Student Organization
Town Hall
FEBRUARY 11 & 24, 2014
STUDENTORGS.GWU.EDU | @GW_CSE
Agenda
 Center for Student Engagement
 Registration, Updates, and Reminders
 Scheduling & Events
 Licensing & Trademarks
 Student Dining Board
 Student Association Finance Committee
 Driver Authorization & Travel
 CADE
 Important Dates
 Questions
1
GW’s Center for Student Engagement
The Center for Student Engagement at the George
Washington University is committed to transforming
the student experience and empowering students to
become active and engaged global citizens and leaders
CONTACT US:
Marvin Center 505
engage@gwu.edu
202-994-6555
@GW_CSE
2
Anne Graham
Coordinator, Student Involvement
202-994-0177
awein@gwu.edu
Registration & Updates
ANNE GRAHAM
COORDINATOR, STUDENT INVOLVEMENT
3
Student Org Registration (2/24-3/24)
 Why Register???




4
Advising: All registered student
organizations are assigned a Student
Advising Team Advisor to help the org
navigate policies, procedures, management,
and more
Finances: access to apply for cosponsorships and eligible to receive funding
from the SA.
Space: ability to reserve event and meeting
space across campus. Many spaces are free
of charge to registered student
organizations, although some charges may
apply depending on the space & services
needed
Recognition: Eligible for recognition
through the Excellence in Student Life
awards
Find your
Advisor:
•
•
•
studentengagement.gwu.edu
/student-organizations
Click on Directory of Student
Organizations; staff Advisors
are listed for each
Staff advisors are in Colonial
Crossroads, Academic
Building 115 at MVC, and
Hallmark Programs
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!
5
Registration Process
 Update the list of organization officers, update the list
of schedulers

Outside of the registration window an organization’s SAT advisor
must update the membership, scheduler, and officer
information. Maintaining updated information is the only way to
ensure accuracy across campus (org directory, scheduling, etc)
 Upload a new constitution, upload a budget to reflect
anticipated expenses for the upcoming academic year
(if requesting SA funds)
6
Registration Process
•Town Hall Dates:
•2/11, 7-9, Continental
•2/24, 8-10, Grand
•OMW
•2/19: 4-6, MC 405
•2/27: 5:30-7:30 , MC 309
•3/4: 6-8, MC Amphitheater
•3/19: 3-5, MC 407
•3/21: 1-3, MC 309
Attend a Town Hall
& OMW Meeting
7
Complete Online
Registration
• studentengagement
.gwu.edu/manageyour-organization
• Log on using NetID
•Two officers are required
to read and e-sign
Sign the
Responsibility
Statement
Constitution
•1. A non-discrimination
clause
•2. A statement that
organizations will abide by
all University policies
•3. membership statement
Registration Process, continued
• Any student organization
seeking operational funding
from the GW Student
Association must fill out the
online budget form as part
of the registration process.
Budget
Online Quizzes
• Any officer  Tutorial
• Treasurer  Financial
• Have to get an 80% wait 24 hours before
retaking
• Your advisor will
review submitted
documents – please
allow five business
days
Await Final
Advisor Review
Approval Email
• If approved, you will
receive an email from
your advisor stating
that registration is
complete.
More info: http://studentengagement.gwu.edu/student-organizations
8
Promoting Your Events
 University Calendar: Student organization events can
be listed on the university calendar


Student organizations must fill out the submit an event form at
http://www.gwu.edu/~calendar/open_entry_studentorgs.html
SAT Advisors approve events before they appear the university
calendar
 Postering in Dorms

GW Housing allows registered student organizations to promote their
groups in the residence halls per the Poster Policy below.
All posters must be approved by GW Housing prior to putting them.
 Once a poster has been approved, a representative from the
organization check out an access card from GW Housing between the
hours of 9 am - 4 pm to gain access to the halls to hang up the posters.
 http://living.gwu.edu/posters-promotions

9
Student Org Email Address
 Student organizations can create a new
organizational email address or reset the password
the password to an existing one through the GW IT
Department
Visit
helpdesk.gwu.
edu/accounts/
sorg.html
Complete form
and print it –
email or turn
in to your
assigned staff
advisor
Your advisor
will sign and
return it to you
CHECK YOUR ORG EMAIL!!!!
10
Submit it to
GWIT
Scheduling & Events
EVENTS & VENUES:
MEGAN MURRAY - SCHEDULING
ADAM MURPHY - CLIENT SERVICES
11
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

12
Scheduling
 Prior to requesting space, Student Organizations
must register with the Center for Student
Engagement
 Each group can have up to 3 schedulers. Only
schedulers can request, modify and cancel events.
 All event forms are located online at http://eventsvenues.gwu.edu. Online request tutorials are also
available on the website.
 Space can be booked up to 365 days in advance.
13
Licensing and Trademarks
LESLIE PHILPOT
LTP@GWU.EDU
@STYLEGW
14
Objective
 To outline the approval process for promotional and
re-sale GW branded merchandise purchased by a
student organization and internal campus
department.
15
Approval Process
 Artwork must follow GW’s Trademark Guidelines
 Must use an Approved GW Licensed Vendor
 Submit Artwork through the Artwork Approval Form
16
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”
17
GW Approved Logo Sheet
 Available at licensing.gwu.edu
18
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.
19
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 ltp@gwu.edu.
20
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 ltp@gwu.edu
21
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.
22
Step 3: Submit Artwork for Approval
 Licensing.gwu.edu
23
Submit Artwork for Print
 Once artwork is reviewed and approved by the
Licensing & Trademarks office, the student will
receive an email from ltp@gwu.edu stating that the
artwork has been approved and the order may be
placed to the approved vendor.
24
Disciplinary Action
 What to do if the student organization does not
follow these instructions…



25
Provide a warning. Official warning document will be provided
by the GW office of Licensing & Trademarks.
If the group has further questions, please defer the group to
the LTM website, http://licensing.gwu.edu, for guidelines and
instructions. As a secondary option, you may also offer a
consultation with the Licensing & Trademarks Program.
Last resort: University will not pay the invoice.
Questions?
 Email: ltp@gwu.edu
 URL: http://licensing.gwu.edu
 Twitter: @StyleGW
26
Student Dining Board
Co-Sponsorships
27
Application Process
(Begin at least 3 weeks prior to event)
1. Reserve the space
for your event
6. Receive response
within one week
2. Contact Colonial
Catering – develop
menu & pricing (have
reservation
confirmation # ready)
5. Email draft
catering contract to:
gwsdb@gwu.edu and
nhudson@gwu.edu
3. Receive email
confirmation from
Colonial Catering
with draft contract
4. Submit Cosponsorship request
in SOMA
28
If approved: your
contract will be signed
by CSE and submitted
to Colonial Catering.
Include the SDB logo
on your promo
materials!
If denied or partially
funded: submit an EAF
or SA EAF until you have
enough funding to cover
the contract. You may also
revise your contract with
Colonial Catering and
resubmit to
nhudson@gwu.edu
Student Association Finances
RYAN COUNIHAN (SA FINANCE CHAIR)
SCOTT LAUERMANN (SA VP FINANCIAL AFFAIRS)
29
SA Fee: How it Works
Rollover
GW Students:
$1.50/credit
hour
University:
$.50/credit hour
Reclamations
Student Association Fee Pool
(~$1.1 million)
Initial Allocations
30
Co-Sponsorship
Fund
Who is involved in finances?
 SA Finance Committee: Allocates the money to
the student organizations on campus based on the
budgets in submitted.
 SA VP of Financial Affairs: Authorizes
reimbursements for student organizations after
money is spent.
 President: Signs or Vetoes the Allocations Bill.
 GWU Center for Student Engagement: Reviews
allocations, reimbursement requests, approve
requests for revenue account dollars, and work with
student orgs on contractual matters.
31
From Budget to Allocation
32
1.
Student organizations will submit budgets through SOMA, the
online portal hosted by CSE.
2.
The Finance Committee meets and reviews budgets.
3.
The Finance Committee will hold appeals hearings.
4.
Groups receive appeals decisions.
5.
FC drafts the “General Allocations Bill.”
6.
This bill is presented and voted on by the Student Senate at the
next Senate meeting, which is open to all students.
Continued…
7.
The SA President reviews the bill and signs or vetoes the bill
within 5 class days.
8.
The allocations are officially reviewed by the Center for
Student Engagement and the Student and Academic
Support Services Financial Services.
9.
The SA Vice President for Financial Affairs sets up accounts
for each funded group.
10. The Mid-Year Allocations are the same (applies to groups
that don’t get a general allocations.) More information on
the Mid-Year Review (required of groups that get a general
allocation, will be sent via e-mail.)
33
Important Dates
 3/24: Budget Due
 4/6: Finance Committee Funding Decisions Emailed
 4/7-4/12: Organization Appeals
 4/11: Co-Sponsorship Requests Due
 4/25: EAF Final Submission Due
34
Reimbursements
 EAFs must be submitted within 30 calendar days of




35
purchase.
All SA EAFs must be signed by Financial Officer or
Executive Officer of Student Org.
All SA EAFs must be turned into the Student Association
Office and approved by the SA Vice President for
Financial Affairs.
All SA EAFs will take approximately 6-8 weeks to
process, this is due to processing time in SA, CSE, and
Accounts Payable.
All SA EAFs must be approved by the SA VPFA in order
to be processed.
Prohibited Items
 Gifts for students
 Gifts for speakers (this is classified as any compensation for a speaker







36
that is not explicitly laid out as a part of that speaker’s
honorarium/contract).
Scholarships and prize money.
In-kind prizes for contests or competition (e.g., trophies, plaques, etc.)
Transition dinners or other off-campus events reserved for an exclusive
segment of a particular student organization.
Alcohol, drugs, firearms or university-prohibited items.
Direct donations to charities/other causes
Investments (stocks, mutual funds, etc.) and gambling
Any items not explicitly approved by the Finance Committee via
general allocations, co-sponsorships or other approval
Allocations Criteria
The finance committee
shall not consider:
•
Parity between similar
organizations
•
Student body funds that
were unspent by the
organization in previous
years
Other factors:
The Student Association
has a non-discrimination
clause in its bylaws. As
such the Finance
Committee can and will
penalize an organization
found to be discriminating
against members by the
University run “Student
Grievances Panel”.
•
37
Tier 1
• (A) The number of individuals expected to benefit from the
experience.
• (B) The prestige brought to the University by the student
organization or event.
• (C) The location of the event, with a preference given to events
held on campus.
Tier 2
• (A) The revenue the student organization generates or
fundraises for itself, with preference given to organizations that
generate revenue.
• (B) Whatever item to be purchased is a durable good or onetime use, with preference given to durable goods.
• (C) How efficiently the student organization has spent student
body funds allocated to it in accordance with its budget
Tier 3
• (A) Whether the event has been put on previously and to what
success.
• (B) The student organization’s compliance with these Bylaws.
• (C) The history of the student organization, including its prior
general allocations.
Fee Increase
 Affects current freshman
 Takes 9 years to go into full effect, increases revenue
over 12 years
 Would still make our fee lowest in the District
 YEA vote = support referendum, not the fee increase
 Passed with 66.6% voting in favor
38
Implementation
39
FY 2014
$1.50/credit hour to $1.75 credit hour
FY 2015
$1.75/credit hour to $2.00/credit hour
FY 2016
$2.00/credit hour to $2.25/credit hour
FY 2017
$2.25/credit hour to $2.50/credit hour
FY 2018
$2.50/credit hour to $2.75/credit hour
FY 2019
$2.75/credit hour to $3.00/credit hour
Increased Revenue
40
Budget Totals
 SA Total Budget: $974, 485 (+ 3.17% from FY 13)
 $974, 485 x .85 = $828, 312 (max initial allocation)
 Initial Allocations FY 14: $828,284
 Co-Sponsorship Fund: $146,201* ($141,673* in
FY13)
 SA Total Budget: $1,052,643 (+ 7.5% from FY 13)
41
Largest Allocations
42
FY 13
FY 14
Student Bar Association
Student Bar Association
Program Board
Program Board
Med Center Student Council
Med Center Student Council
MBA Association
MBA Association
Club Sports Council
Club Sports Council
College Dems/Republicans
College Democrats
Top 15 Organizations
FY 13
43
FY 14
More Comparison
 75 Orgs at $1000+ in FY 13, up to 83 in FY 14
 88 Orgs at $750+ in FY 13, up to 93 Orgs in FY 14
 63 Orgs at $1-$100 in FY 13, down to 12 in FY 14
 Average Allocation in FY 13: $3,173
 Average Allocation in FY 14: $2,979
44
Appeals
 Number of Appeals: 36 (Down 40% from last year)
 Total Appeals Budget: $29,235
 Average Appeal Win: $812.28
 Largest: South Asian Society, Class Council, GW Vets
45
Umbrella Organizations
 The following organizations have been designated as
umbrella organizations:








46
Student Bar Association (G)
Medical Center Student Council (G)
MBA Association (G)
GSEHD Student Association (G)
Trachtenberg Student Organization (G)
Club Sports Council (U)
Inter-Fraternity Council/ / The Panhellenic Organization (U)
The Engineer’s Council (U)
Key Factors
 How did they fit the criteria?
 Quality of budget submitted
 Any supplements organizations submitted
 FY 13 expenditures
47
Budget Breakdown
 Administrative: Office supplies, memberships,
athletic officials, non-GW printing, graphics,
uniforms (9.85% of total budget)
 Programming: Any spending that advances
execution of an individual program. (64.86% of
budget.)
 Sub-organization: Money that must be allocated
by an umbrella group. (25.28% of budget.)
48
Co-sponsorship Fund
 Co-Sponsorship Fund: $310,281
 $146,201(Initial)+$78,158(Increase)+$85,922(Rollo
ver)
 Co-Sponsorship Fund FY 13: $230,611(26%)
49
Spring Audit
 Audit currently being conducted

Organizations were notified via Marvin427
listserv
 Criteria for audit



Have you spent funds YTD? If not why?
Have you spent in line with budget? If not
why?
Has organization shown ability to spend SA
funds in line w/ criteria allocated against?
 Any organization flagged may be
required to submit follow up
materials
 Umbrella orgs must submit allocation
information for sub-umbrella orgs
50
Audit forms are
due Friday, Feb
21 at 5 p.m.
SA Finance Contact Information
 SA Finance Committee
 gwsafinance@gmail.com
 Ryan Counihan – SA Finance Chair
 counihan@gwu.edu
 Scott Lauermann – SA VP Financial Affairs
 vpfa@gwu.edu
51
Driver Authorization & Travel
 Renting a car for a University-approved trip:
 Apply to become a GW Authorized Driver
 Complete a travel registration form, vehicle rental request
form, and EAF for EACH TRIP.
 Meet with Financial Manager in CSE - Nick Hudson
 Register ALL travel with your advisor
 If you’re traveling on organization business, register your
travel with the CSE using the Travel Registration Forms
52
Center for Alcohol and other
Drug Education (CADE)
ALEXIS JANDA
53
What is CADE?
 Resource Center
 Workshops on request
 Programming and events
 Educational materials
 Registers student organization events with alcohol
 Offers RAM training

54
Individual members need to sign up. Organization leadership
should not be signing up individual people.
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
55
Important Dates & Reminders
Organization
Registration Period
(for 2014-15 school
year): 2/24-3/24
Final EAF
submission date:
4/25/14
56
Budgets Due: 3/24
SA Budget
Decisions Released:
4/6/14
SA Senate
Allocation Appeal
Hearings: 4/74/12/14
Final SA Cosponsorship
application date:
4/11/14
2013-2014
Registration
Expires: 5/1/14
Colonial
Inauguration Org
Fairs: 6/14, 6/20,
6/26, 7/1
Fall 2014 Student
Org Leadership
Training: 8/24/14
Spring 2015
Student Org Fair:
1/14/15