POLICY REVIEW & UPDATE – AUGUST 2014
STUDENTORGS.GWU.EDU | @GW_CSE
Student Organization
Leadership Training
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What is a Staff Advisor?
Each student organization has an advisorAdvisors are trained and held to high
expectations:
Hold organizations and its members
accountable
Connect with orgs on a regular basis
Meet with new officers; provide support during
officer transition
Facilitate connections
between students and campus
partners
Provide a response in a timely manner
Stay up to date on polices; educate
organizations
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Student Organization Listserv
Important updates and reminders are delivered to student organization leaders through the MC427 listserv.
Please ensure your officers and contact information are up to date by staying in touch with your advisors!
To join the listserv: email [email protected]
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Scheduling Spaces on Campus
Spaces managed through the Events & Venues office are: Marvin Center Outdoor space (Kogan Plaza, University Yard,
Square 80, etc) State Room & City View Room (1957 E Street) Alumni House (1918 F Street) Jack Morton Auditorium & MPA 2nd Floor Lobby Lisner Auditorium
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Scheduling
Each org can have up to 3 schedulers. Only schedulers can request, modify and cancel events.
All event forms are located online at http://events-venues.gwu.edu. Online request tutorials are also available on the website.
Space can be booked up to 365 days in advance.
To add schedulers for your org, email your advisor.
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What is CADE?
Resource Center Workshops on request Programming and events Educational materials
Registers student organization events with alcohol Offers RAM training
Individual members need to sign up. Organization leadership should not be signing up individual people.
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What events require registration?
Any event with alcohol that is: On campus or off campus Advertised by, promoted by, or planned by a student
org Cosponsored with another organization or business Anything emailed to member using a listserv or posted
on the organization’s social media
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Approval Process
Artwork must follow GW’s Trademark Guidelines
Must use an Approved GW Licensed VendorSubmit Artwork through the Artwork
Approval Form
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Step 1: Trademark Guidelines
All merchandise must have the university’s approved name or logo
The registration symbol ® must appear in the lower right area of the logo or name
For a full list of artwork guidelines, please visit licensing.gwu.edu and click on “Trademark Guidelines”
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Step 2: Licensed Vendor Approval
Internal vs. External Campus Suppliers
Please note, there are two lists of approved vendors: (1) Promotional Merchandise; (2) Resale/Funding Merchandise. Both categories are treated separately. Please make sure to choose from the correct list of vendors.
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Internal Campus Suppliers
Approved promotional merchandise vendors. Not for re-sale. Maryland Athletics & Corporate Supply Mac Mannes Grossman Marketing Group G&G Outfitters On Sale Promos Greek 101/Campus T-Shirt
* Recommended list. For a complete list, please request via email at [email protected].
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External Vendor Suppliers
Approved re-sale merchandise vendors. Merchandise may be sold as a fundraiser. GW Bookstore Coggins Promotional Advertising Holloway Sportswear Inc. Fanatic Group LLC Logo Fit Top of the World
*Recommended. For a complete list, please request via email at [email protected]
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Quote Request Form
If you have merchandise that you or your organization intends to sell or use in a fundraiser, and would like to receive a quote from a licensed vendor through the GW Bookstore, please fill out the Quote Request Form. This form is accessible at licensing.gwu.edu.
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Submit Artwork for Print
Once artwork is reviewed and approved by the Licensing & Trademarks office, the student will receive an email from [email protected] stating that the artwork has been approved and the order may be placed to the approved vendor.
Your EAF to pay for/order merchandise MUST be accompanied by this approval email
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Driver Authorization & Travel: Policy Update
Updates to Driver Policy: 21+ to drive a University owned, rented, or leased
vehicle – must be an authorized driver Under 21 may drive their personal vehicle – must be
an authorized driverRegister ALL travel with your advisor
If you’re traveling on organization business, register your travel with the CSE using the Travel Registration Forms Travel Participation Form – signatures of everyone
traveling Travel Registration & Emergency Contact Form
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Driving/Travel
Fill out travel registration forms
(2)
To book travel, fill out the appropriate request form (air,
hotel, vehicle)
Submit travel request form +
EAF to advisor for signature
Meet with Orlando (DSA Financial
Services) to book travel with signed
EAF
Connect with advisor before departure to
review itinerary, provide updated
forms
Check out the Quick Guide to Travel on
the website
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SA EAFs Update
SA EAFs will now require your CSE Advisor’s signature
SA EAFs also now require you to note the specific line item of the cost, as allocated in the budget you submitted to the SA
Complete SA EAF w/ line
item
Get advisor’s signature
Turn into 427 for
SA signature
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Important Dates & Reminders
August 30: Welcome Week
Org Fair
Sept 9-18: Org Registration for 2014-15 School
Year
Oct 13-24: Fall Audit by SAREQUIRED
Jan 11: Spring Student Org Training -- REQUIRED
Jan 15: Spring Org Fair
Feb 23-March 23: Org Registration
for 2015-16 school yr - REQUIRED
March 23: Budget requests for
2015-2016 due to SA via SOMA
April 10: Co-sponsorship application
deadline for 2015 school year
April 27: 2015-16 allocations released
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Welcome Week
Go.gwu.edu for the full schedule! Student Performance Showcase - Monday Club Sports Fair & Librarypalooza – Tuesday Tom De Luca’s Hypnotist performance with special
guests [insert here] and reCeSs – Tuesday MSSC Block Party – Friday Student Org Fair – Saturday Fall Fest - Saturday
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Welcome Week Volunteers
Program Board needs your help! Volunteers are needed on the day of the
concert to set up the stage and make sure everything is ready for the artists to perform. Fall Fest tank top Priority access to University Yard when the concert
begins. Go to studentorgs.gwu.edu to volunteer
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