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Registered Student Organizations (RSOs)

Registered Student Organizations (RSOs) offer a wide range of opportunities for students to get involved!  RSOs provide learning environments for students, preparing them to live in a multicultural society and work in a global community.  Our student organizations are also responsible for many of the programs and events held on campus each year including social events, lectures, special events, cultural events, and conferences. Our RSOs help create a welcoming, vibrant campus environment. And, most importantly, they offer you an opportunity to get involved.

JOIN AN ORGANIZATION

• Browse through the Mason360 Listing of Registered Student Organizations (RSOs), Fraternities and Sorority Life (FSL), and Sports Clubs.
• Message the officers and click on “Join” to start connecting!
• 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!

Contact the RSO Lead Team

https://youtu.be/DkoaE9PUUXI

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Make an Appointment with an RSO Lead Team Member: https://calendly.com/rso-2/30min

703-993-2909

Register a New Student Organization

The next Registration Window can be found listed on Registration Deadlines

Review the New RSO Registration PDF for step-by-step instructions
Watch our YouTube Clip: How to Create an RSO (3m 43s)
Refer to our How-to-Edit your registration form
Watch our Registration Workshop on our YouTube Channel
Or make a meeting with our RSO Lead Team for help

Gather the Needed Information before starting the application:

  • Choose your organization tier (Tier Descriptions)
  • Decide on your RSO’s name
  • Craft your RSO’s mission statement (must be unique from existing groups)
  • Gather the names, emails, and positions of your officers
    • Tier 1: Two officers, 4 founding members (6 students total)
    • Tier 2: Four officers & Advisor, 4 founding members (8 students and 1 faculty/staff total)
  • Choose two officers to be 25Live Representatives (they hold an account to reserve spaces on campus)
  • Write up your constitution referencing our Constitution Template

FAQs

We need to make an officer change. What do we do?

  • If the registration application has been approved, change your Mason360 Group Page Officer List.
  • If the change affects the 25Live Representatives, update the registration form and inform our team at rso@gmu.edu.
  • Keep in mind, officers of the RSO are required to update the Mason360 officer list and membership roster throughout the year.
  • Newly elected officers must review the required trainings.

We can’t add our advisor in the officer section

  • Check to make sure your advisor holds a Mason360 account. If they do not, they will need to request a Mason360 account before the deadline of registration.  Must be a GMU Faculty or Staff member.

Where do I put the advisor in the application?

  • The advisor is added to the Officer section and you are able to label their role.

What is a 25Live representative?

  • 25Live is our room reservation platform. Each student organization may choose 2 officers to hold an account to reserve spaces on campus. However, make sure the student does not hold a pre-existing account due to an on-campus position or role in another organization.

Why 4pm Deadline? Why not midnight?

  • We have shifted our deadlines to the daytime to ensure that our team is available for those last minute challenges.

It’s past the task deadline, what happens next?

  • The RSO Lead Team will continue reviewing RSO applications and materials. This takes time and there will be messages sen through Mason360 as they ask for clarification or updated documents. If your RSO is still “pending”, feel free to reach out to the RSO Lead Team at rso@gmu.edu or check your Mason360 chat if you are the submitter of the form.

Please Note:

  • https://si.gmu.edu/rso/#newregistration

Re-Register a Student Organization

The next Registration Window can be found listed on Registration Deadlines 

Review the Re-Registration PDF for step-by-step instructions
Refer to our How-to-Edit your registration form
Watch our Re-Registration Workshop on our YouTube Channel
Or make a meeting with our RSO Lead Team for help

Gather the Needed Information before starting the application:

  • Choose your organization tier (Tier Descriptions)
  • Revisit your RSO’s name as needed
  • Edit your RSO’s mission statement as needed
  • Gather the names, emails, and positions of your officers
    • Tier 1: Two officers
    • Tier 2: Four officers & Advisor
  • Choose two officers to be 25Live Representatives (they hold an account to reserve spaces on campus)
  • Revisit your constitution as needed

FAQs

We don’t see our organization in Mason360. How do we re-register?

  • All un-registered clubs are deactivated in Mason360.
  • The incoming President needs to email the RSO Lead Team at rso@gmu.edu before the re-registration window opens (we recommend 2 days before the window opens).
  • The RSO Lead Team will then reactivate the group for the duration of the registration window.

We aren’t holding elections until after the re-registration deadline. What do we do?

  • Please take a look at your Constitution. RSO Constitutions are required to state that elections are completed by mid-April or before the registration period. Please plan accordingly. (FSL, please follow your current guidelines)

We need to make an officer change. What do we do?

  • If the registration is approved, change your Mason360 Group Page Officer List.
  • If the change affects the 25Live Representatives, update the registration form and inform our team at rso@gmu.edu.
  • Keep in mind, officers of the RSO are required to update the Mason360 officer list and membership roster throughout the year.
  • Newly elected officers must review the required trainings.

We can’t add our advisor in the officer section

  • Check to make sure your advisor holds a Mason360 account. If they do not, they will need to request a Mason360 account before the deadline of registration.  Must be a GMU Faculty or Staff member.
  • The registration will be listed as a Tier 1 if the RSO advisor is not able to accommodate the deadline.

Where do I put the advisor in the application?

  • The advisor is added to the Officer section (label their role).

What is a 25Live representative?

  • 25Live is our room reservation platform. Each student organization may choose 2 officers to hold an account to reserve spaces on campus. However, make sure the student does not hold a pre-existing account due to an on-campus position or role in another organization.

Why 4pm Deadline? Why not midnight?

  • We have shifted our deadlines to the daytime to ensure that our team is available for those last minute challenges.

It’s past the task deadline, what happens next?

  • The RSO Lead Team will continue reviewing RSO applications and materials. This takes time and there will be messages sent through Mason360 as they ask for clarification or updated documents.
  • If your RSO is still “pending”, feel free to reach out to the RSO Lead Team at rso@gmu.edu or check your Mason360 chat if you are the submitter of the form.

Please Note:

  • https://si.gmu.edu/rso/#reregistration

Registration Deadlines

*Dates and times subject to change

2023-2024 August Registration Window

  • August 18, 2023, 8am – August 22, 2023, 4pm WINDOW: Mason360 Registration Applications Accepted
    • Applications submitted in Mason360 after August 22, 2023, 4pm will be placed on hold until the next registration window opens.
  • August 22, 2023, 4pm – August 24, 2023, 4pm: Student Involvement reviews and approves completed applications
  • August 24, 2023, 4pm:  Incomplete/Incorrect/late applications placed on hold until the next registration window opens.

2023-2024 November Registration Window

  • November 10, 2023, 8am – November 14, 2023, 4pm WINDOW: Mason360 Registration Applications Accepted
    • Applications submitted in Mason360 after August 22, 2023, 4pm will be placed on hold until the next registration window opens.
  • November 14, 2023, 4pm – November 16, 2023, 4pm: Student Involvement reviews and approves completed applications
  • November 16, 2023, 4pm:  Incomplete/Incorrect/late applications placed on hold until the next registration window opens.

2023-2024 January Registration Window

  • January 19, 2024, 8am – January 23, 2024, 4pm WINDOW: Mason360 Registration Applications Accepted
    • Applications submitted in Mason360 after August 22, 2023, 4pm will be placed on hold until the next registration window opens.
  • January 23, 2024, 4pm – January 25, 2024, 4pm: Student Involvement reviews and approves completed applications
  • January 25, 2024, 4pm:  Incomplete/Incorrect/late applications are rejected and groups will need to wait for the 2024-2025 Priority RSO Registration Window

**All mid-year registrations must re-register in  he priority Registration window in April**

2024-2025 Priority RSO Registration Window

This is a Guaranteed Fall 2024 Start-Up Date.

  • April 8, 8am- April 15, 4pm PRIORITY WINDOW: Mason360 Registration Applications Accepted.
  • April 15, 4pm-April 22, 4pm: Student Involvement reviews and approves submitted applications (all tasks must be complete)
    • Applications submitted in Mason360 after April 15, 2024, 4pm will be placed on hold until the next 2024-2025 registration window opens (August).
  • April 22, 2024, 4pm: Applications submitted within the deadline must have all registration tasks completed to be registered for 2023-2024
  • By end of May: RSO Lead Team will review all applications and ‘approve’ or leave as ‘pending’.
  • May 31st: Deletion of old 25Live Accounts.
  • June 1st: Incomplete applications placed on hold until the next 2024-2025 registration window opens (August).
    • All incomplete applications and RSOs without an application, will be deactivated from Mason360, 25Live Accounts will be deleted and all future RSO events removed.
    • Complete applications will be approved and Mason360 will be updated with the incoming leadership information.
  • By end of June: Office of University Events will create New 25Live Accounts.
  • By end of June: ORG Account Codes Emailed to Registered RSOs.
  • Mid-June: Cumulative 2.0 GPA Check completed and any follow-ups sent to President of RSO.
  • https://si.gmu.edu/rso/#registrationdeadlines

Officer Trainings

Introduction

All officers listed in the Registration Process accepted their role, which acknowledges the review and understanding of their position expectations.

We know how busy you are and there is a lot of information needed for your roles. We have gathered together short videos of information for viewing and will place direct links to any 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 contact the RSO lead Team with any questions so that we can help support your Organization at rso@gmu.edu.

President

  • 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.
    • Re-registration in April: https://si.gmu.edu/rso/#reregistration

Treasurer

  • 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 Money/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.
  • Management of the On-Campus ORG Account (for Student Funding Board use only)
    • Accessed through your RSO’s Mason360 Group Page (“Money” Tab)
    • Mason360: 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.

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

Useful Links

25Live Representative

  • 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

Event Coordinator

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:

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

Advisor

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

Please Review the following tabs on the left:

    • 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 Commitment

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 expectations 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.

Additions or changes to these expectations and trainings will be announced in the bi-weekly RSO Newsletter.

*There is NO QUIZ associated with these trainings. It is the responsibility of the Officers and Advisor to review and understand the training expectations as listed on the page.

Please contact the RSO Lead Team (RSO@gmu.edu) for any questions or accommodations needed for review of the page.

Registered Student Organizations

RSO Tiers

Student organizations at Mason have the option to register for one of two different tier levels depending on the resources needed for the organization’s functions. For instance, small organizations that require few resources (e.g., meeting space) would apply for Tier 1 status, while organizations that require more resources (e.g., large events spaces, travel and conferences fees) would register for Tier 2 status.

Tier 1 Leadership Requirements

  • Minimum of two officers:
    • President
    • Treasurer
    • 25Live Representatives (Choose two of the Officers to hold this title)
    • Minimum of four other members.

Tier 1 Access

  • Basic meeting rooms.
  • Standard set up of space.
  • Basic outdoor space requests (e.g., Table on North Plaza/SUB I Quad, etc.)
  • Events Production limited to equipment that is provided free of charge (ex. wired microphone)
  • RSO Tier 1 Space Listing* from 25Live: https://si.gmu.edu/wp-content/uploads/2020/04/RSO-Tier-1-Space-Listing.pdf
  • SFB Max Allocation amount per academic year: $3,000.00 (not automatically added to accounts, must request through SFB)

Tier 2 Leadership Requirements

  • Minimum of four officers:
    • President
    • Treasurer
    • 2 Other Officers
    • 25Live Representatives (Choose two of the officers to hold this title)
    • Minimum of four other Members
    • RSO Advisor

**Fraternity and Sorority Life may have requirements for Officers and Members that may differ from these instructions. Please contact their office for guidance: https://si.gmu.edu/fsl/

Tier 2 Access

  • Basic meeting rooms
  • Large-scale, outdoor space requests
  • Can reserve JC Cinema, Corner Pocket, JC Dance Studio and Technology Classrooms
  • Access to Major Programming Spaces: Dewberry Hall, HUB Ballroom, JC Bistro, CFA, Harris Theater, and all special space requests, case by case.
  • Complex/non-standard set up of space
  • Advanced, complex events production requests
  • RSO Tier 2 Space Listing* from 25Live: https://si.gmu.edu/wp-content/uploads/2020/04/RSO-Tier-2-Space-Listing.pdf
  • SFB Max Allocation per academic year: $6,000.00 (not automatically added to accounts, must request through SFB)

 

  • https://si.gmu.edu/rso/#tiers

Annual Events & Workshops

Brought to you by the RSO Lead Team and Student Involvement

*Dates and times subject to change

Mark Your Calendars for these Annual Events

Fall Workshop Dates

Past Recordings:

  •  
  • https://si.gmu.edu/rso/#eventsworkshops

Event Management

Contact the RSO Lead Team with your questions and concerns! We will help you with your event plans!

⌛* Plan your event as early as possible! *⌛

Student Involvement Event Assistance

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:

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

Late Night/Large Event Checklists

A checklist is automatically generated for any Major or Late Night Events.

A “MAJOR” or “LARGE” event consists of:

  • A large number of attendees.
    • Your event will require an SI Staff Member to be present as they wristband your attendees IF the event has the following:
      • Events that occur between the hours of 8:00pm and 1:00am
      • Other events as identified by Student Involvement seeking management of space capacity
  • A larger space use.
  • Late night parties.
  • Completing a contract.

 University Events handles your 25Live reservation and will email your RSO’s 25Live representative with expectations on how to proceed with a planned event.

Your RSO must meet with each office listed in your Office of University Events Management Checklist.

  • To ensure your event is a success, you must obtain digital signatures from multiple offices.

 The Checklist is due 10 days before your event. We strongly encourage completing the checklist as soon as it is ready for pick-up.

CHECKLIST TRAINING VIDEO 

Here is a list of the common meetings/approvals you need to complete a Checklist:

  1. University Events: Follow instructions to make an appointment with their office. Bring your final plan for your event to the meeting.
  2. Event Services: Complete the following two steps:
    1. Request Services
    2. Schedule an appointment (https://studentcenters.gmu.edu/events/) 
  3. Student Involvement Staff: After meeting with the Office of University Events, schedule an appointment with SI Staff by emailing sa@gmu.edu.
    • Please make sure the event is on Mason360 before the meeting.
    • The meeting must be held 10 days in advance of your event.
    • Any non-Mason vendors/performers/presenters need contracts. Due dates are listed in the “Contracts” section below.
      • If the event is considered a Late Night event, your RSO will be assigned a Student Involvement Staff Member for  wristbanding procedures, as applicable. Our office supplies pre-counted and approved wristbands and our staff distributes wristbands at events. They will not do any other check-in procedures or event management.
  2. Police: Contact GMU Police (703-993-2810) to discuss the event and any assignment of officers.  Services are charged to the RSOs on-campus account.
  3. Advisor Approval: Discuss the event with your advisor and receive assistance as needed.
  4. University Events (25Live): Once all meetings have occurred and approvals have been collected, a confirmation of your reservation will be sent to the 25Live submitter. You must complete the reservation at least 10 days before event. Failure to meet with all required offices will result in the postponement/cancellation of your event.

Other optional meetings you may want to consider, as applicable:

  1. Environment Health and Safety: Discuss any risks or safety concerns.
  2. Parking: Contact GMU Parking and arrange accommodations.
  3. Minors: Discuss management of attendees under the age of 18.
  4. Alcohol Present: Discuss with an approved caterer about the need for an appropriate ABC Liquor License.

Tip: Do everything early, and don’t wait until the last day as offices may not have an open time to meet with your group on the due date!

Max Capacity: Wristbanding by Team SI

If you are assigned Wristband Staff for your event, Student Involvement Staff will bring the exact number of wristbands shown in the event’s 25Live attendance #: Guests, performers, and RSO students will have access to the space through these wristbands.

  • The Student Involvement Staff will be the only ones to add wristbands to those who have checked in or been approved as a performer in the event (they will not help with check-in or other tasks).
  • Only the Student Involvement staff will handle the wristbands.
  • The Student Involvement Staff members will inform the RSO and Mason PD when the wristbands are gone.
  • If the Student Involvement Staff conclude that attendance has come to an end, they willleave the event with the remainder of the wristbands. 
  • No further guests may be given access to the space when wristbands are no longer available. 
  • The RSO Event Coordinators will follow all directions by the Student Involvement Staff, Mason Police Department Staff, and Student Centers staff regarding capacity limits and any other concerns.

Do You Need a Contract?

If your group is inviting any non-Mason person to perform, entertain, dance, talk, present, decorate, take pictures, etc you will need a contract. Visit our Contract page for more information and instructions: https://si.gmu.edu/rso/#contract

If you need extra help, contact the RSO Lead Team at RSO@gmu.edu.

Student Funding Board (SFB)

Check in at the SFB website* for updates and deadlines.  

(https://si.gmu.edu/sfb/) or contact an SFB Team Member: sfb@gmu.edu*

Mason360 Event Submissions

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)
  • Submit the event to Mason360 at least 10 days before the event. 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.

Event Timeline

Below is a simplified Event Plan. Seen below is a sample event. These tools tool will serve as your guide when planning an event at Mason.

  • Brainstorm and choose an idea
  • Develop event goals and choose intended audience
  • Delegate Responsibilities
  • Establish a budget and determine funding sources
  • Reserve a Space on 25Live
  • Add event to Mason360
  • Gather all Vendor Information and Quotes
  • Request SFB by the due date (approval by Student Funding Board Team)
  • Work on Contracts for ANY non-Mason vendors/performers coming to campus
  • Fulfill Office of University Events/25Live Checklist Requirements

___________________________________________________________________

Example Event Timeline: Comedian and SFB Request

Example will not apply to all events.

  • RSO decides on a DJ for Event and requests a quote/invoice from DJ for cost
  • The RSO 25Live Representative reserves the location
    • A Checklist may be assigned to the requester by the Office of University Events Team. Do NOT forget to complete all meetings and get approvals on time, otherwise the event space will be forfeited
      • They give a 10 day deadline prior to event, but remember that many other tasks must be completed earlier. Also, give every office time to set up a meeting for approval.
  • Secure Funding to pay for Comedian
  • Submit the event to Mason360
  • Work with the RSO Lead Team on contracts
    • This particular event would need the Event and Entertainment Agreement and a Certificate of Insurance (COI)
    • RSO fills out the Mason360 Contract Request at least 30 days before the event
  • RSO requests Certificate of Insurance (COI) from Comedian
  • RSO sends draft of Contract to Comedian for hand-signature
    • Hand-signature: hand-written by pen. Can be scanned when sending back through email for final draft submission. NO digital signatures or pictures of contracts are accepted. Every page of the contract must be scanned and returned to ensure the full contract was reviewed by the vendor.
  • Comedian sends their COI and signed contract to RSO for their review
  • RSO emails COI and contract to RSO Lead Team (rso@gmu.edu) at least 20 days before event
  • An SI staff member reviews COI and contract (sends back for edits as needed)
  • SI Staff member submits COI and contract for further GMU signatures
  • RSO sets up payment for Comedian through *sibudget@gmu.edu 
  • SI staff member informs RSO when contract is finalized
  • RSO facilitates a fantastic event!

Event Risk Management

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

COMMON EVENT TYPES

Movies/TV Watch Parties

  • Buying the DVD, Streaming the movie, etc. is NOT purchasing the license.

Food

Direct Link to page: https://si.gmu.edu/rso/#eventmanagement

Contracts / Vendors

Contact the RSO Lead Team with your questions and concerns! We will help you with your contracts.

Need to Know FAQs

⌛* Begin Contracts as early as possible! *⌛

CONTRACT OVERVIEW

Student Groups need to begin the process for contracts with the RSO Lead Team. A contract originating from a vendor may not be signed by an RSO for services.

Student Services & Event Agreement Contract

Guest Lecturer Acknowledgement

Contract or Guest Lecturer?


Student Services & Event Agreement (Contract)

  • Certificate of Insurance (COI) required
  • Paid presenter, performer, and/or vendor
  • High Profile presenter (paid or unpaid, such as political figures)
  • Includes: DJs, photographers, decorators, amusement rides, inflatables, and/or any vendor providing an in-person service
  • Also includeds Blood Drive/Medical Van: COI must include umbrella amounts
  • Delivery service does not need a contract
  • High risk but unpaid? Still need a contract
  • High-Contact Event (IE Martial Arts or Self-Defense Workshops) (Paid or Unpaid)? Still need a contract

Guest Lecturer Acknowledgement

  • COI not required
  • Unpaid presenter/speaker
  • No payment has been discussed

No Contract/COI Needed

  • Current Mason student
  • Current faculty/staff members

Contract FAQs

Mason Alumni

  • Mason Alumni are considered a non-Mason entity and must fulfill any Contract/Guest Lecturer Acknowledgement needs.

Vendors Selling Their Items at an RSO Event

  • RSOs may not reserve a space on campus for a vendor to sell their own items.
  • An RSO Mason reservation is to benefit their organization only.
  • A vendor can sell their items if they donate all proceeds to the RSO (fundraiser). A Contract/COI is needed and will include language of the vendor donating all funds to the RSO.
  • 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(
  • If a vendor is selling their items for profit, they may reserve their own space through the Office of University Events and pay the rental fee: https://events.gmu.edu/scheduling/external-clients/ 

Payment to Vendors Process

PAYMENT MUST BE SET UP PRIOR TO EVENT
Begin the GMU purchase order process to pay the outside vendor(s)
  1. If this is a new vendor to Mason, send them the New Vendor Instructions to them as soon as possible.
  2. At least 10 days prior to the event, submit an RSO Payment Request (How to Submit an RSO Spending Request provides instructions). In the request, please upload the following:
  3. Once all documentation has been provided and vendor has completed submitting their forms SI budget will provide the purchase order to provide to the vendor.
Any questions please contact sibudget@gmu.edu

Payment through Student Funding Board (SFB) Money

  • The SFB money is shown in your group’s Mason360 Account
  • Contact the Student Involvement Budget Team  sibudget@gmu.edu on payment options

Paying With an RSO Off-Campus Bank Account

  • A contract is still required as the vendor(s) will be present on campus.
  • The contract will have language to indicate the RSO is responsible for payment with the vendor
  • Any debt incurred with a vendor will be referred to the RSO Officers

HONORARIUM

  • The RSO has not discussed or negotiated payment with the speaker prior to the event
  • The guest does not have a social media page listing charges for their services
  • This is intended as an after the event “Thank You”
  • Contact the Student Involvement Budget Team (sibudget@gmu.edu) for processing the payment

🍴FOOD & CATERING

Catering Overview

Review the Event Services, Mason Event Food Safety Website

Registered Student Organizations (RSOs) are highly encouraged to select Sodexo or a vendor from the University’s Approved Caterers List.

Approved Caterers

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

Unapproved Caterers

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.

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.

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.

Single-use plastics elimination on campus:

https://si.gmu.edu/rso/#contract

Marketing Your RSO & Events

There are many opportunities to promote your RSO and its events.

For policies on trademarks, visit: http://universitypolicy.gmu.edu/policies/use-of-the-universitys-trademarks/

Marketing your RSO

  • 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)

Marketing your Events

Student Centers has a one-stop area for your Mason Advertising Policies and Procedures:

  • Kiosks/Tables
  • Banners
  • Easels
  • Event flyers
  • Leafletting
  • Donation Boxes
  • Mason360 Event Submissions
  • Chalk around campus
    • Rainfall sites only
  • Today@Mason

Voice Walls

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 to discuss the painting of the wall and reserving the paint cart.  sa@gmu.edu

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.

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
si.gmu.edu/rso/#marketing

Mason360 Group Pages

Officer Access on Mason360

  • Log in on a desktop/laptop with your student credentials.
  • Review the “Mason360 Officer Training Module” to get the full experience!
  • In your RSO’s Group page:
    • Update your Member and Officer Rosters.
    • Submit all your events, virtual and in-person!
    • Communicate with your members by chats, Feed announcements, News Articles, E-mails, Newsletters, and more.
    • Upload documents & photos.
    • Maintain your RSO Information in one space.
    • Showcase your RSO for potential members on your Mason360 RSO Website.
      • The Mason360 RSO website is available to your group! Make it as informative and personalized as possible to ensure a potential member can see what your RSO is all about!

Some Important Features

Complete Your Personal Profile.
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 RSO Membership.
 Group Dashboard > Settings: 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
Link: Appointing Group Officers 
Link: How to Add New Members

Utilize RSO’s Group Dashboard.
The Group Dashboard 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. We have placed your RSO’s PChart Code here for easy access.
• 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!

Have any questions?

Try searching the Mason360 CampusGroups Help Center: https://help.campusgroups.com/en/

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

  • https://si.gmu.edu/rso/#mason360

25Live (Space Reservations)

👉🏾 25Live Website: Click here! 👈🏾

We recommend that you book a room at least 4-5 months in advance. RSOs and university departments host many events, which means that spaces fill up quickly.

A previous officer may have booked a room for your RSO, so make sure they transfer these reservations to the current leadership.

Need to Know FAQs

HOW TO RESERVE A ROOM ON 25LIVE!

Step-by-step Instructions: How to Reserve a Space on 25Live Pro

The tool 25Live.gmu.edu is easy to use. It prompts you to enter event information such as the name of your event, a detailed description, the date and time, location and your preferred room set-up (e.g. theater style).

  • Event Description: Explain the vision of your event to entice your guests to attend
  • Event Comments: Provide details of your logistics: vendors or performers, decorating and set up times, open door time, event start time, performer start time, clean up time, and any wish list items you’d like to ask about (TVs, tables, projectors, furniture, sound, lighting, etc.).
  • Additional Info:

Additional Information

  • BOOKING EVENTS SPACE
    • Requests for event spaces are on a first-come, first-served basis only. Events during this time need more preparation. Therefore, please submit your request more than 15 business days to the first event occurrence. Anything submitted with less lead time might have reduced support at the event.
    • Any request submitted within 2 business days of the event will not be processed.
    • The event and the location(s) or resources(s) requested are NOT CONFIRMED until you have received an email confirmation from an event scheduler.
    • “No Shows” will be charged a fee
  • Make sure you choose appropriate locations
    • Painting Party – Must be held outside or in art studios only.
    • Reserving a Kiosk: a single kiosk/table in which the RSO hands out giveaways and/or sells items for fundraisers.
      • Reserved through 25Live*: https://25live.gmu.edu/
      • Student Centers Kiosk Policies*
        • https://studentcenters.gmu.edu/all-advertising/kiosks/mason-department-rso/
        • Do NOT move the tables/kiosks
    • Reserving an Outside Space (quads & lawns) are reserved for activities, such as public speakers, pie in the faces etc (Tier 2)
      • Reserved through 25Live*: https://25live.gmu.edu/
    • Need a Changing room for a fashion show?
      • Reserve an adjacent space next to your primary event space
        • Reserved through 25Live*: https://25live.gmu.edu/
      • Restrooms are not changing rooms and your RSO will be charged for extra cleaning after the event.

Please note: Organizations may not reserve a space for another.

  • 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.
Other Space Reservations

Kiosks / Tables

Recreation Facilities

Corner Pocket

  • Reserve through 25Live. Please refer to the Corner Pocket website for current prices for reserving and policies concerning the space use.
  • https://studentcenters.gmu.edu/corner-pocket/
  • Reserving as an RSO allows the RSO to use the space, but the space will still be usable by others. The only way to have the space closed off for your RSO event is to pay the “External Organization” fees. Contact The Corner Pocket with questions: cornerp@gmu.edu
  • Location: Fairfax Campus

Side Pocket

  • Reserve through 25Live. Adjacent to the Corner Pocket, this is a pocket lounge with tables, chairs, TV and a stage.
  • Location: Fairfax Campus

Arlington Campus/Mason Square Reservations

The Science and Technology Campus (Sci Tech) Reservations

  • https://si.gmu.edu/rso/#25live

Money/Budgets

Money Sources

Student Funding Board(SFB)

  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 (PChard Code).
  4. Because SFB allocations are funded by the student activity fee, the money must be spent in adherence to SFBs guidelines and Mason’s Student Organizations and Fiscal Policy.

Information and instructions on how to apply for SFB

Self-Generated Revenue (SGR)

  • Money raised through collection of dues, charging for events, donations, etc.
  • 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/).
  • When using SGR, your RSO will still need to abide by all of Mason’s Student Organizations and Fiscal Policy.
Spending Money

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

SFB

  • SI Budget provides your RSO Organization Code (ORG Code) and can also be found on Mason360.
  • You can find your ORG Code on Mason360 > Files > See pinned file labeled “ORG CODE: M#####”
  • 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.)
  • Only RSO presidents and treasurers can make payment requests.

SGR

  • Collected in your RSO’s off-campus account.
  • 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.
Useful Links

GMU Approved Logo Vendors: https://trademarks.gmu.edu/

Mason Catering (Sodexo): https://masoncatering.catertrax.com/

Shoestring Orders are through Student Involvement only: sibudget@gmu.edu

GMU Approved Caterers: https://shopmason.gmu.edu/approved-caterers-list/

RSO Self Service Center: https://si.gmu.edu/rso-self-service-center/

Questions?

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

Resources at Student Involvement

Student Involvement Front Desk (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!
  • 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/
RSO Mail

Any mail sent to our office will be located at the Student Involvement Front Desk and the President will be contacted for pick-up.

  • 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.
Student involvement Open Space

Student Involvement houses a lounge-like area in which movable tables, chairs, white boards, and a color printer are available to all those who walk in.

The open space in the Student Involvement Office is available for use.

To reserve the space, email the Office Manager (sa@gmu.edu) with the following info:

  • What group(s) will use the space?
  • Name of the person who will be here the entire time as the group.
  • Who will be responsible for cleaning up the space?

Important notes:

  • Students are allowed to study and hang out in the open space. Groups cannot ask them to leave.
  • A reservation lets us know that no other big groups will be hosting an event during this time.
  • Large group events cannot be held between 9:00am and 5:00pm due to office meetings.
  • No glitter or confetti is allowed.
  • Groups that leave a mess in the open space will lose reservation privileges.
Student Involvement Lockers

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.
Student Involvement Imagination Station

What we provide:

  • Board games
  • Butcher block paper (on the roll)
  • Construction paper
  • Foam letters
  • Glue
  • Helium (while supplies last)
  • Letter cutters/die-cuts
  • Markers

How to use the Imagination Station:

1. Sign In

  • Go to the front desk in Student Involvement. Sign the sheet in the binder and give your ID to one of the staff members at the desk.

2. Cleaning

  • All items should be placed back in the cabinets and drawers.
  • All blocks and letters should be replaced in the block stands.
  • Trash should be placed in the trash cans and unusable paper should be placed in the recycle bins.
  • Consequences exist for any group that does not clean up after themselves, including losing Imagination Station privileges for the semester.

3. Sign Out

  • Go to the front desk in Student Involvement. The staff member will go into the Imagination Station to check the cleanliness of the room. If they are unable to check at that moment, they will let you know by email if cleaning expectations were not met.
  • The staff member will return your ID. You will need to sign out using the same sheet in the binder.

 

  • https://si.gmu.edu/rso/#rsoresources

Officer Resources

Officer Roles

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
  • Updates 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

  • During registration, the RSO chooses two Officers 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

Advisor: Selection Guide

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.

Working With Your Advisor

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.

Officer Transitions

  • 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 for your 25Live Representatives: full name and Mason e-mail.  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 review trainings in order to fill out an SFB application for their RSO.
  • 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)

University Email Address for the RSO

https://si.gmu.edu/rso/#officerresources

Advisor Resources

RSO Advisor Acceptance

During Registration, the advisor must be added to the RSO Registration form in Mason360 as an officer. The Advisor is emailed by the Mason360 Platform and asked to approve their role and to review the trainings found on our website.  

If the advisor does not have an exisiting Mason360 account, one must be requested in advance of the application: https://cglink.me/2d7/s71116

The Student Involvement Advising Philosophy

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.

Being an RSO Advisor at Mason

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.

RSO Advisor 101

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.

Working with Your RSO

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.

Advisee/Advisor Relationship

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.

Advisor Checklist

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.

Transition-If/When an Advisor Leaves

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.

Any Questions? Please reach out to Sara Heming, Associate Director for Student Involvement at smorrisr@gmu.edu

https://si.gmu.edu/rso/#advisorreources

RSO Responsibilities & Expectations

As an organization registered at George Mason University, your student organization is afforded privileges and resources at Mason. In exchange, organizations and its members are expected and required to adhere to and fulfill the following expectations:

  • Complete the annual registration process with Student Involvement at the end of each Spring semester by submitting all required information, completing all required trainings and quizzes, and making timely updates to organization’s information (officers, constitution, etc) as changes occur.
  • Understand and adhere to all University Policies, Rules, and Guidelines as outlined in RSO Trainings, Student Code of Conduct, and this handbook.
  • Follow and abide by all federal, state, and local laws and regulations, and all policies and procedures of George Mason University, including the George Mason University Student Code of Conduct and the Student Organization Handbook.
  • Remain in good standing with all departments at George Mason University and behave in a manner that is consistent with the mission of the University.
  • Adhere to the rules and procedures set forth in the organization’s constitution, including the non-discrimination requirements for membership.
  • Meet all fiscal obligations, including completing required Fiscal Management trainings and abide by the Student Funding Board guidelines when using SFB funds.
  • Ensure proper planning and execution of organization events, and consult with Student Involvement staff for help with event policies and contract management.
  • Provide adequate training during the officer transition process.
  • Establish consistent communication with the organization advisor, and keep advisor informed of organization activities and decisions.
  • Ensure proper use of campus resources, including meeting and event space, office space, and other benefits afforded to the organization.

 RSOs & University Representation

It is important to recognize that as a registered student organization at Mason, your organization and all members are representatives of the University and, thus, expected to conduct themselves in a way that is consistent with the mission of George Mason University. However, when speaking about political, religious, and philosophical views, members must differentiate between their personal views and those of the University to the audience with which they are engaging.

Students are encouraged to engage their elected representatives at the local, State, and Federal level.  When doing so, students must ensure that they distinguish between their views and the views of the university.  Official positions of the university are authorized by the president.  Students should consult their advisors before communicating with elected officials to clarify what constitutes an official Mason position.  The use of student organization names, logo, or any Mason identification is prohibited unless authorized by in advance by University Life.  In conversations where the students identify themselves as attending Mason, they must state that “these are my views and not those of the university,” unless authorized.

RSO & University Policies

Registered Student Organizations are responsible for knowing and complying with all Policies listed in the Code of Student Conduct as well all supplemental procedures, processes, guidelines, etc. from the departments or organizations they are associated with.  Registered Student Organizations, like individual students, are responsible for the conduct of their members both on and off George Mason University campuses.

RSO Policies

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.

Offenses include but are not limited to:

  • 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.

The Resolution Process:

  • 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

Student Involvement Policies

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.

University Policies

Student Rights and Responsibilities

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.

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/

Movie Showing Rights – Copyright Law

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.
https://si.gmu.edu/rso/#policies