ASSP Meeting #2. Monday, July 11, 2016

Transcription

1 ASSP Meeting #2 Monday, July 11, 2016

2 Agenda Dinner and Sign In Policies and Procedures Executive Board Updates Bylaw and Constitution Revisions Wrap Up

3 Dinner and Sign In Attendance Tracker Please make sure you have signed in on the attendance tracker.

4 Agenda Dinner and Sign In Policies and Procedures Executive Board Updates Bylaw and Constitution Revisions Wrap Up

5 ASSP Meeting #1 Recap PSC Basement Each organization should have their own key and shelf Everything outside of shelf will be thrown away Revised bylaws and constitution All students who hold positions must know their exact roles or may be removed from office Hand down documents Document should highlight exact action items for academic year Continue to revise and update

6 Meeting Attendance Executive Board Required to attend every Executive and ASC meeting Allowed 2 excused absences per year Consequence: removal from office Organization Presidents Required to attend every ASC meeting Allowed 2 excused absences per year Consequence: loss of Dean Subsidy fund, loss of fundraising privileges, loss of recognition (1 year probation), removal from office

7 Meeting Attendance Procedure for missed meetings President and Faculty Advisor with proof of absence Send proxy/alternative Read minutes from missed meeting Excused absences Cleared by president at least 72 hours before meeting date Unforeseen emergencies Exception: 4th year members on rotation are exempt from attending meetings; however, members are still responsible for reading minutes from missed meetings

8 Organization Structure Associated Students of the School of Pharmacy (ASSP) Associated Student Council (ASC) ASSP Executive Board Organization Presidents Class Presidents Advisors Committees Honor Code Finance Sub-committees Class Board Officers Other non-voting members

9 Organization Structure

10 Student Organization Recognition All organizations must be recognized by Campus Activities Annual Recognition Update and submit their engagesc forms and profile Update contact information of at least 4 officers Attend Recognition Workshop August 29 at 12:00pm September 7 at 5:00pm September 15 at 2:00pm September 23 at 1:00pm Receive from IT New Student Organizations - see website for more details

11 Fundraising Periods Assignments TBD Priority ranked by the amount of advertising money raised for Orientation Handbook (minimum $200) August 22-September 9 (Week 1-3): Class of 2019, 2018, and 2017 respectively Organization has exclusive rights to fundraise during their period (on and off campus) Only USC recognized organizations may fundraise Cannot use Dean s Subsidy to finance fundraising Organizations can switch or borrow days only with approval from President, Chair of Finance, and Faculty Advisor

12 Construction and Space Changes PSC lobby is scheduled to undergo renovation Remove all organization posters in the hallways Organizations fundraising must ask Joven to bring out the table and will be held accountable for returning the table at the end of the day. Failure to do so will result in loss of fundraising privileges.

13 Construction and Space Changes PSC basement will be converted back into a classroom No action needed at this time but will likely be moving black cabinets elsewhere PSC 104 and patio will be converted to a social space among student, faculty, and staff Limited hours of reservation for lunch meetings PSC 302 will continue to be student space

14 Communication Changes Michele Keller, Director of Communications and Marketing Monthly PharmD newsletter Online student portal

15 Fraternity Events All recognized fraternities shall abide to the policies established by the Fraternity Advisory Council (FAC)

16 Room Reservations Room reservations will be done by Juana Prieto She will respond to Director of Student Programs only Room Availability can be found here

17 Printing this form to Juana Prieto Three working days lead time required for copying purposes All orders picked up at 7th floor reception desk Black and white copies only

18 Maintaining Good Standing Organizations must maintain good standing throughout the year

19 Agenda Dinner Policies and Procedures Executive Board Updates Bylaw and Constitution Revisions Wrap Up

20 Chair of Finance Budget Turn in Dean Subsidy Fund Request Form by August 1, 2016 at 11:59PM (line item recommended) to the Chair of Finance. For an example of the Dean Subsidy Fund Request Form, see Policies and Procedures for Obtaining Funds from the Dean s Subsidy, Appendix A found here.

21 Chair of Finance

22 Chair of Finance Budget, continued Budget is allotted to each organization based on proposals and previous year s spending. Organizations failing to turn in a proposal by deadline will not be eligible for Dean Subsidy Funds. Note that amount requested is not guaranteed, and allotment can be less than previous years.

23 Chair of Finance Treasurer s Meeting Rules and regulations for Dean Subsidy reimbursement. August 22 from 12-1pm (Location TBD) Mandatory for treasurers to attend. Presidents can attend if desired. GSG Finance Orientation Fall 2016 dates are TBD but should be posted on the GSG website.

24 Chair of Finance Dean Subsidy vs. GSG Funding Dean Subsidy funding is meant for professional expenses and events. See Policies and Procedures for Obtaining Funds from the Dean s Subsidy. Organizations can receive a maximum of $2,500/semester of GSG Funding for events that benefit the Graduate Community. See Apply for Funding and Finance Laws and Funding Policy pages on GSG Website.

25 Academic Affairs Supplemental Instruction program Thursdays from 5-7pm Interviews Hosting students overnight Happy hour post interview Phone calls to accepted students

26 Professional Affairs CV Workshop in September Career Day Friday, November 11th Goal: variety of employer groups represented Interview Day Saturday, November 12th Actively recruiting for jobs upon graduation Will be asking for volunteers Career Center in development

27 Student Affairs Student Orientation Handbook Ads and checks are due August 1st at 11:59PM $200 minimum priority for fundraising week dependent on amount raised/paid Student-Run Orientation: August 16 Tentatively from 1PM - 4PM in late July/early August to ask for volunteer student counselors Time slot for introduction to organizations (booths/tables) at around 3PM

28 Student Affairs Welcome Picnic: August 25 in August to ask for 2 volunteers from each organization to help set up/clean up Pharmacy Field Day: August 27 or 28 Open discussion Class of 2020 Elections Info session: Thursday, September 15 Elections: Thursday, October 6

29 GSG Senators HSC Concerns Committee Goal: Broaden availability and collaborate with other officers Social Committee Goal: Pair and advertise Financial Committee Goal: Funding

30 GSG Senators - Funding Detailed Instructions: -for-funding 9 Key Steps Important Notes: Up to $2,500/semester for each organization Watch the deadlines! Read the policies and funding laws

31 GSG Senators - Funding Attend Financial Orientation Meeting Dates TBA (usually mid to late September) Funding Sources Organizational Funds Discretionary Funds Joint Funds Volunteer Funds GSG Deadlines (not updated on site) Vendors Scheduling space

32 GSG Senators - Funding Watch your calendar deadlines! Dates TBA (not updated yet) Budget Proposal: A form proposing a potential event for approval with all event expenses included (1 per event) Budget Proposal Form: Submit online

33 GSG Senators - Funding

34 GSG Senators - Funding Note: Rules for what GSG can fund can be found at

35 GSG Senators - Funding Expense Proposal: A form requesting payment for event expenses (1 per vendor) Expense Request Form: Submit online

36 GSG Senators - Funding Submit ALL original, itemized receipts to HSC Office Must be within 5 business days!! Event Evaluation Submit an event evaluation form with pictures Gift Memo Identifying gift recipients within 5 days of the event

37 Student Programs Calendar Party August 3rd, 6:30PM - dinner will be provided Each organization needs at least 1 (and up to 3) representatives Fraternity Pledging Events cancelled for Fall

38 Student Programs Monday Mail New Policy Will be sent out weekly Categories: Events This Week, Events Next Week, and Events Beyond Policy on Event Limitations Room Reservations

39 Student Programs Faculty Mentor Program Kathi Horgan Group Information Session for Class of 2020 with Dr. Wincor Year 2 and 3 Sibling Session on Aug. 16, at 12 noon lunch on the Quad, student-run orientation in the afternoon optional in August will be sent to ask for volunteers

40 QSAD/Alumni Representative

41 Community Health All patient care projects and health fair coordinators have been sent a survey to update their information. Projects that have not responded: APSA - Operation Diabetes, Directors of Medication Safety, IPSF Representative AIP- Director of Emergency Preparedness SNPhA- Healthy Youth Initiative, Diabetes Initiative, Power to End Stroke Survey Link :

42 Community Health Patient Care Project Recognition form All patient care projects must fill this out before the beginning of the school year Documents have been sent to project directors. Community Outreach Event Request form Health fairs, health education, other outreach events (clinics, MTM,etc). All fall events must be submitted by 7/13/16. Community Outreach Event Request Form:

43 Community Health Health Fair Coordinator and Project Director s Meeting ALL clinic directors, project directors and Health Fair Coordinators are required to attend one of the following meetings Meeting #1: Date: July 28th, 2016 Time: 7PM Locations: TBD Meeting #2: Date: August 8th, 2016 Time: 9AM Locations: TBD

44 Community Health New Community Health Outreach page on blackboard

45 Community Health Policies and Procedures Each patient care project director should have a policies and procedures including the following: Project title, purpose of project, activities that are supervised by the project, audience. Templates will be provided at the August Health Fair Meeting.

46 Public Relations Updated ASSP website WIP ASSP E-Board, Monday Mail, GSG Updates No poster for ASSP poster due to display cases being taken down (will send regarding ASSP board group photo) Update all organizations info on website Board group photo, contact info, meeting times, etc. Send to:

47 Agenda Dinner Policies and Procedures Executive Board Updates Bylaw and Constitution Revisions Wrap Up

48 Bylaw and Constitution Revisions Bylaw Voting Constitution Voting

49 Agenda Dinner Policies and Procedures Executive Board Updates Bylaw and Constitution Revisions Wrap Up

50 Wrap Up Important Student Dates Orientation Week: August 15-August 19 White Coat Ceremony: August 19 Classes Begin: August 22 Welcome Picnic: August 25 Pharmacy Field Day: August 27 or 28

51 Wrap Up ASC Fall Meeting Dates Meeting #3: August 8 (6pm-9pm) Calendar Party: August 3 (6:30PM-9:30PM) Treasurer s Meeting: August 22 (12-1pm) Meeting #4: September 12 (12-1pm) Meeting #5: October 10 (12-1pm) Meeting #6: November 14 (12-1pm) Meeting #7: December 12 (12-1pm)

52 Open Forum Wrap Up