College Engagement - Students Holding Hands

Student Organizations

Utica Community
Living on Campus
Campus Engagement and Student Activities
Student Organizations

Utica University believes strongly in the concept that a great deal of what students learn in college takes place outside of the classroom. Therefore, at Utica, students, faculty, and staff members work side by side to provide a rich variety of social, cultural, and recreational activities. A student who participates fully in campus life can expect to be exposed to various ideas and issues, music and art forms, and styles of life. This is, of course, in addition to simply having a good time.

Utica employs professional staff members to advise students in these matters, but the University faculty and staff members know that active student participation in the planning of extracurricular activities adds a vibrant quality to Utica’s activities program and helps students develop and practice leadership, decision-making, and related skills.

According to the Utica University Student Senate Constitution, Article V, Section 9: Student Clubs and Organizations, each club and organization on campus is required to have at least five student members and one Faculty/Staff Advisor. They must have a constitution on file and they must submit a revised constitution to the Senate. Clubs and organizations are required to update their organization information to retain recognition status and to be eligible for funding.

For a full list of Student Clubs and Organizations at Utica University, please visit PioHub:

PioHub

All student groups at Utica University are organized and operated by our students; therefore, the level of activity varies from year to year based on student interest and participation. Establishing a new student organization on the Utica University campus is a relatively simple procedure.

The following steps to recognition have been taken from Rule 102 of the Bylaws of the Recognition Committee:

(to see a full copy of the Recognition Committee Bylaws, click HERE)

General Criteria:

The organization must have at least five currently registered Utica University undergraduate members in good academic standing (2.0+).
The organization must have a President, Vice president, Secretary, Treasurer and Webmaster. The organization may use different names for those positions, so long as they have equivalent responsibilities.
The organization must have an advisor who is a current Utica University faculty or staff member.
The organization must have a Constitution that meets the constitutional criteria listed in these bylaws and does not go against the Student Senate Constitution or any of its bylaws.

PioHub:
Applicants shall apply online at PioHub to begin the recognition process; the Recognition Committee shall screen and approve all changes to the online application in a timely manner.

Constitutional Criteria:
Student Organizations shall be required to create their constitutions in such a way, that they are in accordance to guidelines established by the Recognitions Committee. There is a constitution template at the bottom of this page.

Presentation to the Committee:
Once all general and constitutional criteria is fulfilled, the Student Organization will be contacted by the Recognitions Committee; the committee shall invite the organization to present its proposal for recognition, so that the committee may ensure that the organization has met all of the before mentioned criteria; if an organization has met the criteria, the Recognitions Committee shall vote to determine if the proposal is ready to be heard by the Legislative Assembly.

Presentation to the Legislative Assembly:
If the Recognitions Committee determines that the proposal is ready, the Student Organization shall then be required to present a second proposal for recognition to the Legislative Assembly; the Student Organization will be given a date to attend the next meeting of the Legislative Assembly, where their proposal will be approved or denied. If approved, the Student Organization shall be formally recognized and eligible for funding from the Student Senate.

All recognized organizations must submit a revised Constitution to the Senate every year via re-registration on PioHub. All recognized organizations must identify one fiscal representative in order to receive funding.

Before You Apply:

You MUST have ready:

The names and e-mail addresses of all members.
The name, position, department, e-mail address and phone number of a faculty or staff member who has already agreed to be your club advisor.
An electronic copy of your current constitution able to be uploaded to the PioHub page.
A photo or image that represents your organization in some way.

Perks of Being a Recognized Club or Organization on Campus

Student Government funding
Portal on PioHub
Participation in the Club & Org Fair
Hosting Events
Reserving rooms
Posting fliers
Org mailbox
On-campus fund raising
Assistance in finding resources

How to Create a Student Club or Organization

If you would like to create your own club, please see the following documents:

Read the Club and Organization Manual
Use the Constitution Template as a guideline for writing a constitution.
Log in PioHub to complete the application registration.

Below is a general outline for a student organization constitution:

Article I- Name of Organization
Article II– Purpose of Organization
Article III- Membership Practice
Article IV- Officers and Their Duties
Article V– Elections
Article VI– Committees
Article VII– Meetings
Article VIII– Financial Records
Article IX– Advisors
Article X- Amendments

When you're ready to register your new club on PioHub, please click HERE!

For more information on existing student clubs and organizations at Utica University, please contact the Office of Student Living and Campus Engagement at (315) 792-3037.

The Office of Student Living and Campus Engagement provides free shuttle services to Walmart and Target. See schedule below, You do not need a reservation to utilize the shuttle.

When inquiring about traveling for an educational purpose please contact:

Lauryn Moore
Director of Student Engagement
lamoore@utica.edu
X2598
206 Strebel Student Center
(Student travel, conference funding, paperwork, etc.)

Students must complete the Travel Fund Request Form

Criteria for approval of Student Travel Funds will be determined by the Finance Committee of Student Government Association. Criteria will remain in effect until such time as either the SGA, the Finance Committee of SGA, or the Faculty Resource Committee perceive a need to revise them.

Individuals requesting funding must be enrolled as full-time students at Utica University.
Students requesting funding must submit a request form to which is attached a written request outlining how the travel will benefit their academic development.
Each request must be accompanied by a recommendation from a faculty or staff member.
While attendance at a professional conference or event may be funded, priority will be given to those students who are presenting papers/posters, serving on a panel, or serving as an officer at a professional conference.
Students may be funded either through the Student Travel Fund or through their club’s request to the Student Government Association Finance Committee, but may not be funded out of both sources.
Students funded from the Student Travel Fund are encouraged to make a presentation to a class or student group on campus, sharing what they learned from the experience.

The maximum amount to be awarded to students who are presenting at a professional event (presenting a paper or poster, taking part as a student officer, etc.) is $700 or 80% of your expenses, whichever is less, and may be lower depending upon availability of funds. The maximum amount to be awarded to students who are attending a professional event will be $300 or 50% of your expenses, whichever is less, and may be lower or denied, depending upon availability of funds.

After Approved Travel

After travel, all receipts and a completed, signed Travel Expense Voucher need to be turned in to 205 Strebel Student Center. See contact information above.

Sell Event Tickets

Online Box Office

Members of the Utica University community can login using their Utica Banner credentials. General members must create a username and profile. All sales on Utica Tickets are credit card only. To purchase a ticket using cash, please visit the Office of Student Living and Campus Engagement during normal business hours.

The following procedures are to be followed by student organizations hosting events:

All events requiring an admission cost (this is the definition of a ticket) must use the online box office, UticaTickets.com.
To request your ticket to be created on Utica Tickets, print out and hand in the Utica Tickets Request Form at least 2 weeks before your event. Form found here: http://utica.edu/student/activities/forms.cfm
Before you can register your event, your organization must have an Agency Account. Contact General Accounting, genacct@utica.edu (315) 792-3031 to find out if your organization has an Agency Account and what the number is.
If your organization does not have an Agency Account, one can be requested by submitting the Agency Account Request Form to General Accounting, 205 DePerno Hall. Agency Account Request Form found here: http://utica.edu/student/activities/forms.cfm
Tickets will be available to purchase online at any time using credit cards and in the SLCE Office using cash during regular business hours.
Tickets can begin being sold at any time. Ticket sales will end no later than halfway through the event. The SLCE and Campus Safety Offices reserve the right to alter the ticket sale end time at their discretion.
If the event will have off-campus guests and is going past midnight, your organization must also fill out a Large Event Form, found online at: http://utica.edu/student/activities/forms.cfm
All attendees of Large Events, both Utica students and non-Utica guests, must have an admission ticket from UticaTickets.com. Utica student tickets will be free if the event was monetarily sponsored by SGA funds. Utica students will be allowed in without a ticket only at the discretion of a SLCE or Campus Safety staff member.
For an event with ticket sales, if the sponsoring organization will be collaborating with another organization, the SLCE Office needs to be notified at least a week before the event.
In cases of collaboration, the Utica Tickets Request Form must detail the revenue split for each organization and must list all organizations' Agency Account numbers.
The sponsoring organization will be able to set aside a number of “comp” tickets. These are not to be sold under any circumstances and are only available for members of that organization.
Comp tickets will be given out to the event hosts by SLCE staff if requested in writing in advance and picked up by the close of business hours the day before the event. For weekend events, pick up no later than the Friday before the event at close of business. They must be distributed before the event and are NON-TRANSFERABLE.
Organizations are prohibited from accepting cash for the sale of tickets at the door. Tickets can be purchased through the UticaTickets.com box office at the time of the event and shown at the door to gain entry, as long as sales are still open.
Cash donations at the door are acceptable. Donations are defined as optional, undefined amounts of money that are not required for entry into the event. Donations must be collected in a container which is able to be closed.
It is the responsibility of the students to obtain the Utica Tickets scanner from the SLCE Office during regular office hours before the event.
As a forewarning, the funds from selling tickets on Utica Tickets will not be deposited in your organization’s Agency Account until about 6 weeks after your event is held.
Sponsoring organizations will recognize the validity of tickets only when the person is able to produce a picture ID. No tickets will be sold at the door or at any other location other than aforementioned areas before or during the event for any reason.

Ticket fees are charged to the organization and are taken off the total revenue. Fees are based on ticket pricing and are as follows:

If ticket cost FREE, fee $0.25 per ticket sold
If ticket cost $0.01-$9.99, fee $0.50 per ticket sold
If ticket cost $10.00-$19.99, fee $1.00 per ticket sold
If ticket cost $20.00 or above, fee $2.00 per ticket sold

Sponsoring organizations are responsible for including the following information in their advertising:

Tickets are to be purchased in advance.
Both UC students and guests are required to have tickets for Large Events.
No tickets will be sold at the door.
Date, time and location of the event.
Name of the organization(s) hosting the event, plus contact information.
When and where tickets will be available.
The need to have ID with your ticket for admission, Any faculty or staff member can ask to see ID at any time and reserves the right to deny entry.
Every guest who attends a large event must be a guest of a Utica University student. Only one guest per student will be allowed.

Utica University events may not be advertised anywhere off campus or on other college campuses; violation of this restriction is grounds for immediate cancellation of the party.

Sponsoring organizations will also enforce the “once you pay, you stay” rule. This rule applies to people who pay for the party and then either loiter in the lounge or leave the event venue building, only to return minutes or hours later. The rule requires people to pay for the event and then remain inside the venue. If they leave the building they shall not be readmitted. If a Campus Safety Officer or a Utica University faculty or staff member asks someone to leave, they must leave immediately, or face consequences.

Those attending the event must possess a ticket and present a valid college ID or be a guest of a Utica University student. If the host leaves, the guest must also leave. No guest is allowed to enter or stay at the event without their host being present.

The established capacity of the event space (outlined on the EMS website) will not be exceeded. Tickets will only be sold up to the capacity of the facility, and comps count towards the capacity as well.

The supervising SLCE staff member or Campus Safety Officer, or the organization's faculty/staff advisor have the authority to close down an event at any time. The sponsoring organization will fully cooperate and assist with such action if it becomes necessary, or face consequences.

Sponsoring organizations will assist with closing. Closing includes helping supervisors to clear the premises and making certain that the venue is swept and cleaned. This means free of debris, spilled liquids, bottles, and cans at the end of the event and ensuring that tables and chairs are placed back in the proper configuration.

Sponsoring organizations that do not comply with these guidelines may lose their right to hold additional functions on campus and may be put through the Utica University Conduct Process.

Purchase Break Bus Tickets

Break buses leave from the Strebel Student Center circle and drop off at New York City Port Authority. It is the student's responsibility to make sure they arrive on time for bus departure.

Tickets are non-refundable once the trip is sold out.

All tickets for Fall Play and Spring Play will be sold through the box office. There are cash sales available through the SLCE Office and Credit Card sales also available at the door on the day of the show for a limited time.

Please visit the Performing and Fine Arts Department for more information on productions.

Performing and Fine Arts