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  1. 1. Southern Illinois University Carbondale RSO Certification Program Student Development 3 rd floor Student Center 453-5714 Updated July 2007
  2. 2. Congratulations!!!! <ul><li>Your peers have elected you to be a leader within your Registered Student Organization </li></ul><ul><li>With this privilege of serving your peers, comes a high level responsibility </li></ul><ul><li>You must take the necessary steps to ensure that the members of your organization, both current and future, continue to benefit from being a recognized student organization. Thus, certain rules, policies, procedures, and steps must be followed. </li></ul>
  3. 3. Process… <ul><li>1) Complete this PowerPoint Program </li></ul><ul><li>by clicking through all slides </li></ul><ul><li>2) Sign the document given to you </li></ul><ul><li>3) Complete the evaluation form </li></ul><ul><li>4) Submit this information back to the person who assisted you </li></ul><ul><li>5) Obtain your RSO Certification Card </li></ul><ul><li>6) Watch your email for a copy of this RSO Certification PowerPoint Program to be sent to you, and/or access it anytime on the Student Development Web Site </li></ul>
  4. 4. Purpose of this program: <ul><li>To share important information </li></ul><ul><li>To educate new RSO Officers of </li></ul><ul><li>policies & procedures </li></ul><ul><li>To remind students of important University and State policies and procedures </li></ul><ul><li>To assist RSO officers with being successful in their leadership role </li></ul>
  5. 5. “Maroon Rules” <ul><li>1. You must receive prior approval for ALL expenditures . </li></ul><ul><ul><li>- Never, ever spend money without first receiving prior approval from the Student Development accounting staff and the appropriate fiscal delegate/advisor </li></ul></ul><ul><ul><li>2. Deposit ALL money earned from fundraisers back into your RSO account. </li></ul></ul><ul><ul><ul><li>-It is University policy that any and all monies raised on the campus by student organizations MUST be deposited into the appropriate University account within 24 hours of the collection. </li></ul></ul></ul>
  6. 6. “Maroon Rules” <ul><ul><li>3) Annual Registration Forms must be submitted every year to Student Development. </li></ul></ul><ul><ul><ul><li>-Form is due by September 15 th each fall semester, and anytime there is a change of officers and/or advisors. </li></ul></ul></ul><ul><ul><li>4) RSOs that have SAF accounts (student activity money, ie: allocated by USG or GPSC) are expected to keep their funds in their University Accounts </li></ul></ul>
  7. 7. “Maroon Rules” <ul><ul><li>5) ALL receipts from approved expenditures MUST be submitted to Student Development within 48 hours of the purchase </li></ul></ul><ul><ul><li>-receipts submitted for expenditures that did not receive prior approval WILL NOT be reimbursed. </li></ul></ul>
  8. 8. “Maroon Rules” – cont…. <ul><ul><li>6) Equipment must be tagged & accounted for annually </li></ul></ul><ul><ul><ul><li>all equipment must be stored on campus, or prior approval from Student Development must be obtained before storing at an off-campus location (ie: sailing club equipment)… anything over $100 must be tagged…when items are old and no longer used, they must be surplused through Student Development </li></ul></ul></ul><ul><ul><li>7) “Restricted” account (money allocated by USG or GPSC) expenditures/ purchases will only be approved if the item/program was previously approved by USG/GPSC. </li></ul></ul><ul><ul><ul><li>New programs/items must receive approval from the appropriate student government funding group prior to Student Development processing the paperwork. This is an attempt to assist the RSO with compliance of University and USG/GPSC funding guidelines. </li></ul></ul></ul>
  9. 9. Two Types of Funds: <ul><li>“ Restricted” – student activity fee money allocated by USG and/or GPSC </li></ul><ul><li>“ Unrestricted” – money you raise on your own through approved fundraisers, membership dues, etc. </li></ul><ul><li>Both types of funds are managed within your account in Student Development </li></ul>
  10. 10. RSO Handbook <ul><li>Registered Student Organization rules and regulations can be accessed on the Student Development website: </li></ul><ul><ul><li> </li></ul></ul><ul><ul><li>Please utilize this guide for answers to important RSO questions and FAQs, such as how to reserve rooms in the Student Center, poster distribution sites, etc... </li></ul></ul>
  11. 11. Poster/Flyer Distribution <ul><li>Posters/flyers can be a terrific tool for advertising your Registered Student Organization’s activities and campus events.  However, it is expected that good taste, judgment, and courtesy be used in the displaying of any poster/flyer.  As a general rule: </li></ul><ul><ul><li>1. All posters, signs, or other articles should be placed only on appropriate bulletin boards or areas designated for this purpose.  When in doubt, ask permission.  Some areas, including, but not limited to, the Student Center and University Housing residence halls, have very specific regulations governing the display of posters/flyers, and thus, require additional approvals to post in these areas. </li></ul></ul><ul><ul><li>2. Posters/flyers should identify the name of the sponsoring student organization.  </li></ul></ul>
  12. 12. Poster/Flyer Distribution Continued… <ul><ul><li>3. Posters/flyers should be hung and removed in a timely manner </li></ul></ul><ul><ul><li>4. No posters, flyers, signs, or other materials should be posted, nailed, taped, stapled, etc., to any part of the interior or exterior (including windows and doors) of University buildings or on light posts, sidewalks, telephone poles, trees, trash receptacles, overpasses/bridges, or automobile windshields.  Help keep our campus beautiful. YOUR RSO MAY BE RESPONSIBLE FOR CHARGES INCURRED FOR CLEAN-UP BY PHYSICAL PLANT </li></ul></ul><ul><ul><li>5. Sidewalk Chalking is allowed on campus and it is encouraged that it be confined to open areas where rain and weather can wash old postings away.  As with flyers, it is expected that good taste, judgment, and courtesy be used. </li></ul></ul>
  13. 13. Dawg House <ul><li>Failure to comply with University regulations or Student Development policies may place your RSO in the “Dawg House” : ( </li></ul><ul><li>An RSO could have its privileges suspended due to actions/behaviors of members including, but not limited to: </li></ul><ul><ul><li>1) Fiscal delinquency and/or abuse of University privileges and/or services </li></ul></ul><ul><ul><li>2) Violation of University Policies and Procedures </li></ul></ul><ul><ul><li>3) Failure to annually register the student organization with Student Development by September 15 </li></ul></ul><ul><li>The “Dawg House” list is updated regularly and provided to all appropriate campus offices. </li></ul><ul><li>To remove your RSO’s name from the “Dawg House”, simply correct the problem/issue with Student Development and your group will be placed back in good standing : ) </li></ul>
  14. 14. Annual Registration Process <ul><li>In accordance with University Policy, each Registered Student Organization (RSO) is required to submit an Annual Registration Form to Student Development by SEPTEMBER 15 of EACH academic year . </li></ul><ul><li>As a reminder, all RSOs are required to meet the following criteria: </li></ul><ul><ul><li>CRITERION A: </li></ul></ul><ul><ul><li>Membership in any Registered Student Organization is limited to students officially enrolled and registered with the University and to the spouses/domestic partners and dependents of such students. Membership requirements of RSOs must adhere to all appropriate federal or state laws concerning nondiscrimination and equal opportunity. </li></ul></ul><ul><ul><li>CRITERION B: </li></ul></ul><ul><ul><li>Each organization is required to have an Advisor who is a full-time member of the SIUC faculty or staff. Fiscal officers must also be full-time faculty/staff members (the Director of Student Development serves in this role for ALL accounts with Student Activity Fees {SAF}). Campus Ministers may serve as advisors if they hold an Adjunct Staff/Student Affairs position. </li></ul></ul>
  15. 15. Annual Regist. Process cont… <ul><ul><li>CRITERION C: </li></ul></ul><ul><ul><li>Officers/chairpersons of all RSOs must be students officially affiliated and enrolled with the University and classified as being in &quot;good standing&quot; as defined by the offices of Admissions and Records and Student Judicial Affairs. </li></ul></ul><ul><ul><li>CRITERION D: </li></ul></ul><ul><ul><li>Each RSO is required to maintain an up-to-date list of officers and advisors in Student Development. </li></ul></ul><ul><ul><li>CRITERION E: </li></ul></ul><ul><ul><li>Each RSO is required to maintain a current copy of its constitution and bylaws statement in Student Development. All changes to the constitution, bylaws, and/or purpose must be approved by Student Development. </li></ul></ul><ul><ul><li>CRITERION F: </li></ul></ul><ul><ul><li>Each organization is required to comply with all University policies, procedures, and regulations pertaining to Registered Student Organizations. </li></ul></ul><ul><li>Failure to meet any of the above-cited criteria may result in the </li></ul><ul><li>loss of the group's registration status, as well as, </li></ul><ul><li>university services and privileges… </li></ul><ul><li>You’re in the Dawg House </li></ul>
  16. 16. Role of the Advisor <ul><li>ADVISORS OF REGISTERED STUDENT </li></ul><ul><li>ORGANIZATIONS ARE RESPONSIBLE FOR: </li></ul><ul><ul><li>GROUP GROWTH : </li></ul></ul><ul><ul><ul><li>This area consists of those advisory activities that improve the operation and effectiveness of the group and help it progress toward its goal. Related advisory activities might include teaching techniques and responsibilities of good leadership, coaching the officers in principles of good organizational and administrative practice, developing procedures and plans for action, keeping the group focused on goals, and stimulating or initiating activities and programs. </li></ul></ul></ul><ul><ul><li>GROUP MAINTENANCE : </li></ul></ul><ul><ul><ul><li>This area seeks to maintain the existence of the student organization and to help keep it out of unnecessary difficulty by alerting the group to University policies and procedures which pertain to Registered Student Organizations, arbitrating intra-group disputes, providing advice when called upon, providing history and tradition of past groups when advisable, and helping groups be aware of the importance of good public relations for the organization and the institution. </li></ul></ul></ul>
  17. 17. Role of Advisor cont… <ul><ul><li>PROGRAM CONTENT : </li></ul></ul><ul><ul><ul><li>In this area the Advisor assists the organization complement the formal curricular offerings of the University. It is here that the Advisor can stimulate the talents and abilities of a student’s intellectual development while enriching campus life. Advisory activities related to program ideas are providing opportunities for the practice of classroom-acquired skills, pointing out new perspectives and directions to the group, and supplying expert knowledge and the insight of experience. </li></ul></ul></ul><ul><ul><li>Additionally, advisors are expected to: </li></ul></ul><ul><ul><ul><li>1/ Serve as the central contact for the RSO. </li></ul></ul></ul><ul><ul><ul><li>2/ Handle any RSO regulation/procedural problems with the University. </li></ul></ul></ul><ul><ul><ul><li>3/ Serve as the RSO Fiscal Advisor. </li></ul></ul></ul><ul><ul><ul><li>4/ Ensure that the RSO complies with Organization Responsibility Requirements. </li></ul></ul></ul><ul><ul><ul><li>5/ Account for equipment purchased by the RSO </li></ul></ul></ul>
  18. 18. Fund Raising <ul><li>All fund raising activities conducted on the SIUC campus by RSOs require PRIOR permission in the form of a campus solicitation permit. </li></ul><ul><li>It is University Policy that any and all monies raised on the campus by student organizations MUST be deposited into the appropriate University account. </li></ul><ul><li>All checks should be made payable to SIUC </li></ul><ul><li>Before ordering any products for sale on campus: </li></ul><ul><ul><li>1) seek proper authorization to make purchase </li></ul></ul><ul><ul><li>2) Check the guidelines on solicitation for the specific area where your group intends to sell the items and request a solicitation permit from Student Development </li></ul></ul>
  19. 19. Solicitation Process <ul><ul><li>In accordance with policies established by the Southern Illinois University Board of Trustees and Southern Illinois University Carbondale in order to conduct fund raising, canvassing, soliciting, vending and allied advertising activities on campus, a group must comply with the following: </li></ul></ul><ul><ul><ul><li>Obtain a permit from Student Development </li></ul></ul></ul><ul><ul><ul><li>Realize that his permit in no way implies an endorsement bythe University of the product, service, agent, or agency. </li></ul></ul></ul><ul><ul><ul><li>Permits are available to groups in good standing </li></ul></ul></ul><ul><ul><ul><li>Reservations made in Student Development; 2 days in advance preferred </li></ul></ul></ul><ul><ul><ul><li>Equipment available to be checked out (crock pot, tables, chairs, etc) </li></ul></ul></ul><ul><ul><ul><li>The solicitation permit MUST be placed in full view on the solicitation table. </li></ul></ul></ul><ul><ul><li>If you need to cancel a previously scheduled Solicitation Permit location, please do so at least 24 hours in advance of the event so that another group may have the opportunity to utilize this space. </li></ul></ul><ul><ul><li>An organization that does not advise Student Development of their cancellation, or fails to pick up the solicitation permit, is considered a “no show”. Three “no shows” in a semester revokes the group’s solicitation privilege for 16 academic weeks........ You’re in the Dawg House : ( </li></ul></ul>
  20. 20. Solicitation Process Cont… <ul><ul><li>ALL proceeds from a properly scheduled activity, on campus, MUST be deposited into a University account. Deposits are required daily. </li></ul></ul><ul><ul><li>Raffles and lotteries are ILLEGAL in the State of Illinois. When having a group activity, the activity must be a game of skill NOT a game of chance. </li></ul></ul><ul><ul><li>Applicants must appear in person at least two full working days prior to the time they wish to commence their activities on campus. All approvals shall expire on the time and date specified on the permit. </li></ul></ul><ul><ul><li>If two or more organizations request the same location at the same time, a “first come, first served” policy will be enforced. </li></ul></ul><ul><ul><li>No vehicles, booths, tables, stands, or displays may be set up inside or outside the following areas-- Arena, McAndrew Stadium, Recreation Center, Residence halls, Shryock, and the Student Center—without prior approval obtained for the event and use of the area by the appropriate office. </li></ul></ul><ul><ul><li>No product may be sold at or near t he Arena, McAndrew Stadium, and the Student Center that would compete with concession contracts. </li></ul></ul><ul><ul><li>No solicitation will be permitted in front of entrance and exit doors or near escalators, stairs, and elevators, or any public access doors. </li></ul></ul><ul><ul><li>Solicitation on campus is limited to daylight hours. </li></ul></ul><ul><ul><li>An applicant wishing a solicitation permit for an officially scheduled University event must obtain additional approval from the office responsible for the event. </li></ul></ul><ul><ul><li>Any person or organization using amplified sound or a guest speaker in its solicitation must be confined to the Free Forum area. </li></ul></ul><ul><ul><li>A member of the organization is required to be on site at all times, including when working with an outside vendor (e.g., cell phone company). REMINDER: No credit card solicitations are permissible.) </li></ul></ul>
  21. 21. Food Policy <ul><li>1. Food Sales will be limited to baked goods , except: </li></ul><ul><li>Commercially prepackaged, precooked hot dogs may be sold. </li></ul><ul><li>2. Baked items should be wrapped or packaged individually in a sealed plastic or paper cover to protect them from dust, handling, and insects. The sale of cream-filled pies or cakes is prohibited. </li></ul><ul><li>3 . The sale and/or serving of beverages in cups or glasses is prohibited , except coffee and instant hot chocolate may be dispensed in heat resistant, disposable cups. Other beverages must be sold in individual, factory sealed containers (cans, bottles, etc.) only. </li></ul><ul><li>See Food Policy Guidelines for more in depth description </li></ul><ul><li>Note: RSOs are required to secure a solicitation permit for food sales. Permits must be displayed on site. Regular solicitation procedures should be followed . </li></ul>
  22. 22. Travel Information <ul><li>Vehicles will only be approved for use by Registered Student Organizations when it can be demonstrated by the organization that the purpose of the trip is to officially represent the University . </li></ul><ul><li>Failure to comply with University vehicle/trip guidelines applicable to Registered Student Organizations may result in disciplinary action against the organization and/or individual drivers and passengers ….You’re in the Dawg House : ( </li></ul>
  23. 23. Travel Information cont… <ul><li>When RSO’s reserve vehicles, the actual vehicle(s) that a group receives are contracted through Enterprise Rent-A-Car – unless extenuating circumstances arise at Travel Service, you will not be receiving a car from the university fleet service. If you are told through Travel Service that you will be receiving a university vehicle, please check with the Student Development accountants to verify that you have enough money for this expenditure. If your group rents a university vehicle as opposed to an Enterprise vehicle, you are charged PER MILE instead of a daily rate. </li></ul><ul><li>Complete the Travel Request form at least five (5) working days in advance of the scheduled departure date (this allows for Enterprise to bring in cars/vans from other locations if needed to fill all requests). </li></ul><ul><li>All driver’s must be at least 21 years of age AND be on the university payroll (i.e. Student Worker, Graduate Assistant, faculty, staff, etc.). If you don’t have drivers that meet these qualifications, you CANNOT rent vehicles – sorry, no exceptions. </li></ul>
  24. 24. Travel Information cont… <ul><li>Attach one copy of trip itinerary to request (include name and address of the event, date and time of trip start, arrival at destination, list of daily events and times, and date of return – see sample). If your faculty/staff advisor will not be traveling with the group, a letter of exception must be included with the request. </li></ul><ul><li>University credit cards are assigned to each vehicle. Use the cards ONLY while on distant trips, only for purchases of fuel, oil, and pre-approved repairs, and only for the assigned vehicle designated on the credit cards. Your account will be billed for fuel/oil charges – they are NOT included in rental costs. NOTE-Fuel is currently cheaper at Travel Service then off campus, please try to bring your vehicle back to Travel Service for fueling at the end of your trip. </li></ul>
  25. 25. Travel Information cont… <ul><li>If you must cancel a vehicle rental, you must do so 24 hours prior to scheduled time of checkout. If cancellation is made later than that time period or the organization does not pick up the scheduled vehicle, a late cancellation/no show charge of $50 will be billed to the group. </li></ul><ul><li>If you are involved in an accident, immediately report all accidents to Travel Service (618/453-3357). Your student organization will be liable for a maximum of $500 per accident. </li></ul><ul><li>Tickets incurred for violations are the personal responsibility of the driver! </li></ul><ul><li>Reimbursement for out of pocket expenses for vehicle rental within a 100-mile radius of Carbondale WILL NOT be approved – NO EXCEPTIONS! </li></ul>
  26. 26. RSO Fiscal Procedures <ul><li>If your RSO receives funding from Undergraduate Student Government (USG), there are a few things you should remember: </li></ul><ul><ul><li>Dollars from USG are classified as State Funds/”Restricted” and, therefore, may be spent only in accordance with the Illinois State Purchasing Act guidelines. </li></ul></ul><ul><ul><ul><li>That means: </li></ul></ul></ul><ul><ul><ul><ul><li>Funds are payable only for services rendered/goods received and only for the item(s) in which USG provided the funds for you. </li></ul></ul></ul></ul><ul><ul><ul><ul><li>Funds MAY NOT be used to purchase alcoholic beverages. </li></ul></ul></ul></ul><ul><ul><ul><ul><li>Funds may NOT be used for donations or gifts to charities or individuals, payments to/on behalf of University employees, food and beverages for meetings, prizes and awards, clothing, items that will be resold as a fundraiser, insurance, computers, office supplies, security for events, advertising not connected to a specific event, and telecommunications. The only exceptions to this rule will be Umbrella organizations whose programs are proven to benefit the entire SIUC community. If the nature of your Organization makes one of these items necessary to the RSO’s functioning, USG will take that under consideration. </li></ul></ul></ul></ul><ul><li>Unused funding from USG for your event will be swept back to USG to be reallocated to other groups. If you wish to use your unused funding for a future event for your group (must be the same semester or academic year), you must complete a USG Transfer Funding request and make this request to the USG Finance Committee. Sweeps typically occur in December and May of every academic year. </li></ul>
  27. 27. Fiscal Procedures cont… <ul><ul><ul><li>You must receive prior approval for ALL expenditures (even for events that will be funded by USG/GPSC) – NEVER, EVER spend money without first receiving prior approval from the Student Development accounting staff and your RSO financial officer and/or advisor (advisor - if expenditure is over $100). We have arrangements with various vendors in the area and it is possible for us to make payment arrangements on your behalf so you may not be “out of pocket” for expenses related to your RSO. When requesting funds, please note that we DO NOT HAND OUT CASH! Several options are available to you: </li></ul></ul></ul><ul><ul><ul><ul><li>We have a credit card (P-Card) assigned to several individuals in the office (most vendors in the area will allow us to phone ahead and give them our credit card information) - we do not give you the card nor provide you with the card information. </li></ul></ul></ul></ul><ul><ul><ul><ul><li>We have a supply of Wal-Mart cards if your RSO wishes to shop at Wal-Mart or Sam’s Club (you must be a member of Sam’s Club – we do not provide a membership card for you). </li></ul></ul></ul></ul><ul><ul><ul><ul><li>If, and only if, option 1 and 2 are not available, AND you have received prior approval from the Student Development accounting staff, you can bring in the receipts and be reimbursed for your purchases (this process usually takes at least 7-10 business days). </li></ul></ul></ul></ul>
  29. 29. Fiscal Procedures: Contracts <ul><li>Contracts for speakers, entertainers, bands, and other services (hereafter referred to as vendor) must be processed at least two (2) weeks prior to the date of the performance (additional time is required if payment to vendor is over $5,000). </li></ul><ul><li>No advance payments may be made for any service or performance. Your RSO must have the required funds to pay the vendor in your account at the time the contract is delivered to the Student Development accounting staff. The University cannot lend money to RSOs to cover contract expenses. </li></ul><ul><li>If completed contracts are delivered to the accounting staff two weeks prior to the event, a check for the vendor may be available for you to present to the vendor on the date of the event (please notify the Student Development accountant if you wish to have the check available for the vendor). </li></ul><ul><li>Contracts may not be approved by the University if the contract is presented for approval “after the fact”. Without approval of the contract PRIOR to the scheduled date of the performance of service, the University is not obligated to release the funds. Therefore, it is essential that all deadlines and procedures be followed in order to ensure proper payment to the vendor. Please see the Student Development accounting staff for all applicable forms. </li></ul>
  30. 30. Fiscal Procedures: Imprinted Material <ul><li>All imprinted designs (for t-shirts, banners, sweatshirts, pencils, mugs, plaques, etc.) MUST BE APPROVED by SIUC Media and Communications BEFORE the company can start your print job. </li></ul><ul><li>WE WILL NOT approve payment for orders in which we have not yet received approval. If you have an item printed and don’t get approval, you are taking a chance that we will not be able to pay for your order. </li></ul><ul><li>E-mail artwork to [email_address] and [email_address] . Once we receive your artwork, we will forward it to Media and Communications who will approve or make changes. Approval and/or changes will be e-mailed back to you as soon as possible so you can notify the company to begin printing. </li></ul>
  31. 31. Fiscal Procedures: Equipment <ul><li>All equipment (individual items over $100) purchased with RSO funds is considered property of the University – NOT your specific RSO and, therefore, is on the University inventory and will be inventoried annually by Student Development. All equipment purchased must be maintained properly by your RSO. Should you decide you no longer want or need the equipment, you must notify Student Development BEFORE disposing of it. </li></ul><ul><li>Your RSO advisor must sign off on all equipment purchases and will be the key contact during the annual inventory </li></ul>
  32. 32. Fiscal Procedures: Printing/Duplicating <ul><li>Services provided by SIUC Printing/Duplicating Service are restricted purchases according to campus Purchasing guidelines. </li></ul><ul><li>As a general rule, RSOs are expected to use Printing/Duplicating Service for any printing and duplicating jobs. </li></ul><ul><li>The use of the P-card or purchase requisition to use off-campus printing/duplicating services requires advance approval of Printing/Duplicating Service. Please see the Student Development accounting staff for applicable form. </li></ul>
  33. 33. Fiscal Procedures: Campus Mail <ul><li>If you wish to send flyers through Campus Mail to various mail stops on campus, you must stop by the Student Development Office to pick up a request form BEFORE you take the item to be mailed. </li></ul><ul><li>A sample copy of the item to be delivered must be attached to the form. All mailings are restricted to University Business and must be arranged in numerical order by mailcode. </li></ul><ul><li>You can also request that a flyer be sent to all mail stops on campus. There are currently 275 departmental mail stops on campus. You can also use Campus Mail to send items off campus. Your RSO must have sufficient funds in the account to cover applicable postage charges. </li></ul>
  34. 34. Fiscal Procedures: Deposits <ul><li>All checks to be deposited into your RSO account should be made payable to SIUC. </li></ul><ul><li>Funds raised through bake sales and other fundraisers scheduled through the Student Development Office must be made within 24 hours of the event. </li></ul>
  35. 35. Unauthorized Commitments <ul><li>ALL purchases must receive prior approval! </li></ul><ul><li>An unauthorized commitment occurs when an RSO fails to obtain Student Development approval PRIOR to making a purchase. It should be clearly understood that the University is NOT obligated to cover any unauthorized purchases from a University account, and that the individual student and/or the RSO may be obligated to pay for the purchase with personal funds. </li></ul><ul><li>If in doubt, please save yourself a lot of grief and ask! </li></ul>
  36. 36. USG Funding Rules – “restricted” money <ul><li>The USG Constitution, Article VI, “Finance Committee”, Section Two, items B, C, and D read: </li></ul><ul><ul><li>The finance committee will have sole power to recommend Senate approval for the disbursement of the Student Activity Fund to Registered Student Organizations. No RSO will receive funding unless it has been interviewed, reviewed, and recommended by the Finance Committee. </li></ul></ul><ul><li>Funding Guidelines----Registered Student Organizations must submit General Funding applications to the USG Finance Committee at least twenty days (not including University recognized holidays) prior to the scheduled event in order to guarantee sufficient time for the Finance Committee and Senate to review General Funding Requests. General Funding Requests can be put in the Finance Committee mailbox in the USG office on the 3rd floor of the Student Center. </li></ul>
  37. 37. USG Rules continued… USG will NOT fund: 1. Any event that is not open and advertised to the SIUC campus. 2. Food for events not open to the entire campus. Examples include snacks for meetings, catered food for banquets, formals, any food or drinks that are limited only to the members of the RSO. USG will fund non-catered food for events that are open and advertised to the SIUC campus. -----USG will fund a maximum of $3.00 per person for food/drink. For example: If an event usually or is expected to have a turnout of 100 students, we will fund up to $300.00 for food/drink for that event. 3. Prizes, awards, trophies, plaques, raffles, scholarships, charitable contributions, fund- raisers, computers, printers, copy machines. 4. Any RSO in debt or in Bad Standing with Student Development (University Policy).
  38. 38. USG Rules continued… <ul><li>USG will NOT fund…CONTINUED…: </li></ul><ul><li>Clothing, costumes, apparel, or uniforms unless they are integral to the functioning of the organization, such as dance, sport, or performance organizations. Examples include, but are not limited to the Black Fire Dancers, Women’s Rugby team, & Equestrian Team. </li></ul><ul><li>----USG will fund up to $250.00 per fiscal year for uniforms. </li></ul><ul><li>6. Any RSO with an off-campus account, excluding incorporated organizations registered with Student Development (University policy). </li></ul><ul><li>7. Events or activities that solely benefit the RSO and not the student population. </li></ul><ul><li>8. No activity or event will be funded unless the month or semester in which the event will take place is indicated. </li></ul><ul><li>9. RSOs may not charge a ticket price unless all revenue generated is used to subsidize the event or future approved events. Any profit made will be kept in the RSOs restricted account to be used for future finance committee approved events. </li></ul>
  39. 39. USG Rules continued… <ul><li>VII. Non-Use of Funds </li></ul><ul><li>A. All USG allocated funding not used by June 30 of each year will be transferred into the USG maintained portion of the Student Organization Activity Fund. All transferred funds will be available through General funding. This does not include funds raised by each RSO through fundraisers, donations, or dues. </li></ul><ul><li>For more information regarding USG rules: </li></ul><ul><li>USG website: . </li></ul>
  40. 40. GPSC Guidelines – “restricted” money <ul><li>Contact GPSC directly for information on their funding process: </li></ul><ul><li> </li></ul><ul><li>Phone: 536-7721 </li></ul><ul><li>Email: [email_address] </li></ul>
  41. 41. Student Development Leadership Library <ul><li>We are proud to announce the development of a Leadership Library! </li></ul><ul><li>Stop by Student Development and view all the great resources available to you and your RSO </li></ul><ul><li>Resources include DVDs, Videos, and books on a wide variety of topics including team building, icebreakers, parliamentary procedure, public speaking, marketing your RSO, and many, many more topics </li></ul><ul><li>Most books can be checked out for up to 2 weeks </li></ul><ul><li>A full listing of the resources available is posted </li></ul><ul><li>on the Student Development website </li></ul>
  42. 42. Need an RSO webpage: <ul><li>RSO websites are assigned through Media and Communication Resources. Web policies at SIUC are found on-line at: </li></ul><ul><li> </li></ul><ul><li>The web site request form is a memo of understanding that must be completed and signed by the RSO advisor and RSO web designate and then returned to Media and Communication Resources. The memo of understanding form is found on-line at: </li></ul><ul><li> </li></ul>
  43. 43. “Maroon Rules” - Review <ul><li>Must receive prior approval for ALL expenditures . </li></ul><ul><li>Deposit ALL money earned from fundraisers back into your RSO account. </li></ul><ul><li>Annual Registration Forms must be submitted every year to Student Development. </li></ul><ul><li>RSOs that have SAF accounts are expected to keep their funds in their University Accounts </li></ul>
  44. 44. “ Maroon Rules” – review cont…. <ul><ul><li>5) ALL receipts from approved expenditures MUST be submitted within 48 hours to Student Development </li></ul></ul><ul><ul><li>6) Equipment must be tagged and accounted for/inventoried annually </li></ul></ul><ul><ul><li>7) Expenses from accounts with SAF money (money allocated by USG or GPSC) will only be approved if the item/program was previously approved by USG/GPSC. </li></ul></ul>
  45. 45. Penalties : ( <ul><li>If these rules/regulations/guidelines are not followed, there </li></ul><ul><li>could be consequences including, but not limited to: </li></ul><ul><ul><li>- Your RSO could end up in the Dawg House : ( </li></ul></ul><ul><ul><li>- You could be held personally responsible for </li></ul></ul><ul><ul><li>payment to a vendor </li></ul></ul><ul><ul><li>- Your RSO could lose some, or all, of its privileges </li></ul></ul><ul><ul><li>- You, or your RSO, could be assessed a fine </li></ul></ul><ul><ul><li>- You, or your RSO, could face judicial action </li></ul></ul><ul><ul><li>We are here to help. Remember, If you don’t know, ASK!!!! </li></ul></ul>
  46. 46. Student Development Team <ul><li>The professional staff within Student Development </li></ul><ul><li>are trained to advise and guide you – please feel free to utilize our services and expertise. </li></ul><ul><li>We are here for YOU!!!!!! </li></ul>
  47. 47. Congratulations!!!!!! <ul><li>You are now </li></ul><ul><li>successfully trained </li></ul><ul><li>and officially </li></ul><ul><li>RSO CERTIFIED </li></ul>
  48. 48. Questions? Questions? Please ask the staff member who directed you to this computer station.
  49. 49. IT’S TIME TO SIGN… <ul><li>I, the undersigned, have successfully completed the RSO Certification Program and am aware of the rules, regulations, and procedures that I must follow. Those rules, regulations, and procedures, include, but are not limited to the “Maroon Rules”: </li></ul><ul><li>1) Must receive prior approval for ALL expenditures. </li></ul><ul><li>2) Deposit ALL money earned from fundraisers back into your RSO account. </li></ul><ul><li>3) Annual Registration Forms must be submitted on an Annual basis to Student Dev. </li></ul><ul><li>4) RSOs that have SAF accounts are expected to keep their funds in their Univ. Accounts </li></ul><ul><li>5) ALL receipts from approved expenditures MUST be submitted to </li></ul><ul><li> Student Development </li></ul><ul><li>6) Equipment must be tagged and accounted for/inventoried annually </li></ul><ul><li>7) Expenses from accounts with SAF money (money allocated by USG or GPSC) will only be approved if the item/program was previously approved by USG/GPSC. </li></ul><ul><li>Name:__________ Signature: ___________ Date:______ EMAIL:_________ </li></ul><ul><li>RSO Name(s):__________________ RSO Lead. Position(s):______________ </li></ul>
  50. 50. One last task… <ul><li>Please complete a very brief survey to help us improve our service to you! </li></ul><ul><li>(An assistant will provide you with this form) </li></ul>
  51. 51. Thanks for being certified and thanks for your leadership in an RSO! <ul><li>And remember, contact us for help! </li></ul><ul><li>Student Development </li></ul><ul><li>3 rd Floor, Student Center </li></ul><ul><li>618/ 453-5714 </li></ul><ul><li> </li></ul>