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SPAC Hours
Advising
Organization Mailboxes
Campus Mail Service (include
Res Hall access)
Storage Locker
Table Reservations
MU Display Boards
Financial Accounts
Agency
Accounts
Tax
Identification Number
Off-Campus
Banking
Managing
Group Funds
Funding Sources
Club
Finance Council
Other
Sources
SPAC HOURS
SPAC is open Monday through Friday, 9:00 a.m. to 4:00 p.m. during
the academic year. Drop-in hours are from 11:00 a.m. to 12:00:pm,
and 1:00 p.m. to 2:00 p.m., Monday through Friday. During the summer,
we are open from 9 a.m. - 3 p.m.
ADVISING
You can meet with a SPAC Advisor to get specific advice or general
information that will help you and your organization be successful. SPAC Advisors
are experienced and knowledgeable about many leadership topics,
such as event planning, teamwork, organizational management, budgeting
and using community resources. We are available during drop in hours to answer any questions you may have.
Complex matters may require an appointment.
ORGANIZATION MAILBOXES
Mailboxes located in SPAC are provided for every registered student
organization, except for professional school organizations which
have a mailbox through the Student Affairs Office at their school.
These mailboxes should be checked at least once a week for SPAC
and other campus business, announcements and federal mail. Have
your mail addressed to:
Your Group’s Name
Student Programs and Activities Center, Box # ____
One Shields Avenue, 457 Memorial Union
University of California, Davis
Davis, California 95616-8706
If you would like to distribute mail to other student organization
mailboxes, please check with the SPAC
Receptionist. Your student organization may use the mail bins
located in SPAC, 457 MU for campus mail, or you may deliver to
the Mail Division.
NOTE: Mailboxes will be emptied on June 30 and contents returned to sender (USPS) or discarded
unless groups have registered for the following year. You can
begin the re-registration process on May 1 for the following year.
CAMPUS MAIL SERVICE
Note: SPAC will not accept delivery of Federal Express or UPS
packages for student groups.
Campus mail (postage-free use of Universtiy mail system) is to
be used only for the purpose of communicating with members of
your organization who have on-campus addresses and for conducting
organization business with campus departments. Campus mail may
not be used for commercial purposes; or in connection with general
religious or political purposes or activites. If your group wishes
to solicit individuals or departments, it must be mailed through
the US Postal Service. Campus mail may not be used for general
mass mailings.
(For example, a large stack of flyers cannot be put through campus
mail for every faculty member or student. Each flyer must be addressed
to every faculty member, student or student organization.) Mail
sent to on-campus residence halls must be individually addressed.
Postage is not provided for mail which is sent to off-campus locations.
When mailing flyers, the name of your student organization and
mailbox # must be located in the return address of the flyer.
REACHING STUDENTS IN THE RESIDENCE HALLS
UNIVERSITY OF CALIFORNIA, DAVIS
IF YOU ARE FROM A CAMPUS DEPARTMENT:
* Send all materials to Residential Education, 160 Student Housing
and we will distribute them to hall staff for posting. The suggested
number of copies is 105.
* Contact the Residential Education Office (752-l736) to make
arrangements.
IF YOU REPRESENT A REGISTERED STUDENT CLUB/ORGANIZATION:
* You can reserve table space in the dining commons (see above).
* You can post notices on public boards in each area:
Segundo Area
Boards located in the lobby of the dining commons building.
Tercero Area
Boards located inside the dining commons building, main floor.
Cuarto Area
Boards located inside each of the dining commons entrances.
IF YOU REPRESENT AN OFF-CAMPUS GROUP/AGENCY:
* You can post notices on public boards in each residential area
(see above).
A FEW REMINDERS:
* Door-to-door solicitation is not allowed in any residential
area.
* Banners on stakes are not allowed within any residential area.
* Posting in undesignated spaces is not allowed within the residence
halls.
* Publicity being posted may not contain any reference to alcohol.
* Chalk advertising on the sidewalk is not allowed.
* Any violations of these posting policies will result in loss
of “tabling” privileges.
We encourage you to work with us in following Student Housing
and University policy in this area. If you have any questions,
we would be happy to discuss our policies/philosophy with you.
Please feel free to call the Residential Education staff at 752-l736.
STORAGE LOCKERS
There are 24 medium and 12 large lockers in Lower Freeborn awarded
on a first-come, first-served basis
beginning June 1 for one academic year. To be eligible, a group
must be registered for the upcoming year and
complete a Locker Application at SPAC. Only one locker is awarded
per group. Lockers are not available for personal use. Unclaimed
lockers are occasionally available during the academic year and
can be assigned at SPAC. Although there is no fee to use lockers,
$25 will be charged for a lock or key that is damaged or not returned,
or any locker that is not cleared out by the assigned date. A
hold will be placed on your organization until the $25 is paid.
NOTE: Lockers must be cleared by the
date designated in the locker contract or contents will be
discarded, and may result in the
loss of your organization’s locker privileges for the following
academic year. Freeborn Hall and SPAC will not be responsible
for theft or damage to locks, lockers, or locker contents.
TABLE RESERVATIONS
ON CAMPUS ORGANIZATIONS
Campus student organizations and departments may reserve one
of the designated tables at the Memorial Union and Silo Union
through the MU Campus Information Center (MUCIC) located on the
first floor of the Memorial Union.
Table reservations may not be made more than 4 weeks in advance.
Every student organization conducting a fundraising event at
an MU or Silo table must first have the fundraising application
approved by the Student Programs and Activities Center (SPAC)
and receive a Permit to Sell, which must be presented to MUCIC
and then clearly displayed at the table. Tables are monitored
by SPAC. Departments receive fundraising approval and a Permit
to Sell from Campus Events and Visitor Services (CEVS).
USE BY OFF-CAMPUS ORGANIZATIONS AND INDIVIDUALS
Reservations of MU/Silo tables may not be made more than 2 weeks
in advance.
Off-campus non-profit groups must provide
a TIN # to sell non-commercial literature priced to cover “reasonable cost of production”.
Fundraising approval must be obtained from Campus Events and
Visitor
Services and a Permit to Sell must be displayed on the table.
POLICIES APPLYING TO ALL TABLE RESERVATIONS
• Tables are made available for disseminating literature
and information, recruiting members and
conducting approved fundraising activities.
• Organizations must check in at MUCIC at the beginning
of every reservation period and clearly display a Space Reservation
Card on the table.
• Tables must be claimed by noon on the reservation day.
If your table is not claimed by noon, you will forfeit your reservation
for that date.
• Tables must be staffed at all times by a member of the
group.
• Displays and activities associated with the table reservation
cannot block the free flow of traffic or
encroach on another table.
• No posting is permitted on walls, windows, doors, trees
or receptacles around the table, but posters may be attached to
the table.
• Commercial sales and activities are strictly prohibited.
Groups wishing to conduct commercial activities may contact the
UC Davis Bookstore at (530) 757-3080 to contract and pay for vendor
space that is sometimes available for such activities.
RESERVING AN MU DISPLAY CASE
A great way for publicizing your group and its programs is
to use a display case on the first floor of the MU. These display cases may be
reserved for two weeks at a time by registered student organizations and campus
departments on a first-come, first-served basis at the Campus Union Information
Center. Each registered group has the opportunity to sign up for one display
board (2 weeks) per quarter.
Reservations of boards for Winter and Spring Quarters may
be made as early as the first day of the preceding quarter. Your group may reserve
a board for Fall Quarter beginning the 1st day of Summer Session I (SSI). If a
group fails to post its display by the deadline, other groups can claim the board
on a first-come, first-served basis.
Deadline for removal is 5:00PM on Friday or prior if that
business week ends early due to any type of holiday or MU closure. All displays
must be removed by the deadline or they will be removed and discarded. Groups
that fail to remove displays by the deadline will lose display board privileges
for the remainder of the quarter plus one additional quarter. If a display board
key is lost, broken, or not returned, there will be a $15 key replacement fee
that must be paid by your registered student organization. A hold will be placed
on your organization until the $15 is paid.
FINANCIAL ACCOUNT ASSISTANCE
Registered student organizations are required to have a financial
account to raise funds on campus. SPAC can assist your organization
with on or off campus financial accounts in the following ways.
AGENCY ACCOUNTS
Registered student organizations may
open a financial account on campus through SPAC. This account,
called an Agency Account,
has a $35 annual fee. Although it differs from a typical bank
account in that you have no checkbook, it may be used as the
organization’s
general operating funding for all income, expenditures and campus
recharges.
The benefits of an Agency Account are:
- You have a University account which departments can bill
directly (recharge) for services.
- You can utilize services of campus department for which you
cannot write a check or pay cash (e.g., audiovisual equipment,
catering, security, stage, tables, chairs, etc.)
- You do not have to pay the full rental fee for campus facilities
in advance.
- You are eligible to raise funds by working for departments
(such as Sodexho) because they can credit your account.
- You may also be eligible for funding from on-campus programs
which are designed to transfer funds only to an on-campus account.
TAX IDENTIFICATION NUMBER OR EMPLOYER IDENTIFICATION NUMBER (EIN)
An Employer Identification Number (EIN) is also known as a Federal
Tax Identification Number, and is used to identify a business entity or organization. If
your group wants to open a bank account you will need an EIN. You may apply for an EIN
in various ways. For information or to apply online go to http://irs.gov.
Note: Non-profit status is different than a status as a charitable
organization. Donations made to your group are NOT tax-deductible
for the donor under non-profit status.
OFF-CAMPUS BANKING
Each bank has varying requirements for opening or updating bank
account information. SPAC can provide a letter of verification for your organization
that confirms status of your student organization and identifies officers with signature
authority that are listed on your Registration Application Form. Visit the SPAC office to
request a letter of verification. This letter can be used to open an account or update
signature authorization on an existing account.
MANAGING GROUP FUNDS
If your group raises funds on campus or receives funds from a
campus department, you must have a group financial account.
HOW CAN SPAC HELP?
• We can provide information
on how to set up a group financial account on or off campus.
•A Program Coordinator can provide
information to your Treasurer on how to develop effective procedures to manage your group’s money.
WHY SHOULD FINANCIAL RECORDS BE KEPT?
Student organizations using campus facilities to raise funds
must keep complete and accurate records showing the means by which
funds were raised, the amounts spent, and the ways in which funds
have been or will be used. Records should include ledgers, receipts,
contracts, canceled checks, group checkbook and/or passbook. For
assistance, schedule an appointment with a SPAC Advisor.
Thorough and accurate financial records will:
- assist your organization in budgeting and keeping track of
funds,
- help document that funds have been handled properly, and
- provide essential information regarding income and expenses
to give future officers and members a head start in planning.
- prepare your group for an audit.
These records must be kept current and
available. SPAC reserves the right to inspect or audit the
group’s financial records
at any time.
SPAC may conduct a financial review if irregularities are found,
or if there is reason to believe that the funds have not been
used for reasons clearly stated on your fundraising application.
If misuse of funds is alleged, a detailed University audit may
be conducted. The organization will be charged with the cost of
the detailed audit if misuse of funds is demonstrated. Additional
record keeping requirements may be imposed by SPAC when appropriate.
Student Judicial Affairs
3200 Dutton Hall, 752-1128
This office administers the student conduct system and responds
to alleged violation of University policy and campus rules and
regulations by students and student organizations. Student Judicial
Affairs promotes the Code of Academic Conduct and provides information
and assistance in student grievance cases, including those involving
student records law, sexual harassment and other claims of discrimination.
FUNDING SOURCES
CLUB FINANCE COUNCIL
The Club Finance Council (CFC) provides approximately $80,000
* in grants to eligible registered undergraduate student organizations
on campus. As a program dedicated to supporting thePrinciples
of Community of UC Davis, CFC strives to fund a variety of educational,
cultural, and leadership development opportunities/events hosted
or produced by undergraduate registered student organizations.
CFC may allocate the maximum grant amount of $2000 per student
organization per CFC fiscal year (the CFC fiscal year runs from
November 1 to October 31). Activities for which funds are sought
should be well planned and likely to succeed.
* Funding amount varies each year.
Interest Free Loans
CFC also provides interest free * loans ALL registered student
organizations including graduate and professional student organizations.
A loan from CFC allows a student club to get seed money to conduct
fundraising activities in either on campus or off campus to benefit
the club itself. A loan can also be used for membership only type
activities provided the activity is able to generate revenue for
the club/organization. Loan amounts can range from $50.00 to $3000.00
which are given to student clubs free of interest* for a period
of time. (Please visit the CFC website for details).
* Interest may accrue if a loan is not paid back by the due date.
OTHER FUNDING SOURCES
In addition to CFC, registered student organizations can apply
for funds from various programs and departments on campus. For
example, clubs planning to do a program that has a leadership,
diversity or cultural component are usually eligible for funds
from the Cross-Cultural Center (call 752-4287). Depending on the
nature of your program, you can also look for additional funding
from various campus academic departments as it relates to your
specific program. Visit the CFC website for updated information
on other funding sources.
If you are interested in researching how to obtain funds for
your organization from external sources, Shields Library can help
you in identifying possible sources of off-campus funding support
(from government agencies, foundations, corporate sponsorships,
etc.). Numerous publications are available at Shields Library
in the reference section and in the Government Documents Room.
