registered student organization orientation 2015 - 2016 w&m law school

REGISTERED STUDENT ORGANIZATION ORIENTATION

2015 - 2016

W&M Law School

Useful Contacts

Within Law SchoolOutside Law School

Useful ContactsWithin the Law School

Seeking advice or participation? Dean Douglas

Cassi Fritzius Vice Dean Heymann Associate Dean Jackson

Dean Douglas

Useful Contacts within the Law School

Need help with...? Matt Rouette Mike Ende Sally Kellam Kelsey Rothera Jaime Welch-Donahue Whit Weidner/lawtec@wm.edu Terri Lorincz

Kathy Patrie, Jessica Pierson, Lou Pulley Gloria Todd Scott Kryztiniak

Steve Mikulic, Katie Ashley, Nassir Aboreden

Useful Contacts Outside the Law School

Anne ArseneauDirector, Student Leadership Development

Trici Fredrick Assistant Director, Student Leadership

Development

EventsKelsey RotheraConference & Event CoordinatorOffice 203 (next to Faculty Lounge)

• Planning Resource• Hotel & Restaurant

Contracting• MyLaw Events Planning

Department:

Save the date!Tuesday, 9/1512:50-1:50pm

Student Event Planning 101

Talking about your organization

Up-to-date information on the web, on the bulletin boards, to the outside world. Web sites reflect who your organization is and who

W&M Law is Bulletin Boards are great advertisement for

prospective students and visitors to the school.

Matt Rouette, Law IT

Technology help for organizations

Mike Ende

How Career Services can assist you!

Gloria Todd

Rules and Regs and Reservations

Communication

Organization E-mailForms

Our Facility

Almost all Law School rooms/spaces can be used for student activities with these provisos: The Faculty Room is reserved at all times for Faculty events Alcohol may not be served until after 4:00 pm

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 lawtec@wm.edu

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

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 on the bulletin board in the lobby Not on doors, walls, in restrooms, new dining room

Message board (lobby plasma) only displays events on Master Calendar but can, for weekend events be used to display tournament agenda – with advanced notice.

Advertising

MyLaw AnnouncementsTwice Weekly SBANot Wythe Standing the NewsLocal newspaper

Terri Lorincz

Accounting does more than push numbers for student organizations

Scott Krystiniak and Nassir Aboreden

The SBA provides organization help in many ways

Student Bar Association

Scott Krystiniak, President

Steve Mikulic, Vice President

Nassir Aboreden, Treasurer

Katie Ashley, 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

Common pitfalls

Mail Stu Orgs must pay for postage Express mail must be approved in advance

through Accounting or, if a journal, Appropriate Support Staff

Purchasing Limitations on what we can reimburse. Always seek advanced approval for the purchase Ask Accounting for a credit card before making a purchase We reimburse individuals only (not organizations)

Some Frequently Used Vendors

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

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

Not bringing any contract to Terri for review and signatures – students may not sign contracts.

Travel Guidelines

All travel must be pre-approvedFlight and train reservations can be made

through AccountingDriving requires a Student Driver

Authorization FormVan driving requires completion of a van

safety courseAll travel is subject to state per diem rates

When in doubt – ask!

Have a good Year!