The University of Toledo

Officer Training Resources: 

• President/VP Training  8/21/13
• Secretary/Treasurer     8/22/13

• Check the Events Calendar to see if the time and room is available - Click here.
• Submit an Event Request Form (check Business Meeting as type of event) to schedule a room - Events Form
• Submit Business Meeting Minutes within 2 weeks of meeting.  You may submit in word format OR via online form

• Complete and submit an Event Request Form (check appropriate type of event/fundraiser) - Events Form
• When selecting a date for the event, please check the Events Calendar first - Click here.
• A Risk Assessment Form must be submitted with the Pre-event or Fundraiser Request Form. Risk Assessment Form
• If alcohol will be served at the event, submit an Alcohol Registration Form - Download here.
• When ordering food for the event, remember to give 3-5 day notice to the company you are ordering food from for large numbers and 2 weeks notice to OSL for approval for funds.

FUNDRAISING PROCEEDS, DUES AND OTHER DEPOSITS:

• Must have an established UT Foundation Account (requires $100 minimum)
• Complete deposit form
• Submit Deposit Form along with attached description of fundraiser (flyer, meeting minutes, etc.)
• Checks and Credit Cards accepted.  Cash deposits are discouraged.  Fee will be assessed to account for credit card processing.

REIMBURSEMENTS:

• Must include all original receipts with reimbursement form.
• For educational events, must include sign in/attendance sheet.
• Paying from UT Foundation:   Event/Program Reimbursement Form  Download Form here.
• Paying from State Funds Provided by OSA for Educational Events: Electronic Employee Travel and Reimbursement Form -contact OSA for instructions 
• If using a vendor that invoices directly, must return the receipt with the sign in sheet (including title and date of event)

• Student Organizations may cover travel through their UT Foundation or other discretionary funds.
• Discuss the travel at a business meeting and submit meeting minutes, along with the following:
• Submit a Travel Request Form at least 6 weeks in advance - Download here.
• Submit a Risk Assessment Form - Download here.
• Submit a letter of intent for every student as to why they wish to attend and how they will benefit.
• Submit a General Waiver of liability - Download here.
• For reimbursement, submit a Student Travel Reimbursement Form within 10 days of travel along with all receipts, and from each attendee proof of attendance from the conference and a statement of what he/she learned from the conference - 

• Elections should be held in March but no later than the end of April, and elections for 1st year positions by the end of October.
• When selecting a date for the elections, please check the Events Calendar first - Click here.
• Candidates are required to submit a letter of intent to run.
• Submit an Election Request Form with the letters of intent at least 2 weeks in advance - Download here.
• Only members on the organization's roster on file are allowed to vote on written ballots.
• Within 24 hours of the election, submit ballots with a Post Election Form - Download here.

• Annual Report is due April 30.  Click here
• Review your constitution and form an official roster by October.
• Submit the Membership Roster Form by the end of October - Download here.
• You can use the Constitution and Bylaws Checklist to update your constitution - Download here.
• Submit the Constitution or Bylaws Update Form by the end of September - Download here.
• To form a new group, submit a Petition for New Organization - Download here.

• The Student Organization Handbook is the one-stop resource for new officers and organizations - Download here.
• When any information conflicts with the student handbook, the student handbook takes precedence.