R U N BY T H E 2 0 1 4 - 2 0 1 5 S T U D E N T C O U N C I L : S E D A – P R E S I D E N T

J O E Y – V I C E P R E S I D E N TA N D R E W – T R E A S U R E R

C H U M A – S E C R E TA RY

HOW TO RUN A SUCCESSFUL STUDENT GROUPUniversity of Maryland School of Medicine Fall 2014

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

• 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.comumb.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.comSIGNumd@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• 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 5pmHand 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!

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 Affairsdroberts@som.umaryland.edu

• Student Councilumb.som.council@gmail.com