All Events
- Check the student activities calendar to make sure there aren’t any conflicts.
- Submit events or fundraisers for approval at least 30 days prior to the event.
- Submit a minimum of two photos/videos per event to Carlton Norris. Email must include:
- Who is in the photo
- A brief description of the event
- Photo release forms for anyone not affiliated with UAMS to be featured on your socials.
Monthly Meetings
- If on campus, reserve a meeting room using 25Live.
- Submit the Monthly Meeting Request form.
- Guest speaker(s) submitted at least 30 days prior to the speaking engagement.
- Notify Dr. Philip if the guest speaker is a government official or an associated staff member.
Social, Fundraising, Educational Events
- If on campus, reserve a meeting room using 25Live.
- Submit the Fundraising, Educational, and Social Event Request form.
- Note if you are going off campus and non-UAMS persons will be attending
- Always answer “No” to the question regarding alcohol being on campus
- If merchandise is included, attach photos/renderings to the event form.
- Note in the event description section that your faculty advisor approved the design.
- Submit all non-UAMS sponsorships/external sponsorships for approval to your faculty advisor and Dr. Philip.
- Notify Dr. Philip if you anticipate any guests to be a government official or an associated staff member.
Health Screening Event
- Submit the Fundraising, Educational, and Social Event Request form.
- Submit the Screening Supplies form to Carlton Norris.
- The organization advisor must sign prior to submission.
- After the event, return the supplies, Health Screening Information forms, and related results within two business days of your event.
Reimbursements for Events
- Request a tax-exempt form from Heather Brewer when purchasing food, services, or merchandise.
- Submit an email for reimbursement of food/drinks to Heather Brewer within 7 days of the event.
- Include:
- Meeting Agenda
- Sign-in Sheet or List of Meeting Attendees
- Paid Itemized Receipt
- Requests for reimbursements for the academic year must be done by April 30th.
Professional Travel/Meeting
- Submit the Professional Travel form to your faculty advisor for approval.
- Email Dr. Philip the signed Professional Travel form.
- Faculty advisors must email Dr. Philip the final list of students approved to travel.
- Include conference name and dates of attendance
- Faculty advisors must email Dr. Philip and Heather Brewer the estimated expenses (registration, travel, and lodging) prior to the conference when seeking reimbursement for one of the three expenses.
- Submit PDF of paid invoices of students who attended to Heather Brewer within 7 days of the return date.
- For reimbursement, Heather Brewer will need the following:
- Conference Information (agenda, website link, etc.)
- Paid receipts for your approved support category from each individual (registration, travel, or lodging).
- Itemized hotel invoices that include the name of all occupants for each room
- Requests for meetings taking place in the summer must be submitted by May 30th by the faculty advisor to Dr. Philip and Heather Brewer.
Elections/New Executive Transition
- New Member GPA Verification: Faculty advisors must submit GPA verification to Dr. Philip for all new executive members 14 days prior to voting.
- GPA verification form must be titled with:
- First, Last Name
- Org Name (GPA Verification form)
- Month, Year
- *Example: John Smith – Kappa Psi GPA Verification form – March 2026
- After elections:
- Inform Dr. Philip and Carlton Norris of your organization’s new officers.
- Have a transition meeting with new and old executive members.
Fraternities
- Attend and present at the fall Rush Informational Meeting.
- Inform Carlton Norris of your desired social event date and submit a Social Event form
- Priority for rush social dates will rotate each year.
- Host one social during the assigned recruitment period.
Shadow Box
- Update by Orientation AND maintain throughout the year.
- Ensure all photos and text are large and legible.
End of the year
- Annual Report: Submit to Carlton Norris by May 15th
- Tax Returns: Must be filed every three years if:
- It is a requirement of the chapter’s national organization
- The chapter maintains a private bank account
- The chapter assumes revenue
- The chapter purchases supplies with tax-exempt status