reporting 101 - alumni groups...1. navigate to: groups.alumni.osu.edu 2. click on the...
TRANSCRIPT
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Reporting 101September 5, 2019
Tyler Gagai – Regional Engagement Officer- Northern &
Southeastern Ohio
Jason Homan – Regional Engagement Officer, Southeast US
The Ohio State University Alumni Association
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Agenda
• Why Report?
• Reimbursement guidelines
• Submitting Post Event Forms
• Membership and Board Rosters
• Sharing of Best Practices
• Q&A
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Why do we need to report?
•We want to celebrate YOU!
•We use this information to share with university leadership – to advocate for resources for alumni groups – like Symposium, speakers lists, communication services, monetary support, staff support, etc.
•This information can be used in crafting your applications for awards at the end of the fiscal year!
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What can be reimbursed?
• Consult with your OSUAA staff
representative prior to submitting
• Event supplies for Category 1 Events
• Up to $250 and up to $500 for Networking
• $500 for qualified Sesquicentennial events in
the Special Events category
• Board Meetings
• Up to $50 for 10 meetings in a fiscal year, for
Gray and Scarlet clubs4
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Post Event Forms
• Docusign
• Submitter and two signers
• Supplemental materials
• Attendance sheet
• Receipts, if seeking reimbursement
• Optional: pictures of event and other materials
• Submit within 30 days after the event
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Submitting your materials
Steps to submit information:1. Navigate to: groups.alumni.osu.edu
2. Click on the “Reporting” tab
3. Two columns – for Clubs and for Societies – select from your appropriate side
To receive reimbursement• Click the form that says Seeking Reimbursement
• Be sure to have two different signers than yourself signing this form
• Reimbursements will be in your account 2 weeks after you submit
To submit event information not seeking reimbursement• Click and fill out the form that says Not Seeking Reimbursement
• You won’t need additional signers for this form
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Once you click on the
reimbursement link,
here’s what will
appear.
Fill in your info, along
with the name and
email for two
additional board
members, then click
the red “Begin
Signing” button.
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Board members signing- reimbursements
• Signers will receive an email from DocuSign
• Signers will go through a similar process of
looking through the document and signing
electronically
• Once both have signed, the initiator will
receive an email confirmation with the
document attached for your records
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Email address appears here
Submitter’s name displays here
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Board member name displays here
Board member email displays here
Board member name displays here
Board member email displays here
Board member signature displays here
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Submitter’s name displays here
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Questions?
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Annual Reporting
Submit both items to your OSUAA staff
• Board roster
• Membership roster
Templates can be found on the Alumni Groups Website
• Navigate to groups.alumni.osu.edu
• Click on the “Reporting” tab
• Find the templates under the appropriate column, Clubs or Societies
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(Free) Tools to make reporting easier
• Google Drive
• Google Sheets
• Google Docs
• Great for groups already using a Gmail address
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Google Drive
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Google Drive
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Google Drive
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Google Drive
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Best Practices of Reporting
• Look at your calendar of events at the beginning of the year and mark the times you’ll need to submit. Share with your OSUAA staff contact so they’re aware too!
• Assign 1-2 people to this task for the year• Know your two signers emails & follow up with them
once you hit submit
• Complete forms within 30 days of event
• Save the PDFs to your personal devices
• When in doubt, ask your OSUAA staff contact for help!
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Around the Room
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Q & A
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Thank you
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Tyler Gagai
Regional Engagement Officer
Northern & Southeastern Ohio
614-688-1080
Jason Homan
Regional Engagement Officer
Southeast US
614-688-1007