CIO Renewal Process - PowerPoint Presentation

Slide1

CIO Renewal Process

2017-2018 Academic YearSlide2

CIO Renewal Process Timeline

All CIOs with approved renewal applications by

Sunday, April 30th, will be entered to win FREE PIZZA

a

t their first CIO meeting in the fall!

You will be able to register for the Fall Activities Fair once your renewal is approved. *Note that both “frozen” AND “active” organizations can renew. Frozen orgs are those who failed to renew last year.

Monday, April 3 - renewal app opens at 9 am Monday, June 5 - renewal app closes at 9 am Slide3

Opportunities to Renew

Have your incoming President (2017-2018):

Fill out the app online on their own time

OR

Come in to the PAC on the 1

st

floor of Newcomb and we can help fill it out in person (specific times TBA). Slide4

Update the new

INCOMING President for 2017-2018 to be the President in your CIO’s roster on @UVA. The incoming President should be the one to

submit the application. Note that individuals must be listed as members before they can be updated to an officer position.

The app will ONLY be accessible to the

President

and Primary Contact of your organization, as listed on @UVA. *If for any reason your incoming President is unable to submit the application, please designate another officer as the “Primary Contact” so that this person can submit the application for the CIO. **The person who submits the app will automatically become the CIO’s Primary Contact (the individual with primary responsibility for the operation of the organization).

BEFORE you submit your Renewal App Slide5

List

at least 10 DIFFERENT members of your organization in your roster and update roster with all new/current officers and current members

.To be active, you must have a minimum of 10 returning members for the 2017-2018 academic year.

BEFORE you submit your Renewal App Slide6

Copy and paste the

non-affiliation language (SEE BELOW) to ALL of your CIO’s websites and social media platforms.

Although this organization has members who are University of Virginia students and may have University employees associated or engaged in its activities and affairs, the organization is not a part of or an agency of the University. It is a separate and independent organization, which is responsible for and manages its own activities and affairs. The University does not direct, supervise or control the organization and is not responsible for the organization’s contracts, acts or omissions

.

*We WILL google your

CIO’s name. Please discontinue any old social media sites or websites with your CIO name to expedite the renewal process**We know this text doesn’t fit on Twitter & Instagram – you can omit the text on these sites

BEFORE you submit your Renewal App Slide7

Copy/paste the entire

non-discrimination language (SEE BELOW) in your organization’s Constitution and upload the Constitution to the Documents section of your CIO’s page on @UVA. The red text indicates changes from last year.

A student organization is ineligible for CIO status when the organization restricts its membership, programs, or activities on the basis of age, color, disability, gender identity, marital status, national or ethnic origin, political affiliation, race, religion, sex (including pregnancy), sexual orientation, veteran status, and family and genetic information. Notwithstanding these requirements, a CIO may petition to restrict its membership based on gender

(e.g. all-male or all-female a cappella groups)

or an ability to perform the activities related to the organization’s purpose by filing a written request with the Office of the Dean of Students. In evaluating any such requests, the University will look not merely to the constitution of an organization but to its actual practices and operations.

BEFORE you submit your Renewal App Slide8

Check

that you are using the University’s name correctly (see section 4 of CIO Agreement) in ALL places – social media urls

, social media sites, websites, on @UVA, etc. The Harry Potter Club at UVA

The UVA Club of Harry Potter BEFORE you submit your Renewal App

*Please update “UVa” to “UVA” if you have this listed in your CIO’s nameSlide9

The renewal app will require you to designate a member of your CIO as the “

Marketing Officer.” This ONE person will have access to the NEW branding website

that will enable you to utilize the official split-V logo with your CIO name. The Marketing Officer can be ANY member or

officer.

If

you are CURRENTLY using a split-V logo, please designate a Marketing Officer in your roster NOW so we can grant this person access to the new website and you can update this logo on all of your websites, @UVA, etc. BEFORE you begin the renewal process. ALL CIOs: Check to see that your logo abides by section 4 of the CIO Agreement. Questions? Email brandguidelines@virginia.edu.

BEFORE you submit your Renewal App Slide10

To summarize your action items,

see NEXT SLIDE! Slide11

BEFORE you submit

your CIO’s R

enewal App

Update

the

new INCOMING President for 2017-2018 to be the President in your CIO’s roster on @UVA. This person should submit the app. List at least 10 DIFFERENT members in your roster. Update all officers in roster. Include the non-affiliation language on all websites and social media platforms. Include the non-discrimination language in your CIO’s Constitution. Check that your organization is not misusing the University’s name

in ALL places. Designate a Marketing Officer in your roster and check that you are using logos correctly.Questions? Email studentactivities@virginia.edu. Complete renewal by April 30th & be entered to win FREE PIZZA at your first CIO meeting in the fallRenewal opens Monday, April 3rd at 9 am! Slide12

How the Primary Contact/President Will Access & Complete the Renewal App

Log in to @UVA

and go to your CIO’s page There is a blue bar on your CIO’s page that says “This organization is currently eligible for registration.”Click the “Register” button.

Read each step thoroughly, and complete each step of the process.

Make sure to hit SUBMIT.

Check on your CIO renewal status BEFORE Monday, June 5th at 9 am when the application closes. Slide13

The person who submitted the app can:

Log in to @UVA

via NetbadgeClick the down arrow next

to name in

top right corner of the page &

select "Involvement" Click on the "Submissions" tab and then, click on "Organization Registrations." Then, check the status next to your CIO Renewal submission. If the status says "In Progress" = renewal NOT completed and needs to be submittedIf the status says "Pending" = renewal submitted successfully and waiting for approval  If your status says “

Approved” = renewal completed successfully! Please allow at least 10 days for us to review your application. How to Check your CIO’s Renewal StatusSlide14

After your renewal application has been approved, you will receive the link to sign up for the Fall Activities Fair.

Sign-ups for the Fall Activities

Fair Slide15

Questions?

Email studentactivities@virginia.edu