SCAVMA Club Presidents Meeting Agenda - September 24, 2012

1. SCAVMA Club Presidents Meeting 9/24/2012

2. Agenda • Center for Student Involvement- Registering • Paul Cody • Facilities Use • Darlene Riel, Mike Beech • SCAVMA Club Requirements/ Regulations • CJ

3. SCAVMA Club Requirements • Register with CSI • http://csi.ucdavis.edu/student-organizations/register-your-student-organization/ • New “OrgSync” component • Contact Paul Cody at pvcody@ucdavis.edu • Register with SCAVMA • SCAVMA Student Organization Registration Form • Please also list all club officers and symposium dates • Specify name on bank account for funding purposes • All participating students must be SCAVMA Members • Clubs must notify SCAVMA of any leadership changes

4. Annual Club Reports • ALL Clubs must submit an Annual Club Report! • To be turned in at the end of the year • Should be completed by outgoing officers in conjunction with incoming officers • Serves as an educational document for future club officers • Provides SCAVMA with information on funding • Ensures eligibility for club funding • Clubs must now submit an annual budget along with their report! This is MANDATORY. • (Those clubs that did not turn one in are ineligible for SCAVMA funding until we receive a report) • If you are having trouble budgeting, contact Tom Venturino in the Development Office to get assistance • tmventurino@ucdavis.edu

5. Club Event Requirements- • Event Insurance • Required for every on/off- campus event • Wetlabs, field trips etc (not meetings, guest speakers) • Free online application • http://ucd.marshcampusconnexions.com/tabid/541/default.aspx • Liability Waiver • All students attending must turn one in PRIOR to event • Wet lab coordinators must collect and turn in waivers to my mailbox in 2047 along with a list of attendees- please staple! • Found on SCAVMA website under “EVENTS” • http://www.vetmed.ucdavis.edu/Clubs/SCAVMA/events/index.cfm

6. Club Event Requirements Cont. • Room Reservation: • Use VIPER to reserve a room tentatively • https://secure.vetmed.ucdavis.edu/facilityscheduler/ • If reserving facilities for symposium, reserve online through CES • Conference and Event Services http://ces.ucdavis.edu/public/ • To reserve, must be one of the designated account signers • Valley/MPT/VM3A contact: Mike Beech mwbeech@ucdavis.edu • Gourley contact: Darlene Riel dlriel@ucdavis.edu • If offering CE • Must go through Center for Continuing Professional Education • Contact Saundra Wais sjwais@ucdavis.edu

7. Club Event Requirements Cont. • Fundraising • You MUST get fundraising approval beforehand! • If you’re making t-shirts etc, you must get logos approved! • Contact Donna Smith donsmith@ucdavis.edu • Healthcare Vendor Speakers • Limited to 12/semester • First come-first serve basis • Must submit an application to SCAVMA for approval • Application on SCAVMA website under “FUNDING” http://www.vetmed.ucdavis.edu/Clubs/SCAVMA/funding/index.cfm

8. Housekeeping items • SCAVMA Club Room- Valley 2012 • PLEASE KEEP THIS ROOM CLEAN • All items must be labeled and on shelf/in locker • No food, drinks ok if in sealed Tupperware containers • NEW: Room is locked. Must enter 3-digit code to retrieve key. • Google Calendar on SCAVMA website • Email SCAVMA secretary specifically to upload your events • Emma Deane at eldeane@ucdavis.edu • Meetings, rounds, symposia, etc • Club Presidents Listserv • club_presidents_vetmed@ucdavis.edu • Email etiquette • USE YOUR LISTSERVES • Subject= CLUBS: Club name- details • Ex. CLUBS: EMC- Rounds this Weds

9. Pet Food Distributions • Pet food distributions • Dates emailed out, clubs sign up on first-come, first-serve basis • All clubs can assist with pet food distributions • Clubs chosen to assist must provide 15 people • Limited to host one distribution/year • Compensation has been increased to $100 per distribution

10. Club Taxes • Every club with a bank account HAS an “EIN” • EIN= your federal tax ID number (which was required to set up a bank account- should be on your bank statement) • SCAVMA is NOT supervising this process, you must take responsibility for your club. • If you make above a certain net income, you may be required to file for taxes. Check with the IRS.

11. Club Funding • Monthly application process for all funding requests • Includes requests for reimbursement of speaker fees, food, supplies, entertainment, travel and fundraising events (ie symposia, t-shirt sales etc). • Clubs, classes, and student reps are eligible.

12. Funding Cont. • Application Requirements • Applications must be submitted by the 15th of the month prior to your event • No limit on # applications submitted; only 2 reimbursements/year • 1 retroactive funding request allowed, due the month after the event • Spending in excess of your initial estimate will NOT be covered. Plan wisely. • http://www.vetmed.ucdavis.edu/Clubs/SCAVMA/funding/index.cfm

13. Healthcare Vendor Policy • Clubs can not accept donations from healthcare vendors • All donations are now directed to an Unrestricted Donor Account managed by the Dean’s office

14. Thank you • Contact me with any questions • CJ cjjohnson@ucdavis.edu • My mailbox: Caitlin Johnson Valley 2047 (2014 homeroom) • New SCAVMA Website • http://www.vetmed.ucdavis.edu/Clubs/SCAVMA/index.cfm