Krannert Club Leadership Training

1. Krannert ClubLeadership Training Presented by the Krannert Graduate Student Association (KGSA)

2. Agenda Guidelines, Rules, and Regulations of: • Student Activities and Organizations (SAO) • Business Office for Student Organizations (BOSO) • KrannertLife • Krannert Graduate Student Association (KGSA)

3. Purdue Student Activities and Organizations (SAO) • Provides students with tools, training, and resources to successfully manage student organizations • Drafted SAO Handbook as a resource to help student leaders organize their clubs and plan events • Handbook should be read by all club leadership: https://www.purdue.edu/b-involved/wp-content/uploads/2013/10/SAO-Handbook-with-Hyperlinks-Oct-17th_Version-2.pdf • Expects clubs to follow rules and regulations of SAO • Located in Schleman Hall

4. Expectations for all Organizations Every Recognized Purdue Student Organization will: 1. Bestudent led and managed by student officers 2. Haveanadvisorwhoisafulltimefaculty/staff 3. Adheretothepoliciesandproceduresof Purdue University 4. Provide opportunities for student members to: • Experience leadership and general student self-development • Strive for excellence and professionalism in program • Develop skills of collaboration, creative thinking, and problem solving by utilizing teamwork, honest communication, and support • More in Handbook

5. Constitution • Should provide current and potential members with information about: • Organization mission and purpose • How to and who can become a member • How organization is run (i.e. elections, meetings, duties) • KGSA Constitution may be found on BoilerLink in “Documents” • Expected to change with time and revisions must be submitted to SAO for review and approval • More information in SAO Handbook • Template is provided on SAO website

6. BoilerLink • Logging in: http://boilerlink.purdue.edu/ • Use Purdue account information • KGSA President or Treasurers (VP Internal and External Finance) have permission to add you as an “Events Creator” • Four main tabs • Your Name  Profile information, settings, log out • My Involvement  Your memberships, event submissions, and co-curricular transcript • My Shortcuts  Shortcut to KGSA page • Messages  Messages about event approval and questions form SAO/BOSO

7. Organization Re-Registration/Maintaining Recognition (for KGSA only) • Every organization must complete annual fall re-registration process on BoilerLink • Notifies SAO staff on who is serving as President, Treasurer, and Advisor • Every organization must complete a registration within three weeks of new officer elections • This process should be completed by the incoming President as a part of transitioning with the outgoing President • More detailed information can be found in SAO Handbook about these processes

8. Planning Student Organization Events Guidelines for planning activities. You should identify: • What you want to do and what outcome you want • What arrangement may be necessary • University Procedures to be observed • Financial arrangements necessary • How to publicize the event • If goals were met

9. Activity Forms • Must be submitted for almost all student organization events (especially those that use club funds) • When in doubt, submit an activity form • Must be filed at least two weeks in advance of the event • File Activity Form on BoilerLink – go to Events and click “Create Event” • Will no longer need to filed for the following: • Regular meetings, supplies, dues, activations, or free speakers • Callouts that have catered or pre-packaged foods • Events without costs or contracts; Skip-A-Meal Fundraisers • Examples of Events that need Activity Forms: • City Treks, Culture Fest, Tailgates, Speakers (if food is provided)

10. Information Needed for Activity Form • Name (Include club name as part of the title) • Location (More information on next slide) • Description (Outlines how event will fit within SAO expectations for clubs) • Start/End Time • Type (Choose “Organization Only” unless you want it to be open to all Purdue students) • Local/Leaving Tippecanoe County • Student Organization • Student Org Name ( Use KGSA) • Student Leader/Email/Phone number • Approximate number of attendees

11. Reserving a Location • Most spaces (11 Rawls rooms) can be reserved through Space Management: https://www.smas.purdue.edu/ • Other Rawls areas and rooms: Contact Peggy Blessing • Elliott Hall, Loeb Playhouse, Fowler Hall, or Slayter Center & Hill: http://www.housing.purdue.edu/HTML/HallOfMusic/Venues/Reservations.html • Krannert Auditorium and Drawing Room: Call 765-494-4434 • More locations in SAO Handbook

12. Event Policies and Risk Management Procedures • Alcoholic Beverages at Events  Under no condition may organizational funds be used to buy, sell, or provide alcoholic beverages on or off campus • Conferences  Need to be discusses, planned, and organized far in advance and in conjunction with Conferences Division at Purdue University • Event Timing  Sunday – Thursday: ending by midnight; Friday & Saturday: ending by 3am • Speakers  If there is a contract to pay the speaker, contract should be uploaded with the Activity Form for review by BOSO

13. Advertising Events • At Krannert • KrannertLife Populates KGSA Newsletter sent to all Krannert Graduate Students • Krannert Facebook groups • Fliers in locker rooms and by Rawls room entrances  Contact Peggy Blessing for approval • Rawls classroom chalkboards • Social Hour Announcement  Contact KGSA VP Communication • Outside Krannert • Ideas in SAO Handbook

14. Traveling as a Student Organization

15. Traveling as a Student Organization

16. Traveling as a Student Organization

17. Business Office for Student Organizations (BOSO) • Located in Schleman Hall, Office hours: 8am – 5pm, Monday – Friday • Office phone: 765-494-6724 • Provide financial services to student organizations • Establish financial controls and best practices • Transaction audits • Reconciliation of funds • Contractual review (fiscal and risk oriented) • Compliance with University Regulations & Policies • Process transactions • Each club treasurer should read the entire BOSO Manual: http://www.purdue.edu/business/boso/pdf/manual.pdf • President and other club leadership should also be familiar with material

18. General Operating Procedures • Petty cash funds and funds collected may not be used for cash payments of expenses • Student organization funds cannot be used for the purchase of tobacco products, alcoholic beverages, or related expenses • Receipts and Reimbursement Certification (only for purchases over $75) are to be collected by KGSA VP Finance within their designated timeframe

19. Deposit of Funds • If your club is collecting dues, the treasurer should keep a Record of Dues Collected to report to the KGSA VP Internal Finance • Record of Dues should include members name, amount of dues paid, and date of payment • All checks received as donations ($100 or more) from an individual or business should be provided to the BOSO office, prior to depositing • Gift-in-Kind donations need to be acknowledged - more information in BOSO Manual

20. Gifts, Awards, and Prizes • “Use of University facilities in any manner that results in financial gain, either directly or indirectly, to individuals or non-University organizations or groups is prohibited.” • Student organizations funds may not be transferred as gifts, charitable contributions, or donations to groups managed outside of Purdue • Cash, cash equivalent, or gift certificates cannot be given as gifts • Student organizations can make charitable contributions to 501-c-3 non-profit agencies up to $100 • Can give more than $100 if funds are raised through events under the University Charity Policy • Awards/Prizes can be given in tangible and monetary forms – more information in BOSO Manual

21. KrannertLife • KrannertLife is the official Krannert Graduate Student website • Common calendar and main informational site for all clubs, students, and offices • Eliminates numerous mass emails to students • Weekly digest version sent to all students via emailed newsletter • Access to make posts can be given by KGSA VP Technology • Add events on calendar by going to Events>Add New • KGSA expects clubs do this for each event to eliminate overlapping of events and to keep record of the number/type of events each club coordinates • Add announcements by going to Announcement>Add Announcement • Make sure to include a picture • Add “Featured” as tag to make it appear on top of KrannerLife page

22. KGSA Expectations • Be active, get creative, keep track of your successes, and ask questions • Attend Krannert Weekend Club Fair (Mod 4) and Krannert Launch Club Fair • Adhere to rules of SAO and BOSO • If one person in one club hurts our good standing, it affects 20+ clubs • Use KrannertLife • KPDC wants to be a resource for you to achieve your professional development objectives – schedule an appointment with a staff member to discuss ideas or get advice

23. Club Dues and Registration • More information to come!

24. Elections • Elections may vary for each club, but each club election process should be visible and fair to every club member • Club Elections are to be held in Mod 3 and prior to Mod 4, after the KGSA President and Vice President Elections • First-Year Representatives may be selected following the KGSA First-Year Rep Election Results Announcement (Mod 1) • December Graduates (excluding SHRM) • If your club President is a student graduating in December • An interim President will be selected from the current board by the current board • The board elections will continue “as-is” in Module 3 • If your club board has a student graduating in December • Duties must be filled by current board members or first-year representatives • If the board is primarily students graduating in December, work with KGSA VP Professional & Organizational Development to find a solution