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Spring 2021 Updates: Event Registration Trainings and more

Calvin Smith Jr - Wednesday, January 20, 2021
 Events 

Event Registration/Room Reservation Training


Hello RSO Leaders,

We wanted to provide you an update regarding the Event Registration/Room Reservation Trainings.

Currently, the trainings are with Human Resources and are being uploaded to myLearning. Once those trainings are uploaded they will be available for anyone within a RSO to complete.  For RSO leaders who want to be proactively assigned to take the training please submit their names here. We are anticipating both trainings to be available by Monday, January 25, 2020. If they become available prior to Monday, or will be delayed, we will send out a follow up communication to that effect. Attached to this communication are the PDFs of the two trainings that will need to be completed so you can review them prior to the training being released. 
 

Member Badging/Training Completion 
 

Once RSO members complete the training, they will need to proactively upload the corresponding certificates to Hopkins Groups.  On the landing page there are two banners: COVID-19 Safety Monitor Training and Safety Monitor Event Registration and Room Reservation Supplemental Training.
              

Note, these are the titles of the trainings that members can search for in myLearning.

From there, all members will need to do is click on the banners, enter their name, the RSO name, and upload the certificate.  Within 24 hours a badge will appear on the member's profile. Once a member of the RSO receives their badge, the RSO will also receive a badge indicating to Scheduling Event Services they are eligible to reserve rooms. 

 

Room Reservations 

In the meantime, please proceed with making your room reservations. Do not wait until someone is trained as the space needed for your programming may not be available.  Scheduling Events Services will place a hold on the room request, however the rooms will not be released until a member(s) of the organization receive these trainings. 

To submit your event request please navigate to your Hopkins Groups organization page and click "Events" > "Create Event". Once you create the event please fill out the entire form, sign at the bottom, and submit. In order to view room availability you will need to navigate to the Scheduling Event Services website to view availability. 

To view your submission progress, please navigate to your home screen on Hopkins Groups, click "My Surveys/Forms" and you will see the status on the right side of the screen.
 

Q & A

There will be two opportunties for Q & A next week on Tuesday, January 26, 2021 at 6:00 pm and Friday, January 29, 2021 at 12:00 pm for leaders that still have questions about the process.  You can register for those events also attached to this communication. 

 

The Student Leadership and Involvement Team

Gift Card Usage Discontinued

We wanted to make you aware of a message we received during intercession and how it may impact your programming efforts moving forward.

RSOs are no longer allowed to utilize Gift Cards (non-cash equivalents) as prizes/incentives for participation. For clarity, this does not mean budgets are being reduced or that you can not provide incentives for participation. It means that the incentive must be either cash or non-cash items.

If you have additional questions please do not hesitate to contact us at slifinance@jhu.edu.

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Received January 15, 2021

This is to inform you that the University Administration, together with the Internal Audit, Tax, Procurement, and the controller's offices, reviewed the current policy on gift cards to provide clearer guidance for students on the matter. The University Administration is currently reviewing the policy language to make necessary adjustments to ensure clarity and guidance.

In the meantime, we are required to process cash incentives to students using the guidance below. We intend to keep the best practice of $25 cash incentive threshold for most of the cards per recipient and justify anything above. Some groups, such as programming boards that have historically issued $50 and $100 to award winners, are allowable exemptions.

  • Incentives for participation, awards, and prizes for students cannot be issued as gift cards but must be issued as a "cash" or "non-cash" incentive. This means cash will be paid directly by the University by check or direct deposit through Accounts Payable to the prize/award recipient.
  • Students, Registered Student Organizations, and Offices are also allowed to purchase "non-cash" items for students in lieu of cash, which means something of tangible value such as t-shirts, sweaters, sweatshirts, swags, postcards, mugs, etc.

EVENT

Event Registration/Room Reservation Q & A

Tuesday, January 26
6:00pm - 7:00pm
Add to Google Cal,Outlook,Yahoo,iCal

This is an opportunity as ask any questions related to event registration and room reservations for the spring 2021 semester.
RSVP

EVENT

Event Registration/Room Reservation Q & A

Friday, January 29
12:00pm - 1:00pm
Add to Google Cal,Outlook,Yahoo,iCal

This is an opportunity as ask any questions related to event registration and room reservations for the spring 2021 semester.
RSVP

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