NAVIGATING THE BLUE TAPE
Student Org Mandatory Training
Fall 2012
INTRODUCTIONS

Office of the Dean of Students

Student Activities

JJ Boggs, Associate Dean of Students for Student Activities and Orientation


David Kloepfer, Program and Events Manager



Organic Farm, Food Organizations
Jessie Jerry, Office and Budget Manager


Club Sports, Recreation Organizations
Sophie Esser-Calvi, Food & Farm Educator


MCAB, A Capella Groups, Visual & Performing Arts Organizations
Derek Doucet, Director of Outdoor Programs and Club Sports


Special Interest, Political & Activist Orgs
Debate Organizations
Barbara Ofosu-Somuah, Programs Intern
Residential Life

Doug Adams, Associate Dean of Students for Residential Life and Student Life Policy


Media Organizations, Social Houses, Inter-Commons Council
Karin Hall-Kolts, Residential Systems Coordinator

Superblocks
INTRODUCTIONS

Cluster Managers

Ashley Calkins, Community Engagement Coordinator, EIA


Lyn DeGraff, Senior Graphic Designer, Reprographics


Service Cluster Board
Publications
Jennifer Herrera, Special Assistant to the Dean of the College/Senior Advisor for
Diversity Initiatives, Dean of the College


Cultural Organizations
Laurie Jordan, Chaplain, Ellen McKay, Administrative Program Coordinator,
Chaplain’s Office


Sarah McGowan, Special Assistant to Academic Affairs, Academic Affairs


Religious and Spiritual Life Organizations
Academic Organizations
TBD, Social Events Coordinator, Dean of the Students

Gamut Room, Bunker, Senior Committee, Feb Committee
AGENDA
Registration
Process
Funding
Fundraising
Resources
Policies
Other
Helpful Information
REGISTRATION: MIDDLINK

Your primary contact and student org email account have
received an email from Student Activities with instructions on
how to register in MiddLink

You must complete the registration process by October 1st



Include an up-to-date roster for your org
List all leaders including the president, treasurer, and
advisor
Provide an inventory list of your supplies


Equipment and supply purchases must be inventoried and have
storage space secured; the Finance Committee may review your
inventory if your organization is audited
If you have not received an email, simply log into MiddLink
go/middlink, find your organization, and click the “Register”
button
FUNDING: SGA FINANCE
COMMITTEE

SGA Finance Committee is responsible for
management of the Student Activities Fee

Peter Mattson – SGA Finance Committee Chair



sgafc@middlebury.edu
For Finance Committee guidelines, go/sgafc
The committee meets weekly in the Crest Room in McCullough,
check go/sgafc or email sgafc@middlebury.edu for the schedule
FUNDING: ALLOCATION

Each recognized student organization is eligible to receive a portion of
the annual Student Activities Fee (SAF)

You all have an operating account - this is where your allocation is
deposited and where most of your expenses will be charged

Your account has been assigned an index code (SOXXXX)

Check your folder for a list of your index code(s) and for a copy of your
organization’s allocation for the year

If you do not see your allocation in your folder, then it is very likely that your org
did not submit a budget proposal to the FC last spring

If your org was allocated funding, you will receive half of the funds in
September and the other half in January

Delayed registration in MiddLink could affect your allocation.

Unused funds are returned to the SGA reserve at the end of the fiscal
year
FUNDING: BUDGETING



Typically, budgeting occurs in the spring or upon approval as a new
organization
If your org didn't request a budget in the spring, schedule a
meeting now with the Finance Committee at go/sgafc
Proposed budgets should consist of planned events and purchases



Be prepared to provide the Finance Committee with details
The SGA Finance Committee allocates an overall budget
Allocated funds can be spent at the organization’s discretion

Organizations can change their plans but must always adhere to the
Finance Committee guidelines and the mission of their organization

Groups can always request additional money but should spend
what they have first and demonstrate a reasonable need

Each student org is granted $200 discretionary funding
These discretionary funds are specifically allocated for advertising,
supplies, and general operating expenses


Purchases must adhere to the SGAFC guidelines and the mission of the
organization
FUNDING: NEW MONEY





Groups interested in requesting new funds will be required
to attend a Finance Committee meeting to discuss the
request
To schedule a meeting, visit go/sgafc, click “Book a Meeting,”
and follow the instructions
New money requests should be made well in advance; orgs
should plan to present a well organized and thorough
proposal
If a new allocation is granted, it is understood that it may
only be spent on the item or activity for which it was granted
– new money is not discretionary
If approved, these funds will be added to your operating
account
FUNDING: FAQ, RESTRICTIONS &
SPECIAL CASES

No handouts, giveaways, prizes, clothing items, etc.

If it benefits an individual, it can’t be purchased with SGA funds. If it benefits the
whole group and/or is inventoried, it can be purchased with SGA funds.

No alcohol, tobacco, firearms/ammunition, or animals

Commons Councils will not fund student organizations.

Do not go to the Commons Councils to ask for money!

Organizations cannot use Student Activity Fee funds to pay coaches or advisors

Organizations cannot use Student Activity Fee funds to pay student wages
(student DJs and bands are exceptions)

Typically, alumni, relatives, or other members of the College community
cannot be paid to speak/perform unless it is their sole profession; it is required
that clubs notify the Finance Committee in advance if funds will go to relatives
of or members of the Middlebury College community

Purchases can be made during the summer in preparation for the upcoming
school year but need approval (talk to Student Activities)

Appeals to Finance Committee decisions can be filed through the SGA Appeals
Committee
FUNDING: ACCESSING FUNDS



When in doubt, check with the guidelines; be sure
your items can be covered by the Student Activities
Fee
The budget is yours; spend it the way the members of
your organization think would be most valuable
Treasurers



Must approve and track all purchases
Must sign all purchase vouchers submitted by members of your
organization
Receipts


Must be submitted for ALL purchases (including reimbursements and
charges) or your budget could be frozen
Must be submitted within two weeks of the purchase
FUNDING: FINANCIAL LIABILITY
Treasurers take on responsibility and liability for
student organization funds
 All Treasurers must sign a Treasurer Agreement



Treasurers are responsible for knowing the guidelines and are liable for
purchases that do not fall within the guidelines
Monitor your budget and share the index selectively
The Finance Committee will audit 10 randomly selected
groups every 2 months and all groups at the end of the
year
 Violations will result in group or individual
consequences depending on the infraction

FUNDING: SPENDING MONEY

We recommend that you
create a shadow budget
to track every expense
that is made

Keep in mind that some
charges can take months
to actually hit your budget track your purchases
FUNDING: SPENDING MONEY

There are several ways to spend funds:
 Out-of-pocket – Submit a receipt for reimbursement
 Local charges – Many local vendors and departments on campus
will accept your index (but not Hannafords)
SA credit card – For phone and online purchases
 Invoice or bill – To pay with a check or credit card
 Transfer money between campus accounts – If you receive

co-sponsorship, let Student Activities know

Contracts – Any time you need to pay a person for a service, be sure
to contact Student Activities at least 2 weeks in advance

Receipts are critical!!!


Make sure you turn them in to Student Activities in a timely manner!
Fill out the SA voucher go/savoucher, attach to the receipt, and
get your treasurer’s signature for all purchases
FUNDING: SPENDING MONEY

go/savoucher

Complete the online form

Print the form


Click the “Submit Form”
button on the upper right
Write your name, ID & index
on the receipt/invoice

Attach receipt or invoice to
the completed voucher

Get the treasurer’s signature

Submit to Student Activities

It’s important to submit both
a hard copy and digital copy

We need the hard copy for
accounting purposes and the
digital copy for the database
FUNDING: BUDGET REPORTS

To receive a summary of your budget to date for this fiscal year

go/budget?so
Includes all income and expenses
 A report in pdf format will be sent immediately to your student
org email account
 Please remember that these reports do not include a starting
balance; this can be confusing when it comes to gift accounts




See your folder for your gift account balance
We are working on getting the starting balances to show on the reports
– stay tuned!
Remember that charges may not appear on your budget for
quite awhile

This is why it's good to use a shadow budget to keep track of
your expenses!
FUNDING: LOANS
The SGA Finance Committee will on occasion offer loans to
organizations
 It is necessary for the Treasurer to co-sign the loan on behalf of
the student organization, as well as an additional member of
the organization
 Contact the SGA Finance Committee for more information
 Outstanding debt affects an organization’s ability to receive a
loan

FUNDING: MCAB SPEAKERS
COMMITTEE

Apply for MCAB Speaker’s Committee funds to
bring a speaker to campus




You cannot use your student organization budget to host a speaker on
campus
MCAB has significant funding available for this purpose
If you’d like to apply for speaker funding, you must attend a
Host a Speaker training; training dates and times will be posted
shortly
Check out go/mcabspeak for more information
FUNDRAISING: POLICY
Any student group sponsoring a fundraising
activity must obtain a permit from Student
Activities
 Student groups are not allowed to solicit
donations or gifts from local merchants, alumni,
and parents
 Groups must receive permission from Dining
Services to sell food on campus; typically only
pre-packaged food will be approved

FUNDRAISING: EXCESS EVENT FUNDS

When student organizations charge a set amount (eg: ticketed event,
$1/item, etc) the organization can keep any money raised after the costs
have been covered


If the price is suggested, the organization deposits all revenue
and does not have to pay back the costs


NOTE: price has to really be suggested, no guilt tripping or denying
entry even if the customer doesn’t pay
Allocated funds cannot be used for donations to charitable
organizations or the purchase of gifts


These excess funds may be used at the organization's discretion (within Finance
Committee guidelines) or deposited into the organization’s gift account
However, excess event funds can be used for this purpose
Proceeds from initiatives may not be used as direct or indirect
contributions to political campaigns
FUNDRAISING: GIFT ACCOUNTS






Student organizations cannot have off-campus accounts
Gift accounts are for donations, dues, or excess event funds
from fundraising efforts
Some student organizations already have separate
gift/fundraising accounts
When you have cash or checks to deposit into a gift account,
stop by Student Activities; we can also accept credit card
payments
Each organization uses the funds in their gift accounts
differently; please work with your leadership and advisor to
determine how best to use this money
The balances in these accounts rollover from year to
year
(see the Banner report in your folder for current gift account balances)
TECHNOLOGY RESOURCES: PRINTING

PaperCut


Reprographics

Offers a variety of printing services on campus

Located in FIC

For general photocopying, allow for 3 days

For design work, allow for 1 week


Your org is eligible to print using your student org username through PaperCut;
printing expenses are deducted from your account monthly, so be sure to monitor
printing!
Return white copy of the order form with your account information to Student
Activities
Publications

Work with Lyn DeGraff in Reprographics at the beginning of each semester (early Oct.
& Jan./Feb.) to avoid issues with Reprographics’ schedule

All publications must be ready-to-distribute by April 1 at the latest

Publications with a distribution date after April 1 will be denied assistance
TECHNOLOGY RESOURCES: MIDDLINK

The benefits:

Share group photos and documents (budgets, inventories, constitutions, etc.)

Advertise events on the community bulletin board

Assign tasks to specific members of your organization

Hold elections

Create events and invite people

Advertise to all first years – all have a MiddLink account

Send messages to the most current members of your group
It is important to check the prospective students tab under
“manage roster” because we will be advising students to sign
up for your group through MiddLink
 A user guide on the Student Activities website shows you
how to liven up your page and how to use all of the unique
features; check out go/studentactivities

TECHNOLOGY RESOURCES: BLOGS


Student Activities
recommends creating a
blog for those
organizations who want
a web presence

go/blogs

No permissions needed
The other alternative is
to use your MiddLink
page

Wall, News, Events, Photos!
TECHNOLOGY RESOURCES: EMAIL
ACCOUNTS

Every student organization has been assigned an email account
(ex. studentorg@middlebury.edu)

It is your responsibility to get the email password from last year’s
leadership team or from LIS

LIS will only give the password to those listed in
leadership positions in MiddLink

Check this email regularly - Student Activities will communicate with
you through this email and through MiddLink; it is also the contact
information we give to prospective members and collaborators

To change your password:

Log into WebMail

Click on Options (in the upper right) and then click on Change Password
CAMPUS RESOURCES:
TRANSPORTATION

College cars, 7-passenger vans, and 15-passenger vans are available
for student org use; reserve vans well in advance as they are in short
supply

Requests submitted less than 7 days in advance will be denied, no exceptions

The cost is $15.00/day and $.40/mile

Check out the online reservation form at go/vans

Be sure to check off the appropriate College affiliation

You must complete a Trip Departure Form when you pick up the keys
at the Vehicle Reservation Office

For after hours pick-up and drop-off, please note that the entrance to
the Heating Plant is the set of doors closest to the windows of the
Biomass facility
CAMPUS RESOURCES:
TRANSPORTATION

Student organizations wishing to travel 300 miles or more from
campus are required to submit a travel plan to Student Activities (SA)
for vetting. While every effort will be made to work with student orgs
to devise an acceptable plan, SA reserves the right to deny approval for
any such travel should it be deemed necessary to do so for risk
management or other reasons.





Plans must be submitted to SA a minimum of 1 month prior to the
departure date. Plans submitted less than 1 month prior to the departure
date will not be approved.
Groups may drive a maximum of 300 miles, or not more than 6 hours total
driving time, per travel day. Hotel or camping receipts, or other
documentation of an overnight stop, may be checked upon return to campus.
Groups must have a minimum of 1 College-licensed driver for every 150
miles, or 3 hours of anticipated travel, and switch drivers when these limits
are reached.
“Caravanning” (traveling in convoy) is not permitted. When multiple
vehicles are involved, departure times should be staggered to avoid such
travel.
Drivers may not use cell phones when driving.
CAMPUS RESOURCES: DEFENSIVE DRIVING
TRAINING
Required to drive a College vehicle. There is no cost for the
class, but a valid state license is required. Class time is about
two hours.
 Individuals wanting a 15-passenger van license must have 3
years of driving experience and go through a one-hour driving
orientation (on the road)
 Check out go/trainings for training dates


Email Ed Sullivan at sullivan@middlebury.edu if you have any
questions
September Sept 12 9:00am - 11:00am Sept 24 4:00pm - 6:00pm
October 9 9:00 - 11:00am - 5:00PM
April 9th
9:00am - 11:00am
November 7th
May 9th
9:00am - 11:00am
June
TBD
9:00am - 11:00am
December 12th 9:00am - 11:00am
January 9th
9:00am - 11:00am
February 12th
12:00 pm - 2:00pm
March 4th 6:00pm - 8:00pm
July
August
TBD
TBD
CAMPUS RESOURCES: YOUR ADVISOR

In a recent survey of Middlebury College advisors:


23% (almost 1 in 4) said they were unclear of their organization’s
expectations of them
17% (about 1 in 6) said they would like to be more active with the
organizations they advise
Find the right advisor for your organization, establish clear
expectations (perhaps even a written contract), and establish clear
lines of communication
 Take the time to appreciate your advisor’s hard work and contributions
 You should inform your advisor of what you are doing and invite
him/her to events you organize, if appropriate

CAMPUS RESOURCES: CATERING

Options:
Off campus caterers
 Store-bought items
 Take-out from off campus
 Grille catering or take-out

Must contact an outside caterer 21 days in advance
 Some events can be accommodated in Atwater, McCullough,
Proctor, and Ross


go/catering
CAMPUS RESOURCES: E-NEWSLETTER





Sent to families and alums
The Alumni Office will assist with sending one e-newsletter
per org, per year to alums and family members
Glenna Emilo at emilo@middlebury.edu is your contact in the
Alumni Office
The newsletters must be fully edited and ready to send upon
being received by the Alumni Office
This is NOT a resource for you to fundraise or solicit
donations; it is intended for you to circulate information
about your organization among the wider Middlebury
community
CAMPUS RESOURCES: MCCULLOUGH


Photocopies can be made in Student Activities for
$.06/page
Art Space
Located in the Upper Crest Room
 Contains supplies to make posters, projects, and to decorate
 Available for activities
 Email student_activities@middlebury.edu to schedule time to
use this space outside of its normal open hours

CAMPUS RESOURCES: FILM
SCREENINGS

Recommend starting this process 1 month in advance

Contact Sue Driscoll at sdriscol@middlebury.edu to inquire about
availability & cost

Check your budget for funds

Submit a space request to Tammy Grant at tgrant@middlebury.edu

Email Jessie at jjerry@middlebury.edu with the following
information:

Name
Email
Phone

Organization
Index
Film Title

Screening Date
Start Date
Location

Special Instructions

Contact the Help Desk for tech assistance (if needed)

Pick up your film at the Circulation Desk in the library the day of
your event; return the film promptly to the same location
CAMPUS RESOURCES: SCHEDULING

Scheduling events may involve communication with both Student Activities
and Event Management

Requests should be submitted using the online form found at go/scheduling

Tammy Grant will help you with all scheduling (x3147)

go/25live

Tells you about spaces on campus (availability, capacity, and accommodations)

Important note: If you are planning an event that requires any type of support
from Facilities or the use of equipment, your request MUST be submitted at
least 7 days prior to your event. Adjustments cannot be made after the 7-day
window has closed.

Crowd Manager

Required for activity involving more than 50 attendees or participants

Training is done with Ed Sullivan (x5736)

go/trainings
POLICIES: HAZING

Hazing is defined as any act committed by a person, whether
individually or in concert with others, against a student in
connection with pledging, being initiated into, affiliating with,
holding office in, participating in, or maintaining membership in
any organization or team affiliated with Middlebury College; and
which is intended to have the effect of, or should reasonably be
expected to have the effect of, humiliating, intimidating or
demeaning the student or endangering the mental or physical
health of the student. Hazing also includes soliciting, directing,
aiding, or otherwise participating actively or passively in the above
acts.




The College will use a “reasonable person” standard when evaluating such
conduct and its potential effects
Hazing occurring on or off the Middlebury College campus may lead to
disciplinary proceedings against individuals
Hazing may also lead to the probation, suspension, or termination of a
student organization
Check out go/hazing for more info
POLICIES: COLLEGE TRADEMARK
You need to obtain permission to use the College's
name and images for promotional purposes; please
contact Student Activities whenever you plan to use a
trademark (including Middlebury College,
Middlebury, or the panther)
 The Assistant Treasurer and Director of Business
Services Office (at x5504) is responsible for
monitoring the use of these trademarks and
protecting the College's registrations; Student
Activities will work closely with this office when
approving the use of trademarks

POLICIES: NONDISCRIMINATION
POLICY

Middlebury College prohibits discrimination on the basis of race,
creed, color, place of birth, ancestry, ethnicity, national origin,
religion, sex, sexual orientation, gender identity or expression,
age, marital status, service in the armed forces of the United
States, positive HIV-related blood test results, genetic
information, or against qualified individuals with disabilities on
the basis of disability and/or any other status or characteristic as
defined and to the extent protected by applicable law.
Membership, tryouts, and participation
must be open to all individuals
Events and activities cannot exclude any
student

POLICIES: CONSTITUTIONS
Constitutions must be updated every 3 years


If your organization’s constitution is due for review, you will be
contacted by the SGA Constitution Committee
Dan Tenner is this year’s Constitution
Committee Chair; he can be reached at
sgacc@middlebury.edu
An organization’s most recently approved
constitution must be uploaded to MiddLink

POLICIES: POSTING FLYERS
Post only in designated areas
Do not post on painted and glass
surfaces without permission from the
person in charge of the space or you
could face a fee for removal/repair
Remove your posters after the
event/activity

ADDITIONAL SUPPORT
Student Activities Open Office Hours
 Tues. & Thurs. 4-6pm
 Email student_activities@middlebury.edu or call 443-3103 with
any questions
 Upcoming trainings: watch your student org email account for
more information
 The Student Organization Resource Page on the Student
Activities website has more detailed information about your
student organization's rights, responsibilities, resources, and
policies


go/leadermanual