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Event Planning



Student Activities Night
  • Organizational Registration and Recognition
  • Club Review
  • Available Resources
  • Student Senate Funding Guidelines
  • Planning an Event at a Glance
  • Planning an Event Process and Policies
  • Funding and Budgets Guidelines
  • Funding and Budget Basics
  • Training and Professional Development

Organizational Registration and Recognition

Registration is a process that assists Campus Life and Student Senate in maintaining the clubs and organizations on a yearly basis.  Each student organization must re-register with the Office of Campus Life every semester and when there is a transition within their executive board. The information provided by the registration process helps with the club review process run by the Constitutional Affairs and Elections Committee (CAEC),  and the general contact information needed by Campus Life.  It also ensures that all of the clubs and organizations are aware of the general rules and regulations.

In order to be eligible for campus privileges such as reserving campus facilities, using vehicles, sponsoring fund-raisers and obtaining storage and a mailbox, all student organizations must register with Campus Life every semester in addition to being recognized by the College.  Campus Life coordinates the registration process for all student clubs and organizations at the beginning of each semester, and the Student Senate oversees the recognition process and recommends recognition to the Dean of Students.

The registration form is due by Friday, February 5, 2010 at 4:30pm in the Office of Campus Life.

Club Review Process

Starting in the Fall of 2005, a club or organization is up for review every two years by CAEC, which means that each club will be reviewed every two of years to encourage all groups to keep their governance and procedures up to date.  This process is also useful in identifying clubs that are floundering, in need of assistance, inactive or not pertinent to the College any longer. 

 

Available Resources for Fully Recognized Organizations


Activities Night

To encourage students in their pursuit of knowledge outside the classroom, the Office of Campus Life sponsors Activities Night held within the first week of classes in the fall and spring semesters.  It provides students with information about student organizations and extracurricular activities at Dickinson.  Your student organization is highly encouraged to participate as this is an excellent opportunity to recruit new members.  For more information, contact the Office of Campus Life at ext. 1671 or ext.1556.  

Mailboxes

Mailboxes for all Student Senate recognized organizations are available in the Student Senate Office in the lower level of the HUB.  These mailboxes should be checked once a week.  Please the Office of Campus Life at ext. 1671 for more information.

E-mail Accounts and Websites

Any student organization may receive an e-mail address and website.  To obtain an organizational e-mail address, the students may e-mail the Help Desk (helpdesk@dickinson.edu) for information on how to proceed.  To create a website, the students should first designate a responsible person in the organization to create and update the website.  Then they can contact Justin Marquis in order to gain access to create the website.  Finally, the students must contact Jeanette Gribble to set up training for “how-to” create the website. 

Supplies

Student organizations that have registered with the Office of Campus Life are eligible to use various supplies available in the Student Senate Office free of charge.  The supplies include tape, markers, colored butcher paper, scissors, staplers, push pins, etc

Banners/Posters

Student organizations can make banners and posters with supplies available in the Office of Campus Life.  Sheet banners are very popular and need to be reserved as early as possible before an event.  At the beginning of each semester, reservations for banner space can be made in the Office of Campus Life.  The sheets, paints and brushes are also provided.  There is no cost for the sheet banners and supplies.  The banners are hung outside on the wall of the HUB facing Britton Plaza.

A poster machine is available as well in the Office of Campus Life.  It prints letter size flyers into large posters.  The poster machine and the sheet banner materials are accessible Monday through Friday from 9am-4pm.  There is a $4.00 charge for each poster.

Copier

Student groups that have registered with Campus Life are eligible to use the copier located in the Student Senate Office.  Groups are issued a code and can make up to 500 copies a month at no charge.  The Office of Campus Life requests that clubs make no more than 100 copies in a single day in order to avoid overtaxing the copier.  Special colored paper is available in the office for groups to use.  Use of the copier is a privilege, not a right.  Failure to use the copier in an appropriate manner may result in a fine, suspension or other disciplinary procedure.

Storage/Keys

The Office of Campus Life maintains a limited amount of storage space for student organizations.  Groups can sign up for space at the beginning of the academic year.  The size of storage is based upon the club’s needs, and is on a first come, first served basis. 

Space is automatically renewed unless it is determined that the student organization not using the space.  Every year, individuals from the organization who want access to the space are required to fill out a key contract in the Office of Campus Life.  All keys must be returned at the end of the academic year.  Failure to do so will result in a fine.  For more information, contact the Office of Campus Life at ext. 1671.

 
Student Senate Funding Guidelines

 

Eligibility

Any organization who is fully registered with the Office of Campus Life and whose constitution has been approved by CAEC is eligible for funding.  Organizations who are participating in the constitutional approval process are able to participate in hearings; however, the ability to spend funds is contingent upon approval from CAEC and by a simple majority vote of Senate.

Student groups having a selective membership may only apply for Student Senate funding for events that are open to the entire college community

Procedures for Requesting Funds

1. Organizations’ budget requests must be submitted by the announced deadline date (no exceptions), which will be determined each semester by the Student Senate Treasurer.  Budget requests must be submitted on the proper budget request forms which can be accessed on the Student Senate website. 

2. Organizations must present an updated inventory list by the budget request due date.  Funding will be contingent on the submission of the list to the Finance Committee.

3. Please note that organizations that submit their budgets late or incorrectly will be removed from the regular pool of budget requests.  The budgets that have been removed from the regular pool will then be considered only after all of the regular pool budgets have been allocated.

4. Requests which are vague or incomplete will be returned to the organization and will not be considered for an allocation until the request is properly prepared and resubmitted prior to an announced deadline.

5. Co-sponsorship is actively encouraged as a method of merging the diverse assets and energies of different campus organizations.

6. Spring semester budget requests are for funding the upcoming academic year (both fall and spring semesters).  Whereas fall requests are for the first year, sophomore, junior and senior class budget requests only.  Special permission to apply in the fall can be granted at the discretion of the Student Senate Treasurer.

7. Each semester the Student Senate Treasurer will hold Treasurer/Budget Clinics for the purpose of educating treasurers or incoming treasurers on the day-to-day financial activities of an organization, as well as annual budgeting procedures.

8. Organizations are required to send at least one representative, preferably their treasurer or incoming treasurer, to the clinic.  Those who do not send a representative to the Treasurer/Budget Clinics will not be able to participate in the Student Senate Budget Allocations for the next academic year.

Hearing Procedures

1. The Finance Committee will equally consider all budget requests submitted correctly and on time. Budget hearings with the Student Senate Finance Committee are completely optional.  If your budget is elaborate or if you have special needs/concerns, you are encouraged to sign up for a budget hearing.

2. Organizations will be notified of hearing dates at least two weeks prior to the actual hearings.

3. If members of the group are going to attend, then the president and the treasurer of the organization should be the appointed representatives.  If by chance both are seniors, then the advisor and an underclass member should come to the hearing as well.

4. Failure of an organization to attend their scheduled hearing date may result in loss of further consideration of the submitted budget request during the allocation period.  Organizations may be referred to the appeals process to resubmit their budget request.

5. Each organization will be notified of the allocation that the Finance Committee intends to recommend to the Student Senate for approval.  This notification will be sent out in writing to the organization at least seven days prior to the Senate’s vote on the budget.

6. If the budget is not passed by Student Senate, the Senators will make recommendations to the Finance Committee as to what allocations should be reconsidered.

Appeals

1. After receiving notification of the recommended allocation, an organization will have at least five days to make an appeal to the Finance Committee.

2. An appeal with a complete rationale must be made by using an appeal form and delivering it to the Student Senate Treasurer by the announced deadline.  The rationale shall include the specific events and allocations to be addressed in the appeal.  If an organization would like to make an appeal, they will be required to attend an appeals hearing.

3. The results of all appeals will be announced at the time the budget is presented to Student Senate.

4. Once an appeal is heard and adjudicated by the Finance Committee, the appealing organization has the right to a final appeal before Student Senate.