Resource Centre Handbook

INDIGENOUS PEOPLES COLLECTIVE

Founded in 2010 as the Aboriginal Student Council, the Indigenous Peoples Collective (IPC) initially focused on Indigenous graduation before expanding to meet evolving needs.

The IPC serves as a space for Indigenous students, faculty, and community members to gather safely, share ideas, and enjoy events and laughter. Our collective is forward-thinking, considering the needs of future Indigenous generations. We aim to establish a strong foundation to provide resources and support for Indigenous individuals, both within and beyond the institution, fostering community connections. Our events prioritize unity and relationship-building

PEER SUPPORT NETWORK

Founded in 2014, the UBCO Peer Support Network (PSN) offers a confidential space on campus where students can seek support from peers regarding personal challenges. As a paraprofessional service, the PSN provides empathetic peer support without diagnosing or treating mental illness.

Operating alongside the Women’s Resource Center and the Pride Resource Center, the PSN aims to ensure no student feels isolated and works to promote mental health awareness within the campus community.

PRIDE RESOURCE CENTRE

Established in 2003, the UBCO Pride Resource Centre (PRC) offers a supportive environment for LGBT and Ally students to address campus-related challenges. As a paraprofessional service, it offers referrals to healthcare resources without providing direct medical advice. PRC volunteers host events and office hours, providing a safe and confidential space for discussions on LGBT issues.

Above all, the PRC aims to create an inclusive campus atmosphere regardless of gender or sexual orientation. It fosters social engagement and awareness of sexual and gender diversity through discussions and events.

WOMEN’S RESOURCE CENTRE

The Women’s Resource Center (WRC) opened on the UBC Okanagan campus in 2003 and continues to provide services to students through the SUO. All services offered by the WRC are paraprofessionals, however, the WRC provides a safe place on campus for women and those who identify as female, to find a supportive environment and connections to other resources on and off campus. The WRC annually initiates many events, campaigns, and fundraisers all to better the lives of women primarily on campus, while maintaining connections to the local, national and international scale.

The vision of the WRC is to provide increasingly professional and continued organized events from year to year and to maintain a standard of function through practicing continuity in a place where turnover is high.

SEX POSITIVITY CENTRE

We destigmatize and celebrate sex, sexuality, and sexual health, offering a safe space for open conversations students may have hesitated to start. Our peer support covers topics like sexual health, assault, and expression, advocating for diversity and education. We aim to raise awareness of resources, lower assault rates, and combat discrimination through inclusive events and materials, empowering students to advocate for themselves and others. Whether you’re experienced or curious, the SPC welcomes all to join discussions on sex and relationships.

1. RENEW your Student Association every year to retain active status between July 1 & the first Friday of Term 1.
2. REGISTER 1-3 executives for the annual Orientation held every September and January! It’s mandatory to retain active status and apply for funding, no excuses accepted!
3. DO NOT use the letters “UBC” or “UBCO” in an email address, student association name, logos, domain names or social media handles. Student Associations are part of the SUO that is a separate entity from UBC. The club or course union will have events and meetings on the campus but is not an entity within the university.
4. FUNDING – Apply for SA Funding in Term 1 & Term 2 before the deadline, don’t miss it!
5. GET pre-approval for all OFF-CAMPUS events or you can’t get reimbursed for expenses!
6. PROMOTE your Student Association event on the SUO Events Calendar!
7. POSTER PRINTING for events (20 free posters printed per event) or we have on campus printing services at paper & supply co.
8. UNC Theatre and Boardroom booking privileges included.
9. MAKE sure all executives either have access to the Student Association email address or have a system to share important information. Not knowing does not save you from being accountable!
10. USE your Student Association email for all communication, room bookings and expense submissions with the Membership Outreach team.
11. ON-CAMPUS EVENTS must be reported to and/or approved by the UBCO Safe Event Committee!
12. CHECK all the folders of the Student Association email address, including Junk and/or Spam folders.  You don’t want to miss out on important deadlines and funding opportunities!
13. EVERY Student Association Executive must know and follow the STUDENT ASSOCIATIONS REGULATIONS! Refer to pages 64-75 in SUO Regulations. Stay current and watch for updates.

Important Contacts:

Membership Outreach Coordinator: Izzy Rusch, membership.outreach@suo.ca

Students’ Advocate: Rachel Fortin, advocate@suo.ca

All student associations are bound to follow go to the Student Union Regulations.  Failure to follow the regulations could result in a student association being deactivated for the remainder of an academic year.  Serious infractions could result in the SUO Board of Directors permanently de-ratifying a student association.

To review the Student Associations Regulations

• Click on the “How We Run” tab
• Click on “Constitutions & Bylaws”
• Click on “Regulations”
• Scroll down to the Table of Contents
• Click on “REGULATION VIII – Student Associations”

Please refer to these regularly, as they get updated as new regulations are ratified by the Board of Directors.

It is the responsibility of every executive of every student association to be aware of the rules and regulations you are required to follow. 

We do have regulations in place to protect the club functioning and spending.  If at any point, a member or members of the Student Association felt that the executives were not being fiscally responsible or knowingly breaking SUO regulations, the concerned party could reach out to the VP Internal or Membership Outreach Coordinator for help to look into the situation and help deal with any issues that could be occurring. Our goal is to support every student association to be successful in creating social events and a community that is crucial to student life on campus.

For course unions, if there is conflict between the course union constitution and the Student Association Regulations, the Student Association Regulations take precedence, see Regulation VIII.65.

DO’S

• CHECK ACADEMIC ROOM AVAILABILITY BEFORE SUBMITTING A FORM. Rooms Are Booked On A First Come, First Serve Basis So Sometimes It Will Show That A Room Is Available Because A Request Has Not Been Processed Yet. We Will Email You If This Is The Case, So Book Early.
• SUBMIT YOUR SAFE EVENT PLAN to Campus Operations.  If your event is a simple one, you just need to inform them by filling out page 1 of the Safe Event Application.  If the event is a larger event or involves more details, you will need approval for the event from the committee.  Make sure you plan your event with time to submit the form and get it approved.  Events that require approval will be canceled if confirmation of approval cannot be provided at least 48 hours before the event.
• NEED EVENT SET UP – Complete the SA Event Set Up Facilities Work Order Form and a map drawing of how to set up the room. Email it to Membership Outreach Coordinator 21 days before the date of the event
• WHEN MAKING MULTIPLE ROOM BOOKINGS For The Same Day, You Can Specify The Multiple Rooms Wanted In The Enter a description for the indoor/outdoor space Of The Booking Form As Long As The Dates And Times Are Identical.
• RECURRING BOOKING REQUESTS – Make sure your start date and end date are the first and last days of the recurring events.  If the event is weekly, we need to know if it is for 6 weeks or 12 weeks by including an end date different than the start date.
• NON-ACADEMIC SPACES such as foyers, outdoor spaces and the UNC 200 Ballroom availability are not viewable on any timetables on the UBC website.  Please submit booking requests in our system with your preferred request.  It would be helpful to include options for times and dates in case the space is not available for the time you prefer. We will reach out with some options if we cannot book the space as requested.
• GIVE CLEAR DETAILS so we can process the request quickly.
• PUT ROOMS BACK THE WAY YOU FOUND THEM. The last thing we want is a professor finding a messy classroom the following morning before a lecture or midterm.

DONT’S

• Submit A Form for Academic Spaces Before Checking Room Availability (UBC CWL authentication now required on-campus, or use UBC VPN)
• Try And Book The Following Rooms
  • RESTRICTED CLASSROOMS
  • TEACHING LABS
  • COMPUTER LABS
  • CLASSROOMS THAT AREN’T LISTED ON CENTRAL BOOKING

• Submit requests specific only to a building and not a room. Check availability and specify the specific rooms wanted on the form.
• Book A Space Last Minute, we do our best but can’t make miracles happen
• Forget to report your event to the Campus Operations Committee. Every event needs to submit a form either for approval if necessary or just to inform the departments such as security or custodial
• Have an event in a private residence or home. Our insurance does not cover liability in these spaces.
• Do not have an off-campus event without pre-approval. Expenses for unsanctioned SUO events will not be funded or processed.

All on campus events must be reported to Campus Operations by submitting a Safe Event Application.

Campus Operations is a committee of different staff from a variety of departments within UBCO who are involved with many factors of events such as facilities, security, food services and custodial services. We, the staff of the SUO are not part of the committee, it is university based.

Forms must be submitted a minimum of 21 days before the event, however it can take up to 30 days or more if it is a larger event, has risks involved or includes alcohol. The volume of submissions at the beginning and end of terms can also affect the time it takes to get approval.

If your event is a simple one, the application is a way to inform them of your plans.

If the event is a larger event or involves more details, you will need approval for the event from the committee.  Make sure you plan your event with time to submit the form and get it approved. The committee only meets once a week and due to the volume of events on campus, approval can take time especially at the beginning and end of each term.

Events that require approval will be canceled if confirmation of approval cannot be provided at least 24 hours before the event.

BOOKING PRIVILEGES

Campus Classroom Bookings

For room booking requests (eg. club meeting in a classroom) please allow a minimum of 3-5 business days for a booking confirmation. During our busy times (September and January) allow 5-7 business days to process booking requests. Keep in mind that our office hours are Monday – Friday 8:00am – 4:00pm and we are closed during all university closures.

For larger events, make sure to request your booking well in advance; it can take at least two weeks for a safe event plan, or facilities work order to be processed by UBC! Booking confirmations are sent to the Student Association email as soon as we receive them from the Central Booking Office.

The Central Booking Office (CBO) provides an online timetable (UBC CWL authentication now required on-campus, or use UBC VPN) to show availability of academic spaces. Please confirm availability BEFORE you submit your On-campus event form and make sure that you include extra time for event set up and clean up in the availability.

Check out the different spaces available:

• https://learningspaces.ok.ubc.ca/find-space
• https://cbo.ok.ubc.ca/rooms/outdoors/

Step 1: Verify room availability (UBC CWL authentication now required on-campus, or use UBC VPN)
How to use the timetable:

1. Click on “Rooms”
2. Select the room you would like to check for availability
3. Select the “Week Range” (all weeks start with the Monday date)
4. Select the day of the week your event/meeting will take place
5. Select the “All Day” option to see the full schedule for the date selected
6. Leave the default “Single (Basic) Timetable” option
7. Click “View Timetable”

If you have an ad blocker installed on your computer, the timetable will not display (you will need to disable your ad blocker for the timetable website).

Step 2: Complete Room Booking Request Form

For submitting booking requests, resource centres are listed as SUO Resource Centres under the “Student Association Name”.  We will know which resource centre is booking based on the email address submitted.

PLEASE NOTE: times and locations of classes and events on the timetable can be subject to change. The timetable reflects updates to the timetable in real time. Not all locations are available to be viewed in the “Room” search; only listed locations are available for Student Association bookings. Computer labs and teaching labs are unavailable for student association events.

UBCO Booking Timelines

Large Function Space

ADM 026 (This space must be booked through a sponsor from the Faculty of Creative & Critical Studies)

• Capacity for 200 in a fixed tablet tiered setting with plush seating
• 40′ x 27′ x 33′ Raised stage, floor to ceiling curtains
• Multimedia projector, speaker system, microphone (wired and/or wireless handheld or wireless lapel)
• Computer, Blu-ray, HDMI, VGA w/ audio, document camera, wireless presentation
• Professional stage lighting and lighting control, two lighting tripods for close stage-mounting of lights if required
• Technical Booth
• Touch-top podium with DVD, VCR, LCD Projection, 20” screen and sound system enables control of all the audiovisuals
• Outdoor Marquee sign available on request (cost for set up)

ADM 026 Requirements:

• must be booked at least 2 hours in advance of event start time for set-up
• a Campus Event Plan submitted to the Safe event Committee is required at least 10 days in advance
• Technical Booth available with skilled technicians. Rate 4-hours: $200. For performance events a technician is mandatory at $50 per hour with a minimum of $200.
• No food or drink permitted

COM201 

• Capacity for 400 in a fixed table tiered classroom
• Built-in screen, multimedia projector, speaker system, microphone
• Computer, blu-ray, HDMI, document camera, wireless presentation
• Lighting control, AC power to all seats

COM 201 Requirements:

• must be booked at least 2 hours in advance of event start time for set-up
• must have at least 300 attendees to book this space
• a Campus Event Form submitted to the Safe Event Committee is required at least 10 days in advance

LARGE EVENTS

Large events require a request well in advance – four weeks for an event without alcohol served and six weeks if you are planning to serve alcohol. Liquor licenses are acquired through Campus Security (see Safe Event Application Form below). If you will be hosting a large event on campus, follow these steps:

• Check the timetable and ensure space is available, including time to set up before and clean up after the event
• Submit a room booking request with the on-campus event form
• Receive confirmation of your booking
• Submit a Campus Event Form to the Safe Event Committee at least 30 days in advance
• Complete the SA Event Set Up Facilities Work Order Form 21 days before the date of the event and send it to Membership Outreach Coordinator

Facilities Management charges $40 per crew member per hour for set-up and tear down of events. If your event is in UNC 200 and has music/dancing, SOCAN and ReSound fees will apply. Charges will be paid from your student association account after your event.

Non-academic spaces booked through the SUO Booking System

Unfortunately, foyer spaces, outdoor spaces and the UNC 200 Ballroom availability are not viewable on any timetables on the UBC website.  Please submit booking requests in our system with your preferred request.  It would be helpful to include options for times and dates in case the space is not available for the time you prefer. We will reach out with some options if we cannot book the space as requested.

Examples of suggestions would be:

• If the room is available an hour or two later, we would like to book it.
• If the space is not available for the date requested, we would like it any day over the same weekend or the following Friday.

Foyers

There are foyers in many buildings of different sizes for different uses.

• ADM Foyer – To book this foyer, you must also request dividers or Pipe & Drape to be placed in front of offices with glass walls for the occupant’s privacy by emailing a facilities work order form to the Membership Outreach Coordinator.
• ARTS Foyer –
• ASC Foyer –
• COMMONS Foyer – This foyer is bookable for student associations and university departments, however the calendar showing availability is not viewable to students.  Submit a booking request for the date and time preferred and we will get back to you with options if the desired date and time are not available.  This space is booked on a first come, first serve basis however SUO/student association bookings take priority over other departments.
• EME Foyer – This space is 2 levels and can be used for larger events. The two levels cannot be booked separately. A Student Association Event Set Up Facilities Work Order Form is required for a large event in this area. The completed form and a drawing of the requested set up must be emailed to Membership Outreach Coordinator a minimum of 21 days in advance of the event date (event set up and clean up must be organized by Facilities Management)
• FIPKE foyer – This foyer can no longer be booked for event space on campus.  It has permanent study pods for students so tabling and events are not allowed
• SCI Foyer – This foyer is small but can be used to set up a single table, if needed
• UNC Foyer – There are two spots that can be booked between the doors and stairs of the UNC foyer for tabling.  Each spot includes two tables and two chairs to promote events, sell tickets or sell treats.  UNC 100 is the two tables closest to the exit doors.  UNC 100A is the two tables closest to the stairs.

UNC 200 Ballroom

• Capacity for 136 seated banquet-style or 200 standing or seated theatre-style
• Built-in screen, overhead projector, microphone and surround sound system
• Must be booked at least 2 hours in advance of event start time for set-up
• Event set up such as tables/chairs (must be done by Facilities Management and requested 21 days in advance of event date via the Student Association Event Set Up Facilities Work Order Form included in the booking confirmation email.)
• 5 microphones available by request (include your request on the Student Association Event Set Up Facilities Work Order Form under Sound Requirements section)
• If music and dancing is part of the event, SOCAN and Re-Sound fees apply. These fees will be paid from your student association account after your event

UNC 200 Requirements:

• Must be booked for at least 2 hours before and after actual event times for set-up and clean up
• A Safe Event Plan submitted to the Safe event Committee is required at least 30 days in advance
• A Student Association Event Set Up Facilities Work Order Form is mandatory for the UNC Ballroom. The completed form and a drawing of the requested set up must be emailed to Membership Outreach Coordinator a minimum of 21 days in advance of the event date (event set up and clean up in the ballroom must be organized by Facilities Management)

Outdoor Spaces

Outdoor space can be booked using our regular room booking system.

Outdoor spaces do not come with tables, chairs, or other equipment set up. If tables/chairs are required, submit a Student Association Event Set Up Facilities Work Order Form to the Membership Outreach Coordinator once you have received a booking confirmation email. All Facilities Management requests must be submitted twenty-one days in advance of your event date. Facilities Management charges $40 per crew member per hour for event set-up and tear down.

There are a few tables, chairs, extension cords and branded tablecloths that your student association can borrow.  We even have a 10′ x 10′ tent and a pop-up banner!  Items cannot be lent out overnight or over weekends. Contact Membership Outreach for more details, or feel free to request an item in your event booking form.

Special Function Spaces (booked by individual processes below)

Arts Atrium

The Arts Atrium is not available for events.

Campus Study Space

https://library.ok.ubc.ca/spaces/book-study-space/

Campus Recreation

Gymnasium, Volleyball Courts, Nonis Field, Ball hockey rink, etc…
> Campus Recreation

Collegia

Please take note of the Hours of Operation below.  If your event is not during these hours, you will need to book a classroom for your event.

Hours of Operation

Monday-Thursday: 7:30 am – 6:30 pm

Friday 8:30 am – 4:30 pm

Closed weekends and statutory holidays.

Student Experience Office
http://students.ok.ubc.ca/student-experience/collegia.html

COM104 Sawchuk Family Theatre

Located on level one of the Commons, the Engagement Theatre is a 25-30 person public and bookable space that gives users access to a 16 screen video wall.

Technology

• 9′ tall x 16′ long video wall
• Multi-source inputs: HDMI x2, Air Media, VGA, HD Cable x3
• User-friendly touch interface controls
• Stereo sound system
• Dual wireless microphone

> Booking form and more details

Nachako Gathering Room

The Nachako Gathering Room is not available for booking Student Association events.

UNC 105 Boardroom

Rental Form

The Students’ Union UNC105 Boardroom contains the following equipment:

• Ceiling-mounted projector
• Electronic controlled projection screen
• Two wall-mounted speakers
• Wireless access point
• Small sink and snack bar
• Twenty chairs & Six boardroom tables

PLEASE NOTE: Breach of any terms and conditions may result in the fee.

UNC 106 Theatre

Rental Form

The Students’ Union UNC106 Theatre contains the following features/equipment:

• 88 theatre-style seats
• Ceiling-mounted 4K HD Projector
• Electronic controlled projection screen
• Surround Sound Speakers
• Two (WiFi) wireless access points
• Blu-ray DVD player
• HDMI, VGA cable and audio cable

PLEASE NOTE: Breach of any terms and conditions may result in the fee.

EVENTS

BBQ EVENTS

The SUO no longer has a small BBQ for use. You can rent the large BBQ from The Well but you must book UNC WS or the UNC WE courtyard through our website.  The BBQ cannot be moved across campus for safety reasons. Also, you can arrange to have a BBQ hosted by The Well in the courtyard between the UNC and Nechako buildings.

If you are hosting a BBQ, make sure you book your outdoor space using our On-campus Event Form. The Well has a large barbeque that can be rented for the fee of $129. Fire extinguishers are available on the day of your event from the Campus Security Dispatch office, located in the ADM building near the UBC Okanagan Bookstore.  Don’t forget to return it to the dispatch office once the event is over.

You will need to fill out and submit a Campus Event Form and receive approval from the RPC Committee prior to the event.

*** Please note, our online booking form may not reflect the changes to the procedures or Terms & Agreement yet.

OFF CAMPUS EVENTS

SUO Resource Centres are required to obtain pre-approval for all off-campus events and activities. We recommend that off-campus event requests are submitted at least two weeks in advance of the date the event will be advertised.  Last minute submissions may not be able to be approved.  Events involving physical risk or alcohol may require waivers to be signed and submitted to the Membership Outreach Coordinator prior to the event.  In certain circumstances, there may also be extra insurance coverage required. Once the Off-campus Event Form has been submitted, our office will respond with notice of approval or a request for more information.

RAFFLES/DRAWS

Resource Centres are not allowed to have a raffle or draw that would require them to procure a gambling license due to the stringent government reporting that would be required and the fines that are involved if not followed correctly.  If it is a game of chance, that anyone can win – you need a gambling license.

• Examples of this are random draws, raffle tickets, 50/50s, silent auctions, lotteries and games involving playing cards or dice.

If it is a game of skill, then you do not need a license.

• Examples of this would be to guess the number of items in a jar, closest putt to the green, the best score in a bean bag toss, a trivia or mathematical question.

A game that needs a gaming license has the three elements listed below. The contest must be exempt from at least one of the three criteria to be considered a game of skill.

1. There is a prize.
2. Contestants are required to pay to enter.
3. It is a game of chance.

Email the Membership Outreach Coordinator with any and all questions before carrying out any raffles or draws.

FUNDRAISING

• Get creative with ways to raise money for your favourite charity.
• Book space in front of the UNC, borrow a table to have a bake sale or sell Krispy Kreme donuts.
• Book space in the courtyard and raise funds having a BBQ.
• Book the UNC Ballroom, organize a fun event and sell tickets on Rubric to raise money.
• Use SUO funding to cover expenses for holding events or purchasing fundraising products.
• DON’T use SUO funding directly to make donations to charity organizations.

THE WELL PUB

The Well is a great place to throw an event. All ages events in the Well do have some fees attached to it, however the needs of the event affect the costs involved. Due to no alcohol being sold there is usually a staffing fee as well as an overall booking fee. This fee is arranged between The Well Pub Manager and the folks putting on the event.

For the most part a 19+ event would not have any fees attached to it as bar sales would cover the costs.

Since the event is in Students’ Union space, there are no extra insurance costs or waivers to sign for All Ages and 19+ events.

If someone wants to inquire about booking the space, they can contact The Well Pub Manager.

MONERIS DEBIT MACHINES

The SUO has four (4) debit/credit machines. The SUO covers the monthly rental cost of the machines.  The Resource Centre will be charged the transaction fees only when they borrow the machine to collect funds.

To request a debit machine, please fill out our Moneris Machine Request Form found in the add-ons when submitting On-Campus Event or Off-Campus Event forms. These machines are booked on a first come, first serve basis and cannot be removed from campus.  Resource Centres are given priority over student association requests. Moneris machines can only be booked one machine at a time to a maximum of 7 days.  Two Moneris bookings cannot be submitted consecutively. We will send you an email confirming your request once it has been processed. The lead volunteer must sign off on the request, once the request is approved. The lead volunteer will also be responsible for the security of the machine if borrowed overnight or weekends.  Also, the lead volunteer will also be responsible to make sure the machine is returned to the office on time.

Debit machines not returned before 4:00PM on the final day it is booked for will be charged a $25 late fee.

Moneris Machines are not available for the summer semesters from May until August.

CASH BOXES

paper & supply co has a limited number of cash boxes which can be signed out by the resource centres on a first come, first served basis. If you require a cash float, you must make your request a minimum of two (2) business days in advance. Please include your request for the quantities of bills and coin required to a maximum of $200.

Visit or contact the paper & supply co at UNC 103 for more information or to make a request. You can also email the paper & supply co!

PA SYSTEM

We have one (1) portable PA system available to borrow for use on campus. It can be reserved through the On-campus event Form as an Add-on.  The system cannot leave the UBCO campus. Terms & Conditions must be agreed to before loaning the equipment.  If it is being used during class times, you will need to fill out a Safe Event Plan due to the potential to interfere and receive approval from the Campus Operations Committee prior to the event.

TABLING

We have a limited number of fold-up tables and chairs available for use on a first come, first served basis. Please book the requested outdoor space and receive confirmation before requesting the tables. Please email membership.outreach@suo.ca to reserve tables, chairs, tent or tablecloths.

• Please note, SUO tables are only available during office hours: Monday to Friday, 8:30am – 4pm. Tables must be returned by 4:00pm or when the SUO office closes for the day.
• We have 2 Resource Centre branded tablecloths that can be borrowed with the fold-up tables. When reserving the tables, make sure you let us know if you want the tablecloths as well.

Extension Cords

The SUO has extension cords available for club use on a first-come-first-served basis. Always note, extension cords are potential tripping hazards. Proper precautions must be used. Please contact Membership Outreach for more information or to request.

Resource Centres may not hold external bank accounts or move funds through a personal or external account for resource centre operations.

All Resource Centre funds must be processed directly within the SUO account (deposits, ticket sales and reimbursements).

SUO RESOURCE CENTRE ACCOUNT

To obtain an itemized PDF financial statement or balance inquiry, email the Membership Outreach Coordinator requesting one. For privacy and protection, we will not send account statements to personal email addresses.

DEPOSIT

If you have a deposit for your Resource Centre, please take the cash or cheque to paper & supply co and let them know you would like to make a deposit.

ONLINE TICKET SALES

Information Coming!!

BANKING & SUO FUNDING

Resource centres may not hold external bank accounts or move funds through a personal or external account for operations. This includes E-transfers!

All resource centre funds must be processed directly within the SUO account (deposits, ticket sales and reimbursements).

SPENDING RESOURCE CENTRE FUNDS

All expenses or payments must be prepaid by resource centre volunteers or made directly to a supplier or vendor. Reimbursements will be made via direct deposit after submitting an Expense Reimbursement Form (ERF) with supporting receipts or invoices in hardcopy at the SUO office in UNC 133 or by email to the Membership Outreach Coordinator. See the section below for submitting by email.

Important details that must be included:

• Any ERF’s that do not have pages 1 & 2 completed, will be returned to be resubmitted with both pages completed IN FULL, all columns.
• The name of the person/business the reimbursement is being made out to
• An email address of the person/business being reimbursed to contact for banking information
  • Do not include banking information with the ERF, we take an individual’s privacy very seriously
  • We will send an email with a link to a form to submit banking information once the ERF is submitted to our finance manager to pay out
• An explanation of what the purchase was for, items that are referenced in Student Association Regulation #17 will not be reimbursed.
• The total amount being requested for reimbursement. If you fill out page 2 of the ERF correctly, it will do the math for you
• Make sure you use the e-fillable part of the form for the email address of the person/business being reimbursed or paid.  To avoid mistakes, we must be able to copy and paste the address to other documents.
• Forms in a protected file will not be processed, as they cannot be confirmed by the Membership Outreach Coordinator. This includes using Adobe to sign the expense reimbursement form.
• The lead volunteer must sign the ERFs that are not reimbursements for their own self.
• Signature approval for lead volunteers will be verified by Membership Outreach.
• Do not submit more than one ERF for the same person at the same time, or in the same email.
  • Consolidate receipts for the same person into ONE ERF.
  • We only process one reimbursement per person at a time.

Supporting Documentation

• If you submit an invoice, you need to include a bank statement or credit card statement proving that payment has been made.
• If payments are made by debit or credit, the reimbursement must be made to the person whose card was used.  You may be requested to provide proof that the card is yours by our Finance Manager.
• A debit slip is not a receipt, it must be an itemized receipt showing what was purchased. Debit slips without matching itemized receipts from restaurants or pubs are not valid.
• We cannot reimburse expenses without valid receipts or invoices. If you lose the receipt, we cannot reimburse from a bank or credit card statement alone.
• If you pay with cash, make sure the receipt or invoice says that it is paid and there is no balance owing.  If you can’t prove it is paid, we can’t payout the reimbursement.
• Do not purchase from vendors that cannot provide a valid receipt and you can’t provide proof of payment.  Businesses must be able to provide a valid receipt or invoice if requested by the purchaser.
• Do not buy items off of Facebook Marketplace if they are not a vendor who can provide proof of payment
• Pre-paid gift cards can ONLY be used as prizes at events. You cannot give out gift cards for anything other than a prize at an event or the reimbursement will be rejected.
  • Submitting reimbursements for pre-paid gift cards, must include the Pre-Paid Gift Card Purchasing Record Form with the ERF and receipts.
  • Don’t forget to include details of the event, the type of card as well as the recipient’s name and signature. We may randomly contact people on the lists for confirmation.

***An email will be sent to the email address listed on the ERF for the recipient with the subject line “There is a Student Association payout waiting for you”. To protect the privacy of the recipient, do not send personal banking information until contacted. Make sure they know to check all Inbox folders including Spam or Junk.  Since funds are sent by direct deposit, we cannot send the reimbursement until this information is submitted.  The recipient will be sent this email every time an ERF is submitted to reimburse them to confirm than no banking information has changed since the previous one.

Reimbursements will be made by direct deposit to bank accounts at Canadian financial institutions. We ask for a minimum of 5 business days to have your reimbursement ready. Once the ERF is processed, it can take an additional 3-5 business days for the funds to show up in your account.

Submitting ERFs by Hardcopy

• Hardcopies of the form, and receipts, must be kept in a secure location for a minimum of one year. You can submit any of this paperwork to Izzy or Kayla for storage.

Submitting ERFs by Email

• The expense reimbursement form must be sent as a pdf in an unprotected file.
• Receipts submitted by email can be sent as PDF, PNG or JPG/JPEG.  Do not send forms or receipts as DOC, DOCX or HEIC.
• Email the ERF to izzy.rusch@suo.ca or membership.outreach@suo.ca, not both.
• Do not email CC or email ERFs to the VP Finance, they will get a copy after it has been approved to pay out.
• If you are emailing from your personal email address, CC the resource centre email address in case we need more information to process the reimbursement.

Expenses too expensive to pay out of pocket

If the amount being spent is larger than a member can personally take responsibility for, please contact the Membership Outreach Coordinator and you will receive assistance with an alternative payment method. Do not spend money for your Resource Centre from your personal account if it could result in a financially stressful situation. We do not want students to struggle financially while waiting for reimbursement.

PRE-PAID GIFT CARDS

Based on SUO Regulation VIII Section 18, pre-paid gift cards cannot be purchased with SUO funding. Pre-paid gift cards cannot be used as a means to supply attendees of an event food or purchase event supplies.  Pre-paid gift cards can only be used as a prize at a specific event with dollars raised by ticket sales from the specific event. Expense Reimbursements for pre-paid gift cards must include a Pre-Paid Gift Card Purchasing Record Form that has been completed in full.  Recipients of pre-paid gift cards at events must be named on the record form and they must sign to confirm that they were given the card as a prize at a specific event.  Reimbursements for pre-paid gift cards will not be processed if the forms are not completed in full, the event has ticket sales to cover the cost of the prize and submitted with an expense reimbursement form and an itemized receipt of the cards purchased.

PROMOTION & POSTERS

SUO Website Event Calendar

Resource Centre Events can be posted on the SUO Events Calendar to promote it and increase exposure.

There are two ways to get your event added to our Event Calendar.

• When submitting a booking request on our website, you click on Yes to add it to our calendar and write up the description that you would like added to the post in the description area under the Event Name.  Once the booking request is confirmed, we will add the event to our calendar and email you a link for approval and edits.
• If you chose No to the Event Calendar or changed your mind, email the Membership Outreach Coordinator with the event name, description, date, time, location and any other details such as ticket cost or registration information.  The event will be added to the calendar and a link emailed to you.

POSTERS

Each Resource centre may have up to twenty (20) posters printed per event. If more than one group is partnering together for an event, a maximum of forty (40) posters total will be printed.

Note the following when designing your poster:

• Your Resource Centre name or logo must be clearly displayed.
• The SUO name or logo must be displayed (available for download on website – light background or dark background).
• Do not use the UBC logo on the poster.
• All event details such as date, time and location must be listed correctly. We will not reprint posters as a result of mistakes in your poster design.
• Each poster design must have at least 3″ x 2″ of negative/light-coloured space for our SUO date stamp. Posters without this stamp may be removed by campus cleaners.
• Posters can be printed standard letter (8.5″ x 11″) or tabloid (11″ x 17″) sizes. Indicate the size when submitting the request form.

***Canva users, please refer to this important information before submitting your poster request.

When your poster design meets the above criteria, you may submit it using the Poster Printing Request Form.

Once you receive an email confirming posters are ready, they can be picked up at the SUO reception desk.  If you printed your own posters, they can be date-stamped at paper & supply co.

Posters must be put up following the university campus rules listed below. Failure to adhere to this policy will result in your posters being removed by University staff.

• Posters must be date stamped with our SUO stamp, they will be taken down two weeks from the date stamped.
• In the UNC building you may hang posters on the 1st floor round pillars only with masking tape or painters tape only! Tape is available at paper & supply co. Posters put up with scotch or packing tape will be removed as the acid in the tape permanently damages cement and paint.
• DO NOT hang posters on walls, glass, windows, or doors.
• In buildings around campus you may hang posters on general bulletin boards only with pins or staples. DO NOT hang posters on faculty or department specific bulletin boards.
• In some buildings, it may be necessary to obtain department approval prior to posting.
• Do not cover or block visibility of current posters already posted.

For complete information, please refer to the Campus Planning guidelines.

paper & supply co

You can now get all your printing needs done in the UNC! Come stop by the SUO’s print shop “paper & supply co.” We offer colour and black/white printing, lamination, binding, large format printing and more! Your on campus stationery and consignment bookstore offers a one-stop shop for your studying needs. All of our textbooks are used, and student owned, which means when you buy a book from us the student that owns it gets paid! We can also take your old textbooks on consignment (some conditions apply) and try to get you paid t

Direct Billing for Printing

Resource Centres may print at paper & supply co and have the printing billed directly to their resource centre funding. To be able to be billed directly, you must follow the below procedure.

• Have all documents ready to go, formatted in the way you want them printed (i.e. document is formatted in the size you need printed, anything double sided is in the same document).
• Take your documents to the paper & supply co. to discuss printing options and upgrades. They can provide you a quote at this time.
• Have paper & supply co. staff complete their section of the “Student Association Printing Approval Form.” Printing will only be billed directly if the cost is over $10.00.
• Complete and submit the rest of Student Association Printing Approval form to the paper & supply co. along with the documents or files you wish to print. Make sure to specify your printing specifications with the documents (quantity, paper upgrades, colour vs b&w etc.)
• Paper & supply co. will submit the form to the Membership Outreach Coordinator to verify signatures and balances. Once the form is approved, your order will be printed.
• Paper & supply co will contact you via email when your prints are ready for pickup.
• Pick up your prints and sign the receipt.
• Orders under $10 will have to be paid for at the time of purchase, and an ERF may be submitted to the Membership Outreach Coordinator with the receipt to be reimbursed.

RESOURCE CENTRE DEVELOPMENT NEWS

ORIENTATION

Every August or September we have an Orientation Day. From finances, budgeting, reimbursements, expenses, funding and creating great events, our orientation agenda will set you up for success.

As Term 2 starts in January we will have a follow-up orientation meeting with updates, review and any new business that may have occurred since September. We will also have a brainstorming session on what is working and where we need to improve.

EXPO

Expo is a large outdoor event held in the courtyard that provides the opportunity to promote the resource centres and encourage incoming or returning students to engage with the centres on campus. This is a way to network and make connections with local university partners! As this event is hosted by the Students’ Union, expect a big barbeque for students with a complimentary burger or hot dog (beef and vegetarian available)!  This interactive event is a lot of fun every year and a great way to welcome students to our campus!

WINTER EXPO

A more low-key event than Expo held in September, Winter Expo is an indoor event (usually held in EME) every January. We will be doing a 2 day Winter Expo in January 2025 to accommodate more participation! Join our participating student associations! Watch for sign-up emails in November.

• Expense Reimbursement Form (ERF)
• Pre-Paid Gift Card Purchasing Record Form

• Poster Printing Request Form
• paper & supply co (non-poster printing needs)

• Complete Room Booking Request Form
• Safe Event Application Template
• Event Set Up Facilities Work Order Form
• Online Timetable

• UNC 106 Theatre Rental Form
• UNC 105 Boardroom Rental Form

• Budget Template Form
• Volunteer Comfort & Confidentiality Agreement
• Drop-In Tracking Form
• Check-In Form

Pride Resource Center

Peer Support Network

Indigenous Peoples Collective

Sex Positivity Resource Centre

Women’s Resource Centre

January

• January:  Cervical Health Awareness Month​
• First Week Of Jan (1/1-1/5): Women’s Self-empowerment Week ​
• January 25: Bell Let’s Talk Day​

February

• Week after Valentine’s Day: Aromantic Spectrum Awareness Week
• February 1 to 7: Eating Disorders Awareness Week
• February 6: International Day of Zero Tolerance for Female Genital Mutilation​
• February (2/12 – 2/16) : Sex Responsibility & Consent Week​
• February 13 to 17: Sexual and Reproductive Health Awareness Week​
• February 22: Pink Shirt Day​

March

• March: Bisexual Health Awareness Month
• ​Week varies in March: National LGBT Health Awareness Week
• March 8: International Women’s Day
• March 13 to 19: Brain Awareness and Neurodiversity Celebration Week​
• March 31: International Transgender Day of Visibility

April

• April 2: World Autism Awareness Day​
• April 6: International Asexuality Day
• April 7: World Health Day​
• April 18: Nonbinary Parents Day ​
• April 18: National Transgender HIV Testing Day
• April 26: Lesbian Visibility Day ​

May

• May 1 to 7: Mental Health Week​
• May 17: International Day Against Homophobia, Transphobia, and Biphobia
• May 24: Pansexual and Panromantic Awareness and Visibility Day
• May 24: World Schizophrenia and Psychosis Day​

June

• June: LGBTQ Pride Month
• June 1: LGBTQ Families Day
• June 27: PTSD Awareness Day
• June 27: National HIV Testing Day ​

July

• Week of July 14: Nonbinary Awareness Week, culminates in International Nonbinary People’s Day (July 14)​
• July 16: International Drag Day
• ​July 24: International Self-Care Day

August

• August 19: World Humanitarian Day​
• August 26: Women’s Equality Day​

September

• September 4: World Sexual Health Day ​
• September 10: World Suicide Prevention Day​
• Week of September 23: Bisexual+ Awareness Week, culminates in Celebrate Bisexuality
• September 18: International Equal Pay Day
• 4th week of September: Gender Equality Week in Canada​

October

• October: LGBTQ History Month
• October: Women’s History Month
• October 6: World Cerebral Palsy Day​
• October 10: World Mental Health Day​
• October 8: International Lesbian Day
• October 9: National Period Day​
• October 11: National Coming Out Day
• October 13: National No Bra Day
• Third Wednesday in October: International Pronouns Day ​
• Last week in October: Asexual Awareness Week ​
• October 26: Intersex Awareness Day ​

November

• November: National Domestic Violence Awareness Month​
• First Sunday of November: Transgender Parent Day ​
• November 13 – 19: Transgender Awareness Week ​
• November 20: Transgender Day of Remembrance

December

• December 8: Pansexual/Panromantic Pride Day
• December 10: Human Rights Day​
• December 17: Anti-Bullying Day​
• December 17: International Day to End Violence Against Sex Workers
• December 17: International Day to End Violence Against Sex Workers ​

Please remember that the Resource Centre is a shared space. This means that we are all responsible for the maintenance and care of this community space. Provided below are a few ways that we can keep this space ready for when students and volunteers arrive.

• Remember to take out the garbage and recycling when they are full. If you need help finding the loading dock, please stop by during Izzy’s or Kayla’s office hours and we will help you locate the right bins.
  • Your replacement bags are located underneath the Resource Centre desk.
  • If you are low on replacement bags, please let Membership Outreach know.
• Clean up after yourself (and visiting students).
  • Lead volunteers have access to the office glass door, please feel free to stop by and wash dirty dishes and cups when necessary. If your lead volunteer is not available, let someone from the Front Desk or Membership Outreach know you need to be let in.
  • The vacuum is located in the back of the room by the clothing rack, and cleaning supplies can be found in the kitchenette cabinet.
  • If you require additional supplies, please let us know.
• Snacks and drinks are available for students, however, please make sure to toss items in the appropriate bin before you leave for the day.