Frequently Asked Questions
What is the Non-Discrimination Form?
In accord with the Student Code: Article 2 – General Policies and Procedures, Part 3: Registered Organizations and Organization Fund, a statement executed by the registered agent(s) for the organization declares that the group adheres to the University’s Nondiscrimination policy. In previous years, organizations were required to have their authorized agents sign a non-discrimination policy form. Now, when registering an organization through CollegiateLink, one of the requirements on the application is agreement to a non-discrimination form. This is an electronic version of the signature, in which the primary contact simply checks a box after reading the policy.
What is the difference between registering and re-registering and organization?
If the organization was registered during the previous academic year, the registration is valid from the time of approval until the upcoming September 30th deadline. By that point an existing organization must re-register if they wish to continue being a registered organization.
All registrations are valid from the time the organization is registered to September 30th of that year. September 30th is the deadline for re-registration for the following year. If an organization has not re-registered by September 30th, the organization will be dropped and will not be able to apply for re-registration until the following academic year when the new registration begins.
What if my organization name and purpose changes?
Because the name and purpose of the organization are fundamental to the registered organization, any change to those two factors will result in the need to have the organization’s application reviewed by the Office of Registered Organizations. Please contact the Office at IURSO@ILLINOIS.EDU and someone will contact the organization.
Can I register more than one organization on CollegiateLink?
Yes, the CollegiateLink database will recognize you by your NetID, and allow you to register a new organization. You may be an authorized agent or general member for multiple organizations. Active Directory (AD) Password – What is the AD password? The RO database utilizes the Illinois Active Directory (AD) system. To establish/change your AD password, please visit this website: www.ad.illinois.edu. AD password is sometimes used as your email login, COMPASS login, and library login. AD password should not be your BlueStem password, but as always, individuals use these passwords for different scenarios.
Can I use a non-university email account to register?
No, you need to use your University of Illinois email address (NetID@illinois.edu). This account verifies your status as a currently enrolled student or currently employed by the University.
Is chalking allowed on campus?
The campus has a long tradition of allowing students, faculty, staff, departments and student organizations to “chalk the Quad” in the promotion of their events, encouraging participation in student elections and expressing themselves on current issues.
Historically, sidewalk chalk has been allowed, but paint and similar substances have not. Water-soluble chalk is temporary and usually is removed by the next rain, which is usually after the event or issue is no longer current. More permanent markers (spray chalk) can be in place for months and either defaces the surface and/or needs to be removed.
To make clear the campus administrative policy and to hopefully better ensure that no one unintentionally violates the Code 1-302 (k) “…, defacement of… or damage to property or facilities…,” the following clarification is provided:
The material used to mark a sidewalk (horizontal surface) must be water-soluble chalk (sidewalk chalk). The use of markers, paints, oil-based products, or sprayable chalk or other products in aerosol containers is prohibited.
In addition to the above, chalking is prohibited on all vertical surfaces, buildings, walls, planters, doors, trash receptacles, steps, fountains, benches, tables, signs, poles, columns, bus stops, light posts, and trees.
The Illini Union Office of Registered Organizations will provide free of charge water-soluble chalk to student organizations to promote programs to help insure compliance with the chalking rules.
2-404 Chalking Policy
The use of water-soluble chalk, easily removed by rain, for purposes of promoting events, encouraging participation in student elections and expression of current issues is permissible on University sidewalks. Chalking is prohibited:
(1) On University property including, but not limited to, all vertical surfaces, buildings, walls, planters, doors, trash receptacles, steps, fountains, benches, tables, signs, poles, columns, bus stops, light posts, and trees.
(2) Underneath any covering where chalk would not be washed away by rainfall.
- Chalking is permitted on horizontal surfaces
- Chalking is prohibited on vertical surfaces
- Sidewalk chalk is permitted
- Spray chalk is prohibited
- Free chalk for RSO use is available in The ReSOurce Center
Can I grill at my event?
The following information is provided for the use of barbecue grills on the UIUC campus.
When registered student organizations (RSO) or faculty organizations plan to have events on UIUC campus, generally a request is placed with the Illini Union Office of Registered Organizations and/or via a space request with Facility Management and Scheduling. Once an organization requests the use of a barbecue grill for their event, electronic copies of UIUC’s Guidelines for Barbeque Use and a Grill Safety Form will be provided to the organization (Usually the organization will be directed to contact the Coordinator, Special Programs – Fire Safety to obtain the guidelines and the form). Each organization intending to use any style of grill on campus will complete this form and return it via e-mail to the Coordinator of Special Programs – Fire Safety (see e-mail addresses below). The Coordinator of Special Programs – Fire Safety will return the completed Grill Safety Form to the requesting organization.
The following information should be provided to the Coordinator of Special Programs – Fire Safety: organization’s name, number of attendees, style of grill (electric, charcoal or propane), food to be served, location of event and length of event. Each organization intending to use a barbecue grill at their event will be provided with a copy of Facilities and Services’ recommendations on grill safety.
The Coordinator of Special Programs – Fire Safety, reserves the right to make site visits, obtain more specific information and provide further recommendations based on the circumstances of each individual event.
For further questions or concerns relating to grill safety, please contact:
The following safety tips will assist in making grill safety on the campus of University of Illinois at Urbana-Champaign a safer event.
General Grilling Safety Tips
TURKEY FRYERS ARE NOT PERMITTED AT ANY UIUC EVENT.
- Barbecue grills should be used on a firm, flat, stable surface.
- Grills should not be used indoors which includes: garages, carports, balconies or beneath any structure equipped with an overhang.
- Grills should not be used within 50ft. of any structure.
- Place the grill a safe distance from event attendees and out of paths of travel.
- Fire extinguishers should be readily available when using any barbecue grill.
- Loose clothing should not be worn when grilling.
- Never leave the barbecue grill unattended.
- Long utensils should always be used to avoid burning.
- Never attempt to relocate a grill once the fire has been lit or a grill that is hot.
Electric Grill Safety Tips
- Never immerse or expose cords, plug or heating element in water or other liquid.
- Electric grill should not be used in the rain.
- Do not use electric grill near combustible or flammable materials.
- Visually inspect cord, plug and all connections for damage and wear prior to grilling.
- All knobs should be in the OFF position when unplugging or plugging the grill into electrical outlet.
- Unplug the grill from electrical outlet prior to cleaning or when not in use.
- To ensure protection against risk from shock, electric grill should be connected to a ground fault circuit interrupter (GFCI).
Charcoal Grilling Safety Tips
- Never use gasoline or kerosene to light a charcoal fire. Additional lighting fluid should not be added to an already lit charcoal grill.
- Because charcoal produces carbon monoxide fumes, do not store charcoal grills indoors until charcoal is completely extinguished and disposed of.
- Charcoals should be given plenty of time to extinguish (minimum of 48 hours). After permitting the coals sufficient time to cool, it is recommended using water on the charcoals to ensure full extinguishment. The charcoals should be placed in a plastic bag, tied up and then placed in the garbage.
- Hot coals can exceed temperatures of 1000 degrees. Use insulated flame-retardant mitts when cooking or handling any part of the grill.
- Keep water nearby for flare-ups.
Gas Grilling Safety Tips
- Always follow the manufacturer’s instructions when connecting or disconnecting a gas grill.
- By cleaning and performing general maintenance on a gas grill, it can assist in keeping them safer to use.
- Check tubes leading to burners for any form of blockage. Check hoses for cracks, leaks or brittleness. Ensure that there are no sharp bends in hoses. If cracks or leaks appear in hoses, follow manufacturer’s suggestions to check for leaks and replacement of damaged hoses.
- Make certain that propane cylinder does not have any dents, gouges, bulges, and leaks, fire damage or rust. Cylinders should be replaced if any of these signs are evident.
- Use gas grill in a well ventilated area.
- Keep lit cigarettes and open flame away from gas grill.
- Always store propane cylinder in a secured upright position.
- Make certain that the propane cylinder has an over-fill prevention device.
- Do not store propane cylinder in a hot car or area that can be exposed to high heat. High temperatures will force the gas pressure to increase and possibly open the relief valve – filling the area with gas.
- Always make certain that the control knobs for the gas grills are in the OFF position prior to igniting and when storing grill. When grill is not in use, knob on propane cylinder should be in the OFF position as well.
- If gas grill fails to light on first attempt, turn the burner control off and allow the gas to dissipate prior to trying again.
- If the fire on the burners of a gas grill goes out during cooking, turn all of the knobs to the OFF position. Open lid and wait five minutes before attempting to relight.
- Always start gas grills with the lid in the open position. Gas can collect if the lid is down which can create an explosion when grill is lit.
What to do if a Gas Grill is Leaking
- Liquid Propane (LP) is an odorless gas. Ethyl Mercaptan is an ingredient added to propane, which permits it to have an odor. The added ingredient allows the user to recognize that the propane cylinder is leaking. A “rotten egg” smell indicates a gas leak.
- Do not turn electric switches off or on, light matches or do anything that could ignite gas.
- Immediately get all people out of the area.
- Close valve on propane tank. Turn knobs on grill to the OFF position. Do not turn valves on or re-enter the area until the leak has been corrected.
- If need be, call the fire department from a neighbor’s phone or via a cell phone away from the site of the gas leak. If calling from a University-owned phone, first dial 9+911.
Standard Operating Procedure for Ensuring the Safe Use of Barbecue Grills on the UIUC Campus
- National Fire Protection Association (NFPA) 101, Life Safety Code
- National Fire Protection Association (NFPA), 1, Uniform Fire Code
- National Fire Protection Association (NFPA), 76, Recommended Practice for the Fire Protection of Telecommunication Sites
- National Fire Protection Association (NFPA), 921, Guide for Fire and Explosion Investigations
- National Fire Protection Association (NFPA), 1192, Standard on Recreational Vehicles
- National Fire Protection Association (NFPA), 1452, Guide for Training Fire Personnel to Conduct Dwelling Fire Safety Surveys
Is gambling allowed at an event?
Charitable Games Licenses: Title 86, Part 435 Section 435.120
Gambling activities, events, and gaming equipment in which participants will pay a participation fee and/or have the chance to win prizes – including charitable/fundraiser activities that incorporate casino/poker nights and gambling-type activities – are not permitted on University Premises without the requisite Charitable Games License issued by the Department of Revenue.
Guidelines prohibiting these events from occurring on campus:
- The host facility/premises must be licensed by the State of Illinois to be a “Provider of Premises” for such gambling/gaming events. (The University of Illinois is not licensed to be the provided of premises for these activities.)
- All gaming equipment, including chips, must be registered with the State of Illinois.
- The event sponsor must be licensed by the State of Illinois to conduct such charitable games (see below for a few of the requirements to be issued a sponsor’s license).
For an organization to receive a Charitable Games License, the sponsor must, among other criteria:
- be 501 (C) (3, 4, or 5) licensed entity;
- submit Organization Bylaws to the Department of Revenue;
- have a copy of meeting minutes on file with the Department of Revenue (at least one copy of meeting minutes per year, starting in 2003).
Organizations may sponsor card playing events (to include Texas Hold ‘Em style tournaments) under the following conditions:
- no participation/entry fee or donations are collected from participants;
- no prizes are awarded for participating/winning;
- “anything of value” cannot be awarded for participating/winning
- event is held in the “normal place of operation” of the sponsoring organization.
- No individual under the age of 18 is permitted to participate in any gaming/gambling activities.
Illinois Department of Revenue
Bingo and Charitable Games Office (217) 524-4164
(Compiled website database with all pertinent information regarding Charitable Games, including: introductions, definitions, licenses, operation, restrictions, limitations, and criminal and civil penalties.)