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W&M Law School

W&M Law School. Registered Student Organization Orientation 2012 - 2013. Useful Contacts. Within Law School Outside Law School. Useful Contacts Within the Law School. Seeking advice or participation? Dean Douglas Cassi Fritzius Vice Dean Combs Associate Dean Jackson. Dean Douglas.

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W&M Law School

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  1. W&M Law School Registered Student Organization Orientation 2012 - 2013

  2. Useful Contacts • Within Law School • Outside Law School

  3. Useful ContactsWithin the Law School • Seeking advice or participation? • Dean Douglas • Cassi Fritzius • Vice Dean Combs • Associate Dean Jackson

  4. Dean Douglas

  5. Vice Dean Combs

  6. Useful Contacts within the Law School • Need help with...? • Associate Dean Hardy • Director Nancy Beach • Jaime Welch-Donahue • Whit Weidner/lawtec@wm.edu • Terri Lorincz • Susan Lynch • Lou Pulley • Gloria Todd • Lee Tankle • Sean Radomski, Kevin Elliker, Alden Hinds

  7. Associate Dean Hardy

  8. Director Nancy Beach

  9. Useful Contacts Outside the Law School • Assistant Vice President Mark Constantine • Anita Hamlin

  10. Office of Student Affairs Assistant Vice President Constantine Anita Hamline

  11. Gloria Todd

  12. Communication • Organization E-mail • Organization Hanging File • Forms

  13. Our Facility • Almost all Law School rooms/spaces can be used for student activities with these provisos: • The Faculty Room is reserved at all times for Faculty events • Alcohol may not be served until after 4:00 pm • and only with TIPS-trained students at the event • and only on the patio unless an exception is granted • and only with advanced permission • All reservations will be confirmed. • Any a/v needs, contact lawtec@wm.edu

  14. Our Facility • Furniture • May not be moved in the lobby • Except to move reception tables near the front doors • Except to set up catering or reception tables • The exits may not be blocked at any time • Ie, tables may not be placed in front of the front doors or patio doors • The facility must be returned to its normal arrangement at the conclusion of the event

  15. Advertising Events • Fliers may be posted • Only in the Student Lounge • Not on doors, walls, in restrooms • Message board (lobby plasma) only displays events on Master Calendar

  16. Advertising • MyLaw Announcements • Twice Weekly SBA • The Marshall-Wythe Press • Local newspaper

  17. Susan Lynch, Accounting • Located in room 104 in the Administrative Suite

  18. Budgets • All organizations must have • An organization budget • An event budget • Request funding by • Submitting proposal to SBA • SBA will pursue additional funding if approved • Or suggest options for additional funding • Do not go directly to the Dean

  19. Frequently Used Vendors • Pizza Hut • Papa John’s • Sal’s • Florimonte’s • The Cheese Shop • Opus 9

  20. Check Requests • Submit to Accounting no later than two weeks prior to need.

  21. Travel Guidelines • All travel must be pre-approved • Flight and train reservations can be made through Accounting • Driving requires a Student Driver Authorization Form • Van driving requires completion of a van safety course • All travel is subject to state per diem rates

  22. Travel Reimbursements • Can only be made to individuals • Requires completion of the Funding Request and Reimbursement Form • Are limited to state per diems and student travel guidelines • Are made (at the earliest) three weeks following submission • Always requires original receipts and a copy of the credit card (if used for payment) • Generally, meals are not covered

  23. Expense Reimbursements Requires: • Student name, W&M ID number, current address • Name of event and date • Itemized original receipt (and credit card receipt) • Copy of credit card (if used for purchase) • Meal reimbursements are subject to state guidelines and requires a list of attendees

  24. Associate Dean Jackson

  25. Common pitfalls • Mail • Stu Orgs must pay for postage • Express mail must be approved in advance • through Accounting • or, if a journal, Appropriate Support Staff • Purchasing • Limitations on what we can reimburse. • Always seek advanced approval for the purchase • We reimburse individuals only (not organizations)

  26. Common Pitfalls • Funding • Not budgeting for the event • Not seeking funding sources early • Not submitting itemized receipts • Not submitting receipts within 15 days after the event • Requesting reimbursement to the organization (not individual) • Going to the Dean before... • Preparing a budget for the event AND • Seeking funding through the SBA

  27. Common Pitfalls • Planning an event without checking the Dean’s calendar (if you wish the Dean to attend) • Planning an event without confirming date through Gloria Todd • Not returning the facility to normal condition following the event • Not obtaining travel authorization prior to the travel

  28. Student Bar Association • Lee Tankle, President • Sean Radomski, Vice President • Alden Hinds, Treasurer • Kevin Elliker, Secretary

  29. When in doubt – ask! • Have a good Year!

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