The focus of this online guide is to help SOJC Student Groups navigate their way around SOJC departmental and student organizational policies & procedures. This guide is full of resources to get your organization rolling.

These web pages will help SOJC student groups manage their needs and requests as student groups, to utilize and arrange space within Allen Hall or on campus and to provide groups with a variety of resources in a supported structure that are easy to use and accessible.

If the School of Journalism and Communication is funding part or all of your group expenses, a budget must to be prepared and approved before any expenses or reimbursement requests are submitted. Budgets must be approved and signed off by the faculty advisor, the Area Director and the Senior Associate Dean. When all the signatures have been completed, please turn in the completed budget to Melody Olmsted in All 219.

All student groups are required to submit a proposed budget for the following year’s expenses.  Budgets must be submitted by end of spring term for the next academic year. Any student group, who delay establishing their budgets until the following fall, can expect a 3-4 week delay for any spending requests. Spending requests will not be approved without a current budget. See budget template (in the forms section) to begin framing your student group’s budget. If your group has revenue or expenses from ASUO it must be included in your group’s proposed budget request.

Any student group must receive the appropriate signatures detailed on the Student Group Expense Authorization Form (in the forms section) prior to spending any funds from their student group budget. Please plan appropriately as obtaining spending authorization signatures or lack of funds remaining in your budget will delay any requests.

During the year, if your group has an unanticipated funding request that wasn’t included on your budget, such as a new event or a special trip, please meet with your student group advisor to discuss. In these situations, your budget will need to be modified. You will need to revise your original budget, obtain your student group advisor, Area Director, Associate Dean signatures and submit signed form to Melody Olmsted in All 219. Spending over the total budget amount will not be allowed until the amended budget is approved and received. 

Budget Form (PDF) Budget Form (Excel) – this form is to help student groups identify and plan their budget needs.

Student Group Expense Authorization Form – this form is used to request a reimbursement for expenses.

Throughout the school year, when school is not in session but the university is open, hours are:

  • MTWRF – 7 am to 6 pm
  • Locked over the weekend

When school is in session (Fall, Winter & Spring), hours are:

  • MTWR – 7 am to 10 pm
  • F – 7 am to 8 pm
  • SU – 7 am to 6 pm

When school is in session over Summer, hours are:

  • MTWRF – 7 am to 6 pm
  • Locked over the weekend

U of O holiday (university is not open) – Building is locked. When building is locked, access is by PROX card only.

Following are the general steps needed to manage a successful catering request:

  1. See Room Reservations in this guide for steps in reserving space for your event.
  2. Plan catering needs. See Budgeting and Spending in this guide.
  3. Get approval to spend monies from budget.
  4. Any signage and/or posters displayed in Allen must be coordinated through Allen Hall’s Instructional Services Manager, Sue Varani. There are restrictions where items can be placed, displayed and mounted. Email svarani@uoregon.edu with requests, include group name, signage/poster materials and needs.
  5. See Promotional Support in this guide for processes on getting materials on media displays in Allen.

Using UO Catering

UO Catering requires a lead-time of five working days before event/meeting to ensure adequate staffing for order and delivery. Check with your advisor to find out if your student group budget has a line for catering. Your advisor will let you know what you can and cannot purchase with your budget. UO policy requires use of UO catering for all on-campus food requests. There are exceptions, as when a special order (i.e. pizza) is desired and/or food product (i.e. ice cream) is donated. In these instances, purchase orders (POs) or UO Catering waivers are required.

Catering will only accept catering requests from faculty or staff, but you can plan your catering needs by visiting the Catering website. When you have determined what your catering needs and costs are, you will need to get written approval to spend from your faculty advisor by filling out the Student Group Expense Authorization Form. Required information to process your catering order is the signed spending request form with the following information:

  • Name and U of O email address of requestor
  • Student Groups Name
  • Budget funding source
  • Name/purpose of event
  • Date of event
  • Guest count
  • Delivery site (venue must be reserved – see Room Reservations in this guide)
  • Start & End time
  • Items to order and cost (remember catering charges $20 for delivery)

There are certain times of the year when UO Catering reaches capacity and can not accommodate requests due to staffing and delivery vehicle availability. Traditionally, these times occur during the early fall and mid-to-late spring term. When late orders or “max out” times occur, a waiver will be provided to the student group for off-campus vendors.

With any catering requests, your student group will be responsible for setup and cleanup. Please plan accordingly.

Off-campus Vendors 

If your catering requires using an off-campus vendor, you must get a Catering Waiver Form from catering, this can take up to 15 days, please plan accordingly. You will need to determine your costs by contacting the vender, and then filling out the Student Group Expense Authorization Form.  Please turn in the completed request form along with the Catering Waiver to Melody Olmsted in Faculty Services, All 219. Please allow 48 hours for processing a PO request, once you have turned in the paperwork.

Ad Society: Shan Anderson, shand@uoregon.edu
Asian American Journalists Association (AAJA): Alex Tizon, 
tizon@uoregon.edu
Association for Women in Sports Media, Lori Shontz, lshontz@uoregon.edu
Ed on Campus: Marc Blaine, mblaine@uoregon.edu
IR Futures: Kathryn Kuttis, kuttis@uoregon.edu
National Association of Black Journalists (NABJ): TBA
National Broadcasting Society (NBS): Rebecca Force, rebeccaf@uoregon.edu
National Lesbian and Gay Journalists Association (NLGJA): Dean Mundy, dmundy@uoregon.edu
National Press Photographers Association (NPPA): Sung Park, 
spark@uoregon.edu
Public Relations Student Society of America (PRSSA): Connie Chandler, chandle2@uoregon.ed or John Mitchell, ducklips@uoregon.edu
Social Media Club: Kelli Matthews, kmatthew@uoregon.edu
Society of Professional Journalists (SPJ): Lori Shontz, 
lshontz@uoregon.edu

Student Competition Advisors:
AAF Competition (Ad Team):  Dave Koranda, dkoranda@uoregon.edu
Bateman Competition: Pat Curtin, pcurtin@uoregon.edu
New Venture Championship: Dave Koranda, dkoranda@uoregon.edu

Funded Ongoing Student Projects:
Balance the Buzz: Dave Koranda, dkoranda@uoregon.edu
UO Baseball: Dave Koranda, dkoranda@uoregon.edu or Tom McDonnell, tomm@uoregon.edu

Student Agencies:
Allen Hall Advertising:  Tom McDonnell, tomm@uoregon.edu
Allen Hall Public Relations: Courtney Munther, cmunther@uoregon.edu
Allen Hall Studios / OR Media: Ed Madison, madison2@uoregon.edu

Student Publications (SOJC and independent):
Duck TV: Rebecca Force, rebeccaf@uoregon.edu
Envision: TBA
Flux Advisor: Todd Milbourn, milbourn@uoregon.edu
Newslab: Dan Morrison, danmor@uoregon.edu
Newsroom: Rebecca Force, rebeccaf@uoregon.edu
OR Magazine: Nicole Dahmen, ndahmen@uoregon.edu
Oregon Daily Emerald Board: Lisa Heyamoto, heyamoto@uoregon.edu
Oregon Documentary Project: Dan Miller, drmiller@uoregon.edu
Oregon Live: Rebecca Force, rebeccaf@uoregon.edu

 

If SOJC is funding part or all of your student group’s event expenses, your budget must contain the appropriate line item to spend. For example, if your budget does not contain a line item for catering, any expenditure for a catering request will not be approved. Any expenses must be approved before spending and if your group has an ASUO budget, that money must be spent before using your SOJC budget.

Following are the general steps needed to successfully plan and manage a catering request:

  1. For help in planning your event, we suggest student groups use the Event Planning Checklist (in the forms section) to help frame your event needs. Plan ahead as getting the reservations for space and spending approvals can take several weeks.
  2. Check for the line item in your student group’s budget. Verify that you have a budgeted balance and complete approval process listed on the Student Group Expense Authorization Form.
  3. See Room Reservations for steps in reserving space for your event.
  4. See Catering for steps in arranging catering needs.
  5. Any signage and/or posters displayed in Allen must be coordinated through Instructional Services Manager, Sue Varani. There are restrictions based on where items can be placed, displayed and mounted in Allen Hall. Email Melody at molmsted@uoregon.edu with requests.
  6. See Promotional Support for processes on getting materials for media displays in Allen.

Bulletin Boards

Allen Hall has a variety of Community and SOJC bulletin boards throughout Allen Hall that Student Groups can use to post information. Please monitor and remove any out-of-date postings.

Office Space

SOJC student groups can request office space in Allen Hall. These are shared office spaces and limited in size. Group leaders and members may use office space for student groups activities only. Only two students per each group will be authorized to access the office. Access for other student group members must be coordinated through their authorized group leaders. Keys are not transferable and are only good until the end of the spring term. The guidelines to request office space keys are:

  • Print and fill out the office request form (in forms section) and have your faculty advisor sign it.
  • Return completed form to Melody Olmsted in All 219. Once received, office keys will be ordered. Processing key requests can take several days. Group leaders will be notified by email when their keys forms are ready to be picked up in All 219. Hours are Mon-Fri, 8 am to 4 pm.
  • Key form and a UO ID cards are needed to pickup any keys. Take form to UO Card Office, located on the first floor of the Erb Memorial Union. Key deposits are $10 per key and are refundable when keys are returned.

Office space must be locked when not in use.

Student Group Office Use Agreement – this form is for assigning shared office space in Allen.

Storage Space

SOJC student groups can request cabinet storage space in Allen Hall. This storage space is shared space and limited in size. Group leaders and members may use storage space for their student groups only. Only two students per student group can be authorized to access the cabinets. Access for non-authorized members must be coordinated through their authorized group leaders. Steps to request storage space are:

  • Print and fill out the storage request form (in forms section) and have your faculty advisor sign it.
  • Return completed form to Melody Olmsted, in All 219. Once received, group leaders will be notified by email when their keys are ready to be picked up in All 219. Hours are Mon-Fri, 8 am to 4 pm.

Only two sets of keys will be given out per group. Cabinet space must be locked when not in use.

It is your group’s responsibility for coordinating unlocking and locking the cabinet.

Student Group Cabinet Use Agreement – this form is for assigning storage space in Allen.

The SOJC Communications Office is available to advise or assist you in creating digital or print promotional materials for student groups. Assistance examples could include your group’s presence on the SOJC site, messages or notices on the digital screens in Allen Hall, and as well as the UOSOJC Facebook or Twitter accounts.

Submissions to the digital displays in Allen Hall

Please email your graphics (jpg or pdf files) to sojc@uoregon.edu. Files for the digital displays must be sized 1920×1080 pixels and include all pertinent information. Please double-check your work for typos and accurate information before submitting.

If you’d like assistance in creating a graphic for your event or promotion, please email to set up a meeting.

Contact the Communications Office before using any UO or SOJC logo to assure proper adherence to logo and graphic standards.  

Any expenses needing reimbursement must be pre-approved. Your student group budget must have an appropriate budget line to reimburse the expenses. Once approved, you must submit the appropriate paperwork for reimbursement to your student group faculty advisor. Only original receipts, invoices detailing expenses can be used.

All reimbursements must have a specific business purpose and must be included on your approved budget. Reimbursements for gifts, alcohol or alcohol-related expenses (such as bartender fees) will not be approved. You must submit an original itemized receipt to receive a reimbursement; no exceptions.  To submit a reimbursement, use the Travel and Entertainment Form located by Allen 216A and include all original receipts.  If the receipt includes personal items, be sure to circle only the items that you are requesting reimbursement for. All payments, including reimbursements, can take up to three weeks for processing. The reimbursement will be a check mailed to the address you list on the reimbursement form. When all the signatures have been completed, please turn in the completed form to Melody Olmsted in All 219.

Examples of reimbursement requests that would be declined:

  • If food was purchased for an event or a group meeting but the student group budget does not have a budget line for food expenses nor received approval to spend.
  • Reimbursement request doesn’t include original receipt or required documentation.
  • Student group had a fund-raiser to raise money for their group. Students are requesting reimbursement of materials used in items sold. Student group budget does not have a line item for purchasing supplies for fund-raisers. Assumptions with fund raising are materials or money is donated and not reimbursed.
  • Purchase of printing of promotional material or flyers, but student group budget does not have a budget line for promotional materials.
  • Requests of reimbursements older than 5 months.
  • Reimbursement was not approved, or student group overspent the reimbursement budget line.

There are a variety of spaces and rooms that student groups can reserve for their events and meetings. These include:

  1. Small unlocked meeting spaces In Allen Hall. Student Groups can directly reserve many of the small meeting spaces. Rooms available are: All 130 and All 332 (holds 3), All 213 and All 308 (holds 8), All 313 and All 332 (holds 10). Go to https://webcheckout.uoregon.edu/webcheckout/pir/login. When reserving spaces, please note the following usage guidelines:
    1. Student group member must be a current registered SOJC student to make reservations
    2. Reservation needs to be made at least 15 minutes before needed
    3. 2 hour maximum for reservation time
    4. 2 active reservations allowed within two weeks
  2. Allen Conference Seminar Spaces. These spaces are also known as the Hall of Achievement, Winter and Allen room. To reserve any of SOJC conference seminar spaces (All 137, All 211 and All 307) you must have your student group’s faculty advisor request the room through the Faculty Service Office for you. These spaces are locked and your advisor will be responsible for unlocking and locking the door for your student group. View availability of these spaces online. Once you have determined your reservation needs, you will need to email your student group’s faculty advisor to confirm and request through sojcfacultyservices@uoregon.edu. Information to include is begin/end time, seminar room, date, and purpose.
  3. Reserving larger general classrooms in Allen (101, 140, 141 or 221) or elsewhere on campus will need to be coordinated by your advisor.  This is due to the complex set of rules and processes the university has, which differs for either ASUO, and non-ASUO groups needs. No food or drinks are allowed in any of the university general classroom spaces. Once you have determined your reservation needs, these requests need to be coordinated through Melody Olmsted, molmsted@uoregon.edu.
  4. Collaborative public spaces in Allen. A variety of collaborative spaces in Allen are reservable. Examples are the Aaron Lounge, Hearth Area and a variety of tables and other areas located in Allen. The atrium area is NOT reservable. Any collaborative public spaces in Allen must be coordinated through Melody Olmsted, to prevent usage conflicts, and that appropriate building usage protocols are followed. Email molmsted@uoregon.edu with requests. Include begin/end time, requested location/area, date, and purpose.

Please use the following checklist to plan for your group’s budget expenditures. If you have questions, contact your student group’s faculty advisor.

  • Fill out a Student Group Travel Funding Request Form (in forms section).
  • Be sure to include appropriate estimates for airline, hotel (including # of rooms & days), ground transportation, food, conference/entry fees, etc.
  • Take the forms to your faculty advisor for their approval/signature.
  • After approval, make your reservations through a UO Contract Travel Agency. Contact the Accountant I (Allen Hall 216A) for airfare authorizations.
  • Travel to destination. Save all of your receipts for transportation, meals, lodging, not only the credit card slips. Without them you will NOT be reimbursed.

After travelling, fill out a Travel and Entertainment Form located by Allen 216A along with your original itemized receipts for reimbursement and submit them to Melody Olmsted in All 219.

Travel Funding Request – this form is used for requesting travel funding.

Event Planning Form – this form is to help student groups plan their events.
Budget Form (PDF) Budget Form (Excel) – this form is to help student groups identify and plan their budget needs.
Student Group Expense Authorization Form – this form is used to request a reimbursement for expenses.
Student Group Cabinet Use Agreement – this form is for assigning storage space in Allen.
Student Group Office Use Agreement – this form is for assigning shared office space in Allen.
Travel Funding Request – this form is used for requesting travel funding.

The following are the general steps needed to manage printing requests:

Using UO Printing

  1. Plan your printing needs. See Budgeting and Spending in the guide.
  1. Fill out a Spending Request Form along with your print request into Melody Olmsted, All 219.
  1. Melody will turn in your printing request to UO Printing.

Off-campus Venders

If your printing request requires an off-campus vendor, you must get a Printing Waiver Form from UO Printing by calling 541-346-3794. You will need to determine your costs by contacting the vender, and then filling out the Spending Request Form. When all appropriate signatures have been completed, please turn in the completed request form along with the Printing Waiver to Melody Olmsted in Faculty Services, All 219. Please allow 48 hours for processing a PO request, once you have turned in the paperwork.