Registered Student Organizations Annual … Student Organizations Annual Registration Orientation....

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Registered Student OrganizationsAnnual Registration Orientation

Student Leader Training Session

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CENTER FOR STUDENT INVOLVEMENT WHAT IS CSI?

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Mission • Creating an inclusive and accessible environment, the Center for

Student Involvement provides meaningful and diverse learning opportunities to impact student success. Students will gain a sense of self and strong interpersonal skills, while becoming responsible and engaged citizens in their community.

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CONNECT – DISCOVER – ENGAGE

InvolvedCougar

Connection

Discovery

Engagement

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Center for Student Involvement

• CSI provides opportunities for students to CONNECT…DISCOVER…ENGAGE through– Registered Student Organization Services– Leadership and Civic Engagement Programs– Programming from Fee-Funded Student Groups

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CENTER FOR STUDENT INVOLVEMENT

Student Center NorthSuite 103Hours of Operation: M-F 8:00 AM – 6:00 PM

Center for Student InvolvementStudent Center North 103Phone: 832.842.6245Email: csi@uh.edu

Office Hours:Mon – Fri 8:00am – 6:00pm

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Commons Desk

• Mailboxes• Carrel Area Management• Involvement Ambassadors• Student Organization Resources

Commons Desk and Carrel AreaMon – Fri 10:00am – 8:00pmSun 1:00pm – 5:00pm

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Carrel Area• 106 Carrel Spaces• Student Organization

Resource Room • Application for Carrel

Spaces is embedded in the Get Involved Registration Submission

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Who do I need to know?

Donielle MillerAssistant Director• RSO Services• Advisor Development• Get Involved Issues• RSO Communications• RSO Incentive Program• Organizational

Resources• Registration Process

Ja’Nelle KingActivities Coordinator • RSO Services• Student Leader

Development• Involvement Ambassadors • Commons Desk • Event Registration• Organizational Resources• Registration Process

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BUILDING BLOCKS FOR ORGANIZATION SUCCESS

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Constitution and Bylaws• A constitution is the basic framework of an organization. It should

state the general operating procedures and policies of a group, which are not subject to change frequently.

• The by-laws contain a more detailed method of doing business and specific rules.

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Constitution Building • Organization name and

abbreviation • Purpose and goals • Membership eligibility, standards

and requirements • Member disciplinary procedures

– Notice– Perspective

• *Officer selection process– Timing– Process

• Officer duties

• GPA requirement for officers and/or members

• Officer disciplinary procedures – Notice– Perspective

• Financial procedures statement• Advisor expectations

• Non-Discrimination Clause• Anti-Hazing Clause• Constitutional amendment

procedure• Statement of annual review

*RSO Registration will be held annually in April.

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Required ClausesNon-discrimination clause: • As a Registered Student Organization at the University of Houston we adhere to the

University of Houston’s Non-Discrimination Policy. The University of Houston is an Affirmative Action/Equal Opportunity institution. The university provides equal treatment and opportunity to all persons without regard to race, color, religion, national origin, sex, age, genetic information, disability, or veteran status except where such distinction is required by law. Additionally, the System prohibits discrimination on the basis of sexual orientation, gender identity or gender expression.

Anti-Hazing Clause:• This organization will not initiate, participate in, or be witness to any act that

inflicts or intends to inflict physical or mental harm or discomfort or which may demean, disgrace, or degrade any person, regardless of location, intent, or consent of participant(s).

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Faculty/Staff Advisor • Must be classified as either a Faculty or Staff Member per UH Human

Resources• Complete the State of Texas Mandated Risk Management Education (will

only need to do once for the duration of serving as an advisor for any UH RSO)

• Acknowledgment of Registered Student Organization Advisor Expectations Form– Sign any UH forms for services and benefits that may require Advisor

signature authorization

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Role of the Advisor • CSI believes that as educators, advisors guide and support

students through a learning and development process. Therefore, students organizations should primarily be managed and run by its members and officers.– This includes, but is not limited to, decisions regarding the goals

of the organization, events or programs sponsored by the group, or how their finances are allocated.

– The student organization advisor is mainly responsible for providing advising and guidance for the organization. They should intervene only to prevent the violation of UH policy or the Student Code of Conduct.

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NUTS & BOLTS:ORGANIZATION BASICS

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What is a Registered Organization?

• A group of enrolled students gathered together for a common purpose

• Membership is limited to UH students, faculty, staff, and alumni

• Officer positions are limited to UH students• Only need 3 students to start and maintain an

organization

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Relationship to the University• Your organization is NOT . . .

– Considered part of the University of Houston.– Covered by the University’s insurance (you may purchase

separate insurance if necessary).– Tax exempt – Your organization IS taxable and therefore

you must apply for Federal tax exempt status through the IRS.

– Allowed to use UH or UHS logos in your marketing designs without permission. If using UH logos please submit to branding.

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Use of the University's Name• Organizations may not use the name of the

University of Houston or an abbreviation of the name of the University of Houston as part of its name, except to designate location or chapter . . .

(Student Handbook Organization Policy 3.1)Right: The Kayak Club at the University of Houston

Wrong: The University of Houston Kayak Club

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Memorandums• Created and distributed once registration is

complete on June 15, 2016• Used as proof your group is an RSO at UH• Only top 3 officers and Advisor* can be added to

the Memorandum• Sent by email to Primary Officer and kept on file

at CSI• Woodforest and TDECU requires a memorandum

to change authorized account users• Update requests starts with updating Get

Involved current roster and officer assignments

Contact CSI if changes are made!!!

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Get Involved WebsiteGet Involved is a comprehensive student organization and student involvement information system. Get Involved allows CSI to increase the level of service provided to students, student organizations, and campus partners.

www.uh.edu/getinvolved

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All information stored on Get Involved must be updated and accurate at all times.

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Get Involved Features•Communication to all or selected organization members• Interactive wall for internal information and updates• Interest matching with students•Creation of forms to collect survey, travel, or participation information

•Store documents such as meeting minutes, agendas, and membership training information

•Photo albums to document events•Event submission process based on specific conditions•Simplified online registration related to each organization type

•Elections for organizational positions•Service hour tracking

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Mailboxes and Forwarding• Must have either a mailbox with

CSI or a forwarding mail code to another office

• Mailboxes• Located at the Commons Desk• Must be checked at least once a week

• Mail Codes• 4-digit codes that deliver mail to a campus

office/department/building

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Email Accounts

E-mail Accounts• Organizations are allowed 1 UH

email address• Please contact CSI if you have

any questions or wish to apply for an email account.

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Event Registration• RSOs are granted the

privilege of holding events on campus

• Depending on event, an Event Registration form needs to be completed online

• Otherwise, the Conference and Reservation Services (CARS) in the Student Center Room 271 office will process event requests via the online EMS Reservation System

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Event Registration

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Event Registration

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Event RegistrationIf you are trying to… Promote an event off campus If your event does not need to reserve space at University of Houston (it’s an off-campus event or on another campus), then answer “no” when asked. Your event will be quickly approved by an Event Registration Staff member and it will appear on Get Involved if there are no concerns (usually same business day).

Reserve a space and/or promote an event on the University of Houston Campus If your event needs to reserve space on University of Houston’s campus, click “yes” to the appropriate questions on the second page (outdoor, food, open flame, etc.) and you will be taken to the appropriate campus forms.

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Event Registration

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Event Registration

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Event Registration – Room ReservationAccessing the Online Room Reservation EMS system. • www.uh.edu/studentcenters/• Click Conference & Reservations• Click Find Available Space

Requesting a Login• Click Request a Login• Send Email to James Pettijohn

• Must be one of the top three officers listed on the memorandum

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Posting/Advertising

• Posting Locations• Over 170 locations across campus• One posting per board• Must have RSO name/logo on the

posting

• Sidewalk Chalk-not permitted• Banners at Student Center South and

Satellite (fill out request form)• Yard Signs (fill out request form)• The Cougar• Get Involved site• Cougar Trading Cards

• Ensure you review all posting policies.

• Remove Marketing within 24 hours of completion of Event

• Outdoor Signage must be approved!

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Student Organization Finances• You can use your bank of choice• You will need to make sure to keep

your officers updated with the bank• New RSOs will need to apply for

Employer Identification Number through the IRS.gov

• Organization name must match bank statement for Memorandum

• Taxes and Non-Profit Tax Exemption• Develop a financial management

system

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Activities Funding Board• Web: www.uh.edu/afb• Email: afb@uh.edu• Phone: 832-842-6238• Reimbursement for

• On-Campus Programs or Events• RSO-Related Conference Travel• RSO’s may collaborate to request funding

• Up to $2500 total ($1000 for conferences)

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REGISTERED STUDENT ORGANIZATION INITIATIVES

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RSO SERVICES AND SUPPORT

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Involvement Ambassadors• The Cougar Involvement

Ambassadors (CIA) are a group of student leaders who are selected and trained to provide support to students seeking opportunities for campus involvement. – Workshops for student

organizations– Consultations for students

looking to get involved– Marketing– Campus Policy

Interpretation

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Student Organization Resource Room• The resource room holds a variety of

different items for student organizations to check out! Need to make a banner? Want to design a flyer? We’ve got you covered.

• To check out items in the Resource Room, you just need to go to the Commons Desk and let the Cougar Involvement Ambassadors know what you need.

• Please note: You will have to leave a form of collateral (DL, Keys, or ID Card)

Items available:•Markers•Glue Sticks•Scissors•Heavy Duty Stapler•Paper Cutter•Hole Puncher•Colored Pencils•Construction Paper•iMac•Laminator•Poster Printer

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CoogCounts Organization Incentive ProgramProgram Purpose: • To promote RSO usage of the Get Involved Platform as well

as engagement in the University of Houston Campus Community.

Qualifications to Participate: • Approved as a Registered Student Organization• Complete Registration during the April Registration period• Primary Officer complete the CoogCounts Notification of

Participation Form

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CoogCounts Organization Incentive Program

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RSO DEVELOPMENT

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SOLD SERIES • A variety of topics will

be provided through a workshop series twice per week.

• These workshops will provide foundational education for student organization leaders to effectively manage and lead their organizations.

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Advisor Training Series• The Center for Student

Involvement values the contributions Advisors offer to student organizations. In order to serve as a valuable resource to the organization, it may be helpful to receive some additional training. We will begin offering a training series for Advisors.

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Student Organization Leadership and Advancement Retreat

• The Student Organization Leadership and Advancement Retreat is a one day experience created for student leaders of Registered Student Organizations.

• The Retreat focuses on using StrengthsQuest as a tool develop strong student leaders.

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Cougar Connection• Cougar Connection sessions will

provide student leaders with opportunities to build lasting networks across the UH Community.

• Sessions will be held once a month and will include a different resource that is available to students on campus. The campus partner will share ways that students can utilize their resources through a roundtable workshop and discussion.

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RSO Categories and Training Requirements

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RSO CategorizationAll Student Organizations are now categorized, or grouped, based several criteria:

– Their function for the student body– Their relationship with a UH department or office – Their relationship with a university staff or faculty advisor– Their access to various university resources– Their level of risk posed from their activities to the

university

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RSO Categorization• Each category will have required trainings to maintain

the student registered student organization status• Trainings must be completed prior to Organization

Registration 2017-2018

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RSO CategorizationCategory I Category II• Organization chooses Advisor• Serves internal organization members• Primarily hosts low-moderate risk events• Events are for organizations members and related

individuals• Does not receive operations/event funding from

University

• Organization chooses Advisor• Serves internal organization members, related

individuals and UH Community• May receive operations/event funding from University• Hosts events open to the UH and Houston Community• Moderate to High Risk Events

Requirements:• Annual Organization Registration Process

PICK TWO: • 2 officers attend 2 SOLD Sessions each • 2 officers attend 1 SOLAR each• 2 officers attend 2 Cougar Connections each• 2 officers attend 2 Center for Diversity and Inclusion

Workshop each

Requirements:• Annual Organization Registration Process

PICK THREE: • 2 officers attend 2 SOLD Sessions each • 2 officers attend 1 SOLAR each• 2 officers attend 2 Cougar Connections each• 2 officers attend 2 Center for Diversity and Inclusion

Workshop each

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RSO CategorizationCategory III Fee Funded Organizations • Organization chooses advisor or the Advisor may be

assigned by University Department• Sponsored by UH Department• Receives operations/event funding• Moderate to High Risk Events• Events open to UH and Houston Communities

• Advisor is assigned by University Department• Sponsored by UH Department• Receives operations/event funding (SFAC)• Moderate to High Risk Events• Events open to UH and Houston Communities

Requirements:• Annual Organization Registration Process

PICK FOUR:• 2 officers attend 2 SOLD Sessions each• 2 officers attend 1 SOLAR each• 2 officers attend 2 Cougar Connections each• 2 officers attend 2 Center for Diversity and Inclusion

Workshop each

Requirements:• Annual Organization Registration Process

Attend (All Stipend Student Leaders):• 3 SOLD Sessions each

• 1 Center for Diversity and Inclusion Workshop each• XLR (Executive Leadership Retreat)

• SOLAR (new stipend student leaders only)

• July Training Series

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ORGANIZATION REGISTRATION PROCESS

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Organization Registration Steps

1. Two officers attend an Orientation Workshop– Begins April 4th

2. Complete the Get Involved online registration form– Opens April 15th

3. Two officers complete Online Risk Management Training Education

– Begins April 18th

4. Two officers attends a Risk Management Workshop– Begins April 18th

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Get Involved Registration• Remove inactive members from your roster • Change Organization Roster to reflect new members

(make sure to add your advisor)– Make sure that all your officers are already “Members” on

your Get Involved roster.

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Existing Organization Get Involved Registration1. Log in to Get Involved via AccessUH2. Go to your organization’s site3. Click Register

4. Follow the Steps Outlined5. Be sure to click Submit for Approval!

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New Organization Get Involved RegistrationCLICK HERE

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New Organization Get Involved Registration

CLICK HERE

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Get Involved Registration• Complete Registration Form

– Answer Required Questions– Submit Officers by inputting UH ONLY emails. – Identify who will need to be enrolled in the Blackboard Class for Online

Risk Management – Upload Constitution– Upload Advisor Agreement– Information you will need:

• Full Names of Top Three Officers• Classification for all Top Three Officers• PeopleSoft IDs • Contact information for all three officers

– Email and Phone

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Get Involved RegistrationNeed to retrieve a submission or check your status?

1. Log in to Get Involved2. Click your name in right hand corner3. Click Involvement4. Click Submissions5. Click Organization Registrations

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QUESTIONS?