Registered Organization and Club Training Fall 2013 CLUB AND ORGANIZATION LEADER TRAINING Basic Requirements All Registered Clubs and Organizations (RCO) must have 4 registered students listed as officers. All RCO’s must be re-registered or registered on Cat Life by September 31, 2013. All RCO’s must have an updated constitution on file with OSL and uploaded on CatLife. All RCO’s must have at least one UC Merced advisor, full time staff or faculty (no TA’s or Graduate students). If no advisor is listed in CatLife by October 31, 2013 your organization will not be recognized for the Fall semester. CatLife Registration Registering the RCO. Registration is not complete with out the following. All questions have been answered. Profile Picture updated. Advisor information listed. Officer Information updated Constitution updated. Policy assessment completed. Mandatory training attended. CatLife Registration Registering the RCO. Yearly $25.00 registration fee paid. Advisor information listed. Officer Information updated Constitution updated. Hazing policy assessment completed. A list of registered organizations will be sent to OSL on October 31, 2013. This WILL effect funding, posting ability, and ability to reserve space on campus. Mandatory RCO Training With over 220 RCO’s and over 1500 events registered last year new policies and procedure are being implemented and updated. RCO events and program training. Business Office and purchasing training. Anti-Hazing Training. Constitution Submit a constitution to Cat Life. Once OSL has approved, the organization will be added to Cat Life. All constitutions may be reviewed based on the principles of community. UC Merced and OSL Policies You are responsible for all UC Merced policies and procedures. As officers of a RCO you are the responsible party for that clubs actions. http://studentlife.ucmerced.edu/what-wedo/clubs-orgs/online-forms-0 Things to do BEFORE September 31, 2013! Register in Cat Life Will not be complete unless : All questions have been answered in the registration process. Picture or profile picture updated. Advisor information listed. Constitution updated. Attend a mandatory meeting If you are the President or Treasurer of your RCO, you are required to go to the yearly training. Complete online Hazing policy assessment. This MUST be the president listed in Cat Life. CatLife Registration process Student Profile The recognition process begins here. http://catlife.ucmered.edu Log in using your UC Merced username and password. Edit your profile. Join organizations and seek new opportunities. CatLife Registration process for RCO’s The Re-Registration process begins here. http://catlife.ucmered.edu Log in using your UC Merced username and password. Click “Organization” second on the right. The Primary Contact may now re-register your club. CatLife New RCO Registration process. The New RCO Registration process begins with Cat Life. http://catlife.ucmered.edu Log in using your UC Merced username and password. Click “Organization” second on the right. The Create a New Organization should be on the left. Click ‘Register’ CatLife New RCO Registration process. Follow the steps for registering and answer all prompts. If you need to pause the registration process and save your information you may use the ‘my involvement’ then ‘my submissions’ tabs, click ‘View’ edit as needed. OSL will review your application. UC Merced RCO Recognition fully recognized clubs and organizations receive all the benefits •Post Flyers on Campus •Reserve space on campus •Request funds from OSL •Use UC Merced Name (club @ ucmerced) •Post information on CATLife. •Access to Cat Life resources. CatLife and Creating New Events Log in CatLife and go to your organization under the “My Involvement “ Click on Events tab on the left side bar. The click ‘Create Event’ CatLife and Creating New Events The First Page is your advertising and promotional tool for your RCO. This first set of prompts is what can be posted on the flyer board and the community calendar. You will need to enter, Name, Location, times and basic event information. You do not need a flyer but to post one this is the place to upload. CatLife and Creating New Events Enter a brief description of the event. Map It if needed. Connect weather information if desired. Attach a flyer for the flyer board this is what shows up when you log in and is date sensitive. Review sizes before posting. CatLife and Creating New Events Specify the type of event. Public. Campus Only. Organizational only. Invitation only. Identify categories of your event to assist search engine. CatLife and Creating New Events Specify Type of RSVP option: None, Open, or Invite. Indicate if can self report attendance. Create QR (Bar Code) if desired. Answer all additional prompts. Your event will need to be approved by OSL, once approved you may invite guest. Reporting Civic Leadership Service Hours Volunteer projects, community events, educational programs, service projects. Record your activities and create a CoCurricular Transcript. You can record individual or group activities. Reporting Civic Leadership Service Hours To Record Individual hours that are not part of an organizational event, most likely this is a campus event or somewhere you volunteer on your own like the Food Bank. First you must join the Civic Leadership Organization. Once you are a member you may report your event using the ‘My Involvement’ drop down and report under “Service Hours” Reporting Civic Leadership Service Hours Organizations can also register your events as Community Service projects. When an event is created as a organization’s community service the event may be recorded as a group or individually. OSL Programs and Events Using CatLife to enhance your out of the classroom experiences. OSL Departmental Programing areas are also listed under Organizations Directory. Civic Leadership, Leadership Programs, Social Justice, Women’s Programs, Event and Activities, You Just Need to JOIN! Benefits of CatLife Create an online community with your current members Recruit and accept new members into your organization Showcase all of the great aspects of your organization As an officer, personalize the organization’s page Advertise your events on the virtual flyerboard Create online elections and form, as needed Share documents, photos, events and news both publicly and within your organization Collaborate with other organizations Your Organization Profile… Personalize your page! Add your ‘about’, state what your organization does, and what your mission is. Attach a logo or photo for your organization’s profile picture. This is important because it’s the first glimpse people have of you, and you want to catch their attention when they are searching. Add your organization’s website, email, meeting information Managing your roster… Customize your roster with appropriate titles for your officers/captains/leaders/committees/etc. Anyone with an officer title (other than a member) will have access to update your organization’s page (Such as inputting and event on Catlife) Invite new members who join your organization as needed If your organization is accepting new members who request to join, make sure you check the “Prospective” tab to communicate with them and/or accept them. Message your membership – to their UC Merced Email! Text message your membership Managing your page… Banners can be made using Photoshop software or Microsoft Publisher. Personalize your page to match your organization’s logo or header Keep your organization’s interests up to date so you are advertising to students with similar interests Your organization “documents”… Upload your governing documents for either only your officers or member to see. Post your meeting minutes or any other documents for your members to see. Post other important documents for either the public or campus to see UNLIMITED SPACE Any file type accepted, 6mb size limit per file. Go Paperless with “Forms” Utilize the “form builder” (located on the left side) to build forms for either your members or for other students on campus Exactly like survey monkey but has more options and customizable options available! Create surveys, sign-up forms, comment forms, polls, etc. Each form gives you a customized link for that form that you can email out to your members! Your Organization Events… Post all of your upcoming events with pictures. While flyers are nice, it is much easier to see an event on the corkboard if it has a catchy logo or picture. Example include: Pizza party fundraiser might have a delicious clickable link with a slice of pepperoni pizza! You can post events for just your organization regarding upcoming meetings and member-only events. You can post events for the entire student population, which will be showcased on the main virtual flyerboard Allow student/members to RSVP if needed Add a map and even a link to the weather at your event! News and Announcements About Your Organization Showcase your student organization’s past accomplishments by adding a news article (located on the left side) listing all of this year’s events. Post any articles about recent news or updates from the President or E-board Make sure your news article has a picture (best bet is to use your logo). Marketing Weekly Emails Table Tents Flyers You must adhere to the Posting Policy. All flyers must be stamped for approval, AND event flyers must include the accessibility stamp. Be creative. Social media and events on CATLife, are all better sources of advertisement than a flyer. Photos! Photos! Photos! Upload those pictures! The photo gallery is a great place to show off ALL of your hard work with events. (You can post member pictures too!) Upload your past flyers in a Photo Gallery. Upload a few pictures from some of your best past programs/events. GET STARTED! Add content to your pages Invite new members via a NEWS ARTICLE Add current Exec Board and current members Add your organization’s events to the flyerboard Have fun! Event Questions Risk Management Fundraising Tabling Food Permits and Food Handling Performance or guest speaker Club Meetings Event Questions Community Service Officer Meetings Education Festival On Campus Conference Travel Other ASUCM Or Department Funding To receive OSL funding, you must submit a request to the the appropriate OSL coordinator. ASUCM or ICC, bill or budget proposal, check ASUCM @ CATLife. At least one member should attend. Campus Account Clubs and Organizations receiving funding from OSL will be given an on campus account. If your organization is doing any fundraising or collecting dues, we strongly encourage you to get a campus Agency Account. Contact Connie McBride for an Agency Account, [email protected] . Funds acquired through fundraising should be deposited immediately! Fundraising As funding across campus is limited, fundraising is highly encouraged. Think outside the box. Everyone does penny wars and t-shirt sales. Be sure to fill out the appropriate forms in the event notification form. If you are having a bake sale, be sure to adhere to ALL policies. Registration for tables are though CatLife. Room Reservations May be made by contacting the Department or area you would like to host your event. OSL http://studentlife.ucmerced.edu/content/room-reservations Library http://library.ucmerced.edu/about/reservations Office of the Registrar http://registrar.ucmerced.edu/services/room-reservations Room Reservation for OSL 1. Click on the room that you want 1. At the bottom of the page select “Click here to book a room” 1. Fill Out the information and wait for Approval Room Reservation For the Library 1. Select “Meeting Rooms” 2. Click on “Campus Reservation System” 3. Select the times you would like to reserve the room Room Reservation for ASTRA (registrar) 1. Select “Request an Event” 2. Fill out the Information and make sure to check the dates requested on the calendar 3. When finish click on “create”, that a list of available rooms will pop up, select the room of your liking and click on request room Reserving a Room Assume all spaces are completely empty. Request all tables and chairs needed for the event. Be detailed in your set up descriptions. Carefully read the entire form to be sure you are asking for everything you may need to make your event successful. If you want to make a change/addition to your request, send an email including the reference number provided on your confirmation. Campus Resources For events having food, you must contact Jim Greenwood @ [email protected] AT LEAST 14 business days prior to the event. If your event will have more than 100 attendees, security may need to be contracted. Contact Campus Police to arrange this. If your event will have technical or sound, contact Jim Greenwood @ [email protected] . Questions or Concerns? Please contact jgreenwood.edu . Visit our website at http://studentlife.ucmerced.edu . Check CATLifehttp://ucmerced.collegiatelink.net .