From: The Underground: Student Organization Resources Center
Date: September 14, 2023
Subject: Student Org Newsletter- 9/14: Advisor Change Form, Event Policies, & Finance Updates


ADVISOR CHANGE FORM

Does your organization have a new advisor since you completed annual re-registration? Please use the Student Organization Advisor Update Form to notify the Student Organization Team of any changes to your organization's advisor. 

We strongly encourage organizations to add their advisors as officers in their RamsConnect group. This allows them to receive important newsletters, updates, and information from our team. If your advisor is a community member, they must create a guest account before you are able to add them. Faculty and Staff must login to RamsConnect with their VCU credentials if they have not been on the platform before for you to be able to add them.

If you have any questions, please reach out to our team at studentorgs@vcu.edu

NEW FINANCE PLATFORM- RAMORGS

We have a new finance platform, RAMorgs, which will be the home to all finance-related activities for your student organization. If your student organization has been delegated funding for the 2023-2024 academic year, and your organization’s President and Treasurer have not yet received an invite to the 2023-2024 Student Organization Finance Training, please reach out to ramorgs@vcu.edu. 

Once the training module has been completed, you will receive an email shortly thereafter with instructions for navigating to RAMorgs.
 

MOVIE SCREENING EVENTS FOR ORGS

Student Organizations can not show a movie/film/documentary/etc without a public viewing license or rights to show a movie or film. Must be provided 15 days prior to the event.

*Please note that ownership, rental or borrowing a film/video does not necessarily constitute public performance rights. 

Film Screening Policy: Student organizations and University departments must have the public viewing license or rights to show a movie or film. Proof of public viewing licenses must be provided to the Event Coordinator no less than 15 days in advance of the showing before the reservation can be finalized.

Event coordinators will cancel reservations if they do not receive the public viewing license confirmation from the student organization or University Department. Public viewing licenses may have to be purchased.   

Movies and films checked out from the VCU Library do not have public viewing licenses. They have home use/education use licenses. An education license may only be used if it is directly related to a course.

BYSTANDER INTERVENTION TRAINING


The Office of Student Advocacy and Safe Bars RVA  are offering an interactive education program to student organizations that will help members recognize and respond to sexual harassment, aggression, and assault in places where alcohol is served. The program will use interactive techniques to empower students to intervene in any situation where they witness inappropriate sexual conduct. We are offering our services to any VCU organization that serves alcohol at their events, so that we may all work together to make VCU a safer place for everyone. Student organizations should reach out to Tameika McCoy at tmccoy5@vcu.edu to schedule a training for their organization. 

UPCOMING APB EVENTS

Rams Night Out Sept 14th @ 6PM in the Commons Ballroom- Ignite Your Inner Artist!! At Our APB Rams Night Paint and Sip Night! Refreshments will be provided as your creative juices flow. Open to all Rams!

I love Female Orgasms Sept 18th @7PM in the Commons Ballroom- I love female orgasms is back!! Students loved it, so we are doing it again. Join us to laugh and learn about the "big O," the most popular topic sex educators Lindsay Fram and Marshall Miller teach about! The program is inclusive of people of all genders, gender identities, and sexual orientations. The Female Orgasm is the perfect combination of sex education and humor. T-shirts and sexual protective equipment will be free for those who participate!

Meet the Court Sept 20th @ 7PM in the Virginia Rooms- Interested in being on Homecoming Court?! Come to Meet the Court to hear how Past Court experienced Homecoming in the past years

IMPORTANT
STUDENT ORG
UPDATES

IMPORTANT! REIMBURSEMENT DEADLINE

September 21st will be the LAST DAY to submit any reimbursement requests to either an individual or to your student organization, for the entirety of the academic year. Any requests submitted after the 21st of September will be rejected. 

As notated in the Categories Spreadsheet, each reimbursement request must 
1.) be submitted into RAMorgs a minimum of five business days before the purchase 
2.) the purchaser must wait for the request to be moved forward to Stage 2 - Purchaser Assigned before making the requisite purchase
3.) the President/Treasurer of the organization must submit an email to dsasafdocs@gmail.com within five days of the event, with the purchase request number as the subject, with the required documentation included, as found on the Categories Spreadsheet.

For a full overview of the reimbursement process, please refer to the Creating a Reimbursement to an Individual instructional video, available via the following link.

If you have any questions please reach out to cfsof@vcu.edu

THE UNDERGROUND HOURS 

 
The Underground is open 11AM-7PM Monday-Friday. Stop by to use our resources, print for your organization, or get additional assistance from the Leadership & Involvement Ambassadors. 

EMS REMINDERS

If your student organization is interested in tabling or reserving a space for a meeting or to have an event, indoors or outdoors, you need to reserve a space in EMS. Visit Reserve a Room - The Commons - Virginia Commonwealth University (vcu.edu) for information.  If you’re unsure of where to host your event, please contact Event Services at 804.828.9502.