Registration05 06

Student Organization Registration Workshop: 

Student Organization Registration Workshop “How to be a Student organization at DePaul” Office of Student Life DePaul University 2005-2006 Academic Year

Benefits of Being Registered: 

Benefits of Being Registered Access to: Campus space Funding DPU community Advertising Programming Resources

Types of Clubs: 

Types of Clubs Requires additional step to registration process: *Campus Recreation - Campus Recreation, Rollie Madison / rmadison@depaul.edu or 773.325.4556 *Community Service - University Ministry, Karl Nass / knass@depaul.edu or 773.325.1195 *Spiritual / Religious - University Ministry, Javier Orozco / jorozco@depaul.edu or 773.325.1191 *Fraternity / Sorority - Student Life, Shannon Milliken / sgreybar@depaul.edu or 773.325.7361 There are several types of clubs and some require additional steps in the registration process. If you are a campus recreation, community service, spiritual/religious or fraternity/sorority life, you need to contact the names listed below.

Expectations: 

Expectations Vincentian character Abide by all University policies, federal, state and local laws Conduct recruitment per University Mission and non-discrimination statement Maintain 8 members; officers and voting members must be DePaul students; officers must maintain a cumulative 2.5 GPA

Expectations: 

Expectations Annual update with Student Life Pay all of your bills! Represent your organization with respect to the University Code of Student Responsibility: *http://studentaffairs.depaul.edu/dos/handbook.html

Expectations: 

Expectations Office of Student Life Expectations: Please be professional when addressing staff Please respect staff’s workspace Be courteous and respectful to ‘ALL’ students / student organizations ‘NO’ student organization will be allowed to intentionally direct any negative remarks or signage towards any student organization ****Intentional actions can result in Student Life penalties!****

What You Need To Register: 

What You Need To Register Submit completed Registration Packet: Policy and Procedure Registration Form Membership Roster Advocate Contract (If necessary) Constitution (National or Local *both if possible) *In some cases, a member may need to meet with another university representative! *http://studentaffairs.depaul.edu/slife/forms/organization.asp

What happens next?: 

What happens next? Student Life will review your packet and… Check for duplicate clubs (similar goals, etc) Check for congruence in purpose with DePaul’s mission Categorize your organization Confirm your faculty/staff advocate (If Necessary) After that… Student Life will Approve or Disapprove your Organization’s application Student Life will notify you of the decision

So you got approved!: 

So you got approved! Now you’re one of us! Now what? Have a Meeting! …then…

Programs or Meetings @ the Loop: 

Programs or Meetings @ the Loop Available locations: Loop Campus, DePaul Center, 11th Floor - 773.325.7346 8th Floor Conference Center – Conference Services 312.362.8624 CTI 212 - Aileen Spencer 312.362.8624 Lewis 5th Floor Conf. Room Law Library - 312.362.8121 Music Mart – Conference Services 312.362.8624 Lifelong Learning Offices - Conference Services 312.362.8624 Academic Buildings – Aileen Spencer 773.362.8624 Egan Urban Center - *http://studentcenter.depaul.edu/ ; ALL FACILITIES require Chartwells There are EXCEPTIONS, see Student Life Staff

Programs or Meetings @ the Lincoln Park campus: 

Programs or Meetings @ the Lincoln Park campus Available locations: Lincoln Park Campus, *Lincoln Park Student Center - 773.325.7346 Cortelyou Commons - 773.325.7346 Quadrangle - 773.325.7346 Monroe Conference Rooms - 773.325.7346 Academic Buildings - http://las.depaul.edu/rooms.htm or ShaJuan Young 773.325.7300 or syoung1@depaul.edu Ray Meyer Fitness Center - Rollie Madison 773.325.4556 http://studentcenter.depaul.edu/ ; ALL FACILITIES require Chartwells There are EXCEPTIONS, See Student Life Staff

Extra Needs: 

Extra Needs Need a work order? Contact Person: Amy Margolis Lincoln Park Campus Loop Campus Office of Student Life Office of Student Life 773.325.7361 312.362.5015 amargol1@depaul.edu *Chairs, tables, electrical needs, loop elevators, etc…

Need some food?: 

Need some food? DePaul Dining Services: http://www.mycampusdining.com/depaul/ Locations: Student Center (Lincoln Park and Loop) Contact Person: Name: Teresa Kleptach Email: tkleptac@depaul.edu Telephone: 773.325.7499 **Chartwells is required for all events on the Lincoln Park and Loop campuses. All catering for events are required to be processed through Chartwells. There are NO exceptions.

Liability Questions: 

Liability Questions Have any concerns about Insurance: Need coverage for? On campus events Off campus events Renting vehicles University vehicles Any insurance related question… Treasurer’s Office: Contact Person: Office staff Loop Campus, Suite 1910 (55 East Jackson Blvd) 312.362.8848 sham1@depaul.edu *Before you contact the Treasurer’s Office, consult Student Life or your Advisor!*

What Can Student Life Do For You?: 

What Can Student Life Do For You? Administrative Support Copies - black/white & color paper – can work with the Copy Center in both Lincoln Park and the Loop Lamination - Laminate documents, fliers Faxes - Incoming / Outgoing Poster/Poster Maker - Flyers blown up (Lincoln Park) Advertising supplies - Butcher paper, paint, markers, balloons, sidewalk chalk (Lincoln Park ONLY) Mailboxes - Student Life offices Voicemail - Visit website: http://ntg.depaul.edu/ Email - Have your advocate email: netadmin@depaul.edu Websites - Visit DePaul ID Services: http://is.depaul.edu/communication/web/index.asp and fill out the form for web space

Prices $: 

Prices $ TBD – Currently working with the Copy Center **Need information regarding Tax ID? Contact Student Life

What Can Student Life Do For You?: 

What Can Student Life Do For You? Organization Support Organization workshops: Funding Workshops Tuesday, October 4 from 4-5pm @ the Loop Wednesday, October 12 from 12-1pm@ Lincoln Park How to effectively publicize Tuesday, October 18 from 4-5pm @ the Loop Wednesday, October 26 from 12-1pm@ Lincoln Park

What Can Student Life Do For You?: 

What Can Student Life Do For You? Help You Advertise Offer you suggestions on how to advertise Policies you may need to be aware of! Flyer, poster, table tents and handbill approval Club mailbox stuffers Table tents Promotional tables and walls http://studentaffairs.depaul.edu/slife/student/policies.asp

Marketing Opportunities: 

Marketing Opportunities Help You Advertise: The DePaulia - Offers student groups a 40% discount! 773.325.2281 Banners in LPC Student Center Atrium - Joe Skibicki 773.325.7433 Video Channel in Student Center - 773.325.7346 “Windows to DePaul” – (Lincoln Park and Loop) Gazala Siddiqi, gsiddiqi@depaul.edu DePaul Black Board - Visit: https://oll.depaul.edu/ and Complete the online requests form. If you have any further questions, please contact: Christine Knox at cknox@depaul.edu

Marketing Opportunities: 

Marketing Opportunities Help You Advertise: Use Channel 4 Located in all DePaul Residence Halls More information, email: channel4@depaul.edu DePaul Town Square Access through Campus connect Post under Student Notices Post under Student Activities DePaul Radio Visit official website @ www.radio.depaul.edu wrdpspecevents@yahoo.com

Marketing Opportunities: 

Marketing Opportunities Help You Advertise: DePaul Events on Campus Link http://www.depaul.edu/about_DP/events.asp and click “Enter an event in the Event Calendar” **need campus connect info Student Affairs Website http://studentaffairs.depaul.edu/events.asp Student Organization operated Channel Email: Carolyn at carolynannecolsant@hotmail.com

Media Relations: 

Media Relations Before organizations involve the media or secures a political figure to come to campus with one of their events, contact “MUST” be made with the DePaul University Media Relations Office Contact Information: 1 East Jackson Blvd Phone: 312.362.8591 Fax: 312.362.6639 http://newsroom.depaul.edu/

What Does Your Club Advocate Do?: 

What Does Your Club Advocate Do?

What Does Your Club Advocate Do?: 

What Does Your Club Advocate Do? EXPECTATIONS OF ADVOCATES: Have a firm understanding of the mission, goals, and procedures of the University and the Office of Student Life. Have a firm understanding of the mission, goals, and procedures of the organization. Work with the organization to ensure that the actions of the organization are consistent and not in violation of the mission, goals and procedures of the University and the Office of Student Life. Act as a liaison for the organization to fellow faculty/staff members on behalf of the students. Provide advice and guidance to the organization. Help the group achieve its goals.

What Does Your Club Advocate Do?: 

What Does Your Club Advocate Do? EXPECTATIONS OF ADVOCATES: Serve as a resource and mentor for the organization members. Make yourself available to assist them with decisions. Help the organization develop and learn how to function as a team! Provide assistance on planning and implementing events and activities. Be aware and present, when possible, at meetings and events for the organization. Maintain consistent contact with all of the organization’s executive officers, and encourage other students within the organization to share in leadership responsibilities. Help with transition of new officers and/or a new advocate into the organization.

Working with your Organization Advocate: 

Working with your Organization Advocate Expectations of organization members: Lay out expectations for advocates Include advocates on organization decisions Invite the advocates to programs and meetings DO NOT rush advocates; remember advocates are full time faculty or staff members If you advocates changes, please notify Student Life IMMEDIATELY! … be polite and it’s always good practice to say, THANK YOU!

The Budget Process: 

The Budget Process

The Budget Process: 

The Budget Process Only a full-time student life staff can sign off on any money and contract issues

The Budget Process: 

The Budget Process The steps for submitting your paperwork and payment processing form are as follows: Student organizations will submit paperwork to the Loop or LPC Student Life office and student workers will confirm that the organization is recognized by DePaul University. Student Life workers will complete the top portion of the cover sheet (while the student organization is present) to confirm Department ID. **IMPORTANT* (Student Life will note when ‘Net 30’ ends) Student Life workers will review the cover sheet that explains the specific reasons for payment, reimbursement, transfers etc. Student Life worker will make sure ALL field have been filled and that all supporting documentation is present (original receipts, invoices and all documents have been properly signed). If the student organization paperwork is missing any documents, the Student Life worker will return the paperwork to the student organization.

The Budget Process: 

The Budget Process Payment Processing Form

Slide31: 

Dept. ID Date Rec’d: 30 days from event on: (Date) Log #: Payment Processing Form All financial paperwork must be reviewed and signed by Student Life staff. Please allow Student Life staff 7 – 14 days to process paperwork before documents are sent to Financial Affairs. Please note that DePaul University pays “NET 30” from the date (DAY) of the event / service. Vendor Payment  Transferring Funds  Reimbursement  CONTACT INFORMATION (paying organization) Organization Name and Department ID: _____________________________________________________________ Contact Name: _________________________________________________________________ Contact Phone:______________________ Email:______________________________________ Event / Service: __________________________________________ Date:__________________ Vendor / Organization / Student Name: ______________________________________________ ______________________________________________________________________________ If ‘Transferring Funds,’ please provide the organization’s Department ID: __________________ Please explain the ‘reason’ for payment: ___________________________________________ ______________________________________________________________________________ Did you receive SAF-B Funds for this payment: If so, have you made contact with SAF-B Advisor? Y N (SAF-B Advisor, Tiffany Guzzarde, tguzzard@depaul.edu or 773.325.1989) Is another DePaul Office or Student Organization co-sponsoring this event? Y N If so, what office or organization? ___________________________________________________ Co-sponsor contact person: ___________________________ Phone: _______________________ How much are they contributing: $ ___________ Are you paying a portion of any of the amount due from an off-campus account? Y N If so, how much: $ _____________ Student Life Staff (initial): _____________ Date: ______________________________________ Picked up by:__________Student Organization Representative Signature Date Picked Up

Contract Process: 

Contract Process Pick up or print a Contract Submission Form from the Office of Student Life or website. Complete the Contract Submission Form and attach it to three (3) original copies of the Standard Performance Contract each signed by the vendor or performer. Submit this to the Office Manager at either the LPC or Loop Office of Student Life. A full time Student Life staff person will review and sign the contract upon approval. If the staff person has any questions, he or she will follow up with the organization contact listed on the submission form. Once signed, the Office Manager will contact the student organization representative to pick up one signed original copy for the vendor or performer. Please do not forget to make a copy for your student organization records!

Signing Contracts: 

Signing Contracts Absolutely no students or advocates can sign contracts. All contracts must be signed by a full time Student Life staff person. Please allow 2 weeks to process contracts after submitting. If the contract is over $5000.00, additional time may be needed. All student organizations must use the Standard Performance Contract with all performers or vendors. For any contracts over $1000.00, a student representative of the student organization must meet with a Student Life staff person. If your organization is using an off campus account to pay the vendor or performer AND the amount is over $500.00, your organization must submit proof that your organization has the necessary funds available, e.g. a copy of a recent bank statement.

Signing Contracts: 

Signing Contracts Penalties: Student Organizations that fail to meet the two week (14-day) deadline for submitting contract to the Office of Student Life are subject to penalties. The 1st Offense. Written warning from the Office of Student Life The 2nd Offense. No contract will be signed for any vendor or service that exceeds $500.00 The 3rd Offense. No contracts will be signed for the remainder of the current (quarter in which incident takes place) and the following quarter The 4th Offense. Lose of University recognition for the organization for a year All appeals to any sanctions will ONLY be heard by the Director of Student Life

Slide35: 

Contracts Submission Form Office of Student Life All contracts must be reviewed and signed by Student Life for registered student organizations. Please allow 2 weeks for processing. One original copy of your signed contract will be returned to you to send to the contracting party (e.g. the vendor). As a courtesy, please make sure your advocate is informed about the event. YOU MUST SUBMIT 3 ORIGINAL COPIES OF THE CONTRACT SIGNED BY THE VENDOR WITH THIS FORM. * Please note you must use the Standard Contract provided by the Office of Student Life. Organization Name: _____________________________________________________________ Contact Name: _________________________________________________________________ Contact Phone:______________________Email:______________________________________ Event Date: ________________________ Event Name:_________________________________ Vendor Name: __________________________________________________________________ Amount of Contract ($): ________________________ Will the event be paid for by SAF-B? Y N If so, have you turned in appropriate financial paperwork to SAF-B Advisor? Y N (The financial processing is a separate step – please let us know if you have questions) If not, how will this event be paid for (On Campus Account or Off Campus Account)? ______________________________________________________________________________ (Off Campus Accounts: If the contract amount is more than $500, please attach proof that your organization has the necessary funds available. For example, a copy of a bank statement.) Please provide a brief description of goods/services provided under the contract: ________________________________________________________________________________

Sources of Money: 

Sources of Money Some ideas… Membership dues Fundraise Balls, dances, shows, selling items, etc… Seek donations DePaul can provide tax credit to businesses/individuals that donate. More information, Mark Burns - Office of Development mburns3@depaul.edu, 312.362.5651 Apply for University funding

Using University Money: 

Using University Money Obtain a University account Form to establish an account (department id) available in student life office or online: http://studentaffairs.depaul.edu/slife/forms/organization.asp Beth Berardi (contact person) 312.362.8910 bberardi@depaul.edu *Even if you have an off campus account, the university will NOT transfer funds into that account!

Off Campus Checking Accounts: 

Off Campus Checking Accounts Opening a checking account First attain an Employer Identification Number (EIN) Get the (EIN) through the IRS by calling 1.866.816.2065 or complete form on website at http://www.irs.ustreas.gov/pub/irs-pdf/iss4.pdf Decide on a local bank Go to the bank and ask to open a checking account NEVER USE YOUR Social Security Number or DePaul University! DePaul is not responsible for this account; ownership of the account will be solely placed on the student organization If You need any further assistance, contact Student Life @ 773.325.7361 or 312.362.5015

University Funds: 

University Funds Departments and Offices Coca-Cola Fund Student Activity Fee Board (SAF-B) What funding source will best meet my needs?

Departments and Offices: 

Departments and Offices If a Department or Office decide to make a donation to your account, there are a few options: Budget transfer Deposit funds directly into your account Reimburse you / organization Request a check for you or your organization - payable to you or your organization (Off-campus checking accounts can not be reimbursed) Pay the vendor directly They can take care of or manage all of the financial arrangements Forms can be found at: http://studentaffairs.depaul.edu/slife/forms/advisor.asp

Spending your money!: 

Spending your money! Forms: Printed check (7-14 business days) To purchase items or pay for services rendered Reimburses students that may have spent personal funds http://condor.depaul.edu/~faffairs/procurement/forms/frmVoucherReq.html Budget Transfer If you’re paying another office or dept. at DePaul ONLY http://condor.depaul.edu/~faffairs/accting/budget_forms/budchgrequest.html The forms are located on the Student Life website, http://studentaffairs.depaul.edu/slife/forms/advisor.asp

Sidenote… before we move on!: 

Sidenote… before we move on! Remember, *Only a full-time student life staff can sign off on any money and contract issues and… DO NOT pay “cash” for ANYTHING… unless you will be provided with a valid receipt with the insignia of the vendor! **contact Student Life First Exp: NO handwritten, or self made receipts (receipt books) Official insignia of the vendor!

COCA-COLA: 

COCA-COLA Submit request at least (2) weeks in advance of the event (Lincoln Park Student Life front desk – Sarah Walls) (Loop Student Life front desk – Amalia Lopez) An organization can receive up to (10) cases of Coca-Cola products for events An organization can apply (3) times a year (MAX)

SAF-B: 

SAF-B Student Activity Funding Board

Student Activity Fee Board (SAF-B): 

Student Activity Fee Board (SAF-B) An organization can receive: If the organization is comprised “mostly of” 18-24 year old undergraduate students For requests over $2,000, a member of the organization must meet with the SAF-B Advisor or a Student Life Staff representative in advance of the hearing An organization can receive funding: As often as they apply, provided funds are available and the organization is in good standing with the office of Student Life http://studentaffairs.depaul.edu/slife/student/safb.asp Board comprised of full-time/undergraduate students (18-24)

Student Activity Fee Board (SAF-B): 

Student Activity Fee Board (SAF-B) What SAF-B can fund: On - and Off - campus events Events that “enhance campus life” and are “accessible” to significant parts of the DePaul community Domestic Travel / Conferences (up to $1500 per year) Organization apparel / equipment (up to 25% once a year) Food to enhance events (up to $1500 per event) If you have a question about whether SAF-B can fund a particular event/program/idea… Contact Student Life

Slide47: 

What SAF-B can NOT fund: Political Programs that advocate the views of a particular party, individual political candidates or direct lobbying efforts Support and/or contributions for any private business, person, group, association or business except for services rendered Employment of faculty, students, or civil service; unless authorized because of unusual circumstances Gifts or awards for organization advocates or members Contributions to charitable organizations Programs where food is the ONLY attraction Payments of debts and previous expenditures Purchase of alcohol Student Activity Fee Board (SAF-B)

How Do I Apply?: 

How Do I Apply? Develop a program/event idea Talk it over with your advocate or Student Life staff Complete the application, including support materials – APPLICATIONS MUST BE TYPED!! Biographies (why the need?) Make sure your proposal is DETAILED & SPECIFIC! Co-Sponsor Agreements BUDGET (USE THE SAMPLE FORM!!!) http://studentaffairs.depaul.edu/slife/forms/organization.asp Submit the application ON TIME! (Applications due Thursday by 5pm before a Tuesday Hearing)

SAF-B Hearings: 

A member from the requesting organization must present their funding request to the SAF-B board Once a completed application is turned in, members may sign-up to present at the Office of Student Life Up to 15 organizations may sign-up per hearing (Sign-up is first come, first serve) Presentations are 10 minutes maximum Failure to attend a hearing will result in no funding. Therefore, it is recommended that two members sign-up for a hearing presentation to ensure attendance SAF-B Hearings

SAF-B Advisor Fall Office Hours: 

SAF-B Advisor Fall Office Hours Monday: 1 p.m. – 4:00 p.m. (Closed on Non-SAF-B Mondays) Tuesday: 11 a.m. – 5 p.m. Wednesday: 10 a.m. – 2 p.m. Thursday: 11 a.m. – 5 p.m. *Please note that all Office Hours are based out of the Lincoln Park Office of Student Life. Loop Office Hours are available Tuesdays and Thursdays by Appointment Only. Have a Question? Need to schedule a meeting? Please email the SAF-B Advisor at tguzzard@depaul.edu

SAF-B 05-06 Hearing Date and Deadlines: 

SAF-B 05-06 Hearing Date and Deadlines Fall 2005 Application Deadline Hearing Date September 15th September 19th September 29th October 3rd October 13th October 17th October 27th October 31st (Halloween) November 10th November 14th Winter 2006 Application Deadline Hearing Date January 5th January 9th January 19th January 23rd February 2nd February 6th February 16th February 20th March 2nd March 6th

SAF-B 05-06 Hearing Date and Deadlines: 

SAF-B 05-06 Hearing Date and Deadlines Important Reminders: 1) All funding applications are due by 5 p.m. on the application deadline date. Please note: Only 15 complete applications are accepted per hearing on a first-come, first-serve basis, so please complete the application in its entirety and apply early. 2) Events less than one month away from a hearing date are not eligible for funding. 3) Additional guidelines can be found online at: http://studentaffairs.depaul.edu/slife/student/funding.asp

Collaboration: 

Collaboration Collaborating with other organizations not only helpa your organization cut costs, but also….

Collaboration: 

Collaboration Support Diversity Learn how to work with students who are different from you. Sensitize your program offerings. For example, by including diverse perspectives in your planning and implementation process, your group is more likely to consider how the program might impact the whole community. Build Community New relationships don’t have to end once the program is over. After collaborating, student leaders can continue to rely on one another to exchange ideas and share resources. Strengthen the presence of student organizations on campus. Joining forces will help to make organizations’ presence known and build membership. Take risks. Get to know folks outside of your regular circles.

Reasons to Collaborate: 

Reasons to Collaborate Resource Stewardship The university has limited funds to support student organization programs. Partnering with other organizations helps to maximize limited funds. Student organizations have an ethical responsibility to get the most out of the funds that are given to them. Avoiding duplicate programs or unnecessary expenses is an important way to do this. Be Pragmatic St. Vincent DePaul said, “It is not enough to do good. It must be done well.” Increase access to your student organization. Groups who demonstrate they are open to collaboration will increase the access to their events and meetings. Tap into different strengths. Create something your group couldn’t do on its own.

Reasons to Collaborate: 

Reasons to Collaborate Strengthen Your Process When you collaborate with others, you are forced to take your communication to a new level. You can’t rely on old assumptions and role definitions. Articulate what you are doing. By openly sharing what you’re up to and what you’re about as you look for collaborators, funders, students and the larger university community will take notice.

Questions: 

Questions

Before you leave…: 

Before you leave… Get your presenter’s business card Leave your contact information (name, phone, email) Remember where we’re located! Lincoln Park, 2nd Floor Student Center, suite 201 773.325.7361 Loop Campus, 11th Floor DePaul Center, suite 11027 312.362.5015 http://studentaffairs.depaul.edu/slife