POLICY REVIEW & UPDATE – AUGUST 2014

STUDENTORGS.GWU.EDU | @GW_CSE

Student Organization

Leadership Training

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What is a Staff Advisor?

Each student organization has an advisorAdvisors are trained and held to high

expectations:

Hold organizations and its members

accountable

Connect with orgs on a regular basis

Meet with new officers; provide support during

officer transition

Facilitate connections

between students and campus

partners

Provide a response in a timely manner

Stay up to date on polices; educate

organizations

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Feeling out of the loop?

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Student Organization Listserv

Important updates and reminders are delivered to student organization leaders through the MC427 listserv.

Please ensure your officers and contact information are up to date by staying in touch with your advisors!

To join the listserv: email awein@gwu.edu

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REFRESHER

Scheduling & Events

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Scheduling Spaces on Campus

Spaces managed through the Events & Venues office are: Marvin Center Outdoor space (Kogan Plaza, University Yard,

Square 80, etc) State Room & City View Room (1957 E Street) Alumni House (1918 F Street) Jack Morton Auditorium & MPA 2nd Floor Lobby Lisner Auditorium

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Scheduling

Each org can have up to 3 schedulers. Only schedulers can request, modify and cancel events.

All event forms are located online at http://events-venues.gwu.edu. Online request tutorials are also available on the website.

Space can be booked up to 365 days in advance.

To add schedulers for your org, email your advisor.

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Center for Alcohol and other Drug Education

(CADE)

REFRESHER

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What is CADE?

Resource Center Workshops on request Programming and events Educational materials

Registers student organization events with alcohol Offers RAM training

Individual members need to sign up. Organization leadership should not be signing up individual people.

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What events require registration?

Any event with alcohol that is: On campus or off campus Advertised by, promoted by, or planned by a student

org Cosponsored with another organization or business Anything emailed to member using a listserv or posted

on the organization’s social media

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REFRESHER

Licensing and Trademarks

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Approval Process

Artwork must follow GW’s Trademark Guidelines

Must use an Approved GW Licensed VendorSubmit Artwork through the Artwork

Approval Form

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Step 1: Trademark Guidelines

All merchandise must have the university’s approved name or logo

The registration symbol ® must appear in the lower right area of the logo or name

For a full list of artwork guidelines, please visit licensing.gwu.edu and click on “Trademark Guidelines”

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Step 2: Licensed Vendor Approval

Internal vs. External Campus Suppliers

Please note, there are two lists of approved vendors: (1) Promotional Merchandise; (2) Resale/Funding Merchandise. Both categories are treated separately. Please make sure to choose from the correct list of vendors.

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Internal Campus Suppliers

Approved promotional merchandise vendors. Not for re-sale. Maryland Athletics & Corporate Supply Mac Mannes Grossman Marketing Group G&G Outfitters On Sale Promos Greek 101/Campus T-Shirt

* Recommended list. For a complete list, please request via email at ltp@gwu.edu.

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External Vendor Suppliers

Approved re-sale merchandise vendors. Merchandise may be sold as a fundraiser. GW Bookstore Coggins Promotional Advertising Holloway Sportswear Inc. Fanatic Group LLC Logo Fit Top of the World

*Recommended. For a complete list, please request via email at ltp@gwu.edu

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Quote Request Form

If you have merchandise that you or your organization intends to sell or use in a fundraiser, and would like to receive a quote from a licensed vendor through the GW Bookstore, please fill out the Quote Request Form. This form is accessible at licensing.gwu.edu.

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Step 3: Submit Artwork for Approval

Licensing.gwu.edu

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Submit Artwork for Print

Once artwork is reviewed and approved by the Licensing & Trademarks office, the student will receive an email from ltp@gwu.edu stating that the artwork has been approved and the order may be placed to the approved vendor.

Your EAF to pay for/order merchandise MUST be accompanied by this approval email

2020

Driving and Traveling: Update

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Driver Authorization & Travel: Policy Update

Updates to Driver Policy: 21+ to drive a University owned, rented, or leased

vehicle – must be an authorized driver Under 21 may drive their personal vehicle – must be

an authorized driverRegister ALL travel with your advisor

If you’re traveling on organization business, register your travel with the CSE using the Travel Registration Forms Travel Participation Form – signatures of everyone

traveling Travel Registration & Emergency Contact Form

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Driving/Travel

Fill out travel registration forms

(2)

To book travel, fill out the appropriate request form (air,

hotel, vehicle)

Submit travel request form +

EAF to advisor for signature

Meet with Orlando (DSA Financial

Services) to book travel with signed

EAF

Connect with advisor before departure to

review itinerary, provide updated

forms

Check out the Quick Guide to Travel on

the website

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SA EAF: Update

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SA EAFs Update

SA EAFs will now require your CSE Advisor’s signature

SA EAFs also now require you to note the specific line item of the cost, as allocated in the budget you submitted to the SA

Complete SA EAF w/ line

item

Get advisor’s signature

Turn into 427 for

SA signature

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Important Dates & Reminders

August 30: Welcome Week

Org Fair

Sept 9-18: Org Registration for 2014-15 School

Year

Oct 13-24: Fall Audit by SAREQUIRED

Jan 11: Spring Student Org Training -- REQUIRED

Jan 15: Spring Org Fair

Feb 23-March 23: Org Registration

for 2015-16 school yr - REQUIRED

March 23: Budget requests for

2015-2016 due to SA via SOMA

April 10: Co-sponsorship application

deadline for 2015 school year

April 27: 2015-16 allocations released

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Welcome Week

Go.gwu.edu for the full schedule! Student Performance Showcase - Monday Club Sports Fair & Librarypalooza – Tuesday Tom De Luca’s Hypnotist performance with special

guests [insert here] and reCeSs – Tuesday MSSC Block Party – Friday Student Org Fair – Saturday Fall Fest - Saturday

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Welcome Week Volunteers

Program Board needs your help!  Volunteers are needed on the day of the

concert to set up the stage and make sure everything is ready for the artists to perform. Fall Fest tank top Priority access to University Yard when the concert

begins. Go to studentorgs.gwu.edu to volunteer