1 Student Organization Officer Training Graduate Student Organizations
2 Contracts and AgreementsPreview| 2 Who We Are Graduate College, Campus Engagement/Student Life – Center City, Graduate Student Association Recognition Process Recognition Form, Annual Budget Submission, Additional Funding Sources Event Planning On Campus, Off Campus, Online Students, Marketing Financial Processes Payment Contracts and Agreements Tax Determination, Independent Contractor Agreements, Speaker Agreements Drexel Guidelines and Policies
3 Director of Graduate Student OrganizationsWho We Are| 3 Who We Are Graduate College Dr. Michael Ryan Tsz Kwok Director of Graduate Student Organizations Associate Director
4 Who We Are Graduate CollegeContact the Graduate College for all things payment and receipts Dr. Michael Ryan, PhD. Phone: Tsz Kwok Phone: Website:
5 Who We Are| 5 Who We Are Campus Engagement Kaitlyn Delengowski Assistant Director of Campus Engagement, Commuter and Graduate Student Support
6 Who We Are Assistant DirectorContact Student Life for all things event planning, final event approval, University guidelines/policies, and contracts Kaitlyn Delengowski Phone: Website:
7 Who We Are Graduate Student AssociationContact the GSA for all things funding, budgeting, and initial event approval Website:
8 Recognition Process – Recognition FormDragonLink All GSA- and graduate organization-related business is conducted here Update your organization’s profile, send s, manage files, upload documents, advertise events, etc. How to access DragonLink 1. Log in to DrexelOne 2. Go to the “Campus+Community” tab 3. Click “DragonLink” in the “Campus Involvement” box
9 Recognition Process – Annual Budget SubmissionStages of the Form First tab: all events for the year Subsequent tabs: details for each individual event All organizations must submit an annual budget. Template can be found on the GSA’s DragonLink page > “Documents” Important to note: Priority – should budget cuts need to happen, GSA will not want to cut cornerstone/vital events. Be very thoughtful and intentional with how events are ranked in terms of priority
10 Recognition Process – Annual Budget SubmissionFunding Classification Structure Highlight different requirements of each category Fundraising only serves to add to your budget and connect with campus and the community If your organization would like to move up a funding class next year, work to accomplish goals of that class this year There is no shame in wanting to move down a class. If your organization feels it cannot spend its entire budget or cannot meet the requirements due to programmatic time contstraints, lack of manpower, etc., it is perfectly okay to request to move down
11 Recognition Process – Annual Budget SubmissionNotes on funding and participation All graduate students should have an equal opportunity to participate and/or purchase tickets or register for a program or event. Please be inclusive! Funding will be considered based on the purpose of the event, with greater consideration given to those events that are inclusive of all graduate students. Please regularly check the GSA’s calendar of events. Organizations shouldn’t be competing for attendance or plan similar events during the same time frame.
12 Recognition Process – Annual Budget SubmissionApplication Submission All groups must submit the Annual Funding Application through DragonLink by September 17, 2017. GSA will meet to review and discuss budgets for the year Allocation decisions will be returned by September 22, 2017. Appeals must be submitted by September 29, 2017. Time period to spend funds is October 2017 – August 2018 Limited availability to use funds in the summer/fall Limited availability to use funds in the summer/fall due to changeover of officers and lack of training for new officers We know you are budgeting in the fall for events that will take place much later in the year. We know that your ideas and tastes change. Please just let us know in the Pre-Event Form that you are changing the idea from your event and that $X was initially allotted for Event A, but now we are doing Event B instead.
13 Recognition Process – Additional Funding SourcesAlumni Association Grant For recognized student organizations ONLY Goal of the event must be to connect alumni with current students More information:
14 Event Planning Step One: Let’s chat!Discuss event ideas with Kaitlyn or Dr. Ryan – what you’d like to do, where you’d like to do it, logistics, etc. Step Two: Submit Event Form After your conversation, submit a Event Form via DragonLink At least four weeks in advance if: your event requires a contract or includes alcohol At least two weeks in advance if: it is a more general purchase **PLEASE NOTE – if your contract based event is not submitted at least four weeks in advance, it will be denied. There will be no exceptions as other offices have parts of the process. Please plan your events accordingly. Step Three: Event Review Assistant Director and GSA rep will review all Event Forms and approve or deny Step Four: Let’s pay for it Discuss ideal payment method with Dr. Ryan Submission of Pre-Event Form within deadlines is grounds for automatic rejection of the form. We will talk more about payment methods in a few slides
15 Event Planning Event FormsWhen in doubt, the sooner you submit, the better! Post-Event Forms Submit a Post-Event Form within two weeks following the event Be sure to include: A copy of the event announcement of flyer – this should include the date, time, location, and other details of the event An attendance report – must show how many students, faculty, staff, and guests (if applicable) attended Share how the event went with the GSA! Submitting a Pre-Event Form early is great for a lot of reasons. It allows you and your organization more time to plan and advertise to the student body. It gives the GSA more time to review and return a decision to you. It also allows more time for processing a contract or payment on the back end
16 Event Planning – On CampusReserving Space In University City: Submit the Event Form – the Event Coordinator will review the In Center City: use this link from the Registrar AV Support If you need help with any classroom technology on either campus, contact Instructional Media Services (IMS) to assist If you have more extensive AV needs in University City, hire Drexel University Student Technology (DUST) Public Safety If your event is taking place on campus after normal business hours or on the weekend, Drexel Public Safety must be hired to be at the event Working to bring an outside organization, speaker, or performer to campus This will involve a contract – please work with Kait Log in to both reservation portals using your Drexel user ID and password If the form is not working for the UC page, there is a PDF that you can download and send back If the form is not working for the CC page, you can Amy Nickerson at with your requests Public Safety MUST be present at any on-campus event taking place after hours or on the weekend. Contact Public Safety directly to have them at the event We will talk more about contract in a few minutes
17 Event Planning – On CampusUniversity Catering In University City, over $100 – Chestnut Street Caterers In University City, under $100 – please work with Dr. Ryan In Center City – no exclusivity. University Catering Exemptions If you would like to file for an exemption from using Chestnut Street Caterers, you may do so. All decisions made regarding exemptions are made by the Office of Retail Management Exemptions are typically granted for orders that Chestnut Street Caterers simply can’t provide There is an exclusivity contract in place with Chestnut Street Caterers for all catered events in University City. However, organizations wishing to bring food to campus may do so if the cost is under $100. Please work with Kait and Michael for recommendations on vendors that we’ve worked with before. Although, if the cost is under $100, you are welcome to order from whoever you’d like. In CC, no exclusivity contract. You can order from whoever you’d like. There is also a Sodexo caterer that services the campus Exemptions – examples of granted exemptions have been authentic food from a specific culture, etc. – must be something that CSC CANNOT provde. CSC can also pull from other businesses on Drexel’s campus like Currito and Chik-fil-a
18 Event Planning – Off CampusOff Campus Events Please contact Kaitlyn if you are thinking about holding an event off campus This will be very likely to need a contract, so please make sure you are planning ahead! University Approved Vendors Does NOT include food or venues – please work with Kaitlyn Includes other common vendors such as transportation vendors and vendors for promotional items (t-shirts, water bottles, etc.) We must use our approved vendors for these kinds of purchases! Vendors can be found on the Procurement website Inappropriate Vendors If you are having difficulty working with a vendor, or you feel you are being treated unfairly/poorly by a vendor, please contact Kait Inappropriate vendors – if a vendor is being demanding, sending incessant s, asking questions you can’t answer, or just being rude in general, please bring it to Kait’s attention. You should not have to deal with that. Kait will take over the conversations with the vendor.
19 Event Planning – Online StudentsEngaging Online Students Don’t forget about our online students! Many are very active and want to be engaged – either online or in person Be sure to advertise in-person ticket sales or events far in advance to allow for their attendance When appropriate, think about webcasting or recording your program to post online later Contact IRT to help you schedule a video conference, webcast or recording Contact the Graduate College to borrow webcams, video cameras, or other available equipment
20 Event Planning – MarketingSocial Media Create accounts for your organization! Word of Mouth Tell a friend to tell a friend! Flyers They work! InfoNet – TV screen ads Be sure to follow the submission guidelines University Events Calendar Reach the entire University by posting on the University Events Calendar RSVP Know who is coming! Social media – we all delete s, but we all are constantly checking social media. It is a quick and easy way to share your events and connect with other organizations. Social media is king among students! Word of mouth – this really does work! Stand up and make an announcement before class starts, share with friends, etc. Before you know it, word has spread to a wide range of students. Students are also much more likely to attend an event that a peer recommended. Flyers – they really do work! Be sure to include the costs of printing in your budget, beforehand, but I highly recommend this. It is an inexpensive way to show off your organization’s creativity and originality while also sharing the event information. Just be sure to have your flyers approved – by the Creese Student Center desk to post in UC and SLCC to post in CC RSVPs are great – lets you know about headcount in advance – helpful for room reservation and food ordering! This also gives you a mailing list of students you know are already interested in your events – you can send a personal to them inviting them to the next event
21 Event Planning – MarketingGSA Website, listserv, Facebook, Twitter, Instagram Graduate College Website, flyers, Facebook, Twitter Student Life – Center City Flyers, Facebook, Twitter, Instagram Drexel Triangle Drexel’s student newspaper DrexelNOW Graduate Newsletter the Editor, Alissa Falcone at Social media – we all delete s, but we all are constantly checking social media. It is a quick and easy way to share your events and connect with other organizations. Social media is king among students! Word of mouth – this really does work! Stand up and make an announcement before class starts, share with friends, etc. Before you know it, word has spread to a wide range of students. Students are also much more likely to attend an event that a peer recommended. Flyers – they really do work! Be sure to include the costs of printing in your budget, beforehand, but I highly recommend this. It is an inexpensive way to show off your organization’s creativity and originality while also sharing the event information. Just be sure to have your flyers approved – by the Creese Student Center desk to post in UC and SLCC to post in CC RSVPs are great – lets you know about headcount in advance – helpful for room reservation and food ordering! This also gives you a mailing list of students you know are already interested in your events – you can send a personal to them inviting them to the next event
22 Financial Processes - PaymentPurchasing options – in order of preference 1. SmartSource populate a SmartSource cart with details of the expenditure and send it to Dr. Ryan for approval include name of requester, organization, the GSA pre-approval # and details of the event 2. Purchasing Card a.k.a. Pcard Submit a completed pCard request form to Dr. Ryan via 3. Check Request Speak to Dr. Ryan The Graduate College acts as liaison between the GSA and graduate student groups and the Accounts Payable department. AP are the folks who make sure the money goes where it’s supposed to go. SmartSource is accessed through the DrexelOne employee tab. This is used to generate purchase orders (aka POs) and checks for vendors PCard is Dr. Ryan’s card. It cannot be checked out by students for use, but students can coordinate with him to use it. This is most often used when vendors can’t/won’t accept a check or PO Personal credit/debit card – if for some reason, it is determined that the only way to pay for something is through reimbursement, only a SOOT-trained officer is eligible to do this. Reason being – we know that that person has received the training from us and should understand the reimbursement process. We will go into more detail in a few moments Cash – obvious why this is our last choice. There is no paper trail to trace the purchase – where it was made, who made it, etc.
23 Financial Processes – Funding Transfer – ReimbursementUsed to: Reimburse Drexel departments or other student organizations that paid on behalf of your organization Receive reimbursement from a Drexel department or other student organization for which you paid Funds transferred cannot exceed the dollar amount pre-approved by the GSA Only can be used to transfer funds from one Drexel account to another. We cannot transfer to other banks or Universities this way.
24 Contracts and AgreementsTwo types of contracts: Standard – an agreement using one of Drexel’s template agreements Special – a vendor’s agreement that the university agrees to sign This happens most often at off-campus venues Requests for Contracts All contract requests must be submitted to Kaitlyn at least four (4) weeks in advance. Requests outside of the 4 week window will be denied. Contract Request Form can be found on DragonLink Use an official University address for any contract paperwork Do not use your personal information! Use either the Graduate College or Student Life – Center City’s address Do not sign any vendor paperwork! Contact Kait BEFORE reaching out to a vendor! Students can only contact vendors to receive a quote, estimate, or pricing information for budgeting purposes only. When speaking with a vendor, make it extremely clear that you are not authorized to sign or receive any paperwork and that someone else from the University will be in touch to secure a formal invoice and/or contract DO NOT SIGN ANYTHING – even if it seems innocuous
25 Contracts and Agreements – Tax DeterminationThis is often the first step We need to determine the tax classification of the organization or vendor with which we are attempting to contract Individual/Sole Proprietor, LLC, Corporation, etc. If the vendor is not a corporation: Dr. Ryan will work with the Tax Office in order to see if we are able to work with the company based on their tax status and reputation Tax Office Review If approved, we can move forward with completing an Independent Contractor Agreement (ICA) If denied, the vendor has two options: 1. Vendor can be hired as an employee to receive payment 2. Vendor cannot conduct business at Drexel This comes up every so often, so we’re mentioning it so that you are aware. If Kait and Michael think that this might be something that needs to happen, we will let you know right away. Keep in mind that this process can take time. We cannot guarantee a turnaround time from the Tax Office. Sometimes they get back to us quickly, sometimes they take a while to review their documents. They have to do these kinds of reviews for the entire University, not just us. If you suspect that a business you are thinking about working with might fall into this category, ask EARLY! This most often happens with smaller companies, local businesses, individuals conducting business, etc. If you think this might be the case for one of your events, think about doing this even farther in advance than the four week required deadline.
26 Contracts and Agreements – Independent ContractorWhen to use: “The standard IC Agreement may be used for general services that do not primarily involve confidential information or the creation of intellectual property” – Office of General Counsel Kait will draft the agreement and work with both you and the vendor to have it reviewed and signed Examples: Goods and services being brought to campus Catering (if approved via ORM exemption) Photo booth services Massage therapist services This most often happens when someone is coming TO our campus, as they are independent contractors conducting their business on our campus This serves to protect you, the University, and the company or vendor conducting business on our property
27 Contracts and Agreements – Speaker’s AgreementsWhen to use: “The Speaker Agreement may be used in connection with engaging a guest speaker to come to the University, or to a University-sponsored event elsewhere, to give a speech, talk or lecture, or to make a presentation, for a limited engagement (typically one day or a single, multiple-day conference).” – Office of General Counsel Different kinds: Unpaid – speaker is agreeing to come in and speak free of charge Paid – speaker charges a fee for his/her presentation/speech Honorarium – speaker is agreeing to speak for free, but you want to give a gift Internal/Drexel speakers: Faculty or staff who agree to speak at your events free of charge are not required to sign an agreement Paid speakers and honoraria are different! An honorarium is a gift you gift out of the kindness of your heart when the speaker hasn’t charged anything for their presentation If the speaker is being paid (either paid or honorarium), a tax determination will have to be done. Paid or honorarium are infrequent, and Michael and I will work through the process with you as it comes up. However, if this is something you’re thinking of doing – PLAN AHEAD!
28 Contracts and Agreements – Work FlowEvent Form GSA reviews Assistant Director reviews and requests changes or additional info, if needed Assistant Director big approves Contract Request Form to Kaitlyn Kaitlyn will review & request changes, if needed Kaitlyn will send to Procurement Procurement Reviews Procurement will review & request changes, if needed Procurement approves Payments Dr. Ryan Pays Vendor accepts payment Event is ready! Have a great time! Don’t forget to submit your Post-Event Form! Again, do not sign anything!
29 Drexel Guidelines and Policies – Events with AlcoholEvents with Alcohol Policy Please read and review at this link Please discuss with Dr. Ryan if you are planning to have an event with alcohol On Campus Events with Alcohol Must have the following in order to host: 1. A department sponsor 2. A Request for Alcohol/Release Form completed and submitted to Dr. Ryan Off Campus Events with Alcohol These will require a contract! Plan ahead!
30 Drexel Guidelines and Policies – Events with AlcoholUniversity funds can only pay for a maximum of two (2) drink tickets per person – wine and beer ONLY Food must be provided Non-alcoholic options must be provided Work with the vendor to provide food and drink specials to save money Please think about budget. Purchasing drink tickets can get expensive quickly. Think about just providing one drink ticket, or event none. You can supply food and students can purchase their own drinks Please keep in mind students that choose not to drink or may be uncomfortable around drinking. We aim to create an inclusive and welcoming environment. Keep all students in mind!
31 Questions? | 39 Any Questions? Please think about budget. Purchasing drink tickets can get expensive quickly. Think about just providing one drink ticket, or event none. You can supply food and students can purchase their own drinks Please keep in mind students that choose not to drink or may be uncomfortable around drinking. We aim to create an inclusive and welcoming environment. Keep all students in mind!