Registered Student Organization Orientation 2017 - 2018 W&M Law School Registered Student Organization Orientation 2017 - 2018

Vice Dean Roberts

Talking about your organization Up-to-date information on the web, on the bulletin boards, to the outside world. Web sites reflect who your organization is and who W&M Law is Bulletin boards are great advertisement for prospective students and visitors to the school.

Useful Contacts Within Law School Outside Law School

Useful Contacts Within the Law School Seeking advice or participation? Dean Douglas Cassi Fritzius Vice Dean Roberts Associate Dean Jackson Butler – if her attendance is important to your event you must contact Cassi early on to ensure it can be placed on her calendar. Kades – must approve the advisor assignment. Great resource for faculty/student relationships Jackson – event planning and facility use. Intent is to ensure max participation so all scheduling of events goes through me to look for train wrecks.

Useful Contacts within the Law School Need help with...? Matt Rouette Mike Ende Laura Beach Ashlea Edwards Jaime Welch-Donahue Whit Weidner/lawtec@wm.edu Terri Lorincz Kathy Patrie, Jessica Pierson, Lou Pulley Gloria Todd Blake Willis Alyssa Kaiser, Kevin McCandlish, Anthony Onuoha Rouette – technology, web pages Kaplan – co-sponsor and event Kellam – alumni contacts and solicitations – must involve AA/D Jaime – advertising event Whit – A/V support for events Terri et al, budget building, travel authorization and arrangements Gloria – use of facility, Student Org hanging files or activity center access, email accounts, purchasing SBA – budgets, seeking additional funding, advertising through weekly SBA email, bulletin board space, co-sponsoring events

Useful Contacts Outside the Law School Anne Arseneau Director, Student Leadership Development Jennifer Leung Associate Director, Student Leadership Development Constantine and Hamlin will speak directly Haywood – catering Lowe – use of university facilities Tennis – use of W&M or Law School logo

Events Ashlea Edwards Conference & Event Coordinator Office 203 (next to Faculty Lounge)

Mike Ende How Career Services can assist you!

Gloria Todd Rules and Regs and Reservations Always check Master Event Calendar before making event plans. Avoid train wrecks! Check emails and hanging files Fliers may only be posted on windows of café Lobby monitor will display upcoming, registered events Do not move lobby furniture Events with alcohol must be approved by Dean Jackson TIPS, food, alternative beverages are required

Advertising MyLaw Announcements Twice Weekly SBA Local newspaper

Terri Lorincz Accounting does more than push numbers for student organizations

Student Bar Association President: Blake Willis Vice-President: Alyssa Kaiser Secretary: Kevin McCandlish Treasurer: Anthony Onuoha

Some Frequently Used Vendors Pizza Hut Aroma’s Papa John’s Moe’s Zaxby’s Seasons Restaurant Blue Talon Qdoba Panera Farm Fresh The Cheese Shop Harris Teeter Opus 9 Staples DoG Street Pub

Common pitfalls Mail Purchasing Stu Orgs must pay for postage Express mail must be approved in advance through Accounting or, if a journal, appropriate support staff Purchasing Limitations on what we can reimburse. Always seek advanced approval for the purchase Ask Accounting for a credit card before making a purchase We reimburse individuals only (not organizations) Terri Lorincz can provide appropriate codes We absolutely can not reimburse to an organization checkbook. Please plan for purchases in advance.

Common Pitfalls Funding Not budgeting for the event Not seeking funding sources early Not submitting itemized receipts Not submitting receipts within 15 days after the event Requesting reimbursement to the organization (not individual) Going to the Dean before... Preparing a budget for the event AND Seeking funding through the SBA No reimbursement will be made for this academic year to any student following graduation

Common Pitfalls Planning an event without checking the Vice Dean’s calendar (if you wish the Vice Dean to attend) Planning an event without confirming date through Gloria Todd Planning a guest speaker without contacting OCS Not returning the facility to normal condition following the event Not obtaining travel authorization prior to the travel Not bringing any contract to Terri for review and signatures – students may not sign contracts.

Travel Guidelines All travel must be pre-approved Flight and train reservations can be made through Accounting Driving requires a Student Driver Authorization Form Van driving requires completion of a van safety course All travel is subject to state per diem rates

When in doubt – ask! Have A Good Year!