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Organization (Org) Helpful Hints

General Questions

Cedarville Student Organizations need to be two things: accountable and sustainable.

Each Organization (Org) is required to have an advisor to ensure accountability and sustainability.

Yes. Organizations are a part of Student Life Programs, whose mission is to "develop lifelong leaders". Going to CU LEAD and Explorg are a couple ways that SLP equips student leaders for success.

Financial

Log in to Cedar Info and scroll to “Financial Transactions.” Click on “General Ledger Departmental Lookup.” Here you will be able to enter your Organization’s (Org’s) account number and see your Organization’s (Org’s) balance. If you do not have access, please email slp@cedarville.edu.

No. If you need to make a purchase for your Organization (Org), you must find a way to make that purchase within your Organization (Org), and then fill out a Requisition Form.

On a University-Owned computer, follow these steps:

  • Click on "CedarNet" on your desktop
  • Click on "Requisitions"
  • Fill in the boxes (Always select "AP check")
  • Obtain your advisor's signature for approval
  • Once the Requisition Form is filled out, staple the form to the respective invoice(s) or receipt(s) and mail it to Account Payable (via campus mail)

Organizations (Orgs) may sell in the Lower Stevens Student Center on Monday - Friday between 11 a.m. - 3 p.m.

All cash sales must be done through the Cashier's Office (Lower Stevens Student Center 130). The Cashier's Office will supply your Organization (Org) with the cash box as well as your starting cash.

When you’re done selling for the day, simply return your cash box to the Cashier’s Office (Lower Stevens Student Center 130). You can pick it up the next day no earlier than 10:45 a.m. Organizations (Orgs) may not keep the cash box overnight.

Yes. In fact, all Organizations (Orgs) selling items in the Lower Stevens Student Center must use the Square system, logged in to the Chi Sigma Omega account, and track all sales no matter what method of payment.

Yes. Starting with the 2016-2017 school year, Organizations (Orgs) will need to pay a fee when using the Square sales system. Fee’s are:

  • Cash/check only: $10
  • Cash/check/credit: $25

This fee will be taken from the Organization (Orgs) account via Interdepartmental Charge Form (ICF).

Once you’re done selling for the day, simply return your iPad to the Student Life Programs Office (Lower Stevens Student Center 154).

There are two 14x20 inch cubbies in the SLP closet (154 A) reserved for each table in the Lower Stevens Student Center. If you need help finding your closet space, please feel free to ask any member of Student Government Association (SGA) for assistance. Keep in mind that the cash box must be returned to the Cashier’s Office and the iPad must be returned to Student Life Programs (SLP) every day.

Tables should be set out in the morning for you to use with your respective table number. If your table is not there, please let someone in the Student Life Programs (SLP) Office know. Once you’re done for the day, please return your table to the Student Life Programs (SLP) closet (154 A) with the help of any member of Student Government Association (SGA).

Cedarville Student Involvement

Cedarville Student Involvement is the way Cedarville University students can get connected around campus and see what events are coming up. By using either a computer or the app, students will be able to browse upcoming events, view their past attendance, and check out student Organizations (Orgs). Never before has getting involved and tracking involvement at Cedarville University been this easy!

Getting added into the Cedarville Student Involvement system is easy. All you need to do is claim your account by following these steps:

  • Visit Cedarville.checkimhere.com
  • Click “login” in the top right corner of the screen
  • Click “Claim Account” (located under the “Forgot My Password” link)
  • Enter your Cedarville.edu email address
  • Check your Cedarville.edu email address for an email from Check I’m Here
    • A password will be generated for you and should be provided in this email. Copy the generated password and then follow the “Click here to login” link which will bring you back to the Cedarville Student Involvement website.
  • Re-enter your Cedarville.edu email address and paste the generated password in the corresponding space.
  • You will now be prompted to enter a new password (we recommend using your CedarNet login information). Be sure to save your new password.
  • Re-visit Cedarville.checkimhere.com and enter your new credentials
  • Account claimed!

Browsing upcoming events is simple. From the Cedarville Student Involvement Dashboard, click “Events” on the top navigation bar, then filter by date, Organization (Org), or even type of Organization.

From the Cedarville Student Involvement (CSI) dashboard, click “Organizations” on the top navigation bar. This will bring up a list of every Student Organization (Org). You can use the search bar to look for a specific Organization (Org), or click “Categories” and search only the Student Organization (Org) categories selected.

The Cedarville Student involvement App is available for both Apple and Android devices. Simply search “Cedarville Student Involvement” and install.

Only Organization (Org) Administrators can create events on Cedarville Student Involvement (CSI) unless otherwise delegated

  • All event requests are directed to the Student Life Programs Office
    • Event requests for meetings or smaller events will be reviewed and most likely approved within one business day.
    • Event requests for larger events might take longer as Student Life Programs (SLP) must ensure there are no other events scheduled for that day
  • To request an event, simply follow these steps:
    • Click “Create” on the left side of the Administrator (Admin) page. Then click “Event”.
    • Enter the name of the event
    • Select the Organization (Org) the event is for
      • This step is really only relevant for people who are Administrators for more than one Organization
    • Write a description for the event
      • The description should describe what will be done at the event or the purpose of the event
    • Enter the time and location for the event
      • Please be as specific as possible with the location. Be sure to include the building name as well as the room number
    • Enter the contact information
      • This will be whoever organized the event
    • You will have the option to add/create a waiver for the event
      • A waiver will not be necessary for most events; however, if you are unsure, please feel free to email slp@cedarville.edu with any questions
    • Add your budget/costs and attendance goals
      • Budget (How much money did you allocate for this event?)
      • Cost (How much have you spent/will you spend on this event?)
      • Attendance goal (How many people would you like to see come out to this event?)
    • Under Event Options, select whether or not your event is a private event
      • If the event is for Organization (Org) members only, please select “Private Event”
      • If the event is open to campus, leave the “Private Event” box unmarked
    • Submit event for approval (blue button at the bottom of the page)
      • Events are approved/disapproved based on two factors:
        • University Calendar – If there is already a large event or several smaller events going on that night, Student Life Programs (SLP) may ask you to look for another date 
        • Student Handbook – All events must align with the current Cedarville Student Handbook 

The Cedarville Student Involvement program utilizes a barcode scanner that allows you to scan individuals into events or meetings. Download the “CheckImHere” app, enter the event pin (generated after creating an event in CSI), and you’re good to go.

  • Click “Manage” on the left side of the page, then select “Organizations”
  • The Organizations (Orgs) you are an Administrator of should appear. Click on the Organization (Org) you want to make changes on.
  • Click “Roster” on the top navigation bar. Here you can add new members to your Organization (Org).
  • Organization Profiles contain the following information:
    • Name of Organization (Org)
    • Description of Organization (Org)
    • Regular meeting location/time of Organization (Org)
    • Category of Organization (Org)
  • All Organizations (Orgs) must keep an up-to-date profile and roster so that if a new student were browsing through the Organizations, he or she would be able to get an idea of what the purpose of that Organization (Org) is and whether or not he or she would want to join.

Only designated Organization (Org) Officers will be able to set/make changes to Organization (Org) location/meeting times. Keep in mind you should only set this information if the space has been requested and approved by the Cedarville Room Reservation system in CedarInfo.

  • From the Administrator Dashboard, select which Organization (Org) you would like to edit
  • Click the red pencil in the top right. This will allow you to make edits to the Organization.
  • “Meeting Location” and “Meeting Time” are both options on the edit page

Events

  • Events and meetings should be entered in Cedarville Student Involvement (CSI)
    • Events are campus-wide by default
    • Select “Private event” if the event is for members of the Organization (Org) only
  • Be sure to keep your advisor in the loop when creating events and frequently utilize their experience to help you along the way
  • Determine the budget
  • Submit an event request in Cedarville Student Involvement
    • Only Organization (Org) Officers (President and Organization advisor) can create events
    • On the Administrator (Admin) screen, click “Create” on the bottom left side, then select “Event”
    • Follow the steps and submit event. Please allow two business days for an Organization Event Request to be either approved, denied, or adjusted
  • If the event request is approved, you may then submit your other requests. Please submit room requests, work orders, and AV requests at least one week prior to the event date.
  • Note: Always remember to leave event space better than how you found it. Return any borrowed items to their respective departments the next business day.

We strongly recommend that events are submitted for approval on Cedarville Student Involvement (CSI) one month ahead of time. Failure to do so could result in the inability to submit other requests in time for your event.

  • Use the Student Organization Promotion Form to be a part of the weekly SGA campus event email and to request to have a chapel announcement
  • Submit Announcement Slides to be displayed in the SSC and/or Chapel
    • Posters must be approved by Student Life Programs (approval is given at the Stevens Student Center (SSC) Information Desk located in the Upper Stevens Student Center across from the DeVries Theatre).

Cedarville Print Services is the best local resource for printing promotional materials. Print Services is located in the Lower Stevens Student Center (SSC) 171 across from the Student Life Programs Office. Submit a print request through this email: printservices@cedarville.edu.

Student Life Programs (SLP) utilizes a program called "Check I'm Here" to scan Students into Student Life Programs (SLP) or Organization (Org) events. See below for how to download and how to use the App:

  • How to download the app:
    • Students must use their own “smart” devices to scan students into their Organization (Org) event.
    • Search for "Check I'm Here" in the App store or on Google Play.
      • When searching for this app on an iPad, you will need to filter the search to include iPhone Apps.
  • How to use the app:
    • Open up the "Check I'm Here" App.
    • Enter the event pin shown on the Cedarville Student Involvement (CSI) event page from an Administrator (Admin) account. (Must use desktop computer)
    • Use the barcode scanner. (If the barcode scanner is not working well, use manual entry as a backup.)

Yes, however, this process must be done through the Student Life Programs (SLP) Office. If you have any questions, or would like to pursue this option, please email slp@cedarville.edu, or come to the Student Life Programs (SLP) office located in the Lower Stevens Student Center 154.

Tables and chairs can be requested through a Maintenance Work Order on CedarInfo. Please submit requests as least 1 week prior to the event.

No. However, we do ask that all Organization (Org) events, whether on campus or off-campus, are submitted via event request on Cedarville Student Involvement and follow the Cedarville Student Handbook.

AV Requests are located in Cedar Info. Submit one of these forms if you have AV needs at least one week prior to your Organization’s (Org’s) event.

Yes. However, a Dance Event Request must be submitted prior to submitting an event request on Cedarville Student Involvement.