REGISTERED STUDENT ORGANIZATION ORIENTATION W&M Law School

Useful Contacts Within Law School Outside Law School

Useful Contacts Within the Law School  Seeking advice or participation?  Dean Douglas Cassi Fritzius  Vice Dean Heymann  Associate Dean Jackson

Dean Douglas

Useful Contacts within the Law School  Need help with...?  Matt Rouette  Mike Ende  Sally Kellam  Kelsey Rothera  Jaime Welch-Donahue  Whit  Terri Lorincz Kathy Patrie, Jessica Pierson, Lou Pulley  Gloria Todd  Scott Kryztiniak Steve Mikulic, Katie Ashley, Nassir Aboreden

Useful Contacts Outside the Law School Anne Arseneau Director, Student Leadership Development Trici Fredrick Assistant Director, Student Leadership Development

Events Kelsey Rothera Conference & Event Coordinator Office 203 (next to Faculty Lounge) Planning Resource Hotel & Restaurant Contracting MyLaw Events Planning Department: Save the date! Tuesday, 9/15 12:50-1:50pm Student Event Planning 101

Talking about your organization Up-to-date information on the web, on the bulletin boards, to the outside world.  Web sites reflect who your organization is and who W&M Law is  Bulletin Boards are great advertisement for prospective students and visitors to the school.

Matt Rouette, Law IT Technology help for organizations

Mike Ende How Career Services can assist you!

Gloria Todd Rules and Regs and Reservations

Communication Organization Forms

Our Facility Almost all Law School rooms/spaces can be used for student activities with these provisos:  The Faculty Room is reserved at all times for Faculty events  Alcohol may not be served until after 4:00 pm  and only with TIPS-trained students at the event  and only on the patio unless an exception is granted  and only with advanced permission All reservations will be confirmed. Any a/v needs, contact

Our Facility Furniture  May not be moved in the lobby  Except to move reception tables near the front doors  Except to set up catering or reception tables  The exits may not be blocked at any time Ie, tables may not be placed in front of the front doors or patio doors The facility must be returned to its normal arrangement at the conclusion of the event

Advertising Events Fliers may be posted  Only on the bulletin board in the lobby  Not on doors, walls, in restrooms, new dining room Message board (lobby plasma) only displays events on Master Calendar but can, for weekend events be used to display tournament agenda – with advanced notice.

Advertising MyLaw Announcements Twice Weekly SBA Not Wythe Standing the News Local newspaper

Terri Lorincz Accounting does more than push numbers for student organizations

Scott Krystiniak and Nassir Aboreden The SBA provides organization help in many ways

Student Bar Association Scott Krystiniak, President Steve Mikulic, Vice President Nassir Aboreden, Treasurer Katie Ashley, Secretary

Budgets All organizations must have  An organization budget  An event budget Request funding by  Submitting proposal to SBA  SBA will pursue additional funding if approved  Or suggest options for additional funding  Do not go directly to the Dean

Check Requests Submit to Accounting no later than two weeks prior to need. (Room 104)

Travel Reimbursements Can only be made to individuals Requires completion of the Funding Request and Reimbursement Form Are limited to state per diems and student travel guidelines Are made (at the earliest) three weeks following submission Always requires original receipts and a copy of the credit card (if used for payment) Generally, meals are not covered

Expense Reimbursements Requires: Student name, W&M ID number, current address Name of event and date Itemized original receipt (and credit card receipt) Copy of credit card (if used for purchase) Meal reimbursements are subject to state guidelines and requires a list of attendees

Common pitfalls Mail  Stu Orgs must pay for postage  Express mail must be approved in advance  through Accounting  or, if a journal, Appropriate Support Staff Purchasing  Limitations on what we can reimburse.  Always seek advanced approval for the purchase  Ask Accounting for a credit card before making a purchase  We reimburse individuals only (not organizations)

Some Frequently Used Vendors Pizza Hut Papa John’s Jimmy Johns Zaxby’s Blue Talon Panera Sticks Kebob Florimonte’s The Cheese Shop Opus 9 DoG Street Pub Aroma’s Moe’s Seasons Restaurant Odoba Farm Fresh Harris Teeter Staples

Common Pitfalls Funding  Not budgeting for the event  Not seeking funding sources early  Not submitting itemized receipts  Not submitting receipts within 15 days after the event  Requesting reimbursement to the organization (not individual)  Going to the Dean before...  Preparing a budget for the event AND  Seeking funding through the SBA

Common Pitfalls Planning an event without checking the Dean’s calendar (if you wish the Dean to attend) Planning an event without confirming date through Gloria Todd Not returning the facility to normal condition following the event Not obtaining travel authorization prior to the travel Not bringing any contract to Terri for review and signatures – students may not sign contracts.

Travel Guidelines All travel must be pre-approved Flight and train reservations can be made through Accounting Driving requires a Student Driver Authorization Form Van driving requires completion of a van safety course All travel is subject to state per diem rates

When in doubt – ask! Have a good Year!