Transcript W&M Law School

W&M Law School
REGISTERED STUDENT ORGANIZATION
ORIENTATION
2013 - 2014
Useful Contacts
 Within Law School
 Outside Law School
Useful Contacts
Within the Law School
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Seeking advice or participation?
Dean Douglas
 Cassi Fritzius
 Vice Dean Heymann
 Associate Dean Jackson
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Dean Douglas
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Vice Dean Heymann
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Useful Contacts
within the Law School
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Need help with...?
Jaime Welch-Donahue
 Whit Weidner/[email protected]
 Matt Rouette
 Terri Lorincz
 Susan Lynch
 Lou Pulley
 Gloria Todd
 Sean Radomski
 Colleen Smith, Blake Christopher, Alden Hinds
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Matt Rouette, Law IT
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Useful Contacts
Outside the Law School
Director, Student Leadership Development
Anne Arseneau
Anita Hamline
Gloria Todd
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Communication
 Organization E-mail
 Forms
Our Facility
 Almost all Law School rooms/spaces can be used for
student activities with these provisos:
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The Faculty Room is reserved at all times for Faculty events
Alcohol may not be served until after 4:00 pm
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and only with TIPS-trained students at the event
and only on the patio unless an exception is granted
and only with advanced permission
 All reservations will be confirmed.
 Any a/v needs, contact [email protected]
Our Facility
 Furniture
 May not be moved in the lobby
Except to move reception tables near the front doors
 Except to set up catering or reception tables
 The exits may not be blocked at any time
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Ie, tables may not be placed in front of the front doors or patio doors
 The facility must be returned to its normal
arrangement at the conclusion of the event
Advertising Events
 Fliers may be posted
 Only in the Student Lounge
 Not on doors, walls, in restrooms
 Message board (lobby plasma) only displays events
on Master Calendar
Advertising
 MyLaw Announcements
 Twice Weekly SBA
 Not Wythe Standing the News
 Local newspaper
Sean Radomski and Alden Hinds
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Student Bar Association
 Sean Radomski, President
 Colleen Smith, Vice President
 Alden Hinds, Treasurer
 Blake Christopher, Secretary
Budgets
 All organizations must have
 An organization budget
 An event budget
 Request funding by
 Submitting proposal to SBA
 SBA will pursue additional funding if approved
 Or suggest options for additional funding
 Do not go directly to the Dean
Frequently Used Vendors
 Pizza Hut
 Papa John’s
 Sal’s
 Florimonte’s
 The Cheese Shop
 Opus 9
Check Requests
 Submit to Accounting no later than two weeks prior
to need. (Room 104)
Travel Guidelines
 All travel must be pre-approved
 Flight and train reservations can be made through
Accounting
 Driving requires a Student Driver Authorization
Form
 Van driving requires completion of a van safety
course
 All travel is subject to state per diem rates
Travel Reimbursements
 Can only be made to individuals
 Requires completion of the Funding Request and
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Reimbursement Form
Are limited to state per diems and student travel
guidelines
Are made (at the earliest) three weeks following
submission
Always requires original receipts and a copy of the
credit card (if used for payment)
Generally, meals are not covered
Expense Reimbursements
Requires:
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Student name, W&M ID number, current address
Name of event and date
Itemized original receipt (and credit card receipt)
Copy of credit card (if used for purchase)
Meal reimbursements are subject to state
guidelines and requires a list of attendees
Associate Dean Jackson
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Common pitfalls
 Mail
 Stu Orgs must pay for postage
 Express mail must be approved in advance
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through Accounting
or, if a journal, Appropriate Support Staff
 Purchasing
 Limitations on what we can reimburse.
 Always seek advanced approval for the purchase
 We reimburse individuals only (not organizations)
Common Pitfalls
 Funding
 Not budgeting for the event
 Not seeking funding sources early
 Not submitting itemized receipts
 Not submitting receipts within 15 days after the event
 Requesting reimbursement to the organization (not
individual)
 Going to the Dean before...
Preparing a budget for the event AND
 Seeking funding through the SBA
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Common Pitfalls
 Planning an event without checking the Dean’s
calendar (if you wish the Dean to attend)
 Planning an event without confirming date
through Gloria Todd
 Not returning the facility to normal condition
following the event
 Not obtaining travel authorization prior to the
travel
Terri Lorincz
 Final words on expenses
 When in doubt – ask!
 Have a good Year!