RECOGNIZED STUDENT ORGANIZATION (RSO) ORIENTATION

Transcription

1 RECOGNIZED STUDENT ORGANIZATION (RSO) ORIENTATION

2 First Things First What, Where, and Resources What? RSO Orientations are required annually to make sure you know what s new and what you should be doing as an RSO leader to stay in compliance and to make sure University policies and procedures are understood and followed. Where? Student Involvement is located on both City Campus and East Campus to assist RSOs City Campus, 200 Nebraska Union, East Campus, 300 Nebraska East Union, Student Organizations and Event Planning Consultation Desks are available on both campuses Resources Mandi Hulme, Assistant Director for Student Involvement Reshell Ray, Associate Director for Student Involvement Student Involvement website: involved.unl.edu

3 ASUN s Relationship to RSOs ASUN establishes all regulations about the recognition and activity of all Recognized Student Organizations (RSOs). The ASUN website has the most current ASUN constitution and bylaws on line

4 Compliance What is it? Compliance Status ASUN regulations ensure that your RSO has completed all of its requirements to be recognized according to ASUN Bylaws. You have to do four (4) things every year in order to stay in Total Compliance : 1) Annual Review Form (ARF) President, Treasurer, Advisor information/signatures 2) RSO Orientation That s what you re doing right now 3) Account Balance Confirmation (ABC) Reply to a SOFS about your RSO s finances 4.) Federal Tax Identification Number (FTIN) RSOs with annual receipts over $5,000 must obtain a FTIN

5 Compliance What does it do? Being in Total Compliance gives an RSO the opportunity to: Register Events Reserve Rooms Apply for Free Pepsi Products Request Funding for Events Levels of Compliance Status: Total Compliance All requirements complete Non-Compliance At least one requirement incomplete Inactive (no activity for 2 years) & Defunct (no activity for 4 years) Need Letter of Intent Need to update constitution with the current mandatory wording Must re-file all RSO paperwork with the ASUN Office (Letter of Intent-including 5 signatures of potential members and a revised or new constitution)

6 Annual Review Form Annual Full non-abbreviated name of your RSO President s Contact Info Advisor s Contact Info Advisor #1 MUST be a faculty or staff member. Graduate assistants can be Advisor #2. SOFS Account # Treasurer s Contact Info Election Dates (When they will be in office ) RSO s Campus Mailing Address (and and website) Deliver the form in person to Student Involvement, City or East Form available online:

7 Event Planning and Registration Also known as EPR and event form Secures reservations, authorizations and approvals to use University resources, as well as keeps record of event details EVERY time you are planning an event, visit the Consultation Desk in Student Involvement to complete this form Exception: Direct Reservations RSO meetings which have no speakers or performers from outside of the University, no food, and less than 100 people in attendance Direct Reservation Request for RSOs General/Series Meetings Online Form Reminder: SI simply starts the form, it is up to the necessary authorizers to confirm or deny an event

8 Event Planning and Registration Who? What? Where? How much/ how many? Deliver the form in person to Student Involvement, City or East Staff Notes (You don t need to worry about this section) Contact information for this event (student and advisor) Approval signatures Final Student Involvement Approval When?

9 EPR Contracts When are contracts needed? Utilizing artists or performers Facility rental Exchange of money for services Contract Worksheet You will receive this when completing the EPR process, it must be submitted four (4) weeks prior to your event Types of Contracts Co-sponsorship, Facility, Performance, Productions Services or Zero Dollar Agreement Can RSO members sign contracts? NO! RSO advisors, members, and officers are NOT authorized to sign contracts on behalf of their RSOs Who signs contracts? Veronica Riepe As the Director of Student Involvement she is the ONLY delegated authority to sign contracts for the Board of Regents on behalf of Recognized Student Organizations

10 Contract Worksheet What? RSO Contact info Who? Other Arrangements Contract Worksheet:

11 EPR Unions Nebraska Union, Nebraska East Union, Jackie Gaughan Multicultural Center Reservations Nebraska Union and Jackie Gaughan Multicultural Center reservations can be made with Carrie Jackson, the Nebraska Union Reservations Manager Nebraska East Union reservations can be made with Nancy Bulin, the Nebraska East Union Reservations Manager No Show Policy Notify Nebraska Union Reservations if your meeting or event will be cancelled. The RSO will lose reservations privileges with the Nebraska Unions after three No Shows for one (1) academic year. (Please see the No Show Policy document)

12 EPR Food RSOs need to notify the Nebraska Unions Reservations staff if there will be any food during an RSO meeting or event or meeting. (See Nebraska Union Food Policy) Student Involvement staff need to know if the food is: prepackaged homemade or for a potluck (University Food Safety Guidelines) catered or purchased from University Dining Services (Nebraska East Union) Chez Hay (Nebraska Union) licensed vendor restaurant grocery store Student Involvement staff also need to know if Pepsi products will be served.

13 EPR General Liability Guidelines On Campus Events The University has General Liability Insurance, which provides coverage for claims of bodily injury and property damage against the University arising out of the negligent actions of the insured party. RSOs do not have General Liability coverage from the University. RSO Faculty and Staff Advisors are insured under the University s policy, which also covers their service to RSOs. Individual RSO members are not covered by the University s General Liability Insurance. The University does NOT require RSOs to purchase additional insurance for most of their on-campus activities. (i.e. general meetings, RSO meetings and events within the Nebraska Unions) The University DOES require RSOs to provide a proof of General Liability Insurance coverage (e.g., Certificate of Insurance) in order to conduct certain types of activities on campus. (athletic events, events involving animals, 5Ks and Fun Runs, etc.) UNL s Benefit & Risk Management office can assist RSOs in obtaining additional liability insurance coverage for events.

14 EPR General Liability Guidelines Coverage for Off-Campus Activities RSOs and their individual members are not covered for liability arising from their off-campus activities. The University recommends that RSOs consider purchasing their own General Liability Insurance coverage. The University cannot provide this coverage, however, UNL Benefits & Risk Management office can help facilitate this process. In Summary RSOs are encouraged to pursue general liability coverage. Student Involvement and the UNL Risk Management & Benefits office can provide educational support for risk management and insurance concerns.

15 EPR Travel Travel Insurance ALL RSO sponsored trips require travel insurance $0.25/person/day Travel Insurance Form must be returned to the SOFS office at least two (2) business days prior to the trip Transportation Services RSOs may rent vehicles from Transportation Services Motor vehicle record check (a check of the drivers records) Large passenger van drivers must: be at least 21 years of age complete van driver training Vehicles are equipped with data recorders to track your speed The entire RSO will be banned from renting vehicles if they exceed the speed restrictions set by Transportation Services Other Means of Travel Flying Off Campus Vehicle Rental Personal Vehicles

16 EPR University Police Are there going to be 100 or more people in attendance? Are there going to be minors? Is there going to be loud music? Would a third party consider your event controversial? University Police need notification depending upon these answers and they must be notified at least 2 weeks (10 business days) in advance!

17 RSO Finances SOFS Student Organization Financial Services (SOFS) The Bank for RSOs Handles ALL RSO financial transactions Exception: alternate funding (funded by outside entity, such as a University Department, church, etc.) Alternate funding must be documented with SOFS Two Locations 200 Nebraska Union 2 nd Floor, in Student Involvement 314 Nebraska East Union 3 rd Floor Annual Review Form (ARF) signatures show who is authorized to remove funds from the RSO s account.

18 RSO Finances SOFS What SOFS Does for You Statement of Account Monthly statements by Deposit money? Fill out a deposit form. SOFS stores your money. Need to pay somebody? Fill out a Payment Request Voucher. Must be signed by Advisor and President or Treasurer. Obtain a requisition from SOFS for University services.

19 RSO Fundraising RSOs are responsible to be self-supporting. The first step in the fundraising process is filling out an EPR. Deposit all of the funds into your SOFS account within 24 hours of the fundraiser. For weekend events, use the Union Information Desk to lock up the money. Funds that are raised in the Nebraska Unions should never leave the Nebraska Unions.

20 NEVER make disbursements from funds received not yet deposited do not use door receipts to pay any expenses directly ALWAYS make disbursements by check using SOFS Payment Request Vouchers.

21 N-Card Membership Dues can be paid using a student s N-Card Available at both City & East Campus SOFS Must have 4-Digit SOFS number to make transaction

22 Gift Cards When presenting a voucher request for the purchase/reimbursement of gift cards, the following must be provided to the SOFS Office: Detailed receipt for the purchase of the gift cards Flyer or other documentation outlining the event when the gift card is being distributed including the event date If the recipient receives a gift card for $50 or more a W-9 will need to be completed by the recipient and submitted to the SOFS Office

23 Are two signatures, annual audits, documented transfers, and independent reconciliations really necessary in small student organizations?

24 Yes!! Each of these activities are elements of separation of duties, which is the primary way of assuring that all funds (and assets) are accounted for properly in any organization large or small

25 What Increases the Potential for Fraud? Officers/advisors who are not aware of the controls or fraud risks in their organization Officers/advisors who override or simply ignore procedures Loose or uncontrolled cash handling practices Lack of appropriate supporting documentation Inadequate monitoring or reconciliation of financial activity by organization officers/advisors Officers/advisors who do not follow-up on or report questionable and/or unusual transactions or activities

26 Who Might Commit Fraud? Someone who has the responsibility to act without supervision or oversight Someone who works independently and does not want or have others involved in his/her work processes Long term members who feel the organization owes them for their efforts for, or involvement in, the organization to which they belong Do not confront an individual you suspect of fraud or misuse of funds leave this for the professionals at the appropriate time in the investigation process.

27 RSO Funding Where are funding resources available for RSOs? Office of the Vice Chancellor for Student Affairs (OVCSA) University Program Council (UPC) Colleges or Departments What qualifies an RSO for funding? RSOs in Total Compliance that are planning events and/or attending diversity conferences Where can the funding applications be found? OVCSA: UPC FAC: Colleges or Departments:

28 RSO Funding Office of the Vice Chancellor for Student Affairs (OVCSA) What types of funding are available? Council of Student Affairs Directors (CSAD) Diversity Program Fund Pepsi Diversity Program Fund Pepsi Student Events Fund Council of Student Affairs Directors (CSAD) Diversity Conference Attendance Fund-This fund is only for conference attendance, but the same eligibility, criteria and application process applies. Relevant Information: Can apply every year Only submit one funding request to be considered for all 4 funding sources If awarded, the funds are transferred to RSO account

29 RSO Funding University Program Council (UPC) What types of funding are available? Fund Allocation Committee (FAC) $10,000 available each year on a first-come, first-served basis Relevant Information: Eligible to receive funding from the FAC every 2 years The RSO has 120 days following the event to supply expense documentation, or the approved funds will be made available for reallocation

30 Advertising Creation Station (Student Involvement) Banner Paper and markers for posters Button Maker Poster Maker Helium for balloons (only available in 200 Nebraska Union) Instructional Design Center (Henzlik Hall) Contact SOFS for a requisition Graphic design services Professional-style posters, flyers, handbills and banners Copies and laminating services Funds can be transferred from a SOFS account for payment.

31 Advertising cont. Information Strategies Design Lab (Student Involvement) RSO Project Submission Custom RSO logos Marketing and publicity designs $20 design set-up fee Submit online at Questions? Contact Mike Jackson at (402)

32 Advertising cont. RSO Newsletter and Newsletter An goes out to all RSO Officers on the 1 st and the 15 th of each month Submit your news 2-3 days in advance of the 1 st or 15 th to ensure it is included Submit a story at Social Media Spotlight Let Student Involvement do the work for you! Tell us a little about your RSO and we ll spotlight your group via Facebook and Twitter Deadline to submit a story is the Thursday prior to an event Submit your info at:

33 Advertising cont. Banners Spaces are available inside and outside of the Nebraska Unions Secure a banner space through Nebraska Union Reservations in the Nebraska Union or through Student Involvement in the Nebraska East Union Posters RSOs can post materials on special bulletin boards in the Nebraska Unions Bring three (3) posters (11 x 17 or smaller) to Student Involvement and the staff will hang the posters for you Poster Route Deliver 28 copies of your fliers to Student Involvement and we ll ensure they re posted in academic buildings for you.

34 Advertising cont. Chalking RSOs may chalk on the Nebraska Union Memorial Plaza Complete an EPR Visit Nebraska Union Reservations to secure a chalking date Table Tents RSOs may place table tents in the Nebraska Unions Make a reservation in Student Involvement RSOs may place table tents in Residence Hall Dining Centers Complete an EPR and obtain signature approvals from each dining center

35 Check your Boxes RSO Mailboxes All RSOs need to have an on-campus mailbox either in Student Involvement or in their respective departments Be sure to check your mailbox regularly

36 Hazing A hazing policies brochure is available in Student Involvement. Hazing is bad Just don t do it! Contact the Office of the Dean of Students for more information or to report hazing ( ).

37 Coolers & Cambros Rental Coolers must be returned within 24 hours of the event First come, first serve basis. Must be clean and dry when you return

38 Pepsi Student Experience Fund RSO must complete an Event Planning & Registration (EPR) form. Events must meet the following criteria: Events must be held on campus Events must be campus-wide and open to all students (no general meetings will be eligible for free Pepsi products) Events must be free for UNL students Allocated beverages may NOT be sold or used to generate profit (most applicable for philanthropies).

39 Properly Using UNL Logos Resources available at: php Licensed UNL Vendors Shirts 101 Art F/X Proforma Underground Printing

40 Student Impact Awards You deserve to be recognized for the work that you and your organization does throughout the year! Nominations can be made for the following awards: - Outstanding Student Organization - Outstanding Student Organization Officer - Outstanding Student Organization Member - Student Leadership Award - Student Organization Philanthropy/Service Award - Outstanding President - Outstanding New Advisor - Outstanding Advisor - Program of the Year - Outstanding Commitment to Recruitment Applications are due in March each year An awards dinner in early April will recognize the top 3 nominees in each category as well as the winners.

41 Save the Date Sat, Aug 9:30pm Club Fair 2014: Thursday, Sept 11 from 11 am to 2 pm

42 Save the Date Continued

43 Upgrade Your RSO Workshop Series

44 NvolveU Students can use NvolveU to search for RSOs online Interested students may RSO Presidents and Advisors RSOs are responsible for replying to these interested students Access the site at

45 Questions? INVOLVED.UNL.EDU