As a residential college, Williams believes that each student’s learning experience comes not only from the classroom, but also from their life outside the classroom. Living together in positive & supportive residential communities on campus is a critical component of that out-of-classroom learning experience. All students are encouraged to be involved in their residential communities by attending programs & snacks together and by getting to know & utilizing their student residential leaders.

Students interested in leadership opportunities in those communities are encouraged to apply for the following leadership roles:

  • Residential & House Activity Funds exist to help foster a sense of community with the upperclass residences through programming & social activities.  These funds are to be used to support a sense of community within the houses & campus.  This sense of community can be fostered in a number of ways, including snacks, dinners, movie nights, discussion groups, video-game tournaments, events, trips off-campus, etc.  There is a wide array of possibilities. The four Residential Life Teams (RLTs) are expected to take the needs & interests of all of their residents into consideration in the year-long planning of programs supported by these funds, not just the needs of the majority.

    There are specific additional funds allocated for three signature programs, which are included in the RLT programming model.  They are Contests/Competitions, Life After Williams, and Williams After Dark.

    There are several purposes for which these funds are NOT to be used, including:

    • any activity that puts students or the community at risk or in danger
    • any activity that is offensive to the community
    • damages to campus property or a house, unless the damages are the direct result of an activity sponsored by the RLT or house.
    • items that will not stay with the RLT/house beyond that particular year
    • electronic/technology items
    • alcohol, tobacco, or other drugs
    • pornography
    • strippers
    • gambling purposes

    If you have an expenditure that may fall into one of those categories (or any others that may be questionable), speak with the correlated Assistant Director for Residential Life & Housing to review the request in advance.

    Budget Management & Oversight

    These budgets are managed by the RLTs under advisement & oversight from OCL. Final approval for all transactions lies with the College – specifically, with the Assistant Directors for Residential Life & Housing and the Controller’s Office.

    RLT student leaders are responsible for tracking their own housing area’s expenses and remaining funds throughout the year. (The OSLL is not responsible for keeping track of each housing area’s spending.)

    Misuse & Consequences

    Students who misuse these funds or an RLT Pcard in any way (inappropriate expenditures, overspending, failure to follow procedure, failure to submit receipts, etc.) may be held responsible for the expenditures through their student account, may lose the privilege of using College Pcards in the future, and may be referred to the Dean’s Office for disciplinary action.

  • The forms linked below are to be used by RLT only.

    (To make a purchase request for a Registered Student Organization, click here.)

     

    PREREQUISITE – INITIAL TRAINING

    Before you may begin making RLT purchases, you must first be trained on Williams College financial policies as well as on Office of Student Life & Learning (OSLL) procedures & expectations.

    Failure to adhere to these policies may result in consequences such as loss of Pcard privileges, being held responsible for expenditures through your student account, and further disciplinary action through the Dean’s Office.

     

    STEP 1 – SUBMIT YOUR PURCHASE REQUEST FORM

    All purchases must be submitted via the RLT Purchase Request Form. This form must be submitted at least one full week in advance of the date by which you hope to order your items or to borrow a Pcard. (Failure to submit your form at least one full week in advance may result in you being unable to make your purchase in time for your event.)

    • You should plan out the specific items that you wish to buy before submitting your form, and include a list of all planned purchases in your form. (If possible, include product links as well.)
    • Account for shipping/delivery times in your planning, as these vary by item and vendor.
    • It is your responsibility to submit your request (and schedule your purchase meeting – see below) with enough lead-time to align with your planned event.

     

    STEP 2 – SCHEDULE YOUR PURCHASE MEETING

    Next, you must schedule a meeting with Cailin McGowan (the Financial and Administrative Coordinator) in which to make your purchase in the office, or (if necessary) be loaned a Pcard.

    After submitting your request form, you will receive an automated email containing a link to the Purchase Meeting Calendar, where you can choose from a series of available meeting times. All meetings must be scheduled at least 24 hours in advance.

    • Carefully read and follow all instructions on the Purchase Meeting Calendar. (If you fail to adhere to the rules posted in that calendar, you will be contacted to rebook your meeting according to the rules, which may lead to the loss of your original meeting time slot.)
    • Please note that these meetings are typically only 20 minutes long. If you believe you will need longer than 20 minutes to make your purchases, be sure to reach out to Cailin McGowan ahead of time.

     

    STEP 3 – ATTEND YOUR PURCHASE MEETING

    Meet with Cailin McGowan to either make your purchase or (if necessary) be loaned a Pcard. Whenever possible, your purchase will be made or arranged during that meeting, without a Pcard leaving the office.

    • In these cases, you will place the order during the meeting, arrange payment, and set the order for pickup / delivery / shipping at a time that works for you.

    Pcard Loans: Pcards will only be loaned out to students in cases where a purchase cannot be completed during the meeting itself. (This primarily applies to cases in which a vendor only offers in-store purchasing.)

    • If loaned a Pcard, you will be responsible for adhering to all College and OSLL purchasing policies, including collecting receipts for any & all purchases made using the borrowed card, and returning the Pcard and receipts to the office by the agreed-upon date.

     

    STEP 4 – SUBMIT YOUR PURCHASE RECONCILIATION FORM

    You must submit an RLT Purchase Reconciliation Form each time you make a purchase using a College Pcard.

    • You must submit your reconciliation form within 2 days of completing your purchase, unless you are loaned a Pcard.
    • If you are loaned a Pcard: you must submit your reconciliation form by your Pcard’s scheduled return-by date.

     

    OTHER IMPORTANT NOTES:

    • The College’s funding rules apply to all Pcard purchases made for Residential Programs. If you are unsure of the rules, consult the Student Handbook or contact OSLL.
    • All RLT student leaders are responsible for tracking their own housing area’s expenses and remaining funds throughout the year. (The OSLL is not responsible for keeping track of each housing area’s spending.)

    Questions?  Contact Cailin McGowan or Alex Dionne.