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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 require at least two officers
to go through an Org Orientation process. To do this you'll
need to view the orientation power point on D2L and taking the
quiz. You will still need to self
register for the D2L 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. Just click on that, select the Student
Organization Orientation 2009-2010 course and
then click through a few confirmation pages. Once that’s done
you should now be able to return to your 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. Please view that and when finished, proceed to
the quiz section and begin the quiz there. Note: In order to
pass you must get at least 12
out of 13 correct. Don't worry you can take it as many
times as necessary.
We require that each continuing
org re-register every year, by mid April, and
must also 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 storage space in the lateral
files in the Org Office area (optional)
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:
465-2462
Residence Life:
465-2040
Union Graphics:
465-2752
University Catering
Service: 465-2715
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 from the Union, see:
http://www.uwgb.edu/union/forms.asp.
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 (also called
A'Viands). A special menu with discounted
prices is available for student organizations (see:
www.uwgb.edu/stulife\orgs\ofo\dining.html). 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 DigiCopy. They also has a variety
of paper sizes, weights, and colors. To make use of DigiCopy 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. Here is a word document
explaining the basics:
www.uwgb.edu/stulife/orgs/movierules.doc.
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 AIC/OSL (UU 150) . 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 465-2462 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 promotional spaces must be reserved through Union reservations,
who will provide you with a sticker indicating the dates of the
reservation. 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, put the sticker on the banner
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 or colors,
or large size fonts. 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.
Phlash TV
Student organizations may advertise events on Channel 20. Contact
Phlash TV for more information.
Where do
posters go?
Make 94 poster total:
65 - Residence Life (take them to the Community Center)
6 - 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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