After a handful of snow days, we hope you’ve all had a great February! There’s a lot of RSO news and info to be aware of below. As always, if you have any questions feel free to contact me at bprice@uca.edu.
Event Deadlines Reminder
If you will be hosting an event that is funded by SAFA, please note the following things need to be done at least TWO weeks before your event takes place.
- Vendor Registration (anyone receiving a check from the school must be registered as a vendor): https://uca.edu/purchasing/files/2014/08/Blank-Vendor-Registration-Form.pdf
- If there is a contract involved, this will need to be filled out and submitted with a copy of the contract (This should be done at least a month before your event): https://uca.edu/shared/shared_purchasing/portal/contractroutingform2.pdf
- This rider will need to be attached to the contract and sent to the speaker/performer: https://uca.edu/legal/files/2010/10/contract_procedures_rider.pdf
- As far as making a request for payment on OrgSync you will follow these steps: https://help.orgsync.com/hc/en-us/articles/203702966-Request-a-Payment
If you have any questions about this process, contact the SGA VP of Finance Corey Parks at ucasga.vpfinance@gmail.com or visit the SGA offices. In order to have a successful event everything should be planned and ready to go two weeks in advance.
Updated Fall 2015 SAFA Timeline
Organizations will be notified of the preliminary amount their organization has been allocated by March 5th.
If you are not satisfied with the amount your organization is allocated you have the option to appeal. Appeals will take place during the full Senate meeting on either March 9th and March 16th at 5 PM. Appeals must be presented to the full Senate on one of those dates and you must fill out the appeal form here: https://orgsync.com/54962/forms/127576
The Appeal form for March 9th will be due at Noon day of.
The Appeal form for March 16th will be due March 13th at Noon.
If you are satisfied with your amount then you will not need to do anything else.
At the end of our senate meeting on March 16th the full senate will ratify the amount allocated to Fall 2015 SAFA. At this point your organizations amount will be final.
I want everyone to know that we received feedback from last semester and tried to plan accordingly with our calendar we had set. However, due to the snow days we were unable to stick this calendar. Because of our bylaws we have certain time constraints with the SAFA process that we must follow. I hope this semester does not deter you from applying for funds next semester for Spring 2016. Hopefully we wont have any snow days that derail the schedule next semester. If you have any questions or concerns please feel free to notify me. I apologize for any inconvenience that this process may cause your organization.
RSO Rosters
Remember that if a student is NOT listed under the people tab on your OrgSync page, they are not officially a member of your organization. These rosters are incredibly important to your organization and the University, as membership numbers and RSO involvement are evaluated in this manner. Many of the issues people have with OrgSync are because they haven’t actually joined their organization’s page or haven’t been given the proper admin privileges. For help with this, contact the student life office or visit this link
Upcoming RSO Workshop
On March 11 from 3-4 PM in Student Center 213 there will be an RSO workshop going over OrgSync and some of the upcoming changes to the Event request and registration process, campus room scheduling, and organization registration/renewal process and more. This training, while not required is HIGHLY recommended for RSO presidents and officers. Advisors are also welcome to attend this training. For more information and to RSVP, click this link: https://orgsync.com/52031/events/965747/occurrences/2112035
Reminders and Notices
- This semesters RSO Officer Transition Training will take place on April 13 at 4 PM in SC 213. If you will no longer be a president or officer of your organization in the Fall, or are a new officer or President this semester you should attend this training. We will go over the necessary steps to make sure your organization’s operations continue smoothly and without issue. Beginning in Fall 2015, the deadlines for renewals, SAFA requests and event registration will be very strict so you will need to make sure you’re informed and ready so that your organization will remain in good standing.
- Representatives for Choice Promotions will be on campus Wednesday, March 4 from 9 am to 3:30 pm. If you’d like to schedule a meeting to talk about ordering promo materials for your organization, contact Michelle Kepke at 501-450-3135.