Transcript Student Organizations Orientation

St. Olaf College
Student Organizations
Orientation
(AKA “How to get stuff done around campus”)
2014-15
Get to know the Office of
Student Activities
We want to make sure that your organization has all the tools it
needs to succeed! Our office can answer and address all of the
following (and more!):
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Student Org Handbook
Office Staff
Event Planning Information
Transportation Information
Liability/Risk Questions
Credit Card Check-out
Student Org. Resource Center
Popcorn and Fun!
Helpful Contacts
Student Activities Office: BC 107
507-786-3999
Kris Vatter
Director of Student Activities &
Buntrock Commons
[email protected]
Steve Crouser
SGA Financial Officer
[email protected]
Catherine Paro
Interim Assistant Director of
Student Activities
Jocelyn Sarvady
SOC Coordinator
[email protected]
Laura Mascotti
Administrative Assistant
[email protected]
Skoglund 114 B
Chris Rotty
Dir. Intramural & Club Sports
[email protected]
507-786-3563
Credit Card Rules
Credit Card Checkout Reminders
Things to remember:
DO get itemized receipts that include the price for every item purchased. A $1/day/receipt late fee will be charged for every day receipts
are missing past check-in date.
DO provide a list of everyone who goes out to eat.
DO use good judgment when make purchases. No alcohol, no gas, etc.
DO NOT check out the credit card for more than 48 hours. A $10/day late fee will be charged for every day the card is not returned past
check-in date.
DO NOT lend the card out to someone else to use. It's been issued to you and is your personal responsibility. If you are found lending
your card out, your credit card privileges will be revoked.
DO NOT pay sales tax. Exceptions include prepared food (restaurants) and lodging. You will be responsible for any sales tax that you
pay.
DO NOT use the credit card to pay for gas.
DO NOT use the credit card at K-Mart.
DO NOT use the credit card on campus, (the Bookstore, the Pause, the Cage, etc.). Student orgs will have to check out department cards
to pay for on campus transactions.
Special Case: we have a special tax exempt card to be used at Menard's
If you lose the card, call Stephen Crouser (503-753-3402) or Kris Vatter (H: 507-301-3321, C: 507-210-7730) and let them know ASAP.
If any charges are made, you are personally responsible (not the organization) for the charges.
• Do Not use the card for subscriptions or re-occurring payments
• When you drop card off – let us know if there are back-orders or
special circumstances. Make a note on the sheet.
Credit Card Check Out
Credit Card Wallet
•Amazon.com: As of October 2014,
Amazon.com began assessing sales tax for its
orders. The OSA has an Amazon account that has
a tax-free status built in. Stop by the office to
make any purchases you may need from Amazon
without incurring taxes.
Student Org Database
Every Org has information listed here. As a leader, you can
log in to the database to change or edit your Org’s
information as needed. Please keep this updated if your org’s
leadership changes.
If you can’t
login, click
here
Those listed as contacts in the Database automatically have
access to the Lawson budgets.
Sample of a Database page:
When you log in, you’ll only see the Orgs you’re a member
of in this space. Click on the name to edit or change
information.
Other Notable Things
•Hallway displays: no large, blank sheets of paper asking open-ended
questions. Both sides of the hallway are available for reservation.
•Enterprise Vehicle Rentals: Require drivers to be over 21.
•Paying Speakers/Performers: If your organization intends to pay
anyone for services rendered (speaking fee, transportation, performance,
etc) the OSA needs to be informed well in advance. Often times these
engagements require a contract. We can help you with this!
•Manage your budget through Lawson
•SOC rule: mileage reimbursement rate $.25 p/mile
Travel
What needs to be known in advance:
Vehicle needs
Destination
Purpose
Who is traveling/drivers
Completed waivers
Org Travel Form:
http://form.jotform.us/form/32656029695161
Per St. Olaf travel policy, travel to US State Department
approved countries only.
Kids’ Stuff
• No one should have private, one-to-one
contact with any child, unless part of a
Volunteer Network program.
• Don't ever be alone. You can meet oneto-one, but in a public place. Kris needs
know the kinds of kids' programs any/all
clubs will be doing.
• Babysitting on campus is not allowed.
Social Media
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Facebook: StolafToday
Twitter: @stolaf or @stolaftoday
Pinterest: StOlafCollege
Instagram: Stolafcollege
Remember – your club represents St. Olaf
in-person and online. Think before you
post.
• We want to help promote your events and
brag about accomplishments!
Sales and Credit Cards
Ole Dollars
• In-person sales on-campus
• Reserve system minimum
one week in advance
• Need to know names of
students managing sales
• Laptop
• Device and training
provided
Credit Cards
• Currently working on a
system for CC sales. Goal of
spring 2015 for system to
become active.
• Can do ticket sales via
University Tickets, but
cards cannot be swiped,
only entered.
• Contact OSA with further
questions.
HAZING
Don’t do it
A general rule of thumb: hazing can be anything that makes a
member of your organization feel uncomfortable, but required to do
to be a member. Even something considered by one member to be
fine, but another to not, can be considered hazing. If you think it’s
questionable, that’s probably because it is.
More Helpful Information
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Take driver training when offered.
Put your events on the Master Calendar!
Reserve room/spaces early via R25.
See Student Organization Committee (SOC) for
funding questions.
• Seriously – check out the Org Handbook –
everything from Bon Ap Pack-out info to film
showing regs to bonfire procedures – it’s in there!
• Don’t sign contracts – find staffers for help.
• Check www.oleville.com for more info.
Have a great year!
THANK YOU