Wisconsin School of Business, University of Wisconsin-Madison

Student Organization Leaders

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Getting started and leader expectations
Logistics & Resources - Fleet vehicles, reserving rooms, etc.
Marketing - getting a website, list serves, Grainger kiosks and more
Alcohol - recommendations regarding student org events
Finances - grants, managing finances

Getting started & leader expectations

All School of Business student organizations must register with the UW Student Organization Office each Fall. You must also attend an orientation session (SOLO) each fall. The dates are listed below. If you are unable to make the dates please contact Shannon Elliott.

Expectation for all undergraduate School of Business student orgs

Guidelines for potential new undergraduate School of Business student orgs

Logistics & Resources

Fleet vehicles - School of Business student organizations can use fleet vehicles for events that are in alignment with the mission of the School of Business (i.e. attending a conference). Click on link for more information.

Mail & Photocopies - Student organizations are responsible for their own mail and photocopy expenses. The Grainger Hall Copy Center provides most copying services. Copy cards or services can be paid for in the Center on the first floor.

Reserving Rooms - When using campus rooms remember to clean up and straighten up the room when you are finished.

Grainger Hall - Contact Conference Services to reserve rooms in Grainger Hall. The Blue Chip Deli is the only space in Grainger where student orgs can bring in outside food. When using other rooms food must be order through Conference Services. Please read guidelines for working with Conference Services.
The rest of Campus - Contact Central Reservations to reserve rooms in the Union and many other areas on campus. There are limitations about food throughout campus. Talk with Central Reservations to clarify what is allowed in each space.

Marketing

List serves - Contact Shannon Elliott if you would like an email list serve(s) for your organization. Email list serves are a great way to communicate via email to your organization. They are simple to set up and at least one person in the organization will have access to edit it and make changes. They can be set up so that only the administrator can email the group or as discussion lists where all members can contribute. To avoid spam groups typically set them up so that non-members cannot contribute.

Websites - DoIT offers free web space for all UW Student Organizations. Websites are a great tool for getting the word out about your group as well as keeping your members updated with contact info, events, etc. It is important that your website appears professional, is updated regularly, and is easy to navigate. Students can also take free classes through DoIT to learn how to create web pages. It is recommended that at least two people from the organization have access to make updates to the website.

Posting Flyers - When posting flyers please only post them on approved locations (i.e. bulletin boards, kiosks). Do not tape flyers to the ground around campus (Physical Plant may charge you a removal fee), in the bathrooms or on the walls on buildings. Most student orgs have a bulletin board on the first floor by classroom 1220-1240 where you can advertise your events.

Student Org Mailboxes - All School of Business Student Orgs have mailboxes in 1200 Grainger Hall.

Chalking - Chalking is a very effective way to communicate about your events. You may only chalk on horizontal surfaces that will receive rain (i.e. the ground). Do not chalk on vertical surfaces (i.e. walls) or use spray chalk. Physical Plant may charge you a fee if you misuse chalk.

Undergrad Business Update (UBU) - The Undergraduate Business Update (UBU) is brought to you by the Undergraduate Programs Office. This update is sent around the 1st and the 15th of each month. UBU exists as a means to provide undergraduate Business and Pre-Business students with relevant information and updates. Submissions should be sent to Shannon Elliott with the subject heading of "UBU Submission". Items need to be received 3 business days prior to being published.

Campus Events Web Page - Today @ UW Sumbit an event at http://www.today.wisc.edu/submit/

Alcohol - Recommendations regarding alcohol at student org events

The UBLC Advisory Committee has compiled a list of recommendations for undergraduate School of Business (SoB) student organizations regarding the role of alcohol at various functions. We expect students, especially the leaders of the student organizations, to monitor their own actions and use their best judgment in planning and attending student organization events. The actions of each organization will determine the need for future policies relating to alcohol. Additionally, actions outside of these recommendations could impact the funding specific organizations receive from the SoB.

Recommendations:

Avoid sponsoring events that are only limited to those 21 and older. Sponsoring events that are limited to those who are 21+ inhibits the creation of an inclusive community where members under 21 can participate. It also turns the focus of the event to drinking instead of on the topic of the student organization. Many students, both over and under 21, have expressed their discomfort with events focusing on alcohol.
Student organizations should not spend funds on alcohol. If alcohol is going to be involved those people who are drinking should pay for it with their own money. There are many other ways to spend the organization’s money (i.e. sending students to conferences or workshops related to the mission of your group and donations to charity organizations). Alternatively, you could lower the membership fees and make the organization more accessible to students. The spending habits of the organization will be taken into consideration when reviewing application for funds from the SoB.
Avoid fundraisers involving alcohol, including cup night at local bars. There are many types of fundraisers student organizations can participate in. Be creative! Try something new! Do something that is inclusive and will reflect positively on the organization.
Avoid drinking games, including keg races, pitcher races, etc.
Several SoB student organizations do not have alcohol at any of their events due to the standards of their national organization or because the group decided it was not appropriate for the mission of a SoB student organization.
If you are going to drink during a student organization event use your best judgment. If you are unsure if something is appropriate imagine how it will look to the UW Chancellor when it is on the front page of the newspaper. Will you be embarrassed? How will it reflect upon the School of Business and the University of Wisconsin? How will it reflect upon your organization?

Finances

Finances are always a big concern for student organizations, from figuring out how to get more money to how to manage it well. Below are some guidelines and resources to help you.

Student Organization Handbook - This handbook has some great advice regarding banking practices for student orgs, fundraising, and tax information. Embezzlement has been a problem in student organizations in the past and there are ways you can set up your finances to make sure you have sound financial practices to avoid losing your money, yet maintaining your autonomy.

Donations - Many student organizations receive donations from sponsoring business organizations or individuals. Maintaining positive relations with donors is important therefore be sure to follow all laws and University guidelines regarding donations. Most student organizations do not have tax-exempt 501(c)(3) status, therefore all donations must go through the University in order for the donor to get tax credit for the donation. The donor should make the check out to UW Madison and put the student organization name in the memo portion of the check. Checks should be given to Amy Climer for deposit in the School of Business student organization account. The funds will be earmarked for your use. To spend the money you need to talk with Amy Climer. Once you receive the donation from the donor write them a thank you note letting them know how much the funds have helped the club. When talking with donors avoid telling them their donation is tax-exempt since you do not know their tax situation. Instead say that the donation is tax-exempt to the fullest extent of the law. While this is a minor distinction it can prevent unnecessary confusion in some instances.

Financial Summary (PDF)- This form should be submitted to Shannon Elliott at the end of each semester.

Budget Template - You can use this as a guide to help you develop a budget for your organization. Budgets must be turned in to Shannon Elliott by September 30 of each year. It is important to write a budget for the entire academic year so you can plan ahead and manage your money wisely. If you need help - just ask!

Fundraising

Student organizations are always looking for new fundraising ideas. There are many options. Some options require groups to get permission from various authorities. If you are unsure about something ,just ask. Below are several resources for fundraising.

Fundraising info from the Student Org Office includes guidelines, frequently asked questions, and information about holding fundraising events on campus

One idea that has been very successful for many student orgs is to have the same event year after year. If you can repeat the event each year the organization will learn from each experience and do a better job each time. Additionally, people will start to expect the event from you and will look forward to it each year. Some groups find it is easier for members to put their energy into one large event rather than several small events throughout the year.

Raffles - Some groups have been successful with raffles, especially if they've been able to get large items donated. There are several state laws regarding raffles and it is important that you follow all the federal, state, and local laws before attempting a raffle. Details can be found in the SOO handbook. If the raffle will be held in Grainger Hall you must also get permission from Conference Services.

Grants

There are many grants available for student organizations. It is important to read the guidelines carefully and pay close attention to deadlines. Just remember it never hurts to apply!

UBLC Grants - UBLC offers grants to School of Business undergraduate student organizations each fall. Organizations in good standing are welcome to apply. Grants are generally less than $500.

ASM grants - ASM offers grants for travel, events, operations and more. Every year they give out thousands of dollars to student organizations.

MCC Grants - The Multicultural Council co-sponsors programs that enhance campus awareness of diversity. The deadline is 30-60 days before the program and the typical grant is between $50-$7,000.

WASB Mini-Grants - Wisconsin Alumni Student Board offers grants to fund late night (9pm - 2am), alcohol-free, soial, and/or recreational projects.

WUD Grants & Co-sponsorship - Wisconsin Union Directorate is the programming board for the Wisconsin Union. WUD offers event co-sponsorship and late-night funding.

VCSA/ODOS Grants (PDF) - The Vice-Chancellor for Student Affairs and the Office of the Dean of Students offers grants for student organizations sponsoring free, educational events open to all of campus.

UHS Collaboration Grants - University Health Services offers $100-$300 grants for programs or activities involving two or more student organizations working together.

University Lectures Committee - Financial assistance for bring lecturers of national or international stature to campus. Subjects of interest to upper level undergraduates or graduates will be considered.

Grants Information Center - Located on the second floor of the Memorial Library, the Grants Info Center is an enormous collection of resources and grants available for student organizations and others. Talk with a librarian to get started and plan to spend a fair amount of time researching various options for your organization.