Student Organization Manual

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Chapter 3: The Student Organization Forum

The Student Organization Forum (SOF) is a representative body of student organization leaders who work to provide services and support for registered student organizations. With the advisement and leadership of the Assistant Director of Student Activities, the Executive Board works to provide the tools for student organization success. The SOF Executive Board consists of a President, Vice President, and Secretary.

SOF shares office space with SUAAB (the program board)  in the CSI suite.  SOF provides a forum for student organizations to facilitate the funding process. In collaboration with CSI staff, SOF offers one-day leadership retreats, bulletin boards, lockers, flyer printing, art supplies, and banners.  These services and activities are coordinated out of the Center for Student Involvement.

SOF Officers/Executive Board

SOF Officers are elected by the SOF membership and serve one year terms beginning in the spring semester.  Elections are held at the last regular SOF meeting of the year.

Requirements for SOF Officers

  • Hold at least five office hours per week in the Center for Student Involvement
  • Represent student organizations to the University, students, administrators, and other members of the campus community
  • Weekly meetings with SOF Advisor
  • Attend all mandatory meetings, retreats, and functions (e.g. Orientation information sessions, Family Day, Homecoming, planning retreats, University-sponsored leadership programs, Student Leader Awards Dinner, etc.) as required
  • Assist other officers as needed or upon request
  • Perform all other duties normally associated with the office or directed by the SOF Advisor
  • Attend all regular and special meetings of the Student Organization Forum and Executive Board

Qualifications for SOF Officers

  • Must have a minimum cumulative GPA of 2.5 or better (3.0 or better if you are a graduate student) at the time of application and selection, and maintain the minimum GPA throughout the term of office
  • Must be currently enrolled at UT Dallas for a minimum of nine (9) credit hours (six credit hours for graduate students) at the time of application and selection, and throughout the term of office
  • Must not be on disciplinary probation
  • Availability for SOF orientations and meetings, scheduled office hours (for SOF President candidates, must also be available for Student Government meetings)
  • Previous experience in student organization leadership positions
  • Knowledge of University and SOF operating policies and procedures
  • Familiarity with parliamentary procedure
  • Organized, highly motivated, accountable., and responsible

Officer job descriptions and duties

The President:
  • presides over the meetings
  • reviews funding requests twice a month
  • assists the Assistant Director with meeting agendas
  • provides guidance for new student organizations
  • assists with the planning of leadership retreats and workshops
  • recommends improvements and initiatives based on student organization needs
  • works in the CSI five hours a week
  • performs office duties
  • meets weekly with SOF advisor
  • attends SG meetings
The Vice President:
  • performs the duties of the President in his or her absence, inability to serve, or by request of the President or SOF advisor
  • serves on the Executive Board which reviews funding requests twice a month
  • assist with Organization Fairs during Orientation, Welcome Week, and other University events
  • develops promotional and communicative tools for student organizations
  • attends all SOF meetings
  • works in the CSI five hours a week
  • assists with office duties

SOF Meetings

SOF meetings are held twice a month for all student organizations. Student organizations must attend two meetings per semester. The purpose of the meetings is to: provide announcements and communications between registered student organization members; host special guests and campus speakers who can aid student organizations in their program planning and functioning; hear reports of approved funding use by approved organizations; and provide social and interactive opportunities for networking and community-building.  Pizza is served at all meetings and the dates are posted on line at www.utdallas.edu/sof/meetings.

Student Organization Funding

The Student Organization Forum provides funding for student organizations through the Application for Student Organization Funding. Funds must be requested two weeks prior to an event. Student organizations may request up to the allotted amount, per year, which is currently $800.

A student organization is eligible for up to $800 in funds per year.  Most expenditures have to be matched by the organization’s own funds at 50%.

Every new organization is eligible for $100 in start-up funds.

Every new organization is eligible for a banner.

Catering/food allowance is provided to every organization up to $100.

Every organization is eligible for T-shirts once a year not to exceed $8 per shirt and design reviewed by the Assistant Director of Student Activities. (must be matched by 50% by the organization)

Guest speakers will be funded up to $100 (must be matched by 50% by the organization)

Student organizations cannot exceed $800 in matching funds in one year.

How to request funds

Student organizations seeking funding should complete the application and submit it in the CSI.  The Assistant Director will review the forms to ensure the request meets the above criteria.  The executive board of SOF (the officers) and the Assistant Director will review submitted applications every two weeks and allocations will be announced via email from the Administrative Assistant in the CSI to the President of the organization.  Organizations that are funded must attend the next SOF meeting and present their event, reason, or use of the funds to the forum so that organizations will know what other student groups are doing.

The following may not be funded by SOF:

  • Any off campus event
  • Any expenses incurred prior to date of approval (retroactive funding)
  • Operational expenses for student organizations (office supplies, membership/pledge manuals, etc.)
  • Any activity that is directly related to an individual’s project or dissertation to receive a degree from the University
  • Travel expenditures, including registration fees, food expenses, etc.
  • Technical equipment or hardware (audiovisual equipment, computer software, parts, or peripherals, etc.)

Process for Reimbursement

Once you have been approved for SOF funding, you may begin spending money for your group or event. All funds are reimbursed at 50%, with a maximum of $800. Remember to keep your receipts!! Receipts are submitted for reimbursement along with the Reimbursement Form (which you can pick up in the CSI). Only cash expenditures spent from the student organization bank account or a student organization member will be reimbursed.

The process is described in detail at the mandatory SOF Orientation meetings.

An overview of the process as follows:

  • SOF Request for Funds submitted, reviewed by Executive Board and Assistant Director, approved
  • Email notification of funds approved for expenditure
  • Funds expended
  • Receipts and Reimbursement Form submitted to Administrative Assistant
  • Processing (3 weeks)
  • Pick up check in CSI 2.506
  • Funds must be requested, used and reimbursed within the semester in which expenditures occurred

SOF Special Events

Throughout the year, the SOF officers work to support exciting special events for students.  The officers are instrumental in implementing the Cometville Carnival which showcases student organizations and departments to the campus community.  SOF sponsors the annual Homecoming Parade and prizes and supports student organizations financially to pay for their floats.  SOF officers annually preside over the awards banquet hosted by the Dean of Students.  Officers make recommendations and suggestions for leadership retreat activities and work to bring social and networking opportunities to students organizations.

 

Updated: April 16, 2009