Student Organization Training
Workshop
Student Activities Board
University Policies and Procedures
Terri Hurdle, Ed.D
Student Activities Board Advisor
hurdlet@ucmail.uc.edu
Kelsey Pace, Internal VP, SAB
pacekm@mail.uc.edu
Presentation Overview
Policies and Procedures
•
•
•
•
•
•
Registration Requirements
Recognized Student Organization Privileges
Organization Liability
Conference and Event Services
Public Safety and Grounds
Questions
Registration Requirements
In 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 level
Conference rooms are available for meeting space
as well as lounge space
• For reservations please email
patty.speed@uc.edu
Registered Organization Privileges
– Branding and Logo Usage
Merchandise designs must be approved by Martin
Ludwig, Director of Licensing
Martin.ludwig@uc.edu
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 year
http://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 (hurdlet@ucmail.uc.edu). 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 organization
3) 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 Privileges
Participation in University sponsored events
Eligibility for University Awards
The 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
Policies
Include 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/sald
Remove postings within three days after the event ends.
No alcohol promotion or roommate
search/sales etc.
Organization Liability
Educate 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 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: 556-6115
Office of General Counsel: 556-3483
Office of Risk Management: 584-5042
Organization LiabilityPermission and Release Waiver
Permission 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 Policy
Students 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 member.
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 Policy
Student 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
Organization Liability- Student
Travel Policy
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
Organization Liability- Student
Travel Policy
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 LiabilityStudent 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 LiabilityUniversity Weapons Policy
University Weapons Policy
The 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 LiabilityFinancial Management
Contracts
Limit 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 accounts
Require at least two signatures for checks/withdrawal
Must include the Advisor and Treasurer
Organization LiabilityAdditional 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.
Conference and Event Services
Food and Facilities
Tangeman University Center (TUC) has a contractual agreement with
Aramark, no outside food is allowed.
Food waivers are granted for special circumstances
If 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
Conference and Event Services
Additional Services / Approvals
•
•
•
•
Sidewalk chalking in specific areas
Bake sales/raffles
Main Street Cinema
Amplification (Only Tuesdays and Thursdays)
Promotional Requests
Requests to utilize the promotional services provided by MainStreet
Operations should be submitted to the following people:
Televisions, Starbucks Banner, Table Advertisements, TUC:
Janet Wolf, MainStreet Connections-TUC
513-556-0443, janet.wolf@uc.edu
Conference and Event ServicesExpressive Activity Policy
Effective 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 ServicesExpressive Activity Policy
The 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 ServicesExpressive Activity Policy
Locations
Bearcat 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 ServicesPublic Safety
Student 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 served
Event Focus (Political Rally, Concert, Speaker, Controversial Subject)
Organization and/or Event History
Location of the Activity
The 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 ServicesPublic Safety
For 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
Student Organization Training
Workshop
Questions???
Student Organization Training
Workshop
University Funding Board
Treasurers Workshop
Student Organization
Training
2012-2013
University Funding Board
Introductions
My Name: Bryan Buechner
My Position: External Vice President
Student Government Office:
655 Steger Student Life Center (SSLC)
Today’s Agenda
• Before Requesting Funds
• The Process of Requesting Funds
• After Requesting Funds
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
• 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
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 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
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
Step 4: What kind of
documentation do we need?
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)**
STEP 4: What kind of
documentation do we need?
• Agendas/itiner
aries are
required for all
programmed
events
CONFERENCE AGENDA EXAMPLE
Step 4: What kind of
documentation do we need?
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.
Step 4: What kind of
documentation do we need?
• 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 I’m
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
budget is heard?
Passed
Denied
• Congratulations!
• Visit Erin in 655 Steger
Student Life Center
• Create a new budget
– She will tell you what forms to
fill out
AND
– How to obtain the money you
were approved for
– 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
my awesome event?
• 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)
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/NonUFB funded
Co-Sponsorships
• “Sub total” line item –
total amount being
spent by each cosponsoring group (UFB
funded/Non-UFB
funded)
• “Less Co-Sponsorship”
line item – Only to be
filled out if cosponsoring
organization is nonUFB 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!
Membership
• 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!
Bryan Buechner
buechnbm@mail.uc.edu
(office) 513-556-1195
(cell) 614-301-4114