1. Student Organization Training Workshop Student Activities Board
University Policies and Procedures
Terri Hurdle, Ed.D
Student Activities Board Advisor
Kelsey Pace, Internal VP, SAB

2. Presentation Overview
Policies and Procedures
Registration Requirements
Recognized Student Organization Privileges
Organization Liability
Conference and Event Services
Public Safety and Grounds
Questions

3. 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

4. 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

5. Registered Organization Privileges – Branding and Logo Usage
Merchandise designs must be approved by Martin Ludwig, Director of Licensing
This includes:
Stationary
T-shirts
Posters
Give-a-ways
Marketing/information brochures
Merchandise may only be ordered from licensed vendors
5 licensed vendors for academic year
YOU CANNOT SELL MERCHANDISE

6. Registered Organization Privileges – Blackboard/Web Site
Blackboard Account Access for Student Organizations
Requests must be submitted to Terri Hurdle It must include:
Full name and address of person managing student organization / Blackboard account
A description of how Blackboard will help student organization
The total number of members that will be enrolled in the organization.
Web Site Request
Procedure for student access to old (or new) website:
Renew Registered Student organization status with SALD for the academic year.
 Submit website registration form annually (or whenever there is a new webmaster).
Accounts will be established when your student organization's Registration Form and Web Registration Form are received by SALD

7. 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

8. 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
Remove postings within three days after the event ends.
No alcohol promotion or roommate search/sales etc.

9. 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!!

10. 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:
Office of General Counsel:
Office of Risk Management:

11. Organization Liability- Permission 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

12. Organization Liability- 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).

13. 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

14. 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

15. Organization Liability- Student Travel Policy
Transportation Rental
Rent transportation that has liability coverage
SALD recommends the university’s transportation service
Facilities: Transportation
Forms can be found in the SALD office (455), SGA Office (655), and online at

16. Organization Liability- Student Code of Conduct
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

17. Organization Liability- 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.

18. Organization Liability- Financial 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

19. 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:

20. Conference and Event Services
Scheduling Facilities
Go to and complete application to schedule facilities by clicking on the “Reserve Event Space” button.
To check room availability, please call 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 $ 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 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.

21. 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

22. 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 ,

23. Conference and Event Services- Expressive 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.

24. Conference and Event Services- Expressive 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:
are asked to call Campus Scheduling ( ) at least 24 hours in advance, and
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.

25. Conference and Event Services- Expressive 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

26. Conference and Event Services- Public 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.

27. Conference and Event Services- Public 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:

28. Student Organization Training Workshop
Questions???

29. Student Organization Training Workshop
University Funding Board
Treasurers Workshop

30. Student Organization Training 2012-2013
University Funding Board

31. Introductions My Name: Bryan Buechner
My Position: External Vice President
Student Government Office:
655 Steger Student Life Center (SSLC)

32. Today’s Agenda Before Requesting Funds The Process of Requesting Funds
After Requesting Funds

33. 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

34. 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

35. 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.”

36. Step 3: How do I fill out the budget request form?
Budget request forms can be found online by going to 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

37. 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

38. 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)

39. 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 $ on food.
Receipts, pictures of prices on food, or invoice from company is needed

40. 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)**

41. Agendas/itineraries are required for all programmed events
STEP 4: What kind of documentation do we need?
Agendas/itineraries are required for all programmed events

42. CONFERENCE AGENDA EXAMPLE

43. 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.

44. 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

45. Step 5: What do I do when I’m finished making my budget?
Get it checked by a UFB representative
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

46. Step 6: What do I do after my budget is heard?
Denied
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
Passed
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

47. Step 7: What do I do after I have my awesome event?
Assessment Forms (Online)
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

48. 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

49. This is required regardless of if groups are UFB funded/Non-UFB funded
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

52. Co-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.)

53. Changes for this year Budgets must be TYPED
Lodging maximum is now $1500
Co-Sponsorships
Cover page/request
Evening Office Hours
Wednesdays 5-7pm

54. 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

55. 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!

56. 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, SSLC
September 13, SSLC
September 21: Membership Applications Due
Find applications in Student Government Office (655 SSLC)

57. Thank You! Bryan Buechner buechnbm@mail.uc.edu (office) 513-556-1195
(cell)