1. SCAVMA 2014 SPRING CLUB PRESIDENTS MEETING Katherine Watson May 14 th, 2014

2. SCAVMA Kate Watson, SCAVMA Vice President kdwatson@ucdavis.edu Mailbox in Valley 2043

3. SCAVMA Krista Prato-Matthews President kapratoma@ucdavis.edu Caroline Kiert President-elect ckiert@ucdavis.edu Kate Watson Vice President kdwatson@ucdavis.edu Tereza Chylkova Vice President-elect tchylova@ucdavis.edu Kristen Elliot Treasurer kelliot@ucdavis.edu Kaitlin Stewart UDA Treasurer kgstewart@ucdavis.edu

4. SCAVMA SCAVMA Website Please look on the SCAVMA website for answers before emailing board members questions! http://www.vetmed.ucdavis.edu/clubs/scavma/

5. SCAVMA Change is hard…

6. SCAVMA Overview C lub Registration C lub Events C lub Room H ealthcare Vendor Policy/Donations T axes

7. SCAVMA Club Registration Center for Student Involvement (CSI) Registration NOW OPEN (as of May 1 st due June 30 th ) http://csi.ucdavis.edu/student-organizations/register-your-student- organization/ Need to be added as an administrator? http://csi.ucdavis.edu/orgsync/adding-group-portal- administrators/ Contact Paul Cody @ pvcody@ucdavis.edu

8. SCAVMA Register your club through OrgSync http://csi.ucdavis.edu/student-organizations/register-your-student-organization/

9. SCAVMA Important Registration Policies

10. SCAVMA Adding Administrators Go to www.orgsyn.com Click Login Sign In with your Campus ID Click Organizations in the toolbar Select your club

11. SCAVMA RSO Homepage 1.Are your officers already members 2.If YES  People 3.If NO  Invite People 2 1 3

12. SCAVMA New officers are current members of your club on OrgSync 1.Select the individual 2.Click manage 3.Change to administrator 1 2

13. SCAVMA New officers aren’t current members of your club on OrgSync After clicking invite people: 1.Change the invite to administrators 2.Add email addresses 3.Submit 1 2 3

14. SCAVMA Clear as mud??? http://csi.ucdavis.edu/orgsync/adding-group-portal-administrators/

15. SCAVMA Overview C lub Registration C lub Events V eterinary Practice Act L iability Waiver I nsurance F acility Reservations G oogle Calendar S CAVMA Funding F undraising C E/W-9 E mail etiquette C lub Room H ealthcare Vendor Policy/Donations T axes

16. SCAVMA Knowledge shared is power multiplied

17. SCAVMA California Veterinary Medicine Practice Act Code 2027 A junior or senior student or graduate of a recognized veterinary college listed in Section 2022(a) who is performing any animal health care task in a veterinary premises registered by the board may perform only the identical job tasks with the identical degree of supervision by the supervisor as specified for the R.V.T. pursuant to Section 2036.

18. SCAVMA California Veterinary Medicine Practice Act (cont.) R.V.T. Do’s 1.Anesthesia induction by inhalation or intravenous injection 2.Application of casts and splints 3.Dental extractions 4.Suturing of existing skin incisions R.V.T. Don’ts 1.Surgery 2.Diagnosis and prognosis of animal diseases 3.Prescription of drugs, medicines or appliances

19. SCAVMA And I should care why??? As presidents you are legally responsible for ensuring that your members understand what they are legally permitted to do Consequences: You are financially liable The student could loose their ability to become a registered veterinarian in California Insurance doesn’t cover illegal events

20. SCAVMA The waiver

21. SCAVMA Event Insurance Required for both on campus and off campus events Cost for off campus liability

22. SCAVMA Facility Reservations Events for student clubs will only be approved as long as they do not impact curricula Frequency: Gourley, MPT and VM3A-Anatomy No more than one event per club per quarter or semester Gourley contact Darlene Riel dlriel@ucdavis.edu Valley/MPT/VM3A contact Mike Beech mwbeech@ucdavis.edu Valley Hall Lunch events hosted by healthcare vendors must be organized through SCAVMA Reserve through Viper: https://secure.vetmed.ucdavis.edu/facilitscheduler/

23. SCAVMA Charged Facility Reservations Any event that requires a participation fee that takes place in Valley, MPT, VM3A-Anatomy and the Gourley Clinical Teaching Center. Symposium or any week-end events must apply to Campus Conference and Events Services Reservations: http://ces.ucdavis.edu Go to “Event Services” Go to “Submit a Reservation Request” Then to “Reservation Request Form” A fee of $40.00 will be charged for the reservation and other fees are charged according to services required (requires an Agency Account)

24. SCAVMA Google Calendar Google Calendar on SCAVMA website Check Calendar for scheduled events to avoid same day event conflicts Email Club Event information (meetings, rounds, symposia, lunch talks, etc.) to : Caroline Kiert: ckiert@ucdavis.edu Subject: [CAL] Club Name Include Club Name, Event Title, Date, Time & Location Club Presidents Listserv club_presidents_vetmed@ucdavis.edu

25. SCAVMA SCAVMA Funding Loss of bookstore funds affects amount of club funding available Due to limited funds we are restricting reimbursements to non-food related purchases: For example: Speaker fees Wetlab supplies Insurance/facility charges If your club chooses to provide food at your event, you are required to cover the desks/chairs where the food is served (unless boxed) with table clothes

26. SCAVMA Fundraising You MUST get fundraising approval beforehand! Contact Tina Maher@ cmmaher@ucdavis.edu T-shirt/apparel design approvals If you mention UCD, must have format of ‘CLUB NAME at UC Davis School of Veterinary Medicine’ All designs must be approved by Yasmin Williams @ ymwilliams@ucdavis.edu

27. SCAVMA Symposia All events offering Continuing Education Credit Must contact Dr. Karl Jandrey: kejandrey@ucdavis.edu In order for clubs to be paid by the CE department they must complete a W-9 Return to Roxana Rose rrose@ucdavis.edu

28. SCAVMA W-9 Nonprofit? 1.Fill in the nonprofit’s official name and adress 2.Check C-Corporation box 3.Exemption 5 4.Provide the nonprofit’s EIN (not your SSN) 5.Sign and date the certificate section Don’t have nonprofit status? 1.S-Corporation

29. SCAVMA Email Etiquette USE YOUR CLUB LISTSERVE Subject: [CLUBS]: Club Name- Details Example: [CLUBS]: Caduceus Club- TG this Friday Use BCC not CC Avoids the ability to ‘reply all’

30. SCAVMA Overview C lub Registration C lub Events C lub Room H ealthcare Vendor Policy/Donations T axes

31. SCAVMA Club Room – Valley 2012 Space allocation Will be based on number of members Combining utensils/plates/cups? RULES/Guidelines All items must be labeled and on shelf/in locker Drinks permitted if in a sealed Tupperware container Do not place any items on the floor below the shelves NO FOOD

32. SCAVMA Rules are made to be broken right???

33. SCAVMA Overview C lub Registration C lub Events C lub Room H ealthcare Vendor Policy/Donations T axes

34. SCAVMA Health Care Vendor Policy Clubs can not accept donations from healthcare vendors All donations are now directed to an Unrestricted Donor Account managed by the Dean’s office The complete SVM Health Care Vendor Relations Policy can be found at: http://www.vetmed.ucdavis.edu/clubs/scavma/funding/index.cfm Health care vendors can purchase tables at club sponsored events for advertising, but checks must be made out to that club FYI Purina has a policy against making checks out to individual clubs and only write out donations to UC Regents

35. SCAVMA Overview Club Registration Club Events Club Room Healthcare Vendor Policy/Donations Taxes

36. SCAVMA Red Tape…

37. SCAVMA What is an EIN and do I need one? An Employee Identification Number or EIN is a nine- digit number the Internal Revenue Service (IRS) uses to identify individuals, companies and various other organizations (including student organizations) for tax reporting purposes. All registered student organizations (RSOs) should have an EIN

38. SCAVMA Not For Profit versus Non Profit EIN applications should be for Social or Savings Clubs Functioning as a not for profit organization Have a document that establishes them as a non-profit tax exempt status Gross under $5000 Tax Exempt Government Entities (TEGE) 877-829-5500 Non profits are federally recognized entities that can accept tax write-off donations Must fill out the 501(c)(3) status within 90 days of tax year when gross receipts are greater than $5000 OR within 27 months of formation, whichever is LATER

39. SCAVMA Tax Exempt Government Entities (TEGE) Call: 877-829-5500 Establish not-for-profit status by answering a series of questions that include: What your mission statement is Annual gross income Whether you are part of a larger organization (you are not) Fiscal year (I suggest April 1 st to March 31 st ) Gives you time to transition and file with previous treasurer Some clubs are Jan 1 st to Dec 31 st

40. SCAVMA

41. Filing requirements organization that fails to file required e-Postcards (or information returns – Forms 990 or 990-EZ) for three consecutive years will automatically lose its tax-exempt status

42. SCAVMA When to file The e-Postcard is due every year by the 15th day of the 5th month after the close of your tax year. For example, if your tax year ended on December 31, the e-Postcard is due May 15 of the following year. If the due date falls on a Saturday, Sunday, or legal holiday, the due date is the next business day.

43. SCAVMA Responsible Party This individual or entity, which the IRS will call the “responsible party,” controls, manages, or directs the applicant entity and the disposition of its funds and assets. If there is more than one responsible party, the entity may list whichever party the entity wants the IRS to recognize as the responsible party. Advisors to the group may not vote, hold office, reserve facilities, or direct and control the programs and finances of the group.

44. SCAVMA Summary of what to do yearly Outgoing officers: Make new officers administrators for your club on OrgSync Complete club/officer/financial report File Taxes Change ‘Responsible Party’ for your club’s EIN Should be president or treasurer Transfer all pertinent documentation Incoming Officers Register as an RSO with CSI through OrgSync Open’s May 1 st, deadline June 30 th Update SCAVMA VP on new officers Complete W-9 for CE office

45. SCAVMA Neutralyzer