WELCOME TO THE
EXECUTIVE SUMMIT
September 18 and 19, 2012
Registration & Re-Recognition
• OCL
– Student groups must register each year with OCL at
ocl.tufts.edu
• Failure to register may result in freezing of your budget
• TCUJ
– Every year student groups are required to submit updated
contact info for their organization.
– Every two years student groups are required to go
through the full re-registration process.
• Councils 1-4, 2012-2013
• Councils 5-8, 2013-2014
• Beginning of 2nd semester
(Information Found on Page 2 The Roadmap)
Student Organization Purchases
Will Be Covered During the
TCU Treasury Procedures Meeting!!!
– Purchasing items using own funds and request reimbursement
– Purchasing items with TCU Credit Card
– TCU Paperwork
– How to use Gnomon Copy
– Office Hours!
(Information Found on Page 3 of The Roadmap)
Contents of Your Packets!
• Packets
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Financial Stewardship Workshop
Campus Life Brochure
R-25 Space and Scheduling
TSR Tufts Tees Flyer
Tisch College Minor in Leadership Flyer
Discover Medford
Road Map
• Your guide to planning events at Tufts
• Policies and Procedures
• Helpful tips
Introduction
OCL Office Staff
Introduction
OCL Interns
Office for Campus Life: Location
First floor of the Mayer Campus Center
Office for Campus
v Life: Services
Leadership Development Opportunities
Info Booth Ticket Sales
Contract Negotiation
Student Organization Financial Support
Event Staffing and Management
Program Planning Advice and Guidance
Lobby Table Reservations
Meeting Room Management
Group Advising and Mentoring
Event Registration Meetings
Open Block Wednesdays
Van Rental
(Information Found on Page 6 The Roadmap)
Services of OCL that you may not
have known about!
• Information Booth has…
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Bike pump
Envelopes
Faxes
Games (board games, pool, ping pong)
Stamps
Karaoke Machine
LCD Projectors
Various Things Student Leaders
Need to Know!
Event Registration Meetings
• What is this meeting for?
• When is the meeting?
– Fridays at 10 am
– Upper Conference Room in the Mayer Campus Center
• Who is there?
A/V Services
Campus Life
Dining Services
Facilities
R25 Space Coordinator
Residential Life
TCU Treasury
TUPD
• Must attend meeting at least 2 Fridays before event
(Information Found on Page 15 of The Roadmap)
R25 Reservation System
• Things you should know about R25
– What can be reserved through R25
• Most spaces on campus (meeting rooms, classrooms, performance
spaces, multipurpose venues, etc), OCL Vans, OCL projectors,
Campus Center Lobby Tables, and the OCL Karaoke Machine.
– Spaces not reservable through R-25
• Athletics: Cage, Cousens, Gantcher, Fletcher Field, Jackson Gym
• Chaplain’s Office: Interfaith Center
• Conference Bureau : 51 Winthrop Street, Alumnae Lounge
• Residential Life & Learning: Residence Hall Lounges
• R-25 Questions? reservations2@ase.tufts.edu
(Information Found on Page 15 The Roadmap)
Interdepartmental Requests… or
more commonly known, IDRs!
• What is an IDR?!
– An IDR is a form of payment used be students and offices
to pay for services provided by departments within Tufts.
– Services that one would use an IDR for payment.
• Catering/Dining Services
• OCL Event Staff
• TUPD
• Things to NOTE:
– IDRs must be signed by TCU Treasurer!
– IDRs can be found in the TCU Treasury Office or the OCL.
(Information Found on Page 19 The Roadmap)
New This Year!!!
Online Forms!!!
• AV Services Online Form
– http://ase.tufts.edu/its/classroomAvRequest.aspx
• Facilities Online Form
– https://fsrequest.tufts.edu/WebMaint/
(Information Found on Page 19 The Roadmap)
Other Things To Note!
Late Night @ Hotung
• Hotung Café is available for late night programming
Thursday, Friday, & Saturday nights.
• OCL will cover the cost of event staff, set-up &
breakdown for events beginning after 8pm.
• Reserve your date on R-25 soon—dates are filling up
quickly!
Contracts
• What is a contract?
– Contracts represent an agreement you are making for future purchase
of goods and services.
• If vendor has their own contract, bring to OCL for contract review, negotiation and signature.
• If vendor does not have own contract, must obtain a Performance Agreement from OCL.
• Documents needed to fully execute a contract from Tufts!
– Vendor signed contract
– W-9 Submitted by Vendor
– Completed TCU Independent Contractor Form
UNDER NO CIRCUMSTANCES SHOULD STUDENTS SIGN CONTRACTS. YOU
CAN BE HELD PERSONALLY LIABLE FOR ITS TERMS AND CONDITIONS.
(Information Found on Page 5 of The Roadmap)
Types of Events
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Tufts Only Plus Guest List:
Organizations wishing for a “Tufts Only” event but would like to invite specific off-campus guests connected to
their event or the group my do so in the form of a guest list. Guest list guidelines are as follows:
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Tufts Only Plus One Guest:
For all events sponsored by a student organization priority for attendance must always first go to Tufts University
students. Depending on capacity numbers, organizations may request a “one-for-one” scenario in which a Tufts
student with valid ID is allowed to host one non-Tufts guest. The “one-for-one” guest procedure must be
requested when requesting event space and will be granted or denied after review by TUPD and OCL. Guests
must adhere to the following guidelines:
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City Wide/Open Floor Plan Events:
Student organizations often request to host City Wide Open Floor Plan events which are open to Tufts students
and students from other local universities. For these events students from other institutions are welcome and for
admission are required to show a legal university or college photo ID. For these City Wide/Open Events Tufts
requires the use of metal detecting equipment at the event entrance.
**Please note that if you are considering to host a City Wide/Open Event you should contact
someone in the Office for Campus Life to discuss the policies and procedures that you will need to
follow for your specific event.**
(Information Found on Page 30-31 of The Roadmap)
Advertising
Use of Tufts Name/Insignia
(Information Found on Page 35-37 of The Roadmap)
Advertising Policies
• All advertising must…
– include name of sponsoring group and contact information
– be removed within 24 hours of event
– only be hung in authorized areas
• Bulletin Boards, Breezeway, Library Steps, and Campus Center Display Cases
– not be hung on
• any door, interior or exterior walls, or Campus Center bathroom stalls
• Posters hung in Residence Halls must be approved by
Residential Life & Learning before being hung up
– Bring poster to ORLL Office (South Hall) to receive approval stamp
BEFORE making copies
(Information Found on Page 23 of The Roadmap)
Advertising (Continued)
• Chalking
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Not permitted in areas inaccessible to rain or vertical surfaces
Only water soluble chalk
Spray chalk and spray paint are NOT PERMITTED
• Banners and Stickers
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Under no circumstances are banners or stickers permitted
• Creative Advertising Ideas
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Painting the Cannon
Sandwich Boards
“Labeled” Candy
3-D Posters
• Green Advertising (cost nothing!)
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Tuftslife
Facebook
Twitter
Computer Lab Desktop/Screen Savers
(Information Found on Page 23 of The Roadmap)
Preferred Vendors
http://finance.tufts.edu/purchasing/strategic-partners-and-preferred-suppliers/
Dining/Catering
• When are you required to use Tufts Catering?
• Food Vending/Distribution Guidelines
• Use of Non-University Caterers
(Information Found on Page 20 of The Roadmap)
OCL Vans and Rental Vehicles
(Information Found on Page 38 of The Roadmap)
Important Resources!!!
Helpful Contacts
A/V Services -------------------------617-627-3578
Campus Life --------------------------617-627-3212
Dining Services ----------------------617-627-3277
Facilities -------------------------------617-627-3496
Residential Life and Learning ----617-627-3248
TCU Treasury -------------------------617-627-3628
TUPD -----------------------------------617-627-3030
OCL Open Block Wednesdays
(Information Found on Page 3 of The Roadmap)
Hazing
Hazing is a term used to describe various ritual and other activities
involving harassment, abuse or humiliation used as a way of initiating a
person into a group. (Wikipedia)
(Information Found on Page 31 of The Roadmap)
Wrap Up
• Event Registration Meeting
• R-25
• IDR’s/Online Forms
• Hotung
• City Wide Events
• Event Registration Meetings
• OCL Open Wednesdays
• Purchases
• Contracts
• Hazing Policy
• Advertising
• Dining/Catering
• OCL Van/Rental Vehicles
Announcements?
Thank you!
Questions? Please contact us at ocl@tufts.edu