TOWN HALL MEETING
FALL 2015
Student Activities
• Kendra Paisley
– Assistant Director of Student
Activities
– [email protected]
Student Activities
• Student Activities Center and Media
Activities Center
– Welcome Week Hours for SAC & MAC
• Monday-Thursday: 9:00 a.m.-8:00 p.m.
• Friday: 9:00 a.m.-6:00 p.m.
• Saturday: CLOSED
– SAC/MAC Hour for the Semester
• Monday-Thursday: 9:00 a.m.-11:00 p.m. SAC & MAC
• Friday: 9:00 a.m.-6:00 p.m. SAC & MAC
– *6:30 p.m.-10:30 p.m. SAC is open for movie ticket sales only-MAC Closed
• Saturday: CLOSED
– *6:30 p.m.-10:30 p.m. SAC is open for movie ticket sales only-MAC Closed
• Sunday: 12:00 p.m.-9:00 p.m.
Student Activities
• Student Activities Center (SAC) and Media
Activities Center (MAC)
– Services Available
•
•
•
•
•
•
•
•
Printing and Copying
Mailboxes
Storage (Application Process)
Equipment Check-Out
Event Ticketing Services
Scanner
Adobe Creative Suite
CIO Support
Student Activities
• Tabling
– Reserve and pick-up in SAC
• Posting and Chalking Policy
– Post on designated boards and kiosks only
– NO CHALKING ON BRICK OR OLD STONE
– 5 pieces of chalk for 0.25 in the SAC
Student Activities
• Use of University’s Name
– Only use name as “XYZ Club at Uva”
• Use of University Logos
– Must get approval to use logos on flyers,
logos, clothing, etc.
Contact
[email protected]
Student Activities
• atUVA
– Primary Contact
– Roster
– Messaging
– Hooview
– Update Constitution/Name Change
– Documents
– Renewals In April
– SAC Advisory Board
Student Activities
• Website
– http://www.virginia.edu/deanofstudents/studen
tactivities/
• Youtube
– http://www.youtube.com/user/UVAStudentActi
vities/videos?view=0
Hazing Prevention at UVA
If you are aware of or are subjected to
hazing, please report the incident to the
Office of the Dean of Students
Anonymous option:
http://www.virginia.edu/JustReportIt/hazing/
Resources
- Hoos Against Hazing
http://www.virginia.edu/hazing/
- Hazing Prevention.org
http://hazingprevention.org/
- Gordie’s Call Campaign
gordiescall.org
If a friend is being hazed:
- Tell the person that you are concerned.
- Ask your friend what (s)he had to do as part of joining the
group.
- If you suspect that your friend is being hazed, ask if there
are things going on that the person isn‘t supposed to talk
about. If that is the case, it's very likely that the person is
being hazed.
- Let your friend know that it's okay to withdraw from an
organization at any point.
- Offer your support
- Let your friend know what resources are available.
Nicole Thomas
Prevention Coordinator
[email protected]
Newcomb 164G - PAC
No one has to
do everything,
but everyone
has to do
something.
Club Sports
• Matt O’Connor
– Director, Intramural & Club Sports
– 434-924-6199
– [email protected]
• Jeramy Spitzer
– Assistant Director, Scheduling & Special Events
– 434-924-4441
– [email protected]
Club Sports
• Reservations
– ActiveNet
• All students have an account
• Early Club Sports Reservation Period
– Fall 2015 – July 27 – July 31, 2015
– Spring 2016 – November 30 – December 4, 2015
•
•
•
•
First-come/First-served basis
Begin first day of the semester and end last day
10 hours/week maximum
Reservations made outside Early Club Sport Registration Period
– 3 days in advance
– No more than 30 days in advance
Event Planning Services
• Lisa Downing
 Event Planning
Assistant
 [email protected]
• Newcomb Hall
 4th Floor
 Room 436
Event Planning Overview
•
•
•
•
•
What is EMS?
Hoo may reserve space?
What spaces can we reserve?
When can spaces be reserved?
General Policies
•
•
•
•
•
What is The SOURCE?
Hoo may reserve space?
What spaces can we reserve?
When can spaces be reserved?
General Polices
What is EMS?
• Event
• Management
• System
Hoo can reserve spaces ?
• Event Requesters
• Student Organizations
 CIO’s
 Club Sports
• Fraternities & Sororities
• Class Councils
• ODOS affiliates
• Faculty
• Staff
• University Departments
• Alumni
What space can we reserve?
•
•
•
•
•
•
•
•
•
•
•
Amphitheatre
Ern Commons
Lambeth Commons
O’Hill Forum
Student Activities Building
Banner Spaces
Gardens
Newcomb Hall
Runk Green Room
South Lawn aka Homer Flat
UVa Chapel
Meeting & Event Spaces
When can spaces be reserved?
• 3 Days (72 hours) before the event
starts
• Some approvals may require more
than 1 week advance notice
• Sunday – Wednesday 8am – 12am
(Newcomb)
• Thursday – Saturday 8am - 2am
(Late Nights at Newcomb)
General Policies & Approvals
•
•
•
•
Amplified Sound Approval Form
Alcoholic Beverages Approval Form
Equipment Approval Form
Food, Beverage & Catering
1. Newcomb Ballroom
2. Commonwealth Room
3. Forum at O’Hill
4. Runk Green Room
• Fundraising Approval Form
• Copyrights ©
Academic Spaces & The SOURCE
• aka R25 Live
• Curricular
• Extracurricular
Hoo can reserve a space?
• Student Organizations
 CIO’s
 Club Sports
• Fraternities & Sororities
• Class Councils
• Faculty
• Staff
• University Departments
No training needed 
• Alumni
What space can we reserve?
Academic Spaces (Non Performance)
• New Cabell
• Chemistry
• Clark Hall
• Cocke Hall
• Dell
• Wilson Hall
• Gibson Hall
• Nau Hall
• Monroe Hall
• Physics
Academic Spaces (Performance Spaces)
• Maury Hall
• Minor Hall
• New Cabell Basement (Sunday Only)
When can spaces be reserved?
• 3 business days before the event starts
• Academic Spaces
 6:00pm – 10:30pm (Monday – Friday)
 8:00am – 10:30pm (Saturday)
 2:00 – 9:00pm (Sunday)
• Performance Spaces
 7:00pm – 10:30pm (Monday – Friday)
 NO SATURDAY
 2:00pm – 9:00pm (Sunday)
Check the schedules of each building
General Policies & Approvals
• Fundraising Approval Forms
• Performance Space
 Sound Zone
 2 hour time limit
• Not permitted in academic space
 Food & Drink
 Loud Noise
 Amplified Music
 Dancing
 Movies
 Furniture should not be moved
Contact Information
ODOS Event Planning Services
434-924-7225
[email protected]
Hours:
Monday – Friday
8:00am to 5:00pm
www.virginia.edu/deanofstudents/eventplanning/
Appropriations
Emily Lodge
Vice President for Organizations
Appropriations
• What is the Vice President of
Organizations?
– Represents the interests of CIOs on Student
Council and voices their concerns
– Oversees the Appropriations Committee and
CIO Consultants
– Revises SAF Guidelines
– Runs the Activities Fairs
Appropriations
• Student Activity Fund (SAF) Guidelines
– These are restrictions placed on funding by
the Board of Visitors, VPO, and Appropriation
Chairs
– Certain parts can be changed by the VPO
with the support of the Student Council
Representative Body
– Ensures that funding is allocated with the
University’s educational goals and values
Appropriations
• What is the Appropriations Committee?
– StudCo branch designated to allocate SAF
funds to all CIOs
– Works with the VPO on updating the SAF
Guidelines
– Advises groups on matter pertaining to
budgeting and finance
Appropriations
Where does SAF money come from?
– Student Activity Fee of $25 per semester
charged to all students
– Spending of this money is bound by SAF
Guidelines
– Results in about $550,000 for CIO Allocation
Appropriations
• In order for a CIO to be funded by
Student Council:
– 1. The organization must be a Student Council qualified CIO for
the current academic year and must also renew its status for the
academic year in which it will spend the allocated funds.
– 2. The organization cannot be in debt. (A CIO must not have any
outstanding debts. A debt will be considered outstanding if it is
unpaid more than 90 days past its due date
– 3.The group must fall into one of the fundable categories as
defined by the SAF guidelines.
Appropriations
• What does SAF not fund?
– FOOD and DRINK (except guest speaker meals)
– Social Entertainment (i.e. group bonding events, semiformals)
– Shirts (only can fund costumes and uniforms)
– Items provided by the University at no cost (camera,
projector, sound system)
– Philanthropic Activities
– Fundraisers
– Labor Costs
– Items that do not remain within the organization (socks,
warmups, etc.)
– Gifts and Giveaways (Jefferson cup, keychains)
Appropriations
• What can we help fund?
–
–
–
–
–
Some Travel (Limit supply per CIO)
Copying and Printing
Guest Speaker Travel
Items necessary to your group
Registration Fees for conferences and
competitions
– Journal Printing Costs
– Office Supplies
– Sports equipment (only the first Rolling Round
and a Semi-annual round)
Appropriations
• Car Mileage Guidelines
– $0.25 per mile member travel (Reimbursed per
mile, not for actual cost of gas)
– $0.35 per mile guest speaker travel
– No local travel is funded (100 miles round-trip)
– Attach Google Maps to show mileage
– Groups should have 4 people per car
Appropriations
Appropriations
• Airfare & Lodging
– At discretion of VPO about whether plane is
necessary rather than car
– Airplane Travel SAF Contribution per ticket is
•
•
•
•
New York $200
Chicago $275
Denver, CO $275
Los Angeles $325
– Hotel Rooms
• Rooms funded at four people per room
• $100 max a night per hotel room
Appropriations
• How do I apply for Funding?
– Read over the SAF guidelines
– Create a funding request using the funding
request form found under the finance tab for
your CIO’s page on atuva.net or on
uvastudentcouncil.com
– Upload form online before deadline
– Come to a budgetary review hearing
Appropriations
• What funding options are there?
– There are two types: Rolling Rounds and SemiAnnual
– Semi-Annual: apply once at the beginning of the
semester
• Common for established organizations with a set
schedule (sports teams, journals, etc.)
– Rolling Rounds: able to apply at set times
throughout semester
• Common for newer organizations that desire flexibility
Appropriations
• FAQ
– Can I apply for both Rolling Rounds and Semi-Annual?
• No, groups must decide one or the other each semester.
– What happens if unexpected expenses arise?
• CIO’s that chose Semi-Annual can apply for contingency
funding during the semester. Approval is decided on by
the discretion of the Appropriations Committee. CIO’s that
chose Rolling Rounds cannot.
– How long do I have to spend my allocation?
• Semi-Annual allocations return to the SAF the last day of
the semester. R.R. 1 & 2 return November 1st and RR 3 &
4 return the last day of the semester.
Appropriations
Fall Appropriations Calendar
• September 2nd: Fall Semi-Annual Funding Deadline @
12:00pm
– Hearings will be from 6:00pm – 8:00pm in Newcomb Room 164
• September 9th: Rolling Round I Deadline @ 12:00pm
– Hearings will be from 6:00pm – 8:00pm in Newcomb Room 164
• September 30th : Rolling Round II Deadline @ 12:00pm
– Hearings will be from 6:00pm – 8:00pm in Newcomb Room 164
• October 28th: Rolling Round III Deadline @ 12:00pm
– Hearings will be from 6:00pm – 8:00pm in Newcomb Room 164
• November 18th: Rolling Round IV Deadline @ 12:00pm
– Hearings will be from 6:00pm – 8:00pm in Newcomb Room 164
Appropriations
• Hearings
– Will be held same day budgets are due
– Google Doc Sign-Up sheet will be sent out as you submit your
budget
– Be sure to have 30 minutes available after your sign-up time
Appropriations
This the atUVA site. Be sure to Log In!
Appropriations
Go to Organizations tab
Appropriations
Find your organizations in the search bar
Appropriations
Select the Finance Tab on the Right
If not there, check who the primary contact is. Primary Contact can
grant Treasurer access to Finances.
Appropriations
Select “Create Funding Request”
Appropriations
Subject: Follow format
“Club Name” – “Round”
Requested Amount:
Total Requested
Description:
Anything you want
Account: Select
CIO:Appropriations
Category: Select round
you are requesting for
Appropriations
Check the additional
Information boxes
Download Budget
Form to fill out
DO NOT UPLOAD
TO SECOND LINK
Appropriations
• What makes a good budget?
– Itemize Every Last Detail
– Include Invoices for Everything
– Review the SAF Guidelines
– Go online to www.uvastudentcouncil.com and
review examples of Good and Bad examples
Appropriations
• How to get help with your budget?
– Office Hours:
• Appropriations Committee: TBA
• VPO Office Hours: Monday
– Office Hours: Appropriations Committee: TBA
– VPO Office Hours: Monday 12-1pm and
Tuesday 4-5pm North Grounds
Appropriations
• Accountability
– Board of Audit & Management will follow up
with groups throughout the year. They will
ask about things like the location and
condition of equipment.
– Discovery of any fraudulent claims or price
inflated requests may result in loss of funding
eligibility
Appropriations
• What happens after hearings?
– VPO meets with Appropriations Chairs to
review and approve request
– Appropriations will determine final allocation
amounts according to total funding requests
– Final allocations will be released by the
following Monday on atUVA
• Actual deposit into CIO accounts may take a
few extra days.
Appropriations
• Other Funding Resources:
– University Programs Council
– Parents Committee
– Cultural Programming Board
– Vice President for Student Affairs Office
– College Council
Appropriations
• Contact Information
– Email [email protected] in
regards to funding
– Email [email protected] in regards to
other questions
Appropriations
Closing Remarks
– Invite me to your events
– I want to see your hard work pay off
– Activities Calendar w/ Cavalier Daily
Appropriations
I’m serious:
Appropriations
Closing Remarks
My job in a nutshell: to help you any way I
can
[email protected]
703-853-9448
Business Services
Ted Magilley
Business Services
Newcomb Hall
Room 444
434-924-8805
[email protected]
Business Services
The Financial Officer is the primary contact for
all financial reimbursements
 Read and understand the SAF Guidelines
 Only approved expenses from your budget can be
reimbursed (to the club or an individual)
 You will create a Purchase Request from your @UVa page
 Print the submitted form and sign it (If you are being
reimbursed, have your CIO President sign)
Business Services
Attach ORIGINAL receipts and supporting
documentation to the Purchase Request.
INCLUDING
Itemized receipts . . . proof or purchase . . . print e-mails
or correspondence . . .
anything to support this purchase
You no longer need to submit boarding passes
Business Services
Deliver Purchase Requests to:
Business Services
Newcomb Hall Room 444
before the deadlines
If you get your reimbursements in before
the deadlines we have more time to
resolve any issues
Business Services
Your reimbursement is issued as




a direct deposit to the CIO’s account
a direct deposit to your SIS account
a check is mailed to you
a check is cut and you pick up at Business Services
Payment can take from one to three weeks to process.
Business Services
Sometimes it might be better to pay the Vendor directly instead of
reimbursing an individual or the CIO

Large expenses related to Goods/Services only (large volume
printing; stage and lights; equipment rental; etc…)

Submit your Purchase Request Form in @UVa, also get an invoice
from the vendor and submit complete packet to Business Services for
review.

Vendor will be verified and a Purchase Order (PO) number created.

Once approved you will receive the PO via email with instructions to
share that PO with the vendor in order for them to be paid. The
vendor sends the final invoice and receives payment from UVa.
This process must be before the event or before goods or services are
received. We need up to TWO WEEKS to get a PO processed.
Business Services
Reimbursement requests are due 60 days from
the date of the event, travel, or purchase . . .
but before the end of the rolling round
deadlines.
Remember . . .
reimbursements are made on
approved items from your budget.
If it is not approved or not on the
budget you can’t get reimbursed.
Business Services
What about Guest Speakers . . . ?
• A guest speaker is an individual who gives a lecture, presentation,
or speech, on a particular subject matter.
• UVA faculty, UVA students, performers, dancers, musicians, artists,
etc., are not considered guest speakers.
• Student Council must approve all travel expenditures prior to the
incurrence of the expense.
• Lodging, mileage, and meals can be reimbursed for these
individuals, but restrictions apply.
Plan ahead, know the guidelines before you book your speaker, and
keep all original receipts.
Business Services
Before you sign any Contracts . . .
“These are obligations incurred by a student or student
organization and are solely to the individual contractor; neither
Student Council nor the University of Virginia will assume liability
for such agreements.”
 A clause to this effect is
required in every contract
entered into by a student group.
 This requirement serves to
put merchants on notice that
the University does not
guarantee the contract.
Business Services
CIO Bank Account
 Open the account under CIO name
 You need a Tax ID number to open account (except at
Alumni Hall)
 The CIO needs to alert the bank of new members and
remove inactive members.
 Not all club members need access to this account.
 “Bank Fee Waiver” letter and other information available
from Business Services.
Sign up for Direct Deposit
www.bankofamerica.com/paymode/universityofvirginia
Business Services
Contact Business Services
with any questions.
Located in Newcomb Hall, Room 444
Monday to Friday
8 am to 5 pm
Bring your computer
Club Sports
• Matt O’Connor
– Director, Intramural & Club Sports
– 434-924-6199
– [email protected]
• Jeramy Spitzer
– Assistant Director, Scheduling & Special Events
– 434-924-4441
– [email protected]
Club Sports
• Club Sport Status
– Recreational/Athletic organization
– Student-run
– Comprised entirely of University students, faculty,
and staff
– CIO for 1 academic year
– Submit proposed practice and
competition/performance schedule for upcoming
academic year
– If not a competition/performing club then CIO only
– Provide updated rosters through imleagues.com
(notification to come)
Club Sports
• Reservations
– ActiveNet
• All students have an account
• Early Club Sports Reservation Period
– Fall 2015 – July 27 – July 31, 2015
– Spring 2016 – November 30 – December 4, 2015
•
•
•
•
First-come/First-served basis
Begin first day of the semester and end last day
10 hours/week maximum
Reservations made outside Early Club Sport Registration Period
– 3 days in advance
– No more than 30 days in advance
Club Sports
• Facility Usage
– Compensated or voluntary instruction is not permitted
without advanced approval from the IntramuralRecreational Sports Department
– Clubs may not use our facilities to make a profit
– Weapon and combative contact without approved
gear is not permitted
– Only approved activities are permitted in the reserved
spaces and facilities
– If policies are broken:
• Loss of Club Status
• Loss of ability to reserve space for a minimum of one
semester
Club Sports
• Club Brochure
– We no longer include blurbs about each club
sport
– We will refer students to @UVA so please be sure
to have all of your information
– Basic Club information as well as the @UVA link
can be found at recsports.Virginia.edu/club-sports
Club Sports
• Reminders
– Submit flyers to AFC Business Office (4 copies) for facility distribution
– For letters verifying your status as a Club Sport email Matt at
[email protected]
– Mail is sent to the Student Activities Center – Room 164 in Newcomb Hall
– To acquire Affiliate Memberships for Coaches/Instructors, submit the following
information via email to [email protected]:
•
•
•
•
Name of individual
Club relationship
Who will pay for the pass (individual or club).
The coach will need to get photo identification card if they don’t already have a UVA ID.
If they have a valid UVA ID or IM-Rec Membership card we can activate the card as
soon as we get payment. ($155.00/3 months)
– For certification of player eligibility, see the University Registrar
– Varsity athletic facility space requests will be denied