Student Group Management
Student Organization Handbook
Policies
Forms
Other Resources (Student Services, Event Planning)
Group Websites
Student Organization Handbook
Click here to download the Handbook for information about starting a student organization, event planning, and more!
Policies
Alcohol Policy
Any event involving alcohol requires a one day alcohol permit. When submitting your Event Proposal/Request Form to Student Affairs, please indicate that you will be serving alcohol at your event. Please note that you will be asked to devise a system to check identification and ensure that alcohol will not be distributed to minors. Events involving alcohol should be proposed at least one month before the event date to allow for the processing of the alcohol permit as well as the coordination of the alcohol purchase.
Download the policy here
Event Policy
Make sure you have spoken to Student Affairs before doing any advertising.
See Nathalie in Student Affairs for more information.
Student Reimbursement Policy
Requests for reimbursements should be submitted to Student Affairs. All requests for reimbursements should include original receipts and the Student Reimbursement Form. Please note that reimbursements can take up to four weeks to be processed.
See Art in Student Affairs for more information.
Room Scheduling Policy
There is no cost to IR/PS student groups for using IR/PS facilities. However, student groups will lose $25 from their annual funding allocation if IR/PS facilities are not properly cleaned after a student event. When submitting your Event Proposal/Request Form to Student Affairs, please indicate your facility needs, as well as your expected attendance and any audiovisual needs.
See Nathalie in Student Affairs for more information.
Forms
Annual (End of Fiscal Year) Report
Event Proposal
Strategy Plan Report
Student Reimbursement
Other Resources
Student Services
PIASO should always be your first stop when you are planning an event. PIASO maintains a central calendar for all student events and can provide you guidance about event planning.
Student Services is your second stop if you are planning an event that utilizes IR/PS resources or any vendors. The Student Services team can book space/rooms for you, help you complete alcohol permits and performance contracts, provide vendor payment information, coordinate staff resources, and process reimbursements.
Event Planning
UCSD Catering is a resource for when you are providing refreshments during an on-campus event. They accept recharge. Their menu is available at: http://catering.ucsd.edu.
Transportation and Parking Services provides parking spaces for campus visitors, and directional signage for events. They accept recharge. Information is available at: http://blink.ucsd.edu/Blink/External/Topics/Policy/0,1162,12927,00.html.
IR/PS External Relations coordinates all communication to donors, board members and alumni. Contact Portia Bibb at pbibb@ucsd.edu if you would like to include these groups in your event.
Audio/Visual Support is provided by the IR/PS IT team. Check with Gary, Stu, or Andrew or email IRPS_help@ucsd.edu for projectors, computers, microphones, and video and sound equipment.
Publicity
Several listservs can help you to publicize your event:
- news@irpsmail.ucsd.edu – posts to the News bulletin board on First Class. Most staff and faculty do not check this board!
Important to Note
IR/PS is an inclusive environment. While it is not possible to involve all students, faculty and saff for every event, it is in your interest to let everyone know your plans! This will reduce scheduling conflicts, can provide you unexpected resources, and increase community spirit.
Student Group Websites
Student group web pages can be edited by a designated group representative. For more information about accessing and editing group web pages, visit the Website Editor Manual.
