Student Organization Training Workshop Student Activities Board University Policies and Procedures...

Student Organization Training Workshop

Student Activities Board

University Policies and ProceduresUniversity Policies and Procedures

Terri Hurdle, Ed.D Student Activities Board Advisor

[email protected]

Kelsey Pace, Internal VP, [email protected]

Presentation OverviewPolicies and Procedures

• Registration Requirements• Recognized Student Organization Privileges• Organization Liability• Conference and Event Services• Public Safety and Grounds• Questions

Registration RequirementsIn order to be a fully accepted organization, all of

the items listed below must be completed:

Update Student organization Online Application Information• Submit an updated copy of organization’s Constitution and

Bylaws• Submit an Updated Student organization Roster• Attend Student organization Training Workshop• Submit Student Organization Verification Form

All of the above items must be completed by returning Student Organizations by November 15, 2012

Recognized Student Organization Privileges – University Facilities

Space in Steger Student Life Center

Mailboxes• 400 level (Ground Floor)Lockers and Cabinet drawers• 600 levelConference rooms are available for

meeting space as well as lounge space• For reservations please email

[email protected]

Registered Organization Privileges – Branding and

Logo UsageMerchandise designs must be approved by Martin Ludwig, Director of Licensing [email protected]

This includes:Stationary

T-shirts

Posters

Give-a-ways

Marketing/information brochures

Merchandise may only be ordered from licensed vendors

5 licensed vendors for 2012-2013 academic yearhttp://www.uc.edu/licensing/licensees.html

YOU CANNOT SELL MERCHANDISE

Registered Organization Privileges – Blackboard/Web Site

Blackboard Account Access for Student Organizations

Requests must be submitted to Terri Hurdle ([email protected]). It must include:

1) Full name and email address of person managing student organization / Blackboard account

2) A description of how Blackboard will help student organization3) The total number of members that will be enrolled in the organization.

Web Site Request

Procedure for student access to old (or new) website:1) Renew Registered Student organization status with SALD for the 2012-13

academic year.2) Submit website registration form annually (or whenever there is a new

webmaster).3) Accounts will be established when your student organization's Registration

Form and Web Registration Form are received by SALD

Registered Organization PrivilegesParticipation in University sponsored eventsEligibility for University AwardsThe Student Activities Board will host the Celebration of

Student Involvement (CSI) Awards on April 3, 2013 to acknowledge student organizations in the following categories:

• Student organization of the Year • Advisor of the Year• Outstanding New organization• Outstanding New Program/ Initiative• Commitment to Diversity• Outstanding organization Collaboration• Community Service

Registered Organization Privileges – Posting

PoliciesInclude your organization’s name on poster/flyer.Be sure posters are tasteful.Post on bulletin boards only

No more than three posters/handbills in one area.Please refer to the Student Handbook for additional

information, located at www.uc.edu/saldRemove postings within three days after the event endsthree days after the event ends.

No alcohol promotion or roommate No alcohol promotion or roommate search/sales etc.search/sales etc.

Organization LiabilityEducate your members YOU are responsible for informing members of policies and

identifying risks associated with events/activities. Be familiar with the following University Policies:Alcohol The university shall implement and enforce the laws of the

state of Ohio as stated in the Ohio Revised Code. Underage drinking will not be tolerated.

Hazing The laws of the state of Ohio concerning hazing shall be

observed. Hazing will not be tolerated!!

Organization Liability

Events Involving Alcohol should follow the procedures below:• Held at a licensed facility.• NO members of the organization should be directly involved

in serving alcoholin serving alcohol. • If possible provide transportation to and from the event, or

have designated drivers.• Student Organizations cannot advertise alcohol

promotions or sales on any marketing or other promotional materials

For additional information please contact:Student Activities and Leadership Development: 556-6115Office of General Counsel: 556-3483Office of Risk Management: 584-5042

Organization Liability- Permission and Release WaiverPermission and Release Waiver

All student organizations are required to complete a Permission and Release Form for all of the organization’s activities.

The form must remain on file with your organization’s advisor and another copy must accompany you on organization outings (i.e.) Student Trips, Outings and other special events.

Forms are available online at http://www.uc.edu/sald/student_organization/resources.html

Organization Liability- Student Travel Policy

Student Travel PolicyStudents participating in travel sponsored by the university must comply

with the standards set forth by the Student Code of Conduct

Travel sponsored by a student organization must be consistent with the organization’s mission and constitution.

Each student must complete the Student Travel Authorization Form.

Students traveling outside of the United States are required to register with UC International.

All overnight travel sponsored by the organization must be monitored by a faculty ,staff member, or designated student organization faculty ,staff member, or designated student organization membermember.

The Travel Monitor is required to obtain itinerary details and contact information from each student traveler using the Student Travel Contact information form (domestic travel).

Organization Liability- Student Travel PolicyStudent Travel terms and Definitions

Organization Travel-travel is defined as three or more students

Registered University Student Organization-a recognized student organization (must be registered with the Office of Student Activities and Leadership Development)

Travel Monitor (Training is required )-Faculty, Staff, or designated student organization member responsible for the following:

Obtaining contact and other relevant information for each traveler

Providing the appropriate offices and organization advisor with travel itinerary, lodging, and emergency information and procedures


Travel Monitor Training• Training for this position is listed in the travel policy, however, travel

monitors and advisors must attend the formal training sponsored by the university.

• All advisors and student organization monitors are required to review this information.

• Copies of the appropriate form must be maintained by the Advisor and the Travel Monitor


Transportation Rental

Rent transportation that has liability coverage

SALD recommends the university’s transportation service

Facilities: Transportation 556-4424

Forms can be found in the SALD office (455), SGA Office (655), and online at

http://sites.ucfilespace.uc.edu/sga/ufb-documents

Organization Liability-Student Code of Conduct

Student Code of Conduct http://www.uc.edu/conduct/Code_of_Conduct.html

Applies to all students and must be followed at all times.

Jurisdiction of the Student Code of Conduct• Students• On and Off Campus Behavior• State of Ohio• Division of Student Affairs and Services• Division of Baccalaureate & Graduate Education

Organization Liability-University Weapons PolicyUniversity Weapons PolicyThe following items are prohibited from being stored,

sold or utilized on the university’s campus:• Firearms• Explosives of any description• Ammunition, or anything used to threaten or

harm including, but not limited to, firecrackers, compressed air guns, pellet guns, BB guns, paintball guns, knives, nerf guns, and water guns.

Organization Liability-Financial Management ContractsLimit the authority within the organization to make financial

commitments or authorize high-risk activity.

All contracts should be reviewed by the advisor and sent through the University of Cincinnati’s process which includes signatures by the following individuals:• Director of Student Activities & Leadership Development• Advisor• Associate Vice-President/Dean of Students• Director of Business Affairs• General Counsel

Off campus Bank accountsRequire at least two signatures for checks/withdrawalMust include the Advisor and Treasurer

Organization Liability-Additional University Policies

• Policy for Drug-Free Campus• Sexual Assault Policy• Residence Education Policies• Affirmative Action Policy

Additional information on the above policies can be found at: http://www.uc.edu/about/documents/ucrighttoknow.pdf

Conference and Event Services

Scheduling Facilities

Go to http://www.uc.edu/eventservices.html and complete application to schedule facilities by clicking on the “Reserve Event Space” button.

To check room availability, please call 558-1810 ext. 1

Room reservations must be made within five business days of event date

If organizations desire to use space in TUC outside normal business hours, the fee is $100.00 for each additional hour.

A room rental fee will be charged if the event has an admission fee.

If a student organization has to cancel an event, they must notify Conference & Event Services through written correspondence.

It is always best to notify Conference & Event Services via email as soon as possible as the fees vary depending on the room reserved. If this does not take place, organizations can be assessed a non-cancellation charge.


Food and Facilities Tangeman University Center (TUC) has a contractual agreement

with Aramark, no outside food is allowed.

Food waivers are granted for special circumstancesIf Aramark does not have the capability to make the food (for

example Kosher or international entrees).

Organizations must pick up food if using alternative catering.• A Room rental fee may be charged

Student Friendly Catering Options:

• Papa John’s• Chick-Fil-A• Kuma Neko• Aramark Student Menu


Additional Services / Approvals• Sidewalk chalking in specific areas• Bake sales/raffles• Main Street Cinema• Amplification (Only Tuesdays and Thursdays)

Promotional RequestsRequests to utilize the promotional services provided by MainStreetOperations should be submitted to the following people:

Televisions, Starbucks Banner, Table Advertisements, TUC:Janet Wolf, MainStreet Connections-TUC513-556-0443, [email protected]

Conference and Event Services-Expressive Activity PolicyEffective as of June 12, 2012, the University of

Cincinnati’s Expressive Activity Policy is suspended by court order, as is any regulation of

student speech found in the Use of Facilities Policy Manual and the MainStreet Student Event Guide.

Students are not required to obtain permission for any expressive activity held in outdoor spaces.

They still need permission for the TUC Atrium and the TUC MainStreet ExpressMart spaces.

Conference and Event Services-Expressive Activity PolicyThe president of the university has directed as follows:

Students who wish to engage in any expressive activity in groups of 25 or fewer, including the solicitation of signatures on petitions, may do so, without any prior notice to the university, in the Free Speech Area and the open campus areas, plazas, and sidewalks.

Students who wish to engage in any expressive activity in groups of more than 25:

a) are asked to call Campus Scheduling (558-1810) at least 24 hours in advance, and

b) may conduct activities in the same locations, except that the university reserves the ability, on a case-by-case basis, to change the location of a very large activity (groups of 5,000 or more), but only to the extent necessary to ensure the safety and security of the university community.

Students engaging in any activity on campus are to adhere to the student code of conduct and always to acquit themselves in accordance with applicable law.

Conference and Event Services-Expressive Activity PolicyLocationsBearcat Pavilion

Bearcat Plaza

Campus Green

CRC East

CRC West

MainStreet Express Mart Lobby

McMicken Commons

Northwest McMicken Commons

Sigma Sigma Commons

TUC Atrium

TUC Plaza

Conference and Event Services-Public SafetyStudent organizations are responsible for all fees associated with security & grounds.

Security is automatically assigned using the following criteria:Event Attendance (i.e. 50 or more individuals)If Alcohol is being servedEvent Focus (Political Rally, Concert, Speaker, Controversial

Subject)Organization and/or Event HistoryLocation of the ActivityThe individual who reserves the event must follow up

with Public Safety prior to the event to verify if security will be required.

Please note that organizations cannot determine whether or not security is deemed necessary for their event or program.

Conference and Event Services-Public SafetyFor those organizations that are budget

planning for an event a security fee estimate can be calculated on the cost estimate form at the following link: http://www.uc.edu/pubsafety/forms/event.html


Questions???


University Funding Board Treasurers Workshop

Student Organization Student Organization TrainingTraining2012-20132012-2013

University Funding Board

IntroductionsIntroductions

My Name: Bryan Buechner

My Position: External Vice President

Student Government Office:

655 Steger Student Life Center (SSLC)

TodayToday’’s Agendas Agenda

• BeforeBefore Requesting Funds

• The ProcessProcess of Requesting Funds

• AfterAfter Requesting Funds

Step 1: Are we eligible?Step 1: Are we eligible?ELIGIBLE NOT ELIGIBLE

Group is open to all UC students Group has restrictive membership (i.e., club sports, Greek

organizations, honoraries)

Group has registered with Student Activities Board (SAB)

Group receives any kind of academic credit

New Organization

(Must wait 10 weeks after becoming a group to request funding)

Any group eligible for GSGA funds

Important Information Important Information

• Each Group is allotted up to $7,000/year.– Must submit budget and follow UFB criteria to

attain these funds

• Each Group has $300/year in operating funds – This money does not require you to create a

budget but it does require exact documentation of funds used

• Your Responsibility

Step 2: What kind of event are Step 2: What kind of event are we planning?we planning?

• Program: “An event that is held on or off campus that does NOT require the group to stay overnight to attend.”

• Conference: “An event off campus in which any member of the group will stay overnight as a part of the event.”

Step 3: How do I fill out the budget request form?

– Budget request forms can be found online by going to www.uc.edu/sga and selecting “Important Documents” under the UFB tab

– Budget requests MUST be typed – Page 1: Request for Funding

• Name of group and name of event• Specific Dates

– If you are renting a UC vehicle, use the dates you will pick up/drop off the vehicle

• Person who Attended Student Group Training Workshop Signature

• Advisor Signature• Description of the Event• Purpose of the Event

– Needs to align with the purpose of the group

Step 3: How do I fill out the budget request form?

• Page 2: Line Items– Conference Registration: registration fees– Facility/Equipment Rental: Campus spaces, security, tables,

chairs, etc– Advertising/Copies: FedEx, campus printing– Transportation: UC vehicle rental (NO AIRLINE TICKETS)– Gas: Mileage x .025– Hotel/Lodging: for students traveling– Honorarium: the cost of the speaker/performer– Other related expenses: per diem, lodging, transportation

(airline tickets), etc– Food/Beverages: total of all food/beverages– Other: tickets, paper items for food/beverages, etc.

• After you are done filling out the Budget Request Form you need to attach documentation

Items Generally Not FundedItems Generally Not Funded

• Seed Money (Loan)

• Student Gifts/Giveaways

• Honoraria for University students, faculty, staff, or administrators

• Service Contracts (Coaches, Photographers)

• Media Equipment (magazines, videos, films)

• Electronics

• Alcohol

• Dues/Insurance (National/State Dues, Insurance)

(Page 24 of Funding Facts Packet)

Step 4: What kind of Step 4: What kind of documentation do we need?documentation do we need?

• Documentation is the most important part– Each line item on your budget needs to have

documentation– The more documentation the better

• Example: XYZ Group wants to spend $146.87 on food. – Receipts, pictures of prices on food, or invoice

from company is needed


Advertising • Advertising with RSVP is

required if.. – an event on campus has food

and beverages and has limited availability (per plate) OR

– event is located off campus

Food• You can get up to $2000 to

pay for food at up to two events each year.

• Food only for UC students• Cannot use Kroger Rewards

or other shopping benefit cards

Lodging• UFB can fund up to $1500 of

lodging per year for conferences• Performer’s lodging is not

included in $1500

Transportation• Airlines tickets for guest

speakers ONLY• We will pay $0.25 a mile for gas

in UC Vehicles ONLY• **Cannot use third party vendors

for transportation/lodging (i.e., Hotwire, Expedia, etc)**

• Agendas/itineraries are required for all programmed events

STEP 4: What kind of documentation do we need?

CONFERENCE AGENDA EXAMPLE


M-Numbers• Groups traveling to a conference or anywhere in a

university provided vehicle must provide a completed Travel Authorization form and roster (with M numbers)

• This includes everyone, not just the people who are including in the conference fees that UFB funds

• Failure to have the above documentation (including M numbers) results in a denial of the budget and this is non-appealable.


• UFB can deduct funding from a budget. This can be helped by visiting a UFB representative during his/her office hour. There are two types of deductions:

100% Deductions 25% Deductions

Not meeting the deadline: Two Thursdays before your program date before 3pm

All items that do not fully explain the cost breakdown of each item

(25% deduction from actual cost of item)

Signatures do not match Mathematical miscalculations

(copying from documentation to budget, adding/subtracting errors)

Missing M-numbers of ALL STUDENTS traveling

Each line item that does not have proper documentation

Step 5: What do I do when IStep 5: What do I do when I’’m m finished making my budget?finished making my budget?

• Get it checked by a UFB representative– www.uc.edu/sga UFB tab “office hours”

• During office hours, representatives will check for: – Balanced figures

– Proper documentation

– Correct signatures

– Acceptable purpose/description of event

– Student group will receive an office hour checklist

• Come to the UFB meeting: Thursdays, 6pm 423 TUC– Answer questions

– Give explanations

Step 6: What do I do after my Step 6: What do I do after my budget is heard? budget is heard?

PassedPassed• Congratulations!• Visit Erin in 655 Steger

Student Life Center – She will tell you what forms to

fill out

AND– How to obtain the money you

were approved for

DeniedDenied• Create a new budget

– You cannot apply for the same event twice

• New date, event, name

• Appeal– You only have one week to

turn in your appeal along with the proper documentation

• Due by 3pm the next Thursday

– You cannot appeal automatic deductions

Step 7: What do I do after I have Step 7: What do I do after I have my awesome event?my awesome event?

• Assessment Forms (Online)Assessment Forms (Online)– www.uc.edu/sga UFB tab Assessment Form

– You must fill out an assessment form online and turn in all your receipts within TEN days of your event

– If the form is filled out late, UFB will freeze the group’s funds for a number of days equal to ½ the number of days late the form was

– If your groups fails to fill out an assessment form, the budget request will not be heard for at least THREE business days

Can I host events with other groups?

• Co-Sponsorship: An event hosted by 2 or more student groups (at least one UFB funded) that aligns with the purpose of each group involved

• Only one funding request is required

• Limitations on Co-Sponsorships

• Food cannot exceed $2000 per events

• Cannot spend more than $3500 each year on co-sponsored events

Co-Sponsorships (pg. 23)Co-Sponsorships (pg. 23)Filling Out the Paperwork

• Front Page • President/treasurer and

advisor’s signature from BOTH organizations

• Request Page: Each line item should have…

• What organization(s) is incurring this cost

• How much the organization(s) is/are spending on that cost

• Treat like a regular budget in terms of documentation

This is required

regardless of if groups are

UFB funded/Non-UFB funded

Co-SponsorshipsCo-Sponsorships

• “Sub total” line item – total amount being spent by each co-sponsoring group (UFB funded/Non-UFB funded)

• “Less Co-Sponsorship” line item – Only to be filled out if co-sponsoring organization is non-UFB funded (i.e., corporations, UC Offices, etc.)

Changes for this year

• Budgets must be TYPED

• Lodging maximum is now $1500

• Co-Sponsorships– Cover page/request

• Evening Office Hours – Wednesdays 5-7pm

Important Dates

• February 21 2013, last day to spend operating funds

• Requests for Summer funding due the 10th week of spring semester

• Requests for Fall 2013 due the 13th week of spring semester

Helpful Hints

• Documentation is KEY

• Check the math

• Budgets must be TYPED

• Make sure event is educational

• Have a UFB representative check your budget before it’s turned in!

MembershipMembership

• Each fall we have a membership drive for UFB. This year, we have 4 open spots

• Open House for students interested in joining UFB – September 6, 2012 - 655 SSLC– September 13, 2012 - 655 SSLC

• September 21: Membership Applications Due– Find applications in Student Government Office (655 SSLC)

Thank You!Thank You!

Bryan Buechner

[email protected]

(office) 513-556-1195

(cell) 614-301-4114

Student Organization Training Workshop Student Activities Board University Policies and Procedures...

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