Procedures

How to make a room reservation

• If you need to request a room reservation for your organization's meetings, seminars, etc, you can do so by filling out this online room reservation request form.
• Please submit room requests as early as possible. We must have at least 3 days' notice
• If you would like to schedule your meetings for the full semester, we encourage this!

How to reserve a table/space for sales

To reserve a table/space for bake sales, raffles, ticket sales, membership drives, etc., you must:

• Use the room reservation request form in the above section. Fill out the form the same way you would a room, just state that you need a table instead.
• Must request the space with a minimum of 24 hours notice

The following spaces are available to reserve.

• 2-3 tables in long hallway in front of G39 ESB
• 1 table in MRB atrium
• 1 table in Freshman atrium
• 1 table in AERB atrium
• The Office of Enrollment Management and Outreach can provide you with a table

Other notes about reserving a table/space:

• Statler College organizations will have top priority for space, and university-wide organizations/non-WVU groups will be considered on a case-by-case basis
• Tables will be reserved first-come, first-served
• If you are set up in the hallways without a reserved space, you will be asked to leave and make a reservation for another day
• When you set up a table in the long hallway in ESB, you must set it up IN LINE with the other tables. You cannot set it up on the opposite side due to safety procedures. You WILL be asked to move.

Food Safety Procedures

Food safety is important, and as a WVU student organization, we have to follow all WVU and Monongalia County Health Department rules and procedures. Because these rules can be complex, we have listed some examples of what needs to happen. And if you have anything that falls outside of these examples, we will be happy to work with you.

Events with Catering

• Food is made by a restaurant
• People serving food must have gloves on and should have their hair pulled back
• Food should be disposed of after 2 hours for anything that needs refrigerated and 4 hours for anything
• No permit is needed
• No food handlers cards required, but not a bad idea

Bake sale events (no heating or cooling)

• People preparing food at home must have gloves on and should have their hair pulled back
• Most baked goods are approved (cakes, cookies, fruit pies, plain pepperoni rolls, yeast, nut or fruit breads, muffins, or rolls)
• Donuts are OK, but cream filled donuts are not (without going through the permits in the next section)
• Just keep the box shut between sales
• Potentially Hazardous Food (PHF) such as pepperoni rolls with cheese, sauce, and other toppings, cream, custard, and meringue pies, and cream filled products are prohibited
• Food should be individually wrapped in see-through wrap or baggies (should be wrapped at home or purchased wrapped)
• Slicing, wrapping, or exposing food is prohibited
• You will need a sign at your table with information about food that is prepared at your home – Ryan, Julie, and Norm will have this sign available for your groups to use
• Need to obtain a permit from Mon County Health Department – work with Ryan, Julie, and Norm to do this
• Food handlers cards are not required, but not a bad idea

Food sales or distributions that require food to be heated or cooled

• Food handlers cards are required for those making and distributing food
• Need to obtain a permit from the Mon County Health Department – work with Ryan, Julie, and Norm to do this
• People serving food must have gloves on and should have their hair pulled back
• Items that could fall into this category include all the PHF items listed above, soups, chili, etc.

Pizza

• I think this one deserves it’s own category as I know many of you use pizza in some form
• Pizza for meetings
• No permit or food handlers card required
• Food should be handed out, not a free for all with people grabbing their own food
• People serving food must have gloves on and should have their hair pulled back
• Pizza sales (or any event in a more public setting)
• This will be handled on a case by case basis

How to order WVU branded merchandise

• Any branded merchandise that represents WVU or the Statler College in any way must first be approved by the WVU Trademark and Licensing office
• For Trademark and Licensing guidelines visit this website
• Requests for assistance should be started at least one month in advance of when the merchandise is needed

Student organization travel policies

• Travel will be permitted on a case by case basis with Dean's approval required. When a virtual option is available, that is the option that should be selected.
• For travel, student organization members must follow all university policy and procedure, including safety measures if you are representing the university and using university funding. These requirements may be above and beyond event or SEL guidelines.

What if I have a new idea?

• If you have an idea for a new student organization, event, etc. please work with the Outreach and Enrollment Management Office (G103) before proceeding.
• If you plan to visit schools or work with K12 students, please work with the Office of Outreach and Recruitment prior to moving forward.
• We love new ideas, but we want to make sure efforts aren't being duplicated.

How to submit to weekly email

• Every Tuesday, the Outreach and Enrollment Management Office (G103) will be emailing out upcoming events. To have your event included, send an e-mail to the Office of Outreach and Recruitment using the following template:

• Event Name:

  Event Date & Time:

  Event Location:

  Organizer/Student Org:

  Event Description (concise):

  Actions needed by Student Orgs:

  SAC Hour Eligible: Filled by the office.

• Events must be submitted at least a day before Tuesday. For any in person events, you must schedule a consultation with Student Engagement and Leadership.

How to submit volunteer hours

Statler College organized activity

• Make sure to sign in and out at the appropriate location
• If you sign in, but do not sign out, your time will be recorded as 1 hour
• If you sign in for multiple organizations, your time will be split equally between the listed organizations

Non-College organized activity

• If your organization completed volunteer hours outside of the Statler College, please report them to a SAC advisor . Any in person volunteer events must be approved by Student Engagement in Leadership to count.
• Please include:
• Volunteer(s) name
• What organization(s) hours are for (*If you log multiple organizations, your hours will be split equally between them.)
• Number of hours worked
• If you have a hand-written sign in sheet, please type it before turning into G-103 ESB.

How to Add an Event to the WVU calendar

• Student organizations can add their upcoming meetings and events to the WVU calendar be following these instructions.
• We suggest adding your events to both the Statler College and Student Organizations calendars

Forms and Resources from WVU Student Engagement and Leadership

• Statler student organizations are encouraged to work with the Outreach and Enrollment Management Office (G103 ESB), but can also work with WVU Student Engagement and Leadership
• Helpful Forms and Resources from WVU Student Engagement and Leadership