Aly Moore - Undergraduate Organizations Committee

Aly Moore, UOC Chair 2012-1013
[email protected]
2012-2013 Liaison Officers
Aly Moore BR ‘14
Adin Lykken CC ‘14
Bobby Dresser PC ‘14
Joel Sircus TC ‘14
Tiffany Fan DC ‘14
John Aroutiounian JE ‘15
Joy Shan CC ‘15
Mohammad Salhut SY ‘14
Aarti Daryanani PC ’15
Bianca Kim ES ‘15
Lynnli Wang TD ‘15
Yuchen Liu CC ‘15
Andrew Stein TD ‘16
Brian Lei CC ‘16
Tony Yin DC ‘16
Wait… what happened to the UOFC?
Wait… what happened to the UOFC?
Wait… what happened to the UOFC?
Basically, we EVOLVED.
Ok, so what do we do?
The UOC is a board of students who serve:
• To act as liaisons between student
organizations and the Yale administration
• To fund student organization activities
• To provide capital equipment
• To listen to organization policy concerns
What’s new this year?
• Expansion of capital equipment system
• Working on room reservation (we want your
• Registering Groups
• Increased transparency
What’s new this year?
• Expansion of capital equipment system
• Working on room reservation (we want your
• Registering Groups
• Increased transparency
What’s new this year?
Dinner Meetings
Roundtable Discussions
Office Hours
– How to apply for funding
– How to plan a special event
– How to rent capital equipment
– How to create a group
Let’s Talk MONEY
Funding Deadlines:
Fall 2012 Deadlines
Main Funding:
-Sept 28
-Oct 12
-Oct 26
-Nov 9
-Nov 23
-Nov 30
Special Events:
-Sept 21
-Oct 5
-Oct 19
-Nov 2
-Nov 23
-Nov 30
Funding Timeline
• Friday at noon- funding deadline
• Friday-Monday - liaisons contact
organizations with questions, suggestions
• Monday Night- allocation meeting
• Next Friday after 11am-check pickups in
Yale College Business Office (55 Whitney,
6th floor)
Funding Guidelines
Events funded by the Committee are expected to:
– Be open to the entire Yale community
– Take place on campus
– Take place during the SAME semester as the funding
application is reviewed
– Benefit/ Impact the Yale community as a whole and
undergraduates in particular
– Serve as an educational or cultural supplement to the
normal university curriculum
– Have costs kept to a minimum
– Have funding from sources besides the UOFC
– Show need for funding
How do I apply?
1. Register your organization with the Yale College
Dean’s Office at
2. Apply online for funding at
3. Submit receipts with Receipt Submission form
provided by Business Office
Questions? Contact [email protected] or
contact your liaison
Funding Guidelines
• $600 per semester
– $300 per semester for new organizations
• Food/Beverage: $100 max
• Groups don't have to claim the full amount in a single
• UOC does not fund the purchase of alcohol, firearms,
tobacco, and other illegal products.
• Groups can have fall funding moved to spring funding,
but must contact the UOC in order to do so. You can also
have your spring funding moved to the fall if you have a
major fall event.
Funding Guidelines
• Guests
– Transportation: train rate within Boston/DC range,
airline rate otherwise
– Housing: may stay at hotel, but funded at the current
residential college guest suite rate
– Meals: may eat at restaurant, but funded at the
current university dining hall rate
• Capital equipment, uniforms, clothing props
– May fund, but must prove they will remain within
organization (need letter from Yale administrator)
Funding Guidelines
• T-shirts!
– We fund the printing on the shirt (advertisement) but not the shirt
itself (giveaway)
Funding Guidelines
• Cannot fund
Student Transportation
Public giveaways
Website hosting/ development
Capital equipment rental if offered by UOC
Special Events Funding
• Rolling grants
– For anything ranging from performances to speaker
series to parties to educational delights
– We encourage creativity!
– Campus-wide impact
– 5 deadlines, 5 review meetings
– There are no specific grant limits, but the board looks
favorably on events that have instituted cost-cutting
– Cannot charge
– Must advertise the UOC!
Capital Equipment Program
• FREE rental of commonly used equipment
(speakers, projectors, cameras, etc.)
• Reserve equipment on online website.
– At least 72 hours (3 days) in advance
– Must be registered organization
– CANNOT bring off campus
Capital Equipment Program
• Goals:
Acquire more carts
Expand room
Simpler renting
Lower late fee
Additions to clarify website
UOC Financial Guidelines
provided by the
Yale College Business Office
Responsibilities of the Organization
• Please pick up and deposit checks within
ONE WEEK of award issuance.
– If for any reason you are unable to pick up the check
promptly notify Betty Jane at [email protected]
• A receipt submission form and receipt protocol will
be attached to your check.
• Collect and retain receipts for ALL expenses related
to UOC funds.
Undergraduate Organization Award
• Awards allocated by UOC at Monday night meetings
• List of Award recipients forwarded to the YCBO on
• Checks to the organizations prepared and issued by
Betty Jane Schiller at the Yale College Business Office
and counter signed by Aly Moore, UOC Chair
• Checks are available for pick up by organization officers
at the YCBO starting the following Friday from 10:00
a.m. – Noon and 1:00 – 4:00 p.m. and only during UOC
office hours after that time.
Acceptable Receipts
• A receipt should be legible and include the following
• Name of Vendor / Payee
• Date of purchase or service rendered
• Amount paid
• Clear description of what was purchased or the service
• Number each receipt and list each receipt on the UOC
receipt submission form
• It is your responsibility to attach the numbered receipts
to a
completed signed receipt submission form for return to
Betty Jane at the YCBO
Unacceptable Receipts
• An order form, e-order, or invoice for payment
due is not a payment verification
• Ask vendors to provide a clear legible receipt
that verifies payment
• Publications: A price quote is NOT a payment
verification. Ask printers to provide proof of
payment on your print balance
Missing Receipts
• It’s your responsibilities to collect and turn
in ALL receipts.
• If a receipt $75 or more can’t be found,
contact Betty Jane Schiller for a Missing
Receipt form.
Refunds to UOC
Any unused award funds must be refunded
with a check payable to “UOC”
Attach the check with your completed
receipt submission form and all relevant
• Failure to substantiate expenses or return
unused funds may result in the following:
– No future awards to the organization until the
prior award is closed out
– The Organization’s registration may be
– Officers of the organization may not become
officers in other organizations
UOC Office Hours
Yale College Business Office
55 Whitney Ave. 6th floor, Suite 630
Every Wednesday during the semester 1:00 – 4:00
Friday 9:00 a.m.- Noon and 1:00-4:00 p.m.
UOC Award checks will be available for pickup the
Friday following each UOC meeting and during UOC
business hours after that.
• Pick up and deposit award checks quickly
• Collect ALL relevant UOC receipts
• ALL receipts must be returned in one package
• For each award attach ALL receipts to one
completed & signed Receipt Submission Form,
with a check payable to ‘UOC” for unused
funds, if applicable
• Contact Betty Jane with any questions
concerning receipts or UOC checks
UOC Contact Information
Betty Jane Schiller
Yale College Business Office
55 Whitney Avenue, 6th floor – 436-9703
[email protected]
Daniel O. Smith
Director, Yale College Finance
Yale College Business Office
55 Whitney Avenue, 6th floor
[email protected]
Aly Moore, BR 2014
Chair, Undergraduate Organizations Committee
[email protected]
UOC Contact Information
Hey I haven’t met all of you. This might be crazy. But
here’s my number. So call me maybe (only if you
really need to) ?

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