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AGENDA. Financial Information Fund AllocationsAccessing FundsVendor PaymentsFinancial RecordsAdditional FundingMilbank FundFunding Application. Student Activities FairContact Information. Plan An EventHigh Profile GuestsBook a RoomCater an EventAudio Visual ServicesPublicize an EventP
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1. Student OrganizationOfficers Meeting Tuesday, September 7, 2010
2. AGENDA
3. Financial InformationFunding Allocations
Valid during Fiscal Year: July 1st-June 31
This year is FY11, Fiscal Year 2011.
Determined each spring by the Student Funding Board
Funds may be used towards any expense related to the mission of the org as determined by org leadership*
*(see list of unallowable expenses)
4. Accessing Funds Reimbursement
33-digit Billing Code
265 22130 8450 000001 552100 XXXX 00000
DOSO Credit Cards
Vendor Payments (Payment Via Check)
5. Vendor Payments Do not pay with personal funds
These types of payments are not reimbursable
Never sign a contract. Forward all contract to Meg DeMarco (mdemarco@law.harvard.edu) for review
Provide invoice to Dean of Students Office
Invoice must include Fed ID Tax# or SS#
All vendors are required to sign a contract with HLS
Payment will be processed in 3-4 weeks
Plan ahead
6. Financial Records It is the responsibility of each organization to monitor and track expenses
To make sure org records match those of the Dean of Students Office, orgs may request a copy of their expense report at any time by e-mailing Will Howell (wihowell@law.harvard.edu)
Keep in mind that expenses take 2 weeks to appear in the reports
7. Additional Funding Gifts from Outside Sources
Contact the Dean of Students Office
Misc Income
May be deposited into org accounts at HLS
Turn it to Will Howell in the Dean of Students Office
Co-sponsorship
Plan events with other orgs and/or HLS departments
Milbank Conference Fund
8. Milbank FundMilbank, Tweed, Hadley & McCloy Student Conference Fund Funding available for org conferences, symposia, and panels
Proposals must be submitted via e-mail to Meg DeMarco (mdemarco@law.harvard.edu) at least 8 weeks prior to the event date
Fund is highly competitive. Preference will be given to co-sponsored events
9. Funding Application Funding application for the 2011-2012 academic year will be available online in February, 2011
Student Funding Board decisions will be made by the end of April, 2011
(visit http://www.law.harvard.edu/current/orgs/student-funding-board.html for information on the SFB process for information on the SFB)
Application details and deadlines will be sent via
e-mail in February, 2011
10. Planning An Eventinviting a high profile guest
Before extending an invitation, contact the Dean of Students Office who will reach out to the University Marshals Office to ensure that multiple invitations are not being sent to the same individual.
11. Book A Room HLS Office of Events Scheduling and Support
C.J. Azubuine
Senior Manager for Events Scheduling and Support
Holmes Hall, Room 1 18 Everett St. Cambridge MA 02138events@law.harvard.eduPhone: 617/495-3129Fax: 617/496-3838
12. Cater an Event
Restaurant Associates
catering@law.harvard.edu
13. Audio visual Services Media Services Office
Pound 205
av@law.harvard.edu
Phone: 617.495.4840
Fax: 617.496.6645
14. Green is the new crimson
Kate Cosgrove
Sustainability Coordinator
Harvard Law School
kathryn_cosgrove@harvard.edu
617.384.6893
15. Publicize an event
HLS Events Calendar
Posting Flyers/Posters
Organization E-mail Listserv
Organization Website
16. HLS Events Calendar
Submit online to the events calendar:
http://www.law.harvard.edu/calendar/
17. Posting Event Flyers/Posters Flyers/Posters can be placed on the bulletin boards found throughout the HLS campus (most are located in the tunnels)
Flyers/Posters cannot be affixed to any other surface on campus including walls, doors and/or windows
18. Organization E-Mail Listserv Apply for a listserv online:
http://www.law.harvard.edu/about/administration/its/students/studorg.html
To create an organization e-mail address simply fill out the online form found here: http://www.law.harvard.edu/apps/its/forms/studorg_email.php
19. Organization Website To create or update an org website contact:
Jeff Dunn
Web Coordinator
Dean of Students Office
jedunn@law.harvard.edu
20. Police Detail Harvard University Police Department Request an HUPD Police Detail online at:
www.hupd.harvard.edu/detail
Police details are required:
at any event where alcohol is being served and expected attendance is over 100
at an event that features a high profile guest
21. HUPD CONTACT INFORMATION Harvard University Police Department
(HUPD)
1033 Massachusetts Avenue, 6th FloorPhone: 617-495-1215Website: www.hupd.harvard.edu
URGENT: 617-495-1212
22. HLS Policy Statements With the acceptance of the funding allocations each organization and all members agree to adhere to all HLS policies including the following:
Harkness Commons Food Policy
HLS Alcohol Policy
Policy on Discrimination
Hazing Policy
23. Harkness Commons Food Policy
All events held in the Hark or areas adjacent such as the Hark Patio, Jarvis Field and Kumble Plaza must be catered by Restaurant Associates
24. HLS Alcohol Policy Alcohol for any on-campus event must be purchased from Restaurant Associates (Beer and Wine only)
A bar tender is required for any event where alcohol is being served (to be provided by RA)
Food and non-alcoholic beverages must be provided at all events where alcohol is being served (chips, pretzels, soda, water, etc.)
Student Organizations may not use HLS funds to purchase alcohol for off-campus events
Complete Alcohol Policy may be found online at:
www.law.harvard.edu/current/orgs/info/alcohol.html
25. Policy on Discrimination
It is unlawful, and a violation of HLS rules, for any HLS student organization to discriminate in the provision of services on the basis of race, religion, sex, nationality, disability or sexual orientation.
26. Hazing Policy
Massachusetts law expressly prohibits any form of hazing in connection with admission into any student organization. The term hazing is defined as “any conduct or method of initiation which willfully or recklessly endangers the physical or mental health of any student or other person.” The law applies to officially recognized and to non-recognized groups and to activities conducted both on and off campus. The HLS Administrative Board will consider any violation of this law in the normal course of its oversight. Any student who participates in, supports or condones the practice of hazing is potentially subject to an Administrative Board investigation. Disciplinary action may include the reporting of confirmed incidents of hazing to local law enforcement officials. Under Massachusetts law, hazing is a crime punishable by fine and/or imprisonment. Anyone aware of an incident of hazing within a student organization should contact the Dean of Students Office at 617-495-1880. All information will be kept strictly confidential.
27. Student Activities Fair Thursday, September 16th from 5:30-7:00pm in Ropes Gray, 2nd Floor of Pound Hall.
Arrive no later than 5:15 pm to set up
E-mail Will Howell (wihowell@law.harvard.edu) by September 13th to reserve a space at the event and ensure inclusion in the program
Confirmation will be sent via e-mail by September 14th
28. Contact Information Meg DeMarco
Assistant Director
for Student Activities
Pound Hall, Room 310
Phone: 617-496-2436
E-mail: mdemarco@law.harvard.edu