Navigating the Landscape of UCLA Student Organization Funding and Operations

UCLA, a vibrant hub of academic and extracurricular pursuits, supports a diverse ecosystem of over 1,300 registered campus organizations (RCOs). These organizations, ranging from student government and academic clubs to spiritual groups, club sports, and community service initiatives, play a crucial role in enriching the student experience. To facilitate their endeavors, UCLA, through various offices and initiatives, provides a comprehensive framework for funding, operational support, and organizational development. At the forefront of this support system is SOLE (Student Affairs IT, and Campus Life), which has developed an innovative online RCO funding system designed to streamline the process of finding and applying for financial resources to support student programs.

The SOLE Initiative: Empowering Student Organizations

SOLE's mission is to empower students through organizational development, foster leadership, and promote active engagement in a manner that is equitable, just, and inclusive. Recognizing the financial needs of student organizations, SOLE has introduced a new online RCO funding system. This platform is specifically designed to help student organizations discover and apply for funding sources that can bolster their programs and initiatives. A critical aspect of this system is that funding proposals can only be submitted by authorized signatories or group administrators, ensuring accountability and proper management of funds. For those seeking detailed information about SOLE staff and their roles, the "About Us" page on the SOLE website is the primary resource. Furthermore, SOLE offers a valuable funding overview video that comprehensively details the various funding sources available to registered campus organizations at UCLA. Students are strongly encouraged to connect with SOLE's fiscal staff for more in-depth information and guidance regarding funding opportunities and university fiscal procedures.

Understanding RCO Registration and Status

To access the wealth of resources available at UCLA, all organizations must undergo an annual registration process. If an organization was registered in the previous academic year, it must complete a re-registration process. New organizations, on the other hand, must navigate the initial registration procedure. Both processes involve completing online registration forms, which require submitting the names and University Identification Numbers (UIDs) of three signatories, as well as uploading the group's updated constitution. These signatories must then electronically approve their designation via MyUCLA. New organizations are mandated to attend a new signatory workshop, offered during events like Days O'SOLE or the Winter/Spring One-Stop sessions. Attendance is crucial for credit. Re-registering organizations are advised to ensure their constitutions are up-to-date and meet the established requirements. A sample constitution is available for reference, and current constitutions can be accessed on the organization's profile.

The registration process involves several key steps and statuses that organizations should be aware of:

Submission: The initial submission of the registration request.
Awaiting Signatory Acceptance: This status indicates that one or more designated signatories have not yet submitted their approval. It is imperative to remind these individuals to complete their signatory requests.
Pending Signatory Approval: The submission is under review by SOLE, with a focus on verifying that the signatories meet the required criteria. This review process can take several days.
Resubmit: A problem has been identified with the submitted information. Organizations should consult the comment section of their request for details on how to resolve the issue.
Final Review: The final stages of the registration process are being completed, with minimal details remaining before approval. SOLE will reach out if any issues arise.
Approved: The organization has successfully completed the registration process and is now officially recognized.

It is imperative for organizations to complete all registration requirements by the stipulated deadline, typically October 31st, to maintain their registered status. Failure to do so can result in the organization losing its registered standing.

Navigating Organizational Changes and Administration

For established organizations, the ability to update signatory information, group administrator roles, or other organizational details is essential for continuity and effective management. To make these changes, users must log in with their UID and search for their organization. Once on the organization's profile page, the "Edit Profile" option should be available. If this option is not visible, it is necessary to contact a SOLE advisor to be granted administrator privileges. When changing signatories, the name and UID of the new signatories are required. After saving the changes, the new signatories will need to approve the request, and a SOLE advisor will also need to provide approval.

Becoming a Group Administrator offers enhanced capabilities, including the ability to apply for funding and modify the organization's profile. Unlike signatories, there is no limit to the number of group administrators an RCO can have. To become a group administrator, individuals typically need to join the group's profile by logging in with their UID, searching for the organization, and clicking "Join Organization." Subsequently, a current signatory or group administrator must grant them administrator status.

Funding Opportunities for Student Programs

UCLA offers a diverse array of funding streams to support registered campus organizations. These funding sources are administered by various entities, each with its own application process, deadlines, and specific funding priorities.

ASUCLA Student Union Event Funding (SUEF)

The Associated Students, UCLA Student Union Event Fund (SUEF) is designed to cover expenses directly associated with the use of facilities such as Ackerman and Kerckhoff facilities/spaces, and Bruin Plaza. This fund is exclusively available for registered campus organizations whose events are conceptualized, planned, and executed by the students themselves. SUEF can help defray costs for the Basic House Package, additional charges incurred in the Ackerman Grand Ballroom, and expenses related to sound equipment or equipment rentals for events in Bruin Plaza. A crucial deadline for SUEF applications is at least 30 days prior to the event, with early applications strongly encouraged to ensure timely consideration.

Campus Life Supplemental Funding

Campus Life provides supplemental funding through two primary avenues: the Recreation Venues Event Fund (REF) and Campus Life Support for Student Programming (SSP).

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Recreation Venues Event Fund (REF): REF offers financial assistance for labor and custodial expenses associated with the use of Recreation spaces by registered campus organizations.
Campus Life Support for Student Programming (SSP): SSP provides supplemental support for a range of student activities and programs that benefit the campus community. This can include funding for food, transportation, facilities, supplies, advertising, and honoraria. However, it is strongly advised that registered campus organizations exhaust all other potential funding sources before applying to SSP.

Additional funding through SSP is particularly available for programs that focus on specific areas:

Lesbian, Gay, Bisexual Transfer (LGBT) student issues and campus inclusion: Supporting initiatives that promote understanding and inclusivity for LGBT students.
Cultural and Spiritual expression: Funding programs that celebrate and explore diverse cultural and spiritual identities.
Social Justice Camps: Providing support for summer youth programs with a social justice focus.

Important Note on SSP Funding: Due to budget reductions, Campus Life SSP funding is significantly limited for the 2025-2026 academic year. Certain expenses, such as the purchase or repair of equipment, retreats, conference travel, performance fees, decorations, flowers, or gifts to participants, may not be eligible for funding. Honoraria will only be provided to organizations that align with the stated intent of the Cultural & Spiritual Student Programming and LGBT Student Programming funds. SSP funding is intended to supplement other financial resources, and applications where no other funding has been sought may not be considered. Applications for both REF and SSP must be submitted at least two weeks prior to the event.

Graduate Student Association (GSA) Funding

The Graduate Student Association (GSA) serves as the representative body for graduate and professional students at UCLA. The GSA offers the GSA Discretionary Fund, which is available to graduate student campus organizations. This fund can cover a variety of expenses, including food, equipment, facilities, honoraria, travel expenses, and advertising. Applications for the GSA Discretionary Fund are due at least three weeks prior to the event date, with earlier submissions being highly recommended.

Programming and Funding Advisory Board (PAB)

The Programming and Funding Advisory Board (PAB) is comprised of the Community Activities Committee (CAC) and the Campus Programs Committee (CPC).

Community Activities Committee (CAC): CAC provides funds for ongoing student-initiated and student-led community service programs that engage with economically and socially disadvantaged communities throughout the academic year. The CAC offers several funding streams: a Regular fund, a Mini quarterly fund, Summer funding, and a Leadership Development fund.
Campus Programs Committee (CPC): CPC supports student-initiated and student-organized cultural and educational programs on campus. It also funds events designed to bring youth and community college students to campus for educational engagement. The CPC offers a Regular fund and a Mini quarterly fund.

It is critical to note that proposals may not be accepted for subsequent funding rounds if all available monies, including reserves, are exhausted in earlier rounds. Submissions to PAB are due by 4:00 PM on the specified deadline date, with no late applications accepted under any circumstances. Prospective applicants are strongly advised to connect with their SOLE advisor prior to submission to ensure their organization meets the eligibility criteria for each respective fund.

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UCLA Residential Life Programming and Funding

Programming within UCLA Residential Life facilities on the Hill is coordinated through dedicated Residential Life program staff and committees. All programming must be open to, and intended to welcome and engage, residents of the Hill. UCLA Residential Life facilitates co-programming opportunities on the Hill and provides funding for programs both on the Hill and on the main campus. For Fall 2021, proposal reviews began in Week 2, with co-programs commencing as early as Week 5 and financial requests being reviewed from Week 3.

Semel HCI Initiatives

The Semel Healthy Campus Initiative (HCI) focuses on six core campaigns: EatWell (Nutrition/Food), MoveWell (Physical Activity/Exercise), MindWell (Mental Health/Well-being), BeWell (Healthy Community/Environment), BreatheWell (Tobacco-Free Initiative), and EngageWell (Social Well-being). The Semel HCI is dedicated to building a healthier, more just, and equitable future for UCLA, guided by core values of integrative health, responsibility, diversity, and health equity. They specifically support proposals that align with their refined goal of fostering a healthy environment that promotes resilience, social connections, and equity. A recording of the Semel HCI Grants Application Workshop is available for those seeking more information. The Semel HCI serves as a platform for the UCLA and Bruin community to collaborate on fundraising campaigns aimed at addressing global challenges and envisioning new possibilities. This initiative is accessible to department-sponsored interest groups, SOLE organizations, Rec or Club Sports teams, UCLA Alumni, Faculty, Staff, Development Officers, and select friends of UCLA. Funding applications through Semel HCI are due at least 30-45 days before the intended fundraising start date, and applicants are encouraged to consult with their SOLE advisor and crowdsource funding.

Student Risk Education Committee (SREC) PLEDGE Fund

The Student Risk Education Committee (SREC) comprises several sub-committees, including those focused on Driver Safety Training/Vehicle Orientation (DST/VO), Hypertension, and CPR/First Aid, as well as the PLEDGE Fund. The SREC PLEDGE Fund provides risk-mitigating resources such as Live Scans, Liability Insurance, Crowd Management, CPR/First Aid, and TB Tests. This funding source is available to Registered Campus Organizations whose mission statements include community service, as well as USAC and CPO affiliated groups.

Funding for General Programs and Outreach

Several funding sources are available for events encompassing general programs, political advocacy, academic success, cultural awareness, sustainability, and community service. These funds are accessible to all projects supported by the Community Activities Committee (CAC), the Undergraduate Students Association Council (USAC), and the Student Initiated Outreach Committee (SIOC). Outreach-related services eligible for funding include workshops on financial aid, A-G requirements, standardized testing (PSAT/SAT/ACT), and college life. Field trips or conferences to UCLA that provide information about college life are also supported, as are materials developed to enhance skills necessary for pursuing higher education.

Event Planning and Logistics

Facility Reservations

When planning any activity, the first step is to consult with your SOLE advisor. Organizations can then research potential locations and begin the reservation process as early as possible. It is important to note that only one of the three designated signatories can reserve a room and complete the online application.

Bruin Walk Permits

To fundraise or distribute items on Bruin Walk, organizations must obtain a Bruin Walk Permit from their SOLE advisor. This process involves reviewing approved and unapproved items, marking the Bruin Walk calendar if items are approved for sale or distribution, adhering to safety and sanitation guidelines, and prominently displaying the permit at the event.

Event Insurance

Registered Campus Organizations (RCOs) are responsible for assessing the risk and liability associated with their events. If insurance is deemed necessary or required, RCOs can apply for coverage through CAMPUSCONNEXIONS.

Marketing and Promotion

Effective marketing is crucial for reaching the target audience and conveying an organization's message. Organizations should carefully consider which platforms to use and their specific purpose. When marketing, it's important to ask if the efforts reach the broadest appropriate audience. Utilizing social media, the UCLA Community Calendar, and the Bruin Leaders Organization Highlights on Instagram are recommended strategies. Setting attainable goals for marketing efforts can be achieved by employing the SMART Goals framework (Specific, Measurable, Attainable, Realistic, Time-sensitive).

Accessibility and Accommodations

Ensuring accessibility for all participants is a fundamental aspect of event planning. The Center for Accessible Education (CAE) assists students registered with CAE in obtaining accommodations for student organization events and co-curricular activities. For student programs, accommodations such as CART captioning, ASL interpreting, large print, and wheelchair access can be included as a line item in the budget. It is highly recommended to incorporate anticipated accommodation needs into budget planning. Furthermore, all event publicity and registration materials should include a disability access statement inviting participants with disabilities to communicate their access needs in advance. A sample statement is provided: "In compliance with the Americans with Disabilities Act, UCLA will honor requests for reasonable accommodations made by individuals with disabilities. Requests can be fulfilled more effectively if notice is provided at least 10 days before the event. Please direct accommodation requests to ____ .â

Hybrid and Virtual Operations

The transition to hybrid and virtual programming necessitates a thoughtful approach to organizational operations. The Student Leader Toolkit offers valuable resources for navigating hybrid programming and organizational operations, including guidance on meetings, transitions, and recruitment.

Digital Organizational Programming and Operations

Resources are available to help campus organizations manage virtual operations and programming. Best practices for programming and managing organizations in digital spaces emphasize accessibility and inclusivity.

Universal Design: When engaging in virtual spaces, applying principles of Universal Design ensures that programs and activities are accessible, understandable, and usable by the widest range of people. This includes considerations for simplicity, intuitive use, and ease of navigation, regardless of a user's experience, knowledge, or technological proficiency.
Accessibility Features: Implementing accessibility features such as closed captioning, alternative image descriptions, and providing direct links to referenced documents is crucial.
Equity and Inclusivity: When planning virtual programs, organizers must consider potential access barriers related to software, platforms, or applications. Additionally, when many students are not living on campus, it is vital to consider time zones to ensure broad participation.
Livestreaming and Recording: The ability to livestream events or record them for later viewing should be a consideration.
Communication: Maintaining consistent and clear communication with members and participants is paramount. Defining the purpose of various platforms and ensuring clarity helps in planning and executing digital engagement.
Platform Selection: The Program & Event Management team has developed a resource to help students navigate and select appropriate digital and virtual platforms for their programs and activities. It's important to remember that this list is not exhaustive, and platforms can be utilized in diverse ways.

Security and Privacy

Ensuring the digital safety and well-being of members and participants is a priority. Platforms should offer layers of security and privacy. Utilizing RSVP features can help minimize the risk of unauthorized individuals interrupting meetings or programs. Organizations should review the safety and security pages of digital platforms to ensure their activities are secure.

Engaging with Members

Effective member engagement in a hybrid or virtual environment involves various strategies:

One-on-one Check-ins: Leaders can schedule individual check-ins with executive board members and other members to foster connection and understand individual needs.
Family Groups/Clusters: Organizing smaller, more personal group bonding activities can help members connect in a more intimate setting.
Role Rotation: Rotating daily and weekly tasks, such as taking meeting minutes, can keep members engaged and distribute responsibilities.
Staying Connected: Scheduling time for connection outside of formal meetings and programs is vital. Virtual "self-care" events, movie watch-parties, weekly challenges, or game nights can foster a sense of community.
UCLA Workshops and Trainings: Integrating UCLA workshops and trainings, such as those offered by the Dean of Students, Ombuds Office, Counseling & Psychological Services (CAPS), and others, can engage members with available campus resources.

Hosting Meetings

When hosting meetings, organizations should determine the preferred format (virtual, in-person, or hybrid) and consider member comfort levels. Establishing a clear agenda, setting expectations and outcomes, and maintaining consistency with regular meeting schedules are important. Icebreakers can help foster a welcoming atmosphere, and soliciting member input is crucial for a collaborative environment. Security measures, such as password protection and waiting rooms, are essential to prevent disruptions.

Recruitment in a Hybrid Setting

Flyers on Bruin Walk remain an effective way to connect with students. When reserving meeting spaces for information sessions, consider capacity, availability, and audio-visual needs. Hosting an "organization open house" can attract interested students. Keeping the myUCLA profile updated and leveraging social media platforms are also key recruitment strategies. Collaborating with on-campus departments can expand reach. SOLE also offers a Recruitment Tips Workshop and resource guide.

Branding and Community Service

Branding

Consistent messaging and imagery are vital for branding, helping potential members and audiences understand the organization's identity and offerings. Organizations considering the use of UCLA Marks should consult the online UCLA Marks portal for guidelines and request procedures.

Community Service

SOLE advisors are committed to supporting student initiatives, especially community service efforts. Before implementing service activities, especially off-campus, organizations should consult with their SOLE advisor. Protocols for risk management, including the use of face coverings, physical distancing, and frequent handwashing or sanitization, are strongly recommended, particularly in light of ongoing public health concerns.

Green and Sustainable Events

Incorporating sustainability into event planning is increasingly important. UCLA offers resources such as the Green Events Certification Program and information from UCLA Sustainability to help organizations plan greener events.

Fiscal Management and Vendor Information

Accessing University Funding

A dedicated document outlines frequently asked fiscal questions, and fiscal advisors are available for further assistance. The Fiscal Team has compiled a guide of commonly used vendors for registered campus organizations. For inquiries about additional vendors or to add a vendor to the system, reaching out to a SOLE advisor is recommended.

Vendor Setup

Information on setting up a vendor with UCLA is available in the Vendor Set Up document.

Requisition and Invoice Submission

The MyUCLA Fund Requisition Overview provides guidance on accessing allocated funds. MyUCLA training videos are also available. A MyUCLA Requisition Checklist ensures all necessary information is gathered to avoid payment delays. For processed Purchase Orders (POs), final vendor invoices can be submitted via the fiscal invoice submission form.

Accessing Funding Portal

Navigating the funding portal, tracking funding allocations, and submitting requisitions are detailed in various MyUCLA guides and videos.

Security and Safety

Given past incidents of "Zoom bombings," organizations must implement security measures for virtual and hybrid events. This includes password protection, unique links, and waiting rooms. RSVP features can further enhance security. Organizations can also seek additional safety resources from the Student Risk Education Committee (SREC), such as sample liability waivers. SREC oversees the PLEDGE Fund, which aids in mitigating risks for community service events. Additional safety resources from SREC include training in Youth Safety, Hypertension, Driver Safety, and First Aid/CPR.

Undergraduate Student Association Council (USAC) and Graduate Student Association (GSA)

The USAC represents the undergraduate student body and supports equity, diversity, and inclusion initiatives. The GSA represents graduate and professional students, sponsoring a variety of programs and advocating for student interests.

Finding and Starting Organizations

UCLA hosts over 1,300 registered campus organizations. A search function is available to find organizations by category or keyword. To start a new organization, one needs to name it, provide a short description, identify three signatories (any UCLA student, faculty, or staff), and develop a constitution. The organization's name can only use "UCLA" as a geographic reference. Registration must occur during the open registration period each quarter. Failure to re-register in the fall can necessitate registering as a new organization in subsequent quarters.

SOLE Advisors

Every registered campus organization has a SOLE Advisor. The advisor's contact information can be found by searching for the organization on the SOLE website. Advisors welcome the opportunity to meet with student leaders.

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