Section Three: Running your Student Organization

OrgSync is an online student organization management tool that assists student organizations in their daily operations, financials, communications, and web presence. This tool is also helpful for students, faculty and staff, and the UB community to see what is happening on campus and interact with student organizations all in one area.

Student Organizations are required to use OrgSync for:

  • Student Organization Registration
  • Maintaining updated officer information via their OrgSync profile
  • Submitting budget requests
  • Managing financials
  • Managing and registering events

OrgSync may also be used for:

  • Elections
  • Communicating with your members
  • Maintaining important organization files
  • Creating and maintaining a website
  • Maintaining a calendar of events including RSVPs and evaluations
  • And more!

For more detailed information about how to use OrgSync visit the CSI OrgSync webpage that houses many tutorials and helpful links at http://csi.orgsync.com/Training_Tutorials. The OrgSync Help Desk is also a valuable tool in utilizing OrgSync.  Please visit https://help.orgsync.com/hc/en-us


Please visit here for OrgSync Tools.

 

Table of Contents


Mail Services

Mailboxes

Fax Machine

Telephone Services

E-mail

Public Relations/University Relations

UB Logo Use and Reproduction

Poster Displays

Digital Advertising: UB Calendar, Daily Digest, and Digital Signage

Sidewalk Chalking

Chalking Policy

Student/Student Organization Flyer Guidelines

Bulletin Board Locations

Orgsync Webpages

Social Media

Movie & Film Copyright

Student Organization Suite

Locker Rentals and Use

Equipment Management

Officer Transition

 

Mail Services


Postage for organizational related activities is paid for by the Student Government Administrative account, not the individual organization. Mailings over 200 pieces must be sent by bulk rate and sent three weeks prior to desire receipt date. Mailings must be sorted by zip code in numeric order. Label request may be made through CSI. CSI reserves the right to refuse to process mailings not abiding by the above regulations.

For specific information and specifications needed to mail an item, please contact CSI.

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Mailboxes


Each student organization is assigned a mailbox within the CSI Office. These mailboxes are used to hold paper communications, forms, and mail received for each organization. To access and collect the materials, the President or Treasurer may stop by the front desk of CSI. Materials will only be distributed to those officers who are authorized to do so. The President and Treasurer will be automatically placed into this role unless written permission is received from the President to change permissions.   

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Fax Machine


A fax machine is available within CSI for all registered student organizations to send faxes free of charge (no international faxes). To send a fax, please see the CSI Front Desk Attendant.

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Telephone Services


A local telephone line is available to all registered student organizations in CSI. Arrangements can be made for a limited number of club related long distance calls. Contact the Student Activities Coordinator for more information.

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E-Mail


Organizations can set up an ubalt.edu email account. Usually the email is OrgName@ubalt.edu, for additional information; contact the Student Activities Coordinator.  Complete the email request form on OrgSync under the forms tab if Student Organizations want to request an email.

Organizations are discouraged from setting up external email accounts (Yahoo, Gmail, MSN, etc.). These accounts are not supported by the Office of Technology Services, which makes resetting a password and assigning access very difficult.

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Public Relations/University Relations


The University Relations Office is responsible for the University's public relations and image.  The staff produces news releases, serves as the contact for the local media and works with publications that reach not only the UB community, but also the Baltimore metropolitan area as a whole.

If your organization would like help using the resources provided by University Relations to promote a major event or program, please contact CSI for assistance.

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UB Logo Use and Reproduction


Student Organizations should follow the UB Style Guide, which outlines appropriate use of UB graphics and logos. The Style Guide is available online at http://www.ubalt.edu/about-ub/offices-and-services/marketing-and-creative-services/resources/style-guide/web-style-guide.cfm

If you need the University of Baltimore logo, please do not copy it from another document or online. Contact a staff member in CSI who can provide you the appropriate file that you need.

A student organization may state that it is a part of and its members attend the University of Baltimore, and may identify themselves as “Insert Org of the University of Baltimore” or “UB Insert Org” However, when listed on OrgSync, the UB or University of Baltimore may be dropped to help ease the navigation of the organization directory.

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Poster Displays


Please keep in mind that CSI does not have easels for organizations to borrow; make sure you have the correct equipment before you purchase a poster.  In the Student Center, each organization may only have one poster per building for one week (5 business days), or until the event is over. All posters on display must be on a foam core (foam board) - which can be purchased through CopyCat. Any poster not meeting these regulations will be removed and disposed of.

For academic buildings please contact that buildings Deans Office for their specific posting policy. 

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Digital Advertising: UB Calendar, Daily Digest and Digital Signage


Posting your event on the UB calendar, Daily Digest, and Digital Signage are essential parts of a good publicity plan.

Digital advertising is highly visible to both the UB community and visitors to our campus. We aim to provide correct and timely information through these mediums. Submitted art and information should be thoroughly proofread and compliant with the University of Baltimore Graphics Standard and Editorial Style Guide. Events submitted with obvious or excessive errors will be returned for revisions.

UB Calendar and Daily Digest

For an event to be listed on these resources, you must first create an event in OrgSync and select the resource where you would like your event to post. Digital advertising requests for the Daily Digest, Event Calendar, and the Digital Signage displays must be submitted at least 14 days prior to the event date. Any requests submitted after 14 days prior to the event will posted at the discretion of the Student Center Operations and CSI staff. Posts are limited to 3000 characters.

 

Events posted solely on the UB Calendar will automatically post to the ‘Events’ section of the Daily Digest. No meetings will be added directly to the Daily Digest, they will only be added to the calendar; the only exceptions are first meetings of the semester and initial startup meetings.

Daily Digest requests will show up the day before and the day of an event in the "Announcements" section of the Daily Digest. Event Calendar requests will show up the day before and the day of an event in the "Upcoming Events" section of the Daily Digest. Digital Signage requests will show up on the displays installed in the Game Room, Student Center Lobby, Student Center Operations Room, Student Organization Work Area, and the CSI office.

Digital Signage

Student Organizations are responsible for designing their own digital signage that meets the requirements of the individual posting area.  Please visit the below website or contact the below personnel to find out the specific requirements. Digital Signage requests can be submitted to the following areas:

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Sidewalk Chalking


Water-soluble sidewalk chalk can be a great and unique way for organizations to highlight their upcoming event and artistic skills. The use of sidewalk chalk is permitted only on the bricks in front of the Student Center (no closer than 4 feet from the doors) and along the cement divider on Gordon Plaza (it is not permitted on the brick) for five (5) days, and must be cleaned immediately following the fifth day. This means chalk cannot be used on walls, fences, roads, statues, or surfaces other in front of the Student Center or the cement dividers on Gordon Plaza. Before making a request to use sidewalk chalk, make sure you know and understand the Chalking Policies found below.

To request permission to use sidewalk chalk please send an email to the Student Activities Coordinator at studentorgs@ubalt.edu with the following information:

  • Organization’s name
  • Reason for chalking
  • Dates chalk is to be used
  • Location of chalking
  • General design for chalk


Chalking Policy

  • Sidewalk chalk is only permitted to be used on the bricks in front of the student center at least four (4) feet away from the entry door and along the cement divider on Gordon Plaza (it is not permitted on the brick).
  • Organizations are allowed to use chalk for up to five (5) days prior to and including their event,
  • All chalk must be cleaned off immediately following the event, or on the fifth day.
  • Organizations may only use sidewalk chalk to advertise an event that is open to the campus as a whole.
  • Approval must be gained from CSI at least 5 business days prior to the use of chalk. All requests may be submitted by emailing studentorgs@ubalt.edu, and must include an outline of the message to be displayed.
  • Chalking is prohibited on all structures and vertical surfaces, including buildings, walls, signs, benches, lampposts, poles, columns, and trees.
  • All chalk must be water-soluble, and easily removed with water.
  • Each use of sidewalk chalk must bear the name of the sponsoring organization and must be written legibly.
  • Overwriting, erasing, defacing, or altering the chalking made by another person or organization is prohibited.
  • The content of the chalking must adhere to University policies, including but not limited to, the Student Code of Conduct and the Non-Discrimination Policy.

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Student/Student Organization Flyers Guidelines


  • Flyers can only be posted on appropriate bulletin boards as listed below with push pins (tape and staples are not permitted).
  • Please be respectful of other organizations’ materials, and do not move, post over, or take down flyers that are posted on the boards. Flyers may not contain obscenities, defamatory speech, or fighting words used to incite imminent violence or harm.
  • For events involving alcohol please see the alcohol policy.

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Bulletin Board Locations

Academic Center
Flyers are to be placed on unrestricted bulletin boards only.  Banners may be hung in the Academic Center.  Signs may be hung from the ceiling, but may not obstruct major traffic patterns.

Angelos Law School
Flyers are to be placed on unrestricted bulletin boards only.

Business Center
Posting is permitted on the bulletin boards in the student lounge space. 

Langsdale Library – Temporarily Offline
This building is not available during renovations.

Learning Commons
Flyers are to be placed on unrestricted bulletin boards only.

Student Center
Posting is permitted on the bulletin boards only on each floor.  The following locations have bulletin board space: Lower Level, 1st floor, 4th floor SOS area.  

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OrgSync Webpages


OrgSync provides each student organization with a fully functional and dynamic website to help organizations advertise events, connect with students and community members, as well as post information. The website is customizable, through the provided template builder, or through HTML coding. OrgSync provides many helpful tutorials to assist student organizations in building an effective website. To view this and many other helpful tutorials about OrgSync visit http://csi.orgsync.com/Training_Tutorials.

Because OrgSync provides student organizations with a customizable website, external, non-OrgSync websites may not be funded through student fees, but rather need to be funded through revenue generated by the organization or held in an external account.  Organizations are not permitted to use the University’s name, trademark, logos, symbols or slogans on outside, non OrgSync, websites without prior written consent from the University.  The UB Post is exempt from the requirement to obtain prior written consent from the University to use the University’s name, trademark, logos, symbols or slogans, provided that the UB Post make clear that it does not speak on behalf of the University. 

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Social Media


Student Organizations are allowed, without authorization from CSI, to maintain a presence on various social media sites, including Facebook, Twitter, Flickr, Instagram, Blogs, and other social sites/programs. These tools are the sole ownership of the student organization, and it is their responsibility to operate, maintain, and transfer ownership.

Tips for Social Media Use

Although these tools are good forms of communication, you must be cautious in how you use them and the information you display. As a student organization and/or member or officer of an organization, you are viewed as a resource for information; therefore, you must be careful what is written and represented on these outlets. Below you will find some tips for the use of social media.

  • Understand that your profile and presence on social networks represents yourself and your organization(s).
  • Use good judgment when posting content, make sure the post is sending the message you are intending to send.
  • Make sure your post does not include any violation of intellectual property (copy written material), threatening or obscene language, or any reference of illegal substances or activities.
  • Be accurate; make sure the statements you are making are true and factual.
  • If the content is not acceptable for a face-to-face conversation, over the phone, or other medium, consider whether it is appropriate for social media.
  • When posting to social media outlets, be sure you are transparent about your relationship to the organization and University. Make sure readers can distinguish between posts made by you on behalf of your organization and posts that are personal.

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Movie & Film Copyright


Federal copyright law restricts the use of DVDs and streaming for private showings that are not for educational purposes and prohibits their public performance without prior written consent of the holder of the copyright. A public performance includes, but is not limited to, showing a motion picture in a location open to the public; showing a motion picture to a selected group of people gathered in a location not open to the public (i.e. theater or  lounge); or showing a motion picture by broadcast or transmission. Student organizations choosing to publicly show a motion picture in any form (Netflix, YouTube, DVD, Blu-Ray, streaming, etc.) must secure a license from a booking agency. For a list of booking agencies, please see the Student Activities Coordinator. DVDs that are rented or purchased from a retail outlet are for home use only and cannot be shown on campus.

To meet the guidelines that exempt the use of film for educational purposes, the film must be shown as part of a registered course supervised by a teacher in a classroom.  

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Student Organization Suite


The Student Organization Suite on the 4th floor of the Student Center has been designed to provide meeting and work space exclusively to active members.  Only officers will be given access to the space, which is controlled by keycard access. It is intentionally designed as a community space to be shared and to facilitate organizations working together, sharing ideas, building partnerships and friendships. We hope you will use and enjoy this space as much as possible!

 

Access to the suite is controlled by your BeeCard and is provided only to the officers of registered student organizations listed on OrgSync, all others must be let into the space by an officer when the doors are locked. For this reason, it is imperative that membership rosters are kept current. Student Organization Suite access will be updated at the beginning and middle of each semester. Organization members must be accompanied by an officer to gain entrance to the suite. Users are asked to observe guidelines for usage or risk losing Student Organization Suite privileges.

The space includes:

  • Meeting space in SC 402A which is exclusively for registered student organizations and may be reserved through VEMS
  • Meeting / Work Areas
  • Assigned Storage Lockers
  • Computers
  • Printers – which print from your University allotted personal printer pages.

Rules and Regulations

  • Do not prop the access doors open with any object.
  • Clean up after yourself, this includes the work space and meeting room.
  • Respect the equipment in the space. Do not abuse the equipment.
  • Keep noise to a minimum when other student organizations are having meetings in the space.

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Locker Rentals and Use


Obtaining

Student Organization lockers are located in the Student Organization Suite. There are three different sizes of lockers that are allocated on a first-come-first-serve basis. Every semester the usage of lockers is evaluated, and some lockers are re-allocated. The process to obtain a locker is below.

  • Those who currently have lockers will be reevaluated at the end of the academic year.
  • As part of the registration process, existing Student Organizations with lockers will need to submit a locker registration form on OrgSync.
  • Student Organizations without lockers and new Student Organization may request a locker by filling out a New Locker Request Form on OrgSync.
    • If the locker request is approved, a locker will be assigned to the student organization based on their space needs and the space available. Locker codes are pre-assigned by CSI.

Student Organizations that are not sure if they have a locker can email the Student Activities Coordinator at studentorgs@ubalt.edu.

 

Rules and Regulations

  • CSI reserves the right to enter lockers without notice given at any time.
  • No food or beverages including alcoholic beverages of any kind may be housed in the lockers. If food or beverage storage is required, please email studentorgs@ubalt.edu with advanced notice.
  • No illegal substances or explosives of any kind will be allowed in the lockers.
  • No firearms, ammunition or weapons of any sort.
  • No currency will be allowed to be stored in the lockers. All funds must be deposited in the organizations internal account (through CSI) or their external account (if applicable).
  • Student Organizations are assigned a locker for one academic year (two semesters).
  • If a Student Organization who currently has a locker elects to no longer register their locker or have their locker, the Student Activities Coordinator will contact them with a deadline of when to have their items out by.
  • Lockers will be inspected multiple times each semester for food and cleanliness.CSI reserves the rights to change locker assignments, clean lockers, and/or throw away items without notice given to the organization.
  • Lockers may be reassigned, without notice, if CSI believes the organization is not using the locker space.
  • Locker codes will be recoded each year and organizations that register their locker or register for a new locker will be given their new codes after registration.

Failure to complete the form by the designated registration deadline will result in the organization’s removal from the locker.

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Equipment Management


Some organizations operations require the purchase and use of equipment, items such as a camera, sewing machine, etc. Any item that is valued above $500.00 on the date of the purchase must be entered into the Universities Inventory (they will receive a barcoded property sticker) and must be stored in a secure locker. All equipment, regardless of price, must be listed on the organizations inventory control list at the beginning and end of each year, this list can be found at http://csi.orgsync.com/ and will be emailed out during registration and transition periods.

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Officer Transition


Transitioning from outgoing to incoming officers is a vital part in the success of a student organization.   Organizations are encouraged to complete the Transition Packet (found in the Student Organization Resources folder on each OrgSync page) prior to the end of the spring semester.  This packet aids in the transition of officers from year to year.  Students are encouraged to upload their packet for incoming officers and turn the packet into CSI for review, suggestions, etc.  

 

All of the information contained in the packet will be used during the yearly registration process and includes: advisor information, officer information, and access to organization spaces, budget requests, planned events, and much more. Picking up this packet will be the first step of the registration process for returning organizations.


Suggested Steps for Officer Transition

  • Schedule a time to meet with your outgoing officers, incoming officers, and the advisor.
  • Have each position sit together and discuss the duties outlined in the constitution. Make sure to mention any extra duties, or activities that may be asked of them.
  • Walk through the transition packet so that everyone knows the information that is in it.
  • If possible, set up a meeting with CSI to introduce the new officers to the staff, and show them where to pick up the packet during registration.
  • Turn the completed packet into CSI so the organization will not be slowed down during the registration process.
  • If you have any questions, please contact the CSI Student Organization Team by phone: 410.837.5417, or email studentorgs@ubalt.edu.

Elections and Selection

Elections or Selection for student organizations will run in accordance with their constitution.  If student organization have any questions about how to best run their election or selection, please contact the Student Activities Coordinator for assistance. 

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Announcements

2017-18 Funding Requests
The deadline to request a budget from Allocations Board for 2017-18 is May 25 at noon! Training (which is required before submitting a request) is to be completed online this year. Click to access the training now or get info about the training.

Additional resources for developing your budget request can be found on this page.


Need help running your org?
Follow the links under the resources section (to the left) to navigate to the resources pages.

Follow links in the Policies and Procedures Section to review the updated Student Org handbook.

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