KRANNERT CLUBLEADERSHIP TRAINING

Presented by the Krannert Graduate Student Association (KGSA)

AGENDA

Guidelines, Rules, and Regulations of:Student Activities and Organizations (SAO)Business Office for Student Organizations (BOSO)

KrannertLifeKrannert Graduate Student Association (KGSA)

PURDUE STUDENT ACTIVITIES AND ORGANIZATIONS (SAO)

Provides students with tools, training, and resources to successfully manage student organizations

Drafted SAO Handbook as a resource to help student leaders organize their clubs and plan events Handbook should be read by all club leadership: https://

www.purdue.edu/b-involved/wp-content/uploads/2013/10/SAO-Handbook-with-Hyperlinks-Oct-17th_Version-2.pdf

Expects clubs to follow rules and regulations of SAO

Located in Schleman Hall

EXPECTATIONS FOR ALL ORGANIZATIONS

Every Recognized Purdue Student Organization will:

1. Be student led and managed by student officers

2. Have an advisor who is a full time faculty/staff  

3. Adhere to the policies and procedures of Purdue University

4. Provide opportunities for student members to: Experience leadership and general student self-development Strive for excellence and professionalism in program Develop skills of collaboration, creative thinking, and problem solving

by utilizing teamwork, honest communication, and support More in Handbook

CONSTITUTION

Should provide current and potential members with information about: Organization mission and purpose How to and who can become a member How organization is run (i.e. elections, meetings, duties)

KGSA Constitution may be found on BoilerLink in “Documents”

Expected to change with time and revisions must be submitted to SAO for review and approval More information in SAO Handbook

Template is provided on SAO website

BOILERLINK

Logging in: http://boilerlink.purdue.edu/ Use Purdue account information

KGSA President or Treasurers (VP Internal and External Finance) have permission to add you as an “Events Creator”

Four main tabs Your Name Profile information, settings, log out My Involvement Your memberships, event submissions, and co-

curricular transcript My Shortcuts Shortcut to KGSA page Messages Messages about event approval and questions form

SAO/BOSO

ORGANIZATION RE-REGISTRATION/MAINTAINING RECOGNITION (FOR KGSA ONLY) Every organization must complete annual fall re-registration

process on BoilerLink Notifies SAO staff on who is serving as President, Treasurer, and Advisor

Every organization must complete a registration within three weeks of new officer elections

This process should be completed by the incoming President as a part of transitioning with the outgoing President

More detailed information can be found in SAO Handbook about these processes

PLANNING STUDENT ORGANIZATION EVENTS

Guidelines for planning activities. You should identify:

What you want to do and what outcome you want

What arrangement may be necessary

University Procedures to be observed

Financial arrangements necessary

How to publicize the event

If goals were met

ACTIVITY FORMS

Must be submitted for almost all student organization events (especially those that use club funds) When in doubt, submit an activity form

Must be filed at least two weeks in advance of the event

File Activity Form on BoilerLink – go to Events and click “Create Event”

Will no longer need to filed for the following: Regular meetings, supplies, dues, activations, or free speakers Callouts that have catered or pre-packaged foods Events without costs or contracts; Skip-A-Meal Fundraisers

Examples of Events that need Activity Forms: City Treks, Culture Fest, Tailgates, Speakers (if food is provided)

INFORMATION NEEDED FOR ACTIVITY FORM

Name (Include club name as part of the title)

Location (More information on next slide)

Description (Outlines how event will fit within SAO expectations for clubs)

Start/End Time

Type (Choose “Organization Only” unless you want it to be open to all Purdue students)

Local/Leaving Tippecanoe County

Student Organization

Student Org Name ( Use KGSA)

Student Leader/Email/Phone number

Approximate number of attendees

RESERVING A LOCATION

Most spaces (11 Rawls rooms) can be reserved through Space Management: https://www.smas.purdue.edu/

Other Rawls areas and rooms: Contact Peggy Blessing

Elliott Hall, Loeb Playhouse, Fowler Hall, or Slayter Center & Hill: http://www.housing.purdue.edu/HTML/HallOfMusic/Venues/Reservations.html

Krannert Auditorium and Drawing Room: Call 765-494-4434

More locations in SAO Handbook

EVENT POLICIES AND RISK MANAGEMENT PROCEDURES

Alcoholic Beverages at Events Under no condition may organizational funds be used to buy, sell, or provide alcoholic beverages on or off campus

Conferences Need to be discusses, planned, and organized far in advance and in conjunction with Conferences Division at Purdue University

Event Timing Sunday – Thursday: ending by midnight; Friday & Saturday: ending by 3am

Speakers If there is a contract to pay the speaker, contract should be uploaded with the Activity Form for review by BOSO

ADVERTISING EVENTS

At Krannert KrannertLife Populates KGSA Newsletter sent to all Krannert Graduate

Students Krannert Facebook groups Fliers in locker rooms and by Rawls room entrances Contact Peggy

Blessing for approval Rawls classroom chalkboards Social Hour Announcement Contact KGSA VP Communication

Outside Krannert Ideas in SAO Handbook

TRAVELING AS A STUDENT ORGANIZATION

Submit Activity Form and Student

Organization University Vehicle

Request(>14 days before

event)

• Go to: Purdue University-BoilerLink - KGSA• Click “Login” on top right corner• In the KGSA group, click “Events” on left side of screen (if

you do not have access, contact President or VP Finance)• Click “Create Event” at top of screen• Fill out form and then click “Next”• Select “Travel Event” and click “Next” (this takes you to the

Student Organization University Vehicle Request forms)• Fill out form and check all applicable boxes• Complete the remaining pages of the Activity Form• Submit your Activity Form (includes Student Organization

University Vehicle Request)• Make sure to read “What Happens Next?” page to

understand how your event will be approved

TRAVELING AS A STUDENT ORGANIZATION

Driver Authorization –

Requirement of 2 Drivers Per Vehicle

(>5 days before event)

• Fill out the RMOS1 form at the following link: RM01S Form• Use “Krannert Graduate Student Association” as the

Organization Name• Print off your driving record at your state’s BMV website

(optional, but will speed processing)• For IN, go to Indiana myBMV Login and create an account,

click view, and print (do not buy)• For CA residents, you may receive a phone call requesting

your Social Security information• Drop forms and driving record off at BOSO (Schleman Hall,

475 Stadium Mall Drive, Room 213)• BOSO will fill in the Organization Number, sign the form,

and fax to Risk Management

TRAVELING AS A STUDENT ORGANIZATION

Van Training(>5 days before

event)

• Follow link and type in Purdue username and password: Purdue Certifications

• Click “Risk Management”• Click “Purdue Passenger Van Training (PPVT)”• Watch video• Click “Next”• Complete Questions 1-15

Driver/Van Training Authorization and

Rates

• To check authorization, follow link and type in Purdue username and password: Driver Authorization List

• Vehicle rates can be found here: Transportation Rates

BUSINESS OFFICE FOR STUDENT ORGANIZATIONS (BOSO)

Located in Schleman Hall, Office hours: 8am – 5pm, Monday – Friday

Office phone: 765-494-6724

Provide financial services to student organizations Establish financial controls and best practices Transaction audits Reconciliation of funds Contractual review (fiscal and risk oriented) Compliance with University Regulations & Policies Process transactions

Each club treasurer should read the entire BOSO Manual: http://www.purdue.edu/business/boso/pdf/manual.pdf President and other club leadership should also be familiar with material

GENERAL OPERATING PROCEDURES

Petty cash funds and funds collected may not be used for cash payments of expenses

Student organization funds cannot be used for the purchase of tobacco products, alcoholic beverages, or related expenses

Receipts and Reimbursement Certification (only for purchases over $75) are to be collected by KGSA VP Finance within their designated timeframe

DEPOSIT OF FUNDS

If your club is collecting dues, the treasurer should keep a Record of Dues Collected to report to the KGSA VP Internal Finance Record of Dues should include members name, amount of dues paid,

and date of payment

All checks received as donations ($100 or more) from an individual or business should be provided to the BOSO office, prior to depositing

Gift-in-Kind donations need to be acknowledged - more information in BOSO Manual

GIFTS, AWARDS, AND PRIZES

“Use of University facilities in any manner that results in financial gain, either directly or indirectly, to individuals or non-University organizations or groups is prohibited.” Student organizations funds may not be transferred as gifts, charitable

contributions, or donations to groups managed outside of Purdue

Cash, cash equivalent, or gift certificates cannot be given as gifts

Student organizations can make charitable contributions to 501-c-3 non-profit agencies up to $100 Can give more than $100 if funds are raised through events under the

University Charity Policy

Awards/Prizes can be given in tangible and monetary forms – more information in BOSO Manual

KRANNERTLIFE

KrannertLife is the official Krannert Graduate Student website

Common calendar and main informational site for all clubs, students, and offices

Eliminates numerous mass emails to students Weekly digest version sent to all students via emailed newsletter

Access to make posts can be given by KGSA VP Technology

Add events on calendar by going to Events>Add New KGSA expects clubs do this for each event to eliminate overlapping of events

and to keep record of the number/type of events each club coordinates

Add announcements by going to Announcement>Add Announcement Make sure to include a picture Add “Featured” as tag to make it appear on top of KrannerLife page

KGSA EXPECTATIONS

Be active, get creative, keep track of your successes, and ask questions

Attend Krannert Weekend Club Fair (Mod 4) and Krannert Launch Club Fair

Adhere to rules of SAO and BOSO If one person in one club hurts our good standing, it affects 20+ clubs

Use KrannertLife

KPDC wants to be a resource for you to achieve your professional development objectives – schedule an appointment with a staff member to discuss ideas or get advice

CLUB DUES AND REGISTRATION

More information to come!

ELECTIONS

Elections may vary for each club, but each club election process should be visible and fair to every club member

Club Elections are to be held in Mod 3 and prior to Mod 4, after the KGSA President and Vice President Elections

First-Year Representatives may be selected following the KGSA First-Year Rep Election Results Announcement (Mod 1)

December Graduates (excluding SHRM) If your club President is a student graduating in December

An interim President will be selected from the current board by the current board The board elections will continue “as-is” in Module 3

If your club board has a student graduating in December Duties must be filled by current board members or first-year representatives If the board is primarily students graduating in December, work with KGSA VP

Professional & Organizational Development to find a solution