STUDENT LEADERSHIP CONFERENCE

Transcription

1 STUDENT LEADERSHIP CONFERENCE TRAINING LEADERS FOR TOMORROW S SUCCESS STUDENT LEADER TOOLKIT ST. JOHN S UNIVERSITY

2 TABLE OF CONTENTS I. Student Engagement II. Student Government, INC III. Audiovisual Equipment IV. Requisition for Payment of Bills - Budget Form V. Requisition for Payment of Bills - Earned Income Form VI. Student Government Budget Committee VII. Posting Policy in D Angelo Center VIII. Campus Activities Board Operations Guidelines IX. Campus Activities Board X. Taffner Usage Policies XI. SGI Operations and Procedures

3 STUDENT ENGAGEMENT The Department of Student Engagement exists as a resource for students. Located on the first floor of the D Angelo Center, we serve students by providing high quality programs, services, and developmental opportunities. If you have any questions or concerns, please contact our Student Reception Desk at (718) Office of Campus Activities Jodi Cox, Director coxj@stjohns.edu Ebony Calvin, Associate Director calvine@stjohns.edu Rebecca Hippolyte, Coordinator hippolyr@stjohns.edu Office of Multicultural Affairs Rosa Ching-Wen Yen, Director yenc@stjohns.edu Tiffany Fitzgerald, Assistant Director fitzgert@stjohns.edu Natalie Munoz, Assistant Director munozn@stjohns.edu 3

4 STUDENT GOVERNMENT, INCORPORATED Ridge McKnight, President Sarah Hanna, Vice President Chiara Miuccio, Secretary Dominick Salvatori, Treasurer Zachary Reale, Senior Senator Opjyot Kaur, Junior Senator Frank Obermeyer, Sophomore Senator For more information, please visit SGI in their suite located on the second floor of the D Angelo Center in Room 215 or call (718) Student Government, Incorporated (SGI) represents the student body of St. John s University as the umbrella organization for all student organizations. In conjunction with Student Engagement, SGI is responsible for the coordination and regulation of the undergraduate activities and organizations on campus. SGI is dedicated to the progress of St. John s University and the overall enhancement of your undergraduate experience. ORGANIZATION CONGRESS Every month, SGI meets with a representative from each organization during a platform called Organization Congress. It is important that each representative signs in and out of Organization Congress meetings to get credit for attending; otherwise their organizations SGI budget will be frozen until the next organization congress meeting All Organization Congress meetings are 1:50-3:15 (Common hour) I-Lead: September 30th 4:30pm 7:00pm in DAC 416 University Town Hall: Academic Forum: SGI Debate: November 5th1:50pm 3:15pm in DAC 416 February 1:50pm 3:15pm in DAC 416 March 1:50pm 3:15pm in TBD 4

5 AUDIOVISUAL EQUIPMENT Below is a chart outlining available locations for programming on campus. Depending on your event s audiovisual needs, you may have to complete an Audiovisual Equipment Request form with your Student Engagement Advisor. An online version of this form is located on OrgSync. Please reference this chart and ask your Advisor for his/her suggestion on programming space. Location Equipment found in room Additional Equip. Contact Bent Hall 101 /projector screen No additional equipment needed Classroom support Ext Bent Hall 277 A&B screen DVD/VHS capabilities No additional equipment needed Classroom support Ext Carnesecca Arena None Screen Classroom support Ext Microphone Speakers Facilities services Ext D Angelo Center Organizational Lounge Screen DVD Player VGA Cable Ethernet Cable Audio Cable Microphone Laptop Operations Ext. 1423/7987 D Angelo Center 210 & 212 seminar rooms LCD Screen VGA cable Ethernet cable Audio cable Laptop Operations Ext. 1423/7987 D Angelo Center 301, 311, 312 Seminar rooms Screen VGA cable Ethernet cable Audio cable Laptop Operations Ext. 1423/7987 D Angelo Center Ballroom 416 Microphone inputs Screen VGA Cable Ethernet Cable Audio Cable Microphone Laptop podium Classroom Support Ext D Angelo Coffeehouse 314 Microphone inputs Operations Ext. 1423/7987 5

6 Location Equipment found in room Additional Equip. Contact Little Theatre Microphones (6) Screen Spotlight Piano Speakers Laptop Facilities services Ext Operations Ext. 1423/7987 Marillac Auditorium screen DVD/VHS player Laptop Assistance w/equipment DVD/VHS Player Classroom support Ext Marillac Terrace A, B & C Microphone input Screen Classroom support Ext Microphone Speakers Facilities services Ext Montigoris Dining Hall None Screen Microphone Speakers Classroom support Ext Facilities services Ext St. Albert s Hall B70/75 Computer Screen Microphone Speakers Facilities services Ext St. Vincent Cafe None Screen Microphone Speakers Classroom Support Ext Facilities services Ext Taffner Field House None Screen Classroom Support Ext Microphone Speakers Facilities services Ext

7 REQUISITION FOR PAYMENT OF BILLS If you are a SGI-recognized budgetary organization, you have access to money allocated to your organization by SGI, pending the completion of your Budget Proposal Packet. These funds can be used for anything but; Transportation fees Giveaways/prizes Fundraising Items Trophies/certificates Contributions to charities Alcohol Taxes Expedited Shipping BUDGET FORM In order to be reimbursed for a purchase using your budget money, you must complete the budget form (yellow form) and attach an original receipt that includes the name of the store/company as well as the date the purchase was made. You will also need to thoroughly explain what the money is being used for in the description area of the form. Any remaining money not used by June 30th will be returned to SGI. This form is located in DAC 215 or at the Student Reception Desk in DAC

8 REQUISITION FOR PAYMENT OF BILLS EARNED INCOME FORM An organization s Earned Income account serves as a resource to the organization providing a central location to house any raised funds. For example, if an organization hosts an event that involves ticket sales, any monies earned will be deposited into their Earned Income account. Unlike the budget account, the Earned Income account balance rolls over from year to year. This account also does not restrict the organization from purchasing giveaways, trophies, or from making any charitable donations. In order to be reimbursed for a purchase using your Earned Income account, you must complete the Earned Income form (green form) and attach the original receipt that includes name of the store/company as well as the date the purchase was made. You will also need to thoroughly explain what the money is being used for in the description area. 8

9 STUDENT GOVERNMENT BUDGET COMMITTEE The SGI Budget Committee evaluates and processes special allocation requests for Non-Greek student organizations across campus. By meeting bi-weekly, they serve the student body by following St. John s mission and working directly with organizations as they plan events. Special Allocation is an opportunity to request monies beyond the budgets provided to student organizations. The following requirements must be fulfilled in order to obtain funding: i. Complete a Special Allocation Request Form via OrgSync (for any amount) ii. Submission of the following paperwork: Calendar Clearance Pass Pre-bills for all expenditures on company letterhead Brief statement explaining why the organization would like to request money from special allocation, as well as a detailed breakdown of all pricing being requested iii. All paperwork must be submitted at least one week before the budget meeting in which the request will be reviewed and at least 30 days before the event in order for paperwork to be processed. SGI Budget Committee: All Organizations (excluding Greek organizations and organizations with budgets larger than $2,000) Inter-Greek Budget Committee: Fraternities and Sororities 9

10 Special Allocation Levels of Request: Level Level 5: $8000 Level 4: <$4500 Level 3: <$2000 Description Level 5 requests Must collaborate** with 2 or more additional organizations to be eligible for a level 5 requisition Level 4 amount is the maximum one single organization is allowed to receive Level 3 amount is the maximum an organization with an allocated budget greater than $2,000 can receive per semester Level 2: $1200 Level 1: <$1200 Level 1 and 2 allocations can be submitted online through OrgSync and organizations will not be required to present in front of the budget committee. 10

11 CAMPUS CONCIERGE POLICY: FLIERS: All fliers must be stamped by the organization s Student Engagement Advisor. The fliers can be left in your Advisor s folder in DAC 124. Fliers will not be approved if the necessary information is unclear, missing, or inappropriate. After the flier is stamped, a member of the organization is responsible for going to the Co-Op Copy Center and making 40 copies of the flier. Bring these fliers to Campus Concierge, who will hang them in Marillac Hall, and St. John s Hall. Campus Concierge will NOT accept your fliers more than 14 days before your event. They also will not accept fliers within 5 days of the event. (This is to prevent fliers from being displayed for too short or too long of a time period). POSTING POLICIES FOR STUDENT ORGANIZATIONS PLEASE NOTE: In getting your materials approved, please be respectful of your Student Engagement Advisor s schedule and give them ample time to approve your content. Additionally, Campus Concierge does not post fliers daily and posting times/days may vary. For more information, please contact Ebony Calvin, Associate Director of Campus Activities at or via calvine@stjohns.edu. D ANGELO CENTER INFORMATION DESK POLICY: Student organizations are allowed ten (10) copies of flyers to be displayed in designated bulletin boards throughout the D Angelo Center. Posters/ flyers must be given to the Information Desk at least 48 hours prior to event. We have the right to refuse flyers that are not given to us within this time period. 11

12 CAMPUS ACTIVITIES BOARD (CAB) OPERATIONS GUIDELINES Campus Activities Board (CAB) is a programming board that provides funding for collaborative campus-wide events. Programming entities who request CAB funding (student organizations, University Departments, University committees, etc.) must target the undergraduate student population and respect the University s Mission Statement. CAB Funding Limitations The following are expectations associated with CAB funding: Events and activities should have a campus-wide focus. (Open to All) Events and activities should be sponsored collaboratively. (i.e. more than one office/department) Contracts cannot be signed prior to funds being requested. However, letters of intent from the vendor are required. Funds cannot be used for external conferences or conventions. Event Capital If CAB receives an event proposal in which the total cost of the proposal is equal to or exceeds $10,000, the application will need to be reviewed and approved by the Associate Vice President of Student Affairs and/or the Vice President of Student Affairs. As a general rule, CAB funding shall not account for more than 50% of the total cost of the program or event if the total cost of the program is less than $10,000. CAB funding shall not account for more than 25% of the total cost of the program or event if the total cost of the program is equal to or more than $10,

13 Event Revenue If money is collected by event attendees in the form of any type of entry fee, some portion of those funds must be returned to CAB after the event: If the total cost of the event is under $10,000-50% of what is collected is to be returned. If the total cost of the event is equal to or over $10,000-25% of what is collected is to be returned. Ineligible CAB Funding Areas CAB will not provide funding to certain types of events, including (but not limited to): Events that advocate views that are in conflict with the University mission Events promoting or benefitting individual political candidates or include direct lobbying efforts on behalf of a person, political party or movement Events that provide gifts or awards for organization advisors or members Events that fund any contributions to external organizations In addition, CAB will not provide funding for the payments of debts and previous expenditures or that are put toward toward the purchase of alcohol at an event. Process In order to apply for funding from CAB: Applications must be typed, with the cover page including the signature of the event organizer and the appropriate budget administrator. The application should also include a budget breakdown and letters of intent from all vendors. Late applications will NOT be accepted. Programming entities must apply for funding at least three (3) weeks in advance of the event. A member of the applying programming entity must present at the CAB meeting. Programming entities must secure a date and location for their event in advance (for outdoor events, a rain date and location are also needed) or have already submitted a space requisition form. Programming entities should be able to demonstrate an attempt to obtain institutional support from another offices, departments or student organizations before making a CAB request. 13

14 CAMPUS ACTIVITIES BOARD (CAB) Fall 2015 Campus Activities Board Meeting Dates Meeting Date Time Location Application Deadline September 17, p.m. to 3:30 p.m. DAC 212 August 20, 2015 October 1, p.m. to 3:30 p.m. DAC 212 September 3, 2015 October 15, p.m. to 3:30 p.m. DAC 212 September 17, 2015 November 5, p.m. to 3:30 p.m. DAC 212 October 8, 2015 November 19, p.m. to 3:30 p.m. DAC 212 October 22, 2015 December 3, p.m. to 3:30 p.m. DAC 212 November 5, 2015 Spring 2016 Campus Activities Board Meeting Dates Meeting Date Time Location Application Deadline February 4, p.m. to 3:30 p.m. DAC 212 January 7, 2016 February 18, p.m. to 3:30 p.m. DAC 212 January 21, 2016 March 3, p.m. to 3:30 p.m. DAC 212 February 4, 2016 March 17, p.m. to 3:30 p.m. DAC 212 February 18, 2016 March 31, p.m. to 3:30 p.m. DAC 212 March 3, 2016 April 21, p.m. to 3:30 p.m. DAC 212 March 24, 2016 May 5, p.m. to 3:30 p.m. DAC 212 April 7,

15 Taffner Field House has a primary function of open recreation and intramural programming through the Campus Recreation Department. This space can be reserved for recreational programming as well as events, inside and outside the University. Each request will be reviewed and approved/denied on a case by case basis. TAFFNER USAGE POLICIES The following are policies that must be followed when reserving and utilizing Taffner Field House: Each request must come from Conference Services or from Student Affairs and be submitted to the Director of Campus Recreation at least (4) weeks prior to the requested date(s). No events will be approved that require music or entertainment during normal business hours. Any events that require music or entertainment may only begin after 5pm. Once the event is complete; it is the responsibility of the renter to ensure all clean up is completed. This would include any of Campus Recreations property put back in its location, and all signs and equipment used for the event removed When submitting your request please work with facilities to determine time needs for setup and breakdown. Once determined please indicate on the request the full amount of time that is needed for the event including the setup and breakdown. Capacities for Events in Taffner are as follows: For both sides of Taffner with open floor is For only one side with open floor it would be 570 For a banquet or lecture setup the total would be 600 for both sides and 300 for each individual side by itself 15

16 STUDENT LEADERSHIP CONFERENCE SGI OPERATIONS AND PROCEDURES 16

17 I. Membership Requirements Organization elections must be completed by March 31 of each academic year and the new executive board rosters must be submitted at least ONE MONTH prior to the end of the academic year. Student leaders must meet all GPA requirements and are not permitted to hold more than three executive board positions per academic year. II. Publicity This is an allocation that provides an organization the opportunity to utilize the offerings of the SGI Printing Co-op; when this line expires all future Co-op purchases must come from Earned income. Publicity will cover up to three posters per event with a maximum of six posters per semester. Anything above this must come out of earned income. The budget allows for purchases of apparel (t-shirts, etc.) at $15 per capita, but the purchase of apparel may not exceed 50% of the organization s overall budget. An updated and valid roster of organization members must be presented and approved by your respective advisor. Failure to abide by these rules will result in your organization s earned income being billed and your budget frozen for four weeks. III. Meeting Food The budget may be used for food at general body meetings no more than three times per semester. IV. Off Campus Events & Transportation Your Student Government budget may fund off-campus trips and transportation that pertain to the organization within New York City and via MTA only. Budgetary funds for trips and transportation may only be used two times per semester ($10 per active member for two roundtrip Metro Cards), but must not exceed 50% of the organization s budget. MTA request forms will be made available in the SGI office as hard copies. These must be submitted AT LEAST two weeks prior to the date of the planned event. 17

18 Once approved, organiztions must pick up their Metro Cards from SGI during regular office hours, between 8:30 a.m. and 4:30 p.m. Monday through Friday. After the event, dated documentation of museum tickets and receipts will need to be provided to validate Metro Card use or the earned income will be billed and budget will be frozen for four weeks, or until valid documentation is provided. V. Reimbursement and Petty Cash Policy You should always obtain a pre-bill for any expenses incurred by your organization. However, if that is not possible, the following guidelines must be met in order to obtain a reimbursement from Student Government, Inc: SGI will reimburse an organization member up to the amount of $ via check per week (per student), unless a credit card account is used for the purchase. In order to receive reimbursement, the member must present a valid store receipt, with the store s name, address, and the date of purchase stamped or mechanically imprinted on the receipt. In order to receive reimbursement for purchases with cash, the receipts must be handed in within 14 school days of the purchase date on the receipt. In order to receive a reimbursement for purchases with credit cards, the receipt for the purchase must be handed in with the respective credit card statement. The reimbursement will be made directly to the credit card company; be sure to provide the credit card company address, NOT your own personal address. Use of Petty Cash is subject to approval by the SGI Treasurer or President. The allowance of petty cash will only be given to the organization s President or the Treasurer. The maximum amount of petty cash to be used at one time is $ Receipts for the use of petty cash should be handed in within 7 school days from the date it is taken. Failure to hand in receipts will result in the amount of money being deducted from the organization s Earned Income and the organization s budget will be frozen for 4 weeks. ABSOLUTELY NO EXCEPTIONS will be made regarding these policies. 18

19 VI. Pricing Policy: All Organizations must adhere to the Pricing Policy indicated in the chart below. The prices mentioned in the chart are the maximum amounts an organization can charge the student body for the purpose of event admission. Please note that the amount an organization can charge correlates to the amount the organization receives. Failure on behalf of any organization to adhere to the Student Government, Inc. pricing policy will result in an immediate freezing of the organization s budget and must go before the Budget Committee, which is the only committee that may unfreeze the budget of an organization guilty of violating the Pricing Policy. Fees/Contributions: No organizations are allowed to charge more than $20 for fees/contributions, unless they are a National Organization whose members are required to pay membership fees. Budget Range Guide Maximum Price $ $1, STJ Students: $7.00 Non-STJ Students: $10.00 $1, $3, STJ Students: $5.00 Non-STJ Students: $7.00 $3, and above STJ Students: $3.00 Non-STJ Students: $5.00 VIII. Organizations on probationary status shall: Maintain the standard Publicity allocations. Only be permitted to request speaker money if it is co-sponsored with an organization in good standing. Receive only one-half the amount for convention requests. It shall be at the discretion of SGI, with the assistance of the organizations Student Affairs Liaison, to determine if the organization has made enough substantial progress to be granted another probationary year. 19