Management is a very important part of the strength and growth of a student organization. Here are some tools to assist you with your organization.

• About Registered Student Organizations (RSOs)
• Annual RSO Re-registration
• Budgeting
• Contracts
• Funding
• Organizational Resources
• Outside Bank Accounts
• Promoting Your Organization
• RSO Constitution
• Update RSO Information
• Violations

Annual RSO Re-registration 

All student organizations are required to register every spring semester with the Office of Student Activities & Greek Affairs in order to maintain their status as a Registered Student Organization (RSO). To re-register, visit OrgSync and complete the online re-registration form. Failure to comply with the registration process results in the suspension of the organization, loss of $100 in start-up funding, and loss of the privilege to operate as a Loyola organization. The organization will remain suspended until the re-registration process is completed and officers of the organization have met with a staff member of Student Activities & Greek Affairs, who will determine whether to reinstate the organization.

*Club Sports must complete registration forms through Campus Recreation. For further information contact Nathan Clark at nclark1@luc.edu or 773-508-2617.

Student Activities & Greek Affairs evaluates all organizations annually to ensure compliance with university policies.

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Budgeting

Budgeting is a very important part of the strength and growth of a student organization. RSOs may find that they have under/over estimated costs for parts of their program. In some instances, organizations may request a budget transfer. Budget transfers may only be used to transfer allocated funds:

• from one category classification to another category classification within an approved program;
• from one approved program to another approved program; or
• from one organization to the approved program of another organization (with approval).

Budget transfers are used for previously approved programs only. Any new or previously unfunded programs must be submitted to the Allocations Committee in the form of a . Budget transfer requests under $1000 should be submitted to the Office of Student Activities & Greek Affairs for approval. Requests over $1000 must be submitted to the Allocations Committee for approval, and will be heard the following Monday after submission. Requests must be approved by the Office of Student Activities & Greek Affairs or the Allocations Committee before the transfer and/or any related spending can occur.

If an event is cancelled, or is not going to occur in the form that it was originally funded (i.e. the event was originally funded as a dance, but the organization now wants to have a dinner), it is considered an unapproved event and that portion of the budget will be frozen. The money will be swept from the organization’s account and returned to the Student Activity Fund (SAF) to be reallocated by the Allocations Committee.

A number of resources are available to help organizations manage their budgets effectively. Visit www.orgsync.com for forms or use the links below.

• Budget Transfer Form
• Check Requisition
• Reimbursement
  

For more information on funding, visit the Get Funded page.

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Contracts

Registered Student Organizations, on behalf of Loyola University Chicago, may establish contracts with performers. Any time any off-campus individual, group, or company comes to campus or otherwise is engaged in a contracted business with an RSO, a contract or standard Loyola University Chicago Performance Agreement must be used (A contract is provided by the artist/performer/vendor and given to the university where the Loyola University Chicago Rider is attached. Any artist/performer/vendor that does not supply a contract to the university will be given a Performance Agreement to act as a contract.) This includes, but is not limited to:

• Artistic performances
• Speaking engagements
• A/V, sound, staging, or other media equipment rentals
• Workshops, trainings, or group instruction
• Inflatable games or other entertainment equipment

*Loyola University Chicago will not be responsible, financially or otherwise, for any verbal or written agreements entered into by students, student organizations, or unauthorized University faculty and staff advisors. RSOs or individual RSO members themselves are not permitted to contract with outside parties, and should never sign a contract. Further, obtaining the advisor’s signature alone will not legally bind a contract or authorize payment. A member of the Office of Student Activities & Greek Affairs must review, negotiate, complete, and sign the agreement before it is valid. Violation of this policy is a serious offense and may be referred to the Student Conduct System for failing to comply. RSOs or RSO members may also be held financially responsible for any monetary damages or personal contractual agreements.

• Contract Rider
      -Use the Contract Rider to supplement a performer's contract
• Performance Agreement Packet
      -Use the Performance Agreement Packet if the performer does not have his/her own contract
• W-9
      -A W-9 must accompany all contracts in order for payment(s) to be disbursed  

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Funding

To learn more about funding your organization, see our Get Funded page.

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Organization Resources

The following lists resources available to Registered Student Organizations. Student Activities & Greek Affairs provides tools to help manage your RSO experience.  

• Advertising Methods
• Budgeting Tips for RSOs
• Checklist for a Successful Program
• Conflict Management
• Creating a Mission Statement and Goals for Your Organization
• Event Evaluation Form
• Facilitation Skills
• Icebreakers
• Motivating Members  
• Posting Policies
• Recruitment
• Running a Successful Meeting
• Sample RSO Constitution
• Transitioning Ideas
• University Dining Catering Guide

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 Outside Bank Accounts

Student organizations are not authorized to associate Loyola University Chicago with an outside bank account in any manner - name, identification numbers, and tax-exempt numbers may not be used. An account of this type is not under the control of and is not the responsibility of Loyola University Chicago. Student activity funds and revenue raised through the use of Student Activity Funds cannot be deposited in an outside bank account. The Office of Student Activities & Greek Affairs will not help student organizations create, maintain, manage, or close outside bank accounts. SAGA in no way promotes or encourages the opening of outside bank accounts for RSOs.

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Promoting Your Organization

There are a number of ways to promote activities or organizations at Loyola's lakeside campuses:

Reserving Space: Student organizations may reserve tables in the student centers at Loyola's lakeside campuses. To reserve space in a student center or elsewhere on campus, contact Campus Reservations at 773.508.8067. Tables are assigned on a first-come, first-serve basis and are set-up by student center staff. No storage is available. Organizations may not interfere with students entering or leaving the area. 

Posting Flyers: Organizations may hang flyers in the student centers to promote student-focused activities and services. Flyers may not be hung on windows, glass doors, tables or chairs. The building manager may remove flyers that violate these policies. Before hanging flyers, stop by the information desk for guidelines and approval. Click for information on Posting Policies.

Banners Space: Banner space is available at Loyola's Centennial Forum Student Union. Reservations for banner space should be made available through Campus Reservations. Organizations should present their banner space reservation confirmation by 6 p.m. the night before the banner is needed.

University Calendar: Student organizations may submit their events and activities to Loyola's online University Calendar.  

The Phoenix Events Calendar: Submit your activities and events to Loyola's official student newspaper. For more information, visit The Phoenix.

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RSO Constitution

For more information, visit the RSO Constitution Page.

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Update RSO Information

Student organizations must notify Student Activities & Greek Affairs whenever there are changes of officers, advisors, or the constitution during the academic year. 

You can update your organization's information at any time in the year by utilizing the OrgSync "Org Profile" under the Settings tab. Make changes as needed and submit. This information will update upon approval by your campus administrator. 

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Violations

Violation of Student Activities & Greek Affairs policy is a serious matter. Failure to follow policy, procedures, or adhere to responsibilities by an organization or its members reflects poorly on the group and disrupts the university community.

Standard sanctions may include, but are not limited to:

• Temporary expenditure freezing of the RSO University Account
• Loss of Start Up Funding for the semester or year
• Removal of all current monies from the RSO University Account
• Denied Room Reservation permissions for the semester or year
• Blocked from requesting future SAF funding
• Stripped of RSO status

For serious or repeated violations, the organization or its members may be referred to the Student Conduct System for failing to comply with university policy. Please refer to The Student Handbook for a complete description of University policies.

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