Student Group Training Student Assembly 2008-2009 2009
What will be covered today? Introductions Student Group Benefits Event Funding Request Pritika Chatterjee Jennifer Deal Alden Gross Who to contact? How to apply? Do s s and Don ts of FUNDING! Event Advertising/Publicity Websites Community Affairs SOURCE/Baltimore Week Meghan Davis Meghan Davis Erin McDonald Mindi Levin Questions/Discussion
Student Assembly The Student Assembly is the governing body of the JHSPH Student Association. The Assembly board consists of: 12 Executive Members, 12 Members-At At-Large, and 1 Departmental Representative from each of the 10 Departments at JHSPH
Executive Board President: Pritika Chatterjee President-Elect: Lynn Huynh VP Communications: Meghan Davis VP Social/Cultural Affairs: To be elected VP Student Groups (Acting): Jennifer Deal VP for Community Affairs: To be elected VP for Quality of Life: To be elected VP for Honors and Awards: To be elected Treasurer: Alden Gross MPH Officer: Sophie McKenney Ex-Officio: Hsien Seow sapres@jhsph.edu assembly@jhsph.edu sacomm@jhsph.edu sasocial@jhsph.edu sastdgrp@jhsph.edu sacomaff@jhsph.edu saqlife@jhsph.edu saawards@jhsph.edu satreas@jhsph.edu samph@jhsph.edu saexoffi@jhsph.edu
**SA OFFICES** Student Assembly Main Office E3009 Student Group Resource Room E3011 Assembly Conference Room E3007 Email sastdgrp@jhsph.edu to find out how to use these rooms http://www.jhsph.edu/assembly/access_request.pdf
Student Group General Info 2008-2009 2009
Student Group Benefits Reserve classrooms, conference rooms or other space within the School of Public Health for group meetings or events Request funding for events from the Student Assembly and/or the Alumni association and to have a budget account with the School Administration Advertise group meetings and events on the Activities-L L listserv, Student Assembly bulletin board and Student Events Calendar Group e-mail e account and group webpage Rights and Responsibilities of Student Groups: http://www.jhsph.edu/assembly/student_groups#rights
How to remain in GOOD STANDING? Membership and leadership MUST be open to all members of the Student Association, and at least one officer position must be filled by a member of the Student Association of the School of Public Health at all times Majority of the activities of the Group should be held at the East Baltimore Campus unless justifiable reasons are given Abide by all University and Student Assembly regulations with regards to activity approvals, fundraising and advertising Membership and activities shall not exclude or dissuade participation based on gender, sexual orientation, race, religion, nationality, disability or political or other opinion Group activities shall not be of a nature considered inappropriately discriminatory, hate-based or incendiary
How to remain in GOOD STANDING? Maintain a constitution on file that provides at minimum a statement of purpose, procedures for election of new leadership and provisions for officer positions consisting of at least a President or Coordinator and a Treasurer Do not make claims to represent JHSPH or the Student Assembly Maintain communications with the Student Assembly Vice President for Student Groups, including at minimum: Submission of an updated list of officers after each Group election or by the end of the calendar year whichever comes earlier; A reasonably updated webpage, including at minimum the Group Statement of Purpose or Mission Statement and contact information; Reasonably prompt response to communication from the Student Assembly or Administration of the School; Attendance by at least one group officer at any mandatory group leader sessions
www.jhsph.edu/assembly Best place to find: - Leadership and contact information - Constitution and By-laws - Major events & meeting schedules - Meeting minutes - Events Calendar - Guidelines/Application for starting a new student group - Event Planning and Funding Guidelines and Forms - Announcements and other pertinent information for students
Student Group Funding 101 What are my options? How do I get it? Resources
Approximate Timeline to Anticipate At least 4 weeks prior to event 3-5 day process; longer if event runs outside 8AM - 5PM MANDATORY SET Team Orientation: 10/3-4/07, Feinstone. Mandatory for groups planning events Schedule event: Go to http://www.jhsph.edu/student_affairs, fill out and submit the Student Event Approval Form Get a Room: Based on projected # attendees & multimedia requirements, choose a room Receive approval for the event Event Approval Process Flow Chart SA Appropriations Process Ideally, this can be done while awaiting event approval Find prices for inhouse services: Multimedia, housekeeping, advertising costs, Jay s Catering, etc. are provided here on the SA website Find prices from outside service providers: Get either an invoice (ensure they are in the payment system), or a receipt and fill out a BAF. Refer also here Be a recognized Student Group Fill out a budget application Submit budget to satreas@jhsph.edu by the deadline 1 week Fill out & submit budget request to SA Finance Committee reviews and approves budget. Click here for some guidelines. Do this 2 weeks prior to event Attend a SET meeting to finalize details of event. SET Team Contacts Happy Appeal to Student Assembly EXECUTE EVENT You can be reimbursed within 2-3 weeks of submitting a BAF. Fill out BAF form for reimbursement, or obtain an invoice from the vendor if JHU is to pay the vendor directly Send BAF to satreas@jhsph.edu soon after the event Hand in receipts to Steve Bazzetta in Wolfe E1002 For the Student Event Approval Form, go to www.jhsph.edu/student_affairs. For the Event Manual and BAF form, go to www.jhsph.edu/assembly/funding. For the electronic budget application, deadlines for submission, and BAF forms, please refer to www.jhsph.edu/assembly/funding.
Funding Sources Student Assembly Event Funding (varies per event, $27,000 total for all groups) Administrative Funds: $150/group per year Community service funds Co-Sponsorship Student Group Discretionary Accounts Other Sources Departments Alumni Association Up to $1500 Ticket sales
Easy Money Administrative Funds ($150) Use for regular group meetings, snacks, etc No application required! Do not roll over year to year Reimburse via BAF Student Group Discretionary Account Many student groups have private accounts Confirm your balance with treasurer before spending Reimburse via BAF, or request a check in advance
Event Funding: The Process Go through a Budget Request Form now
After Your Event is Approved 1. Submit your Funding Application on time a. Deadlines are posted on SA website a. Usually last Friday of each month, 6PM b. Application at www.jhsph.edu/assembly/funding c. Follow event funding and line item guidelines d. Email application to satreas@jhsph.edu 2. F&A Committee Reviews applications a. Meeting dates and times posted on SA website a. Usually the Monday just after budgets are due b. A group representative may attend the meeting c. You may appeal before Student Assembly 3. Complete a Budget Action Form (BAF) a. Ideally submitted before the event b. Available at www.jhsph.edu/assembly/funding c. Email it to satreas@jhsph.edu (not Steve Bazzetta) d. Submit receipts/invoices to Steve Bazzetta
Funding process is straightforward, except if You wait until the last minute Your event has not been approved Funding for your event has not been approved The event has already occurred Not enough money was approved for the event Your group has penalty flags Your student group is suspended Your acting president and treasurer have not signed the Leadership Agreement
How to Pay for Event Expenses Do NOT Pay Taxes EVER Use JHU Tax Exempt Certificate Payment Options 1. Reimbursement a. Within 30 days of event b. Submit original receipts to Student Affairs (keep a copy) 2. Check Request - always attach the invoice 3. M&S Form (Materials and Services) - internal transactions 4. Copy Center
Miscellaneous Notes 1. Never sign a contract. 2. JHSPH will not reimburse sales tax. 3. No on-campus fundraising for student groups For Questions About 1. Account Balance or SA funding process satreas@jhsph.edu
Student Campus Publicity Guide 2008-2009 2009
General Guidelines School name: Johns Hopkins Bloomberg School of Public Health. You must use the full name the first time you refer to it, but afterwards a may simply state the Bloomberg School. The acronym is JHSPH (NOT( JHBSPH or BSPH!!) School logos use a particular color, size and font. Download at: http://www.jhsph.edu/identity/downloadresources/logofiles.shtml School Building: 615 N. Wolfe Street called the Wolfe Street Bldg (NOT Hygiene bldg!) Use the terms "Developing World" and "Developed World", not "Third World" or "First World School Address: 615 N. Wolfe Street, Baltimore, MD 21205 Promotional material should include the following: "For disability access information or assisted listening devices,, please contact the School of Public Health Office of Support Services at 410-955 955-1197."
Email Advertisements Send your event advertising message *exactly* as you want it to appear to: activities-l@jhsph.edu l@jhsph.edu. Do not include attachments or any wording you do not want to be sent with w the posted message (this includes the subject line). All messages should be sent by authorized persons on campus. Messages sages must be approved by Student Assembly before they will be distributed. Please allow for a 2-242 24 hour delay. Contact sacomm@jhsph.edu if you have questions or concerns. Normally groups send one email a week before the event and a second email a day or two before; however due to listserv fatigue please do not send more than one email per week about an event. Please do not send to both activities-l l and student-l l (this really creates listserv fatigue and the response it people stop reading) Listserv guidelines: http://www.jhsph.edu/communications/event_promotion/listservpolicies.html cies.html
Web Advertising Event approval page (before you can even book space): http://www.jhsph.edu/student_affairs/assoc%20dean/st udenteventrequestpage All events funded by the Student Assembly should appear on the Public Affairs Events Calendar (by Thursday 4 p.m. if you want it included in the Friday email): http://commprojects.jhsph.edu/event.cfm To post in Weekly Announcements (by Friday the week before): http://commprojects.jhsph.edu/emailmgr/announcement. cfm Eposters (in the portal): https://my.jhsph.edu/c16/eposters/default.aspx University calendar: http://www.jhu.edu www.jhu.edu/calendar
Posters/Flyers May be posted in the following locations w/o permission Eight elevators in Wolfe St. building s Two elevators in Hampton House If you have received Student Assembly funding for a portion of your event, you may post a flyer on the SA bulletin board (1st floor outside of the Student Lounge) Flyers may also be posted on the 'general' bulletin boards found throughout both buildings. These are usually easily identifiable by the "for sale" or "for rent" or other such advertisements posted on them. Please respect the other postings already there and please don't tape your flier to the elevator walls. Please - only one poster per elevator/bulletin board
Posters/Flyers continued The plastic holders outside of the elevators are reserved for advertisements approved by the Office of Public Affairs. To post your event in these holders, as well as on the Public Affairs bulletin board inside the Wolfe St. Entrance, take your flier to Room W1600 to have it approved. You may not put your posters up on departmental bulletin boards without permission, or in places not designed for publicity (eg( eg.. The walls of the Daily Grind, departmental bulletin boards, classroom doors, etc.) Contact sastdgrp@jhsph.edu, assembly@jhsph.edu Due Date: At least 3 days before the event
Computer Lab Wallpaper Wallpapers go up in order of receipt and on a rotational basis as determined by IS. Students who need to post must send an 800 by 600 bitmap file (.bmp) to the VP of Communications The VP for Communications will contact you if minor changes need to be made. Once the wallpaper is authorized, you will be notified and the wallpaper will be forwarded to Information Systems (IS) Contact sacomm@jhsph.edu Due Date: 12 school days before you want your posting to go up
Wall of Wonder This is currently handled on a case-by by-case basis by the Office of External Affairs. Contact Student Assembly to submit a presentation. Please read the guidelines: http://www.jhsph.edu/communications/policies/wall_of_w onder.html If you are interested in running a show, create the presentation in Microsoft Powerpoint and send it via email to assembly@jhsph.edu indicating the 1) content, 2) purpose, and 3) duration and dates of screening Contact assembly@jhsph.edu Due Date: 1 month before you want your presentation to go up
Student Group Communications 2008-2009 2009
www.jhsph.edu/assembly Best place to find: - Leadership and contact information - Constitution and By-laws - Major events & meeting schedules - Meeting minutes - Events Calendar - Guidelines/Application for starting a new student group - Event Planning and Funding Guidelines and Forms - Announcements and other pertinent information for students
Student Group Websites Keep it simple Keep it updated (or make it timeless ) Must include Group Statement of Purpose or Mission Statement Contact information (static student group email) Some groups have found the Team Site feature available on my.jhsph.edu useful for Organizing meetings Sharing documents And more!
Example Student Group Page
Student groups can edit their own pages using Site Executive
Edit your page
Example Team Site
Learn more about Team Site at my.jhsph.edu
Student Groups and Community Affairs 2008-2009 2009
Community Affairs The Community Affairs Committee works with SOURCE, student groups, faculty, staff, and the administration to support and/or develop the infrastructure to allow students to better connect with the community. The committee plans and implements events that promote connection with, knowledge of, and understanding about Baltimore. Website: http://www.jhsph.edu/assembly/community_affairs Email: sacomaff@jhsph.edu
So how do you get involved? Plan Community Related Activities Share your plans with other groups so that you can get the most bang for you buck ASK SA FOR FUNDS SA will have over $3000 available in the community service fund this year Regular events with a community service theme are eligible for an extra $100 from the student groups events fund
So you have a Community based idea but you don t t know how to make it happen The primary purpose of the SA Community Affairs Committee is find methods to enable student groups and other representatives of the Hopkins Institution to better connect with the Baltimore community If you need to find the person who owns the local YMCA, SA Comm. Aff.. Can help If you need help in finding a community service activity, SA Comm. Aff.. Can help If you have a problem with the community that you feel the administration is not dealing with, SA Comm Aff.. Can help Or in the least, we can tell you who you should be talking to
Examples of SA Community Affairs Type Events Baltimore Week Community Service Activities Cultural Talent Shows Cultural Food Festivals Art Exhibits City Tours Planning Committees with community groups Organization of tutoring and mentoring Etc
Questions?