Hello Student Leaders, 

As we move further into the spring semester, we want to share important reminders, policy updates, and upcoming opportunities for your organization. Please review the sections below and share with your executive boards and members as appropriate. 

Constitution & By-Laws Workshops 

It’s Time to Spruce Up Your Constitution and By-Laws! 

Effective in the 2026–2027 academic year, all student groups will be required to submit an updated constitution as part of the re-registration process (as announced at the Student Organization Summits in August and January). 

Now is the perfect time to dust off your existing governing documents, or start fresh! 

We are offering two workshops that will focus on: 

• Crafting governing documents that center fairness and equity 
• Ensuring alignment with key University policies 
• Preparing for the upcoming re-registration requirement 

Drop in on either of the following dates: 

• Friday, February 20th 
  1:00–2:00 PM 
  Golkin Room 

• Friday, March 20th 
  1:00–2:00 PM 
  Golkin Room 

We encourage at least one executive board member to attend. 

Financial Services Updates & Reminders 

Please review the following important updates from the Financial Services Team: 

Concur Reimbursements 

• There is now a $500 limit for reimbursements submitted via Concur. 

• Sales tax is not reimbursable. 

• Reimbursement requests must be initiated within 10 days of purchase. 

Vendor Onboarding 

• Please allow up to 4 weeks to onboard any new University vendors. 

• There will be no new licensed suppliers (for branded merchandise, etc.) added. 

• No new venues will be onboarded moving forward. 

ACH Payments 

• A reminder, if your group is receiving an ACH payment into the University, please alert your groups assigned financial coordinator to ensure the funds are received into your SAC account. 

If you still need to complete Financial Training, or need to update who has access to SAC Online for your group, please sign up for a training session on our website HERE 

Welcoming New Members & Hazing Prevention 

At the start of each semester, many student groups welcome new members. We all share the goal of ensuring these introductions are supportive, inclusive, and safe. Hazing has no place in these processes. 

Penn maintains a long-standing anti-hazing policy. The Commonwealth of Pennsylvania categorizes hazing as a felony, and new federal legislation has placed additional emphasis on publicly accessible hazing reports. Student groups are responsible for reviewing their activities and traditions to ensure they are free of hazing. 

If you’re unsure whether an activity may be considered hazing, OSA is here to consult and provide guidance. We are also available to provide training for both new and returning members. 

University Life Space & Events (ULSE) Updates 

The UL Space & Events reservation request portal for Fall 2026 event dates opens: 

Monday, February 23rd, 2026 

Student groups are strongly encouraged to apply early to secure space for annual events, signature programs, and recurring meetings. 

Reservation Request Link 
(Must be accessed on or after 2/23/26) 
 

Important Dates 

• Fall 2026 student applications will begin processing the week of March 16th, 2026 

• Groups should receive communication regarding space availability by April 3rd, 2026 

Central Pool Classroom (CPC) Special Event Reservations 

Fall 2026 CPC reservation requests will not be accepted until mid-September 2026 (exact date forthcoming). 

If you have any questions about the information above, please reach out to our office. We appreciate your continued partnership in helping create a safe, organized, and engaging student organization experience. 

Thank you for your leadership and all that you do! 

Hello Student Leaders, 

As we wrap up the semester and look ahead to the spring, we want to share several important reminders and deadlines to help your organizations finish the term smoothly. Please take a moment to review the updates below and share them with your leadership teams. As always, thank you for the collaborative work you do to support Penn’s vibrant student community. 

Important Dates:

• December 7: Last day for registered off-campus social events 

• December 8: Last day for on-campus student organization programming 

• December 14: Last day for Graduate/Professional groups to register events 

• December 18: Re-registration deadline for all returning student organizations 

• January 15 & 16: Spring SOS Junior Finance Training for new groups (and, if space allows, transitioning finance officers) 

• March/April: SAC Annual Budget Allocation Process for FY26–27 (dates forthcoming) 

December 18 Re-Registration Deadline 

All returning student organizations must complete the required components of re-registration by December 18. 

• Undergraduate and graduate/professional groups: Re-register your PennClubs profile 

• Undergraduate groups: Complete the required financial training 

Timely completion ensures your group remains active and eligible for spring funding, space reservations, and other resources. 

Leadership Transitions 

If your organization is transitioning officers mid-year, please remember to update your PennClubs profile with new leadership information (officers, owners, primary contacts). Keeping this information current ensures uninterrupted communication and access to systems. 

Spring Funding from SAC (Undergraduate Groups Only) 

SAC will offer 2–3 funding rounds during the Spring semester. Final dates will appear on the SAC website once confirmed. 
The Annual Budget Allocation Process for the 2026–27 academic year will take place in March/April. More details will be shared closer to that time. 

Ticketleap Deposits: Action Required 

If your group uses Ticketleap with ACH deposits enabled, Ticketleap may automatically send revenue to Penn’s bank account. These funds cannot be posted to your organization’s account unless you notify your financial coordinator. 

There are currently deposits waiting to be claimed. Please email your FC with: 

• The amount you are expecting, and 

• The event associated with the revenue 

ZipCar & Car Rental Reimbursements 

Any group submitting a Concur reimbursement for Zipcar or a rental vehicle must upload a copy of their Safe Driving confirmation in the Notes section of the Concur report. Reimbursements cannot be processed without this documentation. 

Save the Dates: Spring SOS Junior Finance Trainings 

OSA will host Finance Training sessions on January 15 and 16 for newly approved student organizations, who will receive first access to these sessions. 

If additional space is available, groups transitioning a new student into a finance/officer role are encouraged to sign up. Remaining seats will open to returning groups at the start of the spring semester. 
More information (including registration links) will be shared in early January. 

Thank You & Good Luck with Finals 

We appreciate the energy, leadership, and care you bring to your organizations and the broader Penn community. Please reach out if you need support as you close out the semester. Wishing you a successful finals period and a restful winter break ahead. 

Hello Student Group Leaders!
We hope you’re settling into the rhythm of the semester and feeling more confident in your roles as group leaders. This fall has brought many changes, and we want to thank you for your patience and adaptability during this period of transition. As we approach the midpoint of the semester, we’re sharing a few important updates and reminders to help you and your groups stay on track.

Registration Recap

• Re-registration: Thank you to all groups who submitted their re-registration on time!
• Still need training? If your leadership has not yet completed the mandatory financial training, peer-led sessions will resume after Fall Break (see below for details). Completion is required for SAC funding access and use of SAC Online. Dec. 18 is the deadline for completing all requirements of group re-registration.
• SAC Online access: Only those who have completed Financial Training can access SAC Online. If your group wishes to transfer access to a new student, they will need to complete the peer-led training mentioned below.
• New Group Registration Period is Now Open: This application period will remain open through October 31, 2025. This is the only time in the academic year that new groups will be considered for registration. New Group registration is initiated by completing this form, not through the Penn Clubs platform.

Financial Training Opportunities

OSA is now beginning peer-led financial training for student organizations. Training will be held on Thursdays and Fridays. Space is limited. Trainings will be offered weekly. Groups can sign up HERE.

Financial Training is for those groups that have not yet completed training (originally offered through the Student Organization Summit) OR for groups that are looking to transfer ownership of SAC Online access to a different member of their group once transfers reopen. As a reminder, only one person from each registered group may access SAC Online and that person must complete financial training.

Join SAC!

The Student Allocations Commission, SAC, is expanding and wants to include more students in the process of reviewing and allocating funds to registered student groups. Interested students should complete this brief application by Thursday, October 16th.

This role is open to undergraduates in their first, second, and third years (sorry Seniors!). You do not need to have prior experience in a finance role. Successful candidates should be committed to stewarding this new process and be well-organized.

Reminders from Community Care

Responsible Risk Management
As many groups were reminded at the Student Organization Summit, social events hosted by students are expected to be registered with the University. The registration process provides an opportunity for hosting organizations to think through risks associated with their events and the resources provided by Community Care provide support on-site, which further reduces risk. Capacity limits are also a tool that supports the overall wellbeing of our community. We know the shift to a 100-person limit is taking adjustment within the community. Below is a brief statement regarding this issue from leadership in University Life, the Office of Risk Management and Insurance, and the Division of Public Safety.

We are focused on maintaining an environment of personal safety while allowing for an enjoyable social experience. This requires the practice of responsible ownership by all – students and student leadership, University staff and administrators, and Public Safety first responders. It is this focus on safety which led to requirements of party registration and capacity limits for parties hosted by students. The offices of the Vice Provost for University Life, Office of Risk Management and Insurance, and Division of Public Safety are responsible for developing and implementing these requirements. Safety is first, always. Registered events reduce harm. These requirements mitigate risk and harm to our community.

Major Event Weekend Protocols

Homecoming is November 7–8, 2025. Major Event Weekend protocols will be in place for this popular and celebratory weekend. Please be aware that MEWs include specific time blocks for party hosting and limits on the number of events that may be hosted in each block. Groups are encouraged to submit registration requests early and may need to be flexible in their plans in order to be accommodated. More information on MEWs can be found on the Event Registration FAQ page.

UL Space & Events: Spring 2026 Reservations

The UL Space & Events reservation request portal for Spring 2026 event dates opens Monday, October 13, 2025. Please share this reminder with your members and encourage them to submit requests early to secure space for annual, signature, or weekly meetings and events.

You can submit requests here: Make a Reservation – Space and Events

Timeline:

• November 3, 2025 – Review begins for Spring 2026 student organization applications.
• December 1, 2025 – Review begins for department and Penn-affiliated event applications.
• Applicants who submit before November 3 will receive a Tentative Space Hold or Unable to Accommodate notice by December 19, 2025.
• December 19, 2025 – Event requests for Spring 2026 resume on a first-come, first-serve basis.
• Central Pool Classrooms: Requests for Spring 2026 special events open January 21, 2026 for events on or after February 4, 2026.

Thank you for taking the time to review these updates and share them with your members. We know this is a busy point in the semester, and our goal is to equip you with the tools and information you need to lead confidently and plan successful events. As always, if you have any questions, please don’t hesitate to reach out to OSA staff or stop by our office in Houston Hall. We look forward to supporting you throughout the rest of the semester!

📌 Key Dates to Remember

Funding Rounds – Fall 2025:

Other Key Dates:

• Monday, October 13th → ULSE reservation portal opens
• Thursday, October 16^th Funding Reviewer Application Due
• Thursday & Friday (weekly, starting after Fall Break) → Peer-led financial trainings begin
• Friday, October 31st → Deadline for new group registration
• Friday–Saturday, November 7–8 → Homecoming Weekend (Major Event Weekend protocols in effect)