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… • 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 -
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 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 firstname.lastname@example.org for Graduate SOOT information • Contact Sarah Shouvlin at email@example.com for Sports Club SOOT information
Office of Campus Activities (OCA) firstname.lastname@example.org●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
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… • 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 I. Recognition II. Finances III. Event Planning IV. Resources V. Hazing VI. Questions
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 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.
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…
We are recognized… …now what?
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 Finances Joseph Gonzalez Budget Coordinator for Campus Activities/ Student Activity Fee Allocation Committee (SAFAC) Advisor Greenawalt Student Development Center: Room 32A 215-895-1811 email@example.com 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 • 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 • 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 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… 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 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? 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? 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 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.
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 • 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… 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 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 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 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 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 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 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? 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? 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 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 Office firstname.lastname@example.org 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: 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) 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.
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… 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 email@example.com or 215-895-2025.
Other spaces available for student organization use… • Mandell Theatre • Contact Nan Gilbert– Theatre Manager • 215-895-2528 or firstname.lastname@example.org • $50 FEE for use of this space! • Academic Bistro • Contact Adrienne Hall - Chef Instructor/Academic Bistro Manager • 215-895-5872 or email@example.com • 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
Event Services serves as the primary point of contact for student organizations with the following departments Event Services Webpage
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 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
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 “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