Re-Registration

2015

In your packetOrg IDFree workshop ideas for your organization

meetings and professional developmentData Collection Sheet

PowerPoint slides for you to take notes – online for sustainability purposes also at

uncw.edu/studentorgs Forms and Resources

Section 2

Objectives of TrainingUpdate you on policies & proceduresUnderstand the SeaOrg ProgramNotify you of free resources availableLearn how to re-register your

organization for 2015-2016 academic year and update officer information

RSO Re-Registration

Log onto SeaOrg Update your organization’s information via SeaOrg at

http://appserv02.uncw.edu/studentorgs/studentadmin/login.aspx

Be sure to include: • Include at least 5 registered students as some type of

officer with e-mail and cell phone information• Assign 1-2 Reservation Delegates (these will be the

only members of your organization who can make room reservations)

Deadline: Thursday, April 30th

Before Noon“Reading Day”

RSO Re-RegistrationAnnual university requirement for ALL student organizations which must be completed each SPRING in order to maintain active registration status

with the university.

Deadline: Thursday, April 30th

Before Noon“Reading Day”

Benefits of being a Registered Student Organization

Registered student organizations have privileges reserved for active student organizations, including, but not limited to:

Reserving space on campus (questions for space and programs)

Requesting funds from SGAAccessing funds from an on-campus accountHolding fundraisers on campusUsing the universities name or logo Accessing technology resources (i.e. website,

email, timmy folder, etc.)

Steps to completing Re-Registration

Update information on SeaOrg (Must have a meeting type and 5 officers listed in your Member . Information section along with their e-mail & phone)

Update the Non-Profit Clause (Per University requirements)

Complete and turn in your Data Sheet (to an Involvement Specialist in CAIC or at the end of this session)

All standing reservations will be cancelled and all accounts will be frozen

until further arrangements are made

with the Campus Activities & Involvement

Center for the organization to complete

the reregistration process.

Deadline: Thursday, April 30th

Before Noon“Reading Day”

You will not get confirmation if you get

everything done correctly.

Do not e-mail us to confirm your

organization is registered !

What is SeaOrg?? Social Network for your Organization for UNCW

Students Allows students who are not members to learn about

and contact you Allows CAIC to contact the correct student leaders Allows officers to see updated information about the

FREE resources you have yet to use Tracks Budget Points for Operational Budget

purposes ….. and so much more!

How to register

1. Go to uncw.edu/studentorgs2. Put in your username and password

and Org ID (located on your folder)3. Scroll to the “Member Information”

section4. Edit or Delete as necessary

How to update officer information

1

2

3

Sammy

Seahawk

sts1963

910-962-3000

4

Seahawk, Sammy

sts1963

Officer Information

•You must have five members listed under the officer tab –

•If you only have four officers (President, Vice President, Secretary, Treasurer) add any other person as an “other officer”

•If you have more than five officers, you can add more than five

How to update meeting information

Constitution Review: Three Mandatory Clauses

The University requires three (3) clauses to be included in every organization’s constitution: Adherence Non-Exclusionary

Membership Non-Profit (new version this

year)

Constitution Review: Adherence Clause

This organization will adhere to all University rules, regulations, and policies, as well as to all local, state, and federal laws.

Constitution Review: New non-exclusionary membership clause

it is the policy of UNCW and _____________________________________ that this organization practices an open state the official name of the organization (as stated above).

membership policy for members of the university community without regard to age, color, disability, national origin, race, religion, military service member

or veteran status, or sexual orientation. membership and participation in this student organization must be open to all currently registered students without regard to gender, unless exempt under title ix.

or

it is the policy of UNCW and _____________________________________ that this organization practices an open state the official name of the organization (as stated above).

membership policy for members of the university community without regard to age, color, disability, national origin, race, religion, military service member or veteran status, or sexual orientation. membership and participation in this student organization must be open to all currently registered students without regard to gender, unless exempt under title ix.

student groups that select their members on the basis of commitment to a set of beliefs (e.g., religious or political beliefs) may limit membership and participation in the group to students who, upon individual inquiry, affirm that they support the group and agree with its beliefs, so long as no student is excluded from membership or participation on the basis of his or her age, race, color, national origin, disability, religious status or historic religious affiliation, military veteran or service member status, sexual orientation, or, unless exempt under title ix, gender.

all fee sponsored programming must be open to the entire university community. all student organizations and their leaders must further comply with the UNCW code of student life, university policies and applicable state, federal, and local laws•

Constitution Review: Non-ProfitNon-Profit Clause (Must be VERBATIM in all constitutions and by-laws.)

is organized exclusively for charitable, religious, educational, pleasure, recreation, or scientific purposes, including, for such purposes, similar to organizations that qualify as exempt organizations under either section 501 (c) (3) or 501 (c) (7) of the Internal Revenue Code of 1954.

No part of the net earnings of the organization shall inure to the benefit of its members, directors, officers, or other persons except that the organization shall be authorized to and empowered to make payments and distributions in furtherance of the exempt purposes of the organization. The university has no responsibilities for the financial or fund raising activities of the organization; the organization further agrees and accepts sole responsibility for any tax treatment, consequences, record-keeping or filings required for its activities pursuant to state or federal laws. In the event of dissolution, remaining funds will be handled pursuant to established university policy.

Constitution reviewNew officers need to read their constitution… Why?

make your life easier! ensure you and your officers know your job know the rules of your organization in case there

are problems Understand active member expectations and

benefits how to problem-solve when those uncomfortable

situations occur estimated time < 20 minutes estimated time savings = hours

HELP!

My constitution is

awful!

Samantha Sepulski, Graduate Assistant for the

Association for Campus Entertainment (ACE) can

help! Tuesday and Thursdays from 10a-5p with

appt. onlyCall the Involvement Center

at 910-962-3553 to make your appt.

Amend/Ratify your constitution

Finding your current constitutionGo to the

Directory of Registered Student Organizations

Click on your organization name

Double click on “Click to View” next to “Constitution”

Amendment or Ratification Article is typically toward the end

Read that Article to find out your organization’s process

Uploading a new constitution

Log into SeaOrgScroll down to the heading

“Organization ConstitutionClick “Delete

Constitution”Click “Upload”Then upload your new

constitution

SeaOrg:

How it

helps you

as an

officer…

Resources in the involvement center Have you used yours?

Once you log in, the menu is located on the left hand side of the screen

Button Examples

Once you log in, the menu is located on the left hand side of the screen

Poster Examples

Once you log in, the menu is located on the left hand side of the screen

HELP!What do I do at meetings ? I don’t want to meet just to meet…

Campus Resources

Inside Your Folders:

Campus Resources: Career Center

Career Presentations for Student Organizations

Using LinkedIn and social media in the job search

Resume AssistanceCareer AssessmentsCareer ExplorationCampus to CareerCampus to Grad SchoolYour idea here…

Submit program request here

Campus Resources: Office of the Dean of Students

A member of the Community Standards Committee can come into your meeting and help facilitate the creation of meaningful standards that will guide membership behavior and how you want to be perceived by the UNCW community.

Are you having problem with one particular member or “clicks” – this is the resource for you…

Please contact Dr. Chip Phillips at phillipsf@uncw.edu or 910-962-3119 for more

information.

Campus Resources: Healthy LivingUNCW Health Promotions• Condom Bingo• Sex on the Big Screen• Nutrition Jeopardy• Eat This, Not That• Healthy is the New Skinny• Pit Crew Nutrition• Stressbusters

Requests a program for your organization’s meeting here.

UNCW Counseling Center• Adjustments to College • Anxiety• Conflict Management• Depression• Diversity• Organizational Skills• Time

Management/Procrastination

• Stress & Anxiety• Communication Skills

• Requests a program for your organization’s meeting here.

Campus Resources: Healthy Living

UNCW CARE• Become a My Stand Ment

or : you will receive training to handle crises, intervening in potentially difficult situations and assisting in CARE presentations.

UNCW CARE Workshops• Mixed Messages: Alcohol,

Sex & Consent• Real Relationships• How to Help a Friend• Stalking and Internet

Safety• Bystander Intervention• Your Idea Here • …and much more

• Requests a program for your organization’s meeting here.

Campus Resources: Office of Student Leadership and Engagement

Campus Resources

Engagement Hours Reporting System!Helps you track community service hours for resume and

interview purposesEngagement Hours Reporting System is found here:

*Log in required

Have you completed Community Service or Philanthropy at any point through the entire 2014-2015 academic year? Community Service = hands-on community

engagement done outside of class/courseworkPhilanthropy = raising and donating money or

collecting and donating items

Want to learn more about leadership?

YOU CAN! 1. Participate in one of our major leadership

experiences2. Complete the Leadership Development

program3. Invite us to facilitate a session for you 4. Attend a workshop

What is CAIC all about??

The Campus Activities & Involvement Center (CAIC) is your gateway to entertainment, involvement, and leadership on campus. As part of the Division of Student Affairs, we are creating experiences for life by providing opportunities for students to participate actively, grow personally, and explore new ideas and interests through a variety of entertainment and involvement experiences. We organize events such as the UNCWelcome, UNCWelcome Back, and many others... Our staff, and the students with whom we work, are committed to creating a vibrant campus community filled with diverse activities for all students.

What is CAIC all about??

https://twitter.com/uncwCAIC/ www.facebook.com/uncw.caic

Meet the CAIC Staff in the involvement center!

Jon Kapell & Nicole Fedders

Director & Assistant Director For CAIC

Dani Roberts & Kanalyn Jackson

Graduate Assistants

Meet the involvement specialists!

May RogersManager

Kristin Morris

Shelby Johnson

Erin Danneker

Sarah Mayer Kat Washington

How do you get in touch with an Involvement Specialist??M-W 9am-8pm, Thurs & Fri 9am-5pm 910-962-3553 activities@uncw.edu

What are Involvement Specialists?

…and what do they do??

Inform students about the process for starting new student organizations

Help navigate SeaOrg Assist with general Involvement Center needs (i.e.

copying, printing, use of scanner, student organization forms, etc)

Advise on marketing materials Support SGA Services (Legal Services) Setting up appointments with Nicole Answering student organization questions – just e-mail

activities@uncw.edu • Peer educators trained to assist students develop leadership skills and learn to effectively run their student organizations.

Meet the Office Assistants!

Stephanie Dibenedetto

Ashleigh Carroll

Dwayne Morgan

Daysja PhillipsCalendar Assistant

Sarah CarrollPosting Assistant

Meet the Office of Student Leadership and Engagement

Sonja ArdoinDirector

Jaime RussellAssistant Director

Michelle KaplanCoor. of Fraternities

and Sorority Life

Office Manager

GA for Fraternity and Sorority life

Sarah TeitelbaumGA

Timothy JohnsonGA

Meet the Campus Life Staff

Sandra Jackson

Interim Assistant Director of Campus

Life Arts and Programs

Stefanie MancusoInterim Associate

Director of Campus Life Arts and Programs

Larry Wray

Executive Director of Campus Life

Meet the Campus Life Staff Continued…

Alan HintonAssistant Director of

Facilities

Cynthia Hartman, Associate Director for Facilities and Business

Operations

Cathy MurphyBusiness Operations

CoordinatorQuestions about on campus accounts

Meet the Campus Life Staff Continued…

Amélie BrogdenDirector of Conferences, Events, and Reservations

Amanda Turner Reservations Assistant

Justin EdwardsReservations Coordinator

CLReservations@uncw.edu

Event Planning GuideEvent Planning Checklist

Resources in the Involvement Center available for student organizations

Helium Balloons: 50 total (you provide the

balloons and ribbon)

In Color Poster Maker

5 posters (24x36’)

*5 laminations

Buttons: 50 total (provided in increments of 10 buttons

per bag)

Quantity listed is

Per Organization,

Per Semester!

Button Maker Template Here: Section 3

Resources in the Involvement Center available for student organizations

Projectors, Laptops,

Computer Speakers,Mac Cord

Photoshop, Illustrator and

Contribute programs on

office computers for your use

60 Black and White or 35

Colored Flyers – PER EVENT

Quantity listed is Per Event or Unlimited!

Tents

Speakers for events

and much more...

You’ve Got Mail!

Mailbox Uses

• Off Campus Bank statements should be mailed to this address for easy transition (even with online access)

• Tax Exempt information from the IRS should be mailed here.

• Advertising or Inviting other organization leaders to your events, fundraisers, programs ….

• Departments use this to inform organizations about their events and resources.

• You get to stop in and see us!• Check your mailbox directly after

this Registration Session

Campus Activities Officec/o Organization Name HereCB: 5922 601 South College RoadWilmington, NC 28403-5922

Tax ID- Non-Profit StatusGo to: •http://www.uncw.edu/studentorgs/taxinfor

mation.html

•Drop off a copy of your letter to the CAIC office (Takes about 6 weeks)

Student Organization Forms and Resource Page

• Section 1: Policies, Classifications, Rules• Section 2: Registration Info. Section 3:

Resources• Section 4: Financial Management • Section 5: Event Planning• Section 6: Advisors Info.• Section 7: Fraternity & Sorority Life • Section 8: Sport Club Council • Section 9: Various Forms

Printing a T-Shirt? • First, Send Cathy Murphy <murphyc> the

graphic of the t-shirt design or logo design• Second, Cathy will forward the design to Jon

Kapell for final approval• Learn more about the logos you can use here• For the list of approved companies click here

Advertising on Campus • CAIC Calendar: • Calendar that is up in the restrooms and posted around

campus twice a month click here• Feeds into Hawk E-News that gets sent to every

student’s e-mail every week from the Career Center

• Chalking is a great way to advertise,• Free with your student ID• Must keep the ID with our office while you are chalking• The buckets have where you can and cannot chalk –• under overhangs, on bricks, in the Amphitheatre

Advertising on Campus Continued…

• Housing & Residence Life• Must distribute through HRL administrative office they

will approve and post for you

• Banners, Posters, Fliers, etc.• Organization name must be on ALL marketing materials;

contact # and/or email address should also be provided • Banner spaces are reserved through CAIC; cannot be

reserved in advance; space can be reserved for up to 2 weeks at a time

• Banner Board: Bookstore loading dock

• Spirit Rock and Boulder!• 24 hour courtesy

Permits• Dig Permit

• Physical Plant, 910-962-3100 (permit here)

• Public Performance Rights• Film Licensing • Lumina Theater, www.uncw.edu/lumina

(see Reservations and Programming)• Sandra Jackson is the film guru!

Freedom of Expression Speakers/Events sponsored by RSOs

1. RSOs are welcome to sponsor speakers on campus. 2. Reserve the Amphitheatre space as you would any other

event. 3. Meet with the Assistant Director for Campus Activities

within a week of receiving funding.• Learn about the solicitation policy. • Understand academic mission of the university. • Obtain placard/lanyard to wear during event.

4. Day of event: • Student organization representatives must be

present at all times (lanyard/placard worn by primary representative)

• Have a copy of the reservation confirmation with you.

SGA Funding Opportunities

• Types of Funding

For a complete list of SGA Financial Statutes click here

SGA Funding Opportunities: Program Funding

• Program Funding & Early Hawk Program Funding• You can apply for Early Hawk Program Funding now

for programs and events at the beginning next semester and before October 31st (essentially events you want to do at the beginning of next year)

• Funding proposals are due by 4:59 p.m. on Tuesday March 24th to an Involvement Specialist in CAIC

• $3,000 cap per event, no cap on the number of events• Forms are here• READ THE POLICIES AND DIRECTIONS ON THE

FIRST PAGE!!!• For questions, e-mail the SGA Treasurer,

Colleen Flannery

SGA Funding Opportunities: Travel Funding

• Travel Funding & Early Hawk Travel Funding• You can apply for Early Hawk Travel Funding now for a

travel request with a departure date between May 10 October 31st

• Funding proposals are due by 4:59 p.m. on Tuesday March 24th to an Involvement Specialist in CAIC

• 2 trips per year (July 1 – June 30) $250 per person with a cap of $1,000 per group

• Forms are here• READ THE POLICIES AND DIRECTIONS ON THE

FIRST PAGE!!!• For questions, e-mail the SGA Treasurer,

Colleen Flannery

SGA Funding Opportunities: Operational Budgets

• Starting in the Fall, each organization needs to attend four budget workshops to get a budget point• Get budget points for events on our live calendar Teal and Blue categories only

• For items for your organization to use throughout the year to accomplish their mission – • Irish Dance group, Slainte, requested capes for their outfits• Surfrider requested a large tent with their logo for beach clean ups

• Funding proposals were in February of 15 for 15-16 academic year

• Cap is $500 for supplies and $100 for promotional ($600)• Certain groups are not eligible if they are a part of a

council*• Last year’s forms are here

SGA Funding Opportunities: Capital Expenditure (CapEx)

• Opens twice a year, at the end of the fall semester and the beginning of the spring semester

• Large capital purchases in excess of $500 that fits with the mission of your organization• Flicker Film Society requested lenses for cameras• Sailing Club requested a trailer to transport sailboats

• One item or one line item over $500• Must demonstrate organization relevance and

overall benefit to the university as a whole. • Last year’s forms are here

SGA Funding Opportunities:Just some hints!

• If you want to request funding, do not wait until the last minute! • READ THE POLICIES AND

DIRECTIONS ON THE FIRST PAGE!!!• For questions, e-mail the SGA Treasurer,

Colleen Flannery

Campus Activities and Involvement Center

Fisher Student Center Room 2029

Hours of operation: Monday-Wednesday: 9 am – 8 pm

Thursday-Friday: 9 am – 5 pm

Contact us: 910•962•3553 ~ activities@uncw.edu

Campus Life ReservationsSubmission of Space Reservation Requests :

• All UNCW registered student organization space requests should be submitted by the reservation delegate through the Campus Reservation System (CRS).  

• Each registered student organization is allowed two reservation delegates, who will be responsible for all reservation requests and event communications. In order to request space, your delegate status must be reflected on SeaOrg.

Reservation Delegate Selection•Things to Think About…

▫Who reserves space for meetings times? ▫Which members are in charge of event planning? ▫Which members are in charge of fundraising

events on campus? ▫Whoever puts the reservation into the system is

the person who is expected to be able to answer questions about the event.

FYI: These members will need to attend a training in the fall!

Campus Life ReservationsSubmission of Space Reservation Requests :

SeaOrg and CRS do not talk to each other! If you make changes to your Reservation Delegates, you will not have immediate access to reserve space: After your update SeaOrg: • E-mail CLReservations@uncw.edu to request a CRS user

account and include • name of the student organization • delegate name(s)• phone number(s)• E-mail (s)

If all delegates are new or changed, please request that the existing reservations for your student organization be adjusted to reflect a new delegate as the event contact.

Dates to Submit• Customers may submit space requests based on the

grid below.

• For major event requests beyond these dates, the Advance Reservation Request is available.

Tier Group DescriptionFall 2015 Events: Aug 19 - Dec 22

Spring 2016 Events: Jan 1 – May 9

I Governing Student Body Organizations (SGA, ACE, CCB, GSA, IFC, NPHC, NPC, RHA, Sport Club Council, Student Media Board)

Request Window:Mon, Mar 2 – Fri, Mar 6

Request Window:Mon, Aug 3 – Fri, Aug 7

II Registered Student Organizations and University Departments

Requests Accepted Online:Fri, Mar 13

Requests Accepted Online:Tues, Aug 11

III University-Sponsored Guests Requests Accepted Online:Wed, Mar 18

Requests Accepted Online:Tues, Aug 18

Responsible Use of FacilitiesExpectations: • Leave meeting space in the same condition found, including moving

furniture back into its original place

• Only use sections of the facility that have been reserved by the organization

• Immediately report any incident(s) or damage(s) to the appropriate reservations office, whether caused by the organization or not

• Remove any additional trash from the facility (especially large items . . such as pizza boxes)

• A UNCW student member from the sponsoring student organization must be present at all times during the time of the event

• Student organizations are required to inform the appropriate reservations office should an event, meeting, etc. be canceled at least 2 business days before the event date.

• Technology use in rooms comes with a fee (Student Organization can reserve laptops and projectors from CAIC)

Responsible Use of Facilities

Student organizations that fail to uphold the University’s facility policies may be subject to penalty which include, but not limited to:

• Loss of reservation privileges• Charges for damages• Charges for clean-up

CL Policies & Procedures at a Glance

Recurring Reservations: Campus Life space is available for the entire University community to share. To provide availability for other campus constituents and programs, please note:• Reservation requests should be limited to three days per week and may not

exceed four hours per booking.• No more than a total of 12 hours may be reserved per week by any one

organization or program. Solicitation Tables:Campus Life solicitation tables are located in the Fisher Student Center lobby, Fisher University Union lobby, the Courtyard and at the Randall Library entrance. • Only one solicitation table per program/group may be reserved per day.• Tables should be reserved no more than three consecutive dates in a week. • Solicitation tables must be staffed at all times. Literature left on the table

without staffing present will be removed.

Philanthropy Events on Campus•How many of you know your organization

will be planning a philanthropy event next semester?

•How many of you have been charged to have fundraiser on campus in the last year?

•How many of you would like to avoid this fee?

Resources

•Facility Fee Waiver Request form•Fundraisers•University Facility Use Policy•Student Code of Conduct

▫Dance Policy (Item VII-3) • Pricing structures (Group 1 v. Group 2)•Road Races

Accounts and Billing • To confirm a reservation, a

signed facility use agreement must be returned to our office and should always include your organization’s account code or fund number.

• Those organizations without an on-campus account will need to fill out and submit this form to the Controller’s Office in order to receive an 850 number used for billing external accounts.

If you have questions, contact the Campus Life Reservation & Event Services Office by visiting us in the Fisher University Union, Suite 2041; by phone at 910-962-4150; or by email at CLReservations@uncw.edu.

Academic and Other Facilities

• Madeline Suite and Wise House Request online: http://events.uncw.edu/virtualemscampus/

• Delores Hansley (hansleyd@uncw.edu)

• ClassroomsRequest online:

http://events.uncw.edu/virtualemscampus/• Tina Strickland (stricklandt@uncw.edu)

1. Academic facilities are available from 7am – 10pm (everyday of the week)

2. Closed on state holidays3. If classroom set-ups are re-configured to accommodate a meeting,

the room must be reset to its original configuration4. No access to AV equipment

Hover over Browse & Search for available spaces.

Campus Life Reservations: Things to Remember

Reservation delegates should request space from http://events.uncw.edu/virtualemscampus/ and allow 2 business days for requests to be processed.

By submitting a request online the space will be tentatively held until you return a signed facility use agreement. If you do not sign and return your agreement within 5 business days of the event, your event may be cancelled.

Some rooms have a setup and breakdown time incorporated into their information.  When you browse for availability, although a space may appear to be vacant, setup and breakdown times might prevent you from reserving that specific room.

Due to scheduling, technical needs should be requested at least seven days in advance.

*additional fees may be encumbered so plan ahead.

Some rooms have static setups, meaning the furniture is not to be moved. Familiarize yourself with these spaces to avoid unnecessary fees (listed online in the terms and conditions

Campus Life Reservations and Event Services Office

Fisher University Union, Room 2041*910-962-4150*

Reservation requests accepted online only through CRS (Campus Reservation

System)

CRS can be found at the following link:http://events.uncw.edu/virtualemscampus/

Questions, Comments, Concerns

Don’t forget to check your mailbox after this

Registration Session !!!