RSOs are a vital part of the University community and play an important role in the lives of many students. Maintaining these social networks can help provide a sense of normalcy and valuable outlets for sharing feelings and relieving stress. The Center for Leadership & Involvement (CLI) staff are available to meet with you and your RSO leadership to discuss how your organization can continue to function and program in our hybrid Spring Quarter.
As we continue the academic year, we know that you will be looking for meaningful and innovative ways to engage your members and the campus community. Below you can see a summary of the three updates for RSOs regarding Virtual Event Resources, In-Person Event Protocols, and Funding Expectations.
Although in-person meetings, events, and convenings on campus are still discouraged, there will be limited opportunities this Spring Quarter for your RSO to gather in person, offer food and beverages, and travel within Chicagoland. It is essential that you communicate with your advisor in advance and submit a request to receive approval for your in-person RSO event.
In-person student events will need to be submitted for approval though Blueprint using the process outlined above. All approved RSO events will be required to have a University monitor present; as such, your event may be restricted to particular hours and days of the week.
Event requests should be submitted at least three weeks in advance to allow enough time for review and approval.
Vist the In-Person Event Procedures page for the most up-to-date guidelines.
We know that many of you were unable to utilize your allocated RSO funding because of the limitations placed on activities and events this year. Our hope is that your RSO will find fun and innovative ways to utilize some (or all) of these funds to engage your members and the campus community during the Spring Quarter.
All RSO expenses much still be approved by your RSO advisor. Before making any purchases, meet with your RSO advisor to obtain approval and to avoid any delays in reimbursement.
All remaining 2020-2021 RSO allocated funds will only be available for programming through the Spring Quarter, and your RSO advisor will need to approve any expenses in advance. As these funds were allocated specifically for the 2020-2021 academic year, any allocated funding remaining in your account at the end of the quarter will be returned and re-allocated through the traditional Student Government processes for the 2021-2022 academic year.
Visit the Funding Expectations page for more information.
The University has compiled a list of free resources and programs on the UChicago Learning Remotely site that can support your RSO activities. There is additional information on the Virtual Event Resources page to help you think through the variety of ways to maintain your RSO activities during the hybrid Spring Quarter.
The Student Centers also offer a video series with detailed training and resources on hosting virtual events. Please connect with Student Centers events planning staff (firstname.lastname@example.org) for any questions or assistance.
We encourage all RSOs to consider how they can use these resources to continue engaging their members remotely.
For the 2021 Spring Quarter, the Student Activities Center operations will be similar to what you have seen during the Fall/Winter Quarters. While students will not be able to use the space for meetings or lounging, RSOs will still be able to pick up mail or packages, use the computers, and print items for their organization. The space will have a maximum occupancy of 2 students at one time and will need to follow the below protocols:
- Hours: 10am-4pm, Monday/Wednesday/Friday
- Maximum Occupancy = 2 people
- If you wish to use the computer or printer, you must sign up for a 15 minute timeslot. Register here. It is our expectation that computer usage will be quick and out of necessity instead of passing the time. Once your time is up, you will be expected to clean the computer with the nearby cleaning supplies and then leave the space.
- If you are an RSO there to pick up your mail or any packages, you must call the Student Activities Center front desk (773-702-8787) and the front desk assistants will either let you in to collect your items or will bring them to you at the front door. This action does not require a scheduled time but you may have to wait if the occupancy of the room is at capacity.
- There will be no supplies or banner paper available this quarter.
For questions, contact email@example.com.
Students who have dues, fundraising money, or debt deposits for your RSO Account, will be able to follow the process:
- Complete the deposit form located in Reynolds Club Room, 001.
- The space will be open M/W/F from 10am-4pm.
- If it is a small envelope for deposit, use the secure door drop-box on RC 003.
- If it is a larger deposit, contact a building manager to use the larger safe in INH 106
New Process for Receiving Reimbursement Payments
Students can now recieve reimbursements as a direct deposit through the University’s Workday System.
How will it work?
- Submit your reimbursements through Blueprint using the same process.
- Then, Shared Services will send each student an email with directions on setting up direct deposit and paydates for their reimbursement check once their reimbursement request has been submitted.
- Reimbursements will be distributed per the University’s Payroll Pay dates.
- All students should make sure their information is correct in Workday. Students will receive a check if they do not set up direct deposit and they will be mailed to the address listed in Workday (student’s registered address).
- Physical checks cannot be picked-up from campus.
- If you have original receipts to drop-off please be sure to write the Purchase Request # on the receipt and deposit it in the door safe on RC 003. Receipts should be put in an envelope. The door safe will damage the receipts.
- If anyone has any questions please email firstname.lastname@example.org.
- More information can be found on our RSO Reimbursement page.
RSO Event Process
- SET GOALS: Meet with your RSO leadership and decide what goals you have for recruitment, member engagement, and events.
- PLAN: Review upcoming important dates, policies on events, and create a plan for how to host your event.
- SUBMIT YOUR PROPOSAL ON BLUEPRINT: Any meetings, activities, events submitted will be visible to the UChicago community.
- RSO ADVISOR REVIEW: Events submitted on Blueprint will go to your RSO advisor for review and approval.
- FUNDING: If your event requires funding create a budget and meet with your advisor to see how to best utilize your funds or, submit a request to SGFC.