HOW TO RUN A SUCCESSFUL
STUDENT GROUP
University of Maryland School of Medicine
Fall 2014
RUN BY THE 2014-2015 STUDENT COUNCIL:
SEDA – PRESIDENT
JOEY– VICE PRESIDENT
ANDREW – TREASURER
CHUMA– SECRETARY
Dawn Roberts - Advisor
Associate Director of Student Affairs
AGENDA
• MedScope maintenance
• Scheduling an event
• Communication
• GMAIL account
• Google Form
• Google Calendar
• Membership and Attendance
• Student Organization Storage
• Money
• Bank Accounts
• Funding Request Forms
• Student Accounting Form
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Other Policies and Tidbits
Student Activities Fair
Blood Drive Participation
Summary
MEDSCOPE MAINTENANCE
• Faculty Advisor, Student Officers, Email address,
(and webpage) should be updated on MedScope
• All events should go onto MedScope as soon as
they are scheduled to avoid conflicts (some groups
scheduled events on the same day last year)
• If the old officers in your group did not give you
access, contact Dawn Roberts
• DRoberts@som.umaryland.edu
MAKE SURE EMAIL IS UP TO DATE
FACULTY ADVISOR
SCHEDULING AN EVENT
• Check MedScope for other events to minimize
overlap
• Make a room reservation
• rooms@meded.umaryland.edu
• To request
tables/chairs: http://webtma.umaryland.edu:81/
• Remember: Food events cannot be held in Taylor
Lecture Hall or Hosick
HTTP://WEBTMA.UMARYLAND.EDU:81/
ROOM OPTIONS
ROOM OPTIONS
• Available on MedScope
EVENTS, CONT.
• Add your event to MedScope! –DO NOT FORGET
• BEFORE the event: contact AUDIO-VISUAL if you’re
going to use a PPT presentation
• av@meded.umaryland.edu
• AT the event: Use a laptop to record attendance
• Keep your membership up-to-date
• AFTER the event: update the attendance list
EASY AS 1 …2…3
• To reserve a room 1
• rooms@meded.umaryland.edu
• To reserve AV equipment 2
• av@meded.umaryland.edu
• To reserve tables and chairs 3
• http://webtma.umaryland.edu:18/
*** WHEN YOU EMAIL TO ROOMS@MDEDED BE SURE TO CC
AV@MEDED AT THE SAME TIME ***
HOW TO RESERVE PODS?
• Its first come first serve…. Simply add your event to
medscope
• No need to email rooms@meded
• Please clean the pods after your meeting
HOW TO ADD EVENT TO MEDSCOPE
COMMUNICATION- GMAIL
• Groups should use a GMAIL address
• Please create one if you don’t have one already
aepumsom@gmail.com
umdsom.amsa@gmail.com
amrig.umaryland@gmail.com
umb.anesthesiology@gmail.com
apamsa.umb@gmail.com
cigumd@gmail.com
umd.cmsa@gmail.com
chat.umb@gmail.com
umb.cms@gmail.com
cimig.umd@gmail.com
dermatologyIG@gmail.com
umdemig@gmail.com
ENTIG.umdsom@gmail.com
equipatumd@gmail.com
umd.fmig@gmail.com
geriatrics.umb@gmail.com
Ghig.umd@gmail.com
umb.hs.mms@gmail.com
umsom.imig@gmail.com
jsa.umb@gmail.com
umsom.lgbtq@gmail.com
linkmaryland@gmail.com
medchistudents@gmail.com
umaryland.mgig@gmail.com
medpeds.umaryland@gmail.com
oigumb@gmail.com
umbpeds@gmail.com
PathologySIG@gmail.com
pedspalsumd@gmail.com
pmrig.umb@gmail.com
phr.umb@gmail.com
plastics.umsom@gmail.com
ProjectFeastUMD@gmail.com
umbpig@gmail.com
dtrig.umdmed@gmail.com
rigumb@gmail.com
SIGNumd@gmail.com
sightsavers.umsom@gmail.com
UMB.SIG@gmail.com
tarwars.umd@gmail.com
umsomtrauma@gmail.com
wmig.umaryland@gmail.com
umdwomeninmedicine@gmail.com
umdwhig@gmail.com
REQUIREMENTS
• All student groups must have a faculty advisor
• Submit Faculty Advisor Form by August 26th to Dawn Roberts
• You can hand-deliver/ scan and email to
• DRoberts@som.umaryland.edu
• All student groups should hold at least two meetings and have at
least one fundraising activity per year
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T-shirts, mugs, pens
Bake sales
Food festivals
Charity run
• END OF YEAR: All student groups are responsible for electing new
group leaders, transitioning information (email lists, ppts, budget
information, calendars), and updating MedScope to reflect this
information
ATTENDANCE AND MEMBERSHIP
• Groups should take attendance at every meeting
using MedScope– Very Important for funding the
following year.
• Members must attend at least 3 events (unless
otherwise specified) throughout the year in order to
maintain their membership
• Keep your membership active on medscope
STUDENT ORGANIZATION STORAGE
• Each student group gets access to a storage room
and/or locker in Howard Hall Rm. 514 if needed
• Sign-out keys to Rm 514 in OSA- cant keep them
• Rent a lock from Paul Moore… also in OSA
• Please no food. Keep organized.
BANK ACCOUNTS
• Sara Menso (OSA) has all your accounting
information and current balances
• Suite 150 in the OSA office
• Tammy VanDamme has access as well
• Your group Gmail should have received an
update on your account balance… If not Sara
Menso will send this out sometime soon.
TAX EXEMPT
• We do have a tax exempt code that can be used
for purchases
• Any business should offer you tax-free prices with
the tax exempt form.
• We will email you the Tax Exempt Form that you
should save for future use.
• CODE: 52-6002033
EXAMPLES OF RECEIPTS
STUDENT ORGANIZATION
ACCOUNTING FORM CONTD.
• President/Treasurer should complete an accounting
form for:
• 1) In order to use money from your account
• 2) Unforeseen out of pocket expenses (up to the group’s
balance amount). No payments above the group’s balance
amount will be reimbursed.
• 3) To make deposits into your account (fundraisers/donations)
ADVICE/TIPS:
• Complete this on time/ahead of time for every event
• SAVE YOUR RECEIPT  Sara Menso
• Clubs are encouraged to fundraise to avoid out of
pocket expenses by group members
HOW TO GET $$$ FOR YOUR GROUP
Due: Tuesday, August 26th at 5pm
Hand in AND email to a student council member
FUNDING REQUEST FROM STUDENT
COUNCIL!
• We have only about $5000 to split amongst the 50
student groups
• Please DO NOT over request.
• Due: Tuesday, August 26th at 5pm
LOVELY RULES FOR MONEY USE
OTHER POLICIES AND TIDBITS
ALCOHOL-OPEN PDF WITH EXPLORER
WHAT ABOUT ALCOHOL?
• After you fill out the form… turn it in to Greg
Robinson @ BRB 14-039
• Keep a copy of your approved permit and POST it
somewhere on a wall during your event
• Or else the police won’t be too happy
NEW STUDENT GROUPS
• Must provide Dawn Roberts with:
• Description of the mission of the group
• Name of the proposed faculty advisor
• A petition signed by 20% of the entire student body (120-130 signatures)
• OSA and OME Deans must give final approval on the new
group’s formation
• New groups will remain on probation for one year. If rules are
broken, the group will be disbanded and receive no further
funding or recognition.
• Filling out funding request form:
• Estimate number of members
• Have one meeting without food to estimate membership
• Most likely all new groups will receive a flat amount
UPCOMING EVENTS:
STUDENT ACTIVITIES FAIR
• When: Tuesday, September 16th, 12:00pm – 3pm
• Deadline to reserve a table: September 12th
Where: MSTF Atrium
½ table per student group
Use a laptop to collect student names (and emails)
Have a poster and/or pamphlets to inform students
about your group
• Pizza will be provided
• Don’t leave without helping to clean-up!
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BLOOD DRIVE
• September 24th, most likely 12pm to 6pm
• “You give, 3 live.”
• Once the time is set, you can register on the blood
drive googledoc
• Need 3 people to volunteer per hour
IMPORTANT DATES SUMMARY
• August 26th
• Funding Request Form –email student council
• Faculty Advisor Form – email Dawn Robert
• September 12th
• Deadline for requesting table at Student Activities Fair
• September 16th
• Student Activities Fair 12-3pm
• September 24th
• Blood Drive
• April TBD
• Officers transition deadline
CONTACTS
• Dawn Roberts, Associate Director Student Affairs
droberts@som.umaryland.edu
• Student Council
umb.som.council@gmail.com