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 20 th for all ’08-09 reimbursements  Turn into Marybeth or Alex from now on OR 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 18 th (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/ 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