Student Programs & Activities Center, UC Davis

Once registered, your organization becomes eligible for many privileges, opportunities and services. There are also many campus, local, state and federal policies and guidelines that pertain to activities you may wish to do on campus. These are described in detail in this Student Organization Source Book (SOS).

It is through registration as a student organization that your group is recognized by the University. This permits you and your group to reserve facilities, raise funds, apply for campus funding, receive services from the Student Programs and Activities Center (SPAC) and other campus departments. Registration expires June 30 each year.

When identifying your status as a student group at UC Davis, consider the following options. Each has its own responsibilities and privileges.

This status is designed for NEW student groups that wish to use University facilities for the purpose of getting organized, developing plans and goals, and recruiting members. This status will enable your group to use some University facilities for one organizational meeting only for a period not to exceed 30 days. Your group can be granted this Intent to Register status only once.

To apply, complete an Intent to Register application and submit it to the Student Programs and Activities Center, during Drop-In Hours (Monday-Friday, from 11 am-12noon, 1pm-2pm). You are encouraged to meet with an Advisor about recruiting members, program planning and preparing registration forms. Your group’s Intent to Register status begins when it is approved by a SPAC Advisor.

Registered student organization (RSO)-- a student organization registered with the Student Programs and Activities Center (SPAC) and formed to provide charitable, service, social, cultural, artistic, recreational, or educational activities consistent with the educational mission of the University. Examples are the Electrical Engineering Club, Davis Ballroom Dance Club, Delta Gamma Sorority, and Vietnamese Student Association. (PPM 270-07)

Sport Clubs are organizations registered with the Intramural Sports/Sport Club Office whose purpose is to provide sports activities to interested UC Davis students. They are not required to register at the Student Programs and Activities Center, but are permitted the same access as registered student organizations to advising services, leadership programs, fundraising privileges, reservation of campus facilities and participation in the annual Activities Faire. For more information, contact the Student Programs and Activities Center Advisor or the Intramural Sports/Sport Club Office at 752-3500.

Campus Interest Groups are organizations registered with Campus Events and Visitor Services (CEVS) whose members must be associated with the University through employment, alumni or student status, or as spouses of students. The purpose of these groups is to provide charitable, service, social, artistic, recreational or educational activities. Registration permits such groups to use campus facilities on an occasional basis. For more information, contact CEVS at 752-2813.

Graduate Student Association (GSA) provides services to all graduate students who are automatically members of GSA once fees are paid. GSA distributes funds to department/group graduate student organizations. For more information, contact the GSA office at 752-6108. If a graduate student organization wants to reserve University facilities or engage in fundraising on campus, they must register with the Student Programs and Activities Center.

HOW DOES A GROUP QUALIFY?
The following are the criteria used to approve the registration of student organizations.

Each student organization is required to describe clearly and specifically the purpose of the organization. If the stated purpose is too vague or general, your application will be returned and you will be asked to speak with a Advisor. The purpose stated on the application will be used by the Student Programs and Activities Center staff when providing information to the campus community. The purpose of the organization should be consistent with the educational nature of the University.

All variances of names and visual representations of the University of California, Davis, are considered UC Davis trademarks.
The marks include any trademark, service mark, name, logo, insignia, seal, design, or other symbol or device associated with or referring to UC Davis. Also included are any word, phrase, or image that implies association with the University, such as “Cal Aggie” or “Go Ags!” The University owns these trademarks and must approve their use.

With the permission of the Student Programs & Activities Office (SPAC), student organizations may use the “UC Davis” logo, “Go Ags!” logo, or athletic logos. Groups are not permitted to use the University seal or “Cal Aggie” logo.
Student organizations may use the University name (including any abbreviation) only to describe its location, but not as part of its name. Example: “Social Club at UC Davis” is permitted, but “UC Davis Social Club” is not permitted.
Student organizations may use the term “Aggie” as part of a name, but not “Cal Aggie.” Example: “Aggie Cultural Association” is permitted, but Cal Aggie Cultural Association” is not permitted. [If the name of your group is the same as, or very similar to, that of another group (campus or off campus), then you must clearly differentiate your group’s name. Terms that may help you differentiate your name include “at UC Davis” or “Campus Chapter of.” Examples: Campus NOW, Campus Chapter of Girl Scouts.

Anyone violating the provisions of California Education Code 92000, which prohibit use of the University name without permission, is guilty of a misdemeanor. We urge groups to review all publicity materials used in any event they sponsor to insure accurate representation. Since individuals maybe misled into thinking the University is associated with an event that uses its name, the University is exposed to potential liability should someone suffer damage or injury at the event. The University will seek indemnification from groups for any damages it may suffer as a result of unauthorized use of the University’s name.

Each registered group must be composed of at least five currently registered and paid UCD students.
Public information about these students may be disclosed without prior written consent unless the student notifies the UC Davis Registrar’s Office in writing or via an established electronic procedure that such information shall be confidential. Public information includes name, address, e- mail addresses, and telephone number. SPAC may release this information about you as a representative of this organization.
Only currently registered and paid UCD students can be active members; only active members may vote, hold office, determine programs, control the group’s money, and represent the group to the University. Currently enrolled UCD students must comprise three-fourths of the organization’s membership.
Associate members may be students on PELP, UCD staff, faculty, and the immediate families of UCD students, staff and faculty and non-University related individuals.
Associate members may attend group meetings and events, participate in discussions, serve as guest speakers on an occasional basis, teach, and perform small tasks for the group.
The University is committed to a policy that prohibits discrimination practices. Your group may not utilize discriminatory practices based on race, color, national origin, religion, sex, disability, age, medical condition (cancer-related), ancestry, marital status, citizenship, sexual orientation, or status as a Vietnam-era veteran or a special disabled veteran. The University also prohibits sexual harassment.

Your group may chose to have an advisor if you wish to do so. An advisor can be a valuable source of information and continuity for the group, and may be a UCD staff or faculty member, someone from the community or a UCD student.

Advisors May:
provide information/advice to the group; participate in orienting and training new members and officers; attend group meetings; and participate in discussions.

Advisors May Not:
select members (but may participate in selection discussion); determine or direct the group’s programs, goals, performances; control group’s finances; vote; hold office; reserve campus facilities or represent the group to the University or community.

Groups which are sponsored by, or are part of the University, will not be registered as student
organizations. This generally includes those groups whose programs are generated, implemented, funded, directed, or controlled by the University. Typical examples of this would include Intercollegiate Athletic teams, classes offered by the University, departments/units of the University, ASUCD activities and groups whose sole purpose is to support/fund any of the above. General exceptions may include residence hall social fund groups. Residence hall groups must have approval from the Housing Office to apply for status as a registered student organization.
A registered student organization may state that its active and associate membership is composed of students, staff, or faculty of the University. It shall not indicate or imply that it is acting on behalf of the University or with University approval or sponsorship.
University regulations state that registered student organizations may take positions on issues if they make it clear in so doing that they are not representing the views of the University or the student body as a whole.
The University’s name, insignia, unofficial seal or address may not be used by a student group for religious or political activities, when such use might reasonably be construed to imply the University’s support for the group’s position on a religious or political subject. The University’s name may be used for identification purposes or in a return address provided that the user group explicitly states that it is acting in a private capacity and not as a representative of the University.

A student group that is associated with a local, state, national or international organization will be registered only if the group, through its active members, retains decision-making authority and control over its programs and finances. This means that:

The group has the authority to make all final decisions.
The group does not have to obtain permission or approval from its associated organization for its activities.
The group makes the final decision to use the funds it generates.
The group does its own financial book keeping.
The officers are selected by the student members of the group.
A group that is an agent for an off-campus or another campus organization or whose sole purpose is to support or fund such an organization will not be registered.

Due to the increasing number of student organizations and demands for campus resources and space, groups applying for registration which appear to closely duplicate already existing groups will be required to submit a clear, written description of the differences between the groups. This may include such components as purpose, programs, philosophy, and structure. The responsibility rests with the group to prove to the University how it differs from the existing groups and why it should be registered as a separate student organization.

1. The President/Primary Leader or Treasurer/Financial Officer must complete an Online Registration Orientation before submitting an application. Orientations are offered online or live on campus. If you would like an in person orientation please contact SPAC and we will schedule an orientation for you. Starting May 1st, the registration process begins for the following academic year.

2. To obtain or update a campus financial account (Agency Account), complete Part IV (Agency Account Request Form) with the Registration Application and an annual fee of $35.

3. Your group will be assigned a SPAC mailbox in 457 MU. (Mail to Law School, Med School, Vet Med School and Graduate School of Management groups will be sent directly to the Student Services Office in their school.)

5. NOTE: Check with SPAC for any holds placed on your group. Applications will not be considered until all holds are cleared. There is a $25.00 SPAC fee to release any hold placed on organizations.

Policies and guidelines governing these privileges are included on pages 19 through 32.

1. Occasional use of reservable University facilities and properties for activities such as meetings, social events, fundraising, speakers and conferences.

2. A campus mailbox and use of campus mail for correspondence with members who have campus addresses and for conducting the organization’s business with campus departments.

3. Free use of storage lockers for your group, available on a first come, first served basis.

4. The privilege to post and distribute materials on campus in accordance with the Distribution of Literature and Posting Policies and the UC Davis Policy and Procedure Manual.

5. Opportunities to sponsor fundraising activities on campus, with SPAC approval.

7. Eligibility to apply for funds from Club Finance Council are for undergraduate clubs only. Graduate student organizations, are eligible for funding through the Graduate Student Association or through their respective professional schools.

8. The use of MU & Silo outdoor tables for distributing information and fundraising. These are reservable through the Campus Unions Information Center (CUIC).

9. The use of display boards on the 1st floor of the MU, reservable through the MUCIC.

10. Access to SPAC resources including advising, leadership training programs, event planning, problem-solving, referrals, and participation in the Activities Faire.

Upon becoming a registered student organization, your group assumes the following responsibilities:

1. Representing your Group

Only the five officers* whose signatures are on file with the Student Programs and Activities Center may transact business with the University on behalf of the organization. (Exception: Any member may reserve tables or display boards.)

2. Updating Group Information

If at any time information about your group changes (such as its name or status of the five officers*) you need to turn in a Registration Update Form to describe those changes to the Student Programs and Activities Center. If the officer who attended the Orientation for the current registration period has left office, the current President or Treasurer must attend another Registration Orientation.

3. Maintenance of Financial Account and Financial Records

Your group must maintain a financial account and records of income and expenditures for funds generated on University property. These records are subject to financial review by University Officials.

4. Personal Liability for Debts

The five officers* who sign the Registration Application assume responsibility (and may be held personally liable) for all debts and obligations incurred by the organization. The treasurer or others responsible for the organization’s accounts must pay all bills or make arrangements for payment. If debts are not paid, registration and/or transcripts of these officers may be withheld until debts are paid. The University is not liable and cannot be held responsible for any debts or obligations incurred by the organization to a non- University agency. At the end of Spring Quarter, the Treasurer or others responsible for the organization’s accounts must pay all bills or make arrangements for payment.

5. Discrimination & Harassment

The University of California, in accordance with applicable Federal and State laws and University policy, prohibits discrimination based on race, color, national origin, religion, sex, disability, age, medical condition (cancer-related), ancestry, marital status, citizenship, sexual orientation, or status as Vietnam-era veteran or special disabled veteran. The University also prohibits sexual harassment. This nondiscrimination policy covers admission, access, and treatment in University programs and activities. All groups operating on campus and recognized by the University are governed by this policy.

6. Holds

A hold will be placed on the registration of any student organization that has not satisfied a debt or obligation to the University in a timely manner, has an overdrawn Agency Account, or has violated University policies or regulations. A hold results in the suspension of all your organization’s campus privileges. To release the hold, a representative of your organization must bring written documentation that the debt or violation has been satisfied (e.g., receipt, letter from Student Judicial Affairs, etc.) with a $25 Hold Release Fee to SPAC for your group’s privileges to be restored.

7. Compliance with Legal Regulations

In all activities, student organizations shall assume full responsibility for abiding by local, state and federal laws, and University and campus regulations.

8. Respect for University Activities and Individual Rights

Activities shall not interfere with traffic, regularly scheduled campus activities, or the orderly administration of the University. The First Amendment protects the right to say or write unpopular, intolerant or controversial ideas, as long as they do not violate laws or University Policies, including time, place and manner restrictions. Student organizations are encouraged to review their activites to reflect the values in the UC Davis Principles of Community

9. Contracts and Publicity

Events and activities sponsored by student organizations must be advertised and promoted in such a way as to make clear the function is sponsored by the organization acting in a private capacity and not as a representative of the University. Student organizations may not sign contracts on behalf of the University, as its agent, or imply that it is representing the University in any agreement.

10. Dissolving an Organization

Should your organization choose to dissolve, to formally terminate your status as a student organization with SPAC, complete a Registered Student Organization Termination Form and submit it to SPAC.

11. Defunct Agency Account

If your organization does not re-register for two consecutive years, any money left in your organization’s Agency Account will be used to benefit all other registered student organizations.