Welcome Back Registered Clubs and Organizations, Registered Clubs and Organization at UC Merced Standard Practices and Policies.
The Office of Student Life at UC Merced is excited to welcome you back for the academic year. This year we have initiated a number of new procedures and will be enforcing standard practices and campus policies. As a Registered Club or Organization (RCO) on campus it is your responsibility to follow all guidelines. Failure to follow proper procedures and guidelines may result in restriction placed on your RCO.
- OSL is allowing a two week grace period for your club to get organized before you may operate as a RCO on campus. Organizations hosting welcome week events or campus club fair may participate on campus prior to completing the re-registration process. However, you will still need to submit an events notification form for all events during this period.
- All events must be registered online. Simply go to The Office of Student Life web site and click on Clubs and Orgs then click Online forms to register your events. Please note all events (even those co-hosted or sponsored by faculty, or departments) must be registered. Failure to register an event may result in your event being cancelled regardless of funding or planning. All events on and off campus must be registered. http://studentlife.ucmerced.edu/what-we-do/clubs-orgs/forms/event-notifi...
Re-Registration process is a 4-step process. Your RCO before you can table, host any events or reserve rooms our RCO must first complete this process.
1. Re-register your RCO officers by filling out the Online form Click on Club Re-Registration. http://studentlife.ucmerced.edu/what-we-do/clubs-orgs/forms/club-re-regi...
2. The President and Treasure and two other primary officers must complete the officer check list. Only those officers having completed the Officer Checklist may reserve space on campus or request purchasing. http://studentlife.ucmerced.edu/what-we-do/clubs-orgs/forms/officer-chec...
3. All officers must complete the Online RCO Training in order to complete this you will need to review the Club Training Powerpoint 2011-2012. To complete this training click on Clubs and Orgs and the RCO training you should plan on 30 to 45 minutes to read slides and take the training quiz. http://studentlife.ucmerced.edu/what-we-do/clubs-orgs/rco-training
4. RCO’s are required to pay a $25.00 registration fee to do this please bring a check made out to UC Regents or cash to OSL this must be paid by Oct 31.
Fundraising on or off campus will not be allowed without first completing the Online Fundraising Request Form. You will be required to have an OSL approved Fundraising Permit displayed during all fundraising events including tabling events. If you are hosting a fair with multiple RCO’s fundraising each RCO must have there own Fundraising Permit displayed. You will need to submit the application online prior to your event and then the permits may be picked up in OSL. You have 3 days after your event to report the results and funds received. Failure to display permit or report funds raised may result it sanctions towards your club. http://studentlife.ucmerced.edu/what-we-do/clubs-orgs/forms/fundraising-...
Performers, speakers, presenters, quest or any situations in which you are bringing someone or a group to campus regardless of whether they are being paid or performing for free must be contracted 3 weeks prior to the event. This means that all paper work will need to be signed and completed 3 weeks prior to the event (it takes about a week to get all the proper signatures so you should be starting 4 weeks prior to your event). The only exception is if your RCO is working with a community members to visit your club meeting and this is not a special event but part of your weekly RCO meetings.
Travel, purchasing or any requests that require working with a new vendor (non UC Merced purchase) will also need 3 weeks for approval. In some cases, if your RCO has the funds approved and we are ordering supplies or materials for your RCO we may be able to work on a shorter time period this can only be done if the vender is already an approved UC Merced vendor and accepts PO’s from UC Merced. You must make these arrangements with the OSL Purchasing Specialist.
Food permits or preparing food on campus. Before your RCO may prepare food for sale or food to be served to the general public you must first submit a request for a food permit. Once approved a food permit will be issued to your RCO this must be displayed at all times. Before you can prepare and serve food all members participating will need to attend food training. To attend food training please arrange a 30-45 minute meeting with Jim Greenwood.
Securing or requesting funding from campus sources. There are a number of ways to secure funding. You may submit a bill to ASUCM (you will need to work with an ASUCM senator) or a proposal to ICC ($2500 per event and up to $5000 a year). Your RCO may secure funding from faculty, staff or department. If your RCO secures campus funding you will still need to meet time period guidelines so please plan ahead. It is your RCO’s responsibility to secure all the correct signatures and budget request.
Inter-Club Council (ICC) membership is open to all RCO’s. Each RCO can have one voting member and one proxy. The second week of ICC meetings elections for Council officers are held. This year meetings will be Tuesday at 10 am in the Bobcat Lair. RCO’s do not need to be an active member of ICC to submit a proposal. Each RCO is eligible for up to $2500 per event and up to $5000 during an academic year while funding is available. ICC is sponsored by ASUCM and must adhere to all ASUCM funding and budget regulations.
Risk management and safety should always be a priority. All groups that participate in dance, performances, martial arts, sports, or physical activities or events must have signed waivers by all participating members. Group practices may not be attended with out a signed waiver. These waivers must be turned into OSL. Waivers are available through the OSL web site. If you are hosting a sporting event or performance event you may be required to apply for additional campus insurance. In many cases there is no charge for this additional insurance please allow 2 weeks to secure event insurance.
Room reservations and campus space is limited on campus. Classrooms are reserved as academic spaces first. When using campus space you may not us IT or AV equipment without first contacting IT and receiving permission. Room reservations may be made through the Office of the Registrar. http://registrar.ucmerced.edu/services/room-reservations . Only officers who have completed the registration process may reserve spaces with the Registrar, Dining, Res Life, Recreation, Library or OSL.
