Winter Quarter Updates

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 Winter 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

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 CLI website to help you think through the variety of ways to maintain your RSO activities during the hybrid Autumn Quarter.

Additionally, the Student Centers is launching a video series in late September to provide detailed training and resources on hosting virtual events as well as hosting weekly “Ask an Event Planner” virtual office hours.

We encourage all RSOs to consider how they can use these resources to continue engaging their members remotely. 

Any activity or event that can accomplish its goals remotely should continue to be held virtually.

In-person meetings, events, and convenings on campus are strongly discouraged and should be proposed only where essential.  Any in-person student event will be required to comply with current city and state, as well as all University guidelines and restrictions to prioritize the health and safety of your members.  This includes, but is not limited to, upholding all expectations of the UChicago Health Pact including wearing a face covering, maintaining a distance of at least six feet from others, washing hands frequently, and self-monitoring for COVID-19 symptoms.

In-person student events will need to be submitted for approval though Blueprint using the process outlined above. Only events with demonstrated, fact-based, programmatic need for in-person gathering will be considered.  For more information on the student event approval process, visit In-Person Event Procedures.

For Winter Quarter, the following are considered unsafe practices and will not be allowed.

  • Food and beverages, other than personal water bottles, at any in-person event
  • In-person tabling
  • Student organization travel, including within the Chicagoland area
  • Group in-person athletic activity
  • Group in-person singing

Vist the In-Person Event Procedures for the most up-to-date guidelines.

At this time, all RSO expenses much 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.

In this time of social distancing and remote engagement, RSOs should be prepared to share their plan for advertising and creating a space that is accessible and inclusive of students across varying time zones. 

Visit the Funding Expectations for more information.

For the 2021 Winter Quarter, the Student Activities Center operations will look a little different than in the past.  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:

Normal Schedule
- 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 studentactivitiescenter@gmail.com. 

RSO Deposits

Students who have dues, fundraising money, or debt deposits for your RSO Account, will be able to follow the process: 

  1. Complete the deposit form located in Reynolds Club Room, 001.
    • The space will be open M/W/F from 10am-4pm.
  2. If it is a small envelope for deposit, use the secure door drop-box on RC 003. 
  3. 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.

Additional Notes:

  • 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 mroy@uchicago.edu.
  • More information can be found on our RSO Reimbursement page. 

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