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 (3) 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 attend an Enough is Enough session, complete the Student Organization Knowledge Assessment (SOKA) and meet with their adviser.
Executive Board members are defined as*:
2. Vice President
*or the equivalent of these roles
Enough is Enough Student Leader Training will be Saturday, September 8. See below to find the exact time of your student groups session.
Fall 2018 Club Refuel will end on Monday, October 8.
Student Organization Knowledge Assessment (SOKA)
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: Student Organization Programming, Student Organization Travel and Student Organization 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!
Click here to take the Student Organization Knowledge Assessment (SOKA)!
Enough is Enough and Mental Health Student Leader Training
Enough is Enough: The Impact of Sexual Assault
This interactive, mandated by the New York State law known as Enough is Enough, 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.
Mental Health Training: More information to come!
All four executive board members must register and attend this session. The final Enough is Enough and Mental Health training sessions will happen on Monday, September 17 from 4:45pm-8pm.
Click here to register for the Enough is Enough and Mental Health Student Leader session!
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 out here!
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.pdf
Comply with University and Governing Board Policies
- Activities Board at Columbia (ABC)
- Interschool Governing Board (IGB)
- Student Governing Board (SGB)
- InterGreek Council (IGC)
Working with Campus Partners
An Overview: Club Refuel - Working with Campus Partners.pdf
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 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) here. This list denotes 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 deposit slip & bring along with the funds to Admin & Planning within 3-5 business days.
- Paying a new individual or company? They are considered a 'vendor' and will need to complete the applicable tax form, available here: W-9 (for US Citizens) and W-8BEN (foreign persons)
- 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 FinancialAdvising@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.
- Alcohol Policy and Procedures
- Campus Press Policy
- Charity Drive Requests
- Communication and Marketing
- Contracting Performers
- Email, Mailing Lists & Websites
- Equal Opportunity and Affirmative Action
- Facilities for Special Events
- Food Policies
- Gambling/Games of Chance
- Gender-Based Misconduct
- Hazing Policies
- Protection of Minors
- Printing Promotional Materials & Use of Copyright Material
- Parking and Unloading on College Walk
- Permits for Events and Parades
- Screening Movies or Television Shows