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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Welcome to SOOT!
Student Organization Officer Training
- or -
All information presented today can be found on the Office of Campus Activities Website!!!
(including this PowerPoint)
* Everything in REDon this PowerPoint is clickable and linked to a website page where you can find more information related to that topic!
Office of Campus Activities (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
Office of Campus Activities (OCA)
Commuter, Graduate and Transfer Student Programs and Services (CGTSPS)
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
III. Event Planning
The ability to apply for SAFAC, Reserve and CAP Funding!
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
More benefits of being recognized…
Graduate Student Organization Finances
Fundraising, Dues, Donations
Late/Night Weekend Funding
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…)
Each Cost Center will have a name, fund number, and org number:
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!
Fundraising, Dues & Donations
Late Night / Weekend Programming
These will all be explained in more detail in the following slides
One Campus Campaign
Where Does Graduate Student Organization Money Come From?
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.
Used to pay for services which do not accept credit cards
Used to reimburse students for money paid out of pocket
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
Note: All financial forms are given to Taz Kwok from the GSO Office, 240 Randell
Check Request forms can be found on the GSA website. All other forms can be found at www.drexel.edu/safac.
GSA Funding Application Form
Forms and Applications
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.
Selling of merchandise
Hosting for profit events
OCA Fundraising Manual
Collect membership dues from participating members
Solicit departments, colleges, and outside companies for funding of specific events or general support
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.
Note: Not handled through OCA or SAFAC
Commission for Activities & Programs
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.
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
General Forms: Purchase Request, Deposit Form, Reserve Funding Request
CAP Funding / Late Night & Weekend Forms
Note: Forms can also be picked up in the Student Life Office (Creese 215) or in the Student Organization Resource Center (SORC)
GSA/SAFAC Forms must be submitted to the GSO Coordinator - Tsz Kwok, firstname.lastname@example.org 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).
Tables and Chairs, Room Set-up, Building Policies, etc.
Tech Support – DUST/IMS
Specific Types of Events and Policies
Resources and additional event planning assistance
Event Services Office
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:
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)
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)
Your student organization account number
Description of the event
Food/Catering (Pot Luck, Bake Sale, etc.)
A/V needs and DUST
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.
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.
Example of a space/room reservation confirmation from Event Services…
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!
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)
Buckley Green and Field, DAC, Volleyball Courts, BBQ Pits:
Rooms that Cannot be Reserved:
The use of these spaces must be approved by and reserved through Dan Simmons, Assoc. Director of Athletics, at email@example.com or 215-895-2025.
Event Services serves as the primary point of contact for student organizations with the following departments
Event Services Webpage
Student Organization Rates
Union Hourly RatesStandard Overtime Double time
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*
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 ChestnutStreetCaterers@drexel.edu
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
Some exceptions to this rule…
Office of Retail Management gives your organization an exception
Pretzels and Water Ice
You must use Chestnut Street Caterers for any food at your
“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
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
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
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
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!
1500 Market Street, Phila, PA 19102
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
SEAGRAMS GINGER ALE
GOLD PEAK TEA
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 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! ***
Podiums – lecterns
Types of events DUST can support:
Open Mic Nights
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
Request for DUST Services Form
(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 firstname.lastname@example.org
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.
Including, but not limited to…
(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
Request for Contract Form
***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
OCA Search Engine
How to Promote your Org
Downloadable Resources and Forms
Get Connected Surveys
InfoNet (LCD Screens)
Fraternity & Sorority Life Listserv
you to become an effective leader!
Game show buzzers
Human Powered Vehicle
Monster games (golf, tennis, etc.) and board games
Teambuilding supplies (training workbooks, balls, blindfolds, etc…)
Large bulletin board/mural paper
Arrow signs with dry-erase
Wii Game System
For use or reservations of OCA resources please contact OCA at email@example.com or 215-895-1328 as soon as possible!
OCA Resources Website
*Small fee required for more than 1 **Must reserve ahead
Fax machine, scanner, and email ability with SORC Copy Machine
50 free copies per Term, and $.03 per copy after
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)
Die cut machine
OCA Resources Website
1. Once recognized, the organization president* must request a student organization computer account by emailing firstname.lastname@example.org 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
Space Allocation Committee Website
All Flyers/posters on campus:
boards, which are marked across campus.
Click here to view the current OCA calendar of events!