navigating the blue tape
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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 Special Interest, Political & Activist Orgs - PowerPoint PPT PresentationTRANSCRIPT
NAVIGATING THE BLUE TAPE
Student Org Mandatory TrainingFall 2012
INTRODUCTIONS Office of the Dean of Students
Student Activities JJ Boggs, Associate Dean of Students for Student Activities and Orientation
Special Interest, Political & Activist Orgs
David Kloepfer, Program and Events Manager MCAB, A Capella Groups, Visual & Performing Arts Organizations
Derek Doucet, Director of Outdoor Programs and Club Sports Club Sports, Recreation Organizations
Sophie Esser-Calvi, Food & Farm Educator Organic Farm, Food Organizations
Jessie Jerry, Office and Budget Manager 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 Service Cluster Board
Lyn DeGraff, Senior Graphic Designer, Reprographics 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 Religious and Spiritual Life Organizations
Sarah McGowan, Special Assistant to Academic Affairs, Academic Affairs Academic Organizations
TBD, Social Events Coordinator, Dean of the Students Gamut Room, Bunker, Senior Committee, Feb Committee
AGENDA
Registration ProcessFunding FundraisingResources PoliciesOther 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
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: FAQ, RESTRICTIONS & SPECIAL CASES
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
We recommend that you create a shadow budget to track every expense that is made
Keep in mind that somecharges can take months to actually hit your budget -track your purchases
FUNDING: SPENDING MONEY
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
These excess funds may be used at the organization's discretion (within Finance Committee guidelines) or deposited into the organization’s gift account
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 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
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!
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 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
questionsSeptember Sept 12 9:00am - 11:00am Sept 24 4:00pm - 6:00pm October 9 9:00 - 11:00am - 5:00PM April 9th 9:00am - 11:00amNovember 7th 9:00am - 11:00am May 9th 9:00am - 11:00amDecember 12th 9:00am - 11:00am June TBDJanuary 9th 9:00am - 11:00am July TBDFebruary 12th 12:00 pm - 2:00pm August TBDMarch 4th 6:00pm - 8:00pm
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 Rossgo/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: CONSTITUTIONSConstitutions must be updated every 3 years If your organization’s constitution is due for review, you
will be contacted by the SGA Constitution CommitteeDan 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 areasDo 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 HoursTues. & 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 policiesgo/leadermanual