General Job Application - Campus Life and Programs
How to Start a New Club
Students wishing to have a new club recognized on campus must do the following:
- Complete the following forms:
- Attend two consecutive ASOIT general meetings, followed by one ASOIT executive meeting where the recognition hearing will take place. ASOIT officers will vote on official recognition following the presentation by the club leader(s).
How to Plan an Event
New to planning events? Need resources on how, when and who to plan events with? Click on any of the links below for more information:
Maintaining Club Recognition
In order for clubs to remain in good standing at Oregon Tech, they must re-register annually and meet the ongoing requirements of recognized clubs. For the full list of requirements, see the OCC Handbook.
Special Consideration Funding
Special consideration funding is available for clubs that are just starting out, clubs that didn't receive a budget for the current year, and clubs that have or expect to incur unanticipated costs. To apply for special consideration funds, clubs must be officially recognized and in good standing. They must complete a Special Consideration Funding Form and submit it to the ASOIT Finance Officer. Requests must be made at least two weeks prior to the event or purchase in order to allow time for processing, and no money will be reimbursed after an event has occurred or purchase has been made.
Cash Deposits to SAC Indexes
A deposit form is available for clubs to use in preparation for depositing funds from a fundraiser or donation. It is highly recommended that clubs have this form at the START of an event/fundraiser so that it can be completed before going to the Cashier’s office. This will help make the deposit more efficient, and can help clubs to verify dollar amounts immediately following an event.
All cash deposits should be made within 24 hours of collection, and must be given in a sealed bag or locked bag. When you make deposits in a timely manner, you reduce the risk of losing or misplacing funds. In the event that the cashier’s office is closed, your advisor may be able to store your funds in a safe place. You may also store funds temporarily in the Campus Life safe, but only if the Cashier office is closed.
If you are hosting an event where you’ll need to make change, you can check out a cash box from the Cashier office. Please email the Cashier at email@example.com at least two days prior to the event. After the event or fund raising activity has concluded for the day, deposit your funds within 24 hours. If you have questions or need help please see the Director of Campus Life.
Making purchases with the Club Purchasing Card (P-Card)
Use of Club Purchasing Cards (P-Cards): when a purchase cannot be direct billed, a club may request the use of a P-card for purchasing. These cards are managed by Campus Life, and may be checked out and used by a club advisor only, on behalf of the club. Any advisor who wishes to be an approved P-card user must contact Leticia Hill to get set up and approved for use.
Once purchases are made with a P-card, the advisor must return the card and receipts immediately to Campus Life, and complete a short form that explains the details and purpose of the purchases made. Campus Life will then process the reconciliation of the related charges.
For detailed explanation of travel processes please refer to the OCC Handbook (p. 15).
Before traveling, a representative of the club/group must complete the following forms. Directions for filling out these from can be found here: http://www.oit.edu/libraries/campus_safety_documents/student_travel_process.pdf
Submit these forms to Campus Safety:
- Driver Certification Form and Driver’s Waiver of Liability along with the correct signatures and a copy of your driver’s license.
- Student Itinerary – This form should list the date and time of the trip as well as the route. One per group is sufficient unless subgroups are traveling at a different times, then each subgroup must submit an itinerary.
- Emergency Contact/Waiver Form – each student traveling must sign this form (if the student is under 18 years of age, a parent/guardian must sign).
- There must be at least two approved drivers per vehicle on trips exceeding 300 miles per day.
- There should be at least one certified driver in each car for local trips (more than 20 miles away).
- All drivers must be age 18 or older.
- All forms must be submitted and approved prior to departure. Once approved, certification is good for the remainder of the academic year.
- If multiple vehicles are traveling together, keep corresponding lists in the vehicles that the travelers occupy.
- A copy of the Travel Itinerary, Occupant List and Liability Waivers should remain in the vehicle at all times.
Student Travel Checklist & Travel Authorization Request – any time that students are traveling, both of these forms must be completed and submitted to Erin Foley, the Vice President for Student Affairs. Approval and signatures will only occur after the above forms have been completed and submitted.
Upon return from travel, all receipts must be submitted for payment of credit card charges and/or reimbursements within five days of return. NOTE: All receipts must be itemized.
Car rentals are arranged through the web with your advisor’s help. Enterprise offers discounts for school events and direct bills Oregon Tech. Phone number: 541-850-9000.
List of all required forms:
Reimbursement of Travel Expenses
Two forms are required for reimbursements of travel costs; the travel authorization and travel reimbursement form. The Authorization form must be filled out prior to traveling and the Reimbursement form is a follow up to be completed and turned in within five days of travel.
The State of Oregon allows students and employees a per diem allowance for food when traveling. Current per diem amounts are $13 for breakfast, $13 for lunch, and $26 for dinner (per person). Clubs may choose to request lower per diem amounts for trips in order to reduce the total amount spent on food from their organization’s budget.
Conferences and competitions often provide some meals as part of their agenda. Hotels often provide breakfast as part of your stay as well. Club officers should take this into consideration when calculating meals that are not provided and vote on a per diem that fits their club budget.
To pay for meals during travel, advisors can request a cash advance. The advisor, or Campus Life staff, may utilize an ATM to obtain a cash advance to cover the total amount. Receipts for a cash advance should be submitted with the credit card statement (original) and travel paperwork (copy, with a note stating where the original is).
Guidelines for hosting events
Event Approval Form must be completed for every event where budget money would be used, both on and off campus (this includes events, programs, and meetings). This form must be completed two weeks prior to the event.
Upon completion of the event, the group must turn the event approval form in to the Campus Life office, along with itemized receipts for purchases, an attendance sign-in sheet, a meeting/program agenda and any supporting information. Please answer the questions: who, what, when, where and why. Whenever an organization is putting on an event that requires a fee to participate, an Event Sign-Up Sheet is used by the cashier to keep track of those who have already paid.
Food may be served at two recruitment events and one end-of-year event per academic year. An exception to this rule is when an organization hosts a campus-wide event for which they have prepared a poster, flyer, advertisement, Tech News Daily announcement, EDGE ad or other evidence that shows that all Oregon Tech students were invited to participate.
Sodexo, our on-campus dining and catering service, has a contractual first right of refusal for catering any events and programs held on campus. This means that when planning to serve food at an event, your group must give first opportunity for catering to Sodexo. The catering manager may accept the job, or may pass and give your group permission to obtain food/catering from an outside source.
Groups wishing to obtain food and/or catering services from a business other than Sodexo must complete the Food Service Exception Form, found on the Campus Life website, and get all appropriate signatures, before making arrangements.
For catering with Sodexo, contact David Hveem (catering manager) to determine the type of service and number of volunteers needed. During this meeting, table set-up, linen requirements, number of volunteers needed for set up, meal service, and clean up should be discussed. *Your group should go to this meeting prepared with a specific budget amount available for food and a number of expected guests/participants to be served.