Student Organization Registration MeetingStudent Organization Registration Meeting

Mission Statement

The purpose of the Office of Student Activities and Services is to complement the academic

programs of study at K-State and to enhance the overall educational experience of students

through exposure to and participation in social, cultural, recreational, and governance programs.

Mission Statement

The purpose of the Office of Student Activities and Services is to complement the academic

programs of study at K-State and to enhance the overall educational experience of students

through exposure to and participation in social, cultural, recreational, and governance programs.

Registration MeetingRegistration Meeting

Meeting ObjectivesMeeting Objectives

• Inform groups of campus resources• Provide information on issues such as

funding, event planning, & risk management• Complete registration

• Inform groups of campus resources• Provide information on issues such as

funding, event planning, & risk management• Complete registration

REMINDER: New groups or groups that haven’t been registered in 2 years must schedule a one-on-one meeting (schedule through Susan) to finalize registration

REMINDER: New groups or groups that haven’t been registered in 2 years must schedule a one-on-one meeting (schedule through Susan) to finalize registration

OSAS ContactsOSAS Contacts• Staff

– Bill Harlan, Assistant Coordinator– Amy Lee, Accountant– Susan Matzke, Administrative Assistant– Sarah Barr, Student Legal Services– Justin Scott, Consumer & Tenant Affairs– Jodi Kraus, Powercat Financial Counseling

• Staff– Bill Harlan, Assistant Coordinator– Amy Lee, Accountant– Susan Matzke, Administrative Assistant– Sarah Barr, Student Legal Services– Justin Scott, Consumer & Tenant Affairs– Jodi Kraus, Powercat Financial Counseling

809 K-State Student UnionGround FloorManhattan, KS 66506(785) 532-6541(785) 532-7292 (fax)www.k-state.edu/osas

809 K-State Student UnionGround FloorManhattan, KS 66506(785) 532-6541(785) 532-7292 (fax)www.k-state.edu/osas

Student ServicesStudent Services• Services offered in our office:

– Ask Willie– Budgeting– Consumer & Tenant Affairs– Legal Services for Students– Notary Public– Powercat Financial Planning– Saferide – Student Governing Association (SGA)– Student Judicial System– Voter Registration

• Services offered in our office:– Ask Willie– Budgeting– Consumer & Tenant Affairs– Legal Services for Students– Notary Public– Powercat Financial Planning– Saferide – Student Governing Association (SGA)– Student Judicial System– Voter Registration

AdvisorsAdvisors• Advisors must be a full time staff or faculty member.

• Advisors provide:

– Knowledge of K-State policies and procedures

– Organization history

– Financial advice

– Signatures for contracts (e.g. motor pool, organization update form)

• Resources for you and your advisor:

– OSAS Website (www.k-state.edu/osas)

– The Source (Student Organization Handbook which is located under Existing Student Organizations tab on left side of OSAS website)

– Advisor Handbook (located under Advisors

tab under Existing Student Organizations)

• Advisors must be a full time staff or faculty member.

• Advisors provide:

– Knowledge of K-State policies and procedures

– Organization history

– Financial advice

– Signatures for contracts (e.g. motor pool, organization update form)

• Resources for you and your advisor:

– OSAS Website (www.k-state.edu/osas)

– The Source (Student Organization Handbook which is located under Existing Student Organizations tab on left side of OSAS website)

– Advisor Handbook (located under Advisors

tab under Existing Student Organizations)

FUNDINGFUNDING

SGA FUNDINGSGA FUNDING

To apply:

– Your group must be a registered student organization with OSAS at least 45 days prior to the event

– 80% of your organization’s voting membership must be students

– All officers must be students

** Groups cannot receive other funding from SGA for the

same event

To apply:

– Your group must be a registered student organization with OSAS at least 45 days prior to the event

– 80% of your organization’s voting membership must be students

– All officers must be students

** Groups cannot receive other funding from SGA for the

same event

How to Apply for FundsHow to Apply for Funds• Getting started:

1. Fill out a Budget Request Form. These can be found on our website or in our office near the front desk. www.k-state.edu/osas/fundingforms.htm

2. Turn the form in 28 days or more before proposed event to OSAS. If you are able to turn in your request form a month or two in advance, that is recommended. There may be exceptions for special deadlines.

3. You will be asked to attend an Allocations or Senate meeting to answer questions about your request.

** Consult with OSAS Accountant if you have any questions.

• Getting started:1. Fill out a Budget Request Form. These can be found on

our website or in our office near the front desk. www.k-state.edu/osas/fundingforms.htm

2. Turn the form in 28 days or more before proposed event to OSAS. If you are able to turn in your request form a month or two in advance, that is recommended. There may be exceptions for special deadlines.

3. You will be asked to attend an Allocations or Senate meeting to answer questions about your request.

** Consult with OSAS Accountant if you have any questions.

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Budget Request DeadlinesBudget Request Deadlines

• Reminders:– The form must be turned in at least 28 days

before event takes place (no exceptions!)– Special Deadlines:

• First Friday in November– Events held from December 1 through February 15.

• First Friday in March– Events held from April 1 through September 30.

• Reminders:– The form must be turned in at least 28 days

before event takes place (no exceptions!)– Special Deadlines:

• First Friday in November– Events held from December 1 through February 15.

• First Friday in March– Events held from April 1 through September 30.

Groups Can Receive Funding For Up to 5 Events Per Year…

Groups Can Receive Funding For Up to 5 Events Per Year…

– 2 out of 5 can be travel events – Events must be educational in nature– On-campus events must be free and open to all K-

State students*– Admission can be charged to faculty, staff, and

community members

*SGA funds originate from the Student Activity and Fine Arts Fees that are assessed to every K-State student when they pay their “tuition and fees”.

– 2 out of 5 can be travel events – Events must be educational in nature– On-campus events must be free and open to all K-

State students*– Admission can be charged to faculty, staff, and

community members

*SGA funds originate from the Student Activity and Fine Arts Fees that are assessed to every K-State student when they pay their “tuition and fees”.

Using SGA Funds for TravelUsing SGA Funds for Travel

-- All organizations• Can get up to a total of $1,000 for 2 travel events per year• There is a cap of $100 per student traveling

(Does not apply to academic competition teams and sports clubs)

-- Organization may receive cash advance if advisor

is traveling with you. Please let Lori know 2 weeks

before your travel event.

-- All organizations• Can get up to a total of $1,000 for 2 travel events per year• There is a cap of $100 per student traveling

(Does not apply to academic competition teams and sports clubs)

-- Organization may receive cash advance if advisor

is traveling with you. Please let Lori know 2 weeks

before your travel event.

Restrictions to SGA FundsRestrictions to SGA Funds

• Funds cannot be spent on certain things such as:• Food, social functions, decorations, gifts, supplies, paid

wages, name tags, recruitment costs, and registration fees

– There are very few exceptions to these restrictions.

• Funds cannot be spent on certain things such as:• Food, social functions, decorations, gifts, supplies, paid

wages, name tags, recruitment costs, and registration fees

– There are very few exceptions to these restrictions.

If Your Budget Request is Approved…

If Your Budget Request is Approved…

• There are 2 ways to receive the funds:– Reimbursement (keep ALL receipts and invoices in

order to receive money)– Billing (if that is an option)

** You will not receive a lump sum check

• There are 2 ways to receive the funds:– Reimbursement (keep ALL receipts and invoices in

order to receive money)– Billing (if that is an option)

** You will not receive a lump sum check

Diversity Programming Committee Funds

Diversity Programming Committee Funds

• $175,000 Available– These funds allow student organizations to plan large

scale events that promote diversity on campus• Primarily for groups wanting to request $3000 or more

– All registered organizations who are funding-eligible may apply

– Groups receiving DPC funding are not eligible to receive regular SGA funds.

• If you request and for some reason are denied DPC funds you can then request and receive SGA funding

• Allocated four times a year.– Times/deadlines printed in DPC Budget Request Packet

• $175,000 Available– These funds allow student organizations to plan large

scale events that promote diversity on campus• Primarily for groups wanting to request $3000 or more

– All registered organizations who are funding-eligible may apply

– Groups receiving DPC funding are not eligible to receive regular SGA funds.

• If you request and for some reason are denied DPC funds you can then request and receive SGA funding

• Allocated four times a year.– Times/deadlines printed in DPC Budget Request Packet

FundraisingFundraising

• Fundraising events on campus must have a permit– Protects university contracts and copyrights– Complies with university policies– Used to ensure that organizations are selling

appropriate items that are university approved

• Applications available– In OSAS office, Union Director’s Office, or

Facilities.

• Fundraising events on campus must have a permit– Protects university contracts and copyrights– Complies with university policies– Used to ensure that organizations are selling

appropriate items that are university approved

• Applications available– In OSAS office, Union Director’s Office, or

Facilities.

State Sales TaxState Sales Tax

• Most, if not all, organizations need to pay state sales tax on any items sold by the organization

• Taxable items can include– T-Shirts sold to members or public– Fundraising items such as plants, baked goods,

pottery, or any other item purchased or made with the intent of selling.

– Admission fees to events

** For a more detailed list of examples, visit the

OSAS website.

• Most, if not all, organizations need to pay state sales tax on any items sold by the organization

• Taxable items can include– T-Shirts sold to members or public– Fundraising items such as plants, baked goods,

pottery, or any other item purchased or made with the intent of selling.

– Admission fees to events

** For a more detailed list of examples, visit the

OSAS website.

Federal Tax ID #Federal Tax ID #• All organizations will need a Federal Employee

Identification Number (FEIN), also referred to as Federal Tax ID Number, if your group wants to open a bank account or get reimbursed.

• You can call the Kansas IRS Business & Specialty Tax Line Office at 800-829-4933 to see apply for a number.

• Tax exempt status is a completely different issue. Student groups are not formally recognized as a division of Kansas State University and are not eligible for tax exempt status through their affiliation with K-State. Very few student groups have tax exempt status. The student groups who have tax exempt status usually receive that status through their national organization.

• All organizations will need a Federal Employee Identification Number (FEIN), also referred to as Federal Tax ID Number, if your group wants to open a bank account or get reimbursed.

• You can call the Kansas IRS Business & Specialty Tax Line Office at 800-829-4933 to see apply for a number.

• Tax exempt status is a completely different issue. Student groups are not formally recognized as a division of Kansas State University and are not eligible for tax exempt status through their affiliation with K-State. Very few student groups have tax exempt status. The student groups who have tax exempt status usually receive that status through their national organization.

Planning an EventPlanning an Event

Campus LocationsCampus LocationsStudent UnionStudent Union

• To make a reservation, call the Director’ s office (785) 532-6591, M-F 8am-5pm. Reservations are taken at any time.

• Costs: most rooms will be free for general meetings.

• Costs may be assessed to the student group for catering, security, projectionist or any other special circumstances.

• Groups need to set up a charge account with the Union Business Office. This can be done by filling out a request for charge form.

• To make a reservation, call the Director’ s office (785) 532-6591, M-F 8am-5pm. Reservations are taken at any time.

• Costs: most rooms will be free for general meetings.

• Costs may be assessed to the student group for catering, security, projectionist or any other special circumstances.

• Groups need to set up a charge account with the Union Business Office. This can be done by filling out a request for charge form.

FacilitiesFacilities• To use campus classrooms,

Bosco Plaza, Memorial Stadium, etc., you must fill out a request 2 weeks before the event.

• You can get the form from the OSAS office or website.

• Your advisor will need to sign the request form.

• (785) 532-1712• www.k-state.edu/facilities

• To use campus classrooms, Bosco Plaza, Memorial Stadium, etc., you must fill out a request 2 weeks before the event.

• You can get the form from the OSAS office or website.

• Your advisor will need to sign the request form.

• (785) 532-1712• www.k-state.edu/facilities

Advertise Your EventAdvertise Your Event• How do you publicize your event and your

organization?– Campus Chalking

• Cheap, easy, effective. You DO NOT need permission.• Make sure whatever you chalk is appropriate, has your group

name, and is 30 feet from building entrances.

– Publicizing on Campus• Outdoor bulletin boards & Union bulletin boards• The new electronic sign on Anderson Avenue in front of the

parking garage. E-mail message@k-state.edu. The costs are $100 per week or $300 per month.

• Bulletin boards in buildings (DO need permission)-Building Authority List (can be found in the Source handbook)

• How do you publicize your event and your organization?– Campus Chalking

• Cheap, easy, effective. You DO NOT need permission.• Make sure whatever you chalk is appropriate, has your group

name, and is 30 feet from building entrances.

– Publicizing on Campus• Outdoor bulletin boards & Union bulletin boards• The new electronic sign on Anderson Avenue in front of the

parking garage. E-mail message@k-state.edu. The costs are $100 per week or $300 per month.

• Bulletin boards in buildings (DO need permission)-Building Authority List (can be found in the Source handbook)

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Violent Game PolicyViolent Game Policy

• Kansas State University strives to maintain a safe, nonviolent and educational environment. Certain parts of games, when observed by others who are not participating or not aware of the game, can be perceived as violent and or threatening acts and can create a safety hazard.

• Kansas State University prohibits any game or activity from campus that includes any act or simulated act of shooting a person or shooting objects at a person, stalking or ambushing a person and any other acts that could be seen as violent or threatening.

• Kansas State University strives to maintain a safe, nonviolent and educational environment. Certain parts of games, when observed by others who are not participating or not aware of the game, can be perceived as violent and or threatening acts and can create a safety hazard.

• Kansas State University prohibits any game or activity from campus that includes any act or simulated act of shooting a person or shooting objects at a person, stalking or ambushing a person and any other acts that could be seen as violent or threatening.

Risk ManagementRisk Management

• Questions for Risk Management– What policies affect our event?– What problems might occur during the event?– Where will the event be held? – Are there health and safety risks?– Is there a security risk?

• For more information about policies and procedures at K-State– www.k-state.edu/policies/ppm– Contact OSAS

• Questions for Risk Management– What policies affect our event?– What problems might occur during the event?– Where will the event be held? – Are there health and safety risks?– Is there a security risk?

• For more information about policies and procedures at K-State– www.k-state.edu/policies/ppm– Contact OSAS

Risk Management (cont.)Risk Management (cont.)

• If you think something could be a bad idea, it probably is

• When in doubt, contact OSAS office or the university attorney’s office at Anderson Hall.

• Be aware that you, your group, your advisor, and the university can still be held liable for accidents that happen involving your group, even when off campus.

• If you think something could be a bad idea, it probably is

• When in doubt, contact OSAS office or the university attorney’s office at Anderson Hall.

• Be aware that you, your group, your advisor, and the university can still be held liable for accidents that happen involving your group, even when off campus.

What If Something Bad Happens?What If Something Bad Happens?

• If someone is seriously injured, call 911.• Call K-State Police (785)532-6412 if:

- An incident occurs after 5pm or on a weekend or holiday

- An incident occurs on campus or away from campus• Call Office of Student Life (785)532-6432 if:

- An incident occurs between 8am-5pm on a school day• Student Life has a plan for helping students including

student groups.• Let K-State help: Media relations, counseling services

• If someone is seriously injured, call 911.• Call K-State Police (785)532-6412 if:

- An incident occurs after 5pm or on a weekend or holiday

- An incident occurs on campus or away from campus• Call Office of Student Life (785)532-6432 if:

- An incident occurs between 8am-5pm on a school day• Student Life has a plan for helping students including

student groups.• Let K-State help: Media relations, counseling services

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Other Resources…Other Resources…

Disability Support ServicesDisability Support Services

• Services are available for students in organizations– Some of the available resources:

• Sign language interpreters• Assistive listening devices• Transportation via KSU Shuttle or ATA• Parking

• Services are available for students in organizations– Some of the available resources:

• Sign language interpreters• Assistive listening devices• Transportation via KSU Shuttle or ATA• Parking

Disability Support Services202 Holton Hall(785) 532-6441dss@k-state.edu

Disability Support Services202 Holton Hall(785) 532-6441dss@k-state.edu

Pepsi ProductsPepsi Products• Organizations in good standing are eligible for

free Pepsi products – Event must be free & open to all Kansas State

students– Event should have a large expected attendance

• Request forms are available on our website or in the OSAS office– There will be priority deadlines early each semester

for fall and spring proposals– After the priority deadlines, requests can be made 3

weeks prior to the event but will only be considered if there is extra product available.

• Organizations in good standing are eligible for free Pepsi products – Event must be free & open to all Kansas State

students– Event should have a large expected attendance

• Request forms are available on our website or in the OSAS office– There will be priority deadlines early each semester

for fall and spring proposals– After the priority deadlines, requests can be made 3

weeks prior to the event but will only be considered if there is extra product available.

Kansas State University Trademarks

Kansas State University Trademarks

http://www.k-state.edu/vpcm/graphicident/

•Kansas State University is making an effort to standardize the brand of the university.

•The wordmark above (top left) is the preferred identifying mark for all things representing Kansas State University.

•The wordmark is to be used on all external publications, websites and other visual communications developed by any administrative or academic unit of the university except K-State Athletics Inc.

http://www.k-state.edu/vpcm/graphicident/

•Kansas State University is making an effort to standardize the brand of the university.

•The wordmark above (top left) is the preferred identifying mark for all things representing Kansas State University.

•The wordmark is to be used on all external publications, websites and other visual communications developed by any administrative or academic unit of the university except K-State Athletics Inc.

Kansas State University must convey a consistent image as a top 50 public research and teaching university

Kansas State University Trademarks

Kansas State University Trademarks

• Can still use Powercat or Willie on t-shirts for clubs if using a licensed vendor

• All sports clubs must include “club sport” in equal size to anything that includes the names or logos of Kansas State University including t-shirts.

• Please call 532-6269 or e-maillogos@k-state.edu if you have any questions regarding a K-State image.

• Can still use Powercat or Willie on t-shirts for clubs if using a licensed vendor

• All sports clubs must include “club sport” in equal size to anything that includes the names or logos of Kansas State University including t-shirts.

• Please call 532-6269 or e-maillogos@k-state.edu if you have any questions regarding a K-State image.

Computing and Telecommunications Services

Computing and Telecommunications Services

• Available for organization use:– Organization email address– Listserv address– Web site space

• Must fill out a form for each service– www.k-state.edu/osas– Forms must be signed by your group’s advisor

• Available for organization use:– Organization email address– Listserv address– Web site space

• Must fill out a form for each service– www.k-state.edu/osas– Forms must be signed by your group’s advisor

Computing and Telecommunications Services

Computing and Telecommunications Services

• Getting Help– Email webmaster@k-state.edu

• Have your organization listed in the online directory• Change your contact or website information in directory• Change webmaster or email account access

– Email listhelp@k-state.edu• For help administering your listserv.• If you’ve lost access to your listserv.

– Website creation is the responsibility of each student organization

• Tools: www.k-state.edu/tools

• Getting Help– Email webmaster@k-state.edu

• Have your organization listed in the online directory• Change your contact or website information in directory• Change webmaster or email account access

– Email listhelp@k-state.edu• For help administering your listserv.• If you’ve lost access to your listserv.

– Website creation is the responsibility of each student organization

• Tools: www.k-state.edu/tools

OSAS OnlineOSAS Online• Similar to K-State Online

– Separate login at http://osas.online.ksu.edu– Has calendar, file sharing, message boards, chat rooms,

and the ability to add/remove members

• Administrators– Advisor is always listed as

one leader– President or other member

is other leader

• Must follow IT and K-State policies– www.k-state.edu/vpast/itpolicies – Interested? E-mail bharlan@ksu.edu

• Similar to K-State Online– Separate login at http://osas.online.ksu.edu– Has calendar, file sharing, message boards, chat rooms,

and the ability to add/remove members

• Administrators– Advisor is always listed as

one leader– President or other member

is other leader

• Must follow IT and K-State policies– www.k-state.edu/vpast/itpolicies – Interested? E-mail bharlan@ksu.edu

Updating / Re-registering your organization

Updating / Re-registering your organization

• Update Form– If you change president, treasurer, or advisor– New contact information

• This form DOES NOT re-register your organization.

• April 2014 will begin the re-registration for all organizations for 2014-2015.

• Update Form– If you change president, treasurer, or advisor– New contact information

• This form DOES NOT re-register your organization.

• April 2014 will begin the re-registration for all organizations for 2014-2015.

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Office of Student Activities and Services (OSAS)

STUDENT ORGANIZATION UPDATE FORM INSTRUCTIONS: Fill out this form to report a change in the president, treasurer or advisor of your organization or to update contact information. If reporting a new officer/advisor, please make a check next to that office. Be sure your president signs the bottom of the form. Return this form to the Office of Student Activities and Services (OSAS), Ground Floor, K-State Student Union. Questions? Please call 532-6541.

NAME OF ORGANIZATION (as it appears in the organization’s constitution): President: Check if new

Name

Address

Email Phone Number

Treasurer: Check if new

Name

Email Phone Number

Faculty/Staff Advisor: Check if new

Name E-Mail Department Campus Phone Building & Room Number I, the undersigned Advisor, understand the requirements for registration and agree to serve as Advisor for the remaining year. In addition, I understand that as the Advisor I will be cognizant of all organizational activities, aware of financial status and understand and enforce all OSAS policies and procedures. Signature of Advisor Date (Required for new advisor) I, the undersigned Primary Officer, on behalf of the organization and with its authority affirm that all information provided is true and correct. Signature of Primary Officer Date

Office Use Only Date Submitted: __________________________ Inputted in Access: _______________________

Received by: _____________________________ Added to Listserv: _______________________

Important LinksImportant Links• Office of Student Activities and Services

– http://www.ksu.edu/osas

• K-State Student Union– http://www.union.ksu.edu

• Division of Facilities– http://www.ksu.edu/facilities

• Policies and Procedures– http://www.ksu.edu/policies/ppm

• Web, Email, Listserve Requests– http://www.ksu.edu/cns/forms

• IT Policies– http://www.k-state.edu/vpast/itpolicies

• Office of Student Activities and Services– http://www.ksu.edu/osas

• K-State Student Union– http://www.union.ksu.edu

• Division of Facilities– http://www.ksu.edu/facilities

• Policies and Procedures– http://www.ksu.edu/policies/ppm

• Web, Email, Listserve Requests– http://www.ksu.edu/cns/forms

• IT Policies– http://www.k-state.edu/vpast/itpolicies

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