Monday, July 11, 2016

ASSP Meeting #2

Agenda

• Dinner and Sign In• Policies and Procedures• Executive Board Updates• Bylaw and Constitution Revisions• Wrap Up

Dinner and Sign In

Attendance Tracker

• Please make sure you have signed in on the attendance tracker.

Agenda

• Dinner and Sign In• Policies and Procedures• Executive Board Updates• Bylaw and Constitution Revisions• Wrap Up

ASSP Meeting #1 Recap

• PSC Basement–Each organization should have their own key and shelf–Everything outside of shelf will be thrown away

• Revised bylaws and constitution

–All students who hold positions must know their exact

roles or may be removed from office

• Hand down documents–Document should highlight exact action items for academic year–Continue to revise and update

Meeting Attendance

• Executive Board–Required to attend every Executive and ASC meeting–Allowed 2 excused absences per year–Consequence: removal from office

• Organization Presidents–Required to attend every ASC meeting–Allowed 2 excused absences per year–Consequence: loss of Dean Subsidy fund, loss of fundraising privileges, loss of recognition (1 year probation), removal from office

Meeting Attendance

• Procedure for missed meetings–Email President and Faculty Advisor with proof of absence–Send proxy/alternative–Read minutes from missed meeting

• Excused absences–Cleared by president at least 72 hours before meeting date–Unforeseen emergencies

•Exception: 4th year members on rotation are exempt from attending meetings; however, members are still responsible for reading minutes from missed meetings

Organization Structure

• Associated Students of the School of Pharmacy (ASSP)–Associated Student Council (ASC)

•ASSP Executive Board•Organization Presidents•Class Presidents•Advisors

–Committees•Honor Code•Finance•Sub-committees

–Class Board Officers–Other non-voting members

Organization Structure

Student Organization Recognition

• All organizations must be recognized by Campus Activities• Annual Recognition

–Update and submit their engageSC forms and profile–Update contact information of at least 4 officers–Attend Recognition Workshop

•August 29 at 12:00pm•September 7 at 5:00pm•September 15 at 2:00pm•September 23 at 1:00pm

–Receive an @usc.edu email from IT• New Student Organizations - see website for more details

Fundraising Periods

• Assignments TBD• Priority ranked by the amount of advertising money raised for

Orientation Handbook (minimum $200)• August 22-September 9 (Week 1-3): Class of 2019, 2018, and

2017 respectively• Organization has exclusive rights to fundraise during their

period (on and off campus)• Only USC recognized organizations may fundraise• Cannot use Dean’s Subsidy to finance fundraising• Organizations can switch or borrow days only with approval

from President, Chair of Finance, and Faculty Advisor

Construction and Space Changes

• PSC lobby is scheduled to undergo renovation–Remove all organization posters in the hallways–Organizations fundraising must ask Joven to bring out the table and will be held accountable for returning the table at the end of the day. Failure to do so will result in loss of fundraising privileges.

Construction and Space Changes

•PSC basement will be converted back into a classroom–No action needed at this time but will likely be moving black cabinets elsewhere

•PSC 104 and patio will be converted to a social space among student, faculty, and staff–Limited hours of reservation for lunch meetings

• PSC 302 will continue to be student space

Communication Changes

• Michele Keller, Director of Communications and Marketing (kellermi@usc.edu)

–Monthly PharmD newsletter

–Online student portal

Fraternity Events

• All recognized fraternities shall abide to the policies established by the Fraternity Advisory Council (FAC)

Room Reservations

• Room reservations will be done by Juana Prieto

• She will respond to Director of Student Programs only

• Room Availability can be found here

Printing

• Email this form to Juana Prieto• Three working days lead time required for

copying purposes• All orders picked up at 7th floor reception

desk• Black and white copies only

Maintaining Good Standing

• Organizations must maintain good standingthroughout the year

Agenda

• Dinner• Policies and Procedures• Executive Board Updates• Bylaw and Constitution Revisions• Wrap Up

Chair of Finance

•Budget–Turn in Dean Subsidy Fund Request Form by August 1, 2016 at 11:59PM (line item recommended) to the Chair of Finance.–For an example of the Dean Subsidy Fund Request Form, see Policies and Procedures for Obtaining Funds from the Dean’s Subsidy, Appendix A found here.

Chair of Finance

Chair of Finance

•Budget, continued–Budget is allotted to each organization based on proposals and previous year’s spending.–Organizations failing to turn in a proposal by deadline will not be eligible for Dean Subsidy Funds.–Note that amount requested is not guaranteed, and allotment can be less than previous years.

Chair of Finance

•Treasurer’s Meeting–Rules and regulations for Dean Subsidy reimbursement.–August 22 from 12-1pm (Location TBD)–Mandatory for treasurers to attend. Presidents can attend if desired.

•GSG Finance Orientation–Fall 2016 dates are TBD but should be posted on the GSG website.

Chair of Finance

• Dean Subsidy vs. GSG Funding–Dean Subsidy funding is meant for professional expenses and events. See Policies and Procedures for Obtaining Funds from the Dean’s Subsidy.–Organizations can receive a maximum of $2,500/semester of GSG Funding for events that benefit the Graduate Community. See Apply for Funding and Finance Laws and Funding Policypages on GSG Website.

Academic Affairs

• Supplemental Instruction program–Thursdays from 5-7pm

•Interviews–Hosting students overnight–Happy hour post interview–Phone calls to accepted students

Professional Affairs

• CV Workshop in September• Career Day

–Friday, November 11th–Goal: variety of employer groups represented

• Interview Day–Saturday, November 12th –Actively recruiting for jobs upon graduation–Will be asking for volunteers

• Career Center in development

Student Affairs•Student Orientation Handbook

–Ads and checks are due August 1st at 11:59PM–$200 minimum → priority for fundraising week dependent on amount raised/paid

• Student-Run Orientation: August 16–Tentatively from 1PM - 4PM–Email in late July/early August to ask for volunteer student counselors–Time slot for introduction to organizations (booths/tables) at around 3PM

Student Affairs• Welcome Picnic: August 25

–Email in August to ask for 2 volunteers from each organization to help set up/clean up

• Pharmacy Field Day: August 27 or 28–Open discussion

• Class of 2020 Elections–Info session: Thursday, September 15–Elections: Thursday, October 6

GSG Senators

• HSC Concerns Committee–Goal: Broaden availability and collaborate with other officers

• Social Committee–Goal: Pair and advertise

•Financial Committee–Goal: Funding

GSG Senators - Funding

Detailed Instructions:https://gsg.usc.edu/finance/apply-for-funding

9 Key Steps

Important Notes:● Up to $2,500/semester for

each organization● Watch the deadlines!● Read the policies and funding

laws

GSG Senators - Funding

➔ Attend Financial Orientation Meeting◆ Dates TBA (usually mid to late September)

➔ Funding Sources◆ Organizational Funds◆ Discretionary Funds◆ Joint Funds◆ Volunteer Funds

➔ GSG Deadlines (not updated on site)➔ Vendors➔ Scheduling space

GSG Senators - Funding

➔ Watch your calendar deadlines!◆ Dates TBA (not updated yet)

➔ Budget Proposal: A form proposing a potential event for approval with all event expenses included (1 per event)◆ Budget Proposal Form: http://gsg.usc.edu/budget-proposal-

form◆ Submit online

GSG Senators - Funding

GSG Senators - Funding

Note: Rules for what GSG can fund can be found at

https://gsg.usc.edu/finance/finance-laws-funding-policy

GSG Senators - Funding

➔ Expense Proposal: A form requesting payment for event expenses (1 per vendor)◆ Expense Request Form:

http://gsg.edu/expense-request-form

◆ Submit online

GSG Senators - Funding

➔ Submit ALL original, itemized receipts to HSC Office◆ Must be within 5 business days!!

➔ Event Evaluation◆ Submit an event evaluation form with pictures

➔ Gift Memo◆ Identifying gift recipients within 5 days of the event

Student Programs

• Calendar Party–August 3rd, 6:30PM - dinner will be provided–Each organization needs at least 1 (and up to 3) representatives–Fraternity Pledging Events cancelled for Fall

Student Programs

• Monday Mail–New Policy–Will be sent out weekly

•Categories: “Events This Week”, “Events Next Week”, and “Events Beyond”

• Policy on Event Limitations• Room Reservations

Student Programs

• Faculty Mentor Program–Kathi Horgan–Group Information Session for Class of 2020 with Dr. Wincor–Year 2 and 3 Sibling Session on Aug. 16, at 12 noon•lunch on the Quad, student-run orientation in the afternoon optional•Email in August will be sent to ask for volunteers

QSAD/Alumni Representative

Community Health

● All patient care projects and health fair coordinators

have been sent a survey to update their information.

● Projects that have not responded:

○ APSA - Operation Diabetes, Directors of

Medication Safety, IPSF Representative

○ AIP- Director of Emergency Preparedness

○ SNPhA- Healthy Youth Initiative, Diabetes

Initiative, Power to End Stroke

Survey Link : http://goo.gl/forms/as6qDVu8zgsxHgT52

Community Health

● Patient Care Project Recognition form

○ All patient care projects must fill this out before the

beginning of the school year

○ Documents have been sent to project directors.

● Community Outreach Event Request form

○ Health fairs, health education, other outreach

events (clinics, MTM,etc).

○ All fall events must be submitted by 7/13/16.

○ Community Outreach Event Request Form:

http://goo.gl/forms/0FRmJ6kTz6aAM05u2

Community Health• Health Fair Coordinator and Project Director’s Meeting

– ALL clinic directors, project directors and Health Fair Coordinators are required to attend one of the following meetings

Meeting #2:

• Date: August 8th, 2016

• Time: 9AM

• Locations: TBD

Meeting #1:

• Date: July 28th, 2016

• Time: 7PM

• Locations: TBD

Community Health

• New Community Health Outreach page on blackboard

Policies and Procedures• Each patient care project director should have a policies

and procedures including the following:– Project title, purpose of project, activities that are

supervised by the project, audience.– Templates will be provided at the August Health Fair

Meeting.

Community Health

Public Relations

• Updated ASSP website WIP–ASSP E-Board, Monday Mail, GSG Updates

•No poster for ASSP poster due to display cases being taken down (will send email regarding ASSP board group photo)•Update all organizations’ info on website

–Board group photo, contact info, meeting times, etc.–Send to: assppublicrelations@gmail.com

Agenda

• Dinner• Policies and Procedures• Executive Board Updates• Bylaw and Constitution Revisions• Wrap Up

Bylaw and Constitution Revisions

• Bylaw Voting• Constitution Voting

Agenda

• Dinner• Policies and Procedures• Executive Board Updates• Bylaw and Constitution Revisions• Wrap Up

Wrap Up

• Important Student Dates–Orientation Week: August 15-August 19–White Coat Ceremony: August 19–Classes Begin: August 22–Welcome Picnic: August 25–Pharmacy Field Day: August 27 or 28

Wrap Up

•ASC Fall Meeting Dates–Meeting #3: August 8 (6pm-9pm)–Calendar Party: August 3 (6:30PM-9:30PM)–Treasurer’s Meeting: August 22 (12-1pm)–Meeting #4: September 12 (12-1pm)–Meeting #5: October 10 (12-1pm)–Meeting #6: November 14 (12-1pm)–Meeting #7: December 12 (12-1pm)

Wrap Up

• Open Forum