How to Run a Successful Student Group

1. University of Maryland School of Medicine Fall 2014 How to Run a Successful Student Group Dawn Roberts - Advisor Associate Director of Student Affairs Run by the 2014-2015 Student Council: SEDA – President JOEY– Vice President Andrew – Treasurer CHUMA– Secretary

2. 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

3. 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

9. Make sure email is up to date

10. Faculty Advisor

12. Scheduling an Event • Check MedScopefor 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

13. http://webtma.umaryland.edu:81/

14. Room options

15. Room options • Available on MedScope

16. 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

17. 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 ***

18. 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

19. How to Add Event to Medscope

21. 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

22. Requirements • All student groups must have a faculty advisor • Submit Faculty Advisor Form by August 26thto 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

23. 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

24. 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.

25. 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.

28. 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

29. Examples of Receipts

30. 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

31. How to get $$$ for your Group

32. Due: Tuesday, August 26th at 5pm Hand in AND email to a student council member

33. 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

34. Lovely rules for Money Use

35. Other Policies and tidbits

36. Alcohol-open PDF with Explorer

38. 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

39. 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

40. Upcoming events:

41. 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!

42. 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

43. 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

44. Contacts • Dawn Roberts, Associate Director Student Affairs droberts@som.umaryland.edu • Student Council umb.som.council@gmail.com