Fall 2012
Student Organization Training
University Center Activities and Events
Coming this fall…
Coming this fall…
Overview
 Policy Training
 Alcohol, Solicitation, Raffles, Posting, Websites, Trademark,
Reservations, Ushers, Election Season, Handbook, DCS Guide,
etc.
 Financial Overview
 SOFC, UCAE Business Office, Forms, Cash Advances,
Approved Vendors, etc.
studentaffairs.duke.edu/ucae/stude
nt-organizations
Overview of DCS, SOFC, &
The Student Org Handbook
 All student groups are responsible for ALL Duke
University policies.
 Please familiarize yourself with the Duke Community
Standard, Student Org Handbook, SOFC regulations
and all applicable websites.
 Get in the habit of regularly checking the UCAE
website for updates to policies that may impact
student groups.
Space Reservations & Events
 UCAE: Conference & Event Services now handles all space
reservations and event logistics.
 They are located one floor below the old OSAF (Current UCAE:
Student Activities Office).
 To request space please use the online space reservation
form to ensure the proper space manager gets your
request early
 Reservations, contracts and all event logistics should be
taken care of as EARLY as possible. Different venues have
different deadlines.
Trademark & Licensing
 Mandates from the Office of Trademark & Licensing
 ALL purchases using Duke Funds (i.e. your budget)
MUST be made at an approved vendor (list found on
their website).
 ALL websites must be registered with them (more
information found on their website)
 Familiarize yourself with the proper use of Duke logos.
 trademarklicensing.duke.edu
Alcohol Policies
 Events can be EITHER BYOB or Distribution by an
approved University Dinning Bartender, but NEVER
BOTH.
 Events must have 1 (one) party monitor for every 25
(twenty-five) guest in attendance.
 Party Monitor training is run by Duke Wellness Center
 studentaffairs.duke.edu/duwell
Solicitation & Sponsorships
 Solicitation of ANY KIND by an off-campus entity is not
allowed at Duke University.
 Student Orgs may sponsor off-campus entities IF:
 Purpose must align directly with student org’s listed mission.
 Activity must be registered with UCAE 10 business days prior,
though this does not guarantee permission.
 A member of the student org must always be present and
remain at the activity the entire time.
 Must abide by all local, state and federal laws and Duke
policies.
Raffles, Casinos & Gambling
 Duke University does not allow gambling of ANY kind
 Raffles are NOT allowed unless ANYONE can request
a FREE raffle ticket and is not pressured into
purchasing one
 Casino Nights must be FREE and require NO buy-in of
any kind.
Posting Policies
 Chalking of any kind is NOT allowed on any surface at
Duke University.
 Posters and Flyers are allowed only on approved
posting surfaces (i.e. bulletin boards).
 Posters and Flyers are NOT allowed on sidewalks,
doors, windows, bathroom stalls, trees, etc.
 Please reference the Duke Trademark & Licensing
website for any questions regarding logos or the
proper use of trademarks on your posters.
Usher Training
 Work with theaters well in advance.
 Groups who plan on using Page, Baldwin, Reynolds or
any large performance venue where ushers are
required MUST have ushers.
Election Season
 Since it is an election year please familiarize yourself with
the Duke University policies on campus political activity
and engagement with federal officials.
 In short, no Duke resources may be used for political
purposes to protect Duke’s non-profit status.
 Please familiarize yourself with the Pickets, Protests &
Demonstrations policy which states that disruptive
demonstrations are not allowed at Duke University.
 http://www.duke.edu/federalrelations/policies/po
litical_activity_guidelines.html
SOFC Financial Policies
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Events must be free
Open to all undergraduate students
Must be held on campus
Must apply at least two weeks before event
All events are subject to SOFC audits
Commonly Used Forms
& Common Mistakes
 http://studentaffairs.duke.edu/ucae/formsIR
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P-Card
Reimbursement
AP Check Request
Purchase Order
Cash Advance
Deposit
Travel
Contracts, ICC, W-9, Payroll
President and treasurer must approve EVERY transaction prior
to payment being processed
Financial Statements
 How to read
 G/L
 Fund Code
Current
Balance
(excluding
recent
activity)
Fund
Code
Official Vendors & Caterers
 All student groups purchasing from outside vendors
must ensure these vendors are on the approved
vendors list (found on the Trademark & Licensing
website).
 Most venues require the use of an approved caterer
for insurance and safety purposes (this information
will be provided during the reservation confirmation
process).
Recommended Vendors
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Ad Spice
Best Rent All – See Angie
Classic Party Rental
FedEx Kinkos
Timelines
 Please remember that it takes time to process any
and all requests, especially when 400+ student
organizations, 80 house accounts and multiple
departmental accounts are moving through our office
at once.
 ALL requests should be made as early as possible as
some may require as much as four weeks to process
and complete.
Treasurer Responsibilities
 Reconcile accounts monthly
 If account goes into overdraft, it should promptly
be resolved. Group will incur interest monthly until
account has a positive balance
 Communicate financial protocol to group members
 President and treasurer must approve EVERY
transaction prior to payment being processed
Important Policies
 DO NOT GIVE FUND CODE TO ANYONE
 All payments require a form (including the Chronicle,
Alpine, etc.)
 ALL TRANSACTIONS MUST COME THROUGH UCAE
BUSINESS OFFICE
UCAE Business Office
Job Responsibilities
 We are growing
 Please help us welcome our new staff and help our
current staff as they transition to new roles
 Some people you may be used to working with have
new responsibilities and will guide you to the proper
team member