Presentation on theme: "Student Organization Training Workshop Student Activities Board"— Presentation transcript:
1Student Organization Training Workshop Student Activities Board University Policies and ProceduresTerri Hurdle, Ed.DStudent Activities Board AdvisorKelsey Pace, Internal VP, SAB
2Presentation Overview Policies and ProceduresRegistration RequirementsRecognized Student Organization PrivilegesOrganization LiabilityConference and Event ServicesPublic Safety and GroundsQuestions
3Registration Requirements In order to be a fully accepted organization, all of the items listed below must be completed:Update Student organization Online Application InformationSubmit an updated copy of organization’s Constitution and BylawsSubmit an Updated Student organization RosterAttend Student organization Training WorkshopSubmit Student Organization Verification FormAll of the above items must be completed by returning Student Organizations by November 15, 2012
4Recognized Student Organization Privileges – University Facilities Space in Steger Student Life CenterMailboxes400 level (Ground Floor)Lockers and Cabinet drawers600 levelConference rooms are available for meeting space as well as lounge spaceFor reservations please
5Registered Organization Privileges – Branding and Logo Usage Merchandise designs must be approved by Martin Ludwig, Director of LicensingThis includes:StationaryT-shirtsPostersGive-a-waysMarketing/information brochuresMerchandise may only be ordered from licensed vendors5 licensed vendors for academic yearYOU CANNOT SELL MERCHANDISE
6Registered Organization Privileges – Blackboard/Web Site Blackboard Account Access for Student OrganizationsRequests must be submitted to Terri Hurdle It must include:Full name and address of person managing student organization / Blackboard accountA description of how Blackboard will help student organizationThe total number of members that will be enrolled in the organization.Web Site RequestProcedure 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
7Registered Organization Privileges Participation 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 YearAdvisor of the YearOutstanding New organizationOutstanding New Program/ InitiativeCommitment to DiversityOutstanding organization CollaborationCommunity Service
8Registered Organization Privileges – Posting PoliciesInclude your organization’s name on poster/flyer.Be sure posters are tasteful.Post on bulletin boards onlyNo more than three posters/handbills in one area.Please refer to the Student Handbook for additional information, located atRemove postings within three days after the event ends.No alcohol promotion or roommate search/sales etc.
9Organization Liability Educate your membersYOU are responsible for informing members of policies and identifying risks associated with events/activities.Be familiar with the following University Policies:AlcoholThe 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.HazingThe laws of the state of Ohio concerning hazing shall be observed. Hazing will not be tolerated!!
10Organization 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 materialsFor additional information please contact:Student Activities and Leadership Development:Office of General Counsel:Office of Risk Management:
11Organization 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
12Organization Liability- Student Travel Policy Students participating in travel sponsored by the university must comply with the standards set forth by the Student Code of ConductTravel 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).
13Organization Liability- Student Travel Policy Student Travel terms and DefinitionsOrganization Travel-travel is defined as three or more studentsRegistered 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 travelerProviding the appropriate offices and organization advisor with travel itinerary, lodging, and emergency information and procedures
14Organization Liability- Student Travel Policy Travel Monitor TrainingTraining 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
15Organization Liability- Student Travel Policy Transportation RentalRent transportation that has liability coverageSALD recommends the university’s transportation serviceFacilities: TransportationForms can be found in the SALD office (455), SGA Office (655), and online at
16Organization Liability- Student Code of Conduct Applies to all students and must be followed at all times.Jurisdiction of the Student Code of ConductStudentsOn and Off Campus BehaviorState of OhioDivision of Student Affairs and ServicesDivision of Baccalaureate & Graduate Education
17Organization Liability- University Weapons Policy The following items are prohibited from being stored, sold or utilized on the university’s campus:FirearmsExplosives of any descriptionAmmunition, 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.
18Organization 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 DevelopmentAdvisorAssociate Vice-President/Dean of StudentsDirector of Business AffairsGeneral CounselOff campus Bank accountsRequire at least two signatures for checks/withdrawalMust include the Advisor and Treasurer
19Organization Liability- Additional University PoliciesPolicy for Drug-Free CampusSexual Assault PolicyResidence Education PoliciesAffirmative Action PolicyAdditional information on the above policies can be found at:
20Conference and Event Services Scheduling FacilitiesGo to and complete application to schedule facilities by clicking on the “Reserve Event Space” button.To check room availability, please call ext. 1Room reservations must be made within five business days of event dateIf 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.
21Conference and Event Services Food and FacilitiesTangeman 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 chargedStudent Friendly Catering Options:Papa John’sChick-Fil-AKuma NekoAramark Student Menu
22Conference and Event Services Additional Services / ApprovalsSidewalk chalking in specific areasBake sales/rafflesMain Street CinemaAmplification (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-TUC,
23Conference 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.
24Conference 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, andmay 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.
25Conference and Event Services- Expressive Activity Policy LocationsBearcat PavilionBearcat PlazaCampus GreenCRC EastCRC WestMainStreet Express Mart LobbyMcMicken CommonsNorthwest McMicken CommonsSigma Sigma CommonsTUC AtriumTUC Plaza
26Conference 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 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.
27Conference 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:
28Student Organization Training Workshop Questions???
29Student Organization Training Workshop University Funding BoardTreasurers Workshop
30Student Organization Training 2012-2013 University Funding Board
31Introductions My Name: Bryan Buechner My Position: External Vice PresidentStudent Government Office:655 Steger Student Life Center (SSLC)
32Today’s Agenda Before Requesting Funds The Process of Requesting Funds After Requesting Funds
33Step 1: Are we eligible? ELIGIBLE NOT ELIGIBLE Group is open to all UC studentsGroup has restrictive membership (i.e., club sports, Greek organizations, honoraries)Group has registered with Student Activities Board (SAB)Group receives any kind of academic creditNew Organization(Must wait 10 weeks after becoming a group to request funding)Any group eligible for GSGA funds
34Important Information Each Group is allotted up to $7,000/year.Must submit budget and follow UFB criteria to attain these fundsEach Group has $300/year in operating fundsThis money does not require you to create a budget but it does require exact documentation of funds usedYour Responsibility
35Step 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.”
36Step 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 tabBudget requests MUST be typedPage 1: Request for FundingName of group and name of eventSpecific DatesIf you are renting a UC vehicle, use the dates you will pick up/drop off the vehiclePerson who Attended Student Group Training Workshop SignatureAdvisor SignatureDescription of the EventPurpose of the EventNeeds to align with the purpose of the group
37Step 3: How do I fill out the budget request form? Page 2: Line ItemsConference Registration: registration feesFacility/Equipment Rental: Campus spaces, security, tables, chairs, etcAdvertising/Copies: FedEx, campus printingTransportation: UC vehicle rental (NO AIRLINE TICKETS)Gas: Mileage x .025Hotel/Lodging: for students travelingHonorarium: the cost of the speaker/performerOther related expenses: per diem, lodging, transportation (airline tickets), etcFood/Beverages: total of all food/beveragesOther: tickets, paper items for food/beverages, etc.After you are done filling out the Budget Request Form you need to attach documentation
38Items Generally Not Funded Seed Money (Loan)Student Gifts/GiveawaysHonoraria for University students, faculty, staff, or administratorsService Contracts (Coaches, Photographers)Media Equipment (magazines, videos, films)ElectronicsAlcoholDues/Insurance (National/State Dues, Insurance)(Page 24 of Funding Facts Packet)
39Step 4: What kind of documentation do we need? Documentation is the most important partEach line item on your budget needs to have documentationThe more documentation the betterExample: XYZ Group wants to spend $ on food.Receipts, pictures of prices on food, or invoice from company is needed
40Step 4: What kind of documentation do we need? AdvertisingAdvertising with RSVP is required if..an event on campus has food and beverages and has limited availability (per plate) ORevent is located off campusFoodYou can get up to $2000 to pay for food at up to two events each year.Food only for UC studentsCannot use Kroger Rewards or other shopping benefit cardsLodgingUFB can fund up to $1500 of lodging per year for conferencesPerformer’s lodging is not included in $1500TransportationAirlines tickets for guest speakers ONLYWe 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)**
41Agendas/itineraries are required for all programmed events STEP 4: What kind of documentation do we need?Agendas/itineraries are required for all programmed events
43Step 4: What kind of documentation do we need? M-NumbersGroups 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 fundsFailure to have the above documentation (including M numbers) results in a denial of the budget and this is non-appealable.
44Step 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% Deductions25% DeductionsNot meeting the deadline: Two Thursdays before your program date before 3pmAll items that do not fully explain the cost breakdown of each item(25% deduction from actual cost of item)Signatures do not matchMathematical miscalculations(copying from documentation to budget, adding/subtracting errors)Missing M-numbers of ALL STUDENTS travelingEach line item that does not have proper documentation
45Step 5: What do I do when I’m finished making my budget? Get it checked by a UFB representativeUFB tab “office hours”During office hours, representatives will check for:Balanced figuresProper documentationCorrect signaturesAcceptable purpose/description of eventStudent group will receive an office hour checklistCome to the UFB meeting: Thursdays, 6pm 423 TUCAnswer questionsGive explanations
46Step 6: What do I do after my budget is heard? DeniedCreate a new budgetYou cannot apply for the same event twiceNew date, event, nameAppealYou only have one week to turn in your appeal along with the proper documentationDue by 3pm the next ThursdayYou cannot appeal automatic deductionsPassedCongratulations!Visit Erin in 655 Steger Student Life CenterShe will tell you what forms to fill outANDHow to obtain the money you were approved for
47Step 7: What do I do after I have my awesome event? Assessment Forms (Online)UFB tab Assessment FormYou must fill out an assessment form online and turn in all your receipts within TEN days of your eventIf 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 wasIf your groups fails to fill out an assessment form, the budget request will not be heard for at least THREE business days
48Can 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 involvedOnly one funding request is requiredLimitations on Co-SponsorshipsFood cannot exceed $2000 per eventsCannot spend more than $3500 each year on co-sponsored events
49This is required regardless of if groups are UFB funded/Non-UFB funded Co-Sponsorships (pg. 23)Filling Out the PaperworkFront PagePresident/treasurer and advisor’s signature from BOTH organizationsRequest Page: Each line item should have…What organization(s) is incurring this costHow much the organization(s) is/are spending on that costTreat like a regular budget in terms of documentationThis is required regardless of if groups are UFB funded/Non-UFB funded
52Co-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.)
53Changes for this year Budgets must be TYPED Lodging maximum is now $1500Co-SponsorshipsCover page/requestEvening Office HoursWednesdays 5-7pm
54Important Dates February 21 2013, last day to spend operating funds Requests for Summer funding due the 10th week of spring semesterRequests for Fall 2013 due the 13th week of spring semester
55Helpful Hints Documentation is KEY Check the math Budgets must be TYPEDMake sure event is educationalHave a UFB representative check your budget before it’s turned in!
56MembershipEach fall we have a membership drive for UFB. This year, we have 4 open spotsOpen House for students interested in joining UFBSeptember 6, SSLCSeptember 13, SSLCSeptember 21: Membership Applications DueFind applications in Student Government Office (655 SSLC)