NAVIGATING THE BLUE TAPE Student Org Mandatory Training Fall 2012 INTRODUCTIONS Office of the Dean of Students Student Activities JJ Boggs, Associate Dean of Students.
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Transcript NAVIGATING THE BLUE TAPE Student Org Mandatory Training Fall 2012 INTRODUCTIONS Office of the Dean of Students Student Activities JJ Boggs, Associate Dean of Students.
NAVIGATING THE BLUE TAPE
Student Org Mandatory Training
Fall 2012
INTRODUCTIONS
Office of the Dean of Students
Student Activities
JJ Boggs, Associate Dean of Students for Student Activities and Orientation
David Kloepfer, Program and Events Manager
Organic Farm, Food Organizations
Jessie Jerry, Office and Budget Manager
Club Sports, Recreation Organizations
Sophie Esser-Calvi, Food & Farm Educator
MCAB, A Capella Groups, Visual & Performing Arts Organizations
Derek Doucet, Director of Outdoor Programs and Club Sports
Special Interest, Political & Activist Orgs
Debate Organizations
Barbara Ofosu-Somuah, Programs Intern
Residential Life
Doug Adams, Associate Dean of Students for Residential Life and Student Life Policy
Media Organizations, Social Houses, Inter-Commons Council
Karin Hall-Kolts, Residential Systems Coordinator
Superblocks
INTRODUCTIONS
Cluster Managers
Ashley Calkins, Community Engagement Coordinator, EIA
Lyn DeGraff, Senior Graphic Designer, Reprographics
Service Cluster Board
Publications
Jennifer Herrera, Special Assistant to the Dean of the College/Senior Advisor for
Diversity Initiatives, Dean of the College
Cultural Organizations
Laurie Jordan, Chaplain, Ellen McKay, Administrative Program Coordinator,
Chaplain’s Office
Sarah McGowan, Special Assistant to Academic Affairs, Academic Affairs
Religious and Spiritual Life Organizations
Academic Organizations
TBD, Social Events Coordinator, Dean of the Students
Gamut Room, Bunker, Senior Committee, Feb Committee
AGENDA
Registration
Process
Funding
Fundraising
Resources
Policies
Other
Helpful Information
REGISTRATION: MIDDLINK
Your primary contact and student org email account have
received an email from Student Activities with instructions on
how to register in MiddLink
You must complete the registration process by October 1st
Include an up-to-date roster for your org
List all leaders including the president, treasurer, and
advisor
Provide an inventory list of your supplies
Equipment and supply purchases must be inventoried and have
storage space secured; the Finance Committee may review your
inventory if your organization is audited
If you have not received an email, simply log into MiddLink
go/middlink, find your organization, and click the “Register”
button
FUNDING: SGA FINANCE
COMMITTEE
SGA Finance Committee is responsible for
management of the Student Activities Fee
Peter Mattson – SGA Finance Committee Chair
[email protected]
For Finance Committee guidelines, go/sgafc
The committee meets weekly in the Crest Room in McCullough,
check go/sgafc or email [email protected] for the schedule
FUNDING: ALLOCATION
Each recognized student organization is eligible to receive a portion of
the annual Student Activities Fee (SAF)
You all have an operating account - this is where your allocation is
deposited and where most of your expenses will be charged
Your account has been assigned an index code (SOXXXX)
Check your folder for a list of your index code(s) and for a copy of your
organization’s allocation for the year
If you do not see your allocation in your folder, then it is very likely that your org
did not submit a budget proposal to the FC last spring
If your org was allocated funding, you will receive half of the funds in
September and the other half in January
Delayed registration in MiddLink could affect your allocation.
Unused funds are returned to the SGA reserve at the end of the fiscal
year
FUNDING: BUDGETING
Typically, budgeting occurs in the spring or upon approval as a new
organization
If your org didn't request a budget in the spring, schedule a
meeting now with the Finance Committee at go/sgafc
Proposed budgets should consist of planned events and purchases
Be prepared to provide the Finance Committee with details
The SGA Finance Committee allocates an overall budget
Allocated funds can be spent at the organization’s discretion
Organizations can change their plans but must always adhere to the
Finance Committee guidelines and the mission of their organization
Groups can always request additional money but should spend
what they have first and demonstrate a reasonable need
Each student org is granted $200 discretionary funding
These discretionary funds are specifically allocated for advertising,
supplies, and general operating expenses
Purchases must adhere to the SGAFC guidelines and the mission of the
organization
FUNDING: NEW MONEY
Groups interested in requesting new funds will be required
to attend a Finance Committee meeting to discuss the
request
To schedule a meeting, visit go/sgafc, click “Book a Meeting,”
and follow the instructions
New money requests should be made well in advance; orgs
should plan to present a well organized and thorough
proposal
If a new allocation is granted, it is understood that it may
only be spent on the item or activity for which it was granted
– new money is not discretionary
If approved, these funds will be added to your operating
account
FUNDING: FAQ, RESTRICTIONS &
SPECIAL CASES
No handouts, giveaways, prizes, clothing items, etc.
If it benefits an individual, it can’t be purchased with SGA funds. If it benefits the
whole group and/or is inventoried, it can be purchased with SGA funds.
No alcohol, tobacco, firearms/ammunition, or animals
Commons Councils will not fund student organizations.
Do not go to the Commons Councils to ask for money!
Organizations cannot use Student Activity Fee funds to pay coaches or advisors
Organizations cannot use Student Activity Fee funds to pay student wages
(student DJs and bands are exceptions)
Typically, alumni, relatives, or other members of the College community
cannot be paid to speak/perform unless it is their sole profession; it is required
that clubs notify the Finance Committee in advance if funds will go to relatives
of or members of the Middlebury College community
Purchases can be made during the summer in preparation for the upcoming
school year but need approval (talk to Student Activities)
Appeals to Finance Committee decisions can be filed through the SGA Appeals
Committee
FUNDING: ACCESSING FUNDS
When in doubt, check with the guidelines; be sure
your items can be covered by the Student Activities
Fee
The budget is yours; spend it the way the members of
your organization think would be most valuable
Treasurers
Must approve and track all purchases
Must sign all purchase vouchers submitted by members of your
organization
Receipts
Must be submitted for ALL purchases (including reimbursements and
charges) or your budget could be frozen
Must be submitted within two weeks of the purchase
FUNDING: FINANCIAL LIABILITY
Treasurers take on responsibility and liability for
student organization funds
All Treasurers must sign a Treasurer Agreement
Treasurers are responsible for knowing the guidelines and are liable for
purchases that do not fall within the guidelines
Monitor your budget and share the index selectively
The Finance Committee will audit 10 randomly selected
groups every 2 months and all groups at the end of the
year
Violations will result in group or individual
consequences depending on the infraction
FUNDING: SPENDING MONEY
We recommend that you
create a shadow budget
to track every expense
that is made
Keep in mind that some
charges can take months
to actually hit your budget track your purchases
FUNDING: SPENDING MONEY
There are several ways to spend funds:
Out-of-pocket – Submit a receipt for reimbursement
Local charges – Many local vendors and departments on campus
will accept your index (but not Hannafords)
SA credit card – For phone and online purchases
Invoice or bill – To pay with a check or credit card
Transfer money between campus accounts – If you receive
co-sponsorship, let Student Activities know
Contracts – Any time you need to pay a person for a service, be sure
to contact Student Activities at least 2 weeks in advance
Receipts are critical!!!
Make sure you turn them in to Student Activities in a timely manner!
Fill out the SA voucher go/savoucher, attach to the receipt, and
get your treasurer’s signature for all purchases
FUNDING: SPENDING MONEY
go/savoucher
Complete the online form
Print the form
Click the “Submit Form”
button on the upper right
Write your name, ID & index
on the receipt/invoice
Attach receipt or invoice to
the completed voucher
Get the treasurer’s signature
Submit to Student Activities
It’s important to submit both
a hard copy and digital copy
We need the hard copy for
accounting purposes and the
digital copy for the database
FUNDING: BUDGET REPORTS
To receive a summary of your budget to date for this fiscal year
go/budget?so
Includes all income and expenses
A report in pdf format will be sent immediately to your student
org email account
Please remember that these reports do not include a starting
balance; this can be confusing when it comes to gift accounts
See your folder for your gift account balance
We are working on getting the starting balances to show on the reports
– stay tuned!
Remember that charges may not appear on your budget for
quite awhile
This is why it's good to use a shadow budget to keep track of
your expenses!
FUNDING: LOANS
The SGA Finance Committee will on occasion offer loans to
organizations
It is necessary for the Treasurer to co-sign the loan on behalf of
the student organization, as well as an additional member of
the organization
Contact the SGA Finance Committee for more information
Outstanding debt affects an organization’s ability to receive a
loan
FUNDING: MCAB SPEAKERS
COMMITTEE
Apply for MCAB Speaker’s Committee funds to
bring a speaker to campus
You cannot use your student organization budget to host a speaker on
campus
MCAB has significant funding available for this purpose
If you’d like to apply for speaker funding, you must attend a
Host a Speaker training; training dates and times will be posted
shortly
Check out go/mcabspeak for more information
FUNDRAISING: POLICY
Any student group sponsoring a fundraising
activity must obtain a permit from Student
Activities
Student groups are not allowed to solicit
donations or gifts from local merchants, alumni,
and parents
Groups must receive permission from Dining
Services to sell food on campus; typically only
pre-packaged food will be approved
FUNDRAISING: EXCESS EVENT FUNDS
When student organizations charge a set amount (eg: ticketed event,
$1/item, etc) the organization can keep any money raised after the costs
have been covered
If the price is suggested, the organization deposits all revenue
and does not have to pay back the costs
NOTE: price has to really be suggested, no guilt tripping or denying
entry even if the customer doesn’t pay
Allocated funds cannot be used for donations to charitable
organizations or the purchase of gifts
These excess funds may be used at the organization's discretion (within Finance
Committee guidelines) or deposited into the organization’s gift account
However, excess event funds can be used for this purpose
Proceeds from initiatives may not be used as direct or indirect
contributions to political campaigns
FUNDRAISING: GIFT ACCOUNTS
Student organizations cannot have off-campus accounts
Gift accounts are for donations, dues, or excess event funds
from fundraising efforts
Some student organizations already have separate
gift/fundraising accounts
When you have cash or checks to deposit into a gift account,
stop by Student Activities; we can also accept credit card
payments
Each organization uses the funds in their gift accounts
differently; please work with your leadership and advisor to
determine how best to use this money
The balances in these accounts rollover from year to
year
(see the Banner report in your folder for current gift account balances)
TECHNOLOGY RESOURCES: PRINTING
PaperCut
Reprographics
Offers a variety of printing services on campus
Located in FIC
For general photocopying, allow for 3 days
For design work, allow for 1 week
Your org is eligible to print using your student org username through PaperCut;
printing expenses are deducted from your account monthly, so be sure to monitor
printing!
Return white copy of the order form with your account information to Student
Activities
Publications
Work with Lyn DeGraff in Reprographics at the beginning of each semester (early Oct.
& Jan./Feb.) to avoid issues with Reprographics’ schedule
All publications must be ready-to-distribute by April 1 at the latest
Publications with a distribution date after April 1 will be denied assistance
TECHNOLOGY RESOURCES: MIDDLINK
The benefits:
Share group photos and documents (budgets, inventories, constitutions, etc.)
Advertise events on the community bulletin board
Assign tasks to specific members of your organization
Hold elections
Create events and invite people
Advertise to all first years – all have a MiddLink account
Send messages to the most current members of your group
It is important to check the prospective students tab under
“manage roster” because we will be advising students to sign
up for your group through MiddLink
A user guide on the Student Activities website shows you
how to liven up your page and how to use all of the unique
features; check out go/studentactivities
TECHNOLOGY RESOURCES: BLOGS
Student Activities
recommends creating a
blog for those
organizations who want
a web presence
go/blogs
No permissions needed
The other alternative is
to use your MiddLink
page
Wall, News, Events, Photos!
TECHNOLOGY RESOURCES: EMAIL
ACCOUNTS
Every student organization has been assigned an email account
(ex. [email protected])
It is your responsibility to get the email password from last year’s
leadership team or from LIS
LIS will only give the password to those listed in
leadership positions in MiddLink
Check this email regularly - Student Activities will communicate with
you through this email and through MiddLink; it is also the contact
information we give to prospective members and collaborators
To change your password:
Log into WebMail
Click on Options (in the upper right) and then click on Change Password
CAMPUS RESOURCES:
TRANSPORTATION
College cars, 7-passenger vans, and 15-passenger vans are available
for student org use; reserve vans well in advance as they are in short
supply
Requests submitted less than 7 days in advance will be denied, no exceptions
The cost is $15.00/day and $.40/mile
Check out the online reservation form at go/vans
Be sure to check off the appropriate College affiliation
You must complete a Trip Departure Form when you pick up the keys
at the Vehicle Reservation Office
For after hours pick-up and drop-off, please note that the entrance to
the Heating Plant is the set of doors closest to the windows of the
Biomass facility
CAMPUS RESOURCES:
TRANSPORTATION
Student organizations wishing to travel 300 miles or more from
campus are required to submit a travel plan to Student Activities (SA)
for vetting. While every effort will be made to work with student orgs
to devise an acceptable plan, SA reserves the right to deny approval for
any such travel should it be deemed necessary to do so for risk
management or other reasons.
Plans must be submitted to SA a minimum of 1 month prior to the
departure date. Plans submitted less than 1 month prior to the departure
date will not be approved.
Groups may drive a maximum of 300 miles, or not more than 6 hours total
driving time, per travel day. Hotel or camping receipts, or other
documentation of an overnight stop, may be checked upon return to campus.
Groups must have a minimum of 1 College-licensed driver for every 150
miles, or 3 hours of anticipated travel, and switch drivers when these limits
are reached.
“Caravanning” (traveling in convoy) is not permitted. When multiple
vehicles are involved, departure times should be staggered to avoid such
travel.
Drivers may not use cell phones when driving.
CAMPUS RESOURCES: DEFENSIVE DRIVING
TRAINING
Required to drive a College vehicle. There is no cost for the
class, but a valid state license is required. Class time is about
two hours.
Individuals wanting a 15-passenger van license must have 3
years of driving experience and go through a one-hour driving
orientation (on the road)
Check out go/trainings for training dates
Email Ed Sullivan at [email protected] if you have any
questions
September Sept 12 9:00am - 11:00am Sept 24 4:00pm - 6:00pm
October 9 9:00 - 11:00am - 5:00PM
April 9th
9:00am - 11:00am
November 7th
May 9th
9:00am - 11:00am
June
TBD
9:00am - 11:00am
December 12th 9:00am - 11:00am
January 9th
9:00am - 11:00am
February 12th
12:00 pm - 2:00pm
March 4th 6:00pm - 8:00pm
July
August
TBD
TBD
CAMPUS RESOURCES: YOUR ADVISOR
In a recent survey of Middlebury College advisors:
23% (almost 1 in 4) said they were unclear of their organization’s
expectations of them
17% (about 1 in 6) said they would like to be more active with the
organizations they advise
Find the right advisor for your organization, establish clear
expectations (perhaps even a written contract), and establish clear
lines of communication
Take the time to appreciate your advisor’s hard work and contributions
You should inform your advisor of what you are doing and invite
him/her to events you organize, if appropriate
CAMPUS RESOURCES: CATERING
Options:
Off campus caterers
Store-bought items
Take-out from off campus
Grille catering or take-out
Must contact an outside caterer 21 days in advance
Some events can be accommodated in Atwater, McCullough,
Proctor, and Ross
go/catering
CAMPUS RESOURCES: E-NEWSLETTER
Sent to families and alums
The Alumni Office will assist with sending one e-newsletter
per org, per year to alums and family members
Glenna Emilo at [email protected] is your contact in the
Alumni Office
The newsletters must be fully edited and ready to send upon
being received by the Alumni Office
This is NOT a resource for you to fundraise or solicit
donations; it is intended for you to circulate information
about your organization among the wider Middlebury
community
CAMPUS RESOURCES: MCCULLOUGH
Photocopies can be made in Student Activities for
$.06/page
Art Space
Located in the Upper Crest Room
Contains supplies to make posters, projects, and to decorate
Available for activities
Email [email protected] to schedule time to
use this space outside of its normal open hours
CAMPUS RESOURCES: FILM
SCREENINGS
Recommend starting this process 1 month in advance
Contact Sue Driscoll at [email protected] to inquire about
availability & cost
Check your budget for funds
Submit a space request to Tammy Grant at [email protected]
Email Jessie at [email protected] with the following
information:
Name
Email
Phone
Organization
Index
Film Title
Screening Date
Start Date
Location
Special Instructions
Contact the Help Desk for tech assistance (if needed)
Pick up your film at the Circulation Desk in the library the day of
your event; return the film promptly to the same location
CAMPUS RESOURCES: SCHEDULING
Scheduling events may involve communication with both Student Activities
and Event Management
Requests should be submitted using the online form found at go/scheduling
Tammy Grant will help you with all scheduling (x3147)
go/25live
Tells you about spaces on campus (availability, capacity, and accommodations)
Important note: If you are planning an event that requires any type of support
from Facilities or the use of equipment, your request MUST be submitted at
least 7 days prior to your event. Adjustments cannot be made after the 7-day
window has closed.
Crowd Manager
Required for activity involving more than 50 attendees or participants
Training is done with Ed Sullivan (x5736)
go/trainings
POLICIES: HAZING
Hazing is defined as any act committed by a person, whether
individually or in concert with others, against a student in
connection with pledging, being initiated into, affiliating with,
holding office in, participating in, or maintaining membership in
any organization or team affiliated with Middlebury College; and
which is intended to have the effect of, or should reasonably be
expected to have the effect of, humiliating, intimidating or
demeaning the student or endangering the mental or physical
health of the student. Hazing also includes soliciting, directing,
aiding, or otherwise participating actively or passively in the above
acts.
The College will use a “reasonable person” standard when evaluating such
conduct and its potential effects
Hazing occurring on or off the Middlebury College campus may lead to
disciplinary proceedings against individuals
Hazing may also lead to the probation, suspension, or termination of a
student organization
Check out go/hazing for more info
POLICIES: COLLEGE TRADEMARK
You need to obtain permission to use the College's
name and images for promotional purposes; please
contact Student Activities whenever you plan to use a
trademark (including Middlebury College,
Middlebury, or the panther)
The Assistant Treasurer and Director of Business
Services Office (at x5504) is responsible for
monitoring the use of these trademarks and
protecting the College's registrations; Student
Activities will work closely with this office when
approving the use of trademarks
POLICIES: NONDISCRIMINATION
POLICY
Middlebury College prohibits discrimination on the basis of race,
creed, color, place of birth, ancestry, ethnicity, national origin,
religion, sex, sexual orientation, gender identity or expression,
age, marital status, service in the armed forces of the United
States, positive HIV-related blood test results, genetic
information, or against qualified individuals with disabilities on
the basis of disability and/or any other status or characteristic as
defined and to the extent protected by applicable law.
Membership, tryouts, and participation
must be open to all individuals
Events and activities cannot exclude any
student
POLICIES: CONSTITUTIONS
Constitutions must be updated every 3 years
If your organization’s constitution is due for review, you will be
contacted by the SGA Constitution Committee
Dan Tenner is this year’s Constitution
Committee Chair; he can be reached at
[email protected]
An organization’s most recently approved
constitution must be uploaded to MiddLink
POLICIES: POSTING FLYERS
Post only in designated areas
Do not post on painted and glass
surfaces without permission from the
person in charge of the space or you
could face a fee for removal/repair
Remove your posters after the
event/activity
ADDITIONAL SUPPORT
Student Activities Open Office Hours
Tues. & Thurs. 4-6pm
Email [email protected] or call 443-3103 with
any questions
Upcoming trainings: watch your student org email account for
more information
The Student Organization Resource Page on the Student
Activities website has more detailed information about your
student organization's rights, responsibilities, resources, and
policies
go/leadermanual