FAQs

STUDENT ORGANIZATION INFORMATION
How often does my student organization need to re-register?
What will happen if my student organization doesn't renew by the deadline?
How can I start a student organization?
How can I check my student organization's balance?
How can I create an agency fund for my organization?

SCHEDULING 
How do I schedule an event or meeting?
How do I schedule an event with alcohol?
How do I schedule an event with food?
How do I cancel an event?
 

MISCELLANEOUS  

How can I reserve space in the Student Involvement Center for my organization?  
How do I make photocopies for my student organization?
How can my student organization have a fundraiser on-campus?


STUDENT ORGANIZATION INFORMATION

How often does my student organization need to re-register?
Every student organization on campus needs to renew by the first Friday of the Fall semester. in OrgSync.  An administrator in the organization's OrgSync profile can renew the organization under the "Settings" tab. Once this is completed, your organization Advisor will need to complete the Advisor Agreement Form, and an organization representative will need to attend a Renewal Session

What will happen if my student organization doesn't renew by the deadline?
Failure to renew will result in all privileges extended to the organization to be withdrawn, including but not limited to, your organization no longer having the ability to reserve space on campus and the loss of your agency fund. 


How can I start a student organization?
Want to bring a new group to USI? Find 4 interested members, an on-campus advisor and complete the Intent to Organize form.  Once your form is submitted, a Student Development Programs staff member will contact you to schedule a meeting to discuss how to get started and start building your OrgSync profile.   


How can I check my student organization's balance?
If your student organization has an agency fund on campus, you can review your account information in your OrgSync portal by clicking the "Treasury" module and "Checkbooks".  This information is updated every Wednesday night.

How can I create an agency fund for my organization?
Student organizations may elect to deposit their funds with the University through the USI Business Office into an agency fund.  Each student organization must identify a financial manager who can email Jeff Sponn.  More information can be found here

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SCHEDULING & TRAVELING

How do I schedule an event or meeting?
The easiest way to plan your meeting or event is to fill out Event Reservation Form. After you have scheduled your meeting or event space and you receive a confirmation email from Scheduling Services. Please verify that the event date, time, and location is correct on the confirmation. If you need to make changes or have any questions about your meeting or event please contact the Scheduling Services. 

How do I schedule an event with alcohol?
Any social event with alcohol that is to be held on University property, in organized student housing, or off-campus by one or more student organizations must be registered. Student organizations register social events with alcohol through the Office of Student Development Programs. All social events with alcohol must be registered at least two weeks prior to the date of the event and must include proof of liquor legal liability insurance and liquor license from vendor used. Student organizations may be required to have a designated faculty advisor or authorized sponsor present at the event. In addition, a representative from the registering office may meet with the organization leader(s) to plan procedures in accordance with these guidelines for the event. More information can be found here

How do I schedule an event with food?
If your event is scheduled in the University Center or Rice Library with more than 50 attending and you have food you are required to order from Sodexo. If your group less than 50 people attending, you may provide snack items such as cookies, chips, and cake. However, all food brought into the UC must be approved by the Student Scheduler. Call two weeks before to your event with the following information: 

  • The date and time of event 
  • The account number to be charged 
  • The number of people attending the event 

Once finalized, you must return a signed contract to Sodexo 7 days before your event. Three working days prior to your event, confirm your guest count with Sodexo Food Services and Scheduling Services.

How do I cancel an event?
Your organization must inform the student scheduler 24 hours advance if possible if your organization needs to cancel a meeting or event in the University Center or in an academic classroom(s). If the group does not notify the Student Scheduler about cancelling the meeting or event, the group will be charged for all services ordered for the meeting or event.

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MISCELLANEOUS

 
How can I reserve space in the Student Involvement Center for my organization?
Student organizations can apply for a Work Space and/or mailbox.  Requests will be granted based on first come first serve, availability, and need.  Starting April 2014, all mailboxes, work spaces, and lockers will be reallocated for a two year period. All student organizations receiving space must currently be a registered student organization and must maintain that status throughout the time they are assigned that space.


How do I make photocopies for my student organization?
When the Involvement Center is open, student organizations may make up to 30 black and white/10-colored copies each week. 


How can my student organization have a fundraiser on-campus?
Fundraising, Sales, and Solicitation are ways that organizations seek to raise funds. Complete this Fundraising, Sales, and Solicitation - Student Organization form. 

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