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Office of Student Engagement

RSO Handbook
Current RSO List
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Contact

Sara Martin
Assistant Director, Student Engagement for Campus Activities
Office of Student Engagement - East Falls

Registered Student Organizations (RSOs)

Taking an active role in your college experience is an easy thing to do by joining one of our many student clubs and organizations on campus or by starting your own. 

The Office of Student Engagement creates an environment in which registered student organizations can thrive. Their activity plays a critical role in campus life! There are a wide variety of involvement options for students to choose from including Greek life, intercultural groups, faith-based groups, club sports, performing arts, special interests and community service. Our organizations are open for all students to join. 

Planning An Event? Review the information below

Your organization has determined the event you want to hold, great! But how are you implementing it? What funds do you plan on using? Before submitting any of the required forms, your org must consider how you are acquiring your supplies. 

Every RSO can request $250 / semester. This money is held by the Office of Student Engagement and to access it you MUST complete the Budget Request Form two weeks prior to your expected event date. OSE will review the request and approve/deny it accordingly. OSE will only provide funding for campus use. 

Some organizations have their own budget saved over the years through fundraising and donations. If your organization has this, you should use these funds first. Have your treasurer contact OSE to find out how much is in your org's account. Then someone from your organization can either email OSE the list of items to purchase, or come into 317 for assistance. If you are placing a pick-up order, you must schedule a meeting with OSE. No reimbursements are possible. 

Receipts must be provided to OSE for ALL purchases. If receipts are not provided, the use of funds will be suspended. The following spending is restricted: gift cards (excludes campus store), donations, meal delivery services, (such as Doordash). 

**OSE has a business account with Amazon, meaning we have fast delivery and do not pay some fees when purchasing. We also have a BJ’s account for bulk purchasing.

OSE has supplies that you can use too! Complete the OSE Equipment Form. We have: a speaker, microphones, markers, crayons, sharpies/permanent markers, access to Kahoot! Gold, cornhole, spikeball, clothing racks, photobooth, fabric tablecloths, tarps, and more. 

Financing Your Event
Budget Request Utilizing RSO Funds
Each RSO can request $250 per semester. This must be completed two weeks prior to the event. Please email OSE with any questions regarding the budget process.  Your organization may have funds in your account. Contact OSE to check on this amount. This is your money to use and does not require approval. Either email OSE or come into 317 for purchasing assitance.  

Event Request Form

This is a new requirement for all RSO events. The purpose of this form is for Registered Student Organizations to submit event requests to the Office of Student Engagement. Room reservations and advertisements will not be approved without a completed form on file.  

Examples of events include but not limited to; tabling in Kanbar, flag football tournament, bingo, trivia, and fundraising events. This form does not have to be completed for RSO executive and general body meetings. 

OSE recommends completing the event request form minimally two weeks before the event. If the form isn't submitted with two weeks notice, there is no guarantee your event will be approved.  

Embedded in this form is the External Speaker Form. 

If you have questions, please email tju_ef_studentengagement@jefferson.edu

Web EMS Portal

All reservations must be submitted at least 72 hours (three business days) in advance of the meeting/event. However, at least two (2) weeks in advance is ideal for meetings/events that require facilities or technology set-up. Reservations can be placed up to 120 days in advance.

  • The reservation system is not automated. When you submit a request, it goes into a queue. Reservations are confirmed in the order in which they were received. Please allow 48 hours (two business days) for reservations to be confirmed. The status of your reservation can be viewed in EMS. If you have submitted a request but have not received confirmation, please do not submit another request.
  • RSO Reservationists are expected to check their University email address for any follow up. Sometimes more information is required before a reservation can be confirmed.
  • Do not advertise an event before you have received the reservation confirmation.

Event Setup Request Form

Event Setup Requests* are where you will detail your vision for the event space. This includes table and chair needs (seating, food service, display tables) and miscellaneous items (stage, coat racks, and stanchions). Event Setup Requests are necessary to inform Facilities or Kanbar Building Managers about your ideal layout. Be as detailed as possible.

It is highly recommended to complete this form two weeks in advance. Any requests not completed 72 hours prior to an event will not be accepted, and you will have to take the space as is. This form must be completed for most* events on campus. The date, time, and location on this form should be identical to what was entered on the Event Request Form and Web EMS Space Reservation. 

* A work order is not needed for the vending tables inside of Kanbar.

If your event is in Kanbar, you can include the technical equipment needed for your event in the Work Order.

Events outside of Kanbar, email IS&T for technical equipment: EFHelpdesk@jefferson.edu

Forms for RSO Events

Budget Request Event Request Facilities Work Order
Must be completed two weeks prior to expected event date. OSE requires this timeframe to review and purchase event items. This form is ONLY for RSOs planning on using their requeted $250. Organizations using their own funds, this is not needed. Recommended this form is completed two weeks in advance and at least three business days prior to the event. Every event by RSOs needs to have this form completed. This form is required as OSE needs to review and approve events on campus. Organizations do NOT need to complete this form for executive/general body meetings. Recommended this form is completed two weeks in advance and at least three business days prior to the event. Work Orders are required for all events outside, Downs Auditorium KPS, & Kanbar 306. The Event Setup Request form is vital as it informs Facilities what setup is needed for the event.

This form is NOT required for the vending tables inside Kanbar.

Related Links

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