Off Campus Activity Advising

Off Campus Activity Notification Form

The Off Campus Activity Advising Process

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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/Center of Fraternity and Sorority Development 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 2-4 business days away from your submission, you must contact offcampusactivities@uconn.edu. It may be possible that your event will not be processed in time due to the small 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 or send confirmations.

I submitted the online Activity Notification Form. What happens next?

Please allow for 2-4 business days for someone to process your information. A staff member from Student Activities/Center of Fraternity and Sorority Development will contact the Activity Planner of the RSO and arrange a meeting to discuss the details of the activity. The process the staff member utilizes will depend on the type of organization activity. Please note: the inbox that these submissions go to are only monitored Monday-Friday from 830AM-430PM. If you have submitted your form outside these times, please allow additional time to process.

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?

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. This allows the Student Activities/Center for Fraternity and Sorority Development staff member to discuss multiple activities during a single meeting rather than one activity at a time.

Risk Management Documents 

Below are links to the risk management documents that may be covered by the staff member during an in person meeting or through e-mail with the Activity Planner, depending on the type of activity. Feel free to check them out before the meeting, and note that not all forms apply to every activity.

16-17 Acknowledgement of Risk and Emergency Contact Information Form

16-17 Verification of License and Insurance Form

16-17 Laws, Policies, and Practices for Travel

16-17 Policies and Practices for Lodging/Overnight Stays

17-18 Laws, Policies, and Practices for Activities with Alcohol

16-17 Good Practices Managing Money

17-18 RSO Components of a Good Contract or Agreement

17-18 RSO Mansfield Town Ordinances

16-17 RSO Off Campus Activities with Minors

 

Who do I contact if I have questions?

For more information about off campus event planning please contact offcampusactivities@uconn.edu.