Student Organization Officers Meeting

1. Student OrganizationOfficers Meeting Tuesday, September 7, 2010

2. AGENDA • Financial Information • Fund Allocations • Accessing Funds • Vendor Payments • Financial Records • Additional Funding • Milbank Fund • Funding Application • Plan An Event • High Profile Guests • Book a Room • Cater an Event • Audio Visual Services • Publicize an Event • Police Detail • HLS Policy Statements Student Activities Fair Contact Information

3. Financial InformationFunding Allocations • Valid during Fiscal Year: July 1st-June 31 • This year is FY11, Fiscal Year 2011. • 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* *(see list of unallowable expenses)

4. Accessing Funds • Reimbursement • 33-digit Billing Code • 265 22130 8450 000001 552100 XXXX 00000 • DOSO Credit Cards • Vendor Payments (Payment Via Check)

5. Vendor Payments • Do not pay with personal funds • These types of payments are not reimbursable • Never sign a contract. Forward all contract to Meg DeMarco (mdemarco@law.harvard.edu) for review • Provide invoice to Dean of Students Office • Invoice must include Fed ID Tax# or SS# • All vendors are required to sign a contract with HLS • Payment will be processed in 3-4 weeks • Plan ahead

6. Financial Records • It is the responsibility of each organization to monitor and track expenses • To make sure org records match those of the Dean of Students Office, orgs may request a copy of their expense report at any time by e-mailing Will Howell (wihowell@law.harvard.edu) • Keep in mind that expenses take 2 weeks to appear in the reports

7. Additional Funding • Gifts from Outside Sources Contact the Dean of Students Office • Misc Income May be deposited into org accounts at HLS Turn it to Will Howell in the Dean of Students Office • Co-sponsorship Plan events with other orgs and/or HLS departments • Milbank Conference Fund

8. Milbank FundMilbank, Tweed, Hadley & McCloy Student Conference Fund • Funding available for org conferences, symposia, and panels • Proposals must be submitted via e-mail to Meg DeMarco (mdemarco@law.harvard.edu) at least 8 weeks prior to the event date • Fund is highly competitive. Preference will be given to co-sponsored events

9. Funding Application • Funding application for the 2011-2012 academic year will be available online in February, 2011 • Student Funding Board decisions will be made by the end of April, 2011 (visit http://www.law.harvard.edu/current/orgs/student-funding-board.html for information on the SFB process for information on the SFB) • Application details and deadlines will be sent via e-mail in February, 2011

10. Planning An Eventinviting a high profile guest Before extending an invitation, contact the Dean of Students Office who will reach out to the University Marshals Office to ensure that multiple invitations are not being sent to the same individual.

11. Book A Room HLS Office of Events Scheduling and Support C.J. Azubuine Senior Manager for Events Scheduling and Support Holmes Hall, Room 1 18 Everett St. Cambridge MA 02138events@law.harvard.eduPhone: 617/495-3129Fax: 617/496-3838

12. Cater an Event Restaurant Associates catering@law.harvard.edu

13. Audio visual Services Media Services Office Pound 205 av@law.harvard.edu Phone: 617.495.4840 Fax: 617.496.6645

14. Green is the new crimson Kate Cosgrove Sustainability Coordinator Harvard Law School kathryn_cosgrove@harvard.edu 617.384.6893

15. Publicize an event • HLS Events Calendar • Posting Flyers/Posters • Organization E-mail Listserv • Organization Website

16. HLS Events Calendar Submit online to the events calendar: http://www.law.harvard.edu/calendar/

17. Posting Event Flyers/Posters • Flyers/Posters can be placed on the bulletin boards found throughout the HLS campus (most are located in the tunnels) • Flyers/Posters cannot be affixed to any other surface on campus including walls, doors and/or windows

18. Organization E-Mail Listserv Apply for a listserv online: http://www.law.harvard.edu/about/administration/its/students/studorg.html • To create an organization e-mail address simply fill out the online form found here: http://www.law.harvard.edu/apps/its/forms/studorg_email.php

19. Organization Website To create or update an org website contact: Jeff Dunn Web Coordinator Dean of Students Office jedunn@law.harvard.edu

20. Police DetailHarvard 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 guest

21. HUPD CONTACT INFORMATION Harvard University Police Department (HUPD) 1033 Massachusetts Avenue, 6th FloorPhone: 617-495-1215Website: www.hupd.harvard.edu URGENT: 617-495-1212

22. HLS Policy Statements With the acceptance of the funding allocations each organization and all members agree to adhere to all HLS policies including the following: • Harkness Commons Food Policy • HLS Alcohol Policy • Policy on Discrimination • Hazing Policy

23. Harkness Commons Food Policy • All events held in the Hark or areas adjacent such as the Hark Patio, Jarvis Field and Kumble Plaza must be catered by Restaurant Associates

24. 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 Complete Alcohol Policy may be found online at: www.law.harvard.edu/current/orgs/info/alcohol.html

25. Policy on Discrimination • It is unlawful, and a violation of HLS rules, for any HLS student organization to discriminate in the provision of services on the basis of race, religion, sex, nationality, disability or sexual orientation.

26. Hazing Policy • Massachusetts law expressly prohibits any form of hazing in connection with admission into any student organization. The term hazing is defined as “any conduct or method of initiation which willfully or recklessly endangers the physical or mental health of any student or other person.” The law applies to officially recognized and to non-recognized groups and to activities conducted both on and off campus. The HLS Administrative Board will consider any violation of this law in the normal course of its oversight. Any student who participates in, supports or condones the practice of hazing is potentially subject to an Administrative Board investigation. Disciplinary action may include the reporting of confirmed incidents of hazing to local law enforcement officials. Under Massachusetts law, hazing is a crime punishable by fine and/or imprisonment. Anyone aware of an incident of hazing within a student organization should contact the Dean of Students Office at 617-495-1880. All information will be kept strictly confidential.

27. Student Activities Fair • Thursday, September 16th from 5:30-7:00pm in Ropes Gray, 2nd Floor of Pound Hall. • Arrive no later than 5:15 pm to set up • E-mail Will Howell (wihowell@law.harvard.edu) by September 13thto reserve a space at the event and ensure inclusion in the program • Confirmation will be sent via e-mail by September 14th

28. Contact Information Meg DeMarco Assistant Director for Student Activities Pound Hall, Room 310 Phone: 617-496-2436 E-mail: mdemarco@law.harvard.edu Will Howell Student Activities Coordinator Pound Hall, Room 310 Phone: 617-496-2471 E-mail: wihowell@law.harvard.edu