If you have any issues or questions, e-mail firstname.lastname@example.org. If you have questions about the process, see below for more info.
BEFORE You Submit a Form/FAQs
What do I do if my registered student organization (RSO) is going off campus?
Registered Student Organizations (RSOs) are required (effective Fall 2015) to submit information about their off campus activities to the Department of Student Activities. If you are requesting USG Funding for your Off-Campus Activity, you are also required (effective Fall 2019) to submit information and go through the Off Campus Activity Advising (OCAA) Process. Off campus activities are any RSO activities that take place off campus including, but not limited to, practices, meetings, socials, conferences, service events, competitions, conferences and programs. The Off Campus Activity Notification Form is located on solid.uconn.edu, on UConntact under Campus Links, or by clicking the green button at the top of this page.
How soon should I submit the Activity Notification Form?
Please complete the Activity Notification Form at least 14 days before your activity so that appropriate accommodations can be made by a Student Activities staff member. Students do not need to have all of the details of their activity planned out prior to submitting the Off Campus Activity Notification Form- please submit as much information as possible. The information provided in these meetings can assist student organization 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 your form. However, if you are submitting your event less than 14 days prior, there is a chance that your event will not be processed. If your event is less than 3-5 business days away from your submission, you must contact email@example.com. 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.
*If your event has passed, we do not retroactively process nor send confirmations.
I submitted the online 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 for 3-5 business days for someone to process the information. A staff member from Student Activities may contact the Activity Planner of the RSO. Depending on the information submitted, a staff member may arrange a meeting to discuss the details of the activity or may process your event via e-mail. The process the staff member utilizes will depend on the type of organization activity. See more below for 'How the Process Works'.
I submitted a form but my event has been cancelled or the information on it has since changed. Should I resubmit a form?
No! Do not resubmit an event form for an event you have already submitted. If your event has been cancelled OR information about your event needs to be updated, please e-mail firstname.lastname@example.org with your event information updates. Duplicate and triplet submissions can backlog the system and cause events to slip through the cracks.
What types of information are covered in these meetings?
Staff members advise student organizations on risk management and prevention in six key areas to help the organizations have the most successful activities possible. These areas include: travel, lodging and overnight stays, activities with alcohol, protection of minors, cash handling, and contracts.
A staff member will e-mail risk management documents to the Activity Planner, the registered student organization President, and the student organization's Faculty/Staff Advisor prior to the activity. The documents must be returned to the staff member prior to the organization's departure from campus.
My organization plans to have several off campus activities during the semester. Do I have to have a separate meeting for each activity? Should I submit separate forms?
If your organization plans to have several off campus activities during the semester, it is strongly recommended that activity planners complete notification forms for as many activities as possible at one time. It can also be submitted on one form, based on the type of event it is. For example: if you are having practices, away games, or tournaments and know your semester schedule, on the OCAA form you 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. Please provide the additional details in that text box.
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 Student Leader time and makes the process more efficient.
Who do I contact if I have questions?
For more information about off campus event planning please contact email@example.com.
Risk Management Documents
Risk Management Documents
Below are links to the risk management documents that may be covered by the staff member during a meeting or through e-mail with the RSO Activity Planner, depending on the nature of activity.
- Sample Acknowledgement of Risk and Emergency Contact Information Template
- Verification of License and Insurance Form Template
- Laws, Policies, and Practices for Travel
- Laws, Policies and Practices for Lodging/Overnight Stays
- Laws, Policies, and Practices for Activities with Alcohol
- Good Practices for Managing Money
- RSO Components of a Good Contract or Agreement
- RSO Mansfield Town Ordinances
- RSO Off Campus Activities with Minors