Old policy: Registered student organizations (RSOs) are required to submit funding request forms by applicable deadlines.  

New policy: RSOs are required to complete and submit an Activity Request Form, via Orgsync, in advance of any RSO related activity. Activities DO NOT include general or e-board meetings, but do include fundraisers, information tables, and activities open to non-members. 

• For the submission deadlines for activities funded through the SAF, please visit the Funding section. *Deadlines are different for SPOT funded programs and Semester Budget Requested programs.
• Activity Request Forms for unfunded events must be submitted at least 2 weeks prior to the event day.

A Student Activities & Greek Affairs staff member will review the request and will send a confirmation of receipt and request response via email within 1 week of submission. 

Old Policy: RSO members visited the SAGA office to obtain a copy of the organization budget.
Registered student organizations (RSOs) must contact Transportation Service for a University van rental.

New Policy: Orgsync portal administrators (presidents/treasurers) can now access organization budgets 24/7 via Orgsync. Portal administrators can also:

• Submit budget requests directly to the Allocations Committee
• Obtain accurate event balances in real time

Registered student organizations must register all activities with SAGA through the Activity Request Form; which includes activities requiring transportation. Work with SAGA to arrange transportation services or for additional information click here.

Old Policy: None

New Policy: RSOs are required to reserve and use SAGA cash boxes for events/activities (whether held on or off campus) where money is exchanged (includes fundraising, ticket sales, etc.). SAGA will provide cash boxes as well as a safe for temporary money management and storage. An account loan can be provided up to $100 in the case where change is needed.               

Old Policy: Credit card requests must have been submitted at least 2 business days prior to the purchase date.

New Policy: All credit card requests for delivery orders are due at least 72 hours prior to the activity. All credit card requests for orders requiring pick-up are due at least 5 business days prior to the activity.  

For more information click here.                                                                                                                                                                                                                                                                                                                              

Old Policy: None

New Policy: The safety and well being of the Loyola community is of the utmost importance. To ensure the health and safety of all participants home prepared foods of any kind are prohibited for sale and/or distribution. Student organizations are encouraged to work with Loyola University Chicago’s food service provider, Aramark, when catering or providing food for the University community. If the event requires unique catering that Aramark is unable to provide; student organizations should comply with the following expectations:

Temporary Food Sales and Special Event Requirements:

Any RSO sponsored event that is open to non-members; including Alumni, must follow the below guidelines.   

• DO NOT PREPARE ANY FOOD AT HOME (includes residence halls) - home prepared foods are strictly prohibited.
• Food must be purchased or donated from a vendor listed on the Preferred Vendor List.  Special accommodations can be arranged for an RSO to prepare food on campus in partnership with Aramark.
• Only prepackaged, store bought or donated items may be sold.
• To prevent contamination it is expected that RSO representatives serve all food while wearing gloves, whether being distributed or sold.  The only exception is when food items are individually wrapped. 
• All baked goods must be from authorized food establishments and must be portioned out for single servings. 
• Gloves must be worn when selling or serving food.
• No seafood of any kind.
• No eating, drinking or smoking is allowed while engaged in food handling.  Wash hands after eating, drinking or smoking before resuming food handling.
• All food transported must be protected from contamination at all times (use food shields, covers, keep off of the ground, etc.).
• Provide trash containers and recycle bins positioned conveniently throughout the duration of the event.
• Any event being held in an Aramark space during hours of operation must use Aramark services (Rambler Room, Lakeshore Dining, Simpson Dining, etc.).
• Some spaces on campus require Aramark be used as the exclusive food service provider; please contact Campus Reservations (http://www.luc.edu/campus_reservations/) for a list of those spaces.
• Cookouts or grilling is prohibited unless Aramark or a Student Activities & Greek Affairs approved vendor is used as the food service provider.  Vendor must supply and cook food.  Students may serve food but are required to wear gloves.  

 For more information, click here.

Old Policy: SAF funds for fundraisers can only be used for fixed cost e.g. staging/lighting, etc.

New Policy: RSO may use SAF funds to charge admission, in the form of ticket sales, at SAF funded events. Revenue, earmarked for donation, cannot exceed $15.00 per ticket without SAGA approval. Proceeds from the event can only be used to support the charity of the student organization's choice. No funds can be raised in support of the organization's internal operations. 

For more information, click here.
 

Old Policy: RSOs are strongly discouraged from using outside bank accounts.

New Policy: Student organizations are not permitted to hold an outside bank account or Paypal account. It is in the best interest of the student organization to utilize their University account for all organizational banking needs. Under no circumstances are student organizations authorized to associate Loyola University Chicago with an outside bank account in any manner.   

For more information, click here.                                                                    

Old Process: RSOs and vendors entered into a contract. Both vendor and students waited for Allocations decision.

New Process: RSOs now have access to a Performance Bid Form. This form should be used any time your organization is planning an event where an off-campus person is coming to campus and requiring payment. This form should be submitted with your Semester Budget or SPOT funding requests. 

Old Policy: None

New Policy: Registered student organizations must register all activities with SAGA through the Activity Request Form; which includes activities requiring transportation. Work with SAGA to arrange transportation services or for additional information click here.

Old Policy: Registered student organizations (RSOs) must contact Transportation Service for a University van rental.

New Policy: Registered student organizations must register all activities with SAGA through the Activity Request Form; which includes activities requiring transportation. Work with SAGA to arrange transportation services or for additional information click here.