Student Association Handbook

General Definitions

In this Regulation, unless the context otherwise requires:

Club – means any organization ratified by the Student Union in accordance with this Regulation, except for a Course Union;
Council – means the governing body of a Course Union;
Course Union – means a department-specific organization of Members, ratified by the Student Union in accordance with this Regulation;
President – means an Executive Officer and primary contact of a Student Association. This role does not carry greater authority than other executive positions; all executives share equal decision-making power;
Vice-President Finance – means an Executive Officer responsible for the finances of the Student Association;
Vice-President Events – means an Executive Officer who is the main contact for event planning;
Event – is any gathering of 2 members or more for the purpose of a meeting or social gathering in relation to the purpose of the specific Student Association;
Department – means any academic field available for study at the University;
Executive Member – means any duty elected or appointed governing member of a Club or Course Union;
Member means any student who is enrolled in a UBCO degree or program and/or has paid the Students’ Union of UBC Okanagan student fee for the current academic year; and
Student Association – per Bylaw 1, shall mean clubs or, course unions groups ratified by the Student Union.

Basics to operate

1. ALL Student Associations are active (affiliated with the SUO) from August 1 – July 31 each academic year.
2. RENEWAL for each student association is required each academic year to retain active status. Renewal applications are accepted from July 1 until 11:59PM of the first Friday of Winter Term 1.
3. ORIENTATION –Register 1-2 executives for the annual Orientation held every September and January! It’s mandatory to attend orientation to retain active status and be eligible for funding. Have a backup plan in case to have somebody there who is part of the SA and is listed as an executive in some sort of way. No excuses accepted!
4. SUBMIT an end-of-term funding report! Ratified student associations must submit an EOT for the previous term to be eligible for the following term funding. Failure to submit this report may result in the ad-hoc funding committee imposing a standardized funding cap for all non-compliant associations. Our goal is to ensure equitable standards.
5. STUDENT ASSOCIATIONS operate as part of the SUO which is a separate non-profit organization:
   • The club or course union will have events and meetings on the campus but is not part of UBCO
   • Membership consists of UBCO undergraduate students attending classes on campus AND paying student fees to the Student’s Union Okanagan
6. DO NOT use the letters “UBC” or “UBCO” in an email address, logos, domain names or social media handles. “SUO” must precede the student association name to be able to use the “UBCO” acronym at the end of the name only.
7. FUNDING – It happens at the beginning of term 1 and term 2! There is a one-time limited-time only funding opportunity for brand new ratified student associations!
8. PRE-APPROVAL for all OFF-CAMPUS events is a MUST, no exceptions! If you are uncertain, submit one anyways! Don’t risk it!
9. PROMOTE your Student Association event on the SUO Events Calendar and the Student Association Events calendar in Rubric!
10. POSTER PRINTING for events (20 free posters printed per event). We also have on campus printing services at paper & supply co.
11. MAKE sure all executives either have access to the Student Association email address and/or Rubric Club Portal.
12. STUDENT ASSOCIATION REGULATIONS – Know them or face the consequences! This is the responsibility of the entire executive team! Not knowing them does not excuse breaking them.
13. EMAIL – use the Student Association email address for all club/course union communication!  Keep the executive team in the know!
14. ON-CAMPUS EVENTS – get the space booked first, then submit the UBCO Campus Event Form!
15. DON’T MISS INFORMATION – CHECK all the email inbox folders, including Junk/Spam and one labelled Important
16. MERCHANDISE sales are for fundraising purposes only! Proceeds cannot be used for non-club/course union purposes. If you’re not sure, ask first!
17. BOOK UNC106 Theatre or UNC105 Boardroom through paper & supply co! Click the links!

Everything You Need to Know About Starting a Student Association

Any group of UBC Okanagan undergraduate students can submit a request to start a SUO Student Association.

Application forms for new student associations in the 2026-2027 academic year will only be accepted between August 1-October 2, 2026 and January 1-February 5, 2027.

• Student Associations are part of the Students’ Union Okanagan (SUO), an independent non-profit society that operates separately from UBC and UBC Okanagan. While Student Associations work closely with the university community and support students within academic disciplines, they are governed and supported through the SUO.
• Based on a legally binding naming agreement between the SUO and UBC, student associations must always put the “SUO” acronym at the beginning of their name if they want to use the “UBCO” acronym in the same name.  This pertains to all forms of communication including the name.
  • Examples of permitted usage of UBCO acronym are:
    • SUO (student association name) at UBCO
    • SUO (student association name) @ UBCO
    • SUO (student association name) at UBC Okanagan
    • SUO (student association name) @ UBC Okanagan

Every new Student Association must be ratified at a SUO Board of Directors meeting. Being ratified as a SUO Student Association means that your group can access all resources that the SUO has available (we’ll get into what those are soon).

How do I become ratified?

• Check our Student Association Directory and ensure a similar Student Association does not already exist.
• Review the Student Association Handbook before submitting an application form to see what services are available.
• Review the Student Associations Regulations by which the student association is bound to follow, go to the Student Union Regulations at the following link. Scroll down to the Table of Contents and click on the Student Association Regulations, it will take you directly to the relevant pages. All executives and members involved in operations of the student association MUST know and follow the rules and regulations. Please refer to these regularly, they may change due to decisions of the Policy Committee and Board of Directors.

• Next, fill out a Student Association Registration Form:
  • The first page must provide a Student Association name, the aims and purposes, a minimum of three executive members and a general student association email address. You can have more than three executive members; however, there must be at least the required minimum of President, Vice-President Finance and Vice-President Events.
  • Personal emails cannot be used for student association communication. There must be an email address designated to the student association that can be passed on to future executives.
  • A faculty advisor can provide guidance and support, but Student Associations are not required to have one.
  • Page 2 is the names and signatures of the three signing authorities (President, VP Finance, 3rd executive of choosing). Your signing authorities will oversee and approve the spending of student association funds and must also be executive members. There must be no more or less than three signing authorities.
  • Pages 3 and 4 are for sharing information for the required 32 general members needed to complete the registration form.
    • If the application is successful and the potential student association is ratified by the SUO Board of Directors, the members listed on pages 3&4 will need sign up as members in the Rubric club portal once it is affiliated with the SUO.
• Create a student association portal on our Rubric online platform using the primary email address for the student association.  Do not use personal emails, we will not affiliate association accounts created with personal emails.
• Complete the online registration form (Forms tab/Affiliation Processes) which includes uploading a pdf of the completed Student Association Registration Form.
  • Please note: The online registration form will only be available during the periods that we accept registration forms, however you can fill out the SA Registration Form and have it ready to upload as a pdf before the specified time period.
• The potential executives and members will need to create personal student accounts on Rubric as well, using their personal email addresses.
  • If the student association is ratified, the executives will be able to access the SA portal from their personal account once it is affiliated with the SUO.

Once a Student Association Registration Form has been submitted within our online Rubric platform and reviewed to be complete without error, the Membership Outreach team will send an email letting you know that the application has been accepted.

Once the application is completed without error and accepted it will be reviewed by the VP Internal and Membership Outreach Coordinator. Based on new regulations, the application is presented to the Student Association Oversight Committee for review before being submitted to the Board of Directors for ratification. If we have questions, we will reach out via the Student Association email address specified on the form.  If requested, the executives named on the form may be invited to attend a meeting with the SA Oversight Committee.  The application may be denied if it is a duplicate of any existing Student Association, it does not have a clearly defined purpose or it cannot operate within the Student Union Regulations.

• Student Association means any organization ratified by the Students’ Union in accordance with SUO Student Association Regulations and is open to all SUO members.
• Check out the page titled “Club vs. Course Union to learn the difference.

For every Student Associations you will need:

• Three executive members, President, Vice President Finance and Vice President Events (see definitions in the Student Association Regulations).
• Three signing authorities (President, VP Finance and 3rd executive of the team’s choosing).
  • Your signing authorities are the executive members of your student association who oversee and approve the spending of your student associations funds. While you may have more than three executive members, you may only have three signing authorities and they must also be executive members. Based on Student Association Regulations, the President and Vice President Finance must be listed as signing authorities. We do not accept computer font or adobe signatures on page 2 of your registration form (your list of signing authorities). Signatures must be hand created and full signatures, initials only will not be accepted.
• Thirty-two regular members, all executives and members must be students currently registered in classes, attending UBCO & paying student fees to the Student’s Union.
• A general student association email address.
• Course Union only – A constitution that outlines the mandate and operations is required for each course union. A new potential course union can submit a registration form and wait to be ratified before creating a constitution. The executives of the course union would need to create a constitution during the first year of operation, if ratified. Here’s an example constitution.

Most importantly, student associations must be open to all current undergraduate students at UBC Okanagan. Graduate students are part of the GSA which is a separate student union that they operate under. Graduate students can attend events, however they cannot be members or executives of student associations ratified under the SUO.

New student association must not duplicate the function of a pre-existing group. If a club or course union already exists, join them and get involved!  Check the directory and join!

Contact the SUO VP Internal or Membership Outreach Coordinator if you have any further questions or concerns.

Once you submit the registration form in Rubric, check the student association email on the form for all updates. We will email this address to connect and ask questions.

• We may want to set up a meeting for more information.
• This is where you will get notice of your ratification status and whether the application is passed or denied.
• If the application is approved and the student association is ratified by the SUO Board of Directors, an email will be sent and include information on how to get started.
• You will also be guided to submit a funding application for new student associations only in the Rubric club portal for up to $500.  You will have 10 days from the date of receiving the successful ratification email to submit the funding form.
  • If you miss the deadline, you will have to wait until the Term 1 or Term 2 funding periods to apply for funding.
  • If you miss the deadline, you will only be eligible to receive the maximum amount of $500 the first time you submit a term funding application.

Can ratification be lost? Yes!

• Student Associations will be dissolved after remaining inactive for over 6 months.  If a student association is not renewed in Term 1, it must renew before the deadline in Term 2 of the same academic year. If both deadlines are missed the association will be dissolved and any remaining funds transferred to the general funding budget and redistributed in the next term funding period.
• If members of the Student Association do something that violates the UBC Student Code of Conduct, such as but not limited to:
  • misconduct against persons
  • misconduct involving property
  • disruption
  • unauthorized use of university facilities, equipment or services.
• If a major or repeated violation of the Student Associations Regulations occurs.
• If a Student Association operates financially using external sources such as:
  • e-transfers
  • fundraising online platforms
  • opening an external bank account
  • cash transactions that bypass established financial procedures and used for unauthorized expenses

What is a Course Union?

• The purpose of a course union is to enhance the ability of students to discover, pursue, and share their passions in a particular academic field.
• A Course Union may restrict membership to students in their particular academic field, or they may be open to all students.
• Voting members and executive members are specific to undergraduates who major or minor in the relevant subject of the course union.
  • Voting members: all undergraduate students majoring or minoring within the specific academic field are automatically voting members of the relative course union.
  • Course Union executives: all undergraduate students majoring or minoring within the specific academic field are eligible to run for executive positions in the annual elections.
• Any student can join the course union and be a general member. They are welcome to attend course union meetings and events, however they cannot vote or run as a candidate unless they are a voting member.
• It is the responsibility of each student association to keep up on emails and all inquiries, including potential or designated voting members.
• Examples of Course Union activities are:
  • socializing and/or community events
  • tutoring programs
  • group midterm or finals study sessions
  • supplying specific course materials
  • advocating for students in their academic field
  • fundraising
• Many course unions will work in liaison with an academic advisor.
• Every course union is required to have a Course Union Constitution.

Please note: It is expected that course unions provide a safe space for all of their students. Discrimination on the grounds of sex, gender, sexuality, place of origin, social status, disability or age will not be tolerated. Course Unions support the diversity of our campus and the fullness of a student’s university experience that is the privilege of all students on our campus.

What is a Club?

• The purpose of a club is to enhance the ability of students to discover, pursue, and share their passions and common interests not including a particular academic field ratified as a course union
• Club membership is open to all undergraduate students
• We investigate complaints against any Student Association not responding to incoming students interested in a club.
• It is the responsibility of each student association to keep up on emails and all inquiries, including potential members.
• It is expected that clubs provide a safe space for all of their students. Discrimination on the grounds of sex, gender, sexuality, place of origin, social status, disability or age will not be tolerated. Clubs support the diversity of our campus and the fullness of a student’s university experience that is the privilege of all students on our campus.
• The variety of types of clubs that exist is extremely diverse:
  • similar studies or general interests
  • religious or faith-based
  • cultural & ethnicity
  • hobby & sports
  • political or social justice
  • affiliated with a particular charity, political or national/international organization
• It is up to each club to organize their executive team year to year through an election process with the members or an internal process of the existing executives replacing vacant positions with members within the club.
• The club must include at minimum the three primary executives (President, Vice President Finance, Vice President Events), who will work as a team to operate the club.
• Three signing authorities (President, VP Finance and 3rd executive of the team’s choosing) are needed for processing expenses for the club finances, renting POS Moneris machines or barbeques, or requesting facilities work order event set-up.

THE BASICS OF RENEWING EACH ACADEMIC YEAR

How does my club or course union renew for the 2026-2027 academic year? Every student association is active until July 31 and disaffiliated as of August 1. Each student association must renew every academic year (August 1 – July 31). Renewals can be submitted each year starting July 1 until the deadline of 11:59pm on the 1st Friday of term 1 (September 4, 2026).

Key Renewal Information and Reminders

Student associations are active each year until July 31. As of August 1st, Student Associations do not have access to SUO student association services and support until they submit their Student Association Renewal Form and renewal is confirmed by the Membership Outreach Coordinator.

If the September renewal deadline is missed, Student Associations do not have access to SUO services and funding for the first Winter term. A Student Association who misses the September deadline may renew and access student association services for the second Winter term. For Term 2 submissions are accepted January 1 until 11:59pm on the first Friday of Winter Term 2 (January 8, 2027) as per the Student Association Regulations.

• Student Associations are part of the SUO which is a separate entity from UBC. The club or course union will have events and meetings on the campus but is not an entity within the university.
• Each student association must have a minimum of three executive members, President, Vice President Finance and Vice President Events (see definitions in the Student Association Regulations) and 32 general members.
  • Course unions ratified before April 2023 are only required to have a minimum of 3 executives and 15 members.
• Three signing authorities: President, VP Finance and a 3rd executive (This may be the VP Events or another executive in the team).
  • Your signing authorities are the executive members of your student association who oversee and approve the spending of your student associations funds. While you may have more than three executive members, you may only have three signing authorities, and they must also be executive members.
  • Based on Student Association Regulations, the President and Vice President Finance must be listed as signing authorities.
  • The 3rd signing authority can be any executive position as long as they are listed in the Society Exec Team in Rubric.
  • Don’t forget that a student can be a signing authority for only one student association.
  • We do not accept computer font or adobe signatures on page 2 of your registration form (the list of signing authorities).
  • Signatures must be hand created and full signatures, initials only will not be accepted.
  • Membership Outreach must be able to effectively verify the signing authorities for processing expense reimbursements and/or equipment agreement forms to the specific student association. Not only is this for the SUO audit but it also protects the student association finances.
• Thirty-two general members who must be undergraduate students currently registered in classes, attending UBCO & paying student fees to the Student’s Union.
• All information must be legible.
• Based on a legally binding naming agreement between the SUO and UBC, student associations must always put the “SUO” acronym at the beginning of their name if they want to use the “UBCO” acronym in the same name.  This pertains to all forms of communication including name, social media handles, email addresses and website domains.
  • Examples of permitted usage of UBCO acronym are:
  • SUO (student association name) at UBCO
  • SUO (student association name) @ UBCO
  • SUO (student association name) at UBC Okanagan
  • SUO (student association name) @ UBC Okanagan

STEP 1

• Fill out a Student Association Renewal Form:
  • Page 1 must provide a Student Association name, the aims and purposes, a minimum of three executive members and a general student association email address.
    • You can have more than three executive members; however, the minimum is 3 (President, VP Finance, VP Events).
  • Personal emails cannot be used for a Student Association.
  • Working with a faculty advisor is optional.
  • Page 2 is to provide the names and signatures of the three signing authorities (President, VP Finance, 3rd executive of choosing).
    • The signing authorities will oversee and approve the spending of student association funds and must also be executive members.
    • There must be no more or less than three signing authorities.

STEP 2

• First things first, make sure you have access to the specific email address for the club or course union
• Log into the Rubric club portal. If you have access to the email address, you will be able to access the portal by clicking on “Forgot Password” to reset it.
  • You must use the club portal linked to the primary student association email address.
  • Another option is to create a student account and have an outgoing executive add your name and email to the Executive Team in Rubric.  You will receive an invite and be able to access the club portal from your personal student account
• Fill out the online Affiliation Form found under Administration/All Forms/Affiliation Process and upload a pdf of the completed Student Association Renewal Form as part of the process.

Step 3

• Update the Exec Team under the profile setting of the portal to match the executives listed on the renewal form plus any other executives who will need access to the club portal.
• Each executive will need to create a personal student account on Rubric as well, using their personal email addresses.
  • Once an executive has been added to the exec team and has created a student account, they will be able to access the club portal from their personal account under the Profiles tab.
  • Each role in the exec team can be set up to limit access based on the needs of the role.
    • For example, the president and VP Finance need access to “Settlements”, but a social media coordinator would not
    • I would recommend that only 1-3 of the primary executives have access to “Club Administrator” to make changes to the exec team
    • Access to “Memberships” should also be limited to protect student privacy, not all executives need to see the entire membership list
    • Most executives would need access to the Forms

Step 4

AFTER the renewal forms have been submitted and approved by Membership Outreach in Rubric:

For every Student Association you will need:

• A minimum of thirty-two general members to sign up for a membership in Rubric.
  • There must be a membership for the current academic year for general members to join.
  • The custom dates for the annual membership are August 1 to the following July 31.
  • As long as the renewal form has been submitted in the affiliation process in Rubric and approved, the start date of the membership can be changed to a date no earlier than July 1 for the members to join.
  • The membership can be set up as free or with a membership fee.
  • The link for the membership can be shared on social media for members to join.
  • Student associations who have submitted the renewal form in Rubric but do not have a minimum of 32 general members joined before 11:59PM September 10, 2026 may lose their affiliation standing in Rubric.
  • The next opportunity to renew the student association would be the first week of Term 2 (deadline 11:59PM January 8, 2027)

Contact the SUO VP Internal or Membership Outreach Coordinator if you have any further questions or concerns.

Check the student association email for updates. We will email this address to connect and ask questions.

At any point during the year, if you have a change in executive or signing authority, contact the Membership Outreach Coordinator by email or during posted drop-in office hours.

Can ratification be lost? Yes!

• Student Associations will be dissolved after remaining inactive for over 6 months.  If a student association is not renewed in Term 1, it must renew before the deadline in Term 2 of the same academic year. If both deadlines are missed the association will be dissolved and any remaining funds transferred to the general funding budget and redistributed in the next term funding period.
• If members of the Student Association do something that violates the UBC Student Code of Conduct, such as but not limited to:
  • misconduct against persons
  • misconduct involving property
  • disruption
  • unauthorized use of university facilities, equipment or services.
• If a major or repeated violation of the Student Associations Regulations occurs.
• If a Student Association operates financially using external sources such as:
  • e-transfers
  • fundraising online platforms
  • opening an external bank account
  • cash transactions that bypass established financial procedures and used for unauthorized expenses

Getting Started: How to Set Up Your Club Portal

• To start using Rubric and all of the things it offers, you need to create a student association account.
• Use the primary student association email address to create the account (the one you have registered with Membership Outreach), not your personal email!
• Make sure that your campus is the University of British Columbia Okanagan SUO of UBC.
• To make a member account, please use your personal email address that was listed on the Student Association Registration or Renewal Form.
• DO NOT make a club portal account using your personal email address! 
  • We will not accept any forms submitted for a non-affiliated portal.
  • You cannot create events for ticket sales on a non-affiliated portal.
• Please note: The entire executive team will also need to create student accounts using the personal email addresses.  You can create different roles and each role can have access to different aspects of the club portal. Everyone should have access to the forms.
• Once a member is listed as an executive, they can access the club portal from their personal account under the profile icon.  This way, the team does not need to share the password for the club portal to get access to fill out forms or create events.

Things you can do with the portal

• Create free memberships for students to join
• Charge a membership fee to help raise funds for events and projects.  Annual memberships must expire on July 31 each year to follow SUO SA regulations
• Course unions could create multiple types of memberships for voting members and non-voting members (see SA Regulations for more information)
• Customize the membership card with a logo and graphic design
• Link club special deals with local businesses to the membership
• Share a link for the annual membership on your social media to make it easy for students to join and get involved
• Communicate by email and/or SMS messages to all your members
• Sell merchandise such as tshirts, hoodies or stickers to fundraise for events and projects
  • Please note: Merchandise sales can only be used to fundraise for future events.  You cannot sell merchandise for the purpose of profit that would require charging PST and GST.  We are a non-profit and must operate as such.
• Create events to promote on the event on campus and in the Student Association Events calendar
• Sell event tickets online and scan tickets at the door
• Promote your student association with write ups and links to social media in Link in Bio tab
• Submit forms to the SUO for renewing each year, funding, end of term reports and borrowing event equipment – no more paper copies and the forms are stored in Club Files for your records.
• Students can submit ratings of the club/course union and events to interact with each other
• All executives can access the student association portal from their personal student account by being added to the Society Exec Team

• Rubric How To Presentation (including videos)

• Rubric Clubs Help Centre

• Student Help Centre

• If you have issues that are not solved in the club or student help centre above, email support@hellorubric.com

Student Association Regulations

Here is a quick access link!  Keep in mind that this link is for quick reference only!  We will keep it updated to the best of our ability; however, the official regulations are found by viewing the regulations under the “How We Run” tab on our website.  If there are any differences in the two documents, the ones posted under “How We Run” are the board approved current regulations and take precedence.

All student associations are bound to follow go to the Student Union Regulations.  Failure to follow the regulations could result in a student association being deactivated for the remainder of an academic year.  Serious infractions could result in the SUO Board of Directors permanently de-ratifying a student association.

To review the Student Associations Regulations

• Click on the “How We Run” tab
• Click on “Constitutions & Bylaws”
• Click on “Regulations”
• Scroll down to the Table of Contents
• Click on “REGULATION VIII – Student Associations”

Please refer to these regularly, as they get updated as new regulations are ratified by the Board of Directors.

You may also want to review the Bylaws for information on our committees who oversee funding and student association oversight.

It is the responsibility of every executive of every student association to be aware of the rules and regulations you are required to follow. 

We do have regulations in place to protect the club functioning and spending.  If at any point, a member or members of the Student Association felt that the executives were not being fiscally responsible or knowingly breaking SUO regulations, the concerned party could reach out to the VP Internal or Membership Outreach Coordinator for help to look into the situation and help deal with any issues that could be occurring. Our goal is to support every student association to be successful in creating social events and a community that is crucial to student life on campus.

Course Unions

If there is conflict between the course union constitution and the Student Association Regulations, the Student Association Regulations take precedence, see Regulation VIII.65.

To help with annual course union elections, you may want to review Bylaw V which we follow for running our own elections every year.

SUO STUDENT ASSOCIATION DIRECTORY

A directory listing helps students discover you and it helps you connect with members new & old! Build your network, showcase events, and share your initiatives within the community.

Create an interactive directory listing by adding any or all of the information below:

• A write up about the purpose of your Student Association and what members can expect
• A logo (276 pixels wide by 172 pixels high png with a transparent or colour-filled background)
• Email
• Facebook
• Instagram
• YouTube
• Twitter
• Discord
• TikTok
• LinkedIn
• Website (if you have one)

If you want to use the UBCO acronym in your name, you must use “SUO” at the beginning of the name and finish with “UBCO”. Do not use the letters “UBC” or “UBCO” in an email address, logos, domain names or social media handles.  Student Associations are part of the SUO that is a separate entity from UBC. The club or course union will have events and meetings on the campus but is not an entity within the university.

Upload the directory information in the Rubric Club Portal, under Communications/Social/Link in Bio.

Email Membership Outreach if you have any questions.

Course Unions

Check out our Directory of Course Unions on campus!  They are a great way to connect with and become involved fellow students who are working towards the same degree as you are.  Course Unions help you navigate the specific faculty or department, as well as hold exam study sessions or tutoring services to fellow students.  Events hosted by course unions are a great way to socialize with people who have the same common interests.  They are also a great source of information for conferences or competitions that you may want to attend or compete in.

STUDENT ASSOCIATION FUNDING

Student Association funding provides financial support for student-led clubs, events, projects, and initiatives that enhance the student experience. Funding is collected through student fees and allocated according to established policies and budget priorities. Student groups can apply for funding by submitting a request outlining their planned activities, expected costs, and benefits to the student community during specified periods explained below. Applications are reviewed to ensure funds are distributed fairly, responsibly, and in alignment with the club or course union’s goals.

Funding for Newly Ratified Student Associations (one-time opportunity)

If you are a new Student Association that has just been ratified by our Board of Directors, you would have received an application form for new Student Association Funding with the email informing you of being newly ratified.  You have 10 days from the date of receiving the ratification email to submit the application and receive up to $500 in funding to help you function until our next official funding period at the beginning of the following start of Term 1 or Term 2.

If you miss the deadline or do not submit an application for the new funding, your student association will only be funded up to $500 the first time term funding is applied for.  A student association must show fiscal responsibility with the initial funding before larger amounts will be approved by the Student Association Funding Committee.

Term 1 & 2 Funding

Outside of being a brand-new club or course union, there are two term funding periods in each academic year for student associations to request SUO funding. One takes place at the start of Term 1 in September and one in Term 2 in January. Funding application details and deadlines are sent out to affiliated Student Association email addresses at the beginning of each funding period. We will not review or process funding applications submitted outside of the specific funding periods.  Make sure you only submit term funding applications during the designated period and do not miss the deadline!

Keep in mind that the form is an application and the amount you ask for will most likely be different than what funding is approved. Don’t spend funds your student association does not currently have available before the applications are processed and the funding is approved by the Ad Hoc Funding Committee or SUO Board of Directors. If the existing balance of funds available go into a negative, the student association will not be able to operate until the balance is returned to at least a zero (0) balance. Term funding will not be approved for student associations in a negative balance.  Budgeting is very important at demonstrating fiscal responsibility.  There is a set amount of funding dollars available for the committee to distribute each term.  Budgeting and spending practices are inclusive of a successful funding application.

Any requests over $1500 may require an in-person or Zoom meeting with the VP Finance & Administration and one other member of the Ad Hoc Funding Committee to discuss the needs of the request.  Requested amounts that are $2000 and under can be approved by the Ad Hoc Funding Committee. Any approved requests over $2000 during one funding period must be ratified by the SUO Board of Directors at a board meeting.

A student association can request up to $3500 total per academic year.

One of your signing authority executives must attend Orientation to qualify for funding. Make sure they sign in and out at the event to register their attendance for the entire event.

At the end of each term, each Student Association will need to fill out an End of Term Report to report on events and spending during that term.  The End of Term Report will be reviewed along-side the proceeding funding application period. Failure to submit an End of Term Report could affect the Student Associations ability to be approved for funding or receive requests for larger amounts in the following term. The form can be found in the Rubric club portal.

The deadlines for submitting End of Term reports can vary year to year based on the request of the VP Finance, however recommendations are:

Deadline for Term 1 End of Term Report – the last Friday before the campus closes for winter break in December

Deadline for Term 2 End of Term Report – July 31, the last day of active status for the current academic year

Please Note:  If the VP Finance requests a different date, we will send out an email with the information a minimum of 2 weeks before the deadline.

We will send out emails when the event is posted for registration, however you can also check the Student Association Event Calendar, so you don’t miss out!

TERM 1 ORIENTATION

Every September we have an Orientation Day for our clubs and course unions. It is usually the second Saturday after the first day of classes. Spend the day with us and learn everything you need to have a successful year as a student association. From finances, budgeting, reimbursements, expenses, funding and creating great events, our orientation agenda will set you up for success.  It is mandatory for one (1), preferably two (2) executives from each Student Association to attend orientation for your Student Association to retain active status, apply for funding and have access to the SUO services associated with Student Associations.

TERM 2 ORIENTATION

As Term 2 starts in January we will have a follow-up orientation meeting with updates, review and any new business that may have occurred since September. We will also have an open town hall forum to find out what our Student Associations need from us and to share ideas. It is mandatory for one (1) executive from each Student Association to attend this meeting in order to apply for funding and remain active.

We will send out emails when the event is posted for registration, however you can also check the Student Association Event Calendar, so you don’t miss out!

FALL EXPO (September)

Expo is a large outdoor event held in the courtyard that provides Student Associations with the opportunity to promote themselves and encourage incoming or returning students to experience clubs and course unions at UBCO. This is a way to make new friends, network, and make connections with local community partners! This outdoor event has room for all Student Associations, as long as they have confirmed their renewal status with the Students’ Union and signed up to participate. As this event is hosted by the Students’ Union, expect a big barbeque with a complimentary meal and a table to meet your Students’ Union crew and *pause for effect* free swag!  This interactive event is a lot of fun every year and a great way to welcome you to our campus!

WINTER EXPO (January)

A more low-key event than the one held in September, Winter Expo is an indoor event (usually held in EME) every January. We host it over 2 days to accommodate more student association participation! Space is limited for this event, and spots fill up quickly, so be sure to register as soon as possible. We can only fit approximately 60 student associations each day. We will limit registration for each student association to participate for one day only.  If there are still tables available the week of the event, we will open it up for clubs or course unions who want to participate both days. Join campus and community partners participating! Watch for sign-up emails in November.

paper & supply co

You can now get all your printing needs done in the UNC! Come stop by the SUO’s print shop “paper & supply co.” We offer colour and black/white printing, lamination, binding, large format printing and more! Your on campus stationery and consignment bookstore offers a one-stop shop for your stationary, promotional and studying needs. All of our textbooks are used, and student owned, which means when you buy a book from us the student that owns it gets paid! We can also take your old textbooks on consignment (some conditions apply) and try to get you paid too.

Visit our website or see us in UNC103 for more information.

Attention all student associations! Stop by paper and supply co. to borrow cash boxes and/or deposit funds into your club account.

Student Association Direct Bill Printing

Student Associations may print at paper & supply co and have the printing billed directly to their Student Association if their total is over $10.00. To be able to be billed directly, the student association must follow the below procedure.

• Have all documents ready to go, formatted in the way you want them printed (i.e. document is formatted in the size you need printed, anything double sided is in the same document).
• Take your documents to the paper & supply co. to discuss printing options and upgrades. They can provide you a quote at this time.
• Have paper & supply co. staff complete their section of the “Student Association Printing Approval Form.” Printing will only be billed directly if the cost is over $10.00.
• Complete and submit the rest of Student Association Printing Approval form to the paper & supply co. along with the documents or files you wish to print. Make sure to specify your printing specifications with the documents (quantity, paper upgrades, colour vs b&w etc.)
• Paper & supply co. will submit the form to the Membership Outreach Coordinator to verify signatures and balances. Once the form is approved, your order will be printed.
• Paper & supply co will contact you via email when your prints are ready for pickup.
• Pick up your prints and sign the receipt.
• Orders under $10 will have to be paid for at the time of purchase, and an ERF may be submitted to the Membership Outreach Coordinator with the receipt to be reimbursed.

A course union is required to hold a monthly council meeting that is published 7 days prior to the meeting and is open to all members to attend. At least one executive must be in attendance at these meetings. The course union is required to hold a minimum of 5 meetings or events a term including the council meetings.

• Every course union is required to have a Course Union Constitution which includes regulations including all the positions within the executive team who are responsible for operating the course union each year.
• Course unions must have an AGM every Term 2 to report operations to their membership, see Student Association Regulations for the specific requirements.
• These regulations and positions can only be changed year to year at the required course union AGM that all members are eligible to attend and vote on any constitution changes.
• The course union must include at least a President, Vice President Finance and a Vice President Events who will work as a team to operate the student association.
  • “President” means the Executive Officer and primary contact of a Student Association
  • “Vice President Finance” means the Executive Officer responsible for the finances of the Student Association
  • “Vice President Events” means the Executive Officer who is the main contact for event planning
• These 3 executives will also be the 3 signing authorities for processing expense reimbursements for the course union finances. If the course union constitution refers to other titled executives being the signing authorities, the SUO will follow the specific course unions constitution.
• The constitution must be available to all members of the course union through a hyperlink, email or paper copy.
• The executive team of a course union is created by an annual election held every Term 2 in liaison with the SUO and the Simply Voting online platform.
• It is the responsibility of the current executive team to do a call out to all students majoring or minoring in the specific academic subject each year.
• All students who are majoring or minoring within the subject are eligible to run for an executive position and vote in the election to be part of creating the executive team for the following academic year.

Course Unions have the opportunity to create and fund awards for students within the membership in partnership with the UBC Awards department.  A faculty advisor would be able to assist with the process.  It would be up to the course union executives to make sure that the funds are raised each year to sponsor these awards.

Course Union Workshop

Introducing the workshop specific to learning how to write and update constitutions, hold AGMs and have engaging elections in Term 2.

Rule #1 – Do not plan last minute!

There are many details involved in creating a successful event!  Events that keep students wanting more are important to university life outside of classes and studies.  We have over 160 clubs and course unions planning events during the year and a very small team to help get it done!  We need your help by planning early!  Last minute emergencies affect all student associations.  If the membership outreach team has to drop normal tasks to help with last minute chaos, clubs and course unions who are pre-planning are get put on hold.  Let’s commit to being organized for everyone’s sake. We have a great community at UBCO and the clubs and course unions are a huge part of that! We thank you in advance for helping us help all of you!

Rule #1a – Book the space

For room booking requests please allow a minimum of 3-5 business days to receive a booking confirmation email. During our busy times (September and January) allow at least 5-7 business days to receive the confirmation.

Keep in mind that our office hours are Monday – Friday 8:00am – 4:00pm and we are closed during all university closures. If you submit a booking request on a Friday night, we don’t see it for processing until Monday morning.

1. Check out the different spaces available:

• UBCO Learning Spaces – Learning Spaces, UBCO
• Outdoor space

PLEASE NOTE: times and locations of classes and events on the timetable can be subject to change. The timetable reflects updates to the timetable in real time. Not all locations are available to be viewed in the “Room” search; only listed locations are available for Student Association bookings. Computer labs and teaching labs are unavailable for student association events.

UBCO Booking Timelines

It takes time!
We process your request by submitting it to Central Booking. If we have a ton of requests, it will take time to submit them all. Once in a while we will get the confirmation on the same day, but usually it takes a couple of days. The team in central booking is processing requests for every department and faculty professor or administrator on top of our clubs and course unions. Once we receive the confirmation, we email it to your team as quick as we can! Don’t forget that we are also processing reimbursements, booking Moneris machines, answering emails and so on!  There are many details to look after!

This online timetable allows you to see the classrooms available before submitting a request. We request first, second and third choices of rooms in the booking form on purpose. Booking requests for the same space and time can arrive in our system within seconds.  Or a university department will book the space before we can submit ours. Requests can be processed a lot faster if we already know the alternative spaces that will work for your event.

Rooms are booked on a first come, first serve basis. Also keep in mind that sometimes the online timetable will show that a room is available when it is not because a previously submitted request has not been confirmed yet.

One thing is a guarantee!  We will not do the research for you on rooms to book.  With so many different clubs and course unions needing different logistics for their event, we do not have the time to find a room for you.  You MUST choose spaces that work for your event and tell us which ones will work!

General use classroom space is managed by Enrolment Services. Izzy and her assistant have special permission from UBC to submit requests directly into the booking system on behalf of the SUO, clubs and course unions.  The SUO is liable for spaces used on behalf of our student associations.

The UBCO Online Timetable Web Server can be used to search for classroom availability. Log in with your CWL.

• UBCO 2026W-2027S Online Timetable Web Server

1. Click on “Rooms”
2. Select the room you would like to check for availability
3. Select the “Week Range” (all weeks start with the Monday date)
4. Select the day of the week your event/meeting will take place
5. Select the “All Day” option to see the full schedule for the date selected
6. Leave the default “Single (Basic) Timetable” option
7. Click “View Timetable”

If you have an ad blocker installed on your computer, the timetable will not display (you will need to disable your ad blocker for the timetable website).

SUBMIT A BOOKING REQUEST THROUGH OUR EVENT BOOKING TAB.

• On-campus events – Academic Spaces
  • i. Check the online table before submitting a form.
    Refer to the step-by-step guide on using the online timetable in the previous section.
  • ii. Submit the on-campus event form.
    It’s important to know ahead of time that you can’t book the following rooms:
    • COM 201 (we are working on changing this, it would be for very large events only)
    • RESTRICTED CLASSROOMS
    • TEACHING LABS
    • COMPUTER LABS
    • CLASSROOMS THAT AREN’T LISTED ON CENTRAL BOOKING

Don’t forget! It takes 3-5 days (M-F) to process a booking and email you the confirmation.  In September and January, it can take 5-7 days!  We will get the confirmation to you as quickly as possible.  Keep in mind, accurate details in your booking form are essential to us processing requests quickly!

See the section below this one for all non-academic spaces we can book for you and information about each one. Unfortunately, there is not a viewable calendar for foyer spaces and outdoor spaces available. Want to book the UNC 200 Ballroom? Check the availability here! (link for 2026-27 academic year coming soon)

• Submit the on-campus event form.

Tell us what space you want. Provide as much detail as possible for options for times and dates in case the space is not available for the time you prefer. We will reach out with some options if we cannot book the space as requested. Tell us things like:

• • If the room is available an hour or two later, we would like to book it.
  • If the space is not available for the date requested, we would like it any day over the same weekend or the following Friday.

• Clubs and course unions are not able to book the:
  • ARTS ATRIUM (this is not an event space on campus)
  • NECHAKO GATHERING ROOM (this room is only for resident events only)

Organize early
For larger events, make sure to submit your booking well in advance. You need the space booked and confirmed before you can submit the campus event form. The recommendation for larger events is a minimum of 30 days. For non-academic spaces, we may be able to book up to 200 days before the date you want.

It will take at least two weeks for a campus event form to be reviewed and approved by CORM. They only meet once a week to review submissions that need approval from multiple departments such as custodial, risk management or security. If it is a busy time of year (Halloween events for example) And don’t forget, if you need set up such as tables and chairs in the ballroom, the Facilities Management Event Set-up Request must be submitted 21 days before the event. Facilities Management needs to organize the staff and inventory needed for any and all events happening on campus around the same time.

ADM 026

New information coming soon! We are working with FCCS!

Ballroom (UNC 200)   View availability here

• 3000 square feet of multipurpose space
• Small outdoor patio and external entrance
• Banquet style event: 17 table rounds of eight people, to a capacity of 136
• Theatre style event: capacity of 180-200
• Built-in screen, overhead projector, microphone and surround sound system
• 5 microphones are available and stored in a charging station in the kitchen area
• Microphone stands are available from UBCO Studios (info desk on 2nd floor of Commons)
• Event set up such as tables, chairs, podium and dividers must be done by Facilities Management. The work order must be submitted 21 days in advance of the event date. Fill out the Facilities Management Event Set-up Request in Rubric and we will do the rest.  Don’t forget to include a map or diagram of how you want the equipment arranged.
• If music and dancing is part of the event, SOCAN and Re-Sound fees may apply. These fees will be paid from your student association account after your event

UNC 200 Requirements:

• Must be booked for at least 2 hours before and after specific event times for set-up and clean up
• A Campus Event Form must be submitted to CORM at least 30 days in advance
• A Facilities Management Event Set-up Request is mandatory for the UNC Ballroom.
  • If set up is needed for the event, the completed form including a map or drawing of the requested set up must be submitted in Rubric a minimum of 21 days in advance of the event date.
  • Due to liability no one other than the Facilities Management staff can have access to the storage room.
  • If you want a specific set up for your event, you must use the staff of the Facilities Management department. There is a charge of $72/hour for their services.
  • If you don’t need set up, still submit the form in Rubric with the message “no set up needed” or “will use room as is”.  There will be no charge but it lets the facilities team know what is happening in the space for events happening before or after this one.
• If the event is on an evening or weekend, you can request a Salto key for access by filling out the Salto Request Form on Rubric.
  • You can request access for decorating the space or clean up as long as the room is booked for these times inclusive.
  • This form can also be used to request public access for external building doors and the elevator in the UNC when they would normally be locked. Attendees would have accessibility during the event plus 30 minutes before and after the start/end times.

Foyers

There are foyers in many buildings of different sizes available for different uses.

• ADM Foyer – To book this foyer, you must also request dividers or Pipe & Drape to be placed in front of offices with glass walls for the occupant’s privacy by emailing a facilities work order form to the Membership Outreach Coordinator.
• ARTS Foyer
• ASC Foyer
• COMMONS Foyer (COM 101) – This foyer is bookable for student associations and university departments, however the calendar showing availability is not viewable to students.  Submit a booking request for the date and time preferred and we will get back to you with options if the desired date and time are not available.  This space is booked on a first come, first serve basis however SUO/student association bookings take priority over other departments.
• EME Foyer – This space is 2 levels and can be used for larger events. The two levels cannot be booked separately. A Facilities Management Event Set-up Request is required for a large event in this area. The completed form and a drawing of the requested set up must be submitted a minimum of 21 days in advance of the event date.  Late requests for set up may be denied
• SCI Foyer
• UNC Foyer – There are two spots (100 & 100A) that can be booked between the doors and stairs of the UNC foyer for tabling.  Each spot includes two tables and two chairs to promote events, sell tickets or sell treats.  UNC 100 is the two tables closest to the exit doors.  UNC 100A is the two tables closest to the stairs.

• FIPKE foyer – Not available for events.  It has permanent study pods for students and events would be disruptive.

UNC 334

This boardroom has the capacity for 27 people and is mainly used for students to present their thesis.  It is available to book; however, your booking could be cancelled 2 weeks before the booked date for a thesis presentation.  You would most likely always get a 2-week notice if the booking needed to be cancelled. It has a lectern and a 48″ x 96″ whiteboard.

UNC 334 is a non-academic space, so the calendar of availability is not viewable to students.  When submitting a booking request, choose Academic Space/Classroom and enter UNC 334 for the room code.  We will reach out with alternate options if the date/time requested is not available.

Outdoor Spaces

Outdoor space are booked using our regular room booking system.

Outdoor spaces do not come with tables, chairs, or other equipment set up. If set-up is needed, submit a Facilities Management Event Set-up Request after you have received a booking confirmation email. All Facilities Management requests must be submitted twenty-one days in advance of the event date. Facilities Management charges $72/hour per crew member for event set-up and tear down. Refer to the form for more information.

There are a few tables, chairs, extension cords and branded tablecloths that your student association can borrow from Membership Outreach during SUO office hours.  We even have a 10′ x 10′ branded tent and a pop-up banner!  Most of these items cannot be lent out overnight or over weekends. For evening and weekend events you need to submit a Facilities Management Event Set-up Request.  Extension cords can be borrowed overnight and on weekends. They are reserved on a first come first serve basis.  The form can be found in the Rubric portal.

Contact Membership Outreach for more details, or feel free to request an item in your event booking form.

THE WELL PUB

The Well is a great place to throw an event. For the most part a 19+ event would not have any extra fees attached to it. Food and drinks would be the only costs involved.  Attendees can pay for their own alcoholic beverages, or you can sell event tickets and use the ticket sales to offer limited drink tickets, such as “Burger & a Beer”.

All ages events in the Well do have some fees attached to them, however the needs of the event affect the costs involved. Due to no alcohol being sold there is usually a staffing fee as well as an overall booking fee. This fee is arranged between The Well Pub Manager and the folks putting on the event. Any expenses can be directly billed to the student association funds.  No one needs to pay and get reimbursed.

Since the event is in Students’ Union space, there are no extra insurance costs or waivers to sign for All Ages and 19+ events. Also, Mike gets approval from CORM when necessary so it’s one less step for you to have to take care of.

If you want to inquire about booking the space, they can contact The Well Pub Manager.

UNC 105 Boardroom

Rental Form

The Students’ Union UNC 105 Boardroom contains the following equipment:

• Large TV Screens (2 x 86″ displays) with cameras for room participants
  If hybrid/virtual meeting – 1 screen for remote participants and 1 for presentation
  If in-person only meeting – 2 screens for presentation (mirrored)
• UBCO Classroom standard wireless presentation system – Crestron AirMedia (wireless OR physical USB-C button)
• Ceiling-tile room speakers
• Ceiling microphones
• Camera for presenter to be seen on a virtual meeting
• Wireless access point
• Small sink
• Twenty (20) chairs
• Six (6) rectangular tables
• Small sink and snack bar

PLEASE NOTE: Breach of any terms and conditions may result in the fee.

UNC 106 Theatre

Rental Form

The Students’ Union UNC 106 Theatre contains the following features/equipment:

• 88 theatre-style seats
• Ceiling-mounted 4K HD Projector
• Wall mounted touch-screen control panel
• UBCO Classroom standard wireless presentation system – Crestron AirMedia (wireless OR physical USB-C button)
• 2 hand-held microphones
• 1 lapel microphone with clip
• Surround Sound Speakers (media must be created for surround sound playback)
  spatial audio and Dolby Atmos supported
• Two wireless access points
• Apple TV
• Blu-ray DVD player

PLEASE NOTE: Breach of any terms and conditions may result in the fee.

Arts Atrium

The Arts Atrium is not available for events.

Campus Recreation

Gymnasium, Volleyball Courts, Nonis Field, Ball hockey rink and a field house coming in the foreseeable future
> Campus Recreation

Campus Study Space

This is just for you to keep handy.  Meetings and events cannot happen in study spaces.  No one wants noise nearby when studying for a midterm.

https://library.ok.ubc.ca/spaces/book-study-space/

Collegia Spaces

Each collegium is associated with a particular theme; however, all students are welcome to access whichever space they find most suitable. Each collegium is outfitted with similar amenities and furniture. Try them all to find out which space works best for you!

Global Collegium – EME 0252
First and Second Year Collegium – UNC 336
Upper Levels Collegium – UNC 335

Please take note of the Hours of Operation below.  If your event is not during these hours, you will need to book a classroom for your event.

Regular hours of operation: Monday to Thursday 8:30 am to 6 pm | Friday 8:30 am to 4:30 pm

Note: All Collegia spaces are closed on weekends and statutory holidays. The spaces are closed for the summer and will reopen on September 14th, 2026.

For more information or booking Collegia spaces at UBCO, contact the Student Experience Office at studentexperience.ok@ubc.ca

COM104 Sawchuk Family Theatre

Located on level one of the Commons, the Engagement Theatre is a 25-30 person public and bookable space that gives users access to a 16-screen video wall.

Technology

• 9′ tall x 16′ long video wall
• Multi-source inputs: HDMI x2, Air Media, VGA, HD Cable x3
• User-friendly touch interface controls
• Stereo sound system
• Dual wireless microphone

> Booking form and more details

Nechako Gathering Room

The Nechako Gathering Room is not available for club and course union events. It is reserved for community events for residents on campus.

Submit your event to CORM

• Campus Operations Risk Management (CORM) is a UBCO committee (not SUO) that oversees event logistics like facilities, security, food services, and custodial support.
• Submit your Campus Event Form at least 21 days before your event. Larger or risk-related events (e.g., alcohol) may take 30+ days for approval.
•  Make sure your room booking is confirmed before submitting the Campus Event Form. CORM needs the exact location.
• Events without approval 48 hours before the date may be canceled. Especially if CORM or Membership Outreach have risk or safety concerns.
• If MOC asks you to email the event approval from CORM and it is not received at least 48 hours before the event, Membership Outreach may cancel your booking and refund ticket sales on Rubric. We don’t want to but if we have concerns around safety and liability, we may have to.  Plan well and have an amazing event!

Receive Confirmation or Approval from CORM

• For simple events, the form is just to inform Campus Operations.
• For larger or complex events, approval is required. Plan ahead — Campus Operations meets once a week, and approval may take longer during busy times.

LARGE EVENTS

If the event is a larger event or involves more details, you will need approval for the event from the committee.  Make sure you plan your event with time to submit the form and get it approved. The committee only meets once a week and due to the volume of events on campus, approval can take time especially at the beginning and end of each term.

Larger events require a request well in advance – four weeks for an event without alcohol served and six weeks if you are planning to serve alcohol. Liquor licenses are acquired through Campus Security (see Safe Event Application Form below). If you will be hosting a large event on campus, follow these steps:

• Submit a room booking request with the on-campus event form
• Receive confirmation of your booking request before submitting a Campus Event Form
• Submit a Campus Event Form to CORM at least 30 days in advance. 
• If CORM requires a security guard to be at your event, campus security will schedule the guard.  You will be charged $40/hour for a minimum of a 4-hour shift for each security guard required. This rate may change based on changes from the security company.
• Security charges will be paid from your student association funds by the SUO after your event. You do not need to submit expense reimbursement forms to pay these university department charges.
• Point of Information: The success or failure of your event will affect future events for your student association.  CORM may make decisions for your event based on the past occurrences, including damage or not following security requirements.

Events that require approval may be canceled if confirmation of approval cannot be provided at least 48 hours before the event.

We are in the process of doing all the research, check back for updates

Student Associations must use caterers and food providers who have their own liability insurance and commercial spaces for food preparation.  Please follow these guidelines when planning your events.

Packaged Foods

• Student associations are permitted to purchase packaged, individually wrapped foods that do not require any care (i.e., refrigeration or heating) or preparation.

Preparation of Food (BBQs)

• In recognition that student associations often request the ability to host a BBQ with members preparing foods, the following will apply: A plan of purchasing and keeping food prior to the event must be discussed organized by student association executives who have their FoodSafe Certification in order to ensure food safety.
• An individual with a FoodSafe Certification needs to be on site during the entire event, including set up and clean up, to supervise food preparation.
• Pre-packaged items requiring temperature control (heating or cooling) must be stored and served following FoodSafe requirements.

Homemade Foods/Potluck

• Homemade foods are not allowed to be served at meetings or functions planned by student associations because they pose a risk to the health safety of the community.
• Potluck meals are not permitted due to potential risks related to transporting items that require temperature control (heating and cooling) and uncontrolled food preparation conditions.

Bake Sales

• Only homemade baked goods that do not require temperature control may be sold. No other foods are permitted.
• It is suggested that student associations have a list available for each item for sale that states the ingredients and possible allergens
• It is required that student associations have a sign visible that states “items for sale were not prepared in a commercial kitchen and thus may have a higher risk of allergens associated with foodborne illness”.

Events that involve cooking and eating together

• Spaces such as the Collegia can be booked.
• Bookable spaces on campus are not full kitchens/commercial kitchens
• Foods prepared at these events CANNOT be served to the public – only those that attend the event as participants may eat the food.
• If you wish to host an event where the food being prepared is served to the public (anyone who was not involved in the preparation), the food must be prepared in a commercial kitchen space and FoodSafe protocols followed for transportation, storage and serving.

Simple set up

The event is simple and happening during the hours of Monday – Friday 8:00am to 4:00pm

Membership Outreach has a few items that can be borrowed during office hours (see the section below for more information)

• 6′ fold-up tables
• fold-up chairs
• branded vinyl tablecloths
• 10’x10′ tent
• stand-up banner

We also have these that can be borrowed overnight or over the weekend:

• extension cords
• Moneris Debit Machines
• Bluetooth Speaker with 2 microphones

Forms to reserve items are found in Rubric club portal

Event set up for greater needs, including evenings and weekends

• Submit a Facilities Work Order Event Set-up Form for requested event set up. This form is mandatory for all events in the UNC Ballroom. The completed form including a map or drawing of the requested set up must be submitted in Rubric a minimum of 21 days in advance of the event date.  Due to liability no one other than the facilities department can have access to the storage room.  If you want a specific set up for your event, you must use the staff of the facilities department and be charged for the cost of their services.
• Facilities Management charges $72 per crew member per hour for set-up and tear down of events.
• Facility department charges will be paid from your student association funds by the SUO after your event. You do not need to submit expense reimbursement forms to pay these university department charges.

Check out the inventory available from Facilities Management!

Need gear for your event? You can request items like debit machines, portable speaker, cash boxes, tables, tents, banners, extension cords, and even a barbeque through your Rubric club portal.

Please make sure to submit equipment rental requests AFTER receiving booking confirmation from us. Some cases may apply for additional CORM approval as well based on the event.

• Equipment is available first come, first served; submit your request early!
• Each item has its own request form in Rubric. Complete the form and ensure signing authority approval.
• You’ll receive confirmation through Rubric once your request is approved.
• Some items (like the PA system or barbeque) may require additional approvals from Campus Operations; plan ahead!
• Late returns may result in fees. Check item-specific guidelines for pickup, return times, and availability.

Read SUO equipment Student Associations can borrow or rent in the drop-down for additional information.

CASH BOXES

paper & supply co has a limited number of cash boxes which can be signed out by Student Association members on a first come, first served basis. If you require a cash float, you must make your request a minimum of two (2) business days in advance. Please include your request for the quantities of bills and coin required to a maximum of $200.

Visit or contact the paper & supply co at UNC 103 for more information or to make a request. You can also email the paper & supply co!

MONERIS DEBIT MACHINES

The SUO has four (4) Moneris debit/credit machines for Student Association use. The SUO covers the monthly rental cost of the machines.  The Student Association will be charged the transaction fees only when they borrow the machine to collect funds.

• To request a debit machine, please fill out our Moneris Machine Request Form found in the add-ons when submitting On-Campus Event or Off-Campus Event forms.
• These machines are booked on a first come, first serve basis and cannot be removed from campus.
• A Student Association may only book one machine at a time to a maximum of 7 days.
• Moneris bookings cannot be reserved consecutively.
• You will receive an email letting you know the machine is available or not on the dates requested.
  • Once you have received confirmation, you will need to complete the Moneris POS Machine Request Form in your Rubric club portal.
  • We will confirm the signing authority signatures and approve the form. 
  • You will receive confirmation through the club portal.
  • Please have the person responsible for the machine provide their student ID card when they come to pick-up the machine from the SUO Front Desk.
• Debit machines not returned before 4:00PM on the final day it is booked for will be charged a $25 late fee.
• Moneris Machines are not available for the summer semesters from May until August.

Portable Speaker System

We have one (1) portable PA system available for Student Associations to borrow for use on campus. It comes with 2 Bluetooth speakers. It can be reserved through the On-campus event Form as an Add-on.

• The system cannot leave the UBCO campus.
• If it is being used during class times, you will need to fill out a Safe Planning Campus Event Form due to the potential to interfere and receive approval from the CORM (Campus Operations & Risk Management) Committee prior to the event.
• You will need to complete the Portable PA System Request Form in your Rubric club portal.
  • Once we receive the completed form, we will confirm the signing authority signatures and approve the form.
  • You will receive confirmation through the club portal

Tables, Chairs, Tent, Banner

We have a limited number of fold-up tables, chairs and branded tablecloths available for use. We also have a 10′ x 10′ pop-up tent and a stand up Student Association branded banner.

• Please note, these items can be borrowed from the UNC133 office during the office hours of Monday – Friday, 8:30am – 4pm ONLY. Items must be returned before 4:00pm on the same day they are borrowed.
• Please book the requested outdoor space and receive confirmation before requesting the tables.
• We have 2 Student Association branded tablecloths that can be borrowed with the fold-up tables, also.
• You will need to complete the Event Equipment Request Form in your Rubric club portal.
  • Once we receive the completed form, we will confirm the signing authority signatures and approve the form.
  • You will receive confirmation through the club portal.
  • We will decline the form submission if the items are not available when requested.  Items are reserved on a first come, first serve basis.
• If you need more than some of these items or you need them outside of SUO office hours, you will need to fill out a Event Facilities Department Set-up Request Form

Extension Cords

The SUO has extension cords available for student associations to borrow. Please note, extension cords are potential tripping hazards. Proper precautions must be used. Please contact Membership Outreach for more information or to request.

• You will need to complete the Extension Cord Request Form in your Rubric club portal.
  • Once we receive the completed form, we will confirm the signing authority signatures and approve the form.
  • You will receive confirmation through the club portal.
  • We will decline the form submission if the items are not available when requested.  Items are reserved on a first come, first serve basis.

EVENTS

RAFFLES/DRAWS

Student Associations are not allowed to have a raffle or draw that would require them to procure a gambling license due to the stringent government reporting that would be required and the fines that are involved if not followed correctly.  A game of chance, that anyone can win and the winner is a random choice must have a gambling license.

• Examples of this are random draws, raffle tickets, 50/50s, silent auctions, lotteries and games involving playing cards or dice.

If it is a game of skill, then you do not need a license.

• Examples of this would be to guess the number of items in a jar, closest putt to the green, the best score in a bean bag toss, a trivia or mathematical question.

A game that needs a gaming license has the three elements listed below. The contest must be exempt from at least one of the three criteria to be considered a game of skill.

1. There is a prize.
2. Contestants are required to pay to enter.
3. It is a game of chance.

Email the Membership Outreach Coordinator with any and all questions before carrying out any raffles or draws.

PRIZES

If an event includes a game or competition and there is a prize valued at over $200, you must fill out a Pre-paid Gift Card/Prize Item Purchasing Record Form to include with an expense reimbursement form and the receipts or invoices to be reimbursed for the costs.

If an event includes a game or competition and there are pre-paid gift card(s) as a prize, you must fill out a Pre-paid Gift Card/Prize Item Purchasing Record Form to include with an expense reimbursement form and the receipts or invoices to be reimbursed for the costs.

Please note: If any pre-paid gift card prize(s) exceed $200 combined for one event, you must have pre-approval to get reimbursed.  See Student Association Regulation VIII.22

The form can also be submitted in Rubric as long as it is submitted within 48 hours of an expense reimbursement form and the coinciding receipts or invoices being emailed to izzy.rusch@suo.ca. You can upload a hardcopy of the form including signatures in Rubric as well.

PRE-PAID GIFT CARDS & PRIZES VALUED OVER $200

Based on SUO Regulation VIII Section 18, pre-paid gift cards cannot be purchased with SUO funding. Pre-paid gift cards cannot be used as a means to supply attendees of an event food or purchase event supplies.  Pre-paid gift cards can only be used as a prize at a specific event with dollars raised by ticket sales from the specific event. Expense Reimbursements for pre-paid gift cards or items valued at over $200 must include a Pre-Paid Gift Card/Prize Item Purchasing Record Form that has been completed in full.  Recipients of pre-paid gift cards or prizes valued at +$200 at events must be named on the record form and they must sign to confirm that they were given the card as a prize at a specific event.  Reimbursements will not be processed if the forms are not completed in full, the event has ticket sales to cover the cost of the prize and submitted with an expense reimbursement form and an itemized receipt of the cards or item purchased.

The Pre-Paid Gift Card/Prize Item Purchasing Record Form can be completed in the Rubric club portal in full. Also, a hardcopy of the form with winners and their signatures can be uploaded in the Rubric form if you find that easier.  The purchasing record form must be submitted in Rubric within 48 hours of the expense reimbursement form being emailed to izzy.rusch@suo.ca.

BBQ EVENTS

A successful club barbecue starts with good planning and a focus on creating a fun, welcoming atmosphere for members. Begin by selecting a suitable date, time, and location that can comfortably accommodate attendees. Get the location booked and confirmed first! Make sure to submit the Campus Event Form to CORM 30 days before the date of the event.

Create a budget and determine what food, beverages, equipment, and supplies will be needed. Consider offering a variety of menu options, including vegetarian, vegan, and allergy-friendly choices to ensure everyone feels included.

Borrowing the Barbeque

• The Well has a large barbeque that student associations can use for the fee of $149.
• When booking a space for your event please note that the barbeque is only available in the UNC WE, UNC WS or the Nechako courtyard
• The BBQ cannot be moved across campus for safety reasons. It is extremely heavy and the wheels are not very reliable for long distance
• Submit a Campus Event Form
  • You will need to fill out and submit a Campus Event Form and receive approval from the CORM (Campus Operations & Risk Management) prior to the event.
• You will need to complete the BBQ Request Form in your Rubric club portal.
  • Once we receive the completed form, we will confirm the signing authority signatures and approve the form.
  • You will receive confirmation through the club portal.
  • We will decline the form submission if the items are not available when requested.  Items are reserved on a first come, first serve basis.

A minimum of one person from your student association MUST have their FoodSafe Certification and complete the Fire Extinguisher Awareness Course. They must be in attendance for the entire event.  For more information on food safety, see the section for food protocols in this handbook.

Fire extinguishers are available on the day of your event from the Campus Security Dispatch office, located in the ADM building near the UBC Okanagan Bookstore.  Don’t forget to return it to the dispatch office once the event is over.

OFF CAMPUS EVENTS

Student Associations are required to obtain pre-approval for all off-campus events and activities. We recommend that off-campus event requests are submitted at least two weeks in advance of the date the event will be advertised.  Last minute submissions may not be able to be approved.  Events involving physical risk or alcohol may require waivers to be signed and submitted to the Membership Outreach Coordinator prior to the event.  In certain circumstances, there may also be extra insurance coverage required at the expense of the Student Association. Once the Off-campus Event Form has been submitted, our office will respond with notice of approval or a request for more information.

Events for registration or ticket sales will not be approved on Rubric until the event is approved by Membership Outreach.

Email one of the MOC team if you have questions before planning your event. Don’t have an event that becomes the reason we make new rules! We would rather you ask lots of questions and be in the know than guess and be unsure.

Online Ticket Sales

Online ticket sales are now completed through your Rubric club portal. You can find more by selecting the Events tab and “Create New Event.” Follow the prompts provided by the portal. Once the event has been approved by the Membership Outreach team you event will become active and ticket sales can begin!

• • Questions for Rubric on Event Set up

SUO Event Calendar

Student Association Events can be posted on the SUO Events Calendar to promote it and increase exposure.

There are two ways to get your event added to our Event Calendar.

• When submitting a booking request on our website, you click on Yes to add it to our calendar and write up the description that you would like added to the post in the description area under the Event Name.  Once the booking request is confirmed, we will add the event to our calendar and email you a link for approval and edits.
• If you chose No to the Event Calendar or changed your mind, email the Membership Outreach Coordinator with the event name, description, date, time, location and any other details such as ticket cost or registration information.  The event will be added to the calendar and a link emailed to you.

Rubric Student Association Event Calendar

Student associations can now add their own event to the Rubric event calendar. Simply log into your club portal and head to the Events section. You can create a new event to sell tickets or set up free tickets for attendees to register. You can also delete an existing event if you need to cancel it for unseen circumstances. The Rubric event calendar is automatically updated.

Social Media

Promote student association events only after getting the space booked and the event approved. Having the correct venue, date and time from the start saves a lot of confusion!  Once the event is approved in Rubric, you can share the link to sell tickets.

If you’re promoting an event on your Instagram account, it’s important to ensure that it is being hosted by a ratified student association or approved campus group. In the event that concerns arise regarding an activity, campus security may review how and through whom the event was promoted. Taking a moment to verify the legitimacy of events before sharing them helps protect both your club and its members while supporting a safe and accountable campus community.

POSTERS

Each Student Association may have up to twenty (20) posters printed per event. If more than one group is partnering together for an event, a maximum of forty (40) posters total will be printed.

Note the following when designing your poster:

• Your Student Association name or logo must be clearly displayed.
• The SUO name or logo must be displayed (available for download on website – light background or dark background).
• Do not use the UBC logo on the poster.
• All event details such as date, time and location must be listed correctly. We will not reprint posters as a result of mistakes in your poster design.
• Each poster design must have at least 3″ x 2″ of negative/light-coloured space for our SUO date stamp. Posters without this stamp may be removed by campus cleaners.
• Posters can be printed standard letter (8.5″ x 11″) or tabloid (11″ x 17″) sizes. Indicate the size when submitting the request form.

***Canva users, please refer to this important information before submitting your poster request.

When your poster design meets the above criteria, you may fill out the Poster Printing Request Form in Rubric and upload the file.

Once you receive an email confirming posters are ready, they can be picked up at the SUO reception desk.  If you printed your own posters, they can be date-stamped at paper & supply co.

Posters must be put up following the university campus rules listed below. Failure to adhere to this policy will result in your posters being removed by University staff.

• Posters must be date stamped with our SUO stamp, they will be taken down two weeks from the date stamped.
• In the UNC building you may hang posters on the 1st floor round pillars only with masking tape or painters tape only! Tape is available at paper & supply co.
• Posters put up with scotch or packing tape will be removed as the acid in the tape permanently damages cement and paint.
• DO NOT hang posters on walls, glass, windows, or doors.
• In buildings around campus you may hang posters on general bulletin boards only with pins or staples.
• DO NOT hang posters on faculty or department specific bulletin boards.
• In some buildings, it may be necessary to obtain department approval prior to posting.
• Do not cover or block visibility of current posters already posted.
• Student associations who do not follow these guidelines may be disallowed future poster printing privileges. (FYI – UBCO Security informs MOC of clubs not respecting postering privileges)

For complete information, please refer to the Campus Planning guidelines.

Fiscal Responsibility

Fiscal responsibility is essential for student associations because it ensures that funds are managed transparently, ethically, and in the best interests of members. Sound financial management helps student associations maintain trust, comply with student union policies, and ensure that resources are available to support events, programs, and long-term goals. By budgeting carefully, tracking expenses, and making informed spending decisions, student associations can maximize the impact of their funding, avoid financial difficulties, and create sustainable opportunities for current and future members.

Executives making bad decisions can affect the club or course union in following academic years, if trust is broken. Don’t cause collateral damage you won’t be around to repair!

A negative balance can affect the ability to apply for funding and even operate and submit bookings for future events.

How to Ensure Compliance with SUO Rules

Checking Your Balance & Transactions

• Submit the Financial Summary Request in Rubric for a balance of available funds or in itemized pdf report of all transactions.
• Keep in mind that recently submitted deposits or expense reimbursements may not be visible on the pdf.
• We do not post expense reimbursements until the recipient has submitted their banking information and the ERF has been paid out.
• We will not share the report to personal email addresses to protect the information.  We will send it to the student association email address only.

Depositing Funds

Bring cash or cheques to paper & supply co. (UNC103)

• Cheques must be made out to “Student Union of UBC Okanagan” – The bank will not process cheques made out to the club or course union name.
  • Include the Student Association name on the memo line of the cheque

To mail cheques to SUO, use the address below:

Student Association Name
c/o SUO of UBC
3272 University Way, UNC133
Kelowna, BC   V1V 1V7

• Include the Student Association name on the memo line of the cheque or include documentation which student association it is for. If we don’t know who the cheque is for, we can’t process it.  Make sure the funds do not go to some other student association instead of yours.
• All SUO mail is delivered to paper & supply co.  If a cheque is sent in the mail, they will process the deposit on behalf of the student association, as long as they know who it is for.

Moneris Machine Deposits

Did you borrow a Moneris machine from us to process payments for ticket sales, merchandise or fundraising? When a debit machine is borrowed and returned to the SUO, our finance department will deposit the funds processed minus the cost of all transaction fees to the specific student association.  It will take a few days for the transactions to reconcile with Moneris and be deposited into the SUO account.

If and when you request a pdf of the student association financials, the deposit will specify the number of the terminal borrowed and the date(s) borrowed.

Online Ticket Sales

Online ticket sales are now completed through your Rubric club portal. You can find more by selecting the Events tab and “Create New Event.” Follow the prompts provided by the portal. Once the event has been approved by the Membership Outreach team you event will become active and ticket sales can begin!

Questions for Rubric on Event Set up

Pre-paid Gift Cards

Pre-paid gift cards may only be purchased as prizes for a specific event when the cost of the prize is covered by ticket sales generated from that event. They may not be purchased for event food, supplies, or other general event expenses.

Rubric Deposits

Your roadmap to getting reimbursed without the back-and-forth

Important details that must be included:

• Reimbursements must be issued to the student who is out of pocket for the purchase.
• Any ERF’s that do not have pages 1 & 2 completed, will be returned to be resubmitted with both pages completed IN FULL, all columns.
• The name of the person/business the reimbursement is being made out to
• An email address of the person/business being reimbursed to contact for banking information
  • Do not include banking information with the ERF, we take an individual’s privacy very seriously
  • We will send an email with a link to a form to submit banking information once the ERF is submitted to our finance manager to pay out
• An explanation of what the purchase was for, items that are referenced in Student Association Regulation #17 will not be reimbursed.
• The total amount being requested for reimbursement. If you fill out page 2 of the ERF correctly, it will do the math for you (addition formula is in the last column of page 2)
• Make sure you use the e-fillable part of the form for the email address of the person/business being reimbursed or paid.  To avoid mistakes, we must be able to copy and paste the address to other documents.
• Forms in a protected file may not be processed. This includes using Adobe to sign the expense reimbursement form. Membership Outreach may need to make notes or edits which we can’t do if the file is protected and edits are disallowed.
• Signatures are matched for every single ERF to the renewal form or registration form on file.
  • If the signatures don’t match, the ERF will be sent back to you.
  • Signatures made with a computer font will not be accepted.
  • A signing authority cannot sign their own reimbursement form.
• Do not submit more than one ERF for the same person at the same time, or in the same email.
  • Consolidate receipts and invoices for the same person into ONE ERF.
  • We only process one reimbursement per person, per student association, per week.

Supporting Documentation

• If you submit an invoice, you may be required to include a bank statement or credit card statement proving that payment has been made.
• If payments are made by debit or credit, the reimbursement must be made to the person whose card was used.  You may be requested to provide proof that the card is yours by our Finance Manager.
• Foreign Exchange purchases must also be accompanied by a credit card statement, preferably to verify the exchange rate to Canadian dollars.
• A debit slip is not a receipt, it must be an itemized receipt showing what was purchased. Debit slips without matching itemized receipts from restaurants or pubs are not valid.
• We cannot reimburse expenses without valid receipts or invoices. If you lose the receipt, we cannot reimburse from a bank or credit card statement alone.
• If you pay with cash, make sure the receipt or invoice says that it is paid and there is no balance owing.  If you can’t prove it is paid, we can’t payout the reimbursement.
• Do not purchase from vendors that cannot provide a valid receipt and you can’t provide proof of payment.  Businesses must be able to provide a valid receipt or invoice if requested by the purchaser.
• Do not buy items off of Facebook Marketplace if they are not a vendor who can provide valid proof of payment
• Pre-paid gift cards can ONLY be used as prizes at events based on Student Association Regulations. You cannot give out gift cards for anything other than a prize at an event or the reimbursement will be rejected.
  • Submitting reimbursements for pre-paid gift cards, must include the “Pre-Paid Gift Card/Prize Item Purchasing Record” form with the ERF and receipts.
  • Don’t forget to include details of the event, the type of card as well as the recipient’s name and signature. We will randomly contact people on the lists for confirmation.  See the Student Association Handbook for more information.

Guide on how to sign a PDF without locking the document.

***An email will be sent to the email address listed for the recipient. with the subject line “There is a Student Association payout waiting for you”. To protect the privacy of the recipient, do not send personal banking information until contacted. Make sure they know to check all Inbox folders including Spam or Junk.  Since funds are sent by direct deposit, we cannot send the reimbursement until this information is submitted.  The recipient will be sent this email every time an ERF is submitted to reimburse them to confirm than no banking information has changed since the last time they received funds.

Reimbursements will be made by direct deposit to bank accounts at Canadian financial institutions. We ask for a minimum of 5 business days to have your reimbursement ready. Once the ERF is processed, it can take an additional 3-5 business days for the funds to show up in your account.

Submitting ERFs by Hardcopy

• Hardcopies of the form, and receipts, must be kept in a secure location accessible to current and future executives for a minimum of one year.

Submitting ERFs by Email

• The expense reimbursement form must be sent as a pdf in an unprotected file.
• Receipts submitted by email can be sent as PDF, PNG or JPG/JPEG.  Do not send forms or receipts as DOC, DOCX or HEIC.
• Email the ERF to membership.outreach@suo.ca.
• Do not email ERFs to the VP Finance, they will get a copy from Membership Outreach after it has been approved to pay out.
• If you are emailing from your personal email address, CC the student association email address in case we need more information to process the reimbursement.

Expenses too expensive to pay out of pocket

If the amount being spent is larger than a member can personally take responsibility for, please contact the Membership Outreach Coordinator and you will receive assistance with an alternative payment method. Do not spend money for your Student Association from your personal account if it could result in a financially stressful situation. Rent and groceries must take priority.

FUNDRAISING

• Get creative with ways to raise money for your favourite charity.
• Book space in front of the UNC, borrow a table to have a bake sale or sell Krispy Kreme donuts.
• Book space in the courtyard and raise funds having a BBQ.
• Book the UNC Ballroom, organize a fun event and sell tickets on the SUO Eventbrite page to raise money.
• Use SUO funding to cover expenses for holding events or purchasing fundraising products.
• Having a raffle? Make sure you refer to the section on raffles and don’t break BC Lottery Corporation regulations.  The fines are extremely expensive!
• DON’T use SUO funding directly to make donations to charity organizations.

SPONSORSHIP

Sponsorship with local businesses can provide Student Associations with additional resources to enhance events, programs, and initiatives. Sponsorships may include funding, gift cards, prizes, discounted products or services, venue support, food donations, or promotional materials, helping associations stretch their budgets and offer greater value to their members.

• Expense Reimbursement Form (ERF) – updated June 2025
• Pre-Paid Gift Card/Prize Item Purchasing Record Form (also available on Rubric)
• Student Association Registration Form 2026-2027
  • Forms from previous academic years will not be accepted
  • This form must be uploaded within the registration form in the Rubric online platform under Forms/Affiliation Processes
• Student Association Renewal Form 2026-2027
  • Forms from previous academic years will not be accepted
  • This form must be uploaded within the renewal form in the Rubric online platform under Forms/Affiliation Processes
• Course Union Constitution – general
• Poster Printing Request Form
• paper & supply co (poster printing needs for your event can be submitted here, maximum 20 copies)
• Complete Room Booking Request Form
• Safe Planning Campus Event Form
• Online Timetable
• UNC 106 Theatre Rental Form
• UNC 105 Boardroom Rental Form

Forms found in Rubric Club Portal

• Registration Form
• Renewal Form
• Moneris POS Machine Request Form
• Financial Summary Request
• Event Equipment Request From
• Extension Cord Request From
• BBQ Request Form
• Portable PA System Request Form
• Campus Event Set-up Work Order Form – to order event set up from the UBCO Facilities Department
• Salto Access Request From (for UNC200 weekend or evening access and events happening outside of building hours)
• Pre-paid Gift Card/Prize Item Purchasing Record Form – this must be submitted when requesting reimbursement for gift cards or prizes exceeding $200
• End of Term Funding Summary Report