Forms/Guides

STUDENT GROUP REGISTRATION:

All student groups are required to register with the Office of Student Involvement & Leadership each year. Registration is being accepted via MyInvolvement. To reserve space on the UAlbany campus, each organization must also send at least one representative to attend a Reservations 101 (formerly Student Involvement 101) session. This was offered during the 2011 Leadership Retreat on August 26, 2011; future sessions are as follows:

1/26 (Thursday) @ 6pm, CC 375
2/17 (Friday) @ 2pm, Assembly Hall
3/22 (Thursday) @ 4:30pm, CC 375
4/25 (Wednesday) @ 5pm, CC375

Please sign up for a session at the Reservations Desk in the Campus Center Lobby.

Reserving Space for Student Organization Usage

Reservation Process for Student Organizations - updates coming soon!
Campus Facilities Guide (updated 12/12/11)
Campus Center Event Registration Form
Campus Center Special Request Form
Academic Space Event Registration Form
Campus Center Ballroom Diagram
Campus Center Cost Estimator

Tabling for Student Organizations

Tabling Procedures
Tabling Application

Student Organization Use of Audio-Visual Equipment in Lecture Centers

Lecture Center Technology Request Form

Outside Speakers Hosted by Student Organizations

Outside Speaker Registration Form

Managing Your Organization's MyInvolvement Page

Student Leader User Guide for CollegiateLink (a.k.a. "MyInvolvement.org")
Track Your Community Service Hours on MyInvolvement

Student Organization Web or Email Accounts

Student Organization Web Account (SOWA) Form - to request web space or change the password for an existing account
SOWA Tutorial - how to upload files to the server
Email Account - to request an albany.edu email address for your organization. Despite instructions on the form, this should be sent to Beth Conrad in Campus Center 130.

Serving Food at Your Events

Do I Need Chartwells Approval?
Chartwells Catering & Obtaining Food Services From Off-Campus Food Service Providers

Student Organization Offices and Storage Space

Office/Storage Space Usage Agreement
Office/Storage Space Application

Partner With Career Services for Your Programming

Workshops that Can be Requested from Career Services

Policies

Room Usage Agreement
Podium Posting Guidelines
Hanging Banners in the Campus Center Lobby
Food Service Policies
Anti-Hazing Policy
Protest Activity Guide
University Sound Policy

Reservations Desk: Frequently Asked Questions

Q: Where is the reservations desk located?
A: The reservations desk is located off the Campus Center Lobby, first floor of the Campus Center.

Q: Who can reserve space?
A: The following groups (IF YOU HAVE ATTENDED RESERVATIONS 101 AND REGISTERED WITH THE OFFICE OF STUDENT INVOLVEMENT & LEADERSHIP) are eligible to reserve space:

1. Student organizations recognized by the Student Association or Graduate Student Organization
2. Organizations recognized by a department
3. Greek organizations recognized by the Office of Student Involvement.

Q: I attended Reservations 101 last year; do I need to go this year?
A: The content of Reservations 101 is constantly changing due to space availability and must be renewed once a year.

Q: I missed the Leadership Retreat, when can I make up Reservations 101?
A: For information regarding future Reservations 101 make-up sessions, please stop by the Office for Student Leadership & Involvement between 9 am and 5 pm Monday through Friday.

Q: I want to make a room reservation, where do I start?
A: To begin the reservations process, complete the appropriate form (either Campus Center or academic) and submit it to be reviewed by your organization’s liaison. These forms are located in the entrance of the Student Involvement & Leadership office or online at http://www.albany.edu/involvement/reservations under the “Forms & Guides” tab.

Note: No reservation may be made without a signed form.

Once a form has been signed, you may pick up that form and sit down with a reservations assistant during reservations desk hours and they will be able to better inform you of space and time availability.

Q: Does a signed form mean that the space I requested is available for that date and time?
A: No. A signed form simply means that you have permission to make that reservation. For Campus Center reservations and tabling, you will get a confirmation when you sit down in person with the assistant and make the reservation. For academic space, you will receive a confirmation in your A-Z file in the office 3+ days after sitting down the reservation assistant.

Q: I want to table. How far in advance do I need to hand in my form?
A: Tabling forms will be reviewed Monday through Friday at 12:00 pm. Forms received prior to 12 pm will be returned at 2pm that same day. All forms received after 2pm will not be considered until 12pm the following day.

Q: My group is selling things for charity. Do we have to pay the $10.00 tabling sales fee?
A: No. A $10.00 tabling fee is only charged when a group is selling items from which they will be making a profit.

Q: The space I wanted wasn’t available. What do I do?
A: Consult the Campus Facilities Guide. These are available in our office and also online under the “Forms and Guides” tab. The Campus Facilities Guide will help you select an alternative location that accommodates your event. The reservation assistants can also help you with this.