NUMALink guidebook

GUIDEBOOK

TABLE OF CONTENTS What is NUMALink?. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1

PERSONAL FEATURES Exploring NUMALink . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2 .Updating Personal Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4 .

Updating Your Profile . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4 Setting Up Text Alerts. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5 Updating Your Privacy Settings. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6 Personalizng Notifications . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7 Choosing Your Interests . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8 Self-Reporting For Your Co-Curricular Transcript. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9

ORGANIZATIONAL FEATURES Managing Your Organizations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10 Registering a New Organization . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11 How to Use the Management Feature. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12 Managing Your Roster. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14 Invitations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16 Imports. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17 Reviewing Membership Requests . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18 Setting Your Primary Contact. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19 Creating and Managing Positions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20 Assigning Positions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21 Messaging your Organization. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22 Creating an Email Relay. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23 Creating a Text Message. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23 Updating Your Organizationâ€™s Website Information. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24 Registering Events for Your Organization . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25 Requesting Donations. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26 Submitting Travel for RSOs. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26 Managing Your Events. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27 Tracking Attendance . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27 Managing Invitations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28 Creating News. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29 Creating Galleries. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30 Uploading and Managing Documents. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31 Creating Online Forms. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32 Hosting an Online Election. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34 Organization Budgeting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36 Looking Up Your Available Balance. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36 Looking Up Past Requests . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36 Creating a Funding Request for the SGA Reserve Fund . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37 Creating a Reimbursement Request . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38 Creating a Purchase Order Request . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40 Tracking Organization Service Hours . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42

WHAT IS NUMALINK NUMALink is a virtual campus center for UAFS. This hub is a one-stop shop for students to connect to Registered Student Organizations (RSOs), events, and some departments. RSOs on NUMALink may use the platform as a management tool, create a website for their organization to feature information, photo galleries, external links, events, contact information, document storage, online forms, and much more. This guidebook is designed as a walk-through of features for those using NUMALink for their organization.

EXPLORING NUMALink 1. From my.UAFS, click on the Students tab. 2. Under the “Student Life” heading, click NUMALink. 3. Once you log in, you will be taken to the landing page titled “Explore University of Arkansas – Fort Smith.” 4. On the top of the page you will find the NUMALink search bar.

a. After typing in your search criteria, you will see the search bar drop down to display the results of your search. b. You can choose between the results in the following categories: i. Events ii. Organizations iii. News Articles c. You can also choose to see all of the related events, organizations, or articles by choosing to “view more” of the specified criteria. 5. Directly below the search bar is the alert section which will periodically change based on the information administrators wish to display.

6. Under the “My Memberships” portion of the screen, you will find all your active organization memberships displayed for quick access to their NUMALink page.

7. The Events section is your stop for all information for approved events hosted on and off campus. The “View All Events” button directly to the right of the events heading will take you to the Events page where you can search for events. a. This page allows you to filter the event results by: i. Date ii. Theme iii. Category iv. Perks b. You will also have the ability to show past events by clicking on the blue underlined “Show Past Events” button to the right of the “Events” heading at the top of the page. 8. The “Latest News” section at the bottom of the landing page shows the last three posted news updates on NUMALink. 9. Directly to the right of the “Latest News” heading at the bottom of the page are “Campus Links.” Each of the shortcuts is designed to save time when navigating through UAFS pages. a. UAFS b. My.UAFS c. UAFS Marketing Toolbox d. RSO Video Library e. UAFS Bookstore Site for Ignite CX

UPDATING PERSONAL SETTINGS 1. After logging in, click on your profile in the upper right corner. 2. Click on “Account” at the top of the profile bar. 3. From your account you will have access to: a. Update your profile b. Set up text alerts c. Update your privacy settings d. Personalize notifications e. Choose your interests f. Self-report for your co-curricular transcript

UPDATING YOUR PERSONAL PROFILE 1. In “Account” you can update your: a. Profile – Provide up-to-date personal information b. Contact Information – Provide up-to-date contact information c. Privacy Settings – Update who can see your Community Directory information and Organization Roster information i. Community Directory Settings - It is recommended to only show your campus email address in the Community Directory Settings or to hide all other information. ii. Organization Roster Settings – When you accept membership into an organization, you have the option to show or hide yourself on the membership roster. If you change your mind either way, you can change your settings in the Organization Roster Settings to show or hide your memberships in all or some of your organizations. d. Notifications – This area is where you decide how to receive specific information for your organization. You can choose to receive messages via email, through the NUMALink inbox only, or receive no messages. e. Interests – Move any available interests to the Ranked Interests box by opening any interest folder and clicking the plus sign (+) next to the interest. Once in the Ranked Interests box, you can move interests up or down based on order of preference. Interests will be used to match you to organizations and events with similar interests.

SETTING UP TEXT ALERTS 1. On the “My Account” page, under the Profile tab, scroll down to the “Text Message Notifications” heading. a. If you would like to receive text messages from your organizations: i. Input your mobile phone number in the space provided. ii. Select your mobile phone carrier in the drop down box. iii. Choose the “On” box to confirm that you would like to receive notifications through the provided mobile phone number and carrier. 2. Once information has been input, scroll down to the bottom of the page and click the Update button to save information to your NUMALink account. 3. After updating scroll back down to the “Text Message Notifications” heading and click the red Test button to verify that the notifications are sent correctly to your phone.

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UPDATING YOUR PRIVACY SETTINGS 1. Click the “Privacy Settings” tab on the “My Account” page to bring up the settings screen. a. Under “Community Directory Settings,” you can choose to have the following information showing or hidden. ( It is recommended by the Student Activities Office to hide all settings except your campus email address.) i. Campus email address ii. Preferred email address iii. Mobile phone number iv. Local street address v. Local city, state/province, and ZIP/postal code vi. Local phone number vii. Home street address viii. Home city, state/province, and ZIP/postal code ix. Home phone number b. Under the “Organization Roster Settings,” you can choose to have the organizations you are a member of shown or hidden. 2. Once you have adjusted the privacy settings, you will find a blue Save Settings button directly underneath the “Community Directory Settings” section of the page.

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PERSONALIZNG NOTIFICATIONS 1. Click the “Notifications” tab on the “My Account” page to bring up the notifications screen. a. Here you can make adjustments to what notifications are sent to the email address that you provided. All changes will update automatically. i. Under the “Informational Email Notifications” tab, there are options for whether you would like to receive informational emails from: 1. Campus and Organizations 2. Organizations only 3. None ii. Under the “Common Notifications” tab, you choose specifically the type of notifications that the organizations and/or campus can send to your email and/or notifications box for NUMALink. 1. Event Cancellations 2. Event Invitations 3. Form Submission Confirmations 4. Membership Invitations 5. Membership Request Approvals 6. News Article Discussions 7. Organization Discussions 8. Organization News Articles iii. Under the “Common Notifications” section, there is a Show Advanced Preferences button. Once clicked it opens up nine additional sections that you should explore to get the most out of your notifications experience. 1. Event Submissions 2. Forms 3. Experiences 4. Organization Accounting 5. Organization Membership 6. Organization Registration 7. Reviewer Notifications 8. Reporting 9. Administration

CHOOSING YOUR INTERESTS 1. Click the “Interests” tab on the “My Account” page to bring up the Interests screen. On this page you have the option to choose between 12 major interest categories. 2. Once you have chosen any/all interests, you can delete and rank your interests using the “Ranked Interests” section of the page that becomes active once your selections have been made. a. To manipulate the order of your interests: i. Hover your mouse over your selection and click; drag and drop in the order you would like it to be placed. ii. The up and down arrows, which will appear when you hover your mouse over your selection, will allow you to change the order of your interests as well. b. To delete interests: i. Hover your mouse over the interest you would like to delete. ii. The trash icon will appear and allow you to delete the interest from your “Ranked Interests” page.

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SELF-REPORTING FOR YOUR CO-CURRICULAR TRANSCRIPT 1. Log in to NUMALink and click on your profile in the upper right corner. 2. There are three items you can select in order to self-report for your co-curricular transcript. a. Membership History i. Memberships that you accept through NUMALink will automatically be reported on your co-curricular transcript. ii. You can self-report past memberships by selecting “Memberships” then “Add Past Memberships” in the upper right corner. You will comple the form with the following information: 1 . Organization Name 2. Position 3. Start Date 4. End Date 5. Reflection (optional) iii. Should you wish to remove yourself from an organization, you can do so by clicking on current memberships, selecting the organization you would like to leave, and choosing “leave organization.” b. Experiences i. To add experiences that are not a part of your membership history or may be outside the scope of your organization, click on “Experiences.” From here you can click on “Add Experience” and add any awards, leadership development, or professional development experiences by completing the corresponding form. ii. If you would like to add something that is not a current category under “Experiences,” please contact studentactivities@uafs.edu. Additional experience categories can be added at the discretion of the Student Activities Office. c. Service Hours i. To add service/volunteer hours, click on “Service Hours.” You can click on “Add Service Hours” and complete the form to include: 1. Organization 2. Description 3. Date 4. Hours 5. Minutes 6. Verification Contact ii. Hours will be sent to your selected organization for approval. d. Co-Curricular Transcript All of these self-reported areas and tracked events will be listed on your co-curricular transcript. To access, click on “Co-Curricular Transcript.” You have the option to hide areas of your transcript prior to printing based on what information you may want to use to provide to an employer, etc. 9

MANAGING YOUR ORGANIZATIONS The management of your NUMALink page is set up by your organization. Those with the title of president, vice president, treasurer, and secretary are automatically set to have full management access. Additional access may be granted to officers or an elected position specifically selected to take care of the organizations page. To learn more about managing and setting these features, please see “Creating and Managing Positions” and “Assigning Positions” on pages 20–21.

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Registering a New Organization 1. Click on the “Organizations” tab at the top of the home page, then select “Register an Organization” on the left under the search bar. 2. On the next page, scroll to the bottom and click on the blue button that says “Register a New Organization.” Follow the instructions to provide required information. a. Information will include: i. Organization name, description, social media. ii. Website URL: You will list your organization’s name or acronym with no spaces. This will be added to the link you see below and will be your website URL. iii. Roster of at least 10 members with three required officers: president, vice president, and treasurer. iv. On-campus advisers (required) and off-campus community supporters/advisers (optional). Community supporter examples include: campus minister for religious organizations, coach for a sports club, chapter adviser for Greek organizations. v. Constitution/Bylaws. vi. Logo or image. b. All information may be edited as needed. 3. Once submitted your registration form will be sent to the Student Activities Office for approval, moved to the appropriate organization category (e.g. academic, cultural, special interest, etc.), and you will be able to start managing your organization’s events, news, photos, forms, documents, and more.

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HOW TO USE THE MANAGEMENT FEATURE 1. Navigate to the top right of any NUMALink page.

2. Click on the

symbol.

3. On the box that pops up, click on the “Manage” option to navigate to the “Action Center.”

4. On your “Action Center” page, click on the organization you wish to manage under the “My Memberships” section. 5. Alternatively, you can get to the same page by first clicking into your organization’s page, then clicking on the Manage Organization button in the top right corner of the page.

6. For the organization that you wish to manage, click the menu, which opens up your organization toolbar. a. The toolbar will give you access to manage your organizationâ€™s page. The functions in the toolbar may be limited based on your permissions. i. Roster ii. About iii. Events iv. News v. Gallery vi. Documents vii Forms viii. Elections ix. Finance x. Service hours

MANAGING YOUR ROSTER

While managing your organization, click “Roster.” 1. Primary Contact Button (upper left corner) – This is the person who will receive correspondence if a student clicks on the contact button from your website. To edit the primary contact, click on the pencil button in the upper right corner of the primary contact box and select someone from your roster. 2. Roster (bottom) a. Current – Lists current members in your roster. i. To delete members you can select the check-box by their name and click “End Membership.”

ii. To assign a position, click on the pencil button by their name and select from the positions available. To create additional positions, see “Manage Positions” below.

b. Pending – Lists students you have invited by email to join your roster, but have not accepted membership yet. You may resend invitations or delete invitations by selecting the box next to the person you desire and clicking on the appropriate button: Resend Invitation or Delete Invitation. c. Prospective – Most RSOs have a Join button on their website. If a student clicks that button, their name will be under “Prospective” members. You will need to approve adding them to your roster in order to view texts. 3. Message (upper right corner) – Select this button to send an email message or text message to your roster or specific positions or persons in your roster. Your members will need to have turned on the texting feature in their profile under “Notifications” in order to receive texts. 4. Manage Positions (upper right corner) – You may add positions that do not currently exist and assign them to members/officers in the organization. If you have problems with adding a position, please contact studentactivities@uafs.edu. 5. Invite Members (upper right corner) – Type in a student’s UAFS email address for those you wish to invite to your organization line by line or by separating with a comma. You can also copy and paste from an Excel sheet. Click Invite. The student will receive an email asking them to accept or deny the invitation.

INVITATIONS 1. Navigate to the roster from the “Organization Tools” menu. 2. Click “Invite People” in the top right to navigate to the Invitations page.

3. Add up to 500 .edu emails, then click “Add E-Mail Addresses.” Keep in mind that these will be categorized into what type of invitation you would like to send. You don’t want to add everyone you want to invite to your organization all at once if you are inviting both members and officers. Each position type needs its own invitation. 4. Scroll down to find a finalized list of those you wish to send your invitations to and choose what position you would like to invite them as. 5. An invitation to join your organization will look like this, including the sender’s name and the organization’s name in the header and the body.

IMPORTS As an alternative to membership invitations, a membership list may be loaded directly into an organization through an Involvement Import. To import your members, please contact the Student Activities Office at studentactivities@uafs.edu for the Involvement Import template. The template will need to include the Lions ID Number, position (i.e. president, treasurer, member, etc.), and start date of membership (MM/DD/YYYY) for each member.

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REVIEWING MEMBERSHIP REQUESTS 1. Navigate to the roster from the “Organization Tools” menu. 2. Click “Prospective” to switch the tab to your organization’s membership requests. 3. You can select prospective members from this list and then select “Send Message” to communicate with them through NUMALink. Only those who are requesting to become a new member will be in the “Prospective Member” tab. 4. On the right side, you will have the ability to take an action towards this member by approving or denying their request to join.

SETTING YOUR PRIMARY CONTACT 1. Navigate to the roster from your organizationâ€™s action center. 2. On the top left you will have the option to choose the organizationâ€™s primary contact by clicking on the blue pen icon in the top right corner of the Primary Contact box.

3. Select your new primary contact from the list.

CREATING AND MANAGING POSITIONS 1. Navigate to the roster from the “Organization Tools” menu. 2. Click on “Manage Positions” in the upper right corner. 3. On this page you will be able to add new positions to your organization. By clicking on an already established position on your Positions page, you can also change the level of management access for your NUMALink page. 4. Click “Create Position.” a. Enter a position name. b. Select a position type from the drop-down box. c. Set management access. i. Access defaults to “No Access.” It is important to provide access if you have created a position that needs to manage your NUMALink account. d. Access defaults.

5. Click “Create” or “Cancel” at the bottom to save.

ASSIGNING POSITIONS 1. Navigate to the roster from the “Organization Tools” menu. 2. On the Roster screen, scroll down to your current roster. 3. Using the blue pencil icon to the right of each person’s name, you can click and select the position you wish to assign to the selected person. 4. Click save.

MESSAGING YOUR ORGANIZATIONS 1. Navigate to the roster from the “Organization Tools” menu. 2. Click “Messaging” at the top of the screen. 3. From here, select “Create Relay” (email message) or “Send Text (SMS).”

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CREATING AN EMAIL RELAY 1. On the Messaging screen, the email relay screen is default. 2. Click “Create Relay.” a. Select your message’s recipients. i. By position ii. By specific members b. Enter a title for your relay on the subject line. c. Click “Generate.” i. The following screen will have a hyperlink that, when clicked, will open your computer’s default email system. ii. If you would like to generate your email from another program, feel free to do so. Simply enter the hyperlink into the “To” field where you would like the email to be sent, fill out the body of the email, and click “Send.” The relay will transmit your generated email to those designated in the active relay.

CREATING A TEXT MESSAGE 1. On the Messaging screen, the email relay screen is default; click the “Texts (SMS)” tab. 2. Click “Send Text.” 3. Discern between sending a text to “Only Certain Members,” by positions or specific members, or to “All Members.” 4. Type out the body of your text under “Compose.” You are limited to 140 characters. 5. Choose to either preview your text or send it. If you choose to preview it, you should choose to send it to only certain members, perhaps yourself, rather than the entire organization. Note: Text messages will only be sent to members who have enabled this feature. For details, see page 5.

UPDATING YOUR ORGANIZATION’S WEBSITE INFORMATION 1. From your “Organization Tools” menu, click “About.” 2. From the “About” page you can add or update: a. your organization’s profile picture. b. your organization’s description. c. your organization’s contact information. (It is recommended to not add personal contact information such as a personal cell phone or street address, as this information will display on your organization’s site.) d. your organization’s external websites, including social media sites. 3. This information can be seen by anyone using NUMALink. 4. When you are done updating your information, make sure to click “Update” at the bottom of the page.

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REGISTERING EVENTS FOR YOUR ORGANIZATION 1. From your “Organization Tools” menu, click “Events.” 2. In the right corner, click “Create Event” and enter the event information. a. You will receive an EMS confirmation number when booking your spaces on campus with Ashley Goodson at scheduling@uafs.edu. If the event is off campus or in a space booked by the Student Activities Office (e.g. CC 119-B, tabling in the Campus Center), please say “off campus” or “booked by SAO,” as appropriate. b. When you select who can see this event, you should click on: i. “Everyone in the World” if your event is open to the public (those outside of campus). These will show up on the public version of the site. ii. “Students and Staff at NUMALink” if your event is open to anyone on campus. These will show up on NUMALink for all people logged in. iii. “Organization Roster if the event is open to members only (e.g. meetings, holiday party). These will show up only to members on your roster. iv. “Invited Users Only” if the event is limited to specific people. 3. Once submitted your adviser will approve or deny the event. 4. Once your adviser has approved, the Student Activities Office will approve or deny the event. 5. Once approved, the event will be displayed at the appropriate level and in your Events tab.

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REQUESTING DONATIONS 1. Once you’ve completed the first page of the event registration, go to the checklist by clicking “Next.” On the checklist, check “Donations or Sponsorships” and click next. 2. You will be directed to a form where you will need to provide a little information about your donation request, including uploading a donation request letter and a prospective donors list. If you need a sample letter, you can contact the Student Activities Office at studentactivities@uafs.edu for a copy. 3. Once submitted, your adviser will approve or deny the event. 4. Once your adviser has approved, the Student Activities Office will approve or deny the event. a. Donations under $500 will be approved by the director of Student Activities. b. Donations of more than $500 per request or from a bank will be sent to the UAFS Foundation for additional approval. 5. Once approved, you will be notified with an event approval and may start asking for donations.

SUBMITTING TRAVEL FOR RSOS 1. Once you’ve completed the first page of the event registration, go to the checklist on the next page. On the checklist, check “Travel (in town)” or “Travel (out of town)” as appropriate and click next. 2. You will be directed to upload your Student Travel Authorization if the travel is out of town and provided with a link to the Student Travel Form and Waiver of Liability. All three forms should be completed and turned in to the SAO before the travel can take place out of town. If travel is in town and the group is carpooling, only the Student Travel Form and Waiver of Liability should be turned in. 3. Once submitted, your adviser will approve or deny the event. 4. Once your adviser has approved, the Student Activities Office will approve or deny the event. 5. Once approved, you will be notified with an event approval and travel paperwork will be forwarded to the Travel Office. 6. Upon return from your trip, you will need to complete a TR-1 and turn it in to the Travel Office. All travel forms are located on My.UAFS and the Student Activities Office page on NUMALink. If you are still working on your student travel authorization form, please upload a blank document. The director of Student Activities will follow up with the organization.

MANAGING YOUR EVENTS 1. After your event has been registered on NUMALink, you will be able to find and manage it by clicking “Events” from your “Organization Tools” menu. 2. After clicking into any of your approved events, you will now have the following options for managing said event: a. View Submissions b. Change Details c. View Certificate d. Track Attendance e. Manage Invitations f. Cancel Event

TRACKING ATTENDANCE 1. After clicking “Track Attendance” within the event you are managing, you will come to the page that you can use during and after your event to track attendance. 2. You will have a few options for tracking your event attendance. a. You can add it manually with a UAFS email or ID number. b. You can check out a card swipe from the Student Life Office or Boreham Library and have students swipe their student ID cards to track their attendance. i. The SAO Item Reservations Form to reserve and check out items from the Student Life Office can be found by clicking on the “Forms” tab on your NUMALink home screen. ii. The students who swipe their ID cards for attendance will automatically have their co-curricular transcript updated. 3. If you choose to have students swipe IDs for attendance using either a personal laptop or one borrowed through the university, pull open the Track Attendance page. a. Copy the “Swipe Access Code” and click the link for the “Swipe Page.” b. Enter the access code and click “Submit.” c. You can enter a student’s ID number manually or swipe their card.

MANAGING INVITATIONS 1. Click ”Manage Invitations” for the event you would like to manage. Your RSVPs will come up on the “Manage Invitations” page. 2. If you have not invited anyone, this page will show “There is no data available.” 3. Click “Invite People.” On this page you can invite NUMALink users by organization, only organizations that you are a part of, or by using students’ .edu email addresses. 4. Once you have invited students to your event, the “Manage Invitations: RSVP” page will show who has accepted your invitations and those who have decline them. You will get an attendance count based on those you invited on the main event page.

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CREATING NEWS 1. From your organization’s management page, click on the menu button and select “News.” 2. In the right corner, click “Create News” and enter information. a. You will be prompted to add a photo, title, and description. b. When you select who can see your news, you should click on: i. “Public” if your news is relevant to the public (those outside of campus). These will show up on the public version of the site. ii. “Campus” if your news is relevant to anyone on campus. These will show up on NUMALink for all people logged in. iii. “Organization Roster” if the news is relevant to members only. These will show up only to members on your roster. iv. “Specific Positions” if the news is limited to specific positions (e.g. executive information only for officers). These will show up only for selected positions.

CREATING GALLERIES 1. From your “Organization Tools” menu, click “Gallery.” 2. In the right corner, click “Create Album” and enter information. a. You will be able to upload photos in bulk. b. When you select who can see this album you should click on: i. “Public” if your photos should be viewed by the public (those outside of campus). These will show up on the public version of the site. ii. “Campus” if your photos should be viewed by anyone on campus. These will show up on NUMALink for all people logged in. iii. “Organization Roster” if the photos should be viewed by members only. These will show up only to members on your roster. iv. “Specific Positions” if the photos should be limited to specific positions. These will show up only for selected positions.

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UPLOADING AND MANAGING DOCUMENTS 1. From your “Organization Tools” menu, click “Documents.” 2. In the right corner, click “Create Folder” to organize your documents or “Create Document” to add a new document to the main folder or created subfolders. a. When you select who can see your folder/document you should click on: i. “Public” if your document is open to the public (those outside of campus). These will show up on the public version of the site. ii. “Campus” if your document is open to anyone on campus. These will show up on NUMALink for all people logged in. iii. “Organization Roster” if the document is open to members only. These will show up only to members on your roster. iv. “Specific Positions” if the document is limited to specific positions. These will show up only for selected positions. b. You will upload files from your computer and name the file. 3. Constitutions – It is REQUIRED that you maintain a copy of your constitution/bylaws in your documents folder. You may choose the level of permissions (public, campus, roster, positions) for the document. The Student Activities Office will be able to access your constitution/bylaws through an administrative status to view the information if you choose to make it available to the organization roster only.

CREATING ONLINE FORMS 1. From your “Organizational Tools” menu, click “News.” 2. In the right corner, click “Create Form.” You will be asked for a form title, a date range for the form, and if the form is active. If you wish to leave the form inactive, you may change it when you are ready.

3. You will then be able to add questions based on several types listed.

4. Once questions are added, you may select the question to edit or reorder the questions. Questions automatically show up as required. To make them optional, click “Edit” and uncheck the “Required” box at the bottom. 5. When completed, click “Back to Forms” in the upper left corner. 6. You will see a list of forms created. On the right side of the title, you can click on “Publish” when you are ready to make the form live. If the form is inactive, you can activate it at this time. 7. Once forms have been submitted, you will see “Submissions” next to the publish link and can click it to view submitted forms.

8. Please be sure to approve/deny forms in a timely manner.

HOSTING AN ONLINE ELECTION 1. From your “Organization Tools” menu, click “Elections.” 2. Select “Create Election” on the right side of the page. a. When creating an election, you must provide the following information: i. Name for the election. ii. Instructions. You will have the option to include the instructions by checking the box that reads “Include Instructions.” iii. Choose the start and end dates and times for your election to take place. iv. Check the box next to “Active” to allow the election to show to your organization members. b. Click save to move on to the next page. c. Click “Create Ballot” to give the ballot a name and to access the restrictions you can place on the ballot. For example, the ballot name might be “Officers For Next Year” or simply “President.” d. On the next page you will create the means for your organization to make their choices for the election. See options on the next page.

ORGANIZATION BUDGETING 1. From your “Organization Tools” menu, click “Finance.”

LOOKING UP YOUR AVAILABLE BALANCE 1. On the Finance page, click on “Accounts” to bring up any recorded account information.

2. The information displayed will generally be in the three account names: a. Fundraising/Revenue b. Rollover Account c. SGA Allocated Funds

LOOKING UP PAST REQUESTS 1. On the Finance page, click on “Funding Requests” or “Purchase Requests” to bring up any recorded account information.

2. “Funding Requests” will reflect any reserve fund requests submitted by the organization. 3. “Purchase Requests” will reflect any reimbursements or purchase order requests submitted by the organization.

CREATING A FUNDING REQUEST FOR THE SGA RESERVE FUND 1. On the Finance page, click on “Funding Request” to bring up any recorded account information. 2. Click “Create New Request” in the top right hand corner of the screen and select “Create Funding Request.”

3. Fill out your request details. a. Subject b. Requested amount c. Description of request d. Account (should always be “SGA Allocated Funds”) e. Categories (should always be Reserve Fund Request) 4. Fill out the additional information sections. If you lack any information for your request, please ask your adviser for assistance.

CREATING A REIMBURSEMENT REQUEST 1. Select “Create New Request” in the upper right corner and then “Create Purchase Request.”

2. Complete the required section at the top of the page. 3. For “Account,” select the account in which you have available funds. (Tip: Always select “SGA Allocated Funds” first, then “Rollover,” then “Private Funds/Fundraising.”)

4. For “Category,” select “Reimbursement Request.”

5. For “Payee Information,” please list first and last name. The remaining information is optional. 6. Scroll until you see the blue box that says “Reimbursement Request.”

Complete all the information under this heading: a. Payee Lions ID Number b. Payee UAFS Email Address c. Name of Event d. Date of Event e. Attach Receipt Note: Original receipt should be turned in to the Student Life Office before reimbursement will be issued.

CREATING A PURCHASE ORDER REQUEST 1. Select “Create New Request” in the upper right corner and then “Create Purchase Request.”

2. Complete the required section at the top of the page. 3. For “Account,” select the account in which you have available funds.

4. For “Category,” select “Purchase Order Request.”

5. “Payee Information” may be left blank. 6. Scroll until you see the blue box that says “Purchase Order Request.”

Complete all the information under this heading: a. Organization Contact Email b. Vendor Name c. Vendor Address d. Attach Vendor’s Quote or Invoice e. Attach Vendor’s W-9 Tax Form (for new vendors only) f. Special Instructions (optional)

TRACKING ORGANIZATION SERVICE HOURS 1. From your “Organization Tools” menu, click “Service Hours.” 2. The Manage Service Hours function allows your organization to log your members’ service hours into NUMALink. 3. Those with approved access can approve or deny the requests of its members. 4. You can also add service hours for other individuals by clicking “Add Service Hours” and filling out the information, then clicking “Create.” Example of a service hours record:

STUDENT ACTIVITIES OFFICE @UAFSSAO @UAFSSTUDENTACTIVITIESOFFICE @UAFSSAO STUDENTACTIVITIES@UAFS.EDU 479-788-7699 CAMPUS CENTER ROOM 115