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Welcome to SOOT! Student Organization Officer Training 2009-2010 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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Presentation Transcript
the goals of soot
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
Before We Begin…
  • Questions – Raise your hand and ask!
  • If we can’t answer your question write it down, and I will find the answer and email you.

- or -

slide4
All information presented today can be found on the Office of Campus Activities Website!!!

(including this PowerPoint)

www.drexel.edu/oca

* Everything in REDon this PowerPoint is clickable and linked to a website page where you can find more information related to that topic!

this soot is for
This SOOT is for …
  • This SOOT training is for all Undergraduate and Joint Student Organizations
    • The President and 2 additional members are required to attend this SOOT for Recognition of the student club
  • Graduate Student Organizations and Sports Clubs are to attend specific SOOT Trainings for their area
    • Contact Jessica Edonick at jlg66@drexel.edu for Graduate SOOT information
    • Contact Sarah Shouvlin at srs92@drexel.edu for Sports Club SOOT information
slide6

Office of Campus Activities (OCA)

askoca@drexel.edu●www.drexel.edu/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

Vacant, Assistant Director

Jill Buckley, Administrative Secretary

Kia Perkins, Administrative Coordinator

Joe Gonzalez, Budget Coordinator and SAFAC Advisor

John Cooke, Assistant Dean for Campus Engagement

slide7

Office of Campus Activities (OCA)

  • Mission Statement:
    • The Office of Campus Activities advances the mission of Drexel University and the Division of Student Life by providing students an enriched collegiate experience through meaningful opportunities to learn and develop leadership, interpersonal, programming, and organizational skills so that they may connect and contribute to the University community.
    • The OCA staff will serve as student-focused advocates, navigators, advisors, educators, and administrators while working collaboratively to support programs that meet the needs and interests of students.
  • The 3 Pillars of how OCA supports students are:
    • Leadership Development
    • Event Planning
    • Financial Management
drexel lingo
Drexel Lingo…
  • OCA = Office of Campus Activities
  • SAFAC = Student Activity Fee Allocation Committee
  • CAP = Commissions for Activities and Programs
  • DUST = Drexel University Student Technicians
  • FY= Fiscal Year (July 1  June 30)
  • AY = Academic Year (09-10)
outline of workshop
Outline of Workshop

I. Recognition

II. Finances

III. Event Planning

IV. Resources

V. Hazing

VI. Questions

student org recognition process
Student Org. Recognition Process
  • Step 1. Submit recognition paperwork to OCA
    • Recognition Form and constitution (if changed from previous year)
  • Step 2. Have your advisor return email sent to them from OCA
  • Step 3. OCA will contact you to set up a meeting with staff member to review any changes to your constitution
  • Step 4. Make changes and resubmit your constitution
  • Step 5. Attend SOOT workshop
    • Undergraduate and Joint Organizations: President and any 2 additional members
    • Graduate and Goodwin Student Organizations: President and Treasurer
    • Sports Clubs: President, Treasurer, and 1 additional member
  • Step 6. OCA notifies organization they are recognized

Recognition Website

student org recognition
Student Org. Recognition
  • Student Organizations must apply for Recognition every year
  • Recognition is based on the Fiscal Year cycle for full benefits
    • If your group was recognized in a previous fiscal year, but has not completed recognition for the current fiscal year, that group will only have access/ability to reserve space on campus until November 1st
  • Only Recognized organizations have full access to University services/resources.
  • If your student organization is in debt, your Recognition status may be placed on hold.
why get recognized
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

Why get Recognized?

More benefits of being recognized…

student organization finances
Student Organization Finances

SAFAC Office

New Requirements

Cost Centers

SAFAC Funding

CAP Funding

Fundraising, Dues, Donations

Late/Night Weekend Funding

Alumni Grant

Deposits

Travel Expenses

Forms

student organization finances17
Student Organization Finances

Joseph Gonzalez

Budget Coordinator for Campus Activities/

Student Activity Fee Allocation Committee (SAFAC) Advisor

Greenawalt Student Development Center: Room 32A

215-895-1811

safac@drexel.edu

www.drexel.edu/safac

Excellent Website !!

Note: Please allow 24-48 business hours for a response to phone

messages or email.

new safac training treasurers trainings
New SAFAC Training:Treasurers Trainings
  • Beginning with the 2009-2010 year, Undergraduate and Joint Student Organization Treasurerswill be encouraged tocomplete a SAFAC Training Session to educate treasurers on proper fiscal practices regarding their 17- or 71- financial accounts
  • The SAFAC Office will be hosting both in-person and online sessions for Treasurers
    • This will begin on September 1, 2009, for groups using funds during the FY10 (2009-2010) fiscal year
new policy end of year report
New Policy: End of Year Report
  • To access $$ for the FY 11 (2010-2011) year, an “End-of-Year-Report” for FY 10 (2009-2010) will need to be submitted to the SAFAC Office
  • SAFAC will send out directions/instructions/forms in September 2009 to educate all groups, and starting with July 1, 2010, all organizations will be required to submit this Report.
  • SAFAC strongly recommends that the officers from the prior fiscal year (ie: 2009-2010) submit the report (preferably in July 2010), in order for the 2010-2011 officers to be able to access funding.
cost centers
Cost Centers

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…)

cost centers cont
Cost Centers Cont…

Each Cost Center will have a name, fund number, and org number:

Example:

Org Name Fund# Org #

Art Club 170001 - 2555

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!

student organization funding options
Student Organization Funding Options

SAFAC Funding

Annual Allocation

Reserve Funding

CAP Funding

Fundraising, Dues & Donations

Late Night / Weekend Programming

Alumni Grant

These will all be explained in more detail in the following slides

what is safac
What is SAFAC?

Student Activity Fee Allocation Committee

Made up of 17 full time undergraduate students:

12 liaisons

One Secretary

One Vice Chair

One Chair

One representative from USGA

One Staff Member from the Division of Student Life

The SAFAC Advisor

Note: Only the students have a vote on how the money is distributed.

www.drexel.edu/safac

where does safac money come from
Where Does SAFAC Money Come From?

Undergrad Students Pay $250 Student Activity Fee on Tuition Bill.

$150 of that fee goes to SAFAC

All paid activity fees get deposited into the SAFAC Account

SAFAC Committee distributes funds based on applications.

Student organizations apply for this money through Annual Allocations & Reserve Funding

safac funding
SAFAC Funding

Recognized by OCA

Must attend an Annual Allocation Information Session

Must submit an Annual Allocation Request

This process is separate from SOOT

All existing groups must go through this process if they want to receive funding

Recognized by OCA

Apply for on an event by event basis

Only brand new groups formed during February of previous fiscal year or later are eligible.

On a case by case basis, unforeseen expenses for pre-funded groups, may be considered for funding

Reserve Funding

Annual Allocations

Can request Capital, Operational, Conference, & Activity expenses

Note: All activities & events must be open to all students.

financial forms www drexel edu safac
Check Requests

Used to pay for services which do not accept credit cards

Used to reimburse students for money paid out of pocket

Cash Reimbursements

Used to reimburse students for money paid out of pocket in cash up to $100

Note: Sports Clubs will need to have all requests approved by Dan Simmons in the Athletics Department prior to submitting to SAFAC.

Financial Formswww.drexel.edu/safac

Funding Transfers

  • Used to put money from your account to another student organization account to cover expenses.

Purchase Orders

  • Used to have payments made for products or services for your organization using the SAFAC Office credit card

Note: Fraternities & Sororities will need to have all requests approved by Katie Peoples in the FSL Office prior to submitting to SAFAC.

time periods financial forms
Time Periods & Financial Forms
  • Check Requests – may take a few weeks
  • Cash Reimbursements – may take a few days
  • Purchase Orders – may take a few days
  • Funding Transfers – timetable is variable
financial forms cont
Financial Forms Cont…

Used to deposit money into either 17 or 71.

Must deposit any income into 17-account up to the amount spent out of 17 account for any event. [example: spent $500 from 17 account & earned $1,000. $500 deposit into 17 and $500 into 71].

All other income or if you did not spend out of a 17 account is deposited into your 71 account.

Reminder: Student Organizations can not have off-campus bank accounts

Student Organization Deposit Form

policies for safac
Policies for SAFAC $$
  • Policies that govern how SAFAC money can be used is provided by the SAFAC Office
    • Please go to their website and thoroughly read through the SAFAC Policies Manual
  • You will find out information about:
    • How to access funds
    • What the money can and can’t be used for
    • The variety of forms and who needs to sign and submit them
    • And much more …
  • Groups can download the University financial forms from SAFAC website
  • Submit forms to SAFAC Advisor only if you are paying from the 17- or 71- accounts for your org
travel expenses
Travel Expenses

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.

fundraising dues donations
Fundraising, Dues & Donations

Fundraise:

Selling of merchandise

Hosting for profit events

OCA Fundraising Manual

http://www.drexel.edu/oca/raf/forms.asp

Dues:

Collect membership dues from participating members

Donations:

Solicit departments, colleges, and outside companies for funding of specific events or general support

cap funding
CAP Funding

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.

Contact:

Jackie Eliassen

215-895-6776

Note: Not handled through OCA or SAFAC

Commission for Activities & Programs

late night weekend programming
Late Night/ Weekend Programming

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.

alumni grant
Alumni Grant

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

www.drexel.edu/alumni/grants

where can you get these forms
Where can you get these forms?

SAFAC Forms: Purchase Request, Deposit Form, Reserve Funding Request

www.drexel.edu/safac/forms.html

CAP Funding / Late Night & Weekend Forms

http://www.drexel.edu/oca/raf/forms.asp

Alumni Grant

www.drexel.edu/alumni/grants

Note: Forms can also be picked up in the Student Life Office (Creese 215) or in the Student Organization Resource Center (SORC)

where do these forms get turned in
Where do these forms get turned in?

SAFAC Formsmust be submitted to the SAFAC Advisor in the Greenawalt Student Development Center room 32A or in the SAFAC Mailbox located in the Student Life Office (Creese 215)

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).

event planning
Event Planning

Event Services

Room/Space Reservations

Tables and Chairs, Room Set-up, Building Policies, etc.

Food/Catering/Sodexho

Tech Support – DUST/IMS

Public Safety

OCA

Contracts

Specific Types of Events and Policies

Resources and additional event planning assistance

event services
Event Services

Event Services Office

reservations@drexel.edu

www.drexel.edu/eventservices

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:

  • Room & Space Reservations
  • DUST
  • Facilities
  • Public Safety
reserving a room space
Reserving a room/space:

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)

Event Name

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)

Preferred location

Your student organization account number

Description of the event

Food/Catering (Pot Luck, Bake Sale, etc.)

Attendance estimate

A/V needs and DUST

Guest Speaker

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.

event services con d
Event Services(con’d)

Policies:

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.

  • An actual reservation has not been confirmed until a 5-digit reservation number has been sent to you with a confirmation email!!!
  • Please review your confirmation details in the attachment provided once your request is confirmed. Please notify the office of any changes or discrepancies.
slide43

Example of a space/room reservation confirmation from Event Services…

Confirmation number

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!

commonly used locations
Commonly used locations…

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)

  • Creese Student Center and GSDC conference rooms
  • Ross Commons
  • Grand Hall and Main Auditorium
  • Korman Quad
  • Lounge 101 (Game room located in the basement of the Main Building)
  • Residence Hall multi-purpose rooms (reservations taken on a term-by-term basis starting the break week prior to the respective term.)
  • Academic Classrooms (cannot be reserved during the first two weeks of each term)
  • MacAlister 2019/2020
  • The University Club (6th Floor MacAlister) - $50 charge
  • General Space on Campus

Buckley Green and Field, DAC, Volleyball Courts, BBQ Pits:

  • Athletics/Intramurals gets first dibs on the fields
  • Facilities fees may apply for set-up and clean-up
  • BBQ Pit - 2 hour maximum
  • Volleyball courts - 2 hour maximum

Rooms that Cannot be Reserved:

  • Commuter Lounge
  • AJ Drexel Gallery

The use of these spaces must be approved by and reserved through Dan Simmons, Assoc. Director of Athletics, at des26@drexel.edu or 215-895-2025.

other spaces available for student organization use
Other spaces available for student organization use…
  • Mandell Theatre
    • Contact Nan Gilbert– Theatre Manager
      • 215-895-2528 or mandell@drexel.edu
      • $50 FEE for use of this space!
  • Academic Bistro
    • Contact Adrienne Hall - Chef Instructor/Academic Bistro Manager
      • 215-895-5872 or academic.bistro@drexel.edu
      • Catering/food MUST be provided by culinary students
  • Bossone Auditorium, Lobby, & Atrium
    • Contact the College of Engineering
      • 215-895-2210
  • Library: Meeting Rooms, Bookmark Café, etc…
    • Contact DeVaughn Nelson
      • 215-895-2750
  • Paul Peck Alumni Center
    • Contact the Alumni Relations Office
      • 215-895-2375
slide46

Event Services serves as the primary point of contact for student organizations with the following departments

Event Services Webpage

facilities
Facilities

Student Organization Rates

Union Hourly Rates Standard Overtime Double time

Custodian/Utility $23.00 $35.00 $47.00

Mechanic/Electrician $30.00 $46.00 $62.00

Engineer $32.00 $48.00 $64.00

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*

catering food
Catering/Food

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

or 215-895-6934

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

Sodexho-Catering Website

slide49
Some exceptions to this rule…

Office of Retail Management gives your organization an Exception

Pot Luck

Bake Sale

Pizza

Pretzels and Water Ice

You must use Chestnut Street Caterers for any food at your

on-campus event!

Sodexho-Catering Website

catering exception
Catering Exception

“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

http://www.drexel.edu/drexelbusinessservices/chestnutstreetcaterers/menus.html

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

more food options pizza
More food options… PIZZA!

Under $100

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!

  • Over $100
    • Work with Chestnut Street Caterers or fill out an exception form
    • Over 15 pies fill out an exception form
    • Must be reimbursed with check (not cash)
more food options
More food options…

Potlucks…

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

Bake Sales…

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

more food options53
More food options…
  • BBQ’s…
    • For events with less than 50 people, it is treated just like a Pot Luck Policy
    • For events with over 50 people:
      • You must purchase food from Chestnut Street Caterers or receive a special exception
      • Food can be prepared and brought to the site or a chef can be hired to cook the food made to order
  • Pretzels and Water Ice
    • Only from the following places:
    • Philly Pretzel Factory, Suburban Station Concourse, Space 113,

215-564-1045

    • Rita’s Water Ice, Suburban Station Concourse, Space 114,

215-231-9940

    • 1500 Market Street, Phila, PA 19102
    • You must pay for the food on your own and then get reimbursed afterwards!
    • No contract needed through OCA!
food being donated
Food being Donated …

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

coke products list will also be available on oca website
COKE

COKE ZERO

BARQ'S

FUZE

FANTA

SPRITE

NESTEA

MONSTER

DASANI WATER

EVAIN WATER

SEAGRAMS GINGER ALE

DR PEPPER

POWERADE

VAULT

FULL THROTTLE

MINUTE MADE

GOLD PEAK TEA

LEAN BODY

V8

NOS ENERGY

COKE PRODUCTS List will also be available on OCA Website

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
Public Safety

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! ***

  • Costs:
    • $25.00 per hour per officer
      • Minimum of 4 hours
    • Reprogramming doors is $85.00 per hour – ½ hour min.
  • Timeline:
    • Depending on the size and extent of the event, 2 weeks notice is needed to schedule officers
dust drexel university student technicians
DUST(Drexel University Student Technicians)

Services include:

Microphones

Projector/Screens

Speakers/Sound

Electricity/Power

Spotlights

Podiums – lecterns

DJ/Band Equipment

Types of events DUST can support:

Indoor/Outdoor Movies

Lectures/Speakers

Bands

Presentations

Open Mic Nights

Parties/Social Events

dust drexel university student technicians58
DUST(Drexel University Student Technicians)

Policies:

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

slide59

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 dusttech@drexel.edu

sound systems
Sound systems
  • All student organizations will need to use a University sound/speaker system for all of your on-campus events. This usually includes DUST and IMS equipment and built-in speaker systems, such as at the Buckley Field.
  • The only exception is if you receive a referral from DUST and work with OCA to make sure that any sound equipment coming to campus is supplied by an Insured source – that will also add Drexel to their insurance policy.
  • Contracts and Insurance procedures will be discussed later in this SOOT presentation.
issues and concerns during your event
Issues and Concerns During Your Event…

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.

drexel university transportation
Drexel University Transportation
  • Facilities Management can provide shuttle and charter buses for your event
    • There is a charge to reserve these means of transportation
  • To reserve transportation: http://www.drexel.edu/oca/raf/forms.asp
  • As of May 2009, here is the pricing: (big increase from last year)
    • $62.56/hour from 8am-5pm
    • $82.56/hour from 5:01pm – 7:59am
    • $82.56/hour on Saturdays
    • $102.56/hour on Sundays and Holidays
    • Charges may apply for cancellations and fuel surcharges
  • Facilities Management Phone Number: 215-895-1700
    • It is important for you to call them to “confirm” the reservation
  • Alternatives: Yellow and Charter Bus Companies (See SAFAC website)
oca contracts
** OCA = Contracts **
  • When they are required
    • Contracts are required ANYTIME you are bringing anyone or any service to campus, who is not a member of the current existing Drexel community
    • Contracts are required even if you are NOT paying the Performer
      • Need to make sure that both parties fulfill their obligation even if they are not getting paid).   
    • There is “one exception” to this policy, and that is if your group is bringing a speaker to campus and your group is not paying them.
    • Comedians, Singers, and other Performers will need to have a contract, regardless of whether or not payment is included.
  • Why they are required
    • Performers/Vendors and student organizations are fully aware of the expectations and services to be provided
    • Performers/Vendors know the terms of payment, event details, etc.
    • Protects the students (putting University at risk)
    • Examples include: DJ’s, Restaurants, Speakers, Amusement rides/games, dance troupes, etc…
oca contracts cont
** OCA = Contracts (cont.) **
  • Timeline
    • Submit Contract Request form at least 2 weeks (14 days) in advance of your organization’s event
    • Any Requests submitted less than 2 weeks in advance will only be processed on a case-by-case scenario (no guarantee)
  • Payment of Contracts
    • It is the responsibility of the student group to process payment for services that are contracted.
    • OCA will provide you with a copy of the fully signed contract for you to use as your receipt/documentation
  • OCA needs to sign any/all contracts
    • Students should not sign any agreements/contracts on behalf of your organization/event (you will be personally liable)
  • Insurances – in addition to the contract process
    • Many times, we also need to receive a Certificate of Liability Insurance from companies/vendors, in addition to receiving a signed contract
    • Examples include: food vendors, amusement companies, sound and lighting companies, etc…
contracts are needed for the following
Contracts are needed for the following…

Including, but not limited to…

  • Lecturers, speakers, presenters, etc.
  • Caterers
  • DJ’s
  • Bands
  • Carnival Games and Rides
  • Blood and Bone Marrow Drives
  • Government Officials
  • Any Performer (dance troupe) or Media Group (radio station)
  • Sponsorships

(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

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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

off campus events activities
Off-Campus Events/Activities
  • Events can be held off-campus:
    • (1) in case it can not physically be held on Drexel’s campus and/or
    • (2) with the approval from OCA
  • OCA needs to sign any /all contracts
    • Students should not sign any agreements/contracts on behalf of your organization/event
    • Contracts may also still need to be processed through OCA for certain services, since this is a Drexel University student group event (ie: DJ, inflatable rides, etc…)
  • Student organizations may not hold events at off-campus venues that generate 50.1% or more of its revenue from alcohol (ie: bars, taverns, etc…)
  • Student activity fees (17-account funds) can be used for off-campus events with OCA/SAFAC approval
additional policies
Additional Policies
  • Movies
    • You need to have the rights to show a movie:
    • From the people/company who produced or distribute the movie
    • Purchasing the rights to show the film from a company like Swank www.Swank.com
    • You are hosting an “educational lecture” accompanying the film, and you have completed the OCA Movie Form and have received permission from OCA
  • Guidelines for the Korman Quad with Bands or DJs
    • Mondays and Weds. between 3-5pm are fine
    • Fridays between 11am-3pm are fine
    • Any request on Tuesday or Thursday, and outside the above mentioned hours, should be discussed with Event Services, and decided on a case by case basis
    • After 9pm is okay on any day
student union operations suo
Student Union Operations (SUO)

SUO is here to help make your event a success!

Please come to the Information Desk with questions or call the building manager at 215-783-2371.

Please do not move furniture around in the rooms.

Failure to abide by this may mean an extra charge for your group.

Try your best to leave the space just as you found it (i.e. throwing away trash, taking materials with you, etc.)

SUO now reserves the Display Case in the Creese Student Center. To make a reservation please fill out the Display Case reservation form

http://www.drexel.edu/creesestudentcenter/infodesk/DisplayCaseRequest.pdf.pdf

A group can reserve the space for up to two (2) weeks at a time.

SUO helps student organizations that would like to place a “donation box or container” to collect items in the Creese Student Center

Please go to the Information Desk and fill out a form. Groups can reserve space for two (2) weeks at a time.

flyers approved
Flyers Approved

All Flyers/posters on campus:

Must be approved and stamped by the Creese Information Desk, also known as Student Union Operations (SUO).

Free to all recognized student organizations (outside groups charged $.20 per flier).

Up to 60 flyers can be approved at the information desk at one time

All flyers are stamped for 14 days maximum

Flyers should not exceed 11” X 18” without permission from SUO

Posters can only be placed in the 80 approved posting locations/bulletin boards, which are marked across campus.

For further information and to see the policy in it’s entirety please refer to the Student Union Operations web site: http://www.drexel.edu/creesestudentcenter/infodesk/policyforms.html

Residential Living (RLO): Residence Halls

Can approve around 100 posters for the residence halls. Go to RLO in Towers Hall for the Approval Forms and instructions

oca website www drexel edu oca
OCA Search Engine

Org Directory

Leadership Resources

Recognition

Event Planning

Policies

How to Promote your Org

Advisor Section

Officer Transition

Downloadable Resources and Forms

OCA Websitewww.drexel.edu/OCA
ways to promote your org visit the oca website for detailed information
The Triangle

Posting Policy

Residence Halls

Poster Maker

Display Case

Sandwich Boards

Get Connected Surveys

Activities Unlimited

InfoNet (LCD Screens)

Daily Digest

Drexel One

OCA Memos

Honors Newsletter

Commuter Listserv

Fraternity & Sorority Life Listserv

Ways to Promote Your Org …Visit the OCA Website for detailed information
virtual leadership library
Virtual Leadership Library
  • OCA has a wide variety of resources to help

you to become an effective leader!

    • Tip Sheets!
      • Teambuilding, Officer Transition, Conflict Resolution, etc…
    • PowerPoint presentations
      • Seven Secrets of Success, Military Strategies, etc…
    • Tutorials
      • Officer Transition, Running a Successful Event, etc…
    • Videos(CEO workshops online)
    • Links to world-wide leadership development resources
      • National Organizations
      • Leadership and Character Development websites
resources for student organization use from oca
Popcorn machines

Game show buzzers

Helium

Human Powered Vehicle

Leadership Library

Poster printers*

Monster games (golf, tennis, etc.) and board games

Teambuilding supplies (training workbooks, balls, blindfolds, etc…)

Ballot/donation box

Large bulletin board/mural paper

Sandwich boards/A-frames**

Arrow signs with dry-erase

Wii Game System

Resources for student organization use from OCA…

For use or reservations of OCA resources please contact OCA at askoca@drexel.edu or 215-895-1328 as soon as possible!

OCA Resources Website

*Small fee required for more than 1 **Must reserve ahead

more resources for student organization use
Fax machine, scanner, and email ability with SORC Copy Machine

50 free copies per Term, and $.03 per copy after

Poster Printer

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)

Color Printer

Die cut machine

Paper cutter

More resources for student organization use…

OCA Resources Website

web space and email address
Web Space and Email Address

1. Once recognized, the organization president* must request a student organization computer account by emailing accounts@drexel.edu 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

office and storage space
Office and Storage Space
  • The Space Allocation Committee (SAC) will announce the student office space allocation process for the upcoming fiscal year by Spring Term
  • Student organizations desiring new space or wishing to retain previously assigned space for the new year must fill out and submit an application during the Spring Term timeline with OCA in 215 Creese
  • Organizations will be notified by the end of Spring Term whether or not they have received office space and/or storage space
  • A student organization whose application for re-assignment has been denied, must vacate the space by the end of June or early July
  • Student organizations may move into their new office and/or storage space in July

Space Allocation Committee Website

oca s event calendar
OCA’s Event Calendar
  • Recognized student organizations can submit events to be placed on the calendar by emailing askoca@drexel.edu.
      • Events MUST be submitted at least 1 week in advance!
      • Events MUST be open to all students!
  • In the email include specific details of your event including name of organization, date, start and end time, location, cost, and contact information for the student running the event.

Click here to view the current OCA calendar of events!

advisors
Advisors
  • Advisors can play a valuable and supportive role for your organization
    • We recommend that student leaders meet with their Advisor to determine the most effective role
    • Use the Advisor Role Checklist that can be downloaded from the OCA website (see link below)
  • OCA has also produced a more comprehensive Advisors Manual… so, give it to your Advisor
  • http://www.drexel.edu/oca/so/advisors.asp
ceo ceo ii program www drexel edu oca leadership
CEO/CEO II Programwww.drexel.edu/OCA/Leadership
  • The CEO Program is a Leadership Development Series Providing the Skills Needed to Succeed Personally and Professionally
    • Over 100 leadership development workshops are provided each year
  • This is the central way that OCA provides leadership training for student organization’s leaders and members
  • The CEO Program wasoriginally designed for student organizational leaders and members, in order to build and develop student with vital interpersonal and organizational management skills
  • Excellent Organization Certificate: Awarded to student orgs that have 5 or more members earn any individual CEO Certificate in a given year. Orgs earn up to $500.
star leaders organizations professionals
Star Leaders/Organizations/Professionals
  • OCA honors and recognizes the achievements of our Star student leaders, organizations, and professionals on a monthly basis, for making a positive contribution to campus life at Drexel University.
  • We applaud the Star Leaders, Organizations and Professionalsbelieve that their example should be highlighted in the Drexel community.
  • It is our privilege to receive nominations from you – our student leaders
  • http://www.drexel.edu/oca/l/star_leader.asp
student leader survey
Student Leader Survey
  • OCA will distribute the 2nd Annual Student Leader Survey to all of the 2008-2009 student organization leaders
    • This survey will be sent out in June 2008, and we will continue to do this each Spring Term.
    • This is your opportunity to share Your Voice and Your Input about our office and other services around campus. Over 150 student leaders responded in Spring 2008.
    • We always look forward to receiving your feedback, so we can include your opinions in our future goals
    • The survey was/is sent from askoca@drexel.edu with a link to SurveyMonkey (it can take up to 20 min.)
v hazing
V. Hazing
  • Pennsylvania Anti-Hazing Law (1986) – Act 175[P.S.] § 5352
  • Drexel University Student Handbook:
    • Definition of Hazing:“...any action taken or situation created, intentionally, whether on or off University premises, to produce mental or physical discomfort, embarrassment, harassment, or ridicule. Such activities and situations include paddling in any form, creation of excessive fatigue, physical and psychological shock... or any other such activities, wearing publicly apparel which is conspicuous and not normally in good taste, engaging in public stunts and buffoonery, morally degrading or humiliating games and activities, late work sessions which interfere with scholastic activities… not consistent with the educational institution.”
      • Individuals and/or organization as a whole found in violation of this policy will be subject to disciplinary action.
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Office of Campus Activities (OCA)

askoca@drexel.edu●www.drexel.edu/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

Vacant, Assistant Director

Jill Buckley, Administrative Secretary

Kia Perkins, Administrative Coordinator

Joe Gonzalez, Budget Coordinator and SAFAC Advisor

John Cooke, Assistant Dean for Campus Engagement

slide89
What about SOSE Information ???

Important:

  • The SOSE Grant will be made available for 2008-2009.
  • This Grant will cover most facilities expenses up to $250 per event.
  • The Event Services Office will automatically deduct these expenses from your Confirmation Sheet