MANDATORY ORGANIZATIONS
MEETING
Fall 2007
IMPORTANT THINGS TO KNOW
• All SMU student organizations are charted through the Student
Senate. There are over 180!
• Check mailboxes weekly in SAMSA
• Please read all emails from SAMSA
• This is how we communicate with you
• For assistance with your organization, contact a Senator,
myself, or a member of the SAMSA staff.
IMPORTANT CONTACT INFO
Senate Organizations Chair: Stephen Reiff
sreiff@smu.edu
Assistant Dean of Student Life/Director of
SAMSA: Jennifer “JJ” Jones
jmjones@smu.edu
Finance Chair: Jace Hinderland -
jhinderl@smu.edu
Comptroller: Clayton Gregory –
cgregory@smu.edu
TIMES TO KNOW
Lydia Dale and the SAMSA desk are
available M-F 8:30 am – 5 pm
The Copier Room is open 8:30 am – 5 pm
The Sign Room is open during Hughes-Trigg
operating hours.
FREE ADVERTISING
Stake Signs
-Turn in form 3 days in advance to SAMSA
-30 signs per organization per event
-must be laminated and have an approval sticker
- must be taken down by date on approval sticker or
fine of $50 per sign from CPPO
Banners in HT Commons
-Request must be submitted 3 days prior to hanging
-Banner with attached request should be left in the
banners to be approved basket
-Organization is responsible for hanging banner up
once approved
FREE ADVERTISING
Daily Campus Ads *FREE ON TUESDAY*
-Request Forms in box tray on the Student Senate
table in SAMSA
-Must be submitted one week before Run Date
-For more information, contact Susan Watkins at
studentsenate@smu.edu
Friday E-Mail Updates
http://www.smu.edu/studentlife/DoSL_Bulk_E
mail_Form.asp
FREE ADVERTISING
Daily Campus Calendar
-Form to be turned in by 10 am at least 3
days before date of publication
-To announce meetings or activities for which
there is no admission charge
SAMSA Bulletin Board
-No reservation-first come first serve
-Post your organization information
FREE ADVERTISING
Use of Campus Grounds
Advertising though Dining Services
Fliers in Residence Halls - RLSH
There is A LOT of free advertising out there
so use it...but make sure to be within all the
guidelines
Hughes-Trigg Resources
West Bridge Table
West Bridge Railing
Campus Central (stairwell projection)
Room Reservations
All information needed is on
www.smu.edu/htrigg
Student Activities & Multicultural
Student Affairs Resources
Lamination
-Items ready 24 hours after drop off
-First 60 posters free (for stake signs only)
-Must fill out form
Student Activities & Multicultural
Student Affairs Resources
Button Making
-request form in SAMSA
-$0.25 a piece
Poster Printing
-Takes 24 hours
-$3 each
-Fill out form
Six 2-Way Radios and Headsets
-Fill out form
-Free BUT there is a $400 deposit
Student Activities & Multicultural
Student Affairs Resources
SAMSA Van
-2 Forms must be completed 7 days in
advance
-$75 deposit per van due 3 days before pick
up date. Rental fee is $35 per van, per day.
Coke Requests –www.smu.edu/samsa
CONTRACTS
Need to be completed 30 days in advance
When you receive the original, make a copy
and bring the original to the SAMSA
Make sure any revisions that you make on
the contract go on the COPY
Students may NOT sign contracts under any
circumstance
No Deposits can be given
INFORMATION AVAILABLE ONLINE
The Organizations manual is ONLINE
Forms that you need are ONLINE
New Feature: Email your organizations
members through Access
We have a new system for updating your
organizational information:
– Links to instructions available on the SAMSA
website
ORGANIZATION MANAGEMENT AND
TRAVEL
Instructions link for self-join -
http://www.smu.edu/sas/Student_Organization_Self-Join.asp
Instructions link for student organizations
administrator -
http://www.smu.edu/sas/Student_Organization_Administrators.asp
Officer information must be updated by Oct. 1st
Travel forms must be filled out and information on
that process is available on the SAMSA website and
in the student organizations administrators section of
Access.SMU
Organization Management
Once-a-year
All members join the organization on
Access.SMU – available under the personal
portfolio section for students. Officers must
also join the organization.
Members print out the waivers and turn them
in to the organizational leadership – must be
maintained for two years.
Organization Management (continued)
Every Semester
RSVP for the MOM at www.smu.edu/samsa/mom with the name of the
person attending the MOM. Participants should be the president or the
organizations designated person to have access to update information
on Access.smu.edu. If president attends be sure to include those
individuals that should have security to update organization
information.
Once security is granted, usually 24 hours from the MOM, the
organization will have access to the “Student Organizations Home” in
Access.SMU.
Go to the “Activate Members” section of the Student Organizations
portion and update those members that have turned in waivers and
are active. Officers must be active before they will be able to have
their information entered into officers section.
Organization Management (continued)
The organization should update their officer
information under the “Maintain Organization
Officers” section of the Student Organizations
portion. Officers must be enrolled in at least 12
hours and have at least a 2.0 cumulative GPA.
Advisors must be full-time employees of the
university.
“Maintain Organization Details” should be reviewed
for accuracy. Such as updated time and place of
meetings and events.
Organization Management (continued)
On Trips
When taking a trip, the information should be
provided in the trips section of the website. The
roster will automatically be pulled from those that
have turned in waivers and are active to mark who
will be attending.
Update as necessary before leaving for the trip.
Once the time and date for the start of the trip is
reached, the organization will not be able to update
the information.
Organization Management (continued)
On Changing Officers
When changing officers, go in and update it in the
“Maintain Organization Officers” section.
Send an e-mail to the Organizations Chair notifying
of the change so that the new officers can be added
to have security for the organization and the old
ones can be taken off. This is important so that the
new officers will have the ability to maintain the
roster and add trip information.
REMEMBER
IF YOUR ORGANIZATION UNDERGOES
CHARTER REVIEW (YOU DO NOT
ATTEND THE MOM OR YOU DO NOT
UPDATE YOUR OFFICER INFORMATION
ON TIME) WITHIN 2 CONSECUTIVE
SEMESTERS YOUR CHARTER WILL BE
AUTOMATICALLY LOST---NO
EXCEPTIONS!