Student Group Guide

The student group guide is to help SOJC student groups and organizations navigate their way around SOJC departmental and student organizational policies & procedures. This guide is full of resources to help get your organization up and running.

The resources below will help SOJC students manage their needs and requests as student groups, to utilize and arrange space within Allen Hall and/or on campus and to provide groups with a variety of resources in a supported structure that are easy to use and accessible.

Budget

Only student groups earning revenue such as membership fees or services to clients are required to submit a budget before the beginning of the academic year (preferably by 9/15 each year).  The budget allocated to each non-revenue earning group for the fiscal year will be $200.00, unless accounting states otherwise.

Expenses

All expenses must be approved in advance using the on-line Student Group Spending Request Form located on the SOJC Student Group Guide unless one of the following exceptions is true:

  • Fundraised Foundation funds will be used for the expense,
  • The student group budget was approved at a higher amount than $200.00 and this request will not exceed the total budget, or
  • The spending request is less than $200.00 and the YTD spending including this request will not exceed the student group’s budget.

This form should be filled out by the student group advisor. Once submitted, the request will be sent for review and approval. Upon approval, Pat Curtin will email the student group advisor that the expense has been approved.

**If one of the above exceptions is used, the student group can proceed with procuring a purchase without filling out the Student Group Spending Request form. For all other spending requests requiring this form, please attach a copy of the approval email from Pat Curtin to the documentation submitted for travel requests, reimbursements, purchase order requests, etc.

Purchase Order Requests

To request a purchase order (PO), please email sojcbusiness@uoregon.edu, Cc jbuetow@uoregon.edu, and include the following information:

  • The business purpose of the request
  • The index to charge if using Foundation funds or a specific student group funding source
  • A quote provided by the vendor, if available. Otherwise describe the item(s) and price(s) in the body of the email.
  • Pat Curtin’s approval email (if applicable)

Please send these requests at least 2 days in advance of when the PO is needed. Student groups should instruct vendors to forward all invoices to sojcbusiness@uoregon.edu. If the invoice can be paid with a credit card, please see the Procurement Card Requests section below.

Procurement Card Requests

If a purchase can be paid for online or over the phone with a credit card, please contact Gail Tinkham (tinkham@uoregon.edu, 541-346-3561) to set up a time to use the SOJC procurement card.

Vendor Invoices Received – PO Not Issued

If a purchase is made without a purchase order and a vendor sends the student group an invoice, it should be turned in to the SOJC Accounting Office with the following documentation:

  • Business purpose
  • The index to charge if using Foundation funds or a specific student group funding source
  • The advisor’s signature of approval on the invoice
  • Pat Curtin’s approval email (if applicable)

Reimbursement Requests

If a student or advisor makes a purchase and would like to request reimbursement, the Student Groups Reimbursement Authorization Form must be filled out and submitted with the original receipt and Pat’s approval email (if applicable). If a student is going to be reimbursed, the following information must be included on the form:

  • Student’s full name,
  • 95-number,
  • Mailing address,
  • And whether or not the student is a non-resident alien.
  • Include a good business purpose which meets all requirements. The business purpose should be descriptive enough to clearly answer any questions about the necessity of the expense and the benefit to the UO. There should be supporting documentation to back up the business purpose, for example receipts, and agendas when acceptable.
      • Who – Who is benefiting from this expense?
      • What – What are you purchasing?
      • Why – Explain the necessity of the expense.
      • When – Provide the date(s) of when the expense took place.

Any group travel requests must be initiated using the Group Travel Funding Request Form. The student group advisor must sign the form. Page 2 of the form should also be filled out including the names and 95-numbers of each participant along with how much each should receive for estimated travel expenses in each of the columns. Each student traveling will need to complete a Waiver of Liability form, which will need to be submitted at the same time as the Travel Funding Request Form. IF we don’t have the waiver of liability form, the student WILL NOT be allowed to travel.

  • Flights may be booked by UO directly on the students’ behalf, and to do so please contact Melody Olmsted (molmsted@uoregon.edu).
  • The method used to process hotel expenses can vary. The student group should first call the hotel to see if they can direct bill UO. If not, the student group should request if the hotel is able to provide a block agreement. If the answer to both of these questions is no, please add estimated hotel expenses (including taxes) on page 2 of the Group Travel Funding Request Form to students who will pay for the rooms on behalf of the group. By doing so, the selected students receiving funding to cover lodging will be paid by UO up front and are expected to use these funds to cover the lodging costs.
  • If you will drive a motor vehicle for university purposes, individuals are required to have a valid driver’s license and a UO driver certification card. To be driver certified a driver must meet minimum driver and driving requirements, complete an online form and be certified prior to your travel. Student and faculty advisor drivers must pass a Driver Certification Provide Melody a copy of your driver certification, prior to your trip. Students are compensated for fuel expenses in lieu of mileage.
  • Pat Curtin’s approval email should be attached to the travel request form (if applicable).

Do not make any reservations until you turn in your completed travel funding request form along with Pat Curtin’s approval email and with a Waiver of Liability for each student traveling to Melody in Allen 219.

Throughout the school year, when school is not in session but the university is open, hours:

  • MTWRF – 7 am to 6 pm
  • Locked over the weekend

When school is in session (Fall, Winter & Spring) hours:

  • MTWR – 7 am to 10 pm
  • F – 7 am to 8 pm
  • SU – 7 am to 6 pm

When school is in session over Summer hours:

  • MTWRF – 7 am to 6 pm
  • Locked over the weekend

U of O holiday (university is not open) – Building is locked. When building is locked, access is by PROX card only.

You must follow the spending request guidelines under the Budget and Expenses tab and the Meals/Food for Student Group Policy.   Page 3 of the Meals/Food for Student Groups Policy should be read and understood by all student group advisors and student leaders. Generally, food is not allowed to be purchased or served unless:

  • A non-UO employee guest is hosted, or
  • Fundraised Foundation funds are used.

All on-campus gatherings with food must be approved by a signed UO Catering Waiver before the meeting takes place.

Options for Campus Events with Food

Catering and Food Service Policy

Student groups planning to serve food on campus to the campus community or general public are required to follow the campus catering policy and Hosting & Meal Policy.

The campus catering policy serves several important purposes. It helps to protect the community by ensuring that foods served on campus are prepared in a commercially licensed kitchen by certified staff. It protects the University of Oregon by requiring that food providers on campus have adequate liability insurance.  Home prepared foods may not be served to the campus community or general public campus.

Catering and Food Service Policy DOES NOT Apply to:

  • Pre-package foods such as potato chips, pretzels, crackers, cookies, candy, peanuts, coffee and tea (with non-perishable creamers), canned or bottled pop (without ice), ice-cream, pickled products, jerky, etc.

UO Catering

UO Catering requires a lead-time of seven working days before event/meeting to ensure adequate staffing for order and delivery. Your advisor will let you know what you can and cannot purchase with your budget, and it must follow the Hosting & Meal Policy guidelines. UO policy requires use of UO catering for all on-campus food requests. There are exceptions, as when a special order (i.e. pizza) is desired and/or food product (i.e. ice cream) is donated. In these instances, purchase orders (POs) and UO Catering waivers are required.

Catering will only accept catering requests from faculty or staff, but you can plan your catering needs by visiting the UOCatering website. When you have determined what your catering needs and costs are, your faculty advisor will need to email Melody with the information below along with the index.

  • Guest count (number of guests).
  • Delivery site (venue must be reserved – see Room Reservations). Food or drinks are not allowed in general classrooms (Allen 101, 140, 141, 221 or Allen’s digital labs)
  • Start & end times.
  • Items to order and quantity.
    • Something to remember: Catering charges $20 for delivery.
  • Pat Curtin’s approval email (if applicable)

After your event, you will need to turn in an itemized receipt along with a completed Meals/Entertainment log found on the SOJC Business & Finance Services webpage to accounting’s mailbox in Allen 219.

With any catering requests, your student group will be responsible for setup and cleanup. Please plan accordingly. 

Off-campus Vendors

There are certain times of the year when UO Catering reaches capacity and cannot accommodate requests due to staffing and delivery availability. Traditionally, these times occur during the early fall and mid-to-late spring term. When late orders or “max out” times occur, a catering waiver will be provided to the student group for off-campus vendors.

University Catering Waiver form must be submitted 15 days prior to the event date for any organization seeking permission to have an outside catering firm cater an event, please plan accordingly.  You must follow the Hosting & Meal Policy guidelines. You will need to determine your total costs by contacting the vendor. To request a purchase order (PO), please email sojcbusiness@uoregon.edu, Cc jbuetow@uoregon.edu, and include the following information:

  • Business purpose of the request which includes the following information – Who, What, Why, When, Where
  • The index to charge if using Foundation funds or a specific student group funding source
  • A quote provided by the vendor, if available. Otherwise describe the item(s) and price(s) in the body of the email.
  • Pat Curtin’s approval email (if applicable)

Allow 48 hours for processing a PO request. After your event, you will need to turn in an itemized receipt along with a completed Meals/Entrainment log found on the SOJC Business & Finance Services webpage to accounting’s mailbox in Allen 219.

With any event, your student group will be responsible for setup and cleanup. Please plan accordingly.

Options for Off-Campus Events with Food

  • Use a Purchase Order
  • Get reimbursed

Following are the general steps needed to manage a successful food request for an off-campus event:

Purchase Order

You must follow the Hosting & Meal Policy guidelines.

To request a purchase order (PO), please email sojcbusiness@uoregon.edu, Cc jbuetow@uoregon.edu, and include the following information:

  • Business purpose of the request which includes the following information – Who, What, Why, When, Where
  • The index to charge if using Foundation funds or a specific student group funding source
  • A quote provided by the vendor, if available. Otherwise describe the item(s) and price(s) in the body of the email.
  • Pat Curtin’s approval email (if applicable)

Please send these requests at least 2 days in advance of when the PO is needed. Student groups should instruct vendors to forward all invoices to sojcbusiness@uoregon.edu. After your event, you will need to turn in an itemized receipt to the accounting mailbox in Allen 219.

Reimbursement

You must follow the Hosting & Meal Policy guidelines.

If a student or advisor makes a purchase and would like to request reimbursement, the Student Groups Reimbursement Authorization form must be filled out and submitted with the original receipt and Pat’s approval email (if applicable). If a student is going to be reimbursed, the following information must be included on the form:

  • Student’s full name,
  • 95-number,
  • Mailing address,
  • And whether or not the student is a non-resident alien.
  • Business purpose of the request which includes the following information – Who, What, Why, When, Where
  • Pat Curtin’s approval email (if applicable)

After your event, you will need to turn in an itemized receipt along with a completed Meals/Entrainment log found on the SOJC Business & Finance Services webpage to accounting’s mailbox in Allen 219.

Ad Society: Shan Anderson, shand@uoregon.edu
Asian American Journalists Association (AAJA): Sung Park, spark@uoregon.edu
Association for Women in Sports Media, Lori Shontz,
lshontz@uoregon.edu
Combined Cultures Student Association: Deb Morrison, debmor@uoregon.edu or Troy Elias, telias@uoregon.edu
Ed on Campus: Marc Blaine, mblaine@uoregon.edu
IR Futures: Kathryn Kuttis, kuttis@uoregon.edu
National Association of Black Journalists (NABJ): Troy Elias, telias@uoregon.edu
National Lesbian and Gay Journalists Association: Dean Mundy, dmundy@uoregon.edu or Bethany Howe, bethgrce@uoregon.edu
National Association of Hispanic Journalists: Chris Chavez, cchavez4@uoregon.edu
National Press Photographers Association (NPPA): Sung Park, spark@uoregon.edu
Native American Journalists Association: Torsten Kjellstrand, torstenk@uoregon.edu
Public Relations Student Society of America (PRSSA): John Mitchell, ducklips@uoregon.edu
Social Media Club: Kelli Matthews, kmatthew@uoregon.edu or Dave Markowitz, dmark@uoregon.edu
Society of Professional Journalists (SPJ): tba

Student Competition Advisors:
AAF Competition (Ad Team):  Dave Koranda, dkoranda@uoregon.edu
Bateman Competition: Kelli Matthews, kmatthew@uoregon.edu
New Venture Championship: Dave Koranda, dkoranda@uoregon.edu

Funded Ongoing Student Projects:
Balance the Buzz: Dave Koranda, dkoranda@uoregon.edu
UO Baseball: Dave Koranda, dkoranda@uoregon.edu or Tom McDonnell, tomm@uoregon.edu
 

Student Agencies:
Allen Hall Advertising:  Tom McDonnell, tomm@uoregon.edu
Allen Hall Media: Maya Lazaro, mlazaro@uoregon.edu
Allen Hall Public Relations: Kelli Matthews, kmatthew@uoregon.edu

Student Publications (SOJC and independent):
Duck TV: Kaitlin Bane, kbane@uoregon.edu
Flux Advisor: Todd Milbourn
, milbourn@uoregon.edu
Newslab: Dan Morrison, danmor@uoregon.edu

OR Magazine: Nicole Dahmen, ndahmen@uoregon.edu
OR Media: Ed Madison, madison2@uoregon.edu or Marc Blaine, mblaine@uoregon.edu
Oregon Daily Emerald Board: Lisa Heyamoto, heyamoto@uoregon.edu
Oregon Documentary Project: Dan Miller, drmiller@uoregon.edu
Oregon News: Jesse Abdenour, jabdenour@uoregon.edu

Bulletin Boards

Allen Hall has a variety of community and SOJC bulletin boards that student groups can use to post information. Please monitor and remove any out-of-date postings.

Office Space

SOJC student groups can request office space in Allen Hall. These are shared office spaces and limited in size. Group leaders and members may use office space for student group activities only. Only two students per group will be authorized to access the office. Access for other student group members must be coordinated through their authorized group leaders. Keys are not transferable and are only good until the end of the spring term. The guidelines to request office space keys are:

  • Print and fill out the office request form (in forms section) and have your faculty advisor sign it.
  • Return completed form to Melody Olmsted in Allen 219. Once received, office keys will be ordered. Processing key requests can take several days. Group leaders will be notified by email when their keys forms are ready to be picked up in Allen 219. Hours are Monday-Friday, 8 a.m. to 4 p.m.
  • A key form and a UO ID card are needed to pick up any keys. Take the form to the UO Card Office, located on the first floor of the Erb Memorial Union. Key deposits are $10 per key and are refundable when keys are returned.

Office space must be locked when not in use.

Student Group Office Use Agreement – This form is for assigning shared office space in Allen.

Storage Space

SOJC student groups can request cabinet storage space in Allen Hall. This storage space is shared space and limited in size. Group leaders and members may use storage space for their student groups only. Only two students per student group can be authorized to access the cabinets. Access for non-authorized members must be coordinated through their authorized group leaders. Steps to request storage space are:

  • Print and fill out the storage request form (in forms section) and have your faculty advisor sign it.
  • Return completed form to Melody Olmsted in Allen 219. Once their forms are received, group leaders will be notified by email when their keys are ready to be picked up in Allen 219. Hours are Monday-Friday, 8 a.m. to 4 p.m.

Only two sets of keys will be given out per group. Cabinet space must be locked when not in use.

It is your group’s responsibility to coordinate unlocking and locking the cabinet.

Student Group Cabinet Use Agreement – this form is for assigning storage space in Allen.

The SOJC Communications Office has available resources to promote your event. Design a poster, slide, SOJC logos, pre-designed templates, assets to create professional marketing pieces for your projects, events and so much more. To access these resources, use the SOJC Digital Asset Library.

Submissions to the digital displays in Allen Hall

Please email your graphics (jpg or pdf files) to sojc@uoregon.edu. Files for the digital displays must be sized 1920×1080 pixels and include all pertinent information. Please double-check your work for typos and accurate information before submitting.

If you’d like assistance in creating a graphic for your event or promotion, please email to set up a meeting.

Swag and printing

See Budget and Expenses for the process for expenses for swag. For printing needs, follow the process under Printing.

Contact the Communications Office before using any UO or SOJC logo to assure proper adherence to logo and graphic standards.  

There are a variety of spaces and rooms that student groups can reserve for their events and meetings. These include:

  1. Small unlocked meeting spaces in Allen Hall. Student groups can directly reserve many of the small meeting spaces. Rooms available are: Allen 130 and Allen 332 (they hold three), Allen 213 and All 308 (they hold eight), Allen 313 and Allen 332 (they hold 10). Go to https://webcheckout.uoregon.edu. When reserving spaces, please note the following usage guidelines:
    1. Student group member must be a current registered SOJC student to make reservations.
    2. Reservation needs to be made at least 15 minutes before needed.
    3. Two-hour maximum for reservation time.
    4. Two active reservations allowed within two weeks.
  2. Allen Conference Seminar Spaces. These spaces are also known as the Hall of Achievement, Winter and Allen room. To reserve any of SOJC conference seminar spaces (Allen 137, Allen 211 and Allen 307) you must have your student group’s faculty advisor request the room for you through the Faculty Service Office. These spaces are locked, and your advisor will be responsible for unlocking and locking the door for your student group. View availability of these spaces online. Once you have determined your reservation needs, you will need to email your student group’s faculty advisor to confirm and request through sojcfacultyservices@uoregon.edu. Information to include is the begin/end times, seminar room, date and purpose.
  3. Reserving larger general classrooms in Allen (101, 140, 141 or 221) or elsewhere on campus will need to be coordinated by your advisor.  This is due to the university’s complex set of rules and processes, which differ for ASUO and non-ASUO group needs. No food or drinks are allowed in any of the university general classroom spaces. Once you have determined your reservation needs, these requests need to be coordinated through Melody Olmsted, molmsted@uoregon.edu.
  4. Collaborative public spaces in Allen. A variety of collaborative spaces in Allen are reservable. Examples are the Aaron Lounge, Hearth Area and a variety of tables and other areas located in Allen. The atrium area is NOT reservable. Any collaborative public spaces in Allen must be coordinated through Melody Olmsted to prevent usage conflicts and to ensure hat appropriate building usage protocols are followed. Email molmsted@uoregon.edu with requests. Include begin/end times, requested location/area, date and purpose.

Student Group Spending Request — this form is used to request permission to make student group purchases unless one of the following is true:
1. Fundraised Foundation funds will be used
2. The student group budget was approved at a higher amount than $200.00 and this request will not exceed the total budget, or
3.The spending request is less than $200.00 and the YTD spending including this request will not exceed the student group’s budget.”
Budget Form – this form is to help student groups identify and plan their budget needs.
Student Group Expense Authorization Form – this form is used to request a reimbursement for expenses.
Student Group Cabinet Use Agreement – this form is for assigning storage space in Allen.
Student Group Office Use Agreement – this form is for assigning shared office space in Allen.
Group Travel Request-Students – this form is used for requesting travel funding.

For all print request, UO policy requires you to use UO Printing here on campus, but there are exceptions for using off-campus vendors. In these instances, purchase orders (POs) and UO Printing waivers are required.  If you don’t have an approved Printing Wavier, your request will NOT be reimbursed, so please plan accordingly.

UO Printing

Plan your print request by contacting UO Printing (541-346-3794). When you have determined what your printing needs and costs are, your faculty advisor will need to email Melody with the information below along with the index.

  • Student group name and index
  • Original of what you want copied
  • How many copies, and instructions of copies (if you need assistance with this, please let me know)
  • Date/time needed – please allow 48 business hours to complete before you pick up
  • Pat Curtin’s approval email (if applicable)

Off-campus Venders

A University Printing Waiver form must be approved prior to ordering your printing through an off-campus vendor. Request a Printing Waiver form from UO Printing by calling 541-346-3794. This process can take time, so please plan accordingly. If you don’t have an approved Printing Waiver, your request will NOT be reimbursed. You will need to determine your costs and needs by contacting the vendor. To request a purchase order (PO), please email sojcbusiness@uoregon.edu, Cc jbuetow@uoregon.edu, and include the following information:

  • Business purpose of the request which includes the following information – Who, What, Why, When, Where
  • The index to charge if using Foundation funds or a specific student group funding source
  • A quote provided by the vendor, if available. Otherwise describe the item(s) and price(s) in the body of the email.
  • The University Printing Waiver form
  • Pat Curtin’s approval email (if applicable)