Transcript Executive Board Training for Student Organizations

Executive Officer Training
for Student Organizations
Office of Student Activities
The Office of Student Activities
Mattin Center 131
 www.jhu.edu/studentactivities
 410-516-4873
 Monday-Friday 8:30 a.m. – 5:00 p.m.

Jason Heiserman
Director
Jillian Rickerd
Admin Asst.
Waqiba Strother
Financial
Coordinator
Syreeta Hubbard
Budget Assistant
Registering Your Organization

http://jhu.mystudentgroups.com
Officer Requirements

Must be enrolled in 1 of the 2
Homewood schools
 Must

be a full-time student
Must be in good academic standing
 Minimum
 This
GPA of 2.0
pertains to the semester immediately prior
to election/appointment, as well as the
semesters during the term of office
Member Requirements
Members must be affiliated with the
University as a student, faculty or staff
member.
 Students from Peabody and the School
of Nursing are eligible for member
status only

Advertising




JHU Calendar- www.jhu.edu/calendar
Flash Ads- [email protected]
Chalking, Posters and Banners
Mural Boards- Center for Social Concern
Today’s Announcements
Submissions must be received no later than 12 noon the
business day prior to posting;
 The body/content of the announcement must include
some contact information -- a website that advertizes
the event/group or e-mail address are fine;
 We do not repost events.


The link for submitting items is:

The policies can be found at:
http://web.jhu.edu/announcements/students/submit.html
http://web.jhu.edu/announcements/students/policies.html
Event Promotion Ideas
Generated by student participants
at the 2008 Hopkins Hundred Retreat












Posters
Singing
Radio
Chalking
Today’s Announcements
Facebook
September to Remember Mag
Breezeway donuts
Tye-dying snow
Banner
Flyerettes
On buses
•Members’ apartment windows
•Information booths
•Storming the dining hall
•T- shirts
•Ads at Coldstone
•E-mails
•Announce in class
•Student group
announcements
•Flash ads
•Fireworks
•SGA e-mails
•PA system
•Listproc e-mails
•Group up with other clubs
Event Promotion Ideas, Cont.
Mail boxes
JHU Radio
 News Letter
 CSC Mural Boards
 Themed dress
 Table Talkers
 Perform
 Billboard
 Word of mouth
 Giveaways
 Pep rally
 Airplane
 BBQ


•Free food
•Department advisors
•Shouting
•Flyers
•Mascot
•Street chalk
•Human statue
•Television
•Quicktime ad
•Graffiti
•Sky art
•Banners
•Street team
Van Fleet Program

Vans are available for all SAC-budgeted
student groups.
Vans are very sought after commodities and are
reserved on a first-come, first-serve basis
 Only van requests made in person are
honored. To reserve a van in person, students
must fill out a form with all requested information
at the Department of Student Development and
Programming (Levering Hall
location). Confirmation will be received within
three working days.
 Groups should be prepared to use outside sources
should the request not be approved.

Event Planning Checklist
FIRST STEP- ROOMS, CONTRACTS AND PAYMENTS
-SELECT A DATE FOR YOUR EVENT- Review the University
Calendar to see if there are any conflicting events.
-RESERVE A ROOM/FACILITY FOR YOUR EVENT- Contact
[email protected] for non-academic space and [email protected]
for academic space.
-REQUEST A CONTRACT FROM YOUR ARTIST/PERFORMER- Make
sure your room is confirmed before you do this.
-HAVE YOUR CONTRACT REVIEWED and SIGNED BY THE
DIRECTOR OF STUDENT ACTIVITIES.
Allow for at least 1-3 business days to have a contract reivewed.
-REQUEST PAYMENT FOR ALL ARTISTS/VENDORS- For the
majority of student groups, this is done through Waqiba Strother
in the Office of Student Activities. Allow at least two weeks for
checks to be processed.
Event Planning Checklist, Cont.
SECOND STEP- LOGISTICS
-ROOM SET-UP- Work with Pat Forster to make sure that tables
and chairs, etc. are set up the way you envision.
-AUDIO/VISUAL- If your events needs a sound system, laptop and
projector, microphone and podium, etc., this should be done
through Pat Forster.
-GROUNDS- For special requests dealing with open spaces, quads,
lawns, tents, etc., this should be done through Pat Forster.
-CUSTODIAL SERVICES- For special requests such as clean up and
trash, this should be done through Pat Forster.
-ELECTRICIAN- This should be requested if your event has special
electrical needs. This is done through Pat Forster.
Event Planning Checklist, Cont.
-TICKETING- If your event is going to be ticketed, make
sure you set up times and places to sell tickets. All money
should be deposited through Waqiba Strother (excluding
CSC groups).
-CATERING- If your event involves food, make sure you
make arrangements in advance with Dining Services or an
outside catering company.
-HOSPITALITY- If your event requires a hospitality area,
dressing room, book signing/autograph room, etc., make
sure you reserve a separate room.
-LODGING AND TRANSPORTATION- Review the contract
rider, and make any accomodations for hotel or sedan
service
Event Planning

Social Event Registration
 All
off-campus events must be registered
with the Office of Student Activities
Event Parking

Any event open to the public which expects a turn-out of
over 50 people must fill out the appropriate forms with
parking services 2 weeks prior to the event.
 Any events in Shriver must inform Parking Services
Directly
 Delivery trucks using loading dock outside of
Shriver will cost $10.00
 All visitors must park in the South Garage
 $10 Service permits are necessary for caterers, tour
buses, etc.
Students With Disabilities
Accessibility Statement
This event is open to all without regard to gender, marital status,
pregnancy, race, color, ethnicity, national origin, age, disability,
religion, sexual orientation, veteran status or other legally protected
characteristic.
If you need any special accommodations for a disability in order to
attend or participate in this event, please contact:
The Student Disability Services Office
Dr. Richard J. Sanders, Director
385 Garland Hall
The Johns Hopkins University
(410) 516-4720, FAX (410) 516-4040
[email protected]
Room Reservations/Set Up

Most non-academic space room reservations
are coordinated through Pat Forster in Mattin
210
 You can fill out the forms you need online
Reserve our Conference Room!

The Office of Student Activities
Conference Room is available for all
registered student groups. To view the
available dates, visit our website and
reserve the room by emailing Jillian at
[email protected]
Security
All events with alcohol available in any
way must have security.
 All security arrangements must be made 2
weeks prior to the event. Cancellations
must be made within 72 hours of the
event.
 Think twice before opening your events to
the public and other colleges.

Alcohol Policy
If a student group or fraternity desires to
sponsor an event at which alcohol will be
served, the group must receive
permission from the Director of Student
Activities or one of the Associate Deans
before the event takes place.
 All groups must abide by the JHU Alcohol
Policy

Gaming Policy
Ventures which involve the exchange of
money, games of chance, or pools are not
permitted without a license by the City of
Baltimore or the State of Maryland.
 Raffles with prizes of money or
merchandise without authorization is
considered a misdemeanor.
 Gaming permits are available in the
Student Activities Office.

Hazing
JHU prohibits hazing!
(a) Haze defined. -- In this section "haze" means doing any
act or causing any situation which recklessly or intentionally
subjects a student to the risk of serious bodily injury for the
purpose of initiation into a student organization of a school,
college, or university.
 (b) Violation constitutes misdemeanor; penalty. -- A person
who hazes a student so as to cause serious bodily injury to
the student at any school, college, or university is guilty of a
misdemeanor and, on conviction, is subject to a fine of not
more than $500, or imprisonment for not more than 6
months, or both.
 (c) Consent of student not defense. -- The implied or
expressed consent of a student to hazing may not be a
defense under this section.


Film Screening Policy
Under federal law, no movies
or films can be shown in
public spaces, including
residence hall lounges,
without first obtaining film
rights.
 Students are required to first
obtain copyright permission
from a film distribution
company.

Technology


Inquiries pertaining to acquiring a JHU E-mail alias
should be directed to [email protected]
Inquiries about acquiring the JHU url should be
directed to [email protected]
S.A.C.
The Student Activities Commission (SAC)
consists of 11 members.
 The SAC is responsible for funding over
180 student groups.
 The SAC meets weekly on Thursdays at
6:00 pm in the Mattin Conference Room.
 General Assembly information to come…

H.S.A. Programming
Grants
H.S.A. Programming Collaboration
Committee exists to financially support
student organized programs that promote
collaboration, build campus community, or
meet needs in under addressed
programming areas.
 Preference is given to new initiatives and
unique collaborations.

Additional Funding
Office of Alumni Relations Service Grants
 Homewood Arts Innovation Grants
 Community Service Grants
 Fundraising and Membership Dues

Visit Our Website
www.jhu.edu/studentactivities
 Register
Your Student Organization
 Register Your Off-Campus Event
 Apply for an H.S.A. Programming Grant
 Reserve Our Conference Room
 Student Organization Handbook
 Event Planning Checklist
 Financial Services for Student Organizations
Upcoming Events
Financial Officer Trainings
September 16th, 17th, and 18th
11:00-12:00 and 1:00-2:00 each day
Levering Hall Sherwood Room
RSVP to [email protected] with the
date and time you plan to attend
Advisor’s Breakfast
October 7th, 8:30-10:30 a.m., Sherwood Room
Fall Fest 2008
Friday, September 26th
-Cookout from 4-6 on the Beach
-Dancing on the beach, Friday night film, and live music
Saturday, September 27th
-Hopkins Engaged from 1-7 on the Upper Quad
-Verizon Wireless Tour at 8pm in Rec Center
-Midnight Breakfast from 12am-1:30am
Your Announcements
Questions?
Comments?
Thank you!