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 SOF Advisor, the Executive Board works to provide the tools for student organization success. The SOF Executive Board consists of two SOF Coordinators.

SOF shares office space with SUAAB (the program board)  in the CSI suite.  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 Coordinators

SOF Coordinators are hired by the SOF advisor and serve one year terms beginning in the spring semester. 

Requirements for SOF Coordinators

  • Hold at least ten 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 Coordinators

  • 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

SOF Coordinator job descriptions and duties

  • presides over the meetings
  • reviews funding requests with the SOF Advisor
  • creates meeting agendas
  • provides guidance for new student organizations
  • assists with the planning of leadership retreats and workshops
  • assists with Organization Fairs during Orientation, Welcome Week, Advisor Coffees, Election Reception, Advisor Appreciation Luncheon, and other University events
  • recommends improvements and initiatives based on student organization needs
  • works in the CSI ten hours a week
  • performs office duties
  • meets weekly with SOF advisor
  • attends SG meetings
  • Assists the SOF Advisor with event planning meetings
  • Develops promotional and communicative tools for student organizations

SOF President Meetings

SOF President meetings are held once a month for all student organizations. In order for a registered student organization to be eligible for funding, the organization president must attend two monthly SOF President's meetings. If the president is unable to attend he or she may send another officer in their place. The purpose of the meetings is to: provide announcements and communications between registered student organization members; provide leadership training; host special guests and campus speakers who can aid student organizations in their program planning and functioning; and provide social and interactive opportunities for networking and community-building.  All meeting 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 SOF Request for Funds form in OrgSync. In order for a registered student organization to be eligible for funding, the organization president must attend monthly SOF President's meetings. Funds must be requested two weeks prior to an event. Student organizations may request up to the allotted amount, per academic year, which is currently $800. There is no funding during the summer.

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 a $100 reimbursement for start-up funds.

After being officially registered for (1) academic year, every new organization is eligible for a banner.

SOF will purchase the first banner at no charge to the student organization.

If the banner is lost or damaged your organization will be responsible for the payment to purchase a new banner. SOF funds may not be used for the replacement of a lost or damaged banner.

After being officially registered for (1) academic year, every new organization is eligible for a bulletin board.

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

After being oficially registered for one (1) academic year every organization is eligible for t-shirts once a year. SOF will fund a maximum of $160 that counts towards the allocated $800.

SOF, the student organization forum, will not pay for home made t-shirts ( iron-ons, t-shirt paints, markers, etc.) or reimburse your organization for t-shirts that were not approved prior to purchase.

Please note that T-shirts bearing the UTD name in any shape, form, or fashion, must be purchased from an approved UTD vendor: You can see the list of vendors at http://www.utexas.edu/trademarks/forms_lists2/TXD.pdf.

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 in OrgSync two weeks before the event.  The executive board of SOF (the coordinators) and the SOF Advisor will review the submitted application to make sure that it meets the above criteria and allocations will be announced via email.

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. SOF will not reimburse an organization for funds that were not requested using the SOF Request For Funds form and funds that were not approved. 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 SOF meetings.

An overview of the process as follows:

  • SOF Request for Funds submitted, reviewed by Executive Board and SOF Advisor, 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 Coordinators work to support exciting special events for students.  The Coordinators 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.  The Coordinators make recommendations and suggestions for leadership retreat activities and work to bring social and networking opportunities to students organizations.

 

Updated: August 30, 2011