All Events
- Check the student activities calendar for conflicts before scheduling.
- Submit events or fundraisers for approval at least 30 days prior to the event.
- Submit at least two photos or videos per event to Carlton Norris.
- Include who is in the photo
- Include a brief description of the event
- Include photo release forms for anyone not affliated with UAMS featured on
your socials
Monthly Meetings
- Reserve a meeting room using 25Live (if on campus).
- Submit the Monthly Meeting Request form.
- Submit guest speaker info at least 30 days before the speaking engagement.
- Notify Dr. Philip if the speaker is a government official or associated staff member
Social, Fundraising, Educational Events
- Reserve a meeting room using 25Live (if on campus).
- Submit the Fundraising, Educational, and Social Event Request form.
- Note if the event is on campus or non-UAMS persons will attend
- Always answer “No” to the question about alcohol on campus
- Notify Dr. Philip of any expected government official or associated staff or guests.
- Attach merchandise photos or renderings to the event form, if applicable.
- Note in the event description that your faculty advisor approved the design
- Submit all non-UAMS / external sponsorships to your faculty advisor and Dr. Philip for approval.
Health Screening Event
- Submit the Fundraising, Educational, and Social Event Request form.
- Submit the Screening Supplies form to Carlton Norris.
- Must be signed by your organization advisor before submission
- Return supplies, Health Screening Information forms, and results within 2 business days after the event.
Reimbursements for Events
- Request a tax-exempt form from Heather Brewer before purchasing food, services, or merchandise.
- Email Heather Brewer for food/drink reimbursement within 7 days of the event.
- Include the meeting agenda
- Include a sign-in sheet or list of attendees
- Include the paid itemized receipt
- Submit all reimbursement requests for the academic year by April 30.
Professional Travel/Meeting
- Submit the Professional Travel form to your faculty advisor for approval.
- Email the signed Professional Travel form to Dr. Philip.
- Have your faculty advisor email Dr. Philip the final list of approved travelers.
- Include conference name and dates of attendance
- Have your faculty advisor email estimated expenses to Dr. Philip and Heather Brewer before the conference.
- Consider registration, travel, and lodging
- Submit a PDF of paid invoices to Heather Brewer within 7 days of returning.
- Include conference info (agenda, website link, etc.)
- Include paid receipts for approved category
- Include itemized hotel invoices listing all occupants per room
- Submit summer meeting requests by May 30 — faculty advisor to Dr. Philip and Heather Brewer.
Elections/New Executive Transition
- Submit GPA verification for all new executive members 14 days before voting.
- Faculty advisor submits to Dr. Philip
- Title the GPA verification form correctly.
- Format: First Last – Org Name GPA Verification form – Month Year
- Example: John Smith – Kappa Psi GPA Verification form – March 2026
- Inform Dr. Philip and Carlton Norris of new officers after elections.
- Hold a transition meeting with incoming and outgoing 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.
Shadow Box
- Update the shadow box by Orientation and maintain it throughout the year.
- Keep all photos and text large and legible.
End of the year
- Submit the Annual Report to Carlton Norris by May 15.
- File tax returns every three years, if any of the following apply.
- It’s required by the chapter’s national organization
- The chapter maintains a private bank account
- The chapter assumes revenue
- The chapter purchases supplies with tax-exempt status