2023-2024 Registered Student Organizations Handbook

1 | P a g e

University of Pittsburgh

2023-2024

Registered Student

Organizations Handbook

2 | P a g e

TABLE OF CONTENTS

INTRODUCTION…………………………………………………………………………………………………………………………………………………4

Welcome Letter……………………………………………………………..……………………………………………………………………..4

SORC Contact Information…………………………………………………………………………………………………………………….4

Important Student Organization Dates………………………………………………………………………………………………….4

STATEMENT ON RACIAL INJUSTICE……………………………………………………………………………………………………………………5

WHAT IS A STUDENT ORGANIZATION……………………………………………………………………………………………………………….5

Categories of Student Organizations……………………………………………………………………………………………………..6

REGISTRATION………………………………………………………………………………………………………………………………………………….7

Relation of University to Student Organizations…………………………………………………………………………………….7

Purpose…………………………………………………………………………………………………………………………………………………7

Registration Status………………………………………………………………………………………………………………………………..7

Requirements for Registration………………………………………………………………………………………………………………8

Expectations of Student Organizations………………………………………………………………………………………………….9

Additional Requirements for Sponsored Status……………………………………………………………………………………..9

Organizations with Additional Registration Requirements…………………………………………………………………..10

Privileges of Registration……………………………………………………………………………………………………………………..11

Procedures for Registration…………………………………………………………………………………………………………………12

Termination of Registration…………………………………………………………………………………………………………………13

UPDATING YOUR STUDENT ORGANIZATION CONTACT INFORMATION……………………………………………………………14

ABOUT THE SORC……………………………………………………………………………………………………………………………………………14

Copying/Printing………………………………………………………………………………………………………………………………….14

Office Supplies…………………………………………………………………………………………………………………………………….15

Equipment & Other Supplies……………………………………………………………………………………………………………….15

Mailing Services…………………………………………………………………………………………………………………………………..15

Concessions…………………………………………………………………………………………………………………………………………15

FINANCES………………………………………………………………………………………………………………………………………………………..16

Opening a Student Organization Financial Account………………………………………………………………………...…..16

Student Activity Fee…………………………………………………………………………………………………………………………….16

Outside Bank Accounts………………………………………………………………………………………………………………………..17

Methods of Payment…………………………………………………………………………………………………………………………..17

3 | P a g e

Deposits………………………………………………………………………………………………………………………………………………21

Fundraising on Campus……………………………………………………………………………………………………………………….21

Closing a SORC Account……………………………………………………………………………………………………………………….23

EVENT PLANNING AND RISK MANAGEMENT…………………………………………………………………………………………………..24

Why is Event Planning Important?...........................................................................................................24

Hosting Events on Campus…………………………………………………………………………………………………………..………24

Contracts…………………………………………………………….……………………………………………………………………………...25

Copyrights ……………………………….………………………………………………………………………………………………………….27

Event Accessibility ………………………………………………………………………………………………………………………………27

Publicity & Marketing………………………………………………………………………………………………………………………….27

Hosting Events Off-Campus…………………………………………………………………………………………………………………27

STUDENT ORGANIZATION TRAVEL…………………………………………………………………………………………………………………..28

Local Travel………………………………………………………………………………………………………………………………………….28

National Travel…………………………………………………………………………………………………………………………………….30

International Travel……………………………………………………………………………………………………………………………..30

USING UNIVERSITY TRADEMARKS…………………………………………………………………………………………………………………..30

University Name………………………………………………………………………………………………………………………………….30

University Logos………………………………………………………………………………………………………………………………….31

UNIVERSITY POLICIES & PROCEDURES…………………………………………………………………………………………………………….35

Assumption of Risk Policy…………………………………………………………………………………………………………………...35

Student Code of Conduct…………………………………………………………………………………………………………………….35

Anti-Hazing Provision…………………………………………………………………………………………………………………………..35

Political Campaign Activity…………………………………………………………………………………………………………………..36

Publications Code………………………………………………………………………………………………………………………………..36

ADVISORS……………………………………………………………………………………………………………………………………………………….36

Role of the Advisor………………………………………………………………………………………………………………………………36

Selecting an Advisor…………………………………………………………………………………………………………………………….37

CAMPUS DEPARTMENTS/RESOURCES…………………………………………………………………………………………………………….38

4 | P a g e

INTRODUCTION

WELCOME LETTER

Dear Student Leader,

Welcome to the 2023-2024 academic year! The Student Organization Resource Center (SORC, pronounced

/ˈsȯrs/) is here to ensure that our 700+ student organizations have the support they need to operate at the

highest level.

In this handbook, please find an overview and listing of policies and guidelines which will help your

organization operate efficiently and safely. As a student leader, you must take the time to read this handbook

and familiarize yourself with the expectations of and resources available to registered student organizations at

Pitt. Any violation of this Handbook may result in disciplinary action in accordance with the Student Code of

Conduct.

Some of the policies and procedures outlined in this manual might change throughout the year. Student

organization leaders, members, and advisors are encouraged to check the SORC website or with the relevant

department/office to ensure that you have the most up-to-date information.

If at any time you a have questions regarding the information in this handbook or would like assistance with

the management of your organization, please reach out to the SORC staff—we are more than happy to assist

you in the success of your organization!

Hail to Pitt!

Lynne Miller

Coordinator, SORC

SORC CONTACT INFORMATION

PHONE: 412-624-7115

LOCATION: 833 William Pitt Union

EMAIL: [email protected] (General Questions)

[email protected] (Financial Questions)

WEBSITE: www.sorc.pitt.edu

FACEBOOK: @PittSORC

INSTAGRAM: @PittSORC

TWITTER: @PittSORC

IMPORTANT STUDENT ORGANIZATION DATES

Please visit the SORC Web site for a current list of important student organization dates, programs, and

events. Failure to attend a required training by the appropriate organization delegate(s) could result in

having your organization’s registration suspended or denied.

5 | P a g e

RACIAL INJUSTICE, DIVERSITY, EQUITY, &

INCLUSION

The SORC promotes diversity, equity, and human dignity as central to our work. We recognize that, as

community members at a predominantly white institution, we are part of a system that perpetuates racial inequality—a

system in which there is much more anti-racism work to do. Our office will continue to create a campus culture that

allows for openness, respect, and safety; an environment in which those with diverse attitudes, beliefs, values,

and behaviors feel included and can thrive. Consistent with the University’s mission, we take personal and

organizational responsibility to grow in our awareness of deep-rooted systemic issues, reduce barriers and

bias, and develop our cultural humility.

We commit to our office’s anti-racism work in the following ways:

• As a part of the Department of Student Unions and Involvement within the Division of Student Affairs,

the SORC will support and follow the guidance set forth by the Division of Student Affairs’ Racial

Justice, Diversity, Equity, and Inclusion Action Plan.

• We will promote anti-racism, diversity, equity and inclusion training for all SORC Staff and student

organization leaders and members.

• We will conduct regular internal audits of existing SORC and student organizations policies, programs,

services, and practices through an equity lens. This includes identifying ways in which racism manifests in

our processes and developing anti-racist practices for confronting it.

• We will work with Black Action Society and Black Senate to support signature Black Experience Events.

• We will continue to use our voice to reaffirm our core values and support for community members

whose identities have been targeted by racially motivated injustices.

• Student organizations exist to bring together students from all backgrounds for a common interest and

are not permitted to discriminate against others in their operations.

WHAT IS A STUDENT ORGANIZATION

A student organization is a group of least 10 currently enrolled University of Pittsburgh (Pittsburgh campus)

students who come together to promote a particular idea or interest and register with the SORC. Only

currently enrolled students may serve as officers or in formal leadership roles or vote on organizational

business. Registration as a student organization at the University of Pittsburgh is not to be interpreted as an

endorsement or approval of the purpose and/or activities of any organization by the University of Pittsburgh.

6 | P a g e

CATEGORIES OF STUDENT ORGANIZATIONS

Student organizations are required to select one of the following categories that best describes the mission of

their organization. The intent behind establishing student organization categories is to assist students with

particular interests in discovering organizations to join, encourage collaboration amongst student

organizations, and also to assign undergraduate student organizations to their table at the Activities Fairs.

Academic—student organizations that have an interest in a specific academic discipline, topic or interest.

Advocacy—student organizations that further the progress of an idea or initiative to affect the community at

large (political, environmental responsibility, social equity, economic stability, etc.)

Arts & Literature—student organizations that encourage participation in and promotion and support of the

visual and performing arts.

Competitive Club Sport— Competitive clubs compete against outside competition, usually other collegiate

clubs, as part of a structured regional or national league. Competitive clubs MUST be part of a National

Governing Body or Association. Many competitive clubs have coaches, travel and play off-campus, and

conduct regularly scheduled practices. Competitive club sports also typically involve a greater financial

commitment and time commitment, both in number of days per week and a longer period for the season.

Ethnic/Cultural—student organizations whose primary focus is on a specific culture, nationality or ethnicity in

order to provide education, advocacy, support, and camaraderie. Many of these organizations provide

programming designed to promote awareness and understanding of beliefs, values, and traditions that may

differ from other cultures.

Gaming and Physical Activity—student organizations whose focus is on community building around gaming

and physical activities and that do not fall under competitive or recreational club sports.

Honorary—student organizations whose primary focus is on conferring membership as an honor for

academic/scholarly/leadership achievement.

Recreational Club Sport— Recreational clubs focus more on instructional aspects and recreational play of the

sport or nature of the club / activity they are associated with. Recreational clubs are not required to be a

member of a National Governing Body or Association; however, their sport must have a recognized National

Governing Body or Association to be considered a club sport program. Recreational clubs DO NOT compete

against outside competition. There cannot be a competitive and recreational club of the same sport. For

example, you cannot have a Competitive Swimming Club and Recreational Swimming Club. You could have a

Swim Laps Club which would fall under Gaming and Physical Activities.

Spiritual/Faith Based—student organizations whose primary focus is on educating about and supporting

particular spiritual and/or religious practices, philosophies and beliefs.

Service—student organizations whose primary focus is on providing volunteer service to others within the

local community and/or nationally.

7 | P a g e

Social Fraternity/Sorority—student organizations whose membership is limited to a single gender and granted

exception to Title IX requirements for the purpose of cultivating and supporting an environment of

brotherhood or sisterhood. Some national chapters do permit non-binary and trans individuals. Qualification

for membership of social fraternity/sorority is on a non-honorary basis and are determined by the chapter.

These qualification academics, volunteer work, student leadership experience, and value alignment. In

addition, membership in one social fraternity or sorority in this category is mutually exclusive to membership

in another social fraternity/sorority, but students who are in social fraternity/sorority may seek membership in

an honorary, service, or professional fraternity/sorority. Student organizations in this category must be

affiliated and meet recognition standards with the Office of Fraternity and Sorority Life.

Special Interest—student organizations that encourage social interaction around a shared interest or theme.

Student Governance—student organizations whose primary focus is on representing students, expressing

student opinion and providing student feedback to the University and its various components.

REGISTRATION

RELATION OF UNIVERSITY TO STUDENT ORGANIZATIONS

Registration of student organizations should not be construed as agreement, support, or approval by the

University, but only as acknowledgement of the rights of the organization to exist at the University, subject to

the requirements of registration.

PURPOSE

The University of Pittsburgh has established a system of registration for student organizations to ensure the

rights of students to freely form associations, to define the relationship between the University and student

organizations, to maintain the right to choose which student organizations it recognizes, and to ensure that

the requirements for registration, the privileges received through registration and the policies and procedures

that govern student organizations are administered in a nondiscriminatory manner. Student organizations fall

into one of two registration statuses: Independent or Sponsored.

REGISTRATION STATUS

INDEPENDENT STATUS

Independent student organization status is accorded to student organizations that meet the Requirements for

Registration. Membership in an Independent student organization and participation in its activities are

voluntary and all risks of personal injury, property damage or other losses that occur incidental to membership

or participation in activities are assumed solely by the student organization, individual member(s) and other

participant(s).

Independent student organizations are not official components of the University. Independent status does

not permit the organization to act in the name of the University, to represent the University, engage in any

contractual obligation in the name of the University nor represent the organization as being an official part of

the University. Independent student organizations are permitted to have external affiliations and may be part

8 | P a g e

of an incorporated external organization. The off-campus activities of Independent student organizations are

the sole responsibility of the organization, officers and members.

SPONSORED STATUS

Sponsored student organizations meet the standard conditions for Independent status and have an official

association and working relationship with an operating unit of the University. The nature and extent of the

association and working relationship are determined solely by the Dean of the operating unit. (See Additional

Requirements and Privileges for Sponsorship). The activities and programs of Sponsored student organizations

are not considered official programs of the operating unit unless expressly approved by the Dean or designee.

Sponsored status may be rescinded at the discretion of the approving Dean or Dean of Students or their

designee. Except undergraduate governance groups, revocation of sponsorship will change the organization’s

status to registered.

REQUIREMENTS FOR REGISTRATION

The following requirements are necessary to register a new organization and to maintain registration status.

1. Complete the online registration application via the Student Organization Resource Center (SORC)

website. In order to maintain registration status, this must be done once a year.

2. Accurately disclose the purpose of the organization and operate in accordance with its stated purpose.

3. Disclose any external affiliations; provide the constitution and bylaws of any such organization with

which it may be affiliated; and certify that all conditions for affiliation meet the registration standards

of the University.

4. Submit a constitution according to standards with the registration application. (See Constitution

Requirements) Updated constitutions should be submitted to the SORC every time the organization re-

registers.

5. Submit an accurate, full membership roster with the registration application. A minimum of ten (10)

currently enrolled Pitt students is required to establish an organization.

6. After approval of registration, maintain an active membership of a minimum of ten (10) currently

enrolled Pitt students.

7. Organizations must secure a full-time faculty or staff member at the University to serve as advisor.

8. Provide signed Agreement to Participate waivers for all members and participants in organization

activities as directed. Participation waivers must be uploaded to the organization’s ExperiencePitt

account.

*Competitive and Recreational Club Sports must maintain a full membership roster and each member

must review and sign the Agreement to Participate through each organization’s ExperiencePitt

(CampusGroups) account. It is the club sport president’s responsibility to make sure all waivers are

signed from each member before the start of an activity.

9. Maintain a membership comprised of at least 75% currently enrolled Pitt students.

10. Maintain at least three (3) student officers in good academic and social standing.

11. Limit voting, officer positions and formal leadership roles to currently enrolled Pitt students.

12. The President and Business Manager of each organization must complete the required SORC training(s)

annually. No proxies may complete the training(s) in their place.

9 | P a g e

EXPECTATIONS OF REGISTERED STUDENT ORGANIZATIONS

The following behavioral expectations are required of every registered student organization and its

membership.

1. Agree to and comply with the Notice and Acceptance of the Assumption of Risk (see page 35).

2. Agree to and comply with the Publications Code for Student Organizations (see page 36).

3. Adhere to University policies and procedures and local, state and federal laws.

4. Conduct all activities in a manner consistent with the educational mission of the University.

5. Conduct all activities in a manner that contributes to the intellectual, ethical, psychological and

personal growth of its members.

6. Are not permitted to advocate, incite or participate in any material interference or physical disruption

of the University.

7. Are not permitted to use deceptive recruitment practices.

8. No illegal discriminatory criteria may be used as criteria for membership including those listed in the

University of Pittsburgh’s non-discrimination policy. These factors include race, color, religion, national

origin, ancestry, sex, age, marital status, familial status, sexual orientation, gender identity and

expression, genetic information, disability, or status as a veteran. All groups, except those exempt by

law, must permit male and female membership. Sport clubs involving physical contact or in which

participation is based on competitive skill may limit participation in competition to one sex; provided

that, for any for any such sport club engaged in a non-contact sport, unless there is a sport club

available for members of the opposite sex, the club must permit try-outs for each sex. Membership can

be limited by factors unrelated to status or beliefs and which are also not illegal. Membership can be

limited by school, college, department, major and grades, etc. No hazing or illegal discrimination will be

used as a condition of membership in the organization.

9. Are not permitted to participate in hazing activities.

10. Are not permitted to use the organization for the financial enrichment of any officer, member or

affiliate.

11. Are not permitted to directly or indirectly use University resources for the express benefit of external

affiliates.

12. Agree to use dues and other membership fees for the express benefit of the organization and in

fulfillment of its purposes.

13. Must maintain University accounts as required. (Visit the SORC Business Office in 833 William Pitt

Union or email [email protected] for more information.)

14. Are not permitted to maintain outside back accounts and must not use the name of the University on

any private bank account.

15. Are not permitted to enter or attempt to enter into contractual obligations for the University without

prior authorization by designated University staff.

16. Except as otherwise expressly permitted herein, organizations shall not use the name of the University

nor any University trademark, tradename, service mark and/or logo. (See Naming and Logo Guidelines

on page 28.)

17. Are not permitted to directly or indirectly use University resources in support of any candidate for

public office. Please see the Notice on Political Campaign Activity.

18. Are not permitted to solicit funds outside the University without the express approval from the

Department of Involvement and Student Unions.

19. Student organizations shall not do anything that would jeopardize the University’s licensure,

accreditation or tax exemption.

10 | P a g e

ADDITIONAL REQUIREMENTS FOR SPONSORED STATUS

Student organizations desiring Sponsored status must meet the following requirements.

1. Student organizations seeking Sponsored status must have established and official working

relationship with an operating unit of the University. This relationship provides consistency with the

purpose and activities of the organization and the mission of the operating unit.

2. Organizations seeking sponsored status by a school or college must be approved by the Dean of the

school or college.

3. Organizations seeking sponsored status by operating units within Student Affairs must be approved by

the Dean of Students.

4. All other University operating units outside academic units and units within Student Affairs may

sponsor a student organization with the approval of the chief administrator of the sponsoring unit.

5. The sponsoring unit must assign a faculty or staff advisor to the organization.

6. The chief administrator of the sponsoring unit must submit the Student Organization Sponsored Status

Application approving sponsorship and the Letter of Sponsorship acknowledging the nature of the

working relationship, any additional support from the sponsoring unit as well as any additional advisor

responsibilities to the SORC.

7. The sponsoring unit may establish additional requirements for sponsorship beyond the standard

requirements for registration.

8. The sponsoring unit must approve the organization’s constitution as a condition of sponsorship and

may establish guidelines and procedures to define the working relationship. They may also afford the

student organization additional privileges beyond the standard privileges of registration.

9. Student organizations designated with the sponsored status are permitted to use the name of the

University in their organization name as outlined in the Naming Guidelines.

ORGANIZATIONS WITH ADDITIONAL REGISTRATION REQUIREMENTS

SOCIAL FRATERNITIES AND SORORITIES

Social fraternities and sororities are registered organizations that may be single-gender Greek-letter

organizations whose mission and purpose is recognized as primarily promoting the intellectual, social,

spiritual, moral, civic, and career development, and the wellness, of student members.

Additional Requirements:

• All social fraternities and sororities must maintain membership in an appropriate governing council

(IFC, NPHC, Panhellenic). Chapters are expected to follow expectations and guidelines of their

corresponding council.

• All social fraternities and sororities must have a working relationship with the Office of Fraternity

and Sorority Life.

• All registered social fraternities and sororities are expected to abide by the policies and procedures

outlined in the Office of Fraternity and Sorority Life Policies and Procedures Manual.

• The SORC may establish criteria for accepting new chapters and specific requirements for existing

organizations.

• Social fraternities and sororities may have their registration terminated at the request of the Vice

Provost for Student Affairs, Dean of Students, the Director of Involvement and Student Unions, or

the organization’s local, state, national or international chartering organization.

11 | P a g e

Exemptions:

• Social fraternities and sororities may limit membership based on gender and still be eligible for

registration as a student organization.

• Social fraternities and sororities may have fewer than 10 members and be eligible for registration.

• Social fraternities and sororities may hold outside bank accounts, if required to do so by their

international/national/regional organization.

COMPETITIVE & RECREATIONAL CLUB SPORTS

Competitive and recreational club sports are student organizations registered with the SORC that work closely

with the Department of Campus Recreation and the Assistant Director of Competitive and Recreational

Programs . All new club sport programs will enter a provisionary period after being formed and registered by

SORC. New programs are required to register as a recreational club sport during this provisionary period.

Additional Requirements:

The Department of Campus Recreation may establish criteria for the registration of new club sports

and renewal of existing organizations. The Department will publish this information on the Club Sports

website.

Exemptions:

Sport clubs involving physical contact or in which participation is based on competitive skill may limit

participation in competition to one sex; provided that, for any such sport club engaged in a non-

contact sport, unless there is a sport club available for members of the opposite sex, the club must

permit try-outs for each sex.

PRIVILEGES OF REGISTRATION

All registered organizations have the following privileges.

1. Eligible to use University facilities, equipment and services according to policies and procedures.

2. Eligible to apply for funding from the respective student government under the policies and

procedures set forth in the appropriate student government constitution and bylaws. Each student

government has guidelines that define which student organizations are eligible for funding. The

Student Government Board (SGB) requires the organization to be comprised of at least 75% non-

CGS undergraduate students. The College of General Studies Student Government (CGSSG) requires

the organization to be comprised of at least 60% College of General Studies students. The Graduate

and Professional Student Government (GPSG) funds sponsored graduate school student governments

and registered graduate student organizations.

3. Eligible to receive consulting and other services from the SORC and the Department of Involvement

and Student Unions.

4. Eligible to collect dues, host fundraising events and solicit funds according to University policy.

5. Eligible to apply for remuneration for officers by student governments.

6. Eligible to receive awards or honors presented to student organizations and members.

7. Eligible to be listed in University publications.

8. Eligible to participate in University activities.

9. Eligible to apply for student organization office space in the William Pitt Union and O’Hara Student

Center (undergraduate student organizations only).

10. Eligible to host program activities consistent with the purpose of the organization.

12 | P a g e

11. Eligible to distribute literature and organizational materials according to University policies and

procedures.

12. Eligible to use the University mail services.

13. Eligible to apply for a University financial account and to use the services of the University business

departments initiated through the SORC Business Office.

14. Eligible to request assistance from the Student Affairs Marketing Department to promote

organizational activities.

15. Eligible to post material on controlled University bulletin boards.

PROCEDURES FOR REGISTRATION

HOW TO START A NEW ORGANIZATION

Pitt has over 700 undergraduate and graduate student organizations, which provide a wide variety of topics

and interests for student involvement. If you find, however, that you have an area of interest that is not

represented, you have the ability to start your own organization, provided that:

• The purpose or purposes of this organization does not conflict with the educational functions or

established policies of the University.

• The purpose and/or functions of student organizations does not duplicate those of an existing

registered student organization. This requirement, however, is not applicable to an organization with

religious or political purposes and/or functions as declared in its constitution on file with the

University. The University may rescind the registration status of an organization upon determination

that the organization is no longer fulfilling the purposes and/or functions described in its constitution.

If an organization feels that a newly registered organization duplicates its stated purpose as set forth in

its constitution, it may seek a review through the Coordinator of the SORC.

• If there is reasonable cause to believe that the organization seeking registration is merely a

reconstitution of an organization that has lost University Registration, the request for registration may

be denied and/or revoked. Factors that may support a reasonable cause finding, include, but are not

limited to, overlapping membership, similarity of purpose, and the timing of both the prior loss of

registration and the request for new registration. If reasonable cause exists, registration shall be

denied and/or revoked.

New Organization Registration Periods take place on October 1 – 15 and February 1 – 15.

The process for starting a new organization can be found on the SORC Website. If you are not sure whether or

not your organization has been registered in the past, please contact the SORC at [email protected] and we will

be more than happy to help you. Please note that registration applications must be received by October 15 or

February 15. No exceptions will be made for late submissions.

All new organizations must comply with the Registration Requirements and Expectations of Student

Organizations outlined in the sections above.

All new organizations must send at least one member to a New Organization Orientation session. A schedule

of available times are available on the SORC website). If your organization does not send a member to one of

these sessions, your organization will not be considered for registration and you will need to wait until the

13 | P a g e

next new organization registration period.

RE-REGISTERING AN EXISTING STUDENT ORGANIZATION

All existing student organizations are required to re-register with the SORC annually. Re-Registration for all

organizations will take place May 1, 2023 – September 8, 2023. The process for re-registering an organization

can be found on the SORC Website.

All organizations must comply with the Registration Requirements and Expectations of Student Organizations

as outlined in the sections above and must submit an updated constitution.

All organization Presidents AND Business Managers must complete the SORC Required Training Sessions, to

take place in August/September. Trainings are prerecorded and must be completed by September 29, 2023.

Links to trainings will be emailed out to Presidents and Business Managers and posted on the SORC website.

If your organization President and/or Business Manager does not complete the training(s), your organization

will be frozen for the rest of the year and must attend a training the following fall to have the active status

restored. Frozen status means that an organization cannot operate on campus, hold reservations or have

access to their SORC financial account.

TERMINATION OF REGISTRATION

The SORC and/or Department of Involvement and Student Unions reserve the right to terminate registration

status. Circumstances that may result in termination of registration include, but are not limited to, the

following:

• The student organization has not complied with the Requirements for Registration;

• The student organization has not complied with the Expectations of Student Organizations;

• Registering a student organization under termination or sanction from its local, state, national, or

international affiliate (if applicable);

• Registering a student organization currently under disciplinary sanction under a new name;

• Registering a subsidiary of a currently registered student organization;

• Registering an organization that is a duplicate of a pre-existing organization;

• Submitting false information to the University of Pittsburgh or a university representative;

• A request from the student organization to dissolve is submitted to the SORC;

• A lapse in communication with the SORC, including failure to maintain, on file with the SORC, the most

current copy of the student organization’s constitution, officer contact information, and faculty/staff

advisor contact information;

• Failure to meet financial obligations;

• Failure to comply with the student organization’s constitution;

• Failure to comply with the rules, regulations, policies, and procedures of the University of Pittsburgh as

determined appropriate by University representatives; and

• Action taken by the Office of Student Conduct.

14 | P a g e

UPDATING YOUR ORGANIZATION’S CONTACT

INFORMATION

In order for the SORC to effectively communicate with your organization, it is required that you maintain a full,

updated membership roster with current officer information in the student organization management system,

Experience Pitt (Campus Groups). Student organizations that fail to maintain current officer and advisor

information on their roster will be frozen until they are in compliance with SORC policies. Only the

organization President and Primary Contact have access to update your organization’s roster. If they are

unsure how to update the roster, they should reach out to [email protected].

ABOUT THE SORC

The SORC is located in 833 William Pitt Union and is the hub for registered student organizations on campus.

Whether you need to make a financial transaction from your organization account, need office supplies, or

would like to talk to someone about your organization, the SORC is place for you! Here is some information

you should know about the SORC:

• The SORC is open Monday-Friday throughout the year, with the exception of posted holidays or breaks.

Hours vary per semester—please visit our website for the most up-to-date times.

• Any services or materials obtained from the SORC may only be used for student organization business.

They are not to be used for personal use or classroom projects.

COPY AND PRINTING

Registered student organizations are eligible for photocopying services in the SORC.

COPY POLICY

1. The name of the organization must appear on the first page of any document(s) being photocopied.

2. Groups may request up to 150 grayscale copies per event (not 150 copies per day) OR 50 colored ink

copies per event.

3. Our copier has the ability to print back to back and staple up to 30 pages. Half pages and quarter

pages can be produced from a full page original.

4. For technical reasons, we are unable to make copies that have 75% or more ink coverage in the

background.

5. Organizations may not submit copy requests for other organizations.

6. Organizations may request copies by emailing [email protected]. Requests should be submitted at least

24 business hours in advance and should include paper color and size of flyer (quarter sheet/half

sheet/full page). Organizations will be contacted once their copies are ready for pick-up. Student

organizations that fail to pick-up copies may lose copy privileges for the remainder of the semester.

15 | P a g e

OFFICE SUPPLIES

Registered student organizations are eligible to receive certain office supplies, free of charge. The amount

indicated is per semester, unless otherwise noted. Student organizations can request supplies using the

online form a minimum of 48 business hours in advance. Some supplies may require more advance notice

(see supply list linked above).

EQUIPMENT AND OTHER SUPPLIES

The SORC offers several different types of equipment and supplies for your organization’s use. Most are

available for free use by any registered student organization for programs, events, and activities sponsored by

the registered student organization. There is a nominal charge for lamination and the button maker.

Available Supplies Include:

Button Maker

Display/Sandwich Boards

Laminator (cannot leave SORC)

SORC Equipment Request Form

MAILING SERVICES

The SORC provides free mailing services via United States Postal Service (USPS) for your student

organization. All mailings must be organization business-related. The SORC requires that all mailings include

correct mailing addresses and return addresses. Additionally, the exact number of pieces must be provided.

Your organization can receive up to 200 free envelopes (see above under Office Supplies). If your mailing

requires more than 200 envelopes, you will need to purchase the excess using your organization’s account.

CONCESSIONS

The SORC operates a concessions program through which registered student organizations and University

departments/office have the ability to rent snack machines or purchase balloons. The following concessions

are available:

Popcorn

Cotton Candy

Nachos

Otis Spunkmeyer Cookies

Cheese-filled Pretzel Nuggets

Balloons

Pre-packaged food options may be available upon request—please contact [email protected] for more

information.

Registered student organizations will be billed via University account number per order. Pricing is listed on the

order forms linked below. All order forms must be submitted to [email protected] at least 10 business days prior

to event date.

SORC Concession Request Form

16 | P a g e

FINANCES

We’re here to help you and your organization manage funds. While your organization’s account is not a bank

account (ex. you cannot withdraw money and balances in Engage are not in real-time), there are numerous

ways you can obtain and spend funds. We also work closely with SGB and their Allocations committee (for

undergraduate groups) and with GPSG (for graduate groups). For any questions regarding your student

organization finances, please reach out to the SORC Business Office at sorc2@pitt.edu.

OPENING A STUDENT ORGANIZATION FINANCIAL ACCOUNT

Not all student organizations require funds to operate, so the SORC does not automatically create a financial

account for an organization unless it is requested. In order to open an account with the SORC, your

organization’s Business Manager should email the SORC Business Office ([email protected]) and a SORC Account

Specialist will assist them.

STUDENT ACTIVITY FEE

All students pay a Student Activity Fee within their tuition to the University. A portion of these fees are

distributed to the Student Governments to grant money (known as allocations) to student organizations for

various organizational needs.

UNDERGRADUATE ORGANIZATIONS

The Student Government Board (SGB) is the governing body for all undergraduate student

organizations. Allocations can be obtained from the SGB Allocations Committee through the annual budget

process or the weekly supplemental process. Details regarding policies for allocated money as well as the

request process are available on the SGB Allocations Committee website. Any allocations given in a fiscal year

(July 1-June 30) that are not used by the end of that particular year are given back to SGB and no longer

available for your organization’s use.

GRADUATE ORGANIZATIONS

The Graduate and Professional Student Government (GPSG) is the governing body for all graduate students

and organizations. Graduate students pay a semesterly activities fee where 50% is distributed to GPSG for

general graduate student programming and the remaining 50% is distributed to the governance organization

of each student’s specific school (ex: School of Medicine Student Executive Council).

Graduate student organizations should always first pursue funding from their graduate school’s governance

group (i.e. law school organizations would first seek funding from the Student Bar Association at the School of

Law). However, organizations can request for supplemental funding from GPSG on a per program basis. Any

student organization not affiliated with a specific graduate or professional school (ex: cultural student

organizations) should petition GPSG solely for funding. Organizations that receive funding from a governing

student organization other than GPSG should look at and follow their constitutions to determine whether or

not money that was allocated and not spent must be returned at the end of the fiscal year.

17 | P a g e

OUTSIDE BANK ACCOUNTS

Registered student organizations are not permitted to maintain an outside back account(s). Outside bank

accounts are defined as any banking or financial account held outside of the University. Online/mobile

platforms such as Paypal, Venmo, Square or other methods which require funds to flow through personal

bank accounts are considered outside bank accounts and are prohibited.

All money collected from fundraisers or dues must be deposited directly into the organization’s SORC account.

No organizational money should ever be deposited into a personal banking account. Student Organizations are

NOT ALLOWED to accept monies via Paypal, Venmo, Square or other method which requires funds to flow

through personal or other outside bank accounts.

Student organizations who are found to be using any of these means for financial transactions will lose access

to their SORC account pending a review by the SORC. Possible sanctions as a result of the SORC review could

result in:

• Further loss of access to their SORC financial account, therefore unable to make financial

transactions;

• Loss of the privilege to request allocations from their governing organization;

• Loss of registration status with the Student Organization Resource Center.

For ticket sales, student organizations may use online vendors such as Eventbrite which allow an organization

to request a check be sent directly to the University, therefore avoiding the use of personal bank accounts.

METHODS OF PAYMENT

There are several ways in which you can use the funds held in your student organization financial

account. You are not able to withdraw cash from your account. Below are some of the most common types

of expenditures incurred by student organizations and the methods for paying them. For a full listing of

expenditures and methods of payment, please view the payment methods comparison table.

Purchase Type

Disbursement

request/Contract

One

Card

Anthony

Travel

Example

Airlines

Flights to a conference

Amazon.com

Decorations for an end of the

year banquet

Auto/Home supply

store/Automotive parts &

Supplies

Lightbulbs, batteries, extension

cords

Bus tickets

Bus transportation to a

conference

Caterers – does not include

Chartwells

Chipotle catering for an off-

campus event

Computer Network/Hosting

Svc/Internet Access

Computers/Computer

Equip/Software/Maintenance

With SORC

Approval

Website subscription

18 | P a g e

Purchase Type

Disbursement

request/Contract

One

Card

Anthony

Travel

Example

Conferences, Registrations,

Memberships, Dues

Chapter dues paid to a national

organization

Donations/Sponsorships:

NOT REIMBURSEABLE

Donation to your national

organization or philanthropy

Events: see SORC contract

page

Performers, musicians, speakers

Rental Cars

NOT PERMITTED –

CONTACT SORC

NOT

PERMITTED –

CONTACT

SORC

CONTACT SORC

Enterprise car rentals

Florist

With SORC

approval

With SORC

approval

Graduation ceremony

Gift cards

NOT PERMITTED

NOT

PERMITTED

Hotels/Motels/AirBnb/Vrbo

X (NOT AirBnb,

VRBO, Expedia,

etc.)

Lodging for a conference

Office Supplies

Pencils, notepads, markers

Political Donations: NOT

REIMBURSEABLE

NOT PERMITTED

NOT

PERMITTED

Services: SEE SORC

CONTRACT PAGE FOR ON-

CAMPUS EVENTS

Supplies for Event

Name tags, decorations

Tickets/Tours

Tickets for a Pirate game

Uniforms/clothing/Footwear

stores

Uniforms, club T shirts

Charter buses

With SORC

approval

Transportation to a tournament

REIMBURSEMENTS

How are student reimbursements processed through the SORC?

Students seeking reimbursements for student organization expenses are required to fill out an online

reimbursement request form and attach the proper documentation. All reimbursement requests require the

approval of the student organization Business Manager. The SORC cannot process the request until the

Business Manager has approved the expenditure. Students submitting requests should closely follow the form

directions to make sure that their request is able to be processed in a timely manner. Individuals cannot be

reimbursed on behalf of another person. All reimbursement requests MUST be received by the SORC at

within at least 30 days of the date on the receipt or they will not be processed. Travel expenses (i.e. flight,

hotel, etc.) and grants are the only exception to this rule. Please contact the SORC with any questions

regarding this exception.

19 | P a g e

What documentation is required to be submitted?

Documentation typically consists of an itemized receipt showing that the expenses were paid for by the payee.

Quotes or proposals that do not show that payment has been processed are not acceptable. In addition,

printouts of bank or credit card statements are also not acceptable.

If being reimbursed for food/beverages, an attendee list must be provided. GRADUATE STUDENTS: If the

receipt contains alcohol, a letter of approval for the event from your advisor (or other appropriate designee

from your School) MUST accompany the request. Undergraduate students are not permitted to use

organization funds (private or allocated) for the purchase of alcohol.

If the individual being reimbursed is NOT a student employee OR has NOT been paid by the SORC before, a

W-9 is required.

Who will be required to approve the reimbursement?

Once the Business Manager of the organization approves the expenditure, the SORC will be notified of the

request. After the SORC approves and process the paperwork, it is submitted to University Payment

Processing for final approval and payment. Various factors may impact the approval flow, including the

accuracy of documentation submitted and the nature of the items being reimbursed. In general, if all

submitted paperwork is correct, reimbursements should take 5-6 weeks.

How will the payee receive their funds?

Once University Payment Processing approves the request, a check will be mailed to the address provided by

the payee on their W-9 form. It is very important that payees provide accurate addresses (including

apartment numbers) to ensure that they receive payment. When submitting requests in April, the SORC

recommends that students use their summer mailing or permanent address to ensure that they receive the

payment.

If the payee is employed by the University, and has direct deposit set up, the reimbursement will be deposited

directly to the bank account on file with the University.

Do students always have to pay for items on their own and get reimbursed?

No. With proper planning, students should never have to use their own money for certain types of items.

Airfare, conference/competition registration, and hotels can be paid for directly on the SORC One Card and/or

through Anthony Travel. Items purchased online can also be purchased directly.

What types of items cannot be requested for reimbursement?

Students are not permitted to be reimbursed for payments made directly to performers including DJs,

speakers, caterers, or any other vendors that require a service agreement. For more information how to

properly pay for these types of items, read over the Contracts section of this handbook or visit the SORC

Website. Additionally, students cannot be reimbursed for gift cards or donations that they have made either

personally or on behalf of the organization.

DISBURSEMENTS (CHECK REQUESTS)

Disbursements (or check) requests can be used to pay one-time charges on behalf of a student organization.

One-time charges include off-campus event expenditures (facility rental, catering, security, etc.), charitable

contributions, and various other expenditures (see chart above). If the disbursement request is for an event

20 | P a g e  
 
held in a venue where alcohol is available for consumption, a letter of approval for the event from your 
advisor (or other appropriate delegate from your School) MUST accompany the request.  Information on how 
to access and complete a disbursement can be found by using the Disbursement Form located on the SORC 
Website. 
 
Payments for services provided at on-campus events MUST follow the Student Organization Contract 
Guidelines, found in the contracts section of this Handbook or on the SORC Website.  If a contract is being 
used for an on-campus or virtual event, there is no need to submit a Disbursement Form. 
 
How are disbursements processed through the SORC? 
Student organizations desiring to send a check to a vendor are required to fill out an online disbursement 
request form and attach the proper documentation.  All disbursement requests require the approval of the 
student organization Business Manager.  The SORC cannot process the request until the Business Manager has 
approved the expenditure.  Students submitting requests should closely follow the form directions to make 
sure that their request is able to be processed in a timely manner.   
 
What documentation is required to be submitted? 
Documentation typically consists of an itemized invoice indicating that expenses have not yet been paid.   
If the disbursement is for food/beverages, an attendee list must be provided.  If the invoice contains alcohol, a 
letter of approval for the event from your advisor (or other appropriate designee from your School) MUST 
accompany the request.  Undergraduate students are not permitted to use organization funds (private or 
allocated) for the purchase of alcohol, but must still provide a letter if alcohol is available at the venue. 
If the vendor has not been paid by the University before, a W-9 and Supplier Verification Form are required.   
 
Sponsored organizations must also submit a Certificate of Liability Insurance (COLI) including $1 million in 
liquor liability insurance, listing the University of Pittsburgh – Of the Commonwealth System of Higher 
Education as the Certificate Holder, and which is also valid as of the date of the event.  Additionally, Sponsored 
organizations must submit a Directed or Sole Source Justification Form for contracts over $10,000.00.  This 
form must be filled out by the sponsoring department/school and CANNOT be filled out by a student.  Please 
seek guidance from your advisor if you are not sure who should fill this form out. 
Who will be required to approve the disbursement? 
Once the Business Manager of the organization approves the expenditure, the SORC will be notified of the 
request.  After the SORC approves and process the paperwork, it is submitted to University Payment 
Processing for final approval and payment.  Various factors may impact the approval flow, including the 
accuracy of documentation submitted and the nature of the items being reimbursed.  Disbursement requests 
typically take 5-6 weeks to process, so you should plan well in advance of deadlines. 
 
How will the payee receive their funds? 
Once University Payment Processing approves the request, a check will be mailed to the address provided by 
the payee on their W-9 form.  It is very important that payees provide accurate addresses (including 
apartment numbers) to ensure that they receive payment.  Please note, if an individual name and business 
name are both provided on the W-9, by default the University will cut the check out to the listed business 
name. 
 
 
 

21 | P a g e

PURCHASING CARDS (CREDIT CARDS)

These credit card, also known as One Card, can be used for online purchases or purchases made over the

phone. Student organization Business Managers and/or Presidents may come into the SORC office during

posted One Card walk-in hours to use the card for purchases. Please check the SORC website and/or

Facebook page for the most up-to-date hours as they change each semester.

The SORC credit card is ideal for student organization conference registrations and bus transportation. It

cannot be used for the purchase of foreign goods with the exception of books/journals. Please see the

Payment Methods Chart above for more information on what the One Card can be used to purchase.

If you are purchasing pizza or any type of food on the credit card, we must receive a copy of the receipt as well

as a guest list within 24 hours of the event. Failure to do so can result in the freezing of your organization’s

account. The account will stay frozen until the SORC ([email protected]) receives the missing documentation.

PIZZA ORDERS

Your organization can easily order pizza for meetings and events through the SORC by filling out the Pizza

Request Form. Requests are approved by business manager first and should be received by SORC 48 hours

prior to the event. GUEST LIST must be submitted to SORC within 24 hours of the event. All pizza orders will

be processed through the SORC’s preferred pizza vendor. For more information, please email [email protected].

*Please note, if your meeting/event is in the William Pitt Union or O’Hara Student Center, you must fill out a

Snack Approval Form in order to have pizza in the facility.

INTERDEPARTMENTAL TRANSFERS

There may be times when your organization needs to pay another student organization or a department on

campus. Examples of this might be a collaboration with another organization on an event, payment to

Facilities for the rental of tables, or payment to Pitt Police for security. In order to request a transfer, fill out

the Online Interdepartmental Transfer Form.

DEPOSITS

You can come in at any time during normal SORC operating hours to deposit cash, checks, or money orders to

your student organization account. All checks should be made out to the University of Pittsburgh with your

student organization’s name in the memo line. Checks should not be endorsed on the back by anyone other

than the SORC. Deposits should be counted by the student organization and amounts will be verified by a

member of the SORC staff. Whomever brings the deposit into the SORC will receive a receipt, which they

should turn into your Business Manager. Please allow a week before your deposit appears in your SORC

account on Engage. If your organization needs to drop off a deposit outside of SORC business hours, you can

do so through a deposit slot at the SORC office. Please follow the directions posted on the SORC door to make

deposits through the slot.

FUNDRAISING ON CAMPUS

All registered student organizations in good standing with the University are permitted to fundraise on

campus and solicit donations from individuals, corporations, and other legal entities as gifts to the University

22 | P a g e

of Pittsburgh via the fundraising options below. Tax deductibility is dependent on the fundraising method

utilized.

FUNDRAISING EVENTS

A fundraising event is defined as a collection of monies from individuals, groups, or event programming for the

purpose of making a charitable donation or enhancing a student organization operational (private funds)

budget. Examples of past fundraising events include bake sales, merchandise sales, fashion shows, and other

programs which charge a ticket or “at-the-door” fee. No gift receipts will be provided to those that make

contributions via fundraising events, and these contributions are not tax deductible. A member of the

registered student organization must complete and submit the Student Organization Fundraising Event

Approval Form for all on campus and virtual fundraisers to the SORC at least 5 days prior to the event.

Sponsored organizations must also submit a Fundraising Approval Form for off-campus events. Independent

student organizations do not need to submit paperwork for off-campus fundraisers.

Please read the Registered Student Organization Fundraising Guidelines and Procedures document for more

detailed information on the procedures for conducting fundraising events.

Cashboxes: The William Pitt Union Ticket Office provides cashboxes for check out for fundraisers or ticket

sales that are held on campus. A cashbox request must be made 72 hours in advance of the event date. All

money collected during the event must be turned into William Pitt Union Building Management and will be

placed in your SORC account. For any monetary proceeds from events outside of the William Pitt Union,

student organizations are encouraged to request a University of Pittsburgh Police Officer to serve as an escort

while transporting the funds back to the WPU Ticket Office. Your student organization is responsible for

calling Pitt Police for the complimentary escort. Late cashbox requests are not guaranteed to be approved.

Ticket Office Sales: WPU also offers complimentary ticket sale services out of their ticket office on the main

floor of the William Pitt Union. To have the WPU staff sell tickets to your upcoming event or conference,

complete the Ticket Sale Request form.

OTHER FUNDRAISING OPTIONS

The Division of Philanthropic and Alumni Engagement (PAE) also assists and approves other fundraising

options for student organizations, including, EngagePitt™, giving page URLs, letter-writing, and Pitt Day of

Giving. For more information on how to conduct one of these fundraisers, please read the Registered Student

Organization Fundraising Guidelines and Procedures.

YEAR OF…AT PITT

Each year the University selects a theme to foster collaboration across the University. Matching grants are

awarded to programs/events that support the Year of…Theme. Visit the Provost’s website for more

information on this initiative and grant program.

OCC MINI-GRANTS

The OCC Mini-Grant Program is a funding source designed to support events and programs hosted by student

organizations at the University of Pittsburgh. The event must meet the learning outcomes of one of the

following OCC goal areas: Career Preparation, Global and Cultural Awareness, Communication Skills,

23 | P a g e

Leadership Development, Appreciation of the Arts, Sense of Self, Service to Others, Wellness or Initiative and

Drive (Pitt Pride excluded). For more information and the application, visit the OCC Mini-Grant site.

LATE NIGHT MINI-GRANT

The Late-Night Mini-Grant Program is designed to support alcohol-free, late night social and recreational

programming for undergraduate student groups. Visit the Late Night Mini-Grant site for access to the

application.

SAFE GRANT PROGRAM

Sexual Assault Facilitation and Education (SAFE) and the Division of Student Affairs have partnered to

administer a grant program open to SORC registered student organizations. The program was created to

provide comprehensive, discussion-based education around consent, bystander intervention and healthy

relationships. Participating student organizations are eligible for a $200 grant from the Division of Student

Affairs after successful completion of two SAFE programs. The grant must be used to advance the mission of

their organization or the University's sexual violence prevention efforts.

CLOSING A SORC ACCOUNT

In order to close a student organization financial account, the organization must first be listed as “Inactive”

with the SORC.

Any remaining funds left in the account after all debts have been paid can be distributed according to the

organization’s consensus, using one of the two options below. The organization must state how it wants the

funds to be distributed in a letter format and have all officers and the advisor(s) sign the letter. If the funds

are to be received by more than one entity, each entity receiving funds must be listed as well as the dollar

amount to be dispersed. This letter should be submitted/emailed to the Associate Director, Student

Organizations & Advising in 833 William Pitt Union or at [email protected].

• If donating the remaining funds to another student organization, once your letter has been reviewed

by the SORC Coordinator, you will be asked to fill out an Interdepartmental Transfer Request form.

The funds will then be distributed and the SORC will close the account.

• If donating the remaining funds to an outside charity, once your letter has been reviewed by the SORC

Coordinator, you will be asked to attach the letter and a W-9 for the payee to a Disbursement Request

Form. Once submitted and reviewed, the SORC will process the payment request. The check will be

mailed to the address on the W-9.

If an organization does not provide direction to the SORC on the distribution of funds and has been inactive for

a minimum of four years, the remaining funds will be moved to a centralized SORC account to be used for

student organization development. The funds will no longer be available to the organization should students

wish to re-register.

If another circumstance exists that does not fit into one of the above scenarios, the SORC may need to

approve what is being requested. This is determined on a case-by-case basis.

24 | P a g e

EVENT PLANNING AND RISK MANAGEMENT

The views and opinions expressed during student organization events are those of the invited speaker(s) and

do not necessarily reflect or represent the views of the University of Pittsburgh. Event staff and/or security

may remove attendees who interfere with the speaker’s ability to deliver their presentation and the

audience’s right to view and/or listen to the presentation. Event staff may limit the re-entry of attendees.

WHY IS PLANNING FOR EVENTS IMPORTANT?

Even a simple meeting can involve advertising, coordinating the event agenda, contracting speakers, planning

engaging activities, keeping up with committees and special projects, and providing and permitting

refreshments. Just imagine what’s involved with bringing a big-name speaker, comedian, or performance to

campus. The purpose of hosting events can vary so it’s important to know why you’re planning the event and

how to do it successfully.

HOSTING EVENTS ON CAMPUS

HOW TO RESERVE SPACE

To reserve a space in the William Pitt Union (WPU), O’Hara Student Center (OSC), Campus Recreation facilities,

and other designated academic buildings, you must first create an account in the Event Management System

(EMS). The room reservation system provides an online means for reserving and viewing student

organizations’ room reservations across campus. Authorized users can submit requests for room reservations

to be reviewed by William Pitt Union and O’Hara Student Center reservations staff. Each student organization

is permitted to have two accounts. To create an account, visit the Student Unions Reservations Web site.

Looking for space not in EMS? All SORC registered student organizations are eligible to reserve space in other

University buildings. A helpful guide can be found on this site.

HOSTING EVENTS WITH MINORS

If your organization plans to host an event on campus involving direct contact with minors, you must register

the event with the Division of Student Affairs a minimum of 30 days before the event date. Direct contact is

defined by law as care, guidance, supervision or control of minors, or routine interactions with minors. For

more information on hosting events with minors or to register an event, visit the Student Unions Web site.

EVENT SECURITY

The University of Pittsburgh affirms the constitutional rights of its community members. Freedom of thought,

speech, assembly and expression are integral to the holistic development of each student. In alignment with

our values as an institution, the University supports your student organization in your pursuit to provide

programs, speakers, and opportunities for intellectual conversation, discourse, and ultimately learning.

Your organization should use The Event Scheduling Guidelines to assist you as you plan events on campus,

including but not limited to inviting speakers. To best ensure a safe and successful presentation or event,

please review the Registration Guidelines or seek advice from the SORC or appropriate building management.

Please note that only student organizations registered with the Division of Student Affairs are eligible to use

25 | P a g e  
 
University facilities, equipment, and services. 
 
Resources: 
Event Security Checklist 
Event Planning Checklist for activities held in the William Pitt Union or O’Hara Student Center 
 
PARTICIPATION WAIVERS 
Waivers should be used for registered student organization travel, activities that have liability concerns (5Ks, 
bringing children on campus, inflatables, etc.) and any other events deemed necessary.  Waivers must be 
uploaded to the student organization’s Engage account.  Please visit the SORC website for a copy of the waiver 
template. 
 
CONTRACTS (ON CAMPUS/VIRTUAL ACTIVITIES) 
If your organization is planning to have a speaker, entertainment (i.e. comedian, band, dance group, singer), 
referee, coach, lighting and sound company, photographer, videographer, instructor, or other vendor for  
 
which a service is being provided, you will need to complete a University contract.  
Please review the Guidelines for Registered Student Organization Contracts and note that the policies for ON 
CAMPUS and OFF CAMPUS activities vary. (See instructions for off campus activities in the section below.) 
To help you prepare for your event please refer to the graphics in this section of the Handbook and to the 
Event Planning Checklist. If you need assistance, please visit the SORC Office in 833 William Pitt Union, or 
email us at [email protected] to set up an appointment to speak with a staff member. 
All contracts and related documents must be submitted to the SORC at least 21 days prior to the 
event.  Failure to submit contract(s) twenty-one days prior to the activity may result in the postponement or 
cancellation of your program/event.  CONTRACTS ARE NOT CONSIDERED SUBMITTED UNTIL THE 
VENDOR/PERFORMER, STUDENT ORGANIZATION BUSINESS MANAGER, AND STUDENT ORGANIZATION 
ADVISOR HAVE SIGNED THE DOCUSIGN DOCUMENT! 
 
TYPES OF CONTRACTS 
•  Live Performance Agreement (Used for guest speakers, bands, musicians, dance groups, comedians, 
poets, and other live performers) 
•  Event Production Agreement (Used for individuals/companies providing services other than 
entertainers e.g. referees, sound companies, lighting companies, photographers/videographers, 
equipment rentals, and other individuals/companies providing services; also used for one-time 
instruction events) 
•  Instruction Services Agreement (Used for individuals providing services for instructional purposes 
more than one time e.g. dance instructors, choreographers, and martial arts demonstrations.  This 
template is meant for instruction services that occur for more than one event.  For instance, a series of 
classes over a semester. 
•  DJ Agreement (Used for DJ and Karaoke services) 
 
 

26 | P a g e

ADDITIONAL DOCUMENTS REQUIRED WITH YOUR CONTRACT

• IRS W-9 Form (REQUIRED for companies/individuals being paid)

CONTRACT WAIVER FORM

Per the Guidelines for Registered Student Organization Contracts, student organizations have the ability to

submit a Contract Waiver Form for speaker engagements only. Neither a contract nor contract waiver are

required for University of Pittsburgh (Pittsburgh campus) faculty, staff, or students as long as they are not

being paid for a speaking engagement. Student Organizations may request a contract waiver for on campus

activities for guest speakers provided:

1. The guest speaker does not otherwise require a contract,

2. The guest speaker is not being paid for the appearance (by the University or a third party) nor

being reimbursed for any travel or other expenses,

3. The guest speaker has no restrictions on photography (the Student Organization will have to

include proper photography notices at the entrance and inside the reserved space),

4. Neither the guest speaker or the Student Organization are recording the event, and

5. The guest speaker does not require any special equipment, facilities or additional university

resources

Contract waivers must also be submitted 21 days prior to your event.

27 | P a g e

COPYRIGHTS

Often the performance or showing of films for by university-affiliated student groups, clubs, and organizations

may not fall under the fair use exception of U.S. copyright law. The intent of such showings is generally for

entertainment, not for face-to-face teaching. For more information on copyright laws and showing movies,

please visit the University Library System’s website.

EVENT ACCESSIBILITY

As an institution of higher learning, the University of Pittsburgh is committed to providing equal access to

programs and services to all members of our learning community.

When planning university events, accessibility can benefit the experience for all participants by creating a

more diverse group. In addition, many accessibility considerations, such as captioned videos, good lighting,

sound, and accessible restrooms can benefit everyone. Take a look at the Check List for Planning Accessible

Events for more information on how to make your events more accessible to all individuals.

PUBLICITY/MARKETING

Your student organization has a variety of resources available for publicizing your event. Please visit the SGB

website for a current listing of these resources. Also, you should keep the Posting and Chalking Guidelines for

Student Organizations in mind when planning and executing your marketing plan.

HOSTING EVENTS OFF CAMPUS

The off-campus activities of Independent student organizations are the sole responsibility of the organization,

officers and members, unless expressly approved in advance by the University. Sponsored organizations

wishing to host an event off-campus should work closely with their sponsored entity to review expectations

and policies.

The SORC encourages Independent student organizations to obtain contracts for facility rentals and any

services provided to them while off campus. Independent student organization leaders are responsible for

reading and understanding the terms of the agreement and are also responsible for signing the agreement. All

contracts for off campus activities of Independent Student Organizations must state the following: The

parties hereto agree and understand that the University of Pittsburgh is not a party to this contract and that

the University of Pittsburgh is not responsible, under any circumstances for performing any obligations of

this contract.

The name of the University may not appear on any contract for off campus activities of Independent Student

Organizations with the exception of the statement above.

Sponsored organizations will NOT sign the contract and will submit all paperwork to the SORC who will work

with University Purchasing and the sponsoring entity to review the contract and negotiate its terms.

28 | P a g e

HOTEL ROOM BLOCKS & EVENTS SPACES

When blocking 10+ rooms or event space at a hotel, student organizations must first reach out to the SORC

([email protected]). This information will help the SORC determine whether or not the booking will need to go

through the University contracting system for these types of spaces.

Sponsored organizations will NOT sign the contract and will submit all paperwork to the SORC who will work

with University Purchasing and the sponsoring entity to review the contract and negotiate its terms.

When submitting contracts for events to take place off-campus, the following documents MUST be submitted

to SORC via the online Disbursement Form:

• Contract (signed by both parties if an independent organization, not signed at all if a sponsored

organization)

• Invoice

• W-9

• Letter of Approval for the off-campus event from Advisor/School for Sponsored students organizations.

• Letter of Approval from Advisor/School for Sponsored organizations when alcohol is

accessible/present.

• COLI from Establishment for $1,000,000.00 in alcohol liability for Sponsored organizations when

alcohol is accessible/present at the venue

• Directed Sole Source Justification Form (for Sponsored organizations who have a contract over

$10,000.00. This form MUST be filled out and signed by your sponsoring department).

All organizations are encouraged to use and adapt the Event Planning Checklist for their off campus event.

STUDENT ORGANIZATION TRAVEL

Some student organizations may travel to conferences, competitions, or other events to promote their

organization or to convene with other chapters of the larger state or national/international organization.

Students are expected to abide by the University of Pittsburgh Student Code of Conduct and conduct

themselves in a manner that does not detract from the reputation of the University.

The University is not responsible or liable for any personal injury or other damages that result from student

organization travel. The University of Pittsburgh does not provide insurance coverage for personal vehicles or

any individuals within the vehicle.

LOCAL TRAVEL

The SORC is able to assist your organization with local travel arrangements and accommodations.

All accommodations should be arranged through the SORC. Please see below for various options for planning

your student organization’s transportation.

29 | P a g e

VEHICLE RENTALS

Your student organization is eligible to reserve vehicles from Enterprise through the SORC. Only reservations

made through the SORC will receive the University discount.

The following criteria must be met to obtain approval for student use of a vehicle rented through the SORC:

• Must be enrolled at the University and/or be an active student with a valid Pitt ID.

• Must have a valid Driver’s License.

• Must be 21 years of age and have had a valid driver’s license for 2 years to drive a vehicle that seats 7

passengers or less.

• Must complete the Vehicle Rental Request Form at least 5 business days in advance for trips less than

250 miles one-way, or 14 business days in advance for trips over 250 miles one-way.

• Must provide a detailed GOOGLE MAPS step by step itinerary that includes destination, estimated

number of miles, and planned travel route (a step by step Google Maps print out is mandatory or your

request will be rejected) with Authorization form.

For trips over 250 miles one-way:

• Vehicle request must be submitted at least 14 business days in advance.

• Two approved drivers are required.

• Drivers must rotate every 3 hours.

• No more than 10 hours of driving can be completed during any one day.

• Driving between 11:00 pm and 6:00 am is prohibited.

• A detailed itinerary must be provided including stop and driver change locations.

• The organization advisor or substitute advisor (faculty or staff member, graduate student assistant, or

contracted coach) must accompany the organization on the trip and must sing the advisor portion of

the Vehicle Request Form.

Students granted permission to rent vehicles through the University must agree to the following rules and

regulations:

• Use vehicles for official stated purpose only.

• Operate vehicle in accordance with University rules and regulations.

• Observe all applicable traffic laws, ordinances and regulations.

• Use safe driving practices at all times.

• Use seat belts at all times.

• Driver assumes all responsibility for fines or traffic violations.

• No smoking in rental vehicles.

• Do not permit unauthorized individuals to drive or ride in the vehicle.

• Ensure that all doors and windows are locked when vehicle is not in use.

• Inspect vehicle before leaving and after returning to the point of pick-up.

• Report any malfunctions or damages to the local Enterprise branch from which the vehicle was rented.

• Report any accidents to local authorities, the local Enterprise branch from which the vehicle was

rented, and University Travel Management.

• Student organizations and/or individual members may be held responsible for damages to rental

vehicles. It is important to contact University Travel Management in these cases so that we can work

with you.

30 | P a g e

Non-compliance with the above guidelines may result in disciplinary actions up to and including Judicial Board

review and may also jeopardize future vehicle rental privileges for the student organization.

CHARTER BUSES

To request a charter bus for local or national travel, fill out a Charter Bus Request Form and submit to

[email protected]. A quote will be provided to you by the Office of Parking and Transportation Services.

Submit this quote to the SORC Business Office (sorc2@pitt.edu) and, once approved, the SORC will arrange for

an interdepartmental transfer of funds for payment.

NATIONAL TRAVEL

If your student organization is traveling farther than 250 miles from Pittsburgh, you should always consider

alternative transportation options other than personal or rental vehicles, especially when an advisor is not

traveling with the organization. All hotel and flight reservations can be made through the SORC during One

Card hours. They may also be made through Anthony Travel by filling out the Travel Request Form. Parking

and Transportation Services offers charter bus options (please see previous section on charter buses for more

information).

INTERNATIONAL TRAVEL

All student organization international travel is prohibited unless it is approved by the Vice Provost of Student

Affairs or Dean of Students in conjunction with the Global Experiences Office. International travel must have a

University sponsor and must follow all requirements of the Global Experiences Office.

USING UNIVERSITY TRADEMARKS

UNIVERSITY NAME

Independent student organizations are voluntary associations led by University of Pittsburgh students and are

thus legally separate entities from the University. No independent student organization may adopt a name

which may be construed as misleading as to the nature of affiliation of the organization. Therefore,

independent student organizations may not use “University of Pittsburgh,” “Pitt,” or any other trademarked

phrase at the beginning of their name, but they are permitted to say “Blank Club” at the University of

Pittsburgh or “Blank Club” at Pitt. This policy includes all online platforms (social media, email, websites, etc.)

Other University trademarks—for example, “Panthers/Panther”—cannot be used.

Correct:

Incorrect:

Russian Club at Pitt

Pitt Russian Club

Cypher Club at the University of Pittsburgh

University of Pittsburgh Cypher Club

Tango Club

Panther Tango Club

Student organizations that have special exemption from these guidelines will be required to either include

“Club” or “Student Organization” in their name and on all marketing materials—web, print, t-shirts, mugs, etc.

31 | P a g e

UNIVERSITY LOGOS

All registered student organizations must be in compliance with the University of Pittsburgh Logo Usage Guide

for Registered Student Organizations. This guide is outlined in the following pages (31-34). Additional

Guidelines for Competitive and Recreational Club Sports can be found on the Campus Recreation website.

32 | P a g e

33 | P a g e

34 | P a g e

35 | P a g e

UNIVERSITY POLICIES AND PROCEDURES

ASSUMPTION OF RISK POLICY

It is understood and agreed that participation in all activities of registered student organizations is voluntary

and that all risk of personal injury, property damage or other losses that occur incidental to membership or

participation in activities are assumed solely by the student organization and/or individual member(s) or

participant(s).

Accordingly, the University of Pittsburgh, its officers and agents shall not be responsible nor liable for any

claims or causes of action for damage or loss of property or personal injury of any kind or nature which may

arise out of or are incidental to the conduct of any organization’s activities or that of any individual’s

participation in any organization-related activity.

It is further understood and agreed that it is the responsibility of the signatory officers of the organization to

assure that all of the organization’s members and non-member participants, in all activities hosted by the

organization, are fully informed and advised of this Assumption of Risk, and in the event any individual

member or participant should express or indicate non-acceptance, the organization’s officers shall forbid

participation and/or membership of such individual.

In regard to organization/participant assumption of risk, the University recommends that the organization

and/or participants make every effort to arrange for the acquisition of liability insurance sufficient to protect

all participants against those risks being assumed. Similarly, for sport-related organizations the University

recommends that each individual have insurance sufficient to allow for any risks by participation, accident or

by deficiencies in physical health.

STUDENT CODE OF CONDUCT

The Student Code of Conduct (Code) outlines behavioral expectations for University of Pittsburgh students

and registered student organizations and provides descriptions of the hearing and appeal processes. Alleged

violations of the Code by registered student organizations, whether they occur on or off campus, will be

adjudicated using the Level II conduct process. Misrepresenting information on the application for

registration is a violation of the Code and may result in disciplinary action.

For more information on the Student Code of Conduct, visit: https://www.studentaffairs.pitt.edu/conduct/.

ANTI-HAZING PROVISION

Hazing at the University of Pittsburgh is a violation of the Code and is absolutely not tolerated. Hazing also

may be considered a criminal offense in the Commonwealth of Pennsylvania. In accordance with Pennsylvania

law, any reports of alleged hazing are published on the Office of Compliance, Investigations, and Ethics

website. This published report is updated on a biannual basis and can be found here. For more information

on the University’s stance against hazing and the adjudication process, please review Chapter 3 of the Code or

visit the Student Conduct Website, or visit the Compliance Office website for more information about

investigations.

36 | P a g e

POLITICAL CAMPAIGN ACTIVITY

The University of Pittsburgh values the expression and exchange of ideas and encourages students to exercise

their rights and privileges as individuals by participating fully in the political process. Due to the University’s

status as a tax exempt organization, there are limitations on the type of partisan political activities that can be

conducted on campus.

Accordingly, your student organization is expected to observe University Policy 02-03-09 Participation in

Political Campaigns (“Policy”) and should consult the guidelines with respect to participation in political

activities. The Policy is not intended to infringe in any way on an individual’s right, in his or her own name, to

support a particular candidate or participate in a political campaign. Please visit the SORC website for more

information.

Individuals remain entirely free to become involved in the election process as they choose, in a manner that

does not evidence or imply University involvement. This is a complex issue, accordingly, if you have any

questions regarding such activities please contact the Office of Community and Governmental Relations.

PUBLICATIONS CODE

The organization will ensure that any organization publication or material will:

• Comply with current copyright laws.

• Be distributed according to policies and procedures.

• Refrain from expressions that are considered obscene or libelous according to current statute,

advocate or incite the material interference or physical disruption of the educational process or the

peace, order and decorum of the campus, or that advocate or incite imminent lawless action or the

violent overthrow of the government.

• Identify the organization as publisher and specify that the group is a registered student organization at

the University of Pittsburgh.

ADVISORS

Pitt requires that all registered student organizations have an advisor. An advisor must be a full-time Pitt

faculty or staff member. Student organizations are run by students themselves, but advisors play a key role in

offering guidance and advice.

ROLE OF THE ADVISOR

• Serve as a liaison between the student organization and the University.

• Be familiar with the University rules and regulations applicable to student organizations.

• Serve as a Campus Security Authority and comply with the Clery Act.

37 | P a g e

• Report any information received regarding incidents of hazing to the Office of Student Conduct or the

University Police.

• Serve as a Responsible Employee in instances of Title IX concerns.

• The advisor is not empowered to exercise any supervisory or other authority on behalf of the

University.

• Serve as a non-remunerated consultant and act only in his/her/their personal capacity and not as a

representative of the University.

• The choice of advisor and the acceptance to serve as advisor represents a voluntary association that

depends primarily on the group and advisor.

• The advisor may agree with the group to perform all or some of the following:

1) Attend regular meetings of the organization and become familiar with its activities.

2) Provide assistance to the organization in meeting the conditions of registration.

3) Provide assistance in the planning and implementation of program activities.

4) Provide assistance in the areas of organizational and personal development.

5) Insure that the group operates according to its constitution.

SELECTING AN ADVISOR

All registered student organizations are required to have an advisor. Your advisor MUST be a full-time faculty

or staff employee at the University of Pittsburgh. Adjunct faculty and graduate/teaching assistants are not

eligible to be a student organization advisor. When selecting an advisor, you may want to find someone who

can easily take a personal interest in your group and whom you feel can work well with the organization. If

your organization has alumni who are fulltime Pitt employees, consider asking one of them to serve as your

advisor. If your group is focused around a particular interest or discipline, try asking a faculty member in that

department. Be sure to have a conversation with your advisor to establish expectations of the advisor’s role

with your organization. If you need help in selecting an advisor, please contact the Student Organization

Resource Center at [email protected].

38 | P a g e  
 
CAMPUS DEPARTMENTS/RESOURCES 
 
CAMPUS RECREATION 
Baierl Student Recreation Center 
3034 Petersen Events Center 
3719 Terrace Street 
(412) 648-8210 
[email protected] 
 
FACILITIES MANAGEMENT 
3400 Forbes Avenue 
Eureka Building 
412-624-9500 
 
FRATERNITY & SORORITY LIFE 
6
th
 Floor William Pitt Union 
3959 Fifth Avenue 
412-648-9523 
[email protected]  
 
GRADUATE & PROFESSIONAL STUDENT 
GOVERNMENT 
825 William Pitt Union 
3959 Fifth Avenue 
(412) 648-7844 
[email protected] 
 
INCLUSION & BELONGING 
6
th
 Floor, William Pitt Union 
3959 Fifth Avenue 
(412) 648-9523 
[email protected]  
 
LEADERSHIP DEVELOPMENT 
119 William Pitt Union 
3959 Fifth Avenue 
412-624-5203 
[email protected]  
 
PANTHER CENTRAL 
3990 5th Ave, Pittsburgh, PA 15213 ·  
(412) 648-1100 
[email protected] 
 
 
 
PITT CATERING CO. (CAMPUS CATERING) 
(412) 648-2302 
[email protected] 
 
STUDENT AFFAIRS TECHNICAL SERVICES 
412-648-7821 
[email protected] 
STUDENT GOVERNMENT BOARD 
848 William Pitt Union 
3959 Fifth Avenue 
(412) 648-7970 
[email protected] 
Allocations:  [email protected] 
 
STUDENT UNIONS/EMS RESERVATIONS 
William Pitt Union 
3959 Fifth Avenue 
(412) 648-7815 
 
O’Hara Student Center 
4024 O’Hara Street 
(412) 624-3129 
 
EMS Reservations 
ems.williampittunion.pitt.edu 
[email protected]  
 
UNIVERSITY EQUITY, DIVERSITY & INCLUSION 
31st Floor, Cathedral of Learning 
4200 Fifth Avenue 
(412) 648-7860 
[email protected] 
 
UNIVERSITY CLASSROOM SERVICES 
Alumni Hall, Suite B10 
4227 Fifth Avenue 
Pittsburgh, PA 15260 
(412) 648-7240 
[email protected] 
 
 