Sturm College of Law Student Leader Training. Office of Student Affairs Law Administration Student Bar Association

Transcription

1 Sturm College of Law Student Leader Training Office of Student Affairs Law Administration Student Bar Association

2 Overview of Topics Funding and Expense Policies Requesting & qualifying for funds Expense policies & forms Travel funding Event Planning Reserving space on-campus Off-campus events Food & beverage Alcohol Policy Marketing & advertising Other vendors & contracts Leadership Elections or Selection Process Logos & merchandise Technology TWEN distribution lists Websites Other Resources Offices and supplies Lockers Printing ABA membership Derby Days

3 FUNDING BASICS

4 Student Org Funding SBA Funded Orgs Annual budget request in the Spring prior to academic year for single events, office supplies, and other operating expenses Special Event Requests ad hoc requests throughout the year for events $250+ Travel Requests ad hoc requests for conferences or competitions FUNDING IS FIRST COME, FIRST SERVED! Administration Funded Orgs Law reviews, journals, Ambassadors, Moot Court Board, and Honor Board Annual funding request through law school administration between Spring and Summer for upcoming year Not eligible for SBA funding, including travel Request travel in request to law school administration

5 How to request funds SBA Funded All forms located on the SBA Finance Committee section of the SBA web page. Incomplete or undetailed forms = lower funding Administration Funded the Assistant Dean of Finance & Administration OR Finance & Budget Coordinator

6 Qualify for Funds SBA Funded Elections completed in February (see slide #23) Reported new leaders to Student Affairs President & treasurer completed Student Leader Training Submit event attendance sheets throughout the year (see slide #21) Administration Funded Reported new leaders to Student Affairs President & treasurer (or equivalent) completed Student Leader Training

7 EXPENSE POLICIES

8 Basic Expense Policies Comprehensive Cheat Sheet of the Policies (click here) Summary Examples of unapproved expenses Food & beverage for Organization Officer Meetings and/or Student Organization Offices. Activity, food, and/or alcohol costs off-campus are prohibited without prior approval by Student Affairs. You will not be reimbursed. Gifts for students, faculty, staff, or vendors (this includes gift cards). Examples of approved expenses: Food for general student organization meetings & speaker events. Materials for events promoting student life on campus. Student org signage using University-approved logos and office supplies.

9 Expense Forms To get reimbursed: Student Organization Check Request (signed by officer not being reimbursed) To deposit money: Student Organization Deposit To pay for upcoming expenses (unable to carry balance for reimbursement), contact Student Affairs. All other expense forms can be found on the Student Org Forms website.

10 State Sales Tax & Reimbursement DU will not reimburse Colorado and local sales tax as we are tax exempt (only exception is prepared food). All original, itemized receipts are required for reimbursement. Provide as much information as possible on Student Org Check Request form (see prior slide for forms).

11 Travel Funding All Students: Permission from the Assistant Dean of Student Affairs, Jessica Boynton, is required before requesting travel funds. Options for Receiving Funds: Reimbursement (Travel Expense Report) Travel Advance (Travel Advance Form) Per Diem Travel Request See the Finance & Budget Coordinator in the Dean s Suite for further questions and explanations of options.

12 SBA Travel Requests (only for SBA Funded Orgs) Any student travel may be funded for no more than two-thirds (2/3) of eligible expenses from Denver Law SBA Travel Funds Eligible expenses are lodging, transportation, and registration fees. Limits Not to exceed $500 for each student annually Not to exceed $1500 for an organization annually. See slide #5 for link to the Travel Request Form

13 EVENT PLANNING

14 On-Campus Events Space/Room Reservations To reserve a room go to *Mac users: only compatible with Safari* Click Sign In at the top right of the screen and login using your Student ID number, 87xxxxxxx, and your PioneerWeb password. Simply fill in the form step by step. You are required to follow the Classroom Food Policy If you have questions about reserving rooms please contact Mike Latimer at mlatimer@law.du.edu, , or see him in Suite 215.

15 To Do: On-Campus Events Alcohol Approval You must submit an Alcohol Approval Petition to Assistant Dean Boynton no less than 2 weeks prior to the event date (online form). Events where alcohol is present must be fully catered, so talk with Lauri Mlinar in the Events Office (Suite 215). If the event will be 50+ people, complete an event form with Campus Safety. How to pay for it: The student org cannot use its funds to pay for alcohol. SBA cannot give student org money for alcohol. If you need to have alcohol at your event, please work with a department or outside organization to fund the alcohol. For example, if you are hosting a networking event with a specialty bar, ask the bar to contribute money for the alcohol. Or if your event includes alumni or the CDO, ask those departments for alcohol money. Events Office (Suite 215) has to receive the funding in advance of the event. Things to consider: Most events where alcohol is being served to students will require drink tickets. We have several students that are NOT 21 your org may be responsible for checking ID s. See the Student Handbook Alcohol Policy (click here) for the full details.

16 On-Campus Events Food & Catering Alcohol Approved Event DU Catering must be used Contact the Events Office (Suite 215) to place a catering order Bartender is supplied through this process No Alcohol at Event Outside vendors (pizza, Mad Greens, etc.) are options Students arrange order DU Catering still an option Contact Events Office (Suite 215)

17 On-Campus Events Physical Set-up If you require a physical set-up for your oncampus event different than the default for that classroom or space, contact the Events Office (Suite 215).

18 Off-Campus Events All off-campus events must be pre-approved by Student Affairs. If alcohol is involved, you still must submit an Alcohol Approval Petition to Assistant Dean Boynton no less than 2 weeks prior to the event date. Contracts & Other Considerations (Risk Management & University Counsel) Contracts Event space, food/beverage, band/dj, photo booth, etc. Students cannot sign contracts. If you sign a contract you will be personally liable! If you need a contract approved, contact Student Affairs: 3 weeks advance notice needed. Risk Management Certificates of insurance Activity waivers Contact Student Affairs: 3 weeks advance notice needed.

19 Special Event Funding SBA Funded Designed for events not funded through the general annual club funding request (events $250+) Special Event Funding request must be submitted no later than 2 weeks prior to the event. Form Located Here form to SBATreasurer@law.du.edu. Administration Funded If you need additional funds for any reason, contact the Assistant Dean of Finance & Administration OR Finance & Budget Coordinator. There are technically no limits to annual funding requests submitted prior to the academic year that necessitates special event funding.

20 Advertising Your Event Use the SCOL Events Management System to advertise your events and to place announcements. You may include as many events and announcements as you wish in the Daily Events & Announcements. Submit an Event: To advertise a program with a fixed date and time. Submit an Announcement: To advertise information without a fixed date and time. Post to Admitted Students Facebook pages contact Student Affairs to post. Physical Flyers SCOL Posting Policy: Two 8 ½ x 11 flyers may be posted in any area (i.e. two flyers per classroom). Flyers must be approved by Student Affairs and may only be hung on bulletin boards. DO NOT hang on walls, windows, doors, bathroom stalls or mirrors, or in the elevators. Hang flyers ONLY with thumb tacks. DO NOT hang with tape, staples, sticky putty, or nails. You may check-out easels & foam board from the Events Office (Suite 215). If you want to table in the Forum/Student Street area, you must also contact the Events Office (Suite 215).

21 Other Event Information Guest parking permits: If you have a VIP coming to SCOL for an event, contact the Events Office (Suite 215). Limited permits are available. Parking tickets cannot be reimbursed. Event Attendance Sheets (SBA-funded orgs only) Event attendance sign-in sheets are required for all events with the names of all attendees. Keep a copy for your organizations. Submit a copy to the SBA Office (Room 443). These are used as reference points for future funding.

22 STUDENT ORG ELECTIONS AND REPORTING REQUIREMENTS

23 Election Weeks - February All student organizations are required to organize and hold elections or a leadership selection process in the first two weeks of February. Newly-elected leaders do not officially assume the duties and responsibilities until the end of the year (unless otherwise decided by the org). Student organizations should take this opportunity to transition and properly train new leaders. SBA-funded orgs Organizations that do not hold elections and submit their forms by the deadline will ineligible to submit an annual funding request.

24 Reporting New Leadership & Training Student Affairs will distribute an online form in February for student orgs to report their new leadership. Student Leader distribution list updated by this form. New leaders will complete online Student Leader Training through TWEN in March. Annual funding requests for the following year can then be submitted through the proper channels. Help your new leaders with this task!

25 LOGOS & MERCHANDISE

26 Student Org Logos All student organizations must adhere to logo standards set by the University of Denver Office of Communications. Official logos for each student org are held by LawComm. To request a new logo or if you have questions about your existing logo, please contact Assistant Director of Communications Chris Wangelin at cwangelin@law.du.edu. Please note that LawComm cannot create custom student org logos.

27 Logo Compliance We take brand identity very seriously at DU. Any materials that do not comply will need to be confiscated. If you have any old banners or letterhead that have old versions of the DU logo on them (square DU icon), please discard these items. If you have anything that does not have the Sturm name preceding College of Law, please discard it. A comprehensive guide to logo standards can be found online at on the Office of Marketing and Communications site as well. Approved logo

28 Merchandise LawComm can assist you in producing student org marketing and display items. Table Covers: $125. Full size (6 table), black cloth, full color imprint, accommodates any logo or graphic. Production time: 2 weeks Banners: $80. White vinyl, full-color imprint, accommodates any logo or graphic. Production time: 2 weeks Display signage: Price, style and size vary. Please inquire for more details. Production time: 2 weeks Promo items: Price and products vary. Available items include pens, water bottles, storage drives, etc Please inquire for more details. Apparel: Price and style vary. Available items include t-shirts, hoodies, hats, etc Please note that LawComm cannot create unique designs for your org (outside of your existing logo). However, they can do design layout, manage orders, negotiate prices, provide graphic files and coordination production and delivery. Please contact Assistant Director of Communications Chris Wangelin at cwangelin@law.du.edu for assistance with any of these items.

29 TECHNOLOGY & WEBSITE INFORMATION

30 and Distribution Lists There are three major ways to participants of your org: 1. TWEN sites Can store documents from year to year, can all students who join the TWEN site. Contact Jessica Hogan at 2. DU Listserv Service ( Can only do but can easily outside 3. Outlook Distribution Groups: Can host files and but cannot easily outside addresses, somewhat difficult to self-enroll. For assistance with your student organization accounts or Outlook Distribution Groups contact Tim Mitchell at

31 TWEN Student Org Sites Institutional Knowledge Storing documents year to year Easily Manage Participants including guest accounts for non-law students Create Discussion Boards to address and manage commonly asked questions (rather than searching through s)

32 Denver Law Website To update your Student Organization s website contact Mo Bellifa mbellifa@law.du.edu, located in Suite 265.

33 MISCELLANEOUS AND FINAL INFORMATION

34 Student Org Office For organizations without their own office. All Student Leaders are allowed access to the Student Org Office: Room 439. Door code: 2486* Printing and copying available contact SBA if the office is out of paper.

35 Student Org Lockers Lockers for student organizations are FREE. Located on the 4 th floor, along the southeast hallway (500s & 600s). Contact Student Affairs to obtain your student org locker number and combination OR to reserve more lockers. No current limit on the number of lockers student orgs can reserve.

36 Ordering Office Supplies To order paper for a printer/copier go to the DU Facilities website. You will need your student org s budget information. To order all other office supplies, contact Student Affairs who will place your order through Staples or Amazon (tax free).

37 Final Information ABA Membership: ABA membership is free. Sign-up Here! Required for SBA organizations. Alumni of Student Orgs contact Alumni Affairs (Suite 315). Recruiting New Students: DERBY DAYS! FIRST SATURDAY following the first week of classes in the Fall Semester. Look for information from SBA before classes begin.

38 Final Steps & Resources Complete the Quiz in TWEN and score 80% or better. Required for each President and Treasurer (or equivalent) of each organization. One opportunity to pass the quiz! After completion, Student Affairs will: Add you to the Student Leaders distribution list; Contact the SBA and Law Administration notifying them which organizations are cleared for funding. A condensed version of this information is available on the Denver Law website: Student Organization Information & Resources

39 A condensed version of this information is available on the Denver Law website: Student Organization Information & Resources