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Officer Training. Spring 2012. Overview. Fall 2011 Highlights Welcome Back Updated Policies/Reminders Due Dates Marketing Printing University Logo/ Forms Tier Club Budgets. Fall 2011 Highlights. Total Active Clubs Women’s Soccer Men’s Soccer Women’s Basketball Men’s Basketball
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Officer Training Spring 2012
Overview • Fall 2011 Highlights • Welcome Back • Updated Policies/Reminders • Due Dates • Marketing • Printing University Logo/ • Forms • Tier • Club Budgets
Fall 2011 Highlights • Total Active Clubs • Women’s Soccer • Men’s Soccer • Women’s Basketball • Men’s Basketball • Ultimate • Rugby • Club Accomplishments • Women’s basketball Lonestar League Champions • Men’s Soccer qualified for Regionals • Men’s Basketball qualified for Lonestar League playoffs • New Clubs Additions • Ultimate Club
Updated Policies/Reminders • RSO On Campus Bank Accounts • We strongly recommend to use them. • Requires planning, you have your game schedules, you know when you need funds. • Off campus bank accounts are allowed but use with caution • Ex: Club member with access graduates and leaves…..with club money • Ex: Clubs run like a business and can be audited, time consuming and stressful. • Websites • Orgsync • Facebook/Twitter • Reimbursements must be approved first before you pay • Put in request at least 3 weeks prior to trip. • Attach hotel price quotes • Priceline.com and other sites charge fees that Lamar will not reimburse you back on.
Spring 2012 Important Dates • Schedule monthly meetings with your liaison • LaTasha Henry: Women’s Basketball, Ultimate, Men’s Soccer • JP LaCroix: Women’s Soccer, Men’s Basketball • Jason Morgan: Women’s Volleyball, Men’s Rugby • Refer to Calendar from Handbook • Monthly reports • 2012-2013 Budgets • Club Budget Presentations • End of Year Report Due and RSO Bank Summary
Marketing • Services: • Pictures • Brochures/Flyers • Media/Facebook • Design elements
Printing University Logos • All university colleges, departments and approved student organizations are required to receive written approval before producing any merchandise bearing the trademarked Lamar University name, logo or mascot from the Licensing and Trade Mark Office • Licensing Approval Form located at dept.lamar.edu/licensing/forms/InternalLicensingApprovalForm.pdf • For any merchandise licensing questions, contact the Licensing and Trademark Office at (409) 880-7886 or firstname.lastname@example.org. Their Manual can be found at:dept.lamar.edu/licensing/forms/University%20Visual%20Standards%20Manual.pdf
Forms • Monthly Reports • Due at end of each month • Show as much detail as possible & bring in RSO bank summary! • Summaries sent advisors or pick up from Student Org. Office • Travel Request • Travel Request Form on Orgsync • Look over travel policies from Handbook • For reimbursements, turn in 3 weeks prior to trip! Include hotel price quotes • Equipment Reservation • 24-hr notice, email email@example.com or call 409-880-2306 • Facility Reservation • Pickup Reservation Request Form at Rec Center’s Info Desk • David Garrett will call you to meet with him and sign forms in his office. • Advisor will need to sign as well.
Tier • Refer to your Tier Sheet • Tier Components • Most commonly missed: • Monthly Reports • Travel Requests • Post Trip Reports • Club meetings • Bank summaries
Club Budget Overview • Budget designed to help determine club costs • Allocation Fund • Anticipated overall $7,000 to allocate for budget process • 2012-2013 Budget Due Feb 28 • If not submitted by deadline, club will be ineligible to receive funds from budget process • Presentations due May 2nd for next year’s budget • Budget is broken down by different income and expense reports • Excel: cells have pre-written formulas
Club Budget Process • Club monthly meetings: Every month starting Feb. 1 * • Discuss any questions regarding club budget and activities • 2012-2013 Budgets DUE February 28th * • Budget hearings: May 2 * • 15 minute presentations • Final Allocations: August 2012 Clubs who do not meet these (*) deadlines will be ineligible to receive funding from the budget process
Club Budget Presentations • 15 minutes total • 10 minutes presentation on budget • Must have visual aid (PowerPoint, poster board, etc.) • Outgoing officers presents previous year material, incoming (or prospective) officers presents next year material • 5 minutes for questions by Sport Club Staff • Presentations critiqued • Does NOT affect allocated funds • Arrive at least 5 minutes before scheduled presentation • Dress what you determine to be appropriate for this presentation
Wrap-up • Budget available via email • Questions?