Event Registration Update

During the last few months, the Office of Student Life has been working to implement a few of the new features in OrgSync in order to help our student organizations avoid problems as you schedule and plan your events. This new process is much simpler and straightforward and we’re excited to announce that starting today, the new process has gone live. One notable change is that the event registration process is now inclusive to ALL events that RSO’s are scheduling (both social and non-social), so things like organization meetings and other events that didn’t previously require approval will now be sent to our office for approval before they will show up as “approved” in your organization’s calendar and are visible to general membership. The registration form is designed to be inclusive of all types of RSO events from organization meetings to concerts and philanthropic and fundraising events.

The event registration process is incredibly simple:

1. Create an event within your organizations OrgSync page
2. Fill out the form that will automatically follow the basic event information page. The questions you will be asked will depend on the type of event you are registering (Events that will require additional approvals or risk management will have more questions than something as simple as an organization meeting).
3. Click “Finish and Submit” on the final page of the form and wait for approval from our office (events that have been submitted but are not yet approved are clearly marked in OrgSync as such).

 

You can check the status of any requests you’ve submitted by clicking on your name in the top right-hand corner of OrgSync and then clicking the “Activity” button from the options on the right side of the screen. On the page that loads you’ll see an option for “Event Requests” on the left side of the screen which will show if your event is pending or has been approved or denied. Additionally, you will receive email notifications when your event has been approved/denied or if a comment has been made to request additional information or clarification.

Note that this new process will not interfere with any events that have previously been submitted or approved using the old process nor have any deadlines or policies changed. Please share this information to your members or officers directly responsible for creating events.

If you have any questions, please contact the Office of Student Life at 450-3137 or via email at bprice@uca.edu.

This new process will be outlined and demonstrated during the upcoming RSO workshop on March 11 at 3 PM in SC 213, and any RSO officers and advisors are strongly encouraged to attend.

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 the 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.

SGA received feedback from last semester’s process and tried to plan accordingly the calendar that was set. However, due to the snow days they were unable to stick this calendar. Because of the SGA bylaws we have certain time constraints with the SAFA process that we must follow. SGA hopes this semester does not deter you from applying for funds next semester for Spring 2016.

If you have any questions or concerns please feel free to notify Corey Parks at ucasga.vpfinance@gmail.com

Movie/Film Screenings during RSO activities

The Office of Student Life has noticed that many RSO’s are doing screenings of movies and films for their activities. Please be aware of federal copyright law and know that the only way you can legally show a film at an event or meeting is if you’ve legally procured the performance rights for the film you wish to show. As part of registering your event with the new process outlined above, you will not be able to submit your event request unless you can upload proof that you have secured these rights. If you have questions about this process and where you can go about securing performance/screening rights contact Kendra Regehr in SC 206 or via email at kendrap@uca.edu.

RSO Rosters

This is another reminder to make sure you’ve added members to your OrgSync page. Any student who has not joined your OrgSync page is not officially a member of your organization. If your organization does not require specific membership requirements to be met, it is recommended that you change your organization’s join settings to “open” so that you remove an extra hurdle for people wishing to join your organization. Click here for instructions on how you can do this.

RSO presidents and officers should regularly check the “people” tab on their organization’s page in order to approve or deny students who have requested to join or to invite people to join (be sure you send invites to a student’s UCA email address).

RSO membership numbers are only evaluated using your organization’s OrgSync roster for a variety of things (including SAFA funding requests) and groups who do not meet minimum membership requirements will lose their RSO recognition status, as per UCA policy.

RSO Officer and Advisor Surveys

In the next few weeks, you will receive an email message from the Office of Student Life asking you to complete a short survey that will help our office to further understand training needs, challenges and successes for your organizations. The survey will be very simple and won’t take more than five minutes of your time. Your feedback is appreciated as we continue to improve our student organizations on campus!

Academic Research Class

Some of you may be contacted over the next few weeks by students in an academic research class who are working on writing projects related to RSO’s on campus. They will most likely contact you via email (via the contact info listed on your organization’s OrgSync profile) and I want to strongly encourage you to help your fellow students in replying to their questions promptly and openly. Feel free to contact me at bprice@uca.edu if you have questions regarding this project or need help finding certain statistics for your organization.

Upcoming Dates and Deadlines

Please refer to your organization’s OrgSync calendar for important dates, deadlines and trainings required for your RSO to remain in good standing with the University. Additionally, you can find these dates on the RSO website at https://uca.edu/rso/guide/important-dates/
MARCH 2015
RSO Workshop  |  March 11, 2015  |  3-4 PM  |  SC 213
APRIL 2015
Officer Transition Training  |  April 13, 2015  |  4-5 PM  |  SC 213

 

 

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.

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.

 

Applications for Fall 2015 SAFA funds are due this week, February 5 at 11:59 PM. If you have questions about how to go about submitting a SAFA budget request, click here. Once you’ve submitted your SAFA budget request, remember to check your OrgSync account at least daily for any updates or requested information. Soon after you submit your request, you will receive a link in the comments section of your request that will allow you to schedule a time slot for your presentation to the SAFA committee. If you do not select a time by February 10 at noon, a time will be assigned to you.

SAFA Hearing Training/Q&A Session Feb 3  |  3-4 PM, SC 223
SAFA Applications (Budget Requests) Due Feb 5  |  11:59 PM
SAFA Hearing Training/Q&A Session Feb 10  |  3-4 PM, SC 225
SAFA Hearings Feb 17-19  |  Times As Scheduled, SC 208
SAFA Deliberations Feb 24-26  |  TBD, SC 208
Organizations Notified of Preliminary Amount Feb 27
SAFA Appeals Form Due March 6  |  11:59 PM
SAFA Appeals March 9 and 16  |  5 PM, SC 208

As per University Policy and Arkansas State law, student organizations are not to conduct any raffles or drawings as part of their events. A raffle is a form of lottery in which each participant buys a ticket for an article put up as a prize with the winner being determined by random drawing.  Raffles may only be conducted by an authorized bingo and raffle organization that must meet certain requirements with regard to tax-exempt status and years in existence, and they must have a permit from the Department of Finance and Administration. In addition to being contrary to university policy, an illegal raffle is a criminal offense.

Door prizes should not be used to circumvent raffle law, i.e. you cannot charge admission to your event and give away a prize to only the paid attendees.

Attention ALL UCA Students!

Want to learn more about Leadership and how to make new connections on campus? Come to the First Annual 2015 Leadership Summit!

This year’s leadership summit will be held on February 28th, 2015 at 8:30 am in the Student Center Ballroom! Not only will you receive valuable leadership training, but your registration also gets you two meals and a free t-shirt!

Apply Today! You won’t want to miss this! Please note that we are only able to accept cash, checks, and departmental transfers. NO credit or debit cards!

Click here to download the registration form

Questions? Contact Steven Shook in the Center for Leadership Development at (501) 852-2424 or sshook@uca.edu.

Other Dates and Reminders

There are two optional RSO workshops coming up on February 11 and March 11 from 3-4 PM in SC 213. Check out the important dates and deadlines page on the RSO website for details and to RSVP.

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Make sure that any members you have in your organization have joined your organization’s OrgSync page. Many RSO’s have their membership listed as ‘invite only’ or ‘request for approval to join’ but unless you have specific membership requirements it is recommended to switch your join option to ‘open’. If you need help doing this, please click here for step by step directions. Remember, the people module in OrgSync is how your organization’s official membership numbers will be determined. If a student isn’t listed as a member on your page they are not officially a member of your RSO. These membership numbers are examined periodically for determining eligibility for SAFA funds, RSO activity and other things.

—–

Attention ALL UCA Students! 

Want to learn more about Leadership and how to make new connections on campus? Come to the First Annual 2015 Leadership Summit!

This year’s leadership summit will be held on February 28th, 2015 at 8:30 am in the Student Center Ballroom! Not only will you receive valuable leadership training, but your registration also gets you two meals and a free t-shirt!

Apply Today! You won’t want to miss this!

*We only accept cash, checks, and departmental transfers. NO credit or debit cards!

Click here to download the registration form

Questions? Contact Steven Shook in the Center for Leadership Development at (501) 852-2424 or sshook@uca.edu.

Applications for this year’s Who’s Who nominations will close tomorrow, Tuesday January 27 at 4:30 PM.

Don’t miss this opportunity to apply for this prestigious recognition!

It is an honor to be named to Who’s Who Among Students in American Universities and Colleges. Since 1934, the National Who’s Who program has recognized outstanding campus leaders for their achievements.

All students (seniors, graduate, post baccalaureate) who have completed at least 90 hours by December 2014, with a minimum cumulative grade point average of 2.500, and who have not previously been named to Who’s Who are eligible to apply.

Selections are based on academic achievement, student leadership and contributions to the community while enrolled as a student at UCA.

Click here to view the application on OrgSync

 

Applications are due no later than 4:30 pm on Tuesday, January 27, 2015. The University will formally recognize UCA students named to Who’s Who on Saturday, February 21st at a “come-and-go” reception. Following the reception, the recipients will then be introduced and presented with an award during half-time of the UCA basketball game.

For more information on the history and benefits of being selected to Who’s Who, please visit the national website at www.whoswhoamongstudents.com.

This week, there will be another SAFA Application training/Question and Answer session to help any RSO better understand the application process.

This training will be held January 29 from 3-4 pm in SC 225 (SGA Office).

Don’t forget that the SAFA Application Deadline for the Fall 2015 Semester is on February 5 at 11:59 pm!

Important Notice:
Once you submit your SAFA budget request on OrgSync make sure you are checking your request at least once a day.

Budget hearing times will be scheduled on a first come, first serve basis. The link to schedule your time will be posted in the comments of your request. You will have until February 10 at noon to respond and select your own hearing time. If you do not respond by that time, a hearing time will be assigned and communicated to you.

If you have any questions concerning the SAFA process, please contact the Corey Parks at ucasga.vpfinance@gmail.com or visit the SGA offices.

SAFA Hearing Training/Q&A Session

Feb 3  |  3-4 PM, SC 223

SAFA Applications (Budget Requests) Due

Feb 5  |  11:59 PM

SAFA Hearing Training/Q&A Session

Feb 10  |  3-4 PM, SC 225

SAFA Hearings

Feb 17-19  |  TBD, SC 208

SAFA Deliberations

Feb 24-26  |  TBD, SC 208

Organizations Notified of Preliminary Amount

Feb 27

SAFA Appeals Form Due

March 6  |  11:59 PM

SAFA Appeals

March 9 and 16  |  5 PM, SC 208 

Attention RSOs! The Scroll yearbook needs your group pictures! 

We need your high resolution (300 resolution with a width of at least 7 inches) group picture.

Submit them to scroll@uca.edu by January 31, 2015

You can also contact Scroll at scroll@uca.edu or 501-450-5599 to set up a time where a Scroll photographer can take your group picture.

Contact the Scroll staff today in Bernard Hall Room 8 or at scroll@uca.edu

Who’s Who 2015 Application Deadline Nearing Soon!

This year’s Who’s Who Among Students applications close in less than one week! Make sure you and your organization’s member’s don’t miss this opportunity to earn this esteemed recognition.

All students (seniors, graduate, post baccalaureate) who have completed at least 90 hours by December 2014, with a minimum cumulative grade point average of 2.500, and who have not previously been named to Who’s Who are eligible to apply. Selections are based on academic achievement, student leadership and contributions to the community while enrolled as a student at UCA.

Applications are due no later than 4:30 pm on Tuesday, January 27, 2015. INDIVIDUALS SELECTED WILL BE NOTIFIED BY FEBRUARY 7, 2015. The University will formally recognize UCA students named to Who’s Who on Saturday, February 21st at a “come-and-go” reception. Following the reception, the recipients will then be introduced and presented with an award during half-time of the UCA basketball game.

CLICK HERE TO APPLY ON ORGSYNC

Red Cross Blood Drive

Gather your members and help save lives! Free long sleeve t-shirts will be given to donors during the blood drive while supplies last!

Check out the dates, locations and then schedule an appointment at the link below (The sponsor code is UCA).

January 27, 2015 (Tues)
January 28, 2015 (Wed)
January 29, 2015 (Thur)
10:30 am to 4:30 pm

McCastlain Hall
201 S. Donaghey Avenue

To schedule an appointment, please go to:

www.redcrossblood.org

and enter sponsor code: UCA

Upcoming SAFA Training/Q&A Session

There will be a training on the SAFA process tomorrow, January 22 from 3-4pm in room 213 of the Student Center. This will be extremely helpful for any new or recently restarted RSO’s, but is open to ANY current RSO on campus. If you can’t make it this week, there will be one more training next week on January 29 from 3-4pm in SC 213.

If you have any questions concerning SAFA, contact the SGA VP of Finance at ucasga.vpfinance@gmail.com

Scroll Photo Deadline

The Scroll wants your RSO to be included in this year’s edition of the UCA Yearbook! To be included, they need a high resolution (300 resolution with a width of at least 7 inches) group picture.

Submit them to scroll@uca.edu by January 31, 2015

You can also contact Scroll at scroll@uca.edu or 501-450-5599 to set up a time where a Scroll photographer can take your group picture.

RSO Workshop

Mark your calendars! Coming up next month on February 11 there will be an RSO workshop. This training is not mandatory but will be extremely helpful for going over the in-depth features of OrgSync. Stay tuned for more information on how to register and the location and time in next week’s update.

RSO Guide Now Live

As a final note, in case you haven’t heard the new RSO guide is live on the RSO website. It is your one-stop-shop for information about RSO policies, guidelines and important dates and deadlines. It is constantly evolving, so be sure to check it out often by visiting:

uca.edu/rso/guide

 

Welcome back UCA! The Office of Student Life has a few reminders for you as you get ready to start this upcoming semester. Please make note of these important dates, trainings and reminders below.

RSO updates like this one will be sent out weekly each Monday via OrgSync message to all admins and officers and posted on the RSO webpage located at https://uca.edu/rso/update/.

UPCOMING TRAININGS AND WORKSHOPS

Social Events Policy Training

January 8 from 4pm-6pm – Doyne Auditorium

This is the only social events policy training of the semester. Any RSO who wishes to host social events and has not yet attend one of these trainings this academic year MUST attend this training in order to have a social event this semester. If your organization is wishing to train new party monitors, then they need to attend.

New Officers Training

This training is geared towards new RSO officers but is open to any officer of an RSO. We will be going over everything you need to know in order to keep your organization in good standing and running smoothly.

January 12 at 4pm – Student Center 214

Click here to register for the January 12 session.

January 13 during X-Period – Student Center 224

Click here to register for the January 13 session.

Who’s Who Among Students 2015

It is an honor to be named to Who’s Who Among Students in American Universities and Colleges. Since 1934, the National Who’s Who program has recognized outstanding campus leaders for their achievements.

All students (seniors, graduate, post baccalaureate) who have completed at least 90 hours by December 2014, with a minimum cumulative grade point average of 2.500, and who have not previously been named to Who’s Who are eligible to apply.

Selections are based on academic achievement, student leadership and contributions to the community while enrolled as a student at UCA.

Click here to view the application on OrgSync

If the link above doesn’t work, copy and past the following URL into your browser: https://orgsync.com/52031/forms/127067

Applications are due no later than 4:30 pm on Tuesday, January 27, 2015. The University will formally recognize UCA students named to Who’s Who on Saturday, February 21st at a “come-and-go” reception. Following the reception, the recipients will then be introduced and presented with an award during half-time of the UCA basketball game.

For more information on the history and benefits of being selected to Who’s Who, please visit the national website at www.whoswhoamongstudents.com.

OrgSync Reminders

January 9 – RSO Officer Updates Due on OrgSync

All organizations who underwent a change in officers at the end of the 2014 or beginning of the 2015 calendar year must have their OrgSync renewals submitted by the end of this day. This also includes having the submitted renewal approved by the faculty/staff advisor.

Beginning January 1, 2015, The Office of Student Life will be auditing all organization portals in OrgSync to evaluate membership numbers and ensure compliance with UCA policy. Any organization who does not meet minimum membership numbers will be notified and have until the end of the month to get their membership numbers to acceptable levels (at least 6 student members).

Update Membership Rosters!

On Friday, January 30, 2015, any organization with less than 4 student members in their OrgSync portal will automatically lose official recognition status. Any organization with 4-5 members will be placed on probation until it’s membership exceeds the minimum of 6 persons (as per UCA policy).

PLEASE NOTE: Your organization’s membership numbers may have recently decreased, because accounts of students who have graduated or no longer attend UCA were removed from the system.

Organization membership numbers are periodically reviewed for multiple things, including SAFA funding requests.

The only way our office will be evaluating membership numbers will be in examining the number of people who are members within your organization’s portal. If you need help with understanding how the organization roster works in OrgSync or how you can invite members to join your portal, please click on this link.

If your organization recently had an officer change, you need to submit an organization profile renewal on OrgSync as well. This will update the main OrgSync page and help to ensure there are no problems with scheduling space on campus.

Our office is there to make sure your organization is successful and we are happy to help! If you have questions or concerns feel free to send me an email message at bprice@uca.edu.

Apply Now for Fall 2015! Upcoming SAFA Dates

Any organizations wishing to request SAFA funds for the Fall 2015 semester need to make note of the important dates located here.

In order to help organizations throughout the process, the UCA SGA will be providing different SAFA trainings on how to submit your request and how to effectively present your budget request. The dates and locations for these trainings can be found at the link above.

PLEASE NOTE: The SAFA process is done entirely through OrgSync. All communication about budget requests will be done through OrgSync. Make sure you are checking your budget requests daily once you have submitted a budget request/SAFA application.

Apply Now for Fall 2015! Upcoming SAFA Dates

Any organizations wishing to request SAFA funds for the Fall 2015 semester need to make note of the important dates located here.

In order to help organizations throughout the process, the UCA SGA will be providing different SAFA trainings on how to submit your request and how to effectively present your budget request. The dates and locations for these trainings can be found at the link above.

PLEASE NOTE: The SAFA process is done entirely through OrgSync. All communication about budget requests will be done through OrgSync. Make sure you are checking your budget requests daily once you have submitted a budget request/SAFA application.

Update OrgSync Rosters!

Beginning January 1, 2015, The Office of Student Life will be auditing all organization portals in OrgSync to evaluate membership numbers and ensure compliance with UCA policy. Any organization who does not meet minimum membership numbers will be notified and have until the end of the month to get their membership numbers to acceptable levels (at least 6 student members).

On Friday, January 30, 2015, any organization with less than 4 student members in their OrgSync portal will automatically lose official recognition status. Any organization with 4-5 members will be placed on probation until it’s membership exceeds the minimum of 6 persons (as per UCA policy).

PLEASE NOTE: Your organization’s membership numbers may have recently decreased, because accounts of students who have graduated or no longer attend UCA were removed from the system.

Organization membership numbers are periodically reviewed for multiple things, including SAFA funding requests.

The only way our office will be evaluating membership numbers will be in examining the number of people who are members within your organization’s portal. If you need help with understanding how the organization roster works in OrgSync or how you can invite members to join your portal, please click on this link.

If your organization recently had an officer change, you need to submit an organization profile renewal on OrgSync as well. This will update the main OrgSync page and help to ensure there are no problems with scheduling space on campus.

Our office is there to make sure your organization is successful and we are happy to help! If you have questions or concerns feel free to send me an email message at bprice@uca.edu.

OrgSync Card Readers

If your organization has purchased a USB card reader to track attendance at events, please send an email message to bprice@uca.edu with the number of readers your organization has, a contact phone number and email and the organization name. We need to check all card readers to make sure they will continue to work with the new style of ID cards that are slowly rolling out on campus.

Upcoming Important Dates

January 8  |  Social Events Policy Training   |   4pm-6pm   |  Doyne Auditorium

This is the only social events policy training of the semester. Any RSO who wishes to host social events who has not yet attend one of these trainings this academic year MUST attend this training in order to have a social event this semester.

January 9  |  RSO Officer Updates Due on OrgSync

All organizations who underwent a change in officers at the end of the 2014 or beginning of the 2015 calendar year must have their OrgSync renewals submitted by the end of this day. This also includes having the submitted renewal approved by the faculty/staff advisor.

January 12  |  New Officers Training   |   4pm   |   Student Center 214

This training is geared towards new RSO officers but is open to any officer of an RSO. We will be going over everything you need to know in order to keep your organization in good standing and running smoothly along with reviewing important dates for the year.
Registration is required and can be done on the event located here.

January 13  |  New Officers Training   |   X-Period   |   Student Center 224

This training is geared towards new RSO officers but is open to any officer of an RSO. We will be going over everything you need to know in order to keep your organization in good standing and running smoothly along with reviewing important dates for the year.
Registration is required and can be done on the event located here.