Student group leader transition meeting
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Student Group Leader Transition Meeting. January 26, 2010. Agenda. Introduction/What can groups do? Student Senate/AWOME coordinators COFO rules and training Student Senate constitution Resources Wrap-up. Introduction. Roles Friends of Feinberg

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Student Group Leader Transition Meeting

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Student group leader transition meeting

Student Group LeaderTransition Meeting

January 26, 2010


Student group leader transition meeting

Agenda

  • Introduction/What can groups do?

  • Student Senate/AWOME coordinators

  • COFO rules and training

  • Student Senate constitution

  • Resources

  • Wrap-up


Student group leader transition meeting

Introduction

  • Roles

    • Friends of Feinberg

  • Privileges of a Senate-recognized Organization

    • The ability to reserve rooms on campus

    • Listing in the student organization directory online

    • Automatic participation in the activities fair

    • The ability to request tax exempt forms for events

    • The ability to request special parking passes and mugs for speakers

  • Privileges of a Senate-funded Organization

    • All privileges as listed above for a Senate-recognized Organization

    • Funding from the Student Senate


Student group leader transition meeting

Student Senate Income Statement


Student group leader transition meeting

Budget Requests

  • Student org budget requests far exceed available funds

  • Initial budget requests >$120,000

  • Available funds ~$20,000

  • Please keep this in mind when developing budgets – be reasonable


Student group leader transition meeting

Managing Your Group

Student Senate

AWOME

COFO

You


Student group leader transition meeting

Managing Your Group

Student Senate

AWOME

COFO

You


Student group leader transition meeting

Coordinators for Student Group Activities

  • Coordinator for Student Activities, Student Programs & Professional Development: Jennifer Langland ([email protected])

    • Office is in the AWOME (across from Galter Library)

  • Senate Treasurer: Shuo Song ([email protected])

  • Senate Student Organizations Chair: Terrance Lee ([email protected])

  • Any of these coordinators are available by email for questions/concerns/suggestions


Student group leader transition meeting

Managing Your Group

Student Senate

AWOME

COFO

You


Student group leader transition meeting

COFO (Chicago Organizations Financial Office)

  • All student organization accounts are with COFO

  • Use COFO for all reimbursements and deposits

  • Open Monday, Tuesday, Friday 8:30 AM – 4:30 PM

    • Abbott Hall, 7th floor, 705

    • Your primary contact is Tikky Hes

    • [email protected]

    • Phone: (312) 503-1365

    • Fax: (847) 491-7353


Student group leader transition meeting

Financial Responsibilities

  • Update your contact details & group paperwork with COFO

  • Get COFO trained

  • Turn in receipts/utilize tax exempt status

  • Maintain an account ledger

  • Submit spring funding requests by February 5th

  • Submit 2010-11 academic year budget request by June 30th

  • Transition leadership to M1s by January 2011


Student group leader transition meeting

Getting COFO Trained

  • Two leaders (President and Treasurer) of each group must be COFO-trained

  • COFO will NOT allow new officers to be trained without emails from former officers notifying COFO of the transition

  • Three-step process:

    • Review the “COFO Treasurer Manual” online – goes through the entire process and how it all works: www.northwestern.edu/studentaffairs/cofo/

    • Take the online “Officer Quiz” and turn in the paper document to the COFO office.

    • Each president and treasurer must fill out a signature card with COFO. You must go to the COFO office to sign the card.


Student group leader transition meeting

Receipts / Tax-Exempt Status

  • Tax-exempt forms are available to all groups and should be utilized whenever possible – they can be obtained from COFO or Jennifer Langland

    • Sales tax will NOT be reimbursed!

  • Original itemized receipts for all expenses must be submitted along with a voucher for each transaction

    • Receipts older than 90 days are not accepted

    • Tobacco and Alcohol purchases will not be reimbursed

  • Questions? Email Shuo Song

  • ([email protected]) or Tikky Hes

  • ([email protected])


Student group leader transition meeting

Maintaining an Account Ledger

  • Every Treasurer needs to maintain an up-to-date ledger

    • Facilitates additional funding requests

    • Allows smooth transitions from year to year

Example


Student group leader transition meeting

Initial Budget & Funding Request

  • Your academic year budget request is due June 30th– the goal is to have funding finalized and disbursed to you before school begins mid-August

  • Budget request forms will be posted online

  • The link to these forms and instructions for completing them will be sent out in an email later this year


Student group leader transition meeting

What is Funded?


Student group leader transition meeting

Applying for Additional Funding

  • Additional funding requests are typically reserved for new groups, although any group can apply

  • Requests are due by February 5th.

  • The budget request follows the same process as in the Fall, except:

    • Only ADDITIONAL events will be funded…

    • … and ONLY if you’ve already done everything you said you were going to do in your Fall request.

  • Far less money is available for Spring disbursement – only around $1,500


Student group leader transition meeting

Managing Your Group

Student Senate

AWOME

COFO

You


Student group leader transition meeting

Senate Constitution

  • Eligibility (Section D):

  • In order to be Senate-recognized, an organization must meet the following characteristics, to be outlined in the constitution and evaluated by a majority vote by the Student Senate:

    • Demonstration of a goal or activity that directly interests and/or benefits the student body and is distinct from that shown by other organizations

    • Be related to one point on the FSM Competency Compass

    • Participation in the organization’s activities is open to any member of the student body

    • The group must not condone segregation based on race, class, color, age, background, and level of education; must not promote violence; and through its activities cannot directly cause any physical or emotional pain.


Student group leader transition meeting

Senate Constitution

  • Responsibilities to the Senate (Section E):

  • To retain its Senate recognition, an organization must continue to meet criteria (1-7) outlined in below. To retain its Senate funding an organization must continue to meet criteria (1-9) outlined below.

    • Mandatory attendance at January Orientation/Finance Meeting

    • Officers transitioned and reported

    • Participation in the Orientation Activities Fair

    • 2 events publicized and organized in fall term

    • 2 events publicized and organized in spring term

    • Maintenance of the organization’s online calendar by submitting a calendar entry before every event.

      • If the student group announces the event on med-all without putting it on the calendar, the student group leaders will receive a warning email.

      • After the warning, if the event is not up within 24 hours, the group will be in violation of this criterion.

      • A group can accrue a maximum of 3 warnings, after which it may be subject to loss of recognition.

  • 7. Completes misc. requests from the Student Organizations Chair and Treasurer

  • 8. COFO completed and/or updated

  • 9. Annual budget submitted on time at the end of the spring term


Student group leader transition meeting

Senate Constitution

  • Loss of Senate Funding (Section F):

  • Failure to attend the annual Orientation/Finance Meeting will result in the freezing of that organization’s Chicago Organization Finance Office (COFO) account until the organization appears at a Senate meeting. At that time, the organization’s account shall be unfrozen.

  • Failure to meet all 9 of the responsibilities for a funded organization will result in freezing of that organization’s COFO account until the organization appears at a Senate meeting and accounts for the missing requirements.

  • Loss of Senate Recognition (Section G):

  • Failure to meet eligibility requirements as outlined in Section D at any time will result in a vote to remove the student organization’s recognition.

  • Failure to meet all 9 of the responsibilities for a funded organization as outlined in Section E for two or more consecutive years will result in a vote to remove the student organization’s funding and recognition.

  • Failure to meet all 7 of the responsibilities for a non-funded organization as outlined in Section E for two or more consecutive years will result in a vote to remove the student organization’s funding and recognition.


Student group leader transition meeting

Your Responsibilities

  • From the Senate Constitution:

    • Mandatory attendance at January Orientation/Finance Meeting

    • Officers transitioned and reported

    • Participation in the Orientation Activities Fair

    • 2 events publicized and organized in fall term

    • 2 events publicized and organized in spring term

    • Maintenance of the organization’s online calendar by submitting a calendar entry before every event.

    • Completes misc. requests from the Student Organizations Chair and Treasurer

    • COFO completed and/or updated

    • Annual budget submitted on time at the end of the spring term

NOW

LATER

LATER

LATER

NOW/LATER

NOW

LATER


Student group leader transition meeting

Your Responsibilities: Current Transition

  • Transition responsibilities:

  • Your group’s positions, names, and contact information

  • Faculty advisor and contact information

  • Constitution (following groups already have them on file):

    • AMSA

    • APMIG

    • DIG (dermatology)

    • ENT

    • Health Disparities Taskforce

    • HepB Alliance

    • Nanotech

    • NuSIGN

    • Optho Interest Group

    • RSIG

    • Q&A


Student group leader transition meeting

Your Responsibilities: Resources

www.infoplex.northwestern.edu

  • Google Calendar

  • Every event must be posted here

  • Avoid days that are event-heavy

  • Students are able to import the calendar, simplifying scheduling and increasing attendance

  • Student Organization Resources

  • Links to reserve rooms, request mugs, request tax exempt form

  • Officer and group directory


Student group leader transition meeting

Your Responsibilities: Reserving Rooms

  • A word on reserving rooms:

    • http://www.feinberg.northwestern.edu/AWOME/Current_Students/Student_Organizations/roomreq.html

    • If you have any questions, please contact Lisa Wittig via e-mail at [email protected]

    • Keys: For rooms and AV access must be signed out during business hours from the Dean's Office, Rubloff 12 Floor. Students are required to pre-arrange a time to pick up keys by emailing Shirley Scurlock; [email protected]

    • Clean up after yourselves or you will get fined!


Student group leader transition meeting

Your Responsibilities: Transitioning Next Year

  • You must transition to new leaders during Winter Break/early January – the mandatory meeting for new group leaders is generally held at the end of January

  • This deadline ensures that groups remain active during Winter session (as M2s begin to focus on Step 1), as well as simplifying the transition

  • New leaders are elected according to the guidelines in your group’s constitution


Student group leader transition meeting

Any questions?


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