Simmons Student Orgs 101
Your one-stop-shop for all things student orgs!
Below you will find resources set to help guide you thru all the ins and outs of running a student organization! If you have any additional questions, please don't hesitate to reach out to our newly created role, our S
Calendar of Upcoming Events:
Table of Contents:
To Do At the Start of Each Semester
This is a questionnaire to review with your advisor to get to know each other and your expectations for your org
Ask for Email delegation from your Advisor
This will give you access to your org's email and google drive for the new EBoard members
Meet your Advisor!
EriKa Monfort
She/Her/Hers
erika.monfort@simmons.edu
Cynthia Perry
She/Her/Hers
cynthia.perry@simmons.edu
Courtney Kramer
She/Her/Hers
courtney.kramer@simmons.edu
Tasha Baclawski
She/Her/Hers
tasha.baclawski@simmons.edu
Matoaka Kipp
She/They
matoaka.kipp@simmons.edu
Advisor Hub
Updated Fall 2022, a slideshow explaining the role and expectations of org advisors
A one page resource about inclusive language, reframing negative statements, and modeling leadership qualities
So you've been elected to class council... Here's where to start
So You've Been Elected Google Drive
All of the resources you'll need to have a successful year as a Class Council
Email the SGA and Rae-Anne Butera to set up an Intro Meeting
Get in touch with the other class councils!
From mentorship to collaboration, class councils are there to support one another and the students.
Setting up for Success From Your First Org Meeting
To help you reach all of your org's goals and objectives, keeping track of regular meeting tasks can keep planning moving smoothly!
This internal tracker helps orgs track what events they are planning and what steps they have taken for budgeting and planning!
Get to know the new members joining your org with this list of fun icebreakers!
Budgets Requests
Are you planning an event on campus? Keep in mind these changes to the SGA Bylaws...
Budget Requests are due 1 month prior to the event date
Please review the resource closet inventory to ensure you are not ordering something we already have
DO NOT SPEND YOUR OWN MONEY ON EVENTS!!!
Reimbursements are only given on a pre-approved basis by Chel in the CLE
Budget Request Links
Org Budget Numbers
List of budget numbers for applicable purchases ((Aramark Catering Orders))
Traveling with the University
Are you leaving campus with an org? Keep in mind these changes to the SGA Bylaws...
You must submit planning for your travel prior to the end of registration for the event, we will not pay for late registration fees
Ubers are not covered under university policy, public transit will be used in all cases, except where public transit is not an option
Conference Budget and Travel Information
Spreadsheet for budgeting any org sponsored trips out of state
To be completed and submitted by Org EBoard and submitted at least 21 days prior to travel
Signed Off Campus Travel and Images of Front and Back of Personal Ins Card must be submitted to Chel by every traveler
oconnoc7@simmons.edu
Refund Paperwork for Traveling Off Campus. Reminder that we are tax exempt. Taxes cannot be included on this form. Please take a copy of the tax exempt paperwork with you when you travel
Event Planning Resources
Large Scale Event Planning Flow Chart.pdfLarge-Scale Event Planning
For events with more than 30 folks anticipated and/or any event that requires a vendor
MCC EOY Flyer (Community Invite).pdfExample of great advertising
Your flyers for events must include: Event Name, Date, Time, Location, Org Contact Info, Cost (if any), and a stamp of approval from the JE CLE
2.1.23 HANDOUT FOR ORG TRAINING.pdfEvent Planning 101
A step by step guide created by SGA for orgs to use to guide their event planning processes!
Assessment and Future Planning
Please complete this after every event you run, this will help your org track and assess your event for future reference
A basic google sheet to begin tracking the roles and responsibilities for each EBoard position
Campus Partners (Mostly)
This is a link to 25 Live, which is the platform we utilize to reserve space on campus for events
This is a link for a Room Set up form, which will let facilities know what you need for your event space
This is a link to Aramark, our university catering service! The only reason we WOULDN'T go thru Aramark is if you are needing something Aramark cannot provide. Special permission from your advisor required
This website has licensing information for movies to be shown at events
Working with a Vendor?
Are you planning an event which is looking for rentals, guest speakers, off campus venues, or performers? The all of the below information needs to be collected from the vendor!
Student's cannot sign paperwork and their names cannot be on a contract, quote, or any other official paperwork
Vendors get paid 45 days after the date of their invoice
Vendors also need to submit a copy of their W-9 along with this form
Invoice Needed Post Event
Vendors only get paid once the university has received an invoice confirming services were rendered. Payment arrives 45 days post the invoice date
Chat with Chel about any Contracts
Any service or vendor that requires contracts must be approved thru the JE CLE and other Higher Ed Officials!
Want to Create a Student Org?
Step 1: Chat with Chel in the CLE
Step 2: Define Your Org
Step 3: Gather Interest
Step 4: Execute 2 Events
Step 5: JCAB Process
Step 6: SGA Recognition
Becoming a New Org.pptxSGA Bylaws for 2022-2023 School Year
Additional Forms and Policies
Student Org Lockers
How to unlock Lockers
If you do not contact SOPM for locker combo by the end of the semester ((Dec 11, 2022)), your locker will be given to another student org
New Section
New Section
22/23 Context Based Advisor Org Training.pptxWant to do More?
Connect with the COF
Looking for more events and orgs? Check out the COF! They have orgs, events, and trips open to all students within The Colleges of the Fenway, including YOU!