All officers listed in the upcoming Registration Process must review the following trainings. During Registration, an email will be sent to each officer and advisor to accept their role, which acknowledges the review and understanding of their position expectations.

Our team is trying something different! We know how busy you are and we know that a lot of information is specific to your roles. We have brought together short videos of information for viewing and will place direct links to specific areas that your role may need throughout the year! We want you to find the information when you need it.  

We strongly encourage every officer to explore all of the different areas on the site!

Throughout the year, feel free to utilize the RSO lead Team with any questions so that we can help support your Organization at rso@gmu.edu.

Review the following tabs on the left:

• • Important Dates
    • Visit regularly as we will make sure all relevant dates are added moving forward (events, deadlines, etc)
  • Mason360 Group Pages
    • Make sure your presence on Mason360 is visible and robust – students are sent there to join clubs and orgs.
    • Mason360 Officer Training
  • Event Management
    • It never hurts to have others helping run events, the more support your event coordinators have, the better.
  • Officer Resources
    • This is the core of what being an RSO is.  Read Closely.
  • RSO Resources
    • Registered Organization Perks!

Video: The Student Involvement Website Transcript: The SI Website is the hub of student activity. Throughout the website, you can learn about Mason’s largest events like Homecoming, Mason Day, and bench painting, as well as joining organizations like Student Government and Mason Miracle. Here, you can also find information about RSO resources, the Student Funding Board, and SI Budget. Got any questions or need assistance? You can find contact information for your SI resources, too.

Video: Get to know the RSO Lead Team Transcript: Welcome to the RSO Lead Team office! We are located in the HUB at 4400 Rivanna River Way room 2308A in the student involvement office. We are here if you have any questions about events. To set up an appointment with us, please reserve a time on our Calendly (calendly.com/rso-2) You can also reach out to us at RSO@gmu.edu. We hope to speak with you

Video: The RSO Self Service Center Transcript: The RSO Self-Service Center is available on the Student Involvement website and can be found by going to the “Registered Student Organization” tab, hovering over “RSO Forms & Resources,” and then clicking on “RSO Self Service Center.” This web page can be used to answer a variety of questions by using the search bar feature. Answers will list the name of the task, the deadline (if there is one associated with the task), a description of the item and requirements for it, as well as the processing time and what office is associated with the item. If you have any follow-up questions about an item in the table, please contact the responsible office in the last column labeled “Processing Time.”

RSO President Expectations

• The incoming President must be the one to register a new RSO or re-register for the following year. The person who submits the registration will receive the Mason360 alerts from the application status.
• Read through the RSO Website. It is full of information that is needed to ensure a successful year at Mason.
  • We strongly encourage the President to review each tab along the left
    • The expectation will be that the President will be able to find the information if an officer has a question or communicate with the RSO Lead Team if it is not addressed on the website.
• Take advantage of our RSO Lead Team Office Hours – we are here to support you and your endeavors
• An understanding of each Officer position
  • Including the duties as listed in the RSO’s own constitution
• We expect the President throughout the year to ensure the following are completed:
  • Monthly updates to the RSO Mason360 Roster: Appointing Group Officers
  • Communication with the RSO Advisor on all RSO matters (as applicable)
  • Communication with the RSO lead Team with any Officer Changes that include a 25Live account change
  • Ensure all Officers and members are taking the time to understand the policies and procedures found on the RSO Website, George Mason University Website, and other offices involved with the RSO

Video: Re-Registration Expectations

Transcript: Re-registration is a process that allows the Student Involvement Team to better understand which groups would still like to remain active and will continue needing the support of the RSO Leadership Team. Re-registration also helps the RSO check their organization’s information, and see if there are any updates or changes that need to be made prior to the beginning of the academic year. When preparing for re-registration, please be sure to have an idea of which tier your RSO is, or which tier you would like to be. For a list of the different tier requirements and accesses, please visit the following website: https://si.gmu.edu/rso/#tiers  

Transcript: Re-registration is a process that allows the Student Involvement Team to better understand which groups would still like to remain active and will continue needing the support of the RSO Leadership Team. Re-registration also helps the RSO check their organization’s information, and see if there are any updates or changes that need to be made prior to the beginning of the academic year. When preparing for re-registration, please be sure to have an idea of which tier your RSO is, or which tier you would like to be. For a list of the different tier requirements and accesses, please visit the following website: https://si.gmu.edu/rso/#tiers  

Treasurer Expectations

• Review the “Financial Best Practices for Student Organizations” Document
• Review the Forms and Resources Section from our Student Involvement Budget Team: https://si.gmu.edu/forms-and-resources/
  • Fiscal Forms
  • Student Funding Forms
• Review the RSO Budgets Tab to the left
• Management of Off-Campus Bank Account
  • Must be in place by previous Treasurer or be created as soon as possible
  • It is required for depositing and managing Self-Generated Revenue
  • To set up an off-campus bank account, your RSO will first need to apply for a Tax Identification Number (TIN) from the IRS. The How to Apply for a TIN handout provides instructions on how to do this.After your RSO has its own TIN, it should work directly with a bank of its choosing to open up an off-campus account in the name of its organization. Depending upon the bank you choose, you may be asked to prove that you are a registered student organization at Mason. Email sibudget@gmu.edu to obtain an RSO Letter of Recognition.Additional Information / Requirements
    • It is the sole responsibility of the RSO to set up and maintain an off-campus bank account for its self-generated revenue (SGR). Mason will not have access to these bank accounts, and, therefore, will not be able to provide assistance in managing them.
    • All SGR must be deposited into your RSO’s off-campus bank account. RSOs may not use a personal bank account for its SGR.
    • Please refer to the FAQ handout for additional information and answers to your questions.
      • Did you know, if you have SGR in the on-campus ORG account, you are able to request the money to deposit into your Off-campus account? Please see the FAQ handout above. Deadline is December 2022
• Management of the On-Campus ORG Account (for Student Funding Board use only)
  • Accessed through your RSO’s Mason360 Group Page (“Money” Tab)
    

🟦”Group Funds ➡ “Balance”: The blue square is the actual amount you have sitting in your account.

🟩”Allocations/Revenues” (green line) is what you currently have requested from SFB.

🟥”Expenses” (red line) is what you have actually spent from those SFB requests, and Balance just shows that total of what they have left over.

The total along the bottom is just totals up each column. It does not indicate anything.

Video: FUNDING

*Transcript of Fiscal management: Funding video is available as a PDF

Video: Spending

Transcript of Fiscal Management: Spending video* is available as a PDF:

The RSO Self Service Center* is a One-Stop-Shop for all things concerning RSOs. Head to the link and type in a keyword!

Video: Additional Information

*Transcript of Fiscal Management: Additional Information Video is available as a PDF:
https://si.gmu.edu/wp-content/uploads/2021/04/Fiscal-Management-Additional-Information-Transcript-AY2021-2022.pdf

 

Expectations of your role:

• Reserving spaces in 25Live for events
  • Ensure the space is reserved early and you follow up on any due dates
  • Communicating all steps needed to CONFIRM the space
  • Following up on any events any previous representatives may have reserved
  • Communicate with the Office of University Events as needed (gmuevent@gmu.edu)
  • Check in with the RSO Lead Team with any event or registration concerns or question (rso@gmu.edu)
• Some common FAQs:
  • Can I have an account for more than one RSO?
    • No, only one account is allowed per student.
  • Can I reserve a space for another RSO or for personal reasons?
    • No, if the account is used for any other than the organization, this is abuse of the privileges and will be grounds for removing the account.
  • Can a Mason Department reserve a space on our RSOs behalf?
    • If there is a collaboration between your RSO and a Department, ask the Office of University Events on who should reserve the space (what would be most appropriate). gmuevent@gmu.edu

Review the following tabs on the left:

• • Event Management
    • It never hurts to have others helping run events, the more support your event coordinators have, the better. Communication will be key throughout the Process.
  • 25Live (Space Reservations)
    • This page is for you, about your role, and should have every link you need to fulfill your role!

VIDEO: 25Live Pro Walk-Through

25Live Pro Walkthrough Transcript

VIDEO: THE Checklist

Large Event Checklist Walkthrough Transcript

Introduction:

Any RSO officers involved with planning and implementing an event must review these trainings.

Please Review the following tabs on the left:

• • Event Management
    • A page dedicated to answering your event questions, based off of current RSO questions and concerns. Updated frequently.
    • CONTRACTS – Paid/Unpaid, Mason or Off-Campus, Performers, DJs, virtual or in-person. Make sure you understand when to contact our office for a contract.
  • 25Live (Space Reservations)
    • 25Live Representatives will have accounts, but everyone could know about how RSOs reserve spaces on campus!
  • Marketing & Recruitment
    • Make sure you utilize all the marketing resources available to your RSO

Please Review/Bookmark the following Mason Sites:

• Office of University Events
• Student Centers
• Mason Parking and Transportation
• Mason Police and Public Safety (Special Event Service Request for Checklists)

Student Funding Board : SFB can be used to fund a large variety of things for your events!

Video: Contracts Overview (non-Mason Presenter, performer, vendor, service, etc)

Contracts Walkthrough Transcript*

VIDEO: THE 25Live Checklist

25Live Large Event Checklist Walkthrough*

Advisor FAQ

• There are two times you may be asked to approve something for an RSO Event
  • Student Funding Board (SFB) will ask for approval for fund requests
  • Office of University Events/25Live (Smartsheet email) will be sent for a Large Event Checklist to approve the use of the reserved space

Please Review the following tabs on the left:

• • Important Dates
    • Visit regularly as we will make sure all relevant dates are added moving forward (events, deadlines, etc)Mason360 Group Pages.
  • Advisor Resources
    • This page has information needed by advisors to help navigate the role and the needs of an RSO.

Acceptance of the Advisor Role during RSO Registration acknowledges:

I have read and understand the roles and responsibilities of accepting the appointment of an advisor to a Registered Student Organization found below. If for any reason, I am unable to fulfill my responsibilities and commitment to the organization listed below, I will immediately contact the Registered Student Organizations officers and Student Involvement at 703-993-2909.

Registered Student Organization Advisor Appointment Letter

The Student Involvement office thanks you in advance for your agreement and commitment to serve as an advisor to a Registered Student Organization (RSO) at George Mason University. George Mason University requires that Tier 2 registered student organizations maintain a university advisor who is a benefits eligible faculty or staff member. Advisors play an important role in helping student organization officers create an environment within the organization that is safe, educational, productive, and enjoyable.

Responsibilities:
•Request a Mason360 account if one does not exist: https://cglink.me/2d7/s71116
•Meet required training requirements established by Student Involvement and the university.
•Become familiar with university policies and procedures pertinent to student organizations. Inform the membership of policies concerning risk management, liability, and expected behavior while registered at George Mason University.
•Assist student leaders in completing necessary campus forms and maintenance of the organizations records.
•Inform Student Involvement when there is a change in an advisor’s status such as resignation, sabbatical, etc.

Role:
•Help student’s develop meaningful programs consistent with the organizations mission and goals that support the mission of George Mason University.
•Encourage students to develop initiatives, responsibility, and positive group interactions.
•Mediate conflicts within the group and assist with resolving problems as they arise.
•Be aware and knowledgeable of the organization’s programs, activities, and events.

Replacement:
Occasionally an advisor to a registered student organization does not meet the expectation of the organization or fails to fulfill the responsibilities of an advisor. If a student organization feels that their advisor is ineffective, the President should contact Student Involvement to discuss the problem or issues involving their advisor. A Student Involvement staff member will discuss the situation with the officer.

Length of Assignment:
Advisors assume their role is for one academic year. Advisor continuity is desirable. However, advisor assignments are renewed each academic year and are subject to both the advisor’s and student organizations approval.

Resignation:
An advisor should notify Student Involvement when they decide to no longer serve as an advisor for a variety of reasons. Advisors should notify the registered student organizations officers of the resignation and provide reasonable support in the transition of the advisor position.

Legal Issues:
If you have questions regarding a legal issue related to your role as an advisor, please contact the Office of University Counsel at ouc@gmu.edu or 703-993-2619.

Student Involvement

There are teams within Student Involvement (SI) that support student organizations: the RSO Lead Team, the Student Funding Board (SFB), the SIBudget Team and Team SI.

Each team has specific roles and responsibilities:

• RSO Lead Team connects RSOs to resources on campus, informs RSOs about opportunities (e.g. fairs, bench painting) and assists with events: planning, contracts, insurance requirements, etc.
  • E-mail: rso@gmu.edu*
  • Website: https://si.gmu.edu/rso/*
  • Mason360 Group: https://mason360.gmu.edu/RSOLeadTeam/club_signup*
• SFB reviews Student Funding Board applications
  • E-mail: sfb@gmu.edu*
  • Website: https://si.gmu.edu/sfb/*
• SI Budget Team handles ORG Codes, budget matters, self-generated revenue, reimbursements, etc.
  • E-mail: sibudget@gmu.edu*
  • RSO Self-Service Center: https://si.gmu.edu/rso-self-service-center/*
• Team SI assist RSOs with Re-Registration, Trainings, and Officer Changes
  • E-mail: sa@gmu.edu *
  • Website: https://si.gmu.edu/

Location: The Hub, Suite 2300
E-mail: sa@gmu.edu
Phone: 703-993-2909
Website: https://si.gmu.edu/*

🎬 CONTRACTS TRAINING VIDEO

📃 Guest Lecturer Acknowledgement

How to fill out the Guest Lecturer Acknowledgement

The Guest Lecturer Agreement (GLA) must be:

• For an unpaid, non-Mason staff/faculty/student presenter
• Or a business tabling at your event with no money exchange (they must also be sent through Career Services/Handshake: Responding to Employer’s Requests)
• Submitted five days before the event to the RSO leadership team (rso@gmu.edu)
• No payment has been discussed with the presenter.
• COI is not required for the GLA.

👩‍⚖️ If your RSO is hosting a political figure, please contact the RSO Leadership Team as soon as possible. We must send the request through the University Events Office.

📃 Contract (a.k.a. Student Services Entertainment & Event Agreement)

If your RSO invites a:

• Paid or unpaid non-Mason performer/vendor (i.e., any vendor who is not a current GMU Student or Faculty/Staff)
• Paid Mason Student/Faculty/Staff

Then your RSO will need to submit a completed Contract and must include a valid Certificate of Insurance (COI). Submit these documents to the RSO Lead Team no less than 20 days BEFORE the event.

Fill out a Mason360 Contract Request, and SI Staff will create your contract (https://cglink.me/2d7/s28487)

Contracts are for:

• Paid or unpaid performers/vendors (e.g., DJs, photographers, performers, or any vendor providing a service during the event)
  • A Mason student who brings their own large equipment to DJ at an event will also need a contract.
• Paid Mason performer/vendor/service
• High-risk Events (e.g., Political figures, inflatables, rides, food trucks, etc.)

Contracts must:

• 📥Be submitted AT LEAST 20 days before the event.
• Have a Certificate of Insurance (COI), requested by the vendor from their insurance company.

If you are unsure which document you need for your event, please contact the RSO Leadership Team at rso@gmu.edu.

🚫 Examples of events where you do not need a Contract or GLA:

• A Mason student is reciting poetry at your event.
• A Mason professor is coming to your event to present a topic of your choice.

How to know if your event is low-, medium-, or high-risk!

Step By Step Instructions: Create an Event in Mason360

• Screenshots are provided for reference on page 2+ of PDF

Mason360 Website

• All RSO events must be submitted to Mason360 (don’t forget to add them to 25Live – even virtual events!)
  • All on-campus 25Live Checklist Events MUST include registration and check-in on Mason360
• Mason Students and non-Mason Guests register and are checked in through Mason360 Event Tickets (pg 8-9)
• All participants, speakers, guests, vendors, and event coordinators who are present during the event must also be listed in Mason360 to ensure the capacity numbers are in line with the 25Live reservation. Currently, 20% of attendees must complete Mason COVID Health✓™ and receive a “green light” status on the day of the event.

• Submit the event to Mason360 as soon as you can. The RSO Lead Team cannot approve the event until 25Live shows the event is “confirmed”.
• EDITING AN APPROVED event will cause the event to become UNAPPROVED and is sent back to our approval list

• RSO cannot purchase plastic barriers, face coverings, face shields, hand sanitizer, disinfectant wipes, spray disinfectant, plastic gloves, and paper towels.
• Please refer to the Fiscal Website for more info: https://fiscal.gmu.edu/coronavirus-covid-19/

As defined on the Office of Risk Management website (risk.gmu.edu), “the practice of Risk Management is identifying and analyzing loss exposures other than business risks and taking steps to minimize the financial impact of those risks”. 

• When planning an event or hosting a program, it is important to balance the risks of the activity versus what you expect to gain. In doing this, you will want to look at whether your activity has risks, determine whether those risks outweigh the benefits, identify what measures you have taken to prevent problems at the activity, and examine what procedures you have in place if problems occur. You must exercise reasonable care in managing your event and work to avoid harm to your members and others.

ONE IMPORTANT ITEM TO NOTE: STUDENT ORGANIZATIONS ARE NOT COVERED UNDER MASON INSURANCE. 

• Therefore, if you can prevent a problem from occurring, it is important to do so. Training, taking precautions, and evaluating risk will help your organization remain a part of the Mason community.
• Some events that are higher risk: dunk tank, balloon pop, cactus planting, pie throwing, pumpkin chunking, etc

Planning to show a movie?

• RSOs must purchase the movie rights (“Public Performance” License), please review the copyright law found on our policies page: https://si.gmu.edu/rso/#policies

• • • • This link explains the copyright policy and can help you make the decision on buying the rights for a public performance: https://www.swank.com/college-campus/copyright/
• Buying the DVD, Streaming the movie, etc. is NOT purchasing the license.

• Campus groups and organizations must use an University-approved caterers 
• Please check Student Centers’ “Mason Event Safety” for up-to-date policies for food at your events.
• Executive Order 77 – Office of Sustainability
  • No Single-Use plastics may be used at Mason. IE: single use water bottles, plastic bowls, plastic cups, plastic utensils, etc. Plan accordingly as you purchase supplies.

TBD

E077 – Elimination of Single-Use Plastics

• Executive Order 77 – Office of Sustainability
  • No Single-Use plastics may be used at Mason. IE: single use water bottles, plastic bowls, plastic cups, plastic utensils, etc. Plan accordingly as you purchase supplies.
• Circular Economy and Zero Waste Task Force
  • Your event decorating may be impacted with some of the upcoming changes! We hope to help you find alternatives to some of the single-use plastics that are generally found in RSO events.

Under no circumstances should a student sign a contract originating from a speaker/vendor/performer.

 

CONTRACTS TRAINING VIDEO

Reminder: If you are not sure which contract is needed for your event, please contact the RSO Leadership Team at rso@gmu.edu

No Contract Needed: Unpaid Mason Student is reciting poetry at your event. Unpaid Mason Professor is coming to your event to present a topic of your choice.

Student Services and Event Agreement (AKA Contract)

• An RSO Representative must fill out a Mason360 Contract Request  at least 30 days BEFORE the planned event.
• The RSO Lead Team needs time to create the contract and to send it to the RSO Representative VIA email.
• Your group also needs time to then send this on to your speaker/performer/vendor for a hand-signed contract.
• The RSO Representative must make sure to review ALL documents sent back by the speaker/performer/vendor. If there is a mistake, it will save time to catch it before sending on to the RSO Lead Team for review.
• That final hand-signed and complete contract must be emailed back to the RSO Lead Team 20 days before the event.

Guest Lecturer Acknowledgement Form

• Review the Instructions and fill out the form
• Send the PDF to your Vendor and explain you need their hand-signature on page 1
• Ensure all areas are filled in, all pages are scanned, and speaker has hand-signed with pen
• Send the completed Form to the RSO lead Team at LEAST 5 days business days before the event

• Guest Lecturer Acknowledgement
  • Unpaid presenter (non-Mason staff/faculty/student)
  • Hand-signed and due five (5) business days before the event to the RSO Lead Team (rso@gmu.edu)
  • No payment has been discussed with the presenter
  • COI is not required for this contract

If your RSO is hosting a high profile political figure, /speaker, please see “High Profile Presenter” section below.

• Guest Lecturer Acknowledgement Instructions
  • Guest Lecturer Acknowledgement Agreement

• Crafted by Student Involvement Staff, fill out a Mason360 Contract Request (Request at least 30 days BEFORE event)
• Paid or UNPAID performer/vendor (DJs, Photographers, any vendor providing a service DURING the event)
• Paid Mason performer/vendor/service
• A contract is required if a Mason student brings their own large equipment to DJ at an event (this creates the need for a contract)
• High Risk Event (Political figure, inflatables, amusement rides, etc)
• Hand-signed and due to the RSO Lead Team at LEAST 20 days before event
• This document is mandatory when an RSO brings a non-Mason individual or company onto campus to provide a service (such as a DJ, workshop facilitator, or performer).
• Requires a Certificate of Insurance (COI)

Under no circumstances should a student sign a contract originating from a speaker/vendor/performer.

CONTRACTS TRAINING VIDEO

• Mason360 Contract Request:
  http://cglink.me/s28487*
• Send these Instructions to Vendors
  VendorInsturctions_Contracts
• COI Instructions:
  https://articulateusercontent.com/rise/courses/8au-qfGZtMef8bmaB4dmmtI8fKfcpTE3/wZCL_SC5Ew-RvX0I.jpg
• Activities Risk Chart:
  https://si.gmu.edu/wp-content/uploads/2020/04/riskchart.png*

A Certificate of Insurance (COI) must be requested by the speaker/performer/vendor from their own INSURANCE COMPANY.

• Needed for the “Student Services and Event Agreement” contract.

Make sure that all areas of the COI include the yellow highlighted areas:

Sample COI

COI Instructions Below- See ALL Highlighted Sections.

When to use:

• When an RSO requests funding from Student Funding Board (SFB), the funds will be available through the on-campus org account and the payment language will be found on page 6 of the contract as seen in image below.
• Always contact the Student Involvement Budget Team as soon as you begin the contract and SFB process. SI Budget team will assist you in ensuring payment gets sent to the guest in a timely manner. sibudget@gmu.edu

The George Mason University payment language on Page 6 will be crossed out and the RSO name will be listed for completing payment.

It is the RSOs responsibility to ensure payment is given to the speaker/vendor/performer.

Fill out a Mason360 Contract Request  at least 30 days BEFORE event.

Paying Using Off-Campus Bank Account

• The RSO will need to submit a hand-signed contract (University Life Entertainment and Event Agreement-Off) and must include a valid Certificate of Insurance (COI).

Paying Using On-Campus ORG Account

• Work with the Student Involvement Budget Team (sibudget@gmu.edu) on payments.
• The RSO will need to submit a hand-signed contract (University Life Entertainment and Event Agreement) and must include a valid Certificate of Insurance (COI).

Please see instructions in “Contract Overview” above.

Depending on the risk of the political figure/celebrity, a Student Services Entertainment & Event Agreement (AKA Contract) or Guest Lecturer Acknowledgement will be needed.

If you suspect your guest is a high risk figure, please contact RSO Lead Team (RSO@gmu.edu) with their name and affiliation so that we can help the RSO complete the correct paperwork.  We may also send the request through the University Events Office for approval.

Please see instructions in “Contract Overview” above.

For PAID and UNPAID:

Unpaid

• The RSO will need to submit a hand-signed “ZERO DOLLAR” contract (University Life Entertainment and Event Agreement-Off) and must include a valid Certificate of Insurance (COI).

Paying Using Off-Campus Bank Account

• The RSO will need to submit a hand-signed contract (University Life Entertainment and Event Agreement-Off) and must include a valid Certificate of Insurance (COI).

Paying Using On-Campus ORG Account

• Work with the Student Involvement Budget Team (sibudget@gmu.edu) on payments.
• The RSO will need to submit a hand-signed contract (University Life Entertainment and Event Agreement) and must include a valid Certificate of Insurance (COI).

Please see instructions in “Contract Overview” above.

Unpaid

• No need for contracts or insurance

Paying Using Off-Campus Bank Account

• The RSO will need to submit a hand-signed contract (University Life Entertainment and Event Agreement-Off) and must include a valid Certificate of Insurance (COI).

Paying Using On-Campus ORG Account

• Work with the Student Involvement Budget Team (sibudget@gmu.edu) on whether the Mason Student/Faculty/Staff are able to be paid through the on-campus Org Account.
• The RSO will need to submit a hand-signed contract (University Life Entertainment and Event Agreement) and must include a valid Certificate of Insurance (COI).

Please see instructions in “Contract Overview” above.

For PAID and UNPAID:

• Paying Using Off-Campus Bank Account
  • The RSO will need to submit a hand-signed contract (University Life Entertainment and Event Agreement-Off) and must include a valid Certificate of Insurance (COI).

  Paying Using On-Campus ORG Account

  • Work with the Student Involvement Budget Team (sibudget@gmu.edu) on payments.
  • The RSO will need to submit a hand-signed contract (University Life Entertainment and Event Agreement) and must include a valid Certificate of Insurance (COI).
• Certificate of Insurance MUST include the Umbrella Addition as seen below circled in blue:

• Contract must also check boxes on page 2, depending on needs as seen below in blue:

Please see instructions in “Contract Overview” above.
When requesting the contract, ensure you explain all details of what services are being provided.

Unpaid

• The RSO will need to submit a hand-signed “ZERO DOLLAR” contract (University Life Entertainment and Event Agreement-Off) and must include a valid Certificate of Insurance (COI).

Paying Using Off-Campus Bank Account

• The RSO will need to submit a hand-signed contract (University Life Entertainment and Event Agreement-Off) and must include a valid Certificate of Insurance (COI).

Paying Using On-Campus ORG Account

• Work with the Student Involvement Budget Team (sibudget@gmu.edu) on payments.
• The RSO will need to submit a hand-signed contract (University Life Entertainment and Event Agreement) and must include a valid Certificate of Insurance (COI).

Please see instructions in “Contract Overview” above.

Mason Alumni are considered a non-Mason entity. An Alumni must fulfill any non-Mason Guest Lecturer, contract, or insurance needs when they are brought in as a speaker/performer/vendor.

Please see instructions in “Contract Overview” above and view Mason Alumni as non-Mason.

An RSO is thinking about bringing in a vendor who would like to sell their wares at an RSO event

• RSOs are not able to reserve a space on campus and allow a vendor to utilize the space to sell their wares. An RSO Mason reservation is to benefit their organization only.
• If a vendor is donating all of the money to the RSO as a fundraiser, we would need a contract (and Certificate of Insurance) for the vendor that states the language explaining the funding going directly to the RSO (must be completed by due date).
• If a vendor is there to advertise and give free samples (following all Mason policies of giveaways) with NO money exchange, we would need a Guest Lecturer Acknowledgement (must be completed by due date) as they are not providing a service but are a speaker.
• If a vendor is selling their items, they may reserve the space through the Office of University Events and pay the rental through a reservation with the University. https://events.gmu.edu/scheduling/external-clients/ 
  • An RSO may advertise the event on Mason360 as an announcement that they are attending the vendor’s event. As long as the 25Live reservation is not under the RSO name, the RSO would not need to create a contract for the vendor, as it is not their event/responsibility.
• If you have seen other vendors on campus sell their wares through other organizations, that would be an indication that a Department Organization is hosting that event. Department Organizations and Registered Student Organizations have different expectations and guidelines, and this is one of those distinctions.

If the RSO hires catering services during an on-campus event (i.e. the caterer is handling the food during the event or setting up prior to the event), the RSO must use an approved caterer: https://obs.gmu.edu/caterers/#ApprovedCaterers

• Search “Catering” on the Self-Service Center to find all the different payment options

If the meal is being delivered by the caterer (no set-up or other services included) or picked up by an RSO member, your RSO may choose an unapproved caterer.

We highly recommend you use an approved licensed caterer for your event to ensure the food is handled safely: Encourage the caterer to become an Approved Caterer at Mason: https://obs.gmu.edu/caterers/#ApprovedCaterers

However, if your RSO decides to not use an approved caterer, then the group receiving/holding/serving the food should ensure the food safety basics are followed, as provided by the Virginia Department of Health:  https://www.vdh.virginia.gov/environmental-health/food-safety-in-virginia/food-safety-basics/.

Unapproved caterers may only be used when the food is for the pick-up or drop-off of food and there is no set-up or handling of the food by the caterer for the event. 

Using an unapproved caterer : The RSO assumes the risk and must take into consideration of food being left out too long and/or mishandled.

If your group is needing compostable items for your event, please fill out our Event Supply Request Form: https://cglink.me/2d7/s72732

Event Procedures for Food details can be found on the Mason’s Student Centers Website: https://studentcenters.gmu.edu/eventservices/policies-procedures-guidelines/

Student Centers has a one-stop area for your Mason Advertising Policies and Procedures: https://studentcenters.gmu.edu/all-advertising/*

• Kiosks/Tables

• Banners

• Easels

• Flyers for events

  • MUST follow guidelines.

• Leafletting

• Donation Boxes Info

• Mason360 Event Submissions

• Chalk around campus

  • Rainfall sites only

• Today@Mason

  • When you enter in a 25Live room request, the event is advertised on the Mason Calendar: https://today.gmu.edu/.

• The Imagination Station

  • Contains crafts and materials useful for marketing strategies. Located in Student Involvement,

The Voice Walls are available to RSOs at the Student Involvement Front Desk on a first come, first serve basis. Please have an RSO Officer stop by the to discuss the painting of the wall and reserving the paint cart. The SI Office is in first floor of the HUB next to The Corner Pocket.

The two walls closest to the Johnson Center are designated as Chalk Walls. Feel free to use chalk to announce any events you may have! However, do NOT paint/damage these walls as charges can occur.

       

1. The voice walls are available for officially recognized Mason student organizations and departments for publicizing events available to all students.

2. The event must be listed on Mason 360 in order to advertise it on the voice walls.

3. The paint cart is available for check-out between 9AM-5PM Monday through Friday at the front desk in Student Involvement and must be returned no later than 8PM.

4. The paint cart can only be checked out for 3 hours at a time. A Mason ID is required.

5. Groups may check-out the paint cart and use provided supplies after signing this form and leaving their ID.

6. Follow the paint cart instructions and return the paint cart in the condition it was given.

7. One voice wall panel per event may be used.

8. There is to be no sharing of the paint cart between organizations.

9. The organization/dept. will not be able to turn in the paint cart while it is still dirty. Mason IDs will not be given back until the cart is clean.

10. Use of the voice walls is on a first come, first served basis. Once an event has passed, the panel is available to the first group who reserves it at the Student Involvement office.

11. Painting over your own voice wall panel before the date advertised in order to advertise another date is ABSOLUTELY PROHIBITED. If you are caught doing this your organization/ dept. will be prohibited from using the voice walls for the rest of the academic year.

12. There is a difference between the voice walls for painting and the chalk walls. DO NOT PAINT ON THE BLACK CHALK WALLS.

FAQs

• 🚫Voice walls cannot be reserved. Painting or attaching a “reserved” sign to a voice walls panel is not permitted even if the voice walls is available. You must paint completely over the previous event and list your organization name, event name, date, and time, to consider the voice wall panel yours.

• 📅You cannot advertise your event more than 10 days in advance. If your event spans multiple days (i.e. sorority recruitment week), 10 days should be counted from the final day of the event. If you choose to advertise the date tickets go on sale or any other date associated with the event, we will count the 10 days from that date.

• 🚫Please refrain from using patio furniture or other university property to stand on or to prop materials. A stepstool can be borrowed to reach higher points of the wall.

• 🚫Posting fliers on the voice walls is absolutely prohibited.

• 🚮Please dispose of all sponges, paint tray liners, roller brushes, and anything else that is disposable. Simply put used materials in the provided trash bag and dispose in garbage before entering the HUB to return the cart and supplies.

• 💸Failure to comply with any or all of these rules may result in a charge, and/or loss of official student organization recognition and future use of voice walls.

• 🧽RSOs/departments will be responsible for cleaning charges incurred from spilled paint, messes or damage to chalk walls.

📐Approximate size of a voice wall is:  7′ 8″ H X 3′ 2″ W

The following information must be included on your voice wall panel.

• Name of RSO/Department

• Name of event

• Date and time of event

• Mason360* – Update your Group Page and showcase your events across the campus

• Get Connected Fair (Fall and Spring – RSO Lead Team)

• Bench Painting (End of Spring Semester – RSO Lead Team)

• Yard Fest/Spring Previews (Fall & spring fairs for incoming students – Admissions)

• Decorating the George Statue (University Life): https://ulife.gmu.edu/students/mason-statue-decoration-form/*

We encourage all officers and members to update their profiles. Upload a picture, a cover photo, bio info, and include some interests. See if everyone can reach ‘Perfect’!

🔗Link: How to Update your Profile Picture

Update and maintain your RSO information: This information can be seen by potential members! Details are appreciated!

Choose categories, explain the benefits of your group and take some time to ensure all your information is up to date.

🔗Link: Manage your Group Settings

• Add all your Officers with their position, titles, bios, and roles.

• Starting 2022-2023, advisors are required to be in the officer listing.

  • If your advisor is not listed, attempt to add.

    • If they cannot be found on Mason360, contact the RSO Lead Team.

🔗Link: Appointing Group Officers

🔗Link: How to Add New Members

The Group Page is the central HUB for your group.

• 📝Feed – Leave postings for your Officers and/or Members.

• 🗓Events – Your RSO events are listed in one space.

• 📄Documents – Share files with your Officers and/or Members.

• 📷Photos – Encourage adding images to celebrate your RSO members and their achievements!

• 📰News – Highlight an article for your Officers and/or Members.

• 🔗Links – Share your RSO-specific links.

• 💬Forum – Encourage discussion within the forums to share ideas and experience!

JOIN AN ORGANIZATION

• Browse through the Mason360 Listing of Registered Student Organizations (RSOs), Fraternities and Sorority Life (FSL), or Sports Clubs.

• If you still can’t find an opportunity right for you, drop in at the RSO Team Office in the HUB, Student Involvement Office and we can help you one-on-one!

• All current RSOs have a page on Mason360.

  • 📃Check out the RSO’s Mission Statement and their Officer and Member List.

  • 📆Find an RSO Event on Mason360.

  • 💬Chat with students and staff.

 

 

 

 

 

 

 

• Please note it is against 25Live and RSO policy for a separate organization/person to reserve a space on behalf of another organization.

  •  If the reservation is not through a 25Live Representative of the RSO, the event will not be approved.

• 📧Please READ ALL YOUR EVENT EMAILS.

  • Submitting a 25Live request does NOT mean the space is reserved or the equipment is available.

• 💸Some spaces may have a fee associated with it. For example, the Corner Pocket charges per hour.

Arlington Campus

Contact Information:

• Email: arlevent@gmu.edu*

• Phone: 703-993- 2095

• Mailing Address:

• George Mason University Arlington Campus

  Van Metre Hall, Suite 220

  3351 Fairfax Drive, MSN 5A7

  Arlington, VA 22201

• Hours: Monday through Friday from 9:00 am – 5:00 pm

Buildings Available: 

• Van Metre Hall (Monday – Sunday: 7:00 am – 11:00 pm)

• Two large event spaces – the Auditorium and the Multi-Purpose Room

• Hazel Hall (Monday – Sunday: 7:00 am – 11:00 pm)

• Restricted to Law school related activities

• Vernon Smith Hall (Monday – Friday: 8:00 am – 10:00 pm Saturday/Sunday: 8:00 am – 6:00 pm)

• Restricted to the School of Conflict Analysis and Resolution, ICES program, Arts Management, and Centers on the Public Service

Spaces Available:

• https://events.gmu.edu/arlington-campus/arlington-room-photos/*

• Space priority is given to GMU groups

• Mostly large event spaces are available 200+ people auditorium/multi-purpose rooms

• Requests for classroom spaces by students require at least 5 business days’ notice.

• Major event space (Multi-Purpose Room and Auditorium) requests require at least 30 days’ notice

• Spaces in Van Metre Hall can be divided into two categories: event spaces, and classrooms. The two main event spaces are the auditorium (ARLVM 134) and the multipurpose room (ARLVM 125/126). The auditorium features fixed, tiered seating for up to 300 people, while the multipurpose room can seat up to 400 people theater-style, or 256 people banquet-style. The multipurpose room can also be divided in half, for smaller events (ARLVM 125 and ARLVM 126). Importantly, food is allowed in the multipurpose room, but not the auditorium, so if any large events intend to have food, they will need to reserve the multipurpose room.

• Most classrooms seat 30-36 people, but there are 5 larger tiered rooms that can seat 47 or 70 people. Furniture inside the classrooms is fixed, but can set up to 2 tables outside of them for registration or catering, if requested in advance.

Event Services:

• Can provide tables and chairs in a variety of configurations depending needs

• Auditorium can fit 300 people in a tiered fashion, with the capability to host a panel discussion on stage

• Easels and pads can be provided

• Special equipment (portable stage, high table tops, directional signage, or skirting for tables) can be arranged with your Event Manager

• Portable audio-visual equipment can be provided for your event in the Multi-Purpose Room and Auditorium. Tech support with presentations, panels, and video recording. Tech and Equipment fees will apply.

• Classroom Technologies supports all audio-visual requests in classroom spaces.

• Please call (703) 993-8226 or email arlclass@gmu.edu* to request equipment. Tech and Equipment fees may apply.

Event Billing:

• Internal Clients must provide a University Account /Organizational Code on the request form. Your request will not be processed without this information.

Full Details:

http://arlington.gmu.edu/wp-content/uploads/General-Information_Arlington-Events_George-Mason.pdf*

___________________________________________________________

The Science and Technology Campus (Sci Tech)

Contact Information: 

• Phone: 703-993-8585

• Email: eventsst@gmu.edu*

• Mailing Address:

  • Colgan Hall, room 217

    10900 University Blvd, MSN 5B8

    Manassas, VA 20110

• Hours: Monday through Friday from 8:30 am – 5:00 pm

Buildings Available:

Katherine G. Johnson Hall (formally Bull Run)

• Monday – Friday: 7:00 am – 11:00 pm

• Saturday: 7:00 am – 4:00 pm

Colgan Hall

• Monday – Friday: 6:00 am – 11:00 pm

• Saturday: 7:00am – 8:00pm

• Sunday: 7:00 am – 7:00 pm

Discovery Hall

•  Monday – Friday: 8:00 am – 5:00 pm

Spaces Available: 

https://scitechcampus.gmu.edu/events-scheduling/

• Space priority is given to GMU groups.

• Requests for classroom spaces by students require at least 5 business days’ notice.

• Any event in Beacon Hall requires at least 30 days’ notice.

• Beacon Hall Multi-Purpose rooms can each seat up to 150 people. These two rooms are divided but have a double wide door for pairing together.

•  The Verizon Auditorium can fit 295 people in a tiered fashion.

• Discovery Hall Auditorium is a tiered classroom for 97 and a small stage for a speaker presentation.

Event Services:

• Tables and chairs for your event in a variety of configurations can be provided

• Easels and pads can be provided upon request.

• Special equipment (portable stage, high table tops, directional signage, or skirting for tables) can be arranged with your Event Coordinator

• Taping of notices or signs to the doors of the classrooms or any of the doors leading to the exterior of the building are prohibited.

• Can provide state-of-the-art in-room or portable audiovisual equipment for your event in all of our spaces. Includes tech assistance with presentations, panels, and audio recording. Tech and Equipment fees will apply.

•  Classroom Technologies supports all audio-visual requests in classroom spaces on the SciTech campus. Please call (703) 993-8499 to request equipment. Tech and Equipment fees may apply.

Event Billing:

• Internal Clients must provide a University Account /Organizational Code on the request form. request will not be processed without this information.

• Managed by the SciTech Executive office and not Student Centers so there are fees you may incur that you wouldn’t see at the Fairfax campus

Full Details:

http://scitechcampus.gmu.edu/wp-content/uploads/SciTech-Events-Management_General-Information-2019.pdf *

SFB (Student Funding Board)

1. PRIOR to your event your RSO can apply for funds to pay for allowable expenses.

2. The RSO tier level determines how much funding your RSO can apply for per academic year.

3. SFB funding will be used through your on-campus Mason account.

4. Because SFB allocations are funded by the student activity fee, the money must be spent in adherence to Mason and SFB’s policies and procedures.

5. For information and instructions on how to apply for SFB, please visit (https://si.gmu.edu/sfb).

SGR (Self-generated revenue): Money raised through collection of dues, charging for events, donations, etc.

1. This money must be kept in an off-campus account that is managed by your RSO. To set up an off-campus bank account, your RSO will first need to apply for a Tax ID number (TIN) from the IRS.  Instructions on how to apply for a TIN can be found under the “Off-campus bank accounts” section on the RSO self-service center (https://si.gmu.edu/rso-self-service-center/).

2. When using SGR, your RSO will still need to abide by all of Mason’s non-fiscal policies and procedures.

Spending Money

1. Secure funding through the SFB application process or raising money for your off-campus account (SGR).

2. SFB

   1. SI Budget provides your RSO Organization Code (ORG Code) and can also be found on Mason360.

   2. You can find your ORG Code ON Mason360 ➡ Files ➡ See pinned file labeled “ORG CODE: M#####”

1. Your ORG Code starts with M and then 5 digits. (M#####). This code can be used for campus services (i.e., Event Services, Police Services, etc.)

2. Only RSO presidents and treasurers can make payment requests.

3. 🎞For information on spending methods and how to request payments on Mason360, please review this video:

 SGR

1. Collected in your RSO’s off-campus account.

2. Do not have to follow Mason procedures and restrictions for purchases with this money. Can be used to pay vendors and expenses for your RSO.

Visit the RSO Self-Service Center
Student Involvement Budget Team: sibudget@gmu.edu
Student Funding Board: sfb@gmu.edu
RSO Lead Team: rso@gmu.edu

Team SI

The group of students working at the front desk are known as Team SI. These students serve as the first line of contact when students, staff or faculty have questions about Student Involvement.

📧Contact Team SI at SA@gmu.edu

Front Desk Services:

• 💬Team SI can answer questions and guide you to the correct staff member to talk to.

• ✉Mail Services.

• 🔐Check-in for the Imagination Station and RSO Lockers.

• 📃Drop off any physical paperwork for a SI staff member.

• 🎫Tickets available!

  • Our department hosts many events are available at our front desk.

    • Must have your Mason ID for free and purchased tickets.

    • Only Mason Money is accepted at the front desk https://masonid.gmu.edu/about-mason-money/

• Materials for late night events or fundraisers:

  • Cash receipts and money bags (for money collected at late night events)

  • Wristbands (see Late Night Event Checklist)

RSO Locker Policies

• Lockers can be reserved in Student Involvement from 9:00 am to 9:00 pm, Monday through Thursday, or 9:00 am to 5:00 pm on Friday.

• Lockers must be reserved in person by the President or Vice President of an RSO.

• Lockers may be reserved by semester or academic year.

• There is no fee to reserve a locker in Student Involvement.

• Lockers are a limited quantity.

End of Semester/Renewal Process

• Lockers can be renewed in person or by emailing sa@gmu.edu. The email must come from the president or vice president of your RSO.

• RSOs must renew their lockers no later than the last day of classes in each semester.

• RSOs that do not renew their lockers must empty their locker of all items no later than five business days after the last day of classes at the end of the semester. After that date, Student Involvement staff will check the lockers for damage and collect/discard any items left inside.

• All lockers must be emptied no later than 5 days after the last day of classes in the spring semester, regardless of renewal for the fall semester.

• Student Involvement staff will not keep any clothing or food items left inside un-renewed lockers at the end of the semester and these items will be discarded immediately if found. Some items may be delivered to the University Police lost and found if they are estimated to be of high value (such as wallets or jewelry). Once an item has been turned over to University Police, the owner should contact University Police directly at (703) 993-2810 to retrieve it.

General Locker Terms & Conditions

• Student Involvement will not be held responsible for any damage to or loss of locker contents while inside of a reserved locker. This includes items damaged or lost due to break-ins or theft. Valuables left in your locker are left at your own risk.

• No illegal substances, weapons, or other prohibited, offensive, or dangerous materials are to be placed in lockers. Given reasonable cause, Student Involvement reserves the right to open and inspect lockers without notice to the student.

• Any item not secured in a locker may be discarded by Student Involvement staff or delivered to the University Police lost and found. This includes any items left unsecured on top of or beside lockers or anywhere in the locker room.

• Damage to the locker during your rental period may result in the loss of future locker privileges.

• Please bring any locker problems to the attention of Student Involvement immediately by emailing sa@gmu.edu, calling (703) 993-2909, or contacting a desk assistant in the SI office.

• Failure to abide by these conditions may result in the loss of locker privileges.

📫Each RSO is assigned a mailbox at the beginning of the academic year and should be checked weekly.

• ✉Mail will be placed in the RSO mailboxes except for packages and checks.

• 💵Checks will be placed in a secure location.

  • A president, treasure or documented member of your organization must pick up checks assigned to your RSO.

  • If a check has a specific student name, that student must pick up the check.

  • ✍🏿All checks must be signed for.

📦Any packages delivered to the office must be picked up within two weeks of reception or it will be returned to sender.

• 📧All RSOs are contacted by email when a package is delivered.

• ⚠Reminder: The SI office is not a storage room. Packages must be picked up in a timely manner.

Each RSO drafts its own constitution detailing the roles and responsibilities of each officer in the organization. Below is an example of organizational positions and corresponding responsibilities. These may be changed and adapted to suit the needs of your organization.

President

• Preside over all Executive Board and general body meetings
• Appoint, with the approval of the Executive Board, additional secondary positions (e.g. Sub-committee chairs)
• Meet regularly with the faculty/staff advisor
• Serve as a liaison between the RSO Lead Team and Student Involvement
• Oversee the implementation of initiatives and delegate tasks
• Required for Annual Re-registration

• Oversee all organizational events
• Oversee the training of new members of the organization
• Complete the re-registration application in order to maintain RSO status at Mason
• Complete all necessary trainings and corresponding quiz
• Manage access to 25Live and booking spaces
• Update roster on Mason360 as often as needed

Treasurer

• Oversee all of the organization’s financial matters
• Collect and manage all membership dues
• Apply for funding from the Student Funding Board when necessary and in a timely manner
• Report to the president and the Executive Board about the state of the organization’s finances
• Serve as the liaison between the organization and the Student Involvement Budget Manager
• Complete all necessary trainings
• Assist President in managing access to 25Live and booking spaces
• Fulfill the responsibilities of the vice president in the event that the vice president is absent, removed, or is no longer able to perform the responsibilities of the office
• Required for Annual Re-registration

25Live Representatives

• The President and Treasurer have typically held the 25Live Accounts for the RSO. However, we listened to feedback and are now allowing the RSO to choose the two Officers listed in the registration (with GPA check and completion of trainings) to be 25Live account holders. Only TWO accounts can be made for an RSO. And only ONE 25 Live account is allowed per student.
• Required for Annual Re-registration

Vice President

• Preside over all Executive Board and general body meetings in the absence of the president
• Assist in appointing additional secondary positions (e.g. Sub-committee chairs)
• Oversee all sub-committee initiatives
• Report the state of the organizations and sub-committees to the president
• Fulfill the responsibilities of the president in the event that the president is absent, removed, or is no longer able to perform the responsibilities of the office

Secretary

• The Secretary of the RSO Lead Team must be able to perform the following responsibilities:
• Record meeting minutes for all Executive Board and general body meetings.
• Send all general body meeting minutes to all members within 24 hours following the meeting.
• Record member attendance at meetings and events.
• Fulfill the responsibilities of the treasurer in the event that the treasurer is absent, removed, or is no longer able to perform the responsibilities of the office

Tier 2 organizations are required to have a Faculty/Staff advisor to register and be officially recognized by the University. The advisor must be a faculty or staff university employee. The ideal relationship between the advisor and the student organization would be a partnership providing the basis for good decision-making and leadership of the organization. The following information will help you select an advisor as well as understand the advisor’s role in your organization:

• Sit down and talk as an organization about your expectations of an advisor.
• Before making a selection, consider the following:
  • Finding someone who will have the time to devote to your organization
  • Finding someone who will take the role willingly and seriously
  • If possible, choose someone who shares some of the same interests of your organization and someone with whom you are in contact.
  • If your organization is linked to a department, try to find someone in that department to be your advisor.
  • When approaching your potential advisor for the first time, make certain that they have a clear understanding of your organization’s purpose as well as what will be required of him/her in their role, duties and time commitment as advisor.
  • Allow the person a reasonable length of time to consider the decision.

At the beginning of their tenure, the organization’s executive officers should meet with the advisor to determine their roles and expectations for each other. It is helpful for the advisor to work with the executive officers to develop realistic goals for the upcoming academic year. Keep in mind the following when working with your advisor:

• Learn from your advisor. The most important reason for having an advisor is to enhance the learning opportunities associated with student involvement. Any consultation with your advisor can be useful whether it is in regards to organization matters or otherwise.

• Include your advisor in the group. Relations with your advisor can remain positive by introducing them to the group and by providing the advisor time to address the organization.
• Communicate its needs to the advisor. Advisors should be willing to get involved with the organization, but don’t make them guess what you need.
• Maintain contact with your advisor. Establish and maintain lines of communication with your advisor. Consider meeting with your advisor prior to scheduled meetings to discuss agenda items or how to effectively conduct the meeting. If the advisor is unable to attend an organization meeting, the chief student officer or another officer should brief the advisor soon after the meeting.
• Provide important documents for your advisor. Make sure that you give your advisor copies of all important documents so they can be kept on file.
• Use your advisor as an observer.  If things in your organization seem to be stuck, let your advisor observe what you are doing so they can provide useful input to help your organization adapt and adjust and run smoothly once again.

• Mason360 Officer Toolkit
  • Adding and Managing your members
• Officer Transitions/Changes (President, Treasurer and 25Live Representatives)
  • Please email our RSO Lead Team with outgoing and incoming Officer info: full name, Mason e-mails, and position titles (President, Treasurer and/or 25Live representative info only). Any other officer changes can be made internally and updated on the Group’s Mason360 Page.
  • Post-Registration RSO Officer Switches
    • Fiscal: The Organization keeps the same amount of SFB availability from their Academic Year Registration.
      • New President and/or Treasurer MUST complete trainings in order to fill out an SFB application for their RSO.
    • 25 Live: Student President and/or 25Live Representative MUST complete training to gain access to 25Live.
• Every time you have an officer leave and a new officer gets access, make sure all RSO events are transferred within 25live (email gmuevent@gmu.edu with outgoing and incoming officer information and the request)
  • We also suggest Outgoing Officers to reserve the spaces for early Fall events, due to the Incoming Officers needing to wait for account activations.

• A student may not apply for an RSO mason email. However, the advisor of the organization can apply and would be responsible for the upkeep (ie password changes) if they apply on behalf of the RSO.
• The advisor must apply through the George Mason University Information Technology Services website

• 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.

The RSO Self-Service Center arranges topics by alphabetical order. You can scroll through the list or you can search by entering a key word into the search box (located in the middle of the screen).

For example, if you would like to reserve a kiosk to promote an event but you forgot which office handles the reservations. Here is what you could do:

• Go to the RSO Self-Service Center
• Enter the key word “kiosk” in the search box
• Two entries will appear: “How to Host a Fundraiser at a Kiosk” and “How to Reserve Student Centers Kiosks”
• “How to Reserve Student Centers Kiosks” will give you the steps you need to take to reserve a kiosk

What if I can’t find the information I am looking for

Email the RSO Lead Team at rso@gmu.edu.

The advisor’s primary role is to educate, advocate and coach. Educators make involvement a learning experience. Advocates provide a link between students and the University administration. Coaches provide guidance and support. Advisors have the authority to intervene when an organization is breaking federal and local laws, University policies or the organization’s own constitution. However, organization members assume responsibility for their decisions and actions.

Being involved in a student organization helps students gain additional skills not acquired in the classroom.  If the advisor tries to run the organization, the students in that organization miss out on such skills.  Therefore, advisors do not dictate or determine the mission, direction, or programs of the organization and advisors don’t initiate or complete the work for the student organizations.  Remember, although the advisor plays an important role, the organization is run by the students, not by the advisor.

In order to be a recognized club or organization at George Mason University, all Tier 2 Registered Student Organizations (RSOs) must have a faculty/staff advisor. This individual must be an employee of the faculty or staff at Mason on any of the campuses who is sincerely dedicated to assisting the organization in reaching its desired goals. Tier 1 RSOs are not required to have an advisor, but definitely welcomed.

The role of an advisor is critical to the success of the organization. An advisor serves the group in a number of ways including, but not limited to, the following:

• Giving direction to the organization when needed
• Assisting in the personal development of the organization’s members
• Offering ideas and input as another option to consider
• Serving as a point of reference and resource
• Playing devil’s advocate to help members see both points of view
• Making recommendations based on past experiences, expertise and facts
• Being a motivator and cheerleader
• Serving as a role model for the students

Advisors generally have ten main responsibilities to the organization. These responsibilities will vary from group to group and from advisor to advisor.

• Leadership development
• Consultation with officers and chairpersons
• Continuity during changes in leadership
• Personal assistance for members
• Interpretation of policy
• Supervision to adhere to public and institutional policy
• Financial supervision with records and budgets
• Assistance with the maintenance of organizational records
• Social activity support and guidance
• Regular meeting attendance

The relationship between the student organization members and the advisor, and their expectations of each other should be discussed periodically.  Although advisory relationships are unique from organization to organization, all advisors and organizations should abide by the Student Involvement Advising Philosophy.

What is an advisor? 

An RSO advisor is a faculty or staff member who provides support and guidance to officers and members of a student organization. The advisor not only serves as a representative of the group in an official capacity, but also as a student advocate. An advisor is one who gives ideas, shares insight, provides a different perspective, and encourages organization members.

Why become an advisor? 

Advising a student organization means acting as a resource and mentor to the students of the organization. It is a chance to engage students outside of a classroom setting and assist them in pursuing their goals and interests. You may have been asked to advise a student organization whose purpose fits your own interests or expertise. This can be a great opportunity to participate and connect with students that will look to you to share your knowledge.

Conversely, you may have been approached by students whose organizational purpose is a completely foreign concept or something you know nothing about. Do not be worried by this! Take this as an opportunity to expand your horizons and learn more about a specific student culture. Students will not expect you to have all of the answers. If you tell them up front that you are not knowledgeable about their specific purpose, but express interest and a willingness to learn about their organization, students will eagerly teach you about the organization’s culture.

In either situation, this is a great way to develop personal relationships with students and observe students as they grow and develop. When in doubt of your ability to advise a student organization, remember, the students chose to ask you! Even if you are unfamiliar with the student organization, as long as you are willing to learn and commit to providing a positive role-model for the students, the students would not have asked you if they did not believe that you were capable.

Who is allowed to advise? 

In order to advise a Mason student organization, you must be a staff/faculty member at Mason. Each advisor must be listed as an officer on the Mason360 Group Page for the group they advise.

An advisor can be a valuable resource if you know what to expect and how to communicate with your organization.  Below is a list of roles that you may take in working with your organization.

• Problem Solving Agent: The advisor may be the impartial third party that helps the organization work through problems and conflict.
• Counselor: The organization members may find that the advisor is the type of person they can go to with personal concerns.
• Information Resource Person: Hopefully, the advisor has been around long enough to know some of the ins and outs of getting things done at Mason. The organization should use your experience and expertise!
• Idea Resource Person: The advisor should help discover new ideas when the organization’s creative juices dry up.
• Sounding Board: If the organization wants to try out a new idea on an impartial party before proposing it to the entire group, they should try it out on the advisor.
• Administration Liaison: The organization will rely on the advisor for advice on who in the administration can help with projects.
• Interpreter of University Policies and Procedures: The organization will rely on the advisor’s expertise.
• Analyzer of the Group Process: The organization will use the advisor as an observer if the organization is not accomplishing its goals.
• Role Model: A positive one, of course!
• Attendee/Participant at Events: The organization should be sure to keep you informed so that you can at least make an appearance to show support.
• Continuity Provider: Since the advisor is there from year to year, as the student leaders change the advisor can provide a sense of the group’s history.
• Educator Regarding Organizational Philosophy: The advisor can help the organization leaders plan the training that the group needs to successfully understand its mission.
• Educator/Trainer of Student Members: The advisor can help the organization leaders plan the training that the group needs to successfully accomplish its mission.
• Conflict Resolution Assistant: The organization should use the advisor as an impartial mediator.
• Financial Supervisor: The organization should use your experience with University procedures to help stay on top of the organization’s finances.
• Meeting Attender: The organization should be sure to inform the advisor of all meetings so that you can attend.
• Assistant in Evaluating the Organization: The organization should use the advisor as a resource to determine what the organization leaders should be evaluating and when.
• Empowers Students: The advisor should be a valuable resource who helps the organization reach good decisions.

The responsibility for building the relationship must be shared between advisor and student.

• View this relationship as a partnership.
• The relationship must be based upon open, direct communication.
• Share needs, responsibilities, and expectations with each other.
• Be prepared to negotiate.
• Both must recognize the other’s various roles and responsibilities in/outside of their activities position.
• Know each other’s commitments and let each other know their impact.
• Both advisor/student are human beings who make mistakes, follow their own value systems, and work in individual, professional and personal styles.
• Accept, discuss, and learn from mistakes – then move on.
• Both advisor/student are continually growing, changing, and learning: each within their own unique stages of development.
• Challenge and support each other.

This checklist will help you remember the most important aspects of advising. Reference this list often and check things off as they are completed.

• I know what the organization expects of me this year.
• The organization I advise has re-registered for the upcoming academic year. Organizations can re-register by completing the appropriate re-registration forms on Mason360. Please be sure they this is done by the re-registration date.
• The organization I advise has a working copy of their constitution. If any changes are made, a new copy must be turned in to the Office of Student Involvement each academic year by the re-registration date.
• The organization I advise has reviewed and updated their bylaws/guidelines. It is important that all internal rules and regulations are reviewed and reflect the mission of the organization. All members should have a clear understanding of the organization’s bylaws.
• The organization officers have attended all required trainings. Required trainings are dependent on the organization’s registration.
• I have provided the officers my contact information and discussed proper use of such
• The organization I advise has selected dates and times for executive board meetings
  • Meetings will be held________________.
• The organization I advise has selected dates and times for general body meetings this year.
  • Meetings will be held________________.
• I know where Student Involvement is located, as well as important contacts within the office.
• I have worked with the organization on a budget for the upcoming year and have helped with funding requests from SFB.
• I have an up-to-date roster of the organization’s members and ensure I am listed on Mason360.
• I know the goals, events, and plans of the organization for the academic year and am available to sign any necessary documentation for the organization to facilitate events.
• The organization knows what to expect from me.

If, for whatever reason, you decide to leave your role as the organization’s advisor we recommend the following:

• Inform both the leaders of the student organizations and the Student Involvement office of the date on which your role as Advisor officially ends. Please try to give the organization leaders as much advanced notice as possible.
• Advisors should try to leave only at the end of the academic year so the organization can submit the Registration Form with the new advisor information in March/April.
• If an advisor is going on sabbatical or taking a leave of absence, the best practice is to inform the organization as soon as possible to allow them to find an interim advisor. This process should be discussed and solidified with the organization at the beginning of the academic year so if this situation occurs, there will be a plan in place for the organization executive board to follow. All advisor changes or interim advisor additions should be submitted to Student Involvement to RSO@gmu.edu.

RSOs are responsible and accountable for the individual and collective conduct of its members in the course of the organization’s operations and activities. A violation of University polices/procedures will be addressed through a formalized resolution process.  Depending of the nature of the violation the case may be addressed through the Student Involvement office or referred to the Office of Student Conduct.  The Code of Student, Student Centers Policies and Procedures, and this manual provide examples of expectations for RSO’s.  Violations of the Code of Student Conduct will be referred to the Office of Student Conduct.  The Student Involvement office and any employee, student or guest may refer any student or RSO directly to the Student Conduct office.

• Use of another student’s authorized login information for 25Live.
• The refusal of an organization’s members, guests and/or participants of an event to leave a space at the conclusion of the reservation.
• Failure to remove any item or property from a space at the conclusion of the reservation.
• Breaking or damaging property.
• Failure to comply with any university policies, procedures, guidelines, etc.
• Misrepresentation of details prior, during or after the event.
• Misrepresenting the accurate number of attendees.
• Not including all participating organizations.
• A student organization failing to reserve their own space.

• Notification of alleged violations and meeting date.
• Meeting with RSO Lead Team member or a full-time Student Involvement staff member.
• Email summarizing meeting and required next steps or referral to the Office of Student Conduct.

If an organization is found responsible for violating a university policy, procedure, or guideline, the following resolutions include but are not limited to:

1. Warning
2. Loss of Space reservation for an academic semester or more
3. Loss of funding from Student Funding Board
4. Loss of status as an RSO or Tier change
5. Referral to the Student Conduct office

RSO Debt

• RSOs who have been notified of incurring debt by Student Involvement’s Business Manager will not be able to re-register until that debt has been paid off.

Registered Student Organization name

• RSOs cannot have “GMU” in their name (please refer to the Mason Brand Website).
• RSOs cannot have “Mason”, “George Mason University”, etc. as part of their name unless it is “…at George Mason University” or “…at Mason”, etc.
• Student organizations that are registered are independent of the University and are not part of or agents of the University.  Registering a Student Organization with George Mason University provides your organization access to University resources. It also obligates the organization to meet all University policies, procedures, as well as expectations set forth within the Code of Student Conduct.

Student Rights and Responsibilities

• Current Code of Student Conduct
  • Hazing Policy
    • APPENDIX I: ACTS OF MISCONDUCT
      • # 15

Hazing Prevention

• Hazing is a broad term that encompasses a multitude of actions or activities. The term hazing refers to any actions or activities that do not contribute to the positive development of a person or an organization; which cause mental or physical harm; or which subject individuals to harassment, embarrassment, ridicule, or distress. Examples of situations that are considered hazing include but are not limited to tests of endurance, physical abuse, psychological abuse, morally degrading or humiliating activities, forced ingestion of any substance, activities which interfere with academic pursuits, and servitude. Hazing is typically associated with membership selection and initiation into an organization. It is possible for hazing to occur before, during and after membership selection and initiation.
• Hazing in any form is strictly prohibited. George Mason University will investigate all hazing allegations. Individuals and organizations found in violation of the GMU hazing policy will be sanctioned and turned over to the proper law enforcement agency. If you believe you have been a victim of hazing or know someone who has been a victim, contact the Student Involvement Office at (703) 993-2909.
  • • http://hazingprevention.org/

Compliance, Diversity and Ethics

Copyrights and Trademarks

Environmental Health and Safety

Free Speech at Mason

Non-Discrimination Policy

Outside Banner (and/or other materials) Policy 

Poster Posting 

Reporting of Crimes, Accidents, Fires and Other Emergencies  

Responding to Virginia Freedom of Information Act (FOIA) Requests for Records  

Sexual Harassment and Misconduct  

Title IX at George Mason University

University Affiliated Social Media Sites  

University Policy 1110: Vending Sales and Solicitation 

University Policy 1103: Space Utilization and Scheduling

Use and Reproduction of Copyrighted Materials 

Use of Amplified Sound in Outdoor Spaces  

For a full list of all University Policies, please visit http://universitypolicy.gmu.edu/all-policies/

If an RSO is hosting a movie for an event/gathering, the Public Performance Rights must be purchased.

• This link explains the copyright policy and can help you make the decision on buying the rights for a public performance: https://www.swank.com/college-campus/copyright/
• George Mason University: Hosting a Film Screening can be found on the University Libraries page:
  • If you want to screen a film outside of any Mason classroom, you will need to make sure that you (e.g., Mason faculty, staff, student) have the right to publicly display the film, commonly called “Public Performance Rights” (PPR). Often that right costs an additional fee that can be $200 or more.
  • Showing a film “publicly” is defined in U.S. Copyright Law as: “to perform or display it at a place open to the public or at any place where a substantial number of persons outside of a normal circle of a family and its social acquaintances is gathered.” (17 U.S.C. § 101)So if you open up a free screening to the general public, or run a student film club, your event is classified as a public event.

• On campus space use must be reserved through The Office of University Events with an RSO 25Live Account.
• On Campus Events must use the Mason360 Event Submission and include Registration
• Large and High-Risk Events will require a meeting with a Student Involvement Staff Member
• Participants must complete Mason COVID Health✓™ and receive a “green light” status on the day of the event. Event organizers must confirm status during check-in prior to event entry.
• Organizers, event staff, and attendees must comply with the public health and safety requirements (including the use of face coverings) outlined in the Safe Return to Campus Plan.
  • Face Coverings:
    • FAQs: Face Coverings 

The University recently released a set of guidelines, outlining the measures that need to be in place in order to host in-person events once we move into the next phase of the Safe Return to Campus Plan.  You can read the full guidelines here, but we have included highlights of the official plan below and provided some additional explanation, so you can hit the ground running and start planning fun, creative events for the fall!

• Safe Return to Campus Plan:
  https://www2.gmu.edu/Safe-Return-Campus

Plan your events according to the current guidelines and be ready to pivot as needed.

For reservations made in 25Live prior to the release of current guidelines: 

• The Office of University Events will review existing reservations in 25Live and contact the organizations about any changes or edits needed.

Please see our 2021-2022 RSO Training: RSO Events & RSO Gatherings During COVID-19 Restrictions

• These guidelines must be followed for all on-campus events sponsored by Mason RSOs.
• Each venue (indoor and outdoor)  has an approved setup that is determined to allow the maximum number of attendees while maintaining safety of the event volunteers and guests. Layouts will accompany your 25Live reservation requests. Please be patient with all offices as we all pivot the maximum numbers in each space across campus.
• The guidelines apply to everyone at your event, not just your attendees, so make sure you are accounting for that in your event plan!  For example, an event in Dewberry Hall with two performers on the stage will count towards the space capacity limit.
• With the new guidelines, the largest available spaces will be some of the outdoor locations.  You can rent AV equipment and furniture for those spaces from Event Services, who will make sure items are placed appropriately for social distancing. https://studentcenters.gmu.edu/events/request-form/
• Under the current COVID-19 guidelines, all food/beverages must be pre-packaged or served by an approved caterer and cannot be self-serve. For more information please visit events.gmu.edu.

Please see our 2021-2022 RSO Training: RSO Events & RSO Gatherings During COVID-19 Restrictions

• You are encouraged to host your event virtually if possible, and there are a lot of resources available to help!  Please visit https://events.gmu.edu/virtualevents/ for virtual event resources, best practices, and FAQs.
• At this time, Zoom is our preferred platform for virtual events.  All students currently have access to a basic Zoom account, which allows users to host meetings for up to 100 attendees for a maximum of 40 minutes.  In order to host meetings with a larger attendance number or longer duration, you can request an account upgrade through ITS.  For more information on Zoom services and access, please visit https://its.gmu.edu/service/zoom/.
• Virtual events should still be requested via 25Live so that they can be tracked as part of University Operations, added to the Today@Mason calendar, and flagged as potentially needing additional ITS support.  When selecting the location on the event form, please make sure the “hide conflicts” box is not checked and run a location keyword search with the word “virtual.”  Select the one that best fits your event (or choose “Virtual Event” if you’re not sure) and fill out the rest of the form as usual.  Don’t forget to put links to your main event page in the description, so your attendees will know how to register!
• If you currently have a space reservation in 25Live that you would like to switch to a virtual event, email your event scheduler or gmuevent@gmu.edu with the event reference ID, and they can make that change for you.

MASON360

• https://mason360.gmu.edu/mason360/how-to-videos/

Mason360 Training Webinars

• Tracking Virtual Event Attendance in Mason360
• Running Elections In Mason360
• Manage Your Group In Mason360

• The Student Funding Board will continue to accept applications (via Mason360) based on the deadlines listed on their website si.gmu.edu/sfb.
• Funds will not be approved until your event has been reviewed by a University Events scheduler and determined to be compliant with current guidelines.
• Funds are only approved for Student Organizations who have their 2021-2022 registration application approved by Student Involvement.
• The Student Funding Board will only fund requests that comply with current GMU event and travel guidelines.