University of Kentucky Student Organization Handbook

STUDENT
organization
HANDBOOK

TABLE OF CONTENTS
OF CONTENTS
TABLE
Introduction to the Manual and Student Organizations and Activities
Letter from the Director
About the Office of Student Organizations and Activities
Mission Statement
Fee-Funded Organizations
Leadership Programming
Staff List
Registering a Student Organization
What is Registration?
Benefits of Being Registered
Organization Categories
Registration Steps
Required Information
Accessing the Registration Form
New Organizations
Existing Organization
Loss of Registration Status
Student Organization Advisors
Role of Advisors
Tips for Advisors
Student Organization Policies
Code of Student Conduct (AR 4:10)
Office of Student Conduct
Additional Administrative Regulations from the University
Registration of Student Organizations (AR 4:1)
Policy on Discrimination and Harassment (AR 6:1)
Hazing Prevention Policy (AR 6:10)
Use of University Facility by Registered Student Organizations (AR 9:2)

TABLE OF CONTENTS
OF CONTENTS
TABLE
Organization Finances
Organization Bank Accounts
Required Banking Documents
Banks Near Campus
Organization Fundraising
Fundraising Ideas
Center for Student Philanthropy
Student Government Funding
Grant Types
Funding Application Steps
Event Planning
Office of University Events
Event Management System
Reservation Categories
Event Planning Resources
UK Catering
Cat's Den Requests and Stipend
Promoting Events
BBNvolved
Introduction to BBNvolved
Organization Tools
Roster
Updating EMS Contacts
Add Members
E-Mail Members
Events
Create Events
News
Share News

TABLE OF CONTENTS
OF CONTENTS
TABLE
Resources
Center for Student Involvement
Table Rentals
Locker Storage Space
Office and Desk Space
Design Center
Marking Resources
Graphic Design Requests
Student Organization Copy Codes
Campus Digital Signage
University Trademarks and Copyrights

INTRODUCTION
TO THE
MANUAL AND
SOA

LETTER FROM THE DIRECTOR
UK Student Leaders,
Being involved on campus is a huge part of
a successful college experience. Not only do
you form friendships, but you also learn
valuable skills such as time management,
meeting management, and event planning.
With over 500 student organizations at UK,
there is something for everyone. If you have
an idea for an organization, start one! The
opportunities are endless and our office is
here to give you the resources you need to
succeed.
I was involved during my undergraduate
time at UK and those experiences helped
define my career and connected me to the
university. I want every student in the UK
community to have that same opportunity.
Whether you decide to join ten
organizations or put your all into one, find
your place. I promise you’ll have a blast!
D I S C O V E R .
B E L O N G .
L E A D .
Grace Hahn Hester
Director
Office of Student Organizations & Activities

ABOUT THE OFFICE OF STUDENT ORGS AND ACTIVITIES
The Office of Student Organizations
and Activities (SOA) understands the
vital role that student organizations
play in our campus community.
SOA houses the five fee-funded
student organizations and actively
works to provide resources to all
550+ University of Kentucky student
organizations.
V I S I T U S
Suite A154
Gatton Student Center
8:00am - 5:00pm
C O N T A C T U S
Phone: (859) 257-8867
Email: studentorgs@uky.edu
Website: getinvolved.uky.edu
M I S S I O N
S T A T E M E N T
We inspire students to explore
the many opportunities for
involvement in UK’s community
beyond the classroom and
residence life experience.
We encourage students to make
connections—to their own
interests, concerns, and
passions while learning from
each other.
We provide students with the
tools to make a real-world
impact following their own,
personal vision for change and
service.

LEADERSHIP PROGRAMMING
The Office of Student Organizations and Activities offers a wide variety of ways
for students to explore individual leadership skills and grow as a leader within
their organization and on campus. Below are leadership programming
opportunities relevant for student organizations.
CLIFTONSTRENGTHS WORKSHOPS
Discovering your talents and building your strengths are key to enhancing your
skills as a leader. The CliftonStrengths workshops are designed to help students
understand their own top 5 Strengths and explore their personal talents. The
workshop will discuss what you already do well and how you can use your
Strengths to build your leadership. These workshops can be one-on-one or
delivered to a group. A workshop request form can be found on BBNvolved.
SEMESTERLY LEADERSHIP WORKSHOPS
Each semester, the Office of Student Organizations and Activities works with
campus partners to provide a workshop series that cover a variety of topics
including conflict resolution, resiliency, and leadership development. These
workshops are relevant for current and up-and-coming student leaders. Each
workshops is inside the Gatton Student Center and has a meal provided. Look
for more information on the BBNvolved events page.
LEADERSHIP CONSULTING
Free leadership consulting and training is available for individual students and
student organizations. Examples of consulting topics include, but are not limited
to: facilitation, event debriefs, event planning, conflict resolution, boosting
creativity, and managing student organization issues. This resource can also be
used to help student organizations plan trainings, workshops, or retreats. Email
studentorgs@uky.edu to schedule your consultation.
LEAD BLUE: STUDENT ORGANIZATION AWARDS
Each year, The University recognizes and celebrates the successes of students,
student leaders, advisors, and student organizations at the Lead Blue: Student
Organization Awards Ceremony. Awards are given out in two categories:
student organization awards and individual student awards. Applications open
in February and the ceremony takes place every April.
FOR MORE INFORMATION AND ADDITIONAL
LEADERSHIP RESOURCES, VISIT:
GETINVOLVED.UKY.EDU/LEADERSHIP-PROGRAMMING.

FEE-FUNDED ORGANIZATIONS
Center for Community Outreach
The mission of the Center for Community
Outreach (CCO) is to foster student leaders
with a commitment to active citizenship
through education, service, and reflection.
Participation in the CCO promotes a sense of
belonging on University of Kentucky’s
campus, a connection to the larger
community, and a dedication to social justice.
@ U K C C O
Visit www.ukcco.org to learn more about the
work the CCO does on campus and in the
community. The CCO is located in Suite A255
of the Center for Student Involvement on the
second floor of the Gatton Student Center.
Student Activities Board
The purpose of the Student Activities Board
(SAB) is to enhance the college experience by
providing students and other members of the
campus and local communities with
entertaining, educational, and/or enriching
programs that are reflective of contemporary
issues and trends.
To view the event calendar or learn more
about SAB, visit www.uksab.org. SAB is
located in Suite A265 of the Center for
Student Involvement on the second floor of
the Gatton Student Center.
@ U K S A B

FEE-FUNDED ORGANIZATIONS
Student Government Association (SGA)
@ U K S G A
The University of Kentucky Student
Government Association (UKSGA) represents
all undergraduate, graduate and professional
students enrolled at the University in several
critical ways. UKSGA exists to increase
student influence over academic policy and
to provide many helpful, creative and
necessary student services.
For more information visit www.uksga.org.
UKSGA is located in Suite A267 of the
Center for Student Involvement on the
second floor of the Gatton Student Center.
W R F L
The mission of WRFL is to educate the
station members, the greater Lexington
community, and the students of the
University of Kentucky through its
programming in the spirit of the station's
noncommercial, educational license. WRFL
programming will aim to solely feature artists
and genres which are typically unavailable on
Lexington's commercial stations.
For more information, please visit
www.wrfl.fm. WRFL is located in Suite A160
on the first floor of the Gatton Student
Center.
@ W R F L

FEE-FUNDED ORGANIZATIONS
DanceBlue
@ U K D A N C E B L U E
DanceBlue is a student-run organization that
fundraises year-round and culminates in a
24-hour no sitting, no sleeping dance
marathon. All of the money raised through
DanceBlue is donated to the Golden Matrix
Fund, established to support the kids of the
DanceBlue Kentucky Children’s Hospital
Hematology/Oncology Clinic both today and
well into the future through an endowment.
DanceBlue also helps to provide funds to
support research at the UK Markey Cancer
Center. The Golden Matrix Fund was created
to benefit the DanceBlue KCH
Hematology/Oncology Clinic patients and
families.
For more information, please visit
www.danceblue.org. DanceBlue is located in
Suite A262 of the Center for Student
Involvement on the second floor of the Gatton
Student Center.

SOA STAFF
G R A C E
H A H N H E S T E R
Director
C O U R T N E Y
M C C A L L A
C O M I N G
S O O N
C A I T L Y N
W A L S H
B E N J A M I N
S T A R R
Associate Director,
Major Campus Programming
Associate Director,
Leadership and Service
Assistant Director,
Student Organizations
Coordinator for
Student Organizations
J E N N A
W I C K S
Assistant Director,
Programming and Student
Activities Board
R A C H E L
H A N S O N P A L K O
Assistant Director,
Programming and Student
Activities Board
L I B B Y
L A N G L O I S
Assistant Director,
Major Campus Programming
J E S S I C A
C H A N D L E R
A L L I
L A K E
B E N
A L L E N
A S H L E Y
J O N E S
Program Director,
Leadership Education
Assistant Director,
Leadership Education
Assistant Director,
Student Media
Assistant Director,
Student Government
C H R I S
C I A R C I A
Assistant Director,
Center for Community Outreach
E L Y
M E D I N A
Assistant Director,
Civic Engagement
A B B Y
E S S I N G E R
Assistant Director,
Civic Engagement
S T E P H A N I E
F I S H E R
Box Office Manager
L Y N N
F R E S C A
Student Government
Office Manager
T R I C I A
H E N S L E Y
Wildcat Passport
Facility Manager
P A M
S I L V I A
Administrative
Associate
L O R I
V E R R E T T E
Administrative
Services Assistant
M E G H
J E N N I N G S
Administrative
Support Assistant
M A D D Y
T R U D E A U
Graduate Assistant,
Programming and Student
Activities Board
S Y M F H A N I
P I T T S
Graduate Assistant,
Major Campus Programming
M A R Y
C L A R K
Graduate Assistant,
WRFL
K A Y L A
D O U G H E R T Y
Graduate Assistant,
Student Government
M E L I S S A
H O R T O N
Graduate Assistant,
Center for Community Outreach
C H E R Y L
K W O K
Graduate Assistant,
Center for Community Outreach
M I C H A E L
C R A D D O C K
Graduate Assistant,
Alternative Service Breaks

REGISTERING A
STUDENT
ORGANIZATION

All student organizations must
register with the University each
academic year. Depending on the
type of organization, the registration
process may look a little different.
All student organizations (with the
exception of those in Greek Life or
Club Sports) will register through
the Office of Student Organizations
and Activities.
This section of the handbook details
this registration process.
Spring 2019 Involvement Fair
WHAT IS REGISTRATION?
BENEFITS OF BEING
REGISTERED
By completing the registration process, student
organizations are able to receive a variety of
resources, including:
Student Involvement Fair Tabling
Graphic Design Resources
Leadership Workshops
B+W or Color Copies
SGA Organization Funding
Student Center Storage Lockers
Center for Student Involvement
Organization Workspace
ORGANIZATION
CATEGORIES
ACADEMIC
CULTURAL
FINE ARTS
GREEK
HOBBIES/
INTERESTS
PROFESSIONAL
SERVICE/
VOLUNTEER
STUDENT
GOVERNANCE
& MORE!

1
REGISTRATION STEPS
BEFORE YOU BEGIN
C O L L E C T T H E F O L L O W I N G R E Q U I R E D I N F O R M A T I O N
P E O P L E
3 Student Officers and 3 Event
Management System Contacts
(can be the same 3 people) -
Students must currently enrolled
and in good standing (2.0 or
above GPA and no outstanding
conduct issues). Students can be
full or part time, undergraduate
or graduate/professional.
Name
Student ID Number
Email
LinkBlue
1 Full-Time Faculty or Staff
Organization Advisor.
Name
Email
Job Title and Department
Review the Organization
Training Powerpoint
Send the Campus Security
Authority Form to your
Advisor
2
D O C U M E N T S
Organization Profile Image or
Logo
Organization Roster - excel
document with Name and
LinkBlue for all members
(example available on
getinvolved.uky.edu)
Local Constitution - word
document or PDF
National Constitution (if
applicable) - word document or
PDF
C O N S T I T U T I O N
G!
R E Q U I R E M E N T S
A R E C H A N G I N
Check out all the resources you need to
keep your organization's constitution up
to date at:
getinvolved.uky.edu/constitutions/
Complete the Organization
Training Form
Complete the Organization
Registration Form
A L L L I N K S A V A I L A B L E A T :
G E T I N V O L V E D . U K Y . E D U / O R G A N I Z A T I O N - R E G I S T R A T I O N /
3
4

1
2
3
4
ACCESSING THE REGISTRATION FORM
Log in to BBNvolved
Click on the Switchboard Icon
(the group of squares in the top right corner)
Select "Manage"
Next to "My Memberships" click on "Register"
*
Following these steps, the directions for accessing
organization registration changes depending on whether
the organization is a new or existing group. For new
organizations, follow the steps on the next page. For
existing organizations, follow the steps on the page after
that.
If you are unsure whether your organization is new or
existing, please contact studentorgs@uky.edu.

REGISTRATION FORM - NEW ORGANIZATIONS
5
Underneath "Register New," select "Register A New
Organization."
6
On the following page, select "Office of Student
Organizations and Activities" from the available list.
Selecting either of the other options will take you to the
wrong form and may result in significant delays for
processing your organization's registration.
Begin the Registration Form.
Review all instructions.
7
8
Complete each of the pages and
click next until it takes you to the
main submission page. Click
"Submit."
If you do not click submit, we will
not be able to process your
organization's registration.

REGISTRATION FORM - EXISTING ORGANIZATIONS
5
Underneath "Register Existing," use the search bar to
find your organization and select "Re-Register."
6
7
If it says "Not-Available" for your organization - that
may mean someone else has already submitted the
registration form for your organization. Check with your
other officers to confirm if this is the case.
Begin the Registration Form.
Review all instructions.
Complete each of the pages and
click next until it takes you to the
main submission page. Click
"Submit."
If you do not click submit, we will
not be able to process your
organization's registration.
L O S S O F R E G I S T R A T I O N S T A T U S
Failure to re-register for each academic year will result in the loss of “registered”
status. This includes the loss of using the Event Management System (EMS) and
Office of Student Organizations and Activities resources.
To make sure your organization meets the deadline, please ensure all steps for
registration have been completed accurately.

STUDENT
ORGANIZATION
ADVISORS

All student organizations are required
to have a full-time faculty or staff
member serve as their professional
advisor. Serving as an advisor gives
organizations the chance to exist and
operate on campus, allowing the
students to participate in campus life
and gain valuable leadership
experience. The level of involvement
for advisors varies from organization
to organization.
TIPS FOR
ADVISORS
Develop meaningful
relationships with
student leaders
Be informed about
University policies and
regulations
Stay in contact with
student leaders in the
organization
ROLE OF ADVISORS
The role of the advisor is to serve as
a professional resource to students
as they work to manage their
organization. The advisor oversees
the general functions of the group,
provides insight into group
operations, and assists the group in
whichever ways they see fit. The
advisor is also required to serve as a
Campus Security Authority, which
involves a brief training. Advisors
agree to their role by completing
the Campus Security Authority
Agreement form on BBNvolved for
each student organization they
advise.
Attend organization
meetings and events
ADDITIONAL ADVISOR
RESOURCES AVAILABLE AT:
GETINVOLVED.UKY.EDU/
ORGANIZATION-ADVISORS
N E E D H E L P
F I N D I N G A N
A D V I S O R ?
Try asking:
professors
academic advisors and
support staff
resident directors

STUDENT
ORGANIZATION
POLICIES

The Code of Student Conduct is an Administrative Regulation which establishes
the University's rules, responsibilities, and procedures for non-academic student
conduct. The Code defines expected and prohibited behavior, student rights
and responsibilities, the procedures to which students and student
organizations are entitled in the disciplinary process, and sanctions that may be
imposed when a student or a student organization is found responsible for a
violation of the Code.
CODE OF STUDENT CONDUCT (AR 4:10)
OFFICE OF STUDENT CONDUCT
The Office of Student Conduct is committed to promoting a safe, healthy,
student-centered, and inclusive community where students can learn, grow,
and develop as they pursue their academic endeavors at the University of
Kentucky.
The goals of the student conduct process are to:
Promoting personal responsibility and peer accountability
Encouraging students to consider the impact of their actions on themselves,
their peers, and larger UK Community
Empowering students to address any conflict that may arise in a safe,
respectful, and socially conscious manner
Collaborating with employees, students, and the UK Community with regard
to student conduct matters
Educating the UK Community about student rights and responsibilities
related to the Code
The Office of Student Conduct provides programs and services that:
Provide a fair, educational, consistent student conduct process for resolving
alleged violations of the Code of Student Conduct.
Teach students about appropriate behavior and community responsibility
that respects the dignity and humanity of others.
Intervene when student behaviors violate the Code of Student Conduct in an
educative manner and provide opportunities for students to learn from their
actions.
Offer educational and leadership opportunities for students who participate
in the facilitation of the student conduct process.
FOR MORE INFORMATION AND RESOURCES REGARDING
STUDENT CONDUCT, VISIT: UKY.EDU/STUDENTCONDUCT.

ADDITIONAL ADMINISTRATIVE REGULATIONS
REGISTRATION OF STUDENT ORGANIZATIONS (AR 4:1)
Registered student organizations receive designated privileges which are not
provided to other student groups. Privileges include, but are not limited to:
reserving University facilities; eligibility to apply for funding from student fees;
utilizing campus mail services; public affiliation with the University; participation
in designated University functions and events; and establishment of financial
accounts (in accordance with Business Procedures Manual, E-17-14 and E-17-
7). Other privileges may be granted in compliance with University procedures
and standards.
POLICY ON DISCRIMINATION AND HARASSMENT (AR 6:1)
The University, in its efforts to foster an environment of respect for the dignity
and worth of all members of the University community, is committed to
maintaining an environment free of prohibited discrimination, which includes
sexual and other forms of harassment. Discrimination and harassment are
prohibited between members of the University community and shall not be
tolerated.
HAZING PREVENTION POLICY (AR 6:10)
The University is dedicated to promoting a safe and healthy campus
environment for its students, faculty, staff, and visitors. In addition, the
University is committed to cultivating a community that fosters respect for the
dignity and rights of all its members. As such, the University does not tolerate
hazing activities by any members of the University Community.
USE OF UNIVERSITY FACILITIES BY REGISTERED STUDENT
ORGANIZATIONS - INTERIM (AR 9:2)
There are specific policies in place regarding the reservation and use of
university facilities. University facilities my be reserved for use by a registered
student organization only through officers designated on the application for
registration or a member specifically authorized on the application. Registered
student organizations are permitted to use university facilities for fundraising
when the specific use of the funds is non-commercial in purpose. This
regulation additionally outlines the use of posters, handbills, and notices.
FOR ALL UNIVERSITY ADMINISTRATIVE REGULATIONS,
VISIT: UKY.EDU/REGS.

ORGANIZATION
FINANCES

Registered student organizations are
responsible for their own finances and
banking.
Organizations cannot use on-campus
financial banking and do not have access to
the university’s nonprofit status nor the tax ID
number. The choice of banking institution is
at the discretion of the organization. Note
that "UK" or "University of Kentucky" may not
be in your account name without permission
from the University Treasurer's office.
REQUIRED BANKING
DOCUMENTS
Your organization will need certain
basic documents to open an
account.
These documents may include:
Federal Tax Identification
Number (EIN) - issued by IRS
Organization Constitution or
Bylaws
Meeting Minutes Identifying
Current Officers
ORGANIZATION BANK ACCOUNTS
B A N K S N E A R C A M P U S

Student organizations are able to fundraise to
complement any income from membership dues
or event fees.
FUNDRAISING
IDEAS
ORGANIZATION FUNDRAISING
If the organization fundraiser is taking place on
campus, organizations must submit the event
request through the Office of University Events
for approval. For more information, contact
events@uky.edu.
C E N T E R F O R S T U D E N T
P H I L A N T H R O P Y
The Center for Student Philanthropy
aims to spread the joy of
philanthropy throughout UK's
campus and serves as a resource for
students who want to learn more
about philanthropy.
Bake Sales
Sell Crafts
Sell T-Shirts
Restaurant
Nights
Auctions
Student organizations can use the Center for
advice and guidance on organization fundraising.
The Student Philanthropy Board is a student
organization that would be happy to meet with
your organization to help with the fundraising
process.
Learn more about the Center for Student
Philanthropy and the Student Philanthropy
Board by visiting their office in Suite A260 of the
Gatton Student Center. You can also contact
them via email at studentphilanthropy@uky.edu
or visiting the philanthropy website at
kentuckycan.uky.edu.

Organizations are able to apply for
funding through the Student
Government Association. This funding
comes in a variety of different types of
grants. Look through the funding
options below.
Q U E S T I O N S ?
more information about organization
funding available at: uksga.org/funding
office: Gatton Student Center Suite A267
email: funding@uksga.org
STUDENT GOVERNMENT FUNDING
G R A N T T Y P E S
GENERAL FUNDING GRANTS
General Funding Grants are all purpose funding requests, including travel,
programming, etc, for Registered Student Organizations. This grant awards
$750.
ACADEMIC AND PROFESSIONAL CONFERENCE GRANTS
An academic or professional conference grant is a funding request in which
any registered organization may apply to obtain funding for an Academic or
Professional Conference that is closely related to the purpose of the registered
student organization. This grant awards $1,500.
CLUB SPORTS GRANTS
Club Sport Grants are reserved for registered Club Sport Teams wishing to
obtain funding for a project, event and/or supplies. This grant awards $1,500.
MULTICULTURAL INCLUSION GRANTS
Multicultural Inclusion Grant is a funding request in which any Registered
Student Organization may apply for funding for the purpose of promoting
diversity, inclusion, and/or the spread of multicultural values throughout the
University of Kentucky Student Body. This grant awards $1,500.
SERVICE GRANTS
Service Grants are intended for a community service project sponsored by a
Registered Student Organization. This grant awards $1,500.
SENATE SPECIAL PROJECTS
Senate Special Projects are funding requests intended to benefit the student
body that must be sponsored by a Student Government Senator. This grant
awards $2,500.

FUNDING APPLICATION STEPS
FOR GENERAL FUNDING, CONFERENCE, CLUB SPORTS,
MULTICULTURAL INCLUSION, AND SERVICE GRANTS
Complete the funding application available on BBNvolved.
2
Present the request in person at the next Appropriations & Revenue (A&R)
Committee Meeting. These meetings occur bi-weekly on Wednesday
nights at 7:00 pm. The contact listed on the grant application will be
emailed with the meeting time and location the Monday/Tuesday prior to
the meeting.
1
If your proposal is approved by the A&R Committee, you will need to
contact Lynn Fresca within the next FIVE business days. If you fail to do so,
your grant will be voided.
3
FOR SENATE SPECIAL PROJECT
Find a Senator who agrees to sponsor your event or project.
1
Meet with your sponsoring Senator in the Student Government office and
fill out the funding application.
3
Present the request in person with your sponsoring Senator at the next
Appropriations & Revenue (A&R) Committee Meeting. These meetings
occur bi-weekly on Wednesday nights at 7:00 pm. The contact listed on the
grant application will be emailed with the meeting time and location the
Monday/Tuesday prior to the meeting.
2
4
After your proposal is amended and/or approved, present the request in
person at the next Full Senate Meeting. These meetings usually occur the
Wednesday following the Appropriations & Revenue Committee meeting
that you attended.
If your proposal is approved by the Full Senate, you will need to contact
Lynn Fresca within the next FIVE business days. If you fail to do so, your
grant will be voided.
5

EVENT
PLANNING

OFFICE OF UNIVERSITY EVENTS
Student organizations plan a massive variety of events. From recurring
organization meeting times to one-time events, there are endless possibilities
for organization events. The Office of University Events has made it easy and
accessible for all student organizations to acquire on-campus spaces for their
events. An overview of the guidelines and resources surrounding organization
event planning can be found here.
E V E N T M A N A G E M E N T
S Y S T E M
The Event Management System (EMS) is the
online scheduling system managed by the
Office of University Events used to request
campus space. Student organizations have
access to the available campus spaces at free
or highly discounted rates.
In order to have access to the Event
Management System, you must be listed as
an EMS Contact in your organization’s
BBNvolved roster and your organization's
registration must be approved for the
current academic year.
Based on the reservation category, there are
different deadline for submitting your event.
However, it is recommended to request
space a minimum of 2 weeks in advance, as
all event requests must be reviewed and
process by University Events staff.
Visit meetatbigblue.uky.edu to login and
reserve space.
RESERVATION
CATEGORIES
Meeting Space
Request - for any type
of recurring or one time
organization meetings
Conference & Event
Space Request - for
any one-time events;
can request up to one
year in advance
Campus Recreation
Indoor Space Request
Outdoor Space
Request
Tabling Request
Tailgate Request
Event Proposal - for
event approval for a
campus space not
available through EMS
Cats Den Request
Q U E S T I O N S A B O U T E V E N T S ?
Office: Suite A151, Gatton Student Center
Website: uky.edu/events Phone: (859) 323-8054 Email: events@uky.edu

EVENT PLANNING RESOURCES
UK CATERING
Certain buildings on campus including the
Gatton Student Center require all food and
beverages for events to be ordered through
UK Catering. Information about catering can
be found online at uk.catertrax.com. You
can look at the menu and order on that
wesbite. If you have any questions, or would
like to speak to someone with UK Catering
to place your order, call (859) 257-1741 or
visit their office in Suite A153 of the Gatton
Student Center.
CAT'S DEN REQUESTS AND STIPEND
The Cat's Den, located in the Gatton Student
Center, is available for student organizations
to reserve. The Student Center may approve
a maximum $250 subsidy towards the cost
of catering, publicity and/or supplies. The
maximum $250 subsidy is available once
per organization, per semester. More
information can be found at:
uky.edu/gattonstudentcenter/cats-den.
PROMOTING EVENTS
Student organizations may digitally promote
their event using BBNvolved, social media,
and other resources detailed in the
resources section. Administrative Regulation
9:2 covers the usage of physical promotion
material including posters, handbills, and
notices by student organizations.

BBNVOLVED

INTRODUCTION TO BBNVOLVED
BBNvolved is the online hub for student involvement.
BBNvolved is an online platform where students can
connect with campus organizations, programs, and
departments. It is the home to all of our 550+ student
organizations and helps organizations manage their
organizations, advertise events, communicate with
members, and more!
ORGANIZATION TOOLS
Through the Manage Your Organization
feature, organizations are able to:
Update Organization Rosters
Communicate with Members
Update Contact Information
Publicize Events and News
Upload Photos and Documents
Hold Elections
and More!
Note that by default, only the organization's
primary contact is able to access these features.
Permissions can be updated while managing
*
the
organization roster.
T O L O G I N T O B N N V O L V E D , V I S I T :
U K Y . C A M P U S L A B S . C O M / E N G A G E

ACCESSING ORGANIZATION TOOLS
Log in to BBNvolved
Click on the Switchboard Icon
(the group of squares in the top right corner)
1
2
Select "Manage"
Select the organization you would like to access.
3
4
Click on the Menu
(the three horizontal lines in
the top left)
From this list, you will find
each of the available
organization tools. The next
few pages will walk you
through some of the features
available for organizations.
5
*
Additional resources including
BBNvolved page
walkthroughs and training
videos are available through
Engage Support. Select the
"Support" link at the bottom
left of the screen to access
these resources.

ACCESSING ORGANIZATION TOOLS
The Roster tool
includes your ability to
manage positions for
the organization, send
organization
messages, invite
members, remove
members, approve
pending memberships,
and contact members.
The Events tool allows
you to create and
manage your
organization's events,
including inviting
attendees, tracking
participation, or
changing an event's
details.
The Photo Gallery
helps you create a
more visually
appealing organization
homepage. Your
gallery photos will be
showcased at the top
of your organization's
public-facing page.
Use the Forms tool to
move any of your
organization's paper
forms into Engage. Use
forms for sign-ups,
interest forms,
applications, and more!
In the Service Hours
feature, you are able to
submit service hours
on behalf of your
organization's
members.
In the About tool, you
can update some of
your organization's
basic details, such as
the profile photo,
description, summary
for the organization
directory, contact
information, and social
media links.
The News tool helps
you share what your
organization is doing
with the community.
You can create, edit,
and delete News posts
from this area.
The Documents tool
allows you to create a
shared storage space
for important
organizational files.
You can share these
files publicly or only
with certain members
or Position holders
within your
organization.
The Elections tool allows
you to create elections for
you organization, either
for the entire community
to vote on, or exclusive to
your organization's
members.

ORGANIZATION TOOLS: ROSTER
U P D A T I N G E M S C O N T A C T S
Find the officer you need to
update and click on the
pencil next to their name
1
Select "EMS Contact #_"
(Use each EMS position for only one officer)
2
If your organization
has more than 3
individuals listed as
EMS Contacts, all
EMS accounts for
your organization
will be deactivated.
*
Press "Save"
A D D M E M B E R S
E - M A I L M E M B E R S
3
Select "Invite People" from the
options in the top right.
Select "Messaging" from the
options in the top right.
2
Add up to 500 UK e-mail
addresses in the available text
box. Separate emails by line or
using commas. Press "Add E-
mail Addresses" when finished.
*Tip: use LinkBlue@uky.edu
2 Select
"Create
Relay"
4
3
Complete the
steps and press
"Generate"
This has created a temporary
listserv. Send your e-mail
message to the address generated
and it will be distributed.
1
1

ORGANIZATION TOOLS: EVENTS
C R E A T E E V E N T S
Select "Create Event" in the top right corner.
Add details and a description so attendees know
what to expect from the event. Complete each of the
required categories on the next couple of pages.
1
2
3
Under "Event Details," you can adjust the visibility of
the event to be tailored to the intended audience.
You are able to select between the public, students
and staff at the university, organization members, or
invited members.
In this section, you are also able to denote any perks
attendees might receive by coming to your event
(including free food or free stuff).
Once you've completed all the information pages for your event, you are brought
to the event page. From this page, you can manage the event by updating
details, inviting attendees, and more!
4
From the "Track Attendance"
page, you can check
attendees into your event
and export attendance.
From the "Invitations &
RSVPs" page, you can invite
people to your event and
view RSVP information.

ORGANIZATION TOOLS: NEWS
S H A R E N E W S
Select "Create Article" in the top right corner.
1
2
Fill in the details for the article you would like to
create. News articles can be announcements about
upcoming events, a member spotlight, and more.
Complete each of the required sections of the article.
Under "Visibility," you can adjust the visibility of the
article to be tailored to the intended audience. You
are able to select between the public, students and
staff at the university, organization members, or
invited members.
You are also able to notify all members of your organization that a new
article has been posted by checking the box underneath "Notify Members."
Select "Create Article" underneath "Article Actions" to publish your news.
3

RESOURCES

The Center for Student Involvement, located on the second floor of the
Gatton Student Center past the Worsham Cinema, is supported by the Office
of Student Organizations and Activities. This space is designed to be a
resource for all campus student organizations. A Student Organization
Workspace is available in Suite A252 for any student organization.
Below is an overview of the resources available to student organizations
inside of the Center for Student Involvement space.
CENTER FOR STUDENT INVOLVEMENT
TABLE RENTALS
Five lightweight foldable tables are available for use by registered student
organizations for any type of tabling event. Tables are allocated on a firstcome,
first-served basis. Organizations are able to request multiple tables.
Tables should only be used for the purpose of supporting a student
organization. Additional guidelines and the request form can be found on
BBNvolved.
LOCKER STORAGE SPACE
The Center for Student Involvement has 182 storage lockers available in
multiple sizes for student organization use. Lockers are first-come, first served.
If necessary, organization can request multiple lockers to assist with storage
needs during the school year. These lockers may also be used during the
summer to store student organization materials during the school breaks.
Locker requests are available on BBNvolved.
OFFICE AND DESK SPACE
A limited number of office and desk spaces are assigned to specific student
organizations for use during the academic year. Desk space applications are
reviewed on a rolling basis. Applications for office space are released during
the spring semester and allocation decisions will be made prior to the beginning
of the Fall semester. Applications for both office and desk space are available
on BBNvolved.
DESIGN CENTER
Within the Student Organization Workspace in Suite A252, there are multiple
resources that student organization have access to that may be helpful for
organization materials. Included within the Design Center portion of the office
are a heavy-duty paper cutter and lamination machine. More design center
resources may become available as the school year progresses.

MARKETING RESOURCES
GRAPHIC DESIGN REQUESTS
All registered student organizations can take advantage of a Graphic Design
Request service once per academic year. We encourage you to sign up 3-4
weeks before your deadline to ensure that our Graphic Designer will have
enough time to complete the project. Due to the large number of requests, it
usually takes the graphic designer 1-2 weeks to contact your organization. This
service is only offered during the fall & spring semesters.
STUDENT ORGANIZATION COPY CODES
Student Organizations and Activities provides copy codes to registered student
organizations. The copier for this use is located in the Student Organization
Workspace in room A252 in the Center for Student Involvement, on the second
floor of the Gatton Student Center. This copy code allows each registered
student organization to make 200 black and white copies and 100 color copies
each school year. These codes are for making copies only.
CAMPUS DIGITAL SIGNAGE
Student organizations have access to submit promotional materials for digital
signage displays in the Gatton Student Center and in building around campus.
Graphics must be submitted no less than 10 days before you need them to
appear on digital signage. If you do not have time to create your own graphic,
there is a template creation option on the digital signage submissions form. For
more information on digital signage and to access the submission form, visit:
uky.edu/prmarketing/submit-digital-signage. If you run into any issues or
have additional questions, you can also email Whitney Siddiqi who works
directly with the student center digital signage, at whitney.siddiqi@uky.edu.
UNIVERSITY TRADEMARKS AND COPYRIGHTS
Student organizations are not required to meet all University of Kentucky
branding requirements when creating organization specific marketing materials.
That being said, if your organization is still working to develop a brand, or if you
would like to model your organization's brand off of the University of Kentucky
model, there are manuals and guides available to guide you through that process.
Brand standard for using University trademarks and copyrights, both for the
University as a whole and specific departments, can be found at
uky.edu/prmarketing/brand-standards.
FOR DETAILS AND ADDITIONAL INFORMATION ON
STUDENT ORGANIZATION RESOURCES, VISIT:
GETINVOLVED.UKY.EDU/ORGANIZATION-RESOURCES

getinvolved.uky.edu
Gatton Student Center, Suite A154
studentorgs@uky.edu | 859-257-8867
@UKGetInvolved