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Forms & Resources


Submit Event Approval Forms Online
Click on one of the topics below to find more information about it & related forms.

CLUB RECOGNITION & REQUIREMENTS


How to Start a New Club:

Before you start a new club, see if the organization you're interested in already exists at Oregon Tech.

VIEW LIST OF CLUBS

 

Benefits of Club Recognition

Being registered and officially recognized as a Campus Club allows groups:

✔ The use of the Oregon Tech name and logo for marketing and promotion of the club and its functions (Associate Clubs must identify themselves as an “Oregon Tech Associate Club”)
✔ The ability to hold meetings and social functions on campus in accordance with Oregon Tech scheduling policies
✔ Reasonable access to the facilities of the college, buildings, grounds, and equipment
✔ The ability to sponsor revenue-producing functions in accordance with established Oregon Tech policies
✔ For Campus Clubs, the ability to apply for an annual budget (up to $1,500 per year) from incidental fees (Associate Clubs are not eligible for any Incidental Fee funding)
✔ Eligibility for awards and honors given to student organizations

Campus Club or Associate Club?

A club is defined as a group of students who collaborate to address a need on campus. Club recognition is an annual process, and as such, organizations can only change classification (between Associate Club or Campus Club) at the beginning of each Fall quarter. There are different requirements for each classification of club/organization.

Campus Club Associate Club
5 members 3 members
1 advisor 1 advisor
Attend 2 general ASOIT meetings before formal recognition is given Attend 2 general ASOIT meetings before formal recognition is given
50 hours of community service 25 hours of community service
Eligible for $1500 annually ($100 per term maximum in first year) Not eligible for Incidental Fee funds
Have a representative at least 1 ASOIT General Meeting per month Welcome to attend, no voting privileges

Starting a new club or organization

  1. Complete an online New Club Proposal Form.
  2. Read the RSO Handbook indicating that your organization agrees to the rules and regulations by which all recognized student organizations must abide to.
  3. Attend 2 ASOIT General Meetings

Annual Requirements for Clubs:

To remain in good standing with ASOIT and Campus Life, clubs need to be sure to do the following every year:
  1. Complete an online Student Organization Officer Update Form before the start of Fall Term.
  2. This includes the Student Organization Agreements indicating that your organization agrees to the rules and regulations by which all recognized student organizations must abide (see RSO Handbook for more info).
  3. Send an email to iona.musgnung@oit.edu if you have extra members beyond your officers of your club that you would like to be added to your group (email & files) or printing accounts. 
  4. Submit an updated constitution to pm-asoit@groups.oit.edu (sample constitution if needed)
  5. Attend at least 1 ASOIT general meeting per month (2 are scheduled each month).
  6. Complete at least 50 hours of community service per year as an organization (25 hours for Associate Clubs), and submit those hours via the Community Service Form.

If you have not yet filled out a re-registration form, please see the Campus Life Office.


EVENTS & MARKETING


Guidelines for Hosting Events:

Any event, activity or purchase that will affect an organization’s budget (income or expenditure) must be approved in advance via the Event Approval Form. This form must be filled out completely, then signed by the group’s advisor to indicate his/her awareness and approval of the event and related costs. After the form is signed by the advisor, it must be submitted to Campus Life for approval, and will then be forwarded to the VP for Student Affairs for final approval.

When a club or program plans an event, they are completely responsible for every aspect of that event. These responsibilities will likely include set-up, gathering equipment through the College Union or other location, and clean up. An event open to the general public may require that organization members act as security personnel. All organizations are financially responsible for their event, and if damages occur they will be responsible for those as well.

As an officially recognized club or program at Oregon Tech, your group has the ability to reserve rooms for meetings or events on campus. Please see Kim Faks in Student Services for support. 

Co-sponsorship and collaboration on events provides groups with greater resources for funding, planning and implementation of events. If your group is interested in pursuing options for co-sponsorship, please contact the Associate Director of Campus Life for assistance.

Groups that need assistance in learning the process of bringing entertainment acts or speakers to campus should contact Campus Life to set up an appointment.


Submit Event Approval Forms Online


Planning & Resources:

Hosting events and activities for our students is one of the best ways to connect to new students and increase participation in your student organization. The information below outlines what you need to know in order to host successful events and follow the guidelines and policies of Oregon Tech.

Marketing Your Events:

There are a number of ways to advertise your campus events and increase attendance:

  1. All events that are approved via the Event Approval Form will automatically be added to the online Campus Events Calendar. This also adds the event to the Oregon Tech Mobile App under the "Events" tab.
  2. RSOs can request to have their events added to the digital display screens around campus via the Marketing Request Form.
  3. RSOs can advertise via the Stall Street Journal and the Oregon Tech Weekly too! Just make sure to include that in your marketing request form. 
  4. More and more of our students are downloading the Oregon Tech Mobile App to their smart phones, and this is a great way to advertise your events. For a quick training on how to utilize the app, stop by the Campus Life office.

Advertising Guidelines:

  • Displays (including, but not limited to, posters, notices, banners, etc.), which are obscene, litter the campus, damage property, advertise alcohol, or materially interfere with the regular and orderly operation of the college are prohibited.
  • All advertisements must be approved and stamped by ASOIT prior to posting on campus.
  • All posted material not approved, or not properly posted as noted, will be removed promptly.
  • Posters, notices, displays or banners should be in good taste and reflect the Oregon Tech mission and values.
  • Excessive violations of posting procedures may result in a fine of up to $25.00 assessed by an Associate Director of Campus Life or the Vice President of Student Affairs, and/or loss of posting privileges for the club/organization in question.

Event Advertising Request Form

marketing formSubmit all your marketing requests* to one place! Upload your landscape image (jpeg, pgn, or pdf) on the form.

Use this online form to submit advertisements for:
  • Digital Display TVs
  • Oregon Tech Weekly
  • Oregon Tech App
  • Campus Calendar
  • Stall Street Journal 
    • Deadline to include your information in the Stall Street Journal is the 23rd of every month. Email pm-asoit@groups.oit.edu if you would like to advertise in the SSJ.


FINANCES


Funding for Registered Student Organizations (RSOs) comes from the Incidental Fee, which is an activity fee that every student pays. The money gathered from this fee goes towards funding Clubs & Organizations, Campus Life, Student Travel, Student Projects, and more. 

Please refer to the RSO Handbook and the Budget Request web page for more information on the allocation of Incidental Fees.

Finance Details/Resources:

How to Spend Your Money

For liability purposes and the safety of our students and employees, it is NEVER permitted for anyone to sign a contract or agreement on behalf of Oregon Tech, a campus club, or student program. Contracts and agreements must be processed and signed by our Procurement and Risk Department representatives, via the Director of Campus Life.

There is a preferred order of priority in terms of paying for supplies, food, travel, etc. done by student organizations and employees/departments. That order is:

  1. First Preference: Use of Purchasing Cards (P-Cards): a club advisor 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 take the P-card training and test (found on TechWeb Faculty/Staff tab) and then contact the Business Affairs Office 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.
  2. Second Preference: Direct billing or invoice: a lot of area businesses already have an account set up with Oregon Tech, allowing us to make purchases and have the business bill Oregon Tech directly.
  3. Last Preference: Out-of-pocket: if a club has exhausted all other avenues and has no other option but to pay out-of-pocket for supplies or other expenses, then a personal reimbursement may be processed. This is NOT recommended, as we prefer students and employees to avoid having to use personal funds for club expenses, and it takes some time for the reimbursement to be processed.

Budget Allocations for RSOs

The process of allocating Incidental Fee budgets to RSOs is:

  • Budget requests are submitted by RSOs in the Winter term to the Financial Allocations Committee (FAC). Maximum funding for Campus Clubs is $1,500 per club per academic year (after a club’s first year of recognition).
  • At the conclusion of budget hearings, the FAC makes recommendations to the ASOIT President regarding Incidental Fee allocations to clubs and programs.

In order for a club or program to apply for IF funds, the following requirements must be met:

  • The group must be currently recognized by ASOIT and remain in good standing.
  • Requests for funding must utilize the required format set by the current ASOIT Finance Officer. The Finance Officer must approve any modification to this format.
  • The reason for IF funding must be fully explained and justified. This should include a listing of all sources of income and any expenses the program expects to incur. Cost estimates must be specific and accurate.
  • All activities should benefit club/program members and potentially all students.

Budget allocations are made to campus clubs and student programs in three installments (approximately four weeks into Fall, Winter, and Spring Quarters) during the academic year. Club advisors and Campus Life staff members can help students with general usage of their accounts. The ASOIT Finance Officer and Director of Campus Life are available to assist clubs with writing budgets, and the Campus Life Office Specialist can assist groups with keeping track of expenditures.

Fundraising & Donations

Fundraising is a great way to supplement club funds. Money made during fundraising activities must be deposited through the Oregon Tech Cashier’s Office within 24 hours of collection (with the use of the Deposit Form Icon and a deposit bag, available at the Campus Life office). If the Cashier’s office is closed at the conclusion of a fundraising event, clubs may bring funds to Campus Life to be kept in a locked safe overnight, and must then collect funds on the following business day to be deposited with the Cashier.

Cash boxes for fundraisers
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 cashier@oit.edu 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. The following policies are in effect regarding fundraising and donations by Registered Student Organizations:

  • Any fundraising monies not utilized in the current academic year will be included in the rollover funds for that group, and considered part of the group’s Incidental Fees from that point forward (and as such, no longer able to be used in the manner that fundraised dollars are allowed).
  • Fundraisers held for the purpose of making a donation to an outside charitable organization will be allowed upon approval via the Event Approval Form. Groups must plan for this in advance, provide meeting minutes that reflect the decision to hold a charitable fundraiser, and clearly advertise the purpose/organization receiving the proceeds throughout the event.
  • Groups will not be allowed to donate to any outside organizations other than through the process outlined above. Consequently, groups may not request at the end of an academic year that any “leftover” funds be donated to a charity. If a donation was not set up in advance through the Event Approval process, then any leftover funds would be rolled over into the student organization’s general budget for the following year.

Proceeds from fundraisers may be used in the following ways:

  • Supplementing activities, events and programs of the organization;
  • Purchasing supplies for club use;
  • Food purchases for club activities;
  • Purchasing promotional items for club members (such as shirts, water bottles, etc. that have the club name or logo on them) – ONLY through the use of the Personal Items Purchase Form.

Proceeds from fundraisers may NOT be used for the following:

  • Purchase of alcohol
  • Gifts of any kind – when a club wishes to purchase a gift (for example, as an end-of-year thank you to faculty or club advisors), the club must collect cash from all members wishing to contribute, and use the collected funds to directly purchase gifts. The purchase of gifts will not be approved for reimbursement from any source of funds within the club’s university account.
  • Donations to charitable organizations, except as outlined in the process above.
Clubs may, on occasion, receive donations of goods or services from area businesses in support of an event or fundraiser. Please check with Campus Life staff prior to soliciting for these types of donations, for information on dos and don'ts of requesting donations.

Gifts

Gifts of any kind may not be purchased out of the Campus Club or Student Program budgets, regardless of the source of funding (Incidental Fees or fundraising). When a club wishes to purchase a gift (for example, as an end-of-year thank you to a faculty or club advisor), the club must collect cash from all members wishing to contribute, and use the collected funds to directly purchase gifts. The purchase of gifts will not be approved for reimbursement from any source of funds within the club’s university account.

For more details on non-employee gifts and possible tax requirements, see the BAO web page.

Purchase Club T-shirts or Other Clothing/Personal Items

T-shirts, jackets, water bottles, or other items that club members wish to purchase for personal use may only be paid out of fundraising dollars or out-of-pocket contributions from the members. No incidental fees may be used for these types of purchase.

Special Consideration Funding

Note: Large changes have been made to special considerations in the Fall Term of 2018.  

-    Special consideration funding can now be requested for single events and special purchases
-    Clubs are no longer required to match funds
-    There is no longer a $500 limit on special consideration funding
-    Clubs are no longer required to a special considerations hearing


Special consideration funding is available for all clubs.  To apply for special consideration funds, clubs must be officially recognized and in good standing. They must complete a Special Consideration Funding Form. 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. 

Special Consideration Funding budget requests should include the following information:

  • Name of the club requesting funds
  • When the funds are needed
  • Reason for request
  • Benefit to the club, Oregon Tech, and/or community
  • A complete breakdown of costs

Budget requests for trips should include the following:

  • How many people are going?
  • Where is the group going?
  • How will the group get there (i.e. plane, bus, car, or school van) and what are the costs associated with transportation?
  • Lodging, registration fees, and costs for any banquet that may be required. (NOTE: Meals are not normally acceptable budget requests.)

CLUB TRAVEL


For student travel related to an academic program (e.g., conference, academic club competition), assistance is available from an academic support staff person for making travel arrangements and payment. Your advisor is often a faculty member and can therefore work through respective department support staff to arrange for assistance. For student travel not related to academics (e.g., campus clubs and student programs), assistance is available in the Campus Life Office for making travel arrangements and payment.

If student travel is international in nature, please contact Risk Management for more information and instruction.

There are 4 main parts of travel planning (see "Travel Details/Resources" section for more information on each area):

  1. Driver Certification Form
  2. Student Travel Approval & Itinerary Form
  3. Reservations & Payments
  4. All participants must complete the Student Travel Agreement & Itinerary Confirmation for every trip they attend. 

Travel Details/Resources:

Driver Certification Form

Each Driver must complete a Driver Certification Form. This is an annual form (September – August) that must be submitted yearly. The form asks for the driver's license information, history of traffic violations, crimes, and accidents, and for a PDF copy of your driver's license.

Each driver will be asked to identify their supervisor.  If you are requesting certification for student club, student program, or Campus Life travel, please enter the following
Campus Life
Iona Musgnung
iona.musgnung@oit.edu

Student Travel Approval & Itinerary Form

Please complete and submit the Student Travel Approval & Itinerary Form at least 10 Days Prior to Travel.

This form should be submitted by the "Group Leader," the student or advisor who is making the travel plans.  It will ask you for the itinerary details, trip costs and funding methods, and the names and email addresses of all attendees

It is recommended that you schedule an appointment with Campus Life, if this is your first time completing the travel forms online. 

Please keep in mind that students may only drive 7-passenger vehicles and only 300 miles per driver per day.

All trip attendees who you listed will be sent an automated email asking them to confirm their participation on the trip.  Each person is required to complete and submit the online form prior to departure.  

The trip leader will be notified via email as each participant completes the confirmation form.  Trip leaders should maintain records of all participant information and be prepared to provide it to emergency services in case of an emergency.  

Reservations & Payments

The Business Affairs Office (BAO) does not permit Group Travel Cards to be checked out to students. A travel card may be checked out and used by a club/program advisor (an Oregon Tech employee), and may be used toward all expenses directly related to the travel/conference/trip. If an advisor will not be traveling with the group, then expenses must be paid for in advance or as reimbursement upon return from the trip. See below for details on specific allowances related to these expenses.

Hotel, Rental Car, Flight and Registration Fees must be arranged and paid for prior to travel.

Hotel:

If making a reservation on an online site like Priceline.com, the cost of the hotel stay may be paid for in advance, and can be done with the use of a Group Travel Card on campus. Keep in mind that using this method to reserve hotel rooms is usually non-refundable – so please be sure that travel plans for the group are firm before booking.

If an advisor is traveling with the group, then the hotel can be reserved on a Group Travel Card and the advisor can take the Group Travel Card with them on the trip to present for final payment at the hotel.

Sharing rooms (multiple travelers per room) is not required, but can definitely help with your overall budget for the trip. There is a maximum allowable cost per room of $120, regardless of the number of people in the room.* If the price per room will be over that amount, you must receive approval prior to booking.  Please consult with Kim Faks in Student Services for assistance. 

*An exception to this rule is if the hotel is serving as the host site for the conference and the price per night is above $120. In this case, an Exception Request is not required, but proof that the hotel is the conference host site is required.

Regardless of the method of paying for hotel reservations, hotels normally require that a credit card be presented for incidental charges to the room (food, movies, etc.). We recommend that a debit card is not used for this purpose, as most hotels will charge an amount to the card to ensure that it has sufficient funds. An actual credit card is better for this. *Incidental charges to hotel rooms are generally not reimbursable, and should be avoided.


Rental Car(s):

Rental vehicles may be reserved and billed directly to Oregon Tech, with payment being processed after the trip. Both of these rental companies work with us for direct billing: 

Both companies now have drop boxes for returning vehicles, so cars can be dropped off after hours without additional charges incurred.

Enterprise is closed on Saturdays & Sundays, but will work with groups based on the drop box information above.


Flights:

Groups are not required to obtain quotes from a travel agency prior to booking flights, but Oregon Tech does work with Azumano Travel as an option (if groups would like assistance with making travel arrangements). In general, direct booking through online travel websites is typically cheaper. Remember that no flight reservations should be made before obtaining budget approval through the Student Travel Approval Form.

Don't forget to include baggage fees in your budget planning, unless the group agrees that those costs will be paid out-of-pocket by each participant.


Registration Fees:

Registration fees may be paid from a Group Travel Card here on campus if the conference host organization accepts credit cards for payment.

If a check is required for registration, you must obtain an invoice from the conference host organization to submit for payment to be processed. In that case, a Vendor Setup Form must also be completed by the conference host organization in order to get them set up in our system to be paid.


Reimbursements:

Student meals are not reimbursable. If a club advisor (employee) attends the trip, they may check out a Group Travel Card and meals may be purchased from the club’s budget (as approved in advance).

A Travel Reimbursement Request form must be submitted for any reimbursements required. Receipts for parking, taxi, and shuttle must be included with this form in order to process reimbursements. The link to the form is on the Travel & Reimbursements web page.

For all travel, timely submission of paperwork for reimbursement is expected. All reimbursement paperwork should be submitted within one week of return from travel.

When traveling by car:
When traveling with a rental vehicle(s), fuel receipts must be turned in for reimbursement.

When traveling by personal vehicle, fuel receipts are not required; you will be reimbursed for mileage. Mileage reimbursement takes into account fuel as well as wear and tear to your vehicle. See the “Travel Reimbursement Rates” link at right for details on short trip and long trip mileage reimbursement.

Remember that when traveling by car, all drivers must have submitted the Driver Certification Form (as outlined above), and cannot drive more than 300 miles per day per driver. If a trip is in excess of 300 miles one way, the group must have enough approved drivers to split up the trip into segments in order to meet this requirement.

Student Travel Agreement & Itinerary Confirmation

Once a Trip Leader submits Student Travel Approval & Itinerary Form online, all attendees will receive an email asking them to confirm their participation on the trip.  

Attendees will be asked to provide Emergency Contact Information and sign the release and waiver of liability criteria. 

Please remember that the Emergency Contact CANNOT be attending the trip. 

If an attendee is traveling separately from the group, at any point on the trip, they will be able to submit their own travel plans on this form.  

If an attendee did not receive the Student Travel Agreement & Itinerary Confirmation, please email Campus Life for assistance. 

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