1 STUDENT ORGANIZATION REGISTRATION 2017Congratulations And Introductions! Introduce yourself Tell them where the CAIC office is located [FSC 2029] Tell students if they have an iPad/Laptop they can pull it out now Remind the group that this meeting will last an hour and half and if they cannot attend the entire time, they should choose another time option Also remind them to sign in and if they are in more than one club to sign in AND take the folder

2 Campus Activities & Involvement Center {CAIC)CAIC is more than an office… It’s a gateway to… INVOLVEMENT ENTERTAINMENT EXPLORATION OF INTERESTS ACTIVE PARTICIPATION Intro to CAIC and show video of what is shown to incoming freshmen about who we all are  4:13 seconds - LEADERSHIP PERSONAL GROWTH Flicker Film Society presents Getting Involved at UNCW

3 Campus Activities & Involvement Center {CAIC)UNCW Guide Campus Activities & Involvement Have groups say their club name so you have an idea who is in the room and so everyone else knows who is in the room. Have them get on their phones and take a selfie and follow us on Facebook Twitter – post photo there – as you are introducing yourselves Then tell them to put their phones away https://twitter.com/uncwCAIC/

4 Objectives of TrainingInform you on policies & procedures Understand the SeaOrg Program Notify you of free resources available Learn how to register your organization Use this presentation at your next officer meeting to teach other officers or your members about the resources and privileges you get for being a Registered Student Organization at UNCW Remind that that there is a lot of information, they don’t need to remember it all, but they should book mark this so they have the link Strongly encourage them to take this same presentation and use it to present it to their other officers – this helps with future delegation – these notes are online also so you can use them

5 Benefits of being a Registered Student OrganizationRegistered 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 SGA Accessing funds from an on-campus account Holding fundraisers on campus Using the university’s name or logo Accessing technology resources (i.e. website, , timmy folder, etc.) Each one of these bullets has a link or an as a hyperlink of who they should be contacting or where to get more information Reminder – if you are having a fundraiser, Cathy Murphy

6 What is SeaOrg? Social Network for your Organization for UNCW StudentsAllows 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! * Any time your officers, constitution, meeting times change, you need to update it on SeaOrg

7 Keep your officer, meeting information and advisor contact up to date!Go to uncw.edu/studentorgs *save this as a favorite on your toolbar If there is an error code by SeaOrg, just review the information and try at the end if there is time.

8 Log-In This slide and the next work in conjunction – flip to the next quickly as that has the direction on it

9 How to Register Click on SeaOrg Sign-inPut in your username and password (that you would use to log into your UNCW ) Put in your Org ID/ Orgpass (located on the front of your folder)

10 How to update your club information1 2 Ask many groups have a Facebook and Twitter? Put in the links now. What is your election month? Is this correct? Do you have a club ? Put it in now? Is your advisor correct? If not, delete that person – if you have an advisor and they are not listed add them now. You don’t have to have an advisor,

11 How to update meeting informationOpen vs. Closed Meetings You may not know when your meeting is going to be for next semester, but you should know if your meeting type is open or closed – Student Ambassadors – closed Knitting Club – open By knowing who is in the session, it will help you explain this Slides 12 – 13 work in conjunction

12 Reservation Delegate SelectionThings 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 complete a training before reserving space! When a person puts in a reservation, they are the ONLY person the reservation office will contact, so please choose these people accordingly Slides work in conjunction Before you move on to the next slide ADD AND THEN DELETE ALSO YOU WILL NOT SEE YOUR NAME APPEAR FOR 24 HOURS, DON’T PUT IT IN MORE THAN ONE TIME AFTER HITTING SAVE

13 Officer Information You must have five officers 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 ADD AND THEN DELETE PEOPLE! If you delete so you have less than 5 people, it will lock you out. Stop by the Involvement Center for help later ADD AND THEN DELETE ALSO YOU WILL NOT SEE YOUR NAME APPEAR FOR 24 HOURS, DON’T PUT IT IN MORE THAN ONE TIME AFTER HITTING SAVE

14 How to update officer information1 Seahawk, Sammy sts1963 2 sts1963 Sammy Seahawk ADD AND THEN DELETE ALSO YOU WILL NOT SEE YOUR NAME APPEAR FOR 24 HOURS, DON’T PUT IT IN MORE THAN ONE TIME AFTER HITTING SAVE Each org can have 2 people serve as Reservation Delegates and this is where you indicate those people To add a entire new officer click on step #1 – “Add New Members” – this would be used for groups who currently have less than five officers – if you organization already has five officers listed, you will use the “edit” button Slides work in conjunction ADD AND THEN DELETE PEOPLE! If you delete so you have less than 5 people, it will lock you out. Stop by the Involvement Center for help later - 3 4

15 Organization Updates Constitution Updates Organization ImagesIf you have made changes to your constitution or if you have a graphic, upload those here -

16 Constitution Application You just spent all this time working on your constitution? What do you do now? How do you make sure everyone else knows it as well as you! ? What parts of your document pertain to which groups in your organization… 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 Going back to constitutions – it is a blue print on how you should be running your constitution All new officers need to read their constitution New officer meetings should include reviewing your job description along with all other officers so you all know your roles Use poster resources to set expectations If you constitution is not written the way you organization is working – follow the steps on how to ratify / amend a constitution in your document Every constitution is different – so if you are in two different organizations, the process will be different If you have a problem as an officer or if you have a member that complains about your organization, we will go to the constitution that is online to work through the problem -

17 This is how you check if you are up to date. (don’t e-mail us)DON’T CAIC to find out if you did everything correctly, it is posted here – Please give us 3 business days after you attend Re-Registration Once you log in, the menu is located on the left hand side of the screen

18 How do you see what is visible to all students?Go To: Click On: “Directory of Registered Student Organizations” on the left hand side Find your organization Click on your organization name

19 Resources in the Involvement Center Per Semester!Move on to this slide when most people are finished - people can look what they have already used Once you log in, the menu is located on the left hand side of the screen

20 OR You will see this info. If you have completed budget points.Basically they want to focus on bullet two - this tells them how many workshops they have attended If it is red, it is less than four If it is black, it is four or more If there is nothing, they haven’t gone to one workshop this semester DO not worry about bullet 3 = we don’t use this. Flip to next slide as people are finishing – just to have it on the screen – no need to read it outloud Once you log in, the menu is located on the left hand side of the screen

21 Leadership…. “The study of leadership is the study of guiding others through adversity, uncertainty, hardship, disruption, transformation, transition, recovery, new beginnings, and other significant challenges.  It’s the study of people who triumph against overwhelming odds, who take initiative when there is apathy, who confront the established organization with opportunity, who mobilize people and groups in the face of strong resistance.” – The Student Leadership Challenge (p. 117) Being a leader of a student organization is a path to your leadership abilities – Take every opportunity, every failure and every success to build your leadership skills have it on the screen – no need to read it outloud

22 Helium Balloons: 50 total (you provide the balloons and ribbon)Resources in the Involvement Center available for student organizations Helium Balloons: 50 total (you provide the balloons and ribbon) Color Poster Maker 5 posters (24x36’) *5 laminations Quantity listed is Per Organization, Per Semester! REITERATE PER SEMESTER Logo? Low risk assignment for a new student – make it a contest in case you get ones you don’t like Buttons: 50 total (provided in increments of 10 buttons per bag) Button Maker Template Here: Section 3

23 Projectors, Laptops, Computer Speakers,Resources in the Involvement Center available for student organizations Projectors, Laptops, Computer Speakers, Mac Cord Quantity listed is Per Event or Unlimited! 60 Black and White or 35 Colored Flyers – PER EVENT Speakers for events Photoshop, Illustrator and Contribute programs on office computers for your use Tents Buckets and sponges for car washes; you provide the soap and much more...

24 Resources in the Catering available for student organizationsRHA has been working with Aramark to develop a student organization price guide for select Aramark items to allow them to be more affordable for student organizations. This should be completed and available for use soon. More information coming soon, but all student organizations can use this guide. It features items that are useful and popular for programs, such as chicken tenders, veggie trays, cake pops, etc.

25 Meet the CAIC Assistants!How to get on the bathroom calendars – link is under Lauren’s name Lauren Arsena Calendar Assistant Kaitlyn Wease Posting Assistant Student Organizations can post on bulletin boards themselves. Just keep it to designated areas. Bulletin Boards only, don’t post in the bathrooms, on tables, on doors, etc.

26 Advertising on Campus On brick surfaces (i.e. in front of the FSC)On vertical surfaces Under any overhangs (must be accessible to rain) In the Amphitheatre (reserved space), in the Student Recreation Center atrium (you can chalk across the street from the SRC), or on Main Street of Seahawk Landing (engraved quotes) In conjunction with sealants (i.e. hairspray, spray adhesive, etc.)

27 Advertising on Campus Things to put on the app: open meetings, applications for your organization, open events, worship services, sporting events, tryouts, open practices... Put in your events anytime at: https://selectsurvey.uncw.edu/SelectSurveyNET/TakeSurvey.aspx?PageNu mber=1&SurveyID=n2KH5l512&Preview=true On brick surfaces (i.e. in front of the FSC) On vertical surfaces Under any overhangs (must be accessible to rain) In the Amphitheatre (reserved space), in the Student Recreation Center atrium (you can chalk across the street from the SRC), or on Main Street of Seahawk Landing (engraved quotes) In conjunction with sealants (i.e. hairspray, spray adhesive, etc.)

28 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 every week from the Career Center Must log-in first 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, atrium area of the Rec Center, and more On brick surfaces (i.e. in front of the FSC) On vertical surfaces Under any overhangs (must be accessible to rain) In the Amphitheatre (reserved space), in the Student Recreation Center atrium (you can chalk across the street from the SRC), or on Main Street of Seahawk Landing (engraved quotes) In conjunction with sealants (i.e. hairspray, spray adhesive, etc.)

29 Advertising on Campus Continued…Banners, Posters, Flyers, etc. Organization name must be on ALL marketing materials; contact # and/or 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 Designated Banner Posting Area: Bookstore loading dock Spirit Rock and Boulder! 24 hour courtesy Please tag the date of the day painted We are not the rock the police Reiterate that if someone paints over their rock in less than 24 hours – we are sorry  we just ask for courtesy -

30 Advertising on Campus Continued…CHWK – Any UNCW student, faculty or staff member can submit content to CHWK TV Teal Terminal - The television outside the Fisher University Union, outside Hawk’s Housing and Residence Life buildings - Must distribute through HRL administrative office they will approve and post for you (80 copies maximum) Directions are at the link -

31 Flyers: Need them printed?35 color copies OR 60 black and white copies PER EVENT with your finished flyer (8 ½ x 11) with the following information Name Student Organization Name How many flyers you would like printed DO YOU NEED 4 TO A PAGE? -Be sure to send 4 pages of that one image Show an example of a “Flyer” – reiterate that they can have quarter sheets, half sheets – We can print 1, 12 copies of something – doesn’t always have to be a flyer to advertise the event.

33 Poster Examples 24” x 36” Show physical examples of posters to presentation Reminder that you just create these on a PowerPoint slide and send an attachment to

34 HELP! What do I do at meetings ? I don’t want to meet just to meet…Mark Time Down - ___________

35 What to do at meetings? Campus ResourcesCareer Center Health Promotions Office of the Dean of Students UNCW Counseling Center CARE International Programs Office of Student Leadership and Engagement Regardless of your organization category, your members probably are hoping to get a job after graduation – Career Center is the resource for any organization – tell personal story here – but be brief

36 Campus Resources: Career CenterThe Career Center is happy to assist with your organizations professional development needs. All requests must be submitted two weeks before the preferred presentation date. Possible Topics Include: Major or Career Exploration Job or Internship Search Resources Planning for Grad School Resume and/or Cover Letter Preparation Interview Preparation To request a presentation use the Online Presentation Request Form Regardless of your organization category, your members probably are hoping to get a job or into grad school after graduation. The Career Center is the resource to help members for any organization – tell personal story here – but be brief

37 Campus Resources: Career CenterAs student organization leaders you are also gaining many skills that can be shown off to future employers and/or graduate schools. You and your members can always get one-on-one help in the Career Center. Individual Appointments: Call ( ) or stop by the office Career Express Lane: Mon – Fri: 2:00pm-4:00pm Wed & Thurs: 9:00am-11:00am Regardless of your organization category, your members probably are hoping to get a job or into grad school after graduation. The Career Center is the resource to help members for any organization – tell personal story here – but be brief

38 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. These are just a few of the programs these offices offer -

39 Campus Resources: Healthy LivingUNCW CARE Workshops Got Consent? Family Feud ICARE: How to Help a Friend Stalking and Internet Safety Bystander Response Ability Looking for Happily Ever After Mixed Messages: Alcohol, Sex & Consent Expect Respect: Relationship Check UNCW Walking the Walk [Insert Your Idea Here] Requests a program for your organization’s meeting here. CARE My Stand Mentor Training Get trained on safe and effective bystander intervention techniques to respond to crises and prevent violence. Help create a safe campus and “be the change you want to see in the world.” These are just a few of the programs CARE has to offer – but they are always happy to be creative and come up with new ideas that fit your group or org better For more information please contact Jen Adler at or call her at

40 Campus Resources: Ethics In Our Ever Changing WorldEthics: The societal principles of right and wrong that govern one’s actions and their consequences The student affairs ethics committee has several interactive presentations it can provide to student organizations to help enhance positive dialogue. Please contact Dr. Chip Phillips at or for more information.

41 Campus Resources: Community StandardsWhat does your organization stand for? How is it perceived by members of the campus community? What values are important to your membership? Have a member of the Office of the Dean of Students come in and facilitate community standards with your organization. Please contact Dr. Chip Phillips at or for more information.

42 Education Abroad with the Office of International ProgramsExperience new cultures Expand your worldview Make lifelong friends Boost your resume Travel with your peers! Over 800 programs in more than 50 countries Programs offered during Summer, Spring/Fall Break, Semester, Year Use Financial Aid, Grants, and Scholarships Earn credit for courses taken abroad Start your adventure by submitting an outreach request

43 Campus Resources: Office of Student Leadership and EngagementSERVE CELEBRATE

44 The Office of Student Leadership and EngagementDr. Jaime Russell Director of the Office for Student Leadership and Engagement Erin Williamson Assistant Director, Leadership and Service Hilary Loso Assistant Director, Fraternity and Sorority Life Racheal Walton Office Manager Brianna Nichols GA for Leadership and Service Stephanie Peguillan GA for Leadership and Service Ebony Wofford GA for Fraternity and Sorority Life

45 How your members can Develop Leadership skills:Invite us to facilitate a leadership workshop or StrengthsFinder® session (cost for codes about $10) Attend the Seahawk Leadership Conference – October 2017 Complete the Leadership Development Program OSLE offers many leadership opportunities, we seek to provide these to all students on campus. Program descriptions: StrengthsFinder – a workshop where students can discover their top 5 strengths, or talents, and how best to put them to use. OSLE Facilitation Team consists of staff from UNCW. StrengthsFinder assessment costs about $10 per workshop participant. Seahawk Leadership Conference – FREE conference every October for UNCW students. Conference features keynote speakers and presentations on social justice, personal leadership, organizational leadership, and navigating a career path. Leadership Development Program – OSLE’s most comprehensive leadership training program, all designed by you. The Program is a flexible, self-guided experience that puts you in charge of your leadership journey. Blend your organization leadership with other developmental experiences to maximize your experience at UNCW.

46 How your members can Engage in the Community:Volunteer at our weekly service sites like the Brigade Boys and Girls Club, Habitat Restore, and Miracle League Help out at one of our annual events, like the Halloween Carnival, Young at Heart, and Stop Hunger Now on April 8. Sponsor an American Red Cross Blood Drive OSLE offers volunteer opportunities on campus, in the community, and in other communities! Opportunity/ Program descriptions: Ongoing service events – our Community Engagement Specialistsare students like you that facilitate opportunities to serve in the Wilmington community. We partner with the Boys & Girls Club, The Habitat Restore, Miracle League of Wilmington, Spring Arbor Assisted Living & Care and more! Signature Service Programs – we sponsor several premiere programs for campus including: Halloween Carnival for local community families Adopt-A-Family Thanksgiving sponsorship program Angel Tree Christmas gift collection drive Young at Heart, dance for senior adults in Wilmington Stop Hunger Now, national meal packaging program Community Service Trips – OSLE partners with City of Refuge in Atlanta to provide a service experience in a local homeless shelter to UNCW students over spring break FSL philanthropy events – the fraternity and sorority community sponsors many fun and interactive philanthropy events for campus throughout the year, ranging from competitions to food drives to sport tournaments Voter Registration – Stop by our office to register to vote, we can submit your registration from on your behalf!

47 How your org can Celebrate all the great work you do:Attend the 3rd Annual Dub Awards and work the TEAL carpet! You are invited - 10 people per organization April 6, 2017: Burney Center Doors open at 5:30 p.m. Event starts at 6:30 p.m. Reminder if you are in organization who wants to bring more, find out if another organization you are in is not RSVPing If an individual was nominated for an award e.g.: outstanding student leader, they do not count in your 10

48 Graduating in May or December of 2017Graduating in May or December of 2017? Make a difference for the Seahawks following in your footsteps by participating in this year’s Senior Class Giving Campaign. Make a gift of $20.17 or more to any area of campus that you love most and you’ll receive several benefits – including a VIP parking pass to commencement! Gifts from seniors help provide scholarships, research opportunities, hands-on learning experiences and classroom technology. Participate today! uncw.edu/seniors As a token of appreciation, seniors who contribute $20.17 or more to any area of the university will receive the following: VIP Parking Pass to Commencement The first 500 May graduates who give $20.17 or more will receive a VIP parking pass to their commencement ceremony. VIP parking passes are available for pick-up at the Seahawk Salute graduation fair, date TBD. Passes that are not picked at the event will be mailed to the address on file. Invitation to the Senior Toast May graduates who give $20.17 or more will receive a formal invitation to the Senior Toast on Thursday, May 4, The Senior Toast is an exclusive event honoring donors from the Class of 2017. Class of 2017 Commemorative Glass May graduates who attend the Senior Toast will receive a Class of 2017 commemorative glass.

49 Meet the CAIC Staff in the Involvement Center!Jon Kapell & Nicole Fedders Director & Assistant Director For CAIC

50 Meet the Graduate Assistants!Shelby Clarke UNCWeekends Chantea Swinson Multicultural Student Organization Graduate Assistant

51 Meet the involvement specialists!Lauren Nalevaiko Manager Lizzie Lovett Nathan Liu Noah Campagna GATEKEEPERS!!!!! Students must talk with IS staff prior to talking with Jon and Nicole. Expedites the process and reduces stress. Taylor Lee Zach Farrell Hadley Rollins Nicholas Pianovich

52 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 Discuss Legal Services – ie: contract reviews, speeding tickets, poor life choices - Peer educators trained to assist students develop leadership skills and learn to effectively run their student organizations. How do you get in touch with an Involvement Specialist?? M-W 9am-8pm, Thurs & Fri 9am-5pm

53 Freedom of Expression Speakers/Events sponsored by RSOsRSOs are welcome to sponsor speakers on campus. Reserve the Amphitheatre space as you would any other event. 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. 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.

54 You’ve Got Mail! Mailbox UsesOff Campus Bank statements should be mailed to this address for easy transition (even with online access) 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! Cannot use the University’s EIN – if you want to do a fundraiser, you will need get this Please note, you must be at a printer that prints as you do this as you have one shot at the last screen The mail boxes have moved – please go get your mail after this event ! Campus Activities Office c/o Organization Name Here CB: 5922 601 South College Road Wilmington, NC

55 Tax ID Why? Allows your organization to get paid from off-campus fundraisers: McAllister’s Deli Fundraiser Come into our office and we’ll help you out! Keep one on file with us! This is through the IRS – we can’t answer questions – also, this is a great summer project, but suggest doing it after April 15th

56 Student Organization Forms and Resource PageSection 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

57 Meet the Campus Life StaffLarry Wray Executive Director of Campus Life Stefanie Norris Director of Campus Life Arts and Programs Andrea Ingle ACE Program Coordinator

58 Permits Dig Permit Public Performance RightsPhysical Plant, (permit here) Public Performance Rights Film & Gaming Licensing Lumina Theater, (see Reservations and Programming) You cannot show an entire film or movie in a public space without paying for the rights – that is between $250 - $1400 – typically – just because you own a copy that you bought from Walmart or Netflix does not mean you are allowed to show it = If people want to argue – say – in general, if you haven’t spent at least $200 you probably don’t have the rights to show it on campus for a club sponsored event, but I am not the expert, if Sandra says yes, you can do it, if she says no, you can’t remember the Adherence clause – as a student org, you must adhere to not only the policies at UNCW but also the law and it is illegal to show a film without the license. You Tube clips are fine!

59 ACE Co-Sponsorships If you have an event for which you think ACE would be a good co-sponsor, request a co-sponsorship They can help with additional funding not covered by SGA, some food options, help from the planning experts Have questions? Need more info? Click Here Co-Sponsorship form Here!

60 Meet the Campus Life Staff Continued…Money $$$ Cathy and Cynthia – the person you as a student organization is going to have the most contact with is Cathy Murphy – if you receive funding from SGA or if you have an on campus account – she is the person who will help you! Cathy Murphy Business Operations Coordinator Questions about on campus accounts Alan Hinton Assistant Director of Facilities

61 Fundraising and Taxes Student Organizations that operate under the University Tax Identification Number must follow the same tax laws as the University. Sales tax dollars will be submitted to the University Tax Accountant who will remit the sales tax to the NC Department of Revenue. TOTAL AMOUNT OF DEPOSIT x 0.07 = TOTAL SALES TAX $________________ x 0.07 = $________

62 Printing Logos? First, Send Cathy Murphy 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 ALL t-shirt designs that have the UNCW House logo, Athletics logo, Sammy or the Seahawk MUST be approved by the Auxiliary Services Office Logo link is also on the 6th slide The reason being is that the university doesn’t want people to have a logo that is a correct one (or a little off) it is like buying NFL jerseys off a non-sanctioned site – the logo doesn’t look quite right and the people making it hasn’t paid to have the licensing rights -

63 Move-In 2017 3-5 members per organizationAugust 12, 2017 Saturday 7a – 1 Free t-shirt, lunch and breakfast Be together as a group Help our newest Seahawks! Register to Volunteer Here!

64 What does SGA do? Allocates over $75,000 to registered student organizations Provides free legal service consultations to students (Wednesdays from 1:00- 5:00) call for a confidential appointment Advocates for students to upper level administration Bike pumps and umbrella’s at the Information Desk for check out Provides scholarships to student organization leaders (that’s you!) And…. Much more

65 SGA Scholarship Student Government Association Scholarship CriteriaHave completed one full semester at UNCW (If Spring 17 is your 1st semester, you are not eligible0 Be a full time, undergraduate or graduate student at UNCW Be a member of at least one registered UNCW student organization  Be an active member in his/her organization Be returning as a student in Fall of 17 Have a 3.0 Cumulative GPA.  Be in good judicial standing with UNCW. Submit the Application Form and Recommendation Form along with the answers to the questions noted on each form. Application go out in the Spring with the Dub Awards. The Link to the Award is on the title! Uncw.edu/studentorgs – click on Awards The UNCW Student Government Association is proud to announce the 11th annual Student Government Association Student Organization Scholarship. This honor will be awarded to a student organization leader who exemplifies academic excellence and strong leadership skills within his/her organization. This first-place award consists of one $500 scholarship and a $500 textbook scholarship from the UNCW Bookstore and the second place winner will receive a $250 textbook scholarship through the UNCW Bookstore. We believe that our student organizations add an undeniable value to our campus community; furthermore, the student leaders of these organizations deserve to be recognized for their efforts and commitment to this university. first-place award consists of one $500 scholarship and a $500 textbook scholarship from the UNCW Bookstore and the second place winner will receive a $250 textbook scholarship through the UNCW Bookstore!

66 SGA Funding OpportunitiesTypes of Funding In order of what they can apply for Please note, this is a summary of what you can get in terms of funding from SGA – we are not SGA funding experts, you need to ask the SGA Treasurer for specifics For a complete list of SGA Financial Statutes click here

67 SGA officers are here to helpNEW, SGA Treasurer. Office Hours: Coming Soon Or by appointment Details of funding can be found here the following slides are an overview. The most up to date thorough information should be found on the SGA funding page. SGA officers and members of the SGA appropriations committee can help review a document, help you get started and just answer a question or two – The SGA office is located within CAIC -

68 Program Funding Program Funding forms: Tuesdays by 4:59p.m. to Involvement Specialist You can apply for Program Funding now for programs and events on campus 5 weeks prior for non-contract events 9 weeks ahead for contract events. $3,000 cap per event, no cap on the number of events $4,500 cap per event if you co-sponsor with one or more registered student organization Forms are here READ THE POLICIES AND DIRECTIONS ON THE FIRST PAGE!!! Essentially the same thing – just when the events are happening, are different In August, the form Program Form will open up for events occurring around mid-October through May 9th

69 Travel Funding Travel Funding: Tuesdays by 4:59p.m. to Involvement Specialist You can apply for Travel Funding now for travel departing in at least 5 weeks 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!!! If the departure date is June 30 – you cannot apply for this funding -

70 SGA Funding Opportunities: Operational BudgetsItems for your organization to use throughout the year to accomplish your mission - Each organization needs to attend two leadership workshops and one Treasury Workshop – for a total of 3 workshops Cap is $500 for supplies and $100 for promotional ($600 total) Groups can only apply once a year, but Operational Budgets will now open each semester Examples: Irish Dance group, Slainte, requested capes for their outfits College Democrats/Republicans: clipboards for registering people to voting Paranormal Club: batteries for their ghost detectors (cameras) This is due Tuesday, March 15 by 5:00 for next year – you had to earn 4 budget points by 2/29 Essentially the same thing – just when the events are happening, are different In August, the form Program Form will open up for events occurring around mid-October through May 9th Ask the group – what items do you need that you use over and over again throughout the year

71 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. This funding is a supplement for your organization’s items CapEx forms here Essentially the same thing – just when the events are happening, are different In August, the form Program Form will open up for events occurring around mid-October through May 9th

72 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!!! Yes I know this is repeated, but if they Colleen on March 24th at 3:00 p.m. she may not be available !

73 Important Dates Capital Expenditure and Operational: February 28, before 5:00 pm to an Involvement Specialist Travel Funding & Program Funding for FALL 17: March 21, before 5:00 pm to an Involvement Specialist Early Hawk Funding: (Travel and Programming for August, September and October of 2017) March 21, before 5:00 pm to an Involvement Specialist Yes I know this is repeated, but if they Colleen on March 24th at 3:00 p.m. she may not be available !

74 Meet the Campus Life Staff Continued…Amélie Brogden Director of Conferences, Events, and Reservations If you want to reserve space in Campus Life, if you have event planning/programming questions, these are the people to talk to, they will be here at the end of the presentation to talk to you about reservations - Amanda Johnson Assistant Director of Reservations, Scheduling & Event Planning Justin Edwards Reservations Coordinator Event Planning Guide Event Planning Checklist

75 The Basics!!! Reserve the space on CRSinside, outside, in a room, on a sidewalk, on a field, for a fundraiser, in a box, with a fox, on a train, in a house, with a mouse, in a car… PUT IN ALL THE DETAILS IN THE RESERVATION, IF YOU GET MORE DETAILS COMMUNICATE THAT WITH THE RESERVATION OFFICE! Food: All food that is on campus MUST go through Aramark/Campus Dining : Fundraisers, Risk Management info.

76 Case Study To Whom it May Concern, My name is Sammy the Seahawk. I am the president of a campus ministry organization on campus. Our organization was brainstorming ideas of what we could do next semester to get more of our students involved on campus and to encourage school spirit. We were wanting to know if we could obtain a special grilling permit so that we could have food at our tailgates. We would like to try to have tailgates at the home basketball games this semester, starting on January 12. Would it be possible for us to get a special grilling permit that would allow us to cook food at the tailgates?  Thank you in advance for your help and consideration,  Sincerely, Student Leader

77 Case Study Time Stamp: Saturday at 10:57 am Ms. Fedders, We need to reserve space in front of Leutze hall on Monday from 10-1:30. We will have our own table and chairs and need nothing from the University. We will be having a fundraiser where people can pie their favorite, or most hated, candidate in the face. I tried to go through the CRS, but we won’t need a table, so I figured this would be the best way to just get the space. Let me know if there’s anything else I need to do. Thanks, Sammy the Seahawk President, Political Science / Criminal Justice Major

78 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.

79 Reservation Delegate SelectionThings 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 complete a training before reserving space!

80 Reservation Delegate SelectionReservations for Fall 2017 are open now. s will be sent to reservation delegates when space is available for Summer and Fall. This is their responsibility to read e- mails.

81 Campus Life Reservations: To do listSubmission 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: Complete online CRS training through SeaPort to request a CRS user account and include name of the student organization delegate name(s) phone number(s) (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.

82 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. Student Organization can reserve laptops and projectors from CAIC, using technology in academic space is prohibited. It is free in Campus Life space*. In order for student organizations to continue to enjoy the privilege of using campus space, organizations will be held to the University’s facility policies which includes, but are not limited, the following expectations:

83 Consequences and RepercussionsDo not ask for forgiveness after, you have the rules and are expected to follow all rules and policies of the University, local, state and federal laws. First Violation: Formal VIOLATION from myself Second Violation: 6 months without the ability to reserve space anywhere on campus Third Violation: Don’t get this far!

84 Responsible Use of FacilitiesStudent 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 In order for student organizations to continue to enjoy the privilege of using campus space, organizations will be held to the University’s facility policies which includes, but are not limited, the following expectations:

85 CL Policies & Procedures at a GlanceRecurring 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.

86 Campus Life Smart Room TechnologyStudent Organizations can now utilize smart room technology in FSC and FUU Meeting Rooms (excluding Cape Fear Room) *Not Burney Center or Warwick Center* Reservation Delegates can request Video/Data Projector through Campus Reservation System Don’t fret about the price! Access codes will be ed to Reservation Delegates weekly Individual students and student organizations can check-in with the Information Center to get access codes day-of VGA and HDMI cables for check out Instructions on operating the smart room tech can be found at

87 Philanthropy Events on CampusHow 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? Facility Fee Waiver Request form

88 Resources Facility Fee Waiver Request form FundraisersUniversity Facility Use Policy Student Code of Conduct Dance Policy (Item VII-3) Pricing structures (Group 1 v. Group 2) Road Races Student Organization Event Planning Guide Request Timelines

89 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 ; or by at

90 Academic and Other FacilitiesClassrooms Request online: Tina Strickland Academic facilities are available from 7am – 10pm (everyday of the week) Closed on state holidays If classroom set-ups are re-configured to accommodate a meeting, the room must be reset to its original configuration No access to AV equipment

91 Virtual EMS Web App

92 Campus Life Reservations: Things to RememberReservation delegates should request space from https://events.uncw.edu/EmsWebApp/ 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

93 Campus Life Reservations and Event Services OfficeFisher University Union, Room 2041 * * Reservation requests accepted online only through CRS (Campus Reservation System) CRS can be found at the following link:

94 Campus Activities & Involvement CenterFisher Student Center Room 2029 Hours of operation: Monday-Wednesday: 9 am – 8 pm Thursday-Friday: 9 am – 5 pm Contact us: 910•962•3553 ~

95 Dates to Remember March 25: The 12th Annual Conference on Men & Masculinity Registration (10am – 4pm) Now – April 2: Dub Award RSVP April 6 - Dub Awards: Burney Center Now – May 19 Summer Orientation: Involvement Fair Registration Now-June 30: Move-In Volunteer Registration Opens July 1: Involvement Carnival Registration August 12: 2017 Move-In End of September: SeaOrg is gone and a new program will go live. This will help with all of the problems of SeaOrg and be required for each student organization.