Leadership Transition Workshop

1. Leadership Transition Workshop April 20, 2009

2. Agenda • Welcome and Introductions • Office of Community Service • Whitehead Budget Process • Official Group Recognition • Individual Transition and Budget Meetings

3. Introductions • WMS VP of Community Service (outgoing) • Emily Clausen • WMS VP of Community Service (incoming) • Allison Staley • WMS VPs of Student Affairs (outgoing) • Allison Serra • Mark Clapp • WMS VPs of Student Affairs (incoming) • Marybeth Anderson • Alex Berger • Office of Community Service • Lisa Slatt • Patty Neff • Student Activities • Jon Curtis

4. Office of Community Service • Who we are • Where we are • What we can do for you

5. Whitehead Medical Society Budget Process Allison Serra, Mark Clapp (outgoing) Marybeth Anderson, Alex Berger (incoming) Co-VPs of Student Affairs

6. Current Status Total Budget Allocation for 2009-10 $12,000

7. Current Status • Need to check your funds? See Mark or Allison after the meeting. • SPEND IT or RELEASE IT. • If you aren’t going to use your remaining funds, please let Marybeth or Alex know, and they will distribute it to a group that will • Remaining funds will NOT carry over to next year!

8. Reimbursements https://www.med.unc.edu/wms/More_Help/reimbursement.pdf • Deadline June 20th for all ’08-09 reimbursements • Turn into Marybeth or Alex from now onOR drop in little gray box outside the MacNider 37 (across from MS3 mailboxes, ground floor of MacNider) • Any questions will now go to Marybeth or Alex marybeth_anderson@med.unc.edu alexander_berger@med.unc.edu

9. Reimbursements • Save ALL receipts! Receipt must include that payment was made and how (cash, check, credit card) • Reimbursement can only be made to medical students, not faculty or staff • Fill out reimbursement gorm • Give form to Marybeth or Alex OR drop in little gray box outside the Office of Community Service (across from MS3 mailboxes, ground floor of MacNider) *This process is not immediate: 5-7 business days.*

10. DPS Payments • DPS = UNC Department of Public Safety • If you use DPS for an event (5K, street fair, etc), DO NOT PAY THEM, you will NOT be reimbursed if you do • Get an invoice, and submit it with a reimbursement form • This must be done via Interdepartmental Transfer

11. Spending FOR MEDICAL STUDENTS ONLY • Lunches • Dinners • Supplies • Community service activities • Conference fees (from approved MAA funds)

12. NOT ALLOWED • Travel/transportation • Speaker fees, travel, or gifts • Gift cards or certificates • Charitable donations • Alcohol • If it’s questionable, ASK!

13. How things work • Distribute budget application forms tonight • Submit completed application to new VPs by MAY 18th (only hard copies accepted) • Administration allots $$ to VPs of Student Affairs (July) • VPs allot $$ to groups based on submitted budgets • WMS approves budget (early August) • Groups receive $$ information (late August)

14. Budget Allocation Criteria • Amount received last year • Amount spent last year • Amount requested this year • Proposed activities/projects on budget request • Hint: DETAILS help! APPLICATION: https://www.med.unc.edu/wms/Committees/student-affairs-1

15. Website • Must update your website to receive funding • Check med.unc.edu site to see if your group is listed and link is correct: https://www.med.unc.edu/md/student-life/student-organizations/ • If not listed, email marybeth_anderson@med.unc.edu

16. Recognition • Only recognized student groups can receive WMS monies. Some groups’ allocations are tentative pending official recognition. • Talk to Jon Curtis if you have questions regarding recognition

17. Official Student Group Recognition Jon Curtis Assistant Director for Student Activities 2501A Frank Porter Graham Student Union 919-962-1461 jon@email.unc.edu

18. Before you leave today… • Register your group’s attendance (https://www.med.unc.edu/wms/Committees/student-affairs-1) • Talk to former leaders about proposed projects for next year • Ask us any burning questions