From: RSO Officers
Date: April 3
Subject: Start of Spring Registered Student Org Officer News


CrimsonConnect RSO Officer Newsletter
Put this on your calendar!

SPRING QUARTER - IMPORTANT DATES & DEADLINES:

Monday, April 28th:
RSO Re-Registration Opens - priority deadline: Saturday, May 31

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


Friday, May 16th:
Last day to use RSO P-card without prior approval from the Business Office.
If you know you'll have something that requires payment after that date, you MUST email studentcomptroller@du.edu by May 16th to request an exception for end of quarter payment. 


Getting ahead of RSO Re-Registration & Room Lottery

The annual RSO Re-Registration window will open Week 5 of Spring Quarter, alongside the Room Lottery application for recurring weekly meeting spaces in the Driscoll & Community Commons for 2025-26. More details and reminders will be shared regularly in these RSO Officer Newsletters throughout Spring Quarter. 

You can get ahead of the Re-Registration process by preparing a few of the necessary items in advance, and reaching out to the USG Student Organizations Committee for consultation as needed: 

RSO Constitution: Now is a great time to review your RSO Constitution to be sure it accurately reflects the way your RSO conducts business. There are several sections of USG Sample Constitution that are "recommended" or "required". Now may be a perfect time to build those into your documents. 

Here's how you can find your RSO's most recent Constitution Document:
  • Log into CrimsonConnect
  • Navigate to your group's page
  • Find the "Files" section
  • Click on "Uploaded Attachments"
  • If there's a folder within that fold (likely called "Other") click that
  • You should see an archive of past Constitutions that have been uploaded, including the one that was uploaded during Re-Registration last year

Active Membership Roster: You'll be asked to upload a membership roster of those members who will still be active in your organization in 2024-25. You MUST upload this using the provided excel .xls template. 

Advisor Agreement: A new RSO/Advisor agreement form is required. Now is a great time to check in with your RSO Advisor about their interest in continuing as your RSO advisor next year, or to determine if a different faculty or staff person on campus may be a better fit for the needs of the organization. Consider how your Advisor can support your team in the process of transitioning to new officers.


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

The last day for RSO PCard usage will be Friday, May 16th to allow time for expense reconciliation by the SAIE Business Office. Student groups should plan accordingly by requesting funds and purchasing any program materials/supplies in advance using the P-Card checkout procedure through the Community Commons Welcome Desk (as usual). Don't forget to turn in your receipts!!!

Any RSO’s that needs to pay a vendor after the May 16th date will need to submit a written request to the Business Office by emailing studentcomptroller@du.edu prior to the May 16th deadline. 

Failure to comply with this procedure can result in loss of spending privileges or inability to pay vendors. 

As a final, friendly reminder, RSO Advisors should NEVER be using their own credit card, P-Card, or department's P-card to make purchases on behalf of an RSO they advise if the funds will be spent from the RSO's account. 

More questions? Reach out to: studentcomptroller@du.edu

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 4 (Friday, April 25). 

Harm Reduction Workshop Facilitators are once again hosting a the Harm Reduction Summit - 2 weeks of open workshops. Please RSVP in advance so the facilitators know to expect attendees!

EVENT

Harm Reduction Summit: Less Risk. More Fun! (Spring 2025)

Monday, May 5 at 9:00am
to Friday, May 16 at 11:00pm

Series of Harm Reduction workshop offerings open to ALL STUDENTS to support completion of the RSO Harm Reduction Requirement!

Please RSVP to the specific session (listed wihtin this larger event page) that you plan to attend.
RSVP
Beans logo with two iced coffee drinks

Sign up to table at Bean's Club Day - April 24th

Beans is hosting a Club Day on April 24th. Club Day will be a day of tabling and raffles at Beans. The event will last all day. After receiving everyones availability a finalized schedule will be sent out. For additional information please reach out to: beans@du.edu

SIGN UP TO PARTICIPATE HERE

Awkward Yeti Brain and Heart Cartoon depicting Heart asking Brain "What if we've been doing it all wrong?" and Brain responding "Then we'll just try again"

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. 

The Business Office will reach out via both Email and CrimsonConnect if they are missing any receipts, so please don't ignore those messages!

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). 

USG Logo

USG Elections!

On Tuesday, April 1, the Undergraduate Student Government Senate approved the Spring 2025 USG Elections Guide (attached to this email and linked at the very bottom).

If you or a member of your RSO is interested in running for the 2025-26 Undergraduate Student Government, please review the guide for important details about running a campaign including the important deadlines!

Have questions? Reach out to: usgelections@du.edu

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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If you no longer serve as an Officer to an RSO - please reach out to studentengagement@du.edu


Attachments:
  • Spring 2025 USG Election Guide.pdf
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