Virtual Orientation

Clubs & Organizations

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

44

33

22

11

88

99

How to Request Products / Services & TravelHow to Request Products / Services & Travel

FormsForms

1010 Orientation Quiz & Certification of Completion Orientation Quiz & Certification of Completion

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

Process:

http://www.udc.edu/docs/student_life/Registering_a_Club_or_Organization.pdf

Form:

http://www.udc.edu/docs/student_life/Club_Organization_Registration_Form.pdf

How to Register Existing Clubs & Organizations

Step 1Step 1

Step 2Step 2

Step 3Step 3

FORMS (Organization)

Club & Organization Registration Form & Budget Proposal (Fall Term)

BUDGET PROPOSAL REVIEW (SAFAU Committee)

Step 4Step 4

BUDGET SPENDING PLAN (Organization)

AWARD NOTIFICATION TO ORGANIZATION (SLS Office)

Steps to Register (August / September)

Process:

http://www.udc.edu/docs/student_life/Starting_A_Club_Organization_Forms_Package_Revision.pdf

Form:

http://www.udc.edu/docs/student_life/SLS_Club_Organization_Charter_Application.pdf

How to Charter New Clubs & Organizations

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

Process:

http://www.udc.edu/docs/student_life/Requesting_a_Campus_Event_SLS.pdf

Form:

http://www.udc.edu/docs/student_affairs/062712_Revised_Activity_and_Events_Request_Form.pdf

How to Request an Event or Activity (On Campus or Off Campus)

http://www.udc.edu/docs/student_life/SLS_Club_Organization_Advisor_Standard_Operating_Guidelines_Revised_08_10.pdf

The Role of Advisor

Process:

http://www.udc.edu/docs/student_life/Funding_Request_Submission_Clubs_and_Organizations_SLS.pdf

Form(s):

How to Request Products / Services(Non-Travel)

Form 440 http://www.udc.edu/docs/student_life/440_form.xls

Sample 440 http://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_VendorApplicationForm.pdf

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_Authorization_Form.xls

Waiver of Travel Liability

http://www.udc.edu/docs/student_life/Travel_Liability_Waiver_OGC.pdf

Fiscal MattersBudget, Monthly Reports & Fundraising

Budget Proposal http://www.udc.edu/docs/student_life/Budget_Proposal_Submission_Clubs_and_Organizations_SLS.pdf

Monthly Report Template

http://www.udc.edu/docs/student_life/SLS_Club_Organization_Monthly_Report_Template_09_10.pdf

Fundraising Agency Accounts, Private Bank Accounts, Sponsorships

Student Fee Funding Fundraising

Budgetary funding index Agency Account

Must be used for general student body Can be used for member exclusive items

Allocated by Student Fee Utilization and Activity Fee Committee

Generated by organization

Access to funds -- requires signatures Access to funds -- requires signatures

Monthly financial report required Monthly financial report required

Average time to access funds = 2 weeks Average time to access funds = TBD

Funds do not rollover Funds rollover

• http://www.udc.edu/student_life/important_forms

Important Forms

Virtual Orientation Confirmation FormClick the link below to complete and submit:

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 OrientationMonday, September 30, 2013

Building 44, A-032:00 pm