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Organization Training

Organization Training. 2013 - 2014. Husky Sync. Husky Sync. http://vimeo.com/34485479. Husky Sync. HuskySync can help you do things Attendance Text messaging members Emailing Budgeting Post on Student Org Calendar

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Organization Training

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  1. Organization Training 2013 - 2014

  2. Husky Sync

  3. Husky Sync http://vimeo.com/34485479

  4. Husky Sync • HuskySync can help you do things • Attendance • Text messaging members • Emailing • Budgeting • Post on Student Org Calendar https://www.hbu.edu/Students-Alumni/Student-Life/Student-Organizations/Student-Organization-Events.aspx • Ask for help if you don’t understand it!

  5. HuskySync • Every student is logged onto HuskySync • Use your HBU credentials to log in (last name initial and password for email)

  6. HuskySync • All organizations will use HuskySync for: • Recertifications • Rosters • Contact Information • Simple Website • Promoting open events

  7. How to add a event to HuskySync In your portal, click on Events>Events List>Create an Event

  8. HuskySync • All organizations should use HuskySync for: • Communication within organization • Budgeting • Attendance tracking

  9. Recertification Open Now! When you log in, you will be invited to Recertify

  10. Recertification Update “officers” to reflect who you want to receive information Update information about your organization Upload Roster Upload governing documents Fill out the form and you are recertified for another year! ***You MUST update information if it changes***

  11. Approximately 11,000 non-class events are scheduled on campus each year. Event Planning

  12. Ad Astra* - The University Master Calendar

  13. A Few Tips: -- Select a room instead of “describing” the desired room. -- If you do not see the room in the list, your attendance # is either too high or it is not available. -- To see the availability of a room on campus, check the “schedules” link on the scheduling home page.

  14. Common Mistake: Not really having the room reserved.

  15. After you submit a request FIRST…You will receive an email saying that your request has been submitted successfully. SECOND…You will receive an email confirmation saying that your event has been scheduled.Be sure to request the room far in advance. Several levels of approval have to happen for it to be approved. If there is not enough time for that to happen, you do not have the room reserved.

  16. Common Mistake: Not following the policies for room set-up.

  17. Facility Set-up Requests In order to ensure proper set-up, turn form in at least one week in advance. * If you are late turning in paperwork, the Events Office does not have to accommodate you. * Groups will receive one warning for late paperwork. Incidents following will result in the organization being put on probation from space usage. There are a limited # of 8-foot tables…Need more than 20? Ask for tables when all of them are already reserved? You might have to rent. For help, see Candace, Sarah, or Patti in the Events office.

  18. Find this on the portal: HBU Forms / University Events Facility Setup Request.

  19. Morris Center Set-ups: Belin Chapel, Dunham Theater, McNair Hall

  20. Don’t forget trashcans! If you need additional trashcans for an event, please add that to your set-up form.

  21. If you need to cancel an event: “In the event of cancellation, please notify University Events ASAP (ext. 3047).  Cancellation of events must be done in a timely manner.  Groups who neglect to notify University Events will receive a one-time warning.  Further incidents will result in a loss of scheduling privileges for an amount of time to be determined by University Events in partnership with the Office of Student Involvement.” -- HBU Student Handbook

  22. Common Mistake: Bringing in outside food.

  23. “Aramark Higher Education Food Services has exclusivity on campus and must be given first right of refusal for any and all food service on campus at events. Organizations hosting events that involve food of any kind must submit an online Aramark food approval form. Organizations caught having food without approval will be fined $50.00.”-- HBU Student Handbook For Events Involving ANYFood:

  24. To get approval for food / arrange for catering, go to… hbu.edu/studenteventfoodrequest Don’t forget to budget for catering for events.

  25. Common Mistake: Leaving a mess / damage.

  26. “If there is any damage to the scheduled facility (conference rooms, classrooms, athletic complexes, buildings, grounds, etc.) during the event, the individual or organization will be held liable for costs incurred by the University to make repairs.” -- HBU Student Handbook

  27. Remember: No taping, tacking, or nailing on any surface is allowed.

  28. Common Mistake: Forgetting to budget for and arrange for security.

  29. “The University will determine the nature and extent of security required for each event scheduled on campus by a student organization. The sponsoring organization shall pay for the cost of staffing and security, including overtime pay as required. The organization is responsible for security for the event, including issues related to tickets, parking, etc. The number of police needed will be based on the size of the facility and the number of people expected. The guideline to be used will be one officer for every 100 people or potential audience members.” -- HBU Student Handbook

  30. “No events may be scheduled on a Sunday before 1:00pm. Events on Friday and Saturday evening must end by 1:00 a.m. the following morning. Any event held Sunday through Thursday must end at midnight.” -- HBU Student Handbook

  31. “The student leaders of the organization must be present for the duration of the event. In some cases the organization’s faculty/staff advisor may also be required to attend the event.” -- HBU Student Handbook

  32. “If a student organization event meets any of the following criteria, an officer of the group must meet with an advisor within the Department of Student Involvement prior to reserving space: a. the event has a target audience from off campus b. the event will be outdoors c. the event is a dance d. the event will have over 60 people (including members) e. the event will be funded with university money (i.e. SGA funding or other funding from campus).” -- HBU Student Handbook

  33. On-Campus Advisors • Faculty/Staff Advisor: A person meeting all of the following criteria shall be officially recognized as a Faculty/Staff Advisor: • Must work for the university at least part -time (20 hours). • Must not advise more than 2 student organizations unless it is otherwise stated in his/ her job description. • Must not be on sabbatical.

  34. When does your advisor definitely have to attend? • Dances • Non-HBU Attendees • When should your advisor attend? • Officer Meetings • Organization Meetings • Big Events • Anything to do with money • What should your advisor do? • Book media services • Serve as a resource

  35. Bringing in a speaker or doing a “unique” event? You must get approval. Meet with me and turn in a proposal that I can send to the appropriate people for approval.

  36. Common Mistake: Promoting where you aren’t supposed to.

  37. Sidewalk chalk can only be put where the rain hits. Do not chalk on any of the bricks.

  38. Poster Policy: Organizations are not allowed to post their own flyers. Bring all posters to the Student Involvement Office by Monday of each week for approval and posting on Tuesdays. If they are not approved, they will not be posted. The earlier they are brought in, the more likely they can be approved or edited in time.

  39. For all other promotional outlets (newsletter, vinyl / paper banner approval)… Talk to Roquee. NO Newsletter posting. All should go through HuskySync. We link to the HuskySync Calendar in the newsletter.

  40. Share your thoughts! Email studenthealth@hbu.edu and let us know what health related topics you want to learn more about. Let us know about special health/fitness/wellness-related presentations or projects you, your class or student organization may be working on. Student Health Services would like to work with you to highlight various health topics throughout the year. We welcome your thoughts, ideas and collaboration!

  41. Websites • If you would like to have a website • Click "website" on the lefthand menu on your org's page in HuskySync.  You will need to be an administrator of your group’s page to do these things.  • If you don't see that, click on “settings” on the left side of your org’s portal page. • Click “account groups” on the top menu bar of the page that comes up. • Scroll down until you see “website” on the right side.  Make sure that the toggle switch is clicked to the on position.

  42. Website continued • The main things that you will need to edit are “about” and “home.”  The pictures, events, forms, and calendar automatically update when you enter those on your group’s portal.  • If you want to change the logo that shows on your page, click “images” and edit the “logo” (the default is the OrgSync logo). • If you want to change the URL (example: Student Programming Board to SPB), click “settings” on the top menu bar. • If you would like more information, let me know and I can send you more information.  If you have specific questions, you can also contact the OrgSync help desk 24 hours a day.  You can create a pretty good site without a lot of effort.

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