Resources for Registered Student Organizations

This page provides essential tools, forms, and guidance for Student Organization leaders at UIS. Use these resources to support your organization’s operations and plan successful events. For full details on, refer to the RSO Handbook.

Key Resource Areas

  • Storage & Equipment Needs: Guidance on how RSOs can access, reserve, and properly use storage lockers, sound, lighting and food equipment.
  • Space Request Essentials: Information and links needed to request campus spaces for meetings, practices, events, and activities.
  • Events and Activities: Guidelines, approvals, and helpful tools for planning, marketing, and hosting programs on campus.
  • Finance Management & Funding: Resources for budgeting, SOFA funding requests, purchasing procedures, and financial reporting.

For details regarding registering a new RSO or re-registering your RSO please visit Forming a Student Organization Page

Storage & Equipment Needs

  • Student Organization Storage Locker Applications (UISConnection): RSOs may request a storage locker in the Student Leadership Center by completing this form. Applications are open annually from August 1 through May 15.
  • Student Life Sound Crew Request Form (UISConnection) RSOs may complete this form to request the Student Life Professional Large sound system for events. Sound Crew staffing requirements and availability apply.
  • Event Equipment & Games Checkout: Registered Student Organizations may reserve the following Student Life equipment for approved meetings and events:
    • Event Equipment
      • Portable sound system (Bluetooth‑enabled)
      • Popcorn machine
      • Button maker
      • Coolers
    • Games & Activities
      • Board games
      • Nintendo Switch
      • Yard games, including:
        • Bags (cornhole)
        • Badminton
        • Spikeball

Space Requests: Essentials

  • Requesting Space: Submit event requests in UISConnection from your organization Events Tab by selecting "Create Event".
    • Standard lead time is at least 2 weeks;
    • Less than 3 business days are not approved.
    • Provide details and set‑up needs in your request.
  • Recurring Meetings: Recurring meetings have specific limits depending on the venue—for example, the Student Union and classroom spaces have weekly caps—so RSOs should review venue‑specific guidelines in the RSO Handbook before submitting recurring event requests.
  • Cancellations: RSOs must cancel events in UISConnection at least one week in advance. Cancellations made with less than 24 hours’ notice without communication will be counted as a no‑show, and after three no‑shows the organization’s future reservations may be canceled for the semester.
  • After‑Hours Events: Events may be approved to run after regular operating hours, typically ending no later than 1:00 a.m., and RSOs should be aware that overtime staffing costs may apply depending on the venue and event needs.
  • Set‑ups & Equipment: Registered Student Organizations must use university‑provided set‑ups for events. RSOs may request sound and lighting equipment through UISConnection, including portable systems that are free to use with training and must remain on campus. Requests for the large sound system require at least three weeks’ notice and will include staffing costs.
  • Rain Plans: For outdoor events, RSOs must submit any rain‑plan changes at least 72 business hours in advance and notify both Student Life and UIS Catering so staff can coordinate any necessary updates.
  • Dances/Parties (DPLGs): Dances, parties, and other large‑gathering events require a meeting with the Student Life liaison at least two weeks before the event, as well as coordination with the organization’s advisor or designated staff member and UIS Police. RSOs are responsible for paying up to $400 for one required police officer, and all capacity, guest check‑in, and security policies must be followed.
  • Film Screenings: Public film screenings must have an appropriate film license, such as those purchased through Swank Motion Pictures or Criterion Pictures, as movies from personal rentals or streaming services are not licensed for public events.
  • Facilities Use Agreement (Box): The Facilities Use Agreement outlines the expectations and responsibilities for Registered Student Organizations when reserving and using campus spaces. Its purpose is to ensure that events are conducted safely, responsibly, and in alignment with university policies.

For Campus Departments: Campus departments with UISConnection pages may also submit event requests through UISConnection. Departments are responsible for coordinating all event details directly with the appropriate venue manager. Student Life will provide approval after the venue manager has confirmed the space reservation.

If your campus department does not have a UISConnection page, Student Union spaces can be requested through our Student Union Space Request Form. SLB Gym can be requested via email to studentlife@uis.edu.

Events and Activities

  • Food & Catering
    • Exclusivity: UIS Food Service holds exclusive rights to all food and beverage services on campus. Outside food may only be served with an approved Food Waiver under limited conditions, such as prepackaged items costing $75 or less, situations where UIS Catering is unable to provide service, or when fully licensed food is donated at no cost. Food is not permitted in classrooms or computer labs.
    • Catering Timeline & Costs: Catering requests must be submitted at least 10 business days in advance of event date, and RSOs should include the required 9.75% sales tax and 20% service charge when estimating the total cost. All catering charges will be billed directly to the organization’s Ledger 9 account.
    • Requesting Catering/Food Waiver:
      • RSOs are able to use the UIS Catering Guide to determine what their catering needs are for their event. Official Requests can be submitted using the Catering Request Form.
      • RSOs seeking approval for a catering waiver must complete the Food Waiver Request Form. Waivers will only be granted upon approval from UIS Catering Services.
  • Fundraising & Food Sales
    • Registering Fundraisers: RSOs must register all fundraising activities in UISConnection at least two weeks before the event. In‑person fundraising may occur for no more than three days per week for each organization. All funds collected using university facilities or resources must be deposited within 24 hours of collection.
    • Food Sales: For baked goods or other non‑TCS (non–time/temperature control for safety) food items, RSOs must review and sign the Food Sale Policy before hosting the fundraiser. Any sales involving hot or cold TCS food require the organization to complete a Food Service Permit - Special or Temporary Event with the Sangamon County Health Department at least two weeks before the event and provide a copy to Student Life.
    • Raffles: Raffles require a valid Sangamon County Raffle License, and organizations must have their own 501(c)(3) status to qualify for one. Additional requirements for raffle winners can be found in Business and Finance Policy 18.11.
  • Marketing & Promotion
    • Table Tent: RSOs and campus departments may request Student Union table tent space by contacting the Office of Student Life. Table tent space may be reserved for up to two weeks to promote organizational or campus events.
    • Digital Signage: Digital signage is available as a marketing option for campus‑wide events. Specific instructions, file requirements, and submission processes for campus digital signs and the Student Union video wall can be found on the Digital Signage page.
    • Posting: RSOs may post flyers and posters on public campus bulletin boards that are not marked “Department Use Only.” Any postings within Residence Life communities require advance approval from the Residence Life Office before materials may be displayed.
    • Chalking & Window Paint: Chalking is permitted on sidewalks throughout campus in areas that are not covered by an awning or overhead structure. Chalk supplies are available for checkout at the Student Leadership Center front desk. Window painting is permitted in designated locations. Requests should be directed to the venue that manages the windows being used.
    • Campus Announcements: RSOs may promote events through Campus Announcements by submitting the information through their advisor to CampusAnnouncements@uis.edu before 8:59 a.m. for same‑day inclusion in the daily 9:00 a.m. email digest. Subject lines should be clear and limited to approximately 60 characters to ensure readability.

Finance Management & Funding

  • Ledger 9: Every Registered Student Organization has a university‑held Ledger 9 account used to manage organizational funds. RSOs must maintain a positive balance.
  • Purchasing Options:
    • Liaison Purchases: RSOs may request online purchases using a Student Life liaison’s university purchasing card by submitting a Purchase Request via UISConnection or via email at least five business days before the purchase date.
    • Reimbursements: Students who purchase approved items with personal funds may request reimbursement by submitting an Organization Disbursement Voucher with itemized receipts; reimbursements may take up to 30 days to process.
    • On‑Campus Services (Direct Charge): Payments for on‑campus services such as Catering may be made using your organization’s Ledger 9 number.
    • Vendor Payments: Payments can be made directly to external vendors by submitted an Organization Disbursement Voucher. A vendor number is required and checks are issued by mail. RSOs should plan ahead, and reach out to their liaison for support.
  • Deposits: All funds collected using university facilities, equipment, or resources must be deposited within 24 hours at the Student Leadership Center. When depositing electronic payments (Square, Venmo, PayPal), RSOs must also provide a copy of the transaction list.
  • Taxes & Status: RSOs may not use the university’s EIN, nonprofit designation, or tax‑exempt status, as tax and legal responsibilities belong to the organization itself.
  • RSO Donation Solicitation Form (pdf): Used when an organization wishes to request donations from individuals or entities outside the university.
  • Student Organization Funding Association (SOFA) Funding: RSOs may request SOFA funding by submitting budget requests according to deadlines listed by SOFA.
    • SOFA Request (UISConnection): RSOs must complete this form to request funding support from the SOFA.
    • SOFA Program Report (UISConnection): RSOs that receive SOFA funding must submit this report within two weeks after their event or purchase to document expenses and finalize fund transfers.
      • SOFA Expenditure Form: Used by RSOs to document all expenses associated with SOFA‑funded events or purchases. This form must be completed and submitted via the Program Report with all supporting receipts.

Organization Email Set-Up

Registered Student Organizations (RSOs) may request a @uis.edu email account for official communication.

To request an organization email, the RSO President or Treasurer should email studentlife@uis.edu with the following:

  • Organization Name
  • Preferred Email Address (Final address is subject to availability and approval by ITS)
  • Individuals Who Should Have Access
    • Full name
    • NetID

Student Life will review the request and coordinate with ITS to create the organization email account.

Updating Access to an Existing Organization Email

If your RSO already has an established organization email and needs to update who has access:

Email studentlife@uis.edu with:

  • The organization email address needing updates
  • The full name and NetID of each person who should have access
  • Note: All previously listed users will be removed. Only the individuals provided in the updated request will retain access.