Presenter: Adam Burden. Highlights of key resources for student orgs from the Ohio Union and key changes for student orgs in regards to the transition to semesters.

1. S tu d e nt O rganization
R e s ou rce s
&
You r O rg on S e m e s te rs

2. Regis tration
• Registration Process
– Two registration Windows
• Spring Window: February 15 – April 30 (June 1 this year)
• Autumn Window: August 1 – October 15
– Organizations self select which Window to register in and
which registration deadline
– All requirements must be completed during the Window or
the organization will be Inactive
– New organizations may only register during a Window

3. Regis tration
• Registration Requirements
– President Training
– Treasurer Training
– Advisor Training
– Online registration forms
• General Info, Roster, Constitution, Goals
– Advisor Approvals
• Registration
• Goals

4. C ons titutions
• Constitutions
– Must have
• Purpose Statement
• Non-discrimination policy consistent with CSA Guidelines
• Member selection requirements and removal process
• Officer titles, duties, selection, and removal process
– Update dates/quarters, “SOURCE” references, any
outdated statements, specific names of individuals,
formatting inconsistencies

5. Funding Deadlines
• Operating Funds
– June 1, 2012: Audits due for 2011-12 year
– July 1, 2012: Requests Open for the upcoming year
– May 1, 2013: Audits due for 2012-13 year
• Programming Funds
– April 15: Deadline for events occurring June 1 - August 15
– July 1: Deadline for events occurring August 16 - October 15
– September 1: Deadline for events occurring October 16 -
December 31
– November 15: Deadline for events occurring January 1 - March 15
– February 1: Deadline for events occurring March 16 - May 31

6. S tu d e nt O rganization S taff
Vian Barwari – Graduate Admin Associate
Resource Room operation,
Student Staff supervision
Adam Burden – Coordinator, Student Involvement
Student organization registration, trainings
Deb Cunningham – Coordinator, Student Orgs
Student Organization Funding process
Katie Dean Williams –
Graduate Admin Associate
Student Organization Funding, Tenant Programming

7. C enter for S tudent
Leaders hip & S ervice
A student’s point of connection
for the full spectrum of involvement
at Ohio State.
Students can connect with leadership
and service initiatives, engage with
student organizations, advance learning,
and create lasting memories.

8. http://ohiounion.osu.edu/get_involved/csls
C enter for S tudent
Leaders hip & S ervice

9. C enter for S tudent
Leaders hip & S ervice
• Existing and New Initiatives
– Leadership Awards
– Pay It Forward
– Annual Conference on Leadership and Civic Engagement
– Student Organization Summit
– Skill Building Workshops
– Leadership Classes

10. C enter for S tudent
Leaders hip & S ervice
• Workshops, Presentations, Guest Speakers
– Over 30 different topics
• Request support for your next organization retreat
– Finding locations
– Consultation/planning on activities and agendas
– Games, equipment, low ropes course activities
– Facilitation from Student Leadership Advocates
– Coca Cola Retreat Package Funding

11. http://ohiounion.osu.edu/get_involved/csls/network
C enter for S tudent
Leaders hip & S ervice

12. Most Popular: Go to Get
link for Student Involved and
Organizations click Student
Organizations

13. Student
Organizations
home page
Click here (on any
student org page) to
access the
management system

14. Guidelines, documents, links,
access to marketing/
graphics/video services

15. Res ource Room
• Some resources have an associated cost. Items without cost are
free. Each student organization receives a yearly $250 Line
of Credit to spend on resources. You don’t have to pay it
back!
• Your Line of Credit resets on the last day of your
organization’s registration Window. You spend your Line of
Credit from the previous year through the end of your
registration Window.
• New organizations will receive a $25 Line of Credit for their
first 60 days of Pending status
• All members listed on an organization’s roster can use the
organization’s Line of Credit, unless organization restricts.

16. Res ource Room
• Only three primary officers may reserve and check out
equipment.
• When your Line of Credit runs out, if your status is Inactive, or
whenever you desire, you can purchase items at their cost
from the Resource Room.
• Individuals can purchase items from the Resource Room.

17. Funding: important treasurer
information, including
deadlines guidelines, and
documents
Click here (on any
student org page) to
access the
management system

18. Enter your OSU.#
username and password
Only the listed Treasurer can
apply for funding

19. Your organization and
desired function

20. View line of credit balance

21. Offices , Lockers , and Mailboxes
• Student organizations have access
to office spaces, storage lockers,
and mailboxes.
• Offices, lockers, and mailboxes
applications for 2012-13 are online and available
March 1 and due April 30.

22. Free Marketing Res ources
• Fill out online request
– Graphic Design
– Photography & Videography
– Vendor or promotional items quotes
• Contact Neil Hoyng.11@osu.edu
– Digital Bulletin Boards
– Ohio Union online calendar
• Marketing tips handout
– Student Organization Resources page

23. C oke B everage Donation
• Donations are for events, rather than for meetings.
• The event must be on or near campus.
• The request form must be filled out online at least 2
weeks prior to the event for which the beverages are
needed.
• Several pick-up locations, including the Ohio Union
• Not able to serve or distribute non-Coca-Cola products
on campus property, nor use university funds to purchase
non-Coca-Cola products for events or programs on or off
campus.

24. Webs ite Regis tration
• Student organizations may use free website space hosted
through the university.
• To request a website, change webmasters, or request a
new URL address, the President fills out the General
Information online registration page
• Questions about log-in/technical issues with your website
should be directed to 688-HELP or 8help@osu.edu

25. Technology Res ources
• The Ohio Union IT staff can help your student
organization create templates and design basic website
features
– Contact Nate Smith.1750@osu.edu to set up an appointment
• Organization specific listservs are managed by OIT.
• Organization email addresses (myorgname@osu.edu) are
also managed by OIT.

26. C armen Pages
• To create Student Organization Carmen page, send the following
information to carmen@osu.edu
1. A course title (Your student organization name). This must be 30
characters or less, spaces included.
2. An instructor name.# (This should be your OSU faculty/staff
advisor member, who can later give instructor access to other
members and officers)
3. An OSU department the course will be placed under. (Student
organizations use "Student Life“)
4. The quarter in which the course will be active. Ongoing is an
available option.
• Once the request is submitted, the instructor will automatically be
given access and will be able to enroll other users.

27. S tudent Organization Ins ider
• The Student Organization Insider is a weekly email
newsletter sent to all primary officers and advisors
– Forward it to the rest of your members!
• You are automatically signed up to receive it when you
are listed as an officer of a student organization. Other
members can sign up to the listserv on the Ohio Union
website
• Submit announcements for your events by Tuesdays at
5pm to csls@osu.edu

29. S potlight Your Organization
• Did your organization or member win an award or
receive recognition?
• Are you doing a cool event that everyone else should
know about?
• Do you want some free publicity in Buckeye Net News
and OSU Weekly emails?
• Submit information to csls@osu.edu

30. Meeting & E vent S pace
• Ohio Union Meeting & Event Space
– Over 30 options
– Most rooms are free with Pending or Active status
– Limited to 3 free rooms per day per student organization
– Conference Meeting Rooms in the Center
• Tabling in the Great Hall
• Ohio Union Catering
– Catering 101 Menu
– Outside food policy
• Make reservations one semester in advance, or one year
in advance for one-time only events

31. Meeting & E vent S pace
• Additional campus locations
– Selected classroom buildings across campus
– RPAC
– Other facilities
• Outdoor Events
– As far as advance as possible
– Online request (BEN.osu.edu)
– 5k, races, runs need special permission
– Will semesters impact your outdoor events?
• Time for a new meeting time?

32. http://ohiounion.osu.edu/plan_an_event/space_requests
Meeting & E vent S pace

33. Meeting & E vent S pace
• VEMS screen shot – Plug Center Meeting Rooms

34. S c heduling Tips
• Longer academic day = less classroom evening availability
for meetings
• Morning and afternoon meetings should be considered
• More accurate attendance estimates will lead to more
room availability (fewer large rooms)
• Poll your organization as Autumn semester classes are
being scheduled to determine if your meeting time might
need to change
– Doodle.com

35. E vent Planning
• Why? Audience, Type of program, Intended Outcomes
• Reserve Space
• Budget
• Travel and Contracts
• Branding, Marketing
• Food and Beverages
• Decorations, Supplies and A/V
• Volunteers
• Clean Up, Evaluation, Thank Yous

36. E vent Planning
• Checklist:
– Cancellations/rain sites
– Parking
– Permits
– Large crowds = space defining equipment
– ADA accessible
– Trash removal
– Late night/early morning security
– Amplified sound, if outside
– First Aid

37. E lec tions & Trans itions
• Consider new member recruitment timelines
• Officer elections should ideally allow for overlap between
incoming and outgoing officers
• Holding elections just before or at the beginning of a
registration Window will allow for maximum effectiveness

38. Involvement Fair Regis tration
• Registration for the Fall Involvement Fair during
Welcome Week opened on April 1.
• The registration deadline is July 20.
• There will be a stand alone application on the Ohio
Union website:
http://ohiounion.osu.edu/things_to_do/sifair
• Organizations must have Active status by the July 20
registration deadline to participate in the Fall
Involvement Fair.

39. http://ohiounion.osu.edu/get_involved/student_organizations/semesters

40. http://myswitch.osu.edu