Glossary for Organization Programming
The University of California offers students the opportunity to form and register campus wide student organizations, formally titled Registered Student Organizations (RSOs). At UC Santa Cruz, RSOs register and work with the offices of SOMeCA which includes Student Organization Advising and Resources (SOAR), Student Media, and Cultural Arts & Diversity (CAD).
At UCSC, students in RSOs explore common interests and gain hands on experience through the Student Agency Model. In this dynamic model, students have leadership roles and gain skills and experience that support their academic success and career readiness. The success of the RSO experience at UCSC is supported by advisors and trainings in communication, delegation, decision-making, presentations, and advocacy as well as budget, project, and risk management.
Resources, Rights & Responsibilities
RSOs at UCSC have agency and autonomy in imagining and creating educational opportunities and experiences for the campus. This valuable work has the support of the campus, including access to services, resources, fund sources, trainings and skilled SOMeCA advisors.
Access and use of these shared campus resources requires knowledge to navigate University systems as well as coordination and agreements in order to be respectful and supportive of other University services and of staff, faculty, and other students.
In addition to learning and applying leadership skills, RSO leaders and members are responsible for operating within federal, state, and local laws and University policies, and procedures. RSO leaders and members are informed of requirements during Fall Orientations and trainings and have access to this information online.
Click here to learn more about Event Guidelines.
Amplified sound: Outdoor amplified sound requires advance approval in order to ensure classes, meetings, and other activities are not disturbed. See your SOAR/Media/CAD advisor 4-6 weeks in advance to discuss your event.
Note: For indoor amplified sound, see “Audio/visual equipment” below.
Authorized Representatives (ARs) are enrolled UCSC students who accept legal and financial responsibility for a Registered Student Organization for the academic year.
For organizations who chose to be a Path A or B, additional training is required as outlined in Continuing Organizations.
• ARs are selected by an organization according to its constitution.
• ARs read and sign the organization’s Application to Register.
• ARs have signature authority for the organization’s campus account and for Event Proposals.
• To remove or add an AR, a current AR must meet with the SOAR Office and/or SOMeCA advisor to begin the Change of AR Application process.
Banners advertising an event or activity may be posted if the facility’s staff coordinator approves the posting.
• Posting at a college: Request approval at the College Programs Office
• Posting on the Redwood Building balcony: Request written approval from the Co-Chairs of the Student Union Governance Board. Once written approval is received, please inquire about the processes with our Student Union Front Desk Staff. You can stop by the Student Union Front Desk at the 1st floor of the Student Union and/or call us at 831-459-3167.
• Note: Posting without approval may result in banners being removed and the organization being charged a fee.
Caterers must be pre-approved by the University to ensure the safety and well-being of the campus. Approved caterers may be found on the UCSC Financial Affairs Approved Caterers website. To request to add a caterer to the list, meet with your SOMeCA Advisor, allowing a minimum of 6 weeks to complete a request, an Event Proposal, and to arrange for catering.
Events that include the purchase of food/beverage related items now require additional approvals if:
1) you are purchasing food/beverage related items at more than 1 vendor
2) the total event cost is higher than $1,000.
Chalking sidewalks, paths, buildings, etc. is not permitted by University Policy. The organization/individuals responsible may be charged a fee as well as facing judicial action.
Commercial vendors/businesses: If your organization would like to invite a business to campus to sell items, distribute information or items, advertise a service, etc. the business must receive advance approval, including review of insurance certification. Allow a minimum of 4 weeks for review from when you meet with your SOMeCA advisor.
Conflict can arise in any organization and can be a challenge to resolve. If you or your organization is faced with a challenging conflict, contact your SOMeCA advisor for assistance. Advisors can assist you through advising, mediating, or facilitating a discussion or training. In addition the University has an office of Conflict Resolution that can assist you: conflictresolution.ucsc.edu
Constitutions are required for a student organization to be registered at a campus of the University of California Policy. A constitution defines an organization’s purpose, processes, and roles. See the SOMeCA website for a Constitution Guideline or a Fill-in-the-Blank Form that includes elements and language required by the University of California.
Note: Student Media organizations have separate Constitution Guidelines.
When amendments are approved and adopted by your organization, please email SOAR (soar@ucsc.edu) or Student Media (studentmedia@ucsc.edu) an updated constitution with the new edits for approval.
Contracts: Do not sign any contracts of performers, vendors, businesses, etc. This may bind you personally to terms and conditions that you are not aware of. All contracts are reviewed and signed by qualified University staff only to ensure that the interests of individuals, organizations, and offices are protected.
Practices of Healthy Behaviors for Events during COVID-19 (New Protocol)
COVID-19 Education for Registered Student Organizations (RSO):
- Develop agreements that strongly encourage members who are sick to stay at home.
- Provide information to members that if they have tested positive for COVID-19, are waiting on results, have symptoms, or close contact with someone who has tested positive, to follow CDC guidelines.
- Have a designated COVID-19 Point of Contact for your RSO
- Keeping the attendance record for events (would include name and email)
- In the event of a COVID-19 positive case during an event:
- If you learn that someone who attended your event tested positive for COVID-19, please contact your SOMeCA advisor.
- If an event guest reports to you that they are COVID-19 positive or they begin to feel symptomatic while they are on UC Santa Cruz owned or leased property, direct the individual to proceed in the following manner per the CDC recommendations:
- They should immediately self-isolate.
- The CDC recommends that they contact their medical provider, or go to the local emergency department if symptoms warrant.
- They should not enter UC Santa Cruz facilities until they have consulted with a medical professional.
- As applicable, Contact Tracing would be conducted by the applicable agency (e.g. Santa Cruz County, UC Santa Cruz)
- Students: if you’ve tested positive for COVID-19, please call Student Health Services at 831-459-2591 so that medical staff members are aware and can coordinate care if needed.
Safety Hygiene
- All attendees must have hand sanitizer and masks available to them
- All events must have cleaning supplies available to disinfect:
- Supplies include hand sanitizer (at least 60% alcohol), soap and water, ways to dry hands (e.g. paper towels), disinfectant wipes, etc.
- Recommend that individuals clean more frequently or choose to disinfect in shared spaces if certain conditions apply that can increase the risk of infection.
Dances require advance planning. Campus security is required and a completed Event Proposal form must be approved by your SOMeCA Advisor 6 weeks in advance
Make an appointment with your SOMeCA advisor prior to the 6 weeks.
Demonstrations or rallies are events. Student organizations registered with SOMeCA can plan a rally or demonstration by meeting with their SOMeCA advisor. Allow time for planning, particularly if you need to request assistance with items such as outdoor amplified sound approval. Groups that are not registered at SOMeCA can find information at the Dean of Students web site.
Event approval: SOMeCA serves as the sponsor for organizations registered with SOMeCA
- Path C SOMeCA Organizations:
- May drop-in from Monday - Friday to see a Peer Advisor. For specific times, please see our contact us.
- Path A & B SOMeCA Organizations:
- General Body Meetings & Small-Scale Events:
- SOAR organizations may drop in Monday - Friday through Zoom to see a Peer Advisor. For specific times, please see our contact us.
- Media and CAD: please see your advisor
- Mid-Scale or Large-Scale events:
- Schedule a meeting with your SOMeCA advisor.
- General Body Meetings & Small-Scale Events:
- Review Pathway Guidelines
- Review Event Guidelines
Film or video screening by student organizations must comply with copyright laws. Films or videos may not by shown unless:
• Rented from the film/video’s distributor (not a film/video rental store) and the fee for public performance is paid; or
• The holder of the film/video’s copyright submits a written waiver of fees and confirms permission for the organization to show the film/video on the specified date and time.
Discuss this with your SOMeCA advisor when planning your event.
Note for the 2023 - 2024 Academic Year: all licensed kitchens are closed and no food preparation is allowed by students.
- Indoor Events:
- Food is not allowed to be consumed in indoor facilities regardless if the event is open to the public and/or private.
- The organization can consider a grab-and-go or boxed meal option for the event attendees.
- Grab-and-go or boxed meal options require that the food be individually pre-packaged or boxed meals are provided.
- Outdoor Events:
- Food is allowed to be consumed at outdoor events.
- The organization can consider a grab-and-go or boxed meal option for the event attendees.
- Grab-and-go or boxed meal options require that the food be individually pre-packaged or boxed meals are provided.
- Buffets will not be allowed.
Free speech: The Student Handbook states that the “University is committed to assuring that all persons may exercise the constitutionally protected rights of free expression, speech, assembly, and worship. The time, place, and manner of exercising…free expression, speech, assembly, and worship are subject to campus regulations that shall provide for non-interference with university functions and reasonable protection to persons against practices that would make them involuntary audiences or place them in reasonable fear, as determined by the university, for their personal safety.”
• If you have concerns or questions, meet with your SOMeCA advisor.
• For more information on free speech and events, see the Dean of Students web page, “Exercising Free Speech” at the Dean of Students Website.
Fund Sources: Student Organizations make proposals to a number of committees, offices, and funds. Make sure you read and understand the specific guidelines and deadlines for submission of proposals. For a list of possible fund sources, go to the SOMeCA Funding Webpage.
- Food Sales & Fundraisers will begin on February 14, 2022 for student organizations and will be limited to 4 fundraisers per day at the Quarry Plaza.
- All food sales must be pre-packaged food and beverages. Food and beverages must be purchased from a grocery store (ex. Safeway) or a restaurant. Food cannot be homemade for sale distribution.
- All fundraisers will require a meeting with SOAR Peer Advisors and/or SOMeCA Advisor to review availability, event conditions, fiscal processes and receive food permit approval.
- Advance planning required:
- Minimum of 1 week required for small-scale event proposals. Please keep in mind that this does not guarantee your proposed date availability.
Hazing: The Student Handbook states that the “state of California and the University of California have expressly and repeatedly asserted their opposition to hazing and pre-initiation activities, which do not contribute to the positive development and welfare of members, associate members or prospective members of any organization. Any party who participates in hazing or being hazed will be held accountable under these policies.”
• For the complete University policy on hazing, see: Student Handbook
• If you have questions or concerns, see your SOMeCA advisor.
• Incidents of hazing may also be reported to the office of Conduct and Community Standards
Large-Scale Events are defined as meetings, events, performances and other activities where one or more of the following conditions are met:
- The event will have an aspect of risk associated with certain activities e.g. high profile guest speakers, cultural shows, theater productions, etc.
- Event attendance is more than 100 individuals.
- Out-of-state travel includes no more than 10 students.
- In-state travel involes no more than 24 students.
- Past history of the event or similar event.
- Event sponsored by more than 1 student organization.
- The event budget and/or expenses exceeds $1,000.
- Complexity of the event requires a Certificate of Insurance.
You are required to schedule a meeting with your SOMeCA advisor a minimum of 4 weeks before your proposed event date to review and complete an event proposal. Please keep in mind that financial transactions including 204 form processing, contracts, and service purchase orders can require planning between 4 to 6 weeks in advance for any event.
Media Equipment may be rented from UCSC Learning Technologies office for events. Reservations for ITS Instructional and Media Technology Office must be submitted a minimum of 10days in advance for staff to deliver and/or set up rented equipment.
To request Audio/Visual equipment, follow the following steps:
- Students open a ticket in ITS by sending an email to help@ucsc.edu with the subject line "SOMeCA event registration"
- Information to include: name of event, day, time, length of event, what the event is, requesting student’s name, CruzID, student ID number, name of their organization, and cc'd to soar@ucsc.edu.
- ITS Instructional and Media Technology Office will validate the information is complete and reply in the ticket.
- If the information is incomplete, our office will request more information
- Once the information is complete, our office will request that the SOAR office verifies that the student and the event, and approves the office to proceed with a quote.
- ITS Instructional and Media Technology Office will prepare a quote and attach it to the ticket for the SOAR office to approve. An email via the ticket will notify the SOAR office that the quote is ready.
- The quote will be signed and the FOAPAL added by the SOAR office, and the form returned via email.
Mid-Scale Events are defined as meetings, events, and other activities where one or more of the following conditions may apply:
- The event may have aspects of risk associated with certain activities ex. Alumni and/or guest speakers, End of Year banquets, dance rehearsals, etc.
- Event attendance does not exceed 100 individuals.
- Out-of-state conference travel involves no more than 2 students.
- In-state conference travel involves no more than 10 students.
- Event sponsored by more than 1 student organization.
- The event budget and/or expenses does not exceed $1,000.
- Complexity of the event may require a Certificate of Insurance.
You are required to schedule a meeting with your SOMeCA advisor a minimum of 2 weeks before your proposed event date to review and complete an event proposal. Please keep in mind that financial transactions including 204 form processing, contracts, and service purchase orders can require planning between 4 to 6 weeks in advance for any event.
SOMeCA sponsors up to 4 Mid-scale events per week.
Off campus events and activities: Registered student organizations may hold events on campus only. If members of a registered student organization take part in off campus events or activities they are required to include the following on all publicity or announcements: “This is not a UCSC sponsored activity.”
Outdoor Events: Outdoor on campus events must be sponsored and the space reserved similar to an indoor space; the space may already be reserved or your plans may impact adjacent activities, classes, or residential areas. Make an appointment with your SOMeCA advisor to discuss your event.
Parking for events may be reserved, either for special guests or for all participants. There is a cost for University signage and number of reserved parking spaces. Depending on the lot and hours, guests may also need to pay a permit fee. Make an appointment with your SOMeCA advisor to discuss your event.
•Note: Some major events may be required to have reserved parking, depending on the location and size.
Performers such as bands, DJ’s, dance groups, speakers, etc. may be invited to student organization events. Complex performers may require negotiating a contract. Meet with your SOMeCA advisor to discuss your event and how to contract your performer. Allow 4-6 weeks to request and process payments.
• Note: Do not sign the contract of the performer. This may bind you personally to terms and conditions that you are not aware of. All performers and speakers require waiver of liability forms to be signed prior to the event.
Posting flyers/posters: University policy states that student organizations may post noncommercial materials at designated posting sites. Materials must clearly indicate the name of the sponsoring student organization and a removal date. Do not post over flyers/posters that are current and post only one flyer/poster per location. Flyers and posters may not exceed 17” x 22”.
• Note: If you would like to post on a board or site that is not designated for public posting, first request approval from the facility staff or College Programs office at the college.
• Do not post on buildings, trees, benches, or other places that are not designated posting sites.
Protests, demonstrations or rallies:
Publicity is key to the success of any event. See the SOAR website for event timelines and the timing of publicity at http://soar.ucsc.edu/v2/studentorgs/fundingevents/events/event-planning.html.
Raffles are illegal in California. It is legal to hold a drawing for a prize if there is no requirement to pay for a chance to win. It must be publicized and/or noted on the ticket that payment for a chance is voluntary. If anyone requests a free chance, they must receive one.
Registration of Student Organizations (RSO)
Requirements
To register as an RSO at UCSC, the student group must meet and maintain the following requirements:
- 4 currently enrolled students who sign the Application to Register, taking full responsibility for the organization
- Agreement with the University’s policy of non-discrimination and agreement to have only UCSC students as members
- Agreement to comply with federal, state, and local laws as well as University policies and procedures
- Inter/National Chartered Organizations: good standing and affiliation with their inter/national organization
- NOTE: SOMeCA does not sponsor organizations that have as their primary purpose sports/recreational or off-campus activities or which are primarily advised by another office or off-campus entity.
Process
The RSO registration process ensures that students are informed of their resources, rights, and responsibilities. The steps to apply for RSO status at UCSC are:
- New organizations: the first step is complete the New Organization Application Process with a SOAR peer advisor to review requirements. All new organizations will be registered as a Path C.
- Completion of an Application to Register form, submitted to a SOMeCA office
- 4 currently enrolled students agree to sign as Authorized Representatives
- 4 Authorized Representative successfully complete the SOMeCA Online Orientation and Quiz
- Submission or renewal of a Constitution, documenting required organizational agreements. For more information: Constitution Forms
- Completion of all required trainings. Required trainings are based on level of activity planned by the organization. For more information: SOMeCA Paths
- Meeting of Authorized Representatives and SOMeCA advisor to develop mutual agreements
- NOTE: New and continuing organization registration is held in Fall Quarter. Registration as an RSO expires at the end of Spring Quarter.
Additional registration information is available on the SOMeCA website: someca.ucsc.edu
Registered Student Organization Account Procedures
Organization accounts
A Registered Student Organization (RSO) will have an account created through SOMeCA after the organization has completed all required steps for organization registration. Accounts are administered by one of the offices of SOMeCA, depending on where the RSO is registered: Student Organization Advising and Resources (SOAR), Student Media, or Cultural Arts and Diversity (CAD).
Authorization for expenditures
Expenditures from any RSO account requires the written authorization of one Authorized Representative of the organization, as designated on the organization’s Application to Register form on file at a SOMeCA office. Charges by University offices will be made directly to accounts, according to prior agreements by organizations as indicated by the written authorization of one Authorized Representative of the organization. If for any reason a final charge exceeds the originally agreed upon amount, the SOMeCA office will investigate the reason and notify the student organization which may challenge the increased charge. The organization is responsible for its debt and obligations to the University incurred during the academic year. Authorized Representatives are billed or any debts.
Authorization for income
When a RSO raises funds on campus, these are required to be deposited to a university account. Students can deposit funds to their university account by making cash or check deposits or turning in funding awards to their SOMeCA office. University offices may make direct deposits of funds to an account in response to requests by the student organization or as an award or contribution. If any income transaction is not wanted by the organization, the Authorized Representative can reverse the transaction by making a request to their SOMeCA office. Funds raised on campus or received from University funding sources, cannot be used for off campus activities. RSOs are required to maintain the University’s cash handling protocol as outlined by the SOMeCA office.
Active accounts
RSO accounts remain active as long as the organization completes the RSO registration process. Accounts are closed at the end of the academic year, but remain active and are reopened the following Fall Quarter. If an organization ends or does not register with SOMeCA for two or more years, the funds remaining in the account are transferred to a central account and used for programs that support RSOs as a whole (e.g. leadership conferences and workshops). The development of programs and services funded by the central account will be informed by a SOAR Advisory Board, per Audit & Management Advisory Services recommendation.
Transparency of accounts
Authorized Representatives can view their accounts at any time by requesting a ledger from the SOMeCA office that administers their account. SOMeCA prints or sends account information directly from the University financial system to Authorized Representatives; the offices do not translate or send account analysis unless this is requested. SOMeCA provides trainings for RSOs on how to read University accounts and staff may answer questions about account information.
Reimbursements must meet the following requirements in order to be processed. Any reimbursement submitted that does not meet these criteria will not be able to be processed. Services cannot be reimbursed under any circumstances. Contact your SOMeCA office if you are unsure whether an expense would be reimbursable.
- Payee must have a 204 form on file
- A Reimbursement Form must be submitted through Docusign no later than 14 days after the event
- A scanned receipt or invoice must be uploaded to the Docusign with the following information:
- Vendor name
- Vendor contact information (if not present on receipt, attach business card)
- Itemized
- Indication of payment and/or balance of “$0.00”
- If there is an individual named on the receipt or invoice for billing, that individual must be the payee
- Items must be reimbursable expenses
- Event proposal must be on file for all event-related expenses
- Event proposal must authorize the serving of food for all food and beverage expenses
A document clarifying what expenses are and are not reimbursable can be found here.
Examples of receipts that meet the requirements as listed above can be found here.
Room reservations for meetings or events can be requested by filling out the appropriate Event Proposal through Docusign:
Path C SOMeCA Organizations:
- May drop into the SOAR office Monday - Friday to see a Peer Advisor. For specific times, please see our contact us.
Path A & B SOMeCA Organizations:
- General Body Meetings & Small-Scale Events:
- SOAR organizations may drop in Monday - Friday through Zoom to see a Peer Advisor. For specific times, please see our contact us.
- Media and CAD: please see your advisor
- Mid-Scale or Large-Scale events:
- Schedule a meeting with your SOMeCA advisor.
Small Events:
Small-Scale Events are defined as meetings, events, and low risk activities for which one or more of the following apply:
- Event attendance does not exceed 50 individuals.
- The event budget and/or expenses does not exceed $500.
- The complexity of the event does not require a Certificate of Insurance.
- Examples of these are: general body meetings, fundraisers, tabling, board game night, etc.
You are required to schedule a meeting with a SOMeCA advisor (Peer or Staff) a minimum of 1 week before your proposed event date to review and complete an event proposal.
SOMeCA does not have a limit on small-scale events per week.
Sound systems may be rented or used on campus.
• Outdoor amplified sound requires advance approval in order to notify and ensure classes, meetings, and other activities are not disturbed. See your SOAR/Media/CAD advisor to discuss your event.
• Indoor amplified sound equipment may be rented for events. Some equipment requires media staff to deliver and set up (allow 2 weeks) while other equipment can be available for pick up.
To rent equipment from Learning Technologies, follow the following steps:
- Complete an Event Proposal form with your SOMeCA Advisor
- Call Learning Technologies (831-459-2117) and ask for an estimated cost.
- Learning Technologies will email a “Media Services Approval form”. Please download it, sign it, and attach it to a Purchase Request form through Docusign.
- Note: this is considered a Service, please select this in Section 3 of the Purchase Request.
Keep in mind that equipment that is installed in classrooms or other facilities is locked and must be rented through the process outlined above
Speakers may be invited to the campus for student organization events. Make an appointment with your SOMeCA advisor to discuss the event and what may be required 6 weeks prior. If you anticipate that the speaker may be controversial or subject to opposition, let your SOMeCA advisor know so they can assist you in helping to make your event successful.
• University policy and guidelines for speakers is on the web in the Student Handbook.
SOMeCA Event & Production Sponsorship:
Events, productions, and activities at UCSC require the sponsorship of a University office. SOMeCA serves as the central sponsor for Registered Student Organizations (RSOs).
Each year, student organizations provide the campus community with over 100 major-scale campus events, hundreds of mid-scale events and fundraisers, broadcast productions, and 6800 publication copies each week. SOMeCA offers the training and advising that support the success of these events and productions.
Students are able to gain high level skills that strengthen their academic success and career readiness through imagining, experimenting, and working with others to produce events and productions. Over the years, SOMeCA and student leaders have created a dynamic learning environment through mentorship, hands on trainings, and online tools that strengthen skills in communication, delegation, decision-making, presentations, and advocacy as well as budget, project, and risk management. For more information: Students with Agency
Requirements
To ensure the success and safety of RSO events and productions, SOMeCA has worked collaboratively with students to develop requirements and procedures for approval. To be considered for sponsorship, the proposed event/production must meet the following requirements:
- The event/production will occur on-campus
- The event/production does not pose a risk to campus and individual safety
- Funds deposited in the RSO’s financial account are sufficient to pay for all related costs
- The event/production is in compliance with campus policies including the Major Events Policy and policies governing Time, Place, and Manner. For more information: Student Policies and Regulations Handbook
- There is sufficient planning time to address impacts to the campus, including processing requests for insurance and security, financial transactions, and facility requirements
- The SOMeCA event schedule is open to additional events. The office sponsors up to 3 Large-Scale and 4 Mid-Scale events per week. For more information: SOMeCA Paths
- The RSO has demonstrated experience in producing events/activities through its successful completion of a minimum of 2 Mid-scale events before producing a Large-Scale Event.
- If a continuing RSO has two returning Authorized Representatives from the previous academic year and has hosted 2 successful mid-scale events in the previous academic year, the RSO is eligible to proceed in hosting a Large-Scale Event.
- The event is initiated by the RSO and has the support and volunteer resources to complete required tasks
Process for requesting sponsorship:
- The student group has completed all steps for registration of the organization (Fall Quarter)
- Authorized Representatives of the RSO complete an Event Proposal and meet with SOMeCA staff or Peer Advisors to review all requirements and resources
- If the event meets requirements, the SOMeCA staff will sign the Event Proposal
- The RSO contacts the coordinator of the proposed facility. If available and approved, the facility coordinator will sign, confirming the Event Proposal
- The Event Proposal is returned to the SOMeCA office to finalize sponsorship
Sports events may involve some risk. Most sports events require waiver forms and safety measures. Make an appointment with your SOMeCA advisor to discuss your event.
- Tabling at the Quarry Plaza is limited to 10 spots for the entire campus. A designated spot will be provided to you when your tabling permit is approved..
- Hours are Monday to Friday between the hours of 10:15am -3:30pm.
- To reserve your tabling permit for the Quarry Plaza, a meeting with the SOAR Peer Advisors and/or SOMeCA advisor will be required. SOMeCA will manage the reservations for SOMeCA registered student organizations and provide a detailed list to the BayTree Bookstore for those approved.
- Tabling does not include the distribution of food and/or food sales & fundraisers.
Events, productions, and activities at UCSC require the sponsorship of a University office. SOMeCA
serves as the central sponsor for Registered Student Organizations (RSOs).
An RSO may request sponsorship through SOMeCA for travel when there is a direct connection between
the expenses and the business purposes of the student organization; is for participation in a detailed
structured conference and/or competition; and hosted by a University and/or Institution/Organization
(i.e. to attend a conference and/or competition directly related to the student organization). The
business purpose of the travel must be substantiated by a direct link to the conference and/or
competition (i.e. website, registration site, conference program/flier, detailed itinerary from the hosted
University and/or Institution/Organization).
Eligibility:
To ensure the success and safety of RSO travels, SOMeCA has worked collaboratively with students to
develop requirements and procedures for approval.
- To be considered for sponsorship, the travel must meet the following:
- The travel is in compliance with campus policies including UCSC Travel Guide and UCOP Travel Policy.
- Please note that during COVID-19, policies may be updated with short notice that include cancellation of in-person travel.
- There is sufficient planning time to address the complexity of the travel and risk associated with travel. SOMeCA does not sponsor International travel.
- The travel is in compliance with campus policies including UCSC Travel Guide and UCOP Travel Policy.
- The RSO eligible for mid-scale events may propose mid-scale travel. Mid-Scale Travel is defined as:
- Out-of-State travel involves no more than 2 students.
- In-state travel involving no more than 10 students.
- The RSO has demonstrated experience in producing events/activities through its successful completion of a minimum of 2 mid-scales events before producing a Large Travel. A Large travel is defined as:
- Out-of-state travel includes no more than 10 students.
- In-state travel involves no more than 24 UCSC students.
Process of Requesting Sponsorship:
- The student organization must be a Path A or B to request sponsorship for travel.
- Authorized representatives of the RSO meet with SOMeCA staff at minimum 5 weeks prior to the proposed travel date.
- The meeting will provide SOMeCA staff and the RSO the ability to inquire about the details related to the travel, agreement of sponsorship (if applicable) and schedule deadlines.
- If sponsorship is approved, all funds required for the travel must be deposited in the
organization account within 24 hours of this initial meeting.
Use of University name or logo: University policy states that a registered student organization may not use the name of the University of California or abbreviations thereof as a part of its own name. However, “the geographical designation ‘at UC Santa Cruz’ may be used by any registered campus organization as part of its name without obtaining special approval.” For example: The Alphabet Club at UCSC; but may not be UCSC Alphabet Club.
The name, insignia, seal, or address of the University, the campus, or a college may not be used in any manner, political or otherwise, which implies that the University, campus, or college supports or endorses the activities, positions, purposes, or goals of campus organizations.
Vehicles (University) are available for rental by registered Path A or Path B organizations for travel to pre-approved organization-related conferences. Make an appointment with your SOMeCA advisor as soon as possible.
Due to the COVID-19 pandemic and health risks posed by travel, in-person travel will not be sponsored. For more information, please see Travel.
For more information on Policy, please contact your SOMeCA Office or the UCSC Student Handbook.
