2014-15 Programs Manual

20142015
ASUO
Student
Organization
Manual
2014
2015
The ASUO Student organizations Manual is printed in hardcopy form each

academic year, and the documents included are uptodate as the print date.
Should the procedures in this collection be changed after this printing, no
additionalpapercopieswillbeprinted.However,anupdatedcopywillbeposted
on the ASUOs website. Please contact the ASUO Executive, Suite 4 EMU (541
3463724)formoreinformation.
A procedural
manual
for
ASUO Student
Organizations
TABLEOFCONTENTS
IntroductiontotheASUO....................................................................................................................................3
AllThingsMoney................................................................................................................................................4
HowDoIGetMoney?ManagingtheBudgetProcess..............................................................................................5
GivingMoneytoCharity:CharitableDonationsbyStudentorganizations..............................................................7
NowThatIHaveMoney,WhatdoIdowithIt?TheDepositProcess......................................................................8
KnowYourAccounts:FundsI,G,E,N,U&T................................................................................................................9
MakingPurchasesthatRequireaCreditCard:ProcurementCardProcess............................................................11
HowtoBuyStuff:PurchaseOrderInstructions......................................................................................................12
IUsedMyOwnMoneytoMakeaPurchase,HowdoIGetitBack?......................................................................14
SenateSpecialRequestProcess..............................................................................................................................15
AGuidetoSenateSpecialRequest.........................................................................................................................17
TrustFundAccounts................................................................................................................................................19
PlanningaTrip..................................................................................................................................................20
AccidentsHappen:FillingOuttheAccidentReport................................................................................................21
GettingaDriverCertificationCard..........................................................................................................................22
MotorPoolProcess.................................................................................................................................................23
TravelReimbursements.........................................................................................................................................26
MakingTravelArrangements.................................................................................................................................27
VanUsageofASUOOwnedVans...........................................................................................................................29
ActivityWaiverForm..............................................................................................................................................30
HelpAroundtheOffice.....................................................................................................................................31
ProgramsCouncilMeetings....................................................................................................................................32
BulkMailing.............................................................................................................................................................33
AdvertisingYourEventsandMeetingsonOrgSync...............................................................................................34
GotaLotofCopiestoMake?CampusCopyProcess.............................................................................................37
MyComputerWontWork,NowWhat?ComputerSupport.................................................................................38
Copier.....................................................................................................................................................................39
FaxMachine............................................................................................................................................................40
NeedtoSendSomethingFast?FederalExpress.....................................................................................................41
LocksandKeys.........................................................................................................................................................42
Minor&MajorEquipmentPurchases.....................................................................................................................44
1
OfficeSupplies&Surplus........................................................................................................................................46
StudentorganizationEmailRequests.....................................................................................................................48
CommunicatingInformation:ListServes................................................................................................................49
StorageRoomandArchives....................................................................................................................................50
UOPrinting..............................................................................................................................................................52
Voicemail.................................................................................................................................................................53
PlanninganEvent.............................................................................................................................................55
EventPlanningProposal..........................................................................................................................................56
EventPlanningChecklist.........................................................................................................................................58
OregonDailyEmeraldAds.......................................................................................................................................62
FundraisingIdeas.....................................................................................................................................................63
FundraisingProcess.................................................................................................................................................64
PersonalServiceContracts......................................................................................................................................66
GettingtheWordOut:PublicityandPromotion.....................................................................................................68
SchedulingYourEvent.............................................................................................................................................70
SellingTickets..........................................................................................................................................................72
CoSponsorships......................................................................................................................................................73
CateringPolicies......................................................................................................................................................74
TablingTips..............................................................................................................................................................75
INTRODUCTIONTOSTUDENTORGANIZATIONSATTHEUNIVERSITYOFOREGON
The University of Oregon has a long and proud tradition of student activism, student-led
community service and student self-governance. Student organizations provide tremendous
benefits to both the University and surrounding communities. The University is committed to
supporting student organizations through a recognition system that serves the interests of both
the University and student organizations; that recognizes and respects the right of students to
freely associate and freely express themselves without coercion or undue influence from the
University; that ensures that student organizations operate consistently with the Universitys core
value of diversity, non-discrimination, financial accountability, responsible stewardship of public
resources, full academic engagement, and the maintenance of a healthy and safe learning
environment.
Student Organizations that choose to be recognized by the Associated Students of the University
of Oregon (ASUO), accept the rights and responsibilities outlined in ASUO program rules,
University policies and Student Conduct Code.
In order to be considered an active student organization, you must renew and update your
student organizations information using OrgSync each year by week three of fall term.
This Student Organization Manual is a guide intended to help you better understand the policies
and procedures of the ASUO.
ALLTHINGSMONEY
HOW DO I GET MONEY

MANAGING THE BUDGET PROCESS
The incidental fee budget process begins at the beginning of fall term and concludes at the
end of winter term. All student organizations, new or continuing, must go through the budget
process in order to receive funding for the upcoming fiscal year. The fiscal year runs from July 1
to June 30. In addition to their designated Controller, each student organization is assigned a
Program Finance Committee (PFC) Tag to assist and advise them through the budget process.
All deadlines will be established in advance and publicized through Programs Council Meetings
during fall term and on OrgSync.
Fall Term Procedure:
1. Attend mandatory Programs Council Meetings to be informed of budget deadlines and
processes.
2. Submit benchmark memo to PFC to forecast anticipated increases or decreases in
funding from previous year.
3. Student organizations meet with their PFC Tag and Controller to go over budget request
packet (found on the Controller website) and procedure.
4. Complete budget request packet and obtain necessary signatures by budget
submission deadline.
5. Turn in budget packet and sign up for a hearing time to be held during winter term.
Winter Term Procedure:
1. Meet with Controller to discuss the executive recommendation.
2. Attend scheduled budget hearing.
3. If you are dissatisfied with the outcome of the hearing there is an appeals process as
follows:
a. Fill out and submit appeals form within 5 business days of original budget hearing.
b. PFC reviews appeal and pending approval schedules an appeal hearing.
c. Student organizations may appeal a second time if they are still dissatisfied, this
time the appeal must be submitted within 3 business days.
d. A third appeal is possible. Appeal forms must be submitted within 2 business days.
Attend Fall Term PCM
Submit Benchmark Memo
Budget
Meet with PFC Tag/Controller
Process
Breakdown
Complete and turn in budget

packet
Schedule a hearing time
PFC hearing
Learning the Lingo: Budget Terms

Benchmark Memo: All student organizations requesting funding through the regular PFC process
are required to submit benchmark memos. Benchmark memo should be a reasonable estimate
of projected increases or decreases for individual line items, excluding current service level. If
any student organization fails to submit an acceptable benchmark memo on time without
contacting the PFC Chair, they may not be eligible to receive increases above current service
level.
Current Service Level: Current Service Level is the percentage increase necessary in next years
budget to provide the same level of services as are being provided in the current year. Current
Service Level increases include any mandated increases for personnel, as well as any
mandatory or inflationary increases for administrative and Programming costs. A list of current
service level increases is compiled as a cooperative effort between the ASUO Accountant, the
EMU Business Manager, and the Student Affairs Budget and Personnel Administrator. Final
current service level numbers are announced around October 31st. The Current Service Level
memo will be posted on the ASUO website by November 1st each year.
Executive Recommendation (Exec Rec) Model: An executive recommendation is what the
ASUO Executive thinks is a reasonable budget for each student organization. The Controllers,
within guidelines established by the Executive, will make executive recommendations for student
organizations. The Exec Rec is a component to be taken into consideration by the PFC in
making their funding decision.
Student organizations Finance Committee (PFC): A nine member body composed of three
senators, four elected at large members, and one member appointed by the ASUO Executive
and one member appointed by the Programs Council. The PFC acts on all matters relating to
the allocation and appropriation of incidental fees to ASUO Student organizations. In making its
budget recommendation to the Student Senate, the PFC considers your groups funding history,
previous spending behavior, final balances (surplus or deficit) from the previous year, and
amount/use of non-incidental fee funds (fundraising, department contributions, gifts, etc).
PFC Tag: During fall and winter term, members of the PFC function as liaisons (called Tags) to
student organizations, contracted services and department-based student organizations, to
assist you in developing your budget proposal, and to prepare you for your budget hearing.
During PFC budget hearings, Tags serve as information conduits between the student
organizations they worked with and the full PFC. Tags are also required to hold 3 office hours per
week during which they will be accessible to student organizations.
Stipend Model: An annual model for distribution of student organization staff stipends based on
specified parameters, such as budgeted Programming expenses. The model is developed to
standardize distribution of stipends during the budgeting process. Stipends are for positions that
are often voted or elected into office. The stipend is intended as reimbursement for expenses
incurred due to added responsibility associated with student leadership. In no way does it
represent compensation for hours worked or services provided nor should an elected stipend
position be seen as a job. The term stipend is used in both federal and state materials
associated with scholarships, grants, and other financial aid. **Stipends can affect students
financial aid awards. Please consult with the Financial Aid office to learn more about this.
GIVING MONEY TO CHARITY:

CHARITABLE DONATIONS BY STUDENT ORGANIZATIONS
Student organizations can make a charitable donation provided that they adhere to the
following guidelines:
The Director of the EMU must approve the charitable organization.
At no time may incidental fee funds be donated to a charitable cause.
At no time may incidental fee funds be allocated for fundraising where the purpose is to
generate funds for a purpose that would not otherwise be funded with incidental fees.
Funds must be dispersed through agency funds, not institutional funds. Any funds to
be donated must be deposited into a trust fund directly they cannot be transferred
from another fund-raising account. To meet these requirements and to enable ASUO
student organizations who do not have trust funds to make charitable donations, the
ASUO has set up an Umbrella Trust Account solely for this purpose.
Student organizations will need to provide information to support the check request, such
as an invoice from the organization, a copy of a website donation form, or other website
information on the agency, including contact information.
Procedure:
1. The Student organization shall submit a request to donate to a charitable cause to the
ASUO Accounting Coordinator. This information should include the website of the
organization and is forwarded to the Director of the EMU for approval.
2. Upon approval, the student organization goes to the ASUO Controllers Office to process
depositing their funds raised for donation purposes either into their own Trust Fund if it
exists, or into the ASUO Umbrella Trust Fund.
3. If the student organization has their own Trust account, the only steps will be to deposit
the funds into that Trust account at the Controllers Office, and then write a purchase
order out of the trust account to the charitable organization. If it is processed through
the Umbrella Trust fund, one of the authorized signers for that account must sign the
purchase order, rather than the initiator.
4. The purchase order and supporting document will be turned over to the ASUO
Accounting Coordinator to complete the final requests.
5. Part of the process includes making sure you request that the check is held. This ensures
that a letter from the student organization can be sent with the check to the recipient
regarding their donation.
NOW THAT I HAVE MONEY WHAT DO I DO WITH IT?

DEPOSIT PROCESS
Student organization deposits include all cash and checks from fundraisers or outside donors,
excluding donations made to the UO Foundation. Deposits CANNOT be made into the
Incidental Fund or General Fund, except as an offset to an expense (e.g. bottle deposit)
Fundraising money will be deposited into Non-Event Revenue accounts, Donation fund
or into Trust Fund accounts. Deposits made to the Trust Fund are not tax deductible by
the donor.
Money from outside donors for co-sponsorships or where benefit is received by the donor
(such as vendor space at the street faire, or advertisement on behalf of the donor), must
be placed in either the Non-Event Revenue or Trust funds as appropriate.
Money from outside donors without restrictions is deposited into the Unrestricted Revenue
account.
Donations over $100 can get a donation receipt for tax purposes. You will need to have
the donors name and address. A letter will be sent to the donor that they can use for tax
purposes.
Procedure to Process a Deposit:

Take cash and/or check(s) to Controllers Office to be deposited.
Sign out a deposit slip.
Fill out the deposit slip.
The Controller will stamp the check(s), verify amounts and selected index.
Take deposit slip and the cash and/or check(s) to EMU Accounting. The EMU
Accounting office takes deposits between the hours of 8:00am and 4:00pm.
6. EMU Accounting will send Controllers a copy of the deposit.
Deposit Process
1.
2.
3.
4.
5.
Take Checks/Cash to Controllers Office
Sign Out Deposit Slip
Fill out Deposit Slip and have Controller

Verify and stamp with bank stamp
Take Deposit to EMU Accounting
KNOW YOUR ACCOUNTS:

FUNDS I, G, E, N, U & T
There are six funds; Incidental, General, Event Revenue, Non-Event Revenue, Unrestricted, and
Trust funds. These funds must be kept separate because their money comes from different
places and has different rules. None of these funds may be used to purchase alcohol.
Incidental Fund: aka I Fund
The Incidental fee is the money that was allocated to the student organization by the
Programs Finance Committee the previous fiscal year, during budget season. This money
comes from student fees every term, and therefore has many rules to be sure it is spent
appropriately.
This money does not roll over to the next fiscal year. The fiscal year runs from July 1st to
June 30th
Cannot be used to purchase bottle deposits, bottled water or personal items.
The student organization can spend money on food if they were allocated food holding
line item by the Program Finance Committee in the previous budget season.
Food expenses must be for some type of interdepartmental (multi-group) event such as
events or conferences. These funds cannot be used for refreshments and meals as part
of the regular group meeting, pre-planning or post event celebrations of only group
members.
This fund cannot be used to give any sort of gift to any state employee, whether student
or staff.
General Fund: aka G fund
General fund money is donated by any department on campus.
Department money needs to be kept separately due to rules and restrictions from it
being state money.
Money must be spent on what the department specifies when donating the money.
members.
or staff.
These funds will roll over for spending in the next year.
Event Revenue Fund: aka E fund
Event Revenue is money that is raised using the Incidental fee; mainly from tickets sales
revenue.
This money may only be spent on expenses for Programming.
members.
or staff.
Non-Event Revenue Fund: aka N fund

Non-Event revenue is the typical fundraising such as, money raised by bake sales, t-shirts
sales, or raffles. The main thing is these sales cannot be funded with Incidental fees or
General Fund monies.
members.
or staff.
Unrestricted Fund: aka U fund
The money in Unrestricted revenue are donated funds or is money transferred from UO
Foundation
Deposits into the U fund cannot be from governmental agencies, for co-sponsorships, or
when the donor receives benefits, such as advertisements.
These funds MAY NOT be used to buy alcohol, ever!
members.
or staff.
Trust Funds: aka T fund
Trust fund accounts are from monies generated through fund raising accounts on and off
campus for both fee-funded and non-fee-funded ASUO recognized student
organizations, within the guidelines below.
For ASUO fee-funded student organizations, deposits into the Trust fund cannot be from
events partially or wholly funded through one of the other types of funds.
The funds can be used for and/or be deposited from the typical fund-raising off campus;
the same as the Non-Event fund (bake sales, raffles, or from donations)
Trust funds are Agency funds and have fewer restrictions; they may be used for gifts to
employees or for refreshments for internal student organization meetings, but NOT FOR
ALCOHOL.
Trust funds cannot be used for motorpool or contracts of any kind, including personal
service contracts.
These funds will roll over for spending the next year.
Trust fund accounts are not created automatically. Applications for trust fund accounts
can be found in the ASUO Controllers office.
Note: contributions by community members or business for a specified purpose are generally to
be considered co-sponsorship rather than a restricted donation. Those deposits should be
placed in the Non-Event revenue.
10
MAKING PURCHASES THAT REQUIRE A CREDIT CARD:

PROCUREMENT CARD
The Procurement Card is a credit card that can be used for purchases under certain special
conditions. The charges you make to the card require a Purchase Order (PO) and are
eventually charged to your student organizations account. The Procurement Card can be used
for instances where an online payment is required and there are no other payment method
resources available for facilitating the purchase. Note: the Procurement Card cannot be used
for hotels except for the refundable deposits. Other limited situations may warrant the use of the
Procurement Card. Check with the Controllers Office for further information. An appointment is
necessary for the use of the card and can be made through the Controllers office.
In some instances prepayment is required by the vendor. In such a case, the preferred method
for making the payment is to have a check made out ahead of time to the vendor for payment.
When this is not feasible, the Procurement Card may be used, within the limitations set by the
Purchasing and Contracting Services department.
Procedure:
1. Make an appointment with Controllers to use the card.
2. Find the item(s) online that you wish to purchase.
3. Follow the normal ordering procedures stopping at the point that you would pay for the
items. Print out the webpage showing the item(s) to be purchased. Be sure that the
direct link to the webpage, showing the items, appears on the print out. If it does
appear, legibly write the exact webpage address on the print out. If the webpage on
the print out is the homepage, and does not show the items to be purchased, the
purchase will not be processed.
4. On the print out highlight the items to be purchased, the price of the items, the quantity
(if necessary), and the webpage address. Be sure that the desired purchases are made
obvious on the print out or processing may be delayed.
5. Write out your contact information, to be sent with the webpage print outs, in case there
are additional questions regarding the purchase.
6. Bring the highlighted print outs and contact information to the Controllers Office and fill
out a PO for the purchase.
7. All purchases need to be shipped to an address on the University of Oregon campus.
You cannot ship purchases to a home address.
11
HOW TO BUY STUFF:

PURCHASE ORDER INSTRUCTIONS
General purchase orders are used as payment to vendors outside and within the EMU and
whenever possible, as backup documentation for other transactions dealing with your expenses.
The purchase orders designate which funds the payments will be taken from. A list of
recognized vendors that will or will not accept purchase orders can be found in the Controllers
Office. This list is not exclusive and other vendors may still take purchase orders.
Procedure:
1. Fill in the name of your organization
2. Fill in the index number of your organization, followed by the letter designating which
fund you are taking the money from (I=incidental, G=general, N=non-event, E=event,
U=unrestricted)
3. Leave Account code blank.
4. Fill in the name of the line item you are taking the money from as the Activity Code.
5. Fill in the estimated amount for your purchase. This can be a rough estimate, but should
be within 10% plus or minus of the actual cost.
6. Fill in the current date.
7. Fill in the name of the vendor you will be using.
8. Fill in the address and phone number of the vendor you will be using.
9. Fill in the description of what you will be purchasing or what you are using the purchase
order for. Description needs to include:
a. Itemized list of items to be purchased
b. Reason for purchasing items
c. Date, time, location, and amount of people who will be present when items are
to be used.
Food Purchases
Food purchases will require several more steps, outlined in a checklist available at the
Controllers Office and on-line. The basics of the checklist are as follows:
1. General list of what is being purchased.
2. Business purpose and the name of the event (even if the event is a budgeted line
item, a brief sentence describing the event is required.)
a. Date, time, and location of the event
b. Your event must be posted on OrgSync one week before the actual
event. This is not necessary for Trust Funds
c. List of attendees:
Under 25 people attending: a sign-up sheet is suggested.
Over 25 people attending: Need List of categories of people
attending (e.g. Students, faculty, community members, other
ASUO student organizations involved, etc).
We need a group list of who the food is for. For example, if the
event was expecting 300 people, but the food purchased was
for only 30 people, we need the list of those 30 people.
Only Trust Funds may be used to purchase food for internal
student organization meetings, including volunteer meetings
within the group. Food purchases from the other funds must
either be inter-departmental meetings, events or hosting
activities.
12
Equipment Purchases
1. All equipment purchases need to be sent to the ASUO office:
1228 University of Oregon
EMU Suite 4
Eugene, OR 97401
2. All computer related purchases need to be done through the SAIT.
3. Once delivered the ASUO office assistants will log and tag the item with an UO
property tag.
4. The ASUO office assistants will notify you by email or phone to pick up your purchase
and fill out an ASUO Loan Property Agreement Form.
5. All reusable equipment purchased will become part the Student Activity and
Resource Center (SARC) inventory that will then become available for all student
organization to check out.
10. Important! An authorized signer from your groups current authorization

card must sign the PO. The authorization card is kept in the ASUO Controllers office.
11. Obtain a signature of an ASUO Controller. Note: you need to provide an itemized receipt
and a flyer from the event.
12. Have PO stamped with approval seal from the ASUO Controllers Office. Purchase orders
are not valid without a seal and a Controllers signature.
13. If PO is larger than $500 it must be initialed by ASUO Accounting Coordinator.
14. At the time goods or services are received ask for an itemized invoice. For vendors that
do not, be sure to get documentation that includes the following:
Name of the vendor
Address of the vendor (phone number would be nice but is not
necessary)
Factoid: In order to be an
Date of invoice - this can be the date the order was made, the
date the item was shipped, or the date the invoice was printed
Authorized signer for a program
Description of what was purchased itemized and legible with a
youmustbeanenrolledstudent
price assigned to each item
attheUniversityofOregon.
A total amount due
A distinguishing transaction number the vendor will need some
way of referencing the transaction. This could be an invoice
number, the ASUO PO number, an order number on the receipt
along with the date, or some other reference that the vendor
requests. It should not be an order number that is reset daily
because the vendor will not be able to match the payment to
the bill
Note: Vendors that do not produce invoices likely will be able to produce an itemized
receipt which can be used in combination with some other documentation that contains the
other information needed. EMU Accounting cannot use any paperwork that says Statement
to pay a vendor.
13
I USED MY OWN MONEY TO BUY SOMETHING: HOW DO I GET IT BACK?

REIMBURSEMENT (NON-TRAVEL )
ASUO student organizations may be reimbursed for proper business related circumstances. A
business related circumstance would be if the vendor supplies a unique service or product, if
they are the least expensive vendor, or if emergency goods or services were needed over the
weekend, but the vendor does not accept purchase orders.
Example: a group wants to enlarge some films from their recent events, and the vendor
does not accept purchase orders. The student paid with personal funds because this was
the only shop that was able to provide the service. In this instance, the student should
get reimbursed.
What Youll Need to Have with You
Name and Student ID number

Address
Itemized receipt or original invoice
Memo explaining why personal funds were used
A copy of the card used for the purchase with the name and all the numbers but the last
4 digits blacked out.
Procedure:
1. Check out a General PO.
2. Fill out the PO (see instructions under General PO, and note the restrictions regarding
reimbursements for food.)
a. Fill in the name of the person being reimbursed and their student ID number on
the vendor line.
b. Include an address where the check should be sent (the payment will
automatically go through direct deposit if they have it set up).
c. Include a description of goods and services including quantity and unit price if
they know
3. The PO cannot be signed for authorization by the person receiving the reimbursement.
4. The PO must be accompanied by a(n):
a. Original itemized receipt or original invoice
b. Memo explaining the reason a personal reimbursement is needed in place of a
PO made out to a vendor
c. An explanation of business purpose if not clearly evident on PO
d. An explanation as to why they have to purchase with personal funds.
5. YOU CANNOT BE REIMBURSED FOR THE PURCHASE OF GIFT CARDS.
Please Note: If the reimbursement is for a non-student or non-employee, they will need to fill out
a substitute W-9 to be set up as a vendor.
14
SENATE SPECIAL REQUEST PROCESS

Senate special requests are for ASUO recognized student organizations who wish to do one of
the following:
1. Re-allocate incidental fee money from one line item to another above 10% of the
original line item amount for transfers out of a line item.
2. Establish a new line item
3. Request funds from surplus or over-realized.
4. Release a budgeted food holding line item.
Common Definitions
What is Surplus? At the end each fiscal year, any funds remaining with each of student
organization indices for the Incidental Fund will all be redirected back to a common pool,
labeled surplus. Use of the surplus funds is under the direct authorization of the Student Senate
and ASUO President and Vice President. Access to the surplus funds is through application to
Senate on the Senate Special Request form.
What is Over-realized Funds? As part of the budgeting process each year, the approved
budget for the Incidental Fund is divided by the expected number of students for the year
(adjusted by expected interest earned and summer revenue). This calculation creates the
Student Incidental Fee per term. If more or less students attend than were originally projected,
or if the interest earned or summer term projects vary significantly, there will be more or less
revenue from the Student Incidental Fee than there are budgeted expenditures. This causes the
over-realized fund to go up and down from year to year. Access to the over-realized funds is
through application to Senate, on the Senate Special Request form. The special request must
be approved by Senate, by the ASUO Executive, and by the University President.
!IMPORTANT!
Deadlines
Senate meetings are every Wednesday at 7pm (except for dead week, finals and when the
University is not in session) and in order to be on the agenda, special requests under $1000 must
be completed by 5pm the Friday prior to the Senate meeting the request will be heard. A copy
of the special request will be emailed out to Senate. Any request over $1000 must be completed
by 5pm seven business days prior to the Senate meeting the request to be heard.
Procedure:
1. Student organizations must first go to the Controllers office or the ASUO website to
obtain a copy of the Senate Special Request. Fill out the top portion of sheet (group
name, index, amount requesting, etc.).
a. If requesting to obtain funds from surplus or the over-realized account, questions
in section B must be answered on a separate sheet of paper.
b. If requesting to use money for an event, questions in section A must be answered.
c. If requesting money to be transferred into a different line item or for a new line
item to be created questions in section B must be answered on a separate sheet
of paper.
15
2. Print and sign name and date at the bottom of the form.
3. Take completed form to the Controllers Office and they will fill out the financial portion
of the form found in the box near the top of the page.
4. Important! Once all the questions have been answered and the financials
have been filled in you must obtain an ASUO Senators signature. If no Senator is
available to sign, you may leave your Special Request with the Student Office Assistants
and they will hold the request until a Senator can sign it.
5. All Senate Special Requests will require the original be submitted to the ASUO Office
Assistants. They will scan the request and forward it electronically to all of the Student
Senators, provide the original to the Senate President, and place copies in the Special
Requests binder. The request is not considered completed for the purpose of meeting
deadlines until all of the above steps are done.
6. Important! Lastly, it is important that you attend the senate meeting to
answer any questions the senate might have about the request if the amount requested
is above $300.00. You can email the Senate President at senpres@uoregon.edu to
confirm that your request is on the agenda. That information can also be found on the
ASUO website.
16
A guide for ASUO Senate Special Requests

1. The most important thing is to know exactly what you are asking for and know exactly
2.
3.
4.
5.
6.
7.
8.
what the money will be used for and why you need it. Nothing shakes a senators
confidence in giving you money than you being confused about it.
Go into way too much detail in your presentation. Doubts are raised when there are a lot
of hard questions without good answers. If you answer everything before they ask it they
have no reason not to give you money.
In your presentation you need to explain very clearly:
a. What the money is going to.
b. Why do you need the money. Was this a sudden expense? Why isn't it in your
budget?
c. How will this improve the cultural or physical experience of students? Meaning,
how will students benefit from this? And how many?
d. What fundraising have you done in comparison to what you're asking for?
i.If you've fundraised more then half of what you need you're in good shape,
and the senators are much more likely to approve he request
ii.It's always good to list all the other places you've even asked for money, so
they can see that you've tried other places first.
Make sure you clearly answer all 4 of the questions on the special request form (use a
separate piece of paper to print the answers to the question and attach the answers to
the special request form when you turn it into the controllers office).
a. Have a list / spreadsheet / table that clearly lays out your costs, fundraising, and
what you're asking for. It needs to be absolutely clear to the senators what they're
paying for. You can attach those documents when you submit the special
request paperwork.
b. Senators will have this paperwork in front of them (usually on their computers)
when you present to them. Paper copies arent necessary.
c. If anything about your proposal changes from the time you submit the paperwork
to when you present in front of senate, update it and print 10-15 copies (senators
can share copies) to give to the senate right before you present.
Bring as many people to support you as you can when you present to senate. Its a lot
easier to say no to one person than to thirty.
Be ready and willing to compromise. Senators get turned off when people act like they
expect/deserve money and aren't willing to compromise.
If you're asking for a lot ( >5,000) or its contentious for some reason you should talk to
individual senators well before you have to present to senate. If you can get a senator
who totally understands the request then at least they can explain it to the other senators
in a way they can understand.
a. You can talk to the ASUO office assistants about when senators should have
office hours to help you
Understand that senators think of themselves as the guardians of student's money. It's
their job to make sure it's not getting wasted. Prove to them that it's a good use of
money.
17
9. Conferences: Extra scrutiny is placed on conferences because the benefits to the

student body is less obvious.
a. Explain how much the individuals are contributing to attend the conference. (If
it's through fundraising you need to explain how the individuals raised the money
so it counts as a personal contribution)
b. Never ask for food. You will never get it. Still include it in the total cost for context
c. Go into great detail of how more students than just the attendees will benefit
from the conference. Bringing back trainings / presentations, New leaders will do
_____ because of what they learned, etc
18
TRUST FUND ACCOUNTS
Trust Funds are agency funds, monies held in trust for recognized student organizations that are
independently organized. They are permitted for fee funded and non-fee funded Student
organizations within certain limitations.
All Recognized Trust Funds must be in accordance with the following guidelines:
Monies received from fundraising off campus (such as bake sales or t-shirt sales) may be
deposited into the trust account.
Monies received from fundraising on campus may be deposited into the trust account,
provided incidental fund monies were not used to generate them and the funds are not
form departments general fund accounts. As with all other student fund raising activities
on campus, preauthorization from the EMU Director is required for donations.
Trust Funds may NOT be used for Alcohol or Payroll expenses, or for personal service
contracts, motor pool or payroll.
Trust Funds may be used for reimbursement of travel, but must follow University and ASUO
travel reimbursement rules and procedures.
Trust Funds MUST maintain a positive balance at all times.
University regulations will not allow trust funds to be set up when a student organization
has paid full time staff, however the student organization will be allowed to set up a
Foundation Account.
Trust Funds are recognized by the ASUO Executive on behalf of the University President.
The organization must fully understand and agree to abide by all rules and regulations
laid out by the ASUO Regarding the conduct and operation of Recognized Student
Organizations. (OAR 571-011-0005 through 011-0010).
Incidental Fee-Funded student organizations who have trust funds may not have an off-campus
bank account to prevent possible misdirection of student funds to outside agencies.
Non-Incidental fee funded ASUO recognized groups who have trust funds must be in
accordance with the following guidelines.
Trust funds are required for non-fee funded organizations that use state or campus
resources in any capacity, including collecting revenues, payment of expenses, and using
University owned and operated facilities (OAR 571-011-0005 through 011-0010).
As recognized student groups, it is permissible to use University owned and operated

facilities.
19
PLANNING
A
TRIP
20
ACCIDENTS HAPPEN: FILLING OUT THE ACCIDENT REPORT

Accident Report Packets are included in every vehicle checked from motorpool. Inside the
packet are multiple forms that must be filled out. There are directions on the packet envelope
with necessary steps that need to be taken in an accident.
At the scene:
1. Call DPS at 6-6666 if the accident occurs on campus, 911 if off campus.
2. Leave a message for UO Risk Management at 541-346-8316.
3. Complete the following forms in the Accident Report Packet:
a. UO Driver card (red) to be completed by the UO student from the ASUO
Student organization that checked out the State vehicle. Give this card to the
Other Driver.
b. Non-UO Driver (green) to be completed by the other person involved in the
accident.
c. 3 Witness cards (yellow) to be filled out by any witness that saw the accident.
(Remember, this can be another person in your vehicle.)
d. Accident Report Summary (blue)- to be filled at the scene of an accident,
include information of the other vehicles involved
4. Do not give our any personal auto insurance information or accept blame.
5. Take pictures of any damages of all vehicles involved, if possible.
Within 72 hours of the incident:
1. Contact ASUO Programs Advisor within 24 hours of the accident at 541-346-0643.
2. Meet with the ASUO Programs Advisor and turn in all completed cards and pictures.
3. Complete the following forms with the ASUO Programs Advisor:
a. DMV Oregon Traffic Accident and Insurance Report to be filled out if damage is
over $1500, any type of injury was involved, or if vehicle was towed (copy goes to
UO Risk Management)
b. Supervisors Vehicle Incident Report to be completed by the UO student and
signed by ASUO Programs Advisor
The University has insurance that will cover all costs that exceed $5000. All damages up to that
amount must be covered by the responsible group. However, student organizations can
complete a Prudent Reserve Account application to cover damages to a state vehicle if the
proper procedures and UO polices were followed. This reserve account will cover damages that
exceed $500 up to $5000. Student organizations can get a Prudent Reserve Account
application in the ASUO Office. In the event that the student organization shows gross
negligence, the student organization might not qualify for the use of the Prudent Reserve
Account.
21
DRIVER CERTIFICATION CARD SUBJECT TO CHANGE 2014-15
The University Driver Certification Card is required for anyone driving a state vehicle and must be
acquired before a trip is taken. Through the process of obtaining this card, a background check
is done on your driving history. It takes two weeks to process the driver certification card. Plan
ahead!!! The card is valid for 12 months for students and volunteers, and 36 months for faculty
and staff. Note: The University does not offer Driver Certification cards to non US citizens.
TheFollowingstatesrequirethatthedriverprovidetheinformationneeded(driversDMVrecord)toDPS.DPS
willnotbeabletoobtainthem.
WisconsinConnecticutWashington
MississippiHawaiiWestVirginia
NewJerseyMarylandWyoming
VirginiaNewHampshireFlorida
WashingtonDCPennsylvaniaIllinois
Procedure:
1. To register for a drivers certification card, contact the ASUO Office Assistants in the ASUO
Executive office in Suite 4 of the EMU.
2. Provide your drivers information to the Office Assistants including name, drivers license
number, contact information, undergraduate/graduate status, and van training
completion date.
3. Once the drivers certification card arrives to the ASUO Executive office, the applicant
will be notified immediately via e-mail.
4. If you plan to drive a state-owned van, you will also need to take van training. Contact
the ASUO Office Assistants for information about dates/times and to sign-up for van
training. Note: Van training is only conducted a limited number of times per term, so plan
well ahead of your trip to make sure you have multiple people van trained and certified.
22
University Motor Pool Procedure.

Reservations can be completed online at http://motorpool.oregonstate.edu/. UO drivers are
encouraged to complete the online Driver Authorization form prior to submitting a reservation to
streamline data entry and communication between Motor Pool staff and customers. For
questions please call 541-346-2000 (6-2000 from a campus phone). University Motor Pool is open
Monday-Friday from 7am-5:30pm.
How to Use the Online System
Driver Authorization Form
In order to streamline the data entry process, please start your reservation process by filling out
the online Driver Authorization Form. It is important that you fill out this form for the person that will
be picking up the vehicle and for anyone that will be driving the vehicle. The person picking up
the vehicle will need to present their drivers license and drivers certification card. If you are
renting a 12 passenger van, you will need to present your drivers certification card with a van
sticker. Please Note: You can fill this form out at anytime for any certified drivers in your student
organization.
Step 1: Select College/Department
Select: University of Oregon
Step 2: Remaining Information

1. Enter the address of your student organization. If you dont have an office space use the
general ASUO address : 1228 University of Oregon EMU Suite 4, Eugene, OR 97403
2. UO ID number
3. Last Name
4. First Name
5. Work number or number you can be reached.
6. Email address
7. Job classification= Student
8. Date of birth
9. Drivers license number
10. Drivers license expiration date
11. State of issue
Be sure to print a copy of the Drivers Authorization Form and take it with you to University Motor
Pool. You will need this form AND your drivers certification card.
Reserving a vehicle
Fill out a PO at the controllers office and reserve your vehicle a minimum of 48 hours before your
trip to guarantee that a vehicle will be available. Vans need to be reserved a week in advance
due to high demand. The earlier you reserve your vehicle, the smoother the process. Please
note: if you wait until the day of your trip you will not likely get the vehicle of your choice or any
vehicle at all.
23
Driver Information
1.
2.
3.
4.
5.
6.
7.
After you fill in the information, the system

Drivers Name
will remember your information and
Email
preferences.
Drivers phone number
UO ID Number
ASUO- (Your Student organization Name)
The index code (this is the account that the funds will be coming from)
Additional Email: ALWAYS PUT THIS EMAIL ADDRESS HERE: asuocomp@uoregon.edu. This
will ensure that the controllers will get the final billing information.
ASUO (yourprogramname)
YourprogramOSnumber
Insertasuocomp@uoregon.edu here
Trip Information
1. Pick up location (always put Eugene unless you plan to drive to Corvallis to pick up your
vehicle!)
2. Departure Information and Return information
3. Destination
4. Number of passengers
5. Vehicle Preference: You
need to fill out a first and
second choice.
6. Additional Comments: Be
sure
to
include
any
information that might be
helpful to motor pool. ALSO
include in this area the PO
number (Be sure to ask the
controllers for help!)
Additional Comments that might

be helpful to motor pool AND
thePOnumber.
24
Purchase Order Procedures:

An email confirmation will be sent within 5 to 30 minutes. The confirmation email will include your
reservation number which the controllers will add to the PO. Take a copy of the confirmation to
the ASUO Controllers office and fill out your PO and passenger list. The passenger list will be
faxed to DPS to insure that the UO can contact others in case of an emergency. You will need to
take the white copy of the PO and your drivers certification card to motor pool to pick up the
vehicle.
Other Options for Rentals
State Motor Pool is still available in Salem. Previous Motor Pool procedures apply.
Other
options
for
rentals
can
be
found
http://baowww.uoregon.edu/travel/vehiclerental.htm
25
at
TRAVEL REIMBURSEMENTS
Travel reimbursements are requests for repayment of expenses incurred during the process of
traveling on ASUO business. Food and lodging can be included in travel reimbursements,
provided expenses are part of the travel required to attend a student organization event or
conference. Vehicle reimbursement can be made either for the cost of renting a car and cost
of filling the rental with gas; or by mileage on personal carsnot both. Student organizations
must retain all itemized receipts or invoices from the trip if they want to be reimbursed.
What you need to provide
List of all students that participated on the trip

Receipt for tickets
Itemized receipts
Conference brochure or agenda
Contact information for any questions that may arise
Procedure:
1. Fill out the request for reimbursement form, available at the Controllers Office or the
ASUO website.
2. Provide proof of expenses. It is important to list all students included in/ on the
expenses claimed (i.e. one person paid for multiple hotel rooms for multiple people.)
a. For reimbursement of airfare, attach the receipt from the purchase of the
tickets, a boarding pass, and proof that you paid for the tickets.
b. Itemized receipts or invoices for all expenses must accompany the
reimbursements. In addition, the total amount reimbursed cannot exceed
the
per
diem
allowable
amounts
(see
http://ba/Travel/travelreimbursement.htm for rates)
3. Provide proof of reason for the trip either in the form of a conference brochure, or
agenda, or letterhead materials. The more formal the paperwork is the better.
4. Fill out and sign an ASUO purchase order for the cost of the reimbursement. The
purchase order must be signed by another authorized signer you cannot sign your
own reimbursement.
5. Fill out all parts of the reimbursement form which are applicable. It is important that
should any questions arise, the ASUO office must be able to contact the payee.
6. Invoices and other documentation must accompany the reimbursement form and
purchase order.
7. The filled out purchase order form will be turned over to the ASUO Accountant, who
will create the university travel reimbursement form.
8. The account will contact the payee to sign the university travel documents which will
then be approved for payment.
9. Payment will be made by check or employee direct deposit generally within three
weeks.
26
MAKING TRAVEL ARRANGEMENTS
AIRFARE
Procedure for Student organization Travel:
1. Purchase airline tickets through a travel agency. The ASUO has contracts with four
agencies through either the University of Oregon or the State of Oregon: Ambassador
Travel, Azumano/Away Travel, River City Travel, and Premier Travel.
a. Contact the agency and get a price quote. When you find the tickets you want
to purchase make a reservation.
b. Immediately come to the Controllers Office to check out a P.O. Please note:
Travel agency reservation price quotes are only guaranteed for 24 hours. In order
to be processed the same day P.O.s must be completed by 3:00pm. Plan
accordingly!
c. The P.O. will be given to the ASUO Accounting Coordinator, who will obtain the
necessary travel authorization and fax the P.O. to the travel agency to finalize the
reservation.
2. Purchase tickets on your own and get travel reimbursements later. See the ASUO travel
reimbursement procedure for more details.
Procedure for student organization is Hosting a Guest:
1. Use one of the above options to purchase airline travel for your guest(s).
2. Include the cost of travel in your Personal Service Contract (Recommended Method).
This is generally the simplest, least stressful means of providing travel because it allows
your guests to have control over their travel plans.
a. Prearrange with your guest(s) when they will arrive and depart.
b. Negotiate the amount they will be paid in order to cover their travel. Add that to
the amount of the honorarium and complete one personal service contract for
the total amount.
3. The cost of all travel expenses MUST be included in the contract. If you are unsure of the
actual cost is ok to estimate the costs but make sure you estimate higher rather than
lower. It will be written into the contract as up to a dollar amount. It is better to
estimate higher than to not be able to pay the full cost of the contractors travel.
HOTEL ACCOMODATIONS
Procedure for student organizations:
When traveling somewhere that requires you to stay overnight be sure to arrange your
accommodations as far in advance as possible.
1. Find accommodations that fit your needs and price range
2. Find out if they will accept P.O.s:
a. If yes: Come to the Controllers Office and fill out a P.O. with the name, address,
and phone number of where you are staying/renting as well as the names of
people going.
b. If no: It is possible to get a check cut before you go to take with you. You will not
be able to send the check ahead of time, so make sure the hotel will hold your
27
reservation and accept a check from the University of Oregon. You will need to
plan well in advance for this option.
Procedure if student organization is Hosting a Guest:
1. Have your guest pay for his or her own lodging and include the cost in the amount of
the Personal Service Contract. This is the easiest way to accommodate your guests as
it allows them to make their own choices in lodging.
2. Make a reservation; make sure they accept purchase orders. If this option is used, the
cost of the hotel needs to be included as part of the contract. After the event, bring
the itemized invoice to the Controllers Office to be matched with the Controllers
copy of the Purchase Order, and send to EMU Accounts Payable for payment.
28
VAN USAGE OF ASUO OWNED VANS

Student organizations who wish to use a state-owned van for Student organization-related
business can rent a van from Motor Pool (see Motor Pool). There are occasions when ASUO
Student organizations or EMU Departments may wish to borrow SafeRide or DDS vans for day
trips or van training. This use is permissible as long as it does not interfere with the original Student
organizations use of the vehicles during their working hours. Only ASUO and EMU programs may
use ASUO vans. Exceptions may be granted at the discretion of the ASUO Program Advisor.
Procedure for ASUO Student organizations:
1. An ASUO student organization wishing to use an ASUO vehicle needs to gain permission
of the director of the ASUO student organization lending the vehicle (SafeRide & DDS).
2. The director of DDS or SafeRide will contact the ASUO Program Advisor with this approval.
3. The student organization borrowing the vehicle will write a purchase order through the
Controllers Office for an estimate of the mileage. ASUO student organizations borrowing
the ASUO owned vans shall pay the OUS Mileage Reimbursement rate per mile driven.
4. The student organization shall pick-up the keys from the ASUO the morning that the
vehicle will be used.
5. It is the responsibility of the student organization borrowing the vehicle to record the
mileage. Mileage forms are available in the ASUO.
6. Upon completion of use of the van, the student organization borrowing the ASUO van is
to return keys to the ASUO.
7. Student organization shall visit the Controllers Office with the mileage to complete the
purchase order.
Procedure for EMU Programs/Departments:
1. If an EMU Program wishes to borrow an ASUO van, the EMU Program Director needs to
gain permission of the Programs Advisor for use of the van.
2. The Program borrowing the vehicle will submit blank purchase order to the Controllers
Office. The Controllers will begin the van log. EMU Programs borrowing ASUO owned
vans shall pay 10 cents above one-half of the OUS Mileage Reimbursement rate per mile
driven.
3. The Program shall pick-up the keys from the ASUO the morning that the vehicle will be
used.
4. It is the responsibility of the Program borrowing the vehicle to record the mileage.
Mileage forms are available in the ASUO.
5. Upon completion of use of the van, the Program borrowing the ASUO van is to return
keys to the ASUO.
6. Program shall visit the Controllers Office with the mileage to complete the van log.
7. The EMU Program will be charged for the use of the van each term (a new purchase
order will be required each term).
29
ACTIVITY WAIVERS
What is a waiver?
A waiver is a legal document releasing or relinquishing a known right, claim or privilege.
Why are waivers important and why do I need one?
The University of Oregon sponsors many travel, recreational, cultural, educational, and physical
activities for members of the university community and the public. Some of these activities may
subject the university and its employees to increased legal liability. In order to ensure that
participants fully understand and appreciate the risks associated with these activities, as well as
to mitigate the potential liability risk to the university, participants need to sign waivers.
When do I need an activity waiver?
Waivers are not required for routine educational activities for adults. However, if activities
include overnight travel, out-of-town trips, or participating in activities with increased risk, the
Office of Risk Management strongly recommends departments require waivers for participants.
A waiver is required if the activity will be open to minors, under the age of 18. Faculty and staff
participating in the same activities are not required to sign waivers if they are acting in the
course and scope of their employment.
Waivers may be necessary for elective or voluntary activities (i.e., activities not required for a
degree or academic program). Participants might include students, faculty, or staff on personal
time outside of work, community members, children, or others who are partaking in elective field
trips, recreational activities, programs for children, or any activity with increased risk.
Steps for getting a waiver:
Step 1: contact the Office of Risk Management at riskmanagement@uoregon.edu and provide
the following information:
Essential Event Information
Date(s):
Event name:
Event description (location(s), activities, etc):
Does any part of the activity occur after 6pm:
Will participants ever be transported by UO drivers (and how):
Will minors be present (Y/N):
Will alcohol be served (Y/N):
Will a UO staff member be present at the event/activity (Y/N):
Are university funds contributing to this event (Y/N):
Other specific risks that participants should be aware of:
Do you need the waiver by a specific date (if no date is specified, you can expect a waiver at
least 1 week prior to the event):
Step 2: Risk Management will review your request, draft a waiver, and return it to you before your
event.
Step 3: You will need to give your signed waiver forms to the ASUO Programs Advisor for record
keeping. Waiver forms must be kept on file for six years.
30
HELP
AROUND
THE
OFFICE
31
PROGRAM COUNCIL MEETINGS

Program Council Meetings (PCMs) are held two to three times per term for the purpose of
providing support and training to student organizations. All meetings are mandatory and will be
announced at the beginning of the academic year and prior to each meeting to ensure
attendance. A calendar of PCM dates and times is also available at the ASUO office and the
ASUO website.
The following are some of the topics generally discussed and explained at these meetings:
1. On-going training
2. Budget packets
3. Programs Finance Committee (PFC) process
4. Account updates and outstanding issues
5. ASUO and other policy and procedural changes
6. Incidental fee updates
7. Important dates and deadlines
8. Event planning support
9. Transition support
It is mandatory that a representative from each ASUO fee-funded student organization attend
these meetings. There will be a sign-in at every meeting, so student organizations must be on
time and stay until the end. Due to such an advance notice of the schedule of these meetings,
there will be automatic penalties enforced for the cumulative absences. After each missed
meeting, the student organization director needs to contact the ASUO Programs Administrator
right away and will be updated on missed information. The penalties are as follows:
1. 1st missed meeting: Accounts are frozen until you talk to a Controller or Programs
Administrator.
2. 2nd missed meeting: Accounts are frozen for one week from the time student
organization talked to Controller or Programs Administrator.
3. 3rd missed meeting: Accounts are frozen two weeks from the time student organization
talked to Controller or Programs Administrator.
4. 4th missed meeting: Accounts are frozen for four weeks from the time student
organization talked to Controller or Program Administrator.
5. 5th missed meeting: student organization budget is de-funded immediately after the
Programs Council Meeting for the remainder of the current fiscal year (through June
30th).
32
BULK MAILING
Sending mail amounting to 250 pieces or more at one time is considered bulk mailing and must
be sent through UO Printing and Mailing Services. Mail send in smaller amounts goes through
mail bin in the ASUO office. This may take two or more weeks but it will save your student
organization money.
Where is UO Printing and Mailing?
What Youll Need:
Baker Downtown Center

On the Corner of High and E 10th
Procedure:
1.
2.
3.
4.
5.
6.
Estimate for copy order/mail

order
Campus Copy PO
Weight estimate from Post Office
Bulk mailing estimate from UO
Printing and Mailing
PO for mailing and UO Printing
and Supply Order Data Sheet
Your programs green mailing
card and white mail sheet.
Go to Campus Copy and get an estimate on your copy order (blue piece of paper).
Take the estimate to the ASUO Controllers Office and fill out a Campus Copy PO.
Take signed and sealed PO to Campus Copy and place your order.
Campus copy will notify you once the order is ready.
Fold, stuff, and address envelopes and organize by zip code.
Obtain a weight estimate (ounces per piece) for your bulk mailing from the UO Post
Office located in the EMU
7. Call the UO Printing and Mailing Services (541-346-1689) to request a bulk mailing
estimate. Before you call you will need to know the size, weight, number of pieces, and
how its being sent (first class, etc). Make sure to arrange for a bulk mail pick up or drop
off so you can ensure that your mailing will go out in a timely manner.
8. Take the bulk mailing estimate to the ASUO Controllers office and fill out an ASUO
General PO and a "UO Printing and Supply Order Data Sheet."
9. Place bulk mailing in the off campus mail tray located above the mailboxes in the ASUO.
Make sure to include the ASUO General PO, UO Printing and Supply Order Data
Sheet" paperwork and your Student organizations green mail card.
33
ADVERTISING YOUR EVENTS AND MEETINGS:

USING ORGSYNC TO GET THE WORD OUT
If you are hosting an event and using non-trust money to provide food, your event must be open
to all students. You will need to send an email over the ASUO Events listserv and advertise your
event using OrgSync a week BEFORE your event. Using OrgSync makes your life and event
planning easier for a number of reasons:
1. You can create your event on your organizations page and share the event to
Facebook and Twitter-no need to log in to multiple sites.
2. Once you create your event you can embed the link to your event in the email you send
out over the Events Listserv.
3. You can manage attendance for your event. Say you will only have enough food for 25
people and would quickly run out if all 24k students showed up. When setting up your
event you can limit the number of RSVPs for the event to 25 people or as many as you
can reasonably accommodate.
4. Using OrgSync event management, you can send out messaging and reminders to the
people who RSVPd for the event.
5. You can export the RSVP list to excel-this is great when you have to provide a list of
people that attended your event to the Controllers and save paper!
Getting Started
On your organizations OrgSync page go to the column on the left hand side and go to events.
From here click on the green button in the upper right hand corner create an Event.
Step 1: Edit Event

Details
Fillinallthedetails
about the event:
Name, date, time,
etc. and describe
what the event is
about. If you are
having food at
youreventpaidfor
with Ifee money,
your event must
be open to all
students.
34
Step3:Visibility
YouneedtoclickonOregonorifyouhaveawebsitehostedbyOrgSyncclickPublictohave
thiseventappearonyourwebsiteeventcalendar.FromhereyoucanalsorequesttoShare
on Community Calendar and it will appear on the front page of the OrgSync home page.
(Pleasenote:Iwillonlyapprovecalendarrequestsforeventsnoregularmeetings)
Tip: Get Fancy Upload a

picture!
FinishingUptheProcess:Sharingyourevent
Onceyoureventhasbeencompletedyoucanshareyoureventinacoupleofways.
PromoteyoureventthisendsupontheOrgSyncHomepage
GenerateaQRcode
Tip: If you
input an actual
ShareonFacebook
address,forexample,1234Main
PosttoTwitter
St Eugene, OR 97403 in the
location/address box it will give

the user exact directions from
theuserscurrentlocation!
Step2:Shareyourevent
Onceyouhavecreatedyourevent,youcanthenmanageyoureventbysendingouteventreminderstopeople
whosignedup,invitepeopletoattendbyemailingthem,seewhoisplanningonattendinganddownloadingevent
rosters.Youcanevenaddtoyourcalendar!
35
Share
your
event
with
everyone you
know.
PutontheMainPage
Share it on Facebook
andTwittler
Use this link to put
inemailforListserv
Export
your
attendee list
and email it to
theControllers
Step3:NotifytheControllers
IfyouarehavingfoodatyoureventandusingaPurchaseOrderforthefood,youwillneedtogotoyourevents
tabandundereventliststodownloadarosterfortheControllers.Youcandothisoneoftwoways:
1) UndertheeventdetailsclickonExportRSVPs
2) Undertheparticipationtab,clickontheExportParticipationbutton.
36
GOT A LOT OF COPIES TO MAKE?

CAMPUS COPY PROCESS
Campus Copy Center (also referred to as Quick Copy) is typically used for simple orders and
when more than 200 copies are needed. Campus Copy also does specialty orders like
newsletters, color copies, bound items, card stock, etc. Outside printing may be available but
requires permission from UO Printing first.
Procedure:
1.
2.
3.
4.
5.
6.
7.
Go to Campus Copy and get an estimate (blue piece of paper).

Go to the Controllers Office and get a Campus Copy PO.
Sign out the PO on the Campus Copy clipboard.
Fill out PO and have an authorized signer from the group sign the PO.
Have the Controller enter PO into ledger and sign and seal the PO.
Take the estimate, the PO, and the items to be copied to Campus Copy.
Campus Copy will notify you when your order is ready.
37
MY COMPUTER WONT WORK, NOW WHAT?

COMPUTER SUPPORT
All requests for computer or technology support should go through the ASUO Office Assistants.
Email them at asuo@uoregon.edu or stop by their desk to explain what problems you are having
and they will contact the IT department on your behalf. This will help the IT Department
determine who the request is coming from and prioritize the request; in addition, it helps the IT
department track requests for service
The EMU Network Support Team will still accept direct calls for assistance in emergency situations
but do prefer the use of the new email tracking system whenever possible.
Top
Ten
Reasons
for
contacting
the
it
department:
1. Interested in purchasing a new computer or computer part ( see major/minor equipment
procedure)
2. Need additional software
3. Your computer will not turn on
4. Do not know the log in user name and/or password
5. Cannot connect to the Internet
6. Your computer has a virus or is not functioning correctly
7. Part of the computer is missing or needs to be replaced (like the keyboard or the mouse)
8. You have a new computer
9. Your telephone isnt working
10. To say hello and tell them thank you for all their hard work!
38
COPIER
The ASUO has a copier that is available to all fee-funded student organizations. The machine is
located in the ASUO office near the main entrance double doors. The cost of copies is set
annually (about $.05 each). The copier can be used for 200 copies or less. All orders over 200
copies or specialty orders must be placed through Campus Copy or UO Printing. Personal
copies are $.05 each.
Do I really need to budget for copies?
Yes, it is probably a good idea that when you are preparing your budget that you include
some money for copies. At the very least, youll need to make copies of your budget!
Procedure:
1. Each student organization will be notified of their copy account number at the
beginning of each academic year. If you forget your code you may ask the ASUO Office
Assistant or the ASUO Office Coordinator for assistance.
2. To make copies, press the COPY button if the button is not lit/green
3. Enter your account number (aka Copy Code) using the copier key pad.
4. Press Login on the copier screen
5. You may now select how many copies you want to make or the default will create one
copy.
6. There are special features for the copy machine like double sided copy, staple, collating
and much more. Use the touch screen or ask the Student Office Assistant for assistance.
7. When you are finished making copies, press the Access key button then chose Log
off on touch screen in order to clear out the copy account number.
8. ASUO student organizations can check their copy use at any time with the Controllers
Office but their ledger will only reflect charges from the prior month.
The ASUO Copier also has color capabilities. To utilize this option, you must contact the ASUO
Student Office Assistants. Student organizations typically have a 5-copy limit per month to
ensure student organizations are not using the copier as their primary color printing. Ideally,
student organizations will use the color feature only to obtain proofs to give to the Campus
Copy center or for jobs that require very few copies.
39
FAX MACHINE
Incoming Fax Number:
541-346-0620
Outgoing local faxes are free for business

purposes!
The ASUO office offers fax services to all ASUO student organizations. The ASUO fax number is
541-346-0620. Local outgoing faxes are free of charge for business use of student organizations.
Long distance outgoing faxes require a long distance authorization code. Please check with
the front desk or Office Coordinator if you are not sure whether your student organization has
one.
Personal Faxes:
Personal outgoing faxes can be made at the UO Ticket Office and the UO Book Store. Personal
incoming faxes local and/or incoming long distance faxes will cost $1.00. Each additional sheet
will cost $0.50 per page. (Funds are deposited in the copy box upon fax pick-up)
40
NEED TO SEND SOMETHING FAST?:

FEDERAL EXPRESS
Federal Express envelopes and shipping request stickers are available to all ASUO Student
organizations. The most commonly used FedEx Express Envelopes are available in the ASUO
Executive Office. All Fed Ex supplies can be obtained by asking the ASUO Office Assistants or
ASUO Office Coordinator.
All Federal Express envelopes and packages must have a white printed mail form attached to
ensure delivery and that the student organization is charged properly. UO Policy requires that all
Federal Express envelopes and packages go through UO Mailing Services.
Procedure:
1. Adhere Express Shipping Request sticker to the front of the envelope or package.
2. Fill out Express Shipping Request ticket with the following information:
a. Address of recipient
b. Telephone number of recipient
c. Mark the appropriate boxes on the bottom of shipping ticket
3. Call Mail Services for a price estimate (541-346-3130).
4. Pull off the tracking number sticker and keep for future reference.
5. Attach a white printed mail form.
6. Put envelope or package in the off-campus mail tray located near the front desk/Office
Assistant cubicle.
These forms can be obtained by asking the ASUO Office Assistant or ASUO Office Coordinator.
Please make sure to include your Student organization index number on the reference
information line.
41
LOCKS AND KEYS

OBTAINING & RETURNING KEYS
Keys for student offices are available for checkout to authorized individuals. Keys can either be
assigned to a specific person for an academic year or checked out on an as-needed basis if an
organization has set up a shared checkout key ring with the UO/EMU Ticket Office.
Personal Office Key Checkout for Academic Year
Obtain a current-year Student Key Checkout Authorization UO/EMU Ticket Office

Only the four authorized signers may have a personal key.
EMU room numbers for the keys need to be entered on the form.
Carefully read all information on the form, sign as 'Keyholder' and take it with a
$20.00-per-key ($5.00 processing fee and $15.00 refundable deposit) and current UO
ID Card to the UO/EMU Ticket Office where key(s) will be issued. The Ticket Office will
complete the form and retain the bottom copy; you should keep the top copy for
your records.
Loaning or giving University keys to others, abuse and/or neglect of University keys
and/or the spaces they access will result in the immediate forfeiture of the key(s) and
any associated refund, and may also result in other sanctions including loss of
EMU/University key privileges.
PERSONAL OFFICE KEY RETURN/RENEWAL
Keys held through membership/employment in a specific organization or student

organization
must
be
returned
immediately
upon
termination
of
membership/employment, even if termination occurs before the close of the
academic year. Otherwise, keys must be returned or renewed for the next
academic year by the date determined by the EMU.
University keys not returned according to stated procedure and deadlines will be
considered 'lost' and may necessitate lock changes and charges assessed to the
responsible student organization/department.
To Return Key(s): Bring key(s) and current UO ID Card to the UO/EMU Ticket Office.
You will receive a $15.00-per-key refund as long as you comply with the appropriate
deadline.
To Renew Key(s): Present key(s) being renewed and current UO ID Card at the Ticket
Office and follow all steps for checking out an office key outlined above (article 1).
No additional fees/deposits are required when key renewals comply with the
appropriate deadline. Keys renewed after the posted deadline will be re-charge the
original $10.00 as if be issued for the first time.
42
Shared Key Rings (for single-use checkout)
Go to the UO/EMU Information Desk; verify that a shared key ring exists for the office
you wish to access and that your name is on the authorization list submitted by the
organization director(s).
Obtain the necessary key. You will be required to leave your current UO ID Card at
the Ticket Office until you return the key. These keys must be returned within 24 hours
of checkout.
Keys are assigned to the shared rings using the 'EMU Staff / Faculty / Vendor /
Contractor Key Checkout Authorization' form.
Shared key rings kept in the Information Desk remain active unless lost or ordered
removed by the organization director or other EMU/ASUO authority.
University keys not returned according to stated procedure and deadlines will be
considered 'lost' and may necessitate lock changes and charges assessed to the
responsible student organization.
Loaning or giving University keys to others, abuse and/or neglect of University keys
and/or the spaces they access will result in the immediate forfeiture of the key(s) and
any associated refund, and may also result in other sanctions including loss of
EMU/University key privileges.
LOST KEYS
1. Lost or stolen keys must be reported to the UO/EMU Ticket Office (541-346-4363) within 48
hours of loss or theft. As a backup, also report the loss to the EMU Assistant Facilities
Director (541-346-3087). Please provide as much identifying information about the
lost/stolen keys as possible.
2. To obtain replacement personal keys, the student must follow the Personal Office Key
Checkout procedure pay a new fee/deposit.
3. Loss of keys will result in lock changes under the following circumstances:
a. Loss of any key that operates an exterior building door.
b. Loss of the third key for a specific office door lock.
c. And may be requested at the expense of the responsible student
organization/department.
4. The ASUO Executive and/or EMU Administration have the discretion to order a lock
change if there are overriding safety or security issues resulting from any key loss or
unauthorized key possession.
OTHER INFORMATION
If you experience any other key- or lock-related problems in the EMU (key doesn't work, gets
stuck or breaks off in lock, door doesn't secure properly, etc.) please contact EMU Facilities at
541-346-3087 or 541-346-6070. Reporting troublesome locks or hardware items before they fail
completely often reduces repair costs and minimizes user inconvenience.
IF YOU DO NOT RETURN YOUR PERSONAL KEY, YOU MAY BE

CHARGEDA$75FEETHATWILLBEADDEDTOYOURSTUDENT
ACCOUNT!
43
MINOR & MAJOR EQUIPMENT PURCHASES

ASUO student organizations may request funding for minor or major equipment. Such equipment
is usually considered a one time cost and is above the average student organizations
operating budget. In any procurement process, the method that brings the best value while
providing open, fair competition is to be sought. Requests will be approved on a first-come, firstserved.
Minor Equipment
Equipment purchases that are less than $5000 may be made by using the ASUO Minor
Equipment Reserve account. This account is available to all ASUO Programs. All equipment
purchased through this account must be properly inventoried through the ASUO controllers and
remain the property of the ASUO and the University.
Procedure:
1. All ASUO student organizations wishing to use this account must complete the Minor
Equipment form, which includes getting 3 different price quotes.
2. The application must be submitted to the ASUO Executive or Executive appointee who
will forward it to the ASUO President for a decision on the request.
3. The ASUO Executive will contact the student organization within two weeks from the date
of application regarding the decision.
4. Once the purchase request is approved, a signed and sealed purchase order covering
the balance of the purchase price will be provided to the Student organization.
5. The student organization will then take the purchase order and deal directly with the
vendor; or work through the procurement card process to acquire minor equipment. This
process is sometimes done through the procurement card process using the Web.
Major Equipment
If the desired purchase is over $5000, funding must come from the ASUO Equipment
Replacement and Reserve account.
This account is available to all ASUO student
organizations. All equipment purchased through this account must be properly inventoried and
insured by the ASUO Professional Staff.
Procedure:
1. All ASUO student organizations wishing to use this account must complete the Major
Equipment form. To determine the best value, student organizations will need to receive
a minimum of three written price quotes. The three price quotes MUST be obtained
before purchasing and approval will need to be secured from the UO Purchasing
Support Services.
2. The vendor with the lowest quote should be selected if it represents the best value. These
quotes should include the following information:
Item to be purchased
Vendor name
Vendor address
Vendor phone
Price quote
3. If the lowest quote is not selected, a solid rationale of why they were not must be
provided. The formal process of requesting bids may also be used for contract values
within this range.
4. The application must be submitted to the ASUO Finance Coordinator who will forward it
to the ASUO President for a decision on the request.
5. The ASUO Executive will contact the student organization within 2 (work) weeks from the
date of application regarding the decision. No ASUO Purchase Order accompanies any
major equipment purchase. Instead, the approved application form is routed to EMU
Accounting to complete the purchase by issuing a UO purchase order.
44
6. Any computer equipment purchases require that you contact SAIT, for software
installation and set up. Any portable computer equipment, i.e. laptops requires that you
fill out the laptop equipment check out form once a term. Laptops will be turned in at
the end of Spring Term for annual maintenance.
AllEquipmentorofficesuppliesorderedmustbeshippedtotheASUOoffice.Theaddressis:
1228UniversityofOregon
ExecutiveOfficeEMUSuite4
Eugene,OR97403
45
OFFICE SUPPLIES & SURPLUS

All Office supplies can be ordered through Boise Cascade/Office Max. All ASUO student
organizations receive a discount on any item listed in the Boise Cascade/Office Max catalog.
NOTE: For purchasing office supplies somewhere else, see general purchase order instructions.
Procedure:
1. Obtain a Boise Cascade PO from the Controllers Office.
2. Select office items by looking through the Boise Cascade catalog (ask Controllers or the
front desk for a catalog) and/or going online to the Office Max Web-Site.
http://www.officemaxsolutions.com/html/index.shtml
3. Call Boise Cascade (the number is located on the bottom of the PO): 1-800-472-6473
4. Enter 10 digit PIN (ask your Student organization Director or contact the ASUO for this
number). When ordering via telephone an Office Max Representative will ask for the
Consignee number (033044) and Purchase Order number (top right corner)
5. Tell Representative quantity of item, Product Number/Order number and type of product
6. Ask for exact price per item and fill in under the price column (we receive a discount
so be sure to ask for the price when filling in this section).
7. Write Total Amount and Invoice Number (the Representative will give you this number)
8. Write Representative name (you will need to ask for it)
9. Get Authorized Program Signers signature
10. Take to Controllers to sign, seal and enter into ledgers
11. Orders usually arrive the next day. Please note that Office Max only delivers Tues-Fri. And
some items may take up to seven days to be delivered, so order as early as possible.
The entire procedure can be done online if so desired. (If you wish to order supplies online you
will need to request a user name and PIN, before placing an order. You will also need to have
your order saved and NOT completed until you have had the ASUO Controllers approve your
order by authorizing a purchase order).
Directors should let Boise/Office Max know when they leave their position because Office Max
requires accounts to be under personal names not Student organization names.
Additional Options
ROSE (Reusable Office Supply Exchange): Offers free office supplies (file folders, tape
dispensers, etc). They are located in the English Department, PLC 180 and can be
reached at 346-3911. ROSE is open during the English Departments normal business
hours. They are closed from 12:00 Noon to 1:00PM daily. You may also dispose of
unwanted non-electronic office items here.
Student organizations can use the Department Surplus Listings website to post or shop for
UO surplus property that is in working condition. The website link is:
http://surplus.uoregon.edu/
There is a lot off Franklin, next to Market of Choice that has a warehouse where you can
find chairs, cabinets, etc. The items are free, but you are responsible for delivery. They
are open M-F 12:30-1pm.
Other Things to Remember
Use your paper wisely: Paper is an expensive resource that can save
departments money from reduced use. When you are making copies or
preparing handouts for a meeting, please make double sided copies. This
saves space, $$$ and reduces the amount of paper used on campus.
46
Other ideas include making draft copies and using scratch paper, print
only what you have to. These small steps can reduce waste, reduce
global warming and save your department money. Every scrap counts!
Remember the campus recycled paper policy by purchasing recycled
content paper in all your office paper needs. To review, here's the
link
for
the
Campus
Recycled
Paper
Policy:
http://www.uoregon.edu/~recycle/UOPolicies.htm
Purchasing recycled content paper greatly reduces greenhouse gasses and
saves trees.
Use
online
ordering
for
campus
printing
and
for
other
purchasing
needs.
47
STUDENT ORGANIZATION EMAIL

All recognized ASUO Student organizations (both fee-funded and non fee-funded) are eligible
for an email account. ASUO student organizations are encouraged to use a University of
Oregon email account.
Procedure:
1. Request an ASUO student organization Email Request form from the ASUO office.
2. Fill out and return to the ASUO office.
3. The form has to be signed and requested by an authorized program signer.
4. ASUO Professional staff must approve the request before submitting it to EMU computer
support.
5. The EMU computer support person will email the person requesting the account and
site/email address information once they are established.
Websites:
OrgSync hosts all ASUO websites starting in 2014-15. To access the website function you will need
to be an administrator of your OrgSync page. The website builder tool is located under the
More drop down menu. OrgSync offers weekly webinar trainings on how to set up your website
at www.orgsync.com.
48
COMMUNICATING INFORMATION:
LIST SERVES
The Programs list serve is a closed email account that allows student organizations to
communicate mandatory information (i.e. required public meeting agendas, meeting minutes,
budget deadlines, Information, PCMs, etc.) Anything sent over the Programs list serve deemed
non-mandatory will result in consequences set by the Programs Administrator. All ASUO student
organizations are required to join for continuity from year to year. Each student organization
needs to have at least one email/subscriber on the list serve (The ASUO prefers a student
organization email rather than a personal email).
The address for this list serve is
programsasuo@lists.uoregon.edu
NEW! Starting July 1, 2014 we will be discontinuing the use of the ASUO Events Listserv. All events
will be advertised on each student organizations OrgSync page, as well as, on the events
calendar located on the front page of OrgSync.
What goes on the Programs Listserv?
Mandatory hiring information

Notice of PCM Meetings
Deadlines for budgets
Agendas
Meeting Minutes
The list serves are maintained by the ASUO Office Coordinator and the Student Office Assistants.
Please be sure to update contact information during a transition or at the beginning of every
school year to ensure proper email distribution.
49
WHAT TO KEEP?
STORAGE AND ARCHIVES
Storage Room:
The ASUO has limited storage space, with some shelf space available to student organizations
by request. Student organizations must check in with the Office Assistants at the ASUO office for
access. Student organizations must be accompanied by an ASUO staff member.
What can be placed in storage?
STORAGE IS LIMITED TO PAPERWORK, STUDENT ORGANIZATION DECORATIONS, AND OTHER NONPERISHABLE ITEMS; AND SHOULD ONLY INCLUDE THOSE ITEMS THE STUDENT ORGANIZATION EXPECTS TO USE
WITHIN THE YEAR.
OBSOLETE BUT USEABLE ITEMS SUCH AS EQUIPMENT CAN BE RECYCLED THROUGH THE VARIOUS
APPROPRIATE AGENCIES ON CAMPUS.
WELL-WORN ITEMS WHICH ARE NOT EXPECTED TO BE USED AGAIN SHOULD BE DONATED OR THROWN
AWAY, AS THERE IS NO EXCESS SPACE FOR ANYTHING WHICH WILL PROBABLY NOT BE USED AGAIN.
ALL BOXES PLACED IN STORAGE SHOULD BE CLEARLY MARKED BY STUDENT ORGANIZATION, YEAR, AND
CONTENTS . I N ADDITION, IT IS RECOMMENDED THAT A BOX LIST BE ENCLOSED OF ALL FOLDERS WITHIN THE
BOX.
PAPERWORK OF SIGNIFICANT VALUE TO THE STUDENT ORGANIZATION MAY BE ARCHIVED THROUGH THE
UNIVERSITY LIBRARY ARCHIVE SYSTEM AS DESCRIBED BELOW.
UNIVERSITY ARCHIVES:
University Archives consists of two units. The Electronic Records Archivist, Kira Homo, assists
campus departments in administering the records that document the University's activities and
complying with associated legal requirements. The Historian and Archivist, Heather Briston,
administers the historical collections which include permanent records, University publications,
papers of noted faculty, and documents of student life. Selected information is listed below.
More
information
is
available
at
the
Library
Archive
website
at
http://libweb.uoregon.edu/speccoll/records/. However, it is useful to know that Archives will
not accept papers that have a scheduled destruction date. These are now handled by Records
Management.
Legal required retention examples:
Accounts payable records must be retained for 6 years
Contract agreements must be retained for 6 years
Insurance information must be retained for 2 years.
Employee records must be retained for 3 years
Budget planning and preparation records 4 years, original budgets 10 years.
Financial statements and closing of the books 6 years
Permanent historical record retention examples:
Senate and Financial Committee minutes (written or recorded tapes)
Student organization memos, bylaws, policies, and internal documents
Legislative proposals for University and Student Senate
Case files, memos, reports and other documents
Procedure for getting paperwork over to the Library Archives:
1. Make a list of all boxes and their contents that you expect to send to archives and submit
via e-mail to the Library Archivists. They review intended storage and replying back as to
50
whether the material is appropriate for either legal retention storage or historical
permanent records, or if they should be held on site or destroyed.
2. Once the archivists agree on your box lists, they will send a confirmation letter and some
partially completed box tags to be filled out.
3. All boxes to be archived must be clearly marked on the outside of the box, tagged with
the box numbers provided, and contain a complete listing of all files or books contained
within.
4. A completed University Archives Records Transmittal Form (available on their website)
must be sent to the Library archives after boxes are officially tagged it can either be
sent directly to the Archive Department in the Library, or can accompany the boxes to
the Baker Street Storage facility.
5. The Archive records are stored at the Knight Library, but generally most of the stored
papers are located at the Baker Street building (Archives and Printing and Campus Mail
share the building).
6. If the student organization chooses to have Facilities pick up the boxes and deliver them
to the Baker Street address, they should generate an ASUO purchase order for the
expected costs approximately $30 per 10 boxes, based on hourly charge.
Procedure for destroying paperwork:
1. Discussions with the Archivist may result in the recommendation that the papers have
aged out of their retention time period and should be destroyed.
2. The University Archives would still like a box and contents list of the destroyed items and it
is recommended that they review the paperwork before the files are actually tossed.
3. Any financial records or personnel records should be shredded or disposed of through a
locked Docu-Shred container, located in the lobby in front of the ASUO office.
4. Papers that are duplicated elsewhere, including copies of local or student newspapers
or governmental elections materials or other reprinted materials, do NOT need to be
archived nor included on the destroy list. Unless they happen to be confidential
information, they do not need to be shredded, and should instead be put into recycle
bins.
51
UO PRINTING
UO Printing is located downtown at the Baker Center. UO Printing is for more specialized print
processing and oversized duplicating that Campus Copy cant fulfill. Outside printing may be
available but only with permission from UO printing.
Where is UO Printing and Mailing?
Baker Downtown Center
On the Corner of High and E 10th
Procedure:
1. Get an estimate from UO Printing and take that to the Controllers Office
2. Fill out pink UO Printing long form
3. Sign out a General Purchase Order on the clipboard
4. Fill out the PO to UO Printing and have an authorized signer sign PO
5. Controller will enter PO into ledger and sign it
6. Take the white copy of the General PO and the pink, white, and yellow copies of the
pink long form to UO Printing
7. UO Printing will call you when your order is ready
Note: Business card printing estimates are obtained on an annual basis and documented by the
ASUO Office Coordinator. For copies of the annual quote contact the ASUO Office Coordinator
at 541-346-0618 or nnelson@uoregon.edu.
52
VOICEMAIL
ASUO student organizations who have an office phone will have access to the Universitys
voicemail system called CallXpress. Student organizations that do not wish to have a telephone
but would like to have access to voicemail can request a voicemail box from the ASUO Office
Coordinator. There is a minimal monthly charge for a voicemail box. Below are instructions to
record greetings and check messages.
General Log-In
Dial your voice mail access number on campus 6-1111 or off campus 346-1111
Once prompted, enter your five-digit extension number
Enter your password (If you do not know your password, contact ASUO Office
Coordinator.)
You are now ready to choose an option below
Press 1 to Record/Send Outgoing Messages
Dial # to approve the recorded message
Dial 1 to edit the recorded message
2 to rewind
3 to play/pause
4 to make louder
7 to make softer
5 to play last 5 seconds
*3 to delete the message
*4 provides help
Press 2 to Get and Respond to Your Messages
After dialing 2 the automated voice will give you two options:
Dial 1 to get your new messages
0 to listen to new messages
*3 to delete message
# to save & skip message
Dial 9 to access all messages (saved and others)
0 to listen to all messages
*3 to delete message
# to save & skip message
Press 513 to Change Greeting(s)
After dialing 513 from the main menu, the automated voice will provide you with two options:
Dial 2 to record your normal greeting
4 to discard current recording
2 to make a new recording
5 to save your recording
6 to hear your recording
4 to delete and re-record
* to quit
Dial 3 to record your out of office greeting
4 to discard current recording
2 to make a new recording
5 to turn on out of office greeting
* to quit
53
Note: It is suggested that using a personalized greeting encourages the caller to leave a
message. Be sure to update your greeting when you will be away for more than a day.
Press 514 to Change Your Password
Change Password
After dialing 514 you will be asked to enter your new password followed by #. After
entering your new password, you will be prompted to enter it again followed by #.
As of September 2008, CallXpress allows you to access and manage settings and preferences
for your voicemail account online. (The web pages are only accessible from UO IP addresses.
There is a charge of $1.00 per month for this service.)
Log in to Your Account
To access your online voicemail, go to the UO Voicemail homepage at:
http://voicemail.uoregon.edu
Enter your mailbox number (your 5 digit UO phone extension) and your voicemail
password
Then click the Login button
Change your password
To change your voicemail password, click the Personal Settings option on the left hand
side menu of your screen. Next, click the Security Code tab in the upper right hand
corner of your screen.
You will next see a menu titled, Change Security Code. Enter your current and new
voicemail passwords indicated. Note passwords must be no shorter than 6 numeric
characters and not be simple.
Click the OK button to finish changing your password. Note: this changes your voicemail
password from your phone as well.
Accessing Messages using the Web
After successfully logging into your voicemail account, you may see a voicemail
message inbox tab at the top of screen. If so, then continue on to the next section,
accessing messages.
54

PLANNING
AN
EVENT
55
Event Planning Proposal

Fill out this checklist before you begin planning your event so that you'll have the information on hand. Don't worry if you
don't know the answers to some of these questions right now - just keep them in mind as you're going through the
planning process.
Basic Information
Goal of the Event:
Event Name:
Event Date/Time:
Event Location:
Speakers/Band or Special Guests:
Expected Attendance:
What is the estimated budget?
Is there going to be a registration
fee for attendees?
Physical Needs
Will you need tables, chairs, etc.?
If so, what and how many do you need?
How would you like to have them arranged?
Will you be serving food or beverages?
Do you plan on serving alcohol?
Do you expect any guests with special
dietary needs?
Will you use an outside vendor or Sodexho
(campus food services)?
Will you need any audio/visual equipment?
If so, what equipment will you need?
Will you need Internet or phone service in the
room?
Will you need someone to help you run the
equipment?
Preparing the Room
Will you need to have the room cleaned? Before,
afterwards, or both?
How complicated is your set-up? Will you need to
reserve extra time to accommodate for it?
56
Is your event on the weekend or after-hours?

If so, will you need to hire guards?
Will you need to have someone unlock the
room?
Will you need heating/air conditioning?
Guests
What parking accommodations will your guests need?
Will you need to arrange travel to/from the university?
Will you be giving out gifts to your speakers and/or
attendees?
Will you need to print up nametags for your guests?
Are you expecting guests with disabilities?
If so, what special accommodations need to
be arranged?
Advertising
Is your event going to be private?
If so, will you need to print up invitations?
Is your event going to be public?
If so, will you need to print up flyers or
advertising posters?
Will you want to run an ad in the ODE?
Will you need to add the event the University
Calendar?
Comments/Potential
Issues:
57
Group Name:
Name of Event:
Location
of
Event:
Date of Event:
Date to
begin:
1. Decide Theme
2. Check Calendar Conflicts
3. Reserve Facility (room, building, outdoor areas)
4. Prepare Contracts and/or Letter of Agreement with speakers, location,
etc.,
5. Reserve Special Equipment (audio-visual, sound, lights, microphones,
projectors, etc.)
6. Coordinate physical set-up with Scheduling/Vendor (seating, room
arrangements, etc.)
7. Arrange for Security (if needed)
B. Budget
1. Prepare Proposed Budget Income/ Expenses
2. Review Purchase Orders needed with appropriate fiscal office
3. Pay ALL Invoices
C. Decorations
1. Design Decorations
2. Buy Materials
3. Construct Decorations
D. Entertainment
1. Contract Band, DJ, Performers, Speakers
2. Process Payment
Assigned to:
E. Programs/Awards
1. Design and Print Programs
2. Order Awards
3. Prepare Script
4. Arrange for Emcee
F. Publicity
1. Prepare Calendar of Events (dates, event, time, place)
2. Prepare Materials for Bulletin Boards, Special Displays, ODE Ads, Public
Service Announcments (send to UO PR Dept.)
3. Prepare Press Release
58
Date
to be
done:
4. General Layout- Design and Print (Letterhead, Programs, Ads,

Posters/Flyers, Table Tents, Buttons)
6. Weekly Calendars- Campus/Community
8. Set up Interviews- Radio/TV Shows
9. Write Letters to Targeted Audiences

10. Contact Community Businesses with Marquees
11. Obtain Photographer

G. Refreshments
1. Arrange for Food Service/Catering
2. Contact UO Catering for Campus Events
3. Costco Purchases
Assigned to:
H. Resource People (VIPs, judges, speakers, honorees, etc.,)
1. Select and Invite Special Guests (letters, phone, e-mail, personal
meeting)
2. Arrange for:
Transportation
- Lodging
- Meals
I. Tickets
1. Arrange with UO Ticket Office to fill out appropriate
form
2. Decide Seating Arrangements

3. Have Tickets Printed and Numbered
4. Design Sales Campaign
5. Reserve Ticket Outlets
6. Prepare Complimentary Passes
7. Secure Cash Boxes/Hand Stamps
Assigned to:
59
J. Miscellaneous
1. Order Special Items
- Sweatshirts
- Gifts
- Flowers
2. Obtain Special Equipment
- Flashlights
- Clipboards
- Stopwatches
- Pencils
Magic
Markers
Paper,
Newsprint
- Other
Assigned to:
Recheck the following (adjust if necessary):
A. Facility and Physical Set Up (room reservations, room arrangements,
obtain copies of room confirmations, emergency#s)
B. Technical Arrangements (audio-visual, chalkboards, etc.,)

C. Security Arrangements
D. Refreshment Order
E. Transportation/Lodging Arrangements
f. Confirmation of Guests
G. Ticket Sales
H. Programs
I. Emcee
J. Decorations
K. Publications
L. Budget
M. Check on Payment of Entertainment/Speakers
Assigned to:
Check on:
A. Facility- Room Arrangements
B. Technical- Set Up Audio- Visual Equipment
C. Coordinate Press Representatives
D. Ticket Arrangements
E. Transport VIPs
60
F. Security Arrangements:
- Unlock/Lock
Doors, Gates
Station
Security
G. Put up Decorations
H. Pay Performers, Speakers
I. Distribute:
- Programs
- Name Tags
- Awards
J. Introduce Guests
Script/Agenda
Assigned to:
IV POST EVALUATION
A. Each committee member submits a written report of the area of
responsibilities.
B . Recommendations for improvements on next event
included
61
OREGON DAILY EMERALD ADS

The Oregon Daily Emerald (ODE) is located on the third floor of the Erb Memorial Union in Suite
300.
Display and Classified Advertising is a good way to promote an event, activity, or job
opportunities. The ASUO has an agreement with the ODE that grants all ASUO student
organizations a discounted rate.
Deadline for classified ads is 11am one business day prior to publication. The deadline for
display ads is 4pm three business days prior to publication.
You can provide the ODE with a print quality PDF, or the ODE can create an ad free of charge.
Deadline for ad materials is 9am two business days prior to publication.
Procedure:
1. Obtain an estimate from the ODE
2. Complete a specialized ODE purchase order at the Controllers Office.
3. Fill-in the name of the ASUO Student organization and the date.
4. Fill-in the index number of the organization.
5. Fill-in the estimated amount, written on the estimate from the ODE.
6. Fill-in the appropriate activity code (usually advertising).
7. Fill-in the size of the ad, the date its running, and its purpose.
8. Have an authorized signer sign on behalf of the Student organization.
9. Have an ASUO Controller sign, date, and seal the PO for final authorization.
10. Finally, take the white copy of the PO and the estimate back to the ODE for processing.
The Student organization will receive the pink copy for their records. The Controllers will
keep the blue and yellow copy for their processing and filing.
62
FUNDRAISING IDEAS
Department Solicitation
Student organizations may request money from University departments in order to acquire more
funds for an event being held (note- departmental monies may not be used for charitable
donations). No fundraising monies should be deposited into the Incidental Fee Indexes. Below
are suggested steps to take while soliciting funds.
1. Write a letter (hard copy) to the department heads or deans. This letter
should include a description of the group, the event being held, how
much money is needed, and how the departments contribution will help
enhance the event. The letter should also include the line item and
account number that this money needs to be placed into should the
department decide to give a donation.
2. Follow-up calls can be made to the department one week after the letter
has been sent. The department may either transfer the money directly
from their general fund index to the index associated with the student
organization, or they may elect to co-sponsor an event by sharing
expenses. Generally it is the donating or co-sponsoring department which
will make the journal entry into the student organizations index.
3. Once the student organization hears back from the department and has
a confirmation that a donation will be made, it is recommended that the
student organization bring some verification into the Controllers Office so
that they can monitor the student organizations account, and keep the
student organization informed as to whether the monies have transferred.
4. Dont forget to write a thank you card to everyone who donated!
Student Organizations Support Fund
The Student Organizations Support Fund is a limited source of assistance for student organizations
whose functions and/or activities relate to the university and/or university community. Because
the fund hopes to support as many projects as possible, the amount of each grant is limited.
Monies received from the fund must be used exclusively for the purpose described in this
application. Funds not used must be returned.
Applications are available on the Student Life website.
Duck Events Fund
The Duck Events Fund provides sponsorships ranging from $100-$750 to support creative and
collaborative student organizations. Funding is available on a competitive grant basis to any
organized University of Oregon student group operating under the auspices of the ASUO, EMU,
or any UO academic department or auxiliary unit. All artistic, cultural and educational events
that reach a broad and diverse audience will be considered. Projects that promote financial
literacy, cultural diversity, or economic opportunity will be given greatest preference.
63
FUNDRAISING PROCESS
Fundraising refers to any events or activities which raise monies through donations, ticket
revenue, or the sale or exchange of products or services. The only acceptable uses to which
funds raised on campus by students or student organizations are as follows:
For the cultural and educational enrichment of the University community.

For the benefit of the student fundraising organization, in line with its statement of
purpose.
For donation to legitimate charitable organizations. The decision of the legitimacy of a
specific charitable organization rests with the EMU Director. See section on Giving Money
to Charity: Charitable Donations by Student organizations for additional limitations.
For deposit into the student organizations correct funds. Funds raised shall not be paid directly
to any individual.
The authority to approve or disapprove any requests involving fundraising, for whatever purpose,
is vested in the University President. The failure of a student organization to comply with these
procedures shall be grounds for the denial of use of University facilities to the non-complying
organization or to the individuals who have acted on its behalf.
Fundraising Procedure:
Complete Fundraising, Tickets, and Event Cashier Request and contact UO Scheduling in the
EMU to check on location/date availability of your event.
Visit the ASUO Controllers Office to get the index number where funds are to be deposited.
Visit UO Scheduling to turn in filled out Fundraising Request.
Whenever funds are raised on campus, the Student organization must use the services of an
auditor provided by the UO Ticket Office. Requests for event cashiers must be made at least 15
working days before the event/activity for small events and at least 30 working days before
larger events. Delays may cause the inability of the Ticket Office to provide staff which would
mean no funds could be collected at the event/activity.
After the event has been held, the Student organization shall complete a Fundraising Report
with the UO Scheduling Office seven days before the end of each term, or within seven days
after any fundraising event in which gross receipts exceed $1000. The report shall provide detail
of the amount of funds raised, itemized expenditures, a net balance, and shall itemize the uses
to which the balance has been or will be put.
Depositing Funds:
On Campus
Student organizations using facilities owned or operated by the University in the process of
fundraising must deposit those funds into the appropriate account (Trust Fund, Event Fund, or
Non-event Fund.)
Off Campus
Student organizations raising money through fund raising off campus must deposit money into
their Non-Event Revenue Fund account, Unrestricted Gift Revenue Account, or Trust Fund
Account.
Funds from Departments:
Student organizations soliciting funds for student events from other departments should have
those funds transferred into their General Fund Account if the funds are donated from the
64
departments General Fund monies and into their Unrestricted Funds if the funds are donated
from the departments gift funds.
Funds Raised through the eCommerence Account:
Students using the ASUO website to collect funds from donations or the sale of goods will be
subject to the following charges:
Payments (cumulative) <= $500 in a calendar month No fee assessed to programs
Payments (cumulative) > $500 in a calendar month Program will be assessed 3% of the (total)
payments made that month. The fee will be charged to the same index where the
donation/payment is deposited
65
PERSONAL SERVICE CONTRACTS

A personal service contract is required for any student organization who hires an outside person
or group to present at an event, to do design work for brochures, flyers and posters, or any
musical or artistic performance. The preferred method for paying Contractors is to offer a fair
market honorarium that includes any travel related reimbursement and lodging. This is done in
lieu of reimbursing for specific expenses after the event.
The complete process can take up from four to six weeks for single payment contracts under
$5000, and sometimes considerably longer for larger or more complex contracts, including the
negotiation process with the contractor. Success of your event is more likely when you get the
process started early. There are also time-sensitive restrictions for Personal Service Contracts (see
step #5).
Procedure:
1. Pick up a Request for Personal Service Contract form from the Controllers Office and
complete all information. Completed requests for contracts for under $5000 should be
given a minimum of 3-4 weeks, for processing before the event. Contracts over $5000, or
with multiple-payment requests, or with foreign nationals, require additional processing
through the Purchasing and Contracts department. Such requests should be turned in at
least 6 weeks before the event, and earlier if at all possible.
2. Note that ALL personal service contract requests must contain a US tax identification
number for the contractor. If you are bringing in someone from outside the country,
there are other requirements- See the Business Affairs website for related rules and
regulations.
3. Return the Request for Personal Service Contract to the Controllers Office, and fill out and
sign the Purchase Order for this contract. If several student organizations are sharing the
expense, all of the purchase orders need to be filled out and submitted with the Request
for Personal Service Contract together.
a. If the contractor is or has been employed by the Oregon University System within
approximately the last 12 months, the ASUO Terms of Employment/Appointment
Statement is used instead of a Personal Service Contract. Note: Additional
payroll expenses will be charged to your accounts and should be included in the
PO amount (around 30% for Faculty or Staff and 3% for student employees).
b. If the contractor is not a OUS employee, then the ASUO Support Staff will draft a
Personal Service Contract (PSC).
c. All university departments are required to submit the draft of the PSC to the
Contracting department for their review before releasing the contract back to
the student organization.
4. Student organizations will be contacted to pick up the completed and approved
Personal Service Contract (PSC) from the Controllers Office, or will be emailed an
electronic copy if an email is provided. A UO substitute W-9 form will also be provided
this is required by the UO to set up anyone in the university payment system, for tax
reporting purposes.
5. The student organization should have the contractor (the person/organization providing
the service) sign and date the PSC, and the W-9, and return them both to the ASUO.
6. The student organization should bring the PSC and W-9, signed and dated by the
Contractor, to the Controllers Office, (either the original, or a fax or scanned and email
copy to the ASUO office.) Once the contract is signed by both the contracting party
and the UO contracting department, and the event is confirmed to have taken place,
the contract will be submitted to the EMU accounting office for payment.
66
7. For Creative design: groups need to submit designs that use U of O symbols/logos on
clothing and posters with their PSC to the ASUO Accountant.
a. If there is a PSC that is written for services that a vender has provided that uses
the University of Oregon symbols such as the DUCK, the O, then the design itself
needs to be submitted along with the PSC to the ASUO Accountant and the
design can be approved by the UO trademark department.
b. PSC that are written for service for any other (non-UO related) design then the
design itself needs to be submitted along with the PSC to the ASUO Accountant
and the design will then need to be approved by creative design.
WARNING PLEASE ALLOW SUFFICIENT TIME FOR THE CONTRACT TO BE SUBMITTED TO FOR
APPROVAL TO THE UO CONTRACTING DEPARTMENT MINIMUM OF 4-6 WEEKS. Contracts received
after the event will not be paid by ASUO and the student organization will be responsible for
payment.
What is Conflict of Interest?:
A financial conflict of interest may occur when an employee or student is in a position
to make a decision in the conduct of his or her research that may result in personal or
family gain, financial or otherwise. These conflicts often arise as a result of the
employee or students external activities that are related to their research, teaching or
outreach activities. UO recognizes that the potential for conflicts exist. The intent of
UO's policy on Conflict of Interest is to identify such relationships and to appropriately
manage the relationships, if possible, in order to maintain the integrity of actions of all
individuals and to maintain objectivity in research. Disclosing a potential conflict of
interest in no way suggests an inappropriate action by an employee or student but is
instead a necessary management process within the University.
67
GETTING THE WORD OUT:

PUBLICITY AND PROMOTION
Publicity is important to promote an event. However, no event can be publicized by handbill,
poster, flyer, banner, paid advertising or any other manner until the event has been approved
and/or the space the group hopes to hold the event has been reserved by University
Scheduling.
News Stories
Submit a news release in advance via fax to local papers, radio and TV
Press packets are can be sent to the Register Guard, Oregon Daily Emerald, and Eugene
Weekly. (Contact information can be found in the ASUO Office.) Alternate campus
papers are the Oregon Commentator, Student Insurgent, and the Oregon Voice.
Display and Classified Advertising (Oregon Daily Emerald)
A purchase order must be obtained in advance to pay for the ad
The following papers are the most common ad options:
o Oregon Daily Emerald- the ASUO has a contract that grants fee funded student
organizations special rates. See Advertising procedure for deadlines.
o Register Guard- the University has a contract that entitles us to special rates;
therefore, mention the UO when getting price quotes or placing an ad
o Alternate Papers: the Eugene Weekly, the Oregon Commentator, the Student
Insurgent, and the Oregon Voice
o Other student publications the Womens Center Siren, Ethos Magazine
Posters (UO Scheduling)
All posters and flyers must include the name of the campus sponsor. Please confirm the
date and location of the event before printing publicity. If paying for a poster or flyer
design- see Personal Service Contract Section
One poster (listing campus sponsor and campus location) limited to 11 x 14 can be
posted in the glass display case in the EMU. Bring it to UO Scheduling Office who will
hang posters once a week.
No signs are permitted on windows, walls, doors, pillars, or other structural elements of the
EMU.
Exterior flyers and posters are permitted only on established outdoor bulletin boards.
Telephone poles, garbage cans, and bike racks are not legitimate signage spaces.
Please check with departmental office for information on hanging posters and flyers
Place posters in Student organization mailboxes which will either post them outside of
their office or announce the event to their members
The Womens Center does a weekly poster/flyer distribution. Student organizations
should submit their poster to the Women Center by Wednesday at 12pm to get their
poster up by the next day.
Lobby Display Case (UO Scheduling)
The Lobby Display Case is available once per term, per sponsor, from Monday through
Sunday.
This must be pre-arranged through UO Scheduling. The key is available in the UO
Scheduling Office with a valid ID.
Banners (UO Scheduling)
Placing of banners on the outside of the EMU building and premises must be approved
with the Scheduling Office in the East Concourse of the EMU Banners must be installed
and taken down by either the Facilities Services or the EMU Custodial Staff
Banners should be scheduled as early as possible
68
The only campus location for street banner display is across 13th Avenue in front of
Friendly Hall near the Heart of Campus. Two banners can be displayed at the same time
(Side #1 faces east and Side #2 faces west).
Banners on 13th Ave. cannot be larger than 60 square feet. Multiple banners can be
displayed if the total combined area does not exceed 60 square feet. Facility services
installs and removes these banners at a flat fee of $75.
Banners should be made of 12oz cotton canvas, reinforced nylon, or nylon reinforced
plastic. The banner must have metal grommets on the outer edges and air vents
throughout the banner.
Banners may not be used to publicize ballot measures, candidates, or political activities.
Exact wording must be submitted 15 days prior to the hanging of the banners.
Contact ASUO for information on getting a PO to Facilities Services.
Sidewalk Chalk
Writing with sidewalk chalk is limited to sidewalks which encompass the EMU.
No chalking on walls or buildings. This is considered vandalism!
Information Tables (UO Scheduling)
Information tables can be set-up in the EMU Lobby or on the Fishbowl Terrace for free for
ASUO Student organizations. Two chairs and a pegboard can also be provided.
A Student organization may request up to 5 information tables in advance.
Ground Stakes
Student organizations can place stakes around campus as permitted by UO Scheduling.
Stakes can be placed in bark areas around trees, flowers, and shrubs. They may not be
places in grassy areas, where the grass is worn down, or around Johnson Hall.
Student organizations can have 25 ground stakes for a week.
Stakes should be removed by 10am the day after the event.
It is recommended that Student organizations staple a one-gallon storage bag over
each sign if the weather is questionable
Sandwich Boards (UO Scheduling)
Sandwich boards are restricted to places where permission has been granted. Two
sandwich boards may be reserved from UO Scheduling Office for one week at a time.
Boards should not block other signs and are limited to 4 tall for safety reasons.
Boards are not permitted inside the EMU.
KWVA Radio (KWVA)
Underwriting- Student organizations can pay $5 for a 30 second spot each time the
announcement is made if the event charges admission, and free is the event is free. The
announcement will include the following:
o The business/student organization/event name
o A brief description
o Location and contact
Radio interview- Student organizations can contact the General Manager of KWVA to
set up an interview that will aired on the radio
69
SCHEDULING Y OUR EVENT

UO Scheduling and Event Services office handles all EMU room, general pool classroom and
outdoor scheduling requests. They also provide equipment, technical support and room set-up
for ASUO Student organizations. Requests should be made as soon as possible to ensure space
and equipment availability.
Each ASUO Student organization allows up to 4 authorized people to schedule rooms and plan
events. Typically this includes the director(s), a financial person and the events person. If you are
not an authorized signer or do not know if you are, please contact ASUO Controllers Office.
Please note that the only way to become an authorized signer is if your Student organizations
director has requested that you be added to the list of people.
Procedure to Schedule Meetings:
1. Fill out a Meeting Room Request form from the Scheduling and Event Services office or
via the web at http://www.emu.uoregon.edu/index.php?p=reserve. Reservations can
also be made over the phone 541-346-6000 or via email at uosched@uoregon.edu.
2. Please provide Scheduling with the following information: pre and post event time
needed for set-up and clean-up, number of people in attendance, title of event,
preferred room and a back-up room in case first choice is already reserved, and any setup details (microphone, podium, overhead, TV/VCR, etc.).
3. Meet with staff members for guidance on event related policies and event planning.
4. You will receive an estimate and must obtain a PO form the ASUO Controllers Office.
ASUO Student organizations can meet in all of the EMU rooms for free, but will need to
pay for equipment, and staff, if necessary.
Classrooms: Classroom requests can only be made after the class schedule has been made for
each term, this usually occurs in the middle of the term prior.
ASUO groups can schedule the following advertising resources:
Tabling in the Fishbowl, Lobby and Amphitheatre
13th Street Banner space
Gumwood Terrace Banner space
Table Tents
Sandwich Boards
Scheduling and Event Services can provide the following event support equipment:
Canopies
Sound systems
Lighting systems
TV/ DVD/ VCRs
LCD projectors and screens
Tables, chairs, staging units and other event related equipment
70
Larger Events
Larger events can include conferences, cultural dinners, and concerts. Student organizations
should meet a member of the professional staff in the Scheduling Office as soon as the date and
location has been chosen. Give the office at least 4 months notice prior to the event to ensure
space availability, but the sooner the better. Student organizations should plan to meet with
Scheduling staff throughout the year as you plan your event. All details must be finalized by
Thursday two weeks before the event.
71
SELLING TICKETS
The UO Ticket Office controls the printing, distribution, and sales of all tickets for events/raffles by
ASUO student organizations. This includes all advance and at the door ticket sales.
Advance Tickets
Pre-printed tickets are required for advance sales and/or for the admission to events with
an expected attendance of over 200 people.
Ticket sales requests for advance ticket sale events should be made at least one month
prior to the event.
There should be no more than 2 people from the group in charge of the tickets. Student
organizations need to have at least 1 but no more than 2 people designated as liaisons
to the Ticket Office.
UO student tickets are 20% less than lowest general public price. This is in accordance
with the Green Tape Notebook sec. 12.5 (L) (ii)
Note change to ticket charges: In the past Student organizations were charged $1.00 per
advanced ticket sold. The current charge for advanced ticket sales is as follows:
o For gross ticket sales of $1,000.00 or less there will be a minimum fee charge of $75.00.
o For gross ticket sales over $1,000.00 the fee charge will be 7% of the gross or $75.00
whichever is higher.
Upon approval ASUO will subsidize a maximum of $50 for cashier fees up to three times for
the year.
Everyone entering an event with a set capacity limit should have a ticket even if they are
volunteers or performers. Venue capacity regulations are strict. The Fire Marshall can
close down an event if there is not an accurate accounting of the number of persons
present. Allowing non ticketed persons into an event would fall under the noncompliance with University, State, and Federal rules, guidelines and practices and can
result in penalties to the student
Door Ticket Sales

Only UO event cahiers can collect money, sell tickets or sell merchandise at ASUO events. An
event cashier costs $10 per hour. A request for an event cashier needs to be made 15 days in
advance and is required for the following:
Selling advance tickets after 5pm on the day of your event
Selling admission tickets on the day of your event only
Collecting registration fee/admission/donation at the door or during your event
Selling merchandise or raffle tickets at the door or during your event
72
CO-SPONSORSHIP
Executive Co-Sponsorship Procedure:

If your Student organization is organizing an event and would like to ask the ASUO Executive to
contribute to covering expenses for it, you may do so by requesting an Executive CoSponsorship:
1. Pick up a co-sponsorship form from the ASUO Office Assistants.
2. Fill out the form and submit to the ASUO Finance Coordinator for review.
3. If your request is granted the ASUO Executive will fill out a purchase order to cover
expenses related to the event up to the amount of the granted.
Student organizations Co-Sponsorship

If a Student organization needs help paying for an event that they are putting on they may
choose to ask other Student organizations to make a contribution to the event in the form of cosponsorship. The most important element of co-sponsorship is communication between student
organizations. Make sure that both student organizations agree upon what will be paid for and
when.
Student organizations may not transfer FUNDS to other Student organizations. However, they may
share the expenses related to the event. First pre-arrange with the Student organization
organizing the event which costs you want to cover for the event. The co-sponsoring Student
organization may then come to the Controllers Office and fill out a purchase order written to a
specific vendor to cover specific expenses. It is the responsibility of the main Student
organization organizing the event to ensure that the co-sponsoring Student organizations come
in and fill out the purchase orders.
Departmental Co-Sponsorship:
If your Student organization is organizing an event and one of the University Departments is
willing to contribute to covering expenses for it, the transfer of funds may occur one of two ways.
The department may transfer from their General Fund Revenue account to the corresponding
General Fund index for the Student organization using a 20000 account code.
73
CATERING YOUR EVENT: CAMPUS CATERING
Catering and Food Policy

Student organizations planning to serve food on campus to the campus community or general
public are required to follow the campus catering policy which can be found at
http://catering.uoregon.edu/
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 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 on campus.
Catering and Food Service Policy Applies to:
o
Preparation or service of any food or beverage not listed below
Individual portions of cake, pies or bread
Any beverage dispensed with ice
Catering and Food Service Policy DOES NOT Apply to:

o
Pre-packaged foods such as potato chips, pretzels, crackers and cookies
Candy, cotton candy, peanuts or candied apples
Commercially packaged ice-cream, pickled products, jerky, or nuts.
Cofee and tea (with non-perishable creamers), canned or bottled soda (without ice)
Closed events limitied to only department or student organization members where food
is not intended to be served or sold to the campus community or general public.
Options for Campus Events with Food

o
Use Campus Catering
Hire another licensed caterer (requires a Catering Waiver)
Solicit food donations from a licensed facility or cater (requires a Catering Waiver)
Need Help?
Contact Campus Catering at 346-2555
74
TABLING TIPS
Have a table set up with information and visuals about your organization.
Have a display that will entice the students to check out your table.
Showcase your organization. For example, the schools radio station can broadcast from
the table. Also, set up a laptop with live video footage from events your organization has
taken part in.
Have items to give away at your table. Make them correspond with your group. For
example, the Frisbee club could give away Frisbees with the name of the club and
contact information on them.
Hand out flyers that include the groups name, when the first meeting will be, what the
group does and the necessary requirement to participate in the organization.
Provide a sign-up sheet with spaces for names, phone number and email addresses.
Make sure that everyone who signs up knows when your meetings are held. Follow up
with interested students by calling them, sending them an email reminder or sending
them an invitation on OrgSync to join your organization.
Have members of your group at your table to answer questions and to help entice the
students. Members of your organization could have matching t-shirts, name tags or
something to identify that they are a part of your organization.
75

2014-15 Programs Manual

Transféré par

Informations du document

Copyright

Formats disponibles

Partager ce document

Partager ou intégrer le document

Options de partage

Avez-vous trouvé ce document utile ?

Ce contenu est-il inapproprié ?

Droits d'auteur :

Formats disponibles

2014-15 Programs Manual

Transféré par

Droits d'auteur :

Formats disponibles

20142015

The ASUO Student organizations Manual is printed in hardcopy form each

HOW DO I GET MONEY

Submit Benchmark Memo

Meet with PFC Tag/Controller

Complete and turn in budget

Learning the Lingo: Budget Terms

GIVING MONEY TO CHARITY:

NOW THAT I HAVE MONEY WHAT DO I DO WITH IT?

Procedure to Process a Deposit:

Take Checks/Cash to Controllers Office

Sign Out Deposit Slip

Fill out Deposit Slip and have Controller

Take Deposit to EMU Accounting

KNOW YOUR ACCOUNTS:

Non-Event Revenue Fund: aka N fund

MAKING PURCHASES THAT REQUIRE A CREDIT CARD:

HOW TO BUY STUFF:

10. Important! An authorized signer from your groups current authorization

I USED MY OWN MONEY TO BUY SOMETHING: HOW DO I GET IT BACK?

What Youll Need to Have with You

Name and Student ID number

SENATE SPECIAL REQUEST PROCESS

A guide for ASUO Senate Special Requests

9. Conferences: Extra scrutiny is placed on conferences because the benefits to the

TRUST FUND ACCOUNTS

Trust Funds MUST maintain a positive balance at all times.

As recognized student groups, it is permissible to use University owned and operated

ACCIDENTS HAPPEN: FILLING OUT THE ACCIDENT REPORT

DRIVER CERTIFICATION CARD SUBJECT TO CHANGE 2014-15

University Motor Pool Procedure.

Select: University of Oregon

Step 2: Remaining Information

After you fill in the information, the system

Additional Comments that might

Purchase Order Procedures:

List of all students that participated on the trip

MAKING TRAVEL ARRANGEMENTS

VAN USAGE OF ASUO OWNED VANS

PROGRAM COUNCIL MEETINGS

What Youll Need:

Baker Downtown Center

Estimate for copy order/mail

ADVERTISING YOUR EVENTS AND MEETINGS:

Step 1: Edit Event

Tip: Get Fancy Upload a

location/address box it will give

GOT A LOT OF COPIES TO MAKE?

Go to Campus Copy and get an estimate (blue piece of paper).

MY COMPUTER WONT WORK, NOW WHAT?

Outgoing local faxes are free for business

NEED TO SEND SOMETHING FAST?:

LOCKS AND KEYS

Personal Office Key Checkout for Academic Year

Obtain a current-year Student Key Checkout Authorization UO/EMU Ticket Office

PERSONAL OFFICE KEY RETURN/RENEWAL

Keys held through membership/employment in a specific organization or student

Shared Key Rings (for single-use checkout)

IF YOU DO NOT RETURN YOUR PERSONAL KEY, YOU MAY BE

MINOR & MAJOR EQUIPMENT PURCHASES

OFFICE SUPPLIES & SURPLUS

STUDENT ORGANIZATION EMAIL

Mandatory hiring information

Event Planning Proposal