registered student organization orientation 2013 - 2014 w&m law school
TRANSCRIPT
REGISTERED STUDENT ORGANIZATION ORIENTATION
2013 - 2014
W&M Law School
Useful Contacts
Within Law SchoolOutside Law School
Useful ContactsWithin the Law School
Seeking advice or participation? Dean Douglas
Cassi Fritzius Vice Dean Heymann Associate Dean Jackson
Dean Douglas
Vice Dean Heymann
Useful Contacts within the Law School
Need help with...?
Jaime Welch-Donahue Whit Weidner/[email protected] Matt Rouette Terri Lorincz
Susan Lynch Lou Pulley
Gloria Todd Sean Radomski
Colleen Smith, Blake Christopher, Alden Hinds
Matt Rouette, Law IT
Useful Contacts Outside the Law School
Director, Student Leadership DevelopmentAnne Arseneau
Anita Hamline
Gloria Todd
Communication
Organization E-mailForms
Our Facility
Almost all Law School rooms/spaces can be used for student activities with these provisos: The Faculty Room is reserved at all times for Faculty events Alcohol may not be served until after 4:00 pm
and only with TIPS-trained students at the event and only on the patio unless an exception is granted and only with advanced permission
All reservations will be confirmed.Any a/v needs, contact [email protected]
Our Facility
Furniture May not be moved in the lobby
Except to move reception tables near the front doors Except to set up catering or reception tables The exits may not be blocked at any time
Ie, tables may not be placed in front of the front doors or patio doors
The facility must be returned to its normal arrangement at the conclusion of the event
Advertising Events
Fliers may be posted Only in the Student Lounge Not on doors, walls, in restrooms
Message board (lobby plasma) only displays events on Master Calendar
Advertising
MyLaw AnnouncementsTwice Weekly SBANot Wythe Standing the NewsLocal newspaper
Sean Radomski and Alden Hinds
Student Bar Association
Sean Radomski, President
Colleen Smith, Vice President
Alden Hinds, Treasurer
Blake Christopher, Secretary
Budgets
All organizations must have An organization budget An event budget
Request funding by Submitting proposal to SBA SBA will pursue additional funding if approved Or suggest options for additional funding Do not go directly to the Dean
Frequently Used Vendors
Pizza HutPapa John’sSal’sFlorimonte’sThe Cheese ShopOpus 9
Check Requests
Submit to Accounting no later than two weeks prior to need. (Room 104)
Travel Guidelines
All travel must be pre-approvedFlight and train reservations can be made
through AccountingDriving requires a Student Driver
Authorization FormVan driving requires completion of a van
safety courseAll travel is subject to state per diem rates
Travel Reimbursements
Can only be made to individualsRequires completion of the Funding Request
and Reimbursement FormAre limited to state per diems and student
travel guidelinesAre made (at the earliest) three weeks
following submissionAlways requires original receipts and a copy
of the credit card (if used for payment)Generally, meals are not covered
Expense Reimbursements
Requires:
Student name, W&M ID number, current addressName of event and dateItemized original receipt (and credit card receipt)Copy of credit card (if used for purchase)Meal reimbursements are subject to state guidelines and requires a list of attendees
Associate Dean Jackson
Common pitfalls
Mail 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 We reimburse individuals only (not organizations)
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
Common Pitfalls
Planning an event without checking the Dean’s calendar (if you wish the Dean to attend)
Planning an event without confirming date through Gloria Todd
Not returning the facility to normal condition following the event
Not obtaining travel authorization prior to the travel
Terri Lorincz
Final words on expenses
When in doubt – ask!
Have a good Year!