FEBRUA RY 11 & 2 4, 2 014 S T U D E N T O R G S . G W U . E D U | @ G W _ C S E

Student Organization Town Hall

1 1

Agenda

Center for Student Engagement Registration, Updates, and Reminders Scheduling & Events Licensing & Trademarks Student Dining Board Student Association Finance Committee Driver Authorization & Travel CADE Important Dates Questions

2 2

GW’s Center for Student Engagement

The Center for Student Engagement at the George Washington University is committed to transforming the student experience and empowering students to

become active and engaged global citizens and leaders

CONTACT US: Marvin Center 505 engage@gwu.edu

202-994-6555 @GW_CSE

Anne Graham Coordinator, Student Involvement

202-994-0177 awein@gwu.edu

3 3

A N N E G R A H A M C O O R D I N A T O R , S T U D E N T I N V O L V E M E N T

Registration & Updates

4 4

Student Org Registration (2/24-3/24)

Why Register??? Advising: All registered student

organizations are assigned a Student Advising Team Advisor to help the org navigate policies, procedures, management, and more

Finances: access to apply for co-sponsorships and eligible to receive funding from the SA.

Space: ability to reserve event and meeting space across campus. Many spaces are free of charge to registered student organizations, although some charges may apply depending on the space & services needed

Recognition: Eligible for recognition through the Excellence in Student Life awards

Find your Advisor:

• studentengagement.gwu.edu/student-organizations

• Click on Directory of Student Organizations; staff Advisors are listed for each

• Staff advisors are in Colonial Crossroads, Academic Building 115 at MVC, and Hallmark Programs

5 5

Student Organization Listserv

Important updates and reminders are delivered to student organization leaders through the MC427 listserv.

Please ensure your officers and contact information are up to date by staying in touch with your advisors!

6 6

Registration Process

Update the list of organization officers, update the list of schedulers Outside of the registration window an organization’s SAT advisor

must update the membership, scheduler, and officer information. Maintaining updated information is the only way to ensure accuracy across campus (org directory, scheduling, etc)

Upload a new constitution, upload a budget to reflect anticipated expenses for the upcoming academic year (if requesting SA funds)

7 7

Registration Process

•Town Hall Dates: •2/11, 7-9, Continental •2/24, 8-10, Grand •OMW •2/19: 4-6, MC 405 •2/27: 5:30-7:30 , MC 309 •3/4: 6-8, MC Amphitheater •3/19: 3-5, MC 407 •3/21: 1-3, MC 309

Attend a Town Hall & OMW Meeting

• studentengagement.gwu.edu/manage-your-organization

• Log on using NetID

Complete Online Registration •Two officers are required

to read and e-sign

Sign the Responsibility

Statement

•1. A non-discrimination clause •2. A statement that organizations will abide by all University policies •3. membership statement

Constitution

8 8

Registration Process, continued

• Any student organization seeking operational funding from the GW Student Association must fill out the online budget form as part of the registration process.

Budget

• Any officer Tutorial • Treasurer Financial • Have to get an 80% -

wait 24 hours before retaking

Online Quizzes • Your advisor will

review submitted documents – please allow five business days

Await Final Advisor Review

• If approved, you will receive an email from your advisor stating that registration is complete.

Approval Email

More info: http://studentengagement.gwu.edu/student-organizations

9 9

Promoting Your Events

University Calendar: Student organization events can be listed on the university calendar Student organizations must fill out the submit an event form at

http://www.gwu.edu/~calendar/open_entry_studentorgs.html SAT Advisors approve events before they appear the university

calendar

Postering in Dorms GW Housing allows registered student organizations to promote their

groups in the residence halls per the Poster Policy below. All posters must be approved by GW Housing prior to putting them. Once a poster has been approved, a representative from the

organization check out an access card from GW Housing between the hours of 9 am - 4 pm to gain access to the halls to hang up the posters.

http://living.gwu.edu/posters-promotions

10 10

Student Org Email Address

Student organizations can create a new organizational email address or reset the password the password to an existing one through the GW IT Department

Visit helpdesk.gwu.edu/accounts/

sorg.html

Complete form and print it – email or turn

in to your assigned staff

advisor

Your advisor will sign and

return it to you Submit it to

GWIT

CHECK YOUR ORG EMAIL!!!!

11 11

E V E N T S & V E N U E S :

M E G A N M U R R A Y - S C H E D U L I N G

A D A M M U R P H Y - C L I E N T S E R V I C E S

Scheduling & Events

12 12

Scheduling Spaces on Campus

Spaces managed through the Events & Venues office are: Marvin Center Outdoor space (Kogan Plaza, University Yard, Square 80,

etc) State Room & City View Room (1957 E Street) Alumni House (1918 F Street) Jack Morton Auditorium & MPA 2nd Floor Lobby Lisner Auditorium

13 13

Scheduling

Prior to requesting space, Student Organizations must register with the Center for Student Engagement

Each group can have up to 3 schedulers. Only schedulers can request, modify and cancel events.

All event forms are located online at http://events-venues.gwu.edu. Online request tutorials are also available on the website.

Space can be booked up to 365 days in advance.

14 14

L E S L I E P H I L P O T L T P @ G W U . E D U

@ S T Y L E G W

Licensing and Trademarks

15 15

Objective

To outline the approval process for promotional and re-sale GW branded merchandise purchased by a student organization and internal campus department.

16 16

Approval Process

Artwork must follow GW’s Trademark Guidelines Must use an Approved GW Licensed Vendor Submit Artwork through the Artwork Approval Form

17 17

Step 1: Trademark Guidelines

All merchandise must have the university’s approved name or logo

The registration symbol ® must appear in the lower right area of the logo or name

For a full list of artwork guidelines, please visit licensing.gwu.edu and click on “Trademark Guidelines”

18 18

GW Approved Logo Sheet

Available at licensing.gwu.edu

19 19

Step 2: Licensed Vendor Approval

Internal vs. External Campus Suppliers

Please note, there are two lists of approved vendors: (1) Promotional Merchandise; (2) Resale/Funding Merchandise. Both categories are treated separately. Please make sure to choose from the correct list of vendors.

20 20

Internal Campus Suppliers

Approved promotional merchandise vendors. Not for re-sale. Maryland Athletics & Corporate Supply Mac Mannes Grossman Marketing Group G&G Outfitters On Sale Promos Greek 101/Campus T-Shirt

* Recommended list. For a complete list, please request via email at ltp@gwu.edu.

21 21

External Vendor Suppliers

Approved re-sale merchandise vendors. Merchandise may be sold as a fundraiser. GW Bookstore Coggins Promotional Advertising Holloway Sportswear Inc. Fanatic Group LLC Logo Fit Top of the World

*Recommended. For a complete list, please request via email at ltp@gwu.edu

22

Quote Request Form If you have merchandise that you or your organization intends to sell or use in a fundraiser, and would like to receive a quote from a licensed vendor through the GW Bookstore, please fill out the Quote Request Form. This form is accessible at licensing.gwu.edu.

23 23

Step 3: Submit Artwork for Approval

Licensing.gwu.edu

24 24

Submit Artwork for Print

Once artwork is reviewed and approved by the Licensing & Trademarks office, the student will receive an email from ltp@gwu.edu stating that the artwork has been approved and the order may be placed to the approved vendor.

25 25

Disciplinary Action

What to do if the student organization does not follow these instructions… Provide a warning. Official warning document will be provided

by the GW office of Licensing & Trademarks. If the group has further questions, please defer the group to

the LTM website, http://licensing.gwu.edu, for guidelines and instructions. As a secondary option, you may also offer a consultation with the Licensing & Trademarks Program.

Last resort: University will not pay the invoice.

26 26

Questions?

Email: ltp@gwu.edu URL: http://licensing.gwu.edu Twitter: @StyleGW

27 27

Student Dining Board Co-Sponsorships

28 28

Application Process (Begin at least 3 weeks prior to event)

1. Reserve the space for your event

2. Contact Colonial Catering – develop

menu & pricing (have reservation

confirmation # ready)

3. Receive email confirmation from Colonial Catering

with draft contract

4. Submit Co-sponsorship request

in SOMA

5. Email draft catering contract to: gwsdb@gwu.edu and nhudson@gwu.edu

6. Receive response within one week

If approved: your contract will be signed by CSE and submitted to Colonial Catering. Include the SDB logo

on your promo materials!

If denied or partially funded: submit an EAF or SA EAF until you have enough funding to cover

the contract. You may also revise your contract with

Colonial Catering and resubmit to

nhudson@gwu.edu

29 29

R Y A N C O U N I H A N ( S A F I N A N C E C H A I R ) S C O T T L A U E R M A N N ( S A V P F I N A N C I A L A F F A I R S )

Student Association Finances

30 30

SA Fee: How it Works

Student Association Fee Pool (~$1.1 million)

GW Students: $1.50/credit

hour University:

$.50/credit hour Reclamations Rollover

Co-Sponsorship Fund Initial Allocations

31 31

Who is involved in finances?

SA Finance Committee: Allocates the money to the student organizations on campus based on the budgets in submitted.

SA VP of Financial Affairs: Authorizes reimbursements for student organizations after money is spent.

President: Signs or Vetoes the Allocations Bill. GWU Center for Student Engagement: Reviews

allocations, reimbursement requests, approve requests for revenue account dollars, and work with student orgs on contractual matters.

32 32

From Budget to Allocation

1. Student organizations will submit budgets through SOMA, the online portal hosted by CSE.

2. The Finance Committee meets and reviews budgets.

3. The Finance Committee will hold appeals hearings.

4. Groups receive appeals decisions.

5. FC drafts the “General Allocations Bill.”

6. This bill is presented and voted on by the Student Senate at the next Senate meeting, which is open to all students.

33 33

Continued…

7. The SA President reviews the bill and signs or vetoes the bill within 5 class days.

8. The allocations are officially reviewed by the Center for Student Engagement and the Student and Academic Support Services Financial Services.

9. The SA Vice President for Financial Affairs sets up accounts for each funded group.

10. The Mid-Year Allocations are the same (applies to groups that don’t get a general allocations.) More information on the Mid-Year Review (required of groups that get a general allocation, will be sent via e-mail.)

34 34

Important Dates

3/24: Budget Due 4/6: Finance Committee Funding Decisions Emailed 4/7-4/12: Organization Appeals 4/11: Co-Sponsorship Requests Due 4/25: EAF Final Submission Due

35 35

Reimbursements

EAFs must be submitted within 30 calendar days of purchase.

All SA EAFs must be signed by Financial Officer or Executive Officer of Student Org.

All SA EAFs must be turned into the Student Association Office and approved by the SA Vice President for Financial Affairs.

All SA EAFs will take approximately 6-8 weeks to process, this is due to processing time in SA, CSE, and Accounts Payable.

All SA EAFs must be approved by the SA VPFA in order to be processed.

36 36

Prohibited Items

Gifts for students Gifts for speakers (this is classified as any compensation for a speaker

that is not explicitly laid out as a part of that speaker’s honorarium/contract).

Scholarships and prize money. In-kind prizes for contests or competition (e.g., trophies, plaques, etc.) Transition dinners or other off-campus events reserved for an exclusive

segment of a particular student organization. Alcohol, drugs, firearms or university-prohibited items. Direct donations to charities/other causes Investments (stocks, mutual funds, etc.) and gambling Any items not explicitly approved by the Finance Committee via

general allocations, co-sponsorships or other approval

37

Allocations Criteria The finance committee shall not consider:

• Parity between similar organizations

• Student body funds that were unspent by the organization in previous years

Other factors:

• The Student Association has a non-discrimination clause in its bylaws. As such the Finance Committee can and will penalize an organization found to be discriminating against members by the University run “Student Grievances Panel”.

• (A) The number of individuals expected to benefit from the experience.

• (B) The prestige brought to the University by the student organization or event.

• (C) The location of the event, with a preference given to events held on campus.

Tier 1

• (A) The revenue the student organization generates or fundraises for itself, with preference given to organizations that generate revenue.

• (B) Whatever item to be purchased is a durable good or one-time use, with preference given to durable goods.

• (C) How efficiently the student organization has spent student body funds allocated to it in accordance with its budget

Tier 2

• (A) Whether the event has been put on previously and to what success.

• (B) The student organization’s compliance with these Bylaws. • (C) The history of the student organization, including its prior

general allocations.

Tier 3

38 38

Fee Increase

Affects current freshman Takes 9 years to go into full effect, increases revenue

over 12 years Would still make our fee lowest in the District YEA vote = support referendum, not the fee increase Passed with 66.6% voting in favor

39 39

Implementation

FY 2014 $1.50/credit hour to $1.75 credit hour

FY 2015 $1.75/credit hour to $2.00/credit hour

FY 2016 $2.00/credit hour to $2.25/credit hour

FY 2017 $2.25/credit hour to $2.50/credit hour

FY 2018 $2.50/credit hour to $2.75/credit hour

FY 2019 $2.75/credit hour to $3.00/credit hour

40 40

Increased Revenue

41 41

Budget Totals

SA Total Budget: $974, 485 (+ 3.17% from FY 13) $974, 485 x .85 = $828, 312 (max initial allocation) Initial Allocations FY 14: $828,284 Co-Sponsorship Fund: $146,201* ($141,673* in

FY13) SA Total Budget: $1,052,643 (+ 7.5% from FY 13)

42 42

Largest Allocations

FY 13 FY 14

Student Bar Association Student Bar Association

Program Board Program Board

Med Center Student Council Med Center Student Council

MBA Association MBA Association

Club Sports Council Club Sports Council

College Dems/Republicans College Democrats

43 43

Top 15 Organizations

FY 13 FY 14

44 44

More Comparison

75 Orgs at $1000+ in FY 13, up to 83 in FY 14 88 Orgs at $750+ in FY 13, up to 93 Orgs in FY 14 63 Orgs at $1-$100 in FY 13, down to 12 in FY 14 Average Allocation in FY 13: $3,173 Average Allocation in FY 14: $2,979

45 45

Appeals

Number of Appeals: 36 (Down 40% from last year) Total Appeals Budget: $29,235 Average Appeal Win: $812.28 Largest: South Asian Society, Class Council, GW Vets

46 46

Umbrella Organizations

The following organizations have been designated as umbrella organizations: Student Bar Association (G) Medical Center Student Council (G) MBA Association (G) GSEHD Student Association (G) Trachtenberg Student Organization (G) Club Sports Council (U) Inter-Fraternity Council/ / The Panhellenic Organization (U) The Engineer’s Council (U)

47 47

Key Factors

How did they fit the criteria? Quality of budget submitted Any supplements organizations submitted FY 13 expenditures

48 48

Budget Breakdown

Administrative: Office supplies, memberships, athletic officials, non-GW printing, graphics, uniforms (9.85% of total budget)

Programming: Any spending that advances execution of an individual program. (64.86% of budget.)

Sub-organization: Money that must be allocated by an umbrella group. (25.28% of budget.)

49 49

Co-sponsorship Fund

Co-Sponsorship Fund: $310,281 $146,201(Initial)+$78,158(Increase)+$85,922(Rollo

ver) Co-Sponsorship Fund FY 13: $230,611(26%)

50 50

Spring Audit

Audit currently being conducted Organizations were notified via Marvin427

listserv Criteria for audit Have you spent funds YTD? If not why? Have you spent in line with budget? If not

why? Has organization shown ability to spend SA

funds in line w/ criteria allocated against? Any organization flagged may be

required to submit follow up materials

Umbrella orgs must submit allocation information for sub-umbrella orgs

Audit forms are due Friday, Feb

21 at 5 p.m.

51 51

SA Finance Contact Information

SA Finance Committee gwsafinance@gmail.com

Ryan Counihan – SA Finance Chair counihan@gwu.edu

Scott Lauermann – SA VP Financial Affairs vpfa@gwu.edu

52 52

Driver Authorization & Travel

Renting a car for a University-approved trip: Apply to become a GW Authorized Driver Complete a travel registration form, vehicle rental request

form, and EAF for EACH TRIP. Meet with Financial Manager in CSE - Nick Hudson

Register ALL travel with your advisor If you’re traveling on organization business, register your

travel with the CSE using the Travel Registration Forms

53 53

A L E X I S J A N D A

Center for Alcohol and other Drug Education (CADE)

54 54

What is CADE?

Resource Center Workshops on request Programming and events Educational materials

Registers student organization events with alcohol Offers RAM training

Individual members need to sign up. Organization leadership should not be signing up individual people.

55 55

What events require registration?

Any event with alcohol that is: On campus or off campus Advertised by, promoted by, or planned by a student org Cosponsored with another organization or business Anything emailed to member using a listserv or posted on the

organization’s social media

56 56

Important Dates & Reminders

Organization Registration Period (for 2014-15 school

year): 2/24-3/24 Budgets Due: 3/24

SA Budget Decisions Released:

4/6/14

SA Senate Allocation Appeal

Hearings: 4/7-4/12/14

Final EAF submission date:

4/25/14

Final SA Co-sponsorship

application date: 4/11/14

2013-2014 Registration

Expires: 5/1/14

Colonial Inauguration Org Fairs: 6/14, 6/20,

6/26, 7/1

Fall 2014 Student Org Leadership

Training: 8/24/14

Spring 2015 Student Org Fair:

1/14/15