Finance/Agency Accounts
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My check for an approved Agency Account Transaction form has not arrived. How do I stop the check and resend it?

If possible, let us know what the check number is, so that we may contact the business center and stop the check

My Agency Account Transaction Form was approved. Where is my check?

You can find checks at the front desk at the CSI office at Memorial Union 442 once the President and Treasurer have received an email stating that their check has arrived.

How do I open a gift account?

Contact the ARC Business Center, inquiring about starting a gift account along with the donation letter in possession.

A campus organization sent us a grant but it has not arrived. What do I do?

If a campus department has sent you a grant, please make sure that the President or Treasurer have complete the Agency Account Transaction Request Form for Departmental Scholarship on AggieLife (found here). The authorized department approver must complete necessary departmental information and approve the form. It will take 15 business days for the transaction to be processed.

How do I check an agency account balance/transaction history?

You can access information about your agency account on AggieLife! Simply click the three horizontal lines next to the name of your organization in the upper left hand corner and scroll down to the finance tab.

How do I get an EIN?

You must apply for an EIN through the IRS’ website. Click here for a step-by-step tutorial on how to apply.

How do I get proof of who my officers are?

Letter of Verification. Click here to complete the form.

How do I get proof that my organization is registered?

Letter of Verification. Click here to complete the form.

AggieLife
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How do I invite people onto AggieLife?

Click here for a step-by-step tutorial.

Fundraising
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Can I sell Jamba Juice Juice gift cards?

No, you cannot sell commercial items for profit.

What things can I sell at a bake sale?

Baked goods that are packaged individually, do not require heating or refrigeration, and do not contain meat, cream or custard toppings, or have fillings. Read here for bake sale guidelines.

If I do pre-orders (such as doughnuts) and people already paid and are just picking them up, do I need a permit to sell?

You do not need a permit to sell if there is no transaction happening on campus

Can I sell raffle tickets?

No, you cannot sell raffle tickets, but you can suggest a donation be made.

State law requires that raffle tickets and raffle contest publicity materials clearly indicate no purchase is necessary or donation to participate in the contest. Anyone requesting a free raffle ticket must be provided one. Printed tickets must have the name of the organization and, if a dollar amount is listed, the word “donation” must appear.

Who can submit an application to raise funds?

Any member of an organization can submit an application to raise funds. We ask that you allow five business days for your application to be processed!

What are some funding sources on campus I can apply to?

CSI manages three unique funding sources – Club Finance Council, Beyond Tolerance, and Pepsi Product Funding, however there are a number of on campus funding resources that students can apply for! Learn more here.

New Organizations
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Can UC Davis staff be part of an organization?

Officers must be currently registered students.

Can undergraduate students and graduate students form a new organization together?

Yes, but it could affect their eligibility for certain grants; structure of leadership could be broken up in an undergraduate and graduate group.

Can I make a club that specifically helps an outside organization host an event?

No. Student organizations cannot be created for a single event.

Primary Leader Transition
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Can one of the primary leaders listed on the roster replace the authorized room reserver?

Yes! An authorized reserver must be one of the three primary leaders on an organization’s roster and must complete the Authorized Reservers Training.

How long does it take for Primary Leader Change Request Forms to be approved?

It depends on if the prospective primary leaders have completed their required form (Terms and Conditions and/or Authorized Reserver Training). Once they do and a Primary Leader Change Request Form (PLCRF) is submitted, we will approve it as soon as possible.

Room Reservations
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Can I have alcohol at my event?

Undergraduate Registered Student Organizations cannot have alcohol of any kind at their on campus events. However, graduate organizations can.

How long can my Special Event (SPE) be?

SPEs can be reserved for up to as many hours as the RSO needs in one day without being charged reservation fees.

Reservation times will also depend on the operating hours of the facility.

How many hours of meetings can we reserve per week?

RSOs can make meeting requests for up to 4 hours per week. RSOs may go over 4 hours per week, but will be charged a $32 Reservation Fee.

When can I start reserving rooms for my Meetings (MTG) for the next quarter? When can I start reserving Special Events (SPE)?

Fall quarter reservations are accepted the first day of fall quarter. MTGs for the following quarter may be reserved starting the last day of classes of the current quarter.

RSOs that re-register during spring quarter for the coming year may reserve space for SPEs through fall quarter.  However, SPEs scheduled for the summer may not be scheduled until the RSO re-registers for the next academic year.

When can I start booking rooms each quarter?

Fall quarter reservations are accepted the first day of fall quarter instruction.

Winter and Spring reservations are accepted the last day of instruction for the previous quarter.

How far in advance do I need to make a reservation for a paid space? For a general classroom space?

Booking a billable space requires a minimum of 14 business days prior to the event.

Booking a non-billable space in the MU requires a minimum 2 business days prior to the event.

General classroom space may be reserved on the day of the desired reservation.

NOTE: RSOs are encouraged to submit reservations in advance in order to ensure the space is available and appropriate time is available for processing.

I checked the Space Availability for the room I want to reserve and it showed that it was available, but when I went to reserve the space, I received an error. What’s going on?

Facility Setup/Take Down Times: You may be receiving an error because some spaces require additional time needed by the Facility Manager/Reservation Coordinator for setup and cleanup between reservations. A breakdown of set up/take down times per facility can be reviewed Set Up Time.

Reservation Parameters: You may be receiving an error because you’re trying to reserve a space that requires reservation requests to be made, two business days, two weeks or even 6 weeks in advance. To learn more about reservation parameters please visit the CSI Reservation Page.

Exceeding Space Capacity: You may also be receiving an error because the attendance requested exceeds capacity for the space. To check Space Capacity information, click on the name of the space in the Check Space Availability tool.

I need (audio/visual support, tables/chairs rentals, or parking permits) for my event! Who can help?

Audio/visual Support: Your organization is responsible for securing AV equipment and technological systems prior to the meeting. If you need additional assistance with setting up AV equipment, check out the ASUCD Entertainment Council for rentals.

Tables/Chairs: Your organization is responsible for securing event rentals prior to the event. Visit UC Davis Special Services to learn how to secure event rentals for your event. Please note that in order to alter the setup in the room you’ve requested, you must return the room contents (i.e. furniture, AV equipment, etc.) in their original positions after the meeting. If the space is not arranged properly and/or missing contents, you may incur reservation and custodial charges to restore the room.

Parking Permits: To obtain parking permits for guest attendees, please visit the Transportation Services Special Events Parking System.

How can I alter (i.e. change date/time/location) an existing reservation?

You can adjust the date, time, or location of an existing reservation by Requesting to Alter Existing Reservations (or you can click on the “Change Reservation” tab on your CES Dashboard). You can also cancel a reservation on the same page.

Why am I required to fill out an Event Form on AggieLife for my event?

The AggieLife Event Form is a required process because it allows all those involved with the reservation process to communicate via one platform.

RSOs cannot move forward with securing event approvals for SPEs until they complete an Event Form on AggieLife.

Why was time added to my reservation?

This is the mandatory time needed by the Facility Manager/Reservation Coordinator for setup and cleanup between reservations. A breakdown of set up/take down times per facility can be reviewed Set Up Time.

    • Facility Manager Time: The time needed by the manager for setup and cleanup between reservations.
    • Client Access Time: The time the client is allowed in the facility for their own setup and cleanup.
    • Event Time: The actual time of the event when guests are expected to be in the facility

The setup/takedown time does not count towards the 4 hours per week.

I need to reserve a classroom before 6pm during the week. What is the process?

Book a reservation for your desired date after 6pm then complete a Request to Alter Existing Reservation.

CES and CSI will verify if this request is possible and approve/deny it as they see fit.

Why has my event request been denied?

It could be one or more of the following:

  • Your RSO had insufficient funds to make the reservation and proof of a deposit was not submitted by the indicated date.
  • You failed to follow up on facility manager instructions.
  • The auto-cancellation date for your event passed.
  • Your reservation slot was bumped for academic use.
  • The wrong type of reservation was booked for the location.

If you have any questions or concerns regarding your canceled event, email CSI (csireservation@gmail.com) for additional clarification.

What happens if there is not enough money in my Agency Account to cover the fees accrued?

The RSO should deposit funds into the account for any anticipated room reservation charges. If there are insufficient funds, the RSO will be notified and be given a deadline by which to provide a proof of deposit. If this does not happen, the event will be cancelled.

How do I pay any fees associated with my reservation?

All fees will come out of your RSO’s Agency Account.

When will we be billed by Conference and Event Services?

A reservation fee is billed once a reservation is confirmed

The RSO may incur additional charges if the auto cancel date on a reservation needs to be extended.

Sorority & Fraternity Life
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What are the Costs of Joining?

Chapter dues vary between organizations, as do methods of payment and fundraising. Individual chapters can provide more detailed information about their financial commitment of joining.  Membership dues often go towards national insurance, philanthropic events, social events, and leadership workshops and retreats.

What is my role as a parent?

Take some time to learn more about the sorority and fraternity community at UCD. Ask questions about how organizations will offer your student support and opportunities for growth. If your student does decide to join an organization, be supportive of the values and opportunities your student will experience!

How much time does involvement in a fraternity or sorority require?

It all depends on how involved your student chooses to be with their organization. The time commitment varies from chapter to chapter but the first quarter is often the most time intensive as the new member goes through the chapter’s education program. The time spent in this program will give students the opportunity to develop their leadership and time management skills, learn about the history of the organization, develop friendships, and allow them to become involved with other organizations. After the initiation into the chapter, expectations will vary.  With good time management, fraternity/sorority activities will easily fit into students’ schedules and allow plenty of time for classes, studying, work, and participation in other campus activities.

What are the long term benefits of joining a sorority or fraternity?

Each Greek organization has its own national membership network that can help with job hunting after graduation. Career advice and job information are available from other members in these Greek networks. A member of a Greek organization will be welcomed by that group on any university campus, and can typically join an alumni group for their organization in any city that they move to. Greek life is not just during college, but for life!

Can I participate in other activities on campus when they join a sorority or fraternity?

Yes! Chapters encourage their members to participate in other campus programs, sports, and clubs. Students often find out about other activities on campus through their Greek peers. It’s also a good way to reach other potential members and show involvement and pride in the college. The great part about being Greek is often having people to join new clubs or intramural sports with.

Sports Clubs
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How do sports clubs fundraise?

Contact Jeff Heiser at jcheiser@ucdavis.edu

I have problems reserving a room (as a sports club).

Contact Jeff Heiser at jcheiser@ucdavis.edu

Grants
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What are funding decisions based on?

CFC uses the following criteria in determining how funds are allocated:

  • Importance of activity to the UC Davis campus, student organization, and individual students
  • Importance of the activity in supporting the Principles of Community at UC Davis
  • Degree of planning and prospects for success
  • Whether the group has attempted to raise funds elsewhere
  • Whether the group has used funds responsibly in the past
  • CFC is a content-neutral grant program

In addition, grants need to be accurate, complete and meet all of the requirements outlined in the Eligibility Checklist. Grants that are funded must also have valid quotes. CFC does not fully fund events, so there is an expectation that organizations contribute to the cost of their event.

Is there an opportunity for me to get advice or ask questions about my CFC grant application?
Yes! Club Finance Council holds grant application review sessions to provide applicants with the opportunity to ask current board members questions and review their grant applications before the grant application intake dates. You may also contact the CFC Student manager or the CFC Program Coordinator to set up meetings and ask questions.
Can you apply more than once?

Yes! Registered undergraduate student organizations may submit a grant application for each event they hold.

What is the maximum amount of money awarded per year to student organizations?

$2000 is the maximum amount a student organization may receive in a year. Most organization’s awards range from $50-$500 based on the complexity and need of their program/event/publication.

Where does the money come from?

The money comes from ASUCD (your UC Davis student government) as well as from Pepsi through a contract the university has with them.

Are there any stipulations regarding CFC funding?

Yes. CFC funding can only be allocated for ONE-TIME USE items. Additionally, CFC has a policy regarding funds allocated to Ticketed Events, and funds allocated to Travel Cap Stipulations.

Tips for getting CFC funding
  • Review the CFC Online Orientation closely, and share what you learn with other people involved in the process.
  • Plan ahead. Most successful applicants attend a review session and complete their application early so they are not scrambling last-minute.
  • Fill out the Grant application correctly, making sure all the $ amounts add up and match those listed on your supporting documents (quotes).
  • Declare your full budget on your application, including expenses that you are paying for.
  • Do as much fundraising as you can for the event: CFC will never pay for 100% of the event’s/publication’s costs, and typically will not fund more than 50%
  • You will not receive funding for an event in a designated space unless you have proof that that space is already reserved. Attach your reservation confirmation to your application.
  • Have exact dates: if you are having an event, know when you will be having it; if you are printing a publication, know when you will be printing.
Tips for the CFC intake interview
  • Bring your application in earlier in the day, so if something is wrong, you have time to fix it.
  • The CFC Board members are there to help you, but they can not re-do your entire application. Come in prepared with a complete application.
  • Directly answer the questions the board members are asking you. Being vague prevents the board members from getting all their questions answered (they only have a few minutes) and this does not help you.
  • Be confident! The board members are quite nice, we promise!
Examples of items CFC can help fund
  • Equipment rentals
  • Speaking Fees
  • Funding for cultural performers
  • Room rental costs (on and off-campus) + associated services
  • Printing costs (publications, advertising, programs)
  • Supplemental insurance for events
  • One-time services for events (UC Davis Ticket Office, Aggie Hosts, Custodial Services, Grounds, etc.)
  • Transportation costs (gas, flight tickets, train tickets, vehicle rentals, bus rentals, etc.) *Note Travel Cap
  • Conference participation (registration, lodging, transportation costs) *Note Travel Cap
Funding will not be granted for the following items/reasons
  • Banners
  • T-shirts
  • Equipment purchases
  • Events that serve alcohol
  • Food/drinks
  • Events that are not open to all UCD students
  • Bulk items that can be used more than once if not used up the first time. Examples: pens, folders, paper plates/plastic silverware, etc.
  •  Events that do not have a confirmed room (reserved by student organization) 
  • Events that are being facilitated by UC Davis departments
  • Applications that do not have supporting quotes included
  • Applications with quotes that are more than 60 days old
  • Reimbursement for items already purchased
  • Items purchased for events that have already occurred
  • Items that have already received partial funding from a previous CFC grant
  • Events in support for ASUCD political candidates
  • Requests not in compliance with CFC guidelines and procedures
  • Payments to UC employees and UC Davis students
  • Events that are co-sponsored by any unit of ASUCD
  • Organizations not registered with Center for Student Involvement
  • Organizations without an active agency account at time of application
  • Organizations on hold or with “pending status” with Center for Student Involvement
Club Finance Council presentations to ASUCD