Virtual Connection
“Notre Dame is a community, even when we are far apart.” - President Rev. John I. Jenkins, C.S.C.
The Student Activities Office (SAO) is committed to supporting all students and student groups during this unprecedented time. We take great pride in developing and supporting co- and extracurricular opportunities at the University of Notre Dame and, as such, our entire staff is available to virtually serve our students and student groups while in-person classes are suspended.
Please use this staff list to contact a relevant staff member via email to answer questions or to invite to a Zoom meeting. For more general questions, please email us at sao@nd.edu or call us at 574-631-7308 should you have any questions or need support.
We look forward to supporting the community you build with one another through student groups even when we are not all together. Please do not hesitate to reach out to us with any questions or concerns!
Karen M. Kennedy
Director of Student Centers, Activities and Events
Notre Dame Student Activities Office (SAO) Response to COVID-19
In accordance with the recent University announcements, SAO is making alternative arrangements to ensure continuity with our most essential services for student groups. Recognized student groups include all undergraduate and graduate student clubs and organizations, and undergraduate residence hall councils. Please take note of the following:
STUDENT GROUP BUSINESS
By April 29, 2020, student groups should complete any necessary business to ensure continuity for the student group and/or student union for Fall 2020 and beyond.
Virtual Meetings and Events
Beginning March 30, 2020, we encourage student groups to continue to meet virtually to support the group’s community and to discuss crucial group business in order to provide a seamless transition for the next academic year. Officers should think through ways a group can continue to hold meetings, either for a general body, an executive board, or for special sub-groups and committees. Students can create and join virtual meetings through the University’s Zoom platform!
To streamline a group’s endeavors, we are not requiring the submission of SAO360 requests for virtual meetings and community building virtual gatherings (e.g. virtual hangouts, Netflix Party movie watches, themed digital conversations). However, we do ask that a group’s virtual functioning fall within the following parameters:
- All Student Clubs are strongly encouraged to include their club advisor in relevant virtual meetings, and Student Organizations are required to include advisors in any virtual business.
- All Student Activities policies for good standing and conduct are still in place, so please make sure your virtual activities are in line with University values, mission, and community standards.
- Student groups are encouraged to only virtually program when there is an essential need or in efforts to build community and combat isolation during this time.
- Activities that require liability waivers, such as travel and trips, races or walks, virtual gatherings or events with children, and other risk-associated activities are not permitted.
- SAO will not process or approve individual student group purchasing for the remainder of the Spring 2020 semester, including purchases of supplies, apparel, and contracted services. If you believe your group has purchasing that is essential to your group functioning, please contact your SAO Activities Liaison. (More information regarding purchasing and reimbursements below.)
- Groups wishing to host a virtual event that includes external speakers to the University (paid or unpaid) or vendors must submit an SAO360 request and receive explicit permission from the group’s advisor and SAO before moving forward with and advertising the event.’
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As always, any group is welcome to reach out to their designated SAO Activities Liaison to seek out resources and assistance. If you have questions, please ask!
SAO Special Event Funding
In an effort to support our Notre Dame community during the University’s response to the COVID-19 pandemic, the DICE (Dollars for Incentive & Creative Entertainment) Collaboration Funding has expanded its mission to include innovative virtual programming proposals. Until April 29th, 2020,, we are broadening the DICE application to offer student groups the opportunity to collaborate with SAO to provide the student body with virtual events that build community and connection.
DICE Collaboration Funding will fund certain approved virtual events in full. So bring your creativity! Applications for DICE Collaboration Funding must be submitted at least one week before the proposed event date. For more information, please visit: https://sao.nd.edu/resources/group-management/dice-funding/
Graduate student groups who are interested in hosting community building programming over the summer are encouraged to reach out to their Activities Liaison about collaboration and funding opportunities during the University’s summer academic sessions.
Elections and Officer Transition
Undergraduate Student Government executive officers will officially transition on April 8th, 2020. This timeline may work, or require modification, for other Student Organizations. Student Organizations should work with their appointed advisor to determine timeline and specifics regarding transition.
All student group officer elections may take place virtually via Google Forms. While clubs should adhere to election by-laws laid out in each respective group’s constitution, they should also provide the ability for the members running for office to share their platform either via video or text. If your group’s constitution/by-laws do not have a set election process, please see the SAO Sample Constitutions (Undergraduate Template or Graduate/Law/Mendoza Template) for a sample election process. If you have questions regarding virtually adapting your group’s election or appointment process, please contact your group’s advisor and/or your group’s Activities Liaison.
The most successful student clubs and organizations implement officer transition programs at varying levels. In an effort to help groups organize an effective transition, SAO has put together an Officer Transition Guide Book full of information, resources, and helpful checklists to ensure seamless continuity in your group’s functioning.
ANNUAL STUDENT GROUP REGISTRATIONS
Group Registration and Officer Training
Officer Training and Registration is now completely online! Student Group Registration for the 2020-21 academic year will be live from April 1 until August 1, 2020. Please be sure to follow the instructions on the Registration Web page for timeline and completion steps required to maintain your group’s “Active” status: https://sao.nd.edu/groups/registration-and-reactivation
Early bird gets the worm!? Groups who successfully complete all steps for the Student Group Registration by April 30, 2020 will be eligible to win a prize of $500 for the student group’s account. The winning group will be randomly selected from all groups who have successfully completed registration by the end of April.
Priority Date Venue Reservation Requests
SAO is now accepting requests until April 22, 2020 from recognized student clubs and organizations for event reservations in the following buildings and spaces for the 2020-21 academic year: Duncan Student Center, LaFortune Student Center, Outdoor Grounds, Stepan Center, and Washington Hall.
This is your student group’s opportunity to request dates before the events calendar is available to other users! Follow the link to the Priority Event Date Request Form below and submit your group’s top choices of venue and dates for your most significant events in 2020-21. While the Student Activities Office strives to accommodate all requests, alternative dates and venues may be suggested due to availability. Requests received after the deadline will be considered on a first come, first served basis along with requests from all other users.
Steps for reserving a venue:
- See the calendar of Unavailable Venue Dates and make certain not to request these dates.
- Complete this form to submit your venue preference and top three date choices by Wednesday, April 22, 2020.
- You will be notified of your assigned venue and date, or another suggested venue and date, by May 8, 2020 and directed to submit a SAO360 request.
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Once the SAO360 request is approved, your date and space will be confirmed via the SAO360 request and venue calendar.
STUDENT GROUP FINANCES AND STORAGE
Financial Allocations
Undergraduate student group financial allocations will continue virtually with updated timelines provided by the respective governing Student Organizations. Undergraduate Organizations should be on the lookout for more communication from the Financial Management Board (FMB), and undergraduate Student Clubs will hear from the Club Coordination Council (CCC) regarding their requirements for allocation requests.
Graduate, Mendoza College of Business, and Law School student clubs should follow up with their respective student government organizations regarding any updates to their funding request options and timeline.
Purchasing and Reimbursement
SAO will not process or approve undergraduate student group purchasing for the remainder of the Spring 2020 semester, including purchases of supplies, apparel, and contracted services. If you believe your group has purchasing that is essential to your group functioning, please contact your SAO Activities Liaison.
For graduate groups under the Graduate Student Union, Mendoza College of Business, and the Law School: more information regarding student group purchasing will be emailed to you from your corresponding student services team.
If you have made purchases for previous events or anticipated events through April 29, 2020 that require reimbursement, please complete the reimbursement instruction on our Group Accounting web page for proper processing. This includes refunds to students who purchased tickets to attend a student group sponsored event that was canceled, which will require advisor and SAO approval. For Club Sports, the Club Treasurer should submit any necessary expense reports via TravelND-Concur.
We have received questions regarding refunding spring semester club dues to members who will no longer be able to participate in activities for the remainder of the year. This option may be of interest to clubs whose members pay higher dues amounts to participate in activities that were canceled, and for which the group was refunded. Decisions regarding refunds will be determined by the group’s 2019-20 officer board, with advisor and SAO approval required. If your group is considering this option, the Officer1 should complete this Refund Request Form
Undergraduate Student Group Storage
Undergraduate student group storage in SAO facilities will continue through the end of the spring semester, and student groups who currently have storage or offices will be assigned to the same space for next academic year. Should your group no longer want/need storage or office space please alert us so that we might give that space to other groups with need. While we anticipate very little opportunity for groups to receive new storage space for next year, to apply for storage for the 20-21 academic year, be sure to note your interest in the annual registration form.
Student groups with packages currently in the Student Activities Office, please know they will be kept secure and organized once the office reopens.
Donations and Fundraising
We have received a number of commendable requests from student groups to host a fundraiser or donate to students in need during the nation’s response to the coronavirus. Student groups wishing to donate/fundraise to the University’s COVID-19 efforts, including to those individual students who have been impacted, can do so directly through the University’s official funding page: https://giving.nd.edu/. Before donating, please make sure your group submits an SAO360 request for review and approval.
Student groups who wish to donate to external agencies should submit an SAO360 request and receive approval prior to fundraising and donation.
