HOW TO RUN A SUCCESSFUL STUDENT GROUP

1. HOW TO RUN A SUCCESSFUL STUDENT GROUP University of Maryland School of Medicine 2019-2020 Academic Year  STUDENT COUNCIL:  Alex Boukhvalova – PRESIDENT George Morcos – VICE PRESIDENT Kevin Kim – TREASURER Cristiana Salvatori – SECRETARY Donna Parker, MD  Associate Dean of Student Affairs

2. Student Policy and Procedure

3. MEDSCOPE MAINTENANCE • Faculty Advisor-Please submit your faculty advisor agreement. We will update the faculty advisor on OSA. • 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. • If the old officers in your group did not give you access, contact Aline Dzaringa adzaringa@som.umaryland.edu  and cc the old officer(s).

7. MAKE SURE EMAIL IS UP TO DATE AND IS UMB NOT UMD

8. FACULTY ADVISOR

10. TIPS

11. MANAGEMENT PROCEDURES 2019 – 2020 Student Group Management Procedures

12. REQUIREMENTS

13. STUDENT ORGANIZATION STORAGE • Each student group gets access to storage room and/or a locker in HSF 1 if needed • Sign-out keys for Rm 514 in OSA Rm 152 (cannot keep them). • Rent a lock from Paul Moore… also in OSA • Please no food. Keep it organized. Clean it out at the end of each semester

14. WHAT ABOUT ALCOHOL? • The UMB Alcohol Policy can be found on pages 2 and 3 of the Alcohol Packet. Please review it! • After you fill out the form… turn it in to Rob Cook @ BRB 14-039 • Keep a copy of your approved permit and POST it somewhere on a wall during your event • Or else the police won’t be too happy • If you notice inappropriate behavior, take action according to the policy! 

15. ALCOHOL PACKET/POLICY

16. When downloaded, the alcohol permit is fillable. The top half of the first page is to be completed by the sponsoring organization. Drop off to Aline Dzaringa in OSA RM 146 and she will submit for approval and send the group/person a copy for his/her records.

17. PROFESSIONALISM Please familiarize yourself with the policy on professional conduct evaluations and commendations which can be found in the academic handbook on the Office of Student Affairs website: http://medschool.umaryland.edu/osa

18. Scheduling Events • Check MedScope for other events to minimize overlap • Room Reservation: • rooms@som.umaryland.edu • Tables/Chairs requests: Submit work Request • https://www.umaryland.edu/facilities/ • To reserve AV equipment • av@som.umaryland.edu • Remember: Food events cannot be held in Taylor Lecture Hall or Hosick. You must reserve PODS! *** WHEN YOU EMAIL TO ROOMS@SOM BE SURE TO CC AV@SOM AT THE SAME TIME ***

20. CAMPUS • Other Rooms Available on Campus can be found at https://www.umaryland.edu/cpa/toolbox/rooms-available-on-campus/ • Davidge Hall, School of Dentistry, Nursing, SW, Law, HSHSL, Pharmacy, SMC, Lexington & Bio Park (Other buildings may have different rules ex: alcohol, catering. We suggest asking about the rule when you make your reservation.)

21. HOW TO ADD EVENT TO MEDSCOPE

23. ATTENDANCE AND MEMBERSHIP • Groups should take attendance at every meeting using MedScope. • Very important for funding the following year. • Before the event Contact Audio Visual if you are using PPT presentation • 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

24. Student Accounting

25. BANK ACCOUNTS • Aline Dzaringa(OSA) has all your accounting information and current balances • Suite 146 in the OSA office • Your group Gmail account should have received an update on your account balance.  This was sent out in the on August 5.  You will be receiving a report of your account at the end of each month.

26. STUDENT ORGANIZATION ACCOUNTING FORM Click to add text

27. STUDENT ORGANIZATION ACCOUNTING FORM • Group members should complete an accounting form in order to: • Use money from your account • Cover unforeseen out of pocket expenses (up to the group’s balance amount). No payments above the group’s balance amount will be reimbursed. • Make deposits into your account (fundraisers/donations) • Request a direct payment via credit card REMINDER: The payee and the approving e-mail cannot be the same on the student accounting form!

28. TAX EXEMPT

29. EXAMPLES OF RECEIPTS

30. STUDENT ORGANIZATION ACCOUNTING FORM, CONTD.

31. FUNDRAISING FOR STUDENT GROUPS

33. HOW TO GET $$$ FOR YOUR GROUP

35. FUNDING REQUEST FROM STUDENT COUNCIL!

36. FUNDING CRITERION

37. UPCOMING EVENTS

38. STUDENT ACTIVITIES FAIR • When:  Friday, September 6th, 12:00pm – 3pm • Deadline to reserve a table: September 2nd  • Where: MSTF Atrium • ½ table per student group. • Use a laptop to collect student names/emails of interested students. • Have a poster and/or pamphlets to inform students about your group. • Pizza will be provided. • Don’t leave without helping to clean-up!

39. STUDENT LEADERS MEETINGS Every month OSA will be inviting students that are not in the Class Government or in a Student Council to Student Leader’s Meetings.  

40. IMPORTANT DATES SUMMARY • September 6th • Student Activities Fair 12-3pm • September 10th • Faculty Advisor Form Due • September 10th @ 5:00pm • Fall Funding Request Form Due • Deadline for requesting table at Student Activities Fair (check your emails for google doc) • TBD • Spring Funding Request Form Due • April 1st • Officers transition deadline

41. OTHER FUN EVENTS TO COME… • House Dodge Ball • Hopkins Med Mixer • Camden Pub Karaoke Night • Chili and Pie Cook-Off • Have Ideas? Email Us!

42. CONTACTS • Aline Dzaringa, Business Analyst at the Office of Student Affairs adzaringa@som.umaryland.edu • Kristen McCartin, Event Specialist kmccartin@som.umaryland.edu • Student Council umb.som.council@gmail.com