September 14, 2011
Meeting Roadmap
 Welcome & Introductions
 $
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Allocations
Accessing
Vendor payments
Financial records
Milbank Fund
 Planning Events with your $
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Booking Space
Catering (HLS/Restaurant Associates or External)
Media/AV
Police Detail
HLS Policy Statements
Publicizing
 Website & Marketing Events
 Student Activities Fair – September 21st – Ropes Gray
 Caspersen Student Center/Organization Space
 Contact Information
Hello & Welcome (back)!
 Dean of Students Office
 University Marshals Office
 HLS Career Services
 HLS Office of Public Interest
 Event Scheduling & Support Office
Representing the Dean of Students Office
Ellen M. Cosgrove
_________________
Associate Dean &
Dean of Students
Meg DeMarco
_______________
Director of
Student Affairs
Darris Saylors
___________________
Student Programs
Manager
Cat Collins
__________________
Associate Director
of Student Services
Jeff Dunn
__________________
Communications
Manager
Brendan Gannon
________________
Web Assistant
Associate Dean & Dean of Students
Ellen M. Cosgrove
• Living Well Initiative
• Collaboration
Student Services
 Cat Collins
Associate Director For Student Services
ccollins@law.harvard.edu
617-496-2437
 Cory Griffin
Student Services Assistant
cgriffin@law.harvard.edu
617-384-7215
 Local Disability Coordinator for HLS
 Accessibility for Guests/Speakers with Disabilities
 Accommodations may include:
 Interpreting, ASL, closed captioning, Communication Access
Realtime Translation (CART) for individuals with hearing disabilities
 Reserved seating, parking for guests with mobility issues
University Marshals Office
Tara Benedict, Senior Program Director
 http://www.marshal.harvard.edu
 http://375.harvard.edu
October 14th
Office of Career Services
& Office of Public Interest Advising
Mark Weber, Assistant Dean for Career Services
Vivian Wexler, Asst. Director of Career Services
Alexa Shabecoff, Assistant Dean for Public Service
Catherine Pattanayak, Asst. Director of Public Interest
 Recruiting/Job Search/On-campus interviewing
 Interviewing and Networking Skills
 Professional Development
 Practice Areas
 Practice Settings
 Practice Trends/Current Events
OCS & OPIA
Only
Orgs must notify
OCS & OPIA
Event Scheduling & Support Office
 CJ Azubuine
Senior Manager
 Laura Ferrigno
Senior Coordinator
 Kristina Nichols
Senior Coordinator
 Caitlyn Byrne
Events Coordinator
Leedie Wales
Events Coordinator
 events@law.harvard.edu
 617-495-3129
 http://www.law.harvard.edu/
about/administration/events/i
ndex.html
 https://myrooms.law.harvard.
edu/VirtualEMS/
 Room/Look Up Available
Space
 AV/Media
 Catering
Financial
Information
Allocations
Accessing
Vendor payments
Financial records
Milbank Fund
Funding Allocations
• Valid throughout the Fiscal Year: July 1st - June 30th
• Determined each Spring by the Student Funding Board
• Funds may be used toward any expense related to the mission of
the organization as determined by the organization leadership.*
*see list of unallowable expenses
Accessing Funding
 Reimbursement/Universal Expense Form
 we need the receipt/proof of payment
 33-Digit Billing Code
 265 22130 8450 000001 552100 XXXX 00000
 DOS Credit Cards
 Travel and hotel inquiries should be directed to
Darris Saylors (dsaylors@law)
 Vendor Payments (Payment via Check)
Vendor Payments
 Do not pay with personal funds (often vendors
require a check or cash)
 We are unable to reimburse you
 Send all contracts to Meg DeMarco
(mdemarco@law) for review before signing
 Provide invoices to the Dean of Students Office
 Invoice must include the Fed ID Tax # or SS #
 All vendors are required to sign a contract with HLS
 Payment will be processed in 3-4 weeks, so plan
ahead!
What are some
vendors?
_________________
DJs
Private Catering
Boat Cruises
Photography
Financial Records
 Each organization is responsible for tracking
expenses and monitoring the budget
 To ensure organization records are consistent with
the Dean of Students Office, organizations may
request a copy of their expense report by emailing
Darris Saylors (dsaylors@law)
 Please keep in mind that expenses take 2 weeks to
appear in the reports
 The organization’s Treasurer should sign all
reimbursements that are submitted to the Dean of
Students Office on behalf of the student
organization and should be aware of credit card
purchases.
Additional Funding
Resources
 Gifts from Outside Sources
 Contact DOS
 Miscellaneous Income
 May be deposited into the organization account at HLS
 Turn into Darris Saylors in the Dean of Students Office
 Co-Sponsorship
 Plan events with other organizations and HLS Depts
 Milbank Conference Fund
Milbank Fund
Brought to you by: Milbank, Tweed, Hadley, & McCloy, LLP
 Funding is available for organization conferences,
symposia, and panels
 Proposals must be submitted via email to Meg DeMarco
(mdemarco@law) 8 weeks prior to the event
 Fund is highly competitive – preference is given to those
events that are co-sponsored
 All materials must acknowledge Milbank
 Occasionally a representative will attend the event
Funding Application
 Funding applications for the 2012-2013
academic year will be available online in
February 2012
 Student Funding Board decisions will be made by
the end of April 2012
 For more information on the SFB:
http://www.law.harvard.edu/current/orgs/studentfunding-board.html for information on the SFB process
 Application details and deadlines will be send via
email in February 2012
Planning Events
Booking Space
Catering (HLS/Restaurant Associates or External)
Media/AV
High Profile Speaker
Police Detail
HLS Policy Statements
Publicizing
Booking a Room
HLS Office of Events Scheduling and Support
CJ Azubuine
Senior Manager for Events Scheduling and Support
Holmes Hall, Room 1
18 Everett Street
events@law.harvard.edu
617-495-3129
Catering
Restaurant Associates
Colleen Duddy – General Manager
(cduddy@law.harvard.edu)
Terry Caprario – Director of Catering
(catering@law.harvard.edu or
tcaprario@law.harvard.edu)
617-495-5538
AV/Media
Media Services Office
Pound Hall 205
av@law.harvard.edu
617-495-4840
Office for Sustainability
Green is the new Crimson
Kate Cosgrove
Sustainability Coordinator
Holmes Hall
Kathryn_cosgrove@harvard.edu
617-384-6893
Publicizing
 HLS Events Calendar
 This is NOT the calendar in EMS, or HLSOrgs.com
 Submit online @ http://www.law.harvard.edu/calendar/
 Posting Flyers/Posters
 YES to bulletin boards
 NO to walls/windows/elevators – everything but a bulletin
board
 Organization Listserve & Emails
 Listserve:
http://www.law.harvard.edu/about/administration/its/students
/studorg.html
 Email:
http://www.law.harvard.edu/apps/its/forms/studorg_email.php
 Organization Website
 Jeff Dunn jedunn@law & Brendan Gannon bgannon@law
High Profile Speaker
 Before you extend an invitation to a high profile
speaker, contact the Dean of Students Office
 We will contact the University Marshals Office
 The Marshals Office will ensure there are no other
outstanding invitations from around the University
and will advise as to the appropriate protocol
when sending the invitation
Who is a high profile speaker?
[just examples]
_______________________________
Head of State, current or former
Current Dean or President of another University
Justice from the SCOTUS
White House Staff/Member of Congress
Celebrity/Major League Sports
HUPD & Police Detail
 Harvard University Police Department
1033 Massachusetts Avenue, Cambridge
617-495-1215
URGENT: 617-495-1212
 Police details are required:
 At any event where alcohol is being served and
expected attendance is > 100
 At any event that features a high profile guest speaker
Request a Police Detail:
www.hupd.harvard.edu/detail
HLS Policies
 With the acceptance of the funding allocations, the organizations and
all members agree to adhere to HLS policies including the following:
 Harkness Commons Food Policy
 All event held in the Hark/Caspersen Student Center, or areas adjacent
such as the Hark Patio, Jarvis Field or Kumble Plaza must be catered by
Restaurant Associates
 HLS Alcohol Policy
 Alcohol (only beer and wine are allowed) for any on-campus event must
be purchased and dispensed by Restaurant Associates
 A bartender is required to dispense the beer or wine and must be
provided by Restaurant Associates
 Food and non-alcoholic beverages must be provided to all events where
alcohol is being served (pizza, chips, pretzels, soda, water, etc.)
 www.law.harvard.edu/current/orgs/info/alcohol.html
 Policy on Discrimination
 It is unlawful, and a violation of HLS rules for any student organization to
discriminate in the provision of services on the basis of race, religion, sex,
nationality, disability or sexual orientation
 Hazing Policy
Hazing Policy
Massachusetts law expressly prohibits any form of hazing in
connection with admission into any student organization. The
term hazing is defined as “any conduct or method of initiation
which willfully or recklessly endangers the physical or mental
health of any student or other person.” The law applies to
officially recognized and to non-recognized groups and to
activities conducted both on and off campus. The HLS
Administrative Board will consider any violation of this law in the
normal course of its oversight. Any student who participates in,
supports or condones the practice of hazing is potentially
subject to an Administrative Board investigation. Disciplinary
action may include the reporting of confirmed incidents of
hazing to local law enforcement officials. Under Massachusetts
law, hazing is a crime punishable by fine and/or imprisonment.
Anyone aware of an incident of hazing within a student
organization should contact the Dean of Students Office at 617495-1880. All information will be kept strictly confidential.
WCC/Student Organization Workroom
 Tours
 Storage
 Workspace
 Community
 Timeline:
 Cleaning in October/November
 Moving over the holiday break
 January in WCC
Student Activities Fair
 Wednesday, September 21st from 5:30 – 7:00pm
in Ropes Gray
 Arrive no later than 5:15pm to set up your table
 Email Darris Saylors (dsaylors@law) by September
16th to reserve a space at the event and ensure
inclusion in the program
 Confirmations will be sent via email by
September 17th
Contact Information
 Meg DeMarco
Director of Student Affairs
Pound Hall, Room 310
617-496-2436
mdemarco@law.harvard.edu
 Darris Saylors
Student Programs Manager
Pound Hall, Room 310
617-496-2471
dsaylors@law.harvard.edu