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W&M Law School

This guide provides useful contacts within & outside the law school, facility info, travel guidelines, reimbursements, budgeting tips, and common pitfalls to avoid for student organizations.

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W&M Law School

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  1. W&M Law School Registered Student Organization Orientation 2013 - 2014

  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 Heymann • Associate Dean Jackson

  4. Dean Douglas

  5. Vice Dean Heymann

  6. Useful Contacts within the Law School • Need help with...? • Jaime Welch-Donahue • Whit Weidner/lawtec@wm.edu • Matt Rouette • Terri Lorincz • Susan Lynch • Lou Pulley • Gloria Todd • Sean Radomski • Colleen Smith, Blake Christopher, Alden Hinds

  7. Matt Rouette, Law IT

  8. Useful Contacts Outside the Law School Director, Student Leadership Development Anne Arseneau Anita Hamline

  9. Gloria Todd

  10. Communication • Organization E-mail • Forms

  11. 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

  12. 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

  13. 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

  14. Advertising • MyLaw Announcements • Twice Weekly SBA • Not Wythe Standing the News • Local newspaper

  15. Sean Radomski and Alden Hinds

  16. Student Bar Association • Sean Radomski, President • Colleen Smith, Vice President • Alden Hinds, Treasurer • Blake Christopher, Secretary

  17. 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

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

  19. Check Requests • Submit to Accounting no later than two weeks prior to need. (Room 104)

  20. 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

  21. 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

  22. 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

  23. Associate Dean Jackson

  24. 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)

  25. 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

  26. 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

  27. Terri Lorincz • Final words on expenses

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

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