Service Leaders: 2013

Report
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HOW
WILL
YOU
MAKE
A
DIFFERENCE?
SERVICE LEADERS
CONFERENCE 2013
8.19.13
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CONFERENCE OVERVIEW
12:30 – 1pm
 Overview
and Outcomes
 Introductions
1:00 – 1:45pm
 Responsibilities
as a Service Leader
 Your Relationship with OACS
1:50 – 3:15pm
 Presentations
3:15 – 4pm
 Focus
Area Breakout Session
 Group Picture & Next Steps
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CONFERENCE OUTCOMES
 As

a result of having participated in this Service
Leaders session, you should:
A. Know more about the Office of Active Citizenship & Service
and what it means to be advised by OACS

B. Be better equip with knowledge and tools to lead your
student organization this year
C. Know more about the other service organizations on
campus: what they do, who they serve, and how you might
be able to work together

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Clive Mentzel, PhD,
Director, OACS
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Shay Malone,
Assistant
Director, OACS
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Martha
Dale
Martha Dale,
Administrative
Assistant, OACS
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Amanda Taylor,
Senior Program
Coordinator, OACS
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Lauren Moon,
Program
Coordinator, OACS
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Christine
Drasba
Christine Drasba,
Program
Coordinator, OACS
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Erika
Larson
Erika Larson,
Graduate
Assistant, OACS
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Jonathan
Davis
Jonathan Davis,
Graduate
Assistant, OACS
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Catherine
Kelly
Graduate
Student Worker,
OACS
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What are you working for?
Meet your neighbor
Please divide into small groups based on the areas of service you
work in and discuss the following:
1.
Who you are and what organization you’re with.
What does it do?
2.
What are you most nervous about in regards to
your organization as the year begins?
3.
What are your goals? What impact do you want
to have? Who will benefit from your work?
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OACS is here to
help you
accomplish your
goals.
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What is “OACS” and what
do we do?
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What is OACS and what do
we do?
Global Experiential Learning &
Service-Internship based programs
Student Service Support
This year OACS is headed to:


Ecuador

South Africa

London

Ghana

Zanzibar

Work with student
organizations, individual
students, and staff & faculty
engaged in service &
citizenship
Community Engagement

Work with Nonprofits
Morocco

Special Projects

DC

Enhance visibility & relevance
of service on campus

New York
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A few of the benefits of working with
OACS include:

Advising & Financial Support

Communication & Listservs to distribute information and opportunities
relevant to you and/or your organization

Vehicle Loan Program

Meeting Space

Support collaborative programming

Service Leaders Roundtable Series

End of Year Service Celebration

Highlight you, your organization, and service on campus

A variety of programs throughout the year and in the summer months
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What’s the advisor/advisee
relationship look like?

Your advisor is a partner and support system to make you successful

Resource Person: Paying for things, helping with contracts & legal
matters

Help plan for the year

Meet regularly to check in; sounding board & accountability partner

Help brainstorm, think creatively, and discuss your ideas

Play devil’s advocate when needed

Liaison between organization and Vanderbilt

Offer ideas and opportunities that may be pertinent for you

Help keep you on schedule and on track

Facilitate group processes and/or help during internal strife

Available to talk through any situation or need

Support events by attending or advertising
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What do we expect from you?
Your commitment:

Responsive & regular communication

Read all correspondence from us, respond when
requested or appropriate

Submit all leadership & assessment forms

Track volunteer hours for your organization

Keep us up to date on what you’re doing so we can help
promote and/or attend when appropriate, and can
share all the things you all are doing
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Information we’ll need from you
includes:
Description of
Fundraising events &
Amount(s) Raised
Number and Type of
Service Activities
Membership
(Growth, correct
contact info, etc.)
List of Community
Partners & Faculty
Partners
Number of Volunteers/
Volunteer Hours
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More on OACS specifics
Vehicle Loan Program

Student use for service

Driver certification is necessary
before you can use a vehicle


Virtual EMS

Contact your advisor
Students must renew each
year to stay certified
How do I pay for things I need
for my organization?

P-card

Check Request

Room Reservations
Where can I find additional
funding for my organization?

AcFee: Applications due each
spring

VPB: Vanderbilt Programming
Board

OACS Collaborative Programming
Grants

VSG Co-sponsorship of the month
1180 Form
*Receipts, E-dog, & Deposits
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More on OACS specifics
Fundraising
Marketing & Publicity
Alumni Solicitation
Linking your Organization’s Publicity
to Vanderbilt:
How to Donate Your Funds

Vanderbilt Merchandise Order
Policy
 Vanderbilt Business Services
must review all orders for
merchandise branding
 At least 4 weeks prior

Vanderbilt Trademark Licensing
Policy
 If you want to use VU’s logo or
name on t-shirts or other items,
you must submit it for review first
 Review approval process
Tax Deductible Information
Travel Policy
There have been changes to
Vanderbilt’s travel policy. We
are no longer using Frosch and
are figuring out our relationship
with Polk travel and what that
means for you. Stay tuned.
1:50 – 2:20pm
Lori Murphy on AnchorLink
2:20 – 2:30pm
Dawn Riddle on Risk Management
2:30 – 2:55pm
Greg Swanson on E-dog and finances for your organization
2:55 – 3:15
JR Mahung from VandyRadio
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Presentations
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Risk Management Trainings
We will be holding risk management trainings in late
September for all groups working with minors who need to
follow the steps Dawn outlined.

Week of September 23rd

Week of September 30th
Stay tuned for specific dates on those trainings.
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E-dog: Online Financial Tracking
We will have a PowerPoint on our website that walks you
through the E-dog process. If you have questions, need a
refresher, or want to pass along the information to other
leaders who need an intro to E-dog, please refer to this online
resource.
For questions on E-dog, or any others you may have, please
come see your advisor or anyone in OACS anytime.
TO GAIN ACCESS TO E-DOG, PLEASE EMAIL YOUR ADVISOR THE
NAME, VUNET ID, AND CENTER NUMBER OF THE
ORGANIZATION(S) YOU AND/OR YOUR BOARD MEMBERS NEED
ACCESS TO (or provide that today).
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Upcoming Opportunities
Service Leaders Roundtable Series
 “The
Nashville Nonprofit Landscape”
 Tuesday,
 Center
September 24th
for Nonprofit Management (Kim
Carpenter Drake, Vice President)
 Hands On Nashville (Brian Williams,
President & CEO)
 Community Foundation of Middle
Tennessee
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Now that we’ve just thrown all of
that at you, let’s take some time
to reflect and plan.
In your groups, please discuss the
questions provided.
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Before we let you go…
Have you:
 Submitted your new leadership roster to OACS?
 Do we have your Name, VUnet ID & Org. Affiliation for E-dog?
 Registered & Updated your AnchorLink profile?
 Registered a Weekend of Service Project with OACS?
 Started the year with an updated budget & financial game plan?
 Set up a time to meet with OACS staff to start the year?
 Set a time for a leadership team meeting?
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
Come to the Service Fair
Tomorrow!
 Arrive
CLOSING REMARKS
by 3:30pm
 T-shirts
will be available at
the OACS Table when you
arrive
AUGUST 20TH from 4-6
PM at the COMMONS
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Have more questions
you need answered?
CLOSING REMARKS
Fill out the post-conference
survey we’ll send out this
week, submit your questions,
and give us your feedback to
help make this better for next
year’s leaders.
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Thank you for being
here today!
CLOSING REMARKS
Please remember to
visit our website for the
most up-to-date
information, program
opportunities, and
resources for you
throughout the year.
(Group Picture)

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