Guidelines for Student Organizations

List of Guidelines

• Reserving Rooms on Campus

  Understanding the Process

  Room reservations are necessary for meetings, workshops, and other gatherings. The Dean’s Office often serves as the intermediary between the organization and campus facilities, ensuring that student events align with university standards and regulations. Requesting a room requires advanced planning and a clear outline of your event’s purpose.

  Steps for Effective Room Reservation

  Start by reviewing the university’s policies on room usage. Identify the appropriate room size based on expected attendance, and choose a date that fits both the organization’s calendar and the Dean’s Office schedule. Submit your request in writing, detailing the purpose of the event, the expected number of participants, and any specific technical needs. Always submit your request well ahead of time—ideally, at least two weeks in advance.

  Space Reservations

  • If you wish to serve food in your event and/or change the layout of the room, you will incur expenses to cover charges related to custodial services. A breakdown of Facilities charges and fees can be found on FIU Facilities Management.
  • Reserving a space in the Engineering Center (EC): Initiate the room reservation process by requesting an Event Space Request Form from Susy Chavez (suchavez@fiu.edu) at least two weeks in advance.
  • If tech support is needed, advise via email when submitting the Event Space Request Form.
  • EC classroom reservations must be made through FIU Central Reservations.
  • For after-hours events (after 5 pm), a minimum two-hour custodial fee applies.
  • No food is allowed at events that take place after-hours.
  • For TV signage and email campaigns, request three business days in advance.

  Confirming and Following Up

  Once submitted, the Dean’s Office will review the request and provide confirmation or suggest alternative arrangements if the space is unavailable. Follow up with a respectful reminder a few days before the event to ensure all arrangements are finalized. If any changes occur, notify the Dean’s Office immediately.

  Use of the Reserved Space

  On the day of the event, arrive early to verify the room’s setup. Respect the space and adhere to the agreed-upon time. Leave the area clean and orderly, as this reflects positively on both the organization and its relationship with the Dean’s Office.

• On-campus Events

  Planning and Approval

  Hosting an on-campus event requires careful planning and collaboration. Begin by drafting a proposal that outlines the event’s objective, schedule, and logistical needs. This proposal should be submitted to the Dean’s Office for review and approval. Include details on any external guests, the intended audience, and anticipated security or support requirements.

  Compliance with University Policies

  Ensure that the event complies with all university policies, including those related to safety, student conduct, and the use of university branding. The Dean’s Office will guide you through these regulations and may suggest modifications to align the event with institutional standards.

  Role of the Dean’s Office in Event Success

  The Dean’s Office serves as a key partner in facilitating on-campus events. They provide guidance on compliance and can connect the organization with other departments, such as facilities, catering, and security, ensuring all logistical details are covered.

• Ordering Food and Refreshments

  Notification of upcoming food and refreshment orders must be provided by email to Jack Allen at the Dean’s Office (johallen@fiu.edu) with a purpose of the event, and a list of requested items a minimum of three business days prior to the event.

  • Please provide a reason why food and refreshments should be served at the event.
  • Please share a copy of a flyer for the event.
  • Please produce in writing a statement detailing the benefit of the event to FIU.
  • Before submitting a request for food or liquid refreshments for a student organization event, please confirm with Jack if the preferred vendor will accept a tax-exempt web or phone order using a university credit card for the students to pick up (or delivered). Jack and his university credit card cannot leave the Dean’s Office to make payments or pickup orders. Vendors who have previously worked with FIU student organizations are listed below.
  • Please provide an itemized receipt for each purchase (showing zero sales tax).
  • Immediately after the event, please provide a list of all attendees with both names and Panther ID’s.
• Food and Beverage Vendor Suggestions
  • Publix orders are not allowed, they do not accept tax-exempt purchases over the phone.
  • Domino’s Pizza (#3812; on 133 SW 107th Ave) accepts phone orders with FIU credit card and tax exemption. Ask for the on-duty manager via phone, 305-553-5233.
  • Walmart has FIU’s tax exempt certificate on file and they accept web orders using a university card. Student organizations may henceforth use Walmart for purchasing supplies such as water, chips, soft drinks, etc. Please allow at least three days for delivery.
  • Panera Catering has FIU’s tax exempt certificate on file and they accept web orders using a university card (delivery only, not in-store pickup). Place orders via their Panera Catering web portal.
  • La Carreta in International Mall has the FIU tax-exempt number on file. You must go to the restaurant in person to place the order and call Jack Allen at the Dean’s Office (305-348-9947) to give the credit card number.
  • Chick-Fil-A (Flagler Street and SW 97th Ave) says they accept tax-exempt purchases over the phone.

  Please let us know if you discover additional suitable vendors so we may share with other organizations.

  For catering options, view ShopFIU’s Preferred Caterers list.

• Fundraising Activities

  Planning Fundraisers

  Fundraising is an essential activity for many student organizations. All fundraising efforts must be approved by the Dean’s Office to ensure alignment with university policies. Develop a detailed fundraising plan that includes the type of fundraiser, target audience, and financial goals.

  Approval and Implementation

  Submit your fundraising plan to the Dean’s Office for review. They will verify that the activity does not conflict with existing university fundraisers or policies. Once approved, maintain transparent communication with the Dean’s Office throughout the planning and execution stages.

  Event Expenses and Donations

  If expenses are covered by FIU Foundation donations, please provide:

  • Event flyer or announcement.
  • Purpose of the event.
  • Event’s benefit to FIU.
  • Attendee list with names, credentials, and FIU a/iliations.
  • Receipt or invoice of the purchase

  For fundraising events, submit a Fundraising Event Intake Form 90 days prior to the event.

• Financial Reporting

  After the fundraiser, provide a brief financial report to the Dean’s Office, summarizing the funds raised and their intended use. This report demonstrates accountability and fosters trust between the organization and the university administration.

  Funding & Financial Reports

  • Registered student organizations have access to funds through the RSOC, the Engineering Student Council (ESC), and a limited College of Engineering and Computing fund.
  • You can seek donations from industry partners and philanthropic organizations to support events, supplies, travel, and outreach in accordance with Fundraising Procedures for Student Organizations Manual, RSOC manual, and FIU policies. When in doubt, please reach out to Jack Allen for guidance.
  • Monthly finance reports on the college funds available for student organizations will be shared, but day-to-day accounting is the responsibility of the student organization.
• Student Travel

  Travel Planning and Approval

  Student travel for conferences, competitions, or networking events requires approval from the Dean’s Office. Start by preparing a detailed travel itinerary that includes dates, destinations, and the purpose of the trip. Include a list of participants, estimated costs, and a plan for covering these expenses.

  For all referenced documentation and travel resources, visit the FIU Office of the Controller Travel Resources page.

  Student Organization Travel & Educational Supplies

  Contact Susy Chavez, CEC’s liaison for student travel and project supplies purchases, at suchavez@fiu.edu. For a smooth travel experience and to ensure compliance with university, state and federal travel regulations and policies:

  • Submit travel requests at least 45 days in advance via email by completing
  • Complete the Group Travel Form and include the following: link to your event/conference website/flyer and purpose of the activity.
  • Complete the Travel Authorization Request (TAR) form.
  • For educational supply purchases, indicate purpose of the purchase and provide an announcement/flyer of the event/conference/competition with 2 weeks before the event or activity.

  Safety and Compliance

  Safety is a top priority for the university. Ensure that all travel plans comply with university policies, and consult the Dean’s Office regarding any additional travel regulations. The Dean’s Office may require participants to complete waivers or attend pre-travel sessions.

  Post-Travel Reporting

  After the trip, submit a brief report to the Dean’s Office, detailing the outcomes of the travel. This report should include how the trip benefited the organization and its members, as well as any connections made that might further the organization’s goals.

• Industry Relations and Community Partnerships

  Establishing Professional Relationships

  Building strong industry and community partnerships enhances a student organization’s reach and impact. When initiating contact with external partners, the Dean’s Office should be informed and involved to ensure the partnership aligns with university values.

  The Role of the Dean’s Office

  The Dean’s Office can facilitate introductions to industry leaders, local businesses, and community organizations. They provide valuable insights on which partnerships will be most beneficial and how to approach these relationships professionally. Involving the Dean’s Office early in the process will help avoid conflicts of interest and ensure the organization’s reputation is upheld.

  Managing and Nurturing Partnerships

  Once a partnership is established, maintain regular communication with the Dean’s Office to keep them informed of any developments. This collaboration will support the long-term success of the partnership and ensure it remains beneficial for all parties involved.

  Fundraising Summary

  FIU/FIU Foundation (FIUF) has a legal and fiduciary responsibility to track and report all donations made to the university. This procedure provides guidelines to student organizations at FIU, who wish to engage in any type of fundraising activities for the benefit of FIUF, to ensure compliance with university policies and procedures. Student organizations need to work closely with an FIU department or college employee (part of the student organization’s college) to complete appropriate forms and follow procedures as well as a budget manager who will review and approve the charges or requests. It is strongly recommended that the student organizations start collaborating with their department lead or liaison six months prior to the anticipated event start date but no later 90 days prior to event start date.

  Procedure

  If a student organization is planning an event and aims to raise funds, such as sponsorships, to support the execution of event, they will need to know the following information before soliciting funds for the benefit of and by the FIU Foundation:

  1. Who is their Lead/Liaison for the student organization(s) at their college or department? This person will submit the event intake form on behalf of the student organization and work with the student organization closely throughout the process (more information below).
  2. Who is their Finance Lead or Liaison at their college or department? This person will assist with providing the necessary Foundation Project #, Department ORG #, and other financial information when submitting the event in-take form.
  3. Who is their Development Team Lead or Liaison at the college? This person is part of the development team in the college (group responsible for fundraising) and coordinates or supports activities related to securing philanthropic funds or commitments for the university. The student organization will need to work closely with the development team member to comply with university and FIU Foundation policies and protocols when soliciting and raising funds for their activities.
  4. Will there be a significant charitable component related to any revenues collected at this event?

  Solicitation Materials

  All events will need to have solicitation materials such as an event flyer, announcement or a website, FIU email account, etc. The event material should include a clear solicitation language (see suggested language below). It’s important to note that if multiple materials are created for an event (electronic or print), the solicitation language should remain consistent throughout all the materials. Events often incorporate sponsorships from businesses and corporations that help cover the costs of the event. If you plan to have sponsorships for your event, please follow the next steps prior to soliciting any funds:

  Step 1

  The event sponsorship package includes the various packages, which are available for purchase. This package must include details on any benefits the sponsors may receive. Benefits may be tickets to the event, food, beverages, etc. Most sponsorship packages have a charitable and a non-charitable component. The non- charitable component is tied to the value of benefits in U.S. Dollars ($) that the sponsors are receiving. We also call this quid pro quo or Fair Market Value (FMV). The FMV is assigned the applicable sales tax, which is 7% in Miami Dade County. The charitable component may be tax-deductible to the sponsor.

  Further, if this is not a free event, the student organization will need to provide FIUF details about the benefits provided in order to calculate the FMV and taxes. Type of documents you can send FIUF are catering invoices and documentation from the vendors. Please work with your Department or College Lead on the event sponsorship package. A department lead can be a faculty advisor or staff member for the student organization. This person must work with the Department or College’s Finance Team to determine which Foundation Project # the funds will be deposited into. If a new Foundation Project ID # is needed, the Department or College Lead will work with the Finance Team to initiate the required paperwork.

  Suggested Language for Solicitation

  “Your contribution may be considered tax deductible, where allowed, to the fullest extent under the law as allowed by IRS regulations. Any and all net proceeds from this event, after payment of associated expenses, may be used to support the [insert program or project ID name] through the FIU Foundation, Inc. The amount of your contribution that is deductible is limited to the excess of your contribution over the value of the goods and services provided to you. In accordance with Foundation policy, the Foundation may assess a one-time Advancement Initiative fee in the amount of 3% of the Gift (“Initiative”) to support the University’s general fundraising and capital campaign expenditures. The Initiative will be collected with the first installment of the Gift (and any subsequent installment, if necessary) in order to fulfill the Initiative as soon as practicable.”

  Example of Benefits Breakdown

  Package Name	Package Amount	Sponsor benefits	FMV (quid pro quo)
  Gold Sponsorship	$10,000	10 tickets valued at $100 each Recognition on all materials promoting the event Recognition from the stage during the event	$1,000 $0 $0
  Blue Sponsorship	$5,000	8 tickets valued at $100 each Recognition on all materials promoting the event Recognition from the stage during the event	$800 $0 $0
  Yellow Sponsorship	$1,000	5 tickets valued at $100 each Recognition on all materials promoting the event Recognition from the stage during the event	$500 $0 $0

  Please note you will still need to complete this step even if there are no quid pro quo or FMV in your event sponsorship package.

  Step 2

  Once #1 above is completed, the Department Lead will need to initiate the Foundation Event Intake Form. This form will need to be completed at least one (1) month before the event. The form has specific instructions on how to complete it. Any financial information requested in this form (i.e., department ORG # and Foundation Project #) must be provided by the Department’s Finance Team. This form will automatically route to the Department ORG approvers for their review and approval.

  Step 3

  Once the form is approved in #2, the form will route to the Foundation Finance Team and Foundation Gift Services for their review and approval. All parties will receive a copy of the completed form.

  Purchases for an Event/Activity

  When a student organization hosts an event, whether it’s a conference, a social gathering, or fundraising activity and need purchases made to host this activity, it’s officers must provide the following documents to the FIU employee (department or college liaison) making the purchases (such as placing orders for supplies, catering, etc.) for them:

  • Announcement/flyer for the event.
  • Purpose of the event.
  • Event’s/activity’s benefit to FIU.
  • List of event attendees with their credentials: A tentative list can be provided prior to the event and a confirmed list must be provided post event.

  Additional Information

  • Checks issued for the event or any student organization activity should be written out to FIU Foundation and include project or event name it is benefiting in the memo line. A letter from the sponsor can also be included as a supporting document.
  • Checks should be mailed directly to the FIU Foundation at 11200 SW 8th Street, MARC Building 5th floor, Miami, FL 33199. If a student organization receive a check, its officers should immediately give the check to the college’s development team lead/liaison or bring it to FIU Foundation for processing.
  • If you are expecting to receive sponsorship donations via credit card, please reach out to Olema Leon at oleongon@fiu.edu for assistance. Student organizations cannot use their own webpage or credit card terminals to process payments.
  • If you have questions on language to include in solicitation materials, please reach out to Olema Leon at oleongon@fiu.edu.
• College-Wide Communication & Outreach Protocol

  A. Introduction

  The purpose of this document is to provide a consistent, cohesive, and efficient approach for student organizations at the College of Engineering & Computing (CEC) to communicate with their fellow students across the college. Following guidelines outline how student organizations can utilize the college-maintained resources for effective communication. By following these protocols, student organizations can effectively communicate their events and initiatives, fostering a vibrant and engaged college community.

  B. Resources

  I. College-wide listservs

  a. Eligible Communications

  Student organizations may ask for the assistance of the Office of the Dean to promote the following types of events via CEC listserv:

  1. First General Body Meeting of the Academic Year: Announce the first general body meeting of the organization for the academic year.
  2. College or University-Wide Activities: Share information about college, campus or university wide competitions (such as Hackathons), or conferences (such as WiTCON) hosted by your organization or in partnership with other organizations.
  3. Career Development Events: Promote activities co-hosted with corporations or government agencies that focus on career development and benefit a variety of college majors.

  b. Ineligible Communications

  The college-wide listservs cannot be utilized for:

  1. Member Recruitment Events: Such as events specifically aimed at recruiting new members.
  2. Fundraising Activities: Including bake sales or similar fundraising efforts.
  3. Social Events: Events like trivia contests, movie nights, or purely social gatherings. Student organizations are not permitted to send announcements directly from their own email accounts to the CEC-maintained listservs. For targeted communications to specific majors, please contact the relevant academic department administrators with your request.

  c. Submission Guidelines

  To ensure your communication is processed e/iciently, please adhere to the following submission guidelines:

  1. Recipients: Send an email to the Office of the Dean (Jack Allen and Susy Chavez), copying your faculty advisor, describing the nature of the request including all of the information highlighted in section 3 and 4 below.
  2. Timeline: The request should be submitted at least seven (7) but no later than three (3) business days before the event start date. Ideally, all event-related communications should be distributed to appropriate stakeholders several days prior to the scheduled activity to maximize attendance. A seven-business day lead time will allow the Office of the Dean a proper planning to circulate your activity 3 to 5 days in advance, giving an opportunity to the students to plan accordingly, and increasing the likelihood of their participation. Requests submitted within two business days of the event start date will be rejected for several reasons:
     Last-Minute Decisions: Last-minute notifications do not allow individuals the time to consider their attendance, potentially leading to missed opportunities for engagement.
     Professionalism: Consistent and timely communication reflects professionalism and organization within student groups, which can enhance the credibility of the organization and its events.
  3. Required Information:
     Event start and end date and time
     Event location
     Point of Contact Information: Name and email address of the person who can respond to questions from other students about the event/activity.
     Whether food or refreshments will be provided
     If applicable: Event registration link or online meeting link
  4. Optional Information or Documents:
     You may also include:
     One file, such as an event flyer (maximum size: 1 MB) with clear images/logos. Those that are larger than this size, have distorted, blur or skewed images/ logos will be rejected.
     A brief purpose statement, such as: “Join us to meet the executive board, learn about [student organization], upcoming activities, and connect with your peers who share your interests in [field].” The staff of the Office of the Dean reserves the right to modify the language as necessary to ensure clear, effective, and efficient communication.

  d. Frequency of Communications

  CEC student organizations may utilize the college-maintained listserv for a maximum of four distinct events per academic year. This limitation is in place to prevent listserv fatigue among subscribers. Please note that event reminders will not be sent out.

  II. Additional Resources to Promote Student Organization Activities

  Student organizations are encouraged to explore other channels for promoting their activities:

  1. Digital Presence: Establish and utilize social media accounts or a website for your organization to reach out to other students or communities.
  2. CEC Internal Newsletter for Students: The college marketing team circulates an internal newsletter to CEC students every two weeks during the academic year. If you wish your activity to be included in this newsletter, contact CEC marketing team (in particular Annette Gonzalez) at least seven (7) but no later than three (3) business days prior to the event start date with all relevant details as outlined in section I.c.3 and I.c.4 above. CEC marketing team reserves the right to modify the language as necessary to ensure clear, effective, and efficient communication.
  3. Common Area TV Screens: Requests for TV signage in common areas, such as the hallways or Panther Pit in Engineering Center, should be sent to Jack Allen and Susy Chavez seven to three business days prior to the activity. Your request should include:
     A flyer or video in 16x9 ratio (recommended sizing: 1920 x 1080). Materials that do not fit in the criteria will be rejected.
     Signage with expiration date and time

  III. Creating Your Own LISTSERV

  Student organizations have the option to create their own FIU LISTSERV to communicate with interested stakeholders. LISTSERV is the electronic mailing list management software used at FIU. The purpose of LISTSERV is to disseminate a single message simultaneously to a group of people (subscribers). To initiate this process, please open a ticket by contacting EIC Help Desk for engineering organizations or KFSCIS IT Support for computing organizations. You will need to provide a list of subscriber emails and will be responsible for maintaining this list. You need to allow subscribers to unsubscribe from the list at any time and engage in respectful discussions. Please note that we cannot provide email addresses of students. However, you can choose to collect email addresses by creating a sign-in sheet at your events.