Club ReFuel

Student group leaders who receive recognition and/or have financial accounts at Columbia, as well as those student groups who wish to program on the Columbia campus, must complete the three steps of Club Refuel below.

Before a recognized student group can access their available funding or reserve space on campus, FOUR executive board members of the group must complete the Student Organization Knowledge Assessment (SOKA), attend an Enough is Enough and Mental Health Student Leader Training session and meet with their adviser.

Executive Board members are defined as*:

President
Vice President
Secretary
Treasurer

*or the equivalent of these roles

Spring 2019 Club Refuel will end on Friday, February 22.

Questions? Please email engagement@columbia.edu.

Student Organization Knowledge Assessment

The Student Organization Knowledge Assessment (SOKA) tests your knowledge of the critical policies you will use throughout your time as a student organization leader. There are three distinct sections: Programming, travel and finance. Information and study guides for each of these sections can be found below.

IMPORTANT: You will only be able to submit the test ONCE. Please be sure you review the information thoroughly!

Ready to test your knowledge? Take the SOKA!

Enough is Enough and Mental Health Student Leader Training

Enough is Enough, mandated by the New York state law, provides student leaders with relevant information and resources associated with sexual assault. Student leaders will examine how sexual assault can impact a student group and community and how they can work to prevent harmful behaviors and respond to incidents that arise.

The mental health session provides student leaders with relevant information and resources associated with mental health. Student leaders will examine how mental health issues can impact a student group and community and learn about resources to support peers when incidents arise.

All four executive board members must register to attend Enough is Enough and Mental Health Student Leader Training. Please plan to attend this event on Thursday, January 31, 4:45–7:30 p.m. or Tuesday, February 5, 4:45–7:30 p.m.

Meeting with Your Adviser

Prior to scheduling an appointment with your adviser, please complete the Student Organization Knowledge Assessment, so that your adviser may review your results during the meeting. Please also register for the Enough is Enough and Mental Health Student Leader Training prior to meeting with your adviser so they can answer any questions about the training. Once you've passed the assessment and signed up for your training session, you can schedule a meeting with your adviser.

Not sure who your adviser is? Find your adviser's contact information here!

Student Organization Knowledge Assessment Tools

Each section listed below includes tutorials that highlight the most common needs of student groups, along with additional links to more detailed information. Once you are familiar with the information, you can take the Student Organization Knowledge Assessment.

Student Organization Programming

Plan Out Your Event

An Overview: Club Refuel - Plan out your event

Where Will the Event be Held?

Who Will Attend?

Comply with University and Governing Board Policies

University Policies:

Governing Boards:

Working with Campus Partners

An Overview: Club Refuel - Working with Campus Partners.pdf

Event Reviews
Facilities Requests (tables, chairs, stanchions, trash cans, etc.)

Student Organization Travel

If your student organization travels either domestically or internationally, you should consult with your adviser at the onset of your planning. There are policies and procedures that must be followed as a recognized student group and your adviser can help facilitate the process.

Student Travel

Domestic Travel Planning

International Travel Planning

Student Travel Payment Options

Student Organization Finance

Each recognized student organization is responsible for the management of its own budget. As a leader of a student organization, you must understand Columbia's financial policies to ensure the fiscal health of your organization. As a leader, you must also ensure all members of your organization spend funds appropriately and within the confines of University's policies, as well as and federal and state laws. Below are some resources to help you understand the basics of student organization spending and to prepare you to take the SOKA:

View the study guide for student group financial policies here.
Please review the list of vendors who accept Financial Transaction Forms (FTFs). This list denotes all vendors who will accept an FTF as payment and will invoice Columbia directly.
For promotional items, you must use a vendor from the List of Licensed Promotional Product Vendors.

Helpful Forms and Links

Is your group seeking out alternative/additional funding opportunities? Please visit our page on Other Funding Sources within Columbia.
Has your group or program earned funds through a fundraiser or ticket sales? Please complete a cash deposit form or check deposit form, have your adviser sign it, and bring it along with the funds to Administration & Planning within 2 business days of the completion of your fundraiser or event. REMINDER: Funds can not be collected using Venmo, PayPal, GoFund Me or other third-party apps or platforms. You can request a cash bag before your event to keep the funds secure until you drop them off in our office.
Paying a new individual or company? They are considered a 'vendor'; Use the New Vendor Setup Request Form to request the setup of a new vendor that has not previously done business with or been paid by Columbia University or to check if a vendor is already in our system.
Will a performer be performing at an event your student group/program is hosting? Please have them sign/complete a Performance Agreement and submit to the Admin & Planning team.
- Work with your adviser to help sort out the details of the event and how to arrange payment for the performer. Advanced planning is critical!
Are you the leader of an organization that has a Student Group P-Card? Be sure to complete the Student Group P-Card Form for each and every transaction, and submit to reconciler along with other supporting documentation.
Please use the Columbia's Tax-Exempt Certificate when making a purchase in any tax-exempt states.
Would you like to receive a breakdown of your student group/program's account activity? If so, please complete this webform.
Questioning a work order that has hit your group's account? Visit the CU Facilities site to access the work order details.
Sample of Columbia's Certificate of Insurance (COI)

For questions on Columbia financial policies, please email USLAdmin @columbia.edu.

Additional University Policies and Procedures

The Student Organization Knowledge Assessment covers just some of the policies you will need to learn and understand in your time as a student leader. Below are additional resources and policies to review. Every recognized student organization must comply with all University policies.

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