Embedded Files
TAP
TAP
Topics
Topics
TAP Deadlines & Expectations
TAPs must be started no less than 21 calendar days before an event.
Confirmed venues must be added to the TAP no later than 21 days before an event.
14 days before an event, Principal Members must complete and submit TAP.
14 - 7 days before an event, Staff will review and approve modules. If there is an issue, staff will reach out via the messages tab within the TAP.
5-7 days before an event, final approval will be given.
Reservation Cancellations
Required TAP Forms
Event Planning Timeline .
TAP Related Event Components
Questions
Can TAP deadlines be extended under any circumstances?
No, unfortunately the deadlines are strict. We recommend pushing back an event in order to meet the TAP deadline or scheduling an appointment with their advisor.
What should an org do if they cancel their event after starting a TAP form?
If an org needs to make any changes, additions, or needs to cancel their reservation, have them email reservations@ucsd.edu at least one (1) business day in advance for meeting rooms and three (3) business days in advance for program space to avoid possible late fees. Refer to the “Changes. Additions, and Cancellations” portion of the events guideline page.
Does canceling a TAP form automatically cancel their room reservation?
No. Student organizations must cancel their room reservation which is separate from TAP. In order to cancel their room reservation they need to email reservations@ucsd.edu at least one (1) business day in advance for meeting rooms and three (3) business days in advance for program space to avoid possible late fees. Refer to the “Changes. Additions, and Cancellations” portion of the events guideline page.
Which UCEN spaces require a TAP form?
On campus events that are NOT simple meetings, simple dance rehearsals and information-only tables require a TAP.
Meeting rooms that are reserved for over 3 hours.
Venues:
Please look on University Centers website (here) to view venues
Simple Meeting: defined as a closed meeting for student organization members with no food, funding, non-UC speakers, games, initiation, film, or other activities.
How far in advance must a TAP be submitted, and when must modules be completed?
Please complete all modules and submit your TAP 14 days before an event, Principal Members must complete and submit TAP for approval.
When must a TAP be started?
At least 21 days prior to the event. This is a hard deadline.
If they still need to request a reservation, it is recommended to do that 23 days before to ensure it is ready by the 21 day deadline to start a TAP. also, applying for AS funding is 5 weeks before event, not the 21 day TAP timeline
Scenarios & Responses
Scenarios & Responses
A PM asks for a TAP deadline extension.
Answer: CSI advisors go through a high volume of TAP forms each day and cannot make any exceptions. It’s very unlikely a request to extend a TAP deadline will be approved. There is no guarantee, recommend them to push back their event date and to schedule a meeting with their advisor or come in to drop-in advising.
Graduate PM asks how to attend the NCRC workshop.
Answer: Graduate PMs are not required to take NCRC workshops. Even though the requirement still shows up on the student org registration portal, the system recognizes graduate student status and it will not bar an org from approval as long as all other requirements are fulfilled.
A student org is hosting an event off campus. Do they need a TAP?
Answer: They do not need TAP, as TAP is for non-simple events on- campus. However, a student organization must still adhere to any policies or guidelines applied by the off campus venue.
A PM asks if they can have alcohol at their event.
Answer: An org can have alcohol at their event as long as they follow university policies. They must consult their CSI advisor and must have a university-approved third party licensed beverage server. (here is the link to approved vendors.) Once they have their vendor, they must complete the Campus Events with Alcoholic Beverages Form online four weeks before the event.
“According to the Alcohol Policy PPM 510-1, a Campus Events with Alcoholic Beverages Form is not required for on-campus events with less than 30 people in attendance.”
They can also refer to the CSI website here for more information on food, beverage and alcohol services.
A student org wants to host a BBQ fundraiser on Library Walk.
Answer: First they need to make sure they reserve their spot on T-Res. Then if they need to rent a grill, they can go to Price Center Reservations, which costs $40/day and due prior to the event. If you need a grill for another part of campus, you can rent one from a pre-approved vendor listed in the approved other vendor list.
A student org wants to play music during their Library Walk info event.
Answer: Amplified sound is allowed at space 1979 on Library Walk as long as the speakers face the East Lawn / Price Center Plaza. Monday through Friday before 5 pm, sound cannot exceed 75 decibels A-weighted at 50’. After 5 pm, sound cannot exceed 85 decibels A-weighted at 50’. University Centers reserve the right to shut down amplified sound at any time.
A PM asks if they can include a 3-day event in one TAP form.
Answer: Each date would need a separate TAP form. A maximum of 4 reservations at a time are allowed for a student organization.
A student org collaborates with a department that’s paying for everything. Who fills out TAP?
Answer: The student organization’s Principal Members are required to fill out the TAP form as filling out a TAP form is only accessible to PMs of a student organization.
A student org wants to fundraise on campus.
Answer: If the fundraising itself involves tabling at a T-RES space beyond information-only tabling, e.g. actually selling and distributing food, goods and services at the tabling location for fundraising, will need a TAP. But, if the fundraising is through a partnership with a vendor, eg. with Yogurt World purchases on a specific day, that isn’t being tabled for physically, that would not count as an event and does not require a TAP. Student orgs would need to communicate and arrange the fund raising with the vendor independently.
A student org wants to invite an off-campus vendor.
Answer: That is okay, but a student org must follow the designated process below.
In order for vendor items to be paid for, you MUST provide: An invoice or official quote from the vendor. This MUST be uploaded to the vendor module in TAP more than 14 days prior to the event date.
If using university funding, purchases must be made from an approved vendor. See Approved Vendors List.
For any off-campus vendors that are not listed in the approved other vendors list, a Certificate of Liability Insurance must be uploaded to TAP. If you're trying to use a vendor not listed in the approved other vendors list, please work with your student organization advisor more than 21 days prior to your event.
Recreation org calls about fundraising and asks if they need TAP.
Answer: For “Recreation Classes-Competitive Affiliated Organizations”, it states on the CSI website that, “All Center for Student Involvement policies, with the above exceptions, will apply to organizations.”. This means that although categorized as a recreation organization, they would still need reservations, TAPs, etc. to fundraise and hold events on campus.
Student Organization Registration
Student Organization Registration
Topics
Topics
Registration Verification
Reservation Eligibility
Accessing Account
Advisor Requirements
Category Changes
Combined Student Organization
Questions
Questions
How can a student org check if it’s currently registered?
Go onto https://studentorg.ucsd.edu/ and select “Current UC San Diego Student Organizations (2025-2026)” and use the search tool in the right hand corner to search up their organization. Once they do and click on their org. It’ll reflect their status on campus. If it is green and says current they are registered!
Can an unregistered org make a reservation? Why or why not?
Yes and no, an unregistered org. may not make a reservation as it is required when filling out T-RES you must fill out what organization you are a part of. However, we do have a category for non-affiliated or off-campus groups and will allow them to reserve space, often for a fee. These organizations may have different or additional requirements compared to a registered or affiliated group.
How do principal members invite new members or edit their roster?
Answer: Principal members of a student organization can invite new members on the “CSI Student Organization Registration” portal, where they can also delete the invitation and/or edit their roster. If the president is to be removed, they would need to contact their CSI advisor.
Why might a registered org not appear on the list of current orgs?
The org may be missing a requirement, such as wrong wording in the constitution, quizzes, NCRC training, etc. If the PMs believe they have completed all of this and submitted on time, advise them to double check their student orgs portal and then contact their advisor or attend drop ins if needed.
Which org types require a Community Advisor, and how are they registered?
Answer: Academic department affiliated, health profession, IFC, MGC, NPHC, Panhellenic association, and pre-professional organizations all require community mentors. Community mentors can be added to the student organization in the “CSI Student Organization Registration” portal, where they have to submit their signature.
Can orgs change their category mid-year? What’s the process?
Answer: Yes, student organizations can change their category mid-year. To do so, they should be advised to review the student organization category requirements prior to switching. Once they’ve decided they want to switch, they need to contact their CSI advisor letting them know.
Where should students go if their registration info doesn’t match TAP or T-RES records?
Answer: Student user details come from UC San Diego’s directory so for changes, students would need to update their campus profile or have Principal Members contact their CSI advisor.
How would an undergraduate org transition into a combined org? What would happen to their funding?
An undergraduate student org that wants to transition into a combined student organization (meaning both undergraduates and graduates students) would be in the student organizations.
For graduate students, they would need to still complete the PM Quiz, sign the Agreement, and complete the hazing prevention. The only requirement graduate PMs would be exempt from would be the NCRC workshop.
For funding purposes: combined student orgs would not have access to Graduate and Professional Student Association (GPSA). For combined orgs to be eligible for AS (Associated Students) Funding, less than 50% of their principal members should be graduate students (i.e. 2/5 are graduate students but 3/5 are undergraduate)
Scenarios & Responses
Scenarios & Responses
A PM asks if they can register after Week 5 of Spring Quarter.
Answer: No. Registration is not open during Spring Quarter for the 2025-2026 academic year. Registration is open till Friday of Week 5. Refer to the link for the process of registering your student organization.
How do principal members invite new members or edit their roster? .
If a PM says they took the NCRC workshop but their status isn’t updated, I’d ask when they completed it. If it was within the last 24-48 hours, I’d request them to wait to see if it would update as the CSI system updates every 24-48 hours (NCRC). If not to email their advisor, to ensure they receive credit.
A PM asks if they can stay as event host after graduating.
Answer: To serve as event host, the student would need to be a registered Principal Member (which requires them to be a registered UC San Diego student). If the PM graduates and continues education as a UC San Diego student and communicates with their student organization, if agreed upon, they should be able to stay in their position.
A student wants to start an investment org that collects and invests funds
Answer: Advise the student to meet with an Advisor and/or Student Legal Services to understand their liability.
A PM asks if their org’s bank account can be under their name.
Answer: They are able to do so. Notify the student that their organization must obtain an Employer Identification Number from the IRS to be considered a nonprofit and direct them to the University Credit Union as a resource. All their personal information must be removed once they graduate.
Off-campus org asks if they can host an event on campus.
Not allowed. Refer them to UCEN; off-campus entities cannot reserve through CSI.
Student Organization Services
Student Organization Services
Topics:
Topics:
Website/Email Requests
Storage Space & UCAB
Funding Sources
Questions:
Questions:
How can a student org request a UCSD email or website?
Answer: Any student organization officially registered with the Center for Student Involvement at UC San Diego may request an organizational account. Available resources include:
Email - Student organizations may receive a UC San Diego Google mailbox. You may also forward an official UCSD student organization email address to a third party mailbox if you prefer.
Google Drive - A 5 GB Google Drive that can be used to store Student Org resources
As of Fall 2024, UCSD can no longer host or support student organization websites.
Link: https://getinvolved.ucsd.edu/org-toolkit/manage/mail-storage-space.html#mail
Who manages office/storage space allocations for orgs?
On campus space allocations for orgs (which gives orgs storage space/office space in UCEN) is handled by the UCAB- university centers advisory board. If PMs want to request org space they should be directed to UCAB, which annually assigns space based on ranked need of orgs. There is a waitlist during the year as well in case a space becomes available, but this is rare. Here is the space allocation website-https://universitycenters.ucsd.edu/ucab/space-allocation.html. To reach the UCAB chair, use this email ucabchair@ucsd.edu
What’s the process and timing for applying for UCAB space?
Applications usually open in Spring quarter (week 3-6) for the next academic year and all orgs who want to be considered for space, even if they currently have space, need to apply/ reapply. The application involves details about the amount of events per year, membership numbers, specific storage needs, etc. UCAB will review the applications and assign space to the groups that appear most in need. By the end of the quarter, space allocation decisions will be posted. In Fall, orgs can pick up their keys and move into the space. Groups that lose their space have the summer to move out.
Where can orgs find info about college council funding applications?
Refer to this link–https://getinvolved.ucsd.edu/org-toolkit/finances/funding-resources.html#roosevelt-college-council
Essentially this process involves applying for funding based on the specific college application process, then attending a few college council meetings to make your case as to why the council should fund the event. Only events that are seen to be highly relevant to that college's student population will be considered, so it is a lot less broad than AS funding. The org will usually have to attend 1- 2 council meetings to present their event and funding uses in detail and be open to making changes as recommended by the council. These applications should be made with plenty of time before the event, but the specific college application should have details on that.
Scenarios & Responses
Scenarios & Responses
A PM wants to know funding sources.
Answer: I would advise the student letting them know that there are plenty of different funding resources available for student organizations, including A.S., college council, parents funds, etc. Depending on their student organization or the kind of funding they are looking for, I would advise either going to the A.S. guide or the specific instructions under each tab of the linked resource:
PM missed AS funding deadline and wants more funding.
Answer: AS funding deadlines are all non-amendable and there are no exceptions, so unfortunately they would not be able to receive AS funding. They could look at the alternative funding options that are available.
PM asks who should TAP when partnering with a department.
Answer: When partnering with a department, the student organization should be the one to TAP.
Student calls asking how to reserve a Library Walk table.
Answer: I would ask the student what kind of organization/what they are tabling for. Considering that it is a student, if they’re a student organization, I would let them know about the TAP process that they have to begin 21+ days before the date of their tabling, and they can follow the steps on the TAP to get their spot on Library Walk.
Funding and Finance
Funding and Finance
Topics:
Topics:
Available Sources
Eligibility
TAP Connection
Questions
Questions
Name the funding sources available for student orgs.
Answer: AS, GPSA, Marshall CC, Muir CC, Revelle CC, Roosevelt CC, Sixth CC, Warren CC, Office of the VC for Organizational Transformation, TGIF, SPACES, Student Life Triton Community Fund, Student Life Tournament/Competition Fund, UCAB, and Parents Funds.
What are the deadlines and eligibility to apply for each funding source?
Answer: Can be found on all of the dropdown tabs.
What steps must an org take before requesting reimbursement?
Answer: Before requesting reimbursement, a student org should make sure that they identify the PM they want the reimbursement to be issued to, that they have all of the receipts ready to be combined into a single submission completed by one PM (only one reimbursement request will be accepted per TAP event), make sure that their reimbursement is over $10.00, make sure that the items being reimbursed align with approved funding and are related to the specific event (and refer to the AS Funding Guide for items that are non-reimbursable through AS Funding).
Does fundraising require a TAP form?
Answer: It depends on if the student org is doing a fundraising event on or off-campus.
All on-campus events (with the exception of simple meetings, simple dance rehearsals and information-only tables) require a TAP submission.
All off-campus private events hosted by Registered Student Organizations must follow local and county guidelines. These events do not require a TAP.
Where can orgs find funding workshops or guides?
Answer: The guides for each fund can be found on their respective websites that are linked on the “Funding Resources” page of the CSI website. Any workshops that are offered can be found on the website for the specific fund.
Scenarios & Responses
Scenarios & Responses
PM wants to request more AS funding after the deadline.
Answer: AS funding deadlines are all non-amendable and there are no exceptions, so unfortunately they would not be able to receive more AS funding. They could look at the alternative funding options that are available.
PM asks if their name can be on the org’s bank account.
Answer: They are able to do so. Notify the student that their organization must obtain an Employer Identification Number from the IRS to be considered a nonprofit and direct them to the University Credit Union as a resource. All their personal information must be removed once they graduate.
PM wants to know where to open a bank account
Answer: “All registered student organizations have an on-campus account within the Student Life Business Office (SLBO) where deposits, department funding, gifts and donations are housed. These funds are managed by the SLBO Fund Managers and can only be used for on-campus TAP events. Funds collected during the academic year must be used by June 30th of that academic year. See below for information on how to make deposits for TAP events, department sponsored funding requirements, gift and donation guidelines, tax ID numbers, and off-campus accounts.”
A department is paying for an org’s event and asks who submits TAP.
Answer: The student org that is hosting the event submits the TAP.
SILC Front Desk Protocols
SILC Front Desk Protocols
Topics:
Topics:
Telephone Use
Accountability
Questions:
Questions:
What are the key phone functions every SILC should know?
Every SILC should know that pressing 8 during a call put the caller on hold
To make an outgoing call: dial 8 then the phone #
To transfer call to someone else:
During call press 8 (to hold) → press ‘access 2’ → dial # you want to transfer to → then press ‘transfer’
(if the other line does not respond, you can click back to access 1 to return to the call.)
Check Voicemail:
Dial 42000 → press # →Enter extension: 41744
When receiving a call about a student requesting to meet with a CSI Advisor, what’s the procedure?
Answer: Most of the time, the questions that students have are within the SILC’s ability to answer, so lead by asking what their student org is and the specific question that they have. If the question isn’t so simple to answer, advise them to join drop-ins or in-person advising and from there you can judge if you can help them out, or if you should send them to speak to/schedule a meeting with a CSI advisor.
What should you do if a student calls with general TAP or registration questions?
Answer: Ask the student what org they are a part of and what area of the TAP/registration process they need help with. Open up the TAP or registration portal to make sure that you follow along with whatever steps/questions they may have and point them to the resources they might need.
Scenarios & Responses
Scenarios & Responses
PM requests to schedule a meeting with a CSI advisor.
Answer: Ask them what their question is and answer it or guide them to the right resources if possible. If not, advise them to go to drop ins or contact their advisor.
PM asks to borrow a tarp/canopy due to rain.
Answer: Event Services and Reservations does not offer canopies to to add to their reservation via T-RES so it would not be available. Canopies are not provided for student org use, meaning student orgs would be responsible for their own canopies.
PM calls asking about amplified sound policies.
Answer: Amplified sound is permitted outdoors in authorized locations where Public Expressive Activity is permitted (leafleting, marches, picketing, protesting, speech-making, demonstrations, petition circulation, performances). No permission is required to use handheld amplified sound (e.g., a bullhorn). Non-handheld equipment such as amplifiers need prior approval. The maximum decibel level can’t exceed 90 dBA when measured 50 feet from the sound source or at the exterior walls of any residential building or health care facility.
For complete policy, check: https://adminrecords.ucsd.edu/ppm/docs/510-1.9.HTML
Poster Room & Marketing Policies
Poster Room & Marketing Policies
Topics:
Topics:
Poster Room Procedures/Access
Poster Rules Posting Policies
Marketing Resources
Questions:
Questions:
What steps should a PM take before using the poster room?
Before using the poster room, a PM should go to a SILC at the CSI front desk and check-in with their Student ID. Then a SILC would open the poster room for them while keeping their ID till they finish.
What are the poster room’s current hours?
Poster room hours are Monday - Friday, 9AM - 4PM
What materials cannot be provided by CSI?
Printing services cannot be provided by the poster room. Refer student to Triton Printing at the UCSD bookstore.
The poster room already has all types of paint, markers, pens, paper
What are the Price Center flyer and banner posting policies?
Answer: At Price Center, you are able to flyer and poster in designated areas of the Price Center to promote campus events open to all students. Flyers (max 11”x17”) may be taped only to unpainted concrete surfaces with blue painter’s tape or placed on approved posting boards. Table tents must be reserved in advance and displayed for one week in designated acrylic holders. Banners may be hung with string, rope, or zip ties (no tape) from approved railings in the Plaza or Atrium for up to two weeks, and must include the event name, date, and sponsoring organization. Posting on painted walls, glass, furniture, or near the Bookstore is prohibited. All materials are removed weekly on Sundays, and organizations must take down postings within 48 hours after their event.
When are flyers and banners removed?
Answer: All materials are removed weekly on Sundays, and orgs must take down pasting within 48 hours after the event.
Where else on campus can orgs post flyers (college specific policies)?
Answer:
In addition to Price Center and the Student Center, student orgs can post flyers in:
Residential and college areas (per each college's guidelines)
Libraries (Geisel and Wong Avery)
Graduate and Family Housing
Village at Torrey Pines
Bridges (Gilman and La Jolla Village, with permission)
School of Medicine
UCSD Park and Market
Epstein Family Amphitheater
It is important to note that although there is ability to post, there are area-specific rules and regulations, all outlined here:
What marketing resources does CSI/Ucen offer to help orgs advertise events?
Answer:
CSI can help orgs advertise events in different ways, including:
Allowing orgs to submit a feature article for CSI online or print publications
“Get Involved!” Magazine (distributed to all new students) offers discounted ad rates.
Share success stories and photos with CSI for campuswide promotion.
Student orgs can also use Ucen marketing to promote events using: table tents, the digital marquees, video connect screens, display cases through Price Center, and more!
Deadline to submit marquee and tv display materials? Where would you submit these materials?
For the Marquees
Registered campus organizations and UC San Diego departments wishing to broadcast an announcement must complete the online Price Center Marquee Request Form at least three (3) weeks prior to the scheduled broadcast date. The Marquee Request Form with this information and the form to fill-out can be found here:
For the TVs
Requests must be submitted online at least two (2) weeks prior to the scheduled broadcast. Since announcements run for one (1) week, you must complete your submission at least three (3) weeks prior to the actual event. The TVs Request Form with this information and the form to fill-out can be found here:
Scenarios & Responses
Scenarios & Responses
A student wants to take supplies home to finish their poster
Answer: If a student asks to take supplies home to finish their poster, I would say that they are able to take home the poster materials that they began using in the room and continue at home or come back the next day (including paint that they put in the little metal containers in the poster room to take home), but other materials (ex: markers, paint, etc.) they are not able to take home.
A student asks where they can hang banners/flyers.
Answer: Student orgs can make up to two 6-foot banners/posters per an event for tabling or hanging at Price Center. CSI has supplies for principle members to use if they would like materials for making a poster/banner
A student asks when flyers/banners are removed.
Answer: All materials are removed weekly on Sundays, and orgs must take down pasting within 48 hours after the event.
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