Fall 2012 Student Organization Training University Center Activities and Events

Coming this fall…

 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/stude nt-organizations Overview

 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. Overview of DCS, SOFC, & The Student Org Handbook

 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. Space Reservations & Events

 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 Trademark & Licensing

 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 Alcohol Policies

 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. Solicitation & Sponsorships

 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. Raffles, Casinos & Gambling

 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. Posting Policies

 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. Usher Training

 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.  litical_activity_guidelines.html Election Season

 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 SOFC Financial Policies

  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 Commonly Used Forms & Common Mistakes

 How to read  G/L  Fund Code Financial Statements

Fund Code Current Balance (excluding recent activity)

 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). Official Vendors & Caterers

 Ad Spice  Best Rent All – See Angie  Classic Party Rental  FedEx Kinkos Recommended Vendors

 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. Timelines

 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 Treasurer Responsibilities

 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 Important Policies

 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 UCAE Business Office Job Responsibilities