Student Organization
SGA
TRAINING
Your org’s eboard
Agenda
JECLE
Policy Overview
JE CLE Role with Campus Partner Policies
JE CLE Role with Campus Partner Policies
Policy Overview
Event Planning Timelines | |
Task | Deadline |
Aramark Catering | 14 business days prior to event date |
25 Space Request | 2 weeks prior to event date |
Room Set Up Form | 5 business days prior to event date |
Public Safety | 4 weeks prior to event date, meet with PS team to review event needs |
Technology | 14 days prior to event date |
Contracts/Quotes given to Advisor for Review | 6 weeks prior to event date |
SGA Budget Req Submission | 30 days prior to event date |
Purchase Req Submission | within 72 hours of Advisor and SGA budget Approval |
Revenue ONLY Purchase Req | 14 business days prior to event date |
submissions for events
Policy Overview
Event Planning Timelines | |
Task | Deadline |
Aramark Catering | 14 business days prior to event date |
25 Space Request | 2 weeks prior to event date |
Room Set Up Form | 5 business days prior to event date |
Public Safety | 4 weeks prior to event date, meet with PS team to review event needs |
Technology | 14 days prior to event date |
Contracts/Quotes given to Advisor for Review | 6 weeks prior to event date |
SGA Budget Req Submission | 30 days prior to event date |
Purchase Req Submission | within 72 hours of Advisor and SGA budget Approval |
Revenue ONLY Purchase Req | 14 business days prior to event date |
Aramark Catering
It is expected student organizations will use Aramark Dining Services when providing food service for catered events at Simmons University. This is for the safety of those consuming food at events as well as a contractual obligation between Simmons and Aramark.
With the exception of kosher and halal, Aramark shall provide catering services, on an exclusive basis, for any on-campus groups.
Contact for Further Information and/or Questions:
Policy Overview
Event Planning Timelines | |
Task | Deadline |
Aramark Catering | 14 business days prior to event date |
25 Space Request | 2 weeks prior to event date |
Room Set Up Form | 5 business days prior to event date |
Public Safety | 4 weeks prior to event date, meet with PS team to review event needs |
Technology | 14 days prior to event date |
Contracts/Quotes given to Advisor for Review | 6 weeks prior to event date |
SGA Budget Req Submission | 30 days prior to event date |
Purchase Req Submission | within 72 hours of Advisor and SGA budget Approval |
Revenue ONLY Purchase Req | 14 business days prior to event date |
Aramark: External Catering Approval
If you require the use of an external caterer for a cultural event, send an email to catering@simmons.edu, copy your advisor, and provide your basic event details, and then Aramark will then either approve or deny your request to use an external caterer.
Inform the Eckert Center for Leadership and Engagement at least 4 weeks in advance if a group is requesting to use an external caterer.
Policy Overview
Event Planning Timelines | |
Task | Deadline |
Aramark Catering | 14 business days prior to event date |
25 Space Request | 2 weeks prior to event date |
Room Set Up Form | 5 business days prior to event date |
Public Safety | 4 weeks prior to event date, meet with PS team to review event needs |
Technology | 14 days prior to event date |
Contracts/Quotes given to Advisor for Review | 6 weeks prior to event date |
SGA Budget Req Submission | 30 days prior to event date |
Purchase Req Submission | within 72 hours of Advisor and SGA budget Approval |
Revenue ONLY Purchase Req | 14 business days prior to event date |
Aramark: External Catering Requirements
Student organizations are responsible for placing an order with the external vendor and notifying their advisor when the order has been placed. The organization advisor will then complete the purchase. Students are not allowed to use their own personal funds to place catering orders. Simmons University is tax exempt and all taxes must be removed prior to purchasing; please reach out to your advisor if you need a tax exempt form.
All permits, licenses and equipment necessary to operate the food service must be provided
All items must be delivered to campus
Policy Overview
Event Planning Timelines | |
Task | Deadline |
Aramark Catering | 14 business days prior to event date |
25 Space Request | 2 weeks prior to event date |
Room Set Up Form | 5 business days prior to event date |
Public Safety | 4 weeks prior to event date, meet with PS team to review event needs |
Technology | 14 days prior to event date |
Contracts/Quotes given to Advisor for Review | 6 weeks prior to event date |
SGA Budget Req Submission | 30 days prior to event date |
Purchase Req Submission | within 72 hours of Advisor and SGA budget Approval |
Revenue ONLY Purchase Req | 14 business days prior to event date |
Conferences and Events Team:
The department of Conferences & Special Events collaborates with student organizations to plan, customize, and deliver successful events.
Their policy doc is a step by step guide for reserving spaces on campus for events
Please be aware that some spaces may require a building access request. For example, Alumnae Hall. Connect with your advisor to complete this task
Contact for Further Information and/or Questions:
Policy Overview
Event Planning Timelines | |
Task | Deadline |
Aramark Catering | 14 business days prior to event date |
25 Space Request | 2 weeks prior to event date |
Room Set Up Form | 5 business days prior to event date |
Public Safety | 4 weeks prior to event date, meet with PS team to review event needs |
Technology | 14 days prior to event date |
Contracts/Quotes given to Advisor for Review | 6 weeks prior to event date |
SGA Budget Req Submission | 30 days prior to event date |
Purchase Req Submission | within 72 hours of Advisor and SGA budget Approval |
Revenue ONLY Purchase Req | 14 business days prior to event date |
Public Safety:
Criteria utilized in determining SUPD staffing and safety plan will include the following information provided by event organizers following approval of said event are:
A Crowd Manager is required at an event in a nightclub, dance hall, discotheque or bar with an occupant load of 100 or more.
Contact for Further Information and/or Questions:
Policy Overview
Event Planning Timelines | |
Task | Deadline |
Aramark Catering | 14 business days prior to event date |
25 Space Request | 2 weeks prior to event date |
Room Set Up Form | 5 business days prior to event date |
Public Safety | 4 weeks prior to event date, meet with PS team to review event needs |
Technology | 14 days prior to event date |
Contracts/Quotes given to Advisor for Review | 6 weeks prior to event date |
SGA Budget Req Submission | 30 days prior to event date |
Purchase Req Submission | within 72 hours of Advisor and SGA budget Approval |
Revenue ONLY Purchase Req | 14 business days prior to event date |
Technology:
Submitting a space request does not submit a request for technology.
Events that begin or end outside of our hours of operation will need special consideration and as much advance notice as possible to secure staffing
Submit a request for technology here
Contact for Further Information and/or Questions:
617-521-2222
Policy Overview
Event Planning Timelines | |
Task | Deadline |
Aramark Catering | 14 business days prior to event date |
25 Space Request | 2 weeks prior to event date |
Room Set Up Form | 5 business days prior to event date |
Public Safety | 4 weeks prior to event date, meet with PS team to review event needs |
Technology | 14 days prior to event date |
Contracts/Quotes given to Advisor for Review | 6 weeks prior to event date |
SGA Budget Req Submission | 30 days prior to event date |
Purchase Req Submission | within 72 hours of Advisor and SGA budget Approval |
Revenue ONLY Purchase Req | 14 business days prior to event date |
Contracts with Vendors:
Contracts are required anytime you are paying someone to provide a service, including:
Any contract other than the standard JE CLE contract on the attached page will also need to be reviewed by the University General Counsel. This will add additional time to the contract review process.
Students should never agree to or sign anything, ever!
Policy Overview
Event Planning Timelines | |
Task | Deadline |
Aramark Catering | 14 business days prior to event date |
25 Space Request | 2 weeks prior to event date |
Room Set Up Form | 5 business days prior to event date |
Public Safety | 4 weeks prior to event date, meet with PS team to review event needs |
Technology | 14 days prior to event date |
Contracts/Quotes given to Advisor for Review | 6 weeks prior to event date |
SGA Budget Req Submission | 30 days prior to event date |
Purchase Req Submission | within 72 hours of Advisor and SGA budget Approval |
Revenue ONLY Purchase Req | 14 business days prior to event date |
Contracts
Timeline:
Why do contracts take so long to complete? ---->
This does not even include the additional signature section…
Policy Overview
Event Planning Timelines | |
Task | Deadline |
Aramark Catering | 14 business days prior to event date |
25 Space Request | 2 weeks prior to event date |
Room Set Up Form | 5 business days prior to event date |
Public Safety | 4 weeks prior to event date, meet with PS team to review event needs |
Technology | 14 days prior to event date |
Contracts/Quotes given to Advisor for Review | 6 weeks prior to event date |
SGA Budget Req Submission | 30 days prior to event date |
Purchase Req Submission | within 72 hours of Advisor and SGA budget Approval |
Revenue ONLY Purchase Req | 14 business days prior to event date |
Entering Contracts with Vendors:
Students are responsible for forwarding a completed quote//contract to their advisors for review
Before entering into a contract, organizations should research and review entertainers and then get permission from JE CLE to begin the contract review process. Do NOT enter into a verbal or written agreement/contract before doing this!
When hiring Simmons Students as vendors, Organizations must review the conflict of interest policy and the Contracting with Vendors who Present a Potential Conflict of Interest section of the Student Org Manual ((p. 38))
Policy Overview
Event Planning Timelines | |
Task | Deadline |
Aramark Catering | 14 business days prior to event date |
25 Space Request | 2 weeks prior to event date |
Room Set Up Form | 5 business days prior to event date |
Public Safety | 4 weeks prior to event date, meet with PS team to review event needs |
Technology | 14 days prior to event date |
Contracts/Quotes given to Advisor for Review | 6 weeks prior to event date |
SGA Budget Req Submission | 30 days prior to event date |
Purchase Req Submission | within 72 hours of Advisor and SGA budget Approval |
Revenue ONLY Purchase Req | 14 business days prior to event date |
Paying Contracts with Vendors:
Standard payment terms are Net 45 from the date of the invoice unless otherwise specified in a written, approved contract, from the performance or invoice date
Day-of-event payments are not issued by the University
Final payment will not be issued until receipt of an invoice from the supplier/artist
If there is a fully executed contract, a deposit can be made to the vendor. This requires two invoices: one invoice for the deposit, a second invoice for the balance
Policy Overview
Event Planning Timelines | |
Task | Deadline |
Aramark Catering | 14 business days prior to event date |
25 Space Request | 2 weeks prior to event date |
Room Set Up Form | 5 business days prior to event date |
Public Safety | 4 weeks prior to event date, meet with PS team to review event needs |
Technology | 14 days prior to event date |
Contracts/Quotes given to Advisor for Review | 6 weeks prior to event date |
SGA Budget Req Submission | 30 days prior to event date |
Purchase Req Submission | within 72 hours of Advisor and SGA budget Approval |
Revenue ONLY Purchase Req | 14 business days prior to event date |
Purchasing Basics:
Basic Ordering Websites:
Stores we know that we CANNOT order from
Policy Overview
Event Planning Timelines | |
Task | Deadline |
Aramark Catering | 14 business days prior to event date |
25 Space Request | 2 weeks prior to event date |
Room Set Up Form | 5 business days prior to event date |
Public Safety | 4 weeks prior to event date, meet with PS team to review event needs |
Technology | 14 days prior to event date |
Contracts/Quotes given to Advisor for Review | 6 weeks prior to event date |
SGA Budget Req Submission | 30 days prior to event date |
Purchase Req Submission | within 72 hours of Advisor and SGA budget Approval |
Revenue ONLY Purchase Req | 14 business days prior to event date |
Purchasing Basics:
Policy Overview
Event Planning Timelines | |
Task | Deadline |
Aramark Catering | 14 business days prior to event date |
25 Space Request | 2 weeks prior to event date |
Room Set Up Form | 5 business days prior to event date |
Public Safety | 4 weeks prior to event date, meet with PS team to review event needs |
Technology | 14 days prior to event date |
Contracts/Quotes given to Advisor for Review | 6 weeks prior to event date |
SGA Budget Req Submission | 30 days prior to event date |
Purchase Req Submission | within 72 hours of Advisor and SGA budget Approval |
Revenue ONLY Purchase Req | 14 business days prior to event date |
Purchasing Basics:
If you purchase anything that is given away to students: a prize, travel off campus, tickets for a show, etc - you must give Keegan and Chel the names for our Accounts Payable Team
If you want to shop at a vendor that WAS NOT listed on this slideshow, you will need to contact the store to see if they accept tax exemptions and email Keegan and Chel this information.
Please click Reply All to Emails Regarding purchasing, and respond in a timely manner when Keegan reaches out regarding purchasing snafus
Policy Overview
HElpful Reminder…..
Event Planning Timelines | |
Task | Deadline |
Aramark Catering | 14 business days prior to event date |
25 Space Request | 2 weeks prior to event date |
Room Set Up Form | 5 business days prior to event date |
Public Safety | 4 weeks prior to event date, meet with PS team to review event needs |
Technology | 14 days prior to event date |
Contracts/Quotes given to Advisor for Review | 6 weeks prior to event date |
SGA Budget Req Submission | 30 days prior to event date |
Purchase Req Submission | within 72 hours of Advisor and SGA budget Approval |
Revenue ONLY Purchase Req | 14 business days prior to event date |
Policy Overview
Event Planning Timelines | |
Task | Deadline |
Aramark Catering | 14 business days prior to event date |
25 Space Request | 2 weeks prior to event date |
Room Set Up Form | 5 business days prior to event date |
Public Safety | 4 weeks prior to event date, meet with PS team to review event needs |
Technology | 14 days prior to event date |
Contracts/Quotes given to Advisor for Review | 6 weeks prior to event date |
SGA Budget Req Submission | 30 days prior to event date |
Purchase Req Submission | within 72 hours of Advisor and SGA budget Approval |
Revenue ONLY Purchase Req | 14 business days prior to event date |
Tips for Meeting Event Planning Timelines:
Student Organization Program Manager ((SOPM)) Updates
SOPM - Org Storage Locker Update
Lockers will change ownership to make room for new student orgs 2/3/2023
If you have not gotten your code for your storage locker and would still like to have a locker, come find Bea after this training or email sopm@simmons.edu before end of day Friday
**Orgs with office space in the JE CLE have access to storage areas and do not need lockers
SOPM - Supporting Org EBoard Transitions
Bea has worked to create transition documents for EBoards to review as they transition leadership into the new year. These meetings will be held around the first week of May
Bea will be reaching out to schedule meetings with each org later in the semester
Great Topics you can Email SOPM About:
sopm@simmons.edu
EBoard Leadership Trainings
Leadership Trainings
Attendance Requirements:
Half of your EBoard must attend a training
Example: ASA has 8 EBoard members, and last semester 4 EBoard members attended trainings, so they have fully met the requirements!
If you have an odd number of EBoard members, you round up! ((for an EBoard of 5, 3 students must attend))
Check your Org’s Attendance Status Here!!
Leadership Trainings
Fall 2022
Spring 2023
Check your Org’s Attendance Status Here!!!
Leadership Trainings
A new sign up link will be sent to student org emails after this training!
Keep an eye out! :)
Check your Org’s Attendance Status Here!!!
JE CLE Simmons Strong
JE CLE’s intern Bella Fletcher is reinstating Simmons Strong, a social media highlight of student leaders on campus!
Nominate a Leader Today!
An Exciting Announcement….
Campus Groups
Campus Groups
Campus Groups
Coming to Campus Fall 2023
Thank you JECLE!
Thank you JECLE!
Now it’s SGA’s turn 😎😈🤪
SGA AGENDA
SGA AGENDA
SGA AGENDA
Budgets:
0577 4788 4210 0001
I’ve got my mind on my money and my money on my mind
The Breakdown
VOCAB TO BE FAMILIAR WITH
REVENUE FUNDS | This is the money your ORG has fundraised and “saved” over the years. |
Allocated Funds | All of the money from student activity fees! |
BUDGET | This is an itemized list of all the items you would like purchased. |
Purchase Request Form | This is the google form Keagan uses to order all of your needed materials. |
JECLE | The Jennifer Eckert Center for Leadership and Engagement is where the SGA office, affinity orgs, and where the offices for Chel and Julia are! |
| |
ALLOCATED FUND
FUNDRAISED/REVENUE
PRINT FUNDS
START UP FUNDS
TYPES OF BUDGETS
-BUDGET REQUEST? YES, Followed by PURCHASE REQUEST
-BUDGET REQUEST? NOPE
-BUDGET REQUEST? YES, Followed by PURCHASE REQUEST
-BUDGET REQUEST? NOPE
SAMPLE
Allocated Vs. Revenue
ALLOCATED
REVENUE
-How to fund your events:
*Bingo night, a dinner party, etc
-Org related purchases
- Personalized items; sweaters, senior gifts, donations, retreat, etc
DENIALS
AFFINITY ORGS
The JE CLE staff will help you all with any of the logistical planning necessary for making your event a success!
*Your budgets will always pass through Julia, Chel, and myself. *
Some Do’s… and Don’ts
Steps in the Budgeting Process
(just 2 steps!)
Budget Req Form
Purchase Req Form
Public Safety
New Policies
Things to know for every event you’ll throw!
All of the necessities
Public Safety is present to provide support and security for events being held on the campus. These resources include but are not limited to:
When will SUPD staff be present?
Request for space made
01
Reach out to public safety
02
Have your meeting debrief
03
Enjoy your event
04
Table of contents
You can describe the topic of the section here
Via email or 25 live
Before every event with Pub. Safety presence there will be a meeting with all event planners, advisors, and staff to make sure things are set.
How to get an event off the ground
Event Planning checklist
What questions do you have?
That was a lot. Let’s make sure everyone gets it.
What other ways can events be mindful of inclusivity?
Campus Partner Timelines
Advice & best practices
Feedback form (for this training, policies, general issues, whatever feedback you have!)
SGA Schedule Spring 2023
January 25th: House Forum #1 ✔️
FEBRUARY 1st: ORG TRAINING - PRESIDENTS & TREASURERS MUST ATTEND ✔️
March 1st: House Forum #2
March 22nd: House Forum #3 - Constitutional Review
April 12th: House Forum #4
April 19th: House Forum #5 - Election Speeches in person