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Approval Procedures for Events

Student Organization Event Registration

Exceptions

Certain circumstances do not require the completion of the Event Request Form.

Where to Obtain the Event Registration Form

Once you have logged into your JagSync account, visit the Admin Dashboard, located in the drop down menu at the top right corner of the page (if you do not have Admin Dashboard access, please contact Student Involvement staff for assistance). Select the + sign in the top left corner, then select to create an Event. Follow the instructions. All events and general meetings must be submitted for approval a minimum of two weeks prior to the event.

Other Forms That May Be Required

Timelines to Submit Completed Forms

The basic timelines to submit completed forms is located below:

Special Notes:

A request may be submitted sooner than the required minimum to allow more publicity lead-time. If the student organization has planned the full semesters events in advance (confirmed speakers, etc.), the forms may all be submitted at the beginning of the semester or even the semester before.

If requesting SOFC funds, be aware of other factors may impact the approval process (individuals who must process/sign the paperwork may be out of town, no SGA meeting due to holidays, timing of the meeting, etc.). Student organizations who wish to receive funds from SOFC must attend two SGA General Body Meetings each semester and attend a Student Organization Training. More information regarding SOFC funds may be found in Funding Guidelines, Section 11.

These timelines have been set to allow sufficient time for obtaining the signatures needed or to allow for additional processing time for special circumstances. 

The Event Approval Process

  1. Student organization officers complete and submit the Event Registration form through JagSync two weeks prior to the organization event.
  2. Student Involvement will review the event form to ensure they are fully and properly completed. If necessary, they will contact the individual who submitted the form to obtain further information.
  3. Events will be approved through JagSync. If an event is not approved, student organizations will receive a notification from JagSync.
  4. Before an event space or location can be reserved, the student organization should receive approval on JagSync. Once approved, a space or location can then be reserved through the University Calendar. Calendar postings should include the details from the approved Event Registration form.  Acronyms are not preferred when creating a posting on the University Calendar.
  5. Events may not be publicized until approved (in accordance with University policy). 

 If an event is not approved:

Coca Cola Products

The university granted the Coca Cola Company exclusive rights to sell and serve soft drinks on the UHV campus. All student organizations providing beverages for on campus programs must serve Coca Cola products.

UHV Temporary Food Dealer's Permit/Request Form

If a student organization is serving food and/or drinks at a publicized event or meeting, they must complete and email a UHV Temporary Food Dealer's Permit/Request Form to Stuart Sherman, Sr. Director of Emergency Management at least 48 business hours prior to event.