DSUSA Clubs Handbook - Dixie Student Life

DSUSA Clubs Handbook

Fall 2013 – Spring 2014

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Table of Contents Table of Contents ......................................................................................................................................... 2

I.C.C Contact Information ............................................................................................................................. 3

Letter to the People ..................................................................................................................................... 4

Registering a New Club or Organization ..................................................................................................... 5

Re-charting/Updating a Club or Organization ............................................................................................ 6

Instructions for Checking Club Account Balance ....................................................................................... 7

Instructions for Club Purchase Order Request Form ................................................................................. 8

Purchase Order List ...................................................................................................................................... 9

Club Activity Approval Guide ...................................................................................................................... 12

Merit Money: Hard Work Pays Off ............................................................................................................. 13

Writing a Club Bill Request Form .............................................................................................................. 15

Service Project Approval, Service Project Report Forms and Waiver ..................................................... 16

How to Be a Self-Sufficient Power House ................................................................................................. 17

Event Scheduling Policies .......................................................................................................................... 18

Adding an Event to OrgSync and Website Calendar ................................................................................ 19

Wednes-D Event Proposal ......................................................................................................................... 20

Travel Authorization Form .......................................................................................................................... 21

Notes for Travel Authorization Form: .................................................................................................... 22

Travel Claim Form ...................................................................................................................................... 23

Notes for Travel Claim Form: ................................................................................................................. 24

Responsibilities of Advisors ....................................................................................................................... 25

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I .C.C Contact Information

Clubs Office Phone: 435-652-7517

Brandon Lewis V.P. of Clubs & Organizations Email: [email protected] Jordan Houston Admin Assistant Email: [email protected] Phone: (435)632-3767 Rebecca Nelson Academic Rep Email: [email protected] Phone: (435)619-1334 Jimmy Seely Health Science Rep Email: [email protected]

Rhett Sull ivan Athletic Rep Email: [email protected] Phone: (435)705-4468 McKell Price Student Organization Rep Email: [email protected] Phone: (435)720-0064 Shelbie Knutson Non-Traditional Rep Email: [email protected] Phone: (208) 852-2990 Lahela Manning Multi-Cultural Rep Email: [email protected] Phone: (808) 389-3563

Phone: (801)624-8495

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Letter to the People

As we step forth into a new school year I would like to formally welcome all of you returning and new club presidents. I earnestly hope you guys had an exciting and revitalizing break and are ready to tackle this beast that is higher education.

My personal goal for this school year is to ensure that all of you have a proactive and overall successful school year as club presidents. The first step to achieving this goal is this “handy dandy” guide that you are perusing this very moment. Within this guide also referred to as the Club Presidents Guide to Success, you will find wisdom, advice, and various tools that will aid you in getting your club off the ground and sky rocketing to the moon. The second step rests on your very shoulders as club presidents, I entrust that you will utilize this guide, your club reps, and myself as you embark on this newfound journey of growth and self-actualization.

I invite you to envision this analogy with me, consider this guide to be your training wheels and your club as your brand spanking new bicycle. Similar to mom and dad, we as the Inter Club Council embody the role of proud parents here to guide, aid, and pick you back up if you happen to fall, but our ultimate goal is to see your clubs cultivate to the point where our supervision is no longer wanted or needed and where you no longer need the training wheels as your clubs excel making strides towards the future.

In closing I would like to leave you with an old Latin doctrine that says “there is more to life than being alive”. I hope these words resonate within you all and possibly lead you to greater realization that there is more to being a club president then just being present.

It is truly an honor to embark on this journey of collective growth and self-actualization with all of you, and I anticipate witnessing you all attain your goals.

Sincerely yours, that guy,

Greg Noel Former VP of Clubs & Organizations (Year 2012 – 2013)

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Registering a New Club or Organization Step 1

• Decide on a name for your club or organization; write a mission statement or a constitution briefly describing your clubs objective, purpose, rules, and regulation.

Step 2 • Find an advisor for your club or organization. The advisor must be a Dixie State

University faculty, staff or administrator. Step 3

• Find a minimum of 10 members consisting of: the club Presidency: President, V.P., Secretary, and Treasurer (all 4 officers must be full-time student). Remaining 6 members must take a minimum of 4 credits

Step 4 • Your club is required to set up an Orgsync account to be fully established and

recognized as a club or organization on campus: o Login to Orgsync in order to register a New Club or Organization,

( if you don’t have an account you must create one before you are able to proceed with this process).

o Once you’re logged into Orgsync, cl ick on the “Organization” tab at the top of the screen.

o Click on the green “Register New Organization” tab, then select the DSU Student Association umbrella and then press submit query

o Input all the information from your proposal, also club meetings with day and time, and generate a logo.

o Agree to abide by ICC Requirements, off icial bylaws, and DSU Campus policies, and procedures

o Ensure that you are an Administrator over your page o Must input contact information both phone # and email o Required to join/be a member of the (ICC Portal)

Step 5 • Now you are ready to set up a time to present your potential club to the ICC. You can

contact the V.P. of Clubs & Orgs, Brandon Lewis at [email protected] or visit the student government office room 200 upstairs in the Gardner Center.

Step 6 • Allow at least 24 hours for Orgsync webpage assessment and final approval from the

V.P. of Clubs & Organizations or Director of Student Involvement & Leadership.

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Re-charting/Updating a Club or Organization Step 1

• Login to Orgsync in order to Re-charter/Update a Club or Organization, (if you don’t have an account you must create one before you are able to proceed with this process).

Step 2

• Ensure that you are an administrator of the club or organization that you are wanting to re-charter/update. If you are not, please contact Brandon Lewis, the V.P. of Clubs & Organizations at “[email protected]” or Jordon Sharp the Director of Student Involvement & Leadership at “[email protected]” to invite you to be an administrator over the club account updates.

Step 3

• Go to your clubs homepage, and click on the “blue banner” at the top of the screen directing you to update your profile. Follow the instructions to update the account. Make sure that your club has relevant information l isted such as; phone number, email, and that you are a member of the I.C.C Portal.

Step 4

• Now you are ready to invite new members to your club, in order to do so click on the green box “Invite Members” on the top right hand corner of your club/organizations webpage.

Step 5

• Allow at least 24 hours for Orgsync webpage assessment and final approval from the Director of Student Involvement & Leadership.

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Instructions for Checking Club Account Balance Step 1

• Login to Orgsync in order to check your DSUSA Club Account Balance, (if you don’t have an account you must create one before you are able to proceed with this process).

Step 2

• Click on the “Organizations” tab at the top of the screen. From the dropdown menu, select “ICC”. If you do not see the ICC’s page, click “Add Organizations”. Find the ICC, and request to become a member. You will be added shortly.

Step 3

• Once on the ICC’s home page, click on the “Files” tab on the left of the screen.

Step 4

• You should now see a list of files available for download. Download the “Club Account Balances” file. The file is a Microsoft Excel spreadsheet.

Step 5

• Enter your club’s password (that you have received from the ICC). This password is unique to your club, and will remain the same throughout the semester. Once you have entered your password, press enter. Your club name and account balance will appear in the indicated cells.

Make sure that you do not type in any of the other cells. The only cell that should be typed in should be the cell you type your password in. If you make a mistake, close the file without saving, then re-open the file, and try again.

If your club does not have a password, or you do not remember it, or have any other comments or concerns, email the Director of Student Involvement & Leadership Jordon Sharp at [email protected] or Contact the V.P. of Clubs & Organizations Brandon Lewis at [email protected]

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Instructions for Club Purchase Order Request Form This form allows clubs to access their club funds. Clubs must use a Purchase Order for any and all expenditures. Not all businesses accept purchase orders, so make sure to check before you arrive. An individual PO cannot exceed $300. An advisor's approval is necessary before a PO can be issued. This form will automatically email your advisor but you must input their email. Upon approval from the advisor and Jordon Sharp, an email will inform you that you may pick up your PO at Jordon Sharp's office, Gardner Center 208.

Step 1

• Type “dixiestudentl ife.com” into an internet browser in order to fill out a DSUSA Club Purchase Order Request Form.

Step 2

• Click on the “DSUSA Forms” tab at the bottom of the screen. This will lead you to the “DSUSA forms page”. You will find that all club related forms have their own section at the top of this webpage. From the DSUSA forms page you will be able to click the “Fil l Out” option for the P.O. Request Form.

Step 3

• Make sure to fill out all the required fields in order for your form to be fully processed and received for assessment by the Director of Student Involvement & Leadership before final approval.

Step 4

• Final approval wil l not be possible without an advisors approval. Make sure you know your advisors email and, if necessary, make them aware of the approval requirement ahead of t ime.

Step 5

• Allow at least 24 hours for form assessment and final approval by the Director of Student Involvement & Leadership.

Please note that not every store accepts Purchase Orders, but here are a few stores that do: Wal-Mart, Harmon’s, Costco, and Lowes. NOTE: If you go to Costco go to the Purchasing Office on 5th f loor of the Holland Bldg for the Costco Card. Also, there is a $50 minimum requirement at Costco. If going to Wal-Mart go straight to Customer Service with your PO. For a larger l ist of Grocery, Stores and Restaurants see the PO on the fol lowing page:

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Purchase Order List

Restaurants 25 Main 435-‐628-‐7110 Yes Ahi’s “Taste of Asia” 435-‐673-‐6604 Yes American Grinders 435-‐674-‐7772 Yes Applebees 435-‐628-‐6600 Yes Bajio Mexican Grill 435-‐688-‐0707 Basila’s Café 435-‐634-‐9942 No Bear Paw 435-‐634-‐0126 Yes, with credit guarantee Beijing Buffet 435-‐688-‐2582 Yes Bella Marie's Pizzeria 435-‐628-‐3336 no Benja’s Thai & Sushi 435-‐628-‐9538 Not Sure Black Bear Café 435-‐656-‐2327 Yes Bombay Café 435-‐673-‐8888 Brick Oven 435-‐628-‐5800 yes Bucca Di Beppo 435-‐627-‐6832 yes

Café Rio 435-‐656-‐0200 Thinks it’s possible Corporate (801-‐930-‐6000)

Camille's Sidewalk Café 435-‐767-‐9727 Chili’s Grill 435-‐628-‐7503 No Chuck-‐A-‐Rama 435-‐673-‐4464 Yes Coldsone Creamery 435-‐688-‐9609 Costa Vida 435-‐652-‐3826 no Cracker Barrel 435-‐688-‐1200 Yes Croshaw’s Gourmet Pies Inc 435-‐628-‐1700 Yes Denny's Restaurant 435-‐673-‐4908 Domino's Pizza 435-‐628-‐2228 Dub's BBQ 435-‐674-‐1023 no Durango's 435-‐688-‐2200 Emerald City Smoothie 435-‐627-‐9022 Five Guys 435-‐673-‐7337 Frostop 435-‐673-‐2216 George's Corner 435-‐216-‐7311 Golden Corral 435-‐673-‐5700 Yes Gun Barrel Steakhouse 435-‐652-‐0550 Honolulu 435-‐627-‐1181 No Hungry Howie's Pizza 435-‐656-‐0011 Ichiban Sushi Buffet 435-‐673-‐3344 Iggy's 435-‐673-‐3344 IHOP 435-‐627-‐2282 Jazzy Java 435-‐674-‐1678 Jimmy Johns 435-‐656-‐1400 No Kneader's Bakery 435-‐767-‐9450

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Krave 435-‐656-‐0801 Little Caesars 435-‐628-‐8595 Yes Mongolian BBQ 435-‐656-‐1800 No Olive Garden 435-‐656-‐8940 No Outback Steakhouse 435-‐674-‐7788 Pancho & Lefty’s 435-‐628-‐4772 No Panda Express 435-‐674-‐0300 No Papa John's Pizza 435-‐688-‐7500 Paradize Bakery 435-‐673-‐4411 Pasta Factory 435-‐674-‐3753 Yes Pier 49 435-‐656-‐1745 Yes Pizza Factory 435-‐674-‐3753 Yes Pizza Hut 435-‐628-‐8822 Players Sport Grill 435-‐634-‐9211 Port of Subs 435-‐673-‐7827 Red Lobster 435-‐656-‐2811 Red Robin 435-‐634-‐1114 Rigatti's Pizza 435-‐674-‐9922 River Walk Grill 435-‐773-‐4111 Sakura 435-‐275-‐2888 Samurai 21 435-‐656-‐8628 Smashburger 435-‐656-‐8915 Sonic 435-‐627-‐0143 Spoon Me 435-‐634-‐0399 Texas Roadhouse 435-‐986-‐1776 Village Inn 435-‐652-‐9528 Yes Wing Nutz 435-‐767-‐0209 Wingers 435-‐688-‐1181 Yes Baskin Robbins 435-‐673-‐1950 Rocky Mountain Chocolate 435-‐652-‐4327 Sweet Tooth Fairy 435-‐627-‐1980

Grocery Albertsons 435-‐688-‐7156 yes Costco 435-‐256-‐0003 yes Harmons 435-‐628-‐0411 yes Lins 435-‐673-‐4656 yes Smiths 435-‐673-‐8880 yes Target 435-‐627-‐2030 no Wal-‐Mart 435-‐674-‐0459 yes

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Stores Ace Hardware 435-‐673-‐6141 yes Big 5 435-‐688-‐1211 yes Dick's Sporting Goods 435-‐673-‐4261 no Dollar Tree 435-‐628-‐4552 no Family Dollar 435-‐656-‐8137 no Gen X 435-‐634-‐8387 no

Home Depot 435-‐634-‐7312 need an actual card

Kmart 435-‐628-‐4201 yes Lowe's 435-‐688-‐0286 yes Michaels 435-‐688-‐7005 yes Partyland 465-‐674-‐7655 yes Radioshack 435-‐628-‐4241 no Rite Aid 435-‐673-‐4305 no Ross 435-‐986-‐8113 no Sportsmans Warehouse 435-‐634-‐7300 no Staples 435-‐628-‐7742 yes T.J. Maxx 435-‐656-‐8417 no Walgreens 435-‐879-‐5165 no

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Club Activity Approval Guide Each activity at Dixie State College involves various campus entities. The Activity Approval Guide ensures that you have notified all participants, have received the appropriate approvals, and have the facilities properly scheduled. Please print off this form and retrieve the appropriate signatures. Not all signatures are required; for example if you are not ordering food you do not need to meet with Food Services. Some signatures are required and are marked as such. The Activity Approval Guide must be completed at least 2 weeks before the event. The event will not be approved on Dixie property if this form is not complete and returned to Jordon Sharp at least 2 weeks before the event.

Activity: _____________________________________ Date: ______________________

Location: _____________________________________Time: ______________________

Club Name: ______________________________________________________________

1. CHECK DATE: Jordon Sharp – Gardner Center Office 208; phone 652-7513; email [email protected] Required Signature: ___________________________________________________

2. SCHEDULE GARDNER CENTER: Corey Reeves – Gardner Center Office 104; phone 652-7677; email [email protected] Required Signature: ___________________________________________________

3. SCHEDULE ALL OTHER FACILITIES: Emily Clark – Browning Building 9 am-3 pm ; phone 879-4350; email [email protected] Required Signature: ___________________________________________________

4. EVENT SET-UP: Corey Reeves – Gardner Center Office 104; phone 652-7677; email [email protected]

[ ] Speakers [ ] Lighting

[ ] Tables & Chairs [ ] Additional Power

[ ] Projector & Screen [ ] Additional Items

Signature: __________________________________________________________

5. FOOD SERVICES: Martin Peterson - Gardner Center Office 101; Phone 652-7676; Email [email protected] Signature: __________________________________________________________

6. CASH BOX: Cashier’s Office –Holland Building 1st floor; Phone 652-7605 Signature: __________________________________________________________

7. SECURITY: Don Reid – Security Office; Phone 652-7515 Required Signature: ___________________________________________________

8. FINAL APPROVAL: Jordon Sharp – Gardner Center Office 208; Phone: 652-7513; email [email protected] Required Signature: ___________________________________________________

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Merit Money: Hard Work Pays Off Step 1

• Your club must be fully functioning and active in order to receive Merit Money, (meaning your club must have met all the requirements on (page 5) of this guide).

Step 2

• Your club must participate and be present at various activities throughout the fall and spring semesters such as: ICC meetings, the Week of Welcome carnival, Club Rush, and the various other club related activities i.e. a service activity (forms found on page 16 of handbook).

Step 3

• There will be a sign in sheet at every club related activity, it wil l be your responsibil ity as a club president to approach your club representative to ensure that your club is acknowledged and is el igible to receive “Merit Money” for attending an activity.

Step 4

• Merit Money will be allocated at the end of each semester and will be based on the activities that each club has attended and their updated Orgsync page. If a club has fai led to meet these guidelines then NO MERIT MONEY wil l be allocated, unti l these guidelines are met.

Step 5

• In the case that there are any discrepancies about attendance at a club related activity, the club representative is obligated to go by the recorded information on the sign in sheet. If you as a club president f ind this to be unfair then a meeting may be held with the V.P. of Clubs and the Director of Student Involvement & Leadership.

Merit Money Opportunities: (Note: Merit Money is subject to change depending on the semester.)

• Fall Semester: o $70 for ICC meeting attendance ($10 per meeting) o $50 for each of the following events:

§ 1. Homecoming Parade § 2. Mandatory training/luncheon

o $40 for each of the following events: § 1. Welcome Back Carnival

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§ 2. Fall Club Rush § 3. Club sponsored service project § 4. Campus to Community

o $30 for the following events: § 1. Special Olympics Carnival

o $20 for the following events: § 1. Freshman Day § 2. Rock the Mall (October 25, 2013 @ 1:00 PM)

o $100 Club of the Mouth o $150 Club of the Semester o $200 for Special Events: (Wednes D’s Oct 9th and 30th)

• Spring Semester: o $ 100 for a team in the Great Race. o $ 70 for ICC meeting attendance ($10 per meeting) o $ 40 for each of the following events:

§ 1. Spring Club Rush § 2. Campus to Community § 3. D Week Carnival

o 4). Club sponsored service project o $20 allotted for a DSUSA activity decided upon by the ICC: “Chalk the

fountain” o $100 Club of the Mouth o $150 Club of the Semester o $200 for Special Events: (Wednes D’s) o $50 for mandatory training/luncheon with new club president and

advisor

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Writing a Club Bil l Request Form Step 1

• Go to www.dixiestudentlife.com

Step 2

• Click on the “DSUSA Forms” link at the bottom of the page. This will lead you to the “DSUSA Forms page”. You will find that all the club related forms have their own section at the top of this webpage. From this section you will be able to click the “Fil l Out” option for the Club Bill Request Form.

Step 3

• Make sure to fill out all the required fields in order for your form to be fully processed and received for assessment by the Director of Student Involvement & Leadership.

Step 4

• Allow at least 24 hours for form assessment (possible further investigation) and deliberation by the ICC.

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Service Project Approval & Service Project Report Forms Step 1

• To receive approval type “dixiestudentl ife.com” into a search engine

Step 2

• Click on the “DSUSA Forms” link at the bottom of the page. This will lead you to the “DSUSA Forms page”. You will find that all the club related forms have their own section at the top of this webpage. From this section you will be able to click the “Fil l Out” option for the Club Service Project Approval before the event, and the Service Project Report Form after the event.

Step 3

• When filling out the Club Service Project Approval Form you must keep a few things in mind

o All club service projects have to be approved by the DSU Service Coordinator to receive merit money

o A minimum of 5 members have to be present at the service project in order for it to count for merit money

o The service project must last a minimum of 1 hour for it to count for merit money

o Also if you need service ideas please feel free to contact the DSU Service Coordinator at 435-652-7738 or on the second floor of the Gardner Center across from Student Government.

Step 4

• After completing a service project you are required to fill out the Club Service Project Report Form in order to reflect on the service project outcome and to also have documented evidence. This form is found going to dixiestudentl ife.com. Then click on DSUSA Forms at the bottom of the page.

Step 5

• Allow at least 24 hours for Orgsync webpage assessment and final approval from the DSU Service Coordinator & the VP of Clubs & Organizations.

Waiver: Depending on your event it may be necessary to have participants sign a waiver beforehand. If your activity is extreme or dangerous in any consideration a waiver is needed, please follow this link: https://orgsync.com/35438/fi les/424157/show The form is also found in the Files link on the Orgsync DSU community homepage.

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How to Be a Self -Sufficient Power House Step 1

• As a club, your best asset is the diverse group that you have assembled, utilize each other’s unique talents and traits in order to further your clubs initiatives.

Step 2

• Think “outside the box!” Although you have the support of the ICC, you yourselves have a responsibility for your club or organization’s success.

Step 3

• When Merit Money is not enough, it is time to branch out into other avenues for financial support such as: fundraising, reaching out to local businesses and/or organizations for sponsorship, and any other dynamic ideas that wil l perpetuate self-sustaining growth.

Step 4

• The ICC will always be there as a resource (such as for bills and P.O. request), but we encourage you as clubs or organizations to be independent and self-sufficient entities.

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Event Scheduling Policies Step 1

• Clubs and Organizations are allowed to host activities on and off campus. In order to do so please follow these requirements and guidelines precisely.

Step 2

• First complete the appropriate Activity Approval Guide at least 2 weeks prior to the event date based on whether the event is on or off campus. The form can be found at: www.dixiestudentl ife.com, then click on DSUSA Forms, and underneath the clubs section click on the Activity Approval Guide or Off-Campus Activity Approval Guide.

Step 3

• Follow the instructions closely. The Activity Form requires signatures, so please fill out what you can, print off the form, and collect the appropriate signatures.

Step 4

• Any advertising for your event that is going to be put up on campus must be approved by the Dean of Students Del Beatty, or the Director of Student Involvement Jordon Sharp on the second floor of the Gardner Building. Also 91.3 the Storm is wil l ing to advertise your event on-air for free just f i l l out the form on www.dixiestudentl ife.com, which can be found in DSUSA Forms underneath the club section.

Important People to Know for Scheduling Events: Corey Reeves Campus services/department helps schedule space in Gardner Center 435-652-7677 [email protected] Jackie Freeman Business services/department deals with purchasing & risk management (important for clubs who may engage in high risk activit ies) 435-652-7612 [email protected] Emily Clark Academic Scheduling 435-879-4350 [email protected]

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Adding an Event to OrgSync and Website Calendar 1. Navigate to your Portal Homepage. You should see a menu

on your left that looks similar to the image on the right à 2. Hover over the

“Events” option, and click on “Events List”

3. Then click the green “create an event button” in the top right corner.

4. You should then see a page that looks like the image below. Fill out all the information for your event.

5. Near the bottom, you will see a box titled “visibility”. If you want your event to show up on the main clubs website and Orgsync homepage, you must check the box that says “Share on the Dixie Club Hub Calendar”

6. Click “Create Event”. Your event should now be posted to your portal. If you selected the box to show the event on the main calendar, your event was also sent to an administrator for approval on the community calendar.

Wednes-D Event Proposal Wednes "Ds" are a weekly event that DSUSA sponsors each Wednesday. This event might include an entertainer, game, or party. DSUSA has set apart 2 Wednes-D activities each semester for clubs to sponsor. For the Fall 2013 semester the dates for the clubs to do the Wednes “D” are October 9th and 30th. Your club wil l have access to the DSUSA Communication departments, which means your event wil l be advertised through all facets of social media; posters can be made and distributed by this department.

If you would like to sponsor a Wednes-D event please fill out the following form and the Club Council will vote and select 2 clubs each semester to host the Wednes-D. The club chosen will receive $200 to use for the event. Criteria that the Club Council is looking for is:

• Clubs which are active on campus, including personal club events, merit money opportunities, and any DSUSA sponsored event.

• A detailed event plan, with a breakdown of exactly how the event will be executed. The more details the better.

• An event that the student body will enjoy as a whole. Remember this is not an event for just your club, but will be advertised to the entire student body.

Step 1

• Type “dixiestudentl ife.com” into a search engine in order to fill out a DSUSA Wednes “Ds” Event Proposal.

Step 2

• Click on the “DSUSA Forms” link at the bottom of the screen. This will lead you to the “DSUSA Forms page”. You will find that all the club related forms have their own section at the top of this webpage. From this section you will be able to click the “Fil l Out” option for the Wednes “Ds” Event Proposal.

Step 3

• Make sure to fill out all the required fields in order for your form to be fully processed and received for assessment by the ICC & the Director of Student Involvement and Leadership.

Travel Authorization Form (see notes on the next page)

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Notes for Travel Authorization Form: 1. This number is extremely important to remember. It will be used later on the Travel

Claim Form. The date field below is today’s date, not the dates of travel 2. The name and Dixie ID of the Student who will be traveling and receiving a

reimbursement later. 3. Write in where they will be traveling. 4. Write in a brief summary of what they will be traveling for (i.e. “To attend the 2012

USITT Conference”) 5. Self-explanatory, write in the date they are leaving and the date they are returning 6. Check the appropriate box for their mode of transportation. If a shuttle is included,

list that under the “other” checkbox. 7. The numbers under the estimated cost of trip will equal the numbers on the cost

breakdown of the bill. Simply transfer the numbers from the cost breakdown on the last page of the bill.

8. Obtain the signature of the student traveling 9. The Dean of Students must approve and sign this form. The amount after the index

code will be equal to the amount passed on the bill with the words “max” written after it (i.e. $356.00 MAX). This will prevent future problems with the travel claim later.

10. The DSUSA member will keep the last copy of this form (dark yellow) in a file (located in the Student Government Office) until the travel claim has been paid out. The other four copies are to be turned into the purchasing office IMMEDIATELY. DSUSA Policy requires that this form be turned in no later than one week prior to departure, however; in most cases it will be turned in well before departure in order to avoid problems and confusion.

OTHER IMPORTANT INFORMATION

• A budget administrator WILL NOT SIGN this form until after a bill has been voted on and passed. The signed bill must be shown at the time of obtaining these signatures.

• If there are any questions about proper procedure for filling out this form, contact your VP or your advisor immediately. If you don’t know, please do not guess; that could cause complications later on down the road which will be frustrating for you and the students involved.

• Only a student being reimbursed needs to fill out a travel authorization/claim. So, if a group of students are traveling together, but one student booked the hotel on their card for the entire group, only the student who booked the hotel needs to fill out a travel authorization/claim. However, you will need to attach a memo to the travel authorization with the names and student ID numbers of any additional students who will be traveling and sharing these accommodations.

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Travel Claim Form (See notes on the next page)

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Notes for Travel Claim Form: 1. This number is the red number located in the top-right hand side of the travel

authorization which was turned in BEFORE they left on their trip. 2. The dates listed here must match that which was approved on the bill and on the

travel authorization (i.e. November 14-17 2012). 3. The index code used by the ICC is “VPS 324” 4. A short description of the activity should be placed here. (i.e. Attend the National

Conference on Undergraduate Research) 5. Where the activity will be held (i.e. Ogden, Utah) 6. The information in this section must match EXACTLY what was approved and voted

on in the bill. Receipts for each amount MUST be provided, or they cannot be refunded.

a. If travel was booked using a website such as Orbitz or Priceline, the travel confirmation must show proof of payment. Usually it will look something like this image to the right:

b. The amounts for airfare or vehicle travel will be found in the cost breakdown for the bill, and must match the amounts which were passed in the bill

7. According to the DSUSA ICC funding policy, meals cannot be funded in a travel claim. Accordingly, no amount should be claimed under “Meals”. For lodging, simply write in the date for the first night and for the amount, write in the amount for lodging which was approved in the bill. DO NOT write the total cost of lodging, as it will most likely exceed what we can fund. (i.e. if the bill was passed for $250.00 for lodging, write in that amount.

8. If there are other costs (such as registration fees), you can write them here. Remember that anything being refunded MUST have a receipt or we will not be able to refund it.

9. This is the total amount that will be refunded. This amount must match the amount stated in the last sentence of the bill.

10. This is where the student receiving reimbursement will sign. Before they sign, make sure of the following:

a. That they have provided a valid mailing address where their check can be mailed.

b. That they have reported about their trip/activity to the I.C.C c. That they understand the exact amount that they will be receiving.

11. No signature is required here. The amount claimed must never exceed that which was approved in the bill and travel authorization.

If you have any questions, do not hesitate to contact your VP or your advisor. It is imperative that these forms be filled out in a timely and accurate manner. It will save many headaches down the road

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Responsibil it ies of Advisors

1. Every club must have an on-campus advisor a. An advisor must be a current member of the faculty and/or staff at Dixie State

University b. When more than one advisor is named, one must be designated as the

Principal advisor to whom primary responsibility is assigned c. All advisors will be approved by both the Vice President of Clubs and

Organizations and the Director of Student Involvement and Leadership. 2. Each advisor must be a member of the Inter-Club Council portal on Orgsync. Orgsync

is a program specifically designed to help university clubs communicate and maintain their club. As a member of the ICC portal you will be notified of pertinent information concerning your club. Here is how to become a member:

a. Log into your Orgsync account. If you are not a member of Orgsync, please create an account at www.orgsync.com

b. Once on the Dixie State University Community Home Page click Browse Organizations

c. Type Inter Club Council into the search bar d. Click Join Now

3. Advisors should also be members and administrators of their specific club’s Orgsync portal. If you need help joining your club portal and becoming an administrator please, contact Jordon Sharp at [email protected] or at 652-7513. As an administrator you can send emails and texts to each member of the club, manage timesheets, change the Join Club settings, etc.

4. Assure that the club Orgsync portal is updated. Orgsync is how students join clubs and find meeting information. If it is not up-to-date the club will find it difficult to grow.

5. Club Advisors must be present at all overnights and/or out-of-state trips. It is against DSU policy to conduct an activity without the advisor present. If it is discovered that an advisor is not in attendance at a club function, DSU reserves the right to terminate the activity and take disciplinary action

6. Advisors provide assistance in filling out club forms and making sure all indemnity agreements are signed and turned in. All club forms can be found at www.dixiestudentlife.com, and then click on DSUSA Forms at the bottom of the page

7. Club advisors must approve all club purchases. This process has been simplified through Orgsync. You will receive an email asking you to approve a Purchase Order (PO) Request. The PO will not be filled out without your approval

8. The advisor is required to attend the first Club meeting of each term with their club president

9. The advisor is required to attend a Club/Advisor Training Meeting each semester

DSUSA Clubs Handbook - Dixie Student Life

Documents

Transcript of DSUSA Clubs Handbook - Dixie Student Life