Fall 2012 Student Organization Training

1. Fall 2012 Student Organization Training University Center Activities and Events

2. Coming this fall…

3. Coming this fall…

4. Overview • Policy Training • Alcohol, Solicitation, Raffles, Posting, Websites, Trademark, Reservations, Ushers, Election Season, Handbook, DCS Guide, etc. • Financial Overview • SOFC, UCAE Business Office, Forms, Cash Advances, Approved Vendors, etc. studentaffairs.duke.edu/ucae/student-organizations

5. Overview of DCS, SOFC, & The Student Org Handbook All student groups are responsible for ALL Duke University policies. Please familiarize yourself with the Duke Community Standard, Student Org Handbook, SOFC regulations and all applicable websites. Get in the habit of regularly checking the UCAE website for updates to policies that may impact student groups.

6. Space Reservations & Events • UCAE: Conference & Event Services now handles all space reservations and event logistics. • They are located one floor below the old OSAF (Current UCAE: Student Activities Office). • To request space please use the online space reservation form to ensure the proper space manager gets your request early • Reservations, contracts and all event logistics should be taken care of as EARLY as possible. Different venues have different deadlines.

7. Trademark & Licensing • Mandates from the Office of Trademark & Licensing • ALL purchases using Duke Funds (i.e. your budget) MUST be made at an approved vendor (list found on their website). • ALL websites must be registered with them (more information found on their website) • Familiarize yourself with the proper use of Duke logos. • trademarklicensing.duke.edu

8. Alcohol Policies Events can be EITHER BYOB or Distribution by an approved University Dinning Bartender, but NEVER BOTH. Events must have 1 (one) party monitor for every 25 (twenty-five) guest in attendance. Party Monitor training is run by Duke Wellness Center studentaffairs.duke.edu/duwell

9. Solicitation & Sponsorships • Solicitation of ANY KIND by an off-campus entity is not allowed at Duke University. • Student Orgs may sponsor off-campus entities IF: • Purpose must align directly with student org’s listed mission. • Activity must be registered with UCAE 10 business days prior, though this does not guarantee permission. • A member of the student org must always be present and remain at the activity the entire time. • Must abide by all local, state and federal laws and Duke policies.

10. Raffles, Casinos & Gambling Duke University does not allow gambling of ANY kind Raffles are NOT allowed unless ANYONE can request a FREE raffle ticket and is not pressured into purchasing one Casino Nights must be FREE and require NO buy-in of any kind.

11. Posting Policies Chalking of any kind is NOT allowed on any surface at Duke University. Posters and Flyers are allowed only on approved posting surfaces (i.e. bulletin boards). Posters and Flyers are NOT allowed on sidewalks, doors, windows, bathroom stalls, trees, etc. Please reference the Duke Trademark & Licensing website for any questions regarding logos or the proper use of trademarks on your posters.

12. Usher Training Work with theaters well in advance. Groups who plan on using Page, Baldwin, Reynolds or any large performance venue where ushers are required MUST have ushers.

13. Election Season Since it is an election year please familiarize yourself with the Duke University policies on campus political activity and engagement with federal officials. In short, no Duke resources may be used for political purposes to protect Duke’s non-profit status. Please familiarize yourself with the Pickets, Protests & Demonstrations policy which states that disruptive demonstrations are not allowed at Duke University. http://www.duke.edu/federalrelations/policies/political_activity_guidelines.html

14. SOFC Financial Policies Events must be free Open to all undergraduate students Must be held on campus Must apply at least two weeks before event All events are subject to SOFC audits

15. Commonly Used Forms & Common Mistakes • http://studentaffairs.duke.edu/ucae/formsIR • P-Card • Reimbursement • AP Check Request • Purchase Order • Cash Advance • Deposit • Travel • Contracts, ICC, W-9, Payroll • President and treasurer must approve EVERY transaction prior to payment being processed

16. Financial Statements • How to read • G/L • Fund Code

17. Current Balance (excluding recent activity) Fund Code

19. Official Vendors& Caterers All student groups purchasing from outside vendors must ensure these vendors are on the approved vendors list (found on the Trademark & Licensing website). Most venues require the use of an approved caterer for insurance and safety purposes (this information will be provided during the reservation confirmation process).

20. Recommended Vendors • Ad Spice • Best Rent All – See Angie • Classic Party Rental • FedEx Kinkos

21. Timelines Please remember that it takes time to process any and all requests, especially when 400+ student organizations, 80 house accounts and multiple departmental accounts are moving through our office at once. ALL requests should be made as early as possible as some may require as much as four weeks to process and complete.

22. Treasurer Responsibilities • Reconcile accounts monthly • If account goes into overdraft, it should promptly be resolved. Group will incur interest monthly until account has a positive balance • Communicate financial protocol to group members • President and treasurer must approve EVERY transaction prior to payment being processed

23. Important Policies • DO NOT GIVE FUND CODE TO ANYONE • All payments require a form (including the Chronicle, Alpine, etc.) • ALL TRANSACTIONS MUST COME THROUGH UCAE BUSINESS OFFICE

24. UCAE Business Office Job Responsibilities • We are growing • Please help us welcome our new staff and help our current staff as they transition to new roles • Some people you may be used to working with have new responsibilities and will guide you to the proper team member