The RSO self-service center features how-to instructions, forms, deadlines and processing times. This tool will guide you through complicated processes and help you understand important RSO policies, procedures, and guidelines.
Read this before you start!
- We recommend you use a laptop or desktop to navigate the RSO Self-Service Center. Although the table is mobile-responsive, it works much better on a bigger screen.
- You can use the search box embedded in this web page to narrow your search (the search box is located below, right above the column “Processing Time”). For example, if you would like to learn more about kiosk reservation, you enter “kiosk” in the search box. The table will show you only items that include the search word “kiosk”. If you want to do another search, simply delete your previous search and enter another key word.
- If you have any follow-up questions about an item in the table below, please contact the responsible office listed in the last column “Processing Time”.
Acronyms
- A/P = Accounts Payable
- ES = Event Services, es@gmu.edu
- PO = Purchase Order
- RSO = Registered Student Organization
- SFB = Student Funding Board, sfb@gmu.edu
- SGR = Self-Generated Revenue
- SI = Student Involvement, sa@gmu.edu
- SIBA = Student Involvement Budget Assistants, sibudget@gmu.edu
- SC = Student Centers, scenters@gmu.edu
- UE = University Events, klongbot@gmu.edu
| Item | Deadline | Description & Requirements | Processing Time |
|---|---|---|---|
| 25live access | Instructions 1. Inform the RSO Lead Team about the newly appointed President/Treasurer using the Re-Registration Application on GetConnected. If it is past deadline email rso@gmu.edu. 2. Complete the online RSO training (content and quiz) After you have successfully completed the online RSO training, you will receive log-in instructions to 25live.gmu.edu. Your username will be the first half of your gmu email (e.g.: abcde@gmu.edu, username is abcde). If you have not a set a password before, use “changeme”, and then change it after you log in. | ||
| 25live: How to Reserve a Classroom (Video Tutorial) | Link: How to Reserve a Classroom (Video Tutorial) *You will be redirected to coursemedia.gmu.edu. | ||
| 25live: How to Reserve a Large Space (Video Tutorial) | Link: How to Reserve a Large Space in 25live (Video Tutorial) *You will be redirected to coursemedia.gmu.edu. | ||
| 25live: Reserving Center for the Arts | Instructions 1. Log in to 25live.gmu.edu. 2. Click the “locations” tab at the top and type “Center for the Arts” into the search box to see availability. 3. Once you have determined a time and date that are available, you must secure the funding (either SFB or SGR) to pay for the space rental. 4. Once you have determined availability and funding, you may contact David Foti (dfoti@gmu.edu) for questions and reservations. |  Automatic  2-3 weeks |
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| 25live: Reserving George Mason Statue | Instructions 1. Log in to 25live.gmu.edu to check if the statue is available for reservation. 2. Click the “locations” tab at the top and type “JC North Plaza statue-DISPLAY ONLY” into the search box to see availability. | ||
| 25live: Reserving Harris Theatre | Instructions 1. Log in to 25live.gmu.edu. 2. Click the “locations” tab at the top and type “Harris Theatre: into the search box to see availability. 3. Once you have determined a time and date that are available, you must secure the funding (either SFB or SGR) to pay for the space rental. 4. Once you have determined availability and funding, you may contact David Foti (dfoti@gmu.edu) for questions and reservations. | ||
| Advertising: Banners | Banners are a great, compelling way for internal organizations to promote themselves to the Mason Community. Banners hang in the Student Centers buildings and allow students and other visitors in the buildings to learn about these organizations at a glance. For more information, please visit the Student Centers Advertising webpage. | ||
| Advertising: Easels | Easels and free-standing advertising allow Mason organizations and departments to advertise their events or their organization as a whole within the Student Centers buildings. Organizations can decorate an easel how they want – either by placing a poster or flyer of their own or by drawing on the easel’s whiteboard surface, or they can even provide their own free-standing banner or other advertising materials! For more information, please visit the Student Centers Advertising webpage. | ||
| Advertising: Flyers | Hanging flyers on designated bulletin boards within Student Centers buildings is a great way to advertise your student organization. For more information, please visit the Student Centers Advertising webpage. | ||
| Advertising: Kiosks / Tables | Kiosks are a great way for student organizations and external companies to be seen and heard on campus. Using kiosks allows organizations to interact face-to-face with the Mason Community and advertise their events and services. For more information, please visit the Student Centers Advertising webpage. | ||
| Advertising: Leafleting | Leafleting is the act of distributing materials or information to passerby without the use of tables or props. For more information, please visit the Student Centers Advertising webpage. | ||
| Cash Handling Policy & Procedure: Events in Arlington | When an event is scheduled through University Events, Registered Student Organizations (RSOs) must communicate if this is an event where cash will be exchanging hands. For events that occur on the Arlington campus, RSOs should contact Dr. Lori Cohen Scher, Assistant Dean for University Life Arlington, directly to determine procedures for that specific campus (ularl@gmu.edu). Instructions 1. Read the Cash Handling Policy & Procedure handout. 2. Inform University Life Arlington that your event involves cash collection. | ||
| Cash Handling Policy & Procedure: Events in Fairfax | When an event is scheduled through University Events, Registered Student Organizations (RSOs) must communicate if this is an event where cash will be exchanging hands. For events that occur on the Fairfax campus, University Events will notify Student Involvement of all student events with cash collection scheduled to occur. For all late night events and major events, a Student Involvement representative will be assigned to the event. (Student Involvement reserves the right to determine if an event other than those in the categories stated above need to have a Student Involvement representative present.) Instructions 1. Read the Cash Handling Policy & Procedure handout. 2. Inform University Events that your event involves cash collection. | ||
| Cash Handling Policy & Procedure: Events in SciTech | When an event is scheduled through University Events, Registered Student Organizations (RSOs) must communicate if this is an event where cash will be exchanging hands. For events that occur on the SciTech campus, RSOs should contact Assistant Director of University Life Erin Brandt (ulscitec@gmu.edu) directly to determine procedures for that specific campus. Instructions 1. Read the Cash Handling Policy & Procedure handout. 2. Inform University Life SciTech that your event involves cash collection. | ||
| Cash Handling Policy & Procedure: Wristband Procedure | A Student Involvement representative will be scheduled for all Registered Student Organization (RSO) sponsored events where wristbands are required. The RSO must designate one of its members to work alongside the Student Involvement representative from the start of the event (when wristbands are to be given out) and remain in this role until the final wristband is distributed. Instructions 1. Read page 2 of the Cash Handling Policy & Procedure handout. | ||
| Catering: Approved Off-Campus Caterers & Payment Options | Reimbursements must be submitted within 45 days of the purchase date. Purchase orders must be submitted at least 3 full business days prior to event (5 full business days prior to event if submitted in April or May or if PO amount is $2000 or more). | To use an off-campus caterer, we recommend that you select one of the vendors on the University’s Approved Caterers List. When using a GMU approved caterer, you have two options for paying. OPTION 1: If the catering is less than $2000, a member of your RSO may pay for the food out-of-pocket and then seek reimbursement afterwards. See Reimbursement instructions. OPTION 2: A Purchase Order (PO) may be requested in advance. See Purchase Order (General) instructions. Additional Information / Requirements | Reimbursement check issued and sent to payee within 1 to 2 months. Purchase orders emailed to requester within 3 to 5 business days. |
| Catering: Mason Catering Office (Sodexo) | The easiest way to purchase food for your events is to order it from the on-campus Mason Catering office, known as Sodexo. The Mason Catering office offers two types of catering: regular and Shoestring Menu orders. The Mason Catering handout includes information about placing and paying for Mason Catering orders. | ||
| Corner Pocket Reservation (Game Room, Side Pocket, Patio & Club Collaboration Discount) | Registered Student Organizations (RSOs) are eligible to reserve the Corner Pocket Game Room, Side Pocket and Patio. The Corner Pocket Reservation handout includes reservation instructions and provides information about the club collaboration discount. | ||
| Deposits into Your RSO Account | Deposits are made at the Cashier’s Office in SUB I. Instructions 1. Obtain a Cash Receipt Form from the front desk of Student Involvement. (This is a carbon copy form, which means that it cannot be downloaded.) 2. Fill out in ink (no pencils) the Cash Receipt Form accordingly:
b. Check the box next to either "Cash" or "Checks." c. List the current date. d. The "Fund/Org" is your RSO’s six-digit org code, which starts with “61xxxx.” e. Select (from the following list) the "Account No." that best describes the type of money that you have collected. Dues - 08411 g. Enter in the amounts. h. Calculate the total amount and enter it as the "Cash Receipt Total." i. Fill out the "Remarks" section with the contact information of the RSO member, making the deposit. | Deposits post to an account within 2 to 3 business days. | |
| Distinguished Quill Awards (DQA) Application | The Distinguished Quill Awards (DQA) is an opportunity for members of the Mason community, including students, faculty, and staff, to recognize our hard-working student leaders, organizations, and their advisors. This event is hosted by Student Involvement and the RSO Lead Team. | ||
| Event Planning: 15-Step Event Planning Checklist | In order to host a successful event, Registered Student Organizations (RSOs) must understand the basics of event planning as well as know policies and procedures for planning an event at Mason. The 15-Step Event Planning Checklist will serve as your guide to host a successful event at Mason. | Automatic |
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| Executive Board Member Change | Whenever a Registered Student Organization (RSO) has a scheduled or unscheduled executive board member change, the organization needs to notify Student Involvement as soon as possible. Instructions 1. Email rso@gmu.edu to let the RSO Lead Team know that the executive board member is changing. Include the following information in the email:
b. Position that is being changed c. Name of the new executive board member d. George Mason email and G# of new board member | ||
| Honorarium | An honorarium is a one-time payment issued as a token of appreciation to an individual for a special, non-recurring activity or event for which no payment is required. There are two types of honoraria: TYPE 1: A Traditional Honorarium, which is typically paid to persons of scholarly or professional standing with the intent of showing good will and appreciation for a speech given (e.g., a public address, oration, or other forms of oral presentation and includes participation in a panel, seminar or debate). TYPE 2: An Operational Honorarium, which is typically paid to an individual with the intent of showing appreciation for participation in university education, research or public service activities (e.g., a volunteer judge). Instructions 1. Secure funding (either SFB or SGR) to pay for the honorarium. 2. Have the honorarium recipient fill out and hand sign a Virginia Substitute W-9 Form. (Digital signatures are not allowed. If the honorarium recipient is a foreign national, contact sibudget@gmu.edu as soon as possible for further instructions.) 3. Email the following documents to sibudget@gmu.edu after the event:
b. Virginia Substitute W-9 Form from the honorarium recipient c. Independent Contractor Evaluation Form d. Guest Lecturer Acknowledgement e. Flyer or newsletter advertising the presentation | Honorarium payments issued at least net 30 days after event. | |
| Housing & Residence Life (HRL): Space Use Policy | Please refer to the Housing & Residence Life Space Use Policy for more information about the availability and procedure for reserving HRL spaces for your RSO events. | ||
| Journal Voucher (JV) Transfer | A journal voucher (JV) transfer is an internal movement of money between University accounts. Typically, JV transfers are used when RSOs co-sponsor events with other RSOs or university offices. JVs are also used to pay Mason Recreation for use of their fields or equipment. Instructions 1. Email the following information to sibudget@gmu.edu:
b. Amount of money to be transferred c. Purpose and/or name of event associated with the transfer d. Name, organization code and contact information of the receiving RSO or office (i.e., the group being given the money) | ||
| Mason360 Tool Kit | For more information on the following topics, please visit the Mason360 Officer Tool Kit. GROUP & MEMBER MANAGEMENT
How to individually add a group member How to manage members using member / sub-group tags How to mass upload member tags Difference between member & sub-group tags How to validate members How to validate members automatically How to manage all members in a group How to create service hours How to upload service hours How to verify service hours EVENTS
How to create an event How to create a parent event How to track event attendance How to check-in students using a tap leader EMAIL / NEWSLETTER
How to send an email with an email template ADDITIONAL RESOURCES
How to find quality photos for your event photo Mason360 Image Dimensions List of all Mason campus building addresses Set-up Meeting Scheduler | ||
| On-Campus "Charging" | Your RSO may provide its organization code to certain on-campus offices to “charge” goods and services directly to its budget. These offices include: Parking Services, Event Services, Print Services, the Catering Office, and Police Services. Instructions 1. Secure funding (either SFB or SGR) to pay for the on-campus charge. 2. Contact the GMU office, from which you want to "charge" a good or service, and submit your order/request. 3. Provide the GMU office with your RSO's org code (i.e., six-digit account number, starting with "61xxxx"). 4. After the event, the cost of the good or service will be deducted automatically from your RSO account. The On-Campus "Charging" handout provides more information about on-campus charging and the GMU offices that offer it. | On-Campus charges usually post to an account at the end of each month. | |
| Paying Conference / National Dues | Registered Student Organizations (RSOs) have two options when paying for conference registration fees and/or membership dues. OPTION 1: The University issues payment directly to the conference organizer / national organization for the registration fees / membership dues. Instructions 1. Fill out the RSO Payment Request Form, listing the conference organizer / national organization, to whom we owe payment, as the payee. 2. Email the following documents to sibudget@gmu.edu:
b. conference organizer / national organization's invoice and Virginia Substitute W-9 Form c. list of RSO student names, whose registration fees / membership dues we are paying. OPTION 2: We reimburse each RSO member for their registration fee / membership dues. Instructions 1. Each RSO member pays for their own registration fee / membership dues out-of-pocket and then seeks reimbursement afterwards. (Due to tax implications, RSO members cannot pay on behalf of another student and expect reimbursement afterwards.) 2. Each RSO member fills out the RSO Payment Request Form, listing themselves as the payee. 3. Submit to the front desk of Student Involvement the RSO Payment Request Form and original receipt (in this case it will likely be an email confirmation, showing the student's name, the description of the expense, the total cost, and payment details). 4.. The Accounts Payable office will issue a reimbursement check and send it directly to the student payee's address on file in Patriot Web within approximately four weeks. Additional Information / Requirements | Payment issued and sent to vendor at least net 30 days after submission. | |
| Purchase Order (PO) | Purchase orders must be submitted at least 3 full business days prior to event (5 full business days prior to event if submitted in April or May or if PO amount is $2000 or more). | Some local vendors will accept a Mason purchase order (PO) in lieu of a cash or credit card payment at the point of sale, thus saving you from having to pay out-of-pocket for an expense. Instructions 1. Ask the vendor if it accepts Mason purchase orders. 2. If it does, then request a price quote (if applicable) that excludes Virginia sales tax. (GMU is a tax-exempt organization. E-mail sibudget@gmu.edu to obtain a copy of the university’s tax-exempt certificate.) 3. Fill out the Purchase Order (PO) Request Form. (Remember to obtain either the RSO president or treasurer’s signature on the form.) 4. E-mail the form along with the price quote (if applicable) to sibudget@gmu.edu at least 3 full business days before the PO is needed (i.e., prior to the event date or receipt of the good or service). During busier times of the year (April and May) and/or if the PO amount is over $2000, the request needs to be submitted at least 5 full business days in advance. 5. If the RSO has adequate funding (either SFB or SGR), a copy of the PO will be e-mailed to the RSO. 6. Provide the vendor with a copy of the PO (either via e-mail or by sending a hard copy) prior to placing any order or purchasing any items. 7. After the event or the good or service has been received, the vendor MUST email their invoice directly to the Accounts Payable office at acctpay@gmu.edu to receive payment in net 30 days (the University's standard payment terms). Let them know that their invoice must meet the following requirements:
b. Invoice must reference the EP number (i.e., the purchase order number). c. Invoice must include an itemized list of what was purchased. d. Invoice must list the vendor's remittance address. e. Invoice must be billed to "George Mason University" only. | Purchase orders emailed to requester within 3 to 5 business days. |
| Reimbursement | Reimbursements must be submitted within 45 days of the purchase date. | If a vendor does not accept a Mason purchase order or your RSO does not have enough time prior to your event to request one from Student Involvement, then one of your RSO members will need to pay out-of-pocket for the expense (under $2000) and seek repayment afterwards. Instructions 1. An RSO member pays the vendor using their personal cash or credit card. 2. The student payee fills out the RSO Payment Request Form. (The RSO president or treasurer should sign the first line as the “RSO Officer.” The payee should sign the second line as the “GMU Student or Employee.” If the payee is the RSO president or treasurer, then they should sign the form twice.) 3. Attach the original, itemized receipt(s), which should clearly show proof of payment. 4. Make copies (either electronic or paper) of all the documentation for your RSO records. 5. Submit the form, original receipt(s), and proof of payment (if applicable) to the front desk of Student Involvement within 45 days of the purchase date. Additional Information / Requirements | Reimbursement check issued and sent to payee within 1 to 2 months. |
| RSO Opportunities: Get Connected Fair | The Get Connected Fair takes place within the first three weeks of the fall semester during Welcome2Mason. This is the LARGEST organization fair that takes place on campus and includes registered student organizations (RSOs), departments, offices, and community partners! Additional Information / Requirements | ||
| RSO Opportunities: RSO Winter Fair | The RSO Winter Fair generally takes place early in the spring semester in Dewberry Hall (located in the Johnson Center). Additional Information / Requirements | ||
| RSO Opportunities: YardFest | Yardfest takes place once per semester and is run by the Admissions office! Fall Preview Yardfest generally takes place in October, and Spring Premiere Yardfest generally takes place in April. Additional Information / Requirements | ||
| RSO Training Modules | **These links do NOT give access. Access is only given to President and Treasurer upon completion of trainings in Blackboard.** RSO Need to Know Fiscal Management 25live (Tier 1) 25live (Tier 2) | ||
| Special & Major Event Checklist | 10 business days prior to event | A Registered Student Organization (RSO), hosting a special or major event, may be required to complete a Special & Major Event Checklist. This checklist is to ensure that you have made all of the necessary arrangements for your event to be safe and successful. Instructions 1. Once an event is submitted via 25live (25live.gmu.edu) from a designated user for the organization, the scheduler (Kerry Longbottom - klongbot@gmu.edu) will take all of the logistics surrounding the event to determine if a checklist is needed. These are common determinations of a checklist but are not limited to the following: size of event, space for event, and type of event. 2. An email is sent from the scheduler (Kerry Longbottom - klongbot@gmu.edu) to let organizer know that the space is tentatively booked. The organizer needs to set up a time to meet with the scheduler to pick up the actual checklist (Merten Hall, room 2600). 3. The checklist is due 10 business days before the event. Failure to turn the checklist in on time will result in the space being cancelled. 4. The checklist will need to be signed by each of the offices indicated. Please always email the contact to schedule a meeting and allow time for the administrator to respond to the request. 5. The last signatures will be Student Involvement and University Events. To schedule a meeting with Student Involvement, send an email with organization name, date and name of event as well as due date of the checklist to sa@gmu.edu. The event must also be submitted on GetConnected (getconnected.gmu.edu) 6. After the checklist is signed by Student Involvement then the checklist can be dropped off to Kerry Longbottom, Merten Hall, room 2600. 7. The space is then confirmed. |  10 business days prior to event |
| Student Funding Board (SFB) Application | Instructions 1. On the Student Involvement website, click on the "RSO Forms & Resources" header and select "Forms & Resources" from the drop-down menu. 2. Select "Registered Student Organizations - Student Funding Board." 3. Select the first link titled "2019-2020 SFB Application (All event types)." 4. Fill out the application on Mason360. (You may need to log in.) 5. Press submit at the end! You should receive an email confirmation of your submission. | 35 days |
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| Student Funding Board (SFB) Event Evaluation Form | Instructions **Must be submitted within 10 days after your event.** 1. On the Student Involvement website, click on the "RSO Forms & Resources" header and select "Forms & Resources" from the drop-down menu. 2. Select "Registered Student Organizations - Student Funding Board." 3. Select the link titled "SFB Event Evaluation Form 2019-2020." 4. Fill out the form on Mason360. (You may need to log in.) 5. Press submit at the end! | ||
| Student Funding Board (SFB) Faculty Advisor Form | Instructions **Faculty advisor approval form must be completed by your Advisor ONLY.** 1. On the Student Involvement website, click on the "RSO Forms & Resources" header and select "Forms & Resources" from the drop-down menu. 2. Select "Registered Student Organizations - Student Funding Board." 3. Select the link titled "Faculty Advisor SFB Approval Form." 4. Fill out the application on Mason360. (You may need to log in.) 5. Press submit at the end! | ||
| Student Services Entertainment & Event Agreement | 15 business days prior to event | If your Registered Student Organization (RSO) plans to bring a non-Mason individual or company onto campus to provide a service (such as a DJ, workshop facilitator, or performer), then you will need to complete a Student Services Entertainment & Event Agreement, also referred to as a contract. Instructions 1. Approximately one month prior to your event, contact the RSO Lead Team at rso@gmu.edu for assistance in determining if the Student Services Entertainment & Event Agreement is needed and/or in completing this Agreement. IMPORTANT: Since this multi-page document must be reviewed and approved by several University Life staff members, it is essential that you submit it as early as possible. All Agreements must be completed --- this means submitted, reviewed, and approved -- at least 15 business days prior to the event; otherwise, your RSO risks having its event cancelled. 2. At the same time that your RSO is working on getting the Agreement approved, please start the purchase order process by e-mailing a copy of the vendor-signed Agreement to sibudget@gmu.edu along with the following documents at least 5 full business days prior to the event:
b. Purchase Order (PO) Request Form c. Independent Contractor Evaluation Form d. Virginia Substitute W-9 Form (only if the vendor has not been paid by the University within the last calendar year) 4. Provide the vendor with a copy of the PO (either via e-mail or by sending a hard copy) prior to the event. 5. After the event, the vendor MUST email their invoice directly to the Accounts Payable office at acctpay@gmu.edu to receive payment in net 30 days (the University's standard payment terms). Let them know that their invoice must meet the following requirements:
b. Invoice must reference the EP number (i.e., the purchase order number). c. Invoice must include an itemized list of what was purchased. d. Invoice must list the vendor's remittance address. e. Invoice must be billed to "George Mason University" only. Additional Information / Requirements |  15 business days prior to event |
| The Mix Reservation | The MIX is a collaborative and innovative ‘makerspace’ open to anyone in the Mason community. It offers access to tools and technology, including 3-D printing, virtual reality head sets, sewing machines, and much more. It’s a place where Mason students, staff, faculty, and alumni can come together to develop ideas, research problems, craft solutions, and start companies. Instructions 1. Fill out and submit the online Event Request Form, taking into consideration that your event must be in line with The Mix’s mission: "With the goal of encouraging and celebrating entrepreneurship and innovation across the whole of the university, George Mason University has begun to build out a network of on-campus entrepreneurship-focused collaboration and maker spaces. We call this network the Mason Innovation Exchange (MIX). Programs encourage multi-disciplinary collaboration across all of Mason’s schools and degree programs (e.g. engineering, science, business, liberal arts). It is the place at Mason where groups can come together to develop ideas, research problems, craft solutions, and start companies. We currently operate at two locations at the Fairfax campus, the MIX@Innovation and the MIX@Fenwick.” 2. After your space request has been reviewed, you will receive an email, either confirming that the space has been reserved for your RSO, or (if your requested date and/or time is not available) providing you with alternative dates and/or times. 3. If a contract is required due to rental fees, the staffing of The MIX before or after regular business hours, the participation of minors, or the exclusive use of the MIX, it will be included in the email that you receive. 4. When you receive your email confirmation, you may be asked to reconfirm your contact information. | ||
| Travel Policy & Procedure | Travel Authorization must be approved one week prior to departure date. Travel Reimbursement must be submitted within 45 days of return date. | All travel expenses are paid by the traveler and reimbursed after the trip. Travelers should carefully review the Travel Procedures for Registered Student Organizations presentation at least two weeks prior to their departure date. Failure to adhere to any of the travel policies or procedures in the presentation may prevent a traveler from being reimbursed. Additional Information | Travel reimbursement checks issued and sent to payee within 1 to 2 months. |
