Where is the Dean of Students Office?
We are located on the 3rd floor of the Student Center South (above Wells Fargo and UCItems), Suite G308.
What is the Office of the Dean of Students and what can it do for my group?
The Office of the Dean of Students (ODOS) supports the intellectual, personal, social and professional development of all students. The ODOS offers educational and leadership opportunities that enhance academic success and will result in learning outcomes that will prepare students for their future roles in diverse, dynamic, and global society.
How many registered campus organizations are there?
The number of student organizations at UCI is always growing as new student groups register every quarter. There are currently over 400 organizations on campus. To see a full list of groups, search the campus organizations website at http://www.campusorgs.uci.edu.
What groups exist on campus?
Search the campus organizations website for a complete list of recognized campus organizations with the contact information for each campus organization that is provided by its members.
How can I get involved in existing groups?
Search for an organization by name or keyword on the Dean of Students website. You may then contact the groups you are interested in to find out when meetings are or if they are having any upcoming events. If you have a problem contacting a specific group, email the Office of the Dean of Students and we may help you.
How do you start a new group?
Registering a new organization requires you to have at least three UCI officers/members in order to be recognized. Fill out the New Organization Registration information online through the campus organizations website. Once you have completed and submitted all the parts of your organization's registration, you will then be contacted about setting up an hour long new organization orientation meeting. Please make sure that the other officers of your group are available for this meeting. You will pay the $40 registration fee at this meeting.
**IMPORTANT CHANGES to registration process for NEW organizations: Beginning Winter 2010, registration for all NEW campus organizations will be limited to Weeks 1, 2, 9, and 10 of Winter Quarter, and Weeks 1 and 2 of Spring Quarter. If you are interested in starting a New Campus Organization you must complete the online registration process before these deadlines, in order to be considered for registration.
If there is already a group that exists with a similar purpose, can I still start a new one?
While we encourage groups with similar purposes to consider consolidation, we allow groups with similar purposes to be recognized.
How much does it cost to register?
$40 for new organizations (anytime during the academic year); $35 to re-register an existing organization; $50 to re-register an existing organization after the 3rd week of Fall Quarter (October 16, 2009).
How can we pay for the registration fee?
There are three ways to pay the fee: 1) Cash 2) Checks made out to UC Regents 3) If your organization has an ASUCI account: You MUST pay by filling out the Club Account Withdrawal Request form located at the Office of the Dean of Students. Payee Name: Dean of Students, Account #2060-0056. The slip must be taken to ASUCI Student Government Business Office for processing.
What happens if my existing organization is not re-registered by the 3rd week of Fall Quarter (October 16, 2009)?
If your existing organization is not re-registered by the re-registration deadline (October 16, 2009), it will lose coverage under the University of California Office of the President's liability insurance program, existing reservations made through Student Center and Event Services (formerly Scheduling and Conference Services) will be cancelled, and if you wish to re-reserve those spaces without re-registering your organization, you will be charged the off-campus rate to reserve spaces on campus. Your organization will also be charged a $15 late fee. So, re-register before the deadline for the benefit of your group!
What are the benefits of being recognized?
As a Registered Campus Organization at UCI, your organization has many benefits including access to advisors, leadership programs and events, liability insurance coverage for your organization with the University of California Office of the President, and access to many campus facilities and services, some of which are listed below. Organizations are encouraged to take advantage of these services and to contribute to their success and improvement. Please note that some of the resources listed below have fees associated with them.
Do we only have to register our organization once?
No. Every organization is required to re-register every academic year. The registration term or period for campus organizations lasts from September 1st to August 31st.
How do I re-register as a recognized campus organization?
Registration for campus organizations ends on August 31, so organizations must re-register beginning September 1 of each year. Re-registration will be available online at the campus organizations website, http://campusorgs.uci.edu/organizations/registration. Already existing organizations will submit their re-registration online and pay the $35 re-registration fee in person at the Office of the Dean of Students
Why do faculty and staff signers have to register their organizations in the faculty/staff category?
Although we will continue to register faculty/staff groups, we are dedicated to meet our mission of providing “services, programs, and facilities to enhance the quality of education by extending the learning environment beyond the classroom and into the co-curricular lives of UCI students.” By allowing only students to be signers for student groups, we can ensure that student organizations receive the benefits of advising, reserving space in the Student Center, and the opportunity to apply for funding from student organization funding boards. We also hope that faculty/staff organizations can be clearly distinguished from student organizations in our "search" system so that interested faculty and staff can find such organizations.
Why can’t we have both students and faculty/staff as authorized signers for the same organization?
The Office of the Dean of Students would like to clearly define which organizations are students and faculty/staff. If your organization has mixed faculty/staff and students as officers and members, we would like to encourage student development by having students take responsibility of the group and register as authorized signers if they wish to register as a student group. Faculty and staff who play a large role in the organization might be well suited to serve as an advisor instead of an authorized signer for a registered student organization. This delineation between the roles that students and faculty/staff play in registered campus organizations will help the Office of the Dean of Students understand the demographics of our groups and provide resources and advisement accordingly. Faculty and staff members who wish to have authorized signer responsibilities can register their organization in the faculty/staff category to be recognized as such.
Can we sell things on campus?
Yes, as long as it is in compliance with the fundraising policy (see section 42.30). Selling commercial products on campus (i.e. Jamba Juice, bottled soda, energy drinks, etc.) is prohibited. In addition, all funds raised must go directly back to the organization. Contact Student Center & Event Services (formerly known as Scheduling & Conference Services) at (949) 824-5252 for more information.
I have seen groups sell food on campus -- how can I do that?
Temporary food permits are required when serving perishable foods at an event. To apply for a temporary food permit, please complete the Environmental Health & Safety’s Food Safety e-learning course, http://www.ehs.uci.edu/programs/sanitation/foodpermit.html. Do not take the UCI Safety Training Self-Assessment since it pertains to staff only. Should you have any questions or concerns, contact Jim Pack at jgpack@uci.edu or (949) 824-4170.
How can my group(s) get money for its programs?
The Student Program Funding Application can be used for all of the sources listed below. Please refer to www.asuci.uci.edu, for the Student Program Funding Application. The sources of funding include Associated Student University Of California (ASUCI), University of California Alumnae Association (UCIAA), Multicultural Programs Committee (MPC), Community Service Funding Board (CSFB), Health Education, and the Dean’s Fund.
How can my group(s) get money for office supplies and operating expenses?
Many funding boards fund campus activities, however office supplies and operating expenses should come from the organization’s budget. Fundraising is always an option. As stated in the policy (30.00): Noncommercial fund raising by campus organizations is permitted. The provisions below govern the collection of moneys, the solicitation of donations, sale of materials, payment of dues, admission charges, and the financial accountability required of fund raising groups.
How can we receive tax-deductible donations?
Many campus organizations are asked for their "tax I.D. number" when establishing bank accounts, receiving funds from businesses, or accepting donations. Sometimes it is assumed that the University of California tax I.D. can be used, but this is not true. Remember, you can be an organization “at” UCI, but you are not a UCI organization. Some groups may be able to use the tax I.D. of their national organizations and should make inquires from their national headquarters. In some cases, presidents or treasurers have used their personal tax I.D. numbers (Social Security Numbers), but this is not recommended.
Obtaining a federal tax I.D. number for your organization is online now!
Visit, http://www.irs.gov and search for the EIN (Employer Identification Number) process. An Employer Identification Number (EIN) is also known as a Federal Tax Identification Number, and can be used by your organization. Please note that you may still have to provide a Social Security Number to obtain an EIN. This is not recommended, and you may be able to apply for an ITIN (Individual Taxpayer Identification Number) to use in place of an SSN. Check with the IRS website on how to complete the ITIN process.
How can we reserve space for meetings?
As a registered campus organization you can use UCI facilities for meetings and events, including the Student Center building plazas, grass fields, and table space reservations for food sales, displays, and information distributions. Reservations for most venues can be made through Student Center & Event Services (formerly known as Scheduling and Conference Services), and must be done by an authorized signer of the organization. Student Center & Event Services can be contacted at (949) 824-5252 or via email reserver@uci.edu. Additional information can be found on their website http://www.confserv.uci.edu/.
How can we get a table on Ring Road?
Contact Contact Student Center & Event Services (formerly known as Scheduling & Conference Services) at (949) 824-5252 to make reservations. You must be an authorized signer for your organization to make the reservation.
How can I learn what other groups exists so that I can identify some possible co-sponsors for our upcoming events?
Please visit the Office of the Dean of Students website for a listing of campus organizations. Also, feel free to visit the Office of the Dean of Students for additional help.
Can we have alcohol at our events?
Yes, pending approval from the Office of the Dean of Students and Alcohol Beverage Commission (ABC). Campus Organizations must obtain a temporary alcohol permit and have it approved by the Office of the Dean of Students. Alcohol may only be served at catered events in accordance with UCI Policies and Procedures, Sec. 900-13: Policy on Consumption of Alcoholic Beverages. It is the responsibility of the department or organization coordinating or organizing the catered event to review these Policies and Procedures with their caterer of choice. Please note that in order to obtain a permit, the majority of the attendees must be 21 years of age or older.
California State Law and the California Alcohol Beverage Commission restrict caterers who do not possess an alcohol license from selling or providing alcohol to a client. In most cases, the Approved Caterers at UCI do not possess this type of license. For more information, contact Student Center & Event Services (formerly known as Scheduling & Conference Services), (949) 824-5252, http://www.confserv.uci.edu/
Can we use university money for alcohol?
No.
Can we hold events off campus?
Yes. However, when holding an event off-campus, your organization is not covered by University insurance. We highly encourage your organization to purchase insurance for off-campus events depending on the risk of the activities. For more in-depth information on how liability and insurance play a role in your organization’s event visit, http://campusorgs.uci.edu/core
If we hold events off campus, who is liable if something goes wrong?
Potentially the group’s officers, individual members, advisors and any other organization the group may be affiliated with, such as a local or national organizations, may be liable. Just because an event is not on campus, does not excuse the group from adhering to campus policies. In fact, a student group may face judicial procedures on campus as well as off campus depending on the severity of the violation. For more information on liability and how you can purchase insurance for off-campus events visit, http://campusorgs.uci.edu/forms.
What if an activity we want to do is risky (travel, physical activity)?
If there are any questions about the an event, contact the Office of the Dean of Students at (949) 824-5181 to make an appointment with the Director of Campus Organizations or to speak with a CORE (Campus Organizations Resources & Education) Consultant. Also, it is advised to purchase event insurance if it is applicable to the event. You may also want to consider administering waivers, which are available at the UCI Materiel & Risk Management website (http://www.mrm.uci.edu/waivers.html). For more information on event risk management and how it affects your organization’s
activities, contact UCI Materiel & Risk Management (949.824.6516)
How do we arrange for parking on campus?
Please contact Parking & Transportation at (949) 824-7486.
Can we have amplification at an event?
Yes, but there are limitations to venues, level, time, and duration of the amplified sound. Please see the Guidelines for Use of Amplified Sound.
Here are the basic steps:
1) Reserve outdoor space at Student Center & Event Services (formerly known as Scheduling & Conference Services)
2) Review the Guidelines on Use of Amplified Sound
3) Download the Amplified Sound Request Form
4) Turn in the request form to Student Center & Event Services (formerly known as Scheduling & Conference Services)
For more information on amplified sound requests, please contact Scheduling and Conference Services. Submission of the Amplified Sound Request Form does not guarantee you will be approved for use of amplified sound.
Can we have social events at any time?
When planning events on campus, you should consult with Student Center & Event Services (formerly known as Scheduling & Conference Services) and speak to program advisors from the Office of the Dean of Students.
Where can we have a dance on campus?
Because of the variety of locations and venues, contact Student Center & Event Services (formerly known as Scheduling & Conference Services).
Dances sponsored by UCI registered campus organizations and held on the campus are primarily for the participation and social enjoyment of organization members.
Can we have a protest event on campus?
As a public institution, the university strives to uphold your organizations right to protest and ability to freely express viewpoints, thoughts, and ideas. We encourage you to work closely with our office in order to insure a safe and effective event. As a starting point, make sure you are aware of the campus policies related to protests, demonstrations, and free speech. Please see the General Guidelines and Policies Related to Use of University Property and Free Speech.
What are the rules regarding preparing and selling food ourselves?
Temporary food permits are required when serving perishable foods at an event. To apply for a temporary food permit, please complete the Environmental Health & Safety’s Food Safety e-learning course www.ehs.uci.edu/programs/sanitation/foodpermit.html. Do not take the UCI Safety Training Self-Assessment. Should you have any questions or concerns, please contact Jim Pack at jgpack@uci.edu or (949) 824-4170.
If I spend money, can I get reimbursed?
It is not recommended to spend money without prior approval from your organization. However, your organization may reimburse you for certain purchase with prior approval and proper receipts.
Can my groups use the UCI name and logos?
The name “University of California” is property of the state. No person shall, without the written permission of the Regents of the University of California, use this name, or any abbreviation of it or any name, which these words are a part in any way.
Campus procedures for approval of use of the University name, insignia, and unofficial seal are published in Section 700-02 of the UCI Policy and Procedures Manual. (The Manual is available online in the reference section of the Library, and most campus administrative offices). However, according to UCI policy section 41.20, a registered campus organization may include “UCI” in the title only to indicate location affiliation. (CORRECT USE: Anteater Stamp Club @ UCI. WRONG USE: UCI Anteater Stamp Club.) You may include acronyms or abbreviations for your campus organization.
Should we have an advisor?
It is highly encouraged that campus organizations avail themselves of a faculty or staff advisor. Inquire with the Office of the Dean of Students for more information or assistance on how to secure an advisor.
What kinds of things should an advisor do and not do?
Each organization should meet with their advisor at the beginning of the year to determine expectations of the advisor. Please note that an advisor may not vote in the organization’s matters, hold office or unduly influence decisions of the student organization.
Can we affiliate with an off campus group?
Yes. Several campus organizations associate with different types of off campus groups such as non-profits, commercial companies, social organizations, etc. While it is fine to do so, it is also important to be aware of the type of role the off campus group will play in your organization. For advising on off campus affiliation, you can visit the CORE (Campus Organizations Resources & Education) Consultants in the CORE Office (3rd Floor of the UCI Student Center) or the Office of the Dean of Students. We also suggest that the leaders of your organization should be clear about your relationship and expectations of one another. You should also note that if you co-sponsor an event with an off-campus group, you may incur higher costs for renting space on campus for your event. Please visit Student Center & Event Services (formerly known as Scheduling & Conference Services) for more information about reserving space on campus.
Our organization’s leadership has changed. How do I change my authorized signers?
The President/Chair of a campus organization is the only person who may add or remove authorized signers. You can request to switch authorized signers online through the Campus Organizations website. Please note that every organization is allowed up to four authorized signers, and they must be full-time students to be granted this status.
What kind of behavior constitutes hazing? What is wrong with hazing?
All registered campus organizations annually renew their recognition of the University's anti-hazing policy by having their presidents and vice-presidents sign the Anti-Hazing Compliance registration form each fall and at the time of officer transition. This policy applies to all groups, including fraternal organizations. Incidents of hazing should be reported to the Office of the Dean of Students.
-Hazing is a felony in the State of California
-Hazing is against the rules and regulations of the UCI Campus Policies. If individuals are found guilty of violating these rules, they may be expelled permanently from the University.
-Organizations that participate in hazing functions are subject to permanent disassociation from the University. The future of the organization is in jeopardy if members of the organization participate in hazing.
-Hazing is a threat to life and personal safety and is a violation of the rules of common decency.
-Hazing is outmoded, antiquated and thoroughly unacceptable. It is a custom that has no place in today’s University.
Can we get a mailbox?
Yes, recognized campus organizations are assigned mailboxes. They are located in the Office of the Dean of Students. Any mail that is being sent to our office on behalf of your organization should be addressed accordingly:
Name of Your Organization
c/o Office of the Dean of Students
G308 UCI Student Center
Irvine, CA 92697-5125
Can we get a webpage? Can we get an e-mail address?
Registered campus organizations are exclusively eligible for free “Spirit Accounts” offering e-mail services, website hosting on a UCI Server, mail list services and MySQL accounts. For more information or to apply visit the Spirit Account website.
How can we get business cards?
Although there are many choices in the area, Kinko’s is located on campus in the Administration building and across the street in the University Center.
Can we open an off campus checking account?
While you can open an off campus checking account, we recommend you use the ASUCI account because it is free and their office is located on campus. When opening an account, we recommend using a Federal Tax ID # instead of a personal social security number, for your protection.
Can our officers be paid?
No. Any funds raised must go back into the organizations. Please note that registered campus organizations must follow the University of California Policies Applying to Campus Activities, Organizations, and Students in all financial matters and accept full responsibility for all activities that bear the organization’s name as official sponsor. A copy is available at the front desk of the Office of the Dean of Students.
Can we be selective in our membership?
Groups are allowed to be selective in their membership and establish their own membership criteria, e.g. minimum GPA, but you cannot discriminate based on protected groups such as ethnicity, disability, etc. EXCEPT certain groups (e.g. Greek Life) may discriminate based on gender as defined and stipulated in Title 9.
How do the Principles of Community apply to our group?
As stated in the UCI Implementation of the UC Policies Applying to Campus Activities, Organizations, and Students: All who work, live, study, and teach at UCI are here by choice and, as part of that choice, should be committed to the Principles of Community. The Principles of Community is an ideal statement, not a policy. A complete version of the Principles of Community may be found at http://www.students.uci.edu/judicial/principlesofcommunity.php.
Can we get addresses of campus VIP’s?
The Office of the Dean of Students does not retain a VIP list for campus organizations. Most campus addresses can be found on the UCI Campus Directory, http://directory.uci.edu/
Our group is religious/spiritual in nature. Is there anything different we have to do because of that?
No. Please note that Membership selections must be consistent with non-discrimination statement. Also, your organization may or may not be eligible for certain funding boards for funding of religious events.
Can anyone be an officer in our organization?
All officers must be currently enrolled UCI students or current staff/faculty, or as outlined in your organization’s constitution.
Can we decide who can and cannot attend our events?
Yes, however, if you are receiving funding from the University for a specific program, the program must be open to all UCI students. If your organization is paying for the event for only its members, then you may choose to limit the people invited to the event.
Can we charge dues?
Yes.
Can I sign a contract?
You may sign a contract; however before signing any contract, it is advised to see the Director of Campus Organizations for advice on liability.
Are there any resources to help our group or its leaders develop more as leaders?
CORE (Campus Organizations Resources & Education) Consultants are available throughout the academic year to serve as a resource for you and your organization. You can contact the CORE Consultants at core@uci.edu, or visit the CORE Office, located on the 3rd floor of the UCI Student Center South building. For further information on more opportunities on how to develop and grow as a leader you can visit the Office of the Dean of Students website at http://www.dos.uci.edu.
If I spend money, can I get reimbursed?
It is not recommended to spend money without prior approval from your organization. However, your organization may reimburse you for certain purchase with prior approval and proper receipts.
What is the difference between being an officer and an authorized signer?
Every student organization is allowed up to four authorized signers. Authorized signers are the individuals that the Office of the Dean of Students recognizes as both financially responsible and liable for the actions of their organization. These four individuals have the ability to make facility reservations with Student Center & Event Services (formerly known as Scheduling & Conference Services) , the Bren Events Center, and the ARC. Only currently enrolled UCI students can be authorized signers for an organization, not alumni, off-campus advisors, faculty or staff.
An organization member does not have to be an officer to be an authorized signer. However, at least two of the four signers must be executive officers of the organization (i.e., President/Chair, Vice President/Co-Chair). Contact the Office of the Dean of Students with any questions or for more information.
What is a financial signer?
ASUCI requires at least one financial signer for each organization's club account. Financial signers are the only individuals that will have access to your organization's funds through ASUCI. It is recommended that you have no more than two financial signers so that tracking and spending of your organization's funds is consistent and not confusing. For more information about club accounts, please contact ASUCI at (949) 824-5547.
How can we advertise things on campus?
Posters:
-Always include: organization name, event title, event date, event location, cosponsoring organizations. If posting on campus, include post ‘til date.
-Poster making facilities in the Office of the Dean of Students (G308 UCI Student Center)
-Poster paper (butcher paper) can be purchased from the Office of the Dean of Students for $.50 per 5 feet. This price is only for registered campus organizations. Poster paper can be purchased by on-campus departments for $1 per 5 feet.
-When putting posters up on campus please be sure to follow the campus policy on posting and distribution of literature,
OTHER OPTIONS
-Online Publicity (Anteater Community Calendar, Anteater Weeklies, today@uci, Facebook, Twitter, etc.)
-Media (i.e., New U advertising)
-Personal Invitations (i.e., invite UCI Faculty, invite each other)
-Student Center Marquee (ASUCI)
-On-Campus Housing; Arroyo Vista, Campus Village, Mesa Court, Middle Earth
-Printing (on campus Engineering Copy Center)
Can we get mailing labels, emails, or contact information so that we can send announcements to students during the school year?
Yes. The Office of the Dean of Students works with the Office of the Registrar so that campus organizations can access this information to send out announcements about your organization’s events. A Campus Organization Mailer Request Form needs to be filled out in order to acquire contact information for UCI students. In most cases, groups will be limited to the e-mail information only. All information about the C.O. Mailer process can be found online at http://campusorgs.uci.edu/comailer/.
How can we distribute literature?
Information and guidelines for publicizing, advertising, and distributing information on campus is available online or in the Office of the Dean of Students.
How can we get a table on Ring Road?
Contact Student Center & Event Services (formerly known as Scheduling & Conference Services) at (949) 824-5252 to make reservations. You must be an authorized signer for your organization to make the reservation.
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