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COVID-19 Impact on Student Events

The Center for Student for Student Involvement (CSI) is here to support all CSOs and RSOs during this difficult time as our campus community is impacted in direct and indirect ways by COVID-19.

Click here to view CSI staff information with email addresses.

Last updated on July 2, 2020, 7:00am PST.

Summary of updates:

  • The updates made on July 2, 7:00am PST are specifically about the Event Planning Request Form being temporarily turned off until further notice. CSI is not presently accepting any reservation requests at this time.
  • The updates made on June 15, 12:00pm PST are specifically about event and financial planning for 2020-21.
  • The updates made on April 15, 8:00am PST are specifically to the Programming section below.
  • The updates made on March 30, 3:00pm PST are specifically to the Reimbursements section and RSO Spring Training section below.

Event & Financial Planning for 2020-21

Preliminiary information about event planning, funding, purchases, payments, and reimbursements for the 2020-21 academic year will be available by early July. Additional information will be available by early September.

UPDATE AS OF JULY 2: The Event Planning Request Form has been temporarily turned off until further notice. CSI is not presently accepting any reservation requests at this time.

Programming

On-campus events, meetings, and tabling are not permitted for the remainder of the 2019-20 academic year.

  • Events and meetings must be done virtually and without spending any money.
  • Any trips or off-campus programs such as conferences, competitions, retreats, team-building activities, etc. must be canceled.

For reservation requests for the 2020-21 academic year:

  • Benson and Locatelli: CSOs and RSOs are welcome to submit event requests with the understanding that we may need to cancel reservations if the impact of COVID-19 persists into the fall quarter.
  • All other buildings and outdoor spaces: Reservation requests are not being accepted until the University officially announces the resumption of in-person classes.

Finances

CSOs and RSOs are not permitted to make new purchases, payments, or reimbursements for the remainder of the 2019-20 academic year.

  • If your CSO or RSO needs to make any critical purchases, payments, or reimbursements, they need to be reviewed and approved first by Tedd Vanadilok (CSI Director) before being reviewed and approved by the Office of the Vice Provost for Student Life.
  • Any expenses that your CSO or RSO incurred before March 13 are eligible for payment or reimbursement but may take considerable time to process.
  • However, any expenses incurred after March 13 will be the responsibility of the student(s) to cover on their own and will not be eligible for reimbursement by SCU.

The following is the process to submit payment and reimbursement requests. A few notes:

  • Please submit payment and reimbursement requests as soon as possible and no later than May 31.
  • Due to shelter-in-place orders by the state and county, key staff who manage payments and reimbursements need more time than typical to process these requests so your patience is greatly appreciated.
  • If you do not have a way to scan required documents to email as PDFs, the next best thing is to take a picture of each document with your phone and email them as picture files instead.
  • Be sure that each picture is clear and cleanly cropped in the viewing window of your phone's camera.

For CSO payment and reimbursement requests, the CSO budget manager must email the following to Arcelia Rodriguez (CSI Administrative Assistant) at arodriguez@scu.edu:

  • All associated receipts and invoices.
  • Arcelia may request additional documents if needed.

For RSO payment and reimbursement requests, the RSO president or treasurer must email the following to Arcelia Rodriguez (CSI Administrative Assistant) at arodriguez@scu.edu:

Reimbursements

If you or someone in your CSO or RSO is expecting a cash reimbursement (less than $250), these reimbursements are typically picked up from Arcelia Rodriguez at the Locatelli Center.

  • Since the CSI team (which includes Arcelia) and the accounting office are all working remotely during the state-wide shelter-in-place order, there is no one on campus to distribute the cash reimbursements especially with students no longer on campus either.
  • CSI is now approved to convert these cash reimbursements to direct deposit reimbursements instead.
  • Arcelia will contact those students who need cash reimbursements to make sure she has a direct deposit form from them.
  • Any reimbursement ($250 or more) that was originally intended to be paid as a check or as a direct deposit will continue to be paid out in that manner.

RSO Spring Training

The in-person RSO Spring Training sessions are canceled and transitioned to online.

  • The presentation will be emailed to RSO leaders and go live on April 6.
  • CSI will email a PDF of the training presentation in the Week 2 RSO Newsletter.
  • For this quarter, training is not mandatory but is highly recommended in order to review the renewal process and RSO programming.
  • Unfortunately, due to budgetary restrictions, RSOs that participate in training will not receive $100 in funding for spring quarter.

New RSO Registration

The deadline to register new RSOs during the spring quarter will remain the same.

RSO Renewals for 2020-21

The deadline to renew existing RSOs for the 2020-21 academic year will remain the same.

Questions?

If your organization has any questions, issues, or concerns about any of the above, please contact Tedd Vanadilok (CSI Director) and/or Lori Salazar (CSI Assistant Director for Student Organizations).

For More Information

Contact: Tedd Vanadilok
tvanadilok@scu.edu

Contact: Lori Salazar
lsalazar@scu.edu