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 LeaderTransition 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

  • 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 Senate Income Statement


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


Managing Your Group

Student Senate

AWOME

COFO

You


Managing Your Group

Student Senate

AWOME

COFO

You


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


Managing Your Group

Student Senate

AWOME

COFO

You


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


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


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.


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])


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


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


What is Funded?


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


Managing Your Group

Student Senate

AWOME

COFO

You


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.


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


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.


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


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


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


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!


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


Any questions?


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