Congress of Student Organizations (CSO)

1. Congress of Student Organizations (CSO) Large Group Meeting January 30 7:00 PM

2. What is CSO? • Congress of Student Organizations • Leadership umbrella that serves Student Organizations • Resource for organizations on camps • CSO Commissioner and Members • Student organization resource and advocate • Voting members • Student Activities Office Staff

3. CSO Requirements • Enrollment on OrgSync • Portal needs to be completely filled out • Officer information updated as needed • One Large Group per Semester (Fall & Spring) • Service Hours (2/3 members must complete 2 hours) • Bison Service Challenge • Constitution (Renewed every 3 years) • Check organization mailbox weekly • Resource room needs to maintain cleanliness

4. Volunteer Network • Bison Service Challenge • NDSU.Volunteer.Network@ndsu.edu • Organizations need to have two-thirds (2/3) of their active members volunteer a minimum of 2 hours

5. Officer Eligibility • Undergraduate students must be enrolled in 9 credits and have successfully completed 9 credits the previous semester • Graduate Students must be full time according to their program • Must have a minimum 2.0 CUM GPA • Be in good conduct standing with the University • Complete CSO paperwork in order to hold leadership role • Appeals may be with the Dean of Student Life • See the Dean of Student Life website for more information http://www.ndsu.edu/student_life/policies_and_forms/eligibility_for_participation_in_co_curricular_activities/

6. Officer Transitions • Past Leader grants New Leader ‘Admin’ access under the People’s Tab in OrgSync • New Leader Needs to: • Take Past Leaders out of the ‘Admin’ position and place them into ‘Members’ (People’s Tab) • Place New Leaders into ‘Admin’ (People’s Tab) • Edit all Titles under People’s Tab to current position • Edit Settings Tab to update all current Leaders contact info and Club Information *VERY IMPORTANT*

7. Step #1 Options: -Advisors -Officer (Admin) -Members Step #2

8. Student Activities Office Kim Bruemmer Assistant Director of Campus Activities Calling Advisors Checking Forms

9. Travel Policy • Each time your organization travels… • 1) Trip Leader must fill out the Student Travel Notification • On OrgSync (it is under the tab “forms”) • Once it is submitted, the Student Activities Office receives it • 2) Each student traveling must fill out: “Student Field Trip Informed Consent, Assumption of Risk and Release Form” • Found at NDSU General Counsel website • http://www.ndsu.edu/general_counsel/forms/ • Each form must be turned into the Student Activities Office

10. Facilities Use Agreement/Event Risk Assessment Form • Reserving Space in Union or Festival Concert Hall – Union or Festival staff will help your organization through the process  • Reserving any other spaces (including outdoors) – organizations need to fill out a Simplified Facilities Use Agreement (links can be found on Org Sync)  • When planning an event off campus, please complete the Event Risk Management and Assessment (ERMA) Form (found on the Memorial Union website)  • These forms require Advisor signatures.  Please contact the Student Activities Staff for more information or assistance.

11. Create your own University Involvement Portfolio (UIP) • Gives you an edge for internships and jobs • Pair it with your resume • Your UIP is a demonstration of the qualities gained while involved in your organization(s) •  Go to “My Tools” in your Org Sync Portal and click on the “ePortfolio” tab • From there, you can personalize your ePortfolio •  Example:  https://my.orgsync.com/ndsuthundar

12. Catering and Memorial Union Room Reservations

13. Catering Grant • Catering Grant • $12,000 per year • $150 per organization until funds are out • Apply Early! – Consider your needs vs. other’s needs. • Need at least 3 days to process with Union Dining Services. • Your MU reservation must be complete before applying for the grant.

14. Memorial Union Reservations • Temporary Organizations: • 1 Hour Meeting Reservation • 3 Flyers • Full Status Organizations (Status 3+): • 6 Hours of Meeting Reservation • 1 Major Event per Semester • 3 Flyers • Eligible for catering grant. • Probationary Status (Status 1-2): • Restricted from any facility on campus • Set up a one-on-one with the CSO Commission • Any planned on or off campus events will be canceled

15. Public Relations

16. Public Relations • MuddiKhoporah • Executive Commissioner of Public Relations • Matt Wagenius • Assistant Executive Commissioner of Public Relations

17. Public Relations • Send your email for Listservs: • ndsusg.techcomm@gmail.com. • Messages in by 5pm the day you would like them sent • Guidelines • CSO Status of: • 5- Send up to 5 Listservs per semester • 4- Up to 4 • 3- Up to 3 • 2, 1, or Probationary – None • One Email a week

18. You-are-Here Kiosks

19. You-are-Here Kiosks • Poster guidelines: • 11x17 or 8.5x11 • No need to laminate • Place on our desk in the SG Office • No advertisements for alcohol

20. MAT Bus Advertisements • We are able to utilize the overhead advertising space on MAT Busses once again this year.

21. On-Campus Advertising • Memorial Union • Reservations • Booths & Cages • Window Clings • Outdoor banners • Poster Frames • Graphic Services • Large format printing • T.V. Advertisements

22. Student Government Finance Walter Lanza Preston Gilderhus

23. Introduction • Finance Commission • Funding of the Three Tiers • Tier I • Tier II • Tier III • Student Activity Fee Funds • Student Org Audit • Non-Competitive and Competitive Organizations • Printing Cards • Calculations • Getting Reimbursed • Budget Hearings

24. Finance Commission • Financial arm of Student Government • Make recommendations to the Senate on how to distribute the Student Activity Fee (SAF) • Ensure fairness and consistency • Commission is bound by Finance Guidelines • Available online on OrgSync • Senate is not bound by Finance Guidelines

25. Student Government Finance Funding of the Three Tiers

26. Tier I Organizations • Important services to the entire student body • Continued and prominent existence for an extended period of time • SAF dollars allocated based on percentages outlined in the Student Government Code • Athletics • Campus Attractions • Campus Recreation & Intramurals • Performing Arts • Media Advisory Board • Memorial Union • Student Government

27. Tier II and III Organizations • Tier II • Must be recognized by CSO • Must allow any student to be involved • Must be in good CSO standing to receive a budget • SAF dollars allocated based on recommendations from the Finance Commission • Budgets can be found on OrgSync • Tier III • Must be recognized by CSO • Have restrictions on who may be involved • E.g. Greek Life, honor societies • Only eligible for SP’s & RR’s

28. Student Activity Fee Funds • Annual Budgeting Process • Contingency Fund • Allocated to ensure funding for Tier II’s unforeseen expenses • Extension of budgeting • Special Project Fund • Allocated to ensure funding for projects and events that benefit the entire student body • First come, first serve and based on merit • TORFF Fund • Allocated to ensure funding for temporary orgs • Standard operating expense budget only • Reserve Fund • Generally not used by student organizations • Large projects that benefit the entire student body • Rollover from previous years

29. Student Org Audit • To make sure the Student Activity Fee is being properly utilized within student organizations • For Tier II organizations that have received funding from Student Government • Random selection of organizations each year • Process is almost finalized (Voting tonight) • If your organization is selected, expect an email soon.

30. Student Government Finance Non-Competitive and Competitive Tier II Organizations

31. Non-Competitive Org Budget • Standard operating expenses • One non-competitive conference for six people • Travel • Lodging • Registration • Additional requests

32. Competitive Budget • Standard operating expenses • Funding for the five least expensive away games and five home games • Travel for away games • Lodging for away games • Registration for both home and away • Funding for a team and a half • One level of dues • Practices

33. Printing cards! #1. Make sure you have submitted a budget #2. Fill out the Printing Card form on OrgSync under “Forms” #3. You will receive an email notifying you that your card is ready to be picked up from Student Government office. #4 Funds will expire on June 30th, 2014 • Use at Go Print Stations Allow 3 business days for completion

34. Student Government Finance Calculations

35. Calculations • Travel • Mileage determined using MapQuest • Rates determined by Enterprise rates • Vehicle Assignment • Sedan – 4 passengers • Minivan – 6 passengers • Passenger Van – 12 passengers • Truck – 4 passengers

36. Calculations • Lodging • Lodging rate calculated from US General Services Administration (GSA) • If the location is not listed, $83/night is used • Washington, D.C.: $169 • Denver, CO: $109 • River Falls, WI: $83 • Rooms are allocated 4 people to a room with no regard to gender • GSA rates varies from month to month

37. Calculations • Registration Fees • Deductions will be taken out for food • Dues • Must be league approved • One level, normally the lowest cost • Practices • Group must justify the practice • No travel or lodging

38. Items not funded • Expenses for non-students (coaches) • Food or drink • Equipment that will not remain with group • Insurance for any purpose • Others can be found in Finance Guidelines

39. Reimbursement Request • Be sure to attach all receipts! • Be sure to sign the reimbursement form • Our official means of communication is E-MAIL • ndsu.sg.finance@ndsu.edu • Check your NDSU email address

40. Budget Hearing • Budgeting for next school year (7/1/14-6/30/15) • Tier II organizations with status of 3, 4 or 5 • Percentage deductions • Budgets due Sunday, Feb. 2nd @ 6:00pm • Email to ndsu.sg.finance@ndsu.edu • The NDSU email addresses of your OrgSync officers are official means of communication • Help with budgets – Student Gov. Office (MU) • Walter– MW: 1-2pm • Preston– T/TH: 2-3pm

41. How to Get a Budget • Standard Operating only • Subject Line: “(Org Name) STANDARD OPERATING” • Email to ndsu.sg.finance@ndsu.edu • $175 budget

42. How to Get a Budget Competitive or Non-Competitive • Competitive – funding for competition • Non-competitive – funding for conference • Both – funding for Standard Operating plus additional requests • Visit www.ndsu.edu/sg for budget templates • Email to ndsu.sg.finance@ndsu.edu

43. Budget Hearings • Who: Finance Commission and Senators • Where: Meinecke Board Room • When: Feb. 4, 5, 10, 13, 18, 25 from 5-10pm • What to Expect • What to Wear • What to Bring • Detailed information on events (meals included, start times, etc.) • More than five home, five away events • Tri/Dual College • Uniforms or special equipment

44. Other Reminders • Dining Services Grant – Through Dining Services (MU Food Court) $150 • Submit reimbursements as soon as you have valid receipts with $0 balance • Original budgets from FY14 are online at www.ndsu.edu/sg

45. Finance Conclusion • This is not a complete listing of all Finance Guidelines • The Guidelines provide consistency and fairness to all organizations • Please feel free to e-mail us or stop in the office!