SCAVMAClub Presidents Meeting

9/24/2012

Agenda

Center for Student Involvement- Registering Paul Cody

Facilities Use Darlene Riel, Mike Beech

SCAVMA Club Requirements/ Regulations CJ

SCAVMA Club Requirements

Register with CSI http://csi.ucdavis.edu/student-organizations/regist

er-your-student-organization/ New “OrgSync” component Contact Paul Cody at pvcody@ucdavis.edu

Register with SCAVMA SCAVMA Student Organization Registration Form

Please also list all club officers and symposium dates Specify name on bank account for funding purposes

All participating students must be SCAVMA Members Clubs must notify SCAVMA of any leadership changes

Annual Club Reports ALL Clubs must submit an Annual Club Report!

To be turned in at the end of the year Should be completed by outgoing officers in conjunction

with incoming officers Serves as an educational document for future club officers Provides SCAVMA with information on funding Ensures eligibility for club funding

Clubs must now submit an annual budget along with their report! This is MANDATORY.

(Those clubs that did not turn one in are ineligible for SCAVMA funding until we receive a report)

If you are having trouble budgeting, contact Tom Venturino in the Development Office to get assistance tmventurino@ucdavis.edu

Club Event Requirements-

Event Insurance Required for every on/off- campus event Wetlabs, field trips etc (not meetings, guest speakers) Free online application http://ucd.marshcampusconnexions.com/tabid/541/default.

aspx

Liability Waiver All students attending must turn one in PRIOR to event Wet lab coordinators must collect and turn in waivers to my

mailbox in 2047 along with a list of attendees- please staple!

Found on SCAVMA website under “EVENTS” http://www.vetmed.ucdavis.edu/Clubs/SCAVMA/events/inde

x.cfm

Club Event Requirements Cont.

Room Reservation: Use VIPER to reserve a room tentatively

https://secure.vetmed.ucdavis.edu/facilityscheduler/ If reserving facilities for symposium, reserve online through

CES Conference and Event Services http://ces.ucdavis.edu/public/

To reserve, must be one of the designated account signers Valley/MPT/VM3A contact: Mike Beech mwbeech@ucdavis.edu Gourley contact: Darlene Riel dlriel@ucdavis.edu

If offering CE Must go through Center for Continuing Professional

Education Contact Saundra Wais sjwais@ucdavis.edu

Club Event Requirements Cont. Fundraising

You MUST get fundraising approval beforehand! If you’re making t-shirts etc, you must get logos approved! Contact Donna Smith donsmith@ucdavis.edu

Healthcare Vendor Speakers Limited to 12/semester First come-first serve basis Must submit an application to SCAVMA for approval Application on SCAVMA website under “FUNDING”

http://www.vetmed.ucdavis.edu/Clubs/SCAVMA/funding/index.cfm

Housekeeping items SCAVMA Club Room- Valley 2012

PLEASE KEEP THIS ROOM CLEAN All items must be labeled and on shelf/in locker No food, drinks ok if in sealed Tupperware containers NEW: Room is locked. Must enter 3-digit code to retrieve key.

Google Calendar on SCAVMA website Email SCAVMA secretary specifically to upload your events

Emma Deane at eldeane@ucdavis.edu Meetings, rounds, symposia, etc

Club Presidents Listserv club_presidents_vetmed@ucdavis.edu

Email etiquette USE YOUR LISTSERVES Subject= CLUBS: Club name- details Ex. CLUBS: EMC- Rounds this Weds

Pet Food Distributions

Pet food distributions Dates emailed out, clubs sign up on first-come,

first-serve basis All clubs can assist with pet food distributions Clubs chosen to assist must provide 15 people Limited to host one distribution/year Compensation has been increased to $100

per distribution

Club Taxes

Every club with a bank account HAS an “EIN”

EIN= your federal tax ID number (which was required to set up a bank account- should be on your bank statement)

SCAVMA is NOT supervising this process, you must take responsibility for your club.

If you make above a certain net income, you may be required to file for taxes. Check with the IRS.

Club Funding

Monthly application process for all funding requests

Includes requests for reimbursement of speaker fees, food, supplies, entertainment, travel and fundraising events (ie symposia, t-shirt sales etc).

Clubs, classes, and student reps are eligible.

Funding Cont. Application Requirements

Applications must be submitted by the 15th of the month prior to your event

No limit on # applications submitted; only 2 reimbursements/year

1 retroactive funding request allowed, due the month after the event

Spending in excess of your initial estimate will NOT be covered. Plan wisely.

http://www.vetmed.ucdavis.edu/Clubs/SCAVMA/funding/index.cfm

Healthcare Vendor Policy

Clubs can not accept donations from healthcare vendors

All donations are now directed to an Unrestricted Donor Account managed by the Dean’s office

Thank you

Contact me with any questions CJ cjjohnson@ucdavis.edu My mailbox: Caitlin Johnson Valley 2047 (2014

homeroom)

New SCAVMA Website http://www.vetmed.ucdavis.edu/Clubs/SCAVMA/

index.cfm