Frequently Asked Questions

SOU Clubs and Organizations FAQs

Explore below find answers to commonly asked questions about Student Activities policies, regulations, and state and local ordinances for campus clubs. Still have questions? Reach out to Clubs and Organizations Coordinator Jessica Haywood at haywoodj@sou.edu directly.

Getting Started

Registering your organization (New and Returning)

New Student Organization

Becoming a registered club on-campus is easy.
1. Go to https://hawknest.sou.edu/

More info coming soon…

What does “Good Standing” mean? Why is it important?

Good standing means a registered student organization is meeting all of the responsibilities required.

Organizations that are not in good standing are ineligible to receive funds. All RSOs may have their funds frozen or rescinded if they fall out of good standing.

Note: See the Sports Clubs FAQ tab for additional details.

Constitutions and bylaws

All constitutions should at minimum state the purpose of your organization and discuss how leadership transitions will be handled.

Click this link for a “Sample Blank Club By Laws and Constitution.” This document is an example of what a club’s bylaws and constitutions can look like. Feel free to use and edit to best meet the needs of your organization.

Organization Advisors and the Advisor Form

Advisors are required to complete the advisor form each academic year. The form is located on SOU Connect, in forms and labeled 2019-2020 Club Advisor Agreement.

In order to assist clubs in the comprehension of Student Life policies, regulations or state and local ordinances, it is Southern Oregon University’s position that each approved club must have an advisor (either a faculty member or administrator/staff person) whose role will be to guide and nurture the group in order to adhere to the philosophy and intent of the club and Southern Oregon University’s mission statement.

An advisor’s primary responsibility is to make a strong commitment to the group and to aid in the personal growth of the students. It is expected that all club advisors will fulfill the following expectations and responsibilities:

Be a member of Southern Oregon University faculty or staff and be assigned to the role.
Serve as a positive role model to the students of Southern Oregon University and take an active role in helping students accomplish the goals of their club.
Assist the organization in the completion of all necessary paperwork authorizing them for trips and events.
Be well informed about organization activities and attend at least 1 organization meeting per academic year.
Help ensure full compliance with all college policies related to student conduct during organization events and consult with the Associate Director of Student Life when questions of policy or procedure arise or other issues evolve.
Should an advisor need to be relieved of their responsibility, advisors will inform their organization and the Associate Director of Student Life. The organization is required to find a new advisor within 30 days or they will no longer be a registered organization.
Assist in leading organizational transitions each spring term, this could include assisting club in conducting new officer selection, selecting the contact for fall involvement fair, etc.
Be available to the organization by phone when students travel or provide an alternative SOU contact person to assist with solving problems.

Student Life staff persons whose job descriptions entail a great deal of advising do not have to complete the advisor form.

Note: See the Sports Clubs FAQ tab for additional details and more specific requirements.

Change Positions/Fund Approver: How to change positions in the club roster: fund approver, ICC rep, officer on SOU Presence

Keep your organization roster updated on SOU Presence. SOU Presence tracks students in positions in the organization and the associated special rights. Only students with “officer” status on SOU Presence may make edits to these positions.

To change positions:

1. From your organization’s SOU Presence page click “Manage Organization” in the top right hand corner.
2. Click the tab on the top left corner, followed by “roster.”
3. Find the name of the student for whom you would like to add or remove access
4. Click the pencil icon on the right.
5. A pop up will appear and you can select, or deselect, the positions that individual should have.

If you do not have officer rights in the system BUT are a club officer, have another club officer go into “Manage Roster” and identify you as an officer. Or email SOU-Clubs@sou.edu for assistance.

How to schedule events and meetings. How to reserve rooms.

Registered clubs and organizations may reserve space free of charge in Stevenson Union. Meetings spaces will be canceled if a group is not registered as a club or organization on SOU Presence.

To schedule events, meetings, displays, or other informational material in the Stevenson Union and courtyard contact the Student Life Office:

SU 312, Monday – Friday 8:00 a.m.–5:00 p.m
Email: su_scheduling@sou.edu
Phone: 541.552.6462

The Stevenson Union is open Mon – Fri 8:00am-9:00pm.

Scheduling/reservation lead time:
Schedule events and meetings a minimum of 2 weeks in advance. Large-scale events, schedule a minimum one-month advance scheduling. Lead time increases the chance that your requests can be filled, and allows time for your publicity to reach students. Rooms are available in a first-come, first-served basis and may be reserved up to one year in advance.

After-hours use charges:
$18.00 per hour per Building Manager/Event Crew Member. Charges begin from time the group takes possession of the facility for decorating/set-up through clean up after the event.

Audio-visual equipment, if owned by the Stevenson Union, and room set-up needs:
These can be arranged during the scheduling of the event or meeting and are free of charge to registered student organizations.

Sound limitations:
Events held in the courtyard of the Stevenson Union may have restrictions on the sound equipment used based on when the event occurs. A noise permit may be required from the City of Ashland.

Criteria used during the approval of an outdoor event:
Time of day or night
Volume level of sound – especially around academic buildings including the library
Size of group including audience
Effect on landscape and property

Volunteers: Volunteers, Mentors, Community members in clubs. What are the requirements?

“Volunteers” are outside parties not associated with SOU and include alumni. Volunteers provide a specific service to the university or the club. Generally, they are teaching, coaching, training, or presenting/speaking to the club. Before they engage in any volunteer activity the must have a completed Conditions of Volunteer Service form on file in Student Life, SU 312.

All volunteer forms need to be turned into Student Life (SU 312) five (5) days before your event or the volunteer’s participation with your club.

Volunteer forms are valid for the entire academic year. Completed forms must be turned in to the Office of Student Life (SU 312). The Conditions of Volunteer Service form will be finalized when signed by the “site supervisor,” the Associate Director of Student Life.

The Volunteer Assumption of Risk Form coverage:

Liability for something they do wrong while providing the service, such as injuring a student, or damaging university property.
The university does not carry insurance or cover them if they are injured while volunteering.

The SOU Assumption of Risk form clarifies the volunteer’s responsibilities in regards to the potential risk of participating in the activity.

When volunteers will be working with participants younger than 18 years of age, there are further requirements that must be met. Please see SOU-Clubs@sou.edu for information on that.

“Participants” are community members who engage with the club but are not providing a specific service.
Community members may, for example, be interested in the activity or participate with a community club, and pay to participate with the SOU club, (e.g. Tango Club) or without charge, (i.e. Medieval Arts Club). Participants must complete the hard copy SOU Assumption of Risk form and turn it in to Student Life, SU 312 before participating. Only registered students may participate with Sports Clubs due to risk issues. Hard copy of the AoRs are found in the Student Life Office (SU 312)

Note: See the Sports Clubs FAQ tab for additional details and more specific requirements.

Stevenson Union Posting Guidelines

All publicity must be approved and date-stamped through the Student Life Office for posting in the Stevenson Union.
Advertisements must be placed within the boundaries of the appropriate bulletin boards. No more than one poster per board.
Existing signs may not be covered, moved, or removed when posting new signs. All signs must conform to Oregon State laws, Ashland City ordinances, and Southern Oregon University policies. Signs in violation of these policies will be removed.
The university reserves the right to remove all signs at the end of each month, or at times deemed appropriate.
Any political advertisements for candidates running for office must be posted only on the public bulletin board. This does not include student government elections.
Chalking in the SU Courtyard must be a minimum of 20 feet from the SU Doors.
The Student Publicity Center manages the Boulevard Sign and SU Kiosks. The Student Publicity Center will make all signs and hang them, which incurs a fee for the requesting club or organization.
The Student Publicity Center may also make your organization “table toppers” to promote SOU campus activities in Elmo’s.
The Director of Student Life is responsible for interpreting campus policies related to posting. Policies related to solicitation on campus are in the Administrative Rules for Southern Oregon University.
Appeals of any decisions made by the Director of Student Life will be referred to the Provost Office.

Movie Rights

The showing of movies may require a public viewing license. For information about public film viewings please contact the office of Student Life. Movies publicized and shown in a public setting by SOU groups are required to purchase the “rights” or public viewing license. There are various companies that sell movie licenses. The United States Copyright law provides the exemption of purchasing movie rights if the purpose is for direct face-to-face teaching activities, but does not include performances for recreation or entertainment purposes, even if there is cultural value or intellectual appeal. The United States Copyright Law section § 110(1) with specific language for public viewing license exemptions is found in Title 17 of the United States Code and is stated below. § 110. Limitations on exclusive rights: Exemption of certain performances and displays Notwithstanding the provisions of section 106, the following are not infringements of copyright: (1) performance or display of a work by instructors or pupils in the course of face-to-face teaching activities of a nonprofit educational institution, in a classroom or similar place devoted to instruction, unless, in the case of a motion picture or other audiovisual work, the performance, or the display of individual images, is given by means of a copy that was not lawfully made under this title, and that the person responsible for the performance knew or had reason to believe was not lawfully made; https://www.copyright.gov/title17/92chap1.html#110

Religious Groups

In accordance with U.S. Supreme Court rulings, religious groups whose purpose is to study or perpetuate a particular organized religion or religious philosophy are not eligible for Student Fee funding unless the following two situations both apply:

The sponsored event is open to all students regardless of any religious affiliation

The event is openly publicized for the general student population as well as the university community.

Political Groups

Student organizations may not receive Student Fee funds for activities supporting political candidates and/or measures.

NO GROUP MAY REPRESENT A POLITICAL CANDIDATE.
GROUPS MAY REPRESENT POLITICAL PARTIES.
The Associated Students of Southern Oregon University will sponsor or co-sponsor all political speakers and candidates who desire to appear on campus in order to provide equal access to the campus and expedite arrangements.

The Stevenson Union may be used for the purpose of holding political meetings, provided that:

There is no interference with regularly scheduled functions
Students are permitted to hear the speakers without charge
Sponsors pay any regular fees required for the use of the facilities
There is equal opportunity for each of the political party’s candidates to speak
The activity is educational in nature

Allowances for political activities:

Posting campaign signs, announcements, etc. in campus buildings or on campus grounds is prohibited.
The public bulletin board inside the Stevenson Union is the only location on campus for posting of campaign signs or political announcements.
The Stevenson Union courtyard, raised lounge, and Elmo’s are available for political candidates to visit with students, faculty, and staff. However, these areas are not to be used for speech-making and no material is to be distributed.
Individuals from off-campus may solicit signatures for ballot measures in the free speech zone which is outside of the Stevenson Union in the courtyard only.

University Branding Requirements

Student organizations are expected to meet the University Branding Requirements. Requirements can be found here.

Money

Student Organization Resource Handling Policy

University policy provides clear expectations of student organization spending, generation, and management of monies/resources:

All organizations are responsible for the resources in their organization accounts.
The person holding the office of President is ultimately responsible.
Student Fee funded organizations should base their expenditures on approved events in their budget.
All organizations should spend their resources in the best interests of their members, and in accordance with the University’s policies and financial procedures.
Any violation of the following could result in, but is not limited to, a hold on all events and transactions, loss of funds, loss of recognition, and a hold on a student’s records/transcripts.

The full policy can be found here.

Resourced Handling Policy requirements:

All volunteer coaches, organization advisers, and Student Organization presidents are required to sign an acknowledgment of this policy. The signed copies will be kept by the Office of Student Life. A printed copy of the policy will be given to student organizations during training.
The Organization’s failure to adhere to this policy will result in the loss of resources, resources use and/or recognition by the university.
Students, volunteers, and advisers who are individually at fault may be removed from their positions and/or referred to the Office of Student Support and Intervention for Student Code of Conduct violations. In the case of theft, all parties involved will be reported to the proper authorities.

Types of monetary resources/Where do they come from?

Student Fee Resources
Student Fee Resources are collected from the student incidental fee and dispersed through appropriate student-run committees. Spending these resources requires following Student Fee and University spending policies. All unused funds are returned to the Student Fee reserve at the end of the period of time a student organization was given to spend.

Organization Resources (also known as “Club Funds”)
Organization Resources/ Club Funds are received from dues and some fundraising. Spending the funds allows more flexibility than Student Fee funds. These resources carry forward each year. University spending policies must still be followed.

Tax Deductible Resources
Tax Deductible Resources are received from donations and some fundraising. Monies and in-kind donations given to a club without an exchange of a service or good. These funds must be spent according to the donor’s wishes, and the funds carry forward each year. Resources held in university gift indexes must follow University spending policies. Resources held at the SOU Foundation must follow that organization’s rules and policies. Resources must be transferred from the Foundation account to a university gift index before they can be spent.

What is an Index Code?

An Index Code is a six-digit indicator for a university department’s financial account. Student organizations have one to two, accounts that may hold money for them to use. University accounting procedures must be followed to access the money in any type of account.

Index codes:
Groups that received funds directly from the SFC process

SU—- (e.g. SUINTL) is money allocated through the Student Incidental Fee (referred to as SFC, Student Fee Committee) process. A few organizations, mostly unions and resource-center-related clubs, will have access to these funds.
These groups will have an index code stating with “EAA” for fundraised money.

Groups that received funds from the Inter Club Council Allocation Committee (ICC / ICCAC) budget request process

All of these groups will use their index code starting with “EAA” for BOTH fundraised and school monies.
Monies awarded from the Clubs Board of Directors will be transferred to a group’s “EAA” the day after Clubs Board of Director’s grants monies. Unspent Clubs Board of Directors money will be removed the account the first Monday following the end of a quarter. ******If you plan to send your groups monies late in the quarter or after the last day seek approval from the Clubs Board of Directors Chair at SOU-Clubs@sou.edu.

Gift accounts have the letter “X” in them. (e.g. SUXGEN) They hold money that came to the club through a donation. Please write SOU-Clubs@sou.edu if you believe you have gift funds or want to use them.

Foundation account funds are usually larger sums of money that have been donated to a club. (Very few clubs have foundation accounts.) They need to be transferred to a university gift account to be spent. Please contact SOU-Clubs@sou.edu if you believe you have Foundation account funds or want to use them. Please plan for at least two weeks to have access to those funds.

You must use the correct index code and know how much money you have to spend from that account, or you could put the account, and your club, in a deficit. In that case, YOU could be financially responsible for those deficit charges.

The following are campus services that clubs use and require accurate index codes:

Catering
Stevenson Union/Hannon Library reservations
Student Publicity services
Driver clearance requests
Van rental requests
Print and Copy services

Confirm the correct index code and balance in the account with SOU-Clubs@sou.edu before spending for campus services.

What are my index codes?

If your club leadership is not sure of the index code, or which of your index codes to use for a particular expense, please contact SOU-Clubs@sou.edu. Mistakes can be missed and cost the club funds that should have been paid from another account.

Requesting Student Fee Funds for your organization.

Student Fee Funds are from 1) an emergency Student Fee Committee (SFC) request 2) an annual request to SFC or 3) the Club Board of Directors. Organizations may not receive funds from a SFC annual request and the Club Board of Directors in the same academic year.

Club Board of Directors is the most common and encouraged way for registered student organizations to request funds.

Traditionally the Multicultural Coalition groups and Sports Clubs request annual Student Fee Requests. Members of those organizations should consult with their full-time staff advisor for current information on the SFC process and funds available to their organization.

An emergency Student Fee Committee request provides eligible groups funds for unforeseen expenditures during the year. For information about this process please contact the ASSOU Director of Finance and Administration at assoutreasury@sou.edu.

Note: See the Sports Clubs FAQ tab for additional details and more specific requirements.

Requesting funds for Clubs

Club Board of Directors hears funding requests from clubs. Your group must fill out the funding request form via SOU Presence.

Two types of budget requests can be proposed to ICCAC:

ANNUAL: Clubs that have been established for at least two full years and have perceivably transitioned their organization effectively can make annual budget requests. Annual requests must be submitted by the fourth week of fall term. Once this budget has been presented and accepted that organization/club cannot receive additional funds from Clubs Board of Directors for the remainder of that academic year.
QUARTERLY: A quarterly budget request, can be submitted to Clubs Board of Directors starting at the beginning of the term until 5pm Friday of week of three of that particular term.

Steps to Requesting Funds from Clubs Board of Directors:

Student Organization must be registered and in good standing
Go to “Forms” on SOU Presence
Click on the “Club Budget Request Form”
Follow directions and complete both the form and the downloadable budget request document.
The Club Board of Directors (CBD) will meet weekly to discuss budget requests and awards funds. Groups are not mandated to attend but can request to present if they would like. If the CBD has questions about a budget they will email the student who submitted the budget and give them 72 hours to respond. Once the CBD has made a final decision the Club Director will email the budget submitter with the outcome and necessary next steps.
Funding proposals should demonstrate how funding will: 1. Advance the mission of Southern Oregon University. 2. Promote the importance of clubs and community. 3. Contribute to the student experience.
Do you have questions or want advice? The Student Club Director be reached at SOU-clubs@sou.edu.

Note: Sports clubs no longer may ask ICC for funds as of the 2018-19 school year. See the Sports Clubs FAQ tab for additional details on funding.

Being Reimbursed

Reimbursements are the most common way student organizations pay for purchases. Students should confirm funds are available before making purchases and that their desired purchases are allowable, as reimbursements will not be given if that is not the case.

Steps to complete a reimbursement:

Fully complete the Reimbursement/Payment form (paper copies in SU 312 and electronic on SOU Presence Forms).
You will need to know what type of funds (student fee, organizational or tax-deductible) are paying for the item(s) so Student Life can debit the proper account.
No travel-related expenses may be reimbursed with this form. The travel reimbursement form must be used. See the travel reimbursement instructions below.
If there were food or hosting expenses: You must include names of participants who ate the food you purchased on page 2 of the Reimbursement/Payment Form. Take that form with you to the event to have people sign in, or if you have a small group you may list participant names. If you are selling food at an event, you may write “open to the campus community.”
Be sure to include the signatures of two fund approvers for your organization. A fund approver (a student club member) has been given authority by the club leadership to approve the expenditure of club funds. The claimant (recipient of the reimbursement) cannot be the fund approver signature on their own reimbursement. See how to change positions in the club roster, to learn how to establish a fund approver.
Tape ITEMIZED receipts to the back of re-used paper, available in SU 312. Itemized receipts have all the items purchased listed. Please ask your vendor for an ITEMIZED receipt.

If you have any questions contact SOU-Clubs@sou.edu, or bring your partially completed form to SU 312 to review it. Sports Club students should contact Eva Daliana (dalianae@sou.edu) for review and signatures.

Reimbursements take up to two weeks and will be delivered to you through Higher One in the way you have set up your Higher One account.

Travel Reimbursement: How do I get reimbursed for travel expenses?

For reimbursements for travel expenses, use the Travel Expense Reimbursement Form.

Fill it out completely and get two club fund approver signatures. There are no specific lines for clubs on this form, so use the space at the bottom for fund approver signatures, dates, and names printed clearly.

If a personal vehicle is used the student being reimbursed MUST be driver certified, have current auto insurance on file through SOU Presence, and be paid using the mileage calculation on the form. Use mileage documentation (such as google maps printout).

If a rental vehicle was used students must keep gas receipts as they will be reimbursed from those using the same travel expense reimbursement form.

This form can be difficult to navigate. If you have any questions contact Student Activities.

Reimbursements take up to two weeks and will be delivered to you through Higher One in the way you have set up your Higher One account.

Checking Account Balances

Student Organizations have a responsibility to keep track of their own finances, specifically what has been deposited and spent. Account balances may be accessed by emailing SOU-Clubs@sou.edu. Student Life will only be aware of the purchases for which your group has already processed reimbursement or payment requests, not funds in limbo which can include internal campus purchases.

Account Balances in Deficit

Deficits must not occur in student organization accounts. A Student Life staff member and the student organization officers work together to prevent deficits.

If a deficit occurs, the student organization must deposit funds to cover the deficit within one week of the time it occurs. Either the Associate Director of Student Life or Student Organization Specialist will reach out to the organization to create a plan to bring the organization out of deficit. This plan should be taken very seriously.

Sometimes deficits occur because students use the wrong index codes or activity codes when making on-campus purchases. Please ensure you have the correct index code before making a department purchase or charge on campus.

When necessary, funds must be collected from members for deficits. If this does not occur the individual student(s) who took the account into deficit will be held accountable.

Contracts: How do I set up a contract?

Students and organization advisors should never sign a contract on your organization or SOU’s behalf. Students or advisors who sign a contract become personally and financially responsible for that contract.

Contract requests by student organizations are made through an SOU Presence event request. Contracts take a fair amount of time and require you to have all of the details ready at minimum 10 business days in advance. Have an idea of what you want to hire but not sure from where? Contact Jessica Haywood at haywoodj@sou.edu for information about companies who have provided similar services. Anyone providing a service for SOU will require a contract, regardless of whether that service is SOU-specific or includes other vendor clients. (Example: A jet-boat trip that is not open to other customers requires a contract due to liability issues.)

Contracts are designed to provide written elements describing agreements made between two or more parties:

The contract is a set of promises to do or not do something; it is usually a promise to exchange goods or services.
The university may pay an expense or receive income; however, a contract may be required even if zero funds might change hands between the parties.
Contracts are also known as agreements, memos of understanding, cooperative agreements, interagency agreements, purchase orders, personal/professional services contracts, etc.
All contracts must be signed by the appropriate SOU contract authority before services begin. Once signed by all parties, the document becomes legally binding.

Steps to submitting a contact request:

1. Start an SOU Presence event request for the event:
2. When prompted, select “yes” to “we are hiring a person or renting place a place? Does this event involve any type of contract?” this will direct to the right page to complete a contract request.
3. If you need more than 2 contracts or a very large/expensive event contact Jessica Haywood, at haywoodj@sou.edu, immediately. She will work with you directly to complete this process.
4. Ensure the person/company your organization wants to work with knows a professional staff person from SOU will be reaching out to confirm details. Often times the largest hold up for contracts is because the vendor does not comply with the professional staff person follow-up requests.
5. Student Life will alert you that the contract is complete/approved by making a note in the SOU Presence event form.

Note: For Sports Clubs, you will follow the above steps but work directly with Eva Daliana (dalianae@sou.edu)

Making Deposits

All student organization fund deposits need to be made in SU 312. Sports clubs must make their dues payments directly to the Team Sports Coordinator, not to a coach or other outside volunteer. Clubs may not maintain an outside bank account for use by the club, or to hold club funds.

Funds, fundraised, donated, or collected from members should be brought to SU 312 within one business day. Most staff in SU 312 can take your deposit for your organization. You will need to know your organization’s name and how/why the funds were collected. The staff person will take all of this information and produce a receipt for you. Donations and gift deposits require the date of gift, the donor’s name, mailing address, type and amount of gift, and purpose of gift.

Note: See the Sports Clubs FAQ tab for additional details and more specific requirements.

Lost Receipt: What do I do if I lost my receipt(s)

Fill out the lost receipt form with all the known information and your signature that indicates this is true. A one-time lost or missing receipt is acceptable, if the purchase is documented and verified in writing. Multiple lost or missing receipts is a more serious condition. Complete the form and turn it in with the reimbursement form. The lost receipt form is also required if you only have a credit card receipt, but do not turn in an itemized receipt.

Requesting a Cash Box

To get a cash box for your event, or to sell something, complete an SOU Presence event request. There will be a question about selling items. If you don’t complete the request, we may not be able to provide you a cash box. In the case you have not submitted an event request you may be asked to create one for the event associated with your money collection.

If you are selling food, note that on the request. You will receive a cash box with the required signage indicating this food was “prepared by students, not in a commercial kitchen.”

For sales or events that span several days, the cash box can be turned into and held in the Student Life Office safe during business hours, or in the Info Desk safe after hours. Organizational funds may NOT be held by a student. Deposits must be made within one day of sales, and held in one of the two Student Life approved safes, if they cannot be deposited before the close of business.

Organizational fundraising/collecting goods for themselves

Student groups are allowed to fundraise for themselves and other charitable causes.

Fundraisers for Registered Student Organizations must be submitted as an SOU Presence event request. Fundraisers must be approved before any activities involving the collection of funds or items begins.

Student Life staff will use the following priorities in determining if a fundraiser should be permitted:

The activity is of benefit to the campus community. The nature and location of the activity must also be appropriate for involvement by SOU students.
The activity invites participation in a way they are non-coercive.
The activity has been well planned and there is adequate assurance the group is risking only money that it is prepared to pay in case the activity is not successful.
There will be adequate supervision of the activity to be responsible for cash handling, participant safety, and compliance with SOU standards.
Activity should be for a defined and short period of time.

Student Organizations wishing to host a raffle, soliciting local businesses, national corporations, or individuals for $1,000 or more during a year, run a letter-writing campaign to raise funds, or other larger-scale campaigns must schedule a meeting with the Associate Director or Jessica Haywood, haywoodj@sou.edu prior to undertaking any of these efforts. The Associate Director or Taitiana will work with the University Development office and the student organization to ensure compliance. Students should not contact the University Development office directly.

Please also note these restrictions on fundraising:

Fundraising that involves door-to-door contacting, telephone sales, cash collection boxes, soliciting loose change donations, or furthering off-campus commercial or political interests will not be approved.
Charitable drives to collect non-monetary contributions such as food, clothing, books, or supplies are subject to the same guidelines and approval process as other fundraising activities.
Any in-kind donations must follow the University/Foundation Gifts-In-Kind policy. Student organizations can work with the Office of Student Life staff to ensure compliance.
Online fundraising/crowdfunding such as GoFundMe are not allowed, except with the given University giving page.

NEW: Online Donations with the University Foundation

Student organizations inherently have an educational purpose connected to the activities of the organization. Donors may give funds to student organizations via the link earlier provided. Donors will be provided a tax documentation letter. Only true donations may be paid online, meaning no goods, services, or memberships can be exchanged for a donation.

Individuals, groups, or companies wishing to donate can now donate to student organizations with this link.

Club Sports should use this link.

Simply instruct your donors to click the link, select your organization, keep the “designation” tab set to Student Life Clubs and Organizations, and fill in the amount they want to donate. Club sports should keep the “designation” tab set to Raider Recreation. Using the same “designation” helps us better track your monies.

Please fully read the tab “Organizational fundraising/collecting goods for themselves” before starting a fundraiser of any kind.

Organizations fundraising or collecting goods for non-SOU charities

Any resources that are fundraised for non-SOU charitable institution(s) must be directly donated to the charitable institution(s). Student organizations may fundraise for charitable institution(s), but all checks and cash donations must be directly deposited to the particular charitable institution(s). It is the responsibility of the student organization president to ensure resources raised are deposited to the charitable institution(s) within one business day. The student organization president should have another person from the student organization present when the organization’s collections are passed to the charitable institution(s) (in person or by mail). The student organization president will collect a receipt from the charitable institution(s) which is to be given to the Office of Student Life within one business day of receiving the receipt. Checks should be written to the charitable institution(s), not an SOU organization. Donations cannot be deposited into a university account with the intention of making one check donation to a charity. University and SOU Foundation resources cannot be used as a donation to external charitable institution(s)

Services that allow groups to fundraise online may not be used.

1) Businesses like gofundme.com or similar crowdfunding websites do not have a contract to manage state money. As an agency of SOU student organizations are state entities.

2) Donations to SOU agencies are tax write-offs. When individuals donate money, we are required by law to give them a tax receipt. When folks donate online there isn’t a way to track and get each individual their required letter. They check usually only comes in from one person’s name. It is hard to make expectations with this because of the first issue. Folks who donated last year could want that tax letter and we wouldn’t be able to provide it, putting SOU in a difficult place.

3) Individual students may not raise funds on behalf of a club through a crowdfunding site for personal liability as well as the reasons listed above.

Higher One Accounts

To receive reimbursements a student must have the Higher One account set up. Search Higher One on Inside SOU to access the set-up site. Reimbursements can be deposited to a student account or an outside bank account. Checks are not cut to students for reimbursement.

For help with setting up HigherOne, contact customer service at the number on the back of your SOU One (student ID) card.

Tipping

SOU purchasing policy is that only a 15% tip is allowed. Any purchase that goes over the 15% tip will not be reimbursed.

Gift Cards

SOU purchasing policy is that only campus book store gift cards may be purchased. Gift cards may not be over $50. Other gift cards or values of gift cards will not be reimbursed.

Events & Travel

Events & Travel

Travel & events organized by registered student organizations are generally complex endeavors with risk associated. Student Life uses SOU Presence to manage the process and ensure all of the relevant details are in one place.

All travel & events must be approved for university funds to be used to cover the travel or event.

If this is your group’s first time traveling, or your first time organizing or leading travel, make an appointment with Jessica Haywood (haywoodj@sou.edu) as soon as your group begins having a conversation about travel. She will help you navigate the process so you get your approval and reimbursements quickly and easily.

Note: For Sports Clubs, you should contact Eva Daliana (dalianae@sou.edu) for assistance.

How to use Checkpoint to check in participants

For a step-by-step demonstration, view this video.

Purchasing Food

The University contract with A’viands lists that A’viands has first right of refusal to provide catering services for any event on campus. This includes any event, meeting, etc that involves outside catering.

Student Organizations/Departments purchasing or engaging in catering services, or getting pizza for their meetings, will need to complete the “Food Service Approval Form”, submit to A’viands or SU 312, and get approval to proceed prior to service.

A’viands states this form must be submitted to them 10 days in advance of the event.

There are some exceptions. Potlucks or other SMALL, functions where food is purchased (nothing hot or that needs to be cooked) from markets are not considered catering thus do not need the form.

Student Organizations/Departments that do not meet this requirement will not be reimbursed!

Events During COVID

Acknowledging that social gathering and in-person meetings can increase individuals’ risk of contracting COVID-19, it is important to make thoughtful social decisions. All members of the SOU community are strongly encouraged to avoid in-person gatherings, whether they are held on campus or at another location. We encourage all Raiders to be active bystanders and look out for each other.

If an in-person meeting is requested by a club or organization, it must be requested through SOU Presence and will be reviewed and considered for approval the Student Activities Center.

The following are required for consideration of your proposed event:

Events must be capped at a specific number of participants (10 people or less encouraged)
Participant number must correlate with room reservation capacity
All attendees must wear a mask and practice social distancing, hand washing/sanitizer is encouraged
Masks, gloves and sanitizer are available to be picked up at the info desk
In-person events are for SOU students, faculty and staff only
Any in-person events must use SOU Presence/Checkpoint for registration to enable and maintain attendance records for contact tracing.
All student organization and department tabling are on hold until further notice.

Initiating Student Travel & Student Events

Before you begin the process of submitting the Travel or Event on SOU Presence your group will need to know many details about the event. If you think the answer to any of the following questions maybe yes, or are unsure, please review the tabs in the rest of this FAQ BEFORE you start your SOU Presence Submission.

Are your participants/attendees required to sign “Assumptions of Risk”?
Is transportation required for this event? Will people need to drive there?
Is this a fundraiser/will anything be sold?
Are you hiring a person or renting a place? Does this event involve any type of contract?
Will alcohol be present at this event?
Will food be served at this event?
Will you have non SOU community members serving as volunteers?

For Travel SOU Presence will also want to know:

- Departure time/ Return time
- A list of all participants (first and last names)
- Travel Routes
- Will a faculty or staff member be traveling with the students
- The trip leader and their cell phone number
- Proof of insurance for all private or personal vehicles used.

Not all events are made of the same parts! If you are thinking of doing something original or large scale it is best to check in with one of the Assistant Directors of Student Life first.

Students designated in SOU Presence as officers may submit the “ Event Registration” form on SOU Presence. The system uses logic to give and gather all the information needed to submit your event for approval. It is important to complete everything correctly or your submission will be denied, or at the very least hold up your event approval.

Steps to “Event Registration” form

- 1. Officer logs into SOU Presence and clicks forms tab in top right
  2. Click “Event Registration” form
  3. Complete steps with detail and answering truthfully
  4. Submit and wait for someone from Student Life to follow up

Note: See the Sports Clubs FAQ tab for additional details and more specific requirements.

Everything is submitted. How will my travel or event be approved? How will I know?

The SOU Presence system will ping the designated staff reviewers as soon as your submission is completed. Initially, your group may receive a question or comment asking for more information. If important details were left out or your group needs to make changes to your request it will be denied, giving access for the submitter to fix it. If you would like a status update on your submission please contact Jessica Haywood at haywoodj@sou.edu. On average it may take up to two weeks for an event to be approved. The student who submitted the event will receive an email from the system stating the event has been approved after everything is completed.

Staff members are unable to drop commitments to other students to push through late event requests. Late submissions and late supporting documentation may result in the event cancellation.

Note: For Sports Clubs, you should contact Eva Daliana (dalianae@sou.edu). See the Sports Clubs FAQ tab for additional details and more specific requirements.

Edit Event: How to make edits to a submission/ my event has been denied?

Oops, you made a mistake which you noticed after submitting your event!

Events cannot be changed once they have been submitted, but you can make notes in the “Comments” section. If it needs to be corrected in the event, ask Jessica, SU 312 or haywoodj@sou.edu to deny the event, then you will have access to correct it in the event request form. Events can only be changed if they are “Denied.”

Your submission has been denied and your group has been asked to make corrections.

Correct the denied event. Do NOT create a new event. It takes everyone a lot longer, shows it as two separate events, and confuses the process since Student Life won’t know which one is accurate.

To change a submission after it has been denied, edit responses and re-submit it for approval.

To get to the response inbox from the admin portal, go to Manage > Forms > click on the “Responses” tab. This will bring you to the inbox! From here, you can filter to show your Denied responses.

Click on “Edit” to get to the submission, make any changes and submit for approval.

Drivers: What are the requirements for drivers?

No reimbursements will be provided if the event is not approved on SOU Presence. A list of first and last name of all students, faculty and staff who will be driving at any point during this trip is required. In addition a list of the first and last names for the owners of all vehicles that will be required.

No reimbursements will be provided for drivers who are not university cleared. No one should drive on SOU business if not driver certified. To obtain driver clearance review the information on this Service Center page and complete the form at the bottom.

SOU requires the past 3-year history, so even if the individual has an OR license, if they have not had one for the last 3 years, they will also need to provide history from their previous state.

Note out-of-state certified driver history records take a substantially longer time to obtain than Oregon records. Please contact Jessica Haywood at haywoodj@sou.edu if you have questions about this.

No reimbursements will be provided for owners of vehicles drivers who do not provide documentation of current auto drivers insurance A scan or photo of the current auto insurance card for the private vehicles driven must be submitted. Upload it in the space provided in SOU Presence. Name the file with the driving student’s name and date the insurance expires.

Van certification is required to drive the SOU 11-passenger vans. Information on obtaining that is provided in the email giving notice that you have received driver clearance.

Renting SOU vehicles:

For information and to request a van go to the Service Center webpage.

SOU Vehicle: How do I rent an SOU Vehicle OR from an outside company?

Van certification is required to drive the SOU 11-passenger vans. Information on obtaining that is provided in the email giving notice that you have received driver clearance.

Renting SOU vehicles: For information and to request a van go to the Service Center web page.

Information needed to fill out the request:

Department: Student Life
Index code: Contact Jessica Haywood haywoodj@sou.edu if unknown
Account Authority: Danielle Mancuso or Eva Daliana (dalianae@sou.edu) if you are a Sports Club
Primary Driver and additional driver names

If you wish to rent a vehicle from a rental company off-campus Enterprise should be the first place your group checks. The university has an agreement with Enterprise which gives your group a discount, allows for younger drivers, and provides rental vehicle insurance. To make a reservation with Enterprise please make an appointment with Jessica Haywood haywoodj@sou.edu or Danielle Mancuso, mancusod@sou.edu . Clubs sports should contact Eva Daliana (dalianae@sou.edu).

Note: See the Sports Clubs FAQ tab for additional details and more specific requirements.

Reserving Space On Campus: What if I am reserving a facility on campus?

Has the venue already been reserved? You will be required to upload a screenshot of the reservation. If a reservation is not applicable you will have a space to explain where the event will be located (for example the event is being hosted by the MRC and taking place in the MRC). If you need assistance reserving a space in Stevenson Union, please contact Kay Swader, Stevenson Union Building Manager, at swaderd@sou.edu or stop by SU 312. To reserve space in another location on campus, contact the appropriate building manager.

Note: For Sports Clubs, you may also contact and email Eva Daliana (dalianae@sou.edu). See the Sports Clubs FAQ tab for additional details and more specific requirements.

Reserving Space Off-Campus: What if I am reserving a facility off-campus?

You will need to know all the details about an off-campus vendor to submit your event approval including a contact person’s name and telephone number. If a contract is required the system will send you to the “request to contract” page. If the vendor calls it a contract – the university will treat it as a contract! If a contract is required to note that students and club advisers cannot enter into a contract on behalf of the university. If students or a club adviser sign a contract they are personally and financially responsible for that contract.

Note: For Sports Clubs, you should email Eva Daliana (dalianae@sou.edu). See the Sports Clubs FAQ tab for additional details and more specific requirements.

Risk: Our event has some risk associated with it. What should we do?

Risk Management is the process of considering the potential and perceived risk involved in student activities. It includes monitoring organization activities and taking both corrective action and proactive steps to minimize accidental injury and/or loss.

ALL events have risk. You must select at least one of the risks listed on the SOU Presence page when prompted and more if they apply. You are required to describe how you plan to mitigate the risk for the event. If you need help planning to address the risk, please write “I need help” in the text box and someone will contact you.

Staff will help you navigate risk as best they can.

Assumptions of Risk (AoR)

The assumption of risk form indicates the participant is accepting the potential consequences of the risk for the events in which they are participating. Forms must be signed and delivered to the Office of Student Life, SU 312 or completed electronically, at least five (5) days before the event. Final approval of the event requires submission of all participant documentation. One AoR per participant, per academic year is required per RSO. (I.e. One AoR is valid all year for each RSO the student is participating in. The student must complete a separate AoR for each organization.)

We’re walking: Do I need an AoR?

Events walking distance from campus, with participants walking to the location, do not require an assumption of risk (AoR) for transportation. The event may require an AoR for other aspects of the event (e.g. rock climbing), depending on the activity risk.

Emergency Procedures: What do we do in an emergency?

Emergency Procedures are a resource for travel emergencies. Hard copies are available in SU 312. Take one for each vehicle and return them for another group to use. While these are available on the Student Life web page and SOU Presence Campus Links in the black navigation bar, please have a hard copy for those locations where data service is unavailable.

Note: For Sports Clubs, you should email Eva Daliana (dalianae@sou.edu). See the Sports Clubs FAQ tab for additional details and more specific requirements.

Food: We want to provide food at our event. What do we need to know?

Food prepared and/or served on the Southern Oregon University campus (Ashland) not provided by SOU Dining (A’viands) may be permitted only after completing the Food Service Approval form and receiving confirmation of approval by SOU Dining / Catering (located in the Stevenson Union). The printed form can be picked up in SU 312 or found here.

If you are providing food you will need to list where the foods are coming from in the SOU Presence event request form.

If you are making your own food describe where the food is being prepared. Renting the commercial kitchen in the SU may be required. Contact catering@sou.edu to make a reservation.

If you are making our own food please list the students’ names of students with food handlers’ cards.

If you are planning a BBQ (or something else with a flame) you will be asked to complete an Open Flame permit during the SOU Presence process. See the slider on open flame permit, below, for more details.

Food: How to get a food handler’s card?

An Oregon Food Handlers card can be obtained through the Jackson County Health and Human Services website for $10.00 and are valid for three years anywhere in Oregon.

Open Flame: How do I get approval for BBQs and other open flames?

The Open Flame Approval form is required for any event, and any location, that includes plans for an open flame. During the event approval process on SOU Presence, you will be asked to complete the form and upload back into SOU Presence.

Catering: How do I order catering?

How to use Catertrax and Order food from Catering

All orders need to be made 7-10 days prior to the event. For any special menus please contact us two weeks or more to be able to provide that service.

1. Go to https://southernoregonuniversity.catertrax.com/

2. Need a new account? Click where is says “Need an account? Click here”

3. Fill out all the require fields and click “continue.”

4. It will bring you to this page where you can look at the menu and order food, to place an order click on “Catering Menu” Or “Student Menu.”

5. When you find the item you want, put it the quantity you want and click “order.” Make sure to check the number of people that 1 quantity feeds.

6. Once you click order, this page will show up where you will start putting in your information.

7. Click the day you would like to have your catering, the system will tell you if that day is okay. Then choose your pick-up or delivery preference. Note: Student Catering items are pickup only.

8. If you choose to pick up, it will ask you to fill out some additional information

9. If you choose delivery, it will ask you to fill out some additional information. Note: Student Catering menu is not available for delivery

10. Once you have filled out your preference, hit “continue.” It will now have you review your selection, once you are satisfied with your order, hit “proceed to checkout.”

11. You can click on the invoice number to view your order. From this screen, you can also change your order, print invoice or repeat order.

12. Regarding payment, the easiest way to pay is with an index code. Don’t know your clubs index codes?

Before ordering, check with Student Life to be sure to check you have the money to spend in your account!

Sports Clubs

Student Organization Resource Handling Policy

Over the course of the 2017-18 school year a new University policy was developed to provide clear expectations of student organization spending, generation, and management of monies/resources.

All organizations are responsible for the resources in their organization accounts, in particular, the person holding the office of President is ultimately responsible. Student Fee funded organizations should base their expenditures on approved events in their budget. It is important that all organizations spend their resources in the best interests of their members, and in accordance with the University’s policies and financial procedures. Any violation of the following could result in, but is not limited to, a hold on all events and transactions, loss of funds, loss of recognition, and a hold on a student’s records/transcripts.

The full policy can be found here.

It is important to note:

All volunteer coaches, organization advisers, and Student Organization presidents are required to sign an acknowledgement of this policy. The signed copies will be kept by the Office of Student Life. A printed copy of the policy will be given to student organizations during training.
The Student Organization’s failure to adhere to this policy will result in the loss of Resources, Resources use and/or recognition from the university.
Students, volunteers, and advisers who are individually at fault may be removed from their positions and/or referred to the Office of Student Support and Intervention for Student Code of Conduct violations. In the case of theft, all parties involved will be reported to the proper authorities.

What is a sport club?

A Sport Club is a student-led organization established through the Department of Campus Recreation. Sport Clubs are designed to serve currently enrolled students that have an interest in committing to an organized sport or recreational activity at SOU. Sport Clubs can be competitive, recreational, or instructional in nature. However, most SOU Sport Clubs are competitive and represent Southern Oregon University in intercollegiate competition. Sport Clubs teams regularly participate in scheduled practices and many compete against other schools across Oregon, the Pacific Northwest and the nation. All student organizations are state agencies and must follow appropriate University and state policies and directives. The Team Sports Coordinator and Campus Recreation will make decisions on whether a group meets the criteria to be a sport club.

Additionally, Sport Clubs provide student-officers with a unique learning experience that allows for the development of skills such as team leadership, public relations, fundraising, budgeting, and scheduling. Involvement in a group and team setting creates opportunities to enhance the student’s overall experiences at Southern Oregon University.

Who can participate?

Only currently enrolled undergraduate and graduate students at Southern Oregon University are eligible to participate in Sport Clubs.
Many SOU Sport Clubs are members of leagues/conferences that have additional member eligibility requirements. Clubs should contact the national governing body of their sport to confirm exact eligibility requirements. The Club is required to ensure all members meet those requirements before participating.
Community members, faculty, staff, and volunteers are NOT eligible to participate in sport clubs.
SOU Sport Clubs will not allow any exclusion to participate on the basis of race, color, national origin, ethnic group, religion, sex, sexual orientation, age, or disability.

Important Note: If any individual is taking a term off, they are not currently enrolled therefore NOT eligible to participate in sport clubs.

Can I play on multiple teams/leagues?

Yes! Time commitments vary.

Can I start a new sport club?

Yes. The Team Sports Coordinator will best prepare you to understand the steps that help determine your eligibility.

Sport Club member expectations

Prior to ANY participation, each sport club participant must complete the Sport Club Membership Form through SOU Presence which includes an Assumption of Risk form and health insurance information.
Clubs and participating members must adhere to SOU and Campus Recreation Sport Clubs policies, procedures, expectations, and code of conduct.
Members must adhere to their Sport Clubs own constitution and bylaws.
The SOU Student Code of Conduct and SOU Sport Club Handbook must always be upheld.

Club officer expectations

All Sport Clubs must have three officers; a president, vice president and treasurer. The officers are elected by club members each year.

Sport Club Officers expectations:

Communicate frequently and effectively with Campus Recreation, including responding to emails, voice messages, and in-person requests.
Attend all Sport Clubs trainings and meetings.
Always ensure all club members are acting in proper conduct and professionalism as you are representing Southern Oregon University.
Inform club members of policies, procedures, expectations, Code of Conduct, emergency procedures and other regulations that must be followed.
Assure club is compliance with local, regional, and/or national governing associations.
In collaboration with the Campus Recreation Department, assure all club financial accounts and budget obligations are met.
Ensure Sport Club Coach/Volunteer are not involved with club management decisions. The club officers are entirely responsible for their club management, including but not limited to: scheduling games, budgeting, coordinating travel/hotel arrangements, etc.

Does it cost money?

Sport club membership dues range and are set by the club officer and participants. Membership dues vary if the club is recreational or nationally competitive. If students are unable to pay, Sport Clubs can set up payment plans or members should contact the Team Sports Coordinator, Eva Daliana (dalianae@sou.edu).

Facility/Field requests/usage

Both the Recreation Fields and Raider Stadium are used by various groups such as intramurals, PE classes, Athletics, and numerous Sport Clubs. Here are expectations club teams must adhere to:

Clubs must coordinate game times with the Team Sports Coordinator to ensure the field is available when you are hoping to play.
If you need to cancel a scheduled practice/game/reservation, contact the Team Sports Coordinator. Failure to do so will result in violations deliberated and voted by the SC Council (exception for inclement weather).
Campus Recreation ensures equal access to SOU facilities for all sport clubs. If a club needs additional field reservations other than the regular weekly practices, contact the Team Sports Coordinator (might require approval by SC Council).
Campus Recreation prioritizes academic performance over SC duties. If officers deem appropriate, field reservations can continue through Finals Week.
Clubs Safety Officers are responsible to conduct a safety check of the field prior to every use.
Clubs are responsible for clean-up of the field for all practices, games and events.
Misuse of the field and equipment will jeopardize future use and club status.
Clubs are required to respect the field and are responsible to leave at the designated end time.
Facility rules must be followed.

How do I join a sport club?

Reach out to the Sport Club you are interested in! Contact information is found on the Campus Recreation website. You can also email the Team Sports Coordinator, Eva Daliana (dalianae@sou.edu), will place you in touch with the club officers.

Are Sport Clubs co-ed or single gender?

Some Sport Clubs are co-ed and others have policies related to player eligibility that are stipulated by the national governing body of their sport. While the department does not have control over governing body policies, we support and advocate for the inclusion of all players, regardless of gender identity and gender expression.

Mandatory trainings

Sport Clubs trainings will generally be held at the beginning of each year for incoming officers and at the end of each year for outgoing club officers. For current officers, there are two-three trainings a term during the academic year. These trainings may include an overview of SOU policies, procedures, Title IX, and general leadership. No club will be approved to participate until the officers have completed the full training. The Team Sports Coordinator will publish training dates and times well in advance.

Purchasing

All SOU purchasing policies and procedures should be followed. All spending from funds awarded by Campus Recreation requires prior approval to be spent. Clubs are not allowed to enter contracts as this remains in the authority of the Team Sports Coordinator. See the Coordinator for more information.

Steps to complete a purchase:

Fully complete the Reimbursement/Payment form
You will need to know what type of funds (club account, gift account, or allocation) are paying for the item(s) so Campus Rec can debit the proper account.
Be sure to include the signatures of two fund approvers for your organization. A fund approver (an officer) has been given authority by the club leadership to approve the expenditure of club funds. The claimant (officer making the purchase) cannot be the fund approver signature on payment form.
Forward receipt to Team Sports Coordinator and ship all purchases to the Student Rec Center

Team Sports Coordinator

The Team Sports Coordinator directly oversees intramural and sport clubs with a priority to ensure the safety and security of students and the University. The Team Sports Coordinator is currently Eva Daliana (dalianae@sou.edu).

Requesting funds from Campus Recreation

A Sport Club Council (SCC) made up of one club officer from each club will decide what individual clubs are allocated based on need. Each club will create a budget request and provide a presentation to the SCC and the Team Sports Coordinator.

Travel for Sports Clubs

Any travel outside of Ashland city limits must have a completed travel itinerary submitted on SOU Presence at least two weeks (14) days in advance of the travel and approved by Campus Recreation administration. A late request will not be approved.
- The updated travel roster must be sent to Eva Daliana (dalianae@sou.edu) via email 24 hours prior to departure.
- Any changes to the itinerary must be done prior to departure and approved by the Campus Recreation Department.
- Clubs must come by Campus Recreation and grab their first aid kits prior to traveling, the club binder should be with clubs at all times while traveling in case of any emergencies.
- If any of the travel policies and procedures are violated, the club will not be eligible to travel or receive funding for the trip. Further sanctions will be decided by Campus Recreation administration.
Unless prior approval is given by the Intramural and Sport Club Coordinator, or in the case of an emergency, all travelers must travel directly between the SOU campus and the designated location of the competition/event.
Guests, friends and family are not permitted.
Passengers are expected to behave in a manner that does not distract the driver.
Possession and/or use of alcohol, marijuana, and/or illegal drugs are not permitted while on trips associated with Sport Clubs practice, events and competitions.
All members on the travel roster must have a completed Sport Club Membership packet on file with Campus Recreation.
Violations of travel policies, procedures, and Code of Conduct will result in a sanctions taken by Campus Recreation administration.
See the Event and Travel FAQ for more information about planning travel

Club Sport Coach/Volunteer Expectations & Requirements

Club Sport Coach/Volunteer – Prior to serving in any capacity:

Must be approved by the club officers
Complete the SOU Volunteer Assumption of Risk form
Must provide proof of primary medical insurance
Pass a criminal background check administered through the SOU Service Center
Complete a Title IX/Sexual Harassment online training module administered by SOU Human Resources
Have valid or acquire through Campus Recreation First Aid/CPR/AED certification
Confirm with the Team Sports Coordinator they have reviewed Student Code of Conduct
Sign the Sport Club Volunteer Acknowledgement Form
Attend a quarterly meeting with the Team Sports Coordinator
If Coach or volunteer decides to drive to club events, coach or volunteer will need to have their drivers’ clearance (SOU) and be included in the travel approval request.

Frequently Asked Questions

SOU Clubs and Organizations FAQs

Getting Started

Money

Events & Travel

Sports Clubs

Student Life at SOU