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REGISTERED STUDENT ORGANIZATION ORIENTATION
2015 - 2016
W&M Law School
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Useful Contacts
Within Law SchoolOutside Law School
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Useful ContactsWithin the Law School
Seeking advice or participation? Dean Douglas
Cassi Fritzius Vice Dean Heymann Associate Dean Jackson
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Dean Douglas
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Useful Contacts within the Law School
Need help with...? Matt Rouette Mike Ende Sally Kellam Kelsey Rothera Jaime Welch-Donahue Whit Weidner/[email protected] Terri Lorincz
Kathy Patrie, Jessica Pierson, Lou Pulley Gloria Todd Scott Kryztiniak
Steve Mikulic, Katie Ashley, Nassir Aboreden
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Useful Contacts Outside the Law School
Anne ArseneauDirector, Student Leadership Development
Trici Fredrick Assistant Director, Student Leadership
Development
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EventsKelsey RotheraConference & Event CoordinatorOffice 203 (next to Faculty Lounge)
• Planning Resource• Hotel & Restaurant
Contracting• MyLaw Events Planning
Department:
Save the date!Tuesday, 9/1512:50-1:50pm
Student Event Planning 101
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Talking about your organization
Up-to-date information on the web, on the bulletin boards, to the outside world. Web sites reflect who your organization is and who
W&M Law is Bulletin Boards are great advertisement for
prospective students and visitors to the school.
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Matt Rouette, Law IT
Technology help for organizations
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Mike Ende
How Career Services can assist you!
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Gloria Todd
Rules and Regs and Reservations
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Communication
Organization E-mailForms
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Our Facility
Almost all Law School rooms/spaces can be used for student activities with these provisos: The Faculty Room is reserved at all times for Faculty events Alcohol may not be served until after 4:00 pm
and only with TIPS-trained students at the event and only on the patio unless an exception is granted and only with advanced permission
All reservations will be confirmed.Any a/v needs, contact [email protected]
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Our Facility
Furniture May not be moved in the lobby
Except to move reception tables near the front doors Except to set up catering or reception tables The exits may not be blocked at any time
Ie, tables may not be placed in front of the front doors or patio doors
The facility must be returned to its normal arrangement at the conclusion of the event
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Advertising Events
Fliers may be posted Only on the bulletin board in the lobby Not on doors, walls, in restrooms, new dining room
Message board (lobby plasma) only displays events on Master Calendar but can, for weekend events be used to display tournament agenda – with advanced notice.
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Advertising
MyLaw AnnouncementsTwice Weekly SBANot Wythe Standing the NewsLocal newspaper
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Terri Lorincz
Accounting does more than push numbers for student organizations
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Scott Krystiniak and Nassir Aboreden
The SBA provides organization help in many ways
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Student Bar Association
Scott Krystiniak, President
Steve Mikulic, Vice President
Nassir Aboreden, Treasurer
Katie Ashley, Secretary
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Budgets
All organizations must have An organization budget An event budget
Request funding by Submitting proposal to SBA SBA will pursue additional funding if approved Or suggest options for additional funding Do not go directly to the Dean
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Common pitfalls
Mail Stu Orgs must pay for postage Express mail must be approved in advance
through Accounting or, if a journal, Appropriate Support Staff
Purchasing Limitations on what we can reimburse. Always seek advanced approval for the purchase Ask Accounting for a credit card before making a purchase We reimburse individuals only (not organizations)
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Some Frequently Used Vendors
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Common Pitfalls
Funding Not budgeting for the event Not seeking funding sources early Not submitting itemized receipts Not submitting receipts within 15 days after the
event Requesting reimbursement to the organization
(not individual) Going to the Dean before...
Preparing a budget for the event AND Seeking funding through the SBA
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Common Pitfalls
Planning an event without checking the Dean’s calendar (if you wish the Dean to attend)
Planning an event without confirming date through Gloria Todd
Not returning the facility to normal condition following the event
Not obtaining travel authorization prior to the travel
Not bringing any contract to Terri for review and signatures – students may not sign contracts.
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Travel Guidelines
All travel must be pre-approvedFlight and train reservations can be made
through AccountingDriving requires a Student Driver
Authorization FormVan driving requires completion of a van
safety courseAll travel is subject to state per diem rates
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When in doubt – ask!
Have a good Year!