Frequently Asked Questions for Student Organizations

Have a question you'd like to see listed here?
Please contact the Coordinator of Student Activities.

How do I make a room reservation for my student organization's event?

How far ahead of time do I need to submit forms?

Why is the approval process longer for some forms than others?

Can my organization make changes to a Purchase Authorization?

How can my organization pay for online purchases?

Can my organization have food at an event?

What kind(s) of food can my student organization have at an event or activity?

How can my organization co-sponsor an event with another organization?

What do I need to submit to the Coordinator of Student Activities after an event?

How does my student organization request funding?

How do I know how much is in my student organization's fund?

How do I deposit money into my student organization's fund?

What does my organization need to do after electing new officers?

Why should my student organization set up an oakland.edu email account?

 

How do I make a room reservation for my student organization's event?

To make a room reservation, create an event in your organization's MedSync portal. This listing will generate a room reservation request.

How far ahead of time do I need to submit forms?

Generally speaking, these are the expectations:

  • Purchase Authorization - At least two weeks before the purchase.
  • Travel Authorization - At least one month before the trip.
  • Charitable Fundraiser proposal - At least six weeks before advertising begins.

Special requests or unusual circumstances may require additional time. For example, if your organization would like to order food from a restaurant we haven't used before, we might need extra time to approve the request.

Why is the approval process longer for some forms than others?

Forms may need to be routed through multiple departments or offices for processing and approval; and this can take time. The timing of a form's approval may also be impacted by the details of the proposed event or purchase.

Can my organization make changes to a Purchase Authorization?

Yes, changes can be made to a Purchase Authorization after it has been approved. Please upload a new Purchase Authorization into the Event Request if the purchase meets any of the following criteria:

  • The total cost will be more than originally proposed.
  • The vendor has changed.
  • The item(s) being purchased are different.

If the total cost will be less than originally proposed and that is the only change, no further action is necessary.

How can my organization pay for online purchases?

If your organization can provide a detailed list of the desired online purchases in the Purchase Authorization, we may be able to order the item(s) directly and charge your student organization's fund accordingly.

If the Purchase Authorization is approved, but we are not able to order the item(s) directly, someone from your organization will need to place and pay for the order, and be reimbursed afterward.

Can my organization purchase food for an event?

Each organization may purchase food for one non-educational event per semester as part of its recruitment or transition efforts.

All other events for which an organization purchases food must be educational events for students. Typically, educational events are ones that feature physicians or other topical experts as the speaker or facilitator, or that provide practical learning experiences.

What kind(s) of food can my student organization have at an event or activity?

A list of vendors we have used before is available online. However, if there is a restaurant or vendor your organization would like to use that is not listed, please contact the Coordinator of Student Activities for information on working with a new vendor. This may require your organization to submit a Purchase Authorization sooner than the standard minimum of two weeks before the event.

For events held at Oakland University, beverages (including bottled water and juice) must be Pepsi products. If a particular type of beverage is not available in a Pepsi brand, alternatives may be approved.

How can my organization co-sponsor an event with another organization?

The event request and all associated materials should be submitted through one portal. If a purchase authorization is submitted, the organizations should clearly state how the cost(s) will be divided.

What do I need to submit to the Coordinator of Student Activities after an event?

If your organization made any purchases (including food), you must submit all original, itemized receipts and the original attendance list.

  • The attendance list should have the printed name and signature of all student participants, and the printed name(s) of the guest speaker(s) or facilitator(s).

If there were no purchases, you should submit the original attendance list.

How does my student organization request funding?

Funding is available from the Medical Student Government, via the Finance Committee. Budget requests are submitted once a semester, for the following semester. If the budget allows, student organizations can also submit budget adjustments during the current semester for unexpected expenses.

  • Even if the Finance Committee has allotted funding to your student organization, the proposed expenses must still be submitted via Purchase Authorization for review and approval.

How do I know how much is in my student organization's fund?

Every student organization is encouraged to keep track of its fund balance throughout the semester. A basic template is available here; or your organization could use the Checkbook tool available in the Treasury section of your MedSync portal.

If you have specific questions about your fund balance or if you want to confirm your records, please make an appointment with the Coordinator of Student Activities.

How do I deposit money into my student organization's fund?

To deposit cash or checks into your student organization's fund, please make an appointment with the Coordinator of Student Activities. The Coordinator will fill out a deposit slip with you, and deposit the money at the Cashier's office.

What does my organization need to do after electing new officers?

There are two tasks that the outgoing and incoming officers should work through together:

  • Complete the Officer Transition Checklist to facilitate an effective transition in leadership.
  • Fill out the Student Organization Renewal form. This will communicate the change in leadership to the Coordinator of Student Activities, and serve as the organization's official request for renewal of its Active status for the next academic year.

Why should my student organization set up an oakland.edu email account?

Having an organizational email account allows your organization to post events on the OUWB Events calendar; makes the officer transition process simpler; improves your organization's record-keeping; and provides additional document storage.

Additionally, having an oakland.edu email account for your organization (i.e. my_organization@oakland.edu) means that you will always have access to the account - even if the password is lost or forgotten.

To request an organizational email account, please contact the Coordinator of Student Activities.

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