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«REGISTERED STUDENT ORGANIZATION RESOURCE GUIDE Campus and Student Life Center for Leadership and Involvement leadership.uchicago.edu Dear Student Leaders, ...»

-- [ Page 1 ] --




Campus and Student Life

Center for Leadership

and Involvement


Dear Student Leaders,

On behalf of Campus and Student life and the team in the Center for Leadership and Involvement, I would like to

welcome you to The Resource Guide for Recognized Student Organizations!

About the Resource Guide:

The RSO Resource Guide was designed and written by Center for Leadership and Involvement staff in partnership with student leaders to give you the necessary tools to manage your student organization. Our staff is committed to advising you in the personal leadership development, organizational and financial management and the logistical aspects involved with running a successful organization as well as providing leadership opportunities for you and your membership.

Please use the RSO Resource Guide as a tool in the development and management of your student organization. Whether you already belong to an RSO, or are interested in starting a new group, the RSO Resource Guide will serve as a good map to plan a successful year. As the year progresses, you will certainly encounter issues and questions not completely addressed in these pages; when that happens, please come visit us! Our Advisors’ doors are always open, and we are eager to help you achieve every success in your activities.

About the Center for Leadership and Involvement:

The Center for Leadership and Involvement, as part of Campus and Student Life, encourages student involvement, leadership development, and community building at the University of Chicago and provides learning opportunities for all students, while enhancing the unique culture of the University. The Center for Leadership and Involvement serves you,

your organization, and the University of Chicago community by:

• Advising over 350 Recognized Student Organizations (RSOs)

• Promoting financial literacy for RSOs and financial competency for student leaders

• Developing a comprehensive package of leadership development programs for students

• Providing meeting, rehearsal, conference, and event space and planning in Bartlett Hall, Mandel Hall, and the Reynolds Club

• Scheduling classrooms in Harper Memorial Library and Stuart Hall on evenings and weekends helping create inclusive spaces on campus that promote a sense of community

• Making reservations for space on the Quadrangles

• Providing space and support for student-focused businesses including the Barbershop in the Reynolds Club and the Pub in Ida Noyes Hall

• Providing space and support for four student-run coffee shops: Cobb Coffee Shop in Cobb Hall, Hallowed Grounds in the Reynolds Club, eX Libris in the Regenstein Library, and Common Knowledge Cafe in the Arley D. Cathey Learning Center We look forward to working with your student group this year to create a community of student leaders who work together to create a dynamic and vibrant student life! Thank you for all your contributions to enriching the lives of students at University of Chicago!

Sarah K. Cunningham Senior Director of Student Life and Assistant Dean of Students in the University


GENERAL INFORMATION................5 Benefits of Being a Recognized Student Organization.......... 6 Responsibilities of a Student Organization

Student Organization Advising at UChicago

Your RSO Advisor


Other Electronic Resources

Reynolds Club Access, Storage and Offices

Copying and Printing

Maintaining Your RSO Status

RSO Newsletter

FACILITIES & SCHEDULING...........15 Center for Leadership and Involvement Facilities

Booking Space

Regularly Scheduled Meeting Space and Room Lottery...... 17 Audio Visual Services

Center for Leadership and Involvement Room Options....... 19 Office of Event Services

5710 Woodlawn Room Options

Other On-Campus Room Options



Hazing Policy

Outdoor Events On Campus

Protest and Demonstration Policy

Alcohol Policy

Contracts and Third Party Agreements

Showing Films

Student Travel Policy

Driving for Your Student Organization

University Vehicle Policy


Obtaining Financial Resources

Alumni Outreach and Fundraising Guidelines

Student Government Funding

Introduction to your RSO Financial Account

Transaction Reports

Blueprint Finance Module

Reviewing Balances

Reviewing Transactions

Spending Money

Digital Documentation Acceptability

Required Documentation for Expenses


Purchase Orders


Entering Contracts for Your RSO

Transfers/JEs - Payments to Departments

Travel Expenses


Tax Exempt Letters

SGFC Deadlines

SGFC Guidelines

SGFC Cost Guide

Getting Funding 101

Student Organization Debt Reduction Program

Event Services (Reynolds Club & Bartlett Hall)

Logan Center RSO Resources


Staff Directory



The University of Chicago dedicates an office to supporting your organization: the Center for Leadership and Involvement. Here you will find a full complement of advising staff (including professional staff members and peer advisors), as well as a host of facility managers, events professionals, and financial advisors who are happy to assist you.

When your student organization is recognized through the Center for Leadership and Involvement it becomes eligible for numberous benefits, including a Blueprint page for your organization, the abilitiy to hold events on-campus, free or reduced cost access to many of the University’s facilities, eligibility for Student Fee funding through Student Government, access to the Student Organization Catering Fund (administered by UChicago Dining), and use of the University’s tax exemption.

RSO Community Values Statement We are committed to building the human and institutional infrastructures that will promote our individual and collective flourishing. The vitality of our community depends on the safe and respectful environment that each of us has a role in sustaining. In order to foster this environment, we must ensure that all students feel supported to contribute their voice in academic and social environments. In order to have productive dialogue, we must always respect one another’s differing perspectives. The rigorous critical inquiry and pursuit of excellence that

distinguishes the University of Chicago emerge from our common core values:

Respect: We affirm the dignity of all individuals and strive to uphold a just community in which discrimination and hate are not tolerated. We value the differences and commonalities that bring us together as a community and we strive for civility in all interactions.

Accessibility: We are from diverse backgrounds, and carry distinct needs. We have a shared responsibility to ensure that every student is given avenues for participation and the resources necessary for succes.

Active Inclusivity: Each of us has a responsibility to ensure that throughout extracurricular life, all students are engaged, supported, and respectful of different communities in order to fully participate.

Through embracing these values in our daily lifes, we foster an environment of trust, cooperation, and lively inquiry - and advance a commitment to cultivating community traditions and supporting learning outside the classroom.


Along with the benefits of being recognized by the University of Chicago, your recognized student organization (RSO) status also comes with many responsibilities. The Center for Leadership and Involvement is here to help you manage these responsibilities as you develop your plans and programs for the year and beyond.

Community Responsibilities

• Your organization holds a very visible and often powerful position in the campus community as an RSO.

The University expects you to use this platform thoughtfully, and to be respectful of fellow students, other departments programs, and organizations, the University community at large, and the University’s worldclass reputation.

• RSOs may not discriminate against any potential members on the basis of race, color, religion, sex, sexual orientation, national or ethnic origin, age, disability, or other factors irrelevant to participation in the programs of the University.

• RSOs are responsible for ensuring that their organization is in compliance with the University’s Hazing Policy (See page 25).

• RSOs are required to comply with all University policies included in thie publication, those listed on the Center for Leadership and Involvement website, and the contents of the Student Manual. It is your responsibility as an RSO leader to be familiar with all policies and to ensure that your organization is in compliance.

Administrative Responsibilities

• Every RSO is required to complete an annual registration process in order to maintain an “Active” status and remain eligible for the RSO benefits and services described here. Registration includes completeing a spring registration form in Blueprint, sending leaders to required fall training programs, and meeting with your Center for Leadership and Involvement advisor.

• RSOs must consistently provide accurate contact information and rosters in Blueprint and make a timely effort to meet with Center for Leadership and Involvement and Campus and Student Life staff upon request.

• RSOs are expected to be fiscally responsible and develop programs that stay within their budgets.


A central component of Campus and Student Life’s mission to support student leaders and organizations is evidenced through the Center for Leadership and Involvement’s commitment to providing accessible, thoughtful advising. As a student leader you have access to an entire team of advisors in the Center for Leadership and Involvement as well as content experts in the larger University community who are dedicated to helping you acheive your goals.

The Needs-Based Advising Model Implemented in the fall of 2013, the needs-based model provides training and support for RSOs that is tailored to the nature of the activities, events, and/or programs that it organizes and presents. The new model makes this shift from content based advising to holisitic student development advising by focusing on RSO needs. Organizations will be sorted and advised based on their place on a needs spectrum rather than a generalization about the content of their programs.

–  –  –

These designations are not a hierarchy, nor are they intended to serve as a ladder for your RSO to climb. Each organization will naturally settle into a section as it goes about achieving its goals and reaching its audience. Your categorization helps us understand how to best support you and what kind of training to provide for you. Your designation is not used publicly to confer status or define access to resources. If you are curious as to your RSOs color designation, you can check the “Profile” section of your Blueprint page.

Building a Cohort of Emergent RSOs: New RSOs present a unique set of developmental needs that must be addressed to ensure the lasting foundation necessary for future growth and retention. Inclusion into this cohort of emergent groups allows the Center for Leadership and Involvement to pay special attention to group orientation, establishement of RSO missions, and development of governing documents. This annual community of RSOs will provide opportunities for collaboration, peer to peer dialogue, and a support network during this critical phase.

Developing a Team of Peer Advisors: Organizations at one end of the needs spectrum may not need a designated staff advisor to meet their specific needs. These organizations may require mostly procedural or transactional advisement that can be accommodated by a team of peer advisors, trained through the Center for Leadership and Involvement. These advisors will be “on duty” during peak times in the Student Activities Center to allow increased access by RSOs. This team will provide an invaluable leadership development experience for seasoned student leaders looking to give back to the RSO community on campus.

Tailored Training and Resources for All RSOs: The needs-based model allows the Center for Leadership and Involvement staff to hone in on the exact resources and training that is appropriate for each organization based on their position on the needs spectrum. Required student leader training is transformed from a single event which atempts to meet the needs of all groups into a series of targeted training sesions that engage students on the level that resonates with them.

The Role of Student Organization Advisors All RSOs are completely student-run organizations. Leadership positions and voting are limited to currently registered students, and all decisions are made by students. The role of advisors is to challenge and support organizations with group development, decision making, policy interpretation, and the student-led execution of student-intitiated ideas.

The Different Types of Advisors Student organizations can find support from a number of different sources. Each type of advisor can be extremely useful in very different ways. Your assigned RSO advisor (or the team of Peer Advisors) is one of your most valuable resources and you are expected to remain in contact with them. They can be helpful in understanding how you can use each of you rother advisors to best support your organization.

RSO Advisors: Your organization may have an assigned staff advisor through the Center for Leadership and Involvement, UCSC, or Athletics. This is your primary advisor, one of your most valuable resources. The RSO Advisor can discuss with you the goals of your organization, the status of your financial account, and assist with a number of developmental and operational issues. In addition, RSO Advisors are required to approve any contracts or legal agreements for your RSO (see page 30) as well as certain financial transactions. They’re also happy to just have a chat with you about what you’re working on. Keeping in regular contact with your Advisor is a great way to help ensure success. (For a full list of advisors, see page 9) Peer Advisors: Some organizations are assigned to our team of peer advisors. These experienced student leaders are here to provide you with easy access to support for all of your organizational needs. They will hold office hours in the Reynolds Club to assist you on a walk-in basis or online. They work closely with the Center for Leadership and Involvement staff to make sure you always have access to consistent, accurate and effective support.

–  –  –

- Wendy Gonzales, former chair of COUP Currently a Sales Communication Specialist at Google Off-Campus Advising: Your organization may be affiliated with a parent organization, national headquarters, or work closely with outside organizations. There can be many benefits to developing relationships with organizations that have significant experience and expertise. There can, however, be times when an outside organization may not have the best advice for the University of Chicago or may over-reach and infringe on your student-run nature. Your RSO Advisor is here to help to make sure that you are getting sound advice and have a healthy relationship with outside organizations.

Always keep them in the loop!

–  –  –


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