Student Organization Leadership Meeting and Responsibilities

Student Organization Leadership Meeting Jan 13, 2014

Outline Benefits/Responsibilities of being a Senate recognized group Reserving rooms Finances Community activities registration form Parking passes Leadership transition Important contacts Student Organizations Reform

Benefits/Responsibilities Benefits: The ability to reserve rooms on campus Listing of student organization on Infoplex The ability to request tax exempt forms for events The ability to request special parking passes and mugs for speakers Funding from the Student Senate Responsibilities: Automatic participation in the activities fair Respond to our e-mails Make requests in a timely fashion Keep relevant calendars up to date ( http://www.infoplex.northwestern.edu)

Specialty Interest Groups (SIGs): New SIG-focused website: http://www.feinberg.northwestern.edu/education/current-students/career- development-residency/specialty-interest-groups/index.html SIG leaders are responsible for helping AWOME keep the SIG calendar up to date. When you plan an event, e-mail Diane Hill (d-hill4@northwestern.edu) with the event details. In addition, please take attendance at all large group events.

Reserving Rooms http://www.feinberg.northwest ern.edu/education/current- students/student- life/student- organizations/index.html

Reserving Rooms

Finances All student organization accounts are with COFO (Chicago Organizations Financial Office) Use COFO for all reimbursements and deposits Open Monday, Tuesday, Friday 8:30 AM 4:30 PM Abbott Hall, 7th floor, 705 Your primary contact is Tikky Hes j-hes@northwestern.edu Phone: (312) 503-1365 Fax: (847) 491-7353

Finances Two leaders (President and Treasurer) must be COFO-trained COFO will NOT allow new officers to be trained without emails from former officers notifying COFO of the transition Three-step process: 1. Review the COFO Treasurer Manual online: www.northwestern.edu/studentaffairs/cofo/ 2. Take the online Officer Quiz and turn in the paper document to the COFO office. 3. Each president and treasurer must fill out a signature card with COFO. You must go to the COFO office to sign the card.

Finances Tax-exempt forms are available to all groups and should be utilized whenever possible they can be obtained from COFO or Jennifer Langland Sales tax will NOT be reimbursed! Original itemized receipts for all expenses must be submitted along with a voucher for each transaction Receipts older than 90 days are not accepted Tobacco and Alcohol purchases will not be reimbursed Questions? Email Tikky Hes (j-hes@northwestern.edu)

Finances Timeline for funding beginning academic year 2013-2014 First semester funding period: August 16, 2013 - February 3, 2014 -Budget due by August 2, 2013 Second semester funding period: February 3, 2014 - June 15, 2014 -Budget due by January 17, 2014

Community activities engagement form:

Community activities engagement form: Complete this form: Anytime your event involves persons not NU faculty, fellow, resident, student or other staff member Exception: guest speaker Includes CHC and other clinics (just once to register ongoing clinics) Complete form at least 15 business days before first event

Parking passes

Leadership Transition Transition leadership by Monday, January 13, 2014

Leadership Transition Transition Checklist 1. Share group philosophy and goals 2. Discuss previous events and budget 3. Give contact information about advisor 4. Give COFO account and ledger 5. Teach 6. Be there for them!

Student Organizations Reform

Category Advisor Required Budget Requirements Community Clinics Yes Submit budget: Maximum $25/visit for snacks/dinner Regularly scheduled clinic visits Social Groups No No budget 10 active members as proven by signature submission annually by October 15th Interest Groups Yes Submit budget 3 events per semester (lunch/dinner talks, workshops, other) 1 non-lunch/dinner talk per year (counts toward 3 events per semester requirement) Community Organizations Yes Submit budget 2 events per semester (practices, fundraising, community outreach/involvement, lunch/dinner talks, other) For every lunch/dinner talk, groups must sponsor one community outreach/involvement event (lunch/dinner talks are NOT required)

Timeline for funding beginning academic year 2013-2014 First Semester funding period: August 16, 2013 February 3, 2014 -Fall Budget request due by August 2, 2013 Second semester funding period: February 3, 2014 August 14, 2014 -Spring budget request due by January 17, 2014 If you have questions regarding budget request process, e-mail eric.chan@northwestern.edu

Things to keep in mind about budget requests: Each group s treasurer is responsible for checking the account balance at the beginning and end of the semester. Any funds remaining in your account at the end of the semester will carry over, BUT they will be subtracted from the total budget request awarded.

Contacts Austin Culver Student Organizations Chair Eric Chan Senate Treasurer a-culver@northwestern.edu eric.chan@northwestern.edu Jennifer Langland Tikky Hes COFO Coordinator for Student Activities j-hes@northwestern.edu j-langland@northwestern.edu