In this Newsletter:

1. Reminders about P-Card Receipts
2. Spring Quarter Dates & Deadlines
3. Community Commons Event Reminders
4. Event Registration Required
5. RSO Harm Reduction Requirement
6. Start Planning for Transitions NOW

IMPORTANT Reminder about P-Card Receipts:

P-Card receipts MUST be submitted for all P-Card Purchases!!

Repeated failure to submit receipts will result in your RSO being denied future funding and future P-card checkouts. It is the responsibility of the individual using the P-Card to receive a receipt from the vendor and ensure it is itemized and tax exempt. If you do not get a receipt, it is your responsibility to go back to the vendor and request one to submit on CrimsonConnect within the 3 business day deadline. 

Additionally, The Business Office would like to remind you that P-Card Receipts must be submitted individually! DO NOT group multiple receipts from multiple vendors into a single P-Card Receipt submission. 

Also, please upload receipts as PDFs (apps like "Genius Scan" make this really easy). 

SPRING QUARTER - IMPORTANT DATES & DEADLINES:

Monday, April 29th:
RSO Re-Registration Opens - priority deadline: Friday, May 31

RSO Recurring Meeting Driscoll & Community Commons Room Lottery - priority deadline: Friday, May 24


Friday, May 17th:
Last day to use RSO P-card without prior approval from the Business Office.


Getting ahead of RSO Re-Registration & Room Lottery

Getting ahead of RSO P-Card Use Deadline & Vendor Payments

CCOM Event Planning Drop In Hours & Reminders

When you place a 25Live request for the Community Commons (or anywhere else on campus), please provide your furniture setup needs in the request so we know if we can accommodate your needs. It will also help prevent us from chasing this information down, saving us a BUNCH of time in the process. 

If you have any questions about this, please send them our way or visit our Events Team during their drop-in hours, which our located in our Operations Suite by the Welcome Desk:

• Mon | 11:45am - 1:45pm
• Tues | 12:00pm - 2:00pm & 4:00pm - 6:00pm
• Weds | 5:30pm - 7:30pm
• Thurs | 3:00pm - 5:00pm

Don't Stop at Room Reservation - CrimsonConnect Event Registraiton is an Expectation!

We've seen a few RSO events on 25-Live that haven't yet made their way into CrimsonConnect. It's an expectation that RSO events are registered in CrimsonConnect. 

Use the "Create Event" button in CrimsonConnect to register your RSO events. Registering your events in CrimsonConnect allows the Student Engagement Team to support your event planning if needed, alert campus partners to the items they need to know about, and also is a great way to advertise upcoming events to your peers!

If your event is "pending approval in draft" - here's how to fix it. 
The person who started the event form should:

• Log into CrimsonConnect
• Find "My Surveys & Forms" near the bottom of the left-hand menu bar of the CrimsonConnect Home Page
• Search for a form called "RSO and FSL Event Registration" - you'll see the name of the event listed as well as a gray "DRAFT" sticker
• Use the pencil icon to pick up where you left off - often times it is between the event information and the additional questions that the Student Engagement team requires. 
• Finish the form by answering all required questions - you should see a purple "Submit" button when you get to the end. 
• Click "Submit"

RSO Harm Reduction Reminder

Don't forget that every RSO is responsible for at least 25% of their membership completing a Harm Reduction workshop at some point during the year (before  the end of Spring Quarter). 

More information about the Harm Reduction Requirement can be found here. 

Officers can request a Harm Reduction Workshop for an upcoming RSO meeting here. Please request before the end of Week 6. 

Upcoming Open RSO Harm Reduction Workshops

PLANNING FOR NEXT YEAR

Who will pick up where you're leaving off?

Who in your RSO will be great in Officer positions next year? Identifying the next group of leaders within your RSO is crucial for its long-term success. Here are 3 things you may want think about:

Initiative: Look for individuals who take initiative without being prompted. Those who actively contribute ideas, organize events, or volunteer for tasks often make good leaders.

Passion for the Organization's Mission: Are there current members who are genuinely passionate about the organization's mission and goals? Passion can drive motivation and commitment.

Self-Nominations: Ask current members to self-nominate or express interest in leadership roles. This ensures that those genuinely interested step forward.

How will you help prepare new leaders?

Identifying the next group of Officers is important, but equally as important is making sure they're prepared to step into a position of leadership within the organization. Here are two things you may want to start preparing before new leaders are identified:

Succession Planning: Take some time to adequately prepare for transitioning leadership. You may want to: 

• Review your RSO Constitution for any processes/procedures for selecting new officers. Some groups may host elections (which you can do electronically in CrimsonConnect!), others may have interviews hosted by outgoing officers. 
• Map out the timeline for those processes. We suggest you create a timeline that has new officers identified by week 7 of Spring Quarter, leaving time to transition new officers into their roles, and re-register the organization for next year. 

Knowledge Transfer: Facilitate a smooth transfer of knowledge from outgoing leaders to their successors. Ensuring you have enough time for effective transitions in Spring Quarter can be very helpful. Transitions can include:

• Documenting important information, processes, and contacts so that incoming leaders have a reference for re-creating annual events or progressing on projects that have been started but not completed.
• Hosting transition meetings or workshops where outgoing leaders can share insights, experiences, and key learnings with their successors is also a great idea.

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