Find answers to common questions about the Off-Campus Activity Advising Process, submission requirements, processing timelines, event updates, and more.
What do I do if my registered student organization (RSO) is going off campus?
An off campus activity is any Registered Student Organization's (RSO) activity that take place off campus, regardless of if an RSO is hosting the event, attending it, sponsoring it, sending a few RSO members, or seeking USG funding support. Such off-campus events include, but are not limited to: practices, meetings, dinners, retreats, socials, conferences, service events, competitions, conferences, and programs.
RSOs are encouraged to submit information about their off campus activities to the Department of Student Activities through the Off Campus Activity Advising (OCAA) process. If you are requesting USG Funding for your off campus activity, you are required to submit information to the OCAA process, however, the Undergraduate Student Government (USG) Tier-II Funding process is separate from the OCAA process. All questions regarding your funding forms or funding status should be directed to USG at bookkeeping@usg.uconn.edu.
My organization plans to travel several times during the semester. Do I have to have a separate meeting for each activity? Should I submit separate forms?
If your RSO plans to have several off campus activities during the semester, it is strongly recommended that the RSO student leader in charge of planning the events for RSO completes one OCAA notification form. This does not have to be the RSO treasurer or president. It should be the leader or member in the RSO that is the most knowledgeable about the events and activities being planned off campus.
To submit your schedule or multiple events into one form (e.g., practice schedule, all away games/tournaments, retreats, social calendar) on the OCAA notification form, please select 'OTHER' under "How frequently does this Activity occur?" From there a text box will appear for you to list additional dates, times, and locations. You can then provide the additional details in that text box and then you can individually add the locations in the location box provided. You can also upload a semester schedule as well or use the location table that appears to help provide these details.
This allows the Student Activities staff member to discuss multiple activities during a single meeting rather than one activity at a time. It also saves the RSO student leader/Event Planner time and makes the process more efficient.
How soon should I submit an OCAA Notification Form?
Please complete an OCAA Notification Form at least 14 days before the start date of your first activity so that appropriate accommodations can be made by a Student Activities staff member. RSO student leaders do not need to have all of the details of their activities planned out prior to submitting the OCAA Notification Form- please submit as much information as possible. The information provided in these meetings can assist RSO leaders with their activity planning.
What if my event is less than 14 days away? Should I still submit a form?
Yes! You can still submit an OCAA Notification Form. However, if you are submitting your event less than 14 days prior, there is a good chance that your event will not be processed in time. If your event is less than 4-6 business days away from your submission, you must contact offcampusactivities@uconn.edu. It is highly possible that your event will not be processed in time due to the short turnaround time. If you have requested USG funding and require our process, please contact USG about your next steps.
I submitted an OCAA Activity Notification Form. What happens next?
In order to accommodate all RSO events, meetings and forms are processed based on the time and date of the events, not necessarily based on when they have been submitted. Please allow at least 4-6 business days for someone to process the information. A Student Activities staff member may contact the RSO submitter. Depending on the information submitted, a Student Activities staff member may arrange a meeting to discuss the details of the activity or may process your event via Kuali only. The process the Student Activities staff member utilizes will depend on the type of RSO activity.
How do I upload or return my completed RSO documents?
Everything should be uploaded back into the Kuali Build notification form you submitted, unless told otherwise. You should see your Action Items in Kuali under your 'Action List' on the main menu.
What types of information are covered in these meetings?
Student Activities staff members advise RSOs on risk management and prevention in a few key areas to help the RSO have a safe and successful event(s). These areas include: travel, lodging and overnight stays, activities with alcohol, protection of minors, social gatherings, cash handling, and contracts.
A Student Activities staff members will provide the RSO submitter risk management documents based on the information submitted through the OCAA notification form. The RSO submitter should share the documents, resources, and event forms with their respective RSO Advisor prior to the activity. Any documents needed back must be returned through the Kuali form prior to the RSO's departure from campus. Timelines for returns will vary based on the nature of the event and topics covered. Information will be shared with the RSO submitter via the Kuali process.
My event passed, should I submit an OCAA Notification Form?
No. The OCAA process is focused on providing RSOs with risk management planning resources and tools to assist prior to an event or off campus activity taking place. Further, we do not retroactively process nor send confirmations for events that have passed. If you have general risk management planning questions without having an activity planned or an event that has passed, you can reach out to OffCampusEvents@uconn.edu to discuss.
I submitted an OCAA Notification Form but my event has been cancelled or the information on it has since changed. Should I submit another form?
No! Do not submit another OCAA notification form for an event you have already submitted. If your event(s) has been cancelled OR information about your event needs to be updated, please e-mail OffCampusEvents@uconn.edu with your event information updates. The information can be updated in Kuali through the Student Activities staff member. Duplicate and triplet submissions will backlog the system and cause OCAA forms and events to slip through the cracks.
What is the status of my USG Funding form?
The USG Funding Process is a separate process from the OCAA process. USG requires Tier-II RSOs seeking funding to start the OCAA process as part of the funding request process. Please direct all USG funding questions to bookkeeping@usg.uconn.edu.
Where can I find my reference number from my OCAA form for my USG Funding Request Form?
The USG Funding request form may ask you for a reference form number after you have submitted your OCAA notification form. That number can be found in the left corner of the OCAA notification form you submitted. You can also find it by going into Kuali under 'My Documents' and looking for the Document Title.
Remember: The USG Funding Process is a separate process from the OCAA process. USG requires Tier-II RSOs seeking funding to start the OCAA process as part of the funding request process. Please direct all USG funding questions to bookkeeping@usg.uconn.edu.
Who do I contact if I have questions?
For more information about how to submit an OCAA form, questions about risk management planning, or general off campus event resource questions, please contact OffCampusEvents@uconn.edu. Any questions about USG Funding or the USG Funding process can be directed to bookkeepping@usg.uconn.edu.