Student Organization Handbook 2017-2018
Table of Contents EVENT PLANNING... 2 Contact Information... 2 General Meetings & Events... 2 General Meetings Policy... 2 Table-Sitting (a/k/a Tabling )... 3 Publicity... 3 Flyers... 3 WhittierTV... 3 Posters... 4 Weekly Events Email (Distributed Every Monday)... 4 My.Whittier Central Events Calendar... 4 SBA Whiteboard Announcements... 4 Off-campus Publicity... 4 Catering... 4 Alcohol Policy... 5 DISABLED STUDENT AWARENESS... 5 FACILITY USAGE... 5 Contact Information... 5 Office Space... 5 Honors Organizations... 5 Student Organizations... 6 Student Organization Mailboxes... 6 Supplies... 6 Copy requests... 6 Student Organization Bulletin Board... 6 BUDGET AND FINANCIAL PLANNING... 7 Contact Information... 7 Reimbursement of Out-of-Pocket Expenses... 7 Purchase Orders... 7 Student Bar Association... 8 Payment of Dues... 8 Monthly Budget Reports... 8 Donations... 8 Additional Funding... 8 1
EVENT PLANNING Contact Information Office of Student and Alumni Relations studentrelations@law.whittier.edu Radha Pathak, Associate Dean of Student and Alumni Engagement rpathak@.law.whittier.edu Trenise Bates, Director, Office of Student and Alumni Relations tbates@law.whittier.edu General Meetings & Events General Meetings Policy The number of student events shall not exceed FOUR during any period of time. If a student event includes an external speaker, then it should be the only event taking place. Center and other faculty related events will usually take place on Tuesdays and Thursdays between 12:00-2:00 pm. Student organization events and general meetings should take place on Mondays and Wednesdays from 12:30-1:30 pm or any other time except Tuesday and Thursdays between 12:00 and 2:00 pm. To reserve a date and time for any event (this includes general meeting and larger events), the responsible officer of the sponsoring student organization should complete an online Event Planning Form https://www.law.whittier.edu/index/wls-tools2/student-event-planning (found on my.whittier under the Student Organizations tab). This form must be submitted for all on AND off campus events. Because of the limited availability of rooms on campus, the responsible officer should complete the form as soon as the date and time of the event has been set, no later than three weeks prior to the event or meeting. Once a room has been confirmed, the responsible officer of the sponsoring student organization will receive an email with the room assignment. No student organization meetings or events are to be scheduled during the first week of any semester. Please notify the Office of Student and Alumni Relations if there are cancellations and changes to any event that has been pre-approved. 2
Table-Sitting (a/k/a Tabling ) Student Organizations wishing to reserve a table in the lower concourse for fund-raising or distributing information should fill out the online Tabling Form and describe the tabling event in the description box at least one week in advance of the desired date. https://www.law.whittier.edu/wlstools2/event-tabling No more than three groups will be permitted to table in the concourse at one time. (The Office of Student and Alumni Relations may allow four groups at certain times of the year.) No organization will be permitted to table for more than three days in one week and no organization will be permitted to table for more than six days in a consecutive two-week period. The Office of Student and Alumni Relations reserves the right to cancel or reschedule tabling request after it has been approved, for any reason. We will of course try not to do so, but it may be necessary. Publicity There are four ways the Office of Student and Alumni Relations can help you publicize your events: by printing your flyers for you to post on campus, by posting your flyer on WhittierTV, by printing a large poster to hang outside Room 1, and in the weekly events email. After your event has been approved, you must submit the flyer in both jpeg and pdf formats for approval to studentrelations@law.whittier.edu. Flyers containing any inappropriate content, including photos or pictures of alcohol, will not be approved for posting on campus. Flyers Student organizations will be permitted up to five flyers per event posted on campus. Once flyers are approved, they will be stamped and you will receive an email to pick them up from the Office of Student and Alumni Relations. Flyers are prohibited on walls, doors, windows, and in classrooms and restrooms. Flyers found in these areas will be removed. The only bulletin boards that student organizations may post flyers are: by room 2; on the bulletin board between rooms 10 and 12; on your respective student organization's bulletin board space; the additional board closer to the bookstore. WhittierTV If you wish to have your event advertised on WhittierTV please email a JPEG version of your flyer to studentrelations@law.whittier.edu after your event has been approved and it will be posted within a reasonable time of the event. 3
Posters If you wish to have your event advertised on a large poster hung outside Room 1, please email a pdf version of your flyer to studentrelations@law.whittier.edu. Student organizations will be permitted to have one standard size poster per event hung in the classroom building. The poster will be printed once, so make sure it is entirely correct before asking to have it printed. Weekly Events Email (Distributed Every Monday) Student organizations wishing to advertise meetings or events via the Weekly Events Email must notify the Student and Alumni Relations Office of the event or meeting details no later than the Thursday before the Weekly Events Email is to be sent. Only events for the next two weeks will appear in the email. This is the only way to advertise events via email to the campus community. Individual emails will not be sent out to advertise specific student organization events. My.Whittier Central Events Calendar The central events calendar has every type of event on campus (ASP/Bar Prep, Centers & Institutes, Career Development, Student Organizations). Please consult the calendar before scheduling an event. The calendar is searchable and you can subscribe to it via an RSS feed. You can download events to your personal calendar or have events automatically sent to you via email or text message. View all events or choose to see only those in select categories (Class Year, Student Organizations, etc). A list of upcoming events will also appear on the homepage of my.whittier. SBA Whiteboard Announcements Student organizations are NOT permitted to make announcements in classrooms or write on white boards in classrooms. The only organization that is permitted to do so is the SBA. Off-campus Publicity Student organizations wishing to publicize events to alumni should email a request to Dean Pathak and Director Bates. Catering It is highly encouraged, but not required, to use Bon Appétit, the on-campus catering company, for on-campus events. 4
Alcohol Policy Student organizations wishing to serve alcohol at a student organization sponsored event, either on or off campus, must fill out the Alcohol Consumption part of the Events Planning Form. Student organizations planning to serve alcohol at an event must comply with the Whittier Law School Alcoholic Beverage Policy and the SBA By-laws relating to alcohol consumption. Alcohol can be served for no more than two hours, only beer and wine can be served, and drinking games are not allowed. The sponsoring student organization must designate a responsible party who will refrain from drinking alcohol and who will agree to abide by local and state regulations regarding the distribution of alcohol at the event. Under certain circumstances, the responsible party must check official government IDs before alcohol can be served to ensure the alcohol consumer is over twenty one years of age. If money is exchanged in any manner (donations or any type of admittance tickets), a permit application must be completed one month prior to the event and submitted to the City of Costa Mesa. Please ask the Associate Dean of Student and Alumni Engagement for more information. DISABLED STUDENT AWARENESS When planning all events, student organizations should be cognizant of the fact that Whittier Law School has students with varying disabilities, e.g., visual, auditory, physical, who may wish to attend their events. Student organizations should make arrangements to accommodate those students disabilities. Please contact the ADA Coordinator, Trenise Bates at tbates@law.whittier.edu if you have any questions regarding accommodations. FACILITY USAGE Contact Information Facilities Management, 714-444-4141 Don Harvey, Director, ext. 422, dharvey@law.whittier.edu Maribel Cerna, Assistant, ext. 421, mcerna@law.whittier.edu Office Space Honors Organizations Each of the honors organizations and SBA shall have a dedicated space on campus. Access to honors organization offices is by student ID card and/or key. At the beginning of each academic year, the 5
Elected Leader of each group will submit a list of officers to the Office of Student and Alumni Relations. The Office of Facilities Management shall then program the outer office doors to permit access. Honors groups that reside in a keyed office will need to make a $20.00 per key deposit with the Business Office. After receiving this deposit, the Business Office will issue the officer a yellow receipt. Present the receipt to the Facility Management Office to pick up the key. When the key is no longer needed, return the key to Facility Management Office. Your receipt will be returned to you and you may recover your deposit from the Business Office. Student Organizations Student Organizations may request a locker in the Student Organization Central room. A locker combination will be issued to each group s assigned locker. The Student Organization Central room has a conference table for shared use. Students wishing to have meetings must still schedule rooms for student organization general meetings and events. At the beginning of each academic year, the Elected President of each group will submit a list of officers to the Office of Student and Alumni Relations. The Office of Facilities Management shall then provide ID card access to four of the student organizations officers. Student Organization Mailboxes Each student organization has a mailbox in the Student Organization Central room. An officer of the organization should be responsible for checking and emptying the mailbox on a frequent basis. Supplies Office supplies should be ordered with student organization funds through the Office of Facilities Management. Copy requests Copy request forms are located in Facilities Management. Complete the form, attach what you wish to be copied and deliver the project to the Office of Facilities Management. Once the project is finished, you will receive an email to pick it up. Please allow at least a 24-hour turnaround time for all photocopying projects. Student Organization Bulletin Board Each student organization has a section of the bulletin board in the hallway between the mailboxes and the Bookstore. Each student organization is free to post announcements and other information on its section of that bulletin board. 6
BUDGET AND FINANCIAL PLANNING Contact Information Business Office Christine Do, Manager, ext. 288 cdo@law.whittier.edu Reimbursement of Out-of-Pocket Expenses For out-of-pocket expenses related to the student organization, please complete and submit a reimbursement form (found on my.whittier) for the approval of the Associate Dean for Student and Alumni Engagement. Reimbursement forms must include the signature of the organization s president, treasurer, and faculty advisor. Original itemized receipts must be attached to the reimbursement form (credit card payment forms or statements alone are not considered itemized receipts). Whittier Law School does not provide students with a per diem for travel, but will reimburse students for reasonable costs associated with organization-related travel. All student travel should be prudently planned so that the best interests of Whittier Law School are served at the most reasonable cost. Excessive costs or unjustifiable costs are not acceptable and will not be reimbursed. Whittier Law School will not reimburse students for alcohol unless it is for a pre-approved oncampus event. Once processed, the School will issue the student a check in the amount of the out-of-pocket expense. Reimbursements are paid through the student organizations available funds. Purchase Orders Purchase Orders must be requested through the Business Office. Advanced planning is required to utilize a purchase order. For instance, if a student organization is paying a speaker for an event, they can submit a purchase order for the speaker fee and the School will cut a check directly to the speaker out of the student organization s available funds. A Purchase Order must be signed by the student organization s president, treasurer, and faculty advisor, and then submitted for the approval of the Associate Dean for Student and Alumni Engagement. Back up (i.e. invoice) must be attached to the Purchase Order or it will not be processed. More information on how to fill out a Purchase Order can be found under the Student Organization tab on my.whittier.edu. 7
Student Bar Association At the beginning of each semester, the SBA shall make initial monetary disbursements to each student organization that applies as indicated in the SBA By-laws. In order to qualify for initial funding, the President and Treasurer from each organization must attend a funding meeting with the SBA at the beginning of the fall semester. Additional disbursements are available to student organizations as indicated in the SBA By-laws. Payment of Dues When students pay dues to your organization, all checks should be made payable to Whittier Law School and the name of the organization written on the memo line in the lower left-hand corner. All Dues are collected by the organization s treasurer and to be taken to the Business Office for deposit (crediting the Revenues section of the Organization). The yellow copy of the Receipt Deposit should be kept for reconciliation with the Monthly Report. Monthly Budget Reports Monthly Budget Reports are issued by the Business Office (one week after month ends). An organization s president or treasurer can request a copy of the Budget Report from the Business Office or by email to the Business Office Manager. Donations For donors who wish to contribute to your organization, the Whittier Law School (Whittier College) Federal Tax ID No. is: 95-1644048. The non-profit status is for the school, not the student organization. Therefore, the check must be made payable to Whittier Law School. On the description line at the bottom of the check, the donor should write in the name of your organization. The funds will then be credited to your organization s account. Additional Funding Any student organization that requests additional funding for an event must first make a request to the Student Bar Association. The procedure for requesting additional funding is found in the Student Bar Association Constitution and By-laws. The Office of Student and Alumni Relations has a limited amount of funding for students to attend competitions and off-campus conferences. Requests should be made at least 6 weeks in advance of the scheduled event using the Application for Supplemental Funding found on my.whittier.edu under student organization documents. The Office will only consider additional funding requests after the student organization has requested funding from the Student Bar Association. Organizations should 8
not make requests for funding to other law school administrative offices. The Office of Student and Alumni Relations will coordinate student organization funding through other administrative offices. 9