markers,
paper, etc for student org use and is located between the
Student Government suite and the new Org Suite in the Union. The banner room is open during
normal Union operating hours. Orgs are responsible for all clean up.
Budget
For an org to receive funding for supplies, expenses, trips, events,
etc., for the following year, you must submit a budget in the fall.
Budget forms are found on the SUFAC
Web site. After the deadline you will be notified the day your
organization will present the budget before the SUFAC board. At a
later date you will be notified the total amount your organization
has been allocated for the following academic year.
Cash Box/Change Fund
If you require a cash box for events such as a fundraiser or sale,
request forms are available at UTIC, located on the
second floor of the Union, next to the Cloud Commons. It is important to make the request at
least three days in advance.
Catering
When hosting an event on campus (including meetings), food or drinks
must be ordered through the University's Dining Service, SODEXO. A “Priced
Right” menu with discounted prices is available for student
organizations. To place an order, see OFO. If your
program includes catering, you must take a copy of the poster to OFO.
Checks
To get a check written to a business, bring an invoice and as much
information about the purchase as possible to OFO. To get a
reimbursement check for an individual, you must bring in any
receipts. An authorized org member must sign approval for the check
to be cut from the account. Please allow 2 weeks for checks processed
with SUFAC funds and 1 week for checks from Agency funds.
Co-Sponsorship
An organization interested in additional funding through
co-sponsorship should approach other orgs who may possess a similar
interest in the event/cause or Student Life. Co-sponsorship includes
sharing of resources and responsibility, as well as funding.
Deposits
To make a deposit to organization accounts, bring the cash, checks,
and coins to OFO. Any org member can make a deposit to an account.
Duplicating
When making large quantities of copies, it is less expensive to send
your documents to the Copy Center. The Copy Center also has a variety
of paper sizes, weights, and colors. To make use of Copy Center
services, go to OFO. Please allow one week for processing time, so
plan ahead.
Food Waiver
If the catering service is unable to provide the food or beverage you
request or if there is a specific purpose for bringing more than $50
of non-perishable food/beverage in, a food waiver must be completed
and approved. The waiver must be completed two weeks in advance.
Please see the policies at: www.uwgb.edu/union/assets/pdf/policies/flow_chart.pdf
(requires Adobe Reader) and www.uwgb.edu/union/nsfea/index.asp
Fund Raising
The Student Life Office needs to approve all your fund raising
activities. The policy and form are at: www.uwgb.edu/stulife/orgs/fund-raising_form.doc
(Word).
Movies and Copyrights
To show any movie as part of an org event, you will need a license,
which can be very costly. Please see Grant Winslow in Student Life
with any questions you may have.
Organization Accounts
Each organization has two funding sources available to them: SUFAC
funds or Agency funds. SUFAC funds are allocated via the annual
budget process or contingency requests. Agency funds are monies generated
by student organizations through various fund raisers, annual dues,
or donations. For information regarding these funds, please contact
OFO.
Photocopying
A copy machine is located in the Student Government suite (UU 112) .
A copy code (obtained in OFO) is required to use the machine. At the
end of every month your organization’s account will be charged for
the total number of copies. Each year the copy code is changed,
therefore, you will need to check with OFO in the fall for your new
code. See duplicating section for information on making large numbers
of copies.
Raffle
To sponsor a raffle you must have a license. Contact OFO for
information about your access to the license and how to set up
tickets.
Reservations
Rooms, banner spaces, display cases, and promotional booths must be
reserved ahead of time. Please note that rooms, especially in the
Union, are frequently reserved a year in advance. To make
reservations, call 465-2200 ext 28 or stop up on the third floor of
the Union.
Solicitation
Soliciting organizations outside of the University requires
authorization from University Advancement and takes at least 2 or 3
weeks. There is an on-line
Solicitation Form, which is also available
in the Office of Student Life. (An example of soliciting is asking a
business to donate gift certificates or coupons as prizes for special
events.) If you have any questions regarding solicitation, please ask
in OSL.
SUFAC Request
Additional funding is available from SUFAC for special events,
travel, speakers, etc. To apply for the funding, you need to fill out
the appropriate form found on the SUFAC
Web site and submit one copy to the SUFAC office no later than
4:30 pm on Monday to be placed on the agenda for that Thursday’s
meeting.
Contractual/Contingency/Food, and Travel Requests
Contracts must be processed by Student Life; students and advisors
are not permitted to sign for contracts. For all arrangements, please
allow 4-6 weeks to process the reservations or check. To make the
arrangements, go to OFO for assistance.
Promotion
Banner Space/Booth
Space/Display Cases
All these promotional spaces must be reserved through Union reservations.
If the banner space is located in the Union, take the banner to the
UTIC and they will hang it. If the banner space is located in
an academic building, you need a sticker indicating the dates of the
reservation (stickers are distributed by reservation assistants) and
then you may hang the banner yourself (it is also your responsibility
to take it down). The booth spaces are usually composed of a table,
two chairs, and a bulletin board. The day the reservation begins you
may put together your booth as you like. It is the organization’s
responsibility to take all the promotional materials down after the
reservation has expired. The same policy for booth spaces applies to
the display cases. To access the display case, go to the UTIC to get the key.
Campus Life E-Mail
The Campus Life E-mail is sent to all students on Friday mornings. To
include your announcement, send an e-mail in "Rich Text
Format" to campuslife@uwgb.edu
by 4:30 p.m. on Wednesday. Please do not include graphics. Be sure to
include the name of the sponsoring org, a contact person, and e-mail
or phone number for that person. For more information or to see
a demo click here.
Sidewalk Chalking
Student organizations may chalk their announcements on sidewalks
around campus. Chalking is not allowed on buildings.
Channel 20
Student organizations may advertise events on Channel 20. Contact
Channel
20 for more information.
Where do
posters go?
65 - Residence Life (take them to the Community Center)
4 - Union take to the University & Ticketing Info Center
8 - Public Safety
4 - Kress Center (take them to the Front Desk)
2 - Ecumenical Center
1 - IC (International Center - RH 310
1 - GTP Office Window
1 - SGA Office Window
1 - Above Org Mailboxes
1 - OFO
1 - To Keep
(NOTE:
Posters and flyers are subject to approval by Union/Public Safety).
Those posted in the Union must have the Disability Statement on them.
Table Tents
The union’s promotions team
put’s together a table tent every week that goes up in the Union and
the Garden Café. There is an
on-line form (http://www.uwgb.edu/union/tabletents/index.asp)
available that you can fill out that goes directly to them.
Orgs are also allowed to create their own tents, however you do need
to contact the Chair of the
Union and Dining Committee in SGA to get
approved. If you don’t you’re
tents will be thrown away.
Fourth Estate
Contact the Fourth Estate at 4E@uwgb.edu
or 465-2719 for information regarding advertisement or event
coverage.
WGBX -
The Phoenix Campus Radio Station
All student organizations may advertise on WGBX for free. Any
one may contact them at wgbx@uwgb.edu.
In order to get advertising on our station, you must do the
following:
·
Give them at least 3 weeks
notice before your event so they can properly prepare and get ads out
on the airwaves
·
Come up with a script or list
of ideas that you had for the commercial
·
Come in and do your own
commercial (optional)
·
Have date, time, and
information about the event
For more information visit
their website at www.uwgb.edu/wgbx.
Mailing
Labels for mailings are available from the Registrar’s office.
Contact OFO for the forms required to process and charge the mailing.
To mail to on-campus students, there is no charge. Contact the
Residence Life Community Center for the exact count of student boxes.
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