Welcome to theStudent OrganizationSemester Town Hall

Meeting

Outline

• Registration• Funding• Line of Credit• Events & Scheduling• Constitutions• Elections and Transitions• Application Deadlines• Final Thoughts• Questions

Registration

• New Registration Process – Two registration windows

• Spring Window: February 15 – April 30 (June 1 this year)

• Fall Window: August 1 – October 15

– Organizations will self select which Window to register in and which registration deadline to follow

– Some trainings will be offered outside of Window dates, but mostly focused on new student organizations

– All requirements must be completed during the Window or the organization will be Inactive

Registration

• Registration Requirements Reminder– President Training– Treasurer Training– Advisor Training– Online registration forms

• General Info, Roster, Constitution, Goals– Advisor Approvals

• Registration• Goals

Funding Deadlines

• Operating Funds– June 1, 2012: Audits due for 2011-12 year– July 1, 2012: Requests Open for the upcoming year– May 1, 2013: Audits due for 2012-13 year

• Programming Funds– April 15: Deadline for events occurring June 1 - August 15– July 1: Deadline for events occurring August 16 - October 15– September 1: Deadline for events occurring October 16 -

December 31– November 15: Deadline for events occurring January 1 -

March 15– February 1: Deadline for events occurring March 16 - May

31

Line of Credit

• You will spend your Line of Credit from the previous year through the end of your registration Window

• Lines of Credit will reset on the day of the registration deadline of each Window for organizations in that Window

• It will either reset to $250 if Active, and $0 if Inactive

• New organizations will still receive a $25 Line of Credit for their first 60 days of Pending status

Event Dates and Times

• BEN requests can be submitted at any time– Construction will limit some outdoor space availability– Races, runs, marches, and walks should all be submitted– Weather considerations – August events will be warm; no classes

in May or June for outside events (April could be chilly!)

• Ohio Union reservations are expected to still be made one semester in advance for weekly/reoccurring meetings– June 18 is the 1st day to book reservations for Autumn Semester

2012

• Classroom scheduling deadlines are still being finalized, but anticipated to be set up similar to the current process

Scheduling Tips

• Longer academic day = less classroom evening availability for meetings

• Morning and afternoon meetings should be considered

• More accurate attendance estimates will lead to more room availability (fewer large rooms)

• Poll your organization as Autumn semester classes are being scheduled to determine if your meeting time might need to change

• Doodle.com

Constitutions

• Constitutions– Must have

• Purpose Statement• Non-discrimination policy consistent with CSA

Guidelines• Member selection requirements and removal

process• Officer titles, duties, selection, and removal process

– Update dates/quarters, “SOURCE” references, any outdated statements, specific names of individuals, formatting inconsistencies

• Consider new member recruitment timelines

• Officer elections should ideally allow for overlap

between incoming and outgoing officers

• Holding elections just before or at the

beginning of a registration Window will allow for

maximum effectiveness

Elections & Transitions

Office Space & Lockers

• Applications for office space and storage lockers in the Center will be available on March 1 and be due April 30.

• Applications will be online and can only be filled out by the organization President.

• All current tenants must also fill out an application to retain their space.

Involvement Fair Registration

• Registration for the Fall Involvement Fair during Welcome Week will open on April 1.

• The registration deadline is July 20.• There will be a stand alone application on the

Ohio Union website – it will no longer be included as part of the organization registration process.

• A Spring Window organization must have Active status to participate in the Fall Involvement Fair.

• A Fall Window organization must have been Active on July 20 to participate in the Fall Involvement Fair.

http://ohiounion.osu.edu/get_involved/student_organizations/semesters

http://myswitch.osu.edu

• Semesters will impact your student organization– Collection of dues, financial reports– National Organization affiliations– Registration– Funding– Line of Credit– Events & Scheduling– Constitutions– Elections and Transitions– Application Deadlines

Final Thoughts

• Take the time to inform your student

organization!

• If you found this helpful, please encourage

others to register and attend

– January 24, 10:00am, Interfaith Prayer and Reflection

Room

– February 1, 4:00pm, Ohio Staters Traditions Room

– February 6, 5:00pm, Cartoon Meeting Room 1

Final Thoughts

Questions/Comments?