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.

Budget

If the School of Journalism and Communication is funding part or all of your group expenses, a budget must 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 collected, please turn in to Melody in Allen 219.

Expenses

Food expenses, see Food for the process.

Non-Travel & Non-Food: memberships, conference registrations, supplies, swag, etc.

  • Students don’t need to fill out a Student Group Expense Authorization form unless they need a purchase order.
  • If a purchase order is not needed, the student leader will make an appointment with Gail (tinkham@uoregon.edu /Allen Hall 216) to make the payment with the school’s credit card.
  • If a purchase order is required, fill out a Student Group Expense Authorization form along with supporting documentation and turn into Melody in Allen 219. (Example 1Example 2)
    • Make sure to include a good business purpose which meets all requirements. The business purpose should be descriptive enough to clearly answer any questions about the necessity of the expense and the benefit to the UO. There should be supporting documentation to back up the business purpose, for example receipts, and agendas when acceptable.
      • Who – Who is benefiting from this expense?
      • What – What are you purchasing?
      • Why – Explain the necessity of the expense.
      • When – Provide the date(s) of when the expense took place.
      • Where – Where the expense took place.

Reimbursements

  • If the expense is not travel or entertainment purpose, you must submit an original itemized receipt along with the Student Group Expense Authorization form to receive a reimbursement; no exceptions. If a student is getting reimbursed, please provide their 95# along with actual mailing address, as this is where the check will be mailed to and note if they are a non-resident alien. (Example 3) If a vendor is getting reimbursed, we need their contact information along with a Substitute W9 form filled out. Please see Melody for this form. Accounting will NOT need a Travel and Entertainment form as long as the reimbursement is not for entertainment (Example 1Example 2).
  • Things to remember: reimbursements for gifts, alcohol or alcohol-related expenses (such as bartender fees) will not be approved. 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 a few weeks for processing. The reimbursement will be a check mailed to the address you list on the reimbursement form or the student can sign up for direct deposit through DuckWeb. When all the signatures have been completed, please turn in the completed form to Melody in Allen 219.
  • Fill out a Group Travel Request-Students– this form is used for requesting travel funding and is located in the form section.  Be sure to include appropriate estimates for airline, hotel (including # of rooms & days), ground transportation, food, conference/entry fees, etc. on page one. On page two, next to each student’s name, add their expense amount that they will receive, this can be a different amount per student.
  • Each student traveling will need to complete a Waiver of Liability form, https://safety.uoregon.edu/waivers-liability
  • Give completed form to your faculty advisor for approval/signatures.
  • Do not make any reservations until you turn in your completed travel funding request form along with a Waiver of Liability for each student traveling to Melody in Allen 219. She will go over different options for lodging, meals, etc.
  • After approval, make your airfare reservations through a UO Contract Travel Agency. Their contact information is located on the travel funding request form and they will contact Gail Tinkham (tinkham@uoregon.edu /Allen Hall 216) for airfare authorizations.

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.

Event Planning

For help in planning your event, we suggest student groups use the Event Planning Checklist to help frame your event needs. Plan ahead. Getting the reservations for space and spending approvals can take several weeks.

  1. You must follow the Hosting & Meal Policy
  2. See Budget and Expenses for steps to follow for expenses.
  3. See Room Reservations for steps in reserving space for your event.
  4. See Food for steps in arranging catering needs.
  5. Basic signage and/or posters displayed in Allen must be coordinated through Melody.
  6. There are restrictions where items can be placed, displayed and mounted. Email Molmsted@uoregon.edu with requests; include group name, signage/poster materials and needs.
  7. See Promotional Support for processes on getting materials for media displays in Allen.

 

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

Options for Campus Events with Food

Catering and Food Service Policy

Student groups planning to serve food on campus to the campus community or general public are required to follow the campus catering policy and Hosting & Meal Policy.

The campus catering policy serves serval important purposes. It helps to protect the community by ensuring that foods served on campus are prepared in a commercially licensed kitchen by certified staff. It protects the University of Oregon by requiring that food providers on campus have adequate liability insurance.  Home prepared foods may not be served to the campus community or general public campus.

Catering and Food Service Policy DOES NOT Apply to:

  • Pre-package foods such as potato chips, pretzels, crackers, cookies, candy, peanuts, coffee and tea (with non-perishable creamers), canned or bottled pop (without ice), ice-cream, pickled products, jerky, etc.

UO Catering

UO Catering requires a lead-time of seven working days before event/meeting to ensure adequate staffing for order and delivery. Your advisor will let you know what you can and cannot purchase with your budget, and it must follow the Hosting & Meal Policy guidelines. 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) and 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 UOCatering website. When you have determined what your catering needs and costs are, you will need to complete a Student Group Expense Authorization form. The signed authorization form is required to process your catering order. Please include the following information:

  • Guest count (number of guests).
  • Delivery site (venue must be reserved – see Room Reservations). Food or drinks are not allowedin general classrooms (Allen 101, 140, 141, 221 or Allen’s digital labs)
  • Start & end times.
  • Items to order and quantity.
    • Something to remember: Catering charges $20 for delivery.

After your event, you will need to turn in an itemized receipt along with a completed Meals/Entrainment log found on the SOJC Business & Finance Services webpage to Melody in Allen 219.

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

Off-campus Vendors

There are certain times of the year when UO Catering reaches capacity and cannot 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 catering waiver will be provided to the student group for off-campus vendors.

University Catering Waiver form must be submitted 15 days priorto the event date for any organization seeking permission to have an outside catering firm cater an event, please plan accordingly.  You must follow the Hosting & Meal Policy guidelines. You will need to determine your costs by contacting the vendor, and then complete a Student Group Expense Authorization form for a request for a Purchase Order.  Please turn in the completed request form along with the approved Catering Waiver to Melody in Allen 219. After you have turned in the completed paperwork, please allow 48 hours for processing a PO request. After your event, you will need to turn in an itemized receipt along with a completed Meals/Entrainment log found on the SOJC Business & Finance Services webpage to Melody in Allen 219.

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

Options for Off-Campus Events with Food

  • Use a Purchase Order
  • Get reimbursed

Following are the general steps needed to manage a successful food request for an off campus event:

Purchase Order

You must follow the Hosting & Meal Policy guidelines. You will need to determine your costs by contacting the vendor, and then complete a Student Group Expense Authorization form for a request for a Purchase Order.  Please turn in the completed request form to Melody in Allen 219. After you have turned in the completed paperwork, please allow 48 hours for processing a PO request. After your event, you will need to turn in an itemized receipt along with a completed Meals/Entrainment log found on the SOJC Business & Finance Services webpage to Melody in Allen 219.

Reimbursement

You must follow the Hosting & Meal Policy guidelines. You will need to determine your costs by contacting the vendor, and then complete a Student Group Expense Authorization form for a request for a reimbursement.  After your event, you will need to turn in an itemized receipt along with a completed Meals/Entrainment log found on the SOJC Business & Finance Services webpage to Melody in Allen 219.

Student Group Contact Information 

Ad Society: Shan Anderson, shand@uoregon.edu
Asian American Journalists Association (AAJA): Sung Park, 
spark@uoregon.edu
Association for Women in Sports Media, Lori Shontz, lshontz@uoregon.edu
Combined Cultures Student Association: Deb Morrison,
debmor@uoregon.edu or Troy Elias, telias@uoregon.edu
Ed on Campus: Marc Blaine, mblaine@uoregon.edu
IR Futures: Kathryn Kuttis, kuttis@uoregon.edu
National Association of Black Journalists (NABJ): Troy Elias, telias@uoregon.edu
National Lesbian and Gay Journalists Association: Dean Mundy,
dmundy@uoregon.edu or Bethany Howe, bethgrce@uoregon.edu
National Association of Hispanic Journalists: Chris Chavez, cchavez4@uoregon.edu
National Press Photographers Association (NPPA): Sung Park, spark@uoregon.edu
Native American Journalists Association: Torsten Kjellstrand, torstenk@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 Advisory Board: TBD

Student Competition Advisors:
AAF Competition (Ad Team):  Dave Koranda, dkoranda@uoregon.edu
Bateman Competition: Kelli Matthews, kmatthew@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: Kelli Matthews, kmatthew@uoregon.edu
Allen Hall Studios / OR Media: Ed Madison, madison2@uoregon.edu

Student Publications (SOJC and independent):
Duck TV: Rebecca Force, rebeccaf@uoregon.edu
Ethos Liaison: Mark Blaine, mblaine@uoregon.edu
Flux Advisor: Todd Milbourn, milbourn@uoregon.edu
Newslab: Dan Morrison, danmor@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 News: Rebecca Force, rebeccaf@uoregon.edu

Bulletin Boards

Allen Hall has a variety of community and SOJC bulletin boards 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 group activities only. Only two students per 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 Allen 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 Allen 219. Hours are Monday-Friday, 8 a.m. to 4 p.m.
  • A key form and a UO ID card are needed to pick up any keys. Take the form to the 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 Allen 219. Once their forms are received, group leaders will be notified by email when their keys are ready to be picked up in Allen 219. Hours are Monday-Friday, 8 a.m. to 4 p.m.

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 to coordinate unlocking and locking the cabinet.

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

The SOJC Communications Office has available resources to promote your event. Design a poster, slide, SOJC logos, pre-designed templates, assets to create professional marketing pieces for your projects, events and so much more. To access these resources, use the SOJC Digital Asset Library.

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.

Swag and printing

See Budget and Expenses for the process for expenses for swag. For printing needs, follow the process under Printing.

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

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: Allen 130 and Allen 332 (they hold three), Allen 213 and All 308 (they hold eight), Allen 313 and Allen 332 (they hold 10). Go to https://webcheckout.uoregon.edu. 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. Two-hour maximum for reservation time.
    4. Two 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 (Allen 137, Allen 211 and Allen 307) you must have your student group’s faculty advisor request the room for you through the Faculty Service Office. 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 the begin/end times, 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 university’s complex set of rules and processes, which differ for ASUO and non-ASUO group 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 to ensure hat appropriate building usage protocols are followed. Email molmsted@uoregon.edu with requests. Include begin/end times, requested location/area, date and purpose.

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.
Group Travel Request-Students – this form is used for requesting travel funding.

For all print request, UO policy requires you to use UO Printing here on campus, but there are exceptions for using off-campus vendors. In these instances, purchase orders (POs) and UO Printing waivers are required.  If you don’t have an approved Printing Wavier, your request will NOT be reimbursed, so please plan accordingly.

UO Printing

Plan your print request by contacting UO Printing (541-346-3794). When you have determined what your printing needs and costs are, fill out a Student Group Expense Authorization form. Submit your print request along with the Student Group Expense form to Melody, molmsted@uoregon.edu, or turn in at Allen 219.

Off-campus Venders

A University Printing Waiver form must be approved prior to ordering your printing through an off-campus vendor. Request a Printing Waiver form from UO Printing by calling 541-346-3794. This process can take time, so please plan accordingly. If you don’t have an approved Printing Waiver, your request will NOT be reimbursed. You will need to determine your costs and needs by contacting the vendor. Next you will need to complete a Student Group Expense Authorization form for a PO request. Please turn in the completed request form along with the approved Printing Waiver to Melody in Allen 219. Once you have turned in the completed paperwork, please allow 48 hours for processing a PO request.