The Registered Student Organization (RSO) Guide offers resources for members, officers, and advisors of UNCW RSOs.
The guide will direct you to a variety of forms, campus services and educational opportunities related to event planning, leadership and other resources.
RSO Essentials & Policies
The following resources are considered important to RSOs and each RSO should annually review, especially during times of officer transition.
This is to ensure RSOs will continue to adhere to policies, understand resources, and complete procedures by established deadlines.
Registered Student Organizations On-Campus Bank Accounts
Fully registered Student Organizations are eligible to request and use an on-campus bank account. On-campus bank accounts allow for student organizations to hold their money within a university fund. On-campus accounts are housed within the university’s financial systems and become the property of UNCW, held in trust for the student organization to use. To request an account be created, to see if there is already an account for your organization, or to request the current balance, please email Justin Smith atsmithcj@uncw.eduor visit Fisher University Union 2041.
Many registered student organizations have on-campus accounts with money in them and are unaware they have them. Please make sure to reach out to Justin Smith so you can fully use your existing account balance.
Depositing Money
Once an account is created, deposits can be made by bringing cash or checks to Justin Smith in Fisher University Union 2041. Please note that checks must be dated within the past 90 days and the checks must be made out to UNCW. Checks made out to the club name only cannot be accepted. The club name can be written on the check’s memo line, but UNCW must be the payee.
If you would like to deposit money into an on-campus bank account from a peer-to-peer (P2P) money transfer app (such as Venmo, CashApp, etc.) there are several special policies to keep in mind. This would be used to collect dues, bake sale proceeds, and similar.Donations cannot be accepted via P2P app.Ideally, the organization would create a business account in the name of the club so that all P2P monies are held separately from any personal account. Certain apps may require employee identification numbers (EIN) from the IRS which a club may not have. In that case, it is the responsibility of the RSO to create a separate account in the name of a club officer that will be used for club money. The RSO should then request a free (virtual or physical) debit card from the P2P company. Once you have the debit card number, the RSO is able to transfer money from the P2P account to the on-campus account to use for purchases. To transfer the money in the P2P account, then please proceed to the followinglink. Using the debit card number linked to the P2P account, please complete the form requesting information about the RSO name and contact information, the type of deposit being made, and then enter the debit card information. By using the debit card, the money in the P2P account will be transferred to UNCW and the on-campus account.
Purchasing Items
Once the RSO has money in their account, they may use it for approved purchases through Justin Smith in Campus Life. Most RSOs use their on-campus accounts to purchase Amazon items that Justin can order, pizza for club meetings, approved on-campus catering through Aramark, and certain reimbursable items from grocery stores. Any prepared foods must be ordered through Justin Smith, and generally include pizza or catered items. UNCW cannot reimburse club members for unauthorized purchases or pay other vendors without Purchase Orders (which are requested only through Justin). For example, Amazon items have to be ordered through Justin since university funds, including on-campus bank accounts, must use the Amazon Business state contract account for any purchases. Once money is put into the on-campus account, it can only be spent by using the various university guidelines.
For questions about RSO on-campus bank accounts, please contact Justin Smith atsmithcj@uncw.edu.
You must have enough money in your on-campus account to cover the total charge.
The UNCW special rate for a large one-topping pizza is currently $6.99. The price for other items, such as drinks, appetizers, and veggie pizzas, are menu prices set by the store.
All orders will be delivered to campus as close as possible to the requested time, but someone should be available to meet the driver at least 15-20 minutes before the requested time and at least 15 minutes after the requested time. If you have a specific time needed for an event, you may want to request a slightly earlier time for the pizzas to arrive to campus in case the driver is running late.
Please make sure the contact person listed on this form answers any phone calls or texts around the time of the delivery as that is required to coordinate and meet the driver, especially if they get lost on campus.
18% tip is added to all orders. There is no delivery fee.
Pizza orders must be submitted on this form at least 2 business days prior to the date of delivery to ensure they can be ordered in time. Orders received after this may be denied and not ordered.
You must have an on-campus bank account and enough money in it to cover all the requested items for your Amazon order to be placed.
All Amazon items purchased from your on-campus account MUST be ordered by Campus Life and should be requested on this form. If you order Amazon items yourself, then your on-campus account cannot be used to pay for them, and you must cover the cost from an off-campus bank account or out of pocket.
All Amazon items ordered by Campus Life must be delivered directly to the Campus Life office. Once the items arrive and are inspected, they will be available for you to pick up in the Campus Activities and Involvement Center (Fisher Student Center 2029). You will receive an email when the items are ready for pickup.
Amazon Business orders are slower to arrive than regular Amazon orders. Seahawk Mail also must deliver them, adding at least 1-2 business days. If you have time-sensitive items, please submit this form as soon as possible and at least two weeks in advance of when you need the items.
If you have more than five separate items that need to be ordered at one time, please complete a separate form for each set of five items.
Event Planning
Most, if not all, RSOs will organize events whether it is for the whole UNCW community, general members, or officers.
An event is not just a ceremony, tournament or gathering of hundreds - events include weekly check-ins with the team, small end-of-year appreciation efforts and workshops, too!
Below are direct links and documents to some of your go-to resources.
CAIC provides individual workshops for Event Planning 101 upon request.
Based on the area of guidance your RSO is seeking, it is recommended you request far in advance so you will receive the best service towards making your event a success.
Beginning the event planning process (4-6 weeks for member-focused events, 8-12 weeks for community-focused events)
Publicity and Graphic Design Guidance (4 weeks for publicity opportunities, 4-6 weeks for graphic design guidance)
Fiscal Matters and SGA Funding (4-6 weeks for general budgeting guidance, 12 weeks for SGA Funding guidance)
