Need an Advisor?
OSI has created a list of UCF faculty/staff members who are interested in serving as student organization advisors. Please contact OSI (link to osi@mail.ucf.edu) for more information.

Before approaching a potential advisor, know that it is ideal to find someone who:
(a) will have the time to devote to the organization,
(b) will take the role willingly and seriously, and
(c) has knowledge or skills related to the mission/purpose of the organization.

When approaching the person for the first time, make certain that he/she has a clear understanding of the organization's purpose, what would be required of him/her, and the time commitment involved. Be open and honest with the potential advisor about the types of activities in which the organization may participate.

Role of Advisors
While the role of an advisor varies based on organizational activities and purpose, advisors can make a tremendous impact on students and student organizations. There are many benefits that can result from an advisor/organization relationship, so organizations should not underestimate the importance of advisors.

• The role of an advisor may include:
  Liaison between the organization and University administration
• Interpreter of University policy/procedure
• Information resource regarding organizational procedures and group functioning
• Provider of organizational history and continuity from year to year
• Counselor, mediator, consultant, mentor, and friend
• Helping officers exercise good judgment in decision making
• Attending officer and organizational meetings, and some activities
• “Sounding board” for new ideas
• Facilitator of leadership development and personal growth
• Helping the organization develop realistic goals

If an organization’s advisor is frequently unavailable or only serves as a required signature on a form, the organization should consider finding a new advisor who is able to commit the time to the organization and obtain an appropriate level of experience, resource information, and knowledge related to the mission, purpose, and activities of the organization.

Advisor Expectations
The organization-advisor relationship cannot be a one-way street. The student organization and its leaders also have responsibilities. These responsibilities include maintaining an appropriate level of communication with him/her and providing opportunities for advisor interaction with officers and members. As such, both the advisor and the officers should spend time early in their relationship establishing a clear understanding of the roles each will play.

At the beginning of each officer term, all officers and the advisor should complete an Advisor Roles worksheet and then discuss any differences of opinion they may have. Groups should set mutually-agreeable expectations for the advisor (with regards to the different categories of the worksheet, including meeting attendance and time commitment), and the advisor should set mutually-agreeable expectations of the officers and organization.

Confronting your Advisor
The person that feels that the confrontation is most important probably shouldn’t do it.

When considering who the best person is, realize that it may not be you.
Go to a neutral area- don’t talk in his/her office. There are too many distractions and it will be less threatening. Go out to lunch or a walk.
You have to imagine the best thing that could happen before you talk to him or her. Have at least 3 best case scenarios in your mind before you speak to him or her.
Be ready for any reaction. Some possibilities are:
“I really don’t have time to do more.”
“When I was a member, we never would have done that.”
“This is the way it has always been done.”
“You are only 20 years old, you don’t understand.”
Make a list of the incidents that take place. Document who, what, where, when, and why. This is helpful if and when you may need to ask the advisor to resign, etc.
Practice the confrontation conversation with another person. It may seem awkward at first, but the more times that you practice this, you will become better at it.
Demand a first positive step before the conversation is over. Write it down.
Let the person know what he/she stands to lose if he/she doesn’t change the behavior. This helps to make both the expectation and the consequences clear.

“Confronting your Advisor” Excerpts taken from T.J. Sullivan at CAMPUSPEAK “Confronting the Idiot” program

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Banking

For the protection of the RSO and its members, it is strongly recommended that the group create a bank account if it has any form of income (e.g., dues or fundraising). While setting up a bank account should be in accordance with the RSO’s constitution, it is suggested that the RSO consider using a bank that requires 2 signatures on all monetary transactions, and that no more than 3 people be allowed to sign those transactions. Requiring 2 signatures protects the organization from unauthorized spending or misuse of members’ money. These signatures should be changed during officer transition. Organizational funds may be spent on things like office supplies, publicity, conference travel, and events, but may not be spent on anything illegal under
University, local, state, and national law (this includes alcohol). Misuse of funds is a violation of the Golden Rule and is subject to disciplinary action at both the University and local level.

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Collaborative Programming (Co-Programming)
RSOs are encouraged to work together to create programs and activities for the UCF community. Collaborative programming (co-programming) involves two or more organizations sharing ideas, workload, and financial responsibility for an event.
Co-programming can be very beneficial to all organizations involved. That being said, OSI strongly encourages groups to co-program ONLY with organizations that are REGISTERED with OSI. These organizations, as opposed to unregistered groups existing on the UCF campus, are held to a higher standard of existence than unregistered groups. Organizations can see if a potential co-programming partner is registered by looking at the RSO database. If the group is not listed on that page, the chances of it being registered with OSI are slim.
When deciding whether to co-program with another organization, be able to answer the following questions:

• What is the history of success of the other organization’s events?
• What is the other organization’s “reputation” on campus?
• Will the other organization be able to support the program (monetarily and with staff)?
• How will any income (if any) be divided?
• Does it appear that the other organization as a whole supports the program, or is it just one or two officers’ or members’ project?
• What challenges are foreseen in co-programming this event, and can they be overcome?
• What are the other organization’s expectations for your organization?

Co-Programming Agreement
Click here to download the document. (PDF file)

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Contracts
Contracts are legally binding agreements that should be entered into with caution. Neither students nor RSOs can sign contracts on behalf of UCF or in any way represent that they are agents of or signing on behalf of UCF. Such action may constitute civil or criminal fraud. Students may sign contracts on behalf of their organization, but UCF shall not be bound by contracts entered into by students or student organizations. It is strongly recommended that students fully read any agreement before signing it. Ask questions and resolve concerns or uncertainties, and do not rely on oral representations from the contracting party. If the agreement is not satisfactory, make written changes to it that reflect discussions of changes to the terms. Ideally, the organization would consult with legal counsel prior to signing a contract. Neither the University’s General Counsel nor Student Legal Services will review contracts for RSOs. However, because many OSI staff members have experience with entertainment and service contracts, they are willing to read contracts and provide general suggestions. However, such assistance is not the same as gaining legal advice since OSI staff members are not lawyers.

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Cubicles/Workspace
Most RSOs have the opportunity to apply for a cubicle within OSI (SU 208). Each cubicle is shared by 2 student organizations and includes 2 unshared fi ling drawers, a shared computer (with internet access), and limited printing capabilities. Limited storage space may also be available. Organizations must maintain a minimum number of office hours per week and attend the KoRT meetings each month in order to maintain the space. When cubicles are available, RSOs may submit an application to the Graduate Assistant for Student Organizations. Applications are due by the first Friday of the month when cubicles are available. RSOs located at the Rosen College and Regional Campuses should contact their respective Campus Life or Student Services representative for cubicle and workspace information.

• OSI Cubicle Application
  (to apply for a cubicle space)
  Click here to download the document. (PDF file)
• OSI Cubicle Agreement
  (guidelines that must be followed once a cubicle is granted)
  Click here to download the document. (PDF file)

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Disabilities, Students with
According to the Americans with Disabilities Act Title II, “No qualified individual with a disability shall, by reason of such disability, be excluded from participation in or be denied the benefits of the services, programs or activities of a public entity or be subjected to discrimination by any such entity.” This requires that activities (meetings and events) of student organizations be accessible to students with disabilities. It is the RSO’s responsibility, not UCF’s, to make necessary accommodations for the member with a disability. A variety of services may be accessed to provide students with necessary services. Although RSOs may request funds from SGA (see Funding) to help cover the expenses of an accommodation, such as a sign language interpreter, monetary assistance is not guaranteed. RSOs should seek assistance from SGA leadership or OSI professional staff in determining the best way to respond to each specific student and/or situation. More information regarding students with disabilities can be found on the Student Disability Services website or in the office located in Ferrell Commons (formerly SRC), Room 132.

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Donations and Sponsors

UCF maintains relationships with many donors and sponsors. When separate entities of the University community solicit donations or sponsorships from the same group of companies or individuals, those companies and individuals may eventually reduce the overall level of support provided to UCF. Legal requirements mandate that student organizations and their representatives seeking donations or sponsorships not present themselves as representatives of UCF or the UCF Foundation, but rather as a student organization collecting funds for a specific purpose (e.g., Children’s Miracle Network).

Student organizations should contact the Associate Director of Development and Donor Relations at the UCF Foundation (407-882-1254) for guidance prior to making contact with a potential major donor (i.e., donations greater than $5,000). Rosen College RSOs should submit a request for permission to solicit funds via email to the Campus Life representative at least one week prior to beginning solicitation. Fundraising may not occur unless the request has received approval from the Dean. Regional Campus RSOs should contact their respective Student Services Office and/or Student Government Association Office representative for guidance.

RSOs are not automatically granted UCF’s status as a tax-deductible entity just because they are registered by OSI. Therefore, unless the organization is individually granted IRS tax-exempt 501(c)(3) status (see Taxes), donations made to the organization are not considered tax-deductible.

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Eligibility, Officer

All RSO officers must meet the minimal eligibility criteria as listed in the most recent version of the UCF Golden Rule. These criteria currently include:

• Enrollment hours in the fall and spring (6 hours for undergraduate or post-bacc students, 5 for graduate students, and 3 for thesis/dissertation graduate students). Officers do not have to be registered for summer classes; however, they do need to be registered for the previous spring and subsequent fall semesters.
• Minimum GPA on all classes taken at UCF (2.5 for undergraduate students and 3.0 for graduate students), unless this student is a transfer student or freshman in his or her first semester at UCF
• Good academic and disciplinary standing
• Free of financial and disciplinary holds (e.g., library, tuition, parking, health center, advising, etc.).

All of these criteria must be met at the time of election and maintained throughout an officer’s tenure. It is the organization’s responsibility to enforce officer eligibility, and it should make sure all officer candidates are eligible prior to elections. That being said, OSI will contact ineligible officers regarding Golden Rule criteria throughout the semester. Upon contact, the ineligible officer has 2 weeks to appeal (see below) to the Eligibility Appeals Board (typically, GPA and enrollment) and/or get the issues fixed (typically, holds).  Those officers or potential officers that fall below the Golden Rule minimums may submit an appeal to the Eligibility Appeals Board that, if granted, would waive one or more requirements for one semester. Appeals may be submitted via email to Marissa with the following information: Name, PID, Student Organization(s) in which student is an officer, and what criteria are being appealed (GPA, holds, etc.).

Please note that OSI’s database tracks ineligibility in “black and white” terms. It flags those who do not meet all of the above criteria. Being flagged does not necessarily mean that the student cannot serve as an officer. For example, if a graduate student is working on his or her thesis hours, he or she will not be enrolled in 5 hours and will therefore be flagged as ineligible. This student should still e-mail the address above, requesting an appeal.

Some RSOs, via their constitution and/or national affiliation, define more stringent eligibility requirements (which could include a higher GPA, attendance, and/or membership dues), which are to be enforced by the student organization.

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Employer Identification Number (EIN)
An EIN is an identifying number given to an organization by the Internal Revenue Service (IRS). Simply stated, it serves as a Social Security Number for a group. An EIN is needed to open a bank account and apply for tax-exemption. Obtaining an EIN does not mean that an RSO is tax-exempt. Obtaining an EIN is a simple and quick process. Organizations with a local/national affiliation should ask their parent organization if they are allowed to use the parent’s EIN. Because of the importance of this number, the organization should save it in a safe place, where it will get passed on from year to year. It might be beneficial for the organization to give a copy of its EIN paperwork to the advisor and/or OSI.

IRS Links
Form SS4 (to create an EIN)
Instructions for Form SS4 (PDF File)

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Event Planning
For the purposes of this section, an event may be defined as any activity, fundraiser, meeting, function, or other program (speaker, concert, workshop, etc.) that an RSO may host.

OSI wants every organization’s events to be successful. Event planning can be a time-consuming, yet rewarding, experience for an organization. RSOs can increase their chances of holding successful events by obtaining the required permissions and planning the details well in advance. OSI staff members are available to help an organization think about the tasks needed to plan events, and Event Services (SU 313) can provide additional support for programs in the Student Union. The “Event Planning” section of the Student Union website provides some helpful information (including budget creation, room and equipment set up, and event policies) on creating successful events. OSI has created an Event Planning Checklist to serve as a general guideline for planning.

There are many campus policies regarding things like potentially hazardous events, insurance, decorations, alcohol at events, food donations, sound, and catering. See Events in/around the Student Union and Campus Event Policies (below) for additional information.

Below are some general tips on planning events:

Timeline
Depending on the size and type of event, planning should begin at least six weeks prior to the desired event date. See the Event Planning Checklist for a proposed planning timeline.

Budget
Before doing anything else, create a budget to see what the organization can afford. Make accurate budget estimates by doing some research. Allow for some “cushion” in the budget to cover unexpected costs. Determine where the money for the event is coming from and make sure that funding is secured. See the Event Planning Checklist for a sample budget template.

Date issues
When looking at potential program dates, be cognizant of the time of year. Check out the UCF, OSI, and UCF Arena Calendars and check with Event Services (SU 313) to see if there are other events (such as athletic events, departmental programs, academic dates, holidays, or community events), either near or day of, that could potentially conflict or take away audience members. Additionally, be cognizant of the students’ psychological calendar. For example, providing a lecture during a heavy testing period or right before Spring Break may not be a good idea.

Facility
Check for facility availability (see Room and Facility Reservations for campus reservation information) and reserve the date. If the program is to be held outdoors, reserve a rain or bad weather location or back up date.

Contracts
Do not sign a contract or agreement without obtaining advice. See Contracts for more information.

Set-up issues
Communicate any sound, lighting, and AV equipment needs, catering, and set up requests (room layout with tables and chairs) to the reserving entity as soon as the information is known.

Risk Management
If the event could potentially elicit any type of emotional response from the UCF community, or if there are any other potentially dangerous or harmful activities involved, the organization should takes steps to lower risk within the event. This may include filing a SAFE Form at least 10 days prior to the event. Audience management requires that the organization prepare for the best procedure to maintain a safe and pleasant environment, in and around the event, for all event participants. For certain programs, the organization may want to hire security and/or an EMT as an precautionary measure. Whenever the health and safety of people is involved, it is always better to be safe than sorry! For more information, see Risk Management.

Publicity
The organization can put a lot of money and effort into creating an amazing program, but if it isn’t publicized correctly, how is it supposed draw an audience to appreciate it? See “Publicity and Promotion” for more information.

Parking
Talk to Parking Services if parking passes are needed, or to work out parking arrangements for a large group of people.

Evaluation
Programming is not finished at the end of the event. Perhaps one of the most underestimated steps a student organization can take is verbal and written evaluation of the event. The organization should evaluate and document the ACTUAL budget. When evaluating the program, provide honest feedback, good and bad, on the event, as well as an attendance count. In the future, this information will help the organization avoid some of the problems faced with the event, so that it doesn’t have to “reinvent the wheel” every time it programs a similar event.

A Final Note
The above are general tips that will not apply to every event. RSOs are encouraged to discuss event planning with their advisors, and to seek guidance from OSI. Depending on the event, OSI staff members may have other suggestions and advice, especially when events involving contracted performers/artists are concerned.

Events in/around the Student Union
Event Services is the office that coordinates reservations and event planning for the Student Union. It is located in SU 313. The following information is to be used as a general guide for RSOs to assist in planning events, but is not inclusive of all policies of the Student Union or its related facilities.

Event Services Office Hours
Open 8am-5pm Monday through Friday

Other Facilities (besides the Student Union) the Event Services Office Coordinates
Ferrrell Auditorium, Courtyard, and Lawn Memory Mall

General Guidelines
Please remember that Event Services can only serve you to the extent of the amount of information you provide them. An Event Planner will assign you a room based on your needs. In order to maximize the usage of the facility, the Student Union reserves the right to reassign rooms, when necessary. You will be contacted when any changes are made to your room assignment.

The sponsoring organization is responsible for leaving the room in the same condition as when the meeting/event started. Any damage or loss to the rooms or equipment will be the responsibility of the sponsoring organization. Meeting rooms will be locked when not in use.

Visit the Information Desk for any questions or call at (407) 823-0001.

Room Reservations
Room reservations may be made one year in advance. To make a reservation in the Student Union, you will need to be an “authorized” officer of a student organization registered with the Office of Student Involvement. The officers (up to four) indicated on the most recent Update Form are the only members that are allowed to make reservations on behalf of the group. Any non-registered student organization will be charged an affiliate rate for usage of the facilities. This also includes student organizations that were registered at the time the reservation was made, but are not registered at the time of the event.

Groups going through the constitution approval process are allowed one reservation prior to gaining registration through OSI.

Admission Fees
Because RSOs receive free use of Student Union facilities (from SGA funding), RSOs may notcharge an admission fee for events held in/around the Student Union or in any facility reserved via Event Services. If RSOs want to charge an admission, they will be charged the affiliate rate for Union reservations.

Cancellation/No Show Policy
You are responsible for contacting the Event Services Office to cancel your event. Cancellations are required no later than 72 hours prior to your scheduled event time. If you fail to cancel your reservation, and do not utilize the room reserved for your event, you will be charged the affiliate room rate for that space. You will have 10 days to pay all fees incurred. Failure to do so will result in a cancellation of all current reservations and future reservations will not be allowed until the balance is paid.

Decorations
The Student Union will not permit affixing anything to the walls, floor, or ceiling with nails, staples, tape, or other means. Please consult the Event Services Office for assistance and approval of the display of all materials.

Banners
See Banner Policies for more information.

Alcoholic Beverage Functions
Before hosting events with alcohol, RSOS must get approval from the Student Union and the Office of Student Involvement. A SAFE Form(see below), must be completed at least 10 days before the event. No alcoholic beverages may be brought into the Student Union from outside sources. All liquor must be confined to your reserved function space. See the Golden Rule Section 14 for information on campus functions with alcohol.

SAFE Form
RSOs must have a SAFE Form (formerly, the Hazardous Event form) completed (with all signatures) least 10 days prior to an event that might possibly result in some degree of harm to persons or defacement/damage to property. This includes, but is not limited to, events with alcohol, outdoor events, events that sell food or have catered food, events that require police, Physical Plant requests, and activities that may garner more than 150 people. See the Golden Rule, Section 16 and the form for more information. When in doubt on the form’s necessity, ask OSI. Once all fields are completed, bring the form (signed by the advisor) to OSI approximately 15 days prior to the event (to make sure it is completed 10 days prior), which will submit it to other offices so as to obtain all signatures that fall below the advisor’s.

Catering and Menu Selections
Approved Student Union catering services and their menus are available on the Event Servicesweb site and in their office. No food may be brought into the Student Union from outside sources. All RSOs will receive a 20% discount from the regular catering menu prices, but must still pay taxes (unless the group is tax-exempt, in which case that paperwork must be provided). Final counts and payment must be submitted no later than 3 business days prior to your event. All orders and payment must be placed through the Event Services Office, not through the vendor directly.

Donations or Special Pricing from Student Union Caterers
All donation requests must be submitted in writing to the Event Services Office 3 weeks in advance of the event. The Office will determine if it will be given to the vendor for consideration. If approved, the vendor will notify the client directly. If the vendor agrees to donate items, the Event Services office must be notified 2 weeks in advance.
All food orders for vendors must be submitted to Event Services and any special-priced orders need to be in writing from the vendor at least 2 weeks prior to the event.

Outside Donations
The participating vendor must submit to the Event Services Office a letter (3 weeks in advance of the event) specifying the specific foods being donated and a copy of the vendor's insurance (also at least 3 weeks in advance). This option is only available if the outside vendor is catering; not for pick-up items.

Accepted Methods of Payment
Cash, organization or business check, money order, all major credit/debit cards, and internal departmental (ID) transfers are accepted. ID transfers involving funds from SGA must be approved through the Activity and Service Fee (ASF) Business Office, and a financial signature sheet must be completed by the ASF Business Office and returned to Event Services at least 3 business days prior to the event date. The Event Services Office will provide you with this form once you order the food from Event Services and the order has been added to the reservation. It is the organization’s responsibility to get this form to the ASF Business Office and to ensure that the ASF Business Office returns it to Event Services by the deadline.

Patio Space Reservations
Reservations will be on a first-come, first-served basis. Outdoor chairs and tables can be provided. No food will be allowed outside unless purchased from an approved Student Union caterer. In the event of inclement weather, the Student Union holds the right to cancel patio space. All distributed materials (including flyers) may only be handed out from your reserved location. Informational distributions must be directly related to RSO operations and not conducted by an outside entity.

Fundraisers
Student organizations cannot hold bake sales in or near the Student Union. Additionally, student organizations can only sell non-food items that don’t conflict with Union vendors ONLY if they pay for a table during Market Day.

Outdoor Sound Policy
Amplified sound will only be permitted on the south patio stage with a reservation. It may begin at 12:00 pm and end no later than 2:00 pm, Monday through Friday. Additional programming times include 4:30 pm - 11:30 pm on Friday; 12:00 pm - 11:30 pm on Saturday; and 3:00 - 7:00 pm on Sunday. A full sound policy is available in the Event Services Office for your review.

Additional Policies
See the Event Services webpage for additional information on food, sound, and other Student Union policies. There are other policies regarding events on-campus, and most of them are discussed in the Golden Rule. See Campus Event Policies (below) for more information on SAFE Forms, alcohol at events, and solicitation on campus.

Campus Event Policies
Hazardous Events
RSOs must have a SAFE Form (formerly, the Hazardous Event form) completed (with all signatures) least 10 days prior to an event that might possibly result in some degree of harm to persons or defacement/damage to property. This includes, but is not limited to, events with alcohol, outdoor events, events that sell food or have catered food, events that require police, Physical Plant requests, and activities that may garner more than 150 people. See the Golden Rule , Section 16 and the form for more information. When in doubt on the forms necessity, ask OSI. Once all fields are completed, bring the form (signed by the advisor) to OSI approximately 15 days prior to the event (to make sure it is completed 10 days prior), which will submit it to other offices so as to obtain all signatures that fall below the advisors.

Alcohol at Events
If an RSO intends on having alcohol at an event on campus, it should refer to the Golden Rule, Section 14 (Drug-Free Schools Policy Statement) for guidance, and should submit a SAFE Form (see above).

Catering
Discuss catering options with the facility manager. Only Business Services approved vendors (or if in the Student Union, its approved vendors) may provide catering on-campus.

Fundraisers
See Funding for more information.
Free Assembly Areas
The main campus maintains several “free assembly” areas. While the areas are not “reservable,” events held on these areas must still follow campus event policies and may still may require submission of a SAFE Form (see above) and/or work order if power, water, and a dig permit is required for the event.

Additional Policies
For additional policies regarding events sponsored by RSOs or events held on campus, see the Golden Rule, Section 15 (I 13, Social Events) and Section 16 (Event Management).

Off-Campus Events
While some policies/procedures for registering events are not the same for those held off-campus, RSOs should still realize that Golden Rule conduct expectations apply, even for off-campus behavior.

Alcohol at Off-Campus Events
If the organization chooses to have events with alcohol, it should follow these guidelines to minimize liability and provide safe events. Fraternities and Sororities with an affiliation to the UCF Greek System should register all events with the Office of Fraternity & Sorority Life.

Do

• Comply with all laws and policies of the State of Florida and of UCF.
• Follow BYOB guidelines. Guests may only consume the alcohol they bring to the event. Guests may bring no more than a six-pack of alcohol. Only one bar will be used to store alcohol. Bottles are strictly forbidden. Members working the bar and the door must be 21 years of age and may not consume alcohol. All members working the event (serving alcohol, checking ID's) must receive training in proper event management.
• Allow only guests and non-members with specific, personal invitations in to the event.
• Have a guest list at the door of the event, so every person at the event is accounted for.
• Have stamps or wristbands to differentiate those guests that are of legal drinking age.
• Contain the perimeters of the event to ensure there are sufficient entrances and exits. These areas are required to be monitored throughout the event.
• Contain the area of the event to ensure there is only one entrance and exit.
• Have occupancy limits for the venue, including common rooms, hallways, and stairwells.
• Supply non-alcoholic beverages and non-salty foods.
• Have a licensed security company monitor the event. There should be one monitor for every 25 people.
• Make sure the President or highest-ranking officer is the contact person in case of emergencies.
• Have a written emergency plan in place and discuss it with your advisor.
• Make sure all membership recruitment activities are DRY events. People should join your organization for the right reasons.

Don't

• Purchase alcoholic beverages with organization funds. This includes prohibiting any member coordinating the purchase of alcohol (passing the hat, or the like) on behalf of the organization.
• Purchase bulk quantities of alcohol (kegs, cases, etc.) for any organization event.
• Allow any member(s) to purchase for, serve to, or sell alcoholic beverages to any minor.
• Allow the possession, sale, or use of any illegal drugs or controlled substances during an organization event.
• Co-sponsor an event with an alcohol distributor, organization, or tavern (tavern defined as an establishment generating more than half of annual gross sales from alcohol) where alcohol is given away, sold or otherwise provided to those present. Sponsorship includes, but is not limited to: financing the event in any amount, publicity of the event, on fliers, t-shirts, or other advertising mediums, or taking funds from the event.
• Allow any member to permit, tolerate, encourage, or participate in drinking games.

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Forms
The following are the most common forms that involve RSO’s:

Cubicle Agreement
When RSO’s receive a cubicle in OSI, they must agree to several guidelines regarding cubicle use. Agreements are reviewed each semester.
Click here to download the document. (PDF File)

Cubicle Application
When cubicle space is available in OSI, RSO’s may submit an application to the Graduate Assistant for Student Organizations. Applications are due by the first Friday of the month when there are cubicles available. See Cubicles/Workspace.
Click here to download the document. (PDF File)

E-Mail and Webpage Account Request
RSO’s may obtain a free account from UCF on the Pegasus server via the Registered Student Organization Computer Account Request form. See Webpage and E-mail for more information.
Click here to download the document. (PDF file)

SAFE Form

RSOs must submit a SAFE Form (formerly the Hazardous Event Form) at least 15 calendar days prior to an event that might possibly result in some degree of harm to persons or defacement/ damage to property. Typically, outdoor events, events that sell food or have catered food, events that require police, Physical Plant requests, and events/meetings whose projected attendance is more than 200 require this form. Criteria for the form’s necessity may be found in the Golden Rule, Office of Student Involvement section. Once complete, bring the form (signed by the advisor) to OSI, which will submit it to other offices so as to obtain all signatures that fall below the advisor’s. When in doubt of the form’s necessity, ask OSI. The event is not approved until all designated university staff has signed the Form. An RSO representative should maintain contact with OSI to ascertain the status of the submitted SAFE Form.
Click here to complete and print the form.

New Student Organization Registration Form
Students seeking to create an RSO must complete the New Student Organization Registration Form. This form, along with a copy of the proposed organization’s constitution, must be submitted to OSI to begin the registration process.
Click here to access the system.

SGA Forms
RSOs that apply for or receive money from SGA should be cognizant of several forms and deadlines, including the A&SF Budget Request Packet, FAO Allocation Request (both Senate Working Fund or Speakers and Offi ce Supply) forms, CRT Travel Request form, and ORC Program Evaluation (both Post-Travel and Post-Event) forms. For more information, see Student Government Association (Funding from SGA). 
Click here to visit the SGA Forms page.

Update Forms
Within the first few weeks (due date changes each semester) of both the fall and spring semesters, RSOs must submit an Update Form. This form helps OSI maintain up-to-date information on all organizations, and its submission each semester (along with annual officer attendance at a student organization orientation session) maintains an organization’s registration with OSI. On the form, each RSO may designate up to four “authorized” officers, who are the only representatives who can conduct business (e.g., make room reservations, submit SGA/other paperwork, and provide authorization) on behalf of the organization.  Failure to submit this form results in the loss of the organization’s registration status, meaning that the group loses the related benefits. Once the form is submitted via the on-line process, it should be printed, signed by the required parties, and brought to OSI in SU 208 (or Fraternity and Sorority Life in SU 154 if the organization is Greek Social or the Sports Club Council in RWC 204 if the organization is affiliated with the SCC). Rosen College and Regional Campus organizations should submit their forms on or by the due date to their respective Campus Life or Student Services Office, which will forward them to OSI.

After the initial submission at the beginning of each semester, RSOs must submit a new Update Form any time there is a change of information (e.g., an officer or advisor change).
Click here to access the system.

Other Forms
Organizations that are affiliated with a department, local/national chapter, or governing body may have other forms to submit to those entities. These organizations should follow up with the affiliations and keep them up-to-date. Many organizations will need to annually file tax and other forms with the IRS. Greek Social organizations have additional forms that should be submitted to the Office of Fraternity & Sorority Life. Organizations that are affiliated with the Sports Club Council have additional forms that should be submitted to the Recreation and Wellness Center.

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Funding & Fundraising
Student Government Association (SGA)
SGA has a budget of over $500,000 in funding available for RSOs. There are 3 means by which RSOs can request money: Senate Committee Allocation (FAO or CRT), Senate Bill, and Activity and Service Fee (A&SF) Budget. The avenue the group follows depends on what the money is for, how much money is being requested, and how much time exists before the money is needed. For more information on SGA funding, see Funding from SGA.

Fundraising
Groups are encouraged to raise their own funds to support organization functions. RSOs are granted the privilege of establishing membership dues (as determined by their constitutions), which can be a major source of funding. There are a variety of ways to fundraise, and many of them have legal or UCF policy implications (including, but not limited to, poker tournaments, raffles, guessing games, and bake sales). Fundraising companies may, from time to time, contact organizations regarding their fundraising opportunities. RSOs should always consult with OSI to determine if the opportunity is legitimate.

In addition to making sure the fundraiser follows law and policy, the RSO needs permission to hold said fundraiser in the desired location (see Room and Facility Reservations and Publicity and Promotion).

Below are some general guidelines on some of the more popular fundraisers. For guidance on fundraising and the law, contact OSI prior to beginning the fundraiser.

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Golden Rule for Student Organizations
The Golden Rule dedicates Section 15, “Student Activities and Organizations,” to student organization issues. It outlines the guidelines that may determine if misconduct is attributable to a student organization, rather than an individual member or members. For more information, see “General Principles of Group Responsibility” within Section 15. Please note that, in the conduct review process, the president or “another student designated by a majority of the voting members of the organization is the sole representative of an organization when the organization is charged with a violation.”
Most student organization policies in the Golden Rule can be followed by common sense and good decision making. The following are those that may or may not be as obvious, but whose violation still merits potential disciplinary action:

• Conduct Regulation 6- Regarding prohibition of gambling or other games of chance. The main violation of this occurs in many types of fundraisers.
• Conduct Regulation 7- Regarding prohibition of hazing, willingness of an individual to participate in an activity notwithstanding. UCF would utilize the definition of hazing provided in the Golden Rule to analyze a potential violation.
• Conduct Regulation 11- Regarding circulation of advertising media.
• Conduct Regulation 13- Regarding social events (including crowd size, security, registration of potentially hazardous events, amplified sound, and outdoor events).
• Conduct Regulation 14- Regarding solicitation and fundraising. See Fundraising.
• Conduct Regulation 15- Regarding misuse of UCF’s name or marks (including logos and trademarks). The main violation of this occurs on publicity (including flyers, t-shirts, and web pages). This regulation is being increasingly enforced by the University’s attorneys.

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Insurance
Student organizations are not considered to be a sponsored entity of UCF. Therefore, UCF has no insurance covering the activities of these groups. UCF cannot defend the activities of organizations or defray the costs of defending any lawsuit or claim against organizations, their officers, or members. RSOs are encouraged to purchase general liability and event insurance, especially for outside entities or vendors utilized for events. This will protect the organization should the outside vendor do something negligent that causes harm or property damage while on campus.

This insurance, for events on-campus, is available though an arrangement established by the university. The costs vary, but for most events, the cost is not excessive and the process for obtaining insurance is simple. UCF’s minimum requirement for liability insurance coverage is $1,000,000 for each occurrence. In addition to the organization, it must name UCF and the UCF Board of Trustees as additionally insured, on the certificate.

RSOs should speak to the professional staff in OSI to determine when insurance is necessary and the process for obtaining it. Organizations that choose not to purchase commercial insurance coverage will be held totally liable for their activities. Any claims that may result will be against the organization, officers, and members, and could result in personal liability on the part of the officers and members. Some events may not be permitted on-campus until the insurance has been purchased by the organization. Organizations with a local and/or national affiliation should discuss insurance coverage with their parent organization.

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Mail and Mailboxes
Contrary to previous years when RSOs could sign up for a mailbox if desired, each RSO has now been assigned a mailbox on campus. Depending on the organization, the mailbox is located in one of several areas.

Every Greek Social organization, unless the group has a chapter house in Greek Park, has a mailbox in the Fraternity and Sorority Life office (SU 154). These groups should have mail sent to Fraternity and Sorority Life at:

Every organization that is a member of the Sports Club Council has a mailbox in the Recreation and Wellness Center (RWC 204). These groups should have mail sent to:

Every organization located at the Rosen College has a mailbox in Suite 202B, and should have mail sent to:

Organizations located at the Eastern Region typically share their advisor’s mailbox and may have mail sent to:

Organizations located at the Southern Region typically share their advisor’s mailbox, or they may have mail sent to:

All other organizations have mailboxes in the Office of Student Involvement (SU 208). These groups should have mail sent to OSI at:

OSI and RSO’s may place flyers in the mailboxes from time to time. Therefore, it is the organization’s responsibility to check the mailbox at least once per week. Mailboxes will be cleaned out immediately following the first Friday of the month, and any unclaimed mail will be returned to the sender or thrown away. Failure to check the mailbox will result in the loss of mailbox privileges for one full semester and may affect the group’s registration status. Please keep in mind that mailboxes are not locked, so money and other important or confidential paperwork should not be sent to this address. It is important that an RSO maintain updated mailing information with such places as its bank, credit card company, and national/local parent organization.

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Publicity and Promotion
Publicity and promotion should comprise approximately 80% of planning an event. Depending on the size of the event, publicity should begin (on average), three weeks before the event, which means RSOs need required publicity approvals prior to this.

The first step in creating a publicity plan is to determine who the target audience (people most likely to attend) is, and then to brainstorm ways to get the word out to it. All publicity should contain: the event name, date, location, organization name, contact information, description of the event via graphics or in as few words as possible, and SGA logo (if applicable). See University Trademarks and Logos for additional regulations and a link to the Graphics Standards manual. Publicity should show or explain why students would be interested in attending the event. It should be simple, but still get the message across.

Listed below are some of the publicity means available to RSOs to recruit and promote events and meetings. RSOs cannot enter any campus building (including residence halls) to publicize or distribute flyers. Additionally, publicity cannot be affixed to shrubbery, trees, and light poles; nor drawn, taped, painted or otherwise displayed on sidewalks, walls, glass and painted surfaces, or building exteriors. For more information, see the Golden Rule, Section 16 H. In addition, CocoaRSOs should gain approval of all marketing efforts, including the hanging of flyers in classrooms or around campus and use of the Target Vision TV message system, from the Southern Region Associate Director (Cocoa Building 3, Room 121) prior to distribution. Daytona RSOs should submit requests to distribute flyers, posters, and signs to the Eastern Region Director of Student Services (Daytona Building 140, Room 107) at (386) 506-4024. Rosen RSOs must obtain approval through the Campus Life office (RM 204), at least one week in advance of distribution.

Banners
To advertise specific upcoming events in the Student Union, vinyl banners with metal grommets can be placed above the major entrances and in the atrium of the Student Union. RSOs may utilize banner space (when available) 5 times per semester, for up to 7 consecutive days each time. Reservations can be made through Event Services by approved RSO officers. For more information, see the Student Union webpage or call Event Services (SU 313) at 823-3677. The Recreation and Wellness Center also offers limited banner space. Other campus locations may be available for banners with permission from the appropriate Building Manager.

Central Florida Future
The Central Florida Future, which runs on Mondays, Wednesdays, and Fridays, provides several avenues for publicity. RSOs may purchase ads at discounted rates by e-mailing sales@KnightNewspapers.com. The “Around Campus” section of the Future promotes campus events for free, and may be submitted to the Editor via email at editor@centralfloridafuture.com with the subject line “Around Campus Brief” or via fax at 407-447-4556.  The deadlines are 5pm on Friday for the Monday edition, 5pm on Monday for the Wednesday edition, and 5pm on Wednesday for the Friday edition.  If the event looks like it warrants additional coverage, the Future may write an article based on the “Around Campus” submission. For more information, call (407) 447-4555.

Flyers
Flyers may be posted inside most buildings on campus, but prior Building Manager approval for each building is required. Additionally, RSOs may bring 4 quarter-page flyers to OSI, which will post them on OSI bulletin boards in the Student Union.

Free-Standing Signs
The Student Union provides a limited number of free-standing signs that may be placed at various locations throughout the Union on the day of the event. Signs provide event information, to remind people of, and guide people to the event. Signs may be reserved for the day of the event, if available, when facility reservations are made through Event Services (SU 313).

Good Morning UCF (GMUCF)
Every morning, an e-mail entitled “Good Morning UCF” is sent to UCF students. The e-mail provides a listing of announcements and events (occurring the current and following day). RSOs can submit events (not regular meetings) online via their advisor, at www.ucf.edu/myorganization. For more information on submitting events and announcements, see the Advisor Posting Instructions (PDF File).

OSI Events Calendar
OSI manages an on-line event calendar, created so that students can easily access RSO and OSI agency event information. RSOs may post organizational meetings and events to the on-line calendar. In order to take advantage of this opportunity, the RSO needs a login ID, which can be claimed by the organization’s President, Vice President, or Secretary at the above link. This login is reset at the beginning of each fall semester and should be kept private, as posting misuse will result in the loss of this privilege.

Sandwich Boards and Lawn Signs
Sandwich boards and lawn signs are an excellent, although more expensive, form of advertisement. Permission to place 3 boards on-campus (for up to 5 days at a time) can be granted by OSI, via a sticker to be placed on each board. Boards that do not have a sticker or that are not removed within the proper timeframe will be confiscated by the Physical Plant. For more information, see the Golden Rule, “Event Management,” Section 16 G.

SGA Marquee
SGA has purchased a marquee for the South entrance of the Student Union. RSOs may request use of the marquee from OSI, online only. More information on the rules and guidelines of use may be found at the above web page.

Off Campus
Off campus advertising is almost always at the discretion of the location's owner or manager. Many businesses around UCF leave room for flyers near their cash registers or on bulletin boards. Organizations should obtain permission from the off campus location prior to advertising or posting.

Local television and newspapers can help promote larger events (typically those open to the Orlando community) and celebrate successful philanthropic events.

• Central Florida News 13
• Orlando Sentinel
• WESH 4 News (NBC affiliate)
• WFTV 9 News (ABC affiliate)
• Local 6 News (CBS affiliate)
• WOFL 35 (FOX affiliate)
• Orlando Chamber of Commerce
• UCF TV Channel

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Resources
The following are additional resources whose services can benefit RSO’s:

Counseling Center
The Counseling Center offers a wide variety of services, including assessment, consultation, crisis intervention, and brief individual and group counseling sessions. Additionally, Counseling Center staff members can offer specific workshops and presentations for student organizations, on such topics as: Assertiveness, Anxiety and Depression, Stress Management, Conflict Resolution, Relationships, How to Improve Your Mood, Communication Skills, and Diversity and Inclusiveness. 

Dispute Resolution Services
Dispute Resolution Services offers several presentations that can be catered to fit the organization’s needs. Workshop topics include Group Conflict Management, Mediation, Teambuilding, Communication, Excellence in Decision Making, Assertiveness, and Conducting Effective Meetings. One-on-one coaching is also available to aid officers in becoming more effective leaders of their organization.

Environmental Health and Safety
Environmental Health and Safety can provide tips on insurance and risk management, and is the office that manages the SAFE Form.

Housing and Residence Life
Contact Housing and Residence Life with regards to posting flyers or stuffing mailboxes in the residential areas, presenting or co-programming events, and reserving space in the various community centers.
For more information on posting policies, click HERE.

Intramural Sports
Intramural sports are a great way to build teamwork and camaraderie, and to promote the organization. There are a variety of sports and competition levels in which groups can participate. 

LEAD Scholars Program
The LEAD Scholars Program can promote events through an on-line newsletter that is sent to hundreds of first and second-year students. LEAD Scholars are required to attend several events each semester and could receive credit for attending an RSO’s event. 

LINK
The LINK First-Year Experience program can promote events to first year students. To qualify, events must be open to all UCF students and specifically meet a first-year student transitional need (social, recreational, academic, wellness, or life-planning skills). Events should be submitted to link@mail.ucf.edu for promotion on the LINK website. These events allow first-year students to accumulate LINK Loot, which they can use to bid on prizes at an auction each semester. 

Recreation and Wellness Center (RWC)
The Outdoor Adventures program of the RWC facilitates teambuilding and feedback on group functioning via the Challenge Course, UCF’s ropes course. The Course has high and low elements, and is free for RSOs to use. Group reservations should be submitted at least 2 weeks prior to the desired use date, and are made on a first come, first serve basis. Reservation forms and additional information (including hours of operation and policies) are available are available on the Outdoor Adventures webpage.

Student Academic Resource Center (SARC)
SARC provides many services for individual students as well as groups, including study hour monitoring, small group tutoring sessions in a variety of subject areas, and the Academic Success Workshop Series. The Academic Success Workshop Series topics benefit officers and members alike, with presentations on time management, organizational skills, stress management, goal setting, and motivation. Visit the SARC website for schedules and to request a workshop on-line.

Student Leadership Development
Student Leadership Development provides students with various opportunities to learn more about themselves, develop new leadership skills, and become student leaders  through programs and events, including Campuswide Leadership Workshops,  Leadership Retreats, and Leadership Conferences.

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Risk Management
For the purposes of this section, an event may be defined as any activity, social, fundraiser, meeting, function, travel, or other program (speaker, concert, workshop, etc.) that an RSO may host.

With all of the activities that student organizations participate in, risk is inevitable. Some organizations, depending on their purpose and level of activity, inherently pose more risk than others. Risk management is not intended to take the fun out of the organization’s activities. Risk management does not mean preventing all risk; it is being proactive and determining what the risks are and trying to minimize them. It is important that all RSOs plan their events carefully and take appropriate precautions so that they can avoid situations that may jeopardize their standing as an organization, or worse, the health and well-being of a person or persons. See “Insurance” for information on liability and event insurance. In the event of an accident, RSOs should immediately report the incident to OSI (after obtaining emergency assistance, if needed). In most situations, OSI staff members can assist organizations via advice and support. Additionally, the Office of Student Conduct encourages groups to self-report incidents (by submitting an on-line incident report), so that the office is aware of a situation before other parties, including police, make them aware.

Risk Management entails brainstorming to determine the worse case scenarios that could happen at the event and (1) taking steps to minimize the risk before the event, and (2) creating action plans ahead of time, in the event one of the worse case scenarios happens. If the organization has a national/local affiliation, the group should discuss Risk Management issues and procedures with it.

Socials
If the organization plans socials (with or without alcohol), Risk Management may minimally include:

• Not announcing the socials at meetings or other event functions
• Hiring security and/or an EMT
• Utilizing third party vendors
• Having taxi cab/ shuttle information handy
• Sticking to the pre-set guest list
• Assigning specific members to serve as party monitors (cannot drink alcohol)
• Purchasing Insurance (if applicable)
• Completing a SAFE Form (if applicable)
• See “Event Planning” for additional information.

Travel
If the organization plans to travel (conferences, retreats, competitions, etc.), Risk Management may minimally include:

• Assigning a trip leader, whose responsibility it is to coordinate travel plans (including a driver rotation, weather reports, etc.)
• Having each member sign a release, medical history, and emergency contact form and giving a copy to the trip leader and advisor
• Having each member sign a trip expectations form, that sets expectations related to travel (concerning alcohol, participation, financial, etc.)
• Locating the nearest hospital from the destination
• Wearing seat belts
• Not utilizing 15 passenger vans
• Communicate travel plans with the organization’s advisor

General Risk Management Tips:

• Create a Risk Management officer position, someone whose main focus is to raise awareness and provide education on risk issues.
• Coordinate training and education on risk management.
• Develop policies and procedures to address risk issues within the organization, and create an operations manual.
• Develop an action plan to respond to identified risk issues, and include this in the operations manual.

Liability
Liability means responsibility, usually in the form of financial responsibility, for a harm or injury.  The question of upon whom liability rests is not a black-and-white issue.  Questions of liability are largely determined by the specific facts of a case and depend on several fluid factors.  One of those factors is risk - the greater the risk of injury or damage created by an event or activity, the more important is the question of who will share in the liability in the event that injury or damage occurs.  Other factors in the liability analysis include risk management (i.e., safety measures taken, insurance, etc.), duty of care, participation by others, and negligence by others.  These factors make understanding liability difficult for those who are not students of the law. When student organizations choose to have events with alcohol (whether they are planned or not), the question of liability becomes even more significant because the risks are greater.  Sometimes people get hurt or facilities get damaged (regardless of the presence of alcohol), and certain parties may seek restitution for any damage done. Keep in mind that if a student organization and/or officer(s) knows of a risky event and has the power to stop it, liability weighs heavily.  

Negligence
Negligence can be defined as “conduct falling below a prescribed standard for the protection of others.” In order to prove that an organization has been negligent, it would have to be shown that: (1) there exists a duty of reasonable care, (2) there the organization breached that duty or standard of care, and (3) the breach of care was the cause of the injury. In other words, if a reasonable person thought that the organization owed a duty to care for the injured person, that the organization breached that duty, and that the breach caused the person’s injuries, the organization could be considered negligent and the organization and/or individuals may be held liable for the injury. For example, say a student attends an organization’s lecture program. As she is walking to her chair, she trips over an unsecured microphone cord, falls, and breaks her arm. A reasonable person would probably believe that the organization could have/should have secured the cord (by taping it to the ground), and that her arm breaking was caused by her tripping over the cord. In this simple example, a reasonable person would probably say that the organization is negligent, and liable for her injury.

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Room and Facility Reservations
RSOs should be able to provide the following information to a reserving entity: date of proposed event (and some back up dates), purpose of event, start and end time, projected attendance number, room preference, event name, event type (for example, general meeting, guest speaker, or banquet), equipment needs, sponsoring organization name and contact information, and billing information. OSI can provide suggestions on Event Planning.

Student Union
The Student Union provides a variety of room sizes and set ups that can accommodate most RSO meetings and events. Only authorized officers (as indicated on the most recent Update Form) may reserve rooms in the Union through Event Services, the event planning headquarters for the Union. RSOs are allowed to reserve rooms and equipment for free, while unregistered organizations are charged an a