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Presented by the Krannert Graduate Student Association (KGSA)

A GENDA Guidelines, Rules, and Regulations of:

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Student Activities and Organizations (SAO)

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Business Office for Student Organizations (BOSO)

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KrannertLife

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Krannert Graduate Student Association (KGSA)

P URDUE S TUDENT O RGANIZATIONS A CTIVITIES AND (SAO)

 Provides students with tools, training, and resources to successfully manage student organizations  Drafted SAO Handbook as a resource to help student leaders organize their clubs and plan events  Handbook should be read by all club leadership: 17th_Version-2.pdf

https://www.purdue.edu/b involved/wp-content/uploads/2013/10/SAO-Handbook-with-Hyperlinks-Oct  Expects clubs to follow rules and regulations of SAO  Located in Schleman Hall

E XPECTATIONS FOR ALL O RGANIZATIONS

Every Recognized Purdue Student Organization will: 1. Be student led and managed by student officers 2. Have an advisor who is a full time faculty/staff 3. Adhere to the policies and procedures of Purdue University 4. Provide opportunities for student members to:  Experience leadership and general student self-development  Strive for excellence and professionalism in program  Develop skills of collaboration, creative thinking, and problem solving by utilizing teamwork, honest communication, and support  More in Handbook

C ONSTITUTION

 Should provide current and potential members with information about:  Organization mission and purpose  How to and who can become a member  How organization is run (i.e. elections, meetings, duties)  KGSA Constitution may be found on BoilerLink in “Documents”  Expected to change with time and revisions must be submitted to SAO for review and approval  More information in SAO Handbook  Template is provided on SAO website

B OILER L INK

 Logging in: http://boilerlink.purdue.edu/  Use Purdue account information  KGSA President or Treasurers (VP Internal and External Finance) have permission to add you as an “Events Creator”  Four main tabs  Your Name  Profile information, settings, log out    My Involvement  Your memberships, event submissions, and co-curricular transcript My Shortcuts  Shortcut to KGSA page Messages  Messages about event approval and questions form SAO/BOSO

O RGANIZATION R ECOGNITION ( R E FOR -R EGISTRATION KGSA ONLY ) /M AINTAINING

 Every organization must complete annual fall re-registration process on BoilerLink  Notifies SAO staff on who is serving as President, Treasurer, and Advisor  Every organization must complete a registration within three weeks of new officer elections  This process should be completed by the incoming President as a part of transitioning with the outgoing President  More detailed information can be found in SAO Handbook about these processes

P LANNING S TUDENT O RGANIZATION E VENTS

Guidelines for planning activities. You should identify:  What you want to do and what outcome you want  What arrangement may be necessary  University Procedures to be observed  Financial arrangements necessary  How to publicize the event  If goals were met

A CTIVITY F ORMS

 Must be submitted for almost all student organization events (especially those that use club funds)  When in doubt, submit an activity form  Must be filed at least two weeks in advance of the event  File Activity Form on BoilerLink – go to Events and click “Create Event”  Will no longer need to filed for the following:  Regular meetings, supplies, dues, activations, or free speakers   Callouts that have catered or pre-packaged foods Events without costs or contracts; Skip-A-Meal Fundraisers  Examples of Events that need Activity Forms:  City Treks, Culture Fest, Tailgates, Speakers (if food is provided)

I NFORMATION N EEDED FOR A CTIVITY F ORM

 Name (Include club name as part of the title)  Location (More information on next slide)  Description (Outlines how event will fit within SAO expectations for clubs)  Start/End Time  Type (Choose “Organization Only” unless you want it to be open to all Purdue students)  Local/Leaving Tippecanoe County  Student Organization  Student Org Name ( Use KGSA)  Student Leader/Email/Phone number  Approximate number of attendees

R ESERVING A L OCATION

 Most spaces (11 Rawls rooms) can be reserved through Space Management: https://www.smas.purdue.edu/  Other Rawls areas and rooms: Contact Peggy Blessing  Elliott Hall, Loeb Playhouse, Fowler Hall, or Slayter Center & Hill: http://www.housing.purdue.edu/HTML/HallOfMusic/Venues/Reservations.html

 Krannert Auditorium and Drawing Room: Call 765-494-4434  More locations in SAO Handbook

E VENT P OLICIES AND P ROCEDURES R ISK M ANAGEMENT

 Alcoholic Beverages at Events  Under no condition may organizational funds be used to buy, sell, or provide alcoholic beverages on or off campus  Conferences  Need to be discusses, planned, and organized far in advance and in conjunction with Conferences Division at Purdue University  Event Timing  ending by 3am Sunday – Thursday: ending by midnight; Friday & Saturday:  Speakers  If there is a contract to pay the speaker, contract should be uploaded with the Activity Form for review by BOSO

A DVERTISING E VENTS

 At Krannert  KrannertLife    Populates KGSA Newsletter sent to all Krannert Graduate Students Krannert Facebook groups Fliers in locker rooms and by Rawls room entrances  Contact Peggy Blessing for approval  Rawls classroom chalkboards  Social Hour Announcement  Contact KGSA VP Communication  Outside Krannert  Ideas in SAO Handbook

T RAVELING AS A S TUDENT O RGANIZATION

Submit Activity Form and Student Organization University Vehicle Request (>14 days before event) • Go to: Purdue University-BoilerLink - KGSA • Click “Login” on top right corner • In the KGSA group, click “Events” on left side of screen (if you do not have access, contact President or VP Finance) • Click “Create Event” at top of screen • Fill out form and then click “Next” • Select “Travel Event” and click “Next” (this takes you to the Student Organization University Vehicle Request forms) • Fill out form and check all applicable boxes • Complete the remaining pages of the Activity Form • Submit your Activity Form (includes Student Organization University Vehicle Request) • Make sure to read “What Happens Next?” page to understand how your event will be approved

T RAVELING AS A S TUDENT O RGANIZATION

Driver Authorization – Requirement of 2 Drivers Per Vehicle (>5 days before event) • Fill out the RMOS1 form at the following link: RM01S Form • Use “Krannert Graduate Student Association” as the Organization Name • Print off your driving record at your state’s BMV website (optional, but will speed processing) • For IN, go to Indiana myBMV Login and print (do not buy) and create an account, click view, • For CA residents, you may receive a phone call requesting your Social Security information • Drop forms and driving record off at BOSO (Schleman Hall, 475 Stadium Mall Drive, Room 213) • BOSO will fill in the Organization Number, sign the form, and fax to Risk Management

T RAVELING AS A S TUDENT O RGANIZATION

Van Training (>5 days before event) Driver/Van Training Authorization and Rates • Follow link and type in Purdue username and password: Purdue Certifications • Click “Risk Management” • Click “Purdue Passenger Van Training (PPVT)” • Watch video • Click “Next” • Complete Questions 1-15 • To check authorization, follow link and type in Purdue username and password: Driver Authorization List • Vehicle rates can be found here: Transportation Rates

B USINESS (BOSO) O FFICE FOR S TUDENT O RGANIZATIONS

 Located in Schleman Hall, Office hours: 8am – 5pm, Monday – Friday  Office phone: 765-494-6724  Provide financial services to student organizations  Establish financial controls and best practices   Transaction audits Reconciliation of funds  Contractual review (fiscal and risk oriented)  Compliance with University Regulations & Policies  Process transactions  Each club treasurer should read the entire BOSO Manual: http://www.purdue.edu/business/boso/pdf/manual.pdf

 President and other club leadership should also be familiar with material

G ENERAL O PERATING P ROCEDURES

 Petty cash funds and funds collected may not be used for cash payments of expenses  Student organization funds cannot be used for the purchase of tobacco products, alcoholic beverages, or related expenses  Receipts and Reimbursement Certification (only for purchases over $75) are to be collected by KGSA VP Finance within their designated timeframe

D EPOSIT OF F UNDS

 If your club is collecting dues, the treasurer should keep a Record of Dues Collected to report to the KGSA VP Internal Finance  Record of Dues should include members name, amount of dues paid, and date of payment  All checks received as donations ($100 or more) from an individual or business should be provided to the BOSO office, prior to depositing  Gift-in-Kind donations need to be acknowledged - more information in BOSO Manual

G IFTS , A WARDS , AND P RIZES

 “Use of University facilities in any manner that results in financial gain, either directly or indirectly, to individuals or non-University organizations or groups is prohibited.”  Student organizations funds may not be transferred as gifts, charitable contributions, or donations to groups managed outside of Purdue  Cash, cash equivalent, or gift certificates cannot be given as gifts  Student organizations can make charitable contributions to 501-c-3 non-profit agencies up to $100  Can give more than $100 if funds are raised through events under the University Charity Policy  Awards/Prizes can be given in tangible and monetary forms – more information in BOSO Manual

K RANNERT L IFE

 KrannertLife is the official Krannert Graduate Student website  Common calendar and main informational site for all clubs, students, and offices  Eliminates numerous mass emails to students  Weekly digest version sent to all students via emailed newsletter  Access to make posts can be given by KGSA VP Technology  Add events on calendar by going to Events>Add New  KGSA expects clubs do this for each event to eliminate overlapping of events and to keep record of the number/type of events each club coordinates  Add announcements by going to Announcement>Add Announcement  Make sure to include a picture  Add “Featured” as tag to make it appear on top of KrannerLife page

KGSA E XPECTATIONS

 Be active, get creative, keep track of your successes, and ask questions  Attend Krannert Weekend Club Fair (Mod 4) and Krannert Launch Club Fair  Adhere to rules of SAO and BOSO  If one person in one club hurts our good standing, it affects 20+ clubs  Use KrannertLife  KPDC wants to be a resource for you to achieve your professional development objectives – schedule an appointment with a staff member to discuss ideas or get advice

C LUB D UES AND R EGISTRATION

 More information to come!

E LECTIONS

  Elections may vary for each club, but each club election process should be visible and fair to every club member Club Elections are to be held in Mod 3 and prior to Mod 4, after the KGSA President and Vice President Elections   First-Year Representatives may be selected following the KGSA First-Year Rep Election Results Announcement (Mod 1) December Graduates (excluding SHRM)   If your club President is a student graduating in December   If your club board has a student graduating in December  Duties must be filled by current board members or first-year representatives  An interim President will be selected from the current board by the current board The board elections will continue “as-is” in Module 3 If the board is primarily students graduating in December, work with KGSA VP Professional & Organizational Development to find a solution