Executive Summit

Contents of Your Packets!• Packets – Financial Stewardship Workshop – Campus Life Brochure – R-25 Space and Scheduling – TSR Tufts Tees Flyer – Tisch College Minor in Leadership Flyer –

WELCOME TO THE EXECUTIVE SUMMIT

September 18 and 19, 2012

Registration & Re-Recognition

– Every year student groups are required to submit updated

contact info for their organization

– Every two years student groups are required to go

through the full re-registration process.

Student Organization Purchases

Will Be Covered During the

TCU Treasury Procedures Meeting!!!

– Purchasing items using own funds and request reimbursement

– Purchasing items with TCU Credit Card

Contents of Your Packets!

• Packets

– Financial Stewardship Workshop

– Campus Life Brochure

– R-25 Space and Scheduling

– TSR Tufts Tees Flyer

– Tisch College Minor in Leadership Flyer

– Discover Medford

– Road Map

• Your guide to planning events at Tufts

• Policies and Procedures

• Helpful tips

OCL Office Staff

OCL Interns

Introduction

Office for Campus Life: Location

First floor of the Mayer Campus Center

Leadership Development Opportunities

Office for Campus Life: Services

Program Planning Advice and Guidance

Group Advising and Mentoring

Contract Negotiation

Info Booth Ticket Sales

Event Registration Meetings

Open Block Wednesdays

Lobby Table Reservations

Me e ting Room Ma nage me nt Student Organization Financial Support Event Staffing and Management

Van Rental

(Information Found on Page 6 The Roadmap)

• Information Booth has…

Services of OCL that you may not

have known about!

Various Things Student Leaders

Need to Know!

Event Registration Meetings

• What is this meeting for?

• When is the meeting?

– Fridays at 10 am

– Upper Conference Room in the Mayer Campus Center

• Who is there?

• Must attend meeting at least 2 Fridays before event

Dining Services Facilities

R25 Space Coordinator Residential Life

(Information Found on Page 15 of The Roadmap)

R25 Reservation System

• Things you should know about R25

– What can be reserved through R25

• Most spaces on campus (meeting rooms, classrooms, performance spaces, multipurpose venues, etc), OCL Vans, OCL projectors,

Campus Center Lobby Tables, and the OCL Karaoke Machine.

– Spaces not reservable through R-25

• Athletics: Cage, Cousens, Gantcher, Fletcher Field, Jackson Gym

• Chaplain’s Office: Interfaith Center

• Conference Bureau : 51 Winthrop Street, Alumnae Lounge

• Residential Life & Learning: Residence Hall Lounges

• R-25 Questions? reservations2@ase.tufts.edu

(Information Found on Page 15 The Roadmap)

Interdepartmental Requests… or more commonly known, IDRs!

• What is an IDR?!

– An IDR is a form of payment used be students and offices

to pay for services provided by departments within Tufts.

– Services that one would use an IDR for payment.

• Catering/Dining Services

• OCL Event Staff

• TUPD

• Things to NOTE :

– IDRs must be signed by TCU Treasurer!

– IDRs can be found in the TCU Treasury Office or the OCL.

(Information Found on Page 19 The Roadmap)

New This Year!!!

Other Things To Note!

• Hotung Café is available for late night programming Thursday, Friday, & Saturday nights.

• OCL will cover the cost of event staff, set-up &

breakdown for events beginning after 8pm.

• Reserve your date on R-25 soon—dates are filling up quickly!

Late Night @ Hotung

• What is a contract?

– Contracts represent an agreement you are making for future purchase

of goods and services.

• If vendor has their own contract, bring to OCL for contract review, negotiation and signature.

• If vendor does not have own contract, must obtain a Performance Agreement from OCL.

• Documents needed to fully execute a contract from Tufts!

– Vendor signed contract

– W-9 Submitted by Vendor

– Completed TCU Independent Contractor Form

UNDER NO CIRCUMSTANCES SHOULD STUDENTS SIGN CONTRACTS YOU

CAN BE HELD PERSONALLY LIABLE FOR ITS TERMS AND CONDITIONS.

(Information Found on Page 5 of The Roadmap)

Types of Events

Organizations wishing for a “Tufts Only” event but would like to invite specific off-campus guests connected to

their event or the group my do so in the form of a guest list Guest list guidelines are as follows:

For all events sponsored by a student organization priority for attendance must always first go to Tufts University

students Depending on capacity numbers, organizations may request a “one-for-one” scenario in which a Tufts

student with valid ID is allowed to host one non-Tufts guest The “one-for-one” guest procedure must be

requested when requesting event space and will be granted or denied after review by TUPD and OCL Guests

must adhere to the following guidelines:

Student organizations often request to host City Wide Open Floor Plan events which are open to Tufts students

and students from other local universities For these events students from other institutions are welcome and for

admission are required to show a legal university or college photo ID For these City Wide/Open Events Tufts

requires the use of metal detecting equipment at the event entrance

**Please note that if you are considering to host a City Wide/Open Event you should contact someone in the Office for Campus Life to discuss the policies and procedures that you will need to

follow for your specific event.**

(Information Found on Page 30-31 of The Roadmap)

Advertising

Use of Tufts Name/Insignia

(Information Found on Page 35-37 of The Roadmap)

Advertising Policies

• All advertising must…

– include name of sponsoring group and contact information

– be removed within 24 hours of event

– only be hung in authorized areas

• Bulletin Boards, Breezeway, Library Steps, and Campus Center Display Cases

– not be hung on

• any door, interior or exterior walls, or Campus Center bathroom stalls

• Posters hung in Residence Halls must be approved by

Residential Life & Learning before being hung up

– Bring poster to ORLL Office (South Hall) to receive approval stamp BEFORE making copies

(Information Found on Page 23 of The Roadmap)

Advertising (Continued)

• Chalking

– Not permitted in areas inaccessible to rain or vertical surfaces

– Only water soluble chalk

– Spray chalk and spray paint are NOT PERMITTED

• Banners and Stickers

• Creative Advertising Ideas

– Painting the Cannon

– Computer Lab Desktop/Screen Savers

(Information Found on Page 23 of The Roadmap)

Preferred Vendors

http://finance.tufts.edu/purchasing/strategic-partners-and-preferred-suppliers/

• When are you required to use Tufts Catering?

• Food Vending/Distribution Guidelines

• Use of Non-University Caterers

(Information Found on Page 20 of The Roadmap)

OCL Vans and Rental Vehicles

(Information Found on Page 38 of The Roadmap)

Important Resources!!!

Helpful Contacts

A/V Services -617-627-3578 Campus Life -617-627-3212 Dining Services -617-627-3277 Facilities -617-627-3496 Residential Life and Learning 617-627-3248 TCU Treasury -617-627-3628 TUPD -617-627-3030

OCL Open Block Wednesdays

(Information Found on Page 3 of The Roadmap)

Hazing is a term used to describe various ritual and other activities

involving harassment, abuse or humiliation used as a way of initiating a

person into a group (Wikipedia)

(Information Found on Page 31 of The Roadmap)

• City Wide Events

• Event Registration Meetings

• OCL Open Wednesdays

Announcements?

Thank you!

Questions? Please contact us at ocl@tufts.edu