Student Organization Circuit Training

Jason Heiserman & Rachel Navarre

Department of Student LifeJohns Hopkins University

Overview of Training

• Requirements• Policies and

Procedures• Finances and

Funding• Event Planning• Promotion and

Publicity

Online Resources

• Undergraduate Student Organization Handbook

• Financial Services For Student Organizations

• Programs and Trainings for Student Organization Leaders

• Student Event Planning Guide

• Information for Student Organization Advisors

Expectations for Student Organizations

• Open to all (Title IX exception)

• Accurate records• Constitution on file• Not for profit or

personal gain• Affiliated with SGA, CSC,

GRO or university office/department

Officer Requirements

• Full-time undergraduate student

• Krieger or Whiting• 2.0 or higher GPA• Traditionally President,

Vice President, Treasurer, Secretary

• May have unique titles as long as Primary Contact exists

Member Requirements

• Full-time or Part-time• Affiliated with any JHU

school• Organizations may have

GPA higher standards• Early graduates (p. 8 of

handbook)• Membership dues and

fees (p. 8 of handbook)

Advisor Requirements•May self select advisor unless written in a job description

•Full-time or Part-time faculty/staff and graduate students are eligible

•Alumni and community members may co-advise with on-campus employee

•University employees may not be paid to advise

•Advisors should assist with transitioning, networking, training, policy comprehension, mediating, etc.

•Expectations between group and advisor should be discussed in advance

Privileges of Registered Student Organizations

• Listed in publications and websites

• Use of JHU name and logo• Room reservations• Hosting events and

fundraisers• Publicizing/promoting• On-campus bank accounts• Mailbox space

Registering Your Student Organization

• Registration occurs annually• Done through

http://johnshopkins.collegiatelink.net

• Each group must have a Primary Contact

• All distribution lists generated through this site

• You may update group profile throughout year

Emails and Websites

• E-mail alias – bieberfever@jhu.edu

• Website alias- www.jhu.edu/bieberfever

• Mailing list- bieberfever@lists.johnshopkins.edu

• Details on p. 7 of handbook

Policies and Procedures

Accessibility

• Please make arrangements prior to your events with Office of Disability Support Services

• Student Life will assist with costs

• Make sure your meeting space is accessible

Hazing

• ILLEGAL• DON’T DO IT• Hazing is not just about

alcohol. • It includes a variety of

non-voluntary acts that may seem harmless, but can make students uncomfortable

• Details on p. 14 of handbook

Logo and Name Use

Registered groups may use JHU or Hopkins branding

Never distort the logo or seal

It is recommended to put JHU or Hopkins at the END OF YOUR GROUP NAME so you will be easier to search

Risk Management Waivers

• Protect your group from lawsuits• Recreational activities, travel, sports

competitions, anything deemed “risky”• Office of Risk Management

Room Reservations

• Request meeting time and special event at the end of each semester

• 410-516-8209, homewoodscheduleevents@jhu.edu

• Tables and Breezeway banners, bbl@jhu.edu

• Academic space-– Before 6pm:

www.jhu.edu/~registr/room.html

– After 6pm: schedule@jhu.edu

Solicitation

• Do not conduct fundraisers or recruit members without table space

• No solicitation in residence halls and university-owned apartments

Travel and Vans

• Must have an on-campus account to reserve

• Must be van certified, chooper1@jhu.edu

• No more than 300 miles roundtrip for ground travel

• Your own vehicle = your own insurance

Finances

Attend a Financial Training

Workshop for many more

details

Student Activities Commission (SAC)

• Funding board of the Student Government• Does fund cultural, performing arts, publications

and journals, religious, special interest/hobby, and sports clubs

• Does not fund academic, honor/professional societies, Greek life, advocacy and service, student support services, and graduate student groups

• Annual allocations in April/May, funding grants monthly during school year

Grant Opportunities• Student Life Programming

Grants for community builders, new initiatives and unique collaborations

• Alumni Association Student Group Grants

• Homewood Arts Grants and Arts Innovation Grants

• Credit Union T-Shirt Grants• Pepsi Refresh Project• http://web.jhu.edu/student

life/funding/other.html

Financial Officers

• Each group should have two, such as President and Treasurer

• Only financial officers can initiate financial requests

Paying Vendors

• Attach original invoice or bill to Financial Transaction Request (orange form)

• Allow time for new vendors to be added• For Independent Contractors, attach contract

to Financial Transaction Request • Independent Contractor = Social Security

Number• Vendor Payment = Federal ID

Reimbursing Members

• Attach ITEMIZED receipts to Financial Transaction Request

• Over $100 = check mailed to you• Under $100 = petty cash in Garland Hall• Please keep requests to $10 or more• Reimbursements for JHU students only• Two signatures on form

Depositing Money

• Dues, ticket sales, donations• Bring cash or checks to Office of Student

Activities during normal business hours• Please try not to keep money overnight• Make copies of your checks

Transferring Money

• Complete funding transfer request form in Office of Student Activities

• You will need to have both account numbers

Donations

• Should be submitted through Development• http://www.giving.jhu.edu/• Donations of $100 or more receive tax credit• Checks made out to JHU with student group

name written in Memo section

Fundraising

• IMPORTANT way to make money for your organization

• Fundraised money stays in your account• Can assist with non-essential items like t-

shirts, awards, social events, food at meetings, etc.

Gift Cards

• Gift cards may be given as prizes but should be for $25 or less to avoid taxable income

Copy Cards

• For use of the copier in Office of Student Activities

• Prices range from $3.50-$70

• Must have an on-campus account

• Only financial officer can be reimbursed

• FedEx Kinkos is a good alternative – save your receipts

Tax Exempt Status

• Bring a tax exempt card with you when you go shopping

• You cannot be reimbursed for sales tax in Maryland

Event Planning

Steps to Event Planning

• Brainstorm Ideas• Draft a Plan• Pick a Date• Find a Location• Plan your Event• Follow a Budget• Market the Event• Evaluate the Event

Contracts

• Confirm date and location FIRST

• Contracts must be signed by an authorized university official– Usually Jason Heiserman!– Allow 2 business days for

review

• Be careful – Don’t burn bridges for others

Parking

• Parking garage permits for guests: $8

• Service permits for vendors: $10

• Send e-mail to parking@jhu.edu with budget information to purchase permits

Security

• May be required for events:• Involving alcohol• Open to non-JHU students/general public• Involving large cash transactions• With no clear boundaries (dance party, concert)• With a precedence or potential of liability or security

risks to Johns Hopkins students, faculty, staff, guests, or property

• Must be reserved 2 weeks prior• Contact Homewood Scheduling for more information

Events with Alcohol

• Must use a 3rd party vendor

• Beer and wine only on-campus

• No student organization money towards alcohol

• No open bars – cash bar only

• Must get pre-approval• Must have security and

staff present

Film Screenings

• Under the Federal Copyright Act, no film can be shown in public spaces, including residence hall lounges, without first obtaining film rights• Federal crime with maximum sentence of 5

years and/or $250,000 fine• Film rights can be purchased from companies,

like Swank motion pictures• Price varies from $200 to $800

Gaming Permits

• State of Maryland Gaming Permit is required for raffles or gambling events where there is an exchange of money

Open Flames

• Baltimore City law – no open flames in public indoor spaces

• No open flames for indoor induction ceremonies

• Open flames for outdoor use must be approved by Levering Student Life office

Crowd Control Trainings

• www.firemarshal.state.md.us/crowdmanager• Watch the training video and take the test– Takes about 20 minutes

• Crowd control manager required for events with 50-250 people. One additional manager required for additional 250– Must make announcement at beginning to inform

patrons of emergency exits

Social Event Registration

• Off-campus social events should be registered with the Office of Student Activities• We are here to help you

in being proactive!

Promotion and Publicity

Our Survey Says

Top ways to advertise are:1. Today’s

Announcements2. Facebook3. Word of Mouth

Advertising Policies and Procedures

• Advertising must not contain material that:– Is pornographic– Harasses an individual or group– Contains a message of hate or violence– Promotes hate speech or events– Promotes free alcohol– Promotes unhealthy alcohol practices (drinking games)– Violates university policies

• Dorm storming is prohibited• Do not tape posters to painted or glass surfaces

Submit announcements by noon for the them to appear the following day (Friday @ noon to appear the following Monday)

Be as specific as possible with your content

No teasers, no ALL CAPS

Click “students only” unless you really expect faculty to read

University events calendar: events.jhu.edu

Easy submission tool, plus bulk submissions

You can be a group admin and post events on behalf of your organization

Events are sent out as part of an email newsletter

Sent out on Fridays (usually) from Jason Heiserman, jheiserman@jhu.edu

Content generated from Today’s Announcements and requests sent

directly to Jason

Mural Boards

Now reserved through OSA

Flash Ads

• www.jhu.edu/advertise • Contact

advertise@jhu.edu• Keep your ads simple,

less is more!• Submit at least 2 weeks

prior

Table Talkers

• Four-sided plastic napkin holders in dining halls

• Submit copy to Kelly Davis in Wolman Dining office for approval

Chalking

• Permitted in designated areas around campus– See Event Planning

Guide for listing

• Do not chalk on marble, on walls, or under breezeways

Banners

• Mattin Center: Eric Beatty• Breezeway: Syreeta Hubbard at bbl@jhu.edu • Residence halls: Hannah Von Krause• MSE Library: Betty Cook

Tabling

• Breezeway: Syreeta Hubbard at bbl@jhu.edu

• Outside residence halls: Hannah Von Krause

• Q Level: Betty Cook

Social Media

• Facebook• Twitter• Four Square• You Tube• Others?

You’ve Got Questions?

We’ve Got Answers (hopefully)