Events
- Every event/activity requires a Program Information Form to be turned in to the secretaries workbox.
Budgets
- Every event, activity, and area has a budget for the year.
- The budget for each area is the bottom-line for the year.
- Budgets cannot be combined unless mutually agreed upon by all the involved chairs and advisors.
Cleaning
- You are responsible for your own area.
- Those not respecting their areas will not be allowed to use them.
- Your mother doesn’t work here.
Computers
- All problems must be reported to the Office Manager.
- Inappropriate use of computers will result in disciplinary actions.
- STAFF COMPUTERS ARE NOT FOR STUDENT USE.
Copies
- The copy machine is for Department use only.
- Orders larger than 20 copies must go to Printing or the Copy Center.
Copies
- Copy codes can be obtained from advisors.
- Clubs, organizations, and Greek chapters do not have copy priveleges.
Co-Sponsoring
- Requests to co-sponsor an event must be made in writing to the appropriate advisor.
- Co-sponsoring = equal time + equal money + equal billing.
- Parties can use Funds Transfer Forms to reimburse cost codes.
Academic Eligibility
- Must have and maintain a WSU 2.5 cumulative GPA and a 2.0 semester GPA.
- Must enroll and complete a minimum of 12 credited WSU hours per semester during term of involvement.
- No probation
- Compensation is non-transferable; no student can receive more than the equivalent of in-state tuition per semester.
Food
- Student fees aren’t meant to feed your committees.
- Advisors must approve exceptions
- Must use campus food services for orders exceeding $100.
Gifts
- Student fees are NOT to be used to purchase gifts.
- Certificates and awards may be used, but must be approved by advisors.
- Thank you cards are available (see office staff).
Prizes
- A record must be kept of who receives prizes on the Cash Advance Form.
- Turn form into the secretaries.
- Prizes may consist of cash, gift cards, or items.
Long Distance Calls
- Long distance cards and codes are for business only.
- Contact your advisor.
- Keep a log.
- You will be billed for personal calls and you must bring proof of payment to the Office Manager.
Motor Pool
- You must have viewed the university’s driving safety video within the last 3 year.s
- Use a Motor Pool Request Form.
- Put the form in the secretaries work box.
- Form must have your DL#, your advisor’s signature, and a cost code.
- The Vehicle Fleet Request then goes with you to pick up the car.
Purchasing
- All purchases must be pre-approved by advisor.
- Use the purchase card whenever possible.
- NO reimbursements unless pre-approved, otherwise the student pays.
- Advisor’s initials must appear on all paperwork.
- Each purchase must have its own purchase order number.
- All receipts must be signed by advisor.
Petty Cash
- Maximum $100 (must be pre-approved)
- Receipt must have vendor’s name.
- Form must have advisor’s signature and be turned in to the Cashier’s Office.
- Petty cahs expenditures must be tax exempt.
- There is a new tax exempt number to be used: 12179945-002-STC.
Purchase Card
- $500 limit per transaction
- No splitting transactions to stay within the limit.
- Request form must be signed by advisor and department director.
- 2 hour limit, no overnight, must be returned by 4:00 pm.
- Signed receipt must be turned in with card.
Telephone Orders
- Purchase Card Request Form
- Purchase Card Telephone Order form must be completed and submitted with card.
- Violations in purchase card policies will result in loss of all purchase card privileges.
Purchase Requisitions
- Ask vendor if they accept a Purchase Order Number.
- For payment by check, PO#, Sam’s Club Card, or when ordering materials, a sample req. must be filled out.
- When requesting a check, a contract or invoice for services must accompany the req.
- Fill out sample and put it in the Student Involvement work box with any documentation.
- Paperwork must be completed in advance and will require at least 10 days to process.
Sample Requisition and Contract for Services
Bookstore Purchases
- All purchases must be pre-approved by advisor.
- You must fill out a Bookstore Purchase Form and it must be signed by advisor before the Bookstore will put the purchase through.
Advertising
- Department logo or name must appear on all publicity.
- Advisor’s approval must be on all publicity prior to copying, advertising, printing, or distribution.
- Graphic artists are to be utilized in creating advertising.
- Turn in form 3 weeks before publicity is to be printed.
Advertising (Kiosks)
- Kiosks are available around campus for advertising purposes.
- Fill out a Kiosk Request Form and put 5 copies of any posters in the kiosk box.
- The box is emptied once a week.
Advertising (Marquee)
- Free
- Use the Marquee Request Form.
- Be sure to provide all relevant information.
- All submissions are subject to editing.
- Submissions must be made at least 3 working days prior to posting date.
Advertising (Email Bulletin)
- Free.
- Coordinate with your advisor.
- Must fill out an Email Bulletin Request Form.
- Provide as much information as possible.
- Submissions must be made by 10 am 3 working days before you want the bulletin to run.
Advertising (Signpost)
- There is a charge for any ads placed in the Signpost.
- All ads must be pre-approved by advisor before submission to the Signpost.
- Requests must be made to the Signpost 5 days before print date.
Secretary Work Orders
- Feel free to go to them with questions or for help.
- Work requests for the secretaries need a Secretarial Work Order Form and 2 days to complete.
- Department work only – no personal work.
- All forms should be submitted to the secretaries workbox.
Evaluations
- Be sure to keep track of all events your committee puts on and the number of people that attend (including meetings).
- Every student will receive a list of responsibilities associated with their position.
- At least twice a semester, student leaders will be evaluated on performance.
- Failure to meet requirements may result in resignation and/or repayment.
Supplies
- Department use only.
- See Office Manager to order additional supplies.
- If you take the last of anything, notify office staff.
Traveling
- Must fill out a Travel Information and Itinerary Form.
- A copy will stay in the office and a copy will go with you.
Union Room Request
- Events held in and around the Union need to go through your advisor and Scheduling.
- If your event requires red coats/ushers, security, money or tickets to be exchanged for the event, a Ticketed Vent Form must be completed with the room request.
Online Quiz
- Before you can receive compensation, your online quiz must be completed.
- All quizzes are randomly generated.
- Once you pass, print test results, put name on it, and turn into Office Manger.