2014 SPRING CLUB
PRESIDENTS MEETING
Katherine Watson
May 14th, 2014
SCAVMA
Kate Watson, SCAVMA Vice President
kdwatson@ucdavis.edu
Mailbox in Valley 2043
SCAVMA
Krista Prato-Matthews
President
kapratoma@ucdavis.edu
Caroline Kiert
President-elect
ckiert@ucdavis.edu
Kate Watson
Vice President
kdwatson@ucdavis.edu
Tereza Chylkova
Vice President-elect
tchylova@ucdavis.edu
Kristen Elliot
Treasurer
kelliot@ucdavis.edu
Kaitlin Stewart
UDA Treasurer
kgstewart@ucdavis.edu
SCAVMA
SCAVMA Website
http://www.vetmed.ucdavis.edu/clubs/scavma/
Please look on the SCAVMA website for answers before
emailing board members questions!
SCAVMA
Change is hard…
SCAVMA
Overview
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Club Registration
Club Events
Club Room
Healthcare Vendor Policy/Donations
• Taxes
SCAVMA
Club Registration
• Center for Student Involvement (CSI)
• Registration NOW OPEN (as of May 1st due June 30th)
• http://csi.ucdavis.edu/student-organizations/register-your-studentorganization/
• Need to be added as an administrator?
• http://csi.ucdavis.edu/orgsync/adding-group-portaladministrators/
• Contact Paul Cody @ pvcody@ucdavis.edu
SCAVMA
Register your club through OrgSync
http://csi.ucdavis.edu/student-organizations/register-your-student-organization/
SCAVMA
Important Registration Policies
SCAVMA
Adding Administrators
• Go to www.orgsyn.com
• Click Login
• Sign In with your
Campus ID
• Click Organizations in
the toolbar
• Select your club
SCAVMA
RSO Homepage
1. Are your officers
already members
2. If YES  People
3. If NO  Invite People
3
2
1
SCAVMA
New officers are current members of your club
on OrgSync
1. Select the
individual
2. Click manage
3. Change to
administrator
1
2
SCAVMA
New officers aren’t current members of your
club on OrgSync
After clicking invite
people:
1
1. Change the invite to
administrators
2. Add email
addresses
3. Submit
2
3
SCAVMA
Clear as mud???
http://csi.ucdavis.edu/orgsync/adding-group-portal-administrators/
SCAVMA
Overview
• Club Registration
• Club Events
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Veterinary Practice Act
Liability Waiver
Insurance
Facility Reservations
Google Calendar
SCAVMA Funding
Fundraising
CE/W-9
Email etiquette
• Club Room
• Healthcare Vendor Policy/Donations
• Taxes
SCAVMA
Knowledge shared is power multiplied
SCAVMA
California Veterinary Medicine Practice Act
• Code 2027
• A junior or senior student or graduate of a recognized veterinary
college listed in Section 2022(a) who is performing any animal
health care task in a veterinary premises registered by the board
may perform only the identical job tasks with the identical
degree of supervision by the supervisor as specified for the
R.V.T. pursuant to Section 2036.
SCAVMA
California Veterinary Medicine Practice Act (cont.)
R.V.T. Do’s
1. Anesthesia induction
by inhalation or
intravenous injection
2. Application of casts
and splints
3. Dental extractions
4. Suturing of existing
skin incisions
R.V.T. Don’ts
1. Surgery
2. Diagnosis and
prognosis of animal
diseases
3. Prescription of drugs,
medicines or
appliances
SCAVMA
And I should care why???
• As presidents you are legally responsible for ensuring
that your members understand what they are legally
permitted to do
• Consequences:
• You are financially liable
• The student could loose their ability to become a registered
veterinarian in California
• Insurance doesn’t cover illegal events
SCAVMA
The waiver
SCAVMA
Event Insurance
• Required for both
on campus and
off campus
events
• Cost for off
campus liability
SCAVMA
Facility Reservations
• Events for student clubs will only be approved as long
as they do not impact curricula
• Frequency:
• Gourley, MPT and VM3A-Anatomy
• No more than one event per club per quarter or semester
• Gourley contact
• Darlene Riel dlriel@ucdavis.edu
• Valley/MPT/VM3A contact
• Mike Beech mwbeech@ucdavis.edu
• Valley Hall
• Lunch events hosted by healthcare vendors must be
organized through SCAVMA
• Reserve through Viper:
https://secure.vetmed.ucdavis.edu/facilitscheduler/
SCAVMA
Charged Facility Reservations
• Any event that requires a participation fee that takes
place in Valley, MPT, VM3A-Anatomy and the Gourley
Clinical Teaching Center.
• Symposium or any week-end events must apply to
Campus Conference and Events Services
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Reservations: http://ces.ucdavis.edu
Go to “Event Services”
Go to “Submit a Reservation Request”
Then to “Reservation Request Form”
A fee of $40.00 will be charged for the reservation and other
fees are charged according to services required (requires an
Agency Account)
SCAVMA
Google Calendar
• Google Calendar on SCAVMA website
• Check Calendar for scheduled events to avoid same day event conflicts
• Email Club Event information (meetings, rounds, symposia, lunch talks,
etc.) to :
• Caroline Kiert: ckiert@ucdavis.edu
• Subject: [CAL] Club Name
• Include Club Name, Event Title, Date, Time & Location
• Club Presidents Listserv
• club_presidents_vetmed@ucdavis.edu
SCAVMA
SCAVMA Funding
• Loss of bookstore funds affects amount of club
funding available
• Due to limited funds we are restricting
reimbursements to non-food related purchases:
• For example:
• Speaker fees
• Wetlab supplies
• Insurance/facility charges
• If your club chooses to provide food at your event, you are
required to cover the desks/chairs where the food is served
(unless boxed) with table clothes
SCAVMA
Fundraising
• Fundraising
• You MUST get fundraising approval beforehand!
• Contact Tina Maher@ cmmaher@ucdavis.edu
• T-shirt/apparel design approvals
• If you mention UCD, must have format of ‘CLUB NAME at UC Davis School
of Veterinary Medicine’
• All designs must be approved by
• Yasmin Williams @ ymwilliams@ucdavis.edu
SCAVMA
W-9
Nonprofit?
1. Fill in the nonprofit’s
official name and adress
2. Check C-Corporation box
3. Exemption 5
4. Provide the nonprofit’s EIN
(not your SSN)
5. Sign and date the
certificate section
Don’t have nonprofit status?
1. S-Corporation
SCAVMA
Email Etiquette
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USE YOUR CLUB LISTSERVE
Subject: [CLUBS]: Club Name- Details
Example: [CLUBS]: Caduceus Club- TG this Friday
Use BCC not CC
• Avoids the ability to ‘reply all’
SCAVMA
Overview
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Club Registration
Club Events
Club Room
Healthcare Vendor Policy/Donations
Taxes
SCAVMA
Club Room – Valley 2012
• Space allocation
• Will be based on number of members
• Combining utensils/plates/cups?
• RULES/Guidelines
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All items must be labeled and on shelf/in locker
Drinks permitted if in a sealed Tupperware container
Do not place any items on the floor below the shelves
NO FOOD
SCAVMA
Rules are made to be broken right???
SCAVMA
Overview
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•
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Club Registration
Club Events
Club Room
Healthcare Vendor Policy/Donations
Taxes
SCAVMA
Health Care Vendor Policy
• Clubs can not accept donations from healthcare vendors
• All donations are now directed to an Unrestricted Donor
Account managed by the Dean’s office
• The complete SVM Health Care Vendor Relations Policy can be
found at:
• http://www.vetmed.ucdavis.edu/clubs/scavma/funding/index.cfm
• Health care vendors can purchase tables at club sponsored
events for advertising, but checks must be made out to that
club
• FYI Purina has a policy against making checks out to individual clubs and
only write out donations to UC Regents
SCAVMA
Overview
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•
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Club Registration
Club Events
Club Room
Healthcare Vendor Policy/Donations
• Taxes
SCAVMA
Red Tape…
SCAVMA
What is an EIN and do I need one?
• An Employee Identification Number or EIN is a ninedigit number the Internal Revenue Service (IRS) uses to
identify individuals, companies and various other
organizations (including student organizations) for tax
reporting purposes.
• All registered student organizations (RSOs) should
have an EIN
SCAVMA
Not For Profit versus Non Profit
• EIN applications should be for Social or Savings Clubs
• Functioning as a not for profit organization
• Have a document that establishes them as a non-profit tax
exempt status
• Gross under $5000
• Tax Exempt Government Entities (TEGE) 877-829-5500
• Non profits are federally recognized entities that can
accept tax write-off donations
• Must fill out the 501(c)(3) status within 90 days of tax year when
gross receipts are greater than $5000 OR within 27 months of
formation, whichever is LATER
SCAVMA
Tax Exempt Government Entities (TEGE)
• Call: 877-829-5500
• Establish not-for-profit status by answering a series of
questions that include:
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What your mission statement is
Annual gross income
Whether you are part of a larger organization (you are not)
Fiscal year (I suggest April 1st to March 31st)
• Gives you time to transition and file with previous treasurer
• Some clubs are Jan 1st to Dec 31st
SCAVMA
SCAVMA
Filing requirements
• organization that fails to file required
e-Postcards (or information returns –
Forms 990 or 990-EZ) for three
consecutive years will automatically
lose its tax-exempt status
SCAVMA
When to file
• The e-Postcard is due every year by the 15th day of the
5th month after the close of your tax year.
• For example, if your tax year ended on December 31,
the e-Postcard is due May 15 of the following year. If
the due date falls on a Saturday, Sunday, or legal
holiday, the due date is the next business day.
SCAVMA
Responsible Party
This individual or entity,
which the IRS will call the
“responsible party,” controls,
manages, or directs the
applicant entity and the
disposition of its funds and
assets. If there is more than
one responsible party, the
entity may list whichever
party the entity wants the IRS
to recognize as the
responsible party.
Advisors to the group may not
vote, hold office, reserve
facilities, or direct and control
the programs and finances of
the group.
SCAVMA
Summary of what to do yearly
• Outgoing officers:
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Make new officers administrators for your club on OrgSync
Complete club/officer/financial report
File Taxes
Change ‘Responsible Party’ for your club’s EIN
• Should be president or treasurer
• Transfer all pertinent documentation
• Incoming Officers
• Register as an RSO with CSI through OrgSync
• Open’s May 1st, deadline June 30th
• Update SCAVMA VP on new officers
• Complete W-9 for CE office
SCAVMA
Neutralyzer
SCAVMA