Introduction

1. Introduction • Organization orientation is required for all organizations • At least 1 officer should attend the orientation • After completing all registration steps, your organization will be registered until spring!

2. Student Activities Center • The SAC is located in Suite 320 of the University Union • Phone: 940-565-3807 • www.unt.edu/sa • Student Organization Staff: • Christa Coffey, Director of Student Activities • Tracy Frier, Student Organizations Coordinator • Leslie Pedigo, Student Organization Graduate Assistant

3. Student Organization Basic Guidelines • Complete all Registration Forms each long semester • Select an Advisor • Maintain a minimum of 8 members • Current copy of the constitution • Officers maintain a 2.5 GPA • Membership only for currently enrolled students

4. Benefits of being a Registered Organization • Listings on the public database of student organizations • Use of University’s classrooms and facilities • Ability to participate in University-sponsored events • Eligibility for Eagle Awards • Eligibility to apply for office space in the Student Activities Center • Qualify for Eagle’s Nest Funding

5. Student Government Association

6. SGA wants to help YOU! • We can help with: Connections and Money • We are here to serve you • We want to know what you are doing so we can serve you better and keep the students informed!

7. EAGLE’S NEST • The Funding Request Packet will be online August 29th on ORGSYNC. • Must be registered with the Student Activities Center to be eligible for funding. • The Funding Packet MUST be turned in 4 weeks before the program. • There are mandatory Fund Request Committee meetings throughout the semester that an executive officer and the person in charge of the program must attend to receive funding. • Email: eaglesnest@unt.edu

8. Services and Resources • Event Planning Consultation • 100 FREE copies/semester • Computers, fax machine, etc. • Potential office space • Organizational mail collection

9. Organization Mail • Student Activities receives a lot of mail for student orgs, including bank statements. • Orgs need to check their mail in Student Activities at least once per 30 days. Starting this fall, all mail (except junk mail, which will be thrown away) will be returned to sender after 30 days. • Student Activities will be getting rid of the mailboxes starting October 1, but will still accept mail for orgs. You will be able to claim your org’s mail at the Student Activities front desk.

10. 2012-2013 Registration Process • Have one officer attend an Orientation Session • Update the Organization’s profile • Upload copy of constitution • Have Advisor approve information on OrgSync profile • Make sure all officers are members of the organization on OrgSync

11. OrgSync • All organization registration, maintenance, and communication will be done via OrgSync • Many forms needed can be found on OrgSync i.e. Room Reservations, Checking Account Verifications, Organization Office Applications etc. • Contact the SAC with Questions, Concerns, or for Tutorials

12. Checking Accounts Need an account? • Apply for tax-id # (SS-4 form) from the IRS at www.irs.gov • Complete Checking Account Verification Form, allow 3-4 days to process (only required for Wells Fargo) • Take letter from SAC to Wells Fargo

13. Checking Accounts Updating an account: • Complete Checking Account Verification Form to add or delete names, allow 3-4 days to process • Take letter from SAC to Wells Fargo **All persons being added to account must be present with letter at Wells Fargo

14. Event Planning Events with: • Food and/or beverages • Tickets for admission • Off-campus guests • Hazardous materials (fire, sledge hammer) • More than 100 attendees • Alcohol • Any kind of physical activity (flag football, basketball etc.) • Minors Must be turned in 15 business daysprior to the event, not counting the day of the event

15. Event Planning Cont’d. • Complete Event Application with necessary signatures and return to SAC 10 or 15 days prior to the event • Notification of approval or denial will be emailed to the contact person on the event application • May be referred to Event Safety Committee (ESC)

16. Reserving Academic Classroom Space • An Academic Classroom Request Form should be filled out and turned in to the Student Activities Center at least 3 business days prior to the event. • Information Needed: • Event Name • Recurring dates • Desired classroom • Contact information • President & Advisor email • Start & End time

17. Reserving Union Space • Union space can be reserved by Scheduling Services on the 2nd floor of the Union • An event application will need to be filled out and signed by a representative from Scheduling Services • Scheduling Services will then turn the form into Student Activities

18. Event Safety Committee The purpose of the ESC is to ensure that student organization events are executed in the safest way possible. The ESC and its Chair will: • Schedule a safety meeting regarding your event • Org must comply with all requirements set by ESC in order to have the event • Before attending the meeting complete the Event Safety Guidelines Form

19. Solicitation Any organization’s attempt to gain funds, support, membership, or contributions. • Solicitation Forms are required 5 business days prior to the event, and can’t last longer than 3 consecutive days (submitted to UPC on 2nd floor of Union) • Maximum of 5 3-day periods per organization • Solicitaion tables are only allowed in or around the Union. • The selling of merchandise or soliciting donations require the Dir. Of Business Services signature • No student organization may sponsor more than 3 sales per semester in the Union.  Student organizations may sponsor or conduct a sale for a maximum of three (3) consecutive business days. (9 days per semester)

20. Free Speech and/or Expressive Activity • Students may engage in expressive activity (free speech) on campus grounds without the need for prior reservation or approval • EXCEPT if involving a sponsored guest, the use of amplified sound, and/or a parade, rally or march • Student organizations that sponsor a guest are responsible for ensuring that said guest(s) read and understand all obligations set out in applicable University policies • Forms to book free speech are processed through the Dean of Students Office

21. Student Organization of the Month • The organization that is selected as SOTM will receive a $100 co-sponsorship from Student Activities to go towards organizational activities. • To apply submit an application on OrgSync detailing what your organization did in terms of service, philanthropy, and/or any awards received by the 15th of each month.

22. Risk Management • Student organizations need to take steps to reduce the risk at all functions: • Create a small group of students whose sole responsibility is to determine the risks involved • They should create a plan to reduce those risks

23. Risk Management: Plan of Action • They should create a plan of action in case things do go wrong. This plan should include internal policies and procedures regarding: • Drugs and alcohol • Hazing • Sexual Abuse and Harassment • Fire and other safety issues • Individuals with Disabilities • Travel • Behavior at parties and events of the organization • In a court of law, if you can show that you executed these three plans, your personal liability decreases a little

24. Risk Management: UNT Policies • In addition to civil or criminal violations, officers, members, and the organization could also be subject to violations of the UNT Student Code of Conduct, so you are strongly encouraged to familiarize yourselves with the Code to understand your rights and responsibilities as students and as an organization • Some on campus events will require your attendance at an Event Safety Committee meeting • This will help you identify risks with your event and come up with some ideas to minimize those risks, to protect guests and ultimately reduce your personal and organizational liability

25. Upcoming Events & Resources • 6 Weeks of OrgSync • October 8th-November 16th. Register on OrgSync under “Forms.” • Your organization could win prizes JUST for using OrgSync! • Make the Most of your College Leadership Experience • Sponsored by the Career Center, the Center for Leadership and Service, and Student Activities. Bring your laptop for this interactive workshop! • Wednesday, November 7th, 5:00 pm-7:00 pm, BLB 170 • Quiz Bowl; November 16-17 • Registration Deadline is November 2nd. Can register as teams or individuals. • 1st Place: $200, 2nd place: $100 • Get, Connected, Get Synced! Join OrgSync in October/November to win a $50 gift card to the bookstore! • LEAD League: Leadership facilitations/workshops for student organizations; Contact Center for Leadership and Service • Campus Life Ambassadors: Student Org improvement presentations, OrgSync trainings; Contact Student Activities

26. Conclusion If you have any questions or would like to receive more information regarding student organizations please contact the Student Activities Center. Thank you and have a great year!