Logistics is the detailed coordination of a complex operation involving many people, facilities, or supplies. On this page, a small number of forms, instructions, and best practices have been gathered to assist the operations in the Center for Community and Civic Engagement at Carleton. Please contact the Operations Coordinator if you need additional assistance.

Event Support

Events are a central part of the Center’s work and there are a few components that will assist you in creating a welcoming and successful event to move forward your work whether it’s for an ACE class or a co-curricular project.

Bon Appétit is the College’s catering and dining service provider and is a first stop when ordering foods for events.

Catering Request Form

Carleton Catering Guide

You also have the option of ordering from any number of local restaurants or food providers.

You also have the option of ordering from any number of local restaurants or food providers.

PEPS (Presentation, Events, and Production Support)

Assistance with projection technology, video conferencing, recording both audio and visual, and other technology support is available through PEPS.

Request Event Support

All other PEPS-type requests

  • Under request type drop down menu: Please choose “PEPS” (towards the bottom), then “Event” from the next drop-down menu, and then “Tech assistance and/or setup”, “Videoconferencing”, or “Videotaping”.
  • You may need to log in with your Carleton user name and password.

Room Reservations

Space reservations are needed for all types of spaces on campus: classrooms, meeting rooms, and event spaces.

Reserve your space through Campus Scheduling or by contacting Campus Scheduling at x7185.

Complete the Facilities Setup Sheet

Sometimes, you will need to reserve the most-sought-after spaces many months in advance. If you will be using video conferencing during your event, you can book a room with this equipment. If such a room is not available, the necessary equipment can be set up by PEPs.

Partnerships with Local Schools

Have your students fill these out, and bring them back to the CCCE:

Publicity

There are several ways that information and communication about ACE course, co-curricular events, cohort activities, office events, and news can be shared on campus and in the community. Below are a few ways you can let people know about your activities:

Request that the Communications Cohort assist with publicity by completing the Publicity Request Form. This can include:

  • CCCE Calendar Listing
  • All-Campus Event Calendar Listing
  • Inclusion in weekly email digest
  • All-campus announcements (sent Monday and Thursday)
  • Facebook posts
  • Poster or graphic created
  • Digital signage (poster added to TVs around campus)
  • Facebook event

Indicate that you would like assistance with photography of the event (dependent on student availablity)

Share a story and photo after the event so that the CCCE can report on activities and include stories on the website and in our newsletter, and annual report, and other media venues.

Purchases and Reimbursements

There are two ways for Fellows to make purchases for cohort or program supplies and for office snacks and other standard purchases.

You can purchase items with your own money, check, or credit card. You will need to complete a Reimbursement Form (see link below) and turn it in to your ProStaff. This form should be completed with all information you have and have your signatue, the date, and a phone number where you can be reached at the bottom. You will need to attach a receipt and submit the paperwork to your ProStaff who will then fill in the account number to be charged and sign to approve the reimbursement. This will be given to the Operations Coordinator for review and submitted to the Business Office. It takes about 10 days to process payments.

Open and save this file as a pdf file on your computer. Re-open using Adobe Acrobat DC or similar. You can then edit the pdf and replace text in the form with your information, especially including signatures at the bottom.

Or, you can use the CCCE Cohort and Program credit card that is kept in the Office. You will need to sign out the card which also indicates that you have read the credit card agreement and agree to those terms. You will use the credit card and then complete the Visa Card Receipt Form which allows you to attach a receipt of the transaction. Receipts should be turned in immediately upon return of the card to the office.

Note: No tax will be paid on purchases. The tax-exempt number is imprinted on the credit card. If tax is included on your purchases, you may be asked to reimburse that amount. If you need a copy of Carleton’s tax exempt status, check with your ProStaff.

Release and Waiver Form

This form needs to be completed and returned to the CCCE prior to participation in any activity. Please check with the Operations Coordinator if you need further instruction on this.
Waiver of Liability, Assumption of Risk, and Indemnity Agreement

Reporting Cases of Child Abuse and Neglect

Setting up and Paying an Outside Vendor

  1. Check to see if they are on the approved vendor listing
  2. If they are already on the list, we don’t need to request a W-9.
  3. If they are not on the list, a W-9 Request will sent to the vendor. request (see #5 below)
  4. If the person is coming in on a contracted basis for special work and is not a Carleton employee, an independent contractor form must be completed. The person negotiating the contract should complete this form. This goes to HR and you will receive notification when and if it has been approved.
  5. A link for the vendor to submit information for a W-9 must be sent out. Once the vendor completes this request, a payment request form can be submitted.
  6. If it is an outside vendor/contractor, before a payment request can be submitted, the independent contractor form must also be completed and approved by HR.
  7. Additionally, the vendor can request to have payments made via direct deposit rather than have to wait for a paper check (Carleton’s preferred method). This form needs to be completed for a form to shared with the vendor so confidential payment information can be shared with the business office.
  8. Once these items are ready, a payment request form may be submitted. This can take 7-10 days to process. Complete the payment request form and send along with documentation of the expenses to Mthomas@carleton.edu for CCCE requests. She will review account numbers and be sure signatures are in place prior to sending to the Business Office for payment.
  9. If there are any questions about this, contact accountspayable@carleton.edu

Training and Work Forms – Required for CCCE

Training

Working with Minors. You will log in with your Carleton login. A notice that you have completed this will be sent to the risk manager in the business office.

Sexual Misconduct Training for Peer Leaders with Laura Riehle-Merrill. Please watch and send an email to mthomas@carleton.edu to let us know that you have completed this training.

Vulnerable Adults Training. This course is provided by the Minnesota Department of Human Services that takes about an hour to complete. It covers the relevant laws and some example scenarios, and there’s a quiz at the end that you need to pass in order to get a certificate. Upon completion, send the certificate of completion to mthomas@carleton.edu.

Work Forms

Both of these forms must be completed before any work study position can begin. You will need to schedule a time to meet with Human Resources (HR) staff (either online or in person) for a short 15-minute meeting.

Either download or pick up form in the HR Office, complete, meet with a HR staff member, and return the completed, signed paper copy to the HR Office at Carleton College (can be mailed in). Be sure to leave enough time to schedule your meeting with HR to allow plenty of time prior to your return to work.

W-4 Form https://www.irs.gov/forms-pubs/about-form-w-4

I-9 Form https://www.uscis.gov/i-9

Transportation

Carls-Go!

FALL OF 2020, DUE TO COVID, PLANS ARE UP IN THE AIR. STAY TUNED AS PROCEDURES ARE MODIFIED TO MEET OUR NEEDS.

Carls-Go! provides recurring transportation for students volunteering at Northfield Public Schools or going to Allina clinic or the hospital. It is free to Carleton students with a OneCard, and it picks up outside Stimson House at the Davis parking lot Shuttle Stop every 30 minutes between 8:30am and 5pm, Monday through Friday.

This option is best for students traveling individually or in small groups to and from Northfield Public Schools, Allina Clinic, and the Northfield Hospital throughout the week.

The Fall 2019 Carls-Go! shuttle schedule is available. There are two route options.

For more information, see the Carls-Go! shuttle page.

Carleton Fleet Vehicles

FALL OF 2020, DUE TO COVID, PLANS ARE UP IN THE AIR. STAY TUNED AS PROCEDURES ARE MODIFIED TO MEET OUR NEEDS.

A limited number of fleet vehicles are available to faculty, staff, and student organizations for business and event travel sponsored by the College. This often includes travel for ACE Courses. When driving Fleet Vehicles, the costs of gas are reimbursed by the College. Note: These vehicles may be driven only by college-approved drivers

This option is best for groups of students traveling to locations in Northfield other than the public schools and health institutions, or locations outside of Northfield.

For information on how students, faculty, and staff can become Campus Drivers, see the Eligible Drivers page from Campus Services.

For more information on Fleet Vehicles and how to reserve them, see the Fleet Vehicles page.

Other

For all other transportation options, visit the Campus Services transportation site.

Website Support

The Communications Cohort is ready to help update pages on the CCCE website in addition to news posts for upcoming events. Please fill out the CCCE Website Updates form to request an update or form. If your update or post includes a photo or attachment please email it directly to the Communications Cohort.