Transcript IU Kokomo Office of Student Activities

IU Kokomo Office of
Student Activities
Policies and Procedures
Leadership Summit
Student Organization Registration
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Each year, organization officers must register their
group with the Office of Student Activities
Complete the Student Organization Registration
Form
Provide the names, phone numbers, and e-mail
addresses of the officers and advisor
Provide an updated constitution if applicable. We
need constitutions electronically please!
Making Purchases
Always have prior approval from the staff of
the Activities Office before making any
purchases (NO EXCEPTIONS)
 IU has significantly changed its purchasing
guidelines. All purchases must be discussed
with the Activities Staff.
 Know your budget
 Keep track of your club’s spending
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Making Purchases (cont.)
Purchase orders
 Club member makes the purchase
 Student Activities Makes the Purchase with
Departmental Credit Card
 Purchases over $1000
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Making Purchases (cont.)
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Purchase Orders
 IU
preferred means of purchasing
 Must use a contracted IU vendor, if one is available
 If there is not a current contracted vendor, please provide
us with your preferred vendor
 Must allow a MINIMUM of two weeks for processing
 Your club needs to provide our office with detailed
information of what needs to be ordered. Be prepared to sit
down with a staff member for 30 minutes to complete this
process
Making Purchases (cont.)
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Club Member Makes the Purchase
 Rare
occurrence--Only an option if vendor does not take a
purchase order
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Obtain a Tax Exempt form from our office
Pay with cash, check or credit card
Turn in your itemized receipt (must show items purchased)
Be reimbursed within 10 days of giving the receipt
Making Purchases (cont.)
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Student Activities Makes the Purchase with
Departmental Credit Card
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Rare occurrence--Only an option if vendor does
not take a purchase order
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Give office 2 weeks notice of needed item
Provide needed ordering information on Purchase Requisition Form
(online)
Be aware, not all items may be purchased with departmental credit card
and staff may not have time to leave office to make purchase. Also, make
sure vendor accepts Visa.
Making Purchases (cont.)
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Purchases Over $1000
 Must
be put out for bid, meaning we comparison shop
among different vendors to get the most competitive price
 Requires an additional two-weeks for processing
 Provide the names and addresses of three vendors who can
supply the item
 Allow an additional three to five days for shipping when
your vendor is located outside of the area
IU Name and Logo
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Must be approved by Student Activities staff
Must meet university trademark and licensing
requirements
Must be printed by a licensed vendor (we can provide
you with contact info for these vendors)
Remember, even the words “Indiana University” are
trademarked.
Ordering Food
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You must use IU Kokomo Food Services for all on-campus catering
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Exceptions:
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Pizza from Pizza Hut may be ordered for call-out meetings. This must be
done by Office of Student Activities
Pre-packaged food (e.g. from Kroger) may be used for call-out meetings
Pre-packaged food can be paid for by a member and you can get
reimbursed, but stay within budget & keep tax free
All food orders through IU Kokomo Food Services must be placed through
the Office of Student Activities (email detailed description to departmental
secretary, Bev Ringeisen, [email protected]). Allow 2 weeks to order.
Absolutely NO home prepared food can be served
Office Services
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Duplicating
 Documents
must be camera-ready and a Copy Request
Form filled out
 Assortment of colorful 8 1/2" x 11" paper is available
 99 or fewer copies may be completed by the Office of
Student Activities (allow 24 hours minimum)
 Copy requests exceeding 100 pieces will be sent to the
Office of Mailing and Duplicating (allow 48 hours
minimum)
 Groups will be charged for any duplicating requests over
30 sheets
 Limited color printing is available, we charge $.25 per
sheet
Office Services (cont.)
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Mailing
 Must
be related to the organization
 Office of Student Activities can provide supplies,
information, and assistance for outgoing mailings.
 Organizations will be charged for any mailings over 20
pieces
 On-Campus mailings and mailings to other IU campuses
should be placed in Inter-Campus Mail Envelopes. These
can be obtained from the Office of Student Activities.
Office Services (cont.)
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Poster Printing & Laminating
 Allow 24 hour minimum notice
 Complete the Poster Request or Laminating
Request Form
 Groups will be charged for the services and
supplies
 Poster machine can transform your 8 1/2" x 11",
black-and-white, camera-ready copy of your flyer
into a larger poster
Office Services (cont.)
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Mailboxes
 All
student groups and several student leaders have
mailboxes in Student Activities
 Check your mailbox frequently
 You may distribute information to other groups through
these mailboxes
Event Scheduling
Utilize the “Event Scheduling” form on the
Student Activities web site for scheduling all
meetings, events and information tables.
 Schedule your events early. Space is limited
and is reserved on a first-come, first-served
basis.
 Cancel the room request if you re-schedule or
no longer need the room.
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Promoting Your Organization
Review the Campus Sign Policy (available on
our web site) BLUE TAPE IS AVAILABLE
IN OUR OFFICE!
 Booking your room through the SAO website
allows us to track all events and publicize.
 The newspaper will assist in promoting events
with advance notice ([email protected]).
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Promoting Your Organization
(cont.)
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Facebook Pages
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Registered student groups may create fan pages on Facebook
 The University’s name should not be used in the name of the
organization. Organization Name at IU Kokomo is ok.
 Remember that your organization is responsible for all content
on the page, so monitor it on a regular basis.
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Other ways to publicize:
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Bulletin Boards
Display Cases
Digital Signs—E-mail Bev a brief description ([email protected])
Direct mailings (labels based on major may be requested from the
Office of Student Activities)
Travel
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Conferences and overnight trips
 Prior
approval from Office of Student Activities is
required.
 ALL travelers must meet with Student Activities Staff to
complete online travel forms PRIOR to booking
ANYTHING for trip
 Allow sufficient time for paperwork to be processed,
reservations to be made, and pre-payment to be processed
and received. Allow a minimum of 1 month.
 Liability waivers MUST be required of all travelers.
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When traveling out of the state of Indiana, you
must be accompanied by your advisor.
Travel (cont.)
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University Vehicles and Enterprise
 The
University van and Enterprise Rent-A-Car vehicles are
available if you are attending a university-related event or
doing university-related work.
 Your organization will be charged for mileage when using
the University van. Your organization will be charged a
daily rate and the cost of gas when using an Enterprise
vehicle.
Travel (cont.)
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University Bus
 Available
to use at a rate of 56 cents per mile and
distance traveled is restricted.
 Plus the bus driver’s wages
 Must use driver approved by IU Kokomo Human
Resources.
 Very limited scheduling. See Student Activities
Staff for additional information.
Travel (cont.)
Driving
Must obtain approval of the Office of Student
Activities, and then complete the Authorization Form
for Motor Vehicle Records Check
 Office of Student Activities must have a copy of the
driver’s license
 Student driver and club advisor must complete and
return to the Office of Student Activities the Request for
the Release of Vehicle to Student Driver Form
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Travel (cont.)
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Personal Vehicles
 Obtain
permission from the Student Activities
Office in order to ensure mileage reimbursement
 Must provide proof of a valid driver’s license
 Must carry the following insurance coverage, as a
minimum: $50,000 for personal injury to, or death
of, one person, $100,000 for injury to, or death of,
two or more persons in one accident, and $25,000
for property damage.
Hiring Presenters/Speakers
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Obtain prior approval from the staff of Student
Activities
Office of Student Activities must send a letter of
confirmation or contract to the person, and other
forms necessary to process payment.
Payment must be in the club’s budget.
Communicate the appropriate information to the
office at least four weeks prior to the desired services
Check is mailed directly to the individual approx. one
week following performance of the services.
Funding for Student Groups
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To receive funding from student activity fee, groups must be
registered with the Office of Student Activities
IUK SGA Senate is responsible for developing the annual
budget for the activity fee
Registered groups are funded through either the November
and/or March budget bill
Student organizations must follow the budget allocations that
were approved for the current fiscal year. Any changes in
these allocations must be approved by the IU Kokomo Student
Government Association Senate.
Refer to Title X of IU Kokomo Student Government
Association Bylaws for details and budget information
Budget information is available on our web site
November Budget Bill requests DUE October 8, 2010 by 4 pm
Soliciting Donations
Submit a Solicitation Request Form to the
Office of Student Activities
 Receive approval from the Office of External
Relations prior to any solicitation
 Once donations have been collected, a Gift-InKind Form must be completed and returned to
the Office of Student Activities.
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Additional Guidelines
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Student activity fee monies cannot be used to make
charitable contributions
Student activity fee monies cannot be used for the
purchase of alcohol.
Student activity fee monies cannot be used for gifts of
any kind, to any individual, whether or not they are
university personnel
Student organizations may use their designated
monies for the purchase of food for annual call-out
meetings and receptions. These funds are not to be
used to purchase refreshments or meals for general
meeting purposes, or graduation meals or receptions.
Additional Guidelines (cont.)
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Groups cannot get change or a bank from the Office
of the Bursar for benefit-type events. Change will
have to be provided by the benefited organization or
the members of the club.
Things to Remember
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All expenditures must be cleared with the Student Activities
staff prior to the purchase
Groups receiving student activity funding must have the
following two statements: (1) If you have a disability and need
assistance, special arrangements can be made to accommodate
most needs. Please contact the Office of Career Services at
765-455-9301 for assistance, and (2) Funded in full (or in part)
by IU Kokomo Student Activity fees.
For many services, allow at least a two-week request period
Have all information and prepare the forms needed to
complete requests and vouchers
Please contact us at the Office of Student Activities if you
have any questions. (That’s why we’re here!)
Connecting With Our Office
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Contact us if you have questions
Our number – (765) 455-9203
Location – Kelley Student Center, 210
We want to give you the best service possible, so
please schedule appointments so that we can give you
undivided attention.
The staff
 Bev
Ringeisen, [email protected]
 Kathryn Stremiecki, [email protected]
 Sarah Sarber, [email protected]
 Sarah McClurg, Student Staff, [email protected]