New Registration Process Policy/Procedure Changes RowdyLink Student Organization Council Tailgating & Homecoming Questions

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2 New Registration Process Policy/Procedure Changes RowdyLink Student Organization Council Tailgating & Homecoming Questions

3 End of Year Review Report Opens April Closes April 20 TIP: This will need to be completed by April 20, 2013 to be able to reregister for the Academic Year.

4 15-16 Registration Opens April 21, 12pm CLOSES 10 th Class Day (August 5:00pm) FYI: Organizations MUST Register EACH Academic Year! Each Organization must have Community Services Hours Reviewer Involvement Fair Application to Participate is included in registration

5 RowdyLink Down Time March (prepare for 15/16 Registration)

6 RowdyLink Organization Status Levels: 0ACTIVE: Organization fully functional and completed all requirements 0FROZEN: Not visible on RowdyLink, not completed all requirements 0LOCKED: No activity can be associated with the Organization on RowdyLink, reservations, campus events, LeaderFund, etc. 0INACTIVE: Organization not functional and all memberships are ended.

7 Policy/Procedure Information Organization Name Change Policy- Pg. 19 Mailboxes- Pg. 26 Bulletin Boards- Pg. 27 Workspaces- Pg. 28 Non-Profit Organizations- Pg. 30 Cost Centers- Pg. 31 Fundraising Guidelines- Pg. 25 Events on campus Pg. 37 Create a semester calendar to assist in knowing what needs to be registered. Postings- Pg. 43

8 Organization Name Change Policy 0 Must fill out the Organization Name Change document 0 The name change will require the old name, the desired name, the signature of 2 authorized representatives, an explanation of why the name is being changed, and the advisors signature. 0 The document should be submitted on Student Activities> Forms. 0 Authorized Representatives and Advisor must be listed on the Organizations RowdyLink Profile to be approved. 0 It is the organizations responsibility to change the name on the constitution, the organization description/summery on RowdyLink, EIN numbers, and all bank or cost center accounts.

9 Mailboxes Procedures 0 Mailboxes must be checked once a week, by Thursday evening. 0 On Friday, organizations will receive a notice if they have failed to pick-up their mail. 0 The following Thursday, if mail is still not picked up, it will be returned to sender.

10 Bulletin Boards 0 Apply for a bulletin board during re-registration. 0 The organization will be contacted when bulletin board selection will begin. 0 Only one person for the organization is allowed to pick a board. NOTE: Because the bulletin boards are located in public areas, they are virtually impossible to secure. Student Activities has no means of preventing vandalism and unauthorized removal or posting of materials on these boards. Therefore, please be advised that posting items on a bulletin board is at the risk of the student organization. Displaying items and decorations of significant value is discouraged.

11 Workspace 0 Apply on RowdyLink during re-registration 0 Must Have Approved Registration Status 0 NOT a Storage Unit (ie: Wooden Letters, Tents, etc) 0 Student Organizations will be contacted in the summer if they have received a workspace. Process 0 Organizations who have been assigned a workspace are required to use the workspace at minimum, once a week. In order to track this usage, a representative from the organization will check in at the Student Activities desk at least once each week. 0 Periodically, organizations who have been assigned a workspace will be required to turn in workspace document (placed on desk). 0 Other factors may also be used to track usage of the space.

12 Non- Profit Student Organizations 0 Student organizations are not automatically assigned the non-profit status through the internal revenue service. In order to become a nonprofit organization, the organization must file to become a 501(c) (7). 0 More information can be found at Profits/Other-Non-Profits/Social-Clubs

13 Cost Centers 0 Find Your Organizations Cost Center on Your Organization Profile Page 0 These Accounts CANNOT be Linked to PayPal or Square 0 We Do Not Have Access to any Off Campus Accounts 0 Student Activities Forms on RowdyLink: 0 Balance Inquiry Requests 0 Deposits 0 Withdrawals 0 Cost Center Request Forms (if your org does not have an account) Questions: Carol Hogan Kindred 0 Carol.Hogan@utsa.edu

14 Fundraising 0 All student organizations must fill out a On Campus Fundraising Form to fundraise on campus. 0 Print out approval and show EMCS to receive a table. More Rules/Regulations will be in affect August 1, 2015.

15 Events on Campus Posting on RowdyLink 0 All events must be submitted on RowdyLink 0 Must be Approved Registered Student Organization 0 Must Upload a Photo/Flyer 0 Complete Description of Event & Include Contact Information 0 Assign Date and Time of Actual Event 0 Post as: 0 Organization Only (will show ONLY on Organization Calendar) 0 Campus Only (will show on Virtual Bulletin Board & in In the Loop e-newsletter)

16 Postings 0 Must be Approved Registered Student Organization 0 No Glitter 0 Must Receive Approval from Student Activities 0 ONLY Post on General Posting Boards, Approved Locations and Kiosks 0 Review Page 43 of Student Organization Handbook for size guidelines of Banners for Main Campus and DT Campus 0 Remove Flyers and Banners after event/by Deadline

17 State Mandated Risk Management Training 0 September 28 th - October 2 nd 0 Check RowdyLink for Times and Locations 0 2 Members must attend 0 Compliance Due at the end of October 0 ALL Organizations Must Complete 0 Non-Compliant Organizations become Frozen and will not be able to participate in BestFest 0 Jarvis Clark, Associate Director for Risk Education Jarvis.Clark@utsa.edu

18 RowdyLink Update Coming July 2014 GetInvolvedUTSA

19 Upcoming Activities 0 Workspace and Bulletin Board Move Out Clean Up May 1st 0 Reservations through EMCS 0 April 1 st for Fall Reservations 0 October 1 st for Spring Reservations 0 February 1 st for Summer Reservations 0 Community Service Reviewer Training: TBD 0 Tailgating and Homecoming Meeting: TBD