Student Group Leader Nuts & Bolts February 15, 2005

1. Student Group Leader Nuts & BoltsFebruary 15, 2005

2. Student Group Leader Training • Overview of session • Purpose of the training

3. Student Groups • Introduction of co-chairs • Guide For Full-Time Student Groups • Part time involvement

4. Student Group Advisors • Megan Smiley • megan.smiley@chicagogsb.edu, 834-2533 • Kelly McMillen • kelly.mcmillen@chicagogsb.edu, 834-2048 • Joe Christman • joseph.christman@chicagogsb.edu 834-3412 • Deborah Hill-Ferguson – Account Manager • deborah.hill-ferguson@chicagogsb.edu 834-8685

5. Role of the Advisor • Principle liaison for your group • Ensures you are compliant with policy • Responsible for all group finances • Approves/denies all expenditures • Makes all room reservations • Maintains a database of resources

6. Role of the Advisor Cont’d • Advises the planning of group events • Ensures large scale events do not overlap • Initiates leadership transition • Serves as on-site staff member when alcohol is served, with proper notification • Signs all contracts • Incorporates new groups into the GSB community

7. Role of the Co-Chair • Involve your advisor in the planning of all group activities • Check with your advisor before spending money • Follow policies and procedures outlined in the GSB Student Handbook and Guide for Full Time Groups • Represent the GSB well when working with GSB Corporate Partners, Recruiters, alumni, faculty and Staff.

8. Role of the Co-Chair • Liaison between companies and group membership (e.g., surveys and presentations)

9. GSB Student Handbook and On-Line Resources • GSB Student Handbook online – Portal • GSB Student Mail Lists • Group Mail Lists • Student Group Leader List • Student Group Web Pages • Plasma screens

10. GSB Student Handbook • The entire GSB Student Handbook can be accessed through the portal • Most important documents and forms can be found under the GSB Life section of the portal

11. Forms on the Portal • Request for Dean’s Attendance • Group Deposit Spreadsheets • Reimbursement Request Form • Intent to Serve Alcohol Form • Invoice Template • Tax Exempt Form • Event Feedback Form • Conference Proposal Form

12. GSB Student Mail Lists • Stu-grp-events@gsb.uchicago.edu is a global email list reserved for student group event postings • When sending a message be sure to include your group and event name in the subject line

13. GSB Student Mail Lists Cont’d • Please remember that the University alcohol policy prohibits advertising or discussing alcohol on these mail lists • There are two other mail lists from which you may receive messages; first-year-mba@gsb and second-year-mba@gsb. These lists are for administrative use only

14. Group Mail Lists • If your group does not already have one, you may establish a private mail list. Send a message to HelpDesk@gsb.uchicago.edu • You will need a group member to serve as a list administrator • Please notify and subscribe your advisor if your organization creates a group list

15. Student Group Leader List • Each co-chair is subscribed to the student-leaders-05@gsblistmail.uchicago.edu list • The student group advisors use this list to communicate information to the group leaders

16. Student Group Web Pages • The GSB provides a web page on the student kiosk for student groups to advertise their mission, events and primary contact. • You may select one member to link your group website to this page and be responsible for its upkeep • Your website must make appropriate use of the wordmark. Student group logos should not include the wordmark.

17. Plasma Screens • A student group that wants to make an announcement on the plasma screens should send a power point slide, saved as a .jpeg to hbriggs@chicagogsb.edu

18. Reserving Space • GSB Space • University Space (Ida Noyes) • Table Reservations (Tables at Gleacher) • Off-Campus Events • The Gleacher Center

19. GSB Space • Hyde Park Center Space Use • Classrooms, 104, 219, 223, first floor conference rooms • Reservable 11:45 am to 1:15 pm Wednesdays/Fridays • Cannot reserve Rothman Winter Garden or May Student Lounge • Send request to Student Group Advisor, check request on GSB Calendar • Make requests early • Can not confirm GSB space for upcoming quarter • Must use Hyde Park Center approved caterers or drop-off service

20. University Space • Ida Noyes • International House • Mandel Hall • Law School

21. Off Campus Events • Museums/Bars/Clubs/Restaurants • Plan ahead • Get quotes • Contracts/costs

22. Tables • HPC (ticket sales) • Contact student group advisor • Gleacher • Contact Part-Time Programs Offices at Gleacher Center, 3rd Floor

23. The Gleacher Center • Gleacher Space • Reserve through student group advisor • Plan ahead • Must use on-site caterer • Colin Greene – Director, Gleacher Conference Center

24. Advertising Student Group Events • GSB Calendar • Mailfolders • Student Corridor/Bulletin Boards • Group mail lists • Website • Chicago Business

25. GSB Calendar Hilary HarrGSB Computing Services

26. Advertising Student Group Events Cont. • Mailfolders • Student Corridor • Flyers (can not mention alcohol) • No tape on wood or paint, bulletin boards only • Appropriate numbers/No wallpapering • Group mail lists • Check with group chairs

27. Advertising Student Group Events Cont. • Group Website/Portal • Chicago Business • chicago_business@yahoo.com

28. University of Chicago Alcohol Policy(for events on campus) • A university staff member must be present • No one under the age of 21 can consume alcohol • Alcohol beverages are limited to beer, wine, and champagne • There may be no mention of alcohol on publicity • There must be adequate amounts of food • Security is required for large events

29. GSB Student Group Waivers • Acceptance of Risk Waiver • All Sports Club members must sign starting Fall Quarter • Student Use of Vehicles • Receive and submit waivers to your advisor

30. GSB Resources Copy Center • Located on first floor in service corridor • You may charge copies directly to your group account

31. GSB Resources Cont’d • Mailroom • Same room as copy center • You may send mail and charge directly to your group account • Please notify advisor

32. GSB Resources Cont’d • Audio-Visual assistance • Students cannot login to the computers in HPC classrooms. Please bring your own laptop • Please notify your advisor if you will need assistance using the AV equipment or require additional equipment

33. GSB Resources Cont’d • Supplies • Student Group Letterhead • Nametags • Folders • Tentcards

34. GSB Departments • GSB departments can be a valuable resource • Alumni Relations, MBA Career Services, Dean’s Office, Facilities Office, and Corporate Development. • Your advisor will act as your group’s liaison with other GSB departments

35. Alicia MorrisCorporate Development & Annual Renewals Programs HPC Suite 208P 773-702-3411 Alicia.Morris@chicagogsb.edu

36. Deborah Hill-FergusonAccount Manager HPC Suite 122 773-834-8685 deborah.hill-ferguson@chicagogsb.edu

37. Accounting Overview • Your account • Reimbursement procedures • Deposits • Purchase orders • Gifts • Travel • Accounting Points to Remember

39. Submitting For Reimbursement • Obtain a Reimbursement Request Form from the student group page off the GSB website or from DSO. • Include all ORIGINAL receipts showing your method of payment and a due balance of $0.00. Tape the receipts to a blank sheet of paper. • If you do not have your original receipt you must submit a memo explaining and include the statement “I will not seek reimbursement through any other source besides the University.” • Printed online receipts/confirmations are not acceptable methods of payment. You must also submit your bank/credit card statement.

40. Submitting For Reimbursement cont. • Obtain the treasurer’s signature on the form. If you are the treasurer, another co-chair must sign it. • Submit the completed form and receipts to the receptionist in DSO.

43. A Peek into the Reimbursement Process Student turns in request to DSO office Student GroupAdvisor DSO Account Manager University Comptroller Inaccurate information can delay your request. Reimbursement usually takes 10 business days. Bursar’s Office

44. Deposits • You must make an appointment with your advisor. • Your advisor must give you a receipt for your deposit. Please do not leave checks at the front desk. • Provide a spreadsheet with all of your deposits that includes; names, check numbers, amounts, and a total. • Include your student group name on the memo line of all your checks for deposit. • Please make sure all checks are signed by students.

45. Purchase Orders (PO’s) • Used to pay for services • Large printing/copy jobs • Promotional materials i.e. t-shirts, mugs, pens, etc. 2. Used to pay for rentals • Buses, tables, chairs, sound equipment, etc.

46. Payment by PO is a three-step process • Step one • Place your order with a vendor and get a printed price quote • Step two • Deliver the price quote to your advisor at least a week in advance • Hard-copy, email, or fax are acceptable • Step three • Your advisor will contact you with the PO • Use the PO to pick up your finished items

47. Bus rentals Equipment rentals Room/Facility rentals Mugs Printing/large copy jobs T-shirts Film editing Deposits made to hold space/room rentals Examples of services that require a PO

48. Gifts • Gifts purchased for co-chairs, guest speakers, and panelists for conferences/events may NOT exceed $99.00 per gift • When you submit a reimbursement for gifts, you must include a list of all gift recipients. • Per IRS regulations: • gifts purchased for faculty or staff members are not reimbursable by the University. • gift certificates are NOT reimbursable by the University (Charity Auction).

49. Travel • You may be reimbursed for mileage, gas, tolls, and parking expenses while performing a service for your group. • You may be reimbursed for airfare • Reimbursement cannot be made until the flight is taken • On-line receipts and e-ticket confirmations are not proof of payment. • University travel policy does not allow hotel expenses if the traveler lives within 50 miles of the hotel.

50. Accounting Points to Remember • Get approval from your advisor before paying for expenses out of pocket • Remember that service fees, rentals, and gift certificates cannot be reimbursed • Do not spend over $500 out of pocket on a single purchase, without speaking to your advisor. • Do not sign contracts for your groups-have them sent to your advisor • Plan Ahead • Obtaining a purchase order takes 1-2 weeks • Obtaining payment to a vendor takes at least 10 business days • Personal reimbursement takes at least 10 business days