Center for Student Programs - Georgetown University

SAC
Student groups may use the copier in the SAC Office (308 Leavey) by submitting the flyer in the SAC office and filling out the photocopy log. When a SAC Commissioner has fulfilled your request the fliers can be found in your mailbox in the SAC office.

Lauinger
Obtain an Interdepartmental Invoice (II) to get copies made at Copying Services in Lauinger Library.

Kinkos
Obtain a card from CSP to be used at Kinko’s. CSP has an account at the store. Make sure that you record your group’s name on your receipt & return the receipt and the card to CSP within 24 hours to ensure that the store gets paid.

Mailboxes

Fax

Additional Guidelines

Programming Resources

COMING SOON!

Contracts

COMING SOON!

Space

Office of Campus Activity Facilities (OCAF)

The Office of Campus Activity Facilities is the prime destination for many Student Organization space needs. For each of these spaces, an additional charge of $15.00 will be placed on each reservation for a Hall manager. When budgeting for your event also note that all equipment will be additional charges as well. Please visit their website, http://ocaf.georgetown.edu/ to check availability, policies, and reserve space on campus for meetings and events. They can also be reached at (202)687-3726.

OCAF’s Facilities are:

Alumni Square Courtyard
Copley Formal Lounge
Copley Lawn
Gaston Hall
Healy Lawn
ICC Auditorium
ICC Galleria
Leavey Banner Space
Leavey Club Room
Leavey Esplanade
Leavey Tables
McShain Large
McShain Small
New South
Red Square
Reiss Classroom
Village A/Nevils/LXR Community Rooms
White-Gravenor EsplanadeVillage A/Nevils/LXR Community Rooms

University Registrar
For several of your club and organization meetings, a classroom space will be sufficient to meet your needs. The University Registrar, should be contacted for all classroom reservations, in addition to a couple of performance spaces. Please visit the Registrar’s website to reserve space at: http://registrar.georgetown.edu/forms/classroom_request.cfm

Registrar’s facilities are:

Classroom Space
McNeir Auditorium
Walsh Hall of Nations Black Box Theater

Georgetown University Conference Center

The Georgetown University Conference Center is associated with Marriott, attached to the Leavey Center. For information on their spaces, please call: (202)687-7-3241

Georgetown University Conference Center’s facilities are:
Ballroom/ Salons Hoya’s Faculty Club

Georgetown University’s Center for Student Programs (CSP)

CSP manages the conference room in 316 Leavey, and is open for club use during normal business hours, 9am - 5pm, Monday-Friday, as well as Bulldog Alley. For more information on either of these spaces, please see the front desk at 316 Leavey Center.

One time reservations of 4th floor conference room spaces
Timeline: 3 business days
Form Online at http://csp.georgetown.edu/forms.html & http://sac.georgetown.edu
Pick up keys at OCAF
Rooms available during OCAF’s operation hours.

Longer term reservations of the 4th floor
Timeline: 5 business days
Form online at http://csp.georgetown.edu/forms.html & http://sac.georgetown.edu
Pick up keys at OCAF
Rooms available during OCAF’s operation hours

Protocol:
Any student organization with access to benefits may reserve, for official organizational activity, one of three conference rooms on the 4th floor of Leavey. They should fill out the appropriate on-line application accessible at either csp.georgetown.edu or sac.georgetown.edu. Most requests will need to be made three business days before the desired date and time. In the event that the group is requesting a long-term reservation (defined as the need of any group to hold the room over-night or longer for the storage of materials related to an event or ongoing project) the request will need to be submitted at least 5 days prior to the desired start date. SAC will review the application at the next available meting prior to notification.

The scheduling of the rooms will operate out of the Center for Student Programs. CSP’s Information Specialist will compile all reservations, send notifications to the organizations, and run daily reports to OCAF with the name of the organization, and three individuals authorized to pick up keys for the reservation. Key protocol will be handled through OCAF using their Temporary Key policy already in place. CSP will also post the daily schedules for each room outside the doors, if, during business hours (9-5, M-F), a group wishes to reserve the room day of directly through CSP due to special circumstances.

Georgetown University’s Office of Residential Life – Alumni Lounge
Residential Life manages the Alumni Lounge, located in Village C West. For reservations, please use the website at: http://www.georgetown.edu/student-affairs/reslife/alumni.html.

Accessibility for the Physically Challenged
The Center for Student Programs is committed to providing access to all of its programs for physically challenged students, faculty, staff and guests. You need to consider meeting the needs of these individuals when you plan your events. The majority of student events take place in spaces which are accessible to physically challenged persons. Please call the facility coordinator in advance in order to make arrangements if you are unsure of accessibility of your space.

When publicizing an event, indicate a phone number that patrons may call if they need accommodations, such as sign language interpretation. You should then make arrangements through the Academic Resource Center. The Academic Resource Center, 335 Leavey Center, is has additional information and resources regarding appropriate access policies.

Services

Public Safety
The information provided on your space request is reviewed by the Department of Public Safety (DPS), and they determine the number of security guards needed at an event. The organization will be billed for the services of the guard(s). Security coverage is required at any event where admission is charged, tickets are sold, a large number of people are anticipated, many non-university members will be attending, or money is handled. DPS security guards are always required at events where alcohol is served. Phone: (202)687-4343 or Public Safety Website.

Transportation Services

The Center for Social Justice
The Center for Social Justice (CSJ) owns several vehicles, including four 12-passenger vans, for use by service groups for service activities and other student groups as available. Priority is always given to service organizations and activities. Drivers are required to complete a University defensive driving course, complete a registration/safety statement, and attend a yearly regulations and policies briefing.

Vehicle reservations can be made by,

Filling out a Vehicle Request form in CSP, 316 Leavey
Request should be submitted at least one week in advance of the planned vehicle use.
Users are responsible for confirming reservations before vehicle use.

For more information and vehicle rental rates, contact the Center for Social Justice at (202)687-1031, Poulton Hall.

The Office of Transportation Management
Transportation services can also be scheduled through the Georgetown University Transportation Shuttle (GUTS), located in the Office of Transportation Management (at the Mezzanine Level under the South West Quad in the parking garage). Rates vary depending on the type of vehicle and the length of your trip. To charter a bus: fax a memo to Diann Nock-Smith at (202)687-6634 outlining your trip including times, dates, distances, and number of passengers. For more information, call the Office of Transportation Management at (202)687-4351.

Parking Arrangements
Temporary, one-day parking permits may be granted for program guests and outside lecturers. A permit must be obtained for each vehicle. Your group must pay for this permit. Have an Interdepartmental Invoice approved by a CSP staff person and deliver it to the Office of Transportation Management a minimum of four days prior to the event.

Electrician
A University electrician must be consulted any time your organization plans to use complex electrical equipment (electrical equipment which cannot be plugged into existing outlets). Outdoor events often require special electrical arrangements. A work order, signed by a CSP staff member, is necessary to secure the services of a stand-by electrician. Call Facilities Management at (202)687-3432 for details.

Audio Services
Audio service is provided by several different offices on campus. Which one you choose depends on your space, budget, and audio needs. For audio services in classrooms, the CETS Department in the ICC can accommodate most events free of charge.

Fill out an A-V request (available in Student Programs).
Obtain a Student Programs staff person’s approval and signature.
Bring it to the A-V office in ICC

Remember, you must have a classroom assigned before you take the request to A-V. A-V also provides audio-visual services for the ICC Auditorium, but you must use a special form (available in Student Programs or the OCAF website).

WGTB Radio
WGTB Radio (202-687-3702 ext. 21) operates a sound system that can be used by student organizations. The sound system includes microphones, headphones, CD players, turntables, tape decks, a mixing board, amp, speakers, and an extensive collection of CDs. The cost for renting the full set of sound system equipment is $45/hr. The cost for booking a DJ (with the full sound system equipment rental included) is $60/hr. WGTB also provides audio services for live performances for $60/hr. All prices are negotiable (WGTB services are often provided at no cost for charity events and fundraisers) and student groups receive discounts. The Equipment Rental Agreement Form is in the Center for Student Programs.

WGTB offers 3 different audio services:

The first option, costing $60/hr., is renting the equipment and a DJ for a party or dance (i.e. where CDs are being played).
The second option, costing $45/hr., is renting only equipment for a party or dance (i.e. where CDs are being played.) The student club renting the equipment must DJ the event, instead of a WGTB member.
The third option, costing $60/hr., is audio services for live performance (i.e. something the Phantoms or GraceNotes would need).

Conference Center Audio Visual Services
The Conference Center Audio Visual Services (202-687-3230) also provides services for events held in Gaston Hall, the formal lounges, and Leavey.

Audio Equipment may also be rented through Off-Campus Vendors (see page 50).

Student Program, Campus Ministry & Program in Performing Arts Sound & Light System

New Student Orientation (NSO), Campus Ministry (CM) and the Program in Performing Arts (PPA) own and maintain a portable sound and lighting system. These 2 systems are available for use and/or rental by these 3 programs and a student technical crew (nick-named the “Strike Force”) who are hired and managed by PPA, set up and run the systems. The events sponsored by all these 3 offices and the groups that come under them are the primary users of the equipment.

Use of the sound and lighting equipment are limited to PPA, CM and NSO groups and programs. Other departments and organizations use of the equipment may be limited due to many factors including but not limited to date requested, availability of Strike Force to work the event, amount of lead time before equipment is needed and other factors. For any of these reasons, a request may be declined.
Priority is as follows:

First Priority - NSO, CM and PPA reserve the right to use the equipment for events and programs at all times. In the event of equipment requested by 2 parties for the same days/times, every effort will be made to establish a compromise to work out details to honor both requests. If for some reason approval to use the equipment is denied or rescinded, PPA will try to give the interested office or group at least 48 hours notice.
Second Priority - University offices and programs.

Rental Fees- [Note: Estimates will be provided up front for labor charges, with final charges being applied after conclusion of event.]

Priority 1: Free (but labor charges to pay student staff are in effect plus $30 processing fee) Priority
Priority 2: = $200/event for Sound only, $300/even for Sound & Lights, 3 hr. minimum plus student labor charges plus $30 processing fee. Additional fees negotiated for longer times (set-up included.)

Procedure- Requestors should fill out a Sound/Lights Reservation Form available at the Program in Performing Arts, Davis Arts Center, Rm. 108. Requestors will receive confirmation by email within 48 hours. Before filling out a form, requests/inquiries can be made to Mr. Ted Parker at: tsp2@georgetown.edu

Films
It is strongly recommended that you contact the Georgetown Program Board (687-4446) for information on federal and contractual motion picture regulations when planning your film presentations.

Films borrowed from, or projected by, CETS must be shown free of charge, in accordance with federal copyright laws. Films, videos, and other copy-written materials may not be publicly shown without arrangements being made with the holder of the copyright, whether or not you charge admission.

Copying Services
Copying Services is located in Lauinger Library.

Student Mailing Labels
The Office of the Registrar can provide you with address labels for a variety of student categories. You can request labels sorted by: major, school, year, permanent address, local address, on or off campus, zip code, and in various combinations you can design yourself. You may also request the same information in the form of a list or on disk. The Registrar provides both of these services at no cost to student groups. To request labels or lists: Go to http://www.georgetown.edu/registrar/forms/index.html Pick up your labels or list from the Registrar. The request usually takes 48 hours to be completed.

Equipment

CSP Equipment

For smaller events and speakers, equipment can be borrowed from CSP to be operated by a member of your organization. Please see the receptionist at CSP for the availability of the equipment. Be sure to request the equipment in a timely manner.

CSP Equipment List

Grill Equipment
LCD Power Projector
Portable Sound System
CD Player/Radio
TV/VCR
Cash Boxes
Button Maker
Poster Maker ($3-$5 charge per poster)
Inflatable Projection Screen

Co-Sponsorship

COMING SOON

Funding

COMING SOON

Marketing

ALWAYS BEGIN AT LEAST TWO WEEKS BEFORE YOUR EVENT!
Once the date, location, and other event details are set, it is important to begin publicizing your event and getting the word out. Remember, the following policies are set in place:

Poster Guidelines: Refer to the University's polices on posting at HERE.

Here are some ways to market your event:

1. On Campus Marketing

Tabling and Chalking in Red Square
Send out an e-mail to the organization's listserv. Request e-mail through Information Services by clicking HERE.
Complete a Broadcast Email form which will publish information about your event to all students. This form and specific policies about the Broadcast email can be found HERE.

2. Off Campus Marketing

Use social networking sites such as Facebook, Twitter, and MySpace
Issue a press release to local publications and news centers. When publicizing through a press release, contact the Office of Communications at (202) 687-4328.

3. Additional Marketing Strategies:

Give-a-ways like candy, pens, and other products with your event information. Be creative!
Flyers, posters, foam boards
Market your event on the Georgetown Website, calendar of events, at http://events.georgetown.edu [Note: Fee to request a calendar for regular use]
Banners -- Purchase or make ahead of time and request it be displayed for up to one week in Red Square
Day of supplies such as balloons and arrows attracting people to your event
Contact faculty members and departments if the program relates to a specific class or discipline
Collaborate/Co-sponsor with another organization
Publish an article in The Hoya.
Place an advertisement in The Voice.

Having A Green Event

COMING SOON

Post Event Responsibilities

Return Equipment
Be prompt about returning borrowed equipment. Your failure to return any equipment could seriously damage your organization’s reputation with other campus groups and offices, as well as the university’s credibility with local businesses.

Return all Forms and Paperwork
Nearly all Center for Student Programs forms have follow-up requirements. You should also be sure to turn in invoices, the pink copies of II forms, worksheets, and journals.

Bookkeeping
All organizations are responsible for keeping their own records and for turning in copies to CSP. It is your responsibility to record every transaction, large or small, and check it off as it appears on your monthly Cost Center Status Report (CSR). When your record is reconciled with the month CSR, your treasurer or business manager will know your group’s balance, which they are responsible for knowing at all times.

Clean-up, etc.
Use your common sense. Make sure you clean-up after your event. Send thank you notes.

Reflection
Another important part of the follow-up is education, which includes review and evaluation. There should be as many questions after your program as there were before:

a) What did we learn from the program?

b) What would have made this program more successful?

c) What did we learn about ourselves?

In answering these questions, you can learn the positive and negative points of your program and make changes to the next. The staff at the Center for Student Programs are available to assist all groups in any way during the planning process and after your program.

Requirements and Checklist

I Revenue Records
______ Gather all deposit slips and verify that you have one for every deposit made.

II Expense Records
______ Off-Campus purchases: Gather all vendor invoices and verify that you have one for each purchase. Every invoice must have the purchase order number and your group’s cost center number on it. Make a copy of each invoice and turn the originals into the CSP receptionist.
______ On-Campus purchases: Gather all University financial forms associated with these purchases. Make a copy and turn the originals into the CSP receptionist.

III Financial File Maintenance
______ Gather all of the invoices, receipts, budget forms, and other documents described above, make a copy of each for your records, and submit the originals of each document to the receptionist in the Center for Student Programs, 316 Leavey.

IV Monthly Reconciliation
______ Reconcile the revenue and expense records against your monthly Cost Center Status Reports. By doing so, you will verify that your group’s budget has been properly credited for all deposits and debited for purchases. It is to your advantage to discover the source of any discrepancies.

Financial Practices

The Fiscal Facts of Life

The treasurer is the only person who can request expenditures for a group.

All money must be deposited immediately into your University Cost Center at the Cashier’s Office in the Car Barn between 9:00am and 6:00pm, or after hours at DPS in Village C West (you can call for an escort if needed). All expenses must be paid from a University Cost Center and no expenses may be paid with cash. Outside bank accounts, including the Credit Union are not allowed and your organization could lose your Access to Benefits for holding one.

You may not spend money unless it has been budgeted to your group by your advisory board. Pease contact your advisory board with any concerns regarding new or reallocation requests. You need to be sure the information you are looking at is in “Approved” column, not the “Request” column.

You can’t spend all of your allocated resources unless you bring in all lof the revenue that has been budgeted as well. No retroactive allocations will be made.

All expenditures must be approved by the Center for Student Programs before they are made. No reimbursements will be made, even if the expense has been allocated, without prior written approval from CSP. There will be no expenditures made at Vittles, Copying Services in the library, or the Bookstore. You should use an Interdepartmental Invoice (II) for those locations.

Only staff members are allowed to sign contracts, including Marriot and Aramark. You could be held personally liable for the execution of terms on any contract you sign. Pease see your CSP advisor for help with any contract.

The University is tax exempt and therefore does not pay sales tax on goods. The University tax exempt number is printed on Purchase Orders (Pos). For point of sale purchases, you will need a tax exempt certificate with you, they can be found on the CSP form wall.

Many forms can be found online at csp.georgetown.edu. Please be sure to download, type and print the Expense Voucher (EV). Turn in the EV and original receipts to your CSP Advisor.

The University takes two weeks to process and cut a check off of an EV. Pos take about a week to get approval and thirty days to pay, please plan ahead when needed.

For the IIs and Deposit Slips, please be sure to return all pink copies to CSP. To be on the safe side, make copies of everything for your own record keeping.

No partisan political activities are allowed due to the tax-exempt status of the University. If you intend to lobby, be sure to talk with your CSP advisor and the Office of Federal Relations.

Your organization will be held responsible for any and all overspending.

If you receive a gift, bring the check and any documentation (such as a letter of intention of donation) to your CSP advisor. They will help you through the proper gift recording process.

The University will only issue a check or reimbursement off of an original invoice or receipt. No copies of faxes are allowed. If you loose or are unable to get an original, you will be responsible for those charges.

Cost Center, Monthly Printouts, etc.

Coming Soon

The Fun of Financial Forms

The Expense Voucher (EV)

Where to find?
You can find the EV form on the CSP website under Forms.
When to use?
When paying a speaker an Honorarium: This term must be used on attached paperwork.

Fill out form as directed
Attach W-9
Attach thank you letter for speaking with the phrase: please except this honorarium of $XXXXXX on behalf of the Lecture Fund for speaking about XXXXXX on DATE

When you are contracting an individual for services, you must use the Standard Contract for Personal Services. The price must be less than $500.

Fill out as directed
Attach W-9
Attach standard contract
Attach Independent Contractor Required Attachment

When you are paying someone off of an Invoice (whether for services or for product)

Fill out as directed
Attach W-9
Attach Original Invoice

When you are being reimbursed, the cost of the item must be over $50 and you must not work for the University in ANY capacity.

Fill out form as directed
Attach Original Receipt
Attach any other supporting documentation (credit card/bank statements, etc.)

TURN AROUND TIME FOR ALL: 2 WEEKS

Purchase Order (PO) Requisition Form

Where to find?
You can find the PO form both on the CSP wall and on the website under Forms.
When to use?
When you are contracting someone or a company and it is NOT an honorarium or an individual for services. The amount must be less than $500.

Step 1: Getting contract approved through Purchasing and Contracts

Get contract from vendor and sit down with your advisor to go over terms
Fill out Georgetown University Contract Transmittal Form

If obviously for a Company or Business

Fax form and contract over to Contracts and Purchasing
Wait roughly a week to get contract approved

Signed transmittal form must be faxed back to CSP

If for an individual, or the check is being cut to an individual

Fill out and attach Independent Contractor Required Attachment
Get and attach W-9
Fax to Contracts and Purchasing
Wait about a week and a half to two weeks to have contract approved

Georgetown Contract Transmittal Form
Contract
W-9
Independent Contractor Required Attachment

Signed transmittal form will be faxed back to CSP
Step 2: Getting both parties to sign contract

You CAN NOT sign on behalf of the University
Your CSP advisor will sign contracts for you

Step 3: Getting Purchase Order (PO) number

Fill out Purchase Order Requisition Form
Attach all supporting documentation:

Executed contract

Attach a copy – CSP keeps the original contract

W-9
Signed Transmittal Form
Independent Contractor Required Attachment (when contracting an individual)

Send all documentation and forms to Contracts and Purchasing

CSP will keep the pink copy of PO Requisition

In about a week CSP will receive notification that a PO number has been assigned

Step 4: Send to Accounts Payable

Once CSP has a PO number CSP will:

Write the new number on the pink copy of the form along with the notation “OK to pay”
Attach all documentation again

CSP will keep the original contract

Expect to receive a check in 2 weeks

Please note, if CSP does not code EVs and Pos with the ST notation, checks will be sent out to the vendors. If you want a check to be held for pick up, CSP must place ST visibly on the form.

Petty Cash Form

Where to find?
You can find the Petty Cash form both on CSPs form wall and on the website under Forms.
When to use?
When you, or someone is being reimbursed for a purchase(s) of under $50 total.

Fill out form as directed
Attach original receipts or invoices
Give completed form with receipts to CSP Financial Officer and wait for an email response.

Employee Reimbursement Form

Where to find?
You can find the Employee Reimbursement Form on CSPs form wall
When to use?
When an individual who works for the University (work-study counts) is being reimbursed for a purchase(s) that exceeds $50.

Fill out form as directed
You can find one’s “Home Department Number” through the office in which they work
Give completed form with receipts to CSP Financial Officer
The reimbursement shall appear in the individuals future paycheck

Student Programs Missing Receipt

Where to find?
You can find the Missing Receipt Form on CSPs form wall
When to use?
NEVER
When you are not given a receipt, the receipt is not available, or the receipt has been lost and the business or organization is not able to give you a new one, a copy, or their copy.

Fill out form as directed
Attach the Missing Receipt Form to any and all forms that require the missing receipt

The Missing Receipt Form acts as replacement for original documentation

Interdepartmental Invoice

Where to find?
You can find the Interdepartmental Invoice Form on CSPs form wall
When to use?
When purchasing from the Bookstore, Vittles, UG, or Hoya Court
Please note: Hoya Court needs prior approval please see your advisor.

Fill out form as directed
Take form with you when making purchases
Give form as payment and the appropriate person will out the form
When the transaction is complete bring the PINK copy and receipt to your CSP advisor

Journal Voucher (JV)

Where to find?
You can find the JV form both on CSPs form wall and on the website under Forms.
When to use?
When transferring money from one Georgetown Cost Center to another (i.e. Co-sponsorships where
money and checks are being cut from one Cost Center).

Fill out form as directed
Give completed form to your advisor for signature

Domino’s Pizza Purchase Order

Where to find?
CSP front desk
When to use?
When ordering Domino’s for meetings and events.

Fill out form as directed
Have advisor sign form
Inform Domino’s that you will be using the Purchase Order when you order
When the pizza comes give the delivery person the form
Your Cost Center will be charged directly

Deposit Slip

Where to find?
CSPs form wall
When to use?
When depositing money into your University Cost Center (Co-sponsorship, reimbursements, etc.)

Count money
Fill out form as directed
Bring money and form to Bursar’s Office in the Car Barn
Brink Pink copy back to CSP

General Forms: Found on CSP form wall

W-9 US tax form (only use when needed)
Tax Exempt Forms

University expenses are tax exempt, if you pay for something and do not have a tax exempt form you will not be reimbursed for the amount of tax

DC
Maryland
Virginia

Credit Cards

In order to use a Credit Card you must appropriately request to use the credit card in advance.
Appropriate requests are as follows:

Requests made at least two days in advance
Requests made through your club advisor

Each of the CSP advisors holds credit cards that are associated with the University. However they are attached to the credit rating and therefore CSP advisors are liable for all charges on the cards. If we do not have a receipt and if the tax hasn’t been taken off, your advisor is personally responsible for those charges. Therefore when using Credit Cards for purchases please be responsible and return all appropriate receipts.

American Express:
This card may be used when making a purchase, for goods or services, and the purveyor that takes American Express. The charge should appear in your organization Cost Center within a month and a half.

Master Card:
This card may be used when purchasing tangible goods. This card may NOT be used for entertainment, travel, Costco, alcohol, etc. The charge will possibly take a few months to appear in your organization Cost Center.

Income

Coming SOON!

Glossary of Terms

Coming SOON!

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