Student Leaders Handbook Updated: 9/6/2016 1

Transcription

1 Student Leaders Handbook Updated: 9/6/2016 1

2 INDEX WELCOME 5 I. Student Group Websites: Updating & Maintaining Your Website 6 II. Office Space: Keys, Heating and Cooling 7 Keys Heating and Cooling III. Office Copiers, Printers and Computers 8 IV. Stationary, Copy Cards and Office Supplies 9 Stationary Copy Cards Office Supplies V. Fundraising 10 Soliciting Funds VI. Revenue Submissions 11 VII. Bulletin Boards 14 VIII. Easels 14 IX. Signing Out Classrooms and Other Rooms 15 X. The Weekly Brief 16 XI. Security 17 XII. Catering 17 Aramark Alcohol Policy XIII. Dean s Meetings with Student Leaders 18 XIV. The SBA Budget 19 The SBA Budget Policy Items and Events the SBA Will Not Reimburse XV. Grant for Supplemental Funds 22 XVI. Journals Budget Policy 22 2

3 Expense and Reimbursement Procedure Library Fees Travel and Entertainment Policy Hotels Corporate Credit Card XVII. Car & Van Rentals 24 XVIII. Booking Flights Through the Office of Student Affairs 26 XIX. Booking Hotels Through the Office of Student Affairs 27 XX. Board of Student Advisors Meetings 28 XXI. PIRC Groups 28 XXII. Paying Speakers/Independent Contractors 28 XXIII. Communications 29 Printed Materials Mailings XXIV. Library Journal Tables 30 XXV. LL.M International & Non-J.D. Students 30 XXVI. Incoming Mail 30 XXVII. 31 XXVIII. Starting a New Student Group 31 SCHEDULES Schedule A1 33 Schedule A2 34 Schedule B 35 Schedule C 36 Schedule D 37 Schedule E 38 Schedule F 39 3

4 Schedule G 40 Schedule H 41 Schedule I 42 Schedule J 43 4

5 Welcome, Student Leaders! This handbook is an information resource for Fordham Law School Student Leaders. In this handbook, you will find answers to questions you may have as you fulfill the tasks associated with your leadership position. Please read the handbook carefully so that you are familiar with the procedures and policies set forth below. The following Organizations and Departments contributed to this handbook: The Student Bar Association Academic Support Information Systems & Planning The Library The Mailroom Media Services The Office of Administration The Office of Communications The Office of Finance The Office of International and Non-J.D. Programs The Office of Student Affairs The Public Interest Resource Center 5

6 I. STUDENT GROUP WEBSITES: UPDATING AND MAINTAINING YOUR WEBSITE is the website address where information about the student run organizations will be found. These include the: Student Bar Association (SBA) and the students groups funded by the SBA: Public Interest Resource Center (PIRC) student groups; Student-edited Academic Journals, the Moot Court, Trial Advocacy, Alternative Dispute Resolution Programs; and other student organizations. Every student group is responsible for maintaining its own website with the Law School s Content Management System (CMS). Student groups should visit for a description of CMS and FAQs. JADU** At the beginning of every academic year, the incoming leadership of every student group must schedule a training session with Marianna Balquiedra, the Law School s Web Administrator. cmsadmin@law.fordham.edu to register for training sessions that will focus on how to update and maintain the group s website with the Content Management System (CMS). Every student group should designate at least one group member as the person with the authority and responsibility to edit the group s webpage. 6

7 II. OFFICE SPACE, KEYS, HEATING AND COOLING Office Space The offices for most of the Law School s student edited journals are located on the Lower Level of the Law School. The International Law Journal is located on the 3 rd floor of the Law School. A number of SBA, PIRC, and advocacy competition teams also have offices on the Lower Level of the Law School. The Moot Court Board s office is space located on the 1 st floor of the Law School. Meeting Space Room LL-133 on the Lower Level of the Law School is available for business meetings by SBA funded organizations. To sign out the space, please sbasecretary@fordham.edu. The space will be open to students 10am - 6:30pm, Monday- Friday. Please note that the Mailroom and Student Leaders may come into the space to deliver and pick up mail. Keys Journals At the beginning of every academic year, journal editors should meet with Aisha Harper, the Administrative Assistant for the Office of Administration, to sign out journal office keys. Her office is located in Suite Keys must be returned to Ms. Harper at the end of the academic calendar. Student Groups, PIRC groups, Competition Teams All other groups should meet with Aisha Harper, the Administrative Assistant for the Office of Administration, to sign out the keys to their respective offices. Her office is located in Suite Keys must be returned to Ms. Harper at the end of the academic year. Heating and Cooling To report any heating or cooling problems: Please submit a work order request at the following link: Work order requests can be placed at 7

8 You can also contact either Aisha Harper at or (212) or Assistant Dean of Administration Darin Neely at or (212) After 5:00 p.m. Mondays through Fridays and on Saturdays, Sundays, and Holidays call the Law School s Security Desk at (212) III. OFFICE COPIERS, PRINTERS, & COMPUTERS Information Systems & Planning is responsible for purchasing and leasing all computer hardware, software, and peripherals. Items in this category purchased or leased by any other means will not be reimbursed. ISP is responsible for any repairs made to equipment. To request repair assistance, contact the Law School s Help Desk at helpdesk@law.fordham.edu or (212) The IT Office DOES NOT supply paper, toner, or any other printer/copier supplies. Westlaw and Lexis-Nexis printer problems, as well as Canon Copier hardware problems, including jams and parts replacement, should be reported to the support number which is located on a sticker on the printer. Contacts: Help Desk Supervisor: Ruben Mendez rmendez@fordham.edu Director of Information Systems & Planning: Bernard Matthews bmatthews@fordham.edu

9 IV. STATIONARY, COPY CARDS, PAPER & OFFICE SUPPLIES Stationary Journals Ed Matthews, the Law School Mail Person, handles stationary orders for the Law Journals. He keeps at least one ream of letterhead and a ream of matching bond paper in storage. You can contact him at edmatthews@law.fordham.edu. Other Student Organizations Any student organization that uses Fordham University s name for any purpose must have their stationary conform to the University's style guidelines. This means that the telephone numbers, addresses and addresses on the stationary must be Fordham phone numbers and addresses. The only Fordham University organizations that are exempted from this rule are those organizations authorized to have federal 501(c)(3) status. No Fordham University student organization can use its stationery to fundraise. Any student organization that plans to initiate an individual, firm, or organization fundraising campaign, must use stationary from the Office of Student Affairs. In order to insure that there is sufficient stationary on hand, you must the Office of Student Affairs (lawstudentaffairs@fordham.edu) at least 5 business days in advance of when the stationary will be needed. A copy of the fundraising letter must be provided to the Office of Student Affairs and the Office of Development. Prior to soliciting funds, be sure to read Section V on Fundraising. Copy Cards To request a copy card for your organization, contact Aisha Harper at aharper@fordham.edu. In your , include the account to which the copies will be charged. 9

10 Lexis/Westlaw Paper The Law School s academic journals and the Moot Court Board have access to paper from Westlaw and Lexis. To order Westlaw paper, a request to Estee Waxman at sdesteewaxman@thomson.com. Office Supplies Journals Journal Business Editors should only order supplies from their Stapleslink account. Unless it is an emergency, supplies purchased in stores will not be reimbursed. An emergency purchase must be approved by the Assistant Director of Finance, Michael Twum. While food and beverages are available from Staples, the Office Supplies budget is intended to support the programmatic purposes of student organizations. The Law School s Office of Administration is responsible for the purchase and lease of all furniture and other office systems for the Law School. Any furniture or office system purchased or leased by any other means will not be reimbursed. Please contact Mr. Twum with any requests. Student Groups Student groups can purchase office supplies from a variety of sources. Organization Presidents or Treasurers should submit the original receipts within fourteen (14) days of purchase for reimbursement to the SBA. These expenses will be deducted from the groups annual budget allocation. V. FUNDRAISING Soliciting Funds Unless Fordham University has authorized your student group to have federal 501(c)(3) status, no Fordham University student organization should use its stationery to solicit funds. 10

11 Most, if not all, persons who donate money to a not-for-profit corporation seek a tax deduction (where eligible) for their donation. As a 501(c)(3) entity, Fordham University School of Law is the only legal entity that can issue the required receipts acknowledging a gift for tax purposes. When soliciting funds from an organization or individuals, you must use stationary from the Office of Student Affairs. In order to insure that there is sufficient stationary on hand, you must the Office of Student Affairs (lawstudentaffairs@fordham.edu) at least 5 business days in advance. You are required to provide the Office of Student Affairs and the Office of Development copies of the letters. Any student group that undertakes a fundraising campaign for an outside charitable organization (e.g., Red Cross), should make the donation DIRECTLY to that organization. Please purchase a Bank Teller s Check or a Money Order to donate the funds raised to the charitable organization. Fordham University CANNOT arrange for the payment of funds to an outside charitable organization. VI. REVENUE SUBMISSIONS Student Groups Any revenue raised to supplement an organization s budget must be submitted to the SBA Treasurer within fourteen (14) days of receipt using the SBA Deposit Form, attached as Schedules A1 and A2 (also available on the SBA website). Paperwork and revenue for the SBA Treasurer should be left in the Office of Student Affairs. The money should be counted and placed in a sealed envelope. On the outside of the envelope, include the name of the student group, the name and telephone number of a contact person, as well as the amount in the envelope. Personnel in the Office of Student Affairs will not open the envelope to confirm the amount in the envelope. It is the responsibility of every student organization treasurer to make sure the count is correct and that the correct amount is credited to the organization s account. 11

12 Student Groups submitting checks and cash must designate whether the funds represent a gift, fee, or a portion of both. Individual SBA student groups MAY NOT submit revenue directly to the Law School s Finance Office. The SBA Treasurer is responsible for tracking and recording the amounts collected for each group with the SBA as well as expenses. There are two types of Revenue Fees v. Gifts: Fees/Dues/Memberships: Funds paid as a cost of participation in an event, group, or dinner. The Payor receives the benefit of a meal ticket or housing for a trip in exchange for their payment. Examples: ticket sales for SBA Boat Cruise or fees for participation in Disaster Relief Network trip. (Fee revenue for the SBA should be deposited into the SBA Agency account). Gifts/Donations/Charitable Contributions: These are payments received from individual or firms who receive no benefit or a de minimus benefit (individual or firm listing) in return. Student groups soliciting funds from law firms or private donors must detail the amount of the gift that is eligible for a tax receipt and provide the name and address of the donor (and a contact name in the case of a business or firm). In the case where a gift check must be split, the gift portion will be placed in the gift line and the non-gift portion will be placed in the subcode miscellaneous revenue of the SBA gift account. To determine whether a payment constitutes a gift, consider the following questions: 1) Is the Payor expecting to receive a letter/receipt for tax purposes? Take into consideration the type of person who is making a donation or paying for a service. Generally, law firms, faculty, administrators, and staff will sponsor a group without expecting a benefit in return, in which case they are probably making a gift and expect a letter/tax receipt for tax purposes, however you should always confirm the intent of the individual or organizations. 2) Is the Payor receiving a benefit (goods or services) for the payment? 12

13 If no, the gift amount is equal to the value of the check. If yes (the donor receives some benefit), you must determine the value of the benefit. Benefits may include ad space or tickets to a dinner. To determine the gift portion, reduce the check value by the value of the benefit (see examples below). Examples: 1) Sullivan & Cromwell gives a $500 check to support Journal dinner. Firm does not receive any seats/tickets or ad space for the event. Gift: $500 and Fee: $0. 2) Thompson gives a $500 check to support ALSA dinner. In exchange, the firm receives 5 tickets to the dinner. Each dinner tickets costs $50. Gift: $250 and Fee: $250. (The value of the goods and services the firm received totals $250 (whether or not the firm uses the tickets), thus $250 is a gift eligible for a tax receipt.) 3) Sullivan & Cromwell gives a $500 check to support student dinner. Firm does not receive any seats/tickets but purchases an ad in the program dinner. The ad costs $100. Gift: $400 and Fee: $100. 4) Student John Doe pays $500 to attend Habitat for Humanity trip. The participation fee for inclusion in this group is $500. 5) Gift: $0 and Fee: $500. Determining the difference between gift and fee can be tricky but administrators in the Law School s Finance Office are happy to assist you with this process. No student group should keep funds in its office. Funds can be submitted to the Office of Student Affairs (Suite 4-101) for safekeeping in a safe that is accessible only to Law School administrators or staff. The Law School will not replace any revenue stolen from any student group that chooses to keep cash or check in its office. Journals 13

14 Journal subscription checks should be submitted to the Finance Office in Suite VII. BULLETIN BOARDS Announcements or notices for activities hosted by offices or organizations in the Law School are to be placed on the bulletin boards and are not to exceed 20" x 15". Each office and student organization at the Law School that has been assigned a bulletin board, or a portion of one, is responsible for the upkeep of its bulletin board. These offices and organizations are the only ones authorized to post or remove notices and announcements on their respective bulletin boards. Student Affairs bulletin boards for general announcements and upcoming events are available on the Lower Level, 3 rd and 4 th Floors of the Law School. All fliers placed on Student Affairs bulletin boards must be approved and stamped by the Office of Student Affairs. In keeping with the University's Alcohol Policy, Student Affairs is unable to approve announcements for events at bars or events advertising alcohol. If you are planning on posting multiple fliers, we encourage you to bring in a master copy to be stamped and photocopied. For recycling purposes, we also encourage that signs be made on white paper. Any notice posted on these bulletin boards without prior approval will be removed. Each office or organization placing dated materials on these bulletin boards will also be responsible for their removal after the announced activity has taken place. Do not post fliers or signs on the walls, doors, glass panes, sides of lockers or in bathrooms of the Law School. Any directional signs or notices should be placed on easels. VIII. EASELS Student groups can borrow easels from the Office of Student Affairs. To request an easel please contact Rebecca Gruia in the Office of Student Affairs, Mondays through Friday 14

15 between the hours of 9:30 a.m. and 5:30 p.m. Requests for use of an easel must be made at least 24 hours in advance. Last minute requests will not be entertained. The person borrowing the easel must leave an ID at the Office of Student Affairs while the easel is signed out. The ID card will be returned when the easel is returned to the Office of Student Affairs. IX. SIGNING OUT CLASSROOMS & OTHER ROOMS All students should sign into 25 Live at to reserve a room at Lincoln Center. Law School event spaces, classrooms, and seminar rooms are managed by the Office of CLE & Public Programs. Please make room reservation requests through 25Live at law.fordham.edu/reservations. For information on the Law School s room reservation policy and procedures, please visit law.fordham.edu/reservationspolicy. If you have a question or special request, please contact the Office of CLE & Public Programs Reservations Staff: LawEvent@law.fordham.edu Julian Phillippi jphillippi@fordham.edu Conference Manager Lowenstein Classrooms University Enrollment Group (212) th Floor Lounge, Lowenstein Ann Chillemi 15

16 (212) Media Services If you need media assistance in any of the Law School rooms listed above, contact Law School Media Services or (212) at least one week in advance. If you need media assistance in any of the rooms in the Lowenstein building, contact Lowenstein Media Services at (212) Third Floor and Second Floor Red Wall Tabling To sign out a table for student group tabling, please contact lawstudentaffairs@fordham.edu with group info, dates, times, and what it will be used for. X. The Weekly Brief The Weekly Brief is an electronic newsletter that is published every Wednesday morning by the Office of Student Affairs. The newsletter is ed to the entire Law School community so you are encouraged to advertise your events in this weekly e-newsletter. You can do this by sending information about your event to Executive Secretary Rebecca Gruia at (lawstudentaffairs@fordham.edu). Notice of your event must reach the Executive Secretary by 5:30pm on the Monday prior to the newsletter s publication. In keeping with the University's Alcohol Policy, the Office of Student Affairs cannot post announcements for bar-related events. The Student Bar Association will also be sending out a weekly digest. Please your announcements to sba@fordham.edu by Sunday at 5pm for that week. 16

17 XI. Security A Fordham University security guard is required for all events in which alcohol is served. There is a four hour minimum for security guard services. This means you are required to hire the guard for the minimum of 4 hours, even if your event will last less than 4 hours. Requests for a security guard are a charge that must be pre-approved charge by the SBA. A request should then be sent via to securitylc@fordham.edu and CC ed to lawstudentaffairs@fordham.edu. The cost will be directly charged from your organization s budget. Be sure to indicate that the invoice be sent to: Student Affairs Fordham University School of Law 150 West 62 nd Street Suite New York, NY Security must be notified of all events that are open to the public. To notify security about a public event, the name, time, and location of the event to securitylc@fordham.edu so the security desk will know to expect outside visitors. XII. Catering Aramark Catering Aramark provides catering and other services for events that take place at Fordham University. Catering arrangements must be made at least one week prior to the event. If you have budgetary constraints, we recommend that you speak with Aramark s managers so they can recommend an appropriate menu to meet your needs. To make arrangements, create a CaterTrax account at 17

18 To contact Aramark Catering call or come by the office in Lowenstein SL- 15. Alcohol Policy Aramark cannot provide alcohol service for any event where food is not served by Aramark. Aramark cannot provide bartenders to serve alcohol at events where the liquor has not been purchased by Aramark. Food must be served at all events where alcohol will be served. XIII. Dean s Meetings with Student Leaders Every academic year, the Dean will meet with student leaders at least once per semester. The SBA will notify every student organization about the time and location of the meeting. Student leaders should their respective members to gather any issues, suggestions, or concerns that they would like included on the meeting s agenda. The SBA will also solicit agenda items for the meeting. Every SBA and PIRC student group, journal, and the Moot Court Program should send AT LEAST one representative to the Student Leaders Meeting. XIV. SBA Budget The SBA Budget Policy 1. Every student group is required to have a Treasurer. The Treasurer is responsible for knowing the details of its group s budget. This includes having complete knowledge of the group s income, expenses and balances. The Executive board and the membership of every SBA funded organization should direct all budget questions to the group s Treasurer. The SBA has responsibility for over 60 groups and cannot be responsible for keeping track of the day to day budget details of every individual student group or alerting the group when its budget is low. However, an Executive Board member of any SBA funded group is welcome to stop by the SBA office or the SBA Treasurer to inquire about its group s 18

19 budget and to confirm that the SBA s and the group s accounting conform. Please do not send budget inquiries to the Office of Student Affairs. 2. One copy of the Budget Packets must be submitted to the SBA by the due date announced at the Treasurer s Meeting at the beginning of the Fall semester. A copy of the budget should also be ed to the SBA Treasurer at sbatreasurer@fordham.edu. 3. Budgets will be allocated for the year and there will be individual meetings to discuss additional funding. 4. Budgets of individual groups do not carry over from year to year. At the end of the academic year any money left in a group s account will be reabsorbed by the SBA. 5. Unless authorized by Fordham University, no student organization may maintain a checking account, savings account, or PayPal (or equivalent). Any student organization that violates this rule will be subject to decertification. 6. No student group will be reimbursed for any expense made above its allocated budget, unless the group has received prior written approval for additional funding by the SBA. 7. Any expense or event that exceeds $500 must be preapproved in writing by the SBA Treasurer. The preapproval form is attached as Schedule B (also available on the SBA website). 8. Groups may seek permission to use the Office of Student Affairs credit card when they have expenses over $250 and that cannot be invoiced. The cost of a venue for an outside event not related to alcohol, for example, can be invoiced to the Law School. All requests MUST reach the Finance Office no later than three (3) weeks before payment is due. This includes all expenses for authorized trips. Planning is key. 9. There are two types of reimbursements: petty cash for amounts below $100, and check requests for amounts of $100 and above. The reimbursement form is attached as 19

20 Schedule C. Please be sure to indicate the type of reimbursement you are requesting. Reimbursement requests must be accompanied by ORIGINAL RECEIPTS. Reimbursement must be approved by the SBA Treasurer and Assistant Dean of Student Affairs Nitza Milagros Escalera. Reimbursement generally takes 4-6 weeks. 10. Reimbursements must be filed fourteen (14) days within date of event. The SBA will not refund receipts after fourteen (14) days unless an extension has been approved by e- mailing the SBA President and Treasurer. 11. All reimbursement receipts related to a single event MUST be submitted at the same time or they will not be approved. Reimbursement receipts that are not approved will be returned to the organization s Treasurer. 12. All revenue must be reported to the SBA. When these funds are submitted for deposit, the group s Treasurer MUST note whether the money is a gift or a fee. See Section VI for details. 13. After the last day of classes in the spring semester, the SBA will NOT accept any reimbursements for expenses that have not been preapproved. 14. The SBA may entertain applications for additional funding from student groups. These applications will be reviewed for approval on a case by case basis. When applying for additional funding, groups should send an itemized budget to the SBA President and Treasurer. 15. End-of-year dinners should cost no more than $85 per person, including gratuity and service charges. A group s SBA budget may not be used to pay for end-of-year dinners. Limited funding may be available for these events on a case-by-case basis. Expenses for these events MUST be covered by ticket sales and/or donations. Please submit the Endof-Year Dinner Information Form, attached as Schedule D, to the Office of Student Affairs and the SBA (sba@fordham.edu) as soon as the dinner is booked, both for approval from the SBA and to make sure that the event is on the Dean s and Office of Student Affairs 20

21 calendars. 16. In order to be eligible for funding the following academic year, every SBA funded student group must submit an end of year report to the SBA Secretary and the Office of Student Affairs. The report is due no later than May 31 st and should include information about how the funds allocated by the SBA were used for programming. See page 9 of Schedule H for an excellent format proposal by the Public Interest Resource Center. Only expenses related to the authorized purpose(s) of the organization will be reimbursed from SBA funds. The following items and events will NOT be reimbursed Scholarships: Money to cover scholarships, grants, and prizes. There are NO EXCEPTIONS. Bar Events and other parties: SBA funding may be used only after the group has received PREAPPROVAL from the SBA. Payments for Personal Services: The University cannot reimburse students or staff members for direct payments made to independent contractors or speakers. This includes, but is not limited to, payments made by students via check to photographers, speakers, or caterers for services rendered. See section XXII for more details. XV. Grant for Supplemental Funds Student groups may apply for a grant to receive supplemental funds or other resources in support of their law-related event or activity. The application for this grant is attached as Schedule E. Applications for a grant from this fund will be due two weeks after the SBA has notified student groups of their budget allocations. Supplemental funding offered by the Assistant Dean of Student Affairs is limited and comes 21

22 from a discretionary fund. Student groups that receive additional funding through this grant process must submit a post-event report to the Assistant Dean of Student Affairs. A copy of the information to be included in the report is attached as Schedule F. The Office of Student Affairs will provide the SBA a list of every student organization that has applied for supplemental funding and the amount that has been awarded to the group. XVI. Journals Budget Policy Expense & Reimbursement Procedure All reimbursement requests must be accompanied by: (i) a completed reimbursement form signed by the Business Editor; (ii) original receipts; and (iii) the home/business address, and (iiii) FIDN of the student/vendor. If the invoice provided shows a remaining balance, but has been paid off in full, an original receipt or a copy of your credit card statement showing the full payment is required. For questions, please contact the Finance Office at (212) Library Fees A journal is authorized to pay for late fees for books borrowed by journal members for journal purposes. The individual journal member is responsible for any missing books borrowed for journal purposes. Travel & Entertainment Policy Food: Restaurant and Catering purchases made with journal funds must have underlying business purpose. Receipts of the meal and the names of those in attendance must be documented. Airline Tickets: Travelers should choose coach class. Unless there is an emergency, airline tickets should be purchased at least twenty-one 22

23 days before departure. Receipts of airline tickets submitted must contain a description of the reason for the trip. (For example, Attend ABA-Mid Year Meeting. ) Rail Tickets: Travelers should choose coach class or the equivalent. The Law School will not pay for any upgrades. Hotels The University s Office of Conference Services will make reservations for distinguished out-of-town guests of the Law School. Guests are responsible for any amenities and/or upgrades. Please contact the Journal Coordinator if you need to make reservations. Corporate Credit Card A corporate card may be used to purchase refreshments for office meetings but may NOT be used to purchase alcohol. Please contact Laura Gibney at lgibney@fordham.edu for further details. The corporate card is available Monday through Friday, between 9:30 a.m. and 5:00 p.m. Arrangements for use of the card must be done at least two weeks before the charges will be made. Last minute requests to use the card will not be entertained. XVII. Car & Van Rentals Car rentals are arranged through Fordham University s Office of Procurement. Student Groups must work with the Executive Secretary (lawstudentaffairs@fordham.edu) in the Office of Student Affairs to make arrangements for a car or van rental. Do not contact the Office of Procurement directly. Unless an order for car and van rentals is made at least two weeks prior to a trip, the Office of Student Affairs and the University s Office of Procurement cannot guarantee a reservation. Prior to meeting with the Executive Secretary about car or van rentals, please gather the following information. 23

24 1) A list of all trip participants and personal information that includes the following: a) full name as it appears on their official ID, b) address, c) telephone number, d) date of departure and return, e) if relevant, the airports from which the student is departing and returning (it is preferable that as many people as possible depart and return to the same airport). 2) A list of every individual who is designated as a driver (primary and secondary). Every designated driver must supply: a) their driver s license number; b) the state in which it as issued; c) the license s expiration date; d) date of birth; e) age. 3) Number of cars/vans requested 4) Number of passengers (if this differs from the number of trip participants) 5) Flight times* 6) Airline* 7) Budget line 8) Purpose of travel 9) Intended time and location of rental pick up 10) Intended time and location of rental return * May be omitted if your trip is within New York City. Select an Enterprise location that you would like to pick up the vehicle. Enterprise locations can be found through their website: All drivers must be present at the time of van rental pickup. 24

25 DO NOT take out extra insurance at the time of the car or van pickup. It will be billed as an extra charge on the account and will become an unexpected expense that will be charged to your organization s budget. When Fordham University s Procurement Office arranges for an organization s car or van rental, it automatically arranges for insurance to be provided. A rental company may not mention that this "extra insurance" is being added to your bill. Please review the bill carefully when you pick up the vans to make sure that the company is not adding this charge to your bill. XVIII. Booking Flights Through the Office of Student Affairs When booking a flight through the Office of Student Affairs, you must submit a signed SBA Preapproval Form to the Executive Secretary. There are two ways you can make your flight arrangements for your group s travel. First, you can arrange a flight with a travel agent. After arranging all the details of the flight reservation, provide these details to the Executive Secretary along with a third party credit card authorization form. The Executive Secretary will complete the reservation with payment. The cost of your flights will be billed directly from your groups SBA group or gift accounts, or your group s supplemental funding account. The second method is to book flights by means of an online site (either third party or the carrier directly). Find the flight deal you would like to book on the site and then provide the EXACT website, carrier, flight number, departing city, arrival city, date, and times of the flights to the Executive Secretary. In addition, she will need the full name (first, middle, last) of every passenger as it appears on their ID. You will also need to provide the date of birth and gender of every passenger. In some cases, the Executive Secretary may need additional information. The cost of your flight will be billed directly to your SBA group account. PLEASE BE SURE THAT all dates, times, and departure locations of your flights are correct before submitting them to the Office of Student Affairs for booking. The Office of 25

26 Student Affairs will not pay for cancellation or change of flight fees. All additional fees will be deducted from your SBA budget account. There will be no exceptions. 26

27 XIX. Booking Hotels Through the Office of Student Affairs When booking a hotel through the Office of Student Affairs, you must submit a signed SBA Preapproval Form to the Executive Secretary. There are two ways to book a hotel. First, you can speak with the hotel directly and arrange the room reservation(s). Let the hotel know that a third party credit card will pay for the room and tax only. They should then send a credit card authorization form to the Office of Student Affairs so that the Executive Secretary can provide the appropriate payment information. Note: The Office of Student Affairs will only pay for room and tax. Incidentals will not be included. Additionally, if the hotel is in New York State, the University s tax exemption will apply. Following your stay, you MUST submit all the original receipts related to your hotel stay to the Executive Secretary within a week of your return. Failure to do so may result in a student group being denied access to the corporate card. The cost of your hotel stay will be billed directly from your SBA group account. The second method is to book a hotel room online through a booking site such as Travelocity or Expedia. Provide the Executive Secretary the site where you found the deal, the number of rooms needed, the type of rooms desired (double, single, etc.), a list of all travelers, and the exact check-in and check-out dates. The cost of your stay will be billed directly to the organization s SBA group account. The Executive Secretary will book your rooms and forward the room reservation details. PLEASE BE SURE THAT all check-in and check-out dates and times of your hotel reservation are correct before submitting them to the Office of Student Affairs. The Office of Student Affairs will not pay for cancellation or change of date fees. All additional fees will be deducted from your organization s SBA budget account. There will be no exceptions. 27

28 XX. Board of Student Advisors Meetings The Reimbursement Form for Board of Student Advisor Meetings with their assigned students is attached as Schedule G. XXI. PIRC Groups Please see The Public Interest Resource Center Policy Guidelines, which is attached as Schedule H. XXII. Paying Speakers/Independent Contractors Pursuant to federal tax rules, individuals invited to speak for a fee at a student group event or an independent contractor (photographer, caterer, etc.) must be paid with a check issued directly by Fordham University. Any student that pays for a speaker/independent contractor from personal funds will not reimbursed. The speaker must complete a W-9 form. A copy of the form is available at: When making a request for payment to a speaker/independent contractor, submit a SBA Check Request Form, which is attached as Schedule I, with documentation of the fee that is to be paid to the speaker. The completed W-9 form must accompany the check request. To reimburse a speaker/independent contractor his/her traveling costs, submit a SBA Reimbursement Form with the speaker s full name, address, and his/her social security number. A completed W-9 form must accompany the check request. Checks will be issued to the individual directly from the University s Accounts Payable Department. 28

29 XXIII. Communications Printed Materials The Office of Communications can create Save the date cards, invitations, and journals/programs for student groups and journals. If you would like to have design assistance from the Communications Office for printed materials, please refer to the table below. If you want Reach out to What you will need Target in- Communications hand date Save the Date 10 weeks before your Text that you would like on 8 weeks before cards event the card submitted via your event Invitations 7 weeks before your Text for the invitation 4 weeks before event submitted via your event Program/Journal 5 weeks before your Text and ads submitted via 1-2 days event . Ads should be sent as before your PDFs; text should be in Word. event The Communications Office cannot guarantee assistance if your request does not meet the above schedule. The Communications Office recommends that you contact them with information about your events earlier rather than later, even if all the information about your event is not finalized. Contact Carrie Johnson at cjohnson@fordham.edu with your request. Printing costs will be billed directly to your SBA budget. Please be sure to let the SBA Treasurer know of your printing costs. In the event the Communications Office requests a budget line prior to printing your order, please ask them to contact the Executive Secretary in the Office of Student Affairs. Mailing If you are printing more than 600 pieces for mailing, the Communications Office can arrange for the printing company handling the project to mail your save the date cards 29

30 and/or invitations. If you plan to avail yourself of this service, please provide the Communications Office with a mailing list in an Excel format. When you create the Excel spreadsheet, please list each data in its own discrete cell. For example, there should be one cell for the first name; one for the last name; one for the first line of the street address; one for the second line of the street address, etc. Please plan ahead. If you know that you will need 600 or more pieces printed, please contact the Communications Office in a timely manner. XXIV. Library Journal Tables Please see Law Library Privileges and Responsibilities for Fordham Student-Run Law Journals, which is attached as Schedule J. XXV. LL.M. INTERNATIONAL AND NON-J.D. STUDENTS THE LL.M office circulates to all LL.M students (and posts on their website) a weekly electronic newsletter posting events and other information of interest. All student groups are encouraged to send short notices of their events for posting. XXVI. MAIL The mailroom does not accept student personal mail. To ensure that you receive mail related to your student group, the name of your student group MUST be on all incoming mail. The acceptable format is as follows: Student Leader s Full Name (optional) Student Group Name Fordham University School of Law 150 West 62 nd Street New York, NY

31 Incoming mail that does not contain the name of your student group will be returned to sender. Mail for student clubs and organizations will be delivered to Room LL-133. Each club will have a mail box. LL-133 will be open from 10am - 6:30pm, Monday - Friday. XXVII. Every student group must have and regularly check its address. These s can be set up through the IT Department by contacting the Help Desk lawhelpdesk@fordham.edu, lawcustomercare@fordham.edu or The group s address should be provided to the SBA and the Office of Student Affairs. XXVIII. Starting A New Student Group New student groups should a brief name, mission statement, by laws and programming ideas to the SBA President at sba@fordham.edu and to the Office of Student Affairs at lawstudentaffairs@fordham.edu. Upon approval, a new student group must send a list of its group s executive board to the SBA President at sba@fordham.edu, the SBA Secretary at SBAsecretary@fordham.edu and the Office of Student Affairs at lawstudentaffairs@fordham.edu. New student groups are eligible for SBA funding at the beginning of the semester after they have been approved as a student group by the SBA. 31

32 SCHEDULE A1 SBA Deposit Fees Form 32

33 THE STUDENT BAR ASSOCIATION AT FORDHAM UNIVERSITY SCHOOL OF LAW FEE DEPOSIT FORM All deposits must be made within 14 days of receipt. Checks and cash should be attached to this form in a sealed envelope with the deposit amount written on it. This form should be only to deposit fees. For guidance on the difference between a gift and a fee, please refer to chapter VI of the Student Leaders Handbook. Please submit two copies of this form. 1. Group name: 2. Amounts to be deposited: a. Checks...$ b. Cash...$ c. Total...$ Please deliver your completed form to the Office of Student Affairs. Please questions to SBAtreasurer@fordham.edu APPROVED BY: (FOR OFFICE USE ONLY) DATE: 33

34 SCHEDULE A2 SBA Deposit Gifts Form 34

35 THE STUDENT BAR ASSOCIATION AT FORDHAM UNIVERSITY SCHOOL OF LAW GIFT DEPOSIT FORM All deposits must be made within 14 days of receipt. Checks and cash should be attached to this form in a sealed envelope with the deposit amount written on it. For guidance on what constitutes a fee, as opposed to a gift, please refer to chapter VI of the Student Leaders Handbook. Submit two copies of this form. Donor (Include contact person for donating firms.) Donor address Fee amount Gift amount 1 Contact: $ $ 2 Contact: $ $ 3 Contact: $ $ 4 Contact: $ $ 5 Contact: $ $ 6 Contact: $ $ 1. Group name: 2. Donations to be deposited: Please list additional donors on the back of this sheet. Total fee deposit: $ Total gift deposit: $ Please deliver your completed form to the Office of Student Affairs. Please questions to SBAtreasurer@fordham.edu (FOR OFFICE USE ONLY) APPROVED BY: DATE: 35

36 36

37 SCHEDULE B SBA Event Preapproval Form 37

38 THE STUDENT BAR ASSOCIATION and THE OFFICE OF STUDENT AFFAIRS AT FORDHAM UNIVERSITY SCHOOL OF LAW EVENT & CREDIT CARD PRE-APPROVAL FORM A board member must submit this form to the Office of Student Affairs at least 14 days prior to any event costing over $ Group name: 2. Event name: 3. Event date: 4. Event coordinator: a. Food and beverages...$ b. Guest speakers or panelists...$ c. Transportation...$ d. Facilities...$ e. Miscellaneous...$ f. Total...$ (i)group Account...$ (ii)gift Account...$ (iii) Supplemental Account..$ Guest speaker and independent contractor fees and expenses must be paid with a University check (see the SBA Check Request Form). Requests to use the Student Affairs credit card should be made to the Office of Student Affairs after submitting an Event Pre-approval Form. When planning an event, please refer frequently to the Student Leaders Handbook, which contains important information regarding: advertising and announcements (chs. VII & X); room reservations (ch. IX); event security (ch. XI); catering and food service (ch. XII); reimbursements (ch. XIV); vehicle rental (ch. XVII); and other topics. Please deliver your completed form to the Office of Student Affairs. Please questions to SBAtreasurer@fordham.edu. (FOR OFFICE USE ONLY) SBA APPROVAL: DATE: STUDENT AFFAIRS APPROVAL: DATE: 38

39 SCHEDULE C SBA Reimbursement Form 39

40 THE STUDENT BAR ASSOCIATION and THE OFFICE OF STUDENT AFFAIRS AT FORDHAM UNIVERSITY SCHOOL OF LAW REIMBURSEMENT FORM This form and accompanying receipts must be accompanied by a complete photocopy for processing. A reimbursement package will not be considered complete unless submitted in duplicate. All applications for reimbursement must be submitted within 14 days of the expenditure. A separate Reimbursement Form must be submitted for each reimbursee. All expenditures from an event should be noted on a single Event Expense Form, to be submitted after the event occurs. Original receipts must be submitted. Attach receipts to Receipt Submission Sheets with transparent tape. You can only be reimbursed for expenditures paid with Credit/Debit cards. Expenditures paid in cash cannot be submitted for reimbursement. 1. Reimbursement amount is: less than $100 (petty cash) $100 or more (check) 2. Group name: 3. Event or expenditure: 4. Expenditure date: 5. Person to be reimbursed: a. Fordham ID number: A b. Address: c. address: 6. Amounts to be reimbursed from group accounts: a. Gift account:...$ b. Group account:...$ c. Supplemental Funding:..$ d. Total:...$ Please deliver two copies of your completed form to the Office of Student Affairs Rm Please questions to SBAtreasurer@fordham.edu. (FOR OFFICE USE ONLY) SBA APPROVAL: DATE: STUDENT AFFAIRS APPROVAL: DATE: 40

41 SCHEDULE D End of Year Dinner Information Form 41

42 Fordham Law Student Organization & Journal End-of-Year Dinners Information Form If you have requested that a member of the Law School Administration speak at your organization s end ofyear dinner, we request that you provide us with all of the information on this form (either in the form or through attachments). The compilation of this information will be of great help to us as we prepare comments for your dinner. Congratulations on a successful year. We look forward to celebrating with you in the weeks to come! Return this form by March 03, 2017, to the Office of Student Affairs or via to the Executive Secretary at (lawstudentaffairs@fordham.edu) Student Organization/Journal Name: Date & Time of End-of-Year Event: Location of End-of-Year Event: Who should be mentioned and/or recognized in the speech given by the attending Law School administrator? (Please include full names, a pronunciation guide, and the relevant title of the people being recognized. Include student leaders within your organization, faculty sponsors, and award-winners, as applicable.) Page 1 of 2 Return to Office of Student Affairs by March 03,

43 Please include, here or as an attachment, a list of the major accomplishments of your group/journal this year. (Please include the number of issues you published, if a journal, special events you hosted, honors and awards received, competitions won, national ranking information, as applicable, etc. This information will help the attending administrator best prepare her/his remarks.) List all students who will assume leadership roles in your organization in the school year. (Please include full names, class years, pronunciation guides, and the full titles of the leadership roles they will assume.) Is there anything else you would like mentioned in the administrator s speech? Page 2 of 2 Return to Office of Student Affairs by March 03,

44 SCHEDULE E Supplemental Funding Grant Application 44

45 FORDHAM UNIVERSITY SCHOOL OF LAW ANNUAL GRANT APPLICATION GENERAL INFORMATION Fordham University School of Law recognizes that student organizations may wish to pursue a law-related activity or sponsor an event but are unable to do so without funds or resources over and above those appropriated through the Student Bar Association budget process. Through generous gifts from alumni and friends and the limited discretionary funding of some administrative offices, resources may become available for student group initiatives that advance the Law School s mission to be of service to others and to provide an education that uniquely combines academic excellence, skilled lawyering, and the primacy of ethics and professionalism. With this in mind, the Law School has established a process by which a student organization may apply for supplemental funds or other resources in support of a law-related event or activity. It is our hope that this process will provide student organizations better information about the funds available to them for programming earlier in the academic year. This will allow program organizers the ability to focus their efforts on planning the event or activity. Applications for this additional funding will be reviewed and evaluated by the Dean, the Associate Dean for Academic Affairs and the Assistant Dean for Student Affairs. Funds are limited. Therefore student organizations are encouraged to plan their programs early in the academic year. Applications will be evaluated based on the following criteria: 1. Thoroughness and quality of planning and organization of the event or project. 2. The quality and scope of outreach to involve a broad range of students in the activity or project. 3. The capacity of the event or project to advance the Law School s mission. 4. The extent to which the activity or project represents a collaborative effort with other students, student groups or faculty. 5. The benefit of the event or project to the larger Fordham Law School community. 45