Activities | Student Org & Advisor Handbook

Student Organization & Advisor Handbook

SERVICES AND RESOURCES FOR STUDENT ORGANIZATIONS

Content: Alumni Relations | Bear Bucks | Co-Curricular Transcripts | Display Cases | Diver Authorization | Duplicating Services | Fleet Vehicles | Lodging Accomodations | Mail | Media Services | Parking | Phones | Poster Room | Pro Image Posters | Raffle Tickets | Space Reservations | Telephone | Ticketing Services

Alumni Relations return to top
The UW-Parkside Alumni Relations office is a resource for networking with previous member of your organization for events and fundraising. They are also a good resource for connecting with members of our local community who may be able to assist with your organization’s goals.

Bear Bucks Account return to top
The Bear Bucks account is a convenient way to make purchases on campus. This account can be set up for your organization from Private Account monies and would be a debit account in which you can spend money on organization related items such as: copying services, vending and services available at the Information Center. If money is deposited from segregated fee accounts then the organization may use the card for copying only.

Co-Curricular Transcripts return to top
What Is It?
Are you really involved here at UW-Parkside? Do you attend so many meetings and participate in so many activities; you can't keep track of them all the time? Well, the Co-curricular Transcript is your opportunity to create a personalized record of these activities. Similar to a Registrar's academic transcript, this resource lists all of your "extra" curricular activities during your time here at UW-Parkside. Participation in various organizations, leadership positions, community service, honors/awards and other educational development activities can all be included.
The Student Activities office maintains the Co-Curricular Transcript. This transcript enables you to:

• Chart your developmental growth through college experiences
• Validate your co-curricular activities
• Complement your academic transcript
• Document and chart career path experiences
• Support scholarship and award applications.

Why Should I Want One?
Through involvement in co-curricular experiences, you gain transferable skills that can be applied to many areas outside of the college setting. As a verifiable college document, the Co-curricular Transcript can be used to support your search for summer employment, internships, graduate school, or a job after you graduate. Creating your Co-curricular Transcript should be an on-going process during your years at UW-Parkside. If you begin your Co-Curricular Transcript your first semester at UW-Parkside it will provide a more complete record of your involvement and development as a college student.

What type of activities should be submitted?

The Co-curricular Transcript has various categories:
Leadership Activities: Includes any leadership role in an organization, activities, or program of any duration, i.e. organization officer, committee member, athletic team captain, etc.

Honors, Awards, Recognition: Includes any type of formal recognition bestowed on you individually or as part of a group such as Founder's Day, senior awards, NCAA recognition, scholarships, etc.

Membership: Includes membership in any organization, activity, athletic team, or program that requires sustained participation.

Off Campus Activities: Includes volunteerism and participation in activities in the community.

How Do I Get Started?
It’s easy to start a Co-curricular Transcript! Stop by the Student Activities Office, Union 209, for a form. Complete this form and submit it at the Activities Office. Once the information is entered, you will receive an initial copy as a confirmation.

How Do I keep the Information on my Co-curricular Transcript current?
Whenever you have information to update or add, complete another form in the Student Activities Office. We recommend that you do this at the end of each semester, so your Co-curricular Transcript is always current.

What if I need a copy of my Co-curricular Transcript?
You can request a copy of your Co-curricular Transcript from the Student Activities Office with the same form you started with. The Co-curricular Transcript will be printed and embossed with the University seal. You will be emailed when your copy is ready to be picked up in the Activities Office. Please allow four working days to process the request.

How long after graduation will my Co-curricular Transcript be available?
Your Co-curricular Transcript will be available for two years following your graduation from UW-Parkside. We do, however, recommend that you always keep a copy for your files.

Display Cases return to top
Two trophy display cases located by the Womyn’s Center in Wyllie Hall are available to student organizations to promote themselves or an event. Display cases can be reserved for up to two weeks based upon availability through the Student Activities office.

Driver Authorization return to top
Risk Management must authorize all drivers of University fleet and state contract vehicles every year. As of July 2002, 15-passenger vans are not available for student organization use.
A Driver Authorization is valid July 1 through June 30 of the following year. Students must be authorized annually.

Duplicating Services return to top
Duplicating Services provides a variety of printing services. Student organizations are responsible for all duplicating costs. Student organizations that do not receive any segregated fee funding must make arrangements to pay for the services at the time of placing the order.

Duplicating will require a completed Job Requisition form for any duplicating job requested by organizations on campus. This form will need to have the chargeback number and the signature of an Activities Office staff member at the time of submission.

Fleet Vehicles return to top
Fleet vehicles may be used for club related activities with appropriate authorization. Use is based on availability.

A Request for University or Rental Vehicle form must be completed and returned to Student Activities. The Student Activities office will reserve the vehicle once all paperwork, including driver authorization and spending authority, is in place.

Lodging Accommodations return to top
Based on availability, lodging for individual guest presenters and artists may be available at the Ranger Hall guest suite. Rates and other information regarding the accommodations may be obtained from the Office of Residence Life at 595-2320.

The Student Activities office can assist you with making lodging accommodations for either guest presenters, artists or for organization-related travel.

Mail Room / Postal Services return to top
The University postal service may be used by organizations that need to send organization-related business items off campus. All regular fees apply and are the responsibility of the organization.

Mailboxes
Each student organization (and other organizations with special permission) receives a mailbox located in Parkside Student Center L2 lobby outside the elevator.
To receive off-campus paper mail, organization addresses must be addressed as follows:

Organization Name, Union 209
UW-Parkside
900 Wood Road, Box 2000
Kenosha WI 53141-2000

Packages sent to the University should delete ‘Box 2000’ and use 53144 as the zip code.

Organizations receiving mail that is larger than their box will be held in the Student Activities office. A note will be placed in the organizations mail notifying of packages needing to be picked up.

On-campus mail may be sent via interdepartmental envelopes and addressed as follows:

Organization Name
Union 209

Any mail received that appears to be confidential or important in nature will be held in the Student Activities office. Notification for pickup will be place in the organization’s mailbox.

Media Services return to top
Media Services offers a wide range of services for student organizations including: copying, transparencies, technical equipment, graphic design, color copies, laminating, and publicity enlarging services.

Student organizations are responsible for all costs.

Parking return to top
When student organizations have guest speakers on campus, they may request special visitor parking for the speakers. Contact the Student Activities office for assistance in obtaining parking permits.

Phones return to top
Student organizations that do not have an office with a phone are allowed to place organization-related business calls from the Student Activities Office. SOC-member organizations may use the Student Organizations Council’s office phone.

Student organizations that do have an office with a phone must follow the University’s phone policy. Monthly call-usage is reviewed by the Student Activities Office for appropriate usage times, call length, and call location.

Personal calls should be made from public phones or using a phone/calling card.

Poster Room return to top
1. A fee of $10.00 per club/organization will be charged at the beginning of each semester. Organizations will need to complete Student Org Copy Card Request form (located in Club Resource Center) with the Student Activities Office to process payment.
2. To gain access to the Poster Room, the organization may take the authorized “yellow” copy of the copy card request form to the Ranger Card office. The student organization Ranger Card will be activated and will need to be used to swipe the card reader on the Post Room door in The Den.
3. Individuals using the Poster Room will be accountable for use of the room, materials and other individuals in this space. Any damage or misuse will be the responsibility of the organization and may result in monetary charges and/or revocation of Poster Room privileges.
4. If room and/or its supplies are in poor condition or lost the Building Manager will report it to Student Activities Office, Union 209 for proper action or fine.
1st offense: Violating club/organization will receive warning (and may be asked to clean mess under supervision of Union 209 staff or pay for damages).
2nd offense: Violating club/organization they represent will lose Poster Room privileges for at least the remainder of the semester.
5. Promotion authorizations are done at the Student Activities office, Union 209. Promotion will be date stamped for three weeks from date. Promotion needs to include: title, date, time, place and sponsorship. Always remember to check spelling!
6. A complete copy of the Posting Promotional Material policy is located at www.uwp.edu/cwis/admin/policy32

Pro Image Posters return to top
Student organizations may have large one-color posters made at the Student Activities office on the Pro Image printer. The printer allows you to create large 23” x 31” newsprint posters in a variety of colors for a subsidized cost.

Drop a copy of your publicity off at the Student Activities office and we will print posters within four hours.

Raffle Tickets return to top
Information on holding raffles may be obtained from the Student Activities office. The Student Organizations Council purchases two state raffle licenses each year for student organization fundraising. To defray the cost of the following year’s state raffle licenses, student organizations clearing more than two dollars profit on their raffles must deposit two dollars into the SOC private account.

The Ranger Card office will print tickets used for raffles (see Ticketing Services for more information).

Space Reservations return to top
Student organizations can reserve space on campus for meetings and events, which may include special setups and technical equipment. Organizations are responsible for all costs incurred on a reservation.

Organizations should submit a Room Request form as soon as planning begins, and no later than fifteen (15) days prior to the event, to the Campus Reservations office, D1 level of the Parkside Student Center.

A complete copy of the Reservations Policy can be found on the UW-Parkside website at www.uwp.edu/admin/union.

Vending Policy: As of July 1, 2000 the campus adopted a new policy that credit, telecom and Internet services information cannot be distributed on campus, nor can representatives purchase a table for vending. All vendors must be sponsored by student organizations or campus departments, and pertain to the mission of said organization.

Telephone return to top
Student organizations needing to place both local and long distance telephone calls may do so by making arrangements with the Student Activities office. Calls must be related to the organization and completed by an appropriate organization member.

Ticketing Services return to top
Event and raffle tickets, along with ticket management services are available to student organizations at a subsidized rate with a maximum of 200 tickets printed at one time (but you can order less or have more tickets printed if you run out). Organizations needing tickets should complete a Ticket Service Requisition form and turn it in to either the Student Activities office or the Ranger Card office, D1 level of the Parkside Student Center.

Tickets will be sold at the Ranger Card office for your event and money will be deposited into either the student organization’s segregated fee or private account. All charges for services will be applied accordingly.