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2	These are your contacts for questions about any information provided in this PowerPoint program. Gerrilyn Mele SGA Treasurer gtm5005@psu.edu 898-6211 Christa Morris RUB Info Desk Manager SAF Budget Coordinator cdb120@psu.edu money4uatbehrend Lynn Oborski SGA Financial Supervisor lmo10@psu.edu behrendsgamoney 898-6211 Erin Kennedy SGA President emk190@psu.edu
3	Student Organization Resource Manual You may pick up your copy of the Student Organization Resource Manual at the RUB Info Desk. This binder contains most of the information your club/organization will need to know to in order to function throughout the year! SGA is providing these binders in hope that your club/organization will use it as a guide and resource, as well as a tool to keep your records, to provide to next years officers. Each binder will need to be turned into the RUB Information Desk at the end of this year so it can be updated and given to the new President next year! Failure to return the binder to the RUB Info Desk at the end of the spring semester will result in an immediate $15.00 deduction from your non-allocated account
4	Steps To Become An SGA Approved Club/Organization at Behrend President must return completed registration form to RUB Info Desk each semester by the deadline. Deadline for Fall 08 is September 12. The form is available in your club mailbox, or online at: www.pserie.psu.edu/student/groups/StudentToolbox.htm President and Treasurer are required to complete Treasury Training. (submit on-line form on the last slide.) Must have a current constitution on file in the SGA office (dated within the past 3 years) Only approved, active clubs may use club funds, the SGA copier, have a club mailbox, use University webspace for their club, and utilize all Campus facilities.
5	Student Organization Funds Each Student Organization at Behrend has two accounts that are administered by the SGA in the office at the RUB Info Desk in the Reed Union Building. These accounts contain your money that you can access for club purchases and events. These accounts are: Club receives these funds by submitting a proposal and going through the SGA budget process. Must be used for its specified purpose. Pulled back if unused by specified program completion date Fundraisers, donations, dues, etc. All money raised on campus must be deposited at the RUB Info Desk. Can be used for any purpose, as long as it follows policies. Rolls over from semester to semester.
6	When you need to spend your organization’s money…. Contact SGA Treasurer (Gerrilyn Mele) or Financial Supervisor at the RUB Info Desk. Bring a signed Treasury Request Form We will determine if you should have petty cash, a cash advance, a check, or if we can use our purchasing card.
7	SO…HOW DO YOU ACCESS MONEY?? THE TREASURY REQUEST FORM!!!!!
8	Treasury Request Form Form must be filled out by President or Treasurer only! Backup documentation is REQUIRED (e.g. invoice, receipt) to be submitted with form. Indicate if the money being requested is from allocated or non allocated funds. Treasury Request Form needs to be turned in 2 weeks prior to when funds are needed. (VERY IMPORTANT) Form must be filled out completely. This form may be obtained at the RUB Info desk, or on-line at: www.pserie.psu.edu/students/groups/StudentToolbox.htm
9	SGA Budget Process This is the time for Student Organizations to request money for programs, events, and equipment. The Budget Process takes place in the Spring for September programming requests, and once a month beginning in September, or while funds are available. Budget Informational Meetings will be provided by the SGA. Notification of these sessions will be made via email, club mailboxes, and the Web. Budget meetings offer instruction on how to prepare a budget, as well as information on University and SGA budget restrictions. All budgets must be submitted to RUB Info desk by the due date. The due dates are posted on the Toolbox page. SGA Budget committee reviews requests, notifies clubs of decision. The budget is voted on by SGA Senate for final approval.
10	SGA Budget Process Cont’d. Where does our money come from? Each academic year SGA receives money from SAF to distribute to active Student Organizations during the Budget Process. The amount of money is requested by the SGA president and is based on availability of funds as well as the spending trends of clubs and organizations. Please spend your budgeted money! Traffic Fines collected on campus are available for the SGA Budget Process as well. Money not spent by the programming deadline date for one funding period, is pulled back, then redistributed for the next proposal call.
11	Student Activity Fee Student Organizations may also request money from the Student Activity Fee Committee A $54 fee is charged to provide funds to improve the co-curricular environment for all students. There is one proposal call each year, for the following academic year, for programs/events which are year-long in nature, or one time events taking place before fall break. A reserve of $80,000 in Just-in-Time funds are available for subsequent proposal calls during the academic year. A committee meets to discuss the proposals and decide on allocations. More detailed information including deadlines and forms are available on line at www.pserie.psu.edu/activity/saf/index.htm. Please check the SAF website for guidelines!
12	….So what is the difference between SGA and SAF? Small budget Proposal calls approximately once per month Funds smaller events Only Student Organizations can access funds See Gerrilyn Mele or the SGA Financial Supervisor Large budget Many opportunities throughout semester Funds larger events Anyone (students/faculty/staff) can access funds for Student Programming See Christa Morris
13	Reallocations Reallocations allow you to adjust your allocated money. For example, if a student organization spent less on a program than what they expected and needed the money for something else then they can fill out a reallocation form and submit it to the RUB Info Desk. Forms are available at the RUB Info desk, Suite A, or online by accessing the Student Toolbox page. SGA will not consider retroactive reallocations, that is, a reallocation to pay for a program that already occurred. SGA will review it at their weekly meeting and decide whether the reallocation should be approved or not based on policy and guidelines. Reallocations are only possible for SGA funds, NOT SAF funding.
14	Keys to Planning a Successful Event If your event is on campus, your first step is to meet with Dianna Morris in the Office of Student Activities. Dianna will help you reserve your room, and guide you through the next steps in the event planning process. Your initial meeting with Dianna is mandatory. If the funding source for your event is the SGA, see Gerrilyn Mele or the SGA Financial Supervisor at the RUB Info desk. If your funding source is the Student Activity Fee (SAF), see Christa Morris at the RUB Info desk.
15	Need Food for Your Event? Begin planning your event in the Office of Student Activities. If your event is in Bruno’s or in any of the Residence Halls, you must utilize Behrend’s Housing and Food Services for you refreshment needs. Get a quote for the food you want from Housing. Bring your quote and a signed Treasury Request Form to the RUB Info Desk. Off campus caterers must be from a list of university approved caterers. http://guru.psu.edu/risk/caterers Pre-packaged snacks and non-alcoholic drinks may be purchased off-campus Plan ahead to get the best deals and a smooth event!
16	Having a DJ, band, or speaker? If you are having an event on campus that includes a dj, band, or speaker, you MUST have a contract! Go to the Office of Student Activities to discuss contract. Meet with Christa Morris if money is coming from SAF or Gerrilyn Mele or the SGA Financial Supervisor if coming from SGA.
17	Want to Rent A Car or Van, or Charter a Bus? Plan ahead! Whether you reserve a University vehicle, charter a bus, or rent a car, reservations takes time! The driver of the University vehicle must have valid PA license and be an advisor or graduate assistant. No students drivers! To charter a bus, see the SGA Financial Supervisor or Christa Morris at the RUB Info Desk. Renting a car through the University will enable better rates! Keep in mind age restrictions of drivers when renting a car!
18	Want to have a Fundraiser? When planning a fundraiser for your organization, the first place to start is the Office of Student Activities to reserve a room and fill out a fundraising form. (See Dianna Morris) If you will need to SPEND money for your fundraiser you must meet with the SGA Financial Supervisor next. If you need a cash box with seed money you must submit a filled out “Seed Money Request Form” to the RUB Information Desk at least one week in advance. ALL FUNDS RECEIVED FROM ANY FUNDRAISER ON CAMPUS MUST BE TURNED INTO THE RUB INFORMATION DESK FOR DEPOSIT! This is a University Policy.
19	Additional Tips for FUNDRAISING AT BEHREND Go to the RUB Information Desk to see a variety of fundraising catalogs to help you decide what to sell. Don’t limit your fundraising table to the Reed Building. More students can be reached if you set up a table in another building. If your Fundraiser involves the selling of tickets (raffle or admission) or any type of small game of chance (punch cards, ticket drawings, etc.) you will need to fill out an additional form. The RUB Information Desk is where you go to get these forms, and to obtain the pre-numbered, pre-printed tickets for your event, which are the only tickets you can use for your event. The SGA has purchased a Small Games of Chance license, and it will be available for your use.
20	Need Office Supplies? All active Student Organizations receive $35 per semester from SGA for Office Supplies and copying needs. If your organization needs to purchase office supplies, they can be ordered at the RUB Info desk, through the Staples catalogue, at a substantial discount. They can be shipped in as little as 2 days. We are tax exempt, so you don’t pay tax! We can use PSU purchasing card to pay for it. The President or Treasurer of your group must submit the order with a signed Treasury Request Form Come to the RUB Info desk to see a Staples Catalogue!
21	Copy Codes THERE IS A COPIER FOR USE BY CLUBS AND ORGANIZATIONS IN SUITE A IN THE REED UNION BUILDING. The club President indicates who can have a copy code by listing the club member’s name on the “SGA Approved Club/Org. Registration Form.” Each person gets their own code at the RUB Information Desk. You may have to show student ID in order to receive it. A charge of .04 per copy is automatically billed to your club account periodically. SGA provides $35 per semester to each active student organization for copies and office supplies. After this money is used, copies will be charged to your non allocated account.
22	Permanent Club Office Keys Some Student Organizations have permanent offices. If you are interested in office space for your club, you must go to the Office of Student Activities. If your club already has office space, this is the process for obtaining keys. The President of the Organization indicates on the Registration Form who has permission to receive a key. Keys are signed out at the RUB Information Desk. Keys must be returned by specified date in order to avoid charges & personal account holds. REPORT ALL LOST KEYS TO RUB INFORMATION DESK.
23	Temporary Club Office Keys Temporary keys are available at the RUB Information Desk. Any student can sign out a key for a short period of time. Current PSU ID must be presented. The organization’s president may submit a list of key restrictions, but only if the office is not shared with another group.
24	Student Organization Web Space If your Club/Organization would like web space on the Penn State Server, here is the procedure: Your organization must be registered and active. The President must request webspace at the following website: www.clubs.psu.edu/form.html President and/or Webmaster and 4 other web team members may access and edit web site A new club president may request a change in webmasters by emailing cdb120@psu.edu University may lock out site if club is no longer active
25	Club/Advisor Relationship Your relationship with your club advisor is an important one. If you need an advisor, or would like advice on how to improve the relationship you have with your present advisor, please go to the Office of Student Activities for assistance.
26	SGA Emblem The SGA emblem should be used in all advertising for club events if it is funded through SGA. You can get the emblem from the SGA website, SGA office, RUB Information Desk, or email SGA at sgabehrend@psu.edu.
27	Community Service/ Philanthropy Hours The University wants to recognize clubs and organizations for their effort in creating a better, healthy community by serving others. Clubs should be tracking and reporting the amount of hours their members are volunteering for community service. Clubs should be tracking and reporting the amount of money given to a philanthropy or charitable organization. You can get the forms to track this at Student Activities or The Center for Service Leadership at the Smith Chapel or online at: www.pserie.psu.edu/affairs/campusmin/Service.htm Look for the Thanks a Latte Award presentation event, where organizations receive awards and acknowledgement for their service to the community! Contact: Coordinator of Community Service and Smith Chapel ext. 6609
28	Postage for Club Mail If you need to mail something for your organization, prepare it to be sent and drop it off at the RUB Information Desk. We will approve it and code it so that it will be billed to your club account. You must have money in your non allocated account to send mail from the Rub Info desk. Bulk rates are for 200+ letters and the envelopes must be uniform and in zip code order. All Bulk mail needs to be scheduled with the mailroom before mailing, and needs to be approved for payment at the RUB Info Desk.
29	ACCOUNT HOLDS Your Student Organization Account could be put on hold for the following reasons: There is a negative balance in your non allocated account. You have not turned in your Student Organization Registration. The President and Treasurer of your group has not completed Treasury Training. The constitution for your Organization needs updated.
30	RUB Information Desk: Centralized Resource & Sign-up Center Easels Tables & Chairs Event sign-ups Fundraisers Balloons Poster board Club Copy Codes/Mailboxes Club Budget Club Registration Club/Organization Directory SGA Suggestion Box Digital Camera
31	HAZING Any registered student organization that participates in hazing is subject to disciplinary action by the appropriate registering organization. (For more information please go to the Office of Student Activities in the Reed Union Building.)
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34	Any Questions? Please contact us at anytime if you have any questions, suggestions, or problems!