Resources and Trainings
We are currently updating out Student Organization Handbook to reflect the most up-to-date information for student organizations. Please check back at a later date to download a copy and contact us in the meantime if you have any questions.
This Student Organization Handbook has been developed in order introduce you to the rights and responsibilities of being a student organization at the University Kansas, as well as to guide you through the process of student organization registration. Along the way we hope to answer many of your questions regarding being a registered student organization at KU. While the Student Organization is designed to be a summary of points of interest; it is not a comprehensive listing of all rules, regulations, and information that pertain to student organizations. The rights and responsibilities outlined in this resource are intended to clarify the University's relationship to registered student organizations, and to serve as a guiding document for each student organization to achieve success.
More resources and detailed information are available at the SILC website at: http://www.silc.ku.edu and we encourage you to review that site on a regular basis. Please review all the materials in this manual and pass the information along to the members of your organization. If at any point you have questions, please feel free to contact SILC at 785-864-4861 or stop by our office located on the 4th floor of the Kansas Union.
You can also learn more about funding options by reviewing this presentation.
As part of the agreement between the University of Kansas and Pepsi, two separate programs are available for University activities. First, the Program Funding is designated each year for financial support of University programs. Second, Pepsi Product Requests are available as a form of support for University programs. Proposals for program funding are welcomed from all University units, primarily non-academic units; and registered student organizations. Program funding application material and more information are available at Program Funding.
Applications for product requests are also welcomed from all University units, primarily non-academic units; and registered student organizations. Pepsi product request application materials are available at Product Requests.
After you have reviewed the applicable pages, if you have additional questions, please contact the Office of the Vice Provost for Student Affairs at 785-864-4060.
Should I make a request for product or program funding?
Product Requests : ***(Applications for Pepsi Product will be available by August 1, 2017.)***
I would like Pepsi products to be provided at my program/event
Program Funding : I would like money to help support or pay for part of my program/event
Student Senate funds each of its allocations out of the Student Senate Activity Fee, a required campus fee that each student must pay each semester. Since KU is a public institution, all allocations must follow state laws regarding proper usage of fees. Here is a general breakdown of how funds can be used for student organizations during the Line-Item and Unallocated funding processes:
- Student Senate can only fund student groups that are registered through the Student Involvement and Leadership Center.
- Student Senate funding can only go to groups and events that are opened to ALL students at KU.
- Groups seeking funding cannot have academic requirements (enrollment in a school, GPA requirement, or more)
- Groups seeking funding cannot have fees that keep people from participating in the organization.
- Events must have an educational or multicultural value in order to receive funding.
- Senate funding cannot fund: Food, T-Shirts, Travel Expenses for students, Reimbursements for items, Donations to 3rd Parties, Items worth $50 or more that cannot be kept in a locked location.
LaunchKU is a crowdfunding initiative by KU Endowment that aims to help students, faculty, and staff at the University of Kansas raise funds for projects and passions that benefit the KU community. LaunchKU also offers donors a new way to provide direct support to the people, schools and programs that are most meaningful to them. To learn more about KU Endowment’s mission, visit www.kuendowment.org.Check out this video to learn more: LaunchKU - Crowdfunding at the University of Kansas from KU Endowment on Vimeo.
While Rock Chalk Central can be used to help manage your student organization, there are other options for student organizations to utilize to facilitate remote/online engagement:
KU IT's website has several helpful resources to help you create a team, conduct virtual meetings, work collaboratively on word documents, and much more! This handout is also a helpful starting place for student organizations.
A Rock Chalk Central Event Pass for attendees. All users of Rock Chalk Central have a unique event pass that is similar to a mobile boarding pass. To access your pass, follow these instructions:
- Using the desktop version of Rock Chalk Central: click your profile picture in the top right of the screen, and click the “Event Pass” option.
- Using Corq, the official mobile app of Rock Chalk Central: open up your menu in Corq and select “Event Pass” to generate your unique pass. Apple users will have the option to add their pass to their wallet for easy access in the future.
The mobile Event Check-In App to scan event passes. **Only administrators or student organization officers checking-in attendees need to download the app. Follow these step-by-step instructions to get started:
- Once you’ve downloaded the app, open it up! The first screen will ask you to enter an event access code. This code is provided after you create an event within Rock Chalk Central. If you haven’t created an event, you’ll need to do this first before you can use the app to track attendance. To locate the code, switch to the “Manage” view of Rock Chalk Central using the 9-box icon located next to your profile picture in the top right corner and select your organization. Use the organization tool menu (three lines next to your organization’s name) to open the "Events" tab. The access code should appear in the bottom right of the screen once you click on the appropriate event.
- Enter the code into the mobile app, tap Start Session, and you’ll be prompted to sign in. Type in your credentials (you KU online ID and password) and you’ll be directed to the event’s check-in page.
- Tap Start Scanning and you’re ready to scan! If your phone asks for permission to use your camera, choose “yes” because it will need the camera in order to scan event passes. Position the edges of the box over the edges of an attendee’s Rock Chalk Central Event Pass. As soon as it recognizes the user, it will display a box with their basic details, including their RSVP status. Tap Check In to confirm the user and click OK to continue scanning.
- When you’re done tracking attendance, there are no additional steps required. You can close the app and all of your attendance information will be saved. While not required, you can end your check-in session if you tap on your profile picture in the top left of the screen, then select End Session.
Frequently Asked Questions
What if someone doesn’t have a pass?
If you come across an attendee without a mobile pass, tap No Pass? below the scanning area or select Lookup from the bottom menu. Search for the attendee by name or email and when you find the right person, tap their name to confirm their check-in. If searching by email, you will need to enter the complete email address of the user to locate them. If the attendee is not in the system, you can add them by email if you click the plus sign in the top right of the screen, type in their email address, and submit.
Where can I find the attendance information after?
To track event participation, switch to the “Manage” view of Rock Chalk Central using the 9-box icon located next to your profile picture in the top right corner and select your organization. Use the organization tool menu to open the "Events" tab. Click the event you want to manage and click "Track Attendance” to view a list of participants.
As needed for your event
Room Reservations and Catering - check out this handout from the Kansas Union on how to request meeting space and place catering orders. Be sure to note that the Union has reduced capacity to allow for social distancing. To schedule a meeting in the Kansas or Burge Union, email email@example.com.
Marketing - this presentation from the Union will provide tips and tricks for successfully marketing your organization and events.
Registering your event on Rock Chalk Central - this presentation provides step-by-step instructions on how to create an event.
Using Summer to Set Goals and Plan: Check out the student organization summer workbook to find a checklist and tools for using this summer to set your organization up for success!
New Student Organizations to Established Student Organizations Workshop: Check out our tips and tricks to keep up the momentum of your new student organization!
Hosting Your Elections on Rock Chalk Central: Check out this demonstration on how to set up online elections for your student organization.
Recently Transitioned Leadership Day: Learn more about transitioning your officers and setting goals for the semester.
Event Planning: Check out this training from The Office of Event Management & Protocol discussing the event registration process, event organizer responsibilities, and event procedures.
Elections and Transitions: Preparing for your next election cycle? Want to make sure your new officers get acclimated as best as possible? Check out this workshop on how to successfully execute upcoming student organization elections and transition officers into their new roles as best possible!
Self Care for Leaders: Need some new self-care ideas? Check out this video for a presentation from Zach, a Health Educator at Watkins.
Accessibility and Student Organizations: Check out this video to learn new ways you can make your student organization more accessible.
Recruiting New Members in a Pandemic: Want to recruit new members to join your student organization but don't know where to start? Check out this video to learn some unique tips and tricks on recruitment!
Ethical Decision Making: Join us for a conversation about what ethical decisions are and how to feel more confident making them!
Constitution and Bylaws: Check out this presentation to learn how to update your constitution and bylaws to meet the requirements to be a registered student organization.
Leadership in your Pajams: Feeling a loss of control and lacking motivation?! Check out this conversation about how to regain a sense of control through time-management and finding motivation.
AHH! What do we do?!: Feeling overwhelmed and not sure what to do next?! Check out this presentation about how to tackle conflict and risk management in your organizations.
Online Community Building: As a part of National Hazing Prevention Week, the Student Involvement and Leadership Center begins by covering hazing prevention information and how your student organization can build community online!
Resume 101: This presentation provides helpful writing techniques and tips for professional resumes, and includes a specific focus on student involvement. The presenter is Jerica Burgess, a Graduate Career Coach in the University Career Center at KU.