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Fall 2019 Mandatory Student Organization Workshop

Learn purchasing thresholds, reimbursement procedures, licensing policy, and fundraising support for student organizations at the Fall 2019 workshop. Gain insights into ordering apparel, travel processes, and agency accounts. Contact Barb Mustard & Dawn Miller for details.

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Fall 2019 Mandatory Student Organization Workshop

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  1. Fall 2019 Mandatory Student Organization Workshop

  2. All-School Reunion 2020 and Student Organizations

  3. Purchasing - Travel Barb Mustard, Barbara.Mustard@sdsmt.edu Dawn Miller, Dawn.Miller@sdsmt.edu

  4. Purchasing & Reimbursements

  5. Purchasing $ Thresholds • Under $1,000 Purchase: • Supplies/Equipment purchase on a PO if possible • No sales tax on reimbursements • All computers, printing, and clothing must be purchased on a PO • Over $1,000: • PO is required with quote • Over $4,000: • Sealed bid process • State contract items are exempt Admin. Support person for each department submits POs for students and departments.

  6. Accounts Payable |Invoices and Bills • Have bill or invoice ready to pay • Actual invoice • A# on each invoice • Fix tax if charged • Account number • Authorized Signer • Membership Invoices • No personal memberships • Be sure term is on invoice • Memberships greater than $100 need approval from Director of Finance

  7. Accounts Payable |Check Requests • Check Request (Reimbursement): • Explain, Explain, Explain • WHAT is being purchased • WHERE is it located on campus • WHEN did it arrive • WHO purchased it • HOW did they purchase it • Fill out check request form completely • Authorized signer must sign the form • Required documentation • Original receipt • Bank statement • List of names (full name) • Food, clothing, ticketed items • You cannot be reimbursed until the item is received • No sales tax reimbursed for supplies/equipment

  8. Ordering Apparel for Campus Groups & Departments

  9. SD Mines Licensing Policy POLICY (V-B-08 – Sept. 2004) The University marks are registered with the South Dakota Secretary of State. Licensing for reproduction of all University marks and verbiage on merchandise for resale to faculty, staff, students, and the general public must be approved by the University Bookstore Director or designee.

  10. Become Licensed & Current Vendors • How to Become Licensed • Complete University’s Non-Exclusive Licensing Agreement • Marlin, Bookstore Director • Cost • Initial fee = $100 • Annual renewal = $50 • Art approvals required • Royalty rate is 10% of net price of goods • Depending upon the vendor, licensing time frame can vary • Fall 2019 Local Vendors • Stec’s Advertising Specialties • JJ’s Engraving • Dakota Sports • Vanway Trophy • The Rocker Shop • No online vendors are licensed at this time

  11. Approved SD Mines Logos & Verbiage • Trademarks • Licensed marks = federal trademarks • Cannot be reproduced UNLESS licensed to do so • Verbiage • “HARDROCKERS” • “SD MINES” • “SOUTH DAKOTA MINES” • “SOUTH DAKOTA SCHOOL OF MINES & TECHNOLOGY • NO “AND” - MUST BE “&” • UR, Rocker Shop, and approved vendors can help with artwork/graphics • If using the Rocker Shop, PLEASE allow 4-6 weeks lead time.

  12. Agency Accts/Fundraising • Funds can not be deposited to SOAP accounts • Funds can be deposited to • Agency Funds • Foundation • Sales Tax needs to be charged on items sold for fundraising • SDSMT will remit sales tax for an organization, if deposited with the school in an agency account • Please contact the Business Office BEFORE an event about how funds can be collected and sales tax

  13. Travel

  14. Travel SDSMT Website: “Purchasing Forms”

  15. Travel • Avoid out of pocket costs if you can • POs • Airline tickets • Pre payment of Registration Form • We need a copy of the registration form when you sign up • This should show the items selected/purchased

  16. Travel • Documents Needed: • Out of State Authorization form • Need before any transactions take place • Travel Detail Form • In State • Out of State • Out of Country • Original Itemized Receipts • No photo copies • No credit card receipts • Needs to show what is being purchased

  17. Travel

  18. Travel • If you have questions contact us BEFORE spending the money • David Mettler: • David.mettler@sdsmt.edu • 605- 394- 5153 • Dawn Miller: • Dawn.Miller@sdsmt.edu • 605- 394 -1216

  19. Student Organization FundraisingFoundation Support • Introductions • Mike Keegan, Development Officer • Katie Howard, Director of Stewardship • The Foundation—who are we and what do we do? • How we can help • Assist with fundraising strategy planning • Work with you on appeal letters • Provide contact lists to your advisors (University policy) • Free crowdfunding platform

  20. Student Organization FundraisingFoundation Support Next Steps • Sign up for information and training session by emailing Kathryn.Howard@sdsmt.edu. If you can’t make the scheduled time, please let us know and we can look at scheduling a second session. • Submit application • www.foundation.sdsmt.edu • Resources > Forms > Students • Schedule a meeting with us Questions?

  21. Student Organization Risk Training Jerilyn Roberts, Director of Facilities & Risk Management or Margaret Smallbrock, Campus EHS Manager

  22. Student Risk Management • Travel • State Vehicle Usage • Distracted Driving • Management of High Risk Activities • Management of Risk Through Shared Responsibility • Emergency Management

  23. Student Travel • Travel Agreement/Health Statement Form • Trip Contact Information • Before Trip Check List • Trip Planning Questionnaire • Trip Insurance • http://www.sdsmt.edu/Campus-Services/Environmental-Health-and-Safety/Risk-Management/Student-Organization-Risk-Management/Travel-Risk-Management/ • First Aid Kits Available

  24. Student State Vehicle Usage • Student Use of State Fleet • Must be official state business • Must provide driver’s license to Fleet Office in Facility Services building and completed student form • Student must be an official volunteer or employee

  25. Distracted Driving

  26. Distracted Driving

  27. Management of High Risk Activities • Usage of Waivers • Organized activities not receiving credit hours • Events that pose a high risk of injury • Event Insurance – What to do if you are required to have insurance to use a space or plan an activity? • Health Insurance – Protect Yourself • Student Health Insurance Available • https://myhealth.sdbor.edu/index.cfm • Student health insurance is primary unless the student is an employee or official volunteer when injury occurs.

  28. Management of High Risk Activities • Usage of Waivers • Organized activities not receiving credit hours • Events that pose a high risk of injury • Event Insurance – What to do if you are required to have insurance to use a space or plan an activity? • Health Insurance – Protect Yourself • Student Health Insurance Available https://myhealth.sdbor.edu/index.cfm • Student health insurance is primary unless the student is an employee or official volunteer when injury occurs.

  29. Management of High Risk Activities through Shared Responsibility • Identification • Brainstorm • Physical • Reputation • Emotional • Fiscal • Facilities • Pre-Evaluation • Identify potential (or perceived) risks • Consequence determination- to the individual, the organization, participants, the university. • Environment is the probability of risk greater?

  30. Management of High Risk Activities through Shared Responsibility Cont. • Treatment • Minimize • Eliminate • Accept • Implementation • Activate • Follow through • Do your members know the plan? • How do you confront variations to the plan? • Document – Document – Document • Post Evaluation • After event review • Document for the next group of student

  31. Emergency Management • Emergency - 911 (9-911), • Campus Safety – 605-394-6100 (Available 24-7) • Emergency Preparedness Plans • On-campus events - http://emergency.sdsmt.edu/ • Off-campus events contact Margaret Smallbrock for assistance – templates are available • Incident/Accident/Unsafe Condition Reporting

  32. References • Arizona State University (http://www.asu.edu/studentaffairs/risk) • Bickel, Robert D. and Lake, Peter F. (1999) The Rights and Responsibilities of the Modern University: Who assumes the risk of college life? Carolina Academic Press. • Chang, Richard Y., and Kelly, P. Keith (2001) Step-by-Step Problem Solving. Richard Change Associates, Inc. • Curry-Santora, Kathleen and Kaplin, William A. (2003) “Preventive Law.” The Chronicle of Higher Education. • Geller, E. Scott (2001) Working Safe: How to help people activity care for health and safety (2nd Edition). Lewis Publishers.

  33. References Continued • Kotter, John P. (1996) Leading Change. Harvard Business School Press. • Novak, Kim. (2005) “Responding to the Changing Environment of Higher Education.” ASJA Regional Conference (Circuit 8), Collegeville, MN. • Novak, Kim (2005) “Improving Student Services through the Pursuit of Excellence: Integrating risk management into your campus culture.” ASJA Regional Conference (Circuit 8), Collegeville, MN.

  34. Important Dates:SOAP WORKSHOPSOct 15 7pmOct 17-7pmNo Makeup meetingsSOAP BUDGETS DUE: Dec 18Paint the Town- September 22-2pmRocker Days Fair-September 28SOAP PRESENTATIONS: Feb 1 & 2, 2020Oct 1-Organization Renewal DueOct 8-Mines Link Workshops 6pm and 7pm-McKeel

  35. Other:Reserving Space on CampusConstitution AuditPosting PolicyFundraising FormRocker Days Events

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