run by the 2014-2015 student council: seda – president joey– vice president andrew – treasurer...
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RUN BY THE 2014-2015 STUDENT COUNCIL: SEDA PRESIDENT JOEY VICE PRESIDENT ANDREW TREASURER CHUMA SECRETARY HOW TO RUN A SUCCESSFUL STUDENT GROUP University of Maryland School of Medicine Fall 2014 Dawn Roberts - Advisor Associate Director of Student Affairs Slide 2 AGENDA MedScope maintenance Scheduling an event Communication GMAIL account Google Form Google Calendar Membership and Attendance Student Organization Storage Money Bank Accounts Funding Request Forms Student Accounting Form Other Policies and Tidbits Student Activities Fair Blood Drive Participation Summary Slide 3 MEDSCOPE MAINTENANCE Faculty Advisor, Student Officers, Email address, (and webpage) should be updated on MedScope All events should go onto MedScope as soon as they are scheduled to avoid conflicts (some groups scheduled events on the same day last year) If the old officers in your group did not give you access, contact Dawn Roberts [email protected] Slide 4 Slide 5 Slide 6 Slide 7 Slide 8 Slide 9 MAKE SURE EMAIL IS UP TO DATE Slide 10 FACULTY ADVISOR Slide 11 Slide 12 SCHEDULING AN EVENT Check MedScope for other events to minimize overlap Make a room reservation [email protected] To request tables/chairs: http://webtma.umaryland.edu:81/ http://webtma.umaryland.edu:81/ Remember: Food events cannot be held in Taylor Lecture Hall or Hosick Slide 13 HTTP://WEBTMA.UMARYLAND.EDU:81/ Slide 14 ROOM OPTIONS Slide 15 Available on MedScope Slide 16 EVENTS, CONT. Add your event to MedScope! DO NOT FORGET BEFORE the event: contact AUDIO-VISUAL if youre going to use a PPT presentation [email protected] AT the event: Use a laptop to record attendance Keep your membership up-to-date AFTER the event: update the attendance list Slide 17 EASY AS 1 23 To reserve a room 1 [email protected] To reserve AV equipment 2 [email protected] To reserve tables and chairs 3 http://webtma.umaryland.edu:18/ *** WHEN YOU EMAIL TO ROOMS@MDEDED BE SURE TO CC AV@MEDED AT THE SAME TIME *** Slide 18 HOW TO RESERVE PODS? Its first come first serve. Simply add your event to medscope No need to email rooms@meded Please clean the pods after your meeting Slide 19 HOW TO ADD EVENT TO MEDSCOPE Slide 20 Slide 21 COMMUNICATION- GMAIL Groups should use a GMAIL address Please create one if you dont have one already [email protected] [email protected] [email protected] [email protected] [email protected] [email protected] [email protected] [email protected] [email protected] [email protected] [email protected] [email protected] [email protected] [email protected] [email protected] [email protected] [email protected] [email protected] [email protected] [email protected] [email protected] [email protected] [email protected] [email protected] [email protected] [email protected] [email protected] [email protected] [email protected] [email protected] [email protected] [email protected] [email protected] [email protected] [email protected] [email protected] [email protected] [email protected] [email protected] [email protected] [email protected] [email protected] [email protected] [email protected] Slide 22 REQUIREMENTS All student groups must have a faculty advisor Submit Faculty Advisor Form by August 26 th to Dawn Roberts You can hand-deliver/ scan and email to [email protected] All student groups should hold at least two meetings and have at least one fundraising activity per year T-shirts, mugs, pens Bake sales Food festivals Charity run END OF YEAR: All student groups are responsible for electing new group leaders, transitioning information (email lists, ppts, budget information, calendars), and updating MedScope to reflect this information Slide 23 ATTENDANCE AND MEMBERSHIP Groups should take attendance at every meeting using MedScope Very Important for funding the following year. Members must attend at least 3 events (unless otherwise specified) throughout the year in order to maintain their membership Keep your membership active on medscope Slide 24 STUDENT ORGANIZATION STORAGE Each student group gets access to a storage room and/or locker in Howard Hall Rm. 514 if needed Sign-out keys to Rm 514 in OSA- cant keep them Rent a lock from Paul Moore also in OSA Please no food. Keep organized. Slide 25 BANK ACCOUNTS Sara Menso (OSA) has all your accounting information and current balances Suite 150 in the OSA office Tammy VanDamme has access as well Your group Gmail should have received an update on your account balance If not Sara Menso will send this out sometime soon. Slide 26 Slide 27 Slide 28 TAX EXEMPT We do have a tax exempt code that can be used for purchases Any business should offer you tax-free prices with the tax exempt form. We will email you the Tax Exempt Form that you should save for future use. CODE: 52-6002033 Slide 29 EXAMPLES OF RECEIPTS Slide 30 STUDENT ORGANIZATION ACCOUNTING FORM CONTD. President/Treasurer should complete an accounting form for: 1) In order to use money from your account 2) Unforeseen out of pocket expenses (up to the groups balance amount). No payments above the groups balance amount will be reimbursed. 3) To make deposits into your account (fundraisers/donations) ADVICE/TIPS: Complete this on time/ahead of time for every event SAVE YOUR RECEIPT Sara Menso Clubs are encouraged to fundraise to avoid out of pocket expenses by group members Slide 31 HOW TO GET $$$ FOR YOUR GROUP Slide 32 Due: Tuesday, August 26 th at 5pm Hand in AND email to a student council member Slide 33 FUNDING REQUEST FROM STUDENT COUNCIL! We have only about $5000 to split amongst the 50 student groups Please DO NOT over request. Due: Tuesday, August 26 th at 5pm Slide 34 LOVELY RULES FOR MONEY USE Slide 35 OTHER POLICIES AND TIDBITS Slide 36 ALCOHOL-OPEN PDF WITH EXPLORER Slide 37 Slide 38 WHAT ABOUT ALCOHOL? After you fill out the form turn it in to Greg Robinson @ BRB 14-039 Keep a copy of your approved permit and POST it somewhere on a wall during your event Or else the police wont be too happy Slide 39 NEW STUDENT GROUPS Must provide Dawn Roberts with: Description of the mission of the group Name of the proposed faculty advisor A petition signed by 20% of the entire student body (120-130 signatures) OSA and OME Deans must give final approval on the new groups formation New groups will remain on probation for one year. If rules are broken, the group will be disbanded and receive no further funding or recognition. Filling out funding request form: Estimate number of members Have one meeting without food to estimate membership Most likely all new groups will receive a flat amount Slide 40 UPCOMING EVENTS: Slide 41 STUDENT ACTIVITIES FAIR When: Tuesday, September 16 th, 12:00pm 3pm Deadline to reserve a table: September 12th Where: MSTF Atrium table per student group Use a laptop to collect student names (and emails) Have a poster and/or pamphlets to inform students about your group Pizza will be provided Dont leave without helping to clean-up! Slide 42 BLOOD DRIVE September 24 th, most likely 12pm to 6pm You give, 3 live. Once the time is set, you can register on the blood drive googledoc Need 3 people to volunteer per hour Slide 43 IMPORTANT DATES SUMMARY August 26th Funding Request Form email student council Faculty Advisor Form email Dawn Robert September 12 th Deadline for requesting table at Student Activities Fair September 16 th Student Activities Fair 12-3pm September 24 th Blood Drive April TBD Officers transition deadline Slide 44 CONTACTS Dawn Roberts, Associate Director Student Affairs [email protected] Student Council [email protected]