Quick Tips

CATERING

HELP IMPROVE YOUR ORGANIZATION'S MEETING ATTENDANCE WITH FOOD AND BEVERAGE!

• Food for all events and meetings needs to be ordered from Catering in accordance with the University contract. Exemptions may be granted upon request. A written warning and/or loss of University recognition may occur upon policy violation.
• Make your room reservation via EMS Web. For The Den, University Ballroom and Main Place contact Reservations at the Student Center Campus Concierge first to make your reservation.
• A copy of the catering reservation confirmation will be sent to Student Engagement & Connection for approval.

If catering is being paid for with Private Account money, then:

• Check the account (before the event) to make sure there is enough money to cover the bill.
• After the event the bill will be sent to Student Engagement & Connection which will process a Check Request from the organization’s Private Account to pay the bill.

If the catering is being paid with Segregated Fee money, then:

• Submit a copy of the promotion to Student Engagement & Connection prior to the date of the event.
• Advertisement/marketing must state “free food”, or that refreshments or meals are provided.
• Submit a list of event attendees to the Student Engagement & Connection within 48 hours following the event.
• After the event the bill will be sent to Student Engagement & Connection for approval.
• All catering charges will be paid for out of the organization’s Private Account if the paperwork is not in order.

If problems were encountered with the catering event:

• Speak with the Catering Director immediately to resolve any issues. Catering invoices within one week of the event, so it is important to resolve problems in a timely manner

For more info:

• Administrative Policy 21

Or Contact the Following for Assistance:

• Reservations EMS Web (24/7 on-line access)
• For The Den, Main Place, University Ballroom call Reservations Ph: 595-2307 or reservations@uwp.edu
• Student Engagement & Connection Student Center, L104 Ph: 595-2278 or studentengagement@uwp.edu
• Catering Manager Student Center, 209 Ph: 595-2346 Catering@uwp.edu

CREATIVE SERVICES ORDERING INFORMATION

NEED HELP ORDERING PROMOTIONAL MATERIALS?

CREATIVE SERVICES STUDENT WORK ORDER PROCEDURE

1. To place an order for printed materials related to student organization business, go to https://www.uwp.edu/explore/offices/creativeservices/ and use the “Student Organization Store Front” link.
2. Log in using your organization’s e-mail and the password assigned to your organization’s Creative Services account. See Student Engagement & Connection to obtain the password.
3. Select the type of printing you need, select quantity and size, and upload your image as a PDF.
4. Name the job (makes it easy to distinguished between orders).
5. Click “Add to Cart” and then “Proceed to Checkout.”
6. Provide a contact name and number.
7. For organizations with segregated fee accounts, the order will be directly charged back to the account. For all other organizations, the order will be invoiced to the private account. If you wish to pay cash, please type “cash” in the chargeback box.
8. Click “Place Your Order.”
9. Correspondence from Creative Services will be directed to your organization’s e-mail.

Additional resources:

• Organization Tip: Marketing and Promotion Design (for guidelines and tips on designing and displaying promotion)

ELEMENTS OF A CONSTITUTION

A CONSTITUTION IS A TOOL TO HELP AN ORGANIZATION AND IT'S MEMBERS UNDERSTAND HOW THEY WILL GOVERN THEMSELVES.

Purpose

• To give you and your members a shared sense of how things work in the organization
• To provide consistent organizational leader ship, as it will be passed on to future officers

What Should a Constitution Include?
A constitution ought to be clearly understood by anyone reading it. He or she should be able to answer the following kinds of questions upon reading it:

• What is the name and purpose of this group?
• Who can be members and what are their rights and responsibilities?
• Who can be officers and what are their duties?
• Generally, when and how are members and officers selected or re-elected?
• If the need arises, how are officers or members removed? • How are meetings called and how are they run?
• Will there be standing committees? How will they be established and what are their duties?
• Are there Bylaws or operating procedures?
•  How can the constitution, Bylaws and operating procedures be amended?

Important Terms Defined
Quorum- minimum number of members that must be present in order to conduct business.

• Ex. one-third, one-half, two-thirds, etc. of total membership
• Define a quorum to hold meetings, take votes, elect officers, etc (can vary depending on business taking place)

Parliamentary Authority – a system of maintaining order within organizations that provides an approved and uniform method of conducting meetings.

Bylaws

• A document that further defines the Constitution and provides detailed procedures a group must follow to conduct business in an orderly manner.
• Can be changed more easily as the needs of the organization change
• Most organizations do not need bylaws. Use bylaws if there is more than one area that would change each year (ex. meeting times, appointed officers, election procedures, etc)

Reviewing and Revising the Constitution
Writing or reviewing your group's constitution is a great opportunity to refine your mission, officer responsibilities, meeting rules, and membership requirements.

Remember:

• Revisions must be approved by the organization in the manner described in the Constitution
• The United States’ Constitution has aver aged an amendment every decade, so if you are changing yours every year, you may be getting into too much detail

When should it be done?

• When questions arise about the activities or mission of the group
• With outgoing and incoming officers each year, or as changes occur within the organization

Requirements
All Constitutions of recognized student organizations must be in compliance with related policies outlined in the Student Organization and Advisor Handbook, including:

• There must be at least four officer positions held by UW-Parkside students
• Officers must maintain a minimum cumulative GPA of 2.25 and be in good academic standing, and are required to take a minimum of 6 non-audit credits at UW-Parkside
• Non-discrimination Policy: organization is open to all UW-Parkside students, and does not discriminate on the basis of sexual orientation, ethnicity, gender, age, disability, or any other such factors.

GOAL SETTING

FEELING UNMOTIVATED OR LACKING DIRECTION ?

A Goal…

• Is something you would like to achieve
• provides direction with the intent of improving performance
• clarify and communicate what you are striving for

Goals Should be SMART

• Specific – You must be able to describe/envision it.
• Measurable – are you able to demonstrate how you met the goal?
• Achievable – is your goal within reach?
• Relevant – how does your goals align to your objectives?
• Timely – The goal must be set within a timeframe, and be aligned with specific deadlines.

The Goal Setting Process

• Have a plan and a way to get there. What is your goal? What specific things are you going to do to reach it? By when?
• Have a way to check your progress. How will you know if your goal is working? When will check in with yourself?
• Have a way to hold yourself accountable. What will happen if you don't do what you promised yourself you'd do? What will you change?
• Have a way to adapt to change. What will you do to adjust to change or when things don’t go as planned?
• Have rewards built in along the way. Don't forget to reward yourself for reaching mini- goals along the way to reaching your big goals!

PROMO DESIGN GUIDELINES

UW-Parkside’s Campus Policy on Posting Promotional Material
1. Promotions 8.5” x 14” or smaller can be hung on bulletin boards.
2. Promotions 8.5” x 14” and 11" x 17", may be hung on posting strips
3. Banners must be larger than 3’ x 6’. They must be hung by Student Activities in one of three designated spots.
4. All posters or flyers must clearly indicate the university organization that is sponsoring the event (“Sponsored by” or “Presented By”).
5. Student organizations, academic departments, faculty and staff may post on the classroom bulletin boards (25 boards). No size restriction needed.
6. Public posting bulletin boards are designated as For Sale, Rides/Riders Wanted, and Public Notices boards. Postings are located at:

• Parkside Student Center: ground level next to Studio Parkside.
• Wyllie Hall: on the concourse across from Women’s Center
• Molinaro Hall: ground level underneath the Bridge

7. Posters and flyers may not be attached to windows, doors, floors, trees, display cases or any other part of the University grounds. No posters or flyers are to be strewn about the main concourse on the furniture or floors.
8. No type of publicity material is to be placed within eight feet of all framed pictures, plaques and sculptures.
 

• Material which could be considered as racially, sexually, or otherwise offensive, may not be posted.
• Material which implies the use or abuse of alcohol or drugs will not be approved.
• Bulletin Boards may be used for posting information if it is of general interest to the campus community.
• All posters and flyers placed in unauthorized locations will be taken down.
• Due to limited space, the University reserves the right to limit the distribution of any and all promotion materials.

Promo Do’s and Don't's

• Do: Include the current UW-Parkside logo on all promotion material. If you are sending your promo to print at Creative Services, they will not print without it!
• Don’t: Change the UW-Parkside logo in any way! Do not rotate, flip, scale, crop, add effects, etc. to the logo. You may change the color, but only to black, white, or forest/dark green (Pantone PMS 3435). Do: If food will be provided, and will be paid for by 128 funds, posters must reflect that fact.
• Do: Make your own promotion in the Student Involvement Center Promotions Room (SCTR L101).
• Don’t: Leave your mess for others to clean up! If you use the Promotion Room, put away and return the things you use.
• Do: Use Creative Services for your poster, flyer, and printing needs. If you have questions, go online to: www.uwp.edu/departments/creative.services/ Do: Talk to the student organization Graphic Designer for help and designs (SCTR L104). If you have questions on what your promo needs or making promo
• Don’t: Wait until the last minute to request promo! The student organization Graphic Designer is a busy student just like you, and may have other projects to work on. Creative Services needs at least 48 hours for print orders to be completed. Plan your promotion to be completed and printed at least 1 week before the event.
• Do: Rent Bridge windows and tables on EMS Web.
• Do: Create promo for the Student Center digital screens. E-mail a 1280px by 720px .jpg image to Student Activities at studentengagements@uwp.edu
• Do: Open a Promotion Director position in your organization. Recruit new members who enjoy creative design to make original and eye catching promo.

Best Practices in Format/Design

• Do: Use color sparingly.
• Don’t: Use too many fonts.
• Do: Proofread. Have a second person read your work before publishing.
• Do: Double check all promo to make sure it includes the date, time, location, and sponsored by.
• Don’t: Use copyrighted images or other logos without permission! Abide by copyright laws!

For more information:

• Complete Campus Posting Policy (available in Student Organization and Advisor handbook)
• Copyright Policy Organization Tip
• UW-P Creative services website: creative.uwp.edu/category

TEAM BUILDING

TOGETHER EVERYONE ACHIEVES MORE

Techniques For Improving Teamwork

• Establish team goals with all team members.
• Organize and plan for the future.
• Take time to get to know members.
• Build a motivating environment.
• Lead and work with a positive attitude.
• Share a commitment with one another to do your best.
• Open up communication lines.
• Build a sense of trust and belonging in the team.
• Encourage new ideas.
• Support all members.
• Everyone is involved through some role.
• Continue to strive to be the best team possible.
• Think of the possibilities, not limitations.
• Reward and celebrate together

Team Evaluation ~ How are You Doing?
0-Never, 1-Rarely, 2-Sometimes, 3-Often, 4-Usually, 5-Always
___ Goals are established and clear to all
___ There is honesty and openness
___ All members feel part of the team
___ Relationships of trust exist
___ Members are free to be themselves
___ Members are actively involved
___ Members hold a positive attitude
___ Decision-making is a group activity
___ Members do their best for the team
___ Members take pride in the team
___ The team recognizes and rewards

Total: ______