FAQs

How would you respond if a graduate principal member asked you how to attend the NCRC workshop? 

• Graduate students do not have to take if they took it at any point 

If a student org. is hosting an event off-campus, do they need to fill out a TAP form? 

• No

You receive a forwarded email from another department (Recreation, UCEN, AS, etc) informing that they have a student reaching out for clarification on student org policies and resources. What should you do?

• Research policies they are interested in and send them links

•  Answer their question, cc: the dept they sent the email to to keep everyone in the loop.

• Offer drop-ins 

If a student org asks whether they can have alcohol at their event, how would you respond? 

•  Apply for insurance, fill out a special form

• Apply for permit to serve alcohol through TAP 

• Seeing their Advisor to connect on the event

If a principal member  asks for the deadline extension of the TAP, how would you respond to them ?

• Some SILCs have access to unlock certain modules, but we shouldn’t do that without meeting with advisors first

If an off-campus organization comes and asks whether they can hold an event on campus, how would you respond?

• Not allowed to host events, we don’t know any information about that. Can refer them to the Events desk and they can help them out.

If you receive a phone call from a student organization asking about how they can reserve a table for their event on library walk, how would you respond?

• We do not handle reservations anymore - principal members can use EMS, if not talk to Event Services and Reservations 

If a student wants to bring home the supplies in the poster room to work on their event’s poster, how would you respond to them?

•  Supplies are limited and you have to let other orgs use

•  Have to check if they are a Principal Member

• If they're around the area they can use them, but can't take home. Paper is fine, but no supplies can be taken from our room

You receive a phone call, the student informs you that they are hosting a fundraiser on-campus for their organization. They are not an organization under CSI, but under Recreation. The student wants to know if they need to fill out a TAP form. How would you respond? 

•  Only CSI orgs have to fill out TAP forms. Sports clubs under Rec do not need to TAP, they fill out an Event Intake Form. In addition, departments don’t have to TAP. 

If a principal member of an organization asked if they can continue hosting an event if they are going to graduate before, how would you answer that question.

• PM has to be enrolled at UCSD. They can become community advisors. Other than that the person would have to transfer the event host to someone else.  

A student comes to the desk and informs you that they are hosting ONE event that will last 3 days. All information on the TAP is the same for each day, except for the speakers who are presenting. The student has asked you if they can put all the information into one TAP form or do they have to create a new TAP form for each day? How would you respond? 

• The org would need 3 different TAPs in this situation. A room could have multiple reservations on a given day but you can’t have 1 TAP for the reservations 

If a student org asks whether they can have a bbq fundraiser section library walk, how would you respond to them?

• They need to fill out TAP and have a discussion with UCEN to ensure safety of students (those passing by and those at the event). 

• There is a specific spot where they need to reserve and there are extra measures because it is a fire. 

If the Student org registration is no longer open. A student comes to the desk informing you they’ve taken the NCRC workshop but their status has not been updated. How would you solve this situation? 

• If they did the workshop and quiz then it just needed to be approved, but status won’t be updated

• Their status will not be updated and they will need to register in August. 

If a student comes to drop-ins asking if they could start an investment student org where they’d invest the money collected from the members, how would you respond? 

• Student orgs have to be not for profit. They could teach students about how to invest. Could be for educational purposes. Meet with Student Legal Services. 

If a principal member asks whether their org’s bank account can be held under their name, how would you respond? 

• Recommend bank on the first floor because familiar with working with student orgs, 

• if their name is associated with the bank account they should get their name removed, 

• fund manager’s names would not be on any off campus bank accounts

• Suggest student orgs to have an off campus bank account when they do lots of fundraising

If a student org collaborates with a department to hold an event, and the department pays for everything. They wonder who would need to fill out the tap since all activities are hosted by them, how would you respond?

• If department is hosting and student org attending, then department needs to fill out on the department form. If student org is hosting and department is paying, needs a TAP.

• Tell the org to contact Fund Manager through TAP

If a student org asks about how to do fundraising with Yogurt Land (or any vendor), how would you respond?

• On-campus registered vendor, add them to TAP. Off-campus would be different.

• Check if the vendor is approved, then maybe a form to fill out. 

If a principal member requests to schedule an appointment with the CSI advisor, how would you respond?

• Go to their calendar and set up a meeting 

•  If they want to talk to any CSI advisor I would recommend going to drop-ins 

If a student org wants to request additional AS funding but the deadline already passed, how would you respond?

•  I don’t know the timeframe for submitting an APPEAL for AS you can apply to the TCSF funds (I think they can fund up to $500) 

• Always ask them to message their fund manager through TAP, they can guide them better than we can 

  • Recommend messaging through TAP, or go through SLBO office (no more drop ins)

It is raining and a principal member walks up to the desk asking if they could borrow a tarp/canopy/gazebo, how would you respond? 

• Go to the UCEN window 

If a student org asks whether they can turn on music during their informational event on the library walk, how would you respond? 

• 1979 is the only spot on Library Walk for amplified sound

If a principal member asks whether their org can register after week 7 of spring quarter, how would you respond?

• Can’t register after week 7. Advise they work on it for next academic year.

If a principal member asks if they can invite an off-campus vendor to be their partner in an upcoming event, how would you respond? 

• Department has list of off-campus vendors that are approved. Tell them to consider using vendors from the list. Adding a vendor can be time consuming, recommend using already approved vendors. 

• More info: https://getinvolved.ucsd.edu/org-toolkit/events/index.html#Vendors 

Q. Can I get an exception for the TAP deadline? 

• A. No. We cannot make an exception for TAP deadlines, but we can schedule them an appointment with their advisor.

Q: If I have a reservation that I have started a TAP form, but would like to cancel my reservation, will that just cancel my TAP too?

• A: No. You have to log back into TAP and cancel your TAP form in addition to cancelling your event. Additionally, cancelling your event in TAP does not automatically cancel your reservation. Please contact One Stop to cancel the reservation.

Q. What University Center Spaces that SILC’s reserve require a TAP form?

• All Spaces

Q. How far in advance do you have to start a TAP form?

• A. 3 weeks (21 days) in advance (modules must be completed 14 days prior to the event)

Q. What items require a student organization to submit a TAP form?

• A. AV equipment

• A. Catering

• A. Food sales

• A. Ticket sales

• A. Security

• A. Reimbursements

• A. Fundraising

• A. Party Rentals

• A. Amplified Sound

• A. Film Screenings

• A. Equipment Rentals

• A. Parking

• A. Alcohol

• A. Entertainment/Performances

Q: How do I know if my org is registered?

• A. To check if your org is registered, go to http://rangiroa.ucsd.edu/studentorgregistration/RdOnlyList.aspx

Q: Can unregistered new student organizations reserve a room?

• A: No, organizations that were not a student org last year, and haven't completed the registration process for this year, cannot reserve a room until their registration process is complete. 

Q: How can I access my registered organization account to invite additional members?

• A: Visit the One Stop website at OneStop.ucsd.edu and click on the "Register Online" link to "Complete the online registration forms".  This should prompt you to sign in using your PID and PAC which will allow you to make changes.  Keep in mind you can only invite up to 8 members at once until an invitation is accepted and opens up another spot.

Q: Some reasons why student org may NOT be listed as registered during the school year:

• A: Group has updated their constitution, mission, purpose, principal members, group category, etc. Note: Check reservations with EMS and see how it correlates (time)

Q. Why do some organizations require a Community Advisor? How do you “register” your Community Advisor with CSI?

• A. Some orgs require the expertise of a professional involved in the org’s interest area. This includes academic,health, professional, and pre-professional orgs. Orgs that do not require a Community Advisor are still welcome to have one. To have a Community Advisor , have the advisor complete the Community Advisor Signature page and turn it in to CSI.

Q: Can I change our organization's "category"?

• Yes, they can change their category as long as their primary focus relates to their new category selection.  If done in mid-school year, the change must be made by an advisor; if during initial registration they can make that selection at that time.

Q: How can I sign up for a website and email account for my organization?

• A: If you are already a registered and current UCSD organization, log on your organization's account and click on "Request Org Email/URL".  If you are not a registered and current UCSD organization, you must complete the registration process and be listed as current to gain access to this option.

Q: How do I obtain storage space for my student org?

• A: The University Centers Advisory Board (UCAB) is responsible for allocating space to registered student organizations. Office and storage spaces are available in the Price Center and Original Student Center.

• To apply for space or to renew an application, new and current student organizations must have a principal member fill out the UCAB Application for Space. Check the UCAB website (ucab.ucsd.edu) for a list of assigned spaces and the application which comes out annually in Spring.

Q. What types of funding sources are available to student organizations?

• A. AS/GSA

• A. College Councils

• A. UCAB

• A.Triton Community fund

Q: How many posters can I make and when does the poster room open? 

• A: Two six-foot posters per org, per event.  It’s open between 8:30AM-4:30PM.

Q. How to use the Poster Room:

• Principal members must sign in at the OneStop desk

• Hold on to ID card until after they finish using the poster room

• 2/ 6ft posters / event

• We do NOT provide blue tape to hang the posters.

Q: Does my poster need to be approved?

• A: It depends... If around the Price Center then posting policies apply:

  • FLYERS: May be taped to unpainted vertical concrete surfaces only (no duct tape please), or attached to the posting boards in the Food Court or Theatre Lobby.

  • BANNERS: May be attached to string or rope (no tape) from all 2nd and 3rd floor railings EXCEPT IN FRONT OF THE BOOKSTORE and SUNSHINE STORE. Banners must not be weighted with heavy objects since they have caused injuries in the past. Only one banner per event may be posted.

  • All flyers posted around the Price Center are removed every Sunday before 3:00PM.

  • If in certain college areas, you’ll need to contact that college for their own posting policies.

  • Banners should be removed within 48 hours after the associated event.

 Q. Where can I post my flyers?

• A. FLYERS: May be taped to unpainted vertical concrete surfaces only (no duct tape please), or attached to the posting boards in the Food Court or Theatre Lobby.

Q. Where can I post my banner?

•  A. BANNERS: May be attached to string or rope (no tape) from all 2nd and 3rd floor railings EXCEPT IN FRONT OF THE BOOKSTORE and SUNSHINE STORE. Banners must not be weighted with heavy objects since they have caused injuries in the past. Only one banner per event may be posted.

 Q. When are banners are flyers removed?

• A. All flyers posted around the Price Center are removed every Sunday before 3:00PM.

• A. If flyers are in certain college areas, you’ll need to contact that college for their own posting policies.

• A. Banners should be removed within 48 hours after the associated event.

Q. What publicity opportunities are available through CSI and UCEN for student organizations to advertise?

• A. Student Flyers

• A. Posting Flyers

• A. PC Marquee

• A. Poster Room

• A. Info Tables

Q. What types of funding sources are available to student organizations?

• A. AS/GSA

• A. College Councils

• A. UCAB

• A.Triton Community fund

How to use the Poster Room:

• Principal members must sign in at the OneStop desk

• Hold on to ID card until after they finish using the poster room

• 2/ 6ft posters / event

• We do NOT provide blue tape to hang the posters.

How to use the Telephone:

• Press 8 to put someone on hold

• Transferring calls: press 8 to put the person on hold > press another line > dial the extension(make sure the telephone rings) > press Transfer > Hang up.