Student Organizations Administrator Instructions

Request security access to the ACCESS.SMU Student Organization administrator/officer function pages by submitting your student ID number to a SAMSA staff member at the MOM meeting.

Once SAMSA staff grants you security you will be able to access the Student Organization administrator/officer function pages by logging on to ACCESS.SMU and clicking on the link entitled ‘Student Organizations Home’ on the right hand side of the page. Only Student Organization officers who have submitted their student ids to a SAMSA staff member and have been granted Student Organization officer security will see this link.

You must become a member of the student organization by self-joining the student organization before you can use any of the Student Organization administrator/officer functionality. For instructions on how to self-join a student organization go to http://www.smu.edu/sas/Student_Organization_Self-Join.asp

*NOTE: Officers must be renewed and re-entered each term, this means officers will lose their student officer administration security status at the end of each term and will not have access to the student officer administration pages for their organizations. To get security to the student officer administration pages the officers will need to attend the MOM meeting and submit their organization’s officers’ email addresses and student IDs to the SAMSA staff member at the meeting. Shortly after the MOM meeting, usually within two days, everyone who had their email addresses and student IDs submitted to the SAMSA staff member will be given Student Organization officer administration security access to the organization if they are a member of the organization. At that point, anyone who has been given student officer administration security access to the organization must  go to the Maintain Officers page and enter the officer information for the current term.

 To administer a student organization:

 1) Log into ACCESS.SMU

2) Click the ‘Student Organizations Home’ link.

The main student administrator functions page with links to the various officer administrative functions that you will need to perform is displayed. The menu on the left side of the page will indicate that you are at the Student Organizations Home page.

The following page will appear.

You will see one or more student organizations listed for you to choose depending on whether you are an officer for one or more student organizations.

Choose the organization to enter the organization details by clicking on it

.Enter the information on the page and click save.

If you are student administrator/officer for more than one organization then you can click "Select another organization" and you will be returned the "Maintain Organizations Details" page where you can select another student organization to update. 

Once you have completed entering organization detail data and have saved it then you can click "Return to Student Organizations Home" to return to the main student administrator functions page. 

4) Next click the "Activate Members" link.

 Students who request membership via self-join must be activated before they become actual members.

You will see one or more student organizations listed for you to choose depending on whether you are an officer for one or more student organizations.

Choose the organization for which you want to activate/inactivate membership by clicking on it.

 A list of all students who have self-joined the organization is displayed. The "List All" button should be chosen to display active and inactive members. The first time you display this page none of the members will be active. You control the active/inactive membership status of each member, including all organization officers and yourself.

 A student must sign and turn in the Student Waiver Form to an organization officer before they can be an active member. When you receive the signed waiver form then click on the Waiver box next to the student’s name. This applies to all student organization officers as well as regular organization members.

Once you click on the “Waiver” box next to the student the "Status" box will become live for the student. Now you can make a member active by clicking on the "Status" box next to the student’s name. A member is not active if there is not a check in the "Status" box. This applies to all student organization officers as well as regular organization members. 

A member is active only if there is a check in the "Waiver" box and the "Status" box next to the student’s name. To make a member inactive after they have been made active, click on the "Status" box again which will make the "Status" box blank and make the student a non-active member of the organization.

Once you have checked the boxes for everyone then click the Save button.

 You control who is displayed on the Activate Members page by selecting the  “Active”, “Inactive”, or “List All” radio button and clicking the “Refresh” button.

Example: To display only your active organization members on the page you would click the “Active” radio button and then click the “Refresh” button.

After clicking the “Active” radio button and clicking the “Refresh” button you would see the following page with only the active organization members displayed.

To display just the inactive members of the organization click the ‘Inactive’ radio button and then click “Refresh” button.

After clicking the “Inactive” radio button and clicking the “Refresh” button you would see the following page with only the inactive organization members displayed.

You can have the organization roster emailed to your SMU email address as a .pdf file by clicking the “E-mail Roster to Me” button. You will be emailed the roster (including the Waiver and Status checkboxes) that  is displayed on the Activate Members page.   Example: To get a roster of only your active organization members you would click the “Active “ radio button, then click the “Refresh” button, and then click the “E-Mail Roster to Me” button.

In the example below, since the “List All” radio button has been selected and all organization members are displayed on the page, the organization roster that you receive via email will display all of the organization’s members along with their Status and Waiver checkboxes displayed.

 You can have the comments that students entered when they self-joined the organization emailed to your SMU email address as a .pdf file by clicking the “E-mail Comments to Me” button. The .pdf file attached to the email will have the name of each person who entered a comment and the comments that each person entered. If no one entered any comments when they self-joined then the .pdf file will note that no one entered any comments.

You can send an email to the SMU email address of everyone displayed on the Activate Members page by clicking the “Send E-Mail to Members” link. You control who is displayed on the page and thus who is emailed by selecting the “Active”, “Inactive”, or “List All” radio button and clicking the “Refresh” button.

*NOTE: Make sure to click the "Waiver" box and the "Status" box next to your name to make yourself an active member. 

If you are student administrator/officer for more than one organization then you can click ‘Select another organization’ link and you will be returned to the Activate Members main page where you can select another student organization to update. 

Once you have completed updating the organization membership and have saved it, click ‘Return to Student Organizations Home’ link to return to the main student administrator functions page. 

5) Next click the "Maintain Organization Officers"  link.  

Note: A member must be enrolled in 12 credit hours and have at least a 2.0 GPA to be an organization officer. An advisor must be a full-time faculty or staff member. Information on the President and the Advisor must be entered in order to save the page. If you supplied the student ID and the email address of the Advisor for your organization at the MOM meeting then the Advisor will already have been entered for you and will display on the maintain organization officers page.

You will see one or more student organizations listed for you to choose depending on whether you are an officer for one or more student organizations.

Choose the organization to enter the organization’s officer information by clicking on it

Choose an Officer Title from the drop down box.

Enter the SMU email address of this officer. Tab out and the name of the person will be displayed or you will get an error message if the SMU email address could not be found or if they are not a member of the organization. All officers must have gone through the self-join process to join the organization and thus be members of the organization before they can be added as an officer for the organization on the Maintain Officers page. You will also get an error message if the student did not meet the minimum requirements for being an officer (full time enrollment and 2.0 GPA).  Advisors must be full time employees of SMU otherwise you will get an error message.

Choose a phone type from the drop down except for Advisor (Advisor defaults to business phone).  Selecting type will display the phone number for person if they have entered a phone number in ACCESS.SMU for the phone type.  

The most common Phone Types are Mailing (local), Home, and Dormitory.

If you have supplied the SAMSA staff member with your organization’s Advisor student id number and email address at the MOM meeting, the advisor will have already been entered by system security and will be displayed on the page for you.

To remove an officer that has been entered you can just click the ‘-‘ button for the officer.

 To add another officer click the ‘+’ button on the last officer line that is displayed. This will cause an empty officer row to be displayed. You can then select the officer title and fill in the data for this officer on the blank officer line.

To remove any officer that has been entered you can just click the ‘-‘ button for the officer.

An officer will not have access to the Student Organization Administration pages until you have submitted the person’s email address and student id number to the SAMSA office and the person has been granted security access to the Student Organization Administration pages.

You can add officer types of President, Co-President, Advisor, Vice President,  Treasurer, and Other. OFFICER DATA FOR OFFICER TYPES OF PRESIDENT AND ADVISOR must exist in order to save the page.  You can enter multiple Vice President and Other officer types only. All other officer types are unique and only one officer for  that officer type can be entered.

*NOTE: Officers must be renewed and re-entered each term, this means officers will lose their student officer administration security status at the end of each term and will not have access to the student officer administration pages for their organizations. To get security to the student officer administration pages the officers will need to attend the MOM meeting and submit their organization’s officers’ email addresses and student IDs to the SAMSA staff member at the meeting. Shortly after the MOM meeting, usually within two days, everyone who had their email addresses and student IDs submitted to the SAMSA officer will be given student officer administration security access to the organization if they are a member of the organization. At that point, anyone who has been  given student officer administration security access to the organization must  go to the Maintain Officers page and enter the officer information for the current term. 

If you are student administrator/officer for more than one organization then you can click “Select another organization” and you will be returned the Maintain Officers Details page where you can select another student organization to update.

Once you have completed entering organization detail data and have saved it, click “Return to Student Organizations Home” to return to the main student administrator functions page.   

6) If your organization is going to take any trips you must enter those trips. To do that  click the ‘Maintain Travel Plans’ link.

You will see one or more student organizations listed for you to choose depending on whether you are an officer for one or more student organizations. 

Choose the organization to create a trip for by clicking on it

If you have not entered any officers in the Maintain Officers page then you will get the following page with the message that you must enter officer information before you can enter trip information. You can click the link to go to the Student Organizations Officers page and enter officer information and then return to the “Maintain Travel Plans” link to enter the trip information.

If you have not activated any organization members on the “Activate Members” page then you will get the following page with the message that there are no student eligible to travel because they have not had their Waiver box and Status box checked on the “Activate Members” page. You must have active members in the organization before you can enter trip information.  You can click the link to go to the Activate Members page and activate members and then return to the “Maintain Travel Plans” link to enter the trip information.

If you have entered officer information and activated members then you will see one of two pages.

If you have not created any trips for the organization yet you will see the following page. Click on the Add New Trip button to add a trip.

If you have entered one or more trips already you will see the following page which lists the trips you have previously entered.  Click on the Add New Trip button to add a trip.

 The first page of the add a trip process (the Trip Details page) is displayed. Enter a name for the trip on the description line and enter the other data on this page as requested and click the Save button.

Once you click the Save button on the Trip Details page you will be automatically forwared to the Travel Roster page. 

Click on the checkbox of the members who are traveling. Only active organization members are displayed in the roster.

If you want to have a copy of the trip roster emailed to your SMU email address then click the "E-Mail Travel Roster to Me" button. The travel roster will be sent as a .pdf attachment to your SMU email account.

Once you have checked the members who are traveling and printed the trip roster then click the save button.

NOTE: You cannot use the E-Mail Attendees button at this point in the process. This button and its use are described later in the instructions. 

When you click save you will be automatically forwarded to the Transportation Information page where you will enter automobile, plane, and/or train information for the trip. The page that you are forwarded to has the Transport Mode of Automobile already selected by default. 

 You must always enter at least one automobile in order to save the trip. Click the Vehicle Type drop down and choose a vehicle type from the list. Enter as much of the other information as you can.

 If you will be using more than one vehicle then click the ‘+’ and enter the next vehicles information as requested.

Once you have entered all automobile information you can enter Airline or Train information, if applicable. To enter Airline or Train information, click the drop down box on the Transport Mode and choose the mode from the drop down.

Once you choose the mode by clicking on it in the Transport Mode drop down, you will automatically be transferred to a page where you can enter flight or train information. Enter as much information as you can for both the departure flight and the return flight.

To enter return flight information click the ‘+’ and enter the return flight information. If there is more than one flight being taken or different members are taking different flights, please enter everyone's flight information. 

 Once you have completed entering the Transportation Mode information, click the save button and you will be returned to the main “Maintain Travel Information” page with the trip listed.

If at a later time you need to make changes to any of the travel information you can click on the trip you want to change from the trips listed and make changes to the Trip Details, Trip Roster, and Transportation information by selecting the from the links at the bottom of the page (Maintain Trip Details, Maintain Travel Roster, Maintain Transportation Information) links. 

If you need to cancel a trip after you have entered it. Select the trip by clicking on it and then click the Cancel Trip button on the top left of the Trip Details page and click save.

Once you have entered all of the information for a trip and saved it you have the ability to email all of the members that will be traveling on the trip (everyone who has a check in the Attending box on the Travel Roster) 

To email the members that are traveling on a trip you click on the trip you want from the trips listed.

You are now at the Trip Details page. Here you click the Maintain Trip Roster link at the bottom of the page.

 You are now at the Maintain Trip Roster page. To email all of the members that are traveling, click the "E-Mail Attendees" button. This will cause an Outlook email page to pop-up with the traveling members populated for you. Traveling members are the members who have their "Attending" box checked. You can edit the email addresses if you like and you can type in a message and send the email. The pop-up email page will disappear once you click send.

If at a later time you need to make changes to any of the travel information you can click on the trip you want to change from the trips listed and make changes to the Trip Details, Trip Roster, and Transportation information by selecting the from the links at the bottom of the page (Maintain Trip Details, Maintain Travel Roster, Maintain Transportation Information) links. 

If you need to cancel a trip after you have entered it. Select the trip by clicking on it and then click the Cancel Trip button on the top left of the Trip Details page and click save.