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Student Organization Guidelines

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These guidelines exist for use by student organizations for the follow three purposes:

• how to establish a NEW organization
• how to manage officer transition (Spring)
• identify the services and technologies available for student organizations

New Student Organizations

Student organizations must be sanctioned by either the Undergraduate Programs Office [Simon Hall, Room 12] or the GBSA.

1. Set up your Accounts: [New Organizations Only] — once organization is approved (above), send the following information to Webmaster@olin.wustl.edu:
   1. Organization TYPE: Undergrad or Grad
   2. Organization Name
   3. Organization Acronym
   4. Officer Name(s) -- at least ONE officer must be provided. That officer* can then manage all facets of the Organization including the Olin Web Template, network storage space, and control of the Security group for both the Officers list and the Club Members list
   *Note: Named representative must have an Olin computing account and be a qualifying student -- see Eligibility at Account Guidelines

Existing Student Organizations, Transition of Officers

1. Add New names to the Officer List. Officer list is written as: Organization Name-Officers
   1. Send a FULL LIST OF ALL OFFICERS for your organization (first name, last name, and WUSTL email address) to helpdesk@olin.wustl.edu.
      Text of the email MUST INCLUDE your Organization Name, and the first name, last name, and email of ALL OFFICERS.
   2. Doing so, then transfers control to the new officer for these services:
      • access the network storage space*
      • access and maintain the Officers list*
      • access and maintain the Club Members (email group) list*
   3. Pass Web Template access (a single login for the Organization, handled separately from those items above) to the new slate of officers in the Spring.
2. Check your Membership for the Officer List
   1. From your desktop, click Start | Search
   2. Select Other Search Options
   3. Select Printers, Computres, or People
   4. Select People in your address book
   5. Type the student acronym for your organization (AKPSI, GBSA, etc), and highlight for OrgAcronym-Officers
   6. Click Properties
      • If your name Does Not appear, see #1 above
      • If your name DOES appear, you have manage rights and can add/remove other officers

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What You Get

>> Email:

All official Student Organizations at the Business School are granted an organization mailbox, an email distribution list, and a security group (distribution list) for officers.

Organization Mailbox:
• This address has the naming convention: OrgAcronym@olin.wustl.edu.
• Organization officers are responsible for monitoring this mailbox, both when classes are in session and during semester breaks.
• This is not a forwarding service. Access the Org Mailbox by directly, see Accessing Alternate Mailboxes for instructions.

Member Email List
• This distribution list has the naming convention: OrgAcronym-members@olin.wustl.edu
• Organization officers can add/remove members from the distribution list, see Distribution List Administration for instructions on managing distribution lists.

Officer Security group
• This is both a distribution list as well as a security group and has the naming convention: OrgAcronym-officers@olin.wustl.edu
• As a security group, members in the list have access to the Organization mailbox, management control of the Member Distribution List, and the network storage space. IMPORTANT! An outgoing officer MUST add at least one incoming officer to this special distribution list in order to pass the torch. See Distribution List Administration for instructions on managing the list.

>> Network Storage

• All official Student Organizations are granted network space for documents, files, graphics, etc. This storage space has the naming convention: \\wubstudent\student\orgAcronym (shortcut mapping = U:\orgAcronym).
• Access to network folders is automatically granted to the Officers set in the Security Group.
• Though organizations are encourage to use the Web Templates, if expertise is available within the student organization, you can create a web site manually. Store files in the \www\ folder of the Org network storage space.

>> Web Space

All official Student Organizations use Olin's "Student Org Template" program to create web pages. Acquire access information by communicating with the outgoing officers.

• Access is granted separately from the Security Group above. IMPORTANT! Outgoing officers should share the login information with at least one incoming officers at transition time.
• Detailed Web Template instructions are available at http://apps.olin.wustl.edu/orgs/instructions/
• Login (with the information passed from outgoing officers) to the template at http://apps.olin.wustl.edu/orgs/admin/
• New Organizations display on the list without a link. Enable/disable the link by request by sending an email to webmaster@olin.wustl.edu. Once set to "LIVE" your Organization web page will appear on the display page at http://apps.olin.wustl.edu/orgs/
• Though organizations are encourage to use the Web Templates (detailed below), if expertise is available within the student organization, you can create a web site manually. Store files in the \www\ folder of the Org network storage space. Request redirection to the manually-created page in place of the Template with an email to webmaster.

>> Officer Voting / Event Registration

Official Student Organizations have these web services available. Scope and Timing requirements are available in the Word documents here. It is the responsibility of the Organization to plan ahead so that turnaround allowances can be met.

• Event Registration - Word document (official student orgs only)
• Officer Voting - Word document (official student orgs only)

*NOTICE TO GRADUATE STUDENTS: The "Graduate Organizations" section of Olin's Student Organizations web page (http://apps.olin.wustl.edu/orgs/) is for the exclusive use of student organizations approved by the Graduate Business Students Association (see Article VII of the GBSA Constitution: http://apps.olin.wustl.edu/orgs/gbsa/). Clubs approved by GBSA will appear under "Graduate Organizations" on the Students Orgs page.