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Student Group Leader Nuts & Bolts
February 15, 2005
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Student Group Leader Training
Overview of sessionPurpose of the training
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Student Groups
Introduction of co-chairsGuide For Full-Time Student GroupsPart time involvement
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Student Group Advisors
Megan Smiley
• [email protected], 834-2533
Kelly McMillen
• [email protected], 834-2048
Joe Christman
• [email protected] 834-3412
Deborah Hill-Ferguson – Account Manager
• [email protected] 834-8685
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Role of the Advisor
Principle liaison for your groupEnsures you are compliant with policyResponsible for all group financesApproves/denies all expendituresMakes all room reservationsMaintains a database of resources
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Role of the Advisor Cont’d
Advises the planning of group eventsEnsures large scale events do not overlapInitiates leadership transitionServes as on-site staff member when alcohol is served, with proper notificationSigns all contractsIncorporates new groups into the GSB community
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Role of the Co-Chair
Involve your advisor in the planning of all group activitiesCheck with your advisor before spending moneyFollow policies and procedures outlined in the GSB Student Handbook and Guide for Full Time GroupsRepresent the GSB well when working with GSB Corporate Partners, Recruiters, alumni, faculty and Staff.
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Role of the Co-Chair
Liaison between companies and group membership (e.g., surveys and presentations)
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GSB Student Handbook and On-Line Resources
GSB Student Handbook online – Portal GSB Student Mail ListsGroup Mail ListsStudent Group Leader ListStudent Group Web PagesPlasma screens
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GSB Student Handbook
The entire GSB Student Handbook can be accessed through the portal
Most important documents and forms can be found under the GSB Life section of the portal
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Forms on the Portal
• Request for Dean’s Attendance• Group Deposit Spreadsheets• Reimbursement Request Form• Intent to Serve Alcohol Form• Invoice Template• Tax Exempt Form • Event Feedback Form• Conference Proposal Form
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GSB Student Mail Lists
[email protected] is a global email list reserved for student group event postingsWhen sending a message be sure to include your group and event name in the subject line
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GSB Student Mail Lists Cont’d
Please remember that the University alcohol policy prohibits advertising or discussing alcohol on these mail listsThere are two other mail lists from which you may receive messages; first-year-mba@gsb and second-year-mba@gsb. These lists are for administrative use only
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Group Mail Lists
If your group does not already have one, you may establish a private mail list. Send a message to [email protected] You will need a group member to serve as a list administratorPlease notify and subscribe your advisor if your organization creates a group list
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Student Group Leader List
Each co-chair is subscribed to the [email protected] listThe student group advisors use this list to communicate information to the group leaders
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Student Group Web Pages
The GSB provides a web page on the student kiosk for student groups to advertise their mission, events and primary contact.You may select one member to link your group website to this page and be responsible for its upkeepYour website must make appropriate use of the wordmark. Student group logos should not include the wordmark.
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Plasma Screens
A student group that wants to make an announcement on the plasma screens should send a power point slide, saved as a .jpeg to [email protected]
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Reserving Space
GSB Space University Space (Ida Noyes)Table Reservations (Tables at Gleacher)Off-Campus EventsThe Gleacher Center
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GSB Space
Hyde Park Center Space Use• Classrooms, 104, 219, 223, first floor conference rooms
• Reservable 11:45 am to 1:15 pm Wednesdays/Fridays
• Cannot reserve Rothman Winter Garden or May Student Lounge
• Send request to Student Group Advisor, check request on GSB Calendar
• Make requests early
• Can not confirm GSB space for upcoming quarter
• Must use Hyde Park Center approved caterers or drop-off service
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University Space
Ida NoyesInternational HouseMandel HallLaw School
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Off Campus Events
Museums/Bars/Clubs/Restaurants• Plan ahead
• Get quotes
• Contracts/costs
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Tables
HPC (ticket sales)• Contact student group advisor
Gleacher• Contact Part-Time Programs Offices at
Gleacher Center, 3rd Floor
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The Gleacher Center
Gleacher Space• Reserve through student group advisor
• Plan ahead
• Must use on-site caterer
• Colin Greene – Director, Gleacher Conference Center
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Advertising Student Group Events
GSB CalendarMailfoldersStudent Corridor/Bulletin Boards Group mail listsWebsiteChicago Business
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GSB Calendar Hilary Harr
GSB Computing Services
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Mailfolders
Student Corridor
• Flyers (can not mention alcohol)
• No tape on wood or paint, bulletin boards only
• Appropriate numbers/No wallpapering
Group mail lists
• Check with group chairs
Advertising Student Group Events Cont.
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Group Website/PortalChicago Business
Advertising Student Group Events Cont.
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University of Chicago Alcohol Policy(for events on campus)
A university staff member must be presentNo one under the age of 21 can consume alcoholAlcohol beverages are limited to beer, wine, and champagneThere may be no mention of alcohol on publicityThere must be adequate amounts of foodSecurity is required for large events
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GSB Student Group Waivers
Acceptance of Risk Waiver• All Sports Club members must sign starting Fall
Quarter
Student Use of VehiclesReceive and submit waivers to your advisor
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GSB Resources
Copy Center
• Located on first floor in service corridor
• You may charge copies directly to your group account
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GSB Resources Cont’d
Mailroom• Same room as copy center
• You may send mail and charge directly to your group account
• Please notify advisor
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GSB Resources Cont’d
Audio-Visual assistance• Students cannot login to the computers in HPC
classrooms. Please bring your own laptop
• Please notify your advisor if you will need assistance using the AV equipment or require additional equipment
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GSB Resources Cont’d
Supplies• Student Group Letterhead
• Nametags
• Folders
• Tentcards
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GSB Departments
GSB departments can be a valuable resource• Alumni Relations, MBA Career Services, Dean’s
Office, Facilities Office, and Corporate Development.
Your advisor will act as your group’s liaison with other GSB departments
Alicia MorrisCorporate Development &
Annual Renewals Programs
HPC Suite 208P
773-702-3411
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Accounting Overview
Your accountReimbursement proceduresDepositsPurchase ordersGiftsTravelAccounting Points to Remember
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Submitting For Reimbursement
• Obtain a Reimbursement Request Form from the student group page off the GSB website or from DSO.
• Include all ORIGINAL receipts showing your method of payment and a due balance of $0.00. Tape the receipts to a blank sheet of paper.
If you do not have your original receipt you must submit a memo explaining and include the statement “I will not seek reimbursement through any other source besides the University.”
Printed online receipts/confirmations are not acceptable methods of payment. You must also submit your bank/credit card statement.
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Submitting For Reimbursement cont.
• Obtain the treasurer’s signature on the form. If you are the treasurer, another co-chair must sign it.
• Submit the completed form and receipts to the receptionist in DSO.
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Student turns in request to DSO office
Student Group Advisor
DSO Account Manager
A Peek into the Reimbursement Process
University Comptroller Inaccurate information can delay your request. Reimbursement usually takes 10 business days.Bursar’s Office
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Deposits• You must make an appointment with your advisor.
• Your advisor must give you a receipt for your deposit. Please do not leave checks at the front desk.
• Provide a spreadsheet with all of your deposits that includes; names, check numbers, amounts, and a total.
• Include your student group name on the memo line of all your checks for deposit.
• Please make sure all checks are signed by students.
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Purchase Orders (PO’s)
1. Used to pay for services
• Large printing/copy jobs
• Promotional materials i.e. t-shirts, mugs, pens, etc.
2. Used to pay for rentals
• Buses, tables, chairs, sound equipment, etc.
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Payment by PO is a three-step process
Step one• Place your order with a vendor and get a printed price quote
Step two• Deliver the price quote to your advisor at least a week in advance• Hard-copy, email, or fax are acceptable
Step three• Your advisor will contact you with the PO• Use the PO to pick up your finished items
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Examples of services that require a PO
Bus rentalsEquipment rentalsRoom/Facility rentalsMugsPrinting/large copy jobs
T-shirtsFilm editingDeposits made to hold space/room rentals
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Gifts
• Gifts purchased for co-chairs, guest speakers, and panelists for conferences/events may NOT exceed $99.00 per gift When you submit a reimbursement for gifts, you must
include a list of all gift recipients.• Per IRS regulations:
gifts purchased for faculty or staff members are not reimbursable by the University.
gift certificates are NOT reimbursable by the University (Charity Auction).
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Travel
• You may be reimbursed for mileage, gas, tolls, and parking expenses while performing a service for your group.
• You may be reimbursed for airfare
Reimbursement cannot be made until the flight is taken
On-line receipts and e-ticket confirmations are not proof of payment.
• University travel policy does not allow hotel expenses if the traveler lives within 50 miles of the hotel.
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Accounting Points to Remember
1. Get approval from your advisor before paying for expenses out of pocket
2. Remember that service fees, rentals, and gift certificates cannot be reimbursed
3. Do not spend over $500 out of pocket on a single purchase, without speaking to your advisor.
4. Do not sign contracts for your groups-have them sent to your advisor
5. Plan Ahead
a. Obtaining a purchase order takes 1-2 weeks
b. Obtaining payment to a vendor takes at least 10 business days
c. Personal reimbursement takes at least 10 business days
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Upcoming Planning Timeline
February 24th – Plan tentative calendar. Groups must be present to place dates on Calendar. HPC 04 11:45amMarch 2nd – Lunch with Dean Snyder and Dean Kole. HP 104 11:45 amMarch 4th – Receive proposed calendar via Student Leader Email list.March 11th – Deadline to submit conference proposal. 5:00pm STE 122April 1st – Final Calendar for 2005-2006 distributed to Student Group Leaders
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Event Planning
1. Determine ideal date to hold your event
2. Determine where you would like to host event, contact your student group advisor to see if space is available on desired dates
3. Begin having regular planning meetings, include your student group advisor (vendors, payment, AV/set up needs, corporate support)
