Activities atUVA: February 2014 Newsletter
Flash Seminars At The MAC
Register Today at https://atuva.student.virginia.edu/form/start/36901
IMPT: 2014 CIO Information
As we start a new year, Student Activities would like to remind CIO leaders of important information and dates. Please take a few minutes to read through this message. If you have any questions, please feel free to email firstname.lastname@example.org. Included in this message is information on:
· Student Activities Flyer Competition
· SAC & MAC Resources
· Space Reservations
· Fundraising & Funding Information
· Important CIO Policies
· CIO Agreement/Club Sport Agreement Reminders
· Updating Primary Contacts in atUVA
· Student Activities Information
STUDENT ACTIVITIES FLYER COMPETITION. Do you want to win 50 free colored copies this semester in the SAC? If so, submit your CIOs best flyer in the Student Activities Flyer Competition!
The SAC will be accepting flyers January 13th-24th. The flyers will be featured in the MAC and students will be able to vote for the best flyer the week of January 27th-31st.
SAC& MAC RESOURCES. As an active CIO, you are able to use the resources found in the Student Activities Center (SAC) and Media Activities Center (MAC). For a list of resources visit http://www.virginia.edu/deanofstudents/studentactivities/?page_id=68.
RESERVATIONS. As an active CIO, you are able to make reservations on Grounds. All reservations are made through the SOURCE or you can visit Event Planning Services located on the fourth floor of Newcomb. With the use of all space, remember to treat the space in a respectful manner and to make sure it is returned to its original condition after use. Below is summary of important space reservation information.
- Newcomb Spaces: ODOS Event Planning is currently scheduling events in these spaces for Spring 2014: Newcomb Hall rooms, UVa Chapel, Ern Commons, Forum at O’Hill, Lambeth Commons and Conference Room, Runk Green Room, and Student Activities Building (SAB). If interested in these spaces, we recommend that you submit a request via the SOURCE as soon as possible.
- Academic Spaces: Requests for using academic classrooms must be done via the SOURCE. For detailed information on reserving academic space, please click here.
If you have any questions, concerns, or need more clarification, please email email@example.com
For further detail on space and availability please visit the Newcomb Hall Event Planning Services website: http://www.virginia.edu/newcomb/wordpress/?page_id=8
FUNDRAISING INFORMATION AND FUNDING OPPORTUNITIES. Please review the section below for information on fundraising and funding information:
· Spring Rolling Round 1: Funding Deadline =January 20th. Hearing=January 22nd.
· Spring Rolling Round 2: Funding Deadline=February 3rd. Hearing=February 5th.
· Spring Rolling Round 3: Funding Deadline=February 24th. Hearing=February 26th.
· Spring Rolling Round 4: Funding Deadline=March 17th. Hearing=March 19th.
The CPB functions primarily as a monetary resource for members of the University community who contribute innovative and wide-reaching cultural events. If you are interested in submitting a proposal for an upcoming event, please visit our website. For any additional questions or clarifications please contact Julie Roa at firstname.lastname@example.org
VPSA seeks to promote positive, healthy avenues of engagement in University life and, specifically, on-Grounds activities of interest to students as alternatives to events that involve alcohol. Program funding is event-specific, and may only be used to pay pre-approved expenses for that event. Application must be completed on the VPSA website.
Additional Funding Sources can be located on the Student Activities website: http://www.virginia.edu/deanofstudents/studentactivities/?page_id=387
POLICIES. Please take a few minutes to read over the policies highlighted below. As a CIO, you have agreed to abide by the University policies listed below. A full list of University policies can be found at http://www.virginia.edu/deanofstudents/studentactivities/?page_id=38.
As CIOs look to promote activities and events, we are asking for your cooperation and adherence to the University Posting & Chalking Policy. While the policy spells out requirements and expectations, the overarching spirit of the policy is to ensure the lasting beauty of the Grounds. More specifically, chalking on brick sidewalks, slate, and buildings can lead to significant damage to these structures. Please remind your members of this policy and our shared responsibility to preserve the University’s appearance.
As CIOs look to fundraise and solicit for activities and events, we are asking for your cooperation and adherence to the University Fundraising/Solicitation Policy. While the policy spells out requirements and expectations, the overarching spirit of the policy is to support the advancement of University or student organization goals and only secondarily those of a corporate sponsor.
For the purposes of this policy, solicitation is defined as selling, promoting for the purpose of future sales, commercial advertising, and canvassing. Fundraising is defined as any activity held by a student organization for the purpose of generating revenue to support the programs and activities sponsored by the organization.
Thinking about showing a movie at your next event or meeting? STOP AND READ FIRST!
In order to be able to reserve space to show a movie, you must make sure you have a public performance license. Why and what’s that, you ask? Copyright law states that when showing a movie that considered a public performance you must obtain the correct royalties/license as to not break copyright law. A public performance is defined by, “a place open to the public or any place where a substantial number of persons outside of a normal circle of a family or its social acquaintances are gathered.” It doesn’t matter if you own the movie, aren’t charging admission, just having an informal gathering, or you rented the movie, if the showing is going to take place in a public place you must obtain a license. Those that do not take measures to get a license will not be able to reserve space and could potentially face substantial fines. Have Questions and want to license a movie contact Swank Motion Pictures at http://www.swank.com/college/faq.html or the Student Activities Office at email@example.com.
Hazing is prohibited by state law and University policy. The University does not condone hazing in any form and all CIOs are required to abide by the University policy on hazing.
For more information on policies pertaining to CIOs please visit this site: http://www.virginia.edu/hazing/
CIO AGREEMENT/CLUB SPORTS AGREEMENT. In the New Year, please take some time to review the CIO Agreement and Club Sports Agreement. The agreements can be found here http://www.virginia.edu/deanofstudents/studentactivities/?page_id=38. It is especially important to review the CIO Agreement if your CIO has transitioned this semester. If you are a club sport, please make sure you read over the agreement because it has been revised.
- Please remember to use the University’s name as “XYZ Club at UVa” if you are creating urls, Facebook pages, Twitter handles, t-shirts, etc. CIOs also need to seek approval to use University logos (Rotunda or Sabers) before posting them on flyers, website pages, t-shirts, etc. This information can be found in section 4 of the CIO Agreement.
- Please remember to include the non-affiliation language in section 3 of the CIO agreement on Facebook pages, websites, formal email communication, etc. The CIO agreement also covers information about taxes, liability (language for members to read over), funding, use of facilities, etc. If you have any questions, please feel free to contact Kendra Paisley at firstname.lastname@example.org.
UPDATE PRIMARY CONTACT IN ATUVA. If your CIO has transitioned, please remember to have the old primary contact update atUVa with the new primary contact. This is how Student Activities communicates with CIOs, so it is very important to make sure the contact is up to date. This video tutorial can help you update your primary contact http://www.youtube.com/watch?v=IzqCrpQA8Oc. If you still have questions, please feel free to contact email@example.com .
CIO RENEWALS. CIO renewal for 2014-2015 will start in April. Please remember ALL CIOs are required to renew their CIO during that time. Information about renewals will be going out in mid-March. For more information, please visit the Student Activities website.
SPACE ALLOCATION PROCESS. Information about space allocations will be going out in mid-February if you are interested in space for 2014-2015. If you currently have space, you will need to reapply for the new school year.
STUDENT ACTIVITIES. The Staff in Student Activities exists to provide services, support, information, and consultation to CIO leaders. Located in Newcomb 149 and 164, the staff is available to field questions, troubleshoot and assist CIOs in all aspects of leadership and organizational development. Please stop in to Newcomb or email us at firstname.lastname@example.org
STUDENT ACTIVITIES NEWSLETTER. Each month a different CIO will be featured in Activities atUVa. Submit a brief description with a picture to email@example.com.
STUDENT ACTIVITIES SOCIAL MEDIA. Student Activities has several social media outlets that you can interact with us on. Please check out the different outlets and share this with your friends and other organizations:
- Facebook (http://www.facebook.com/uvastudentactivities)
- Twitter (http://www.twitter.com/uva_sa)
- YouTube Channel (http://www.youtube.com/user/UVAStudentActivities
Have a great day!
Winter Activities Fair
Student Council will be hosting the Winter Activities Fair on Tuesday, January 21st from 11:00 a.m.-2:00 p.m. in the Newcomb Ballroom. This is a great opportunity for you to meet with CIO leaders and get involved in something new this year!
Info on Spring 2014 Space Reservations
CIO, FOA, Agency and Special Status Groups
The Office of Event Planning Services will begin accepting reservation requests from active CIOs, FOAs, Agency and Special Status Student Groups for Student Activity Spaces for Spring 2014 (January 1-May 18, 2014) exclusively via The Source beginning on Friday, December 6, 2013.
We will begin processing request on Monday, December 9, 2013, in the order in which they are received.
Your submitted request does not constitute a reservation of the space. A confirmation will be sent via email once your request has been processed.
The Office of Event Planning Services does not accept new requests in person, via email, or over the phone.
Thank you for your cooperation and for planning your events in the spaces managed by the Office of Event Planning Services.
We will begin accepting single date requests for academic spaces on Friday, January 3, 2014 and will begin processing request on Monday, January 6, 2014.
Activities atUVA: November 2013 Newsletter
Please click on the LINK to check out this month’s newsletter!
Activities atUVA: October 2013 Newsletter
Please click on the LINK to check out this month’s newsletter!
Update: Policies for the Use of Academic Space
Every effort is made to accommodate CIO requests for academic space. As a result of the large number of CIOs and need to prioritize classroom space for classes and labs, CIO demand for classroom space frequently outstrips supply. We ask for CIO patience and cooperation in our efforts to meet your needs with the understanding that we may not always be able to approve your first choice of space and time. The policies below have been articulated by the Office of the Provost in consultation with the Office of the Dean of Students and Student Council in order to prevent disruption to classes and minimize damage to classroom facilities. We are grateful for your partnership in caring for our shared spaces.
Please note that Student Activity Spaces managed by the Office of the Dean of Students (Newcomb, Ern, the Forum, Runk Green Room, SAB, etc) are not subject to the policies listed below. For information on those spaces, please visit http://www.virginia.edu/deanofstudents/eventplanning/policies/.
- Requests for academic space must be submitted to Event Planning Services no later than 5 business days prior to the event start date and the request must be received by 5:00 pm.
- Academic spaces may be reserved on weekday evenings and weekends. Academic spaces and times designated by the Office of the Provost as available for reservation are listed on the Event Planning Services website: http://www.virginia.edu/deanofstudents/eventplanning/our-spaces/
- Classroom space may not be reserved after the last day of classes (due to exams).
- The following is not permitted in academic spaces:
- Food and Drink
- Loud Noise (amplified sound, speaking, or music beyond a normal conversational level)
- Dancing (dancing without shoes is permitted)
- Movies (because of the amplified sound policy and copyright laws)
- Furniture should not be removed from the classroom or rearranged unless it is returned to its original set-up. Lecterns must not be moved.
- Activities must not disturb other groups using adjacent/nearby space.
- Groups must adhere to the approved reservation times. Prior approval is required to extend or alter a reservation in any way. This request must be made at least 1 business day in advance.
- CIOs found to be in violation of these polices will receive a warning from Event Planning Services. A second violation may result in the organization losing its academic space reservation privileges for a period of 12 months.
Additional notes for Performing Arts Groups needing rehearsal and performance spaces
- A special “Sound Zone” has been created to permit a cappella and theatrical rehearsals with minimal impact to classes (i.e., the Provost’s Office has generously moved classes to facilitate this zone). Singing and dramatic rehearsals are permitted in these spaces, though amplified sound and dancing (with shoes) are still prohibited. Groups needing amplified sound should seek to reserve Student Activity Spaces instead of academic spaces.
The following spaces are designated as a Sound Zone (the list may evolve as the year progresses):
- Maury 104, 110, 113, and 115
- Minor 125 (with the single provision that groups could be bumped if the room is needed by a special program/event; the bumped group will be provided with one week notice)
- Minor 130
- Cauthen 134
Note that other academic spaces continue to be available to performing arts groups subject to the standard loud noise stipulations.
- High demand performance spaces (Chemistry 402 and Wilson 402) may be reserved for final/dress rehearsals 2 weeks prior to a group’s performance in those spaces. These spaces may also be reserved outside of that window subject to availability.
- Musical and theatrical rehearsals and performances must stay contained within the assigned room (i.e., no spillover into the hallway or lobby).
- Rehearsals are limited to 2 hours at a time (Monday – Thursday) due to demand constraints and the desire to be fair to all CIOs requesting space. On Friday – Sunday, there is flexibility to go beyond two hours depending on space availability. In addition, within five days prior to a weekday rehearsal, a CIO may contact Event Planning Services to request an extension beyond 2 hours if no other group has reserved the space.
Go Global – Get Your Passport
Tuesday, November 12 & Wednesday, November 13
10:00am – 3:00pm | Newcomb Ballroom
Click here for more information.
ACC Leadership Conference
ACC Leadership Conference
The ACC Leadership Symposium is organized by the ACC Inter-institutional Academic Collaborative. The symposium is an effort to promote student leadership and encourage interaction among the member schools outside of athletics. The ACCIAC is funded by revenue from the ACC football championship and administered by the presidents of the ACC schools. Approximately 100 students participate in the symposium each year to find common ground and share ideas about what it means to be a leader in their community.
The ACC Leadership Symposium is a three day leadership learning opportunity to engage with peers across the Atlantic Coast Conference (ACC). Students from each participating university will be grouped with peers from their fellow ACC schools. The symposium rotates between the different ACC institutions each year.
The 2014 ACC Leadership Symposium theme centers on the social issues prevalent in the 21st century and the resources available to students to address social change within their local and global communities. The symposium is scheduled for February 21-23, 2014 and will be hosted at Miami University in Coral Gables, FL.
The deadline to apply to become a part of the 2014 ACC Leadership Symposium delegation was Wednesday, October 16th. Information on the 2015 ACC symposium will be made available in Fall 2014.
For more information, please contact firstname.lastname@example.org
Student Activities Center Advisory Board
Join the Student Activities Center Advisory Board to help enhance the CIO experience!
The Student Activities Center Advisory Board will meet twice a semester and is charged with providing student leader feedback about the operations, resources, and services of the Student Activities Center (SAC) and Media Activities Center (MAC). As part of this charge, the Board will be asked to consider the following: the overall operations of the SAC/MAC, additional resources needed, promotion and marketing of the SAC/MAC, and the aesthetics/physical presentation of the Centers. The group will also discuss resources and services that can enhance the CIO experience during the academic year.
Please apply here https://atuva.student.virginia.edu/form/start/25231. The deadline is September 25, 2013 at 11:00 p.m. If you have any questions, please email email@example.com.
Parents Committee Grant Applications
Parents Committee Grant Applications can be found at http://www.uvaparents.virginia.edu/grants. The deadline to submit your application is 5:00pm Monday, September 16th. The Parents Annual Fund raised more money than ever last year and the Committee is eager to distribute Grants. As always, the group is looking to support new and innovative ideas that will enhance the undergraduate student experience. The Committee will review and award grants during Family Weekend (September 27-29) and the decisions will be mailed out in early October. Please be sure to review the ‘Application Guidelines,’ available on the website for the fill list of application and award policies.
Academic Space Reservations
Academic Space Reservations
The Event Planning Services Office is currently accepting single date requests for academic spaces. To ensure the University Registrar’s Office has adequate time to finalize the placement of classes, single date requests are being approved on a weekly basis.
We will begin accepting weekly and recurring space requests beginning September 23, 2013, for events occurring between October 1st and December 6th.
The following restrictions apply to all events held in academic spaces. As the organizer of the event, student organizations have the responsibility to maintain the good order of the classroom and will be held liable for any damage incurred during the event:
1) Request must be submitted no later than 3 business days before your event start date and the request must be received by 5:00 pm.
2) December 6 is the last day events can be held in academic spaces.
3) The following is not permitted in academic spaces:
- Food and Drink
- Loud Noise (music, speaking, etc.)
4) Rehearsals are only permitted in cases where the show is taking place within an academic space and it is within 2 weeks of the show date.
5) Musical and Theatrical performances are limited to Chemistry 402, Maury 125, Wilson 402, and Minor Hall and must stay contained within the room.
6) All performances-related requests must submit an amplified sound form. The reservation request cannot be approved without it.
7) Furniture should not be removed from the classroom or rearranged unless it is returned to its original set-up.
8) Activities during meetings/events must not disturb other groups using any space.
9) You must adhere to the approved reservation times. Prior approval is required to extend or alter a reservation in any way.
10) If a CIO violates the terms of the Use of University Facilities policy, the organization may lose its space reservation privileges for a period of 12-months.
Student Activity Space Reservations
We are currently accepting reservations for Student Activity spaces which includes Newcomb Hall, Ern Commons, O’Hill Forum, Runk Green Room, SAB, UVa Chapel, and the Amphitheatre. Please allow 10 business days for processing. Requests are processed in the order received.
Town Hall Presentation
Missed the Town Hall Presentation for CIOs? Or want to share the resource information with other members? Click here to view the presentation!
Fall Activities Fair Information
Monday, August 26
11am – 2pm
Organizations can check-in/set-up @ 9:30am.
Click here to review the map as well as an alpha sort of all organizations participating!
Welcome Class of 2017!
Interested in learning more about getting involved at UVA? Be sure to visit atUVA to learn about the 700+ student organizations (CIOs) on Grounds.
And, save the date for the Fall Activities Fair: August 26; 11am – 2pm; Lower Lawn & Amphitheater
Student Organizations + Website Security
As student organization leaders, we wanted to share the message below to advise you of recommendations and updates from Information Technology Services in response to the recent website attacks which became apparent on Monday, April 15th. Please review the notes bellows and share with your technology officer and/or webmaster:
If you are using Wordpress, phpMyAdmin, or similar service, you are highly recommended to do the following:
- ensure that the latest version of Wordpress, or similar platform service, & related security patches are installed. This does not apply to sites on Wordpress.org or *.pages.shanti.virginia.edu
- remove unknown or inactive admins. This applies to ALL websites regardless of hosting service or platform.
- change passwords for all admin accounts. The following are UVa’s recommendations for passwords - http://its.virginia.edu/accounts/passwords.html
If for some reason you are using the same password for your website as you do for Netbadge, which is not recommended, you can change it by going to https://whois.virginia.edu/password/ After changing your permanent password, please allow at least 15 minutes for the change to take effect. Too many failed login attempts may temporarily suspend your account. Don’t forget that if you have a mobile device set up to access UVa accounts/services, you may need to change the password there after it has been reset.
Site Maintenance Restricted To On-Grounds
Additionally, for sites hosted on Virginia.edu systems, such as SCS or pages.shanti.virginia.edu, ITS has restricted admin login access to on-grounds only. If you need to perform site maintenance on your website which is hosted on a Virginia.edu system, and you are off-grounds, you will first need to connect to the UVa Anywhere VPN. Please note that the UVa Anywhere VPN can only be installed while you are off-grounds. For more information regarding the UVa Anywhere VPN, please visit http://its.virginia.edu/network/vpn/
With the exception of access to the Student Council Server, questions or support inquiries should be made to the UVa Helpdesk - http://its.virginia.edu/helpdesk/
Council members that require access assistance, particularly confirming the limited computing IDs that should have access to admin a site, should be sent to firstname.lastname@example.org
Student Motivation & Apathy Program
Our Student Activities Team is pleased to share that we are working with TJ Sullivan, a nationally recognized speaker, who will present to student organization leaders on the topic of “Motivating the Middle” on Tuesday, April 16, 2013 @ 6:30pm in the Newcomb Ballroom. This keynote address is open to all student leaders.
For information on this program, please see: http://www.campuspeak.com/speakers/sullivan#Motivating%20the%20Middle:%20The%20Keynote.
We think this is a great opportunity for student organization leaders. Our team has read TJ’s book and have found it a great resource for students.
But, wait! There’s more! Prior to the “Motivating the Middle” keynote, TJ will offer an invite-only workshop titled: “The Apathy Myth: Real Answers to Unmotivated Members.”
The Apathy Myth Program will occur from 4 – 5:30pm on Tuesday, April 16, 2016 in the Newcomb Hall Commonwealth Room. All students must RSVP no later than April 12, 2013 using the form below.
Information on the Apathy Myth Program can be accessed at: http://www.campuspeak.com/speakers/sullivan#The%20Apathy%20Myth:%20Real%20Answers%20to%20Unmotivated%20Members
Both programs are completely free, too!
Please contact email@example.com with any questions.
Apply to be a University Career Services Career Peer Educator!
University Career Services is now accepting applications for the Career Peer Educator Program. UCS seeks highly motivated individuals to promote and educate the U.Va. community about UCS resources and programming. CPEs are trained by UCS counselors and serve as ambassadors as they provide career outreach support for fellow students.
Applications are due Friday, March 29 at 5pm in UCS.
For more information about the program or to complete an application visit: https://www.career.virginia.edu/students/cpe_application.php
Apply for the Undergraduate Research Network’s Travel Grant
Want money to travel for your research?
Apply for the Undergraduate Research Network’s Travel Grant today!
The award is $200 and the application can be found at uvaurn.com
Applications are due Monday, April 1st.