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President Training

President Training. Presented by the Office of Campus Life and the Student Senate. What Will We Cover Today?. Important Dates Budgeting Overview Reserving Space Registering Events Religious Holiday Policy Events with Alcohol Invoices and Contracts Processing Payment

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President Training

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  1. President Training Presented by the Office of Campus Life and the Student Senate

  2. What Will We Cover Today? • Important Dates • Budgeting Overview • Reserving Space • Registering Events • Religious Holiday Policy • Events with Alcohol • Invoices and Contracts • Processing Payment • Advertising and Promotion • Transportation • Club Review Process

  3. Important Dates • Friday, 9/11 by 4:30pm: Student Organization Registration Forms Due to the Office of Campus Life • Wednesday, 9/23 at 7:00pm in Tome 115: Leadership Boot Camp, How To Run An Effective Meeting (Mary Triano, Campus Life) • Monday, 9/28 at 7:00pm in Tome 115: Leadership Boot Camp, Event Planning 101 (Erica Gordon, Campus Life, and Sarah Ireland, CASE) • Monday, 10/5 at 7:00pm in Tome 115: Leadership Boot Camp, Marketing and Advertising (Annie Kondas, Campus Life, and Christine Dugan, College Relations) • Monday, 10/26 at 7:00pm in Tome 115: Leadership Boot Camp, Student Organizations’ Mission, Goals and Constitution (Paula Lima, Diversity Initiatives, and Prof. Doug Edlin, Political Science) • Wednesday, 11/11 at 7:00pm in Tome 115: Leadership Boot Camp, Myers-Briggs Personality Type Indicator and Its Relation to Student Organization Group Dynamics (Debi Swarner, Career Center)

  4. Budgeting Overview • Two Accounts: • Funds Allocated Account, “04” Account • Funds Raised Account, “06” Account • Timeline for Budgeting Process • The Student Senate budgeting process usually begins with budget clinics in February with a budget due date of early March. Budget hearings (which are optional for your organization to attend) also happen in March. Final budgets are usually presented to Student Senate for approval in early April.

  5. Budgeting Overview, continued • Other Ways To Secure Funding • The Discretionary Fund • Special Events Fund • Enterprise Fund • Social Enhancement Grant

  6. Reserving Space • The Office of Conferences and Special Events is responsible for reserving College facilities and coordinating major College events. You may check out events.dickinson.edu to see what rooms are available. CASE is located in the lower level of the HUB. • Spaces for events can be reserved for the current semester or two semesters beyond the current semester. • Each registered and recognized student organization must designate two people from their organization to be their contact people for CASE. Those two students will be the only members who may request space. • Student organizations are prohibited from holding any meetings or events during Common Hour (Thursdays, noon to about 1:30pm) and during the time Student Senate meets (Tuesdays, 6pm-8pm). • No student organization sponsored social or co-curricular event will be scheduled during exam periods or reading days.

  7. Registering Events • In order to help student organizations better plan their events and to keep the college community abreast of when events are occurring, student organizations are required to fill out an event registration form for some events. Keep in mind that REGISTRATION is different that RESERVATION. Just because you reserved a space with CASE does not mean that your event is registered! • Change for 09-10 Academic Year: ALL EVENTS MUST BE REGISTERED---Unless your event is a regular meeting for your organization; however it is recommended that you register these meetings as well so that they can be seen on the Compass. • All events must be registered at least two (2) weeks in advance. If you fail to register your event, it will be cancelled. • To register your event, you must go through the following process: • Go to www.dickinson.edu/students/ and log in with your user ID and network password. • Click on “Event Registration” • Click on “Submit an Event” • Just because you submit your event does not mean that it is approved! Your event must be reviewed and approved by a representative from the Office of Campus Life, CASE and the Department of Public Safety. Should any of those representatives have questions, they will contact you.

  8. Religious Holiday Policy • The College will not schedule public and/or college-wide events on the following major religious holidays: • Rosh HaShanah (sundown 9/18 through 9/20) • Yom Kippur (sundown 9/27 through 9/28) • The first night of Passover (3/29) • Eid-al-Fitr (9/20) • Eid-al-Adha(11/27) • The College calendar already excludes events on Christmas and Easter.

  9. Events with Alcohol • If you plan to have an event with alcohol, first make sure to read the Hosting Guide. • Call the Office of Campus Life (ext. 1556, ext. 1671) to schedule an appointment with a professional staff member in the office regarding your event. • This meeting must occur no later than 11:00am the day prior to the event. • Walk-in appointments are not available. • If you need a list of TIPS (Training for Intervention Procedures) servers, you can obtain this from the Office of Campus Life. • Prior to the meeting, pick up an “Event with Alcohol Registration” form in the Office of Campus Life. Bring this completed form to your appointment. During the appointment, the staff member will review College hosting policies, discuss your responsibilities as host of the event, approve your event, and give you the appropriate number of wristbands for people 21 years or older. • If you are registering the event, you must also be one of the designated hosts (hosts must be 21 years old).

  10. Invoices and Contracts • W-9 Form • A W-9 is required any time an individual, company, etc. is providing a SERVICE. Examples would include a band playing a concert, a restaurant catering a party, or a speaker giving a lecture. • A W-9 is NOT required when you are purchasing a PRODUCT. Examples would include buying t-shirts, equipment, or food (without the restaurant serving the food). • Once W-9 forms are completed by the contracted artist, lecturer or agency, the original must be returned along with a signed copy of the contract to the Office of Campus Life. Copies of the W-9 form are not accepted by the College.

  11. Invoices and Contracts, continued • Both invoices and contracts should be turned in at least two (2) weeks prior to your event. In reality, a contract in particular should be turned in even earlier, since you may have to obtain a signature from the individual you are contracting with as well. If your organization fails to comply with these regulations, you will be unable to make requests for any funds or reserve any vehicles for the remainder of the semester

  12. Invoices and Contracts, continued • Invoices • An invoice is a detailed list of goods shipped or services rendered with an account of all costs. In other words, it is an itemized bill. • If the individual with whom you are communicating wants to fax a copy of the invoice to the Office of Campus Life at (717)254-8081, make sure that he/she puts the name of your student organization somewhere on the invoice so that we can easily get in touch with your organization. • IF YOU ARE ORDERING FOOD FROM AN OUTSIDE RESTAURANT: If you order food from a restaurant and individuals from the restaurant are coming to the campus to serve the food, you must request a certificate of insurance naming Dickinson College as an additional insured. The name, date, location, and time of the event to be insured must appear on the certificate. The restaurant can fax the certificate of insurance to (717)254-8081. When you ask them to fax it, make sure they put the name of your organization somewhere on the fax.

  13. Invoices and Contracts, continued • Contracts • Contracts should be used when entering into an agreement with another party for a provided service. • Contracts should come from either the person or organization supplying the service or you can use a Dickinson College Campus Life Contract. • If the individual with whom you are communicating wants to fax a copy of the contract to the Office of Campus Life at (717)254-8081, make sure that he/she puts the name of your student organization somewhere on the contract so that we can easily get in touch with your organization. • All contracts must be signed by an administrator in the Office of Campus Life. Individual students or student organizations are not allowed to enter into or sign contracts. Under no circumstances is this allowed. • Dickinson College does not purchase alcohol as part of an artist’s contract requirements. • All payments will be made in the form of a college check and presented to the artist or their representative after the performance. Payments are not made in cash and the College does not authorize deposits or partial payments.

  14. Processing Payment • Authorization for Services Form • For all on-campus services, such as Dining Services, the Department of Public Safety, and the Print Center, an “Authorization for Services” Form must be completed and signed by the Student Senate Treasurer prior to requesting the service.

  15. Processing Payment, continued • Student Senate Transaction Statement • To receive a check for performers, bands, etc., check the box “payment voucher”. To pay these individuals, you must have a signed, original W-9 tax form, a signed contract, and the Student Senate Transaction Statement. Processing checks take two (2) weeks, so plan ahead. All of the aforementioned materials should be turned in at least two (2) weeks prior to your event. • New for the 09-10 Year:Office of Campus Life staff members will not sign your contract until you have a completed Student Senate Transaction statement signed by your organization’s president/chair and the Student Senate Treasurer. This is to ensure that you have enough money to pay for the event. • Depending on the time before your event, your check will either be sent to the Office of Campus Life or it will be sent directly to the artist. If you allocated enough time, the check will be sent to the Office of Campus Life and upon receiving the check, we will e-mail you to let you know that you may pick it up and give it to the artist on the day of your event. If you did not allocate enough time, the check will likely be sent directly to the artist.

  16. Processing Payment, continued • Purchasing Cards • Student Organizations may reserve a purchasing card from the Student Senate Bookkeeper in the Student Senate Office. The Student Senate Bookkeeper must be aware of circumstances where the p-card will be checked out for an extended period of time. In addition, it is required that you leave your cell phone number so that the Student Senate Bookkeeper can reach you if any problems arise. There are nine (9) cards and they are available on a first come, first served basis. Cards may not be used for personal reasons. Misuse of the cards will result in the revocation of privilege and possible disciplinary procedures. Please keep in mind that using the p-card is a PRIVILEGE, not a RIGHT. • If you are using a p-card at a restaurant, gratuities for meals are not to exceed 20%. 

  17. Processing Payment, continued • Tax Exempt Status • Because the college is a tax-exempt organization, you should never pay tax on any official purchases you make for your student organization. Before making purchases, you will need to pick up a tax exempt form from the Office of Campus Life. • Certain stores (Staples, Office Max, Wal-Mart, Michael’s) have a specific tax exempt card that you will have to bring with you when you make your purchases. All organizations associated with Dickinson College may use tax-exempt status. • Neither funds raised nor funds allocated monies may be used to pay taxes. Any taxes paid will not be reimbursed.

  18. Advertising and Promotion • There are several different resources available for advertising events on campus. The most effective and frequently used place for advertising events on campus is the HUB. • College Information Channel • The Compass • College Calendar • Extra Features • Poster Maker • Supplies • Sheet Banners • T-stands • Spiral Staircase and Large Bulletin Boards

  19. Advertising and Promotion • Dickinson’s Print Center is located at 5 N. Orange Street. You can visit their website at http://dickinson.edu/departments/printcenter/ for more details. • Complete and submit a yellow Print Center Printing Request Form. • The Print Center accepts jobs electronically. You may send your job at any time but they will not print until we receive the Printing Request Form with instructions on how the job is to be printed. Even though files can be sent electronically at any time 24/7, the Print Center is only open Monday through Friday, 8:30 a.m.-4:30 p.m. • Please allow 2 working days for completion of a job. Large jobs or jobs that require design services may need more time. Depending on the workload, we may be able to complete your order in a shorter amount of time. If you have a rush request, please contact the Print Center at ext. 1427 for confirmation that your request can be accommodated. • After the job is completed, it will be held for pick up or delivered to an office as indicated on the request form.

  20. Transportation • Reserving a College Vehicle • Pick Up Vehicle Registration Form at Student Life Office or Student Senate Office • Complete all aspects of the form. • The form must be completed at least one (1) week in advance. • Go to Student Senate Office for the Student Senate Bookkeeper’s signature • The bookkeeper will check to make sure that your group has money allocated in your budget for the use of the vehicle. If it is not budgeted in the 04 account, you may use the 06 account if there is enough money available. • The bookkeeper will sign indicating that the group is approved financially to reserve the vehicle. • Return to Student Life Office • You must get a member of the Office of Campus Life to approve the form with their signature. Please plan in advance for this since it is possible that staff members may be busy.

  21. Club Review Process • Club review is a yearly process where the CAEC reviews half of the existing Senate-recognized clubs. In order to be recognized, a club must complete four tasks: • Resubmit a constitution with any additions or amendments. • Resubmit a Senate Recognition Agreement signed by the club’s president and the faculty advisor. • Resubmit a club membership database with 20 signatures, email addresses, and HUB box numbers. • Present their club to the CAEC, describing past, current, and future activities. • If a club is on probation, a club is missing one or more parts of a successful club review but does not warrant a complete loss of recognition. A club will effectively lose Senate recognition until the missing parts are submitted to CAEC. A club will automatically be taken off probation once all of parts are completed • If a club does not pass club review, the club loses Senate-recognized status. In order to regain Senate-recognized status, the organization must present themselves to the CAEC as a new club.

  22. Office of Campus Life Contacts • Mary Triano, Director • Dan Confer, Assistant Director • Elizabeth Farner, Assistant Director • Erica Gordon, Assistant Director • Annie Kondas, Assistant Director • Tricia Contino, Administrative Assistant • Laurie Henry, Administrative Assistant • Mary Silva, Student Senate Bookkeeper

  23. Student Senate Contacts • Lee Tankle, Student Senate President • Juan Carlos Flores, Student Senate Vice President • Rob Seitz, Student Senate Treasurer • Kim Starfield, Student Senate Secretary • Sarah Henry, CAEC Chair • Ouwen Xia, Community Relations Committee Chair • Alex Baranick, MOB Chair

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