Student Life Policies

HOLDING EVENTS AND PLANNING ACTIVITIES

CAMPUS SERVICES AND EQUIPMENT

• Equipment
  
• Media
  
• Food Service

ICCB

• ICCB Funding Request Form and Process
  
• Criteria for Funding
  
• Appeals Process
  
• Evaluating Your Event

FINANCES AND BUDGETING

• Fiscal Officer
  
• Revenue Producing Events and Generating Income
  
• Outside Bank Accounts
  
• How to Spend Your Budget
  • Contracts
  • P-Cards
  • Gift Cards
  • Considerations
    
• Where do financial problems happen with student groups?
• What happens if procedures are not followed?

CAMPUS POLICIES AND PROCEDURES

• Procedures for forming and maintaining a student organization
  
• Space Reservation/Event Registration
  
• Demonstrations/Rallies
  
• Publicity
  
• Travel
  
• Hazing
  
• Sponsorship
  
• Charitable Gaming Policy
  
• Student Life Cash Box and Fundraising
  
• Student Life E-mail Policy
  
• Policy Regarding Public Displays on UIS Campus
  
• Studio Theatre Reservation Policies for Registered Student Organizations

HOLDING EVENTS AND PLANNING ACTIVITIES

Student organizations often sponsor events on campus. These activities add to the community at UIS by filling our calendars and lives with
meaningful work and play to accompany your in-class learning. The following is a step by step process to assist with Event Planning. Please
refer to the Program Planner for more information.

1. Get an idea for an event or activity on campus.
   The type of event planned often dictates what space to request. A bake sale, for example, should be in a highly visible location such as the
   PAC Concourse. The Student Center or classrooms are good choices for organizational meetings, discussions or performances for small
   audiences.
2. Check out other happenings on campus through the campus calendar. http://illinois.edu/calendar/Calendar?calId=226
3. Estimate the number of attendees at the proposed event and begin thinking about the set up of your space and determine the space you wish to request. Just make sure you have a rain location secured if you are planning to hold your event outside.
4. For larger events, check with your Student Life Liaison to determine what facilities are appropriate for your event.
5. Submit your space request on www.uis.edu/studentlife. All space requests submitted at least 4 weeks prior to the event will be processed. Space requests submitted by two weeks prior to the event may be processed depending on availability and technical/facility needs. Space requests submitted under two weeks will not be processed. Only exceptions to the two week rule is:
   
   • A table in the PAC Concourse.
   • A minimum of four weeks is required for requesting the Studio Theater.
   • Student Center, SOC, Student Life spaces that take place during scheduled hours of operation.
6. The Student Life GA will process your reservation.
7. By registering the event you are automatically qualifying your organization to take advantage of many publicity opportunities through the Student Life. According to the information provided on the space request form, your event coordinator may have to meet with a representative of Student Life prior to your event being approved. This is to flag potential problems, fill out a work order request and ensure you have covered the bases for your event. Failure to do so may result in loosing your reservation. (see Campus Services and Equipment Section for more information regarding specific needs included in work orders)
8. Please note that Student Life policy dictates that at events meeting the following criteria a University staff or faculty person is required to be present throughout the event
   • If the event has an admission charge
   • If the event is advertised to the general public (outside of UIS)
   • If the event is being held off campus
   • If the event takes place in the Studio Theatre
   • Additional events as deemed necessary by Student Life
     Though it is not required that this staff person is the advisor, it is strongly recommended to ensure continuity of knowledge regarding the
     event.
     

CAMPUS SERVICES AND EQUIPMENT

Coordination of campus services and equipment requires communication across various campus entities. In order to assist student organizations to effectively transmit needs your student life liaison will assist with all work orders. Below you will find additional information on the three main areas that comprise a work order: equipment, media, and food services. A basic
knowledge of this information will assist your organization in planning events.

Equipment
Facilities Services maintains an inventory of equipment and supplies, in addition to tables and chairs that can be used by student groups. These items are limited and assigned on a first come/first served basis.

• Corkboards
  
• Coat rack
  
• Chalkboards
  
• Trash Containers
  
• Recycling Containers
  
• Flip Charts
  
• 8 ft tables, 6 ft tables
  
• Round tables
  
• Electrical Drop Cords (multi-socket)
  
• Staging
  
• Pipe and Drape (8 ft sections)
  
• Podiums
  
• Standing
  
• Standing with UIS Logo
  
• Tabletop
  

Additionally Student Life has equipment available:

• Portable sound system with one microphone
  
• Student Life Cooker
  
• Casino Game Equipment
  
• Bubble Machine
  
• Popcorn Machine
  
• Coolers
  
• Lighting System
  
• Additional Sound Equipment
  

Media
Media Services can also provide special equipment. However, media equipment is in great demand and should be requested at least 4 weeks prior to your event. Also, charges are assessed by Media Services for equipment delivery and pick-up outside of normal operating hours.

Public Address Systems with:

• Sound System
• Handheld microphone
  
• Wireless microphone
  
• Tabletop microphone
  
• Podium microphone
  

Projectors:

• Slides
  
• Data/Video
  
• VHS/VCR with monitor
  
• Video camera stereo system with rolling cart (includes cassette, turntable and CD)
  
• Computer Desktop System on rolling cart
  
  • Monday through Thursday, when the library is not open or it has reduced hours, there is a minimum 2 hour charge of $15/hr ($30). On Fridays, after normal library hours, there is a 2 hour minimum requirement but the hourly charge goes up to $22.50/hr. ($45) on Saturdays and Sundays, no matter what times, you will be charged for 4 hours of labor @ $22.50/hr minimum charge ($90).
    
  • On a University holiday, higher labor costs will apply since the university pays staff during double time and one half ($37.50) instead of the normal overtime rate of time and one half ($22.50) in which case there would still be the minimum 4 hour labor charge ($150).
    
  • In addition, labor charge fees apply to any event that requires an operator to be present. As the time of operation of equipment by Media services personnel goes beyond the minimum hour charges mentioned above, extra time is added to the fees.

Food Service

University Food Service has sophisticated catering capabilities. They are capable of supplying a wide variety of food items as well as vegetarian and vegan options.

• Menus are to be selected and finalized 10 business days (two weeks) prior to the event. Additionally a rough estimate of the total number of attendees and student organization account number is due ten business days prior to the event.
• Four (4) days before an event you must guarantee the number of attendees or cancel food service. When you guarantee a number, you are saying you will pay for so much food or so many people. Food service sets the room for 5% more than the guaranteed number of attendees. If the number of attendees increases more than 5% in fewer than 4 days prior to the event, special arrangements need to be discussed with Food Service. Increased menu and labor charges may be necessary if Food Service is able to accommodate this last minute demand.
• Food provided by Food Services will be charged back to your student organization’s account. This includes food, beverages, and service staff for banquets, parties, and table linens. Please note that a 15% service charge is added to all orders.
• Please contact John (Brian) Patton in Food Service to discuss your event. He can provide you with additional information and guidelines based on the type of event you are planning.
• Please be aware that your organization may be responsible for the loss of serving pieces that are not returned to food service following an event.
• On-campus food service is certainly an easy way to have food available at your event. Below are a few tips to prepare your student organization for communication with Food Services:
  • Review online catering menu and discuss menu selection with Food Service
  • Estimate the number in attendance
  • Discuss the style in which the food will be served (sit down or buffet)
  • Have the organizations account number handy
  • Finalize menu selections two weeks in advance
  • Account number and event title with fiscal officer approval is due 10 days prior to the event.
  • Guarantee number 4 days in advance - or, cancel food service 4 or more days in advance
  • Discuss room layout with food service staff
  

• However, if for some reason Food Service is unavailable for your event or you are having a potluck, or food donations, you must submit a Request to Waive UIS Catering form available through the office of Student Life.
  
• If you wish to have a cook out and prepare the food yourself, a grill is available from the Student Life Office. There is a no rental charge for student groups but it requires at least 2 weeks notification and is only for over 25 people.
  
• Student organizations may not serve alcohol at their events.
  
  

ICCB

The Inter-Club Council Board (ICCB) is a standing committee of the Student Government Association. As a guiding body for student organizations under the SGA, this committee looks to ensure equal opportunities for all student groups involved in planning campus events. The purpose of this committee is to promote, facilitate and supplement funding for student organizations wishing to host events for the UIS community. The ICCB encourages its student groups to plan activities that promote diversity, learning, community awareness and civic
engagement.

• Clubs and Organizations seeking funding for activities should fill out an ICCB Request for Funding form.
  
• After you have completed the registration forms and have been notified by the Student Life Office that you are “registered”, your organization will be eligible to receive funding.
  
  • Pick up an ICCB Funding Request Form from the racks outside of SLB or on the Student Life website www.uis.edu/studentlife
  • The request must be signed by the organization’s president and advisor
  • Itemize your expenses. The more research you do before your submit your funding request the more accurate the request will be.
  • Identify any co-sponsorships you have.
  • Show the amount you are requesting from ICCB
  • Return the form to the Student Life Office where your request will be assigned an ICCB meeting date. (Office hours: 8:30am- 5:00 pm)
  • Plan to attend the ICCB meeting at which your proposal will be discussed. You won’t receive funding unless a representative is there.
    
  • All organizations must prepare a zero based activity budget for each individual program they would like to sponsor to receive direct financial support from ICCB.
  • Please attach a rationale for any budget requests over $500.00. Generally speaking, you must have at least four weeks (4) lead time in order for your request to be approved.
  • ICCB will meet at least once per month during the academic year to hear requests and allocate funds. The required ICCB Request for Funding Form must be turned into Student Life no later than the Friday before the Sunday meeting.
    Criteria for Funding Decisions
    
  • An allocation for your proposal is usually based on a number of factors including:
    
    • The request follows established eligibility and restrictions as stated in the Student Organization Manual
    • That the request is line with the mission of the University
    • The nature of the event and how it improves the quality of student life
    • Whether the event facilitates community building and improves the campus social life
      
    • Whether the event fosters respect for diversity
      
    • Whether the event promotes service learning and volunteerism, wellness and holistic student development
      
    • The number of people supporting the event
      
    • The number of students for which the event is targeted
      
    • The cost of the event and its perceived value on campus
      
    • Whether there is sufficient time to fully promote the event and execute it properly- at least 4 weeks lead time
      
• A funding decision takes into account that the request shows forethought with regard to detailed information, such as date, time, place, price estimates, security, publicity, interest by students, and how it fits into the mission of the student organization.
  
• No budget for special events shall be considered unless the organization submits a budget request on the forms provided by the ICCB to the office of Student Life by the specified due date.
  
• No organization may commit, by contract or other means, money it does not have.
  
• Funds may only be expended for budget lines approved by the ICCB, funds may not be shifted to pay for other
  obligations from the activity.
  
• Funds not required for an allocated line are returned to the ICCB
  
• Requests for supplemental allocations must be approved by the ICCB prior to any commitment on the part of an organization.
  

NOTE: Exceptions to the above policies may be made only by the Inter-Club Council Board in consultation with the Director of Student Life, and will be based solely on the merit of the request. Failure to adhere to any of these policies may result in the University freezing organization assets and further sanctions from the ICCB and/or Director of Student Life.

The Appeals Process
After budget allocations, an appeals process will be available to the registered organization submitting the budget. This procedure is as follows:

• An individual dissatisfied with ICCB decisions must first, upon submitting a written appeal, return to the next regular meeting of the ICCB for reconsideration of the matter in question. If again, dissatisfied with the ICCB decision, they may make, within ten (10) school days, a written appeal to the Student Government Association (SGA).
  
• The SGA shall then deal with the appeal at their next regularly scheduled meeting. The decision of the SGA shall be final subject to University and Student Life policies.
  

Evaluating Your Event

• Any student organization receiving ICCB funds must submit an event evaluation form (Program Report Form) within two weeks of the completion of the event. This evaluation form will include an analysis of the event/program, the total attendance and a description of the expenses, indicating how the allocated funds were spent. This form must be submitted prior to receiving additional funds from ICCB.
  
• Event evaluation forms for all ICCB funded events are due two weeks prior to the end of the spring semester to the Office of Student Life
• Student organizations that do not submit these forms may be ineligible to receive ICCB funds in the future.
  
  

FINANCES AND BUDGETING

Fiscal Officer
The Director of Student Life is the official Fiscal Officer for ICCB & registered student organizations and must sign off on any budget expenditures. An account number for billing purposes must accompany Food Service requests, Duplicating, lighting, & use of the Studio
Theater.

Revenue Producing Events and Generated Income

• Money generated from fundraising or by charging an entrance fee that is not appropriated by ICCB or the Student Life Office is considered income.
• All income earned by student organizations must be maintained on campus. If a fundraiser is conducted, all generated income must be deposited in the Bursar’s Office within 24 hours of the event. If the event occurs on a Friday or Saturday, however, the money must be deposited at the Bursar’s Office on the next business day.
  
• Student organizations that plan to fundraise for a specific project or charity must see Wendy Withrow, SAB 20, to set up a fundraising account.
• A charitable organization, for which a student group might fundraise, must be entered into the Banner system and receive a Banner number. After the money is raised and deposited in the Bursar’s office, a check can be issued for that specific charity.
  
• Raffles are only allowed with state license
  

Outside Bank Accounts

Outside bank accounts are not allowed by University policy. Student organizations are not authorized to associate the University of Illinois at Springfield with an outside bank account in any manner, either directly or indirectly. An account of this type is not under the control of and is not the responsibility of the University of Illinois at Springfield. Student Activity funds and revenue raised through the use of student activity funds cannot be deposited in an outside bank account.

How to Spend Your Budget

• Using Your University Account
  -All goods and services will be charged against your student organization account. The Director of Student Life or the staff clerk can check the current balance for you. A copy of the monthly ledger and accounting statement is available each month. You are responsible for expenditures made to this account. Purchases made by student organizations for the purpose of events and activities are tax-exempt.
  
• Obtaining Goods and Services
  -There are essentially only five ways to obtain goods and services.
  
  • Paying cash and being reimbursed with receipts
    
  • Using a Purchase Order (PO) and having an invoice billed to the University
    
  • Having a signed contract that is then paid by the University
    
  • Having Student Life staff purchase items for you using university credit card known as p-card
    
  • Using a vendor gift card
• Cash Reimbursements
  -Any student member of an organization may purchase needed goods or services that have been approved in the budget process with their own money and be reimbursed. This is the quickest and easiest way to get what you need. Reimbursements may not exceed $250.00
  
  • Purchase items or services on the rack
    
  • Complete a Reimbursement Form, located on the rack outside of the Student Life Office or on the SL website (www.uis.edu/studentlife)
    
  • Bring ALL receipts, along with a completed reimbursement form, to the Student Affairs Building, Room 20, to Wendy Withrow, who will prepare a Reimbursement Voucher. The Voucher is then signed by the fiscal officer and submitted to Accounts Payable.
    
  • If you purchased items with a credit card you must also provide a copy of your credit card statement indicating that the purchase was applied to your account.
    
  • A check is cut and mailed to the mailing address or deposited via direct deposit.
    

Contracts

The University has its own contract for entertainers and speakers. Only the Director of Student Life or her designee is authorized to contract for services. Before agreeing to any contractual agreement, discuss the intended event with your student life liaison. No contract can be requested from the artist or any agent/agency unless approval has been granted and authorized University officials have signed the UIS contractual agreement forms (riders). If prior authorization was not granted, the requestor could be held liable for any and all contract fees.
All entertainers/speakers and vendors must have a University of Illinois Banner number assigned by Urbana before any checks for payment can be issued. This can take up to two weeks to process

P-Card
The P-card is a University Master Card that can be used wherever major credit cards are accepted. Please discuss your purchases ahead of time with your Student Life liaison. Generally speaking, Wendy Withrow, in the Student Life Office can assist with the purchase of goods and services that can be done by telephone. When it is necessary to purchase goods and services in person, the bearer of the P-card must assist with the purchase. It is important to retain receipts for goods and services purchased in this manner. All receipts must go to the staff member making the purchase and to Wendy Withrow in the Student Life Office.

Gift Cards
When time does not permit the bearer of the P-card to assist with on sight purchases, a gift card may be purchased allowing you to purchase goods and services from a particular vendor. You will need to let Student Life know at least a week in advance that a gift card needs to be purchased. A gift card request form is available in the SOC or in Student Life Budget

Considerations
When planning your event budget consider the following expenses. The following are minimums to consider. For other items, such as food service, decorations, prizes, you may need to make some initial phone calls to check on prices. Each registered student organization receives 200 free B/W copies from ICCB each semester. (This does not require a funding request)

Where Do Financial Problems Happen with Student Groups?

• Contracts
  This is an area where you need to be involved. Any negotiation with outside vendors must be reviewed and approved by Student Life. It is best to contact Student Life when you first understand that a contract will be involved. Student Life can help with negotiation and pricing costs. Students are not authorized to sign contracts for their student organization. Doing so results in the contract being null in void for the
  university but the student may be held legally responsible for a signed contract.
  
• Proper Documentation for Reimbursement
  For student organizations, reimbursements of funds must be handled according to the procedures outlined by Student Life.
  
  • All reimbursements must be made by check, regardless of the nature of the expenditure.
    
  • An original invoice or receipt from the vendor must be attached to the check request.
    
  • All original invoices and receipts must be supplied to Student Life. If additional copies of the invoices or receipts are needed, copies should be made prior to visiting Student Life.
    
  • Goods and services purchased must be described in sufficient detail before Student Life approves the check.
    
  • A reimbursement form must be filed out with Student Life and representative must sign the paperwork.
    
  • If a purchase was made with a credit card, a copy of the statement indicating that the purchase was successful is required.
    
• University Regulations
  University regulations must be followed to a “tee,” because consistent disobeying of rules could cause the group to lose its recognition as a student organization. Special attention in regards to tax issues must be taken into account for fundraising. For fundraisers other than bake sales, student organization are expected to pay taxes on all sales. If a student organization is planning to do a fundraiser an event planning form is required. If you have tax-related questions, do not hesitate to contact Student Life.
  
• Good Financial Ideas for Groups to Follow
  
  • Set up a system of internal checks and balances. The knowledge about where money is coming from and going should not be limited to just one person.
    
  • Come up with realistic budgets prior to events and then follow them. While it may be unrealistic to try to plan down to the penny, it is important to have direction. In fact, Student Life may require a budget prior to its approval of an event or activity. Student groups are not required to collect dues, but frequently dues provide sufficient income for club operations.
    

What Happens if Procedures Are Not Followed?
A system has been put in place to warn student organizations if there are problems. If a group is in violation of University financial policy, a notice of noncompliance will be sent to the president, and advisor. Habitual offenders will be subject to sanctions. By understanding UIS policies and procedures, you can keep problems to a minimum.

CAMPUS POLICIES AND PROCEDURES

The University of Illinois at Springfield encourages students to form new organizations and maintain currently established organizations. In order to start a new student organization must have:

• A current constitution and by-laws with a statement of the purposes and goals
  
• At least FOUR active members are currently registered UIS students
• A faculty or staff advisor
  
• A president or representative must attend a yearly workshop
  
• All student organizations must agree to the following
  
  • We agree that our organization must comply with all University Policies and Procedures as outlined in the Student Handbook
    
  • The organization shall not discriminate against a member or prospective member on the basis of race, color, religion, sex, sexual orientation, national origin, ancestry, political affiliation, age, marital status, handicap, unfavorable discharge from the military or status as a disabled veteran or veteran of the Vietnam era, except as specifically exempted by law.
• All student organizations must re-register on a yearly basis. Student Life recommends that student organizations re-register every academic year by Sept. 15th. This will guarantee the following:
  
  • The organization will retain previously made space reservations
    
  • The organization will sustain a website on the UIS server
    
  • The organization will be provided with a mailbox in the SOC
    
  • The organization will be provided with designated bulletin board space.
    
• If a student organization does not meet the Sept 15th deadline the above privileged will be temporarily removed or suspended.
  

Space Reservations
Campus meeting/event space on campus is limited and in increasing demand. Additionally, space reservation requires collaboration with various departments. Due to this the following deadlines apply:

• Event requests submitted 4 weeks in advance (and meeting all appropriate UIS and Student Life policies) WILL be processed.
  
• Event requests submitted 2 weeks in advance MAY be processed, depending on the facility/technical needs involved in the event.
  
• Event requests submitted less than two weeks in advance WILL NOT be processed.
  
  • THE ONLY EXCEPTION to the two-week rule involves table reservations in the Main Concourse and/or bake sales. The deadline for such reservations is one week. Additionally if a student organization wishes to plan an event in the Studio Theater a minimum of a 4 weeks notification is required, but it is recommended to plan even farther in advance. Questions regarding this policy may be directed to Cynthia Thompson, Director of Student Life, at 206-6665.
    
• ALL STUDENT ORGANIZATIONS MUST REQUEST SPACE VIA THE ONLINE FORM AT www.uis.edu/studentlife.

Demonstration/Rallies (tentative)
The University of Illinois at Springfield seeks to preserve the student's privilege to take an active role in exercising their rights of expression, conscience, affiliation, and peaceful assembly. At the same time, the University also recognizes its responsibility to protect the rights and freedom of those who wish to pursue their educational interest without interference. The following procedures have therefore been established to safeguard the orderly functioning of all rights while also providing for the safety and protection of members of the University community.

1. All demonstrations or peaceful assemblies must be registered with the Office of Student Life at least 48 hours in advance. Standard space reservation procedures must be followed for the use of any University space. Demonstrations or peaceful assemblies are generally defined as any public manifestation of welcome, approval, disapproval, protest, or conscience by a student or groups of students. (Assemblies commonly associated with social or athletic events are not usually within the purview of this definition.)
   
2. At the time of the registration, the student or groups of students will be advised by the Director of Student Life or designee of any guidelines that will be required for the demonstration or peaceful assembly. Guidelines may include the time, place, and duration of the demonstration or assembly and the maximum number of people who may participate. The decisions of the Director of Student Life regarding any demonstration or assembly guidelines may be appealed within 24 hours to the Vice President for Student and Administrative Services.
   
3. The following restrictions apply to all demonstrations or peaceful assemblies:
   
   • Blocking or impeding vehicular or pedestrian traffic is prohibited.
     
   • Blocking access to or from campus buildings or offices is prohibited.
     
   • No activity that promotes violence against person or property is permitted.
     
   • Observers may not interfere with participants of the demonstration or assembly in any way.
     
   • Activities of participants or observers that disrupt or disturb classes, meetings, or any other normal functions of the University areprohibited.
     
4. All individuals participating in or observing a demonstration or peaceful assembly must comply with any request of University officials or campus police. Any student who violates any part(s) of this policy will be subject to judicial action. Depending on the individual circumstances, criminal charges may also be filed. A recognized organization that violates any part(s) of this policy may have penalties imposed upon it by the Director of Student Life.
   

Publicity
The Office of Student Life does not require approval of campus flyers. Student organizations may post on any campus bulletin board that is not marked “for department use only.” If a student organization wishes to window paint it is allowed in the Food Emporium, LRH, and
Student Center with permission. A form can be located at student life or SOC or obtained on the Student Life website. If your organization has a unique marketing approach you want to employ on campus please speak to your liaison to avoid any potential conflicts.

Travel
When student organizations travel off campus for an event or meeting, it is required that they notify there student life liaison and ensure all members attending have filled out liability forms.

Hazing (tentative)
Any and all forms of hazing are completely prohibited at the University of Illinois at Springfield. Hazing is defined as "... an act that endangers the mental or physical health or safety of any person, or that defaces, destroys, or removes public or private property for the purpose of initiation into, admission into, affiliation with, or as a condition for continued membership in, a group or organization."

Sponsorship
A student organization may accept financial assistance (i.e., money, products, or service) from an agency, company, or business that is not a part of the University under these conditions:

• Prior to solicitation, a student organization must send a list of companies to be solicited and a copy of the proposed letter to the Office of Development and Student Life (at least two weeks prior to anticipated solicitation). This is to ensure sponsors/donors are not being solicited by numerous campus departments/groups.
  
• Solicitation can not occur until both the Office of Development and Student Life have signed off on the list of companies and solicitation letter.
  
• The student organization may not imply any endorsement, or connection between the University of Illinois at Springfield and any product, service, agency, or business.
  
• All advertising and promotional material must clearly and dominantly indicate that the student organization is the sponsor. An outside source giving significant financial assistance may be recognized as a supporter through the use of the words "with support
  from…" Student Life determines the extent to which financial assistance is significant.
  
• The student organization must manage all advertising and promotions. A commercial sponsorship from a business that primarily involved the production, sale, distribution or serving of alcoholic beverages or tobacco products is prohibited.
  
• Before any commitment is made to accept financial assistance from an outside source, the student organization must secure a contract with the outside source, and the contract must be approved by the Office of Student Life and the Office of Development.
  
• Whenever an outside source plans to provide a product or service, both the student organization and the outside source must agree to write into the contract a liability statement that is satisfactory to the Student Life staff.
  

Charitable Games Events
Illinois Department of Revenue - (Last updated 8/6/07)
Organizations wishing to hold the a charitable gaming event (any fundraising event in which participants pay to play charitable games for the chance of winning cash or noncash prizes) must be licensed and the process of receiving licensure is EXTENSIVE (35+ pages of policies and procedures), the least of which is a $200 fee and submission of required paperwork at least 30 days prior to publicizing any event. Due to the extensiveness of these requirements, any sponsoring groups would need to demonstrate the ability to comply with all of the legal
requirements before Student Life would be able to approve requests for charitable games events. These include allowing sufficient planning time (at least 60 days), financial resources, staffing etc.

Also, the myriad of regulations make it almost impossible for student organizations to conduct charitable games events without the strong support of Student Life. While the Student Life Office is not opposed to these events, our resources are limited as to the amount of time and
staff available to assist student organizations in meeting these extensive requirements.
Note: The one exception would be an event in which no admission fee is charged and no donations are accepted.

However, the following rules apply to these events:

1. All games must be played using chips, scrip, or play money – cash may never be used to wager on any of the games
   
2. Upon completion of play, a participant may redeem chips, scrip or play money for prizes.
   
3. Gift cards and non-cash items can be given out as prizes at these events, but the total amount spent on them cannot exceed 10% of the total event costs. For example, if the total event costs were $600, the total amount that can be spent on prizes is $60. There is
   no limit to the amount of donated prizes that can be given out at an event. (UIS Student Life policy)
   

Policy on Cash Boxes for Student Organization Fundraising (Last updated 9/6/07)
Event approval must be received before a cash box (Change Fund) will be authorized. This must be done at least one week prior to the date of the fundraising activity. Once the event is approved, the Student Life Office will submit a completed Request for Petty Cash and Change Fund form to Cashier Operations to request a cash box. The cash box will be prepared with $25 in cash (please specify the denomination) so that your organization will have the ability to make change on the day of the activity. The cash box provided by Cashier Operations must be on site at any event designed to raise funds.

On the day of the event (or the Friday before, if the event is on a weekend), the designated custodian of the cash box from the organization should stop by the Cashier Operations Office during normal business hours of 9:00am to 4:00pm, to pick up and sign for the cash box. Student must show I-Card when signing for cash box.

If the event ends during business hours, the money should be taken to the Cashier Operations window with the necessary deposit voucher/check log completed. The Cashier Operations Office will deposit these funds into the student organization’s fundraising account (Contact the Student Life Office for this account number prior to the beginning of the event, as the Cashier Operations Office does not have access to this account number).

Deposits after Cashier Operations Office normal business hours, of 9:00am to 4:00pm, are made by sliding the cash bag (with the cash and completed deposit form/check log in it) through the space under the cashier window and letting it drop to the floor. (The empty cash box can be turned in to the Cashier Operations Office on the following business day.

All money raised on campus by student organizations must be deposited into an account at the Cashier Operations Office as soon as possible and no later than 24 hours after the conclusion of the event (with the exception of events held over a weekend).

For fundraising events lasting longer than one day, a deposit form/check log should be completed and taken to the Cashier Operation Office on a daily basis. Daily deposits should consist of total receipts for the day less $25 change fund. (example: $125 cash + $125 checks, deposit should equal $225 with $25 remaining in the cash box)

Deposits are verified and deposited into the correct account by the Cashier Operations Office daily. Receipts for the cash deposits are sent by intercampus mail to the Student Life Office. The Student Life Office will then place the receipts in the student organization’s file, which you are encouraged to review in a timely fashion.

Student Life E-mail Policy (As of 9/1/08)
Student Life E-mails will be sent out on Mondays and Thursdays only. The Monday edition will include events taking place on Monday, Tuesday & Wednesday. The Thursday edition will list events taking place on Thursday, Friday, Saturday and Sunday (as well as upcoming events taking place the following week). Student organizations who have submitted a space requested within the two week deadline will automatically be added to the e-mail. If an event does not require a space and would like it included in the e-mail they should submit the event information to studentlife@uis.edu by 3 p.m. on Friday for the Monday e-mail and 3 p.m. on Wednesday for the Thursday e-mail. Due to the large number of events received, all events must be in a format that can be cut and pasted into the Student Life e-mail.

Incomplete submissions or those that cannot be copied will not be included. No photos, graphics or attachments will be accepted. Please include the following information:

Event Name
Sponsoring Organization
Event Time
Event Location

No e-mails will be sent out to the official student distribution list for individual student organization events (with the exception of information related to the bi-annual Student Government Elections, SAC, Student Life Events/announcements). In addition, no events will be included which have, or will, be sent directly to the student distribution list by the sponsoring department.

Policy Regarding Public Displays on the UIS Campus (As of 4/11/06)
Students/student organizations are free to gather for events on the UIS campus and to display various equipment/symbols/decorations, etc. in conjunction with their events. However, no items are allowed to remain as a display at the conclusion of an event unless a member of the student organization remains with the items for the duration of the display. In addition, no holes may be dug in the ground for the purposes of such displays. Any item displayed at a student organization event must be on a stand or platform, or free standing on the ground. Students are free to chalk the sidewalks in advance, or as part of, their events. Items cannot be draped or placed on campus benches, as that would interfere with the intended usage of those items.

Studio Theater Reservation Policies for Registered Student Organizations (updated as of 9/1/08)
Registered student organizations are welcome to plan events in the studio theater. As with all campus spaces, there is not a rental fee for the space. However, due to the complexity of space, there are fees associated with operating the sound and light equipment and safety & security. Additionally, the Studio Theater is in high demand from campus academic departments and requires intensive coordination with various campus entities. For a student group to plan an event in the Studio Theater, the event must meet the following criteria:

• The event must be open to all UIS students
  
• The event must be a non-revenue generating event.
  
• The event can not compete with a SAC or ICCB-funded event.
  
• The organization advisor must be present for the event including rehearsals, set up and take down.
  
• The student organization must demonstrate a need for the space (ie. Why do you want to use the Studio Theater instead of other campus venues?)
  

Process

1. Student organizations must submit a space request via the Student Life Forms Section no less than 6 weeks prior to the event. (Note: Due to the high demand for the space it is recommended that the space is requested a semester in advance to confirm availability)
   
2. The Student organization president (and/or representative) and student organization advisor must attend a preliminary meeting with a representative from Student Life and the Sangamon Auditorium to discuss the event and availability at least 5 weeks prior to the proposed event.
   
3. The student organization president and advisor will meet with a representative from Student Life and Sangamon Auditorium to review the guidelines, confirm reservation and finalize set up details at least 15 business days prior to the event.
   
4. A detailed agenda of the event must be turned into the Sangamon Auditorium no later than 3 business days prior to the event. This must include all audio/video materials clearly marked including cues.
   
5. On the day of the event, one student representative and advisor must be available at least 30 minutes prior to the doors opening for the event and sign the clean up checklist following the event. Within a week following the event the student organization, must turn in an event report to both Student Life and the Sangamon Auditorium.