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Welcome to SOOT! Student Organization Officer Training The Goals of SOOT: Help you understand how to be a successful student leader at Drexel University Answer your questions related to student organizations, finances, and event planning Before We Begin…

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Presentation Transcript
Student organization officer training l.jpg

Welcome to SOOT!

Student Organization Officer Training


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The Goals of SOOT:

  • Help you understand how to be a successful student leader at Drexel University

  • Answer your questions related to student organizations, finances, and event planning


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Before We Begin…

  • Questions – Raise your hand and ask!

  • If we can’t answer your question write it down, and I will find the answer and email you.

- or -


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All information presented today can be found on the Office of Campus Activities Website!!!

(including this PowerPoint)

www.drexel.edu/oca

* Everything in REDon this PowerPoint is clickable and linked to a website page where you can find more information related to that topic!


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This SOOT is for … be found on the Office of Campus Activities Website!!!

  • This SOOT training is for all Graduate Student Organizations

    • The President and Treasurer are required to attend this SOOT for Recognition of the student club


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Office of Campus Activities (OCA) be found on the Office of Campus Activities Website!!!

[email protected]●www.drexel.edu/oca

Phone: 215-895-1328 ● Fax: 215-895-2500

Lower Level Creese Student Center -- Student Organization Resource Center (SORC)

Ari S. Hauben, Director

Richard Kopp, Associate Director for Leadership Programs

Jill Buckley, Administrative Secretary

Kia Perkins, Administrative Coordinator

Joe Gonzalez, Budget Coordinator and SAFAC Advisor

John Cooke, Assistant Dean for Campus Engagement


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Office of Campus Activities (OCA) be found on the Office of Campus Activities Website!!!

  • Mission Statement:

    • The Office of Campus Activities advances the mission of Drexel University and the Division of Student Life by providing students an enriched collegiate experience through meaningful opportunities to learn and develop leadership, interpersonal, programming, and organizational skills so that they may connect and contribute to the University community.

    • The OCA staff will serve as student-focused advocates, navigators, advisors, educators, and administrators while working collaboratively to support programs that meet the needs and interests of students.

  • The 3 Pillars of how OCA supports students are:

    • Leadership Development

    • Event Planning

    • Financial Management


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Commuter, Graduate and Transfer Student Programs and Services (CGTSPS)

[email protected]●www.drexel.edu/oca/commuters

Phone: 215-895-1328 ● Fax: 215-895-2500

Creese Student Center, Student Organization Resource Center (lower level)

Kara Sharkey – Coordinator, Transfer Student Programs and OCH

Jessica Edonick – Director for CGTSPS

Commuter /Transfer Assistants (Spring/Summer)

Tanvi Nayar, Greg Harnsberger and Anne Nguyen


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Drexel Lingo… Services (CGTSPS)

  • OCA = Office of Campus Activities

  • SAFAC = Student Activity Fee Allocation Committee

  • CAP = Commissions for Activities and Programs

  • DUST = Drexel University Student Technicians

  • GSA = Graduate Student Association

  • GSO= Graduate Studies Office

  • CGTSPS = Commuter, Graduate and Transfer Student Programs and Services

  • FY= Fiscal Year (July 1  June 30)

  • AY = Academic Year (09-10)


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Outline of Workshop Services (CGTSPS)

I. Recognition

II. Finances

III. Event Planning

IV. Resources

V. Hazing

VI. Questions


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II. Recognition Services (CGTSPS)


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Student Org. Recognition Process Services (CGTSPS)

  • Step 1. Submit recognition paperwork to OCA

    • Recognition Form and constitution (if changed from previous year)

  • Step 2. Have your advisor return email sent to them from OCA

  • Step 3. OCA will contact you to set up a meeting with staff member to review any changes to your constitution

  • Step 4. Make changes and resubmit your constitution

  • Step 5. Attend SOOT workshop

    • Undergraduate and Joint Organizations: President and any 2 additional members

    • Graduate and Goodwin Student Organizations: President and Treasurer

    • Sports Clubs: President, Treasurer, and 1 additional member

  • Step 6. OCA notifies organization they are recognized

Recognition Website


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Student Org. Recognition Services (CGTSPS)

  • Student Organizations must apply for Recognition every year

  • Recognition is based on the Fiscal Year cycle for full benefits

    • If your group was recognized in a previous fiscal year, but has not completed recognition for the current fiscal year, that group will only have access/ability to reserve space on campus until November 1st

  • Only Recognized organizations have full access to University services/resources.

  • If your student organization is in debt, your Recognition status may be placed on hold.


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The ability to apply for SAFAC, Reserve and CAP Funding! Services (CGTSPS)

The ability to reserve space on campus through Event Services!

The ability to use Sodexho, Facilities Management, Public Safety, etc!

The ability to use the Office of Campus Activities Resources!

The ability to use the Office of Campus Activities staff to plan your event (i.e. contract negotiation, advertising, etc.)

Permission to use the University name and logo when identifying the organization in accordance with University regulations and policies

Access to an organizational mailbox in the Creese Student Center or in the Office of Recreational Sports

Opportunity to acquire office/storage space on an annual basis for student organization use

Opportunity to participate in the Activities Unlimited Student Organization promotion/recruitment fair during the Fall and Spring terms

Opportunity to acquire web space through the Drexel portal and an organization designated email address

Why get Recognized?

More benefits of being recognized…


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We are recognized… Services (CGTSPS)

…now what?


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Graduate Student Organization Finances Services (CGTSPS)

GSA Treasurer

Jacqueline Yim

[email protected]

http://www.pages.drexel.edu/~dsogsa


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Student Organization Finances Services (CGTSPS)

Cost Centers

GSA Funding

CAP Funding

Fundraising, Dues, Donations

Late/Night Weekend Funding

Alumni Grant

Deposits

Travel Expenses

Forms


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Cost Centers Services (CGTSPS)

Each student organization will receive 2 cost centers (accounts):

17 Cost Center: All SAFAC funds are deposited and accessed from this cost center.

These funds are allocated and returned based on FY

(17 cost center fund numbers begin with 17…)

71 Cost Center: All fundraising, dues & donations are deposited and accessed from this cost center.

These funds stay in your cost center until used

(71 cost center fund numbers begin with 71…)


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Cost Centers Cont… Services (CGTSPS)

Each Cost Center will have a name, fund number, and org number:

Example:

Org Name Fund# Org #

Art Club 170060 - 3304

Art Club 710545 – 3568

Account numbers will be sent in your official Recognition Letters

In addition, you can come to the SAFAC Office and Administrative support staff for this information

Undergraduate and Joint groups receive their account numbers through the SAFAC Office.

Graduate student groups should reach out to the Graduate Student Association (GSA) for account numbers

Note: Student Organizations are not allowed

to have off-campus bank accounts!


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Student Organization Services (CGTSPS)Funding Options

GSA Funding

Annual Allocation

Reserve Funding

CAP Funding

Fundraising, Dues & Donations

Late Night / Weekend Programming

Alumni Grant

These will all be explained in more detail in the following slides


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One Campus Campaign Services (CGTSPS)


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Where Does Graduate Student Organization Money Come From? Services (CGTSPS)

SAFAC then disperses fee money to DUST, CAB, SAFAC, Center City PH, and GSA based on number full-time and part-time grad students

Graduate Students Pay a $669 University Fee

$11% of that fee goes to goes to SAFAC

GSA receives over $75,000 to plan events and disperse to Graduate Student Organizations

Graduate Student organizations apply for this money through GSA

GSA (GFAC) distributes funds based on applications.


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Check Requests Services (CGTSPS)

Used to pay for services which do not accept credit cards

Used to reimburse students for money paid out of pocket

Cash Reimbursements

Used to reimburse students for money paid out of pocket in cash up to $100

Note: All Graduate Organizations must have their purchases approved by the GSA

Financial Formswww.drexel.edu/safac

Funding Transfers

  • Used to put money from your account to another student organization /departmental account to cover expenses.

    Purchase Orders

  • Used to have payments made for products or services for your organization using the SAFAC Office credit card

    Note: All financial forms are given to Taz Kwok from the GSO Office, 240 Randell


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Time Periods & Financial Forms Services (CGTSPS)

  • Check Requests – may take a few weeks

  • Cash Reimbursements – may take a few days

  • Purchase Orders – may take a few days

  • Funding Transfers – timetable is variable

Check Request forms can be found on the GSA website. All other forms can be found at www.drexel.edu/safac.


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GSA Funding Resources Services (CGTSPS)


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GSA Funding Application Form Services (CGTSPS)

  • Used to request funding

  • Mission and Objectives of the organization must be stated

  • A list of committee members must be included

  • Activity Expenses for the Previous Academic Year must be included

    • The GSA Funding Disbursement Policies can be found at this website:

    • http://www.pages.drexel.edu/~dsogsa/resources/policy.pdf

  • This form can be found at the following website:

  • http://www.pages.drexel.edu/~dsogsa/resources/gsafundapp.pdf


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    Forms and Applications Services (CGTSPS)

    • All of the following forms and applications can be found at the following website: http://www.pages.drexel.edu/~dsogsa/resources.html

      • Proposed Events and Budget Summary Form

      • Summary of Expenses During Previous Academic Year Form

      • Application for Additional Funding

      • Application to Appeal a Funding Allocation

      • Check Request Form

  • For the GSA Event Application Produce, it can be at: http://www.pages.drexel.edu/~dsogsa/resources/event_application.pdf


  • Travel expenses l.jpg
    Travel Expenses Services (CGTSPS)

    Student Organizations can have hotel and travel accommodations placed on the university credit card with the exception of rental vehicles.

    Students must rent vehicles on their own credit card and get reimbursed after the conference or event.

    You must make a half hour appointment with the SAFAC Advisor to have any hotel and travel accommodations placed on the university credit card. (Student Organization Hotel/Motel Information Form)

    You must submit your request at least 5 business days in advance of departure date.

    Any request submitted for hotel and travel arrangements submitted less than 5 business days ahead of departure cannot be guaranteed processing in time.


    Fundraising dues donations l.jpg
    Fundraising, Dues & Donations Services (CGTSPS)

    Fundraise:

    Selling of merchandise

    Hosting for profit events

    OCA Fundraising Manual

    http://www.drexel.edu/oca/raf/forms.asp

    Dues:

    Collect membership dues from participating members

    Donations:

    Solicit departments, colleges, and outside companies for funding of specific events or general support


    Cap funding l.jpg
    CAP Funding Services (CGTSPS)

    Money comes from a % of the money spent in all the Coke machines on campus.

    Money is given for specific purposes. Can not be spent on anything else.

    Applications must be submitted through the Office of Retail Management (Creese 119).

    All decisions are made by the Office of Retail Management.

    Guidelines are on the CAP Form.

    Contact:

    Jackie Eliassen

    215-895-6776

    Note: Not handled through OCA or SAFAC

    Commission for Activities & Programs


    Late night weekend programming l.jpg
    Late Night/ Weekend Programming Services (CGTSPS)

    Up to $1,500 per event

    Event must occur Monday-Friday from 9pm-2am or anytime on Saturday & Sunday.

    Must submit Application/Request

    May need to make an appointment with Late Night programming coordinator (OCA staff member)

    Apply at least 2 weeks prior to event

    There is not guarantee of funding

    Event must be held on campus

    Event must be open and free to all students

    Cannot be used for recruitment, philanthropy, or fundraising events

    Exists until money is gone

    OCA will publicize the dates that money is available.


    Alumni grant l.jpg
    Alumni Grant Services (CGTSPS)

    Up to $2,000 per term

    Overview of proposed program to include program goals and objectives, expected attendance and composition of intended audience

    Outline of proposed publicity plan

    Summary of projected program revenues and expenses

    Suggested partnership opportunities to promote Alumni Association programs and services

    www.drexel.edu/alumni/grants


    Where can you get these forms l.jpg
    Where can you get these forms? Services (CGTSPS)

    General Forms: Purchase Request, Deposit Form, Reserve Funding Request

    www.drexel.edu/safac/forms.html

    CAP Funding / Late Night & Weekend Forms

    http://www.drexel.edu/oca/raf/forms.asp

    Alumni Grant

    www.drexel.edu/alumni/grants

    Note: Forms can also be picked up in the Student Life Office (Creese 215) or in the Student Organization Resource Center (SORC)


    Where do these forms get turned in l.jpg
    Where do these forms get turned in? Services (CGTSPS)

    GSA/SAFAC Forms must be submitted to the GSO Coordinator - Tsz Kwok, [email protected] in Randall 240

    CAP Funding requests must be submitted to the Office of Retail Management (Creese 119) directly across form the Creese Info. Desk

    Alumni Grant requests must be submitted to the Drexel University Alumni Association: Paul Peck Alumni Center 60-2

    Late Night / Weekend Programming requestsmust be submitted to the Late Night Programming Coordinator in the Greenawalt Student Development Center room 32B or in the Late Night Programming Coordinator Mailbox in the Student Organization Resource Center (SORC).


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    Financial Questions? Services (CGTSPS)


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    III. Event Planning Services (CGTSPS)


    Event planning l.jpg
    Event Planning Services (CGTSPS)

    Event Services

    Room/Space Reservations

    Tables and Chairs, Room Set-up, Building Policies, etc.

    Food/Catering/Sodexho

    Tech Support – DUST/IMS

    Public Safety

    OCA

    Contracts

    Specific Types of Events and Policies

    Resources and additional event planning assistance


    Event services l.jpg
    Event Services Services (CGTSPS)

    Event Services Office

    [email protected]

    www.drexel.edu/eventservices

    215-895-2520 Creese Student Union, Room 001

    Hours: Monday and Friday, 8:00 am – 5:00 pm

    Tuesday – Thursday, 8:00am – 6:00pm

    Event Services serves as the primary point of contact for recognized student organizations with the following departments/services:

    • Room & Space Reservations

    • DUST

    • Facilities

    • Public Safety


    Reserving a room space l.jpg
    Reserving a room/space: Services (CGTSPS)

    Please use the reservation form on www.drexel.edu/eventservices and provide the following information: (if the “submit” button does not work, please download and save the pdf file and email to our office as an attachment):

    Organization name and co-sponsoring group (if applicable)

    Event Name

    Desired Date and alternate date

    Start time and end time of your meeting/event

    Any set-up time you may need (for more elaborate events)

    Preferred location

    Your student organization account number

    Description of the event

    Food/Catering (Pot Luck, Bake Sale, etc.)

    Attendance estimate

    A/V needs and DUST

    Guest Speaker

    Contact person’s name, email, and phone number

    The contact person MUST be the contact person for everything related to the meeting/event (Catering, DUST, Public Safety, OCA, etc.) and will be considered the event planner.


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    Event Services Services (CGTSPS)(cont’d)

    Policies:

    Requests are on a “first come, first serve” basis

    Please Allow Event Services a minimum of 48 hours (2 business days) to respond to your room/space request

    Please give Event Services 2 weeks notice for room reservations, especially for larger events. Reservations may not be fulfilled for any event within 48 hours of the start of the event.

    Event planners from student organizations are expected to take ownership of your events. You need to have regular communication with Event Services and OCA about the details of your event.

    If we do not have enough information about your event in sufficient time, your event may be cancelled.

    • An actual reservation has not been confirmed until a 5-digit reservation number has been sent to you with a confirmation email!!!

    • Please review your confirmation details in the attachment provided once your request is confirmed. Please notify the office of any changes or discrepancies.


    Slide41 l.jpg

    Example of a space/room reservation confirmation from Event Services…

    Confirmation number

    Your student organization’s account number (please make sure the account number is correct!)

    Always check to make sure you have the correct date, time, and location you requested!


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    Commonly used locations… Services…

    The following space can be reserved on a ‘first-come-first-serve’ basis:

    (unless otherwise noted, spaces are available for the full fiscal year beginning July 1st)

    • Creese Student Center and GSDC conference rooms

    • Ross Commons

    • Grand Hall and Main Auditorium

    • Korman Quad

    • Lounge 101 (Game room located in the basement of the Main Building)

    • Residence Hall multi-purpose rooms (reservations taken on a term-by-term basis starting the break week prior to the respective term.)

    • Academic Classrooms (cannot be reserved during the first two weeks of each term)

    • MacAlister 2019/2020

    • The University Club (6th Floor MacAlister) - $50 charge

    • General Space on Campus

      Buckley Green and Field, DAC, Volleyball Courts, BBQ Pits:

    • Athletics/Intramurals gets first dibs on the fields

    • Facilities fees may apply for set-up and clean-up

    • BBQ Pit - 2 hour maximum

    • Volleyball courts - 2 hour maximum

      Rooms that Cannot be Reserved:

    • Commuter Lounge

    • AJ Drexel Gallery

    The use of these spaces must be approved by and reserved through Dan Simmons, Assoc. Director of Athletics, at [email protected] or 215-895-2025.


    Other spaces available for student organization use l.jpg
    Other spaces available for student organization use… Services…

    • Mandell Theatre

      • Contact Nan Gilbert– Theatre Manager

    • Academic Bistro

      • Contact Adrienne Hall - Chef Instructor/Academic Bistro Manager

    • Bossone Auditorium, Lobby, & Atrium

      • Contact the College of Engineering

        • 215-895-2210

    • Library: Meeting Rooms, Bookmark Café, etc…

      • Contact DeVaughn Nelson

        • 215-895-2750

    • Paul Peck Alumni Center

      • Contact the Alumni Relations Office

        • 215-895-2375


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    Event Services serves as the primary point of contact for student organizations with the following departments

    Event Services Webpage


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    Facilities for student organizations with the following departments

    Student Organization Rates

    Union Hourly Rates Standard Overtime Double time

    Custodian/Utility $23.00 $35.00 $47.00

    Mechanic/Electrician $30.00 $46.00 $62.00

    Engineer $32.00 $48.00 $64.00

    Standard Time - 8:00am-5:00pm, Monday-Friday

    Overtime - 5:01pm-7:59am, Monday-Friday; and Saturdays

    Double time - Sundays and Holidays

    Please verify other applicable rates with the Event Services Office

    *Rates will be going up for the 2009-2010 Fiscal Year beginning July 1, 2009*


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    Catering/Food for student organizations with the following departments

    Chestnut Street Caterers is the exclusive on-campus caterer!

    They have an existing contract and insurance certificate with the University (no additional contracts needed when working with Sodexo/Chestnut Street Caterers)

    How do I obtain Chestnut Street Caterers service at my event?

    You must have a space/room reserved prior to contacting catering

    Contact them at [email protected]

    or 215-895-6934

    You need to contact catering a minimum of 10 business days prior to the event, or there may be late fees assessed to your food order

    Please allow at least 48 hours (2 business days) for a response

    Tell them what you want (be very specific)

    Tell them how many people you are feeding at the event

    Requests within 72 hours of the event may have extra charges

    Sodexho-Catering Website


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    Some exceptions to this rule… for student organizations with the following departments

    Office of Retail Management gives your organization an exception

    Pot Luck

    Bake Sale

    Pizza

    Pretzels and Water Ice

    You must use Chestnut Street Caterers for any food at your

    on-campus event!

    Sodexho-Catering Website


    Catering exception l.jpg
    Catering Exception for student organizations with the following departments

    “Request for Catering Policy Exception” Form

    Request should be submitted a minimum of 20 business days prior to the event, to the Retail Management office located in Suite 119 of the Creese Student Center

    Phone Number: 215-895-1562

    Include specific reasons for the Exception

    http://www.drexel.edu/drexelbusinessservices/chestnutstreetcaterers/menus.html

    If the Exception is provided, then you will work with OCA to have a Contract and Insurance Certificate completed and submitted with the food vendor


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    More food options… for student organizations with the following departments

    Potlucks…

    When you reserve space you must tell event services you are having a pot luck

    No reimbursement for food

    Cannot charge $ for food

    Must be for less than 50 people

    Bake Sales…

    Reserve table through Event Services and inform them you are having a bake sale

    All baked goods separately wrapped

    Can charge $ for food

    If you leave trash, your organization will be responsible for the custodial charges!

    Potluck Guidelines Website

    Bake Sale Guidelines Website


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    More food options… PIZZA! for student organizations with the following departments

    Under $100

    You can order from a couple local pizza vendors (ie: only Ed’s Pizza, Powelton Pizza) without having to do a contract (OCA has their insurance on file for the year).

    You must pay for the food on your own and then get reimbursed afterwards!

    Reimbursed with cash if paid by cash

    No contract needed through OCA!

    • Over $100

      • Work with Chestnut Street Caterers or fill out an exception form

      • Over 15 pies fill out an exception form

      • Must be reimbursed with check (not cash)


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    More food options… for student organizations with the following departments

    • BBQ’s…

      • For events with less than 50 people, it is treated just like a Pot Luck Policy

      • For events with over 50 people:

        • You must purchase food from Chestnut Street Caterers or receive a special exception

        • Food can be prepared and brought to the site or a chef can be hired to cook the food made to order

    • Pretzels and Water Ice

      • Only from the following places:

      • Philly Pretzel Factory, Suburban Station Concourse, Space 113,

        215-564-1045

      • Rita’s Water Ice, Suburban Station Concourse, Space 114,

        215-231-9940

        1500 Market Street, Phila, PA 19102

      • You must pay for the food on your own and then get reimbursed afterwards!

      • No contract needed through OCA!


    Food being donated l.jpg
    Food being Donated … for student organizations with the following departments

    If food is being donated for your event:

    You will need to simply complete/submit the Exception Form, so Retail Management/Catering knows about what food is coming to campus.

    Donated or purchased beverages must be Coke products. (Small Meetings/Potlucks exempt)

    You will also simply need to work with OCA to make sure that a Contract and Insurance Certificate are supplied for/from the food vendor


    Coke products list will also be available on oca website l.jpg

    COKE for student organizations with the following departments

    COKE ZERO

    BARQ'S

    FUZE

    FANTA

    SPRITE

    NESTEA

    MONSTER

    DASANI WATER

    EVAIN WATER

    SEAGRAMS GINGER ALE

    DR PEPPER

    POWERADE

    VAULT

    FULL THROTTLE

    MINUTE MADE

    GOLD PEAK TEA

    LEAN BODY

    V8

    NOS ENERGY

    COKE PRODUCTS List will also be available on OCA Website

    Any “events” on campus would have to use Coke products, if these products are not donated they would have to purchase them through Sodexo.

    Potlucks or meetings can purchase whatever they like. Bigger events should comply with the University Coke Contract.


    Public safety l.jpg
    Public Safety for student organizations with the following departments

    Public Safety is needed at student organization events if…

    More than 100 people are expected

    Money being exchanged/collected

    Building is closed during event hours

    History of event

    *** Public safety is determined by Event Services and Pubic Safety on a case-by-case basis! ***

    • Costs:

      • $25.00 per hour per officer

        • Minimum of 4 hours

      • Reprogramming doors is $85.00 per hour – ½ hour min.

    • Timeline:

      • Depending on the size and extent of the event, 2 weeks notice is needed to schedule officers


    Dust drexel university student technicians l.jpg
    DUST for student organizations with the following departments(Drexel University Student Technicians)

    Services include:

    Microphones

    Projector/Screens

    Speakers/Sound

    Electricity/Power

    Spotlights

    Podiums – lecterns

    DJ/Band Equipment

    Types of events DUST can support:

    Indoor/Outdoor Movies

    Lectures/Speakers

    Bands

    Presentations

    Open Mic Nights

    Parties/Social Events


    Dust drexel university student technicians56 l.jpg
    DUST for student organizations with the following departments(Drexel University Student Technicians)

    Policies:

    Requests are accepted on a first come first serve basis

    Can serve as consultants for outside vendors

    DUST is available for recognized student organizations if…

    You provide them with at least two (2) week’s notice of the event (late requests will receive a $50 late fee)

    They have the equipment in stock…if not, then you will have to pay the equipment rental and delivery charges (at no profit to DUST)

    Your event ends prior to midnight and the DUST crew is able to leave by midnight…if not, then your cost is $15 per DUST employee per hour until they are finished


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    Request for DUST Services Form for student organizations with the following departments

    (Click here to download form)

    or pick one up in the DUST Office!

    - Fill out form and submit to DUST in Creese Lower Level Room 001

    - Call/email and confirm prior to event at: 215-895-1330 or [email protected]


    Sound systems l.jpg
    Sound systems for student organizations with the following departments

    • All student organizations will need to use a University sound/speaker system for all of your on-campus events. This usually includes DUST and IMS equipment and built-in speaker systems, such as at the Buckley Field.

    • The only exception is if you receive a referral from DUST and work with OCA to make sure that any sound equipment coming to campus is supplied by an Insured source – that will also add Drexel to their insurance policy.

    • Contracts and Insurance procedures will be discussed later in this SOOT presentation.


    Issues and concerns during your event l.jpg
    Issues and Concerns During Your Event… for student organizations with the following departments

    During Business Hours

    Catering – (215) 895-2943

    Facilities, Security – (215) 895-2520

    After Business Hours & Weekends

    Catering - (215) 895-2943

    Public Safety – (215) 895-2222

    Creese Student Center, MacAlister Hall, Ross Commons – (215) 895-2515 (Building Manager)

    All other campus spaces – (267) 349-4317

    *keep in mind this number is for when all other resources

    have been exhausted and in an emergency only.


    Drexel university transportation l.jpg
    Drexel University Transportation for student organizations with the following departments

    • Facilities Management can provide shuttle and charter buses for your event

      • There is a charge to reserve these means of transportation

    • To reserve transportation please visit http://www.drexel.edu/oca/raf/forms.asp

    • As of May 2009, here is the pricing: (big increase from last year)

      • $62.56/hour from 8am-5pm

      • $82.56/hour from 5:01pm – 7:59am

      • $82.56/hour on Saturdays

      • $102.56/hour on Sundays and Holidays

      • Charges may apply for cancellations and fuel surcharges

    • Facilities Management Phone Number: 215-895-1700

      • It is important for you to call them to “confirm” the reservation


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    ** OCA = Contracts ** for student organizations with the following departments

    • Why they are required

      • Performers/Vendors and student organizations are fully aware of the expectations and services to be provided

      • Performers/Vendors know the terms of payment, event details, etc.

      • Protects the students (putting University at risk)

      • Examples include: DJ’s, Restaurants, Speakers, Amusement rides/games, dance troupes, etc…

    • When they are required

      • Contracts are required ANYTIME you are bringing anyone or any service to campus, who is not a member of the current existing Drexel community

      • Contracts are required even if you are NOT paying the Performer

        • Need to make sure that both parties fulfill their obligation even if they are not getting paid).   

      • There is “one exception” to this policy, and that is if your group is bringing a speaker to campus and your group is not paying them.

      • Comedians, Singers, and other Performers will need to have a contract, regardless of whether or not payment is included.


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    ** OCA = Contracts for student organizations with the following departments(cont.) **

    • Timeline

      • Submit Contract Request form at least 2 weeks (14 days) in advance of your organization’s event

      • Any Requests submitted less than 2 weeks in advance will only be processed on a case-by-case scenario (no guarantee)

    • Payment of Contracts

      • It is the responsibility of the student group to process payment for services that are contracted.

      • OCA will provide you with a copy of the fully signed contract for you to use as your receipt/documentation

    • OCA needs to sign any/all contracts

      • Students should not sign any agreements/contracts on behalf of your organization/event (you will be personally liable)

    • Insurances – in addition to the contract process

      • Many times, we also need to receive a Certificate of Liability Insurance from companies/vendors, in addition to receiving a signed contract

      • Examples include: food vendors, amusement companies, sound and lighting companies, etc…


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    Contracts are needed for the following… for student organizations with the following departments

    Including, but not limited to…

    • Lecturers, speakers, presenters, etc.

    • Caterers

    • DJ’s

    • Bands

    • Carnival Games and Rides

    • Blood and Bone Marrow Drives

    • Government Officials

    • Any Performer (dance troupe) or Media Group (radio station)

    • Sponsorships

      (OCA will not do contracts for alcohol because student organization money is not to be used for purchasing alcohol)

    How to Obtain A Contract for Your Event


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    Request for Contract Form for student organizations with the following departments

    ***This form must be completely filled out for the OCA to process a contract for your organization!!! Incorrect and incomplete forms cause delays in the contract process!!!

    Must provide your event services space/room confirmation number

    Very important to fill out this section in detail


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    Off-Campus Events/Activities for student organizations with the following departments

    • Events can be held off-campus:

      • (1) in case it can not physically be held on Drexel’s campus and/or

      • (2) with the approval from OCA

    • OCA needs to sign any /all contracts

      • Students should not sign any agreements/contracts on behalf of your organization/event

      • Contracts may also still need to be processed through OCA for certain services, since this is a Drexel University student group event (ie: DJ, inflatable rides, etc…)

    • Student organizations may not hold events at off-campus venues that generate 50.1% or more of its revenue from alcohol (ie: bars, taverns, etc…)

    • Student activity fees (17 account funds) can be used for off-campus events with OCA approval


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    Additional Policies for student organizations with the following departments

    • Movies

      • You need to have the rights to show a movie:

      • From the people/company who produced or distribute the movie

      • Purchasing the rights to show the film from a company like Swank www.Swank.com

      • You are hosting an “educational lecture” accompanying the film, and you have completed the OCA Movie Form and have received permission from OCA

    • Korman Quad with Bands or DJs

      • Mondays and Weds. between 3-5pm are fine

      • Fridays between 11am-3pm are fine

      • Any request on Tuesday or Thursday, and outside the above mentioned hours, should be discussed with Event Services, and decided on a case by case basis

      • After 9pm is okay on any day


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    IV. Resources for student organizations with the following departments


    Oca website www drexel edu oca l.jpg

    OCA Search Engine for student organizations with the following departments

    Org Directory

    Leadership Resources

    Recognition

    Event Planning

    Policies

    How to Promote your Org

    Advisor Section

    Officer Transition

    Downloadable Resources and Forms

    OCA Websitewww.drexel.edu/OCA


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    The Triangle for student organizations with the following departments

    Posting Policy

    Residence Halls

    Poster Maker

    Display Case

    Sandwich Boards

    Get Connected Surveys

    Activities Unlimited

    InfoNet (LCD Screens)

    Daily Digest

    Drexel One

    OCA Memos

    Honors Newsletter

    Commuter Listserv

    Fraternity & Sorority Life Listserv

    Ways to Promote Your Org …Visit the OCA Website for detailed information


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    Virtual Leadership Library for student organizations with the following departments

    • OCA has a wide variety of resources to help

      you to become an effective leader!

      • Tip Sheets!

        • Teambuilding, Officer Transition, Conflict Resolution, etc…

      • PowerPoint presentations

        • Seven Secrets of Success, Military Strategies, etc…

      • Tutorials

        • Officer Transition, Running a Successful Event, etc…

      • Videos(CEO workshops online)

      • Links to world-wide leadership development resources

        • National Organizations

        • Leadership and Character Development websites


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    Popcorn machines for student organizations with the following departments

    Game show buzzers

    Helium

    Human Powered Vehicle

    Leadership Library

    Poster printers*

    Monster games (golf, tennis, etc.) and board games

    Whiteboard Arrows

    Teambuilding supplies (training workbooks, balls, blindfolds, etc…)

    Ballot/donation box

    Large bulletin board/mural paper

    Sandwich boards/A-frames**

    Arrow signs with dry-erase

    Wii Game System

    Resources for student organization use from OCA…

    For use or reservations of OCA resources please contact OCA at [email protected] or 215-895-1328 as soon as possible!

    OCA Resources Website

    *Small fee required for more than 1 **Must reserve ahead


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    Fax machine, scanner, and email ability with SORC Copy Machine

    50 free copies per Term, and $.03 per copy after

    Poster Printer

    1 Free per Term, and $5 per poster after

    More at the SORC …

    Extra Meeting Rooms for student orgs to reserve !!

    Multiple Computers – PC and Mac (Graphics software)

    Color Printer

    Die cut machine

    Paper cutter

    More resources for student organization use…

    OCA Resources Website


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    Web Space and Email Address Machine

    1. Once recognized, the organization president* must request a student organization computer account by emailing [email protected] or 215-895-1958.

    2. IRT will confirm with OCA that your organization is recognized.

    3. IRT will then walk you through the process for obtaining web space and an email address.

    *The president of the student organization is personally responsible for the organizations website content and email address.

    IRT Website: Web Space and Email Address


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    Office and Storage Space Machine

    • The Space Allocation Committee (SAC) will announce the student office space allocation process for the upcoming fiscal year by Spring Term

    • Student organizations desiring new space or wishing to retain previously assigned space for the new year must fill out and submit an application during the Spring Term timeline with OCA in 215 Creese

    • Organizations will be notified by the end of Spring Term whether or not they have received office space and/or storage space

    • A student organization whose application for re-assignment has been denied, must vacate the space by the end of June or early July

    • Student organizations may move into their new office and/or storage space in July

    Space Allocation Committee Website


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    Flyers Approved Machine

    All Flyers/posters on campus:

    • Must be approved and stamped by the Creese Information Desk (Student Union Operations).

    • Free to all recognized student organizations (outside groups charged $.20 per flier).

    • Up to 60 flyers can be approved at the information desk at one time

      • All flyers are stamped for 14 days maximum

      • Flyers should not exceed 11” X 18” without permission from Student Union Operations.

      • For further information and to see the policy in it’s entirety please refer to the Student Union Operations web site: http://www.drexel.edu/creesestudentcenter/infodesk/policyforms.html

    • Posters can only be placed in the 80 approved posting locations/bulletin

      boards, which are marked across campus.

    • Residential Living (RLO) can approve around 100 posters for the residence halls. Go to RLO in Towers Hall for the Approval Form


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    Student Union Operations (SUO) Machine

    • SUO is here to help make your event a success!

      • Please come to the Information Desk with questions or call the building manager at 215-783-2371.

    • Please do not move furniture around in the rooms.

      • Failure to abide by this may mean an extra charge for your group.

      • Try your best to leave the space just as you found it (i.e. throwing away trash, taking materials with you, etc.)

    • SUO now reserves the Display Case in the Creese Student Center. To make a reservation please fill out the Display Case reservation form

      • http://www.drexel.edu/creesestudentcenter/infodesk/DisplayCaseRequest.pdf.pdf

      • A group can reserve the space for up to two (2) weeks at a time.

    • SUO helps student organizations that would like to place a “donation box or container” to collect items in the Creese Student Center

      • Please go to the Information Desk and fill out a form. Groups can reserve space for two (2) weeks at a time.


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    OCA’s Event Calendar Machine

    • Recognized student organizations can submit events to be placed on the calendar by emailing [email protected]

      • Events MUST be submitted at least 1 week in advance!

      • Events MUST be open to all students!

  • In the email include specific details of your event including name of organization, date, start and end time, location, cost, and contact information for the student running the event.

  • Click here to view the current OCA calendar of events!


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    Advisors Machine

    • Advisors can play a valuable and supportive role for your organization

      • We recommend that student leaders meet with their Advisor to determine the most effective role

      • Use the Advisor Role Checklist that can be downloaded from the OCA website (see link below)

    • OCA has also produced a more comprehensive Advisors Manual… so, give it to your Advisor

    • http://www.drexel.edu/oca/so/advisors.asp


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    CEO/CEO II Program Machinewww.drexel.edu/OCA/Leadership

    • The CEO Program is a Leadership Development Series Providing the Skills Needed to Succeed Personally and Professionally

      • Over 100 leadership development workshops are provided each year

    • This is the central way that OCA provides leadership training for student organization’s leaders and members

    • The CEO Program wasoriginally designed for student organizational leaders and members, in order to build and develop student with vital interpersonal and organizational management skills

    • Excellent Organization Certificate: Awarded to student orgs that have 5 or more members earn any individual CEO Certificate in a given year. Orgs earn up to $500.


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    Star Leaders/Organizations/Professionals Machine

    • OCA honors and recognizes the achievements of our Star student leaders, organizations, and professionals on a monthly basis, for making a positive contribution to campus life at Drexel University.

    • We applaud the Star Leaders, Organizations and Professionalsbelieve that their example should be highlighted in the Drexel community.

    • It is our privilege to receive nominations from you – our student leaders

    • http://www.drexel.edu/oca/l/star_leader.asp


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    V. Hazing Machine

    • Pennsylvania Anti-Hazing Law (1986) – Act 175[P.S.] § 5352

    • Drexel University Student Handbook:

      • Definition of Hazing:“...any action taken or situation created, intentionally, whether on or off University premises, to produce mental or physical discomfort, embarrassment, harassment, or ridicule. Such activities and situations include paddling in any form, creation of excessive fatigue, physical and psychological shock... or any other such activities, wearing publicly apparel which is conspicuous and not normally in good taste, engaging in public stunts and buffoonery, morally degrading or humiliating games and activities, late work sessions which interfere with scholastic activities… not consistent with the educational institution.”

        • Individuals and/or organization as a whole found in violation of this policy will be subject to disciplinary action.



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    • What about SOSE Information ??? Machine

      Important:

    • The SOSE Grant will be made available for 2008-2009.

    • This Grant will cover most facilities expenses up to $250 per event.

    • The Event Services Office will automatically deduct these expenses from your Confirmation Sheet


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