Instructions for Campuslink

http://campuslink.okstate.edu

Introduction to CampusLink CampusLink is OSU’s student organization/leadership development/volunteer service database. This site provides free access for any OSU student or community member to view what events, activities, and organizations are at OK-State. As the premier activities site at Oklahoma State, CampusLink provides a great, simple and free location for creating & advertising events in addition to other social media sites. CampusLink also allows you the opportunity to host elections, contact members, & much more. All student organizations at OSU are required to keep their information in CampusLink up to date as this is the only location for organization contact information. Be sure to check out the website http://campuslink.okstate.edu/ for more information. If you have any questions on how to manage CampusLink, please contact Marie Basler 405-744-5488, [email protected] or the Graduate Assistant for Campus Life, Brian Lackman at 405-744-5486 or [email protected].

Logging into CampusLink Log in using your O-Key Information: [email protected] and password. You can search for Organizations through a number of methods; alphabetically, organization categories, typing in the name, or by interest. Organizations are able to select which interests they want to associate themselves with. This can help you find other organizations and their events that you may have not found otherwise. You can update your interests at any time under the “My Involvement” section. Once you have clicked on an organization’s page, in order to return to the main page click “Oklahoma State University” in the upper left side of the page. Once there, a dropdown box will appear and click home.

Access to Your Organization’s CampusLink Page: Not every member of an organization has access to make changes to your organizations’ CampusLink page. The following positions have been pre-set to have access to the system; Advisor, Co-Advisor(s), President, Vice-President, Treasurer, Secretary, and Philanthropy Chair. (If your organization has a specialized position(s) you may grant the officer(s) access.) Please refer to the next section in this user guide. The members holding these positions can make the following changes:  Invite the members of your organization to join and approve prospective members.  Create positions within your organization  Update your organization’s information and complete your organization’s registration  Create events, surveys, news articles and elections.  Message your organization’s roster.  Upload student organization documents (agendas, minutes & Constitution) as well as photographs Please Note: If you are not listed as an officer in your organization please consult with your advisor. You may also contact The GA for Campus Life, Brian Lackman, for assistance, 211 Student Union, 405-744-5486 or [email protected].

Registering/Updating Your Organization  Log onto CampusLink. Find your organization either through the “Organization” area or by clicking on “My Shortcuts”, if you are currently a member.  On the home page you will see a button immediately below the name of the organization that says “Register”, click the button in order to begin.  To move forward, click “Next”. If you would like to go back to a page click “Previous”  The first page will list your instructions, please read them carefully.  The second page will ask you to review your profile information. o Here you must update your organization’s description (if applicable). o List the organization’s external website, facebook, and twitter account. o Update your organization’s email and contact information. o Edit your organization’s advisor information. o Update the date of your NEXT election. o Edit your organization’s officer information.  The third page will allow you to invite the other officers of your organization.  Please Note: This step is different than step two as the step grants your organization’s officers the ability to have access to the site.  You also can input the email addresses of your members, sending them an invitation to join your organization.  Step four allows you to lists interests. This can help to passively advertise your organization and its programs/events to other students who list common interests.  Step five is the affirmation of compliance. Please read this information CAREFULLY as by checking the box it means that you agree to abide by the University policy. o If your organization is found to be in violation of this policy your organization may be banned from activity on campus.  You are then brought to a summary page where you can review your information from any of the previous five steps.  Once you have completed your information you need to click the green check box that says “Submit for Approval”.  You also will have the ability to create a PDF document of your information and save for your own records (highly recommended) or print your information.  Members of the Campus Life Staff will review your organization’s submission. If all of the information has been successfully input into the system your organization will be approved, completing the registration process.  If your submission is denied, a Campus Life Staff member will notify you as to why the submission was denied and you will be asked to revise the information.  Please Note: If you need to stop in the middle of your registration, the information completed up to that point will be saved and you can restart the registration at any point in time.

Updating Your Organization’s Information After the Registration Period If you have a change in your organization’s officers that takes place after the Registration period for your organization you will need to update your officer’s information.  Log onto CampusLink.  Find your organization either through the “Organization” area or by clicking on “My Shortcuts”  Once on the home page of your organization, immediately beneath your organization’s profile picture there will be a button that says “Edit Profile”, click it  From here you can update your organization’s profile information (websites, social media, profile picture, officer information, etc.)  It is required that whenever there is an election held that you go in and update this information. This allows for Campus Life staff members to see whether the organization is active.

Editing a member’s position:  Log onto CampusLink.  Find your organization either through the “Organization” area or by clicking on “My Shortcuts”  Click on “Roster”  Click on “Manage Roster”  You will then see the names of your organization’s members. At the right side of the page you can click “Edit Position”.  Then select the position you would like that member to hold.

Adding positions to your organization:  Log onto CampusLink.  Find your organization either through the “Organization” area or by clicking on “My Shortcuts”  Click on “Roster”  Click on “Manage Position”  Name the positions as well as the appropriate category.  Determine what role you would like them to have: (No access, limited access, or full access).

Create an event  Log onto CampusLink.  Find your organization either through the “Organization” area or by clicking on “My Shortcuts”  Click on “Events” on the left side of the page.  At the top of the page you will see a button that says “Create Event” click it.  Then complete the information listed. o Event Name o Location o Description of the Event o Start Time o End Time o Flyer . Please note that only events that have a flyer uploaded will be displayed on the CampusLink homepage but all approved events will be viewable on the “Event” page. o Type . Campus Only . Invitation Only . Organization Only . Public – These events can be viewed by anybody without being signed into the system. It is recommended that events are made “Public”. o RSVP Option  PLEASE NOTE: If you post an event on CampusLink and the event is approved it will then be posted on the University’s calendar.

Recording Individual Service Hours  If you are participating in community service activities either in the community or abroad you can record your community service hours with the Service Learning Volunteer Center (SLVC)  Join the SLVC on CampusLink: https://campuslink.okstate.edu/organization/service-learning-volunteer-center  Click on Service Hours  Submit the following information: The date the service took place, a description of the event, the number of hours you participated in the service, as well as a verification contact (please provide precise information, First Name, Last Name, Organization, and some contact information).  Your hours will be approved by the Service Learning Volunteer Center.  You can view if the hours have been approved, are still pending, or denied.  At any time you can see the total amount of hours that you have recorded under the “My Involvement” section of CampusLink.  Tracking community service hours can go on your co-curricular transcript and also for the Creating Opportunities for Responsible Development program, also called CORD. For more information on CORD please visit http://osuserves.org/

Recording Group Service Hours  If your organization is participating in community service activities either in the community or abroad you can record your community service hours with the Service Learning Volunteer Center (SLVC)  Join the SLVC on CampusLink: https://campuslink.okstate.edu/organization/service-learning-volunteer-center  Click on “Forms” and then select “Group Service Hours”.  Choose the organization that you are reporting for. If your organization is not on the list you can insert the name of your organization.  List the date of the community service project.  Provide a description of the project.  You can upload a photograph of the service project.  Submit the number of students that participated in the service project.  Submit the number of total hours (members x hours served = total )  Provide a verification contact with the full name and either email address or telephone number of the contact.  You also can submit an excel file with the information required (refer to the example group report form listed in the message).  Click the “Next” button at the bottom of the page.  You can the click the submit button if you are satisfied with your submission, you can cancel your submission, or go back to the form and make any changes necessary. You also can save a pdf of the form for your records. PLEASE NOTE: In order to complete the process you must select the “Submit for approval” button.  Your hours will be approved by the Service Learning Volunteer Center. If you have any questions please contact the Service Learning Volunteer Center at 405-744-5145 or 405-744-4697.

Creating an Election  Log onto CampusLink.  Find your organization either through the “Organization” area or by clicking on “My Shortcuts”  Click on “Elections”.  Fill out the appropriate information: Name, Instructions (If applicable), Start date and end date o Once you click the “Active” button this will activate the election o You also can select if you would like the election to be for Members only (recommended)  Click the “Save” button.  You then will be prompted to create an election ballot.  From here you can customize your ballot in a variety of ways.  After you have completed your ballot and would like to return to the election information click on “Ballot” in the top left corner of the page.  Be sure that you review your ballot and election information before activating your election.  Once your election is complete, go to “Elections”, click on the name of the election you have run, and then click on the “Results” tab.  Please Note: If there was a mistake on the ballot, and a member of your organization has already participated in the election they cannot recast their vote in that election.

Uploading Documents  Log onto CampusLink  Find your organization either through the “Organization” area or by clicking on “My Shortcuts”  Click on the “Organization” button on the top then search for the organization located to the left on the homepage.  Click “Documents” on the left hand side.  At the top of the page you will see an upload button, click it.  From here you can upload important organization documents.  This can include meeting notes, agendas and much more.

If you have any questions about some of the CampusLink features, uploading information for your organization, or anything else, please contact Brian Lackman at Campus Life in 211 Student Union [email protected] or 405-744-5486.