Soraya Smith, M.B.A. Director, Student Services and Service Learning August 9, 2013

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1 Soraya Smith, M.B.A. Director, Student Services and Service Learning August 9, 2013

2 M2 students running majority of organizations. We want to help answer your questions related to student organizations, finances, and event planning. We re growing as a school, want to make sure policies are in place that protect you as a group and allow you to do everything you want to do as an organization.

3 Submit new organization form to Student Council along with constitution. Student Council notifies organization they are approved. Once approved by Student Council, the form is submitted to the Associate Dean for Students for final approval.

4 Notify our office of any changes in the status of your organization and/or any change of officers. Submit any updated Constitutions.

5 Only MD-RSOs: Can reserve space at Lake Nona. Can use the University name and logo (in accordance with University regulations and policies). Can participate in the New Student Orientation Fair or other UCF COM events. Can receive funding and program planning assistance. Can invite guest speakers to campus. Can recruit members on campus.

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7 DO S Plan ahead! There will be no reimbursement for after the fact purchase. Consult with the Office of Student Affairs or Student Council before planning expenditures. DON TS Don t use funding to provide for cash or cash equivalent awards, prizes and/or gifts. Don t provide speaker honoraria for UCF Faculty, Staff and current students. Don t sign a contract or encumber the university.

8 MD-RSOs are free to choose whichever bank to open a group account, contact our office for suggestions. Do not open a bank account under a personal SSN. Create written policies for the organization (i.e. having two people authorized to sign on transactions) on how money is going to be spent. Submit a copy of your EIN to Student Affairs.

9 To open an account, you need an Employee Identification Number ( This does not mean you are tax-exempt! Have policies in place to update this number once you leave the group/graduate. Submit a copy of your EIN to Student Affairs.

10 MD-RSOs not automatically tax-exempt! Many local/national affiliations have federal tax-exempt status or 501(c)(3) exemption. Organizations with this type of affiliation should check with their parent organization to see if they are covered under the parent s tax-exempt status. MD-RSOs cannot use UCF s exemption to purchase goods or food without state sales tax (this doesn t apply to purchases made via main campus).

11 Cannot represent group as part of UCF or UCF COM No help from Student Legal Services or General Counsel Get help from the Office of Student Affairs

12 Before making contact with a potential major donor, contact our development office at least one week prior to requesting solicitation. Remember that donations made to your organization are not considered taxdeductible unless you are individually granted 501 (c) (3) status.

13 Poker tournaments Cannot charge an admission or entry fee, but you can accept (but not require) donations Tournament cannot involve real money Raffles Cannot charge a required amount for participation Cash prizes not allowed Anyone must be able to participate, even if they didn t donate Bake sales Homemade bake sales are not allowed due to liability issues involving food handling and preparation Other Funding Options Auctions Car wash Dance Many have legal/policy implications so check with us first.

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15 MD-RSOs may choose to be affiliated with a local/state/national organization. The Office of Student Affairs will need a copy of the letter/ stating that you are an official chapter.

16 Must be in academic good standing No holds (immunization, parking, etc.) Under no remediation All A s and B s Cannot be on probation If you have any questions about this, check with the Office of Student Affairs first!

17 Most importantly follow your constitution! Many constitutions do not allow voting by proxy (i.e. s). Individual running election must not be running for office (or campaigning for anyone) = must be unbiased! Some organizations are still small, you need to be extra careful about how you run an election. Office of Student Affairs (namely, me) will not run elections for organizations with the increased class sizes it would be difficult to run elections fairly and give them the attention they deserve.

18 Advisors must be a full-time faculty or A&P employee Role of advisors: Provide guidance on organizational issues and UCF COM policies and procedures Continuity from year to year Helping develop goals and objectives Find someone with time to devote to the organization and who has the knowledge/skills related to your mission and purpose Update our office on who your advisor is! Advisors need to sign off on all events

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20 All major events on campus must be approved by the Events Management Team (EMT) Might need facilities, ed tech, IT after hours (building closed, sprinklers, air conditioning systems, parking passes) Student Affairs is your liaison to this committee Please submit the Event Request form 2 weeks before the event, especially for larger events. Please give me 48 hours to respond. Student Affairs submits SAFE form on your behalf

21 Put plans in place that reduce risks Alcohol on campus not impossible, but very, very difficult to secure Let us help you avoid challenges with speakers Event planners are expected to take ownership of the event and to keep in regular contact with Student Affairs about the details of your event. Your event is NOT covered by UCF insurance.

22 What can you reserve? SGLs Atrium Some Conference Rooms Lecture Halls Tavistock Green

23 Sharing resources with another group (particularly a group with your shared mission) See sample agreement online _resource_files/coprogramming_agreement.p df It s not required to complete, but can help to get all the details written down.

24 Student Disability Services All activities (meetings and events) of student organizations must be made accessible to students with disabilities. Diversity Programming There are resources available to student organizations for diversity programming. They range across all types of diversity: race, ethnicity, national origin, gender, sexual orientation, socioeconomic status, religion, age, and ability. Environmental Health and Safety Recreation and Wellness Center UCF Arena Equipment Rentals

25 Flyers must be approved by the Office of Student Affairs Do not place flyers on paint! Include the name of organization You cannot use UCF or University of Central Florida prior to the organization name. Organization Name at UCF Exception = organizations with a national affiliation, which may use the words UCF Chapter after the Organization name (example American Medical Association UCF COM Chapter)

26 Need permission to use logos and trademarks (Pegasus, Knightro, etc.) for all designs: web page, shirts, flyers, etc. Directions on how to gain approval of University trademarks or logos can be found at or by calling the Director of University Licensing at

27 RSOs that receive any type of A&SF funds must include the SGA logo on all brochures, clothing, pamphlets, booklets, posters, mailings, promotional items, and advertisements that are related to the funded event. The SGA logo needs to be at least ½ inch by ½ inch in size. Using UCF Print Shop now for most printing services (i.e. banners, brochures, etc.)

28 Some MD-RSOs may want to create a logo for their group. MD-RSOs may not alter or use any part of a University or Intercollegiate Athletics trademark without permission from the respective office. For more information and approval, contact the Director of University Licensing at Your organization s logo will only need to be approved once.

29 Control, organization and responsibility rests with you and your organization. Student Organizations that violate any law, University regulation or policy will be subject to disciplinary action. Facilities can only be used only for the purposes for which they were scheduled by the organization. You may be liable for damages to COM property or facilities, including clean-up costs which occur in connection with your organization s activities or programs. You must agree to supply our office with financial records of your organization upon request. No discrimination shall be made on the basis of gender, race, color, creed, age, religion, disability, national origin, marital status, sexual orientation, parental status or veteran status.

30 Student Organization Orientation Robert Humberstone, MS-2 University of Central Florida College of Medicine

31 How many student organizations do we have?

32 Who is the budget committee?

33 Presentation Outline PRFs Initial Request Follow up items Requests for Additional Funding Requests for Speaker Funding Requests for Travel Questions

34 PRF What the heck is a PRF?

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36 Important Points All requests for purchase must be submitted to the Student Council Treasurer 3 weeks prior to the date of the event. Vendors are paid over the phone by the main campus accountant through credit card. Vendors will have to agree to be paid by credit card over the phone. If not, it takes up to three weeks after the event date for a check to be cut by Finance and Accounting.

37 Things to remember You need to fill out one PRF for each vendor you are using. So, if you are getting food from Publix, posters from Staples, and paint from Walmart, you would need to fill a total of three PRFs-- one for each vendor. A vendor can be a business or an individual. If something can be ordered online, you may put the URL for the actual product you are purchasing or the vendor's website on the address line. For example, let's say you want to buy a Justin Bieber Satin Pillow from Walmart. You would put Cushion/ in the address line on the PRF and list Walmart.com as the vendor. If you are ordering multiple products, you can leave the address line blank. For any online purchases, please attach document with a screenshot of your shopping cart (with all of the items you want to order in it).

38 Things to remember (con t) You do not have to fill out part of the form where the signatures are required. Also, the advisor signature line can be left blank too. Make sure you ask your vendor if they are ok with accepting purchase orders before you submit your PRF! Not all businesses will accept payment over the phone or 2-3 weeks after they render the service! Make sure to keep the Justification and Benefit items short! There is no text overflow, so if you make the line too long, we won't be able to read it.

39 Things to remember (con t) Item number can be listed sequentially (1, 2, 3, 4, etc) unless you are referring to a specific invoice provided by a business. Do NOT purchase items with your own money. Main campus will NOT reimburse you!

40 Important Points (con t) Also, keep in mind that business and individuals that are not already approved by UCF main campus to be vendors must fill out and turn in a W- 9 before receiving funds (send or give the completed W-9 to me). This can take up to 6 weeks to process; be aware of that for your events. Additionally, we cannot give you a comprehensive list of already approved vendors-- we have asked main campus for this and they won't provide it. Publix, Walmart, Staples, Barnes and Noble, Target, and Dollar Tree are all approved vendors for sure, and main campus can order items online from all but Publix

41 PRF Questions about PRFs?

42 Requests for Additional Funding

43 Additional Funding Although additional funding for organizations is not guaranteed each organization may request additional funding for future events by submitted a detailed explanation of the items and amount requested 30 days prior to the event. Requests may be made to the student council executive treasurer (me). Submission of the UCF COM Additional Budget Request Form

44 Additional Funding

45 Requests for Speaker Funding

46 Speaker Funding Request All organizational speaker requests have been conditionally approved. $10,000 total budget for COM First come, first serve principle Submission of the UCF COM Additional Budget Request Form is required explaining details of the speaker event for approval.

47 Speaker Funding Request What can speaker funds be used for? Honorarium Travel Expenses Hotel Meals Transportation

48 Requests for Travel Funding

49 All Travel Must go through CRT CRT forms may be found online on the main campus site: You may also search for UCF CRT Individual Allocation Request Form to find the document

50 Travel Funding Request How much funding can I receive? Each student can receive up to $250 per fiscal school year. Funding is not guaranteed, subject to main campus approval. CRT funding requests should be submitted at least TWO MONTHS in advance of expected travel. For more information, ask your student council treasurer.

51 Travel Funding Request

52 Travel Funding Request

53 Questions?

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