CIO Transition Training

CIO Transition Training

Student Engagement

start

Introduction Video

Training Overview

Student Engagement and Student Council Overview

Module 01

Training agenda

CIO Leader Role

Module 02

Module 03

Requesting Funds Overview

Event Management Overview

Module 04

Module 05

CIO Agreement

Student Engagement

Student Engagement

Module 1: Student Engagement

What does Student Engagement do?

• Advising
• Programming
• Leadership
• CIO Support

WE support YOU!

Module 1: Student Engagement

Ways Student Engagement Supports CIOs

• CIO Summit
• CIO Renewals
• Leadership Workshop Series
• Basic financial advice
• Supplier number registrations
• Advice/guidance on how to request funding and bank accounts
• Assist with Hoos Involved

• CIO Awards
• New CIO Application

Evaluation

Module 1: Student Council

Student Council

Module 1: Student Council

Student Council's purpose is to protect and improve the rights, opportunities, and quality of life of every student at UVA. They implement this through the five branches (Administration, Cabinet, Organizations, Support and Success, and the Representative Body.)

Who is Student council?

Student Council

How does Student Council Support CIOs?

The Organization branch supports CIOs through four different branches:

• Appropriations - Allocate money from the Student Activity Fee ($1 million) to CIOs
• Board of Audit and Management - Internally checks CIO allocation process and responds to funding appeals
• CIO Consultants - CIO Consultants offer support to newly approved CIOs, conduct CIO orientations and develop leadership resources
• Organization Recognition - Responsible for approving CIOs, making sure they meet the criteria set by Student Council and the University

CIO Leader

Your role as a Cio Leader

CIO Leader | 02

Role as CIO Leader

• Provide updated documents (CIO Agreement & Constitution)
• Attend CIO-related trainings/workshops
• Have two exec board members to attend the CIO Summit in the fall
• Renew CIO status every year
• Maintain HoosInvolved
• Keep roster, officers, and profile information updated throughout the year -- can be editted at any time
• Updated rosters/officers will also keep other systems on grounds updated (25live for scheduling purposes)

Module 3: Finances

finances

Student Council

Module 3: Finances

Financial Planning

Think Ahead!

• Things to think about:
• What are your goals?
• What do you need to accomplish these goals?
• What programs or activities will take place, and how will you plan for them?
• Develop budgets for eac activity/program.

Module 3: Finances

WHERE TO GET FUNDS?

• SAF Funding
• Fundraising/Dues
• Other Funding Resources

Module 3: Finances

How is it used?

• The Appropriations Committee of the Student Council allocates this money based on its guidelines and those of the Board of Visitors.
• Requirement to have SAF dollars go to essential and/or tangible items
• Funding for food, marketing/giveaways is capped
• Funding for single-use items (t-shirts, paper plates, non-essential decorations, etc.) is not available

What is SAF Funding?

The Student Activity Fee is a $56 fee collected annually in tutition of full-time students of UVA

Module 3: Finances

• Only active CIOs and Special Status Organizations (SSOs) are eligible to apply for SAF Funding
• Submitting a request does not guarantee that you will receive full or partial funding
• For this reason, you should NEVER spend your own money, assuming you will be reimbursed.
• Instead, request funding ahead of time so you know exactly how much you will have from SAF, and you can then budget for how much of your org's money or personal funds you wish to use!

SafFunding

Module 3: Finances

How to request SAF Funding

• For more information, visit: https://www.uvastudco.com/saf-funding
• Beginning JULY 2026, use HOOs Involved - access the budget request form in the Finance section of your org's portal (must be a treasurer or president to access)

Module 3: Finances

ACcessing your money

Via Bank Account | Supplier Number | Payment Request Form

Module 3: Finances

• A supplier number carries all the information needed to receive a direct payment.

• Every party receiving payment needs a supplier number. ​
• Individual students receiving reimbursement
• ​CIOs receiving reimbursement
• ​Outside companies providing goods or services​
• Individuals providing goods or services​

• Once you have a supplier number, you don't need to request a supplier number again.
• CIOs are required to have a CIO email address to request a supplier number to help transition the supplier number from year to year to new officers. ​

Supplier Number

Module 3: Finances

• CIOs will use the payment request form to access their funds.
• When filling out the form, there are three payment options they can choose from:
• Pay to Vendor - If you would like UVA to pay the vendor directly, but the vendor does not offer an online shopping cart. ​

• Pay to Online Vendor – If you would like to use your funding to pay a vendor via their website.​

• Reimbursement – If you have already spent your money on expenses and are seeking reimbursement to a student or student organization. This should be the last resort!

Payment Request Form

Knowledge Check

Module 4: Event Management

Module 4: Event Management

Module 4: Event Management

Reservation Options/process

Student Activity Spaces: Newcomb, 1515, SAB, O'Hill Forum, Ern Commons, The Chapel, Outdoor Spaces (Lower Lawn, Amphitheater, Peabody Lawn Gardens)

01

Central Ground Classrooms: Minor, Warner, Gibson, Gilmer, Wilson, New Cabel, Chemistry, and more!

02

Student Activity Spaces include: Spaces can be reserved through 25Live!

School Specific Classrooms: Law School, McIntire, Darden, Batten, Education **Generally, only available to CIOs affiliated with these schools**

03

Campus Recreation: O'Hill Field, Mad Bowl, Campus Rec Fields, Courts, and Studios - Athletics and Campus Rec affiliated orgs have first priority; however, any CIO can reserve the spaces when available

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Module 4: Event Management

Reservation Options/Processes

• Unique spaces: Comtemplative Sciences Center, Student Health and Wellness, The Rotunda, Colonnade Clube, UVA Libraries, John Paul Jones Arena, Morven UVA's Sustainability Lab, the Fralin Museum
• Many spaces are looking for CIOs to make use of their facilities -- some charge fees, some have programming requirements, but all are interested in partnering with you!
• Off-Grounds Venues: Alumni Hall, Area Hotels (including two now on Grounds), Charlottesville Public Schools/Parks, etc.\

Module 4: Event Management

Basics for reserving spaces

• Most UVA spaces will be reservable through 25Live, with more locations to be added through 2027
• All officers listed will be able to reserve spaces on behalf of your CIO
• To access - make sure your officers are updated in Hoos Involved

Module 4: Event Management

Policy

Some of the policies include:

• Amplified Sound
• Copyright
• Food and Catering
• Equipment
• Alcohol
• Security
• Temporary Structures
• Safety and Responsible Party
• Expressive Activity
• Event Insurance
• Minors
• Rain loactions
• Venue Specific Policies
• Respect

Module 4: Event Management

Best Practices

• Start at the end
• Think critically about why you are hosting an event and what you hope to accomplish
• Set clear goals/priorities/outcomes
• Make sure you consider how you plan to measure success
• Build out event details
• What activities will take place?
• What will you need (resources/spaces/personnel)?
• Where and when will work best?
• How much will this cost, and how will you fund it?
• Reserve Early
• Large event spaces should be reserved as early as possible
• Note that Student Activity Spaces can be reserved up to 264 days in advance of your event date (and no later than 14 days for major event spaces)
• Plan for Smaller Spaces
• Smaller spaces, such as academic classrooms, meeting rooms, and 1515 rooms, should be reserved at least 3 days in advance

Module 4: Event Management

Best Practices Continued

• Check your Confirmation
• No matter were you book your space, you should get a confirmation in writing with your correct event details. Make sure to review this and request changes no later than 36 hours in advance
• Know your event requirements
• Be aware of any addtional forms that are required based on the specifics of your event activities
• Submit forms on time (at least 14 days in advance)
• Promote your event
• Marketing DO:
• Use social media, create an event in Hoos Involved, Post to HooView TVs (request via Hoos Involved event form), Share on University Newsletters, Chalk on pavement around grounds, post on bulletin boards, table on Grounds (check out tables from Newcomb Service Desk)
• Marketing DON'Ts:
• Use UVA logos or namesake without permission, chalk on bricks or any space under a covering preventing rain from being able to wash it away, poster in non-designated areas or posting more than one poster at each designated spot, leave lawn signs/A-Frames/Installations up when not present

Module 4: Event Management

Who do I contact if I have a question during my event?

• Student Affairs Spaces:
• Event Management (eventmgmt@virginia.edu)
• Call Newcomb Hall Info Desk if something is wrong during your event (434-924-3601)

• Academic spaces:
• Classroom Support at 434-982-4586

Knowledge Check

Knowledge Check

Knowledge Check

Module 5: CIO Agreement

CIO Agreement

Module 5: CIO Agreement|

Module 5: CIO Agreement

Sign the CIO Agreement! Make sure to save the finished document as a pdf to upload into Hoos Involved when prompted.