2014-15 Programs Manual

ASUOStudentOrganizationManual

2014‐2015

2014‐2015

The ASUO Student organizations Manual is printed in hard‐copy form each academic year, and the documents included are up‐to‐date as the print date. Should the procedures in this collection be changed after this printing, no additional paper copies will be printed. However, an updated copy will be posted on the ASUO’s website. Please contact the ASUO Executive, Suite 4 EMU (541‐346‐3724) for more information.

A proceduralmanual forASUO StudentOrganizations

1

TABLE OF CONTENTS Introduction to the ASUO .................................................................................................................................... 3

All Things Money ................................................................................................................................................ 4

How Do I Get Money? Managing the Budget Process .............................................................................................. 5

Giving Money to Charity: Charitable Donations by Student organizations .............................................................. 7

Now That I Have Money, What do I do with It? The Deposit Process ...................................................................... 8

Know Your Accounts: Funds‐ I,G,E,N,U &T ................................................................................................................ 9

Making Purchases that Require a Credit Card: Procurement Card Process ............................................................ 11

How to Buy Stuff: Purchase Order Instructions ...................................................................................................... 12

I Used My Own Money to Make a Purchase, How do I Get it Back? ...................................................................... 14

Senate Special Request Process .............................................................................................................................. 15

A Guide to Senate Special Request ......................................................................................................................... 17

Trust Fund Accounts................................................................................................................................................ 19

Planning a Trip .................................................................................................................................................. 20

Accidents Happen: Filling Out the Accident Report ................................................................................................ 21

Getting a Driver Certification Card .......................................................................................................................... 22

Motor Pool Process ................................................................................................................................................. 23

Travel Reimbursements ......................................................................................................................................... 26

Making Travel Arrangements ................................................................................................................................. 27

Van Usage of ASUO Owned Vans ........................................................................................................................... 29

Activity Waiver Form .............................................................................................................................................. 30

Help Around the Office ..................................................................................................................................... 31

Programs Council Meetings .................................................................................................................................... 32

Bulk Mailing ............................................................................................................................................................. 33

Advertising Your Events and Meetings on OrgSync ............................................................................................... 34

Got a Lot of Copies to Make? Campus Copy Process ............................................................................................. 37

My Computer Won’t Work, Now What? Computer Support ................................................................................. 38

Copier ..................................................................................................................................................................... 39

Fax Machine ............................................................................................................................................................ 40

Need to Send Something Fast? Federal Express ..................................................................................................... 41

Locks and Keys ......................................................................................................................................................... 42

Minor & Major Equipment Purchases ..................................................................................................................... 44

2

Office Supplies & Surplus ........................................................................................................................................ 46

Student organization Email Requests ..................................................................................................................... 48

Communicating Information: List Serves ................................................................................................................ 49

Storage Room and Archives .................................................................................................................................... 50

UO Printing .............................................................................................................................................................. 52

Voicemail ................................................................................................................................................................. 53

Planning an Event ............................................................................................................................................. 55

Event Planning Proposal .......................................................................................................................................... 56

Event Planning Checklist ......................................................................................................................................... 58

Oregon Daily Emerald Ads ....................................................................................................................................... 62

Fundraising Ideas ..................................................................................................................................................... 63

Fundraising Process ................................................................................................................................................. 64

Personal Service Contracts ...................................................................................................................................... 66

Getting the Word Out: Publicity and Promotion ..................................................................................................... 68

Scheduling Your Event ............................................................................................................................................. 70

Selling Tickets .......................................................................................................................................................... 72

Co‐Sponsorships ...................................................................................................................................................... 73

Catering Policies ...................................................................................................................................................... 74

Tabling Tips .............................................................................................................................................................. 75

3

INTRODUCTION TO STUDENT ORGANIZATIONS AT THE UNIVERSITY OF OREGON

The University of Oregon has a long and proud tradition of student activism, student-led community service and student self-governance. Student organizations provide tremendous benefits to both the University and surrounding communities. The University is committed to supporting student organizations through a recognition system that serves the interests of both the University and student organizations; that recognizes and respects the right of students to freely associate and freely express themselves without coercion or undue influence from the University; that ensures that student organizations operate consistently with the University’s core value of diversity, non-discrimination, financial accountability, responsible stewardship of public resources, full academic engagement, and the maintenance of a healthy and safe learning environment.

Student Organizations that choose to be recognized by the Associated Students of the University of Oregon (ASUO), accept the rights and responsibilities outlined in ASUO program rules, University policies and Student Conduct Code.

In order to be considered an “active” student organization, you must renew and update your student organization’s information using OrgSync each year by week three of fall term.

This Student Organization Manual is a guide intended to help you better understand the policies and procedures of the ASUO.

4

ALL THINGS MONEY

5

HOW DO I GET MONEY…

MANAGING THE BUDGET PROCESS The incidental fee budget process begins at the beginning of fall term and concludes at the end of winter term. All student organizations, new or continuing, must go through the budget process in order to receive funding for the upcoming fiscal year. The fiscal year runs from July 1 to June 30. In addition to their designated Controller, each student organization is assigned a Program Finance Committee (PFC) Tag to assist and advise them through the budget process. All deadlines will be established in advance and publicized through Programs Council Meetings during fall term and on OrgSync.

Fall Term Procedure:

1. Attend mandatory Programs Council Meetings to be informed of budget deadlines and processes.

2. Submit benchmark memo to PFC to forecast anticipated increases or decreases in funding from previous year.

3. Student organizations meet with their PFC Tag and Controller to go over budget request packet (found on the Controller website) and procedure.

4. Complete budget request packet and obtain necessary signatures by budget submission deadline.

5. Turn in budget packet and sign up for a hearing time to be held during winter term. Winter Term Procedure:

1. Meet with Controller to discuss the executive recommendation. 2. Attend scheduled budget hearing. 3. If you are dissatisfied with the outcome of the hearing there is an appeals process as

follows: a. Fill out and submit appeals form within 5 business days of original budget hearing. b. PFC reviews appeal and pending approval schedules an appeal hearing. c. Student organizations may appeal a second time if they are still dissatisfied, this

time the appeal must be submitted within 3 business days. d. A third appeal is possible. Appeal forms must be submitted within 2 business days.

Attend Fall Term PCM

Submit Benchmark Memo

Meet with PFC Tag/Controller

Complete and turn in budget packet

Schedule a hearing time

PFC hearing

Budget

Process Breakdown

6

Learning the Lingo: Budget Terms

Benchmark Memo: All student organizations requesting funding through the regular PFC process are required to submit benchmark memos. Benchmark memo should be a reasonable estimate of projected increases or decreases for individual line items, excluding current service level. If any student organization fails to submit an acceptable benchmark memo on time without contacting the PFC Chair, they may not be eligible to receive increases above current service level.

Current Service Level: Current Service Level is the percentage increase necessary in next year’s budget to provide the same level of services as are being provided in the current year. Current Service Level increases include any mandated increases for personnel, as well as any mandatory or inflationary increases for administrative and Programming costs. A list of current service level increases is compiled as a cooperative effort between the ASUO Accountant, the EMU Business Manager, and the Student Affairs Budget and Personnel Administrator. Final current service level numbers are announced around October 31st. The Current Service Level memo will be posted on the ASUO website by November 1st each year.

Executive Recommendation (Exec Rec) Model: An executive recommendation is what the ASUO Executive thinks is a reasonable budget for each student organization. The Controllers, within guidelines established by the Executive, will make executive recommendations for student organizations. The Exec Rec is a component to be taken into consideration by the PFC in making their funding decision.

Student organizations Finance Committee (PFC): A nine member body composed of three senators, four elected at large members, and one member appointed by the ASUO Executive and one member appointed by the Programs Council. The PFC acts on all matters relating to the allocation and appropriation of incidental fees to ASUO Student organizations. In making its budget recommendation to the Student Senate, the PFC considers your group’s funding history, previous spending behavior, final balances (surplus or deficit) from the previous year, and amount/use of non-incidental fee funds (fundraising, department contributions, gifts, etc).

PFC Tag: During fall and winter term, members of the PFC function as liaisons (called Tags) to student organizations, contracted services and department-based student organizations, to assist you in developing your budget proposal, and to prepare you for your budget hearing. During PFC budget hearings, Tags serve as information conduits between the student organizations they worked with and the full PFC. Tags are also required to hold 3 office hours per week during which they will be accessible to student organizations.

Stipend Model: An annual model for distribution of student organization staff stipends based on specified parameters, such as budgeted Programming expenses. The model is developed to standardize distribution of stipends during the budgeting process. Stipends are for positions that are often voted or elected into office. The stipend is intended as reimbursement for expenses incurred due to added responsibility associated with student leadership. In no way does it represent compensation for hours worked or services provided nor should an elected stipend position be seen as a job. The term “stipend” is used in both federal and state materials associated with scholarships, grants, and other financial aid. **Stipends can affect students’ financial aid awards. Please consult with the Financial Aid office to learn more about this.

7

GIVING MONEY TO CHARITY: CHARITABLE DONATIONS BY STUDENT ORGANIZATIONS

Student organizations can make a charitable donation provided that they adhere to the following guidelines:

The Director of the EMU must approve the charitable organization. At no time may incidental fee funds be donated to a charitable cause. At no time may incidental fee funds be allocated for fundraising where the purpose is to

generate funds for a purpose that would not otherwise be funded with incidental fees. Funds must be dispersed through “agency funds,” not “institutional funds”. Any funds to

be donated must be deposited into a trust fund directly – they cannot be transferred from another fund-raising account. To meet these requirements and to enable ASUO student organizations who do not have trust funds to make charitable donations, the ASUO has set up an Umbrella Trust Account solely for this purpose.

Student organizations will need to provide information to support the check request, such as an invoice from the organization, a copy of a website donation form, or other website information on the agency, including contact information.

Procedure:

1. The Student organization shall submit a request to donate to a charitable cause to the ASUO Accounting Coordinator. This information should include the website of the organization and is forwarded to the Director of the EMU for approval.

2. Upon approval, the student organization goes to the ASUO Controller’s Office to process depositing their funds raised for donation purposes either into their own Trust Fund if it exists, or into the ASUO Umbrella Trust Fund.

3. If the student organization has their own Trust account, the only steps will be to deposit the funds into that Trust account at the Controller’s Office, and then write a purchase order out of the trust account to the charitable organization. If it is processed through the Umbrella Trust fund, one of the authorized signers for that account must sign the purchase order, rather than the initiator.

4. The purchase order and supporting document will be turned over to the ASUO Accounting Coordinator to complete the final requests.

5. Part of the process includes making sure you request that the check is held. This ensures that a letter from the student organization can be sent with the check to the recipient regarding their donation.

8

NOW THAT I HAVE MONEY WHAT DO I DO WITH IT? DEPOSIT PROCESS

Student organization deposits include all cash and checks from fundraisers or outside donors, excluding donations made to the UO Foundation. Deposits CANNOT be made into the Incidental Fund or General Fund, except as an offset to an expense (e.g. bottle deposit)

Fundraising money will be deposited into Non-Event Revenue accounts, Donation fund or into Trust Fund accounts. Deposits made to the Trust Fund are not tax deductible by the donor.

Money from outside donors for co-sponsorships or where benefit is received by the donor (such as vendor space at the street faire, or advertisement on behalf of the donor), must be placed in either the Non-Event Revenue or Trust funds as appropriate.

Money from outside donors without restrictions is deposited into the Unrestricted Revenue account.

Donations over $100 can get a donation receipt for tax purposes. You will need to have the donors name and address. A letter will be sent to the donor that they can use for tax purposes.

Procedure to Process a Deposit:

1. Take cash and/or check(s) to Controller’s Office to be deposited. 2. Sign out a deposit slip. 3. Fill out the deposit slip. 4. The Controller will stamp the check(s), verify amounts and selected index. 5. Take deposit slip and the cash and/or check(s) to EMU Accounting. The EMU

Accounting office takes deposits between the hours of 8:00am and 4:00pm. 6. EMU Accounting will send Controllers a copy of the deposit.

Take Checks/Cash to Controller’s Office

Sign Out Deposit Slip

Fill out Deposit Slip and have Controller Verify and stamp with bank stamp

Take Deposit to EMU Accounting

Depo

sit P

roce

ss

9

KNOW YOUR ACCOUNTS: FUNDS – I, G, E, N, U & T

There are six funds; Incidental, General, Event Revenue, Non-Event Revenue, Unrestricted, and Trust funds. These funds must be kept separate because their money comes from different places and has different rules. None of these funds may be used to purchase alcohol. Incidental Fund: aka I Fund

The Incidental fee is the money that was allocated to the student organization by the Programs Finance Committee the previous fiscal year, during budget season. This money comes from student fees every term, and therefore has many rules to be sure it is spent appropriately.

This money does not roll over to the next fiscal year. The fiscal year runs from July 1st to June 30th

Cannot be used to purchase bottle deposits, bottled water or personal items. The student organization can spend money on food if they were allocated food holding

line item by the Program Finance Committee in the previous budget season. Food expenses must be for some type of interdepartmental (multi-group) event such as

events or conferences. These funds cannot be used for refreshments and meals as part of the regular group meeting, pre-planning or post event celebrations of only group members.

This fund cannot be used to give any sort of gift to any state employee, whether student or staff.

General Fund: aka G fund General fund money is donated by any department on campus. Department money needs to be kept separately due to rules and restrictions from it

being state money. Money must be spent on what the department specifies when donating the money. Food expenses must be for some type of interdepartmental (multi-group) event such as



These funds will roll over for spending in the next year.

Event Revenue Fund: aka E fund Event Revenue is money that is raised using the Incidental fee; mainly from tickets sales

revenue. This money may only be spent on expenses for Programming. Food expenses must be for some type of interdepartmental (multi-group) event such as


This fund cannot be used to give any sort of gift to any state employee, whether student

or staff. These funds will roll over for spending in the next year.

10

Non-Event Revenue Fund: aka N fund Non-Event revenue is the typical fundraising such as, money raised by bake sales, t-shirts

sales, or raffles. The main thing is these sales cannot be funded with Incidental fees or General Fund monies.

Food expenses must be for some type of interdepartmental (multi-group) event such as events or conferences. These funds cannot be used for refreshments and meals as part of the regular group meeting, pre-planning or post event celebrations of only group members.



Unrestricted Fund: aka U fund The money in Unrestricted revenue are donated funds or is money transferred from UO

Foundation Deposits into the U fund cannot be from governmental agencies, for co-sponsorships, or

when the donor receives benefits, such as advertisements. These funds MAY NOT be used to buy alcohol, ever! Food expenses must be for some type of interdepartmental (multi-group) event such as




Trust Funds: aka T fund Trust fund accounts are from monies generated through fund raising accounts on and off

campus for both fee-funded and non-fee-funded ASUO recognized student organizations, within the guidelines below.

For ASUO fee-funded student organizations, deposits into the Trust fund cannot be from events partially or wholly funded through one of the other types of funds.

The funds can be used for and/or be deposited from the typical fund-raising off campus; the same as the Non-Event fund (bake sales, raffles, or from donations)

Trust funds are Agency funds and have fewer restrictions; they may be used for gifts to employees or for refreshments for internal student organization meetings, but NOT FOR ALCOHOL.

Trust funds cannot be used for motorpool or contracts of any kind, including personal service contracts.

These funds will roll over for spending the next year. Trust fund accounts are not created automatically. Applications for trust fund accounts

can be found in the ASUO Controllers office.

Note: contributions by community members or business for a specified purpose are generally to be considered co-sponsorship rather than a restricted donation. Those deposits should be placed in the Non-Event revenue.

11

MAKING PURCHASES THAT REQUIRE A CREDIT CARD: PROCUREMENT CARD

The Procurement Card is a credit card that can be used for purchases under certain special conditions. The charges you make to the card require a Purchase Order (PO) and are eventually charged to your student organizations account. The Procurement Card can be used for instances where an online payment is required and there are no other payment method resources available for facilitating the purchase. Note: the Procurement Card cannot be used for hotels except for the refundable deposits. Other limited situations may warrant the use of the Procurement Card. Check with the Controller’s Office for further information. An appointment is necessary for the use of the card and can be made through the Controller’s office.

In some instances prepayment is required by the vendor. In such a case, the preferred method for making the payment is to have a check made out ahead of time to the vendor for payment. When this is not feasible, the Procurement Card may be used, within the limitations set by the Purchasing and Contracting Services department. Procedure:

1. Make an appointment with Controllers to use the card. 2. Find the item(s) online that you wish to purchase. 3. Follow the normal ordering procedures stopping at the point that you would pay for the

items. Print out the webpage showing the item(s) to be purchased. Be sure that the direct link to the webpage, showing the items, appears on the print out. If it does appear, legibly write the exact webpage address on the print out. If the webpage on the print out is the homepage, and does not show the items to be purchased, the purchase will not be processed.

4. On the print out highlight the items to be purchased, the price of the items, the quantity (if necessary), and the webpage address. Be sure that the desired purchases are made obvious on the print out or processing may be delayed.

5. Write out your contact information, to be sent with the webpage print outs, in case there are additional questions regarding the purchase.

6. Bring the highlighted print outs and contact information to the Controller’s Office and fill out a PO for the purchase.

7. All purchases need to be shipped to an address on the University of Oregon campus. You cannot ship purchases to a home address.

12

HOW TO BUY STUFF: PURCHASE ORDER INSTRUCTIONS

General purchase orders are used as payment to vendors outside and within the EMU and whenever possible, as backup documentation for other transactions dealing with your expenses. The purchase orders designate which funds the payments will be taken from. A list of recognized vendors that will or will not accept purchase orders can be found in the Controller’s Office. This list is not exclusive and other vendors may still take purchase orders. Procedure:

1. Fill in the name of your organization 2. Fill in the index number of your organization, followed by the letter designating which

fund you are taking the money from (I=incidental, G=general, N=non-event, E=event, U=unrestricted)

3. Leave Account code blank. 4. Fill in the name of the line item you are taking the money from as the Activity Code. 5. Fill in the estimated amount for your purchase. This can be a rough estimate, but should

be within 10% plus or minus of the actual cost. 6. Fill in the current date. 7. Fill in the name of the vendor you will be using. 8. Fill in the address and phone number of the vendor you will be using. 9. Fill in the description of what you will be purchasing or what you are using the purchase

order for. Description needs to include: a. Itemized list of items to be purchased b. Reason for purchasing items c. Date, time, location, and amount of people who will be present when items are

to be used. Food Purchases

Food purchases will require several more steps, outlined in a checklist available at the Controller’s Office and on-line. The basics of the checklist are as follows:

1. General list of what is being purchased. 2. Business purpose and the name of the event (even if the event is a budgeted line

item, a brief sentence describing the event is required.) a. Date, time, and location of the event b. Your event must be posted on OrgSync one week before the actual

event. This is not necessary for Trust Funds c. List of attendees:

Under 25 people attending: a sign-up sheet is suggested. Over 25 people attending: Need List of categories of people

attending (e.g. Students, faculty, community members, other ASUO student organizations involved, etc).

We need a group list of who the food is for. For example, if the event was expecting 300 people, but the food purchased was for only 30 people, we need the list of those 30 people.

Only Trust Funds may be used to purchase food for internal student organization meetings, including volunteer meetings within the group. Food purchases from the other funds must either be inter-departmental meetings, events or hosting activities.

13

10. Important! An authorized signer from your group’s current authorization card must sign the PO. The authorization card is kept in the ASUO Controllers office.

11. Obtain a signature of an ASUO Controller. Note: you need to provide an itemized receipt and a flyer from the event.

12. Have PO stamped with approval seal from the ASUO Controller’s Office. Purchase orders are not valid without a seal and a Controller’s signature.

13. If PO is larger than $500 it must be initialed by ASUO Accounting Coordinator. 14. At the time goods or services are received ask for an itemized invoice. For vendors that

do not, be sure to get documentation that includes the following: Name of the vendor Address of the vendor (phone number would be nice but is not

necessary) Date of invoice - this can be the date the order was made, the

date the item was shipped, or the date the invoice was printed Description of what was purchased – itemized and legible with a

price assigned to each item A total amount due A distinguishing transaction number – the vendor will need some

way of referencing the transaction. This could be an invoice number, the ASUO PO number, an order number on the receipt along with the date, or some other reference that the vendor requests. It should not be an order number that is reset daily because the vendor will not be able to match the payment to the bill

Note: Vendors that do not produce invoices likely will be able to produce an itemized receipt which can be used in combination with some other documentation that contains the other information needed. EMU Accounting cannot use any paperwork that says “Statement” to pay a vendor.

Equipment Purchases

1. All equipment purchases need to be sent to the ASUO office: 1228 University of Oregon EMU Suite 4 Eugene, OR 97401

2. All computer related purchases need to be done through the SAIT. 3. Once delivered the ASUO office assistants will log and tag the item with an UO

property tag. 4. The ASUO office assistants will notify you by email or phone to pick up your purchase

and fill out an ASUO Loan Property Agreement Form. 5. All reusable equipment purchased will become part the Student Activity and

Resource Center (SARC) inventory that will then become available for all student organization to check out.

Factoid: In order to be an Authorized signer for a program

you must be an enrolled student

at the University of Oregon.

14

I USED MY OWN MONEY TO BUY SOMETHING: HOW DO I GET IT BACK? REIMBURSEMENT (NON-TRAVEL)

ASUO student organizations may be reimbursed for proper business related circumstances. A business related circumstance would be if the vendor supplies a unique service or product, if they are the least expensive vendor, or if emergency goods or services were needed over the weekend, but the vendor does not accept purchase orders.

Example: a group wants to enlarge some films from their recent events, and the vendor does not accept purchase orders. The student paid with personal funds because this was the only shop that was able to provide the service. In this instance, the student should get reimbursed.

Procedure:

1. Check out a General PO. 2. Fill out the PO (see instructions under General PO, and note the restrictions regarding

reimbursements for food.) a. Fill in the name of the person being reimbursed and their student ID number on

the vendor line. b. Include an address where the check should be sent (the payment will

automatically go through direct deposit if they have it set up). c. Include a description of goods and services including quantity and unit price if

they know 3. The PO cannot be signed for authorization by the person receiving the reimbursement. 4. The PO must be accompanied by a(n):

a. Original itemized receipt or original invoice b. Memo explaining the reason a personal reimbursement is needed in place of a

PO made out to a vendor c. An explanation of business purpose if not clearly evident on PO d. An explanation as to why they have to purchase with personal funds.

5. YOU CANNOT BE REIMBURSED FOR THE PURCHASE OF GIFT CARDS.

Please Note: If the reimbursement is for a non-student or non-employee, they will need to fill out a substitute W-9 to be set up as a vendor.

What You’ll Need to Have with You

Name and Student ID number Address Itemized receipt or original invoice Memo explaining why personal funds were used A copy of the card used for the purchase with the name and all the numbers but the last

4 digits blacked out.

15

SENATE SPECIAL REQUEST PROCESS Senate special requests are for ASUO recognized student organizations who wish to do one of the following:

1. Re-allocate incidental fee money from one line item to another above 10% of the original line item amount for transfers out of a line item.

2. Establish a new line item 3. Request funds from surplus or over-realized. 4. Release a budgeted food holding line item.

Common Definitions What is Surplus? At the end each fiscal year, any funds remaining with each of student organization indices for the Incidental Fund will all be redirected back to a common pool, labeled surplus. Use of the surplus funds is under the direct authorization of the Student Senate and ASUO President and Vice President. Access to the surplus funds is through application to Senate on the Senate Special Request form. What is Over-realized Funds? As part of the budgeting process each year, the approved budget for the Incidental Fund is divided by the expected number of students for the year (adjusted by expected interest earned and summer revenue). This calculation creates the Student Incidental Fee per term. If more or less students attend than were originally projected, or if the interest earned or summer term projects vary significantly, there will be more or less revenue from the Student Incidental Fee than there are budgeted expenditures. This causes the over-realized fund to go up and down from year to year. Access to the over-realized funds is through application to Senate, on the Senate Special Request form. The special request must be approved by Senate, by the ASUO Executive, and by the University President. !IMPORTANT! Deadlines Senate meetings are every Wednesday at 7pm (except for dead week, finals and when the University is not in session) and in order to be on the agenda, special requests under $1000 must be completed by 5pm the Friday prior to the Senate meeting the request will be heard. A copy of the special request will be emailed out to Senate. Any request over $1000 must be completed by 5pm seven business days prior to the Senate meeting the request to be heard. Procedure:

1. Student organizations must first go to the Controller’s office or the ASUO website to obtain a copy of the Senate Special Request. Fill out the top portion of sheet (group name, index, amount requesting, etc.).

a. If requesting to obtain funds from surplus or the over-realized account, questions in section B must be answered on a separate sheet of paper.

b. If requesting to use money for an event, questions in section A must be answered. c. If requesting money to be transferred into a different line item or for a new line

item to be created questions in section B must be answered on a separate sheet of paper.

16

2. Print and sign name and date at the bottom of the form. 3. Take completed form to the Controller’s Office and they will fill out the financial portion

of the form found in the box near the top of the page. 4. Important! Once all the questions have been answered and the financials

have been filled in you must obtain an ASUO Senator’s signature. If no Senator is available to sign, you may leave your Special Request with the Student Office Assistants and they will hold the request until a Senator can sign it.

5. All Senate Special Requests will require the original be submitted to the ASUO Office Assistants. They will scan the request and forward it electronically to all of the Student Senators, provide the original to the Senate President, and place copies in the Special Requests binder. The request is not considered completed for the purpose of meeting deadlines until all of the above steps are done.

6. Important! Lastly, it is important that you attend the senate meeting to answer any questions the senate might have about the request if the amount requested is above $300.00. You can email the Senate President at [email protected] to confirm that your request is on the agenda. That information can also be found on the ASUO website.

17

A guide for ASUO Senate Special Requests

1. The most important thing is to know exactly what you are asking for and know exactly what the money will be used for and why you need it. Nothing shakes a senator’s confidence in giving you money than you being confused about it.

2. Go into way too much detail in your presentation. Doubts are raised when there are a lot of hard questions without good answers. If you answer everything before they ask it they have no reason not to give you money.

3. In your presentation you need to explain very clearly: a. What the money is going to. b. Why do you need the money. Was this a sudden expense? Why isn't it in your

budget? c. How will this improve the cultural or physical experience of students? Meaning,

how will students benefit from this? And how many? d. What fundraising have you done in comparison to what you're asking for?

i.If you've fundraised more then half of what you need you're in good shape, and the senators are much more likely to approve he request

ii.It's always good to list all the other places you've even asked for money, so they can see that you've tried other places first.

4. Make sure you clearly answer all 4 of the questions on the special request form (use a separate piece of paper to print the answers to the question and attach the answers to the special request form when you turn it into the controllers office).

a. Have a list / spreadsheet / table that clearly lays out your costs, fundraising, and what you're asking for. It needs to be absolutely clear to the senators what they're paying for. You can attach those documents when you submit the special request paperwork.

b. Senators will have this paperwork in front of them (usually on their computers) when you present to them. Paper copies aren’t necessary.

c. If anything about your proposal changes from the time you submit the paperwork to when you present in front of senate, update it and print 10-15 copies (senators can share copies) to give to the senate right before you present.

5. Bring as many people to support you as you can when you present to senate. It’s a lot easier to say ‘no’ to one person than to thirty.

6. Be ready and willing to compromise. Senators get turned off when people act like they expect/deserve money and aren't willing to compromise.

7. If you're asking for a lot ( >5,000) or its contentious for some reason you should talk to individual senators well before you have to present to senate. If you can get a senator who totally understands the request then at least they can explain it to the other senators in a way they can understand.

a. You can talk to the ASUO office assistants about when senators should have office hours to help you

8. Understand that senators think of themselves as the guardians of student's money. It's their job to make sure it's not getting wasted. Prove to them that it's a good use of money.

18

9. Conferences: Extra scrutiny is placed on conferences because the benefits to the student body is less obvious.

a. Explain how much the individuals are contributing to attend the conference. (If it's through fundraising you need to explain how the individuals raised the money so it counts as a personal contribution)

b. Never ask for food. You will never get it. Still include it in the total cost for context c. Go into great detail of how more students than just the attendees will benefit

from the conference. Bringing back trainings / presentations, New leaders will do _____ because of what they learned, etc

19

TRUST FUND ACCOUNTS

Trust Funds are agency funds, monies held in trust for recognized student organizations that are independently organized. They are permitted for fee funded and non-fee funded Student organizations within certain limitations. All Recognized Trust Funds must be in accordance with the following guidelines:

Monies received from fundraising off campus (such as bake sales or t-shirt sales) may be deposited into the trust account.

Monies received from fundraising on campus may be deposited into the trust account, provided incidental fund monies were not used to generate them and the funds are not form departments general fund accounts. As with all other student fund raising activities on campus, preauthorization from the EMU Director is required for donations.

Trust Funds may NOT be used for Alcohol or Payroll expenses, or for personal service contracts, motor pool or payroll.

Trust Funds may be used for reimbursement of travel, but must follow University and ASUO travel reimbursement rules and procedures.

Trust Funds MUST maintain a positive balance at all times.

University regulations will not allow trust funds to be set up when a student organization has paid full time staff, however the student organization will be allowed to set up a Foundation Account.

Trust Funds are recognized by the ASUO Executive on behalf of the University President. The organization must fully understand and agree to abide by all rules and regulations laid out by the ASUO Regarding the conduct and operation of “Recognized Student Organizations”. (OAR 571-011-0005 through 011-0010).

Incidental Fee-Funded student organizations who have trust funds may not have an off-campus bank account to prevent possible misdirection of student funds to outside agencies. Non-Incidental fee funded ASUO recognized groups who have trust funds must be in accordance with the following guidelines.

Trust funds are required for non-fee funded organizations that use state or campus resources in any capacity, including collecting revenues, payment of expenses, and using University owned and operated facilities (OAR 571-011-0005 through 011-0010).

As recognized student groups, it is permissible to use University owned and operated facilities.

20

PLANNING

A

TRIP

21

ACCIDENTS HAPPEN: FILLING OUT THE ACCIDENT REPORT

Accident Report Packets are included in every vehicle checked from motorpool. Inside the packet are multiple forms that must be filled out. There are directions on the packet envelope with necessary steps that need to be taken in an accident. At the scene:

1. Call DPS at 6-6666 if the accident occurs on campus, 911 if off campus. 2. Leave a message for UO Risk Management at 541-346-8316. 3. Complete the following forms in the Accident Report Packet:

a. UO Driver card (red) – to be completed by the UO student from the ASUO Student organization that checked out the State vehicle. Give this card to the Other Driver.

b. Non-UO Driver (green) – to be completed by the other person involved in the accident.

c. 3 Witness cards (yellow) – to be filled out by any witness that saw the accident. (Remember, this can be another person in your vehicle.)

d. Accident Report Summary (blue)- to be filled at the scene of an accident, include information of the other vehicles involved

4. Do not give our any personal auto insurance information or accept blame. 5. Take pictures of any damages of all vehicles involved, if possible.

Within 72 hours of the incident:

1. Contact ASUO Programs Advisor within 24 hours of the accident at 541-346-0643. 2. Meet with the ASUO Programs Advisor and turn in all completed cards and pictures. 3. Complete the following forms with the ASUO Programs Advisor:

a. DMV Oregon Traffic Accident and Insurance Report – to be filled out if damage is over $1500, any type of injury was involved, or if vehicle was towed (copy goes to UO Risk Management)

b. Supervisor’s Vehicle Incident Report – to be completed by the UO student and signed by ASUO Programs Advisor

The University has insurance that will cover all costs that exceed $5000. All damages up to that amount must be covered by the responsible group. However, student organizations can complete a Prudent Reserve Account application to cover damages to a state vehicle if the proper procedures and UO polices were followed. This reserve account will cover damages that exceed $500 up to $5000. Student organizations can get a Prudent Reserve Account application in the ASUO Office. In the event that the student organization shows gross negligence, the student organization might not qualify for the use of the Prudent Reserve Account.

22

DRIVER CERTIFICATION CARD –SUBJECT TO CHANGE 2014-15

The University Driver Certification Card is required for anyone driving a state vehicle and must be acquired before a trip is taken. Through the process of obtaining this card, a background check is done on your driving history. It takes two weeks to process the driver certification card. Plan ahead!!! The card is valid for 12 months for students and volunteers, and 36 months for faculty and staff. Note: The University does not offer Driver Certification cards to non US citizens.

Procedure:

1. To register for a driver’s certification card, contact the ASUO Office Assistants in the ASUO Executive office in Suite 4 of the EMU.

2. Provide your driver’s information to the Office Assistants including name, driver’s license number, contact information, undergraduate/graduate status, and van training completion date.

3. Once the driver’s certification card arrives to the ASUO Executive office, the applicant will be notified immediately via e-mail.

4. If you plan to drive a state-owned van, you will also need to take van training. Contact the ASUO Office Assistants for information about dates/times and to sign-up for van training. Note: Van training is only conducted a limited number of times per term, so plan well ahead of your trip to make sure you have multiple people van trained and certified.

The Following states require that the driver provide the information needed (driver’s DMV record) to DPS. DPS

will not be able to obtain them.

Wisconsin Connecticut Washington

Mississippi Hawaii West Virginia

New Jersey Maryland Wyoming

Virginia New Hampshire Florida

Washington DC Pennsylvania Illinois

23

University Motor Pool Procedure. Reservations can be completed online at http://motorpool.oregonstate.edu/. UO drivers are encouraged to complete the online Driver Authorization form prior to submitting a reservation to streamline data entry and communication between Motor Pool staff and customers. For questions please call 541-346-2000 (6-2000 from a campus phone). University Motor Pool is open Monday-Friday from 7am-5:30pm.

How to Use the Online System

Driver Authorization Form

In order to streamline the data entry process, please start your reservation process by filling out the online Driver Authorization Form. It is important that you fill out this form for the person that will be picking up the vehicle and for anyone that will be driving the vehicle. The person picking up the vehicle will need to present their driver’s license and driver’s certification card. If you are renting a 12 passenger van, you will need to present your drivers certification card with a van sticker. Please Note: You can fill this form out at anytime for any certified drivers in your student organization.

Step 1: Select College/Department

Select: University of Oregon

Step 2: Remaining Information

1. Enter the address of your student organization. If you don’t have an office space use the general ASUO address : 1228 University of Oregon EMU Suite 4, Eugene, OR 97403

2. UO ID number 3. Last Name 4. First Name 5. Work number or number you can be reached. 6. Email address 7. Job classification= Student 8. Date of birth 9. Drivers license number 10. Drivers license expiration date 11. State of issue

Be sure to print a copy of the Driver’s Authorization Form and take it with you to University Motor Pool. You will need this form AND your drivers certification card.

Reserving a vehicle

Fill out a PO at the controller’s office and reserve your vehicle a minimum of 48 hours before your trip to guarantee that a vehicle will be available. Vans need to be reserved a week in advance due to high demand. The earlier you reserve your vehicle, the smoother the process. Please note: if you wait until the day of your trip you will not likely get the vehicle of your choice or any vehicle at all.

24

Driver Information

1. Driver’s Name 2. Email 3. Driver’s phone number 4. UO ID Number 5. ASUO- (Your Student organization Name) 6. The index code (this is the account that the funds will be coming from) 7. Additional Email: ALWAYS PUT THIS EMAIL ADDRESS HERE: [email protected]. This

will ensure that the controllers will get the final billing information.

Trip Information

1. Pick up location (always put Eugene unless you plan to drive to Corvallis to pick up your vehicle!)

2. Departure Information and Return information 3. Destination 4. Number of passengers

5. Vehicle Preference: You need to fill out a first and second choice.

6. Additional Comments: Be sure to include any information that might be helpful to motor pool. ALSO include in this area the PO number (Be sure to ask the controllers for help!)

Insert [email protected] here

ASUO‐ (your program name)

Your program OS number

Additional Comments that might

be helpful to motor pool AND

the PO number.

After you fill in the information, the system

will remember your information and

preferences.

25

Purchase Order Procedures:

An email confirmation will be sent within 5 to 30 minutes. The confirmation email will include your reservation number which the controllers will add to the PO. Take a copy of the confirmation to the ASUO Controller’s office and fill out your PO and passenger list. The passenger list will be faxed to DPS to insure that the UO can contact others in case of an emergency. You will need to take the white copy of the PO and your driver’s certification card to motor pool to pick up the vehicle.

Other Options for Rentals

State Motor Pool is still available in Salem. Previous Motor Pool procedures apply. Other options for rentals can be found at

http://baowww.uoregon.edu/travel/vehiclerental.htm

26

TRAVEL REIMBURSEMENTS

Travel reimbursements are requests for repayment of expenses incurred during the process of traveling on ASUO business. Food and lodging can be included in travel reimbursements, provided expenses are part of the travel required to attend a student organization event or conference. Vehicle reimbursement can be made either for the cost of renting a car and cost of filling the rental with gas; or by mileage on personal cars…not both. Student organizations must retain all itemized receipts or invoices from the trip if they want to be reimbursed.

Procedure:

1. Fill out the request for reimbursement form, available at the Controller’s Office or the ASUO website.

2. Provide proof of expenses. It is important to list all students included in/ on the expenses claimed (i.e. one person paid for multiple hotel rooms for multiple people.)

a. For reimbursement of airfare, attach the receipt from the purchase of the tickets, a boarding pass, and proof that you paid for the tickets.

b. Itemized receipts or invoices for all expenses must accompany the reimbursements. In addition, the total amount reimbursed cannot exceed the per diem allowable amounts (see http://ba/Travel/travelreimbursement.htm for rates)

3. Provide proof of reason for the trip – either in the form of a conference brochure, or agenda, or letterhead materials. The more formal the paperwork is the better.

4. Fill out and sign an ASUO purchase order for the cost of the reimbursement. The purchase order must be signed by another authorized signer – you cannot sign your own reimbursement.

5. Fill out all parts of the reimbursement form which are applicable. It is important that should any questions arise, the ASUO office must be able to contact the payee.

6. Invoices and other documentation must accompany the reimbursement form and purchase order.

7. The filled out purchase order form will be turned over to the ASUO Accountant, who will create the university travel reimbursement form.

8. The account will contact the payee to sign the university travel documents which will then be approved for payment.

9. Payment will be made by check or employee direct deposit generally within three weeks.

What you need to provide

List of all students that participated on the trip Receipt for tickets Itemized receipts Conference brochure or agenda Contact information for any questions that may arise

27

MAKING TRAVEL ARRANGEMENTS

AIRFARE

Procedure for Student organization Travel:

1. Purchase airline tickets through a travel agency. The ASUO has contracts with four agencies through either the University of Oregon or the State of Oregon: Ambassador Travel, Azumano/Away Travel, River City Travel, and Premier Travel.

a. Contact the agency and get a price quote. When you find the tickets you want to purchase make a reservation.

b. Immediately come to the Controller’s Office to check out a P.O. Please note: Travel agency reservation price quotes are only guaranteed for 24 hours. In order to be processed the same day P.O.s must be completed by 3:00pm. Plan accordingly!

c. The P.O. will be given to the ASUO Accounting Coordinator, who will obtain the necessary travel authorization and fax the P.O. to the travel agency to finalize the reservation.

2. Purchase tickets on your own and get travel reimbursements later. See the ASUO travel reimbursement procedure for more details.

Procedure for student organization is Hosting a Guest:

1. Use one of the above options to purchase airline travel for your guest(s). 2. Include the cost of travel in your Personal Service Contract (Recommended Method).

This is generally the simplest, least stressful means of providing travel because it allows your guests to have control over their travel plans.

a. Prearrange with your guest(s) when they will arrive and depart. b. Negotiate the amount they will be paid in order to cover their travel. Add that to

the amount of the honorarium and complete one personal service contract for the total amount.

3. The cost of all travel expenses MUST be included in the contract. If you are unsure of the actual cost is ok to estimate the costs but make sure you estimate higher rather than lower. It will be written into the contract as “up to” a dollar amount. It is better to estimate higher than to not be able to pay the full cost of the contractors travel.

HOTEL ACCOMODATIONS

Procedure for student organizations:

When traveling somewhere that requires you to stay overnight be sure to arrange your accommodations as far in advance as possible.

1. Find accommodations that fit your needs and price range 2. Find out if they will accept P.O.s:

a. If yes: Come to the Controller’s Office and fill out a P.O. with the name, address, and phone number of where you are staying/renting as well as the names of people going.

b. If no: It is possible to get a check cut before you go to take with you. You will not be able to send the check ahead of time, so make sure the hotel will hold your

28

reservation and accept a check from the University of Oregon. You will need to plan well in advance for this option.

Procedure if student organization is Hosting a Guest:

1. Have your guest pay for his or her own lodging and include the cost in the amount of the Personal Service Contract. This is the easiest way to accommodate your guests as it allows them to make their own choices in lodging.

2. Make a reservation; make sure they accept purchase orders. If this option is used, the cost of the hotel needs to be included as part of the contract. After the event, bring the itemized invoice to the Controller’s Office to be matched with the Controller’s copy of the Purchase Order, and send to EMU Accounts Payable for payment.

29

VAN USAGE OF ASUO OWNED VANS Student organizations who wish to use a state-owned van for Student organization-related business can rent a van from Motor Pool (see Motor Pool). There are occasions when ASUO Student organizations or EMU Departments may wish to borrow SafeRide or DDS vans for day trips or van training. This use is permissible as long as it does not interfere with the original Student organization’s use of the vehicles during their working hours. Only ASUO and EMU programs may use ASUO vans. Exceptions may be granted at the discretion of the ASUO Program Advisor.

Procedure for ASUO Student organizations:

1. An ASUO student organization wishing to use an ASUO vehicle needs to gain permission of the director of the ASUO student organization lending the vehicle (SafeRide & DDS).

2. The director of DDS or SafeRide will contact the ASUO Program Advisor with this approval. 3. The student organization borrowing the vehicle will write a purchase order through the

Controller’s Office for an estimate of the mileage. ASUO student organizations borrowing the ASUO owned vans shall pay the OUS Mileage Reimbursement rate per mile driven.

4. The student organization shall pick-up the keys from the ASUO the morning that the vehicle will be used.

5. It is the responsibility of the student organization borrowing the vehicle to record the mileage. Mileage forms are available in the ASUO.

6. Upon completion of use of the van, the student organization borrowing the ASUO van is to return keys to the ASUO.

7. Student organization shall visit the Controller’s Office with the mileage to complete the purchase order.

Procedure for EMU Programs/Departments:

1. If an EMU Program wishes to borrow an ASUO van, the EMU Program Director needs to gain permission of the Programs Advisor for use of the van.

2. The Program borrowing the vehicle will submit blank purchase order to the Controller’s Office. The Controllers will begin the van log. EMU Programs borrowing ASUO owned vans shall pay 10 cents above one-half of the OUS Mileage Reimbursement rate per mile driven.

3. The Program shall pick-up the keys from the ASUO the morning that the vehicle will be used.

4. It is the responsibility of the Program borrowing the vehicle to record the mileage. Mileage forms are available in the ASUO.

5. Upon completion of use of the van, the Program borrowing the ASUO van is to return keys to the ASUO.

6. Program shall visit the Controller’s Office with the mileage to complete the van log. 7. The EMU Program will be charged for the use of the van each term (a new purchase

order will be required each term).

30

ACTIVITY WAIVERS

What is a waiver?

A waiver is a legal document releasing or relinquishing a known right, claim or privilege.

Why are waivers important and why do I need one?

The University of Oregon sponsors many travel, recreational, cultural, educational, and physical activities for members of the university community and the public. Some of these activities may subject the university and its employees to increased legal liability. In order to ensure that participants fully understand and appreciate the risks associated with these activities, as well as to mitigate the potential liability risk to the university, participants need to sign waivers.

When do I need an activity waiver?

Waivers are not required for routine educational activities for adults. However, if activities include overnight travel, out-of-town trips, or participating in activities with increased risk, the Office of Risk Management strongly recommends departments require waivers for participants. A waiver is required if the activity will be open to minors, under the age of 18. Faculty and staff participating in the same activities are not required to sign waivers if they are acting in the course and scope of their employment.

Waivers may be necessary for elective or voluntary activities (i.e., activities not required for a degree or academic program). Participants might include students, faculty, or staff on personal time outside of work, community members, children, or others who are partaking in elective field trips, recreational activities, programs for children, or any activity with increased risk.

Steps for getting a waiver:

Step 1: contact the Office of Risk Management at [email protected] and provide the following information:

Essential Event Information Date(s): Event name: Event description (location(s), activities, etc): Does any part of the activity occur after 6pm: Will participants ever be transported by UO drivers (and how): Will minors be present (Y/N): Will alcohol be served (Y/N): Will a UO staff member be present at the event/activity (Y/N): Are university funds contributing to this event (Y/N): Other specific risks that participants should be aware of: Do you need the waiver by a specific date (if no date is specified, you can expect a waiver at least 1 week prior to the event):

Step 2: Risk Management will review your request, draft a waiver, and return it to you before your event.

Step 3: You will need to give your signed waiver forms to the ASUO Programs Advisor for record keeping. Waiver forms must be kept on file for six years.

31

HELP

AROUND

THE

OFFICE

32

PROGRAM COUNCIL MEETINGS

Program Council Meetings (PCMs) are held two to three times per term for the purpose of providing support and training to student organizations. All meetings are mandatory and will be announced at the beginning of the academic year and prior to each meeting to ensure attendance. A calendar of PCM dates and times is also available at the ASUO office and the ASUO website. The following are some of the topics generally discussed and explained at these meetings:

1. On-going training 2. Budget packets 3. Programs Finance Committee (PFC) process 4. Account updates and outstanding issues 5. ASUO and other policy and procedural changes 6. Incidental fee updates 7. Important dates and deadlines 8. Event planning support 9. Transition support

It is mandatory that a representative from each ASUO fee-funded student organization attend these meetings. There will be a sign-in at every meeting, so student organizations must be on time and stay until the end. Due to such an advance notice of the schedule of these meetings, there will be automatic penalties enforced for the cumulative absences. After each missed meeting, the student organization director needs to contact the ASUO Programs Administrator right away and will be updated on missed information. The penalties are as follows:

1. 1st missed meeting: Accounts are frozen until you talk to a Controller or Programs

Administrator. 2. 2nd missed meeting: Accounts are frozen for one week from the time student

organization talked to Controller or Programs Administrator. 3. 3rd missed meeting: Accounts are frozen two weeks from the time student organization

talked to Controller or Programs Administrator. 4. 4th missed meeting: Accounts are frozen for four weeks from the time student

organization talked to Controller or Program Administrator. 5. 5th missed meeting: student organization budget is de-funded immediately after the

Programs Council Meeting for the remainder of the current fiscal year (through June 30th).

33

BULK MAILING Sending mail amounting to 250 pieces or more at one time is considered bulk mailing and must be sent through UO Printing and Mailing Services. Mail send in smaller amounts goes through mail bin in the ASUO office. This may take two or more weeks but it will save your student organization money.

Procedure:

1. Go to Campus Copy and get an estimate on your copy order (blue piece of paper). 2. Take the estimate to the ASUO Controllers Office and fill out a Campus Copy PO. 3. Take signed and sealed PO to Campus Copy and place your order. 4. Campus copy will notify you once the order is ready. 5. Fold, stuff, and address envelopes and organize by zip code. 6. Obtain a weight estimate (ounces per piece) for your bulk mailing from the UO Post

Office located in the EMU 7. Call the UO Printing and Mailing Services (541-346-1689) to request a bulk mailing

estimate. Before you call you will need to know the size, weight, number of pieces, and how it’s being sent (first class, etc). Make sure to arrange for a bulk mail pick up or drop off so you can ensure that your mailing will go out in a timely manner.

8. Take the bulk mailing estimate to the ASUO Controllers office and fill out an “ASUO General PO” and a "UO Printing and Supply Order Data Sheet."

9. Place bulk mailing in the off campus mail tray located above the mailboxes in the ASUO. Make sure to include the “ASUO General PO,” “UO Printing and Supply Order Data Sheet" paperwork and your Student organization’s green mail card.

Where is UO Printing and Mailing?

Baker Downtown Center 1296 University of Oregon

On the Corner of High and E 10th

What You’ll Need:

Estimate for copy order/mail order

Campus Copy PO Weight estimate from Post Office Bulk mailing estimate from UO

Printing and Mailing PO for mailing and UO Printing

and Supply Order Data Sheet Your programs green mailing

card and white mail sheet.

34

ADVERTISING YOUR EVENTS AND MEETINGS: USING ORGSYNC TO GET THE WORD OUT

If you are hosting an event and using non-trust money to provide food, your event must be open to all students. You will need to send an email over the ASUO Events listserv and advertise your event using OrgSync a week BEFORE your event. Using OrgSync makes your life and event planning easier for a number of reasons:

1. You can create your event on your organizations page and share the event to Facebook and Twitter-no need to log in to multiple sites.

2. Once you create your event you can embed the link to your event in the email you send out over the Events Listserv.

3. You can manage attendance for your event. Say you will only have enough food for 25 people and would quickly run out if all 24k students showed up. When setting up your event you can limit the number of RSVPs for the event to 25 people or as many as you can reasonably accommodate.

4. Using OrgSync event management, you can send out messaging and reminders to the people who RSVP’d for the event.

5. You can export the RSVP list to excel-this is great when you have to provide a list of people that attended your event to the Controllers and save paper!

Getting Started

On your organization’s OrgSync page go to the column on the left hand side and go to events. From here click on the green button in the upper right hand corner “create an Event”.

Step 1: Edit Event

Details

Fill in all the details

about the event:

Name, date, time,

etc. and describe

what the event is

about. If you are

having food at

your event paid for

with I‐fee money,

your event must

be open to all

students.

35

Step 3: Visibility

You need to click on Oregon or if you have a website hosted by OrgSync click Public to have

this event appear on your website event calendar. From here you can also request to “Share

on Community Calendar” and it will appear on the front page of the OrgSync home page.

(Please note: I will only approve calendar requests for events‐no regular meetings)

Finishing Up the Process: Sharing your event

Once your event has been completed you can share your event in a couple of ways.

Promote your event‐this ends up on the OrgSync Homepage

Generate a QR code

Share on Facebook

Post to Twitter

Step 2: Share your event

Once you have created your event, you can then manage your event by sending out event reminders to people

who signed up, invite people to attend by emailing them, see who is planning on attending and downloading event

rosters. You can even add to your calendar!

Tip: If you input an actual

address, for example, 1234 Main

St Eugene, OR 97403 in the

location/address box it will give

the user exact directions from

the user’s current location!

Tip: Get Fancy‐ Upload a

picture!

36

Step 3: Notify the Controllers

If you are having food at your event and using a Purchase Order for the food, you will need to go to your events

tab and under event lists to download a roster for the Controller’s. You can do this one of two ways:

1) Under the event details click on Export RSVPs 2) Under the participation tab, click on the Export Participation button.

Share your

event with

everyone you

know.

Put on the Main Page

Share it on Facebook

and Twittler

Use this link to put

in email for Listserv

Export your

attendee list

and email it to

the Controller’s

37

GOT A LOT OF COPIES TO MAKE? CAMPUS COPY PROCESS

Campus Copy Center (also referred to as Quick Copy) is typically used for simple orders and when more than 200 copies are needed. Campus Copy also does specialty orders like newsletters, color copies, bound items, card stock, etc. Outside printing may be available but requires permission from UO Printing first. Procedure:

1. Go to Campus Copy and get an estimate (blue piece of paper). 2. Go to the Controllers’ Office and get a Campus Copy PO. 3. Sign out the PO on the Campus Copy clipboard. 4. Fill out PO and have an authorized signer from the group sign the PO. 5. Have the Controller enter PO into ledger and sign and seal the PO. 6. Take the estimate, the PO, and the items to be copied to Campus Copy. 7. Campus Copy will notify you when your order is ready.

38

MY COMPUTER WON’T WORK, NOW WHAT? COMPUTER SUPPORT

All requests for computer or technology support should go through the ASUO Office Assistants. Email them at [email protected] or stop by their desk to explain what problems you are having and they will contact the IT department on your behalf. This will help the IT Department determine who the request is coming from and prioritize the request; in addition, it helps the IT department track requests for service The EMU Network Support Team will still accept direct calls for assistance in emergency situations but do prefer the use of the new email tracking system whenever possible. Top Ten Reasons for contacting the it department:

1. Interested in purchasing a new computer or computer part ( see major/minor equipment procedure)

2. Need additional software 3. Your computer will not turn on 4. Do not know the log in user name and/or password 5. Cannot connect to the Internet 6. Your computer has a virus or is not functioning correctly 7. Part of the computer is missing or needs to be replaced (like the keyboard or the mouse) 8. You have a new computer 9. Your telephone isn’t working 10. To say hello and tell them thank you for all their hard work!

39

COPIER The ASUO has a copier that is available to all fee-funded student organizations. The machine is located in the ASUO office near the main entrance double doors. The cost of copies is set annually (about $.05 each). The copier can be used for 200 copies or less. All orders over 200 copies or specialty orders must be placed through Campus Copy or UO Printing. Personal copies are $.05 each. Procedure:

1. Each student organization will be notified of their copy account number at the beginning of each academic year. If you forget your code you may ask the ASUO Office Assistant or the ASUO Office Coordinator for assistance.

2. To make copies, press the “COPY” button if the button is not lit/green 3. Enter your “account number” (aka Copy Code) using the copier key pad. 4. Press Login on the copier screen 5. You may now select how many copies you want to make or the default will create one

copy. 6. There are special features for the copy machine like double sided copy, staple, collating

and much more. Use the touch screen or ask the Student Office Assistant for assistance. 7. When you are finished making copies, press the “Access” key button then chose ‘Log

off’ on touch screen in order to clear out the copy account number. 8. ASUO student organizations can check their copy use at any time with the Controllers’

Office but their ledger will only reflect charges from the prior month.

The ASUO Copier also has color capabilities. To utilize this option, you must contact the ASUO Student Office Assistants. Student organizations typically have a 5-copy limit per month to ensure student organizations are not using the copier as their primary color printing. Ideally, student organizations will use the color feature only to obtain proofs to give to the Campus Copy center or for jobs that require very few copies.

Do I really need to budget for copies?

Yes, it is probably a good idea that when you are preparing your budget that you include some money for copies. At the very least, you’ll need to make copies of your budget!

40

FAX MACHINE

The ASUO office offers fax services to all ASUO student organizations. The ASUO fax number is 541-346-0620. Local outgoing faxes are free of charge for business use of student organizations. Long distance outgoing faxes require a long distance authorization code. Please check with the front desk or Office Coordinator if you are not sure whether your student organization has one. Personal Faxes: Personal outgoing faxes can be made at the UO Ticket Office and the UO Book Store. Personal incoming faxes local and/or incoming long distance faxes will cost $1.00. Each additional sheet will cost $0.50 per page. (Funds are deposited in the copy box upon fax pick-up)

Incoming Fax Number: 541-346-0620

Outgoing local faxes are free for business purposes!

41

NEED TO SEND SOMETHING FAST?: FEDERAL EXPRESS

Federal Express envelopes and shipping request stickers are available to all ASUO Student organizations. The most commonly used FedEx Express Envelopes are available in the ASUO Executive Office. All Fed Ex supplies can be obtained by asking the ASUO Office Assistants or ASUO Office Coordinator. All Federal Express envelopes and packages must have a white printed mail form attached to ensure delivery and that the student organization is charged properly. UO Policy requires that all Federal Express envelopes and packages go through UO Mailing Services. Procedure:

1. Adhere Express Shipping Request sticker to the front of the envelope or package. 2. Fill out Express Shipping Request ticket with the following information:

a. Address of recipient b. Telephone number of recipient c. Mark the appropriate boxes on the bottom of shipping ticket

3. Call Mail Services for a price estimate (541-346-3130). 4. Pull off the tracking number sticker and keep for future reference. 5. Attach a white printed mail form. 6. Put envelope or package in the off-campus mail tray located near the front desk/Office

Assistant cubicle.

These forms can be obtained by asking the ASUO Office Assistant or ASUO Office Coordinator. Please make sure to include your Student organization index number on the reference information line.

42

LOCKS AND KEYS OBTAINING & RETURNING KEYS Keys for student offices are available for checkout to authorized individuals. Keys can either be assigned to a specific person for an academic year or checked out on an as-needed basis if an organization has set up a shared checkout key ring with the UO/EMU Ticket Office.

Personal Office Key Checkout for Academic Year

Obtain a current-year Student Key Checkout Authorization UO/EMU Ticket Office Only the four authorized signers may have a personal key. EMU room numbers for the keys need to be entered on the form. Carefully read all information on the form, sign as 'Keyholder' and take it with a

$20.00-per-key ($5.00 processing fee and $15.00 refundable deposit) and current UO ID Card to the UO/EMU Ticket Office where key(s) will be issued. The Ticket Office will complete the form and retain the bottom copy; you should keep the top copy for your records.

Loaning or giving University keys to others, abuse and/or neglect of University keys and/or the spaces they access will result in the immediate forfeiture of the key(s) and any associated refund, and may also result in other sanctions including loss of EMU/University key privileges.

PERSONAL OFFICE KEY RETURN/RENEWAL Keys held through membership/employment in a specific organization or student

organization must be returned immediately upon termination of membership/employment, even if termination occurs before the close of the academic year. Otherwise, keys must be returned or renewed for the next academic year by the date determined by the EMU.

University keys not returned according to stated procedure and deadlines will be considered 'lost' and may necessitate lock changes and charges assessed to the responsible student organization/department.

To Return Key(s): Bring key(s) and current UO ID Card to the UO/EMU Ticket Office. You will receive a $15.00-per-key refund as long as you comply with the appropriate deadline.

To Renew Key(s): Present key(s) being renewed and current UO ID Card at the Ticket Office and follow all steps for checking out an office key outlined above (article 1). No additional fees/deposits are required when key renewals comply with the appropriate deadline. Keys renewed after the posted deadline will be re-charge the original $10.00 as if be issued for the first time.

43

Shared Key Rings (for single-use checkout)

Go to the UO/EMU Information Desk; verify that a shared key ring exists for the office you wish to access and that your name is on the authorization list submitted by the organization director(s).

Obtain the necessary key. You will be required to leave your current UO ID Card at the Ticket Office until you return the key. These keys must be returned within 24 hours of checkout.

Keys are assigned to the shared rings using the 'EMU Staff / Faculty / Vendor / Contractor Key Checkout Authorization' form.

Shared key rings kept in the Information Desk remain active unless lost or ordered removed by the organization director or other EMU/ASUO authority.

University keys not returned according to stated procedure and deadlines will be considered 'lost' and may necessitate lock changes and charges assessed to the responsible student organization.

Loaning or giving University keys to others, abuse and/or neglect of University keys and/or the spaces they access will result in the immediate forfeiture of the key(s) and any associated refund, and may also result in other sanctions including loss of EMU/University key privileges.

LOST KEYS

1. Lost or stolen keys must be reported to the UO/EMU Ticket Office (541-346-4363) within 48 hours of loss or theft. As a backup, also report the loss to the EMU Assistant Facilities Director (541-346-3087). Please provide as much identifying information about the lost/stolen keys as possible.

2. To obtain replacement personal keys, the student must follow the Personal Office Key Checkout procedure pay a new fee/deposit.

3. Loss of keys will result in lock changes under the following circumstances: a. Loss of any key that operates an exterior building door. b. Loss of the third key for a specific office door lock. c. And may be requested at the expense of the responsible student

organization/department. 4. The ASUO Executive and/or EMU Administration have the discretion to order a lock

change if there are overriding safety or security issues resulting from any key loss or unauthorized key possession.

OTHER INFORMATION If you experience any other key- or lock-related problems in the EMU (key doesn't work, gets stuck or breaks off in lock, door doesn't secure properly, etc.) please contact EMU Facilities at 541-346-3087 or 541-346-6070. Reporting troublesome locks or hardware items before they fail completely often reduces repair costs and minimizes user inconvenience.

IF YOU DO NOT RETURN YOUR PERSONAL KEY, YOU MAY BE CHARGED A $75 FEE THAT WILL BE ADDED TO YOUR STUDENT ACCOUNT!

44

MINOR & MAJOR EQUIPMENT PURCHASES ASUO student organizations may request funding for minor or major equipment. Such equipment is usually considered a “one time” cost and is above the average student organization’s operating budget. In any procurement process, the method that brings the best value while providing open, fair competition is to be sought. Requests will be approved on a first-come, first-served. Minor Equipment Equipment purchases that are less than $5000 may be made by using the “ASUO Minor Equipment Reserve” account. This account is available to all ASUO Programs. All equipment purchased through this account must be properly inventoried through the ASUO controllers and remain the property of the ASUO and the University. Procedure:

1. All ASUO student organizations wishing to use this account must complete the Minor Equipment form, which includes getting 3 different price quotes.

2. The application must be submitted to the ASUO Executive or Executive appointee who will forward it to the ASUO President for a decision on the request.

3. The ASUO Executive will contact the student organization within two weeks from the date of application regarding the decision.

4. Once the purchase request is approved, a signed and sealed purchase order covering the balance of the purchase price will be provided to the Student organization.

5. The student organization will then take the purchase order and deal directly with the vendor; or work through the procurement card process to acquire minor equipment. This process is sometimes done through the procurement card process using the Web.

Major Equipment If the desired purchase is over $5000, funding must come from the “ASUO Equipment Replacement and Reserve” account. This account is available to all ASUO student organizations. All equipment purchased through this account must be properly inventoried and insured by the ASUO Professional Staff. Procedure:

1. All ASUO student organizations wishing to use this account must complete the Major Equipment form. To determine the best value, student organizations will need to receive a minimum of three written price quotes. The three price quotes MUST be obtained before purchasing and approval will need to be secured from the UO Purchasing Support Services.

2. The vendor with the lowest quote should be selected if it represents the best value. These quotes should include the following information:

Item to be purchased Vendor name Vendor address Vendor phone Price quote

3. If the lowest quote is not selected, a solid rationale of why they were not must be provided. The formal process of requesting bids may also be used for contract values within this range.

4. The application must be submitted to the ASUO Finance Coordinator who will forward it to the ASUO President for a decision on the request.

5. The ASUO Executive will contact the student organization within 2 (work) weeks from the date of application regarding the decision. No ASUO Purchase Order accompanies any major equipment purchase. Instead, the approved application form is routed to EMU Accounting to complete the purchase by issuing a UO purchase order.

45

6. Any computer equipment purchases require that you contact SAIT, for software

installation and set up. Any portable computer equipment, i.e. laptops requires that you fill out the laptop equipment check out form once a term. Laptops will be turned in at the end of Spring Term for annual maintenance.

All Equipment or office supplies ordered must be shipped to the ASUO office. The address is: 1228 University of Oregon Executive Office EMU Suite 4 Eugene, OR 97403

46

OFFICE SUPPLIES & SURPLUS

All Office supplies can be ordered through Boise Cascade/Office Max. All ASUO student organizations receive a discount on any item listed in the Boise Cascade/Office Max catalog. NOTE: For purchasing office supplies somewhere else, see general purchase order instructions. Procedure:

1. Obtain a Boise Cascade PO from the Controller’s Office. 2. Select office items by looking through the Boise Cascade catalog (ask Controllers or the

front desk for a catalog) and/or going online to the Office Max Web-Site. http://www.officemaxsolutions.com/html/index.shtml

3. Call Boise Cascade (the number is located on the bottom of the PO): 1-800-472-6473 4. Enter 10 digit PIN (ask your Student organization Director or contact the ASUO for this

number). When ordering via telephone an Office Max Representative will ask for the Consignee number (033044) and Purchase Order number (top right corner)

5. Tell Representative quantity of item, Product Number/Order number and type of product 6. Ask for exact price per item and fill in under the “price” column (we receive a discount

so be sure to ask for the price when filling in this section). 7. Write Total Amount and Invoice Number (the Representative will give you this number) 8. Write Representative name (you will need to ask for it) 9. Get Authorized Program Signer’s signature 10. Take to Controllers to sign, seal and enter into ledgers 11. Orders usually arrive the next day. Please note that Office Max only delivers Tues-Fri. And

some items may take up to seven days to be delivered, so order as early as possible. The entire procedure can be done online if so desired. (If you wish to order supplies online you will need to request a user name and PIN, before placing an order. You will also need to have your order saved and NOT completed until you have had the ASUO Controllers approve your order by authorizing a purchase order). Directors should let Boise/Office Max know when they leave their position because Office Max requires accounts to be under personal names not Student organization names.

Additional Options

ROSE (Reusable Office Supply Exchange): Offers free office supplies (file folders, tape dispensers, etc). They are located in the English Department, PLC 180 and can be reached at 346-3911. ROSE is open during the English Department’s normal business hours. They are closed from 12:00 Noon to 1:00PM daily. You may also dispose of unwanted non-electronic office items here.

Student organizations can use the Department Surplus Listings website to post or shop for UO surplus property that is in working condition. The website link is: http://surplus.uoregon.edu/

There is a lot off Franklin, next to Market of Choice that has a warehouse where you can find chairs, cabinets, etc. The items are free, but you are responsible for delivery. They are open M-F 12:30-1pm.

Other Things to Remember

Use your paper wisely: Paper is an expensive resource that can save departments money from reduced use. When you are making copies or preparing handouts for a meeting, please make double sided copies. This saves space, $$$ and reduces the amount of paper used on campus.

47

Other ideas include making draft copies and using scratch paper, print only what you have to. These small steps can reduce waste, reduce global warming and save your department money. Every scrap counts!

Remember the campus recycled paper policy by purchasing recycled content paper in all your office paper needs. To review, here's the link for the Campus Recycled Paper Policy: http://www.uoregon.edu/~recycle/UOPolicies.htm

Purchasing recycled content paper greatly reduces greenhouse gasses and saves trees.

Use online ordering for campus printing and for other purchasing needs.

48

STUDENT ORGANIZATION EMAIL All recognized ASUO Student organizations (both fee-funded and non fee-funded) are eligible for an email account. ASUO student organizations are encouraged to use a University of Oregon email account. Procedure:

1. Request an ASUO student organization Email Request form from the ASUO office. 2. Fill out and return to the ASUO office. 3. The form has to be signed and requested by an authorized program signer. 4. ASUO Professional staff must approve the request before submitting it to EMU computer

support. 5. The EMU computer support person will email the person requesting the account and

site/email address information once they are established. Websites: OrgSync hosts all ASUO websites starting in 2014-15. To access the website function you will need to be an administrator of your OrgSync page. The website builder tool is located under the “More” drop down menu. OrgSync offers weekly webinar trainings on how to set up your website at www.orgsync.com.

49

COMMUNICATING INFORMATION: LIST SERVES

The Programs list serve is a closed email account that allows student organizations to communicate mandatory information (i.e. required public meeting agendas, meeting minutes, budget deadlines, Information, PCMs, etc.) Anything sent over the Programs list serve deemed non-mandatory will result in consequences set by the Programs Administrator. All ASUO student organizations are required to join for continuity from year to year. Each student organization needs to have at least one email/subscriber on the list serve (The ASUO prefers a student organization email rather than a personal email). The address for this list serve is [email protected] NEW! Starting July 1, 2014 we will be discontinuing the use of the ASUO Events Listserv. All events will be advertised on each student organization’s OrgSync page, as well as, on the events calendar located on the front page of OrgSync. The list serves are maintained by the ASUO Office Coordinator and the Student Office Assistants. Please be sure to update contact information during a transition or at the beginning of every school year to ensure proper email distribution.

What goes on the Programs Listserv?

Mandatory hiring information Notice of PCM Meetings Deadlines for budgets Agendas Meeting Minutes

50

WHAT TO KEEP? STORAGE AND ARCHIVES

Storage Room: The ASUO has limited storage space, with some shelf space available to student organizations by request. Student organizations must check in with the Office Assistants at the ASUO office for access. Student organizations must be accompanied by an ASUO staff member.

What can be placed in storage?

STORAGE IS LIMITED TO PAPERWORK, STUDENT ORGANIZATION DECORATIONS, AND OTHER NON-PERISHABLE ITEMS; AND SHOULD ONLY INCLUDE THOSE ITEMS THE STUDENT ORGANIZATION EXPECTS TO USE WITHIN THE YEAR.

OBSOLETE BUT USEABLE ITEMS SUCH AS EQUIPMENT CAN BE RECYCLED THROUGH THE VARIOUS APPROPRIATE AGENCIES ON CAMPUS.

WELL-WORN ITEMS WHICH ARE NOT EXPECTED TO BE USED AGAIN SHOULD BE DONATED OR THROWN AWAY, AS THERE IS NO EXCESS SPACE FOR ANYTHING WHICH WILL PROBABLY NOT BE USED AGAIN.

ALL BOXES PLACED IN STORAGE SHOULD BE CLEARLY MARKED BY STUDENT ORGANIZATION, YEAR, AND CONTENTS. IN ADDITION, IT IS RECOMMENDED THAT A BOX LIST BE ENCLOSED OF ALL FOLDERS WITHIN THE BOX.

PAPERWORK OF SIGNIFICANT VALUE TO THE STUDENT ORGANIZATION MAY BE ARCHIVED THROUGH THE UNIVERSITY LIBRARY ARCHIVE SYSTEM AS DESCRIBED BELOW.

UNIVERSITY ARCHIVES: University Archives consists of two units. The Electronic Records Archivist, Kira Homo, assists campus departments in administering the records that document the University's activities and complying with associated legal requirements. The Historian and Archivist, Heather Briston, administers the historical collections which include permanent records, University publications, papers of noted faculty, and documents of student life. Selected information is listed below. More information is available at the Library Archive website at http://libweb.uoregon.edu/speccoll/records/. However, it is useful to know that Archives will not accept papers that have a scheduled destruction date. These are now handled by Records Management. Legal required retention examples:

Accounts payable records must be retained for 6 years Contract agreements must be retained for 6 years Insurance information must be retained for 2 years. Employee records must be retained for 3 years Budget planning and preparation records – 4 years, original budgets – 10 years. Financial statements and closing of the books – 6 years

Permanent historical record retention examples: Senate and Financial Committee minutes (written or recorded tapes) Student organization memos, bylaws, policies, and internal documents Legislative proposals for University and Student Senate Case files, memos, reports and other documents

Procedure for getting paperwork over to the Library Archives: 1. Make a list of all boxes and their contents that you expect to send to archives and submit

via e-mail to the Library Archivists. They review intended storage and replying back as to

51

whether the material is appropriate for either legal retention storage or historical permanent records, or if they should be held on site or destroyed.

2. Once the archivists agree on your box lists, they will send a confirmation letter and some partially completed box tags to be filled out.

3. All boxes to be archived must be clearly marked on the outside of the box, tagged with the box numbers provided, and contain a complete listing of all files or books contained within.

4. A completed University Archives Records Transmittal Form (available on their website) must be sent to the Library archives after boxes are officially tagged – it can either be sent directly to the Archive Department in the Library, or can accompany the boxes to the Baker Street Storage facility.

5. The Archive records are stored at the Knight Library, but generally most of the stored papers are located at the Baker Street building (Archives and Printing and Campus Mail share the building).

6. If the student organization chooses to have Facilities pick up the boxes and deliver them to the Baker Street address, they should generate an ASUO purchase order for the expected costs – approximately $30 per 10 boxes, based on hourly charge.

Procedure for destroying paperwork: 1. Discussions with the Archivist may result in the recommendation that the papers have

aged out of their retention time period and should be destroyed. 2. The University Archives would still like a box and contents list of the destroyed items and it

is recommended that they review the paperwork before the files are actually tossed. 3. Any financial records or personnel records should be shredded or disposed of through a

locked Docu-Shred container, located in the lobby in front of the ASUO office. 4. Papers that are duplicated elsewhere, including copies of local or student newspapers

or governmental elections materials or other reprinted materials, do NOT need to be archived nor included on the destroy list. Unless they happen to be confidential information, they do not need to be shredded, and should instead be put into recycle bins.

52

UO PRINTING UO Printing is located downtown at the Baker Center. UO Printing is for more specialized print processing and oversized duplicating that Campus Copy can’t fulfill. Outside printing may be available but only with permission from UO printing. Procedure:

1. Get an estimate from UO Printing and take that to the Controller’s Office 2. Fill out pink UO Printing long form 3. Sign out a General Purchase Order on the clipboard 4. Fill out the PO to UO Printing and have an authorized signer sign PO 5. Controller will enter PO into ledger and sign it 6. Take the white copy of the General PO and the pink, white, and yellow copies of the

pink long form to UO Printing 7. UO Printing will call you when your order is ready

Note: Business card printing estimates are obtained on an annual basis and documented by the ASUO Office Coordinator. For copies of the annual quote contact the ASUO Office Coordinator at 541-346-0618 or [email protected].

Where is UO Printing and Mailing? Baker Downtown Center 1296 University of Oregon

On the Corner of High and E 10th

53

VOICEMAIL ASUO student organizations who have an office phone will have access to the University’s voicemail system called CallXpress. Student organizations that do not wish to have a telephone but would like to have access to voicemail can request a voicemail box from the ASUO Office Coordinator. There is a minimal monthly charge for a voicemail box. Below are instructions to record greetings and check messages. General Log-In

Dial your voice mail access number on campus 6-1111 or off campus 346-1111 Once prompted, enter your five-digit extension number Enter your password (If you do not know your password, contact ASUO Office

Coordinator.) You are now ready to choose an option below

Press 1 to Record/Send Outgoing Messages

Dial # to approve the recorded message Dial 1 to edit the recorded message

2 to rewind 3 to play/pause 4 to make louder 7 to make softer 5 to play last 5 seconds *3 to delete the message *4 provides help

Press 2 to Get and Respond to Your Messages After dialing 2 the automated voice will give you two options:

Dial 1 to get your new messages 0 to listen to new messages *3 to delete message # to save & skip message

Dial 9 to access all messages (saved and others) 0 to listen to all messages *3 to delete message # to save & skip message

Press 513 to Change Greeting(s) After dialing 513 from the main menu, the automated voice will provide you with two options:

Dial 2 to record your normal greeting 4 to discard current recording 2 to make a new recording

5 to save your recording 6 to hear your recording 4 to delete and re-record * to quit

Dial 3 to record your out of office greeting 4 to discard current recording 2 to make a new recording 5 to turn on out of office greeting * to quit

54

Note: It is suggested that using a personalized greeting encourages the caller to leave a message. Be sure to update your greeting when you will be away for more than a day. Press 514 to Change Your Password Change Password

After dialing 514 you will be asked to enter your new password followed by #. After entering your new password, you will be prompted to enter it again followed by #.

As of September 2008, CallXpress allows you to access and manage settings and preferences for your voicemail account online. (The web pages are only accessible from UO IP addresses. There is a charge of $1.00 per month for this service.) Log in to Your Account

To access your online voicemail, go to the UO Voicemail homepage at: http://voicemail.uoregon.edu

Enter your mailbox number (your 5 digit UO phone extension) and your voicemail password

Then click the Login button Change your password

To change your voicemail password, click the Personal Settings option on the left hand side menu of your screen. Next, click the Security Code tab in the upper right hand corner of your screen.

You will next see a menu titled, Change Security Code. Enter your current and new voicemail passwords indicated. Note passwords must be no shorter than 6 numeric characters and not be simple.

Click the OK button to finish changing your password. Note: this changes your voicemail password from your phone as well.

Accessing Messages using the Web

After successfully logging into your voicemail account, you may see a voicemail message inbox tab at the top of screen. If so, then continue on to the next section, “accessing messages.”

55

PLANNING

AN

EVENT

56

Event Planning Proposal Fill out this checklist before you begin planning your event so that you'll have the information on hand. Don't worry if you don't know the answers to some of these questions right now - just keep them in mind as you're going through the planning process.

Basic Information

Goal of the Event:

Event Name:

Event Date/Time:

Event Location:

Speakers/Band or Special Guests:

Expected Attendance:

What is the estimated budget?

Is there going to be a registration fee for attendees?

Physical Needs

Will you need tables, chairs, etc.?

If so, what and how many do you need?

How would you like to have them arranged?

Will you be serving food or beverages?

Do you plan on serving alcohol?

Do you expect any guests with special dietary needs?

Will you use an outside vendor or Sodexho (campus food services)?

Will you need any audio/visual equipment?

If so, what equipment will you need?

Will you need Internet or phone service in the room?

Will you need someone to help you run the equipment?

Preparing the Room

Will you need to have the room cleaned? Before, afterwards, or both?

How complicated is your set-up? Will you need to reserve extra time to accommodate for it?

57

Is your event on the weekend or after-hours?

If so, will you need to hire guards?

Will you need to have someone unlock the room?

Will you need heating/air conditioning?

Guests

What parking accommodations will your guests need?

Will you need to arrange travel to/from the university?

Will you be giving out gifts to your speakers and/or attendees?

Will you need to print up nametags for your guests?

Are you expecting guests with disabilities?

If so, what special accommodations need to be arranged?

Advertising

Is your event going to be private?

If so, will you need to print up invitations?

Is your event going to be public?

If so, will you need to print up flyers or advertising posters?

Will you want to run an ad in the ODE?

Will you need to add the event the University Calendar?

Comments/Potential Issues:

58

Group Name: Name of Event: Location of Event: Date of Event:

Date to begin:

Date to be done:

1. Decide Theme 2. Check Calendar Conflicts 3. Reserve Facility (room, building, outdoor areas)

4. Prepare Contracts and/or Letter of Agreement with speakers, location, etc., 5. Reserve Special Equipment (audio-visual, sound, lights, microphones, projectors, etc.) 6. Coordinate physical set-up with Scheduling/Vendor (seating, room arrangements, etc.) 7. Arrange for Security (if needed)

B. Budget 1. Prepare Proposed Budget Income/ Expenses

2. Review Purchase Orders needed with appropriate fiscal office

3. Pay ALL Invoices C. Decorations 1. Design Decorations 2. Buy Materials 3. Construct Decorations D. Entertainment 1. Contract Band, DJ, Performers, Speakers 2. Process Payment

Assigned to: E. Programs/Awards

1. Design and Print Programs 2. Order Awards 3. Prepare Script 4. Arrange for Emcee F. Publicity 1. Prepare Calendar of Events (dates, event, time, place)

2. Prepare Materials for Bulletin Boards, Special Displays, ODE Ads, Public Service Announcments (send to UO PR Dept.) 3. Prepare Press Release

59

4. General Layout- Design and Print (Letterhead, Programs, Ads, Posters/Flyers, Table Tents, Buttons) 6. Weekly Calendars- Campus/Community

8. Set up Interviews- Radio/TV Shows

9. Write Letters to Targeted Audiences 10. Contact Community Businesses with Marquees

11. Obtain Photographer G. Refreshments 1. Arrange for Food Service/Catering 2. Contact UO Catering for Campus Events 3. Costco Purchases Assigned to:

H. Resource People (VIPs, judges, speakers, honorees, etc.,) 1. Select and Invite Special Guests (letters, phone, e-mail, personal meeting) 2. Arrange for:

- Transportation - Lodging - Meals

I. Tickets 1. Arrange with UO Ticket Office to fill out appropriate form

2. Decide Seating Arrangements 3. Have Tickets Printed and Numbered 4. Design Sales Campaign 5. Reserve Ticket Outlets 6. Prepare Complimentary Passes 7. Secure Cash Boxes/Hand Stamps Assigned to:

60

J. Miscellaneous 1. Order Special Items

- Sweatshirts - Gifts - Flowers

2. Obtain Special Equipment

- Flashlights - Clipboards - Stopwatches - Pencils - Magic Markers - Paper, Newsprint - Other

Assigned to:

Recheck the following (adjust if necessary):

A. Facility and Physical Set Up (room reservations, room arrangements, obtain copies of room confirmations, emergency#s)

B. Technical Arrangements (audio-visual, chalkboards, etc.,)

C. Security Arrangements D. Refreshment Order E. Transportation/Lodging Arrangements f. Confirmation of Guests G. Ticket Sales H. Programs I. Emcee J. Decorations K. Publications L. Budget M. Check on Payment of Entertainment/Speakers

Assigned to:

Check on: A. Facility- Room Arrangements B. Technical- Set Up Audio- Visual Equipment

C. Coordinate Press Representatives D. Ticket Arrangements E. Transport VIPs

61

F. Security Arrangements:

- Unlock/Lock Doors, Gates

- Station Security

G. Put up Decorations H. Pay Performers, Speakers I. Distribute:

- Programs - Name Tags - Awards

J. Introduce Guests Script/Agenda Assigned to:

IV POST EVALUATION

A. Each committee member submits a written report of the area of responsibilities. B . Recommendations for improvements on next event included

62

OREGON DAILY EMERALD ADS The Oregon Daily Emerald (ODE) is located on the third floor of the Erb Memorial Union in Suite 300. Display and Classified Advertising is a good way to promote an event, activity, or job opportunities. The ASUO has an agreement with the ODE that grants all ASUO student organizations a discounted rate. Deadline for classified ads is 11am one business day prior to publication. The deadline for display ads is 4pm three business days prior to publication. You can provide the ODE with a print quality PDF, or the ODE can create an ad free of charge. Deadline for ad materials is 9am two business days prior to publication. Procedure:

1. Obtain an estimate from the ODE 2. Complete a specialized ODE purchase order at the Controller’s Office. 3. Fill-in the name of the ASUO Student organization and the date. 4. Fill-in the index number of the organization. 5. Fill-in the estimated amount, written on the estimate from the ODE. 6. Fill-in the appropriate activity code (usually advertising). 7. Fill-in the size of the ad, the date its running, and its purpose. 8. Have an authorized signer sign on behalf of the Student organization. 9. Have an ASUO Controller sign, date, and seal the PO for final authorization. 10. Finally, take the white copy of the PO and the estimate back to the ODE for processing.

The Student organization will receive the pink copy for their records. The Controllers will keep the blue and yellow copy for their processing and filing.

63

FUNDRAISING IDEAS Department Solicitation Student organizations may request money from University departments in order to acquire more funds for an event being held (note- departmental monies may not be used for charitable donations). No fundraising monies should be deposited into the Incidental Fee Indexes. Below are suggested steps to take while soliciting funds.

1. Write a letter (hard copy) to the department heads or deans. This letter should include a description of the group, the event being held, how much money is needed, and how the departments’ contribution will help enhance the event. The letter should also include the line item and account number that this money needs to be placed into should the department decide to give a donation.

2. Follow-up calls can be made to the department one week after the letter has been sent. The department may either transfer the money directly from their general fund index to the index associated with the student organization, or they may elect to co-sponsor an event by sharing expenses. Generally it is the donating or co-sponsoring department which will make the journal entry into the student organization’s index.

3. Once the student organization hears back from the department and has a confirmation that a donation will be made, it is recommended that the student organization bring some verification into the Controller’s Office so that they can monitor the student organization’s account, and keep the student organization informed as to whether the monies have transferred.

4. Don’t forget to write a thank you card to everyone who donated! Student Organizations Support Fund The Student Organizations Support Fund is a limited source of assistance for student organizations whose functions and/or activities relate to the university and/or university community. Because the fund hopes to support as many projects as possible, the amount of each grant is limited. Monies received from the fund must be used exclusively for the purpose described in this application. Funds not used must be returned. Applications are available on the Student Life website. Duck Events Fund The Duck Events Fund provides sponsorships ranging from $100-$750 to support creative and collaborative student organizations. Funding is available on a competitive grant basis to any organized University of Oregon student group operating under the auspices of the ASUO, EMU, or any UO academic department or auxiliary unit. All artistic, cultural and educational events that reach a broad and diverse audience will be considered. Projects that promote financial literacy, cultural diversity, or economic opportunity will be given greatest preference.

64

FUNDRAISING PROCESS Fundraising refers to any events or activities which raise monies through donations, ticket revenue, or the sale or exchange of products or services. The only acceptable uses to which funds raised on campus by students or student organizations are as follows:

For the cultural and educational enrichment of the University community. For the benefit of the student fundraising organization, in line with its statement of

purpose. For donation to legitimate charitable organizations. The decision of the legitimacy of a

specific charitable organization rests with the EMU Director. See section on Giving Money to Charity: Charitable Donations by Student organizations for additional limitations.

For deposit into the student organization’s correct funds. Funds raised shall not be paid directly to any individual. The authority to approve or disapprove any requests involving fundraising, for whatever purpose, is vested in the University President. The failure of a student organization to comply with these procedures shall be grounds for the denial of use of University facilities to the non-complying organization or to the individuals who have acted on its behalf. Fundraising Procedure: Complete Fundraising, Tickets, and Event Cashier Request and contact UO Scheduling in the EMU to check on location/date availability of your event. Visit the ASUO Controllers Office to get the index number where funds are to be deposited. Visit UO Scheduling to turn in filled out Fundraising Request. Whenever funds are raised on campus, the Student organization must use the services of an auditor provided by the UO Ticket Office. Requests for event cashiers must be made at least 15 working days before the event/activity for small events and at least 30 working days before larger events. Delays may cause the inability of the Ticket Office to provide staff which would mean no funds could be collected at the event/activity. After the event has been held, the Student organization shall complete a Fundraising Report with the UO Scheduling Office seven days before the end of each term, or within seven days after any fundraising event in which gross receipts exceed $1000. The report shall provide detail of the amount of funds raised, itemized expenditures, a net balance, and shall itemize the uses to which the balance has been or will be put. Depositing Funds: On Campus Student organizations using facilities owned or operated by the University in the process of fundraising must deposit those funds into the appropriate account (Trust Fund, Event Fund, or Non-event Fund.) Off Campus Student organizations raising money through fund raising off campus must deposit money into their Non-Event Revenue Fund account, Unrestricted Gift Revenue Account, or Trust Fund Account. Funds from Departments: Student organizations soliciting funds for student events from other departments should have those funds transferred into their General Fund Account if the funds are donated from the

65

department’s General Fund monies and into their Unrestricted Funds if the funds are donated from the department’s gift funds. Funds Raised through the eCommerence Account: Students using the ASUO website to collect funds from donations or the sale of goods will be subject to the following charges: Payments (cumulative) <= $500 in a calendar month – No fee assessed to programs

Payments (cumulative) > $500 in a calendar month – Program will be assessed 3% of the (total) payments made that month. The fee will be charged to the same index where the donation/payment is deposited

66

PERSONAL SERVICE CONTRACTS A personal service contract is required for any student organization who hires an outside person or group to present at an event, to do design work for brochures, flyers and posters, or any musical or artistic performance. The preferred method for paying Contractors is to offer a fair market honorarium that includes any travel related reimbursement and lodging. This is done in lieu of reimbursing for specific expenses after the event. The complete process can take up from four to six weeks for single payment contracts under $5000, and sometimes considerably longer for larger or more complex contracts, including the negotiation process with the contractor. Success of your event is more likely when you get the process started early. There are also time-sensitive restrictions for Personal Service Contracts (see step #5). Procedure:

1. Pick up a ‘Request for Personal Service Contract” form from the Controllers Office and complete all information. Completed requests for contracts for under $5000 should be given a minimum of 3-4 weeks, for processing before the event. Contracts over $5000, or with multiple-payment requests, or with foreign nationals, require additional processing through the Purchasing and Contracts department. Such requests should be turned in at least 6 weeks before the event, and earlier if at all possible.

2. Note that ALL personal service contract requests must contain a US tax identification number for the contractor. If you are bringing in someone from outside the country, there are other requirements- See the Business Affairs website for related rules and regulations.

3. Return the Request for Personal Service Contract to the Controllers Office, and fill out and sign the Purchase Order for this contract. If several student organizations are sharing the expense, all of the purchase orders need to be filled out and submitted with the Request for Personal Service Contract together.

a. If the contractor is or has been employed by the Oregon University System within approximately the last 12 months, the “ASUO Terms of Employment/Appointment Statement” is used instead of a Personal Service Contract. Note: Additional payroll expenses will be charged to your accounts and should be included in the PO amount (around 30% for Faculty or Staff and 3% for student employees).

b. If the contractor is not a OUS employee, then the ASUO Support Staff will draft a Personal Service Contract (PSC).

c. All university departments are required to submit the draft of the PSC to the Contracting department for their review before releasing the contract back to the student organization.

4. Student organizations will be contacted to pick up the completed and approved Personal Service Contract (PSC) from the Controllers Office, or will be emailed an electronic copy if an email is provided. A UO substitute W-9 form will also be provided – this is required by the UO to set up anyone in the university payment system, for tax reporting purposes.

5. The student organization should have the contractor (the person/organization providing the service) sign and date the PSC, and the W-9, and return them both to the ASUO.

6. The student organization should bring the PSC and W-9, signed and dated by the Contractor, to the Controllers Office, (either the original, or a fax or scanned and email copy to the ASUO office.) Once the contract is signed by both the contracting party and the UO contracting department, and the event is confirmed to have taken place, the contract will be submitted to the EMU accounting office for payment.

67

7. For Creative design: groups need to submit designs that use U of O symbols/logos on clothing and posters with their PSC to the ASUO Accountant.

a. If there is a PSC that is written for services that a vender has provided that uses the University of Oregon symbols such as the DUCK, the O, then the design itself needs to be submitted along with the PSC to the ASUO Accountant and the design can be approved by the UO trademark department.

b. PSC that are written for service for any other (non-UO related) design then the design itself needs to be submitted along with the PSC to the ASUO Accountant and the design will then need to be approved by creative design.

WARNING – PLEASE ALLOW SUFFICIENT TIME FOR THE CONTRACT TO BE SUBMITTED TO FOR APPROVAL TO THE UO CONTRACTING DEPARTMENT – MINIMUM OF 4-6 WEEKS. Contracts received after the event will not be paid by ASUO and the student organization will be responsible for payment.

What is Conflict of Interest?:

A financial conflict of interest may occur when an employee or student is in a position to make a decision in the conduct of his or her research that may result in personal or family gain, financial or otherwise. These conflicts often arise as a result of the employee or student’s external activities that are related to their research, teaching or outreach activities. UO recognizes that the potential for conflicts exist. The intent of UO's policy on Conflict of Interest is to identify such relationships and to appropriately manage the relationships, if possible, in order to maintain the integrity of actions of all individuals and to maintain objectivity in research. Disclosing a potential conflict of interest in no way suggests an inappropriate action by an employee or student but is instead a necessary management process within the University.

68

GETTING THE WORD OUT: PUBLICITY AND PROMOTION

Publicity is important to promote an event. However, no event can be publicized by handbill, poster, flyer, banner, paid advertising or any other manner until the event has been approved and/or the space the group hopes to hold the event has been reserved by University Scheduling. News Stories

Submit a news release in advance via fax to local papers, radio and TV Press packets are can be sent to the Register Guard, Oregon Daily Emerald, and Eugene

Weekly. (Contact information can be found in the ASUO Office.) Alternate campus papers are the Oregon Commentator, Student Insurgent, and the Oregon Voice.

Display and Classified Advertising (Oregon Daily Emerald) A purchase order must be obtained in advance to pay for the ad The following papers are the most common ad options:

o Oregon Daily Emerald- the ASUO has a contract that grants fee funded student organizations special rates. See Advertising procedure for deadlines.

o Register Guard- the University has a contract that entitles us to special rates; therefore, mention the UO when getting price quotes or placing an ad

o Alternate Papers: the Eugene Weekly, the Oregon Commentator, the Student Insurgent, and the Oregon Voice

o Other student publications the Women’s Center Siren, Ethos Magazine Posters (UO Scheduling)

All posters and flyers must include the name of the campus sponsor. Please confirm the date and location of the event before printing publicity. If paying for a poster or flyer design- see Personal Service Contract Section

One poster (listing campus sponsor and campus location) limited to 11” x 14” can be posted in the glass display case in the EMU. Bring it to UO Scheduling Office who will hang posters once a week.

No signs are permitted on windows, walls, doors, pillars, or other structural elements of the EMU.

Exterior flyers and posters are permitted only on established outdoor bulletin boards. Telephone poles, garbage cans, and bike racks are not legitimate signage spaces.

Please check with departmental office for information on hanging posters and flyers Place posters in Student organization mailboxes which will either post them outside of

their office or announce the event to their members The Women’s Center does a weekly poster/flyer distribution. Student organizations

should submit their poster to the Women Center by Wednesday at 12pm to get their poster up by the next day.

Lobby Display Case (UO Scheduling) The Lobby Display Case is available once per term, per sponsor, from Monday through

Sunday. This must be pre-arranged through UO Scheduling. The key is available in the UO

Scheduling Office with a valid ID. Banners (UO Scheduling)

Placing of banners on the outside of the EMU building and premises must be approved with the Scheduling Office in the East Concourse of the EMU Banners must be installed and taken down by either the Facilities Services or the EMU Custodial Staff

Banners should be scheduled as early as possible

69

The only campus location for street banner display is across 13th Avenue in front of Friendly Hall near the Heart of Campus. Two banners can be displayed at the same time (Side #1 faces east and Side #2 faces west).

Banners on 13th Ave. cannot be larger than 60 square feet. Multiple banners can be displayed if the total combined area does not exceed 60 square feet. Facility services installs and removes these banners at a flat fee of $75.

Banners should be made of 12oz cotton canvas, reinforced nylon, or nylon reinforced plastic. The banner must have metal grommets on the outer edges and air vents throughout the banner.

Banners may not be used to publicize ballot measures, candidates, or political activities. Exact wording must be submitted 15 days prior to the hanging of the banners. Contact ASUO for information on getting a PO to Facilities Services.

Sidewalk Chalk Writing with sidewalk chalk is limited to sidewalks which encompass the EMU. No chalking on walls or buildings. This is considered vandalism!

Information Tables (UO Scheduling) Information tables can be set-up in the EMU Lobby or on the Fishbowl Terrace for free for

ASUO Student organizations. Two chairs and a pegboard can also be provided. A Student organization may request up to 5 information tables in advance.

Ground Stakes Student organizations can place stakes around campus as permitted by UO Scheduling. Stakes can be placed in bark areas around trees, flowers, and shrubs. They may not be

places in grassy areas, where the grass is worn down, or around Johnson Hall. Student organizations can have 25 ground stakes for a week. Stakes should be removed by 10am the day after the event. It is recommended that Student organizations staple a one-gallon storage bag over

each sign if the weather is questionable Sandwich Boards (UO Scheduling)

Sandwich boards are restricted to places where permission has been granted. Two sandwich boards may be reserved from UO Scheduling Office for one week at a time.

Boards should not block other signs and are limited to 4’ tall for safety reasons. Boards are not permitted inside the EMU.

KWVA Radio (KWVA)

Underwriting- Student organizations can pay $5 for a 30 second spot each time the announcement is made if the event charges admission, and free is the event is free. The announcement will include the following:

o The business/student organization/event name o A brief description o Location and contact

Radio interview- Student organizations can contact the General Manager of KWVA to set up an interview that will aired on the radio

70

SCHEDULING YOUR EVENT UO Scheduling and Event Services office handles all EMU room, general pool classroom and outdoor scheduling requests. They also provide equipment, technical support and room set-up for ASUO Student organizations. Requests should be made as soon as possible to ensure space and equipment availability. Each ASUO Student organization allows up to 4 authorized people to schedule rooms and plan events. Typically this includes the director(s), a financial person and the events person. If you are not an authorized signer or do not know if you are, please contact ASUO Controllers Office. Please note that the only way to become an authorized signer is if your Student organization’s director has requested that you be added to the list of people. Procedure to Schedule Meetings:

1. Fill out a Meeting Room Request form from the Scheduling and Event Services office or via the web at http://www.emu.uoregon.edu/index.php?p=reserve. Reservations can also be made over the phone 541-346-6000 or via email at [email protected].

2. Please provide Scheduling with the following information: pre and post event time needed for set-up and clean-up, number of people in attendance, title of event, preferred room and a back-up room in case first choice is already reserved, and any set-up details (microphone, podium, overhead, TV/VCR, etc.).

3. Meet with staff members for guidance on event related policies and event planning. 4. You will receive an estimate and must obtain a PO form the ASUO Controllers Office.

ASUO Student organizations can meet in all of the EMU rooms for free, but will need to pay for equipment, and staff, if necessary.

Classrooms: Classroom requests can only be made after the class schedule has been made for each term, this usually occurs in the middle of the term prior. ASUO groups can schedule the following advertising resources:

Tabling in the Fishbowl, Lobby and Amphitheatre 13th Street Banner space Gumwood Terrace Banner space Table Tents Sandwich Boards

Scheduling and Event Services can provide the following event support equipment:

Canopies Sound systems Lighting systems TV/ DVD/ VCRs LCD projectors and screens Tables, chairs, staging units and other event related equipment

71

Larger Events Larger events can include conferences, cultural dinners, and concerts. Student organizations should meet a member of the professional staff in the Scheduling Office as soon as the date and location has been chosen. Give the office at least 4 months notice prior to the event to ensure space availability, but the sooner the better. Student organizations should plan to meet with Scheduling staff throughout the year as you plan your event. All details must be finalized by Thursday two weeks before the event.

72

SELLING TICKETS The UO Ticket Office controls the printing, distribution, and sales of all tickets for events/raffles by ASUO student organizations. This includes all advance and at the door ticket sales. Advance Tickets

Pre-printed tickets are required for advance sales and/or for the admission to events with an expected attendance of over 200 people.

Ticket sales requests for advance ticket sale events should be made at least one month prior to the event.

There should be no more than 2 people from the group in charge of the tickets. Student organizations need to have at least 1 but no more than 2 people designated as liaisons to the Ticket Office.

UO student tickets are 20% less than lowest general public price. This is in accordance with the Green Tape Notebook sec. 12.5 (L) (ii)

Note change to ticket charges: In the past Student organizations were charged $1.00 per advanced ticket sold. The current charge for advanced ticket sales is as follows:

o For gross ticket sales of $1,000.00 or less there will be a minimum fee charge of $75.00. o For gross ticket sales over $1,000.00 the fee charge will be 7% of the gross or $75.00

whichever is higher. Upon approval ASUO will subsidize a maximum of $50 for cashier fees up to three times for

the year.

Everyone entering an event with a set capacity limit should have a ticket even if they are volunteers or performers. Venue capacity regulations are strict. The Fire Marshall can close down an event if there is not an accurate accounting of the number of persons present. Allowing non ticketed persons into an event would fall under the non-compliance with University, State, and Federal rules, guidelines and practices and can result in penalties to the student

Door Ticket Sales Only UO event cahiers can collect money, sell tickets or sell merchandise at ASUO events. An event cashier costs $10 per hour. A request for an event cashier needs to be made 15 days in advance and is required for the following:

Selling advance tickets after 5pm on the day of your event Selling admission tickets on the day of your event only Collecting registration fee/admission/donation at the door or during your event Selling merchandise or raffle tickets at the door or during your event

73

CO-SPONSORSHIP Executive Co-Sponsorship Procedure: If your Student organization is organizing an event and would like to ask the ASUO Executive to contribute to covering expenses for it, you may do so by requesting an Executive Co-Sponsorship:

1. Pick up a co-sponsorship form from the ASUO Office Assistants. 2. Fill out the form and submit to the ASUO Finance Coordinator for review. 3. If your request is granted the ASUO Executive will fill out a purchase order to cover

expenses related to the event up to the amount of the granted. Student organizations Co-Sponsorship If a Student organization needs help paying for an event that they are putting on they may choose to ask other Student organizations to make a contribution to the event in the form of co-sponsorship. The most important element of co-sponsorship is communication between student organizations. Make sure that both student organizations agree upon what will be paid for and when. Student organizations may not transfer FUNDS to other Student organizations. However, they may share the expenses related to the event. First pre-arrange with the Student organization organizing the event which costs you want to cover for the event. The co-sponsoring Student organization may then come to the Controller’s Office and fill out a purchase order written to a specific vendor to cover specific expenses. It is the responsibility of the main Student organization organizing the event to ensure that the co-sponsoring Student organizations come in and fill out the purchase orders. Departmental Co-Sponsorship: If your Student organization is organizing an event and one of the University Departments is willing to contribute to covering expenses for it, the transfer of funds may occur one of two ways. The department may transfer from their General Fund Revenue account to the corresponding General Fund index for the Student organization using a 20000 account code.

74

CATERING YOUR EVENT: CAMPUS CATERING

Catering and Food Policy

Student organizations planning to serve food on campus to the campus community or general public are required to follow the campus catering policy which can be found at http://catering.uoregon.edu/

The campus catering policy serves several important purposes. It helps to protect the community by ensuring that foods served on campus are prepared in a commercially licensed kitchen by certified staff. It protects the University by requiring that food providers on campus have adequate liability insurance. Home prepared foods may not be served to the campus community or general public on campus.

Catering and Food Service Policy Applies to:

o Preparation or service of any food or beverage not listed below

o Individual portions of cake, pies or bread

o Any beverage dispensed with ice

Catering and Food Service Policy DOES NOT Apply to:

o Pre-packaged foods such as potato chips, pretzels, crackers and cookies

o Candy, cotton candy, peanuts or candied apples

o Commercially packaged ice-cream, pickled products, jerky, or nuts.

o Cofee and tea (with non-perishable creamers), canned or bottled soda (without ice)

o Closed events limitied to only department or student organization members where food is not intended to be served or sold to the campus community or general public.

Options for Campus Events with Food

o Use Campus Catering

o Hire another licensed caterer (requires a Catering Waiver)

o Solicit food donations from a licensed facility or cater (requires a Catering Waiver)

Need Help?

Contact Campus Catering at 346-2555

75

TABLING TIPS

o Have a table set up with information and visuals about your organization.

o Have a display that will entice the students to check out your table.

o Showcase your organization. For example, the school’s radio station can broadcast from the table. Also, set up a laptop with live video footage from events your organization has taken part in.

o Have items to give away at your table. Make them correspond with your group. For example, the Frisbee club could give away Frisbees with the name of the club and contact information on them.

o Hand out flyers that include the group’s name, when the first meeting will be, what the group does and the necessary requirement to participate in the organization.

o Provide a sign-up sheet with spaces for names, phone number and email addresses. Make sure that everyone who signs up knows when your meetings are held. Follow up with interested students by calling them, sending them an email reminder or sending them an invitation on OrgSync to join your organization.

o Have members of your group at your table to answer questions and to help entice the students. Members of your organization could have matching t-shirts, name tags or something to identify that they are a part of your organization.

Documents

2014-15 Programs Manual