From: The Underground: Student Organization Resources Center
Date: October 24, 2024
Subject: Student Org Newsletter 10/24: More Fall Updates and Activities


Would your organization like to host a voter registration drive? Do it! All org members who’d like to volunteer must complete voter registration drive training through the Virginia Board of Elections. 

Encourage your membership to get prepared for the upcoming election! Students are able to register to vote and identify their polling location online through this link. This link has the option to apply to vote absentee for Virginia voters. For out of state voters, the VCU Votes student fellows encourage students to visit this site. If you have questions or need additional information, contact Kelsey Jones at jonesk66@vcu.edu.

Want to promote your student organization’s events on campus? Here is a quick guide to help you post fliers on bulletin boards in The Commons.

Who?
Only registered student organizations can post fliers in The Commons. If you’re part of a department or community organization, you can request permission from the student organization team.  

What?
Your flier should follow university policies and keep things positive, inclusive, and respectful. Commercial or for-profit promotions aren’t allowed.

Where?
The lower level and first floor of The Commons.

How?

  1. Submit your flier to the Underground at least 3 business days before you’d like to post. 
  2. Your flier should include your organization’s name, event details, and contact info.
  3. Standard size is 8.5 x 11 in, but we may allow up to 11 x 17 in with special approval.
  4. Fliers will be displayed for up to 3 weeks, and it’s your job to take them down within 3 business days after the posting period ends. 
  5. Reminder to not post on non-designated areas; any unapproved or expired fliers will be removed.

Questions? Reach out to studentorgs@vcu.edu or thecommons@vcu.edu. Happy posting!

VCU catering is offering discounted rates to student organizations! Check out their attached menu for more information or visit https://vcu.campusdish.com/Catering. 

We Heard You Want More...

It’s TIMEEEE! Are you an eager ram looking for a way to get more involved on campus? Are you looking to make lifelong friends while having the MOST FUN EVER? Do you think you have what it takes to be Royalty? Come out to one of our interest meetings to find out more about VCU’s Homecoming Court!!

Whether you're a freshman, transfer student, or have been here for years, we could all use some more RAM GEAR! Come out to the Commons Ballroomon Sunday, October 27th, 2024 and join us in creating your own Ram Gear. We'll have T-Shirts, Totes, and Hats, Markers, Patches, and more to create a one-of-a-kind masterpiece and show your school spirit!

Get ready for a night of chills and thrills at Spooky Bingo! Wear your best costume for a chance to win eerie-sistible prizes in our costume contest! Bring your friends and let the ghostly games begin—it's a hauntingly good time you won’t want to miss!

Harvest memories at Fall Fest!

On November 3rd, we will be at the commons plaza celebrating the last month of fall with food, rides and Prizes!

Let’s make this season one to remember!

All student organizations hosting events where alcohol will be served must complete this Notification of an Event with Alcohol Form in RamsConnect at least fourteen (14) days in advance of any alcohol event. More information about the student organization alcohol policy can be found both on the notification form and in the Student Organization Handbook.

All student organizations are encouraged to share their travel details with the student org office through the Travel Reporting Form. 

Submitting this form is required for any student organization receiving university funding (partial or full funding) for organization travel. Registered Student Organizations receiving any university funding for travel must complete this form 30 days prior to travel to ensure compliance with state and federal guidelines. Link to form is here.

DSA Finance Updates

Please note, as stated in the 2024-2025 Student Organization Finance Training, all submitted reimbursement requests must follow the following rules; 1.) reimbursements are exclusively available for food/beverage and/or travel expenses, 2.) the subtotal of the reimbursement request must exceed $25.00, and 3.) the reimbursement request must be submitted in RAMorgs within five days of the purchase being made.

Please do not purchase anything outside of these guidelines and expect to be compensated for your tendered payment.

Commons Event Services Updates

Event Tips: Many complex events in the student centers require walkthroughs with a scheduling and operations team member to go over event logistics. 

Ensure you review your facility use agreements and respond to emails or phone calls to schedule walkthroughs and answer any logistical questions needed to finalize event requests. 

Feel free to reach out to uscaevent@vcu.edu with any questions.

Student Activity Fee Funding Info Session

Over the past year a committee composed of student leaders from SGA's Independent Financial Board (IFB) and staff from the Division of Student Affairs worked together on a plan to strengthen student organizations. The committee looked at training, processes, and student organization funding. As it relates to funding, the committee discovered that the Student Activity Fee funds all student organizations and activities including The Underground, SGA, GPSS, FSL, Sports Clubs, Student Media, APB, GPSB, Homecoming, and the SOVO Fair had not been raised since 2004. This has resulted in a gap between what student organizations need to operate and the funding that is available. After careful consideration and comparison review to other Virginia universities, the committee recommended the Student Activity Fee be raised for the first time in 20 years in order to best support student organizations moving forward. On the Monroe Park Campus the committee proposed an increase of $40 a year for undergraduates and $6 a year for undergraduates beginning in the 2025-26 academic year. You can read more about it on the Student Activity Fee website.  


This fall members of the committee have presented the proposed fee increase to several student leadership groups. On November 21 from 11 am-1 pm in University Commons members from the committee will be tabling and available to answer questions. We invite you to stop by. You can also email questions to dsa@vcu.edu.

Is your student organization interested in partnering with the Red Cross to host a blood drive on or near the MPC or MCV campuses? The Red Cross can guide you through the process of planning, marketing and coordinating volunteers to help facilitate a drive. This is a simple way to host a campus accessible service project for your org. For more information on partnering to host a drive, contact Christine Homan at christine.homan@redcross.org.