Student Organization OFFICERS MEETING

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Student OrganizationOFFICERS MEETING

• Wednesday, September 9, 2009

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AGENDA

• Financial Management
• Fund Allocations
• Access Funds
• Reports
• Vendor Payments
• Additional Funding
• Milbank Fund
• DOSO Resources
• Student Activities Fair

• Departmental Presentations
• Deans Office
• University Marshals Office
• Disabilities
• Alumni Office
• Steps to Plan an Event
• Book a Room
• Arrange AV
• Publicize your Event
• ITS
• Other Publicity Options
• Cater the event
• The Pub/Hark Policies
• Alcohol Policy
• Police Detail
• Invite a High Profile Speaker

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Deans OfficeGriswold
200617-495-4601

• Kerri Burridge
• Executive Assistant
• to the Dean

Kristin Flower Special Assistant to the Dean
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Marshals Officehttp//www.marshal.harvard.edu
/guidelines.html Office of the University
MarshalHarvard UniversityWadsworth House1341
Massachusetts AvenueCambridge, MA
02138617.495.5724 (tel)617.495.5382
(fax)www.marshal.harvard.edu

• Tara Benedict
• Program CoordinatorInternational Visitors 
  Delegate Programs

Jill Chamberlain Assistant University Marshal
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Disability Accommodations

• Cat Segal
• Assistant Director for
• Student Services
• Pound 310
• 617-495-1880
• dos_at_law.harvard.edu

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Alumni Office Tara SpaldingDirector of Alumni
Affairs and Annual Givingtarat_at_law.harvard.edu

• Megan Artz
• Director of the HLS Fund
• 617-495-1334
• martz_at_law.harvard.edu

Ted Gullikson Associate Director of Alumni
Affairs 617-496-5347 tgullikson_at_law.harvard.edu
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Harvard Law School AssociationMission Statement

• The objects of this Association shall be to
  advance
• the cause of legal education, to promote the
• interests and increase the usefulness of the
• Harvard Law School, and to promote mutual
• acquaintance and good fellowship among all
• members of the Association.

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NEED TOBook a Room, Request AV, Publicize the
Event

• DO IT ALL ONLINE AT
• https//internal.law.harvard.edu/events/

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Events OfficePound 208617-495-3129
events_at_law.harvard.edu

• Shannon Parker
• Manager

Laura Ferrigno Event Coordinator
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Media Services

• Darby DeChristopher
• Manager of Media Services
• Pound 205
• 617-495-4840
• av_at_law.harvard.edu

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Technology Servicesways to keep in touch with
your community

• Need to
• create an e-mail account for your org
• access online storage
• create and/or manage a listserv
• create and/or maintain an org webpage
• ONE STOP
• Information Technology Services (ITS)
• online at
• www.law.harvard.edu/about/administration/its/stude
  nts/studorg.html

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Need assistance with your org website

• Jeff Dunn - Web Coordinator
• Phone [phone]
• E-mail jedunn_at_law.harvard.edu

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Other Publicity Options

• Tabling in the Hark
• contact Dean of Students Office to reserve space
• Stuff Hark Boxes
• now located in the tunnels below Pound Hall
• Post on campus bulletin boards
• Need help making a poster/flyer
• Ethan Thomas
• Publications Office
• Phone [phone]
• E-Mail ethomas_at_law.harvard.edu

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Cater the Event

• Food Service Policies at HLS
• All events held in the Hark or areas adjacent
  such as the Hark Patio and Kumble Plaza
• must be catered by Restaurant Associates
• External food service providers may be used for
  all other areas on campus

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HLS Alcohol Policy

• Alcohol for any on-campus event must be purchased
  from Restaurant Associates (Beer and Wine only)
• A bar tender is required for any event where
  alcohol is being served (to be provided by RA)
• Food and non-alcoholic beverages must be provided
  at all events where alcohol is being served
  (chips, pretzels, soda, water, etc.)
• Student Organizations may not use HLS funds to
  purchase alcohol for off-campus events. Unless
  purchased at restaurant while adhering to the 2
  drink per person maximum policy.
• Complete Alcohol Policy may be found online at
• http//www.law.harvard.edu/academics/handbook/lega
  l/harvard-law-school-drug-and-alcohol-policy.html

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Restaurant Associates

• Theresa Caprario
• Director of Catering
• Harkness Commons
• 617-495-5538
• catering_at_law.harvard.edu

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Police Detail Harvard University Police
Department

• Request an HUPD Police Detail online at
• www.hupd.harvard.edu/detail
• Police details are required
• at any event where alcohol is being served and
  expected attendance is over 100
• at an event that features a high profile speaker

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Contact Information

• Harvard University Police Department
• (HUPD)
• 1033 Massachusetts Avenue, 6th Floor Phone
  617-495-1215 Website www.hupd.harvard.edu
• URGENT 617-495-1212

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Invite a High Profile Speaker

• University Marshals Office
• Wadsworth House
• Phone [phone]
• E-mail marshal_at_harvard.edu
• Website www.marshal.harvard.edu
• Dean of Students Office
• Pound Hall, Room 310
• Phone [phone]
• E-mail dos_at_harvard.edu
• Website
• www.law.harvard.edu/current/student-services/dos
  o/index.html

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Financial Information

• Fund Allocations
• Valid during Fiscal Year July 1st-June 31
• This year is FY10, Fiscal Year 2010.
• Determined each spring by the Student Funding
  Board
• Funds may be used towards any expense related to
  the mission of the org as determined by org
  leadership
• (except alcohol consumed off campus)

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Access Funds

• Reimbursement
• 33-digit Billing Code
• 265 22130 XXXX 000001 552100 XXXX 00000
• DOSO Credit Cards

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Reports

• Expense Reports
• E-mailed by William Howell to org financial
  officer
• Will be sent at the end of October and February
• Mid-Year Activity Reports
• Due on Friday, February 5th
• Include Spring Projections
• Required to qualify for funding
• E-mail to William Howell (wihowell_at_law.harvard.edu
  )

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Vendor Payments

• Do not pay with personal funds
• Provide invoice to Dean of Students Office
• Invoice must include Fed ID Tax or SS
• All vendors are required to sign a contact with
  HLS
• Payment will be processed in 3-4 weeks
• Plan ahead

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Additional Funding

• Gifts from outside sources
• Please contact the Dean of Students Office
• Misc Income
• May be deposited into org accounts at HLS
• Turn it to William Howell in the Dean of
  Students Office
• Co-sponsorship
• plan events with other orgs and/or HLS
  departments
• Milbank Tweed Conference Fund

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Milbank FundMilbank, Tweed, Hadley McCloy
Student Conference Fund

• Funding available for org conferences, symposia,
  and panels
• Proposals should be submitted via e-mail to
  mdemarco_at_law.harvard.edu at least 8 weeks prior
  to the event date
• Fund is highly competitive. Preference will be
  given to co-sponsored events

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DOS Resources

• DVD Movies
• available in the HLS Library
• Board Games
• available in the Dean of Students Office
• Wii
• available in the Dean of Students Office

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Student Activities Fair

• Wednesday, September 23rd from 530-700 pm
• Ropes Gray Room, 2nd Floor of Pound Hall.
• Please arrive around 500 pm to set up
• E-mail William Howell (wihowell_at_law.harvard.edu)
• to reserve a space at the event

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Spring Officers Meeting

• Tuesday, February 9th from 1200-100 pm
• Ropes Gray Room, 2nd Floor of Pound Hall.
• Will cover end of year financial info as well as
  the funding application process for 2010-2011
• Reminders will be sent via e-mail

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Contact Information

• Meg Demarco
• Assistant Director
• for Student Activities
• Pound Hall, Room 310
• Phone [phone]
• E-mail mdemarco_at_law.harvard.edu

William Howell Student Activities
Coordinator Pound Hall, Room 310 Phone
617-496-2471 E-mail wihowell_at_law.harvard.edu