University of Kentucky Student Organization Handbook

getinvolveduky

STUDENT

organization

HANDBOOK


TABLE OF CONTENTS

OF CONTENTS

TABLE

Introduction to the Manual and Student Organizations and Activities

Letter from the Director

About the Office of Student Organizations and Activities

Mission Statement

Fee-Funded Organizations

Leadership Programming

Staff List

Registering a Student Organization

What is Registration?

Benefits of Being Registered

Organization Categories

Registration Steps

Required Information

Accessing the Registration Form

New Organizations

Existing Organization

Loss of Registration Status

Student Organization Advisors

Role of Advisors

Tips for Advisors

Student Organization Policies

Code of Student Conduct (AR 4:10)

Office of Student Conduct

Additional Administrative Regulations from the University

Registration of Student Organizations (AR 4:1)

Policy on Discrimination and Harassment (AR 6:1)

Hazing Prevention Policy (AR 6:10)

Use of University Facility by Registered Student Organizations (AR 9:2)


TABLE OF CONTENTS

OF CONTENTS

TABLE

Organization Finances

Organization Bank Accounts

Required Banking Documents

Banks Near Campus

Organization Fundraising

Fundraising Ideas

Center for Student Philanthropy

Student Government Funding

Grant Types

Funding Application Steps

Event Planning

Office of University Events

Event Management System

Reservation Categories

Event Planning Resources

UK Catering

Cat's Den Requests and Stipend

Promoting Events

BBNvolved

Introduction to BBNvolved

Organization Tools

Roster

Updating EMS Contacts

Add Members

E-Mail Members

Events

Create Events

News

Share News


TABLE OF CONTENTS

OF CONTENTS

TABLE

Resources

Center for Student Involvement

Table Rentals

Locker Storage Space

Office and Desk Space

Design Center

Marking Resources

Graphic Design Requests

Student Organization Copy Codes

Campus Digital Signage

University Trademarks and Copyrights


INTRODUCTION

TO THE

MANUAL AND

SOA


LETTER FROM THE DIRECTOR

UK Student Leaders,

Being involved on campus is a huge part of

a successful college experience. Not only do

you form friendships, but you also learn

valuable skills such as time management,

meeting management, and event planning.

With over 500 student organizations at UK,

there is something for everyone. If you have

an idea for an organization, start one! The

opportunities are endless and our office is

here to give you the resources you need to

succeed.

I was involved during my undergraduate

time at UK and those experiences helped

define my career and connected me to the

university. I want every student in the UK

community to have that same opportunity.

Whether you decide to join ten

organizations or put your all into one, find

your place. I promise you’ll have a blast!

D I S C O V E R .

B E L O N G .

L E A D .

Grace Hahn Hester

Director

Office of Student Organizations & Activities


ABOUT THE OFFICE OF STUDENT ORGS AND ACTIVITIES

The Office of Student Organizations

and Activities (SOA) understands the

vital role that student organizations

play in our campus community.

SOA houses the five fee-funded

student organizations and actively

works to provide resources to all

550+ University of Kentucky student

organizations.

V I S I T U S

Suite A154

Gatton Student Center

8:00am - 5:00pm

C O N T A C T U S

Phone: (859) 257-8867

Email: studentorgs@uky.edu

Website: getinvolved.uky.edu

M I S S I O N

S T A T E M E N T

We inspire students to explore

the many opportunities for

involvement in UK’s community

beyond the classroom and

residence life experience.

We encourage students to make

connections—to their own

interests, concerns, and

passions while learning from

each other.

We provide students with the

tools to make a real-world

impact following their own,

personal vision for change and

service.


LEADERSHIP PROGRAMMING

The Office of Student Organizations and Activities offers a wide variety of ways

for students to explore individual leadership skills and grow as a leader within

their organization and on campus. Below are leadership programming

opportunities relevant for student organizations.

CLIFTONSTRENGTHS WORKSHOPS

Discovering your talents and building your strengths are key to enhancing your

skills as a leader. The CliftonStrengths workshops are designed to help students

understand their own top 5 Strengths and explore their personal talents. The

workshop will discuss what you already do well and how you can use your

Strengths to build your leadership. These workshops can be one-on-one or

delivered to a group. A workshop request form can be found on BBNvolved.

SEMESTERLY LEADERSHIP WORKSHOPS

Each semester, the Office of Student Organizations and Activities works with

campus partners to provide a workshop series that cover a variety of topics

including conflict resolution, resiliency, and leadership development. These

workshops are relevant for current and up-and-coming student leaders. Each

workshops is inside the Gatton Student Center and has a meal provided. Look

for more information on the BBNvolved events page.

LEADERSHIP CONSULTING

Free leadership consulting and training is available for individual students and

student organizations. Examples of consulting topics include, but are not limited

to: facilitation, event debriefs, event planning, conflict resolution, boosting

creativity, and managing student organization issues. This resource can also be

used to help student organizations plan trainings, workshops, or retreats. Email

studentorgs@uky.edu to schedule your consultation.

LEAD BLUE: STUDENT ORGANIZATION AWARDS

Each year, The University recognizes and celebrates the successes of students,

student leaders, advisors, and student organizations at the Lead Blue: Student

Organization Awards Ceremony. Awards are given out in two categories:

student organization awards and individual student awards. Applications open

in February and the ceremony takes place every April.

FOR MORE INFORMATION AND ADDITIONAL

LEADERSHIP RESOURCES, VISIT:

GETINVOLVED.UKY.EDU/LEADERSHIP-PROGRAMMING.


FEE-FUNDED ORGANIZATIONS

Center for Community Outreach

The mission of the Center for Community

Outreach (CCO) is to foster student leaders

with a commitment to active citizenship

through education, service, and reflection.

Participation in the CCO promotes a sense of

belonging on University of Kentucky’s

campus, a connection to the larger

community, and a dedication to social justice.

@ U K C C O

Visit www.ukcco.org to learn more about the

work the CCO does on campus and in the

community. The CCO is located in Suite A255

of the Center for Student Involvement on the

second floor of the Gatton Student Center.

Student Activities Board

The purpose of the Student Activities Board

(SAB) is to enhance the college experience by

providing students and other members of the

campus and local communities with

entertaining, educational, and/or enriching

programs that are reflective of contemporary

issues and trends.

To view the event calendar or learn more

about SAB, visit www.uksab.org. SAB is

located in Suite A265 of the Center for

Student Involvement on the second floor of

the Gatton Student Center.

@ U K S A B


FEE-FUNDED ORGANIZATIONS

Student Government Association (SGA)

@ U K S G A

The University of Kentucky Student

Government Association (UKSGA) represents

all undergraduate, graduate and professional

students enrolled at the University in several

critical ways. UKSGA exists to increase

student influence over academic policy and

to provide many helpful, creative and

necessary student services.

For more information visit www.uksga.org.

UKSGA is located in Suite A267 of the

Center for Student Involvement on the

second floor of the Gatton Student Center.

W R F L

The mission of WRFL is to educate the

station members, the greater Lexington

community, and the students of the

University of Kentucky through its

programming in the spirit of the station's

noncommercial, educational license. WRFL

programming will aim to solely feature artists

and genres which are typically unavailable on

Lexington's commercial stations.

For more information, please visit

www.wrfl.fm. WRFL is located in Suite A160

on the first floor of the Gatton Student

Center.

@ W R F L


FEE-FUNDED ORGANIZATIONS

DanceBlue

@ U K D A N C E B L U E

DanceBlue is a student-run organization that

fundraises year-round and culminates in a

24-hour no sitting, no sleeping dance

marathon. All of the money raised through

DanceBlue is donated to the Golden Matrix

Fund, established to support the kids of the

DanceBlue Kentucky Children’s Hospital

Hematology/Oncology Clinic both today and

well into the future through an endowment.

DanceBlue also helps to provide funds to

support research at the UK Markey Cancer

Center. The Golden Matrix Fund was created

to benefit the DanceBlue KCH

Hematology/Oncology Clinic patients and

families.

For more information, please visit

www.danceblue.org. DanceBlue is located in

Suite A262 of the Center for Student

Involvement on the second floor of the Gatton

Student Center.


SOA STAFF

G R A C E

H A H N H E S T E R

Director

C O U R T N E Y

M C C A L L A

C O M I N G

S O O N

C A I T L Y N

W A L S H

B E N J A M I N

S T A R R

Associate Director,

Major Campus Programming

Associate Director,

Leadership and Service

Assistant Director,

Student Organizations

Coordinator for

Student Organizations

J E N N A

W I C K S

Assistant Director,

Programming and Student

Activities Board

R A C H E L

H A N S O N P A L K O

Assistant Director,

Programming and Student

Activities Board

L I B B Y

L A N G L O I S

Assistant Director,

Major Campus Programming

J E S S I C A

C H A N D L E R

A L L I

L A K E

B E N

A L L E N

A S H L E Y

J O N E S

Program Director,

Leadership Education

Assistant Director,

Leadership Education

Assistant Director,

Student Media

Assistant Director,

Student Government

C H R I S

C I A R C I A

Assistant Director,

Center for Community Outreach

E L Y

M E D I N A

Assistant Director,

Civic Engagement

A B B Y

E S S I N G E R

Assistant Director,

Civic Engagement

S T E P H A N I E

F I S H E R

Box Office Manager

L Y N N

F R E S C A

Student Government

Office Manager

T R I C I A

H E N S L E Y

Wildcat Passport

Facility Manager

P A M

S I L V I A

Administrative

Associate

L O R I

V E R R E T T E

Administrative

Services Assistant

M E G H

J E N N I N G S

Administrative

Support Assistant

M A D D Y

T R U D E A U

Graduate Assistant,

Programming and Student

Activities Board

S Y M F H A N I

P I T T S

Graduate Assistant,

Major Campus Programming

M A R Y

C L A R K

Graduate Assistant,

WRFL

K A Y L A

D O U G H E R T Y

Graduate Assistant,

Student Government

M E L I S S A

H O R T O N

Graduate Assistant,

Center for Community Outreach

C H E R Y L

K W O K

Graduate Assistant,

Center for Community Outreach

M I C H A E L

C R A D D O C K

Graduate Assistant,

Alternative Service Breaks


REGISTERING A

STUDENT

ORGANIZATION


All student organizations must

register with the University each

academic year. Depending on the

type of organization, the registration

process may look a little different.

All student organizations (with the

exception of those in Greek Life or

Club Sports) will register through

the Office of Student Organizations

and Activities.

This section of the handbook details

this registration process.

Spring 2019 Involvement Fair

WHAT IS REGISTRATION?

BENEFITS OF BEING

REGISTERED

By completing the registration process, student

organizations are able to receive a variety of

resources, including:

Student Involvement Fair Tabling

Graphic Design Resources

Leadership Workshops

B+W or Color Copies

SGA Organization Funding

Student Center Storage Lockers

Center for Student Involvement

Organization Workspace

ORGANIZATION

CATEGORIES

ACADEMIC

CULTURAL

FINE ARTS

GREEK

HOBBIES/

INTERESTS

PROFESSIONAL

SERVICE/

VOLUNTEER

STUDENT

GOVERNANCE

& MORE!


1

REGISTRATION STEPS

BEFORE YOU BEGIN

C O L L E C T T H E F O L L O W I N G R E Q U I R E D I N F O R M A T I O N

P E O P L E

3 Student Officers and 3 Event

Management System Contacts

(can be the same 3 people) -

Students must currently enrolled

and in good standing (2.0 or

above GPA and no outstanding

conduct issues). Students can be

full or part time, undergraduate

or graduate/professional.

Name

Student ID Number

Email

LinkBlue

1 Full-Time Faculty or Staff

Organization Advisor.

Name

Email

Job Title and Department

Review the Organization

Training Powerpoint

Send the Campus Security

Authority Form to your

Advisor

2

D O C U M E N T S

Organization Profile Image or

Logo

Organization Roster - excel

document with Name and

LinkBlue for all members

(example available on

getinvolved.uky.edu)

Local Constitution - word

document or PDF

National Constitution (if

applicable) - word document or

PDF

C O N S T I T U T I O N

G!

R E Q U I R E M E N T S

A R E C H A N G I N

Check out all the resources you need to

keep your organization's constitution up

to date at:

getinvolved.uky.edu/constitutions/

Complete the Organization

Training Form

Complete the Organization

Registration Form

A L L L I N K S A V A I L A B L E A T :

G E T I N V O L V E D . U K Y . E D U / O R G A N I Z A T I O N - R E G I S T R A T I O N /

3

4


1

2

3

4

ACCESSING THE REGISTRATION FORM

Log in to BBNvolved

Click on the Switchboard Icon

(the group of squares in the top right corner)

Select "Manage"

Next to "My Memberships" click on "Register"

*

Following these steps, the directions for accessing

organization registration changes depending on whether

the organization is a new or existing group. For new

organizations, follow the steps on the next page. For

existing organizations, follow the steps on the page after

that.

If you are unsure whether your organization is new or

existing, please contact studentorgs@uky.edu.


REGISTRATION FORM - NEW ORGANIZATIONS

5

Underneath "Register New," select "Register A New

Organization."

6

On the following page, select "Office of Student

Organizations and Activities" from the available list.

Selecting either of the other options will take you to the

wrong form and may result in significant delays for

processing your organization's registration.

Begin the Registration Form.

Review all instructions.

7

8

Complete each of the pages and

click next until it takes you to the

main submission page. Click

"Submit."

If you do not click submit, we will

not be able to process your

organization's registration.


REGISTRATION FORM - EXISTING ORGANIZATIONS

5

Underneath "Register Existing," use the search bar to

find your organization and select "Re-Register."

6

7

If it says "Not-Available" for your organization - that

may mean someone else has already submitted the

registration form for your organization. Check with your

other officers to confirm if this is the case.

Begin the Registration Form.

Review all instructions.

Complete each of the pages and

click next until it takes you to the

main submission page. Click

"Submit."

If you do not click submit, we will

not be able to process your

organization's registration.

L O S S O F R E G I S T R A T I O N S T A T U S

Failure to re-register for each academic year will result in the loss of “registered”

status. This includes the loss of using the Event Management System (EMS) and

Office of Student Organizations and Activities resources.

To make sure your organization meets the deadline, please ensure all steps for

registration have been completed accurately.


STUDENT

ORGANIZATION

ADVISORS


All student organizations are required

to have a full-time faculty or staff

member serve as their professional

advisor. Serving as an advisor gives

organizations the chance to exist and

operate on campus, allowing the

students to participate in campus life

and gain valuable leadership

experience. The level of involvement

for advisors varies from organization

to organization.

TIPS FOR

ADVISORS

Develop meaningful

relationships with

student leaders

Be informed about

University policies and

regulations

Stay in contact with

student leaders in the

organization

ROLE OF ADVISORS

The role of the advisor is to serve as

a professional resource to students

as they work to manage their

organization. The advisor oversees

the general functions of the group,

provides insight into group

operations, and assists the group in

whichever ways they see fit. The

advisor is also required to serve as a

Campus Security Authority, which

involves a brief training. Advisors

agree to their role by completing

the Campus Security Authority

Agreement form on BBNvolved for

each student organization they

advise.

Attend organization

meetings and events

ADDITIONAL ADVISOR

RESOURCES AVAILABLE AT:

GETINVOLVED.UKY.EDU/

ORGANIZATION-ADVISORS

N E E D H E L P

F I N D I N G A N

A D V I S O R ?

Try asking:

professors

academic advisors and

support staff

resident directors


STUDENT

ORGANIZATION

POLICIES


The Code of Student Conduct is an Administrative Regulation which establishes

the University's rules, responsibilities, and procedures for non-academic student

conduct. The Code defines expected and prohibited behavior, student rights

and responsibilities, the procedures to which students and student

organizations are entitled in the disciplinary process, and sanctions that may be

imposed when a student or a student organization is found responsible for a

violation of the Code.

CODE OF STUDENT CONDUCT (AR 4:10)

OFFICE OF STUDENT CONDUCT

The Office of Student Conduct is committed to promoting a safe, healthy,

student-centered, and inclusive community where students can learn, grow,

and develop as they pursue their academic endeavors at the University of

Kentucky.

The goals of the student conduct process are to:

Promoting personal responsibility and peer accountability

Encouraging students to consider the impact of their actions on themselves,

their peers, and larger UK Community

Empowering students to address any conflict that may arise in a safe,

respectful, and socially conscious manner

Collaborating with employees, students, and the UK Community with regard

to student conduct matters

Educating the UK Community about student rights and responsibilities

related to the Code

The Office of Student Conduct provides programs and services that:

Provide a fair, educational, consistent student conduct process for resolving

alleged violations of the Code of Student Conduct.

Teach students about appropriate behavior and community responsibility

that respects the dignity and humanity of others.

Intervene when student behaviors violate the Code of Student Conduct in an

educative manner and provide opportunities for students to learn from their

actions.

Offer educational and leadership opportunities for students who participate

in the facilitation of the student conduct process.

FOR MORE INFORMATION AND RESOURCES REGARDING

STUDENT CONDUCT, VISIT: UKY.EDU/STUDENTCONDUCT.


ADDITIONAL ADMINISTRATIVE REGULATIONS

REGISTRATION OF STUDENT ORGANIZATIONS (AR 4:1)

Registered student organizations receive designated privileges which are not

provided to other student groups. Privileges include, but are not limited to:

reserving University facilities; eligibility to apply for funding from student fees;

utilizing campus mail services; public affiliation with the University; participation

in designated University functions and events; and establishment of financial

accounts (in accordance with Business Procedures Manual, E-17-14 and E-17-

7). Other privileges may be granted in compliance with University procedures

and standards.

POLICY ON DISCRIMINATION AND HARASSMENT (AR 6:1)

The University, in its efforts to foster an environment of respect for the dignity

and worth of all members of the University community, is committed to

maintaining an environment free of prohibited discrimination, which includes

sexual and other forms of harassment. Discrimination and harassment are

prohibited between members of the University community and shall not be

tolerated.

HAZING PREVENTION POLICY (AR 6:10)

The University is dedicated to promoting a safe and healthy campus

environment for its students, faculty, staff, and visitors. In addition, the

University is committed to cultivating a community that fosters respect for the

dignity and rights of all its members. As such, the University does not tolerate

hazing activities by any members of the University Community.

USE OF UNIVERSITY FACILITIES BY REGISTERED STUDENT

ORGANIZATIONS - INTERIM (AR 9:2)

There are specific policies in place regarding the reservation and use of

university facilities. University facilities my be reserved for use by a registered

student organization only through officers designated on the application for

registration or a member specifically authorized on the application. Registered

student organizations are permitted to use university facilities for fundraising

when the specific use of the funds is non-commercial in purpose. This

regulation additionally outlines the use of posters, handbills, and notices.

FOR ALL UNIVERSITY ADMINISTRATIVE REGULATIONS,

VISIT: UKY.EDU/REGS.


ORGANIZATION

FINANCES


Registered student organizations are

responsible for their own finances and

banking.

Organizations cannot use on-campus

financial banking and do not have access to

the university’s nonprofit status nor the tax ID

number. The choice of banking institution is

at the discretion of the organization. Note

that "UK" or "University of Kentucky" may not

be in your account name without permission

from the University Treasurer's office.

REQUIRED BANKING

DOCUMENTS

Your organization will need certain

basic documents to open an

account.

These documents may include:

Federal Tax Identification

Number (EIN) - issued by IRS

Organization Constitution or

Bylaws

Meeting Minutes Identifying

Current Officers

ORGANIZATION BANK ACCOUNTS

B A N K S N E A R C A M P U S


Student organizations are able to fundraise to

complement any income from membership dues

or event fees.

FUNDRAISING

IDEAS

ORGANIZATION FUNDRAISING

If the organization fundraiser is taking place on

campus, organizations must submit the event

request through the Office of University Events

for approval. For more information, contact

events@uky.edu.

C E N T E R F O R S T U D E N T

P H I L A N T H R O P Y

The Center for Student Philanthropy

aims to spread the joy of

philanthropy throughout UK's

campus and serves as a resource for

students who want to learn more

about philanthropy.

Bake Sales

Sell Crafts

Sell T-Shirts

Restaurant

Nights

Auctions

Student organizations can use the Center for

advice and guidance on organization fundraising.

The Student Philanthropy Board is a student

organization that would be happy to meet with

your organization to help with the fundraising

process.

Learn more about the Center for Student

Philanthropy and the Student Philanthropy

Board by visiting their office in Suite A260 of the

Gatton Student Center. You can also contact

them via email at studentphilanthropy@uky.edu

or visiting the philanthropy website at

kentuckycan.uky.edu.


Organizations are able to apply for

funding through the Student

Government Association. This funding

comes in a variety of different types of

grants. Look through the funding

options below.

Q U E S T I O N S ?

more information about organization

funding available at: uksga.org/funding

office: Gatton Student Center Suite A267

email: funding@uksga.org

STUDENT GOVERNMENT FUNDING

G R A N T T Y P E S

GENERAL FUNDING GRANTS

General Funding Grants are all purpose funding requests, including travel,

programming, etc, for Registered Student Organizations. This grant awards

$750.

ACADEMIC AND PROFESSIONAL CONFERENCE GRANTS

An academic or professional conference grant is a funding request in which

any registered organization may apply to obtain funding for an Academic or

Professional Conference that is closely related to the purpose of the registered

student organization. This grant awards $1,500.

CLUB SPORTS GRANTS

Club Sport Grants are reserved for registered Club Sport Teams wishing to

obtain funding for a project, event and/or supplies. This grant awards $1,500.

MULTICULTURAL INCLUSION GRANTS

Multicultural Inclusion Grant is a funding request in which any Registered

Student Organization may apply for funding for the purpose of promoting

diversity, inclusion, and/or the spread of multicultural values throughout the

University of Kentucky Student Body. This grant awards $1,500.

SERVICE GRANTS

Service Grants are intended for a community service project sponsored by a

Registered Student Organization. This grant awards $1,500.

SENATE SPECIAL PROJECTS

Senate Special Projects are funding requests intended to benefit the student

body that must be sponsored by a Student Government Senator. This grant

awards $2,500.


FUNDING APPLICATION STEPS

FOR GENERAL FUNDING, CONFERENCE, CLUB SPORTS,

MULTICULTURAL INCLUSION, AND SERVICE GRANTS

Complete the funding application available on BBNvolved.

2

Present the request in person at the next Appropriations & Revenue (A&R)

Committee Meeting. These meetings occur bi-weekly on Wednesday

nights at 7:00 pm. The contact listed on the grant application will be

emailed with the meeting time and location the Monday/Tuesday prior to

the meeting.

1

If your proposal is approved by the A&R Committee, you will need to

contact Lynn Fresca within the next FIVE business days. If you fail to do so,

your grant will be voided.

3

FOR SENATE SPECIAL PROJECT

Find a Senator who agrees to sponsor your event or project.

1

Meet with your sponsoring Senator in the Student Government office and

fill out the funding application.

3

Present the request in person with your sponsoring Senator at the next

Appropriations & Revenue (A&R) Committee Meeting. These meetings

occur bi-weekly on Wednesday nights at 7:00 pm. The contact listed on the

grant application will be emailed with the meeting time and location the

Monday/Tuesday prior to the meeting.

2

4

After your proposal is amended and/or approved, present the request in

person at the next Full Senate Meeting. These meetings usually occur the

Wednesday following the Appropriations & Revenue Committee meeting

that you attended.

If your proposal is approved by the Full Senate, you will need to contact

Lynn Fresca within the next FIVE business days. If you fail to do so, your

grant will be voided.

5


EVENT

PLANNING


OFFICE OF UNIVERSITY EVENTS

Student organizations plan a massive variety of events. From recurring

organization meeting times to one-time events, there are endless possibilities

for organization events. The Office of University Events has made it easy and

accessible for all student organizations to acquire on-campus spaces for their

events. An overview of the guidelines and resources surrounding organization

event planning can be found here.

E V E N T M A N A G E M E N T

S Y S T E M

The Event Management System (EMS) is the

online scheduling system managed by the

Office of University Events used to request

campus space. Student organizations have

access to the available campus spaces at free

or highly discounted rates.

In order to have access to the Event

Management System, you must be listed as

an EMS Contact in your organization’s

BBNvolved roster and your organization's

registration must be approved for the

current academic year.

Based on the reservation category, there are

different deadline for submitting your event.

However, it is recommended to request

space a minimum of 2 weeks in advance, as

all event requests must be reviewed and

process by University Events staff.

Visit meetatbigblue.uky.edu to login and

reserve space.

RESERVATION

CATEGORIES

Meeting Space

Request - for any type

of recurring or one time

organization meetings

Conference & Event

Space Request - for

any one-time events;

can request up to one

year in advance

Campus Recreation

Indoor Space Request

Outdoor Space

Request

Tabling Request

Tailgate Request

Event Proposal - for

event approval for a

campus space not

available through EMS

Cats Den Request

Q U E S T I O N S A B O U T E V E N T S ?

Office: Suite A151, Gatton Student Center

Website: uky.edu/events Phone: (859) 323-8054 Email: events@uky.edu


EVENT PLANNING RESOURCES

UK CATERING

Certain buildings on campus including the

Gatton Student Center require all food and

beverages for events to be ordered through

UK Catering. Information about catering can

be found online at uk.catertrax.com. You

can look at the menu and order on that

wesbite. If you have any questions, or would

like to speak to someone with UK Catering

to place your order, call (859) 257-1741 or

visit their office in Suite A153 of the Gatton

Student Center.

CAT'S DEN REQUESTS AND STIPEND

The Cat's Den, located in the Gatton Student

Center, is available for student organizations

to reserve. The Student Center may approve

a maximum $250 subsidy towards the cost

of catering, publicity and/or supplies. The

maximum $250 subsidy is available once

per organization, per semester. More

information can be found at:

uky.edu/gattonstudentcenter/cats-den.

PROMOTING EVENTS

Student organizations may digitally promote

their event using BBNvolved, social media,

and other resources detailed in the

resources section. Administrative Regulation

9:2 covers the usage of physical promotion

material including posters, handbills, and

notices by student organizations.


BBNVOLVED


INTRODUCTION TO BBNVOLVED

BBNvolved is the online hub for student involvement.

BBNvolved is an online platform where students can

connect with campus organizations, programs, and

departments. It is the home to all of our 550+ student

organizations and helps organizations manage their

organizations, advertise events, communicate with

members, and more!

ORGANIZATION TOOLS

Through the Manage Your Organization

feature, organizations are able to:

Update Organization Rosters

Communicate with Members

Update Contact Information

Publicize Events and News

Upload Photos and Documents

Hold Elections

and More!

Note that by default, only the organization's

primary contact is able to access these features.

Permissions can be updated while managing

*

the

organization roster.

T O L O G I N T O B N N V O L V E D , V I S I T :

U K Y . C A M P U S L A B S . C O M / E N G A G E


ACCESSING ORGANIZATION TOOLS

Log in to BBNvolved

Click on the Switchboard Icon

(the group of squares in the top right corner)

1

2

Select "Manage"

Select the organization you would like to access.

3

4

Click on the Menu

(the three horizontal lines in

the top left)

From this list, you will find

each of the available

organization tools. The next

few pages will walk you

through some of the features

available for organizations.

5

*

Additional resources including

BBNvolved page

walkthroughs and training

videos are available through

Engage Support. Select the

"Support" link at the bottom

left of the screen to access

these resources.


ACCESSING ORGANIZATION TOOLS

The Roster tool

includes your ability to

manage positions for

the organization, send

organization

messages, invite

members, remove

members, approve

pending memberships,

and contact members.

The Events tool allows

you to create and

manage your

organization's events,

including inviting

attendees, tracking

participation, or

changing an event's

details.

The Photo Gallery

helps you create a

more visually

appealing organization

homepage. Your

gallery photos will be

showcased at the top

of your organization's

public-facing page.

Use the Forms tool to

move any of your

organization's paper

forms into Engage. Use

forms for sign-ups,

interest forms,

applications, and more!

In the Service Hours

feature, you are able to

submit service hours

on behalf of your

organization's

members.

In the About tool, you

can update some of

your organization's

basic details, such as

the profile photo,

description, summary

for the organization

directory, contact

information, and social

media links.

The News tool helps

you share what your

organization is doing

with the community.

You can create, edit,

and delete News posts

from this area.

The Documents tool

allows you to create a

shared storage space

for important

organizational files.

You can share these

files publicly or only

with certain members

or Position holders

within your

organization.

The Elections tool allows

you to create elections for

you organization, either

for the entire community

to vote on, or exclusive to

your organization's

members.


ORGANIZATION TOOLS: ROSTER

U P D A T I N G E M S C O N T A C T S

Find the officer you need to

update and click on the

pencil next to their name

1

Select "EMS Contact #_"

(Use each EMS position for only one officer)

2

If your organization

has more than 3

individuals listed as

EMS Contacts, all

EMS accounts for

your organization

will be deactivated.

*

Press "Save"

A D D M E M B E R S

E - M A I L M E M B E R S

3

Select "Invite People" from the

options in the top right.

Select "Messaging" from the

options in the top right.

2

Add up to 500 UK e-mail

addresses in the available text

box. Separate emails by line or

using commas. Press "Add E-

mail Addresses" when finished.

*Tip: use LinkBlue@uky.edu

2 Select

"Create

Relay"

4

3

Complete the

steps and press

"Generate"

This has created a temporary

listserv. Send your e-mail

message to the address generated

and it will be distributed.

1

1


ORGANIZATION TOOLS: EVENTS

C R E A T E E V E N T S

Select "Create Event" in the top right corner.

Add details and a description so attendees know

what to expect from the event. Complete each of the

required categories on the next couple of pages.

1

2

3

Under "Event Details," you can adjust the visibility of

the event to be tailored to the intended audience.

You are able to select between the public, students

and staff at the university, organization members, or

invited members.

In this section, you are also able to denote any perks

attendees might receive by coming to your event

(including free food or free stuff).

Once you've completed all the information pages for your event, you are brought

to the event page. From this page, you can manage the event by updating

details, inviting attendees, and more!

4

From the "Track Attendance"

page, you can check

attendees into your event

and export attendance.

From the "Invitations &

RSVPs" page, you can invite

people to your event and

view RSVP information.


ORGANIZATION TOOLS: NEWS

S H A R E N E W S

Select "Create Article" in the top right corner.

1

2

Fill in the details for the article you would like to

create. News articles can be announcements about

upcoming events, a member spotlight, and more.

Complete each of the required sections of the article.

Under "Visibility," you can adjust the visibility of the

article to be tailored to the intended audience. You

are able to select between the public, students and

staff at the university, organization members, or

invited members.

You are also able to notify all members of your organization that a new

article has been posted by checking the box underneath "Notify Members."

Select "Create Article" underneath "Article Actions" to publish your news.

3


RESOURCES


The Center for Student Involvement, located on the second floor of the

Gatton Student Center past the Worsham Cinema, is supported by the Office

of Student Organizations and Activities. This space is designed to be a

resource for all campus student organizations. A Student Organization

Workspace is available in Suite A252 for any student organization.

Below is an overview of the resources available to student organizations

inside of the Center for Student Involvement space.

CENTER FOR STUDENT INVOLVEMENT

TABLE RENTALS

Five lightweight foldable tables are available for use by registered student

organizations for any type of tabling event. Tables are allocated on a firstcome,

first-served basis. Organizations are able to request multiple tables.

Tables should only be used for the purpose of supporting a student

organization. Additional guidelines and the request form can be found on

BBNvolved.

LOCKER STORAGE SPACE

The Center for Student Involvement has 182 storage lockers available in

multiple sizes for student organization use. Lockers are first-come, first served.

If necessary, organization can request multiple lockers to assist with storage

needs during the school year. These lockers may also be used during the

summer to store student organization materials during the school breaks.

Locker requests are available on BBNvolved.

OFFICE AND DESK SPACE

A limited number of office and desk spaces are assigned to specific student

organizations for use during the academic year. Desk space applications are

reviewed on a rolling basis. Applications for office space are released during

the spring semester and allocation decisions will be made prior to the beginning

of the Fall semester. Applications for both office and desk space are available

on BBNvolved.

DESIGN CENTER

Within the Student Organization Workspace in Suite A252, there are multiple

resources that student organization have access to that may be helpful for

organization materials. Included within the Design Center portion of the office

are a heavy-duty paper cutter and lamination machine. More design center

resources may become available as the school year progresses.


MARKETING RESOURCES

GRAPHIC DESIGN REQUESTS

All registered student organizations can take advantage of a Graphic Design

Request service once per academic year. We encourage you to sign up 3-4

weeks before your deadline to ensure that our Graphic Designer will have

enough time to complete the project. Due to the large number of requests, it

usually takes the graphic designer 1-2 weeks to contact your organization. This

service is only offered during the fall & spring semesters.

STUDENT ORGANIZATION COPY CODES

Student Organizations and Activities provides copy codes to registered student

organizations. The copier for this use is located in the Student Organization

Workspace in room A252 in the Center for Student Involvement, on the second

floor of the Gatton Student Center. This copy code allows each registered

student organization to make 200 black and white copies and 100 color copies

each school year. These codes are for making copies only.

CAMPUS DIGITAL SIGNAGE

Student organizations have access to submit promotional materials for digital

signage displays in the Gatton Student Center and in building around campus.

Graphics must be submitted no less than 10 days before you need them to

appear on digital signage. If you do not have time to create your own graphic,

there is a template creation option on the digital signage submissions form. For

more information on digital signage and to access the submission form, visit:

uky.edu/prmarketing/submit-digital-signage. If you run into any issues or

have additional questions, you can also email Whitney Siddiqi who works

directly with the student center digital signage, at whitney.siddiqi@uky.edu.

UNIVERSITY TRADEMARKS AND COPYRIGHTS

Student organizations are not required to meet all University of Kentucky

branding requirements when creating organization specific marketing materials.

That being said, if your organization is still working to develop a brand, or if you

would like to model your organization's brand off of the University of Kentucky

model, there are manuals and guides available to guide you through that process.

Brand standard for using University trademarks and copyrights, both for the

University as a whole and specific departments, can be found at

uky.edu/prmarketing/brand-standards.

FOR DETAILS AND ADDITIONAL INFORMATION ON

STUDENT ORGANIZATION RESOURCES, VISIT:

GETINVOLVED.UKY.EDU/ORGANIZATION-RESOURCES


getinvolved.uky.edu

Gatton Student Center, Suite A154

studentorgs@uky.edu | 859-257-8867

@UKGetInvolved

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