1. Virtual Orientation Clubs & Organizations

2. Agenda Welcome Message Fiscal Matters – Budgets, Monthly Reports & Fundraising How to Charter a New Club or Organization Club & Organization Officers / Kings & Queens How to Register an Existing Clubs & Organizations Club Expectations and Responsibilities The Role of Advisor 77 66 55 4 4 3 3 2 2 1 1 8899 How to Request Products / Services & Travel Forms 10 Orientation Quiz & Certification of Completion

3. Welcome Message Welcome back students and advisors!!! Please review this presentation carefully. At the end of the presentation, you will be asked to acknowledge and confirm review and participation in this virtual orientation process. For information regarding clubs and organizations, please contact: Kimberly Pennamon Associate Vice President for Student Affairs Student Life and Services Building 38, Room A-10 kpennamon@udc.edu Office: 202/274-5900 UDC Cell Phone: 202/412-5879

4. Process: http://www.udc.edu/docs/student_life/Regist ering_a_Club_or_Organization.pdf Form: http://www.udc.edu/docs/student_life/Club_ Organization_Registration_Form.pdf How to Register Existing Clubs & Organizations

5. Step 1 Step 2 Step 3 FORMS (Organization) Club & Organization Registration Form & Budget Proposal (Fall Term) BUDGET PROPOSAL REVIEW (SAFAU Committee) Step 4 BUDGET SPENDING PLAN (Organization) AWARD NOTIFICATION TO ORGANIZATION (SLS Office) Steps to Register (August / September)

6. Process: http://www.udc.edu/docs/student_life/Startin g_A_Club_Organization_Forms_Package _Revision.pdf Form: http://www.udc.edu/docs/student_life/SLS_C lub_Organization_Charter_Application.pdf How to Charter New Clubs & Organizations

7.  On Campus and Off Campus Events & Activities  Background Checks & Service Activities w/ Minors  Club Officers / Kings & Queens  Record Keeping  Communication (Email Accounts & Social Media)  Student Code of Conduct Club Expectations and Responsibilities

8. Process: http://www.udc.edu/docs/student_life/Reque sting_a_Campus_Event_SLS.pdf Form: http://www.udc.edu/docs/student_affairs/062 712_Revised_Activity_and_Events_Reque st_Form.pdf How to Request an Event or Activity (On Campus or Off Campus)

9. http://www.udc.edu/docs/student_life/SLS_C lub_Organization_Advisor_Standard_Oper ating_Guidelines_Revised_08_10.pdf The Role of Advisor

10. Process: http://www.udc.edu/docs/student_life/Funding_Request_Su bmission_Clubs_and_Organizations_SLS.pdf Form(s): How to Request Products / Services (Non-Travel) Form 440http://www.udc.edu/docs/student_life/440_form.xls Sample 440http://www.udc.edu/docs/student_life/Sample_440_Purchase_ Requisition_for_Clubs_Org_01_10.pdf W-9 Vendor Application http://www.udc.edu/docs/student_life/W9_VendorApplicationF orm.pdf

11. Process: http://www.udc.edu/docs/student_life/Submission_of_Travel _Funding_Request_Clubs_and_Organizations_SLS.pdf Form(s): How to Request Products / Services (Travel) Travel Advance Authorization Form http://www.udc.edu/docs/student_life/Travel_Advance%20_Au thorization_Form.xls Waiver of Travel Liability http://www.udc.edu/docs/student_life/Travel_Liability_Waiver_ OGC.pdf

12. Fiscal Matters Budget, Monthly Reports & Fundraising Budget Proposalhttp://www.udc.edu/docs/student_life/Budget_Proposal_Submission_Cl ubs_and_Organizations_SLS.pdf Monthly Report Template http://www.udc.edu/docs/student_life/SLS_Club_Organization_Monthly _Report_Template_09_10.pdf FundraisingAgency Accounts, Private Bank Accounts, Sponsorships Student Fee FundingFundraising Budgetary funding indexAgency Account Must be used for general student bodyCan be used for member exclusive items Allocated by Student Fee Utilization and Activity Fee Committee Generated by organization Access to funds -- requires signatures Monthly financial report required Average time to access funds = 2 weeksAverage time to access funds = TBD Funds do not rolloverFunds rollover

13. http://www.udc.edu/student_life/important_ formshttp://www.udc.edu/student_life/important_ forms Important Forms

14. Virtual Orientation Confirmation Form Click the link below to complete and submit: http://www.udc.edu/student_life/clubs_and_organizati ons_virtual_orientation http://www.udc.edu/student_life/clubs_and_organizati ons_virtual_orientation If you do not attend the Orientation session listed below, please complete and submit the confirmation form above. Mandatory Clubs & Organizations Orientation Monday, September 30, 2013 Building 44, A-03 2:00 pm