St. Olaf College Student Organizations

Orientation(AKA “How to get stuff done around campus”)

2014-15

Get to know the Office of Student Activities

• Student Org Handbook

• Office Staff

• Event Planning Information

• Transportation Information

• Liability/Risk Questions

• Credit Card Check-out

• Student Org. Resource Center

• Popcorn and Fun!

We want to make sure that your organization has all the tools it needs to succeed! Our office can answer and address all of

the following (and more!):

Helpful ContactsStudent Activities Office: BC 107

507-786-3999

Kris VatterDirector of Student Activities &

Buntrock Commonsvatter@stolaf.edu

Steve CrouserSGA Financial Officer

crouser@stolaf.edu

Catherine ParoInterim Assistant Director of

Student Activities

Skoglund 114 BChris Rotty

Dir. Intramural & Club Sportsrotty@stolaf.edu

507-786-3563

Laura MascottiAdministrative Assistant

mascotti@stolaf.edu

Jocelyn SarvadySOC Coordinator

sarvady@stolaf.edu

Credit Card Rules

• Do Not use the card for subscriptions or re-occurring payments• When you drop card off – let us know if there are back-orders or

special circumstances. Make a note on the sheet.

Credit Card Checkout RemindersThings to remember:DO get itemized receipts that include the price for every item purchased. A $1/day/receipt late fee will be charged for every day receipts are missing past check-in date. DO provide a list of everyone who goes out to eat.DO use good judgment when make purchases. No alcohol, no gas, etc. DO NOT check out the credit card for more than 48 hours. A $10/day late fee will be charged for every day the card is not returned past check-in date. DO NOT lend the card out to someone else to use. It's been issued to you and is your personal responsibility. If you are found lending your card out, your credit card privileges will be revoked.DO NOT pay sales tax. Exceptions include prepared food (restaurants) and lodging. You will be responsible for any sales tax that you pay. DO NOT use the credit card to pay for gas. DO NOT use the credit card at K-Mart. DO NOT use the credit card on campus, (the Bookstore, the Pause, the Cage, etc.). Student orgs will have to check out department cards to pay for on campus transactions. Special Case: we have a special tax exempt card to be used at Menard's If you lose the card, call Stephen Crouser (503-753-3402) or Kris Vatter (H: 507-301-3321, C: 507-210-7730) and let them know ASAP. If any charges are made, you are personally responsible (not the organization) for the charges.

Credit Card Check Out

Credit Card Wallet

•Amazon.com: As of October 2014, Amazon.com began assessing sales tax for its orders. The OSA has an Amazon account that has a tax-free status built in. Stop by the office to make any purchases you may need from Amazon without incurring taxes.

Student Org Database

Every Org has information listed here. As a leader, you can log in to the database to change or edit your Org’s

information as needed. Please keep this updated if your org’s leadership changes.

Those listed as contacts in the Database automatically have access to the Lawson budgets.

If you can’t login, click

here

Sample of a Database page:

When you log in, you’ll only see the Orgs you’re a member of in this space. Click on the name to edit or change

information.

Other Notable Things•Hallway displays: no large, blank sheets of paper asking open-ended questions. Both sides of the hallway are available for reservation.

•Enterprise Vehicle Rentals: Require drivers to be over 21.

•Paying Speakers/Performers: If your organization intends to pay anyone for services rendered (speaking fee, transportation, performance, etc) the OSA needs to be informed well in advance. Often times these engagements require a contract. We can help you with this!

•Manage your budget through Lawson

•SOC rule: mileage reimbursement rate $.25 p/mile

TravelWhat needs to be known in advance:Vehicle needsDestinationPurposeWho is traveling/driversCompleted waiversOrg Travel Form:http://form.jotform.us/form/32656029695161

Per St. Olaf travel policy, travel to US State Department approved countries only.

Kids’ Stuff• No one should have private, one-to-one

contact with any child, unless part of a Volunteer Network program.

• Don't ever be alone.  You can meet one-to-one, but in a public place.  Kris needs know the kinds of kids' programs any/all clubs will be doing. 

• Babysitting on campus is not allowed.

Social Media• Facebook: StolafToday

• Twitter: @stolaf or @stolaftoday

• Pinterest: StOlafCollege

• Instagram: Stolafcollege

• Remember – your club represents St. Olaf in-person and online. Think before you post.

• We want to help promote your events and brag about accomplishments!

Sales and Credit Cards

Ole Dollars Credit Cards

• Currently working on a system for CC sales. Goal of spring 2015 for system to become active.

• Can do ticket sales via University Tickets, but cards cannot be swiped, only entered.

• Contact OSA with further questions.

• In-person sales on-campus

• Reserve system minimum one week in advance

• Need to know names of students managing sales

• Laptop

• Device and training provided

HAZING

Don’t do itA general rule of thumb: hazing can be anything that makes a

member of your organization feel uncomfortable, but required to do to be a member. Even something considered by one member to be fine, but another to not, can be considered hazing. If you think

it’s questionable, that’s probably because it is.

More Helpful Information• Take driver training when offered.• Put your events on the Master Calendar!• Reserve room/spaces early via R25.• See Student Organization Committee (SOC) for

funding questions. • Seriously – check out the Org Handbook –

everything from Bon Ap Pack-out info to film showing regs to bonfire procedures – it’s in there!

• Don’t sign contracts – find staffers for help.• Check www.oleville.com for more info.

THANK YOU

Have a great year!