Student Organization Circuit
Training
Jason Heiserman &
Rachel Navarre
Department of Student Life
Johns Hopkins University
Overview of Training
• Requirements
• Policies and
Procedures
• Finances and
Funding
• Event Planning
• Promotion and
Publicity
Online Resources
• Undergraduate Student
Organization Handbook
• Financial Services For
Student Organizations
• Programs and Trainings
for Student Organization
Leaders
• Student Event Planning
Guide
• Information for Student
Organization Advisors
Expectations for Student Organizations
• Open to all (Title IX
exception)
• Accurate records
• Constitution on file
• Not for profit or
personal gain
• Affiliated with SGA, CSC,
GRO or university
office/department
Officer Requirements
• Full-time undergraduate
student
• Krieger or Whiting
• 2.0 or higher GPA
• Traditionally President,
Vice President,
Treasurer, Secretary
• May have unique titles
as long as Primary
Contact exists
Member Requirements
• Full-time or Part-time
• Affiliated with any JHU
school
• Organizations may have
GPA higher standards
• Early graduates (p. 8 of
handbook)
• Membership dues and
fees (p. 8 of handbook)
Advisor Requirements
•May self select advisor unless written in a job description
•Full-time or Part-time faculty/staff and graduate students are eligible
•Alumni and community members may co-advise with on-campus employee
•University employees may not be paid to advise
•Advisors should assist with transitioning, networking, training, policy
comprehension, mediating, etc.
•Expectations between group and advisor should be discussed in advance
Privileges of Registered Student
Organizations
• Listed in publications and
websites
• Use of JHU name and
logo
• Room reservations
• Hosting events and
fundraisers
• Publicizing/promoting
• On-campus bank
accounts
• Mailbox space
Registering Your Student Organization
• Registration occurs annually
• Done through
http://johnshopkins.collegiatelink.net
• Each group must have a
Primary Contact
• All distribution lists
generated through this site
• You may update group
profile throughout year
Emails and Websites
• E-mail alias –
bieberfever@jhu.edu
• Website aliaswww.jhu.edu/bieberfever
• Mailing listbieberfever@lists.johnshopkins
.edu
• Details on p. 7 of
handbook
Policies and Procedures
Accessibility
• Please make
arrangements prior to
your events with Office
of Disability Support
Services
• Student Life will assist
with costs
• Make sure your meeting
space is accessible
Hazing
• ILLEGAL
• DON’T DO IT
• Hazing is not just about
alcohol.
• It includes a variety of
non-voluntary acts that
may seem harmless, but
can make students
uncomfortable
• Details on p. 14 of
handbook
Logo and Name Use
Registered groups may use
JHU or Hopkins branding
Never distort the logo or seal
It is recommended to put JHU
or Hopkins at the END OF
YOUR GROUP NAME so you
will be easier to search
Risk Management Waivers
• Protect your group from lawsuits
• Recreational activities, travel, sports
competitions, anything deemed “risky”
• Office of Risk Management
Room Reservations
• Request meeting time and
special event at the end of
each semester
• 410-516-8209,
homewoodscheduleevents
@jhu.edu
• Tables and Breezeway
banners, bbl@jhu.edu
• Academic space– Before 6pm:
www.jhu.edu/~registr/room.
html
– After 6pm: schedule@jhu.edu
Solicitation
• Do not conduct
fundraisers or recruit
members without table
space
• No solicitation in
residence halls and
university-owned
apartments
Travel and Vans
• Must have an oncampus account to
reserve
• Must be van certified,
chooper1@jhu.edu
• No more than 300 miles
roundtrip for ground
travel
• Your own vehicle = your
own insurance
Finances
Attend a
Financial
Training
Workshop for
many more
details
Student Activities Commission (SAC)
• Funding board of the Student Government
• Does fund cultural, performing arts, publications
and journals, religious, special interest/hobby,
and sports clubs
• Does not fund academic, honor/professional
societies, Greek life, advocacy and service,
student support services, and graduate student
groups
• Annual allocations in April/May, funding grants
monthly during school year
Grant Opportunities
• Student Life Programming
Grants for community
builders, new initiatives and
unique collaborations
• Alumni Association Student
Group Grants
• Homewood Arts Grants and
Arts Innovation Grants
• Credit Union T-Shirt Grants
• Pepsi Refresh Project
• http://web.jhu.edu/stude
ntlife/funding/other.html
Financial Officers
• Each group should have two, such as President
and Treasurer
• Only financial officers can initiate financial
requests
Paying Vendors
• Attach original invoice or bill to Financial
Transaction Request (orange form)
• Allow time for new vendors to be added
• For Independent Contractors, attach contract
to Financial Transaction Request
• Independent Contractor = Social Security
Number
• Vendor Payment = Federal ID
Reimbursing Members
• Attach ITEMIZED receipts to Financial
Transaction Request
• Over $100 = check mailed to you
• Under $100 = petty cash in Garland Hall
• Please keep requests to $10 or more
• Reimbursements for JHU students only
• Two signatures on form
Depositing Money
• Dues, ticket sales, donations
• Bring cash or checks to Office of Student
Activities during normal business hours
• Please try not to keep money overnight
• Make copies of your checks
Transferring Money
• Complete funding transfer request form in
Office of Student Activities
• You will need to have both account numbers
Donations
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•
•
•
Should be submitted through Development
http://www.giving.jhu.edu/
Donations of $100 or more receive tax credit
Checks made out to JHU with student group
name written in Memo section
Fundraising
• IMPORTANT way to make money for your
organization
• Fundraised money stays in your account
• Can assist with non-essential items like tshirts, awards, social events, food at meetings,
etc.
Gift Cards
• Gift cards may be given as prizes but should
be for $25 or less to avoid taxable income
Copy Cards
• For use of the copier in
Office of Student
Activities
• Prices range from $3.50$70
• Must have an on-campus
account
• Only financial officer can
be reimbursed
• FedEx Kinkos is a good
alternative – save your
receipts
Tax Exempt Status
• Bring a tax exempt card with you when you go
shopping
• You cannot be reimbursed for sales tax in
Maryland
Event Planning
Steps to Event Planning
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Brainstorm Ideas
Draft a Plan
Pick a Date
Find a Location
Plan your Event
Follow a Budget
Market the Event
Evaluate the Event
Contracts
• Confirm date and
location FIRST
• Contracts must be
signed by an authorized
university official
– Usually Jason
Heiserman!
– Allow 2 business days for
review
• Be careful – Don’t burn
bridges for others
Parking
• Parking garage
permits for guests: $8
• Service permits for
vendors: $10
• Send e-mail to
parking@jhu.edu
with budget
information to
purchase permits
Security
• May be required for events:
• Involving alcohol
• Open to non-JHU students/general public
• Involving large cash transactions
• With no clear boundaries (dance party, concert)
• With a precedence or potential of liability or
security risks to Johns Hopkins students, faculty,
staff, guests, or property
• Must be reserved 2 weeks prior
• Contact Homewood Scheduling for more information
Events with Alcohol
• Must use a 3rd party
vendor
• Beer and wine only oncampus
• No student organization
money towards alcohol
• No open bars – cash bar
only
• Must get pre-approval
• Must have security and
staff present
Film Screenings
• Under the Federal Copyright Act, no film can
be shown in public spaces, including residence
hall lounges, without first obtaining film rights
• Federal crime with maximum sentence of 5
years and/or $250,000 fine
• Film rights can be purchased from companies,
like Swank motion pictures
• Price varies from $200 to $800
Gaming Permits
• State of Maryland
Gaming Permit is
required for raffles or
gambling events where
there is an exchange of
money
Open Flames
• Baltimore City law – no
open flames in public
indoor spaces
• No open flames for
indoor induction
ceremonies
• Open flames for
outdoor use must be
approved by Levering
Student Life office
Crowd Control Trainings
• www.firemarshal.state.md.us/crowdmanager
• Watch the training video and take the test
– Takes about 20 minutes
• Crowd control manager required for events
with 50-250 people. One additional manager
required for additional 250
– Must make announcement at beginning to inform
patrons of emergency exits
Social Event Registration
• Off-campus social events
should be registered with
the Office of Student
Activities
• We are here to help you
in being proactive!
Promotion and Publicity
Our Survey Says
Top ways to advertise are:
1. Today’s
Announcements
2. Facebook
3. Word of Mouth
Advertising Policies and Procedures
• Advertising must not contain material that:
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–
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Is pornographic
Harasses an individual or group
Contains a message of hate or violence
Promotes hate speech or events
Promotes free alcohol
Promotes unhealthy alcohol practices (drinking
games)
– Violates university policies
• Dorm storming is prohibited
• Do not tape posters to painted or glass surfaces
Submit announcements by noon for the them to appear the
following day (Friday @ noon to appear the following Monday)
Be as specific as possible with your content
No teasers, no ALL CAPS
Click “students only” unless you really expect faculty to read
University events calendar: events.jhu.edu
Easy submission tool, plus bulk submissions
You can be a group admin and post events on behalf of your
organization
Events are sent out as part of an email newsletter
Sent out on Fridays (usually) from Jason
Heiserman, jheiserman@jhu.edu
Content generated from Today’s
Announcements and requests sent
directly to Jason
Mural Boards
Now reserved through OSA
Flash Ads
• www.jhu.edu/advertise
• Contact
advertise@jhu.edu
• Keep your ads simple,
less is more!
• Submit at least 2 weeks
prior
Table Talkers
• Four-sided plastic
napkin holders in dining
halls
• Submit copy to Kelly
Davis in Wolman Dining
office for approval
Chalking
• Permitted in designated
areas around campus
– See Event Planning
Guide for listing
• Do not chalk on marble,
on walls, or under
breezeways
Banners
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Mattin Center: Eric Beatty
Breezeway: Syreeta Hubbard at bbl@jhu.edu
Residence halls: Hannah Von Krause
MSE Library: Betty Cook
Tabling
• Breezeway: Syreeta
Hubbard at
bbl@jhu.edu
• Outside residence halls:
Hannah Von Krause
• Q Level: Betty Cook
Social Media
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Facebook
Twitter
Four Square
You Tube
Others?
You’ve Got Questions?
We’ve Got
Answers (hopefully)