University Student Centers

Bringing Students Together since 1958

University Student Centers

Bringing Students Together since 1958

University Student Centers

Bringing Students Together since 1958

University Student Centers

Bringing Students Together since 1958

University Student Centers

Bringing Students Together since 1958

University Student Centers

Bringing Students Together since 1958

University Student Centers

Bringing Students Together since 1958

University Student Centers

Bringing Students Together since 1958

University Student Centers

Bringing Students Together since 1958

University Student Centers Student Organization Policies

The following policies are specific to the two types of student organizations officially recognized by the University Student Centers (USC): Registered Student Organizations (RSOs) and Chartered Fraternities and Sororities (Fraternities & Sororities). Unless specified, the term “student organization” is used globally to refer to both types of student organizations with which we work. In addition, when policies below are specific to facilities usage then the term “student organization” refers as well to other recognized student organizations on campus for which the USC does not have direct oversight including Sports Clubs, Residence Hall groups, Graduate organizations, and departmentally recognized student groups.

Failure to comply with student organization policies may result in immediate referral to the Office of Student Conduct, loss of privileges, loss of recognition, or a combination of sanctions.

Becoming a Recognized Student Organization by the USC

Freedom of Association:

Students are free to organize and join associations to promote their common interest. The University believes it is appropriate to share its resources with associated groups in order to fulfill the University’s overall educational function. Therefore, associated groups may apply to become Registered Student Organizations or Chartered Fraternities or Sororities, as applicable, in order to access University resources and privileges as described later in this document.

Becoming a Registered Student Organization (RSO):

Registered Student Organization Name and Use of UD Logos:

Becoming a Chartered Fraternity or Sorority (Fraternities & Sororities):

Associated groups that are colonies/chapters of national social fraternities and sororities register with the University as “Chartered Fraternities and Sororities.” The University’s expansion policy/procedure for national fraternities and sororities is administered by the University Student Centers in conjunction with the student governing body (IFC, NPC or MGC).

Fraternity and Sorority Insurance Requirement:

All national fraternities and sororities must have at least $1 million of general liability insurance (the “Policy”) in place at all times. The University of Delaware (“University”) must be the certificate holder and an additional insured on the Policy and this coverage must be evidenced by a certificate of insurance and a copy of the endorsement. The Policy of the applicable fraternity/sorority must provide that it is primary for the University of Delaware unless the claim is caused by the adjudicated negligence of the University. In addition, the Additional Insured protection in the Policy must be provided on a primary basis for the University unless the claim is caused by the adjudicated negligence of the University. No additional exclusions are permitted.

A copy of a certificate of insurance and a copy of the endorsement satisfying the above requirements must be forwarded to the Office of Risk Management annually. Failure to provide the certificate of insurance and a copy of the endorsement satisfying this requirement each year may result in suspension of the fraternity/sorority’s social privileges and use of any University facilities by the fraternity/sorority. Continued failure to provide a certificate of insurance and endorsement in accordance with this policy may result in suspension of recognition by the University.

CAP (Chapter Assessment Program) Policy for Fraternities and Sororities:

All Fraternities and Sororities must participate in the Chapter Assessment Program (CAP) which is processed and evaluated each semester by the Student Involvement Office. Chapters are evaluated on academic standing, community involvement, chapter management, and member development.

Social and recruitment privileges are determined by the achieved level of assessment: Gold, Silver, Bronze, Satisfactory, or Needs Improvement. The University expects that all chapters will maintain at least a “Satisfactory” level and strive for the best.

Chapters that receive a “Needs Improvement” rating are immediately on probation for two (2) semesters and must increase to at least a “Satisfactory” level for the next two (2) evaluation periods. Chapters on probation that fail to improve may be suspended by the University for at least a year.

Advisors:

Every student organization must choose an advisor from the University’s full-time faculty or exempt staff. Graduate students and University non-exempt staff or part-time staff  do not qualify and no exceptions will be made. Advisors counsel organizations on the exercise of responsibility. The selection of an advisor is the prerogative of the student organization. In a limited number of activities (SGA, WVUD, Greek Governing Councils, BSU, CPAB, RSA, HOLA, SCPAB, and Haven) advisors are appointed in accordance with stated University or organization requirements. Registration is not withdrawn solely because of the temporary inability of a student organization to secure an advisor. However, a student organization that is without an advisor for 30 days must meet with the Executive Director of the University Student Centers or his or her designee to discuss how to go about securing an advisor. The termination of the advisor relationship may be made by either the student organization or the advisor. Student organizations may create additional “advisor” positions; however only one advisor will be listed as the recognized advisor with the organization.

Denying Recognition:

The University may deny registration to any associated groups or withdraw registration of any student organizations that:

Please note: Associated groups affiliated with Residence Halls or Special Interest Housing should consult their respective Complex Coordinator, Hall Director, or Residence Life and Housing Office. Associated groups that are competitive sports should consult with Recreation and Intramural Programs.

Student Organization Rights and Responsibilities:

Student Participation in Institutional Governance:

As constituents of the University community, students are free, individually and collectively, to express their views on issues of institutional policy and on matters of general interest to the student body. The Student Government Association (SGA) serves as the student government body for undergraduate students. Subject to the provisions of Delaware Code Section 5111 of Title 14, students have a major role in the formulation of University policies directly affecting them and, through the Student Government Association, may formulate and recommend to the University Faculty Senate policies pertaining to student social activities and conduct. Such policies will be consistent with federal, state or local laws.

Affiliation with Other Organizations:

Student organizations may have affiliation with other organizations–international, national, regional and/or local—outside of the University. They may also be subject to policies and requirements of the parent organization, provided that this relationship involves no conflict with any University policies or procedures. In other words, University policies outweigh any requirements or policies of a parent or other affiliated outside organization.

Membership, Voting, and Officers:

University Privileges:

Student Organization Alcohol and Social Policies:


RSO Semi-Formal/Formal Policy:

Any RSOs looking to plan Semi-Formal (or Formal Banquets) must adhere to the following.

Student Organization Events/Activities Policies:

Student organizations may only have events from the first day of classes until the last day of classes of each semester. No events are permitted to occur on or after reading day, during finals week, holiday breaks, or summer break.

The following events/activities have specific policies governing how the event/activity is to be carried out.

5k Marathons:

Auctions:

Student organizations may only hold auctions for tangible items such as movie tickets, clothing, jewelry, artwork, etc. Auctions in which people or people providing services such as cooking, cleaning, etc. are not permitted.

Balloons:

In accordance with Environmental Health and Safety protocols, the University of Delaware forbids the use of latex balloons within its buildings. Therefore, any student group hosting an event in any University building may not have any latex balloons present. An event held in an outside location may have latex balloons but it is strongly discouraged out of respect for possible participants who may have severe and life threatening latex allergies. Alternatives to latex balloons include Mylar, vinyl, or plastic. Violations or questions on this subject should be referred to Environmental Health and Safety at (302) 831-8475.

Canning:

Chalking:

No one is permitted to use chalk on campus walkways, patios, buildings, paths, etc. for promoting events, playing outdoor games, or for any purpose. Clean-up charges as well as additional sanctions will be imposed for any individuals or groups found violating this policy.

Sanctions may range from fines to loss of all University facility usage privileges to suspension of the organization.

The policy for chalking near Residence Halls can be found here

Collection Boxes/Containers for Donations:

Student Organizations may request the use of the “collection containers” within the University Student Centers. Each of the two Student Centers (Trabant and Perkins) has one container that may be reserved. Guidelines for reserving the collection containers are as follows:

Film Showings:

Student organizations who want to have an event in which they show a movie can only do so through obtaining public showing rights through an authorized college distributor. Regardless of whether your event has an admission charge or is free; regardless if the event is open or just for invited guests; and regardless of whether or not you own the movie on DVD or VHS, it is a violation of federal copyright law to show a movie on campus without securing the rights.

Many student organizations assume that if someone in the group owns a DVD then they are allowed to play it on campus as an event- this is not the case; nor is renting a film from Red Box and playing it on campus as an event.

There are also misperceptions that calling the showing of a film “an educational event” waives the need to acquire rights. This is not true. Only films shown by a professor in a legitimate UD course (one found in the course catalogue) are free of rights for the specific showing in class. For example, if a professor shows a film in class and then an organization wants to show that same film later in the same classroom as an event, the copyright law still applies to the showing by the organization.

Additionally, the same laws apply to any television show that is on DVD or streamed. For example, if the event was a marathon viewing of the first season of a television show out on DVD then public broadcast rights would need to be secured. However, if you wanted to have an event where people viewed what was on television at the moment then rights do not have to be secured.

Rights range in price from $200 to $1200 depending on the age of the film. The Student Involvement Office works with several companies that handle license rentals and can provide contact information.

Additionally, the Allocation Board can fund such license fees for Registered Student Organizations if applied for through an Event Supplemental.


Games of Chance:

(such as 50/50s, Bingo, Texas Hold ‘Em, Raffles, Poker, Casino Nights, etc.)

Charitable gambling fundraisers are regulated by the State of Delaware Gaming Control Board. The below policies are based on DE State Law.

Fraternities and Sororities do not fall under the University’s tax identification code and therefore must apply for a gaming license for all charitable gambling events including raffles regardless of the prize value and/or ticket sale price. The University Student Centers do not endorse such activities, and cannot assist with their arrangement. The State of Delaware Gaming Control Board provides the necessary steps for applying for a gaming license. Please keep in mind that the Gaming Control Board must receive all completed applications and fees by 4:30pm ten (10) days prior to their next scheduled meeting. The Gaming Control Board meeting schedule is provided on the above link. If you hold such an event on University property then all approved paperwork must be submitted to the Executive Director of University Student Centers  or his/her designee one week before the event.

Information Tables/Kiosks:

Student Organizations may request a kiosk or information table in the Trabant University Center for up to a two hour block of time, up to 9 times per semester (with no more than 3 in the same week).

Blocks of time are as follows:

* 8:30am – 10:30am
* 10:30am – 12:30pm
* 12:30pm – 2:30pm
* 2:30pm – 4:30pm
* 4:30pm – 6:30pm

Late Night Parties:

The first priority for all parties held at the University of Delaware is the safety and security of all persons and property. Recognizing this need, the University of Delaware Police Department (UDPD) in cooperation with the university community will strive to properly assess the safety and security needs of evening/late night parties.

Every party and facility is unique when determining security needs. As such, staffing levels will be determined on a case by case basis taking into account the following: the nature and purpose of the party, amount of advertising, professional staff support, expected attendance, the times of the party, and the facility being used.

The following are common factors that warrant party staffing:

* Cash sales at the door
* Scheduled to end later than midnight
* A disc jockey, live band, or performance is the primary activity
* Facility has a capacity of 300 or more

Major Event Approval:

Novelties: (Inflatable games, carnival games, photo booths, etc.)

Student Organizations are prohibited from hiring novelty performances or attractions without meeting the insurance requirements of the University Insurance Office. Current insurance requirements are:

Novelties Not Allowed: The following novelty acts are not allowed at UD campus events:

$1 Million Insurance Required Novelty Acts: Those that have a student participate solo in a limited physical way with a non-threatening object(s); and those where student asks for a personally designed item and the only interaction is to verbally request what they want. The following novelty acts must have a provider with 1 million dollar liability coverage:

$3 Million Insurance Required Novelty Acts: Those that have a student participate in a limited physical activity but where limited physical contact is made by a vendor or third person with the student; and those that a student has physical (but limited) solo participation in an activity. The following novelty acts must have a provider with 3 million dollar liability coverage:

$5 Million Insurance Required Novelty Acts: Those that have a student participate in a serious physical activity; and those that include physical contact with vendor or third person. The following novelty acts must have a provider with 5 million dollar liability coverage:

*INFLATABLES:  When a student organization wants to have inflatables at an event, they must first e-mail Kevin McSweeney UD’s Fire Protection Engineer and provide him with:

Outdoor Events:

Please note that Harrington Beach, the USC Patios and Independence Field are reserved as USC spaces by using this form.

The Old College Lawn, North and South Green are reserved through
Auxiliary Services by using this form
Athletics Spaces are reserved through Recreation Services by using this form

PLEASE NOTE THAT THERE ARE FINANCIAL CHARGES FOR ALL THE SERVICES
LISTED BELOW THAT WILL BE INCURRED BY THE STUDENT ORGANIZATION.

Food: (All Food Policies apply to Outdoor Events)-

Power/Generators/Electricity:

Ask your vendor to provide all details about required power needs before submitting this form.

Staging/Chairs/Tables:

Garbage Cans and Trash Removal:

Audio Equipment:

UDPD:

Tents and Staked Items:

Cancellations Policy:

Questions/Clarification:

If unsure whether or not the event needs any of the above, or if you have event needs that are not explained above, please contact Event Services (302)831-2633 for Turf spaces and USC patios and/or Student Involvement (302)831-2428 for all other outdoors spaces.

Politically Oriented Activities:

Recruitment: (Fraternities & Sororities only)

Fraternities and Sororities are allowed to recruit on campus under the guidelines of formal and informal recruitment as regulated by local and national governing bodies.

Speakers on Campus:

Student organizations are allowed to invite and to hear any person of their own choosing, subject to the University’s reasonable time, place and manner restrictions.

Guest appearances must not interfere with the University’s regular instructional, research, and service programs. Except for ceremonial occasions, invited speakers should be prepared for a reasonable public discussion of their expressed views.

To help students learn to think critically and to maintain a mature academic community, the University encourages the invitation of speakers from outside the University community, even though in some instances these speakers may advocate positions unacceptable to the majority of the people on campus, as long as the following provisions are met by the host campus organization:

Invitations may be extended by one or more bona fide student organizations after approval from the Executive Director of the University Student Centers and Student Engagement or his or her designee based on the following considerations:

Travel by a Student Organization:

All policies below apply to RSOs regardless of means of transportation. The policies only apply to Fraternities& Sororities if University Motor Pool vehicles are being utilized for planned travel.

RSOs are allowed to make travel plans and host trips within the Contiguous United States as long as the trips fall within the mission of the organization and during specific allowable times.

Student Organization Marketing/Advertising/Promotions/Publicity

Published Materials:

Freedom of expression is absolutely essential to the life of the University. To guarantee this freedom to every member of the University community, and in order to provide an atmosphere in which free and open debate will prosper, the following policies have been established governing the distribution of published materials on the campus:

Copyright Law:

Student organizations are subject to international copyright law. Before using any photos, slogans, images, etc. in publications verify that the materials to be used are not protected by copyright. This includes creating any videos, cds, or other sharable materials and whether the distribution is intended to be free or for an exchange of funds.  Relevant copyright information can be found here and here.


Posting Flyers:

The following policies pertain to the use of University bulletin boards:

Copyright Policy for Music-Performing Groups

Musical Performances

Musical Arrangements & Recordings

Music Sales

StUDent Central/Mass e-mails:

Student Media/Freedom of Expression at University of Delaware:

The University Faculty Senate, in consultation with Student Life, is responsible for providing clarification of the role of University student media, standards to be used in their evaluation, and the limitations on external control of their operations. The editorial freedom of student editors and managers involves the corresponding obligation to be governed by the canons of responsible journalism. These entail the responsibility to avoid libel, undocumented allegations, techniques of harassment and innuendo, and so forth. At the same time, the following provisions safeguard editorial freedom:

Outdoor Banners:

Student organizations may use banners as a means of marketing. Content of the banners falls under the same policies of posting on campus.

Banners on University Student Centers or authorized campus buildings:
Click here for more information

Banners in a Residential Dining Location:

Requests for hanging banners in a Residential Dining Location (Pencader or Russell) can be made bystudent organizations. Requests must be made in writing to Robin Moore, Senior Director of Operations at ramore@udel.edu  at least 10 days prior to the requested date of hanging.

Student Organization Food Policies

Food/Catering at Student Organization Events:

University Catering is required if planning on having food at a meeting/event on campus when the attendance exceeds thirty-five (35) people or more. However, the following exceptions (Number of attendees, location, Ethnic/specialty prepared or donated) have been approved for student organization events when attendance is less than 3. A number of criteria must be met for each type of exception:

Location:

If your event is in one of these Perkins Student Center rooms: Williamson, Read, Collins, Alumni, Kirkwood, Rodney, Gallery, Ewing, Bacchus, McLane, Blue & Gold,  201, 203, 301, 303, 304, 015R.

Or if your event is in one of these Trabant University Center rooms: 205, 206, 207, 209/211, 219, 223, 230, 234 or Multipurpose rooms

Then you may bring your own or non-UD catered food under the following guidelines…

Then Non-UD catered food may be used under the following guidelines…

Other stipulations:

Campus Areas Where Food is Never Allowed (Even if UD catered):

Other than approved designated areas for concessions or catering, food and beverages of any kind are not permitted in:

Ethnic/Special Prepared:

If the event requires specific unique ethnic food or specially prepared food then recipes may be submitted, at least 3 weeks prior to the event, to Dining Services to prepare the food or request a waiver to have an outside caterer supply the food. Organizations may provide recipes to Dining Services in the event the selected vendor cannot comply with Department of Health standards and insurance requirements. Contact Dining Services/Catering for specific information and regulations at (302) 831-2891.

Donated Food:

Student organizations may be eligible for a food waiver if the food is donated by a licensed and insured commercial food establishment that meets DOH standards and University guidelines. The food cannot be for sale purposes. Please contact the Director of Catering at (302)831-2891 for additional information including all requirements that must be met by the donating establishment.

Registered Student Organizations (RSOs) Use of Allocated Funding for Food:

RSO Executive boards are prohibited from using the standard allocation or group dues to pay for executive meals. Groups may have start and end of the year banquets for leadership but no more than a total of $200 of the Standard Allocation can be used on banquets. Failure to adhere to this policy will result in the members either not being reimbursed or a poor audit for the following semester.  More info here.

RSOs are permitted to use deposited revenue and donations to pay for such banquets. Also, RSOs are permitted to use its’ Standard Allocation to pay for food expenses at events open to the entire campus. However, clubs are encouraged to require payment to better offset group expenses.

Registered Student Organizations (RSOs) Use of Food at Activities Nights:

Delaware State Law prohibits RSOs from providing any prepared food at Activities Night. Pre-packaged snacks and candy (e.g., mini-candy bars, mints, and gum) are allowed but members of the RSO must keep these items individually wrapped. Pre-packaged foods cannot be opened and modified in any manner (i.e. opening sealed bread and peanut butter to create sandwiches).

General Student Organization Policies

Injuries/Accidents:

Requesting UD Services:

Two (2) working weeks notice is required to order any service from any department on campus. However, there is no guarantee that a requested service can be provided as resources and quantities are limited. Service requests are filled on a first-come first-serve basis. Student organizations requesting services must have sufficient funds to cover the expenses.

Student Organization “Salespeople”/Soliciting Door to Door:

Ticket Sales & Box Office:

Using Personal Vehicle for Organization Purposes:

The use of personal vehicles by students for travel for student organization purposes is strongly discouraged. If ​ a student drives his/her own vehicle for student organization purposes, then the student assumes the risk associated with the vehicle use.

More information on travel by a student organization here

Property Rental by Registered Student Organizations:

RSOs are not permitted to rent apartments, condominiums, beach houses, or any type of like accommodation/property. When traveling, RSOs are only allowed to reserve rooms in hotels, motels, parks, or campgrounds.

Storage of Registered Student Organization Property/Equipment:

Verbal Agreements by Registered Student Organizations:

Recreational Registered Student Organizations Policies:

RSOs that fall into the category of “Recreational” or those RSOs that may on occasion sponsor recreational type activities (such as Rock Climbing, 5Ks, Ice Skating, etc.) are subject to the following policies:

Agreement to Participate:

General Guidelines:

Equipment:

Registered Student Organizations Financial Policies

The University, by allowing RSOs to register on campus, permits them to conduct certain activities, one of which is the collection and management of funds for organizational programming.  Consequently, any funds allocated to or collected by such RSOs are University funds, subject to University Policies.

Policy on Conflict of Interest and Ethical Conduct:

Members of the University community are expected to maintain at all times relationships and practices in their University activities that are legal, ethical and morally correct.  Further, it is expected that students with responsibility for the administration of University funds, property, or services will conduct University business and their private affairs that might impinge upon the University in a manner that will stand the sharpest scrutiny by those who would seek to find wrong doing.

To ensure propriety and avoid even the semblance of wrong doing, such students must follow the practice of full prior disclosure in writing to the Executive Director of the Student Centers and Student Engagement of any association, relationship, business arrangement, or circumstance that might suggest to disinterested and objective persons that decisions were made contrary to the best interest of the University and for personal gain or the gain of family, close friends, or non-University business associates at the expense of the University.

Interest and actions that might be questionable may be judged to be entirely proper by the Executive Director of the Student Centers and Student Engagement if the rule of full prior disclosure is followed.  If, however, interests and actions by University students responsible for the administration of University funds, property, or services are deemed to be a clear conflict of interest, appropriate judicial action will be necessary to preclude any potential problems.

As indicated above, students who have questions or a concern about how this specific policy might apply to them are urged to contact the Executive Director, Trabant University Center, (302)831-1036.

CAMPUS SALES AND SOLICITATIONS (collecting money on or off campus):

By definition, sales/solicitations includes solicitation for membership dues, admissions, charges for events, donations, and any funds derived from programs and services rendered or sale of goods.

Treasurer Responsibilities/Record Keeping:

Equipment Inventory:

Checking Accounts/Reimbursements:


Deposits of Revenue (cash or check):

Expenditures (making payments, etc.):

Unauthorized Expenses

Registered Student Organizations may not use any organizational funds for items or events that conflict with policies of the University and/or the Code of Conduct, nor can the Allocation Board provide supplemental funding for such items or events. Items (or events with below items) covered by this policy include but are not limited to:

Executive Meals

Executive boards are prohibited from using the standard allocation or club dues to pay for executive meals. Executive Boards may hold banquets at the start and end of the school year for leadership but no more than a total of $200 of the Standard Allocation can be used on executive banquets. Failure to adhere to this policy will result in the members either not being reimbursed or a poor financial review.

RSO’s are permitted to use deposited revenue and donations to pay for such banquets. RSO’s are permitted to use its’ Standard Allocation to pay for food expenses at events open to the entire campus. However, clubs are encouraged to require payment to better offset club expenses.

Receipts for Gas:

Receipts submitted for reimbursement of travel expenses must include a mandatory trip form, gas receipts, and mileage information.  RSOs will not receive 100% reimbursement of gas expenses unless it is proven that the mileage traveled equals the gas used or if the RSO traveled in a vehicle from Motor Pool.

Gift Cards:

If RSOs purchase gift cards as gifts or prizes, the treasurer must provide the name and student ID # of the student receiving the gift card.  Gift cards cannot be used in lieu of RSO checks for payment and RSOs cannot purchase gift cards that act as credit cards (American Express, Visa, etc.).

Contracts (Agency, Bands, DJs, etc.):

When a student organization is working with an outside agency that is providing a service; fund-raising activity, entertainment, speaking engagement, etc., it is important that a contractual agreement be made between the organization and the outside agency. The Student Involvement Office provides Contract blank forms which you can use to make a contractual agreement with an outside agency or artist.

UD Internal Accounts

UD Internal account numbers will be maintained for each organization to accommodate billing by University departments.  The Student Involvement Office has the internal account numbers assigned to each organization and must authorize use of your internal account.

Payroll:

RSOs funded totally or partially by the University are discouraged from using any of their funds to reimburse individuals for work done for the organization.  If, however, an organization believes it is essential to pay employees, prior approval must be granted by the Senior Associate Director for Student Involvement or designee and they will be paid through the University’s Payroll System.

Travel Reimbursements

Although it is normally the policy of the University not to utilize University funds to cover the cost of student travel there may be occasions that might warrant an exception to this policy.  If an RSO believes an exception should be made, the following policies and procedures must be adhered to:

Corporate Sponsorship/Approaching Businesses for Funding:

 

Financial Reviews

Requesting Funds from the University’s Comprehensive Fee:

RSOs have the privilege of requesting funds that are collected through undergraduate students via the University’s Comprehensive Fee. The policies and procedures regarding this privilege are under The Allocation Board Policies.

The Allocation Board Policies

The University Of Delaware Board Of Trustees approved the Comprehensive Student Fee in May 1988.   This is a mandatory fee charged to all full-time undergraduate students and most recently approved for part-time undergraduate students.   The purpose of the fee is to provide financial support for RSOs that are related to the educational purpose of the University of Delaware.  The monies collected by the University of Delaware for funding registered student activities are public funds that must be administered in a manner consistent with the educational purpose of the University as well as with state and federal law.

The Allocation Board is composed of the following members: a professional advisor, a USC Business Office assistant and six to eight matriculated students, one of whom serves as the Financial Controller.

The Board is responsible for PROVIDING FUNDING TO APPROX 300 RSOs. There is only a limited amount of funding available on a yearly basis.

RSOs may submit a budget request for funds; however, no funds may be issued to student organizations that conduct any activities prohibited by the Charter of the University of Delaware or the Internal Revenue Code.  Delaware Code Title 14, Section 5013 states, “The University shall never be managed or conducted in the interest of any party, sect, or denomination.”  In describing the activities of organizations eligible for tax-exempt status, the Internal Revenue Code, Section 501 (c)(3) states “…no substantial part of the activities of which is carrying on propaganda, or otherwise attempting to influence legislation, and which does not attempt to participate or intervene in (including the publishing and distribution of statements) any political campaign.”

The viewpoint of the RSO will not be considered when making funding decisions, and each organization must make it known that its views and positions are its own and shall not be ascribed to the University.

Allocation Board Member Attendance at Events:

Organizations that receive Event Supplemental Funding agree to allow FREE attendance to the supported event by an Allocation Board member and his/her guest. One Allocation Board member may be required to attend any event that the Allocation Board supports.  This is to ensure that the event takes place, and that requested expenses are indeed incurred.  Allocation Board members will have a UD ID identifying them as a board member.

Funding That Is Not Used:

Please note that funding allocated to the organization through an Event Supplemental, Series Event Supplemental, Conference Supplemental, Capital or Standard Request that is not used as approved MUST BE RETURNED IN FULL TO THE ALLOCATION BOARD. Organizations are not permitted to re-allocate these funds to other activities even if the activities would normally be supported by the Allocation Board.

Requirements for Receiving Allocation Board Funds:

The purpose of the Comprehensive fee is to provide funds to improve the co-curricular on-campus environment for Undergraduate Students.

Factors That Determine Level of Event Supplemental Funding:

Types of Organizational Funding:

There are five types of funding that a Registered Organization can receive Standard, Event Supplemental, Conference Supplemental, Event Series Supplemental and Capital.

Each type of funding has its own online application form available on the University Student Centers Forms Page http://www.udel.edu/usc/forms.html and is described briefly below. Complete information on each funding type is detailed below.

Standard Budget:

Standard Budget Funds May Not Be Used For:

Registered Student Organizations may not use any organizational funds for items or events that conflict with policies of the University and/or the Code of Conduct, nor can the Allocation Board provide supplemental funding for such items or events. Items (or events with below items) covered by this policy include but are not limited to:

Other items/expenses that may not be paid for using standard budget funds:

Event Supplemental:

Event Requests of $10,000 Or Over:

If your request for funds is $10,000 or more then your organization must meet with the board. After the Student Involvement Office receives your request, be prepared to get a call or e-mail to meet with the board. The board meets on Thursdays at 3:30 pm (no exceptions) so someone from your group must be available at that time to speak with the board. The person meeting with the board should be familiar with the group and the request. The meeting should be about five-ten minutes long and the group representative should be prepared to talk about the costs associated with the event.

NOTE: The Board rarely funds more than $10,000 per event. Such an event should usually have an admission charge to cover costs. Large requests like this should also be made a semester or months in advance to maximize the success of the program.

 

Non-Funded Events:

The following types of group events will not be considered for funding with an Event Supplemental Form. Organizations wishing to do these types of events must use their own funds or Standard Budget monies to do so:

Non-Funded Event Items:

The following items may not be purchased with Event Supplemental Funding. If you choose to have these items as part of your event then they need to be listed in the “non-funded” column of the application form.

Registered Student Organizations may not use any organizational funds for items or events that conflict with policies of the University and/or the Code of Conduct, nor can the Allocation Board provide supplemental funding for such items or events. Items (or events with below items) covered by this policy include but are not limited to:

Secondary Items for Event Supplementals

The following items must meet the criteria listed with the item in order to be considered for funding. These are not considered priority items and might not be funded.

The following items have the following limits on the amount of funding your organization may receive.

SERIES SUPPLEMENTAL:  This is a specialized version of the Events Supplemental form and is used when a series of events is being asked for (i.e. lecture series, film series, band series).  All of the information provided under the Event Supplemental applies to this form as well.  Additionally, the total series cost for artists fees cannot exceed $10,000.

CONFERENCE SUPPLEMENTAL:  All RSOs are Limited to two (2) conference requests per academic year (one per semester).  The Standard allocation for each request is $200.00.   Conferences should be within the Mission of the organization.  Conference Registration information must be provided with the request.  Conference requests will be considered on a case by case basis.

CAPITAL SUPPLEMENTAL: Applied for major expense items that are not needed yearly. Very limited and must have campus approved location where capital equipment is going to be maintained.  Capital Expenditures (such as computers, uniforms, and other large ticket items that are needed by the organization on an occasional basis) may be purchased with Standard Budget funding but would most likely deplete that money. Instead, monies for such items may be requested by completing a Supplemental Request Form for Capital Expenditures. Capital Expenditures, by their very nature, are not always funded and the requesting organization must make a strong case for the need of the purchase.

The following guidelines apply to requesting Capital Expenditures:

Registered Student Organizations may not use any organizational funds for items or events that conflict with policies of the University and/or the Code of Conduct, nor can the Allocation Board provide supplemental funding for such items or events. Items (or events with below items) covered by this policy include but are not limited to:

Fraternities & Sororities Financial Policies

The University, by allowing Fraternities & Sororities use of facilities on campus, permits them to   conduct certain activities, one of which is the collection and management of funds for programs.

Consequently, any funds collected by such Fraternities or Sororities on University property are considered University funds and are therefore subject to University Policies and procedures.  As a Chartered Fraternity or Sorority on campus, officers and responsible members agree to abide by University policies governing use of University facilities, collection of funds for on-campus programs and use of University services.   Accordingly, the following policies/procedures have been established to govern all University financial involvements of the Chartered Fraternities and Sororities.

Campus Sales and Solicitations (collecting money on or off campus):

By definition, sales/solicitations includes solicitation membership dues, admissions, charges for events, donations, and any funds derived from programs and services rendered or sale of goods.  Information on Sales and Solicitation Policies.

Deposits of Revenue:

All funds derived from ANY on-campus sales/solicitations, admissions, charges for events, and any funds derived from programs and services rendered or sale of goods must be deposited in the organization’s University Internal account.  Deposits of these types of revenue require a Sales & Solicitation form.  See the Sales & Solicitation Policy section of this manual for further information.

Making a Deposit:  Information here

Retrieving Funds Deposited To The Internal Account:

University Of Delaware Internal Accounts: