Fundraising
Created: 8/07, Last updated and reviewed: 7/30/09
Student Organizations must register all fundraising activities with the Student Life Office/Student Organization Center at least one (1) week prior to the scheduled activity. Fundraisers include all activities where there is a collection of funds, regardless of whether the money is donated to a charity or is deposited in the sponsoring organization’s account. Activities include, but are not limited to penny voting, merchandise sales, bake sales, race registrations, etc. Collection of dues from organization members and ticket sales for an entertainment event (i.e. comedy show) are not considered fundraisers.
Registering a Fundraiser
A fundraiser can be registered via the space reservation if campus space is being requested or via a fundraising form if on campus space is not needed (Both are located on the student life website under the Forms section)
Reporting Results
If the fundraising activity is to raise funds for a charitable organization, the total amount of money raised is to be reported to the Volunteer and Civic Engagement Center within one week of the conclusion of the fundraiser.
Raffles
A Sangamon Country raffle license must be registered and presented to Student Life in order to conduct a raffle where tickets are purchased
Charitable Games
All fundraisers must comply with University, state and local ordinances and laws. Due to the number of legal, tax and operational issues associated with charitable gaming events student organizations are not permitted to sponsor them in order to raise funds. These include but are not limited to any of the following events for fundraising purposes: Casino Nights, Texas Hold’m Tournaments, and additional card tournaments.
Credit Card Vendors
Credit Card Vendors are prohibited on UIS Campus.
Car Washes
UIS will supply hoses when you:
- Complete a student organization space request and indicate it is a fundraiser.
- Meet with your student organization liaison to review the event.
Alcohol
Fundraisers associated with the sale or consumption of alcohol are prohibited.
Deposits
All money raised must be deposited into a UIS student organization fundraising account within 24 hours of the event. If the event occurs on Friday or Saturday, however, the money must be deposited at the Bursar’s Office the next business day.
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 monetary 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.
Taxes
Special attention in regards to tax issues must be taken into account for fundraising. For fundraisers other than bake sales, student organizations are expected to pay taxes on all sales. If a student organization is planning to do a fundraiser a space request form is needed, or if space is not required, a fundraising request form. If you have tax-related questions, do not hesitate to contact Student Life.
Cash Boxes for Student Organization Fundraising
- 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.
Fundraising Accounts
Student Organizations are encouraged to set up fundraising accounts for their finances. Student Organizations are not allowed to have outside bank accounts. All funds must be deposited in a fundraising account within 24 hours or the next business day. If a student organization has a deficit in their account they will be given up to one semester to raise the funds. If the funds are not raised in this time the organization will no longer be registered. If a student organization is not registered for 4 consecutive semesters the organizations account will be terminated and all funds will be placed into the Student Organization General Operations Account.
Prize Policy
Created: 1/10/03, Last reviewed and updated: 8/3/09
Philosophy
Student activity funds are made available to student organization to allow them to plan events and activities for UIS students. While it is understood that gift and prizes add a certain level of interest and excitement to these events, UIS and the Office of Student Life share the belief that too great a focus on prizes lessens both the value of the event in it’s own right and the educational and social opportunities provided for the event.
For this reason, student organization are encouraged to be judicious when making the decision to award prizes at their events. The Student Life Office also required the establishment of clearly defined process for the selection of winners in any contest or selection process.
While competition is an integral part of various events and activities, they also encourage students organizations when planning events involving prizes to keep the prize values to a level where competition is an enjoyable aspect of the event, rather than the sole cause for participation.
Policies
Prizes awarded at events are intended as enhancements and should not represent the primary expenditure. The value of prizes awarded should not exceed 10% of the total event budget from student activities fees (ie. ICCB funds).
- There is no limit on prize spending out of student organization fundraising accounts, student organization ,gift accounts or by donations from outside sources
- At the time the prize is awarded, the recipient and a representative of the organization must sign a prize receipt. One copy of this form should remain with the recipient. The other copy must be returned to the Student Life Office within 3 business days of the event.
Space Reservations
Policy created: 2007, Policy last reviewed and updated: 7/30/09
It is in the best interest of the organization to submit space requests as soon as possible since space on campus is limited and requires collaboration with various departments
Process
All Student Organizations must submit a space request via the Student Life Website. Student Life then coordinates with various departments to process the request
Timeline
- To allow for proper planning, we advise that space requests be submitted at least 4 weeks prior to the event.
- For any conference center spaces, a space request submitted with less than 2 weeks prior to the event will not be processed. Conference Center spaces include Brookens Auditorium, all PAC Lettered Rooms, Sangamon Auditorium Lobby, PAC Annex (old bookstore), PAC Councourse and Food Emporium.
- Space requests for other campus areas including the Student Center, Student Life Large and Small Conference Room, SOC Lounge, Diversity Center, LRH Great Room, SLB Gym, Housing Commons, and SLB Multipurpose Room may be submitted with less than 2 weeks notification. Student Life and the coordinating department will strive to accommodate all requests if the space is available and staffed.
- Space Requests submitted with less than 7 working days notification will have to use the space “as is” meaning that a set up can not be submitted.
Studio Theater Reservation Policies
Created 9/1/07, Last Reviewed 7/30/09
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
- 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)
- 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.
- 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.
- 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.
- 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.
Media Services Charge Back Policies
Last updated by Media: 8/3/09
Monday through Friday, when the library is not open or it has reduced hours, there is a minimum 2-hour charge of $30/hr ($60). On Saturdays and Sundays you will be charged for 4 hours of labor @ $30/hr minimum charge ($120).
On a University holiday, higher labor costs will apply since the university pays staff double time and one half ($75) instead of the normal overtime rate of time and one half ($45) in which case there would still be the minimum 4 hour labor charge ($300).
Other Site-Specific Reservation Policies
Student Organization Tables in the PAC
Two 8ft tables are set up in front of the PAC Food Emporium Windows for student organization use only. These tables are set up on a permanent basis with the exception of university events such as Career Fair, Health Fair, and Preview Days. All registered student organizations that request a table via the Student Life Space Reservation Process in the PAC will be allotted these spaces a first come first serve basis. Student Organizations should submit a request for these tables 2 business days prior to the reservation.
The reservations for the week will be posted on the corner of each table. If the table is not being used an organization can utilize it at a last minute basis. Please email soc@uis.edu or call 206-4SOC so we can record the usage in our records.
Please note if a student organization is looking for a larger set up than one table and two chairs for this are they must abide by conference service policies that the request be made two weeks in advance. First 5 students to email bhoag2@uis.edu stating I read this in the subject line will receive a prize.
Classroom Space
University Policy prohibits food to be served in classroom spaces.
Per University Policy, any reservation in a classroom space can not start until15 minutes after class ends and must end 15 minutes before a class starts.
UHB automatically closes at Midnight Monday-Thursday and 10pm on Friday, Saturday and Sunday. Reservations can not be made beyond these times.
SLB Gym
No food can be served in the SLB Gym
If the event is athletic in nature, a TRAC supervisor must be on staff due to this requests must be submitted two weeks in advance.
Annex
The primary purpose of the Annex is additional seating for the Food Emporium. Due to this, the space is not open for reservations during the open hours of the food emporium. Although students and organizations are welcome to meet in the annex at any time, it is not a reservable space during food emporium operation hours. The annex is an “as is” space meaning that a change of set up can not occur with the exception of adding up to 2 additional tables. Exceptions to this policy should be address to Food Service Director.
Founders Classrooms
Founders Classrooms are locked at 10pm daily. If a reservation request extends beyond 10pm the group must work with their Student Life Liaison to obtain card access for up to 2 members of the organization
All classroom policies stated above also apply to Founders Classroom spaces.
PAC Restaurant Policy
The PAC Restaurant is to be utilized primarily for events involving Food/Beverages that are provided by UIS Food Service. The facility is maintained by UIS Food Service and is operated to support its general expenses. Events held in the restaurant during the school year (Aug – June) must meet a minimum level of food service expenditures of $250. Any exceptions to this policy must be cleared through UIS Food Service in advance of the event.
Housing Space-(LRH Great Room, Housing Commons)
Recurring events in housing spaces can be reserved under the condition that if a housing/RA event needs that space the group will be notified at least a week in advance and Student Life will assist in finding alternate location.
Housing Commons is available for reservations during the following times:
Monday-Friday: 8:30am-8pm
Saturday: 12-4
Sunday: 12-8
Any request made for this space beyond these times must be approved by Housing
Since the LRH Great Room is housed in a residential area events in the LRH Great Room should end by Midnight. Any exceptions to this policy must be cleared by UIS Housing.
LRH Great Room is not available for reservations while the building is closed (ie Thanksgiving Break, Winter Break and Summer Break).
Student Center
The student center can be reserved for events. Submit your request online at www.uis.edu/studentlife. The Student Center is a student first space and will attempt to accommodate all requests and processes them on a first come first serve basis. We recommend that requests are submitted 2 weeks in advance to ensure the success of the event/meeting, but all reservations submitted within 48 business hours of the event will be processed. Requests under 48hours will have to be approved by the Student Center Employee or Assistant Director of Student Life.
Requests that require a change of set up by Facility Services must be submitted 2 weeks in advance
If the event time proposed is after normal business hours the request must be submitted 4 weeks in advance.
If your organization wishes to close the student center during posted hours, there is a charge($15 for student organization, $30 for campus departments)
If an event (or cleanup) is between the hours of 1am and 8am, a charge will be instituted for the student center attendant ($15 for student organization, $30 for campus departments)
All events that require a change of set up by Facility Services will be required to set up a preliminary meeting with the Assistant Director of Student Life or designee to discuss the event.
Organizations are required to clean up after themselves. This includes removing all the materials and food product. The Student center staff will take care of wiping down the tables and the floor area. Organizations can alter the set up of the Student Center, but it must be returned once the event is complete. Failure to comply may result in charges.
Under no circumstances can the pool tables be moved.
The Student Center can not be reserved for personal use (ie graduation parties).
The Student Center is unable to be reserved during the following times without special permission from the Assistant Director of Student Life: Thanksgiving Break, Winter Break, After Summer Session before Orientation.
TRAC
General Rules of Conduct
- Eating and drinking are permitted only in designated areas.
- Tobacco use, consumption of alcohol, and use of illegal and controlled substances are not permitted.
- No glass containers allowed in the building.
- Only clean, non-marking shoes are allowed in activity areas.
- Appropriate workout attire and proper footwear must be worn at all times. Beach thongs and sandals are not permitted in activity areas.
- Shoes are required at all times in all areas of the Recreation and Athletic Center (except for designated group exercise classes in the Multi-purpose Room).
- Chalk is not allowed in the Recreation and Athletic Center.
- Collars must be used on all free weights.
- Free weights and dumbbells are to remain in the main fitness area and on lower level of TRAC.
- Personal radios are not permitted unless used with headphones. Music is provided in appropriate areas and is monitored by Recreational Sports staff.
- The use of video & photographic equipment (includes camera phones & video phones) is prohibited in TRAC unless approved by the Assistant Director for Facility & Membership Services.
- The use of cell phones is not permitted in TRAC except in the arena (during athletic contests only), the atrium, and office areas.
- Participants are not allowed to set up or take down nets, poles, bleachers, etc. Please contact the facility supervisor for assistance.
- It is recommended that eye protection is worn when playing racquetball or squash.
- All racquetball racquets must have a guard.
- Racquet sport participants can bring their own projectiles (i.e. racquetballs, squash balls, handballs, and shuttlecocks) or they can be checked out at the Front Desk.
- Please report vending machine malfunctions to the Front Desk.
- Due to sanitation and health standards, participants are to eliminate excess saliva in the cuspidors provided, not on sport facility surfaces.
- Activities are to be performed in designated areas only and priority times for specific activities must be honored as scheduled.
- No sport activity or bouncing balls are allowed in the hallways or Hoogland Atrium.
- Throwing or kicking of baseballs, softballs, soccer balls, and footballs in the Arena is prohibited.
- Sparring-type activities are permitted only during supervised martial arts activities. Protective equipment must be worn.
- Bicycles must remain outside the building securely locked to the racks provided.
- Skateboards, rollerblades, and inline skates are not allowed in the building.
- Purses, backpacks, gym bags, umbrellas, and other similar items in nature must be stored in a locker.
- Profanity is not an acceptable form of verbal expression.
- Nothing may be posted on the walls, windows, or doors of the Recreation and Athletic Center nor on the sidewalks outside of the Center.
- Children may accompany their parents as a spectator for intramural sports or sport club games if the following guidelines are followed:
- Children must be accompanied by a non-participating adult.
- Children may not participate in any activities.
Advisor/Staff Oversight Policy
Created: 8/4/08, Last Reviewed: 7/30/09
Student Life policy dictates that for events meeting any of the following criteria a University staff or faculty 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 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.
Alcohol Policy
Created: 8/24/06, Last Reviewed: 8/3/09
It is the policy of UIS that alcohol may not be served at on-campus events sponsored by recognized student organizations. Also, given that student organization events held off campus are an extension of UIS, it is the expectation of the Office of Student Life that sponsored student organization Student Activity fee funds many not be used to purchase alcohol.
Dance Policy
Created: 7/30/09, Last Reviewed: 11/01/10
In order to minimize risk, all student organizations hosting an on campus dance must meet with their Student Life Liaison no later than 2 weeks prior to the event. During this meeting items such as security, fire codes, and guest policy will be covered.
Dance Policy Changes
- Dances shall end no later than 1:00AM
- The partition can be no higher than 5 feet so that the exit signs are clearly visible from any point on the gym floor.
- The room must be lit well enough that an advisor or police officer can see from one end of the room to the other.
- The desk entrance must be staffed at all times by two students and the organization advisor.
- UIS students may bring two guests to a dance and must sign in the guest with the guests name and the host’s name.
- UIS students must show ID’s and guests must show ID’s. The desk staff must write guests name on the admissions sheet and confirm ID name(s) and names on admissions sheet match.
- There should be two officers on duty at dances. One officer should be near the front entrance where ID’s are being checked; the second officer should be roaming the outskirts of the dance floor every 15 minutes.
- The organization advisor will make rounds with the police officer the last hour of the dance. When the advisor is doing rounds the building manager will be at the front desk in place of the advisor.
- Students who appear inebriated should not be allowed into the dance.
Responsibilities of Student Organizations for Dances
- Assign 2 students as the event coordinators who will be present throughout the event. One will be stationed at check in/ registration and one will be in charge of monitoring the dance inside the facility. The event coordinators must be identified at the start of the dance to the advisor, SLB Building Manager and Police Officer on duty. Additionally, the event coordinators must be sober and available during the entire scheduled dance hours.
- To check University I-Cards prior to allowing participants to enter.
- Have guests print their name, institution name (for college students) or home address (for non college students) and phone number on a sign in sheet.
- Prohibit persons from taking beverage containers inside the dance party.
- The dance area must be lit either by stage lighting or sufficient decorative lighting.
- Prohibit persons from entering if the facility has reached capacity. (Student Center-125, SLB Multipurpose Room-125, SLB Gym- 400)
- Clean the facility to ensure that it is ready for the next event, including returning the sound system.
- Address any illegal behavior or violations of campus policy including but not limited to: open containers, illegal drugs, indecent exposure, and violence. If a student feels threatened in addressing this concerns they should be immediately reported to the police officer on duty.
Responsibilities of Advisor/Staff on Duty
- To assist student organizations in enforcing the above policies.
- To conduct rounds every 30-45 minutes within the dance facility.
- If the organization is charging participants, to observe the event coordinator and additional organization representative in counting the income.
- To conduct rounds with the police officer the last hour of the dance. When the advisor is doing rounds the building manager will be at the front desk in place of the advisor.
Responsibilities of Campus Police
- Be stationed at registration/check in area and assist student event planners with ensuring outside beverage containers are not allowed in the facility.
- Conduct rounds within the dance area, building, and restrooms each half hour during the dance.
- Prohibit participants from carrying in canes, sticks, or other potential weapons unless needed to accommodate a disability.
- Address any illegal behavior or violations of campus policy including but not limited to: open containers, illegal drugs, indecent exposure, and violence.
- To assist student planners in evacuating facility at the conclusion of the event and to monitor the parking lot after the conclusion of an event.
- To contact the appropriate building service worker if there is a bodily fluid incident.
- There should be two officers on duty at dances. One officer should be near the front entrance where ID’s are being checked; the second officer should be roaming the outskirts of the dance floor every 15 minutes.
Demonstration/Rallies
Created: 2007 Last reviewed/updated: 2/25/10
The University of Illinois Springfield seeks to preserve the student’s privilege to take an active role in exercising their rights of speech, 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 engage in the regular operation of the university and must ensure any demonstration does not interfere with the rights of others or causes damage to university property. 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.
- 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.)
- 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 manner 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 Chancellor of Student Affairs.
- 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.
- Activities of participants or observers that disrupt or disturb classes, meetings, or any other normal functions of the University are prohibited.
- 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.
Food Service Policies
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
- Prior to contacting Food Service you should have submitted a space request and received a confirmation of space.
- 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/beverages donated to your organization, you must submit a Request to Waive UIS Catering form (doc) to the UIS Food Service (available through the office of Student Life also) with a thorough description of the event, menu and justification for waiver request. The waiver request will be reviewed by UIS Food Service, and if authorization is provide is approved.
Public Health regulations preclude the sale of any food not prepared and served in accordance with the Department of Public Health standards and policies, except for bake sale items. This does not prevent student groups from preparing food that they will consume as part of a potluck or other event, as long as the attendees are limited to members of the UIS community and their invited guests. Note that food served at events to which the general public is invited must also be prepared in accordance with Public Health standards and regulations, therefore, no home cooked items may be served unless all appropriate Public Health policies have been followed and campus requirements regarding food service waivers have been met. For more information, please go to the Sangamon County Department of Public Health website at http://www.scdph.org/
Hazing
Created: 2007 Last reviewed/updated: 2/25/10
Any and all forms of hazing are completely prohibited at the University of Illinois 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.” A recognized organization that violates any part(s) of this policy may have penalties imposed upon it by the Director of Student Life.
Motion Picture Copyright Information
Registered Organizations often submit space and event requests for showing a film on campus. It is important to understand that when showing a film for an event, there are strict federal laws about film licensing and screening films for a public audience, such as an event. Films that you rent at a video store are licensed for private use, meaning they are licensed for the renter to watch at home with friends or family, but not for a renter to screen at an event or for a larger audience. To be able to legally screen a film for an event or for a larger audience, your organization will need to obtain permission in the form of a film license (from an agency that is legally permitted to license and grant permission to publically screen films) or from a waiver from the film’s studio (which is typically only granted with smaller independent or international studios).
If your registered organization is interested in screening a film, you will need to contact a licensing agency to purchase the rights to show the film. The license may often cost anywhere from $250-$950 depending on the title of the film you wish to show. This license, however expensive, will protect your organization from a potential copyright infringement and is required for student organizations. Your student life liaison can help you receive a quote for a film.
The following are some suggested film agencies where you can purchase a license and also rent a copy of the film you wish to screen:
- Swank Motion Pictures 1-800-876-5577
This agency represents most major studios and also has a large number of pre-release films available, or films that are not out on DVD and still in theaters, as well as a lot of older favorites. - Criterion Pictures 1-800-890-9494
This agency also represent most major studios and has pre-release films available. - California Newsreel 1-877-811-7495
This agency represents mostly documentary films and films about social change
movements.
Please note, when you submit a Space Request Form for a film screening, it will not be approved until you can produce a valid license (such as from an agency above) or proof of permission to screen a film.
Get more information on films and copyright infringement law (pdf).
Tax Information/Not-for-Profit Status
All tax and legal matters related to student organization activities are the sole responsibility of the recognized student organization. Registered organizations are not authorized to use the University’s Employer Identification Number (EIN), non-profit status, or tax-exempt status. Funds allocated by SOFA may not be used for donations to, gifts to, or support of charitable organizations.
Tax-Deductible Donations
Registered organizations are NOT authorized to accept tax-deductible donations on behalf of the University. When soliciting donations from outside sources, it is your obligation to inform potential donors that their contributions are not tax deductible. Organizations that have 501(c) (3) charitable organization status are eligible to receive tax-deductible contributions through their organization, not the University. If you have a parent chapter, you may need to consult with them prior to accepting tax-deductible donations.
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.
Publicity
Last updated: 7/30/09
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, FRH, and Student Center with permission. A form can be located at student life or SOC or obtained on the Student Life website. Chalking is permitted as long as you chalk in an area that rain can wash it away (ie do not chalk under overhangs or highly wooded areas) If your organization has a unique marketing approach you want to employ on campus please speak to your liaison to avoid any potential conflicts.
Public Displays on the UIS Campus
Created: 4/11/06, Last Reviewed: 7/30/09
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.
Student Life E-mail Policy
Last reviewed: 7/30/09
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 request within a week prior to the event 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).
