Santa Clara University

THE GUIDE for Student Organizations and Event Planning

Welcome to THE GUIDE!

THE GUIDE is intended to be a resource for you and your organization. You will find all kinds of information from chartering and registering to planning an event and managing your finances.

Readers should be aware that (1) it is not a complete statement of all procedures, rules, and regulations of Santa Clara University; (2) the University reserves the right to change any procedures, policies, and programs which appear in THE GUIDE; and (3) the various colleges, schools, and departments of the University may have their own procedures and policies which may apply to student organizations.

In conjunction with the Center for Student Leadership, SCU supports several types of student groups. They include 8 Chartered Student Organizations (CSOs) and over 75 Registered Student Organizations (Clubs). Should you need clarification or additional information, please contact an advisor in the Center for Student Leadership, Benson Memorial Center, Room One, ext. 4745 or CSL@scu.edu.

Santa Clara University does not discriminate on the basis of race, color, national and/or ethnic origin, sex, marital status, sexual orientation, handicap/disability, religion, veteran status, or age in the administration of any of its educational policies, admissions policies, scholarship and loan programs, athletics and other school-administered policies and programs, as well as employment related policies and activities.

Table of Contents

1.  The Center for Student Leadership

• Leadership Programs
• Student Organizations
• • Chartered Student Organizations
  • • Chartering and Rechartering
    • CSO Rights and Responsibilities 
  • Clubs
  • • Registration Process
    • Club Rights and Responsibilities

2.  START PLANNING YOUR EVENT!

• Where and When to Start
• Event Planning Form
• Campus Facilities and Reservations
• Amplification of Sound
• Budget
• Contracts
• Crowd Control
• Food and Beverage Service
• Fundraising
• Marketing
• Risk Management
• Timeline
• Trip Planning

3. Campus Facilities

• Facility Use Quick Reference Guide
• Residence Life Facilities
• All Other Facilities
• • Adobe Lodge
  • Center of Performing Arts-Mayer Theater, Recital Hall
  • deSaisset Museum, rnadel@scu.edu
  • Leavey Activities Center
  • Mission Gardens

4. Campus Services

• Mail/Central Stores/Bookstore/etc. 
• Facilities Department
• Media Services
• Campus Safety

5. Finances and Budgets

• CSOs
  • eLEADER Budget Training Module
  • PeopleSoft/CSO Accounting Structure
  • PeopleSoft Account Numbers
  • Gifts and Donations
  • SAF Guidelines
  • • Allocations
    • Capital Assets
    • Retiring Last Year's Balances
  • Purchasing Options
• Clubs
• • Registration and Funding
  • Club Funding (How do I get money?)
  • Expense Request Process
  • Food Service

6. Contracts 

7. Risk Management

• Definition
• Risk Management Strategies
• Risk Management Statements
• Student Records/FERPA
• Risk Management Documents

8. University Vehicle Use

9. Speakers & Performers & Presentations

• Speakers Policy
• Concert Policy
• Copyright Laws

10. Catering/Food and Beverage

• Food Service Policies
• University Alcohol Beverage Policy