REGISTERED STUDENT ORGANIZATION ORIENTATION

2012 - 2013

W&M Law School

Useful Contacts

Within Law SchoolOutside Law School

Useful ContactsWithin the Law School

Seeking advice or participation? Dean Douglas

Cassi Fritzius Vice Dean Combs Associate Dean Jackson

Dean Douglas

Vice Dean Combs

Useful Contacts within the Law School

Need help with...? Associate Dean Hardy Director Nancy Beach Jaime Welch-Donahue Whit Weidner/lawtec@wm.edu Terri Lorincz

Susan Lynch Lou Pulley

Gloria Todd Lee Tankle

Sean Radomski, Kevin Elliker, Alden Hinds

Associate Dean Hardy

Director Nancy Beach

Useful Contacts Outside the Law School

Assistant Vice President Mark Constantine Anita Hamlin

Office of Student Affairs

Assistant Vice President Constantine

Anita Hamline

Gloria Todd

Communication

Organization E-mailOrganization Hanging FileForms

Our Facility

Almost all Law School rooms/spaces can be used for student activities with these provisos: The Faculty Room is reserved at all times for Faculty events Alcohol may not be served until after 4:00 pm

and only with TIPS-trained students at the event and only on the patio unless an exception is granted and only with advanced permission

All reservations will be confirmed.Any a/v needs, contact lawtec@wm.edu

Our Facility

Furniture May not be moved in the lobby

Except to move reception tables near the front doors Except to set up catering or reception tables The exits may not be blocked at any time

Ie, tables may not be placed in front of the front doors or patio doors

The facility must be returned to its normal arrangement at the conclusion of the event

Advertising Events

Fliers may be posted Only in the Student Lounge Not on doors, walls, in restrooms

Message board (lobby plasma) only displays events on Master Calendar

Advertising

MyLaw AnnouncementsTwice Weekly SBAThe Marshall-Wythe PressLocal newspaper

Susan Lynch, Accounting

Located in room 104 in the Administrative Suite

Budgets

All organizations must have An organization budget An event budget

Request funding by Submitting proposal to SBA SBA will pursue additional funding if approved Or suggest options for additional funding Do not go directly to the Dean

Frequently Used Vendors

Pizza HutPapa John’sSal’sFlorimonte’sThe Cheese ShopOpus 9

Check Requests

Submit to Accounting no later than two weeks prior to need.

Travel Guidelines

All travel must be pre-approvedFlight and train reservations can be made

through AccountingDriving requires a Student Driver

Authorization FormVan driving requires completion of a van

safety courseAll travel is subject to state per diem rates

Travel Reimbursements

Can only be made to individualsRequires completion of the Funding Request

and Reimbursement FormAre limited to state per diems and student

travel guidelinesAre made (at the earliest) three weeks

following submissionAlways requires original receipts and a copy

of the credit card (if used for payment)Generally, meals are not covered

Expense Reimbursements

Requires:

Student name, W&M ID number, current addressName of event and dateItemized original receipt (and credit card receipt)Copy of credit card (if used for purchase)Meal reimbursements are subject to state guidelines and requires a list of attendees

Associate Dean Jackson

Common pitfalls

Mail Stu Orgs must pay for postage Express mail must be approved in advance

through Accounting or, if a journal, Appropriate Support Staff

Purchasing Limitations on what we can reimburse. Always seek advanced approval for the purchase We reimburse individuals only (not organizations)

Common Pitfalls

Funding Not budgeting for the event Not seeking funding sources early Not submitting itemized receipts Not submitting receipts within 15 days after the

event Requesting reimbursement to the organization

(not individual) Going to the Dean before...

Preparing a budget for the event AND Seeking funding through the SBA

Common Pitfalls

Planning an event without checking the Dean’s calendar (if you wish the Dean to attend)

Planning an event without confirming date through Gloria Todd

Not returning the facility to normal condition following the event

Not obtaining travel authorization prior to the travel

Student Bar Association

Lee Tankle, President

Sean Radomski, Vice President

Alden Hinds, Treasurer

Kevin Elliker, Secretary

When in doubt – ask!

Have a good Year!