Southern Illinois University Southern Illinois University CarbondaleCarbondale

RSO Certification ProgramRSO Certification Program

Student Development Student Development

33rdrd floor Student Center floor Student Center

453-5714453-5714

Updated July 2007Updated July 2007

Congratulations!!!!Congratulations!!!! Your peers have elected you to be a leader within Your peers have elected you to be a leader within

your Registered Student Organizationyour Registered Student Organization

With this privilege of serving your peers, comes a high With this privilege of serving your peers, comes a high level responsibility level responsibility

You must take the necessary steps to ensure that the You must take the necessary steps to ensure that the members of your organization, both current and members of your organization, both current and future, continue to benefit from being a recognized future, continue to benefit from being a recognized student organization. Thus, certain rules, policies, student organization. Thus, certain rules, policies, procedures, and steps must be followed.procedures, and steps must be followed.

Process…Process…

1) Complete this PowerPoint Program 1) Complete this PowerPoint Program by clicking through all slidesby clicking through all slides

2) Sign the document given to you2) Sign the document given to you

3) Complete the evaluation form3) Complete the evaluation form

4) Submit this information back to the person who 4) Submit this information back to the person who assisted youassisted you

5) Obtain your RSO Certification Card5) Obtain your RSO Certification Card

6) Watch your email for a copy of this RSO Certification 6) Watch your email for a copy of this RSO Certification PowerPoint Program to be sent to you, and/or access it PowerPoint Program to be sent to you, and/or access it anytime on the Student Development Web Siteanytime on the Student Development Web Site

Purpose of Purpose of this program:this program:

To share important informationTo share important information

To educate new RSO Officers of To educate new RSO Officers of policies & procedurespolicies & procedures

To remind students of important University and To remind students of important University and State policies and proceduresState policies and procedures

To assist RSO officers with being successful in To assist RSO officers with being successful in their leadership roletheir leadership role

““Maroon Rules” Maroon Rules”

1. 1. You must receive prior approval for You must receive prior approval for ALLALL expenditures .expenditures .

--Never, ever spend money without first receiving prior Never, ever spend money without first receiving prior approval from the Student Development accounting approval from the Student Development accounting staff and the appropriate fiscal delegate/advisorstaff and the appropriate fiscal delegate/advisor

2. Deposit 2. Deposit ALLALL money earned from money earned from fundraisers back into your RSO account. fundraisers back into your RSO account.

-It is University policy that -It is University policy that anyany and and allall monies monies raised on the campus by student organizations raised on the campus by student organizations MUSTMUST be deposited into the appropriate University be deposited into the appropriate University account within 24 hours of the collection.account within 24 hours of the collection.

““Maroon Rules”Maroon Rules”

3) Annual Registration Forms must be submitted 3) Annual Registration Forms must be submitted every year to Student Development. every year to Student Development.

-Form is due by September 15-Form is due by September 15thth each fall semester, and each fall semester, and anytime there is a change of officers and/or advisors.anytime there is a change of officers and/or advisors.

4) RSOs that have SAF accounts (student activity 4) RSOs that have SAF accounts (student activity money, ie: allocated by USG or GPSC) are expected money, ie: allocated by USG or GPSC) are expected to keep their funds in their University Accounts to keep their funds in their University Accounts

““Maroon Rules”Maroon Rules”

5) 5) ALLALL receipts from receipts from approvedapproved expenditures MUST be submitted to Student expenditures MUST be submitted to Student Development within 48 hours of the Development within 48 hours of the purchase purchase -receipts submitted for expenditures that did not receive -receipts submitted for expenditures that did not receive prior approval WILL NOT be reimbursed.prior approval WILL NOT be reimbursed.

““Maroon Rules” – cont….Maroon Rules” – cont….

6) Equipment must be tagged & accounted for annually6) Equipment must be tagged & accounted for annually all equipment must be stored on campus, or prior approval from all equipment must be stored on campus, or prior approval from

Student Development must be obtained before storing at an off-Student Development must be obtained before storing at an off-campus location (ie: sailing club equipment)… anything over $100 campus location (ie: sailing club equipment)… anything over $100 must be tagged…when items are old and no longer used, they must be tagged…when items are old and no longer used, they must be surplused through Student Developmentmust be surplused through Student Development

7) “Restricted” account 7) “Restricted” account (money allocated by USG or (money allocated by USG or GPSC)GPSC) expenditures/ purchases will only be approved expenditures/ purchases will only be approved if the item/program was previously approved by if the item/program was previously approved by USG/GPSC.USG/GPSC. New programs/items must receive approval from the appropriate New programs/items must receive approval from the appropriate

student government funding group prior to Student Development student government funding group prior to Student Development processing the paperwork. This is an attempt to assist the RSO processing the paperwork. This is an attempt to assist the RSO with compliance of University and USG/GPSC funding guidelines.with compliance of University and USG/GPSC funding guidelines.

Two Types of Funds:Two Types of Funds: ““Restricted”Restricted” – student activity fee money – student activity fee money

allocated by USG and/or GPSCallocated by USG and/or GPSC

““Unrestricted”Unrestricted” – money you raise on your – money you raise on your own through approved fundraisers, own through approved fundraisers, membership dues, etc.membership dues, etc.

Both types of funds are managed within Both types of funds are managed within your account in Student Developmentyour account in Student Development

RSO HandbookRSO Handbook

Registered Student Organization rules and regulations can Registered Student Organization rules and regulations can be accessed on the Student Development website:be accessed on the Student Development website:

http://www.siu.edu/~studdev/leadership/rso.htmhttp://www.siu.edu/~studdev/leadership/rso.htm

Please utilize this guide for answers to important RSO questions Please utilize this guide for answers to important RSO questions and FAQs, such as how to reserve rooms in the Student Center, and FAQs, such as how to reserve rooms in the Student Center, poster distribution sites, etc...poster distribution sites, etc...

Poster/Flyer DistributionPoster/Flyer Distribution

Posters/flyers can be a terrific tool for advertising your Posters/flyers can be a terrific tool for advertising your Registered Student Organization’s activities and campus Registered Student Organization’s activities and campus events.  However, it is expected that good taste, events.  However, it is expected that good taste, judgment, and courtesy be used in the displaying of any judgment, and courtesy be used in the displaying of any poster/flyer.  As a general rule:poster/flyer.  As a general rule:

1.1. All posters, signs, or other articles should be placed only on All posters, signs, or other articles should be placed only on appropriate bulletin boards or areas designated for this purpose.  appropriate bulletin boards or areas designated for this purpose.  When in doubt, ask permission.  Some areas, including, but not limited When in doubt, ask permission.  Some areas, including, but not limited to, the Student Center and University Housing residence halls, have to, the Student Center and University Housing residence halls, have very specific regulations governing the display of posters/flyers, and very specific regulations governing the display of posters/flyers, and thus, require additional approvals to post in these areas.thus, require additional approvals to post in these areas.

2.2. Posters/flyers should identify the name of the sponsoring student Posters/flyers should identify the name of the sponsoring student organization.  organization. 

Poster/Flyer Distribution Poster/Flyer Distribution Continued…Continued…

3.3. Posters/flyers should be hung and removed in a timely mannerPosters/flyers should be hung and removed in a timely manner

4.4. No posters, flyers, signs, or other materials should be posted, nailed, No posters, flyers, signs, or other materials should be posted, nailed, taped, stapled, etc., to any part of the interior or exterior (including taped, stapled, etc., to any part of the interior or exterior (including windows and doors) of University buildings or on light posts, sidewalks, windows and doors) of University buildings or on light posts, sidewalks, telephone poles, trees, trash receptacles, overpasses/bridges, or telephone poles, trees, trash receptacles, overpasses/bridges, or automobile windshields.  Help keep our campus beautiful. YOUR RSO automobile windshields.  Help keep our campus beautiful. YOUR RSO MAY BE RESPONSIBLE FOR CHARGES INCURRED FOR CLEAN-UP MAY BE RESPONSIBLE FOR CHARGES INCURRED FOR CLEAN-UP BY PHYSICAL PLANT BY PHYSICAL PLANT

5.5. Sidewalk Chalking is allowed on campus and it is encouraged that it be Sidewalk Chalking is allowed on campus and it is encouraged that it be confined to open areas where rain and weather can wash old postings confined to open areas where rain and weather can wash old postings away.  As with flyers, it is expected that good taste, judgment, and away.  As with flyers, it is expected that good taste, judgment, and courtesy be used.courtesy be used.

Dawg HouseDawg HouseFailure to comply with University Failure to comply with University

regulations or Student Development regulations or Student Development policies may place your RSO in the policies may place your RSO in the

“Dawg House” : ( “Dawg House” : (

An RSO could have its privileges suspended An RSO could have its privileges suspended due to actions/behaviors of members due to actions/behaviors of members including, including, but not limited to:but not limited to:

1) Fiscal delinquency and/or 1) Fiscal delinquency and/or abuse of abuse of University privileges and/or University privileges and/or servicesservices

2) Violation of University 2) Violation of University Policies and Policies and ProceduresProcedures

3) Failure to annually register 3) Failure to annually register the the student organization with student organization with Student Student Development by September 15 Development by September 15

The “Dawg House” list is updated regularly The “Dawg House” list is updated regularly and provided to all appropriate campus and provided to all appropriate campus offices.offices.

To remove your RSO’s name from the “Dawg To remove your RSO’s name from the “Dawg House”, simply correct the problem/issue with House”, simply correct the problem/issue with Student Development and your group will be Student Development and your group will be placed back in good standing : )placed back in good standing : )

Annual Registration ProcessAnnual Registration ProcessIn accordance with University Policy, each Registered Student Organization In accordance with University Policy, each Registered Student Organization

(RSO) is required to submit an Annual Registration Form to Student (RSO) is required to submit an Annual Registration Form to Student Development by Development by SEPTEMBER 15 of EACH academic yearSEPTEMBER 15 of EACH academic year..

As a reminder, all RSOs are required to meet the following criteria:As a reminder, all RSOs are required to meet the following criteria:

CRITERION A:CRITERION A:Membership in any Registered Student Organization is limited to students Membership in any Registered Student Organization is limited to students officially enrolled and registered with the University and to the officially enrolled and registered with the University and to the spouses/domestic partners and dependents of such students. Membership spouses/domestic partners and dependents of such students. Membership requirements of RSOs must adhere to all appropriate federal or state laws requirements of RSOs must adhere to all appropriate federal or state laws concerning nondiscrimination and equal opportunity.concerning nondiscrimination and equal opportunity.

CRITERION B:CRITERION B:Each organization is required to have an Advisor who is a full-time member of Each organization is required to have an Advisor who is a full-time member of the SIUC faculty or staff. Fiscal officers must also be full-time faculty/staff the SIUC faculty or staff. Fiscal officers must also be full-time faculty/staff members members (the Director of Student Development serves in this role for ALL (the Director of Student Development serves in this role for ALL accounts with Student Activity Fees {SAF}).accounts with Student Activity Fees {SAF}). Campus Ministers may serve as Campus Ministers may serve as advisors if they hold an Adjunct Staff/Student Affairs position.advisors if they hold an Adjunct Staff/Student Affairs position.

Annual Regist. Process cont…Annual Regist. Process cont…CRITERION C:CRITERION C:

Officers/chairpersons of all RSOs must be students officially affiliated and enrolled with the Officers/chairpersons of all RSOs must be students officially affiliated and enrolled with the University and classified as being in "good standing" as defined by the offices of Admissions and University and classified as being in "good standing" as defined by the offices of Admissions and Records and Student Judicial Affairs.Records and Student Judicial Affairs.

CRITERION D:CRITERION D:Each RSO is required to maintain an up-to-date list of officers and advisors in Student Each RSO is required to maintain an up-to-date list of officers and advisors in Student Development.Development.

CRITERION E:CRITERION E:Each RSO is required to maintain a current copy of its constitution and bylaws statement in Student Each RSO is required to maintain a current copy of its constitution and bylaws statement in Student Development. All changes to the constitution, bylaws, and/or purpose must be approved by Development. All changes to the constitution, bylaws, and/or purpose must be approved by Student Development.Student Development.

CRITERION F:CRITERION F:Each organization is required to comply with all University policies, procedures, and regulations Each organization is required to comply with all University policies, procedures, and regulations pertaining to Registered Student Organizations.pertaining to Registered Student Organizations.

Failure to meet any of the above-cited criteria may result in the Failure to meet any of the above-cited criteria may result in the loss of the group's registration status, as well as, loss of the group's registration status, as well as,

university services and privileges…university services and privileges…You’re in the Dawg HouseYou’re in the Dawg House

Role of the Role of the AdvisorAdvisor

ADVISORS OF REGISTERED STUDENT ADVISORS OF REGISTERED STUDENT ORGANIZATIONS ARE RESPONSIBLE FOR:ORGANIZATIONS ARE RESPONSIBLE FOR:

GROUP GROWTHGROUP GROWTH:: This area consists of those advisory activities that improve the operation This area consists of those advisory activities that improve the operation

and effectiveness of the group and help it progress toward its goal. and effectiveness of the group and help it progress toward its goal. Related advisory activities might include teaching techniques and Related advisory activities might include teaching techniques and responsibilities of good leadership, coaching the officers in principles of responsibilities of good leadership, coaching the officers in principles of good organizational and administrative practice, developing procedures good organizational and administrative practice, developing procedures and plans for action, keeping the group focused on goals, and stimulating and plans for action, keeping the group focused on goals, and stimulating or initiating activities and programs.or initiating activities and programs.

GROUP MAINTENANCEGROUP MAINTENANCE:: This area seeks to maintain the existence of the student organization and This area seeks to maintain the existence of the student organization and

to help keep it out of unnecessary difficulty by alerting the group to to help keep it out of unnecessary difficulty by alerting the group to University policies and procedures which pertain to Registered Student University policies and procedures which pertain to Registered Student Organizations, arbitrating intra-group disputes, providing advice when Organizations, arbitrating intra-group disputes, providing advice when called upon, providing history and tradition of past groups when advisable, called upon, providing history and tradition of past groups when advisable, and helping groups be aware of the importance of good public relations for and helping groups be aware of the importance of good public relations for the organization and the institution.the organization and the institution.

Role of Advisor cont…Role of Advisor cont… PROGRAM CONTENTPROGRAM CONTENT::

In this area the Advisor assists the organization complement the formal In this area the Advisor assists the organization complement the formal curricular offerings of the University. It is here that the Advisor can curricular offerings of the University. It is here that the Advisor can stimulate the talents and abilities of a student’s intellectual development stimulate the talents and abilities of a student’s intellectual development while enriching campus life. Advisory activities related to program ideas while enriching campus life. Advisory activities related to program ideas are providing opportunities for the practice of classroom-acquired skills, are providing opportunities for the practice of classroom-acquired skills, pointing out new perspectives and directions to the group, and supplying pointing out new perspectives and directions to the group, and supplying expert knowledge and the insight of experience.expert knowledge and the insight of experience.

Additionally, advisors are expected to:Additionally, advisors are expected to: 1/1/ Serve as the central contact for the RSO.Serve as the central contact for the RSO.2/2/ Handle any RSO regulation/procedural problems with the Handle any RSO regulation/procedural problems with the University.University.3/3/ Serve as the RSO Fiscal Advisor.Serve as the RSO Fiscal Advisor.4/4/ Ensure that the RSO complies with Organization Responsibility Ensure that the RSO complies with Organization Responsibility

Requirements.Requirements.5/5/ Account for equipment purchased by the RSOAccount for equipment purchased by the RSO

Fund Raising Fund Raising All fund raising activities conducted on the SIUC campus by RSOs require All fund raising activities conducted on the SIUC campus by RSOs require

PRIOR permission in the form of a campus solicitation permit.PRIOR permission in the form of a campus solicitation permit.

It is University Policy that any and all monies raised on the campus by student It is University Policy that any and all monies raised on the campus by student organizations MUST be deposited into the appropriate University account.organizations MUST be deposited into the appropriate University account.

All checks should be made All checks should be made payablepayable to to SIUCSIUC

BeforeBefore ordering any products for sale on campus: ordering any products for sale on campus:1) seek proper authorization to make purchase1) seek proper authorization to make purchase2) Check the guidelines on solicitation for the specific area where your group 2) Check the guidelines on solicitation for the specific area where your group

intends to sell the items and request a solicitation permit from Student intends to sell the items and request a solicitation permit from Student DevelopmentDevelopment

Solicitation ProcessSolicitation Process In accordance with policies established by the Southern Illinois In accordance with policies established by the Southern Illinois

University Board of Trustees and Southern Illinois University University Board of Trustees and Southern Illinois University Carbondale in order to conduct fund raising, canvassing, soliciting, Carbondale in order to conduct fund raising, canvassing, soliciting, vending and allied advertising activities on campus, a group must vending and allied advertising activities on campus, a group must comply with the following:comply with the following:

Obtain a permit from Student DevelopmentObtain a permit from Student Development

Realize that his permit in no way implies an endorsement bythe University of the Realize that his permit in no way implies an endorsement bythe University of the product, service, agent, or agency.product, service, agent, or agency.

Permits are available to groups in good standingPermits are available to groups in good standing

Reservations made in Student Development; 2 days in advance preferredReservations made in Student Development; 2 days in advance preferred

Equipment available to be checked out (crock pot, tables, chairs, etc)Equipment available to be checked out (crock pot, tables, chairs, etc)

The solicitation permit MUST be placed in full view on the solicitation table.The solicitation permit MUST be placed in full view on the solicitation table.

If you need to cancel a previously scheduled Solicitation Permit location, please do so at least 24 hours in advance of the event so that another group may have the opportunity to utilize this space.

An organization that does not advise Student Development of their cancellation, or fails to pick up the solicitation permit, is considered a “no show”. Three “no shows” in a semester revokes the group’s solicitation privilege for 16 academic weeks........You’re in the Dawg House : (

Solicitation Process Cont…Solicitation Process Cont… ALL proceeds from a properly scheduled activity, on campus, MUST be deposited into a University account.

Deposits are required daily.

Raffles and lotteries are ILLEGAL in the State of Illinois. When having a group activity, the activity must be a game of skill NOT a game of chance.

Applicants must appear in person at least two full working days prior to the time they wish to commence their activities on campus. All approvals shall expire on the time and date specified on the permit.

If two or more organizations request the same location at the same time, a “first come, first served” policy will be enforced.

No vehicles, booths, tables, stands, or displays may be set up inside or outside the following areas-- Arena, McAndrew Stadium, Recreation Center, Residence halls, Shryock, and the Student Center—without prior approval obtained for the event and use of the area by the appropriate office.

No product may be sold at or near t he Arena, McAndrew Stadium, and the Student Center that would compete with concession contracts.

No solicitation will be permitted in front of entrance and exit doors or near escalators, stairs, and elevators, or any public access doors.

Solicitation on campus is limited to daylight hours.

An applicant wishing a solicitation permit for an officially scheduled University event must obtain additional approval from the office responsible for the event.

Any person or organization using amplified sound or a guest speaker in its solicitation must be confined to the Free Forum area.

A member of the organization is required to be on site at all times, including when working with an outside vendor (e.g., cell phone company). REMINDER: No credit card solicitations are permissible.)

Food PolicyFood Policy

1.1. Food Sales will be limited to baked goodsFood Sales will be limited to baked goods, except:, except:Commercially prepackaged, precooked hot dogs may be sold.Commercially prepackaged, precooked hot dogs may be sold.

2.2. Baked items should be wrapped or packaged individuallyBaked items should be wrapped or packaged individually in a in a sealed plastic or paper cover to protect them from dust, handling, sealed plastic or paper cover to protect them from dust, handling, and insects. The sale of cream-filled pies or cakes is prohibited.and insects. The sale of cream-filled pies or cakes is prohibited.

33.. The sale and/or serving of beverages in cups or glasses is The sale and/or serving of beverages in cups or glasses is prohibitedprohibited, , exceptexcept coffee and instant hot chocolate may be coffee and instant hot chocolate may be dispensed dispensed in heat resistant, disposable cups. Other beverages must in heat resistant, disposable cups. Other beverages must be sold in be sold in individual, factory sealed containers (cans, bottles, etc.) individual, factory sealed containers (cans, bottles, etc.) only.only.

See Food Policy Guidelines for more in depth descriptionSee Food Policy Guidelines for more in depth description

Note: RSOs are required to secure a solicitation permit for food sales. Note: RSOs are required to secure a solicitation permit for food sales. Permits must be displayed on site.Permits must be displayed on site. Regular solicitation procedures Regular solicitation procedures should be followedshould be followed. .

Travel Travel InformationInformation

VehiclesVehicles will only be approved for use by Registered will only be approved for use by Registered Student Organizations when it can be demonstrated Student Organizations when it can be demonstrated by the organization that the purpose of the trip is to by the organization that the purpose of the trip is to officially represent the Universityofficially represent the University. .

Failure to complyFailure to comply with University vehicle/trip with University vehicle/trip guidelines applicable to Registered Student guidelines applicable to Registered Student Organizations may result in disciplinary action Organizations may result in disciplinary action against the organization and/or individual drivers and against the organization and/or individual drivers and passengerspassengers….You’re in the Dawg House : (….You’re in the Dawg House : (

Travel Information cont…Travel Information cont… When RSO’s reserve vehicles, the actual vehicle(s) that a group receives

are contracted through Enterprise Rent-A-Car – unless extenuating circumstances arise at Travel Service, you will not be receiving a car from the university fleet service. If you are told through Travel Service that you will be receiving a university vehicle, please check with the Student Development accountants to verify that you have enough money for this expenditure. If your group rents a university vehicle as opposed to an Enterprise vehicle, you are charged PER MILE instead of a daily rate.

Complete the Travel Request form at least five (5) working days in

advance of the scheduled departure date (this allows for Enterprise to bring in cars/vans from other locations if needed to fill all requests).

All driver’s must be at least 21 years of age AND be on the university payroll (i.e. Student Worker, Graduate Assistant, faculty, staff, etc.). If you don’t have drivers that meet these qualifications, you CANNOT rent vehicles – sorry, no exceptions.

Travel Information cont…Travel Information cont… Attach one copy of trip itinerary to request (include name and address of the Attach one copy of trip itinerary to request (include name and address of the

event, date and time of trip start, arrival at destination, list of daily events and event, date and time of trip start, arrival at destination, list of daily events and times, and date of return – see sample). If your faculty/staff advisor will not be times, and date of return – see sample). If your faculty/staff advisor will not be traveling with the group, a letter of exception must be included with the request. traveling with the group, a letter of exception must be included with the request.

University credit cards are assigned to each vehicle. Use the cards ONLY while University credit cards are assigned to each vehicle. Use the cards ONLY while on distant trips, only for purchases of fuel, oil, and pre-approved repairs, and on distant trips, only for purchases of fuel, oil, and pre-approved repairs, and only for the assigned vehicle designated on the credit cards. Your account will only for the assigned vehicle designated on the credit cards. Your account will be billed for fuel/oil charges – they are NOT included in rental costs. NOTE-Fuel be billed for fuel/oil charges – they are NOT included in rental costs. NOTE-Fuel is currently cheaper at Travel Service then off campus, please try to bring your is currently cheaper at Travel Service then off campus, please try to bring your vehicle back to Travel Service for fueling at the end of your trip.vehicle back to Travel Service for fueling at the end of your trip.

Travel Information cont…Travel Information cont… If you must cancel a vehicle rental, you must do so 24 hours prior to If you must cancel a vehicle rental, you must do so 24 hours prior to

scheduled time of checkout. If cancellation is made later than that time scheduled time of checkout. If cancellation is made later than that time period or the organization does not pick up the scheduled vehicle, a late period or the organization does not pick up the scheduled vehicle, a late cancellation/no show charge of $50 will be billed to the group.cancellation/no show charge of $50 will be billed to the group.

If you are involved in an accident, immediately report all accidents to If you are involved in an accident, immediately report all accidents to Travel Service (618/453-3357). Your student organization will be liable for Travel Service (618/453-3357). Your student organization will be liable for a maximum of $500 per accident.a maximum of $500 per accident.

Tickets incurred for violations are the personal responsibility of the driver!Tickets incurred for violations are the personal responsibility of the driver!

Reimbursement for out of pocket expenses for vehicle rental within a 100-Reimbursement for out of pocket expenses for vehicle rental within a 100-mile radius of Carbondale WILL NOT be approved – NO EXCEPTIONS!mile radius of Carbondale WILL NOT be approved – NO EXCEPTIONS!

RSO Fiscal ProceduresRSO Fiscal ProceduresIf your RSO receives funding from Undergraduate Student Government (USG), there are a few things you should remember: Dollars from USG are classified as State Funds/”Restricted” and, therefore, may be spent

only in accordance with the Illinois State Purchasing Act guidelines. That means:

Funds are payable only for services rendered/goods received and only for the item(s) in which USG provided the funds for you.

Funds MAY NOT be used to purchase alcoholic beverages. Funds may NOT be used for donations or gifts to charities or individuals,

payments to/on behalf of University employees, food and beverages for meetings, prizes and awards, clothing, items that will be resold as a fundraiser, insurance, computers, office supplies, security for events, advertising not connected to a specific event, and telecommunications. The only exceptions to this rule will be Umbrella organizations whose programs are proven to benefit the entire SIUC community. If the nature of your Organization makes one of these items necessary to the RSO’s functioning, USG will take that under consideration.

Unused funding from USG for your event will be swept back to USG to be reallocated to other groups. If you wish to use your unused funding for a future event for your group (must be the same semester or academic year), you must complete a USG Transfer Funding request and make this request to the USG Finance Committee. Sweeps typically occur in December and May of every academic year.

Fiscal Procedures cont…Fiscal Procedures cont…You must receive prior approval for ALL expenditures (even for events that will be funded by USG/GPSC) – NEVER, EVER spend money without first receiving prior approval from the Student Development accounting staff and your RSO financial officer and/or advisor (advisor - if expenditure is over $100). We have arrangements with various vendors in the area and it is possible for us to make payment arrangements on your behalf so you may not be “out of pocket” for expenses related to your RSO. When requesting funds, please note that we DO NOT HAND OUT CASH! Several options are available to you:

We have a credit card (P-Card) assigned to several individuals in the office (most vendors in the area will allow us to phone ahead and give them our credit card information) - we do not give you the card nor provide you with the card information.

We have a supply of Wal-Mart cards if your RSO wishes to shop at Wal-Mart or Sam’s Club (you must be a member of Sam’s Club – we do not provide a membership card for you).

If, and only if, option 1 and 2 are not available, AND you have received prior approval from the Student Development accounting staff, you can bring in the receipts and be reimbursed for your purchases (this process usually takes at least 7-10 business days).

Fiscal Procedures cont…Fiscal Procedures cont…

ALL RECEIPTS FOR PURCHASES USING STUDENT DEVELOPMENT’S P-CARD OR WAL-MART GIFT CARDS MUST BE RETURNED TO THIS OFFICE WITHIN 48 HOURS OF PURCHASE.

USE OF OUR P-CARD AND WAL-MART CARDS ARE OFFERED AS A COURTESY TO YOU. FAILURE OF YOUR GROUP TO COMPLY WITH THIS REQUIREMENT MAY PREVENT YOU FROM FUTURE USE OF THESE CARDS. WHICH MEANS – IF YOU DON’T ABIDE BY THIS 48 HOUR RULE YOU WILL HAVE TO PAY FOR EXPENDITURES OUT OF YOUR OWN POCKET AND TURN IN THE RECEIPTS TO THIS OFFICE FOR YOUR PERSONAL REIMBURSEMENT (THIS PROCESS TAKES ABOUT 7-10 BUSINESS DAYS). PLUS, YOU WOULD STILL NEED TO RECEIVE PRIOR APPROVAL FROM THIS OFFICE BEFORE MAKING THIS OUT-OF-POCKET EXPENDITURE. PURCHASES THAT ARE NOT MADE USING OUR P-CARD ARE NOT GUARANTEED TAX EXEMPT STATUS (AND YOU WILL NOT BE REIMBURSED FOR SALES TAX CHARGED TO YOU).

DAWG HOUSE WARNING!!!!!

Fiscal Procedures: Fiscal Procedures: ContractsContracts

Contracts for speakers, entertainers, bands, and other services (hereafter referred Contracts for speakers, entertainers, bands, and other services (hereafter referred to as vendor) must be processed at least two (2) weeks prior to the date of the to as vendor) must be processed at least two (2) weeks prior to the date of the performance (additional time is required if payment to vendor is over $5,000). performance (additional time is required if payment to vendor is over $5,000).

No advance payments may be made for any service or performance. Your RSO No advance payments may be made for any service or performance. Your RSO must have the required funds to pay the vendor in your account at the time the must have the required funds to pay the vendor in your account at the time the contract is delivered to the Student Development accounting staff. The contract is delivered to the Student Development accounting staff. The University cannot lend money to RSOs to cover contract expenses. University cannot lend money to RSOs to cover contract expenses.

If completed contracts are delivered to the accounting staff two weeks prior to the If completed contracts are delivered to the accounting staff two weeks prior to the event, a check for the vendor may be available for you to present to the vendor event, a check for the vendor may be available for you to present to the vendor on the date of the event (please notify the Student Development accountant if on the date of the event (please notify the Student Development accountant if you wish to have the check available for the vendor). you wish to have the check available for the vendor).

Contracts may not be approved by the University if the contract is presented for Contracts may not be approved by the University if the contract is presented for approval “after the fact”. Without approval of the contract PRIOR to the approval “after the fact”. Without approval of the contract PRIOR to the scheduled date of the performance of service, the University is not obligated to scheduled date of the performance of service, the University is not obligated to release the funds. Therefore, it is essential that all deadlines and procedures release the funds. Therefore, it is essential that all deadlines and procedures be followed in order to ensure proper payment to the vendor. Please see the be followed in order to ensure proper payment to the vendor. Please see the Student Development accounting staff for all applicable forms.Student Development accounting staff for all applicable forms.

Fiscal Procedures: Fiscal Procedures: Imprinted MaterialImprinted Material

All imprinted designs (for t-shirts, banners, sweatshirts, pencils, All imprinted designs (for t-shirts, banners, sweatshirts, pencils, mugs, plaques, etc.) mugs, plaques, etc.) MUST BE APPROVEDMUST BE APPROVED by SIUC Media and by SIUC Media and Communications Communications BEFOREBEFORE the company can start your print job. the company can start your print job.

WE WILL NOTWE WILL NOT approve payment for orders in which we have not yet approve payment for orders in which we have not yet received approval. If you have an item printed and don’t get received approval. If you have an item printed and don’t get approval, you are taking a chance that we will not be able to pay approval, you are taking a chance that we will not be able to pay for your order. for your order.

E-mail artwork to E-mail artwork to sandys@siu.edusandys@siu.edu and and clarkr@siu.educlarkr@siu.edu. Once we . Once we receive your artwork, we will forward it to Media and receive your artwork, we will forward it to Media and Communications who will approve or make changes. Approval Communications who will approve or make changes. Approval and/or changes will be e-mailed back to you as soon as possible and/or changes will be e-mailed back to you as soon as possible so you can notify the company to begin printing. so you can notify the company to begin printing.

Fiscal Fiscal Procedures: Procedures: EquipmentEquipment

All equipment (individual items over $100) purchased All equipment (individual items over $100) purchased with RSO funds is considered property of the with RSO funds is considered property of the University – NOT your specific RSO and, therefore, is University – NOT your specific RSO and, therefore, is on the University inventory and will be inventoried on the University inventory and will be inventoried annually by Student Development. All equipment annually by Student Development. All equipment purchased must be maintained properly by your RSO. purchased must be maintained properly by your RSO. Should you decide you no longer want or need the Should you decide you no longer want or need the equipment, you must notify Student Development equipment, you must notify Student Development BEFORE disposing of it. BEFORE disposing of it.

Your RSO advisor must sign off on all equipment Your RSO advisor must sign off on all equipment purchases and will be the key contact during the purchases and will be the key contact during the annual inventoryannual inventory

Fiscal Procedures: Fiscal Procedures: Printing/DuplicatingPrinting/Duplicating

Services provided by SIUC Printing/Duplicating Service are Services provided by SIUC Printing/Duplicating Service are restricted purchases according to campus Purchasing restricted purchases according to campus Purchasing guidelines. guidelines.

As a general rule, RSOs are expected to use As a general rule, RSOs are expected to use Printing/Duplicating Service for any printing and duplicating Printing/Duplicating Service for any printing and duplicating jobs. jobs.

The use of the P-card or purchase requisition to use off-campus The use of the P-card or purchase requisition to use off-campus printing/duplicating services requires advance approval of printing/duplicating services requires advance approval of Printing/Duplicating Service. Please see the Student Printing/Duplicating Service. Please see the Student Development accounting staff for applicable form.Development accounting staff for applicable form.

Fiscal Procedures: Fiscal Procedures: Campus MailCampus Mail

If you wish to send flyers through Campus Mail to various mail stops on If you wish to send flyers through Campus Mail to various mail stops on campus, you must stop by the Student Development Office to pick up a campus, you must stop by the Student Development Office to pick up a request form BEFORE you take the item to be mailed. request form BEFORE you take the item to be mailed.

A sample copy of the item to be delivered must be attached to the form. A sample copy of the item to be delivered must be attached to the form. All mailings are restricted to University Business and must be arranged in All mailings are restricted to University Business and must be arranged in numerical order by mailcode. numerical order by mailcode.

You can also request that a flyer be sent to all mail stops on campus. You can also request that a flyer be sent to all mail stops on campus. There are currently 275 departmental mail stops on campus. You can There are currently 275 departmental mail stops on campus. You can also use Campus Mail to send items off campus. Your RSO must have also use Campus Mail to send items off campus. Your RSO must have sufficient funds in the account to cover applicable postage charges.sufficient funds in the account to cover applicable postage charges.

Fiscal Procedures: Fiscal Procedures: DepositsDeposits

All checks to be deposited into your RSO All checks to be deposited into your RSO account should be made payable to SIUC.account should be made payable to SIUC.

Funds raised through bake sales and other Funds raised through bake sales and other fundraisers scheduled through the Student fundraisers scheduled through the Student Development Office must be made within 24 Development Office must be made within 24 hours of the event. hours of the event.

Unauthorized Unauthorized CommitmentsCommitments

ALLALL purchases must receive prior approval! purchases must receive prior approval!

An unauthorized commitment occurs when an RSO fails to An unauthorized commitment occurs when an RSO fails to obtain Student Development approval obtain Student Development approval PRIORPRIOR to making a to making a purchase. It should be clearly understood that the purchase. It should be clearly understood that the University is University is NOTNOT obligated to cover any unauthorized obligated to cover any unauthorized purchases from a University account, and that the purchases from a University account, and that the individual student and/or the RSO may be obligated to pay individual student and/or the RSO may be obligated to pay for the purchase with for the purchase with personal funds.personal funds.

If in doubt, please save yourself a lot of grief and ask!If in doubt, please save yourself a lot of grief and ask!

USG Funding Rules – USG Funding Rules – “restricted” money“restricted” money

The USG Constitution, Article VI, “Finance Committee”, Section The USG Constitution, Article VI, “Finance Committee”, Section Two, items B, C, and D read:Two, items B, C, and D read:

The finance committee will have sole power to recommend The finance committee will have sole power to recommend Senate approval for the disbursement of the Student Activity Senate approval for the disbursement of the Student Activity Fund to Registered Student Organizations. No RSO will Fund to Registered Student Organizations. No RSO will receive funding unless it has been interviewed, reviewed, receive funding unless it has been interviewed, reviewed, and recommended by the Finance Committee.and recommended by the Finance Committee.

Funding Guidelines----Registered Student Organizations must submit General Funding applications to the USG Finance Committee at least twenty days (not including University recognized holidays) prior to the scheduled event in order to guarantee sufficient time for the Finance Committee and Senate to review General Funding Requests. General Funding Requests can be put in the Finance Committee mailbox in the USG office on the 3rd floor of the Student Center.

USG Rules continued…USG Rules continued…

USG will NOT fund:USG will NOT fund:

1.1. Any event that is not open and advertised to the SIUC campus. Any event that is not open and advertised to the SIUC campus.

2.2. Food for events not open to the entire campus. Examples include Food for events not open to the entire campus. Examples include snacks for meetings, catered food for banquets, formals, any food or snacks for meetings, catered food for banquets, formals, any food or drinks that are limited only to the members of the RSO. USG will fund drinks that are limited only to the members of the RSO. USG will fund non-catered food for events that are open and advertised to the SIUC non-catered food for events that are open and advertised to the SIUC campus. campus.

-----USG will fund a maximum of $3.00 per person for food/drink. For -----USG will fund a maximum of $3.00 per person for food/drink. For example: If an event usually or is expected to have a turnout of 100 example: If an event usually or is expected to have a turnout of 100 students, we will fund up to $300.00 for food/drink for that event. students, we will fund up to $300.00 for food/drink for that event.

3. 3. Prizes, awards, trophies, plaques, raffles, scholarships, charitable Prizes, awards, trophies, plaques, raffles, scholarships, charitable contributions, fund-contributions, fund- raisers, computers, printers, copy machines.raisers, computers, printers, copy machines.

4. 4. Any RSO in debt or in Bad Standing with Student Development Any RSO in debt or in Bad Standing with Student Development (University Policy). (University Policy).

USG Rules continued…USG Rules continued…USG will NOT fund…CONTINUED…:USG will NOT fund…CONTINUED…:

5.5. Clothing, costumes, apparel, or uniforms unless they are integral to Clothing, costumes, apparel, or uniforms unless they are integral to the functioning of the organization, such as dance, sport, or the functioning of the organization, such as dance, sport, or performance organizations. Examples include, but are not limited to performance organizations. Examples include, but are not limited to the Black Fire Dancers, Women’s Rugby team, & Equestrian Team. the Black Fire Dancers, Women’s Rugby team, & Equestrian Team. ----USG will fund up to $250.00 per fiscal year for uniforms.----USG will fund up to $250.00 per fiscal year for uniforms.

6.6. Any RSO with an off-campus account, excluding incorporated Any RSO with an off-campus account, excluding incorporated organizations registered with Student Development (University policy).organizations registered with Student Development (University policy).

7.7. Events or activities that solely benefit the RSO and not the student Events or activities that solely benefit the RSO and not the student population. population.

8.8. No activity or event will be funded unless the month or semester in No activity or event will be funded unless the month or semester in which the event will take place is indicated.which the event will take place is indicated.

9.9. RSOs may not charge a ticket price unless all revenue generated is RSOs may not charge a ticket price unless all revenue generated is used to subsidize the event or future approved events. Any profit used to subsidize the event or future approved events. Any profit made will be kept in the RSOs restricted account to be used for future made will be kept in the RSOs restricted account to be used for future finance committee approved events. finance committee approved events.

USG Rules continued…USG Rules continued…VII.VII. Non-Use of FundsNon-Use of Funds

A.A. All All USG allocatedUSG allocated funding not used by June 30 of funding not used by June 30 of each year will be transferred into the USG maintained each year will be transferred into the USG maintained portion of the Student Organization Activity Fund. All portion of the Student Organization Activity Fund. All transferred funds will be available through General funding. transferred funds will be available through General funding. This does not include funds raised by This does not include funds raised by each RSO through each RSO through fundraisers, donations, or dues.fundraisers, donations, or dues.

For more information regarding USG rules:For more information regarding USG rules:

USG website: USG website: www.siuc.netwww.siuc.net. .

GPSC Guidelines – GPSC Guidelines – “restricted” money“restricted” money

Contact GPSC directly for information on Contact GPSC directly for information on their funding process:their funding process:

http://www.siu.edu/~gpsc/http://www.siu.edu/~gpsc/

Phone: 536-7721Phone: 536-7721 Email: gpsc_siu@hotmail.comEmail: gpsc_siu@hotmail.com

Student Development Student Development Leadership Library Leadership Library

We are proud to announce the development of a Leadership Library!We are proud to announce the development of a Leadership Library!

Stop by Student Development and view all the great resources available Stop by Student Development and view all the great resources available to you and your RSOto you and your RSO

Resources include DVDs, Videos, and books on a wide variety of topics Resources include DVDs, Videos, and books on a wide variety of topics including team building, icebreakers, parliamentary procedure, public including team building, icebreakers, parliamentary procedure, public speaking, marketing your RSO, and many, many more topicsspeaking, marketing your RSO, and many, many more topics

Most books can be checked out for up to 2 weeksMost books can be checked out for up to 2 weeks

A full listing of the resources available is posted A full listing of the resources available is posted on the Student Development websiteon the Student Development website

Need an RSO webpage:Need an RSO webpage:

RSO websites are assigned through Media and RSO websites are assigned through Media and Communication Resources. Web policies at SIUC Communication Resources. Web policies at SIUC

are found on-line at:are found on-line at:http://news.siu.edu/tools/web/web1Policy.htmlhttp://news.siu.edu/tools/web/web1Policy.html

The web site request form is a memo of The web site request form is a memo of understanding that must be completed and signed understanding that must be completed and signed by the RSO advisor and RSO web designate and by the RSO advisor and RSO web designate and

then returned to Media and Communication then returned to Media and Communication Resources. The memo of understanding form is Resources. The memo of understanding form is

found on-line at:found on-line at:http://news.siu.edu/tools/web/memo.jsphttp://news.siu.edu/tools/web/memo.jsp

““Maroon Rules” - Review Maroon Rules” - Review

1)1) Must receive prior approval for Must receive prior approval for ALLALL expenditures . expenditures .

2)2) Deposit Deposit ALLALL money earned from fundraisers money earned from fundraisers back into your RSO account. back into your RSO account.

3)3) Annual Registration Forms must be submitted Annual Registration Forms must be submitted every year to Student Development. every year to Student Development.

4)4) RSOs that have SAF accounts are expected to RSOs that have SAF accounts are expected to keep their funds in their University Accounts keep their funds in their University Accounts

““Maroon Rules” – review cont….Maroon Rules” – review cont….5) 5) ALLALL receipts from approved expenditures receipts from approved expenditures

MUST be submitted within 48 hours to Student MUST be submitted within 48 hours to Student DevelopmentDevelopment

6) Equipment must be tagged and accounted 6) Equipment must be tagged and accounted for/inventoried annuallyfor/inventoried annually

7) Expenses from accounts with SAF money 7) Expenses from accounts with SAF money (money allocated by USG or GPSC) will only (money allocated by USG or GPSC) will only be approved if the item/program was be approved if the item/program was previously approved by USG/GPSC. previously approved by USG/GPSC.

Penalties : (Penalties : (

If these rules/regulations/guidelines are not followed, there If these rules/regulations/guidelines are not followed, there

could be consequences including, but not limited to:could be consequences including, but not limited to:

-- Your RSO could end up in the Dawg House : (Your RSO could end up in the Dawg House : (

-- You could be held personally responsible for You could be held personally responsible for

payment to a vendorpayment to a vendor

-- Your RSO could lose some, or all, of its privilegesYour RSO could lose some, or all, of its privileges

-- You, or your RSO, could be assessed a fineYou, or your RSO, could be assessed a fine

-- You, or your RSO, could face judicial actionYou, or your RSO, could face judicial action

We are here to help. Remember, If you don’t We are here to help. Remember, If you don’t know, ASK!!!!know, ASK!!!!

Student Development TeamStudent Development Team

The professional staff within Student Development The professional staff within Student Development

are trained to advise and guide you – please feel free to are trained to advise and guide you – please feel free to utilize our services and expertise.utilize our services and expertise.

We are here for YOU!!!!!!We are here for YOU!!!!!!

Congratulations!!!Congratulations!!!!!!!!!

You are now You are now successfully successfully

trained trained and officiallyand officially

RSO RSO CERTIFIEDCERTIFIED

Questions?Questions?

Questions? Please ask the staff member Questions? Please ask the staff member who directed you to this computer station.who directed you to this computer station.

IT’S TIME TO SIGN…IT’S TIME TO SIGN…

I, the undersigned, have successfully completed the RSO Certification I, the undersigned, have successfully completed the RSO Certification Program and am aware of the rules, regulations, and procedures Program and am aware of the rules, regulations, and procedures that I must follow. Those rules, regulations, and procedures, that I must follow. Those rules, regulations, and procedures, include, but are not limited to the “Maroon Rules”: include, but are not limited to the “Maroon Rules”:

1) Must receive prior approval for 1) Must receive prior approval for ALLALL expenditures. expenditures.2) Deposit 2) Deposit ALLALL money earned from fundraisers back into your RSO account. money earned from fundraisers back into your RSO account.3) Annual Registration Forms must be submitted on an 3) Annual Registration Forms must be submitted on an AnnualAnnual basis to Student Dev. basis to Student Dev.4) RSOs that have SAF accounts are expected to keep their funds in their Univ. Accounts4) RSOs that have SAF accounts are expected to keep their funds in their Univ. Accounts5) 5) ALLALL receipts from approved expenditures MUST be submitted to receipts from approved expenditures MUST be submitted to Student DevelopmentStudent Development6) Equipment must be tagged and accounted for/inventoried annually6) Equipment must be tagged and accounted for/inventoried annually7) Expenses from accounts with SAF money (money allocated by USG or GPSC) will only 7) Expenses from accounts with SAF money (money allocated by USG or GPSC) will only

be approved if the item/program was previously approved by USG/GPSC. be approved if the item/program was previously approved by USG/GPSC.

Name:__________ Signature: ___________ Date:______ EMAIL:_________Name:__________ Signature: ___________ Date:______ EMAIL:_________RSO Name(s):__________________ RSO Lead. Position(s):______________RSO Name(s):__________________ RSO Lead. Position(s):______________

One last task…One last task…

Please complete a very brief Please complete a very brief survey to help us improve our survey to help us improve our service to you!service to you!

(An assistant will provide you with this form)(An assistant will provide you with this form)

Thanks for being certified Thanks for being certified and thanks for your and thanks for your leadership in an RSO!leadership in an RSO!

And remember, contact us for help!And remember, contact us for help!

Student DevelopmentStudent Development33rdrd Floor, Student Center Floor, Student Center

618/ 453-5714618/ 453-5714www.siu.edu/~studdevwww.siu.edu/~studdev