Student Organization Resources

//Student Organization Resources
Student Organization Resources2020-08-26T10:26:40+00:00

Student Organization Resources

Student clubs and organizations at the Eccles School have many resources to help one another obtain goals and help get students involved. Eccles clubs and organizations receive more special attention and have more access to resources aside from the University of Utah’s help. Business Leaders Incorporated helps clubs and organizations with financial budgets, funding, marketing and information technology.

Student Org Training Presentation
Campus Connect
BLinc Events & Trainings

Contact:
Andrea Cazares  (Chief of Student Engagement – Oversees Funding Application)
Ayden Richards  (Student Organizations Lead – Oversees BLinc Funding Processes)

BLinc Funding for Eccles School Student Organizations:

BLinc is committed to providing support and resources to Eccles School Student Clubs and Organizations. A primary resource that BLinc oversees is the allocation of additional funding for these groups.

Eccles School Student Organizations must be registered with Associated Students of The University of Utah (ASUU) in order to be eligible for additional funding through BLinc. It is important to note that ASUU has a separate funding process for student organizations. BLinc’s funding process and ASUU’s funding process are two separate processes and BLinc’s funding is supplemental to ASUU’s.

BLinc Funding Process Overview

  • Once registered through Student Leadership and Involvement, Eccles School Student Orgs can submit an application for funding through BLinc.
  • Priority funding applications are due by Sept. 4 for the 2020-2021 fiscal year. Eccles School Student clubs/organizations that apply by the 4th will hear back about their application status by Sept. 9. Applications will be accepted on a rolling basis after the 4th but funding may not be available.
  • The BLinc CSE will inform student clubs and organizations if their funding application was approved within two weeks of application submission if an application is submitted after Sept. 4, 2020.
  • If funds are awarded, student clubs and organizations can use their BLinc funds between Sept. 1 and May 30 via BLinc’s Purchase Process outlined below under ‘How to use BLinc funds’. All purchases with BLinc funds must have a business purpose and original receipt provided to the BLinc Student Organization Lead or Advisor.

BLinc Funding Application:

As stewards of the Eccles School funding for student clubs and organizations, BLinc manages the funding allocation process. In order to ensure that this process is equitable for all student clubs/organizations, each group must submit a funding application after they are registered through ASUU (see info under “BLinc Funding Process Overview”).

Available funding will be allocated based on the number of active members within an Eccles club/organization. Maximum funding eligibility per club/organization per year (Sept. 1 – May 30) is below:

0 – 15 Members: Eligible to receive $400 in total funding per year

16 – 30 Members: Eligible to receive $500 in total funding per year

31 – 45 Members: Eligible to receive $600 in total funding per year

46+ Members: Eligible to receive $700 in total funding per year

Priority Application Deadline – If student clubs/organizations apply before this deadline, they have a higher chance of receiving BLinc funding. The priority application deadline for the 2020-2021 fiscal year is Sept. 4. Applications received after Sept. 4 will be considered on a case-by-case basis if funding is available.

Applications must be submitted by active student club/organization officers. Please make sure you have the following information available before you start filling out your application:

Please visit Eccles.Link/BLinc-Funding to submit a BLinc Funding Application on behalf of your student club/organization.

How to use BLinc funds:

All BLinc funding purchases will be made with the BLinc PCard after a club/organization’s funding application has been approved. Any purchases made with BLinc funding must fall into one of BLinc’s approved purchase categories.

To make an online purchase with BLinc funding, or the Blinc PCard, the club/organization member making the purchase will need to attend an in-person BLinc PCard training with the BLinc CFO (or the BLinc Advisor as an alternative) to complete their purchase with BLinc funds. Before attending CFO “office hours,” you will need to have the item, vendor, and quantity for your purchase picked out. It is important to communicate with the vendor in advance of your purchase meeting that The University of Utah is a tax-exempt organization and that the purchase will need to be tax-free.

Student clubs/organizations looking to make an approved purchase in person at a local retailer can check out the BLinc PCard for a 24-hour window. Before student clubs/organization members can check out the BLinc PCard they must complete an in-person BLinc PCard training with the BLinc CFO or the BLinc Advisor. The BLinc PCard is a University of Utah Purchasing Card that has specific guidelines tied to its usage. Individuals that violate any Purchasing Card rules and regulations (addressed during the BLinc PCard training) will be personally responsible for reimbursing BLinc for misused funds and will be banned from using the BLinc PCard in the future. Additionally, the club/organization that the individual is representing may have their eligibility for utilizing BLinc funding in the future revoked.

Clubs/organizations can make multiple purchases between Sept. 1 and May 30 of the fiscal year for which their BLinc funds were approved until they spend all of the funds BLinc allocated to them. BLinc funds will never be directly distributed to an Eccles club/organization. Each club/organization that has applied for and received BLinc funding will have a line item in the BLinc budget that the BLinc CFO will manage. This is why a club/organization member must meet in person with the CFO (or BLinc Advisor) to make a purchase or check out the BLinc PCard after completing the in-person BLinc PCard training. For questions about how much BLinc funding is available to your club/organization throughout the year, contact the BLinc CFO.

BLinc Approved Purchases:

FOOD — Funded at 100% of the cost.

  • Make the order and then pass the order/invoice/screenshot to the CFO and we will pay for a place the order.
  • For events that serve food and have less than 10 attendees, a Business Meal Documentation Form must be included with Request Form
    • Funds will be provided for food during club events
    • Funds will not be provided for food while attending conferences

SUPPLIES — Funded at 100% of the cost.

  • Make the order with item numbers and pass the order/invoice to the CFO and we will pay and place the order.
    • Examples: Stapler, tape, paper, pens, utensils, tools, banners, posters, fliers, printing, handouts, items needed for events/programs.

CLUB APPAREL — Funded at 100% of the cost.

  • Make the order with the item numbers, sizes, colors, and other information and pass the order/invoice to the CFO and we will pay and place the order.
    • Apparel must include club/organization logo and something that identifies with the David Eccles School of Business
    • Examples: shirts, jackets, hoodies, hats

ECCLES CLUB FUNDING CANNOT BE UTILIZED FOR THE FOLLOWING ITEMS:

  • Travel (there is a separate travel request process for groups and individuals through the BLinc College Student Council)
  • Tuition and Scholarships
  • Alcoholic Beverages
  • Weapons
  • Entertainment Expenses at Conferences
  • Graduation, Graduation Party or Gifts
  • Cash Awards or Gift Cards

Contact:
Anthony Do (Chief Marketing Officer)

Marketing Services provides by BLinc:

  • Logo Creation
  • Flyer/Poster Creation
  • Banners
  • Social Media
  • Newsletter Distribution
  • TV’s, Web Hero, Event Calendar Distribution

Marketing Request Forms:

Contact:
Diana Nguyen (Chief of Events and Trainings)

Event Services provided by BLinc:

  • Event Form Submission
  • Event Design
  • Event Promotion (Alongside BLinc Marketing)

Event Resource Forms:

Start a Student Club

If you want to start and/or register a new student group, please follow the instructions on this page to get started. To make changes to an existing group, visit Campus Connect.

Adapted from the Associated Students of the University of Utah.

Registering a student group allows your group to be searched for and seen by any potential members who want to join. It also allows you access to free funding, free tabling events, and reduced-cost advertising.  Here are just a few examples of the opportunities that come with registering your student group:

Reduced Rates

Use of the following areas for meetings and events at free or reduced rates:

  1. A. Ray Olpin University Union
  2. University Classroom Space
  3. Schedule Events
  4. Marriott Library Space
  5. Print and Mail Services

Campus Events

Participation in campus-wide events, including PlazaFest, Crimson Nights, and Homecoming.  Also, the ability to promote events on both the campus-wide University of Utah Events Calendar and the Community Events Calendar.

Community

Inclusion in the ASUU student group listing.

Marketing and Apparel

Custom U Apparel – Create Utah t-shirts and more using this U of U approved apparel site

Additional Resources

Consultation from ASUU Staff Members who can assist with organizational issues, conflict management, risk management, taxes, budget development, student group policy, and University policy.

Required Information to Begin the Registration Process:

You will need to have the following information in order to start your new student group:

In order to receive Eccles Club/Organization funding, clubs must:

  • Be registered on Campus Connect, and have a complete/up-to-date profile
  • Attend leadership training in August
  • Have at least one representative at monthly network meetings

Classification: You will need to know which type of group you are going to start. There are two types of groups, a student group, and a SAC. A SAC is graduate or undergraduate students that are affiliated with an academic department. Their activities include, but are not limited to, student evaluations, and/or direct student participation in RPT and/or Tenured Faculty Review. A Student Group must have a minimum of three fee-paying students and a constitution. The type of student groups that are created can be anything from social to academic.

Members: Your student group must have at least three members listed on its roster to become an active group. It is wise to add all of your current members to the group roster when registering. Please note, that by university policy your membership requirements cannot target or discriminate against a specific population.

Contact Information: You will want to make sure that all the contact information for the group is active and up-to-date so that potential members and other interested people can contact the group.

Administrators: When adding members to the group’s roster, you will be asked to list them as an active member or as a group administrator. Members that are listed as a group administrator have administrative privileges that allow them to add, remove, or edit group information, settings, and membership. Active members will only be able to access and view the group’s profile. You will need to decide how many group administrators you want your group to have. Generally, members that have administrative privileges consist of the group’s officers.

Descriptions, Purpose, and Membership Requirements: You will need to provide a brief description of your group so that when other people view your group’s profile they will be able to know everything they need about your group. You will also be asked to answer the following questions:

  1. What is the name of the student group?
  2. What is the purpose of the group?
  3. Who is eligible for membership in your group?

Group Constitution: Every student group must have a Constitution. The constitution must state the name of the group, a description of the group, and who is eligible for membership. A constitution is a great way to provide structure for your group and to outline how your group will function. Along with the required information in the constitution, it is recommended that your group’s constitution state how leadership in the group will work as well as how that leadership will be determined. Click here to learn how to write a Constitution.

Bank Accounts: Student Organizations are prohibited from establishing bank accounts using the University of Utah’s name, seal, and/or taxpayer-identification numbers. (see Banking Policy 3-051)

Once you have all of the required information, visit the Campus Connect page to log in and get started.

  1. Go to Campus Connect
  1. Log in with your uNID and Password
  1. Once logged in, you can click on the University of Utah tab in the top left corner.
  1. Then click on ‘Browse Organizations.’
  1. Then click on ‘Register New Organization.’ (green tab)
  1. Click the ‘Student Life’ Umbrella or if you are a group in the David Eccles School of Business, please click on the ‘David Eccles School of Business’ Umbrella.
  2. When naming your group please keep the following in mind: Group Name: It is very important to pick an informative student group name that allows other students to understand what your group is. Student groups CANNOT use the University of Utah names or trademarks explicitly or implicitly without proper permission. The name, symbols, and logos of your group MAY contain “at the U of U”, “@ U of U”, “at the University of Utah”, “@ University of Utah”, and “@ Utah.” Supplemental logos displaying this information are available for download upon request. Please note that all logos must be approved prior to use.
  3. As part of the process, you will need to include at least 3 members, their Unids, and emails to your roster. You can add more members later once your group is activated by clicking the people tab and clicking the ‘Invite People’ link.
  4. You will also need to upload a group constitution. Your group constitution does not need to belong or detailed, it simply needs to address some important points, 1.) Your group name, which should be consistent with what you register it as on OrgSync. 2.) Your group’s purpose. 3.) Membership details and requirements. The requirement here is that your group must be inclusive. 4.) It is good to outline your system of leadership in your constitution as well. I have attached a template of a sample constitution to this email, to give you a good idea on how to create your group constitution.
  5. Once your group portal registration is approved, you can add more files or documents to your group portal. To add files or documents, in your group portal, there will be a series of tabs up towards the top: ‘Home’ ‘People’ ‘Events’ ‘Files’ ‘Forms’ ‘News’ ‘More.’ Click on the ‘Files’ tab and then upload your constitution.
  6. To add members to your group’s roster, on your home portal page, you’ll see the following tabs: ‘Home’ ‘People’ ‘Events’ ‘Files’ ‘Forms’ ‘News’ ‘More.’ Click on the ‘People’ tab, and then click ‘Invite People’ then add the individual by entering in their email on the form, then select the ‘Invitee Group’ category that they will be in (i.e. Administrators, Members, Officers), then click Submit. This will send them an email that they will have to confirm.
  7. In order to receive Eccles Club/Organization funding, clubs must:
    • Be registered on Campus Connect, and have a complete/up-to-date profile
    • Attend Student Org Leader training in August & January
    • Attend Eccles Student Org Leader Lunch w/Dean
    • Attend BLinc’s Business Student Council Meetings
    • Table at Spring into Business
    • Attend Eccles Student Leadership Celebration

Group Name: It is very important to pick an informative student group name that allows other students to understand what your group is. Student groups CANNOT use the University of Utah names or trademarks explicitly or implicitly without proper permission. The name, symbols, and logos of your group MAY contain “at the U of U”, “@ U of U”, “at the University of Utah”, “@ University of Utah”, and “@ Utah.” Supplemental logos displaying this information are available for download upon request. Please note that all logos must be approved prior to use. See supplemental logo samples below: @UtahLogoSetDownload @Utah Logo Set

The name, symbols, and logos of your group CANNOT include the use of registered University trademarks, including:

THE UNIVERSITY OF UTAH; UTAH; RUNNIN’ UTES; UTES; official block letter “U”; UU; U of U; Lady Utes; ASUU; Swoop; Block U with medical caduceus; Circle and feather; The Muss; The School Seal; The School Medallion. 

For further information about trademarks and licensing policies click here.

What is the Initial Registration and the Annual Renewal Process?

Initial Registration: The initial process of registering a new student organization under ASUU.

Annual Renewal: The reoccurring or annual reactivation process of a student organization that will happen year to year from April to May for the next upcoming academic school year.

Both processes have similar requirements to be an active student organization, but the steps will look a little different. All student organizations that are not registered through ASUU at the University of Utah will go through the Initial Registration. Each year after Initial Registration, they will go through an Annual Renewal Process to update the student organization information, documentation, and officer information for the upcoming year. These steps will look a little different and will require authorization and changes in administrators of their student organization portal.

Who are the “administrators” of the student organization portal on OrgSync?

The “administrator(s)” will be the people that will be in charge of their student organization portal. This permission will be given to the officers of the student organization through Initial Registration. After Initial Registration, this access can be passed down or transitioned in three different ways: (1) Previous officers can provide access by completing the renewal form themselves and adding all the information for the incoming leadership, (2) Previous officers can add at least one of the new officers to complete the renewal form themselves, and (3) student organizations that have an advisor can have them oversee this transition, whether they update the information themselves by completing the renewal form or providing the access for one student to complete the renewal form.

Why should I register or renew my student organization with ASUU?

Benefits within ASUU

  • All registered student organizations are eligible to apply for ASUU funding and to participate in Fall/Spring PlazaFest, which is a tabling fair for student organizations.

Leadership Building

  • Student organizations will have specific required officer training, as well as other available opportunities to build leadership skills.

Community Building

  • There are over 600+ ASUU student organizations at the University of Utah, so becoming a registered student organization immerses you into the broader university community.
  • Starting a student group allows you to work in a team with similar goals and values.

Prepare You for Future Career

  • More and more students are graduating college each year, what is going to make you stand out? Through your experiences within student organizations and the leadership skills you gain, it will allow you to market yourself in ways that impress employer’s post-graduation.

How do I know my student organization needs to be renewed?

Every year there will be a date set where student portals will automatically expire. Expired means student organizations will need to update their required information and documents through the Annual Renewal Process. A message should be sent to all administrators of their student organization portals, informing them of this change. Also, if you access the portal after this date there should be an orange banner indicating that the student organization is expired and needs to go through the Annual Renewal Process.

What happens after the deadline for Annual Renewal?

Student organizations that do not meet the Annual Renewal Process deadline do not mean they cannot renew after that date, it means you will not be given priority to be considered for upcoming opportunities that academic year until your form is approved. Depending on how far from the deadline you apply will determine what opportunities your student organization is eligible for or not.

 Why should I attend an Informational Orientation?

During the orientation we will cover information on Initial Registration and Annual Renewal, which includes the requirements, the information needed and steps to complete these processes. We will also talk about student organization and university policies. We will also inform you of the benefits of being an ASUU registered student organization.

What is ORGSYNC?

OrgSync is the online system we use to register student organizations. This is where partners across campus provide forms for a specific group of student organizations. As a registered student organization, on OrgSync you are provided a portal which is a beneficial resource for your group. This portal provides space to create forms, upload documents, be a central form of communication, monitor membership, and the list goes on.

What are the requirements for registration and Renewal?

The current requirements for registration and renewal of student organizations are the following:

  • Basic Student Organization Information
  • Position Information
  • Updated constitution for the upcoming year
  • Logo for approval (if applicable)
  • Advisor Information (if applicable)

Each year in an effort to maintain our student groups on campus, and to ensure that we know which groups are still functioning and active, we will begin deactivating student groups as per student group policy asuu.utah.edu/reactivate-group. ASUU Student Groups only remain active for one year after the initial registration.  After a student group has been active for a full year it will be automatically deactivated and no longer appear in the student group website.