PENN STATE MBA STUDENT ASSOCIATION ADMINISTRATIVE GUIDELINES

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1 PENN STATE MBA STUDENT ASSOCIATION ADMINISTRATIVE GUIDELINES 1 LCD Board Slides Page 2 Listserv Management Page 2 MBA Events Calendar Page 3 Blog Instructions Page 5 Room Scheduling Page 5 Student Exchange Webpage Page 5 For technical assistance, contact Chelsea Benton-Monahan (cnb5002@psu.edu, )

2 2 LCD BOARD SLIDES Associations are welcome to advertise their events using the LCD Boards. Christa Stofferahn manages the LCD board system with Chelsea serving as a backup. To have a slide posted: 1. Create a slide in PowerPoint. Slides show up best in the standard PowerPoint size and format. 2. slide to Christa (cms6184@psu.edu) and cc Chelsea. Include in the a. The date the slide should be pulled down b. Any special considerations (ex: multiple slides that need to be separated) LISTSERV MANAGEMENT How to get a Listserv Password: 1. Go to lists.psu.edu 2. On the main page, click Get a Listserv Password for this Server 3. Type in your address and chosen password (this does not need to be your Access Account information) and click register password. a. Please use your PSU address. Once you have registered your address and password, you will have access to any of the lists that have already been linked to that address. b. Do not use a PSU alias. How to Change Listserv Owners: 1. Go to lists.psu.edu 2. Go to Mailing List Management Interface ; List Management ; List Dashboard 3. Click on Configure underneath the listserv name 4. Go to List Maintenance and under Owner you can update the owners and click Submit

3 3 How to Manage the Listserv: 1. Go to lists.psu.edu 2. Go to Mailing List Management Interface ; List Management ; Subscriber Management 3. Select the list from the drop down box 4. From here, you can review the members (choose In Browser or By ) and add, examine, or delete subscriptions TO ADD AN EVENT TO THE GRAD EVENTS CALENDAR 1. First, you will need to add the calendar to your Outlook account if you haven t already done so. i. In Outlook, go to Open Calendar in the top tab and click From Address Book. ii. In the search box, type Grad Events Calendar. This will bring up the calendar. Click on it, then click OK. iii. The calendar should automatically open for you to view. 2. To add an event, click New Appointment in the top tab, left hand corner. Fill in the subject, location, date and time. In the body, you may input information about the event. To attach documents, go to the Insert tab and choose Attach file. If this is an MBAA event, please be sure at the end to color code your event as blue. All other student associations may leave their event the default color of the calendar. i. To invite attendees, click Invite Attendees in the top tab. Input s as you like, and you may also input the class listservs. ii. IMPORTANT: The MBA Class of 2019 and MOL Class of 2018 are on a different version of Outlook (Microsoft Office 365, to be exact). Therefore, when creating any event you must invite their calendar. To do so, follow the steps below: 1. Click Invite Attendees, then click the small address book icon in the top tab (see image below):

4 Address Book 4 2. In the Search tab of the Address Book, write O365 GradEvents Calendar. (The O is O365 is the letter O, not the number 0). The calendar should automatically pop up for you. 3. Click on the calendar name and then hit Ok. This will add the calendar to your list of invitees. 4. Once the event is ready, click Send. 5. If you do not complete this step, the 1 st years and MOLs will not be able to see the event on their calendar. iii. When finished with an event, click Save & Close if you did not invite anyone, or Send if you have invitees. iv. If there are ever any issues with the calendar, contact Chelsea for assistance. MBA Calendar Color Code Group Abbrev. Background Color Program Directors & Admin. (Carrie, Brian, Melissa & Bridget) MBA Teal Career Services (Brenda & Matt) CS Grey Employer Relations (Paul, Carol & Kim) ER Green Admissions (Mike, Kim, Matt, Susan) Adm Purple Student Services (Chelsea & Denise) SS Orange MBAA MBAA Blue Academic Dates (Chelsea & Denise) Acad. Red

5 5 BLOG POSTS How to Write your Blog: Your blog about an MBA event should be 2-3 paragraphs long and the idea is that the style of writing is informal and the content is about your personal experience. Check out examples from other bloggers here: To post your blog, simply the blog and any other attachments to Chelsea at She will then post it to the blog site. ROOM SCHEDULING 1. In order to schedule a room for a meeting or event, please use the room scheduler on the Student Exchange main webpage at It is labeled Student Organization Room Requests and can be found on the bottom of the webpage under Current Students. Once you complete the form, a representative from 220 will get back to you shortly with a room confirmation. 2. If you are scheduling a room for an event and will need to request additional equipment or move any furniture, please be sure to list these details in the section Description of the Event. 3. If you are scheduling a room for an event and food will be served, please use a Penn State approved caterer. Approved caterers can be found at a. Please be sure to also complete a Smeal Food Waiver Form and turn it in to Chelsea as soon as you can before the event. This form will be sent to you upon confirmation of your room reservation. STUDENT EXCHANGE WEBPAGE 1. Each association has a webpage on the Smeal Student Exchange. Once new leadership positions have been elected, all officers should complete a bio and turn it in to Chelsea as soon as they are able. We will use your professional headshot form Orientation to place alongside your bio, however should you like to use a different photo, please send that to Chelsea as well.

6 2. If you would like to change any content or add additional information to your association s webpage, please inform Chelsea and she will be happy to work with you on implementing these changes. 6