Student Organization Registration Workshop

1
Student Organization Registration Workshop

• How to be a Student
• organization at DePaul
• Office of Student Life
• DePaul University
• 2005-2006 Academic Year

2
Benefits of Being Registered

• Access to
• Campus space
• Funding
• DPU community
• Advertising
• Programming
• Resources

3
Types of Clubs

• There are several types of clubs and some require
  additional steps in the registration process. If
  you are a campus recreation, community service,
  spiritual/religious or fraternity/sorority life,
  you need to contact the names listed below.

Requires additional step to registration
process Campus Recreation - Campus Recreation,
Rollie Madison / rmadison_at_depaul.edu or
773.325.4556 Community Service - University
Ministry, Karl Nass / knass_at_depaul.edu or
773.325.1195 Spiritual / Religious - University
Ministry, Javier Orozco / jorozco_at_depaul.edu or
773.325.1191 Fraternity / Sorority - Student
Life, Shannon Milliken / sgreybar_at_depaul.edu or
773.325.7361
4
Expectations

• Vincentian character
• Abide by all University policies, federal, state
  and local laws
• Conduct recruitment per University Mission and
  non-discrimination statement
• Maintain 8 members officers and voting members
  must be DePaul students officers must maintain a
  cumulative 2.5 GPA

5
Expectations

• Annual update with Student Life
• Pay all of your bills!
• Represent your organization with respect to the
  University
• Code of Student Responsibility
• http//studentaffairs.depaul.edu/dos/handbook.htm
  l

6
Expectations

• Office of Student Life Expectations
• Please be professional when addressing staff
• Please respect staffs workspace
• Be courteous and respectful to ALL students /
  student organizations
• NO student organization will be allowed to
  intentionally direct any negative remarks or
  signage towards any student organization
• Intentional actions can result in Student
  Life penalties!

7
What You Need To Register

• Submit completed Registration Packet
• Policy and Procedure
• Registration Form
• Membership Roster
• Advocate Contract (If necessary)
• Constitution (National or Local both if
  possible)
• In some cases, a member may need to meet with
  another university representative!
• http//studentaffairs.depaul.edu/slife/forms/orga
  nization.asp

8
What happens next?

• Student Life will review your packet and
• Check for duplicate clubs (similar goals, etc)
• Check for congruence in purpose with DePauls
  mission
• Categorize your organization
• Confirm your faculty/staff advocate (If
  Necessary)
• After that
• Student Life will Approve or Disapprove your
  Organizations application
• Student Life will notify you of the decision

9
So you got approved!

• Now youre one of us!
• Now what?
• Have a Meeting! then

10
Programs or Meetings _at_ the Loop

• Available locations
• Loop Campus,
• DePaul Center, 11th Floor - 773.325.7346
• 8th Floor Conference Center Conference Services
  312.362.8624
• CTI 212 - Aileen Spencer 312.362.8624
• Lewis 5th Floor Conf. Room Law Library -
  312.362.8121
• Music Mart Conference Services 312.362.8624
• Lifelong Learning Offices - Conference Services
  312.362.8624
• Academic Buildings Aileen Spencer 773.362.8624
  

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Programs or Meetings _at_ the Lincoln Park campus

• Available locations
• Lincoln Park Campus,
• Lincoln Park Student Center - 773.325.7346
• Cortelyou Commons - 773.325.7346
• Quadrangle - 773.325.7346
• Monroe Conference Rooms - 773.325.7346
• Academic Buildings - http//las.depaul.edu/rooms.h
  tm or ShaJuan Young 773.325.7300 or
  syoung1_at_depaul.edu
• Ray Meyer Fitness Center - Rollie Madison
  773.325.4556
• http//studentcenter.depaul.edu/ ALL FACILITIES
  require Chartwells
• There are EXCEPTIONS, See Student Life Staff

12
Extra Needs

• Need a work order?
• Contact Person
• Amy Margolis
• Lincoln Park Campus Loop Campus
• Office of Student Life Office of Student Life
• 773.325.7361 312.362.5015
• amargol1_at_depaul.edu
• Chairs,
  tables, electrical needs, loop elevators, etc

13
Need some food?

• DePaul Dining Services
• http//www.mycampusdining.com/depaul/
• Locations Student Center (Lincoln Park and Loop)
• Contact Person
• Name Teresa Kleptach
• Email tkleptac_at_depaul.edu
• Telephone [phone]
• Chartwells is required for all events on the
  Lincoln Park and Loop
• campuses. All catering for events are required to
  be processed through
• Chartwells. There are NO exceptions.

14
Liability Questions

• Have any concerns about Insurance
• Need coverage for?
• On campus events
• Off campus events
• Renting vehicles
• University vehicles
• Any insurance related question
• Treasurers Office
• Contact Person Office staff
• Loop Campus, Suite 1910 (55 East Jackson Blvd)
• 312.362.8848
• sham1_at_depaul.edu
• Before you contact the Treasurers Office,
  consult Student Life or your Advisor!

15
What Can Student Life Do For You?

• Administrative Support
• Copies - black/white color paper can work
  with the Copy Center in both Lincoln Park and the
  Loop
• Lamination - Laminate documents, fliers
• Faxes - Incoming / Outgoing
• Poster/Poster Maker - Flyers blown up (Lincoln
  Park)
• Advertising supplies - Butcher paper, paint,
  markers, balloons, sidewalk chalk (Lincoln Park
  ONLY)
• Mailboxes - Student Life offices
• Voicemail - Visit website http//ntg.depaul.edu
  /
• Email - Have your advocate email
  netadmin_at_depaul.edu
• Websites - Visit DePaul ID Services
  http//is.depaul.edu/communication/web/index.asp
  
• and fill out the form for web space

16
Prices

• TBD Currently working with the Copy Center
• Need information regarding Tax ID? Contact
  Student Life

17
What Can Student Life Do For You?

• Organization Support
• Organization workshops
• Funding Workshops
• Tuesday, October 4 from 4-5pm _at_ the Loop
• Wednesday, October 12 from 12-1pm_at_ Lincoln Park
• How to effectively publicize
• Tuesday, October 18 from 4-5pm _at_ the Loop
• Wednesday, October 26 from 12-1pm_at_ Lincoln Park

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What Can Student Life Do For You?

• Help You Advertise
• Offer you suggestions on how to advertise
• Policies you may need to be aware of!
• Flyer, poster, table tents and handbill approval
• Club mailbox stuffers
• Table tents
• Promotional tables and walls
• http//studentaffairs.depaul.edu/slife/student/pol
  icies.asp

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Marketing Opportunities

• Help You Advertise
• The DePaulia - Offers student groups a 40
  discount!
• 773.325.2281
• Banners in LPC Student Center Atrium -
• Joe Skibicki 773.325.7433
• Video Channel in Student Center -
• 773.325.7346
• Windows to DePaul
• (Lincoln Park and Loop) Gazala Siddiqi,
  gsiddiqi_at_depaul.edu
• DePaul Black Board -
• Visit https//oll.depaul.edu/ and Complete the
  online requests form.
• If you have any further questions, please
  contact
• Christine Knox at cknox_at_depaul.edu

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Marketing Opportunities

• Help You Advertise
• Use Channel 4
• Located in all DePaul Residence Halls
• More information, email channel4_at_depaul.edu
• DePaul Town Square
• Access through Campus connect
• Post under Student Notices
• Post under Student Activities
• DePaul Radio
• Visit official website _at_ www.radio.depaul.edu
  wrdpspecevents_at_yahoo.com

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Marketing Opportunities

• Help You Advertise
• DePaul Events on Campus Link
• http//www.depaul.edu/about_DP/events.asp and
  click
• Enter an event in the Event Calendar need
  campus connect info
• Student Affairs Website
• http//studentaffairs.depaul.edu/events.asp
• Student Organization operated Channel
• Email Carolyn at carolynannecolsant_at_hotmail.com

22
Media Relations

• Before organizations involve the media or secures
  a
• political figure to come to campus with one of
  their
• events, contact MUST be made with the DePaul
• University Media Relations Office
• Contact Information
• 1 East Jackson Blvd
• Phone [phone]
• Fax [phone]
• http//newsroom.depaul.edu/

23
What Does Your Club Advocate Do?
24
What Does Your Club Advocate Do?

• EXPECTATIONS OF ADVOCATES
• Have a firm understanding of the mission, goals,
  and procedures of the University and the Office
  of Student Life.
• Have a firm understanding of the mission, goals,
  and procedures of the organization.
• Work with the organization to ensure that the
  actions of the organization are consistent and
  not in violation of the mission, goals and
  procedures of the University and the Office of
  Student Life.
• Act as a liaison for the organization to fellow
  faculty/staff members on behalf of the students.
• Provide advice and guidance to the organization.
  Help the group achieve its goals.

25
What Does Your Club Advocate Do?

• EXPECTATIONS OF ADVOCATES
• Serve as a resource and mentor for the
  organization members. Make yourself available to
  assist them with decisions.
• Help the organization develop and learn how to
  function as a team!
• Provide assistance on planning and implementing
  events and activities.
• Be aware and present, when possible, at meetings
  and events for the organization.
• Maintain consistent contact with all of the
  organizations executive officers, and encourage
  other students within the organization to share
  in leadership responsibilities.
• Help with transition of new officers and/or a new
  advocate into the organization.

26
Working with your Organization Advocate

• Expectations of organization members
• Lay out expectations for advocates
• Include advocates on organization decisions
• Invite the advocates to programs and meetings
• DO NOT rush advocates remember advocates are
  full time faculty or staff members
• If you advocates changes, please notify Student
  Life IMMEDIATELY!
• be polite and its always good practice to say,
  THANK YOU!

27
The Budget Process
28
The Budget Process
Only a full-time student life staff can sign off
on any money and contract issues
29
The Budget Process

• The steps for submitting your paperwork and
  payment processing form are as follows
• Student organizations will submit paperwork to
  the Loop or LPC Student Life office and student
  workers will confirm that the organization is
  recognized by DePaul University.
• Student Life workers will complete the top
  portion of the cover sheet (while the student
  organization is present) to confirm Department
  ID. IMPORTANT (Student Life will note when
  Net 30 ends)
• Student Life workers will review the cover sheet
  that explains the specific reasons for payment,
  reimbursement, transfers etc.
• Student Life worker will make sure ALL field
  have been filled and that all supporting
  documentation is present (original receipts,
  invoices and all documents have been properly
  signed).
• If the student organization paperwork is missing
  any documents, the Student Life worker will
  return the paperwork to the student organization.
  

30
The Budget Process
Payment Processing Form
31
Dept. ID Date Recd 30 days from event on
(Date) Log Payment Processing Form All
financial paperwork must be reviewed and signed
by Student Life staff. Please allow Student Life
staff 7 14 days to process paperwork before
documents are sent to Financial Affairs. Please
note that DePaul University pays NET 30 from
the date (DAY) of the event / service. Vendor
Payment ? Transferring Funds ? Reimbursement
? CONTACT INFORMATION (paying organization) Organi
zation Name and Department ID ___________________
__________________________________________ Contact
Name ___________________________________________
______________________ Contact Phone_____________
_________ Email__________________________________
____ Event / Service ____________________________
______________ Date__________________ Vendor /
Organization / Student Name _____________________
_________________________ ________________________
__________________________________________________
____ If Transferring Funds, please provide the
organizations Department ID __________________ P
lease explain the reason for payment
___________________________________________ ______
__________________________________________________
______________________ Did you receive SAF-B
Funds for this payment If so, have you
made contact with SAF-B Advisor? Y
N (SAF-B Advisor, Tiffany Guzzarde,
tguzzard_at_depaul.edu or 773.325.1989) Is another
DePaul Office or Student Organization
co-sponsoring this event? Y N If so, what
office or organization? __________________________
_________________________ Co-sponsor contact
person ___________________________ Phone
_______________________ How much are they
contributing ___________ Are you paying a
portion of any of the amount due from an
off-campus account? Y N If so, how much
_____________ Student Life Staff (initial)
_____________ Date ______________________________
________




Picked up
by__________Student Organization Representative
Signature Date Picked Up
32
Contract Process

• Pick up or print a Contract Submission Form from
  the Office of Student Life or website.
• Complete the Contract Submission Form and attach
  it to three (3) original copies of the Standard
  Performance Contract each signed by the vendor or
  performer.
• Submit this to the Office Manager at either the
  LPC or Loop Office of Student Life.
• A full time Student Life staff person will review
  and sign the contract upon approval. If the staff
  person has any questions, he or she will follow
  up with the organization contact listed on the
  submission form.
• Once signed, the Office Manager will contact the
  student organization representative to pick up
  one signed original copy for the vendor or
  performer. Please do not forget to make a copy
  for your student organization records!

33
Signing Contracts

• Absolutely no students or advocates can sign
  contracts. All contracts must be signed by a full
  time Student Life staff person.
• Please allow 2 weeks to process contracts after
  submitting. If the contract is over 5000.00,
  additional time may be needed.
• All student organizations must use the Standard
  Performance Contract with all performers or
  vendors.
• For any contracts over 1000.00, a student
  representative of the student organization must
  meet with a Student Life staff person.
• If your organization is using an off campus
  account to pay the vendor or performer AND the
  amount is over 500.00, your organization must
  submit proof that your organization has the
  necessary funds available, e.g. a copy of a
  recent bank statement.

34
Signing Contracts

• Penalties
• Student Organizations that fail to meet the two
  week (14-day) deadline for submitting contract to
  the Office of Student Life are subject to
  penalties.
• The 1st Offense.
• Written warning from the Office of Student Life
• The 2nd Offense.
• No contract will be signed for any vendor or
  service that exceeds 500.00
• The 3rd Offense.
• No contracts will be signed for the remainder of
  the current (quarter in which incident takes
  place) and the following quarter
• The 4th Offense.
• Lose of University recognition for the
  organization for a year
• All appeals to any sanctions will ONLY be heard
  by the Director of Student Life

35
Contracts Submission Form Office of Student
Life All contracts must be reviewed and signed by
Student Life for registered student
organizations. Please allow 2 weeks for
processing. One original copy of your signed
contract will be returned to you to send to the
contracting party (e.g. the vendor). As a
courtesy, please make sure your advocate is
informed about the event. YOU MUST SUBMIT 3
ORIGINAL COPIES OF THE CONTRACT SIGNED BY THE
VENDOR WITH THIS FORM. Please note you must use
the Standard Contract provided by the Office of
Student Life. Organization Name
__________________________________________________
___________ Contact Name ________________________
_________________________________________ Contact
Phone______________________Email________________
______________________ Event Date
________________________ Event Name______________
___________________ Vendor Name
__________________________________________________
________________ Amount of Contract ()
________________________ Will the event be paid
for by SAF-B? Y N If so, have you turned
in appropriate financial paperwork to SAF-B
Advisor? Y N (The financial processing is a
separate step please let us know if you have
questions) If not, how will this event be paid
for (On Campus Account or Off Campus Account)?
__________________________________________________
____________________________ (Off Campus
Accounts If the contract amount is more than
500, please attach proof that your organization
has the necessary funds available. For example, a
copy of a bank statement.) Please provide a brief
description of goods/services provided under the
contract ________________________________________
________________________________________
36
Sources of Money

• Some ideas
• Membership dues
• Fundraise
• Balls, dances, shows, selling items, etc
• Seek donations
• DePaul can provide tax credit to
  businesses/individuals that donate.
• More information, Mark Burns - Office of
  Development
• mburns3_at_depaul.edu, 312.362.5651
• Apply for University funding

37
Using University Money

• Obtain a University account
• Form to establish an account (department id)
  available in student life office or online
• http//studentaffairs.depaul.edu/slife/forms/organ
  ization.asp
• Beth Berardi (contact person) 312.362.8910
• bberardi_at_depaul.edu
• Even if you have an off campus account, the
  university will
• NOT transfer funds into that account!

38
Off Campus Checking Accounts

• Opening a checking account
• First attain an Employer Identification Number
  (EIN)
• Get the (EIN) through the IRS by calling
  1.866.816.2065 or complete form on website at
• http//www.irs.ustreas.gov/pub/irs-pdf/iss4.pdf
• Decide on a local bank
• Go to the bank and ask to open a checking account
• NEVER USE YOUR Social Security Number or DePaul
  University!
• DePaul is not responsible for this account
  ownership of the account will be solely placed on
  the student organization
• If You need any further assistance,
• contact Student Life _at_ 773.325.7361 or
  312.362.5015

39
University Funds

• Departments and Offices
• Coca-Cola Fund
• Student Activity Fee Board (SAF-B)
• What funding source will best meet my needs?

40
Departments and Offices

• If a Department or Office decide to make a
  donation to your account, there are a few
  options
• Budget transfer
• Deposit funds directly into your account
• Reimburse you / organization
• Request a check for you or your organization -
  payable to you or your organization (Off-campus
  checking accounts can not be reimbursed)
• Pay the vendor directly
• They can take care of or manage all of the
  financial arrangements
• Forms can be found at
• http//studentaffairs.depaul.edu/slife/forms/advis
  or.asp

41
Spending your money!

• Forms
• Printed check (7-14 business days)
• To purchase items or pay for services rendered
• Reimburses students that may have spent personal
  funds
• http//condor.depaul.edu/faffairs/procurement/for
  ms/frmVoucherReq.html
• Budget Transfer
• If youre paying another office or dept. at
  DePaul ONLY
• http//condor.depaul.edu/faffairs/accting/budget_
  forms/budchgrequest.html
• The forms are located on the Student Life
  website,
• http//studentaffairs.depaul.edu/slife/forms/advis
  or.asp

42
Sidenote before we move on!

• Remember,
• Only a full-time student life staff can sign off
  on any money and contract issues
• and
• DO NOT pay cash for ANYTHING unless you will
  be provided with a valid receipt with the
  insignia of the vendor! contact Student Life
  First
• Exp NO handwritten, or self made receipts
  (receipt books)
• Official insignia of the vendor!

43
COCA-COLA

• Submit request at least (2) weeks in advance of
  the event
• (Lincoln Park Student Life front desk Sarah
  Walls)
• (Loop Student Life front desk Amalia Lopez)
• An organization can receive up to (10) cases of
  Coca-Cola products for events
• An organization can apply (3) times a year (MAX)

44
SAF-B
Student Activity Funding Board
45
Student Activity Fee Board (SAF-B)

• An organization can receive
• If the organization is comprised mostly of
  18-24 year old undergraduate students
• For requests over 2,000, a member of the
  organization must meet with the SAF-B Advisor or
  a Student Life Staff representative in advance of
  the hearing
• An organization can receive funding
• As often as they apply, provided funds are
  available and the organization is in good
  standing with the office of Student Life
• http//studentaffairs.depaul.edu/slife/student/saf
  b.asp
• Board comprised of full-time/undergraduate
  students (18-24)

46
Student Activity Fee Board (SAF-B)

• What SAF-B can fund
• On - and Off - campus events
• Events that enhance campus life and are
  accessible to significant parts of the DePaul
  community
• Domestic Travel / Conferences (up to 1500 per
  year)
• Organization apparel / equipment (up to 25 once
  a year)
• Food to enhance events (up to 1500 per event)
• If you have a question about whether SAF-B can
  fund a particular
• event/program/idea Contact Student Life

47

Student Activity Fee Board (SAF-B)

• What SAF-B can NOT fund
• Political Programs that advocate the views of a
  particular party, individual political candidates
  or direct lobbying efforts
• Support and/or contributions for any private
  business, person, group, association or business
  except for services rendered
• Employment of faculty, students, or civil
  service unless authorized because of unusual
  circumstances
• Gifts or awards for organization advocates or
  members
• Contributions to charitable organizations
• Programs where food is the ONLY attraction
• Payments of debts and previous expenditures
• Purchase of alcohol

48
How Do I Apply?

• Develop a program/event idea
• Talk it over with your advocate or Student Life
  staff
• Complete the application, including support
  materials APPLICATIONS MUST BE TYPED!!
• Biographies (why the need?)
• Make sure your proposal is DETAILED SPECIFIC!
• Co-Sponsor Agreements
• BUDGET (USE THE SAMPLE FORM!!!)
• http//studentaffairs.depaul.edu/slife/forms/organ
  ization.asp
• Submit the application ON TIME!
• (Applications due Thursday by 5pm before a
  Tuesday Hearing)

49
SAF-B Hearings

• A member from the requesting organization must
  present their funding request to the SAF-B board
• Once a completed application is turned in,
  members may sign-up to present at the Office of
  Student Life
• Up to 15 organizations may sign-up per hearing
• (Sign-up is first come, first serve)
• Presentations are 10 minutes maximum
• Failure to attend a hearing will result in no
  funding.
• Therefore, it is recommended that two members
  sign-up for a hearing presentation to ensure
  attendance

50
SAF-B Advisor Fall Office Hours

• Monday 1 p.m. 400 p.m. (Closed on
  Non-SAF-B Mondays)
• Tuesday 11 a.m. 5 p.m.
• Wednesday 10 a.m. 2 p.m.
• Thursday 11 a.m. 5 p.m.
• Please note that all Office Hours are based out
  of the Lincoln Park Office of Student Life. Loop
  Office Hours are available Tuesdays and Thursdays
  by Appointment Only.
• Have a Question? Need to schedule a meeting?
• Please email the SAF-B Advisor at
  tguzzard_at_depaul.edu

51
SAF-B 05-06 Hearing Date and Deadlines

• Fall 2005
• Application Deadline Hearing Date
• September 15th September 19th
• September 29th October 3rd
• October 13th October 17th
• October 27th October 31st (Halloween)
• November 10th November 14th
• Winter 2006
• Application Deadline Hearing Date
• January 5th January 9th
• January 19th January 23rd
• February 2nd February 6th
• February 16th February 20th
• March 2nd March 6th

52
SAF-B 05-06 Hearing Date and Deadlines

• Important Reminders
• 1) All funding applications are due by 5 p.m. on
  the application deadline date.
• Please note Only 15 complete applications are
  accepted per hearing on a first-come, first-serve
  basis, so please complete the application in its
  entirety and apply early.
• 2) Events less than one month away from a
  hearing date are not eligible for funding.
• 3) Additional guidelines can be found online at
  http//studentaffairs.depaul.edu/slife/student/fun
  ding.asp

53
Collaboration

• Collaborating with other organizations not only
  helpa your organization cut costs, but also.

54
Collaboration

• Support Diversity
• Learn how to work with students who are different
  from you.
• Sensitize your program offerings. For example,
  by including diverse perspectives in your
  planning and implementation process, your group
  is more likely to consider how the program might
  impact the whole community.
• Build Community
• New relationships dont have to end once the
  program is over. After collaborating, student
  leaders can continue to rely on one another to
  exchange ideas and share resources.
• Strengthen the presence of student organizations
  on campus. Joining forces will help to make
  organizations presence known and build
  membership.
• Take risks. Get to know folks outside of your
  regular circles.

55
Reasons to Collaborate

• Resource Stewardship
• The university has limited funds to support
  student organization programs. Partnering with
  other organizations helps to maximize limited
  funds.
• Student organizations have an ethical
  responsibility to get the most out of the funds
  that are given to them. Avoiding duplicate
  programs or unnecessary expenses is an important
  way to do this.
• Be Pragmatic
• St. Vincent DePaul said, It is not enough to do
  good. It must be done well.
• Increase access to your student organization.
  Groups who demonstrate they are open to
  collaboration will increase the access to their
  events and meetings.
• Tap into different strengths. Create something
  your group couldnt do on its own.

56
Reasons to Collaborate

• Strengthen Your Process
• When you collaborate with others, you are forced
  to take your communication to a new level. You
  cant rely on old assumptions and role
  definitions.
• Articulate what you are doing. By openly sharing
  what youre up to and what youre about as you
  look for collaborators, funders, students and the
  larger university community will take notice.

57
Questions
58
Before you leave

• Get your presenters business card
• Leave your contact information (name, phone,
  email)
• Remember where were located!
• Lincoln Park, 2nd Floor Student Center, suite 201
• 773.325.7361
• Loop Campus, 11th Floor DePaul Center, suite
  11027
• 312.362.5015
• http//studentaffairs.depaul.edu/slife