transcript
- Slide 1
- Presented by the Office of Campus Life and the Student Senate
President Training
- Slide 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
- Slide 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)
- Slide 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.
- Slide 5
- Budgeting Overview, continued Other Ways To Secure Funding The
Discretionary Fund Special Events Fund Enterprise Fund Social
Enhancement Grant
- Slide 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.
- Slide 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.
- Slide 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.
- Slide 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).
- Slide 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.
- Slide 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
- Slide 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.
- Slide 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
artists 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.
- Slide 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.
- Slide 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 organizations 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.
- Slide 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%.
- Slide 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, Michaels) 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.
- Slide 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
- Slide 19
- Advertising and Promotion Dickinsons 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.
- Slide 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 Bookkeepers 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.
- Slide 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 clubs 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.
- Slide 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
- Slide 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