Fall 2012 Student Organization
TrainingUniversity Center Activities and Events
Coming this fall…
Coming this fall…
Policy Training Alcohol, Solicitation, Raffles, Posting, Websites,
Trademark, Reservations, Ushers, Election Season, Handbook, DCS Guide, etc.
Financial Overview SOFC, UCAE Business Office, Forms, Cash Advances,
Approved Vendors, etc.
studentaffairs.duke.edu/ucae/student-organizations
Overview
All student groups are responsible for ALL Duke University policies.
Please familiarize yourself with the Duke Community Standard, Student Org Handbook, SOFC regulations and all applicable websites.
Get in the habit of regularly checking the UCAE website for updates to policies that may impact student groups.
Overview of DCS, SOFC, & The Student Org Handbook
UCAE: Conference & Event Services now handles all space reservations and event logistics. They are located one floor below the old OSAF (Current
UCAE: Student Activities Office). To request space please use the online space
reservation form to ensure the proper space manager gets your request early
Reservations, contracts and all event logistics should be taken care of as EARLY as possible. Different venues have different deadlines.
Space Reservations & Events
Mandates from the Office of Trademark & Licensing ALL purchases using Duke Funds (i.e. your
budget) MUST be made at an approved vendor (list found on their website).
ALL websites must be registered with them (more information found on their website)
Familiarize yourself with the proper use of Duke logos.
trademarklicensing.duke.edu
Trademark & Licensing
Events can be EITHER BYOB or Distribution by an approved University Dinning Bartender, but NEVER BOTH.
Events must have 1 (one) party monitor for every 25 (twenty-five) guest in attendance.
Party Monitor training is run by Duke Wellness Center
studentaffairs.duke.edu/duwell
Alcohol Policies
Solicitation of ANY KIND by an off-campus entity is not allowed at Duke University.
Student Orgs may sponsor off-campus entities IF: Purpose must align directly with student org’s listed
mission. Activity must be registered with UCAE 10 business days
prior, though this does not guarantee permission. A member of the student org must always be present and
remain at the activity the entire time. Must abide by all local, state and federal laws and Duke
policies.
Solicitation & Sponsorships
Duke University does not allow gambling of ANY kind
Raffles are NOT allowed unless ANYONE can request a FREE raffle ticket and is not pressured into purchasing one
Casino Nights must be FREE and require NO buy-in of any kind.
Raffles, Casinos & Gambling
Chalking of any kind is NOT allowed on any surface at Duke University.
Posters and Flyers are allowed only on approved posting surfaces (i.e. bulletin boards).
Posters and Flyers are NOT allowed on sidewalks, doors, windows, bathroom stalls, trees, etc.
Please reference the Duke Trademark & Licensing website for any questions regarding logos or the proper use of trademarks on your posters.
Posting Policies
Work with theaters well in advance. Groups who plan on using Page, Baldwin,
Reynolds or any large performance venue where ushers are required MUST have ushers.
Usher Training
Since it is an election year please familiarize yourself with the Duke University policies on campus political activity and engagement with federal officials.
In short, no Duke resources may be used for political purposes to protect Duke’s non-profit status.
Please familiarize yourself with the Pickets, Protests & Demonstrations policy which states that disruptive demonstrations are not allowed at Duke University.
http://www.duke.edu/federalrelations/policies/political_activity_guidelines.html
Election Season
Events must be free Open to all undergraduate students Must be held on campus Must apply at least two weeks before event All events are subject to SOFC audits
SOFC Financial Policies
http://studentaffairs.duke.edu/ucae/formsIR P-Card Reimbursement AP Check Request Purchase Order Cash Advance Deposit Travel Contracts, ICC, W-9, Payroll President and treasurer must approve EVERY
transaction prior to payment being processed
Commonly Used Forms & Common Mistakes
How to read G/L Fund Code
Financial Statements
Fund Code
Current Balance
(excluding recent activity)
All student groups purchasing from outside vendors must ensure these vendors are on the approved vendors list (found on the Trademark & Licensing website).
Most venues require the use of an approved caterer for insurance and safety purposes (this information will be provided during the reservation confirmation process).
Official Vendors & Caterers
Ad Spice Best Rent All – See Angie Classic Party Rental FedEx Kinkos
Recommended Vendors
Please remember that it takes time to process any and all requests, especially when 400+ student organizations, 80 house accounts and multiple departmental accounts are moving through our office at once.
ALL requests should be made as early as possible as some may require as much as four weeks to process and complete.
Timelines
Reconcile accounts monthly If account goes into overdraft, it should
promptly be resolved. Group will incur interest monthly until account has a positive balance
Communicate financial protocol to group members
President and treasurer must approve EVERY transaction prior to payment being processed
Treasurer Responsibilities
DO NOT GIVE FUND CODE TO ANYONE All payments require a form (including the
Chronicle, Alpine, etc.) ALL TRANSACTIONS MUST COME
THROUGH UCAE BUSINESS OFFICE
Important Policies
We are growing Please help us welcome our new staff and help
our current staff as they transition to new roles Some people you may be used to working with
have new responsibilities and will guide you to the proper team member
UCAE Business Office Job Responsibilities
