Division of Student Affairs and Services

Department of Student Life

Office of Student Activities and Leadership Development

Student Group Advisor Training

Fall 2011
Terri M. Hurdle, Coordinator

Advisor Role and Responsibilities

What is my responsibility as the advisor?
Academic Review
Fiscal Management
Knowledge of Group Activities
Student Group Development
Officer Transitions

Risk Management
Permission and Release Waiver
All student organizations are required to complete a Permission and Release Form for
all group activities.
The form must remain on file with your organizations advisor and another copy must
accompany you on group outings (i.e.) Student Trips, Outings and other special events
Forms are available online at

http://www.uc.edu/sald/student_organization/resources.html

Group Travel
Rent transportation that has liability coverage
SALD recommends the universitys transportation service
Facilities-Grounds Moving & Transportation: 556-4424
Forms can be found in the SALD office (455), SGA Office (655), and online at
http://sites.ucfilespace.uc.edu/sga/ufb-documents

Risk Management
Fiscal Responsibilities
Contracts
Limit the authority within the group to make financial commitments or
authorize high-risk activity. All contracts should be reviewed by the advisor
and sent through the University of Cincinnatis process which includes
signatures by the following individuals:
Advisor
Associate Vice-President/Dean of Students
Director of Business Affairs
General Counsel

Off campus Bank accounts

Require at least two signatures for checks/withdrawal
Advisor and Treasurer

Risk Management
Officers and advisors are responsible for informing members of
policies and identifying risks associated with events/activities.

Be familiar with the following University Policies:

Alcohol
The university shall implement and enforce the laws of the state of
Ohio as stated in the Ohio Revised Code. Underage drinking will not be
tolerated. As permitted by law individual students, faculty and/or staff may purchase, possess
and/or consume beer or intoxicating liquor on campus at certain campus events, in designated
campus facilities and in campus facilities having permits issued by the Ohio department of liquor
control. http://www.uc.edu/Trustees/Rules/RuleDetail.asp?ID=87

Hazing
The laws of the state of Ohio concerning hazing shall be observed. Hazing shall be defined as
participating in or allowing any act or coercing another, including the victim, to do any act that
creates a substantial risk of causing mental or physical harm to any person. A forced or coerced
activity shall also be considered hazing when the initiation or admission into, or continued
affiliation with, a university organization is directly or indirectly conditional upon performing that
activity. In no event shall the willingness of an individual to participate in such

activity serve as a defense in cases of hazing.

Risk Management
Events involving alcohol
should be held on a licensed premise
NO direct involvement or group members serving alcohol
If possible provide transportation to and from the event, or have
designated drivers.

For additional information please contact the following

offices for events that may entail some liabilities:
Student Activities and Leadership Development: 556-6115
Office of General Counsel: 556-3483
Office of Risk Management: 584-5042

Student Code of Conduct

http://www.uc.edu/conduct/Code_of_Conduct.html

Applies to all students and must be followed at all times.

Preamble

The Student Code of Conduct (SCOC) is intended to provide broad guidance in identifying
and discouraging behavior that conflicts with the building of a strong and just community
that respects and protects the diverse interests and goals of all students, all student
organizations, and the University of Cincinnatis mission to provide the highest-quality
learning environment, world-renowned scholarship, innovation and community service, and
to serve as a place where freedom of intellectual interchange flourishes.

Jurisdiction of the Student Code of Conduct

Students
On and Off Campus Behavior
State of Ohio
Division of Student Affairs and Services
Division of Baccalaureate & Graduate Education

UC Branding and Licensing

Merchandise designs must be approved by Martin Ludwig, Director of
Licensing
University Hall, East Campus
Martin.ludwig@uc.edu
All stationary, t-shirts, posters, give-a-ways & marketing/information
brochures must be approved in advance of purchase
Merchandise may only be ordered from licensed vendors
4 licensed vendors for 2011-2012 academic year
http://www.uc.edu/licensing/licensees.html
Students can also refer to the licensing departments website for
additional information
http://www.uc.edu/licensing.html
YOU CANNOT SELL MERCHANDISE

Conference & Event Services

Scheduling Facilities
Go to http://www.uc.edu/eventservices.html and complete application to schedule
facilities; 556-2442
Room reservations must be made within five business days of event
Later notice results in $50.00 fine
If organizations desire to use space in TUC outside normal business hours , the fee is
$100.00 for each additional hour
A room rental fee will be charged if the event has an admission fee
Campus Scheduling also approves amplification. Please include this request in your
reservation.
If a student organization has to cancel an event, they must notify the scheduling office through
written correspondence. If this does not take place they will be fined.
Outstanding bills will prohibit groups from reserving space
MainStreet Event Guide
http://www.uc.edu/content/dam/uc/eventservices/docs/EventGuide%20final.pdf

Public Safety
Special Events
A special event can be considered as any type of function on campus that is not considered part
of the academic programs.
Comedy Show or other speaker
Concert
Dance
Cook-Outs
Special Events i.e. Exhibitions, recreational events such as kick-ball tournaments
Security Costs
Student groups are responsible for all fees associated with security & grounds at large or outdoor
events.
Security needs are determined based on guidelines developed by the Use of Facility Committee
and Public Safety and other factors.
For those groups that are budget planning for an event a security fee estimate can be calculated
on the cost estimate form at the following link: http://www.uc.edu/pubsafety/forms/event.html
Cathy Krumpelbeck, Event Manager, 513-556-4923

Student Group Training Workshop

The Student Activities Board (SAB) and University Funding Board (UFB) have
combined the registration and treasurers workshop.
The workshops were combined to make the registration process easier for
student organizations.
The President and Treasurer of the student organization will be required to attend
the combined workshop.
The first portion of the workshop will be the registration training and the second
portion will be the treasurers training.
In addition to attending the Student Group Training Workshop, students must
also update their online officer information and group roster at
(https://www.uc.edu/webapps/sald/studentlogin.aspx_. Additional instructions on
the student group registration process can be found at www.uc.edu/sald

Student Group Funding Questions

What types of Groups do not receive funding from the university?

Selective Organizations i.e., Greek Organizations and Honoraries

How can my group receive funding and learn about the process?
Attend the Student Group Training Workshops (University Funding Board Groups)
Academic Inter-Collegiate Organizations (Attendance at AIC Workshop)
Club Sports Organizations (Budget requests are due prior to the conclusion of the winter
term)
(The 2011 Schedule is in your folder)
What if I have questions regarding funding procedures?
For those organizations that receive funding from the University Funding Board (AIC and
Student Organizations) please contact them at 513-556-1195 or go to their website at
www.uc.edu/sald
Club Sports Organizations can contact the Office of Student Activities and Leadership
Development at 513-556-6115

Advisor Resources
Additional Resources
Academic Grade Release
Forms
Waiver
Approved Vendor Listing
Student Group Handbook
MainStreet Handbook

Check out SALD Additional Resources

Area

Advisor Toolbox located at

www.uc.edu/sald

Resources Continued

Student Group Trainings

Conferences

Officer Transitions
Time Management
Program Development
Diversity and Social Justice
Issues
Contact Patty Speed @
Patty.speed@uc.edu

27th SALD Annual Leadership

Conference
Saturday, February 25, 2012
UC Diversity Conference
April 18, 2012
Student Group Symposium
April 14, 2012

Questions?