University Students’ Council Student Organizations Executive Training

Itinerary Introductions of team New information Events, Finances A look at the new Western Link

Compliance Staff Vicki Macauley Senior Manager, Accounting & Compliance Shari McIntyre Student Organizations Advisor Robin Kirk Compliance Coordinator

Compliance Department Responsibilities: manage the risk of faculty council events, both physically and financially to ensure USC and Western policies are being met to ensure the safety of each organization member to provide support to you and your organization to ensure safe and successful events

Need Help ?? CALL EMAIL COME IN UCC320 M-F 830-430

What is Risk Management? • An important step in planning an event that weighs possible risks that may be associated with it. • A way to ensure the safety and enjoyment of all participants in an approved event. • A way of protecting the University, the USC and the event organizer from legal liability Robin

Why Risk Management? Personal Protection Protect both the University, USC and individual from exposure to liability Existence of Organizations Clubs are entities of the USC for legal purposes Insurance All Organizations are covered by the USC’s insurance for approved events, risk management ensures we can maintain our eligibility and control premiums Robin

Some really great information Compliance Department website: https://www.usc-online.ca/sos/ How to guides Best practices Approved vendors Fundraising and sponsorship Plus lots more! Robin

New information USC Reservations booking - online Updates to Western Link Change in food regulations

USC Reservations Reservations has moved UCC 340 Online access: VP Events only To register for an account complete the form at: http://rez-master.usc.uwo.ca/ To request an account contact Sue McKone at smckone@uwo.ca

Western Link (www.westernlink.ca) New look Western Link (www.westernlink.ca)

You are still required to print the form to submit. Deposit slip and Request for payment forms now available online in a PDF fillable form. You are still required to print the form to submit. Links to the forms on main page of Western Link.

Events in USC space When hosting an event in USC please complete the simplified form found on the homepage of Western Link. An event proposal form does not need to be completed when hosting events in these areas: USC space includes the following: Spoke Wave Atrium Concrete Beach Conference rooms McKellar Theatre Mustang Lounge Community rooms Robin

USC space Event form All other locations Western Link event proposal

Food in USC Space Organization only event on campus Store purchased items, local restaurants (within 100 KM)

Food in USC space Open event Includes students outside of organization - Purchased from Spoke/Wave - Managed by Food and Beverage

Food on campus (other than USC space) Large events and those open to public Food must be ordered through Hospitality Services “Any campus organization wishing to host an event where food (not catered by Hospitality Services) is to be served, is required to notify Hospitality Services, in writing, thirty (30) days prior to the planned event.”

USC Club Website: http://westernusc.ca/clubs/ contacts Shari McIntyre Robin Kirk sthompso@uwo.ca rkirk22@uwo.ca 519-661-3116 519-661-3094 Vicki Macauley vmcauley@uwo.ca 519-661-3575 USC Club Website: http://westernusc.ca/clubs/

VIDEOS Policies & Responsibilities https://www.youtube.com/watch?v=9tqYg3TjZdA Event Policy  https://www.youtube.com/watch?v=gurrnPlWJD0 Finance https://www.youtube.com/watch?v=ZhC25jJ2yiM