Student Organization Advisor Training

1. Student Organization Advisor Training • Department of Student Life and Engagement

2. Benefits of Being an Advisor • Sharing common interests and working toward a common goal • Teaching students new skills and widening their potential • Developing closer relationships with students outside the classroom • Growing your own leadership ability • Sharing your knowledge with students in a less structured environment • Maintaining an organization that is important to the students, the professors, and the university as a whole

3. Roles as an Advisor

4. Promote students’ interests and motivate them Encourage attendance and events Be a team builder and mediator Develop their leadership skills Know when to speak up and when to step back and let the students lead Growing their network Reach out to your connections if applicable Searching for opportunities for growth Serve as an ADVOCATE

5. Policies and Procedures -JAG Life -SGA Funding -Reservations (EMS) -Marketing and Advertising -Finances Act as a bridge as students graduate and new students enter -Share history, previous successful events, refine the purpose and missions, and look to create new goals, events, and expansion Serve as a GUIDE

6. Student Organization Recognition Requirements • Constitution and bylaws • At least four members • A faculty/staff advisor • Signed advisor agreement form Process to be recognized: -Submit online recognition form -One member attends student org training 10/4 @ 11:30 AM, Coffeehouse 10/4 @ 6:30 PM, Ed Commons 1120

7. JAG Life • Helps Student Organizations and Advisors with: • Staying up to date with your organization • Roster/member & Event/calendar management • Promote and advertise events • Take attendance with card swipers • Shared space for organizations to house documents, files, etc. • Organizations are required to: • Maintain documents and rosters in JAG Life • Obtain approval for all events in JAG Life, in conjunction with space approval through EMS

8. How to Access JAG Life • https://augusta.presence.io • Augusta University homepage > Current Students > JAG Life • www.augusta.edu/student-life > Get Involved > Student Organizations > JAG Life > JAG Life Access • Phone app: JAGLife • Phone app for attendance/card swipe: Presence CheckPoint Need access? Email studentorgs@augusta.edu

9. Reservations (EMS) • Students that are representatives for a recognized student organizations can reserve space • JSAC Reservations (jsac_reserve@augusta.edu) • All rooms in the JSAC & Outdoor Plaza (JSAC Patio) • Classroom Reservations (classroomscheduling@augusta.edu) • Amphitheater & Both Sports Fields • Summerville Campus Classrooms/Computer Labs • Health Science Campus Classrooms/Computer Labs/Outdoor Space

10. Weekend/After Hour Events • The customer must notify Public Safety to open the building/room (706) 721-2911 prior to event date • You will need your JagCard for access • On the Health Science Campus any Audio/Visual requested outside 8a-5p M-F is charged $30/hr.  Also, weekend events that require A/V are charged $30/hr (minimum 3hrs requirement). 

11. Grills & Tents • Submit a request with Facilities Operations to setup a grill for your event. • Request tents for your event through EMS • All requests for grills/tents must be submitted to Facilities 10 business days prior to event for approval • Tables & Chairs • Submit requests for tables & chairs: • HSC to Moving Services: AUMoving@augusta.edu • SVC to Brittany Addison: bcaddison@augusta.edu

12. The Virtual EMS Guide is also available online for your reference

13. Contacts • JSAC RESERVATIONS & FACILITIES - Justin Lewis jsac_reserve@augusta.edu • SUMMERVILLE FACILITIES • Brittany Addison 706-737-1593 • MOVING SERVICES (HS Campus) • AUMoving@augusta.edu • ENVIRONMENTAL SERVICES • 706-721-2434 • PUBLIC SAFETY • 706-721-2911 • IT HELP DESK • 706-721-4000 or 706-721-7500

14. Branding on Social Media • Account Names and Handles • [Student Organization] at Augusta University • AUG_[Student Organization] • University email must be listed as an account contact • Follow posted guidelines on augusta.edu/social • Use authorized vendors for t-shirts and other promotional items

15. Advertising • Designated bulletin boards • Four ways to advertise events or meetings: • A – Boards • http://www.augusta.edu/student-life/advertising/submission_form.php • Stall Walls • sle@augusta.edu • Tear Drops • http://www.augusta.edu/studentlife/advertising/submission_form.php • Electronic Signage • http://www.augusta.edu/student-life/sle/jsac/digital-services.php

16. HCCU Student Organization Account Starter Kit • Step by step guide to HCCU Organization Account set up • Includes all necessary forms for new accounts or account changes • Available online or by contacting HCCU for a hard copy http://www.hccu.coop/documents/AUOrganizationAccountStarterKit.pdf

17. SGA Funding • Request must be made for events and travel that will be taking place in the same academic semester. • After funding has been approved by the senate, you have up to 10 working business days to submit all paperwork to the appointed Business Specialist for SGA. • All funding is on a reimbursement basis • Must be submitted prior to the event or travel.

18. SGA Funding (Cont’d) • Reimbursement Requirements: • Itemized receipt(s) • List of attendees • Advertisement/Flyer • Copy Charges • W9 for organization or person being reimbursed • Reimbursement Requirements for Travel: • Student Travel Authorization form – must be filled out for each of the students that is traveling. (cannot be reimbursed without this) • W9 form – for those who have not done so previously. • Direct deposit form (optional) • Travel expense form (for overnight travel) • Receipts • Proof of attendance

19. What’s not allowed? • Donations • Scholarships • Tips • Faculty salaries and benefits • Intercollegiate Athletic program costs • Student employee recognition luncheons/meals • Prospective Student travel Not allowable unless certain conditions are met as outlined in Section 19.9 • Alcoholic beverages or any illegal substances • Individual or club memberships in civic organizations • Political campaigns or events

20. Contact Information • Carolyn Zoerb, Coordinator of Greek Life and Student Organizations • czoerb@augusta.edu • Leslie Dodson, Graduate Assistant for Student Organizations • ldodson@augusta.edu 706-737-1610 studentorgs@augusta.edu