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SOAR

Student Organization Advising & Resources at UC Santa Cruz

  • Student Organization Advising & Resources
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  • Student Organization Advising & Resources
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  • Student Organization Advising & Resources
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  • Student Organization Advising & Resources
  • Student Organization Advising & Resources
  • Student Organization Advising & Resources
  • Student Organization Advising & Resources

Protocols

E-mail
Written by SOAR on February 23, 2015

 

Index:

 

Amplified sound Audio/visual equipment rental Authorized Representatives Banners
Caterers Chalking Commercial vendors Conflict
Constitutions Contracts Dances Demonstrations or rallies
Event Approval Film or video screening Food preparation Food: Sales or Distribution
Free speech Fund sources Fundraising Hazing
Major events Media Equipment Mid-scale event Off campus events and activities
Outdoor events Parking Performers Posting flyers/posters
Protests Publicity Raffles Rallies or demonstrations
Registration of a Student Organization Room reservations Small-scale events Sound systems
Speakers Sponsorship Sports events Tabling
Travel Use of University name Vehicles Video or film screening

 

 

Amplified sound: Outdoor amplified sound requires advance approval in order to ensure classes, meetings, and other activities are not disturbed. See your SOAR/Media/CAD advisor as soon as possible to discuss your event. (For indoor amplified sound, see “Audio/visual equipment.”)

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Audio/visual equipment may be rented from UCSC Learning Technologies office for events. Some equipment requires Learning Technologies staff to deliver and/or set up (allow 2 weeks) while other equipment can be available for pick up or can be accessed in the facility (allow 5 days).

• Complete an Event Proposal form with your SOAR/Media/CAD advisor.

• Call Learning Technologies (459-2117) and ask them for an estimate of the costs. Learning Technologies will email a “Media Services Approval Form” to you.

• Print and sign the form. Attach it to a completed Service Purchase Request and submit to your SOAR/Media/CAD office.

• Note: Equipment that is installed in classrooms or other facilities is locked and must be staffed and rented as per above.

 

Authorized Representatives (ARs) are enrolled UCSC students who accept leadership and responsibility for a Registered Student Organization.

• ARs are selected by an organization according to its constitution.

• ARs read and sign the organization’s Application to Register.

• ARs have signature authority for the organization’s campus account and for Event Proposals.

• To remove an AR, the AR must send an email to the This e-mail address is being protected from spambots. You need JavaScript enabled to view it resigning their position. An AR that is staying with the organization must also email the SOAR office to confirm the change.

• To add an AR, a current AR must email the SOAR office with the new AR’s name. The new AR must come to the SOAR office to sign the Application to Register.

 

Banners advertising an event or activity may be posted if the facility’s staff coordinator approves the posting.

• Posting at a college: Request approval at the College Programs Office

• Posting on the Redwood Building balcony: Request approval at the Student Union information desk. Call for limits on size and number of days (459-3167).

• Note: Posting without approval may result in banners being removed and the organization being charged a fee.

 

Caterers must be pre-approved by the University to ensure food safety. Approved caterers may be found on the UCSC Purchasing web site. To request to add a caterer to the list, allow a minimum of 6 weeks. Meet with your SOAR/Media/CAD advisor to complete a request, an Event Proposal, and to arrange for catering.

• Events that include the purchase of food/beverage related items now require additional approvals if:

1) you are purchasing food/beverage related items at more than 1 vendor

2) the total event cost is higher than $1,000.

 

Chalking sidewalks, paths, buildings, etc. is not permitted by University policy. The organization/individuals responsible may be charged a fee as well as facing judicial action.

 

Commercial vendors/businesses: if your organization would like to invite a business to campus to sell items, distribute information or items, advertise a service, etc. the business must receive advance approval, including review of insurance certification. Allow a minimum of 4 weeks for review from when you meet with your SOAR/Media/CAD advisor.

 

Conflict can arise in any organization and can be a challenge to resolve. If you or your organization is faced with a challenging conflict, contact your SOAR/Media/CAD advisor for assistance. Advisors can assist you through advising, mediating, or facilitating a discussion or training. In addition the University has an office of Conflict Resolution that can assist you: conflictresolution.ucsc.edu

 

Constitutions are required for a student organization to be registered at a campus of the University of California Policy. A constitution defines an organization’s purpose, processes, and roles. See the SOAR web site for elements and language required by the University of California. Contitution Guidelines or Fill in Blank Constitution

 

Contracts: Do not sign any contracts of performers, vendors, businesses, etc. This may bind you personally to terms and conditions that you are not aware of. All contracts are reviewed and signed by qualified University staff only to ensure that the interests of individuals, organizations, and offices are protected.

 

Dances require advance planning. Campus security is required and a completed Event Proposal form must be turned in a minimum of 4-1/2 weeks in advance. Make an appointment with your SOAR/Media/CAD advisor as soon as possible.

 

Demonstrations or rallies are events. Student organizations registered with SOAR/Media/CAD can plan a rally or demonstration by meeting with their SOAR/Media/CAD advisor. Allow time for planning, particularly if you need to request assistance with items such as outdoor amplified sound approval. Groups that are not registered at SOAR/Media/CAD can find information at the Dean of Students web site.

 

Event approval: The events of registered student organizations must have a campus unit (office) serve as the official event sponsor. SOAR/Media/CAD serves as the sponsor for organizations registered with SOMeCA. Meet with your Advisor to have your event approved.

• Path 1 SOAR organizations may drop in to see a Peer Advisor Monday-Friday, 1:00-4:00pm.

• Path 2 or 3 & Media/CAD:

• Meetings/Small scale events: SOAR organizations may drop in to see a Peer Advisor for approval of meetings or small scale events, Monday- Friday, 1:00-4:00pm. Media/CAD: please see your advisor.

• Mid-scale or major-scale events: Schedule a meeting with your SOAR/Media/CAD advisor.

 

Film or video screening by student organizations must comply with copyright laws. Films or videos may not by shown unless:

• Rented from the film/video’s distributor (not a film/video rental store) and the fee for public performance is paid; or

• The holder of the film/video’s copyright submits a written waiver of fees and confirms permission for the organization to show the film/video on the specified date and time.

 

Food preparation by students for events must be done in a licensed kitchen. A Food Permit must be completed before preparation can begin. Discuss this with your SOAR/Media/CAD advisor when planning your event.

 

Food: Sales or Distribution by students require a food permit by the UCSC Environmental Health and Safety Policy. Food permits may be filled out with a Peer Advisor or SOMeCA Advisor.

• For pre-packaged foods: have an Authorized Representative drop in to see a Peer Advisor Monday-Friday, 1:00-4:00pm.

• For all other food distribution: Path 2 or 3 organizations and Media/CAD groups may schedule a meeting with their SOAR/Media/CAD advisor.

• Note: events that include the purchase of food/beverage related items now require additional approvals if:

1) you are purchasing food/beverage related items at more than 1 vendor;

2) the total event cost is higher than $1,000.

 

Free speech: The Student Handbook states that the “University is committed to assuring that all persons may exercise the constitutionally protected rights of free expression, speech, assembly, and worship. The time, place, and manner of exercising…free expression, speech, assembly, and worship are subject to campus regulations that shall provide for non-interference with university functions and reasonable protection to persons against practices that would make them involuntary audiences or place them in reasonable fear, as determined by the university, for their personal safety.”

• If you have concerns or questions, meet with your SOAR/Media/CAD advisor.

• For more information on free speech and events, see the Dean of Students web page, “Express Your Message” at the Dean of Students Website.

 

Fund Sources: Student Organizations make proposals to a number of committees, offices, and funds. Make sure you read and understand the specific guidelines and deadlines for submission of proposals. For a list of possible fund sources, go to the SOAR Funding Website.

 

Fundraising on campus may only be for noncommercial purposes. Student organizations may raise funds for their organizations to use on campus or to contribute to a non-profit organization:

• To benefit your student organization: Each transaction must be documented and all proceeds deposited to your organization account at your SOAR/Media/CAD office within 24 hours or the next business day. Keep all documents that record the transactions; the University may audit organizations. All collection of funds must follow the UCSC Cash Handling Policy.

• To benefit a non-profit organization: The name of the non-profit must be posted or advertised publicly during the fundraising activity. Each transaction must be documented and all proceeds deposited to your organization account at your SOAR/Media/CAD office within 24 hours or the next business day. Keep all documents that record the transactions; the University may audit organizations. A donation check is sent to the non-profit after an Authorized Representative fills out a Direct Pay form.

• Admission sales: if you are selling admission tickets for your organization’s event or charging admission at the door, make an appointment with your SOAR/Media/CAD advisor to discuss your event and fill out a Cash Box Request form.

 

Hazing: The Student Handbook states that the “state of California and the University of California have expressly and repeatedly asserted their opposition to hazing and pre-initiation activities, which do not contribute to the positive development and welfare of members, associate members or prospective members of any organization. Any party who participates in hazing or being hazed will be held accountable under these policies.”

• For the complete University policy on hazing, see: Student Handbook

• If you have questions or concerns, see your SOAR/Media/CAD advisor.

• Incidents of hazing may also be reported to the office of Conduct and Community Standards

 

Major events require 4-6 weeks advance planning and are defined as follows:

• Activities/Events when over 100 individuals are estimated to attend and for which one or more of the following conditions apply:

The event affects campus safety and security or significantly

affects campus services

The event may interfere with other campus functions or

activities

All dances (regardless of attendance)

Events including high risk activities

Events with budgets over $1,000

Events including K-12 students

Out of state travel or travel involving more than 10 students

• Any of the above conditions automatically renders an event a major event. The following may also be considered:

Outdoor amplified sound is requested

Type of advertising (breadth of distribution)

Past history of the event or similar event

Location/capacity of facility where event is held

Anticipated ratio of UCSC to non-student participants

Time of day or night

Events Planned by more than 1 student organization

Police Attendance Required

Discuss your event plans with your SOAR/Media/CAD advisor to determine how to categorize your event. Major Scale Events are coordinated to maintain the UCSC Major Events Policy and the UCOP Bus-79 Policy. Please reference the Financial Affairs Webpage for more Food and Entertainment Policy.

 

Media Equipment may be rented from UCSC Learning Technologies office for events. Some equipment requires Learning Technologies staff to deliver and/or set up (allow 2 weeks) while other equipment can be available for pick up or can be accessed in the facility (allow 5 days).

• Complete an Event Proposal form with your SOAR/Media/CAD advisor.

• Call Learning Technologies (459-2117) and ask them for an estimate of the costs. Learning Technologies will email a “Media Services Approval Form” to you.

• Print and sign the form. Attach it to a completed Purchase Request and submit to your SOAR/Media/CAD office.

• Note: Equipment that is installed in classrooms or other facilities is locked and must be staffed and rented as per above.

 

Mid-scale events are generally defined as having the following characteristics:

• Events with budgets less than $1,000.00

• In State travel involving up to 10 students

• Less than 100 participants

• Events that do not involve high risk activities

• Events involving the coordination by more than one campus unit

Discuss your event plans with your SOAR/Media/CAD advisor to determine how to categorize your event.

 

Off campus events and activities

Registered student organizations may hold events on campus only. If members of a registered student organization take part in off campus events or activities they are required to include the following on all publicity or announcements: “This is not a UCSC sponsored activity.”

 

Outdoor Events: Outdoor on campus events must be sponsored and the space reserved similar to an indoor space; the space may already be reserved or your plans may impact adjacent activities, classes, or residential areas. Make an appointment with your SOAR/Media/CAD advisor to discuss your event.

 

Parking for events may be reserved, either for special guests or for all participants. There is a cost for University signage and number of reserved parking spaces. Depending on the lot and hours, guests may also need to pay a permit fee. Make an appointment with your SOAR/Media/CAD advisor to discuss your event.

•Note: Some major events may be required to have reserved parking, depending on

the location and size.

 

Performers such as bands, DJ’s, dance groups, speakers, etc. may be invited to student organization events. Complex performers may require negotiating a contract. Meet with your SOAR/Media/CAD advisor to discuss your event and how to contract your performer. Allow 4-6 weeks to request and process payments.

• Note: Do not sign the contract of the performer. This may bind you personally to

terms and conditions that you are not aware of.

 

Posting flyers/posters: University policy states that student organizations may post noncommercial materials at designated posting sites. Materials must clearly indicate the name of the sponsoring student organization and a removal date. Do not post over flyers/posters that are current and post only one flyer/poster per location. Flyers and posters may not exceed 17” x 22”.

• Note: If you would like to post on a board or site that is not designated for public posting, first request approval from the facility staff or College Programs office at the college. See Here.

• Do not post on buildings, trees, benches, or other places that are not designated posting sites.

 

Protests, demonstrations or rallies:

See Demonstrations or rallies

 

Publicity is key to the success of any event. See the SOAR web site for event timelines and the timing of publicity at http://soar.ucsc.edu/v2/studentorgs/fundingevents/events/event-planning.html.

 

Raffles are illegal in California. It is legal to hold a drawing for a prize if there is no requirement to pay for a chance to win. It must be publicized and/or noted on the ticket that payment for a chance is voluntary. If anyone requests a free chance, they must receive one.

 

Registered Student Organizations are student organizations that apply for registered status and meet campus and University of California Policy. Requirements include:

• Completed Application for Registration

• Completion of required orientations

• Completion of required trainings

• An approved constitution

For a complete and current list of requirements and deadlines, visit the SOAR web site.

 

Room reservations for meetings or events can be requested by filling out an Event Proposal form at your SOAR/Media/CAD office.

• Path 1 SOAR organizations may drop in to see a Peer Advisor Monday-Friday, 1:00-4:00pm.

• Path 2 or 3 & Media/CAD:

o Meetings/Small scale events: SOAR organizations may drop in to see a Peer Advisor for approval of meetings or small scale events, Monday- Friday, 1:00-4:00pm. Media/CAD: please see your advisor.

o Mid-scale or major-scale events: Schedule a meeting with your SOAR/Media/CAD advisor.

• Note: there is a charge for most rooms. Registered student organizations are notcharged for use of classrooms and the Bay Tree Conference rooms.

 

Small-scale events are generally defined as having the following characteristics:

• Events with budgets less than $300.00

• Less than 50 participants

• Food sales/distribution of food that does not require preparation

• No travel

Discuss your event plans with your SOAR/Media/CAD advisor to determine how to categorize your event.

 

Sound systems may be rented or used on campus.

• Outdoor amplified sound requires advance approval in order to notify and ensure classes, meetings, and other activities are not disturbed. See your SOAR/Media/CAD advisor to discuss your event.

• Indoor amplified sound equipment may be rented for events. Some equipment requires media staff to deliver and set up (allow 2 weeks) while other equipment can be available for pick up.

• To rent equipment from campus UCSC Learning Technologies:

o Complete an Event Proposal form with your advisor.

• Call Learning Technologies (459-2117) and ask them for an estimate of the costs. Learning Technologies will email a “Media Services Approval Form” to you.

• Print and sign the form. Attach it to a completed Purchase Request and submit to your SOAR/Media/CAD office.

• Note: Equipment that is installed in classrooms or other facilities is locked and must be staffed and rented as per above.

 

Speakers may be invited to the campus for student organization events. Make an appointment with your SOAR/Media/CAD advisor to discuss the event and what may be required. If you anticipate that the speaker may be controversial or subject to opposition, let your advisor know so s/he can assist you in helping to make your event successful.

• University policy and guidelines for speakers is on the web in the Student Handbook.

 

Sponsorship: Any student organization event must have a campus unit (office) serve as the event sponsor. University sponsorship is defined as the campus unit that:

• Takes responsibility for ensuring that all relevant University policies are followed and deadlines are met

• Serves as your liaison with other offices

• “Houses” the funds for the event and processes all payments. Usually your SOAR/Media/CAD office serves as the sponsor for events of organizations registered at SOAR/Media/CAD. To request SOAR/Media/CAD sponsorship, complete an Event Proposal form and make an appointment to see your SOAR/Media/CAD advisor.

• Path 1 SOAR organizations may drop in to see a Peer Advisor Monday-Friday, 1:00-4:00pm.

• Path 2 or 3 & Media/CAD:

o Meetings/Small scale events: SOAR organizations may drop in to see a Peer Advisor for approval of meetings or small scale events, Monday- Friday, 1:00-4:00pm. Media/CAD: please see your advisor.

o Mid-scale or major-scale events: Schedule a meeting with your SOAR/Media/CAD advisor.

• Note: there is a charge for most rooms. Registered student organizations are not charged for use of classrooms and the Bay Tree Conference rooms.

 

Sports events may involve some risk. Most sports events require waiver forms and safety measures. Make an appointment with your SOAR/Media/CAD advisor to discuss your event.

 

Tabling: requires the approval of the facility where you would like to table.

• For a college location, see the College Programs office staff.

• For the Bay Tree Plaza, registered student organizations may table as follows:

o Distribution of information only: Go to the Bay Tree Book store and request a space. Tables may be available for your use.

o Sales of items or distribution/sale of food & beverages for noncommercial purposes: Complete an Event Proposal form.

o Sales of items: Schedule a meeting with your SOAR/Media/CAD advisor.

o Pre-packaged food/beverage: SOAR organizations may drop in to see a Peer Advisor at SOAR Monday-Friday, 1:00-4:00pm. Media/CAD organizations may see their advisor. All other food/beverage items: Schedule a meeting with your SOAR/Media/CAD advisor.

o NEW: projects that include the purchase of food/beverage related items now require additional approvals if: 1) you are purchasing food/beverage related items at more than 1 vendor; 2) the total event cost is higher than $1,000.

o Note: if a commercial vendor is involved, see “Commercial Vendors.”

 

Travel to conferences: Path 2 or 3 organizations should make an appointment with their SOAR/Media/CAD advisor as soon as possible. All funds required for the travel must be deposited in the organization’s SOAR/Media/CAD account before arrangements can be requested. Allow 2-4 weeks for processing, depending on the complexity of the travel. Please review the UCSC Travel Guide and the UCOP Travel Policy for more information, or contact your SOMeCA Advisor.

 

Use of University name: University policy states that a registered student organization may not use the name of the University of California or abbreviations thereof as a part of its own name. However, “the geographical designation ‘at UC Santa Cruz’ may be used by any registered campus organization as part of its name without obtaining special approval.”

 

Vehicles (University) are available for rental by registered Path 2 or Path 3 organizations and Media/CAD organizations for travel to organization-related conferences. Make an appointment with your SOAR/Media/CAD advisor as soon as possible.

 

Video or film screenings

See Film or Video Screenings

 

For more information on Policy, please contact your SOMeCA Office or the UCSC Student Handbook.

 
Mailing: Student Union Building, Second Floor
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Phone: (831) 459-2934
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