Club and Organizations - Frequently Asked Questions
Please see below for a list of Frequently Asked Questions (FAQs) regarding student club and organization activities.
All club and organization events must be registered and approved by the Center for Student Engagement by creating an event in your ROYALSYNC organization within two to four weeks of the scheduled event date. In order to be considered for approval, the event must follow all guidelines set forth in the student handbook and contribute to the overall educational mission of the university.
Please note, that it is very important to adhere to the requested two-four week window for events. It can take seven to ten days to find an open space on campus and longer if additional requirements are needed (purchases, external vendors, promotional materials, etc.).
The Center for Student Engagement will only facilitate meeting and events for clubs and organizations recognized by Student Government. Departmental events or events for organizations that are not chartered through Student Government must be facilitated by the department sponsoring the event.
All club and organization events that take place off of the campus footprint are considered "off-campus" events. As with all events, they must be registered and approved by the Center for Student Engagement via the Off-Campus Travel Request form on ROYALSYNC.
In order to be considered for approval, the event must follow all guidelines set forth in the Student Handbook and contribute to the overall educational mission of the University. Events off campus must be submitted to RoyalSync at least four weeks prior to the event because they will also be submitted for approval to the University General Counsel for review. The General Counsel's office will require that a waiver be signed by each participant for travel off campus.
Please note that it is very important to adhere to the requested four week window for off-campus events. as the General Counsel's office will not review waiver requests submitted less than four weeks prior to an event. The Center for Student Engagement will facilitate student government chartered club events only. Departmental events or events for organizations that are not student government chartered must be facilitated by the department sponsoring the event.
As a final note, it is expected that all club and organization members remember that they are representing the University of Scranton and, as such, are expected to comply and follow all guidelines in the student handbook both on- and off-campus.
If your organization wants to spend either your club (agency) account funds or Student Government allocation, you should start by submitting the Club and Organization Spending Request Form on ROYALSYNC. Please allow three business days for your request to be approved. Once approved, your next step will be to make an appointment with a staff member from the Center for Student Engagement assist you with a purchase. We encourage you to plan ahead when making purchases to allow for approval the request and scheduling a day and time to sign out the purchasing card.
Please note, all spending must be in adherence to previously approved line-items submitted in the annual budget process. Questions can be directed to sgtreasurer@scranton.edu.
All speakers, regardless of honorarium, must complete a Speaker Agreement form. To initiate this process, please create an event in your organization on ROYALSYNC. The Center for Student Engagement will assist clubs and organization with the Speaker Agreement form. Please include a biography of the performer and an outline of the content/purpose of the speech in the registration form.
The presence of a guest speaker on the campus of the University of Scranton does not necessarily imply approval or endorsement by the University of the views expressed by the guest speaker, or by anyone else present at the event. If deemed appropriate, the University administration may require a statement be read at the event and/or included in all marketing materials. The statement will be provided to the student group once the Speaker Agreement has been signed by all parties.
Student clubs and organizations that collect dues as part of membership can do so by collecting cash and depositing it at the Bursar's office or by requesting the use of a Royal Card Point-of-Sale (POS) machine. To request the POS machine, please create an event in your ROYALSYNC organization and select the option to request the machine. The Center for Student Engagement can assist student clubs/organizations with deposits to the organization's club account. Before collecting any dues, please email cse@scranton.edu for further details.
If your club and organization are mandated to collect dues, as some clubs may be required to do so if they are a part of a national organization, please reach out to Vanessa Moylan (sgtreasurer@scranton.edu) in order to navigate this process and options for collecting dues.
Please note, student clubs and organizations are not permitted to use Venmo at any time. This includes the collection of dues or payments of any kind.
The activity of clubs and organization is an asset to our Scranton community, and we remain committed to encouraging and fostering club engagement. We understand this is a demanding task, and as always, these efforts have not gone unnoticed.
Student Government requires all funded organizations to perform three (3) community service activities per academic year (unfunded organizations are required to perform one (1) activity per year). Student Government and the Center for Student Engagement will be in contact with club/organization leaders with instructions for reporting community service activities.