Important Information

Day of Giving Information

• Day of Giving Links for Groups: https://purdue0-my.sharepoint.com/:x:/g/personal/jigordon_purdue_edu/IQC6wu8LY5pkQ49FvVht3VuXAVlmJ4L6PtUIpH1k_y2Yzzk?e=eySpTf

How to get additional funds

• The PNW 10th Anniversary Steering Committee is planning university-wide events that will be open to the entire community. In addition, individual units, colleges, and departments are encouraged to plan their own events that highlight the many ways PNW has transformed students’ lives and positively impacted our region.
• To support these celebrations, the university has made funding available for matching support. The PNW 10th Anniversary Steering Committee will oversee the distribution of these funds. Applications will receive primary consideration if submitted by March 1, 2026.
• The application form is available at PNW 10th Anniversary Support Fund Application – Fill out form. Funding decisions will be made by the PNW 10th Anniversary Steering Committee.
• To stay informed and learn more about anniversary events, please visit pnw.edu/10th-anniversary.

COOL Account Access: COOL

• The COOL Account can be accessed using this link: https://www.coolfaces.net/COOLPNW/Individual/ShowIndividualPage.aspx

• Please be advised that the contact for the COOL Account is Helen Curtis.

• Whenever you have Questions about your COOL Account. Please contact either pnwcool@pnw.edu or studentlife@pnw.edu

• Please remember when submitting a Payment in COOL, that two other officers will need to approve the payment before it is processed.

• After a Payment is completed, if Officers have indicted that a check be held for pick up at the PNW Bursar's office, that check must be picked up with-in 30 days of the check being cut.

• Please be advised that the contact for the COOL Account is Helen Curtis.

• Whenever you have Questions about your COOL Account. Please contact either pnwcool@pnw.edu or studentlife@pnw.edu

• Please remember when submitting a Payment in COOL, that two other officers will need to approve the payment before it is processed.

• After a Payment is completed, if Officers have indicted that a check be held for pick up at the PNW Bursar's office, that check must be picked up with-in 30 days of the check being cut.

SSF

• SSF Requests generally take up to 2 weeks to complete. If your SSF Request is not complete two weeks prior to your event, there is a chance you will not have the funding for that particular activity or event.
• If you change your mind about items submitted on an SSF request and want to purchase something different, a new SSF Request will need to be completed and the old SSF Request Deleted. Please be advised that this will trigger another two weeks for your items to be approved. Please contact the Office of Student Life if you want to purchase different items with your SSF Request
• SSF REQUESTS ARE NOW UNDER ACCOUNTING BOOK IN MYPNWLIFE
• Step 1: Login MyPNWLife
• Step 2: Go into your Group Page
• Step 3: View Accounting Book
• Step 4: Click on Payment/Budget Request
• Step 5: Fill out the form entirely
• Step 6: Let your Advisor know to approve the form!
• Please make sure to refer to your Annual SSF Request made by your organization in the previous academic year when making your SSF Request. This Annual Request should be kept in the Files of your Group’s MyPNWLife Page.

General Money Training Video 08-21-25: MONEY! (SSF, Purchasing Cards, and COOL).mp4

Rate Approvals:

• VIDEO Training on Rate Approvals: Rate Approval November 1st.mp4

• If event or fundraiser is charging a fee or selling merchandise, a Rate Approval is needed.

• Timeline: recommend 4 weeks before event

• More time may be needed if requesting UStore

• Indicate all details on Event Form

• Student Life Office will forward information to Business Manager

• Business Manager will contact RSO and/or Advisor for any additional information

• Rate Approval will be routed via Docusign for signatures

• Advisor will sign

• The Business Manager will sign

• Director of Managerial Accounting gives final approval

• Once Rate Approval is completed and approved, copy will be forwarded to all parties via DocuSign

UStore:

• Video Training on U-Stores: U-Store November 1st 2024.mp4

• Used for online electronic payment for events or sales

• RSO’s who use the UStore, will be charged 3% credit card on total revenue from the UStore.

• When an RSO wants to request a UStore be opened for their event or fundraiser, a UStore Event Detail form will be sent from the Office of Student Life. This form must be completed by the RSO and sent to the Business Manager, Donna Gonzalez at gonza361@pnw.edu. She will include the form with the necessary forms to open a UStore.

• Once the uStore is created by Ronit Bhardwaj, he will contact individuals of the RSO and Advisor to review the link to ensure all information entered in the UStore is accurate. Please review as soon as possible to ensure you store is opened on time.

• Timeline for creating the UStores and reviewing it: 3 weeks before desired date/event.

• UStore reports can be obtained from the Business Manager upon request.

Cash Box:

• Video Training on Cashbox: Cash Box.mp4

• Indicate need for Cash Box on Event Form

• Student Life Office will forward information to Business Manager

• Business Manager will contact RSO or Advisor for:

• Rate Approval, if needed (see above section)

• Gather information for:

• Arrangement of Pickup & Return of Cash Box at Bursar’s Office

• Cash Box will include Student Organization Deposit Form to be completed by RSO

Contracts:

• Video Training on Contracts: Contracts 11-1-24.mp4

• If Event involves speaker, food vendor, entertainment or any outside vendor, submit request to the Contract Office (Finance Business Services) via links listed below

• Under NO circumstances are RSO members, offices, advisors, staff or faculty authorized to sign contracts or any type of agreements for services, products, fundraising or rentals for student organizations

• Timeline: recommend 4 weeks before event

• Email: studentlife@pnw.edu to get started

The PNW Waiver, Release, and Hold Harmless Agreement allows for the university to be waived of damages that may be sustained to an individual while participating in any approved RSO travel or activity.

This Link is contains the general Waiver and Hold Harmless Agreement: Form

Ordering Food on the Hammond Campus

Here is the Link to order food on the Hammond Campus: https://purduenwcatering.catertrax.com/

Here is a Video on How to use Catertrax: Catertrax How to

Here is a Video from RSO Training on How to use Catertrax: Elior-Food Ordering.mp4

This request must be placed at least 7 days before the date of the event. Placing this request earlier gives you time to plan and understand what you will need to request Via SSF

Elior

Catering Clarifications for Registered Student Organizations Only

After Hours Catering

• For events that occur when dining is closed, student groups who request catered items (e.g. Pizza) that do not require extra staffing will be allowed to order at an off-site vendor provided the following occurs:Diane Wisniewski, Food Service Director, approves an Elior Catering Waiver 7 days prior to the event happening. Events not submitted via catering waiver 7 days prior may not order food within this policy.
  • Diane Wisniewski, Food Service Director, approves an Elior Catering Waiver 7 days prior to the event happening. Events not submitted via catering waiver 7 days prior may not order food within this policy.If Diane or her staff require a clarification about the size and scope of the event, a representative of the student group will respond within 24 hours to any requests made by Dining Staff.
  • If Diane or her staff require a clarification about the size and scope of the event, a representative of the student group will respond within 24 hours to any requests made by Dining Staff.
  • This should not be used every time each group needs food. This process should only be used for more informal situations like meetings or the occasional small events that occur 1 hour after the dining hall closes.

• Events that require significant food orders for programs and large events still need to submit all orders through catertrax. If you aren’t sure if your event is too large, then you should email Diane Wisniewski. Diane’s email is wisniewd@pnw.edu. Registered student organizations are responsible for making these decisions and will be held accountable if they order food that should have been catered.

• After Hours refers to the following:Weekends
  • WeekendsAfter 5pm, Monday – Thursday
  • After 5pm, Monday – Thursday
  • After 3pm on Fridays

GROCERIES

• Grocery purchases should not be substitutes for Aladdin catering. Examples include donuts, frozen dinners, and frozen appetizers.

• Groceries that are not typically made fresh through catering and are being used at small events like group meetings may be purchased from stores. Examples include potato chips, granola bars, and candy.

• Drinks may also be purchased for small events like this.

• HOWEVER, Aladdin is willing to order the above-mentioned items for groups at cost which could prove to be a considerable savings depending on prices found in grocery stores.

General Information for RSOs

• Food for retail sale can only be provided from an “Approved Source” as per the Indiana Food Code.Approved Sources are generally Recognized by the Indiana Department of Health in some way and if needed, could provide a Certificate of Insurance.
  • Approved Sources are generally Recognized by the Indiana Department of Health in some way and if needed, could provide a Certificate of Insurance.Purdue University does not acknowledge home based vendors as an approved source.
  • Purdue University does not acknowledge home based vendors as an approved source.

• If food is going to be provided to a group for sale it cannot come from a home kitchen.
  • RSOs cannot use RSO Funds (Cool or SSF) to purchase Food from Home Kitchens.

• If the food is going to be provided to a student group for just that group to have for a private event (not open to the public), then home food is allowed to be provided or prepared. NOT PURCHASED.
  • RSO’s must provide a list of attendees that includes first name, last name and email BEFORE the event date.All Attendees must be members of the RSO holding the event.
  • All Attendees must be members of the RSO holding the event.

• If an RSO is holding a meeting or an event and the food is going to be homemade and donated (per the information above) then the RSO will not need a waiver from Aladdin.

• If a commercial entity wants to make a donation, we encourage that if possible, that entity source their donation through Aladdin. This is not mandatory and it is not policy that Donor’s source food donations via Aladdin.

Link to Catering Waiver: Form

Westville Food Menu and Westville Only Catering Waiver

Email mmethne@pnw.edu to start ordering process

Link to Catering Waiver: Form

Food Menu: Link

General Facilities/Unitime and Floor Plans Notice

FACILITIES/UNITIME/FLOORPLANS

Before diving into Room reservations, please BE ADVISED. Just because your room reservation has been completed and approved, that does not mean your event has been approved. Your event is approved when the Workflow for your event is complete.

Floor Plans

Where are the Links to the Floor Plans? RSO Officers Page/Forums

If you have questions about your floor plan, let us know! We can either help you or connect you with Facilities so that you can solidify your event space.

Reserving space on Campus

Generally, when you submit your event on MyPNWLife, we can work with you to make sure a Unitime request is created for you and your event.

If you are a Student worker for the University, you might be able to use Unitime, but we do not expect you to have to make your own room reservations

Your Advisor is also permitted to submit Room Reservations for you.

IMPORTANT NOTE: RSOs may not reserve rooms or book events at PNW for an outside entity without the additional proper approval

Hammond

• Alumni Hall with 40 tables: Layout
• Alumni Hall + Founder's Study BLANK - Full Room: Layout
• Alumni Hall + Founder's Study - Fair Style: Layout
• Alumni Hall + Founder's Study - Trivia Night Style: Layout
• Alumni Hall BLANK - Divider in Half: Layout
• Alumni Hall - Meet and Greet: Layout

• Founder's Study Blank: Layout

• Founder's Study - 4 rounds + 2 food: Layout

• Founder's Plaza (Space between SULB, Gyte, and Porter): Layout
• SULB Concourse - Exception Layout : Layout

Westville

• DSAC Gym - Welcome Rally Style: Layout
• DSAC Gym + Great Hall - Resource Fair Style: Layout
• LSF 144 Blank (Westville): Layout

• LSF 144 - Blood Drive Style: Layout

• LSF 144 + LSF Concourse - On Campus Job Fair Style: Layout

Video of RSO Handbook overview and Hazing
Handbook and Hazing.mp4

To reserve the photobooth, please complete the request form here: Photobooth Reservation Form. Please note that requests must be submitted at least four weeks in advance of your event. (We understand that during the first few weeks of bookings, the notice period may be shorter, and we will do our best to accommodate your requests.) Please note it is $75 to rent.

Use this request when requesting Speakers, Mics, TV or Laptop Carts for your events. Make sure to complete this request at least 7 days prior to your event.

In some cases, if your event is after hours and you have AV reservations, your group may be charged the cost for AV services for your event.

Make your AV Requests Here: AV Request

Event Requests from RSOs must have prior approval from the VCFA when coordinating an event that will:

• Bring external groups on campus for large scale events

• Require use of multiple facilities. Conference rooms or classrooms

• Take place during university holidays

• Occur outside normal building operating hours

• In most cases, a Certificate of insurance will need to be provided by the entity using PNW space

• Tabling for external groups should be vetted with the VCFA Executive Assistant

• See the Facility use agreement here: FEUA Form

• Some examples of external Groups (NOT AN EXHAUSTIVE LIST)
  • Blood Drives
  • Local Churches
  • League of Women Voters

If you are planning to work with a group that is external to PNW, please email studentlife@pnw.edu so that we can help facilitate he process with you and the VCFA executive assistant.

501 (C)(3) Tax Exemption Letter: Letter

Michaels Stores Tax Exempt Form

If you have an approved SSF request and requested to purchase supplies from Michaels Stores- at checkout tell them you are Tax Exempt and Scan the barcode in the PDF: Micheals

Dollar Tree Tax Exempt Form

If you have an approved SSF request and requested to purchase supplies from Dollar Tree - at checkout tell them you are Tax Exempt and Scan the barcode in the PDF: Dollar Tree

Menards Tax Exempt Form

If you have an approved SSF request and requested to purchase supplies from Menards - at checkout tell them you are Tax Exempt and Scan the barcode in the PDF: Menards

Indiana General Sales Tax Exemption: Form

Target Tax Exempt!

If you have an approved SSF request and requested to purchase supplies from target - at checkout tell them you are Tax Exempt and use the Purdue main number : 765-494-4600!!!!

If a student group hosts an internal event has 50-100 students/faculty/ or staff expected to be in attendance the expectation is that Campus Police will do extra rounds during the event.

If a student group hosts an internal event that has 100 students/faculty/ or staff expected to be in attendance the expectation is that the Campus Police will be informed at least 4 weeks prior to the event and they will do extra rounds during the event.

If a student group hosts an event that is open to the public that has 50 people or more they need to inform the Office of Student Life and contact the Campus Police no later than 4 weeks prior to the event taking place on campus. The student group would need to pay for the officers during that time.

Travel Resources Web Pages and Getting started

A Great Place to get Started and connected with Travel Resources is Here:

https://www.pnw.edu/business-services/travel/ AND

AND

Purdue Travel

University travel guidelines are expected to be followed when traveling on official University business. University travelers seeking reimbursement should incur the lowest reasonable travel expense and should exercise care to avoid impropriety or the appearance of impropriety, including the public perception that a business trip has been taken for personal reasons.

All Persons making prepaerations to travel must follow the guidlines here: Travel Regulations

https://www.purdue.edu/business/risk_mgmt/Vehicle_Use_Info/index.html

View the Use of Vehicles for University Business Policy HERE

View the Procedures for Driver Approval, Vehicle Assignment, and Liability Coverage HERE

View the Rules for Operating Vehicles HERE

Web Certifications and Training Pages (Passenger Van Training)

A great Resource within the purdue System is the One campus Page found here: https://one.purdue.edu/

Here you can find the Web Certification Page (using your Purdue Career Account): https://www.eventreg.purdue.edu/WebCert/Heading.aspx

A Training Student Organizations will need to use frequently is the Purdue Passanger Van Training Found here: Purdue Passenger Van Training

Car Rental and P-Cards

Before renting a Car or trailer, contact the vendor for any documents needed for ID, tax exemptions, car rentals/insurance before the date needed.

Request a P-Card to pick up and use, using this link here: Booking Link for P-Card Lisa

Car Rental - Enterprise

Enterprise Account #: XYZ8805

These rates only apply to Purdue employees, staff and student orgs.

They should contact the branch manager, found below in her email, to book rentals. If they might need a 12 or 15 passenger van, it was suggested that they call rather than try to book online through their website. Often times, when it is done through the website, they don't show any availability.

18-20 year olds can rent vehicles but they would be insured by Purdue not Enterprise and there will be a fee charged. 21-25 year olds can rent vehicles and the fee will be waived, and they would be covered by the Enterprise damage waiver (see terms and conditions at the bottom of page 1 of the rental rates sheet).

Driver Authorization Information and Rental Information

For the students driving other students, I ask that you complete the following form: Driver Authorization and Enrollment

This is the driver Authorization process when driving other Purdue students. If you need help completing the form. Please let the Office of Student Life know.

While completing the Form, it will ask for an IO#. This is your account number. Please be advised that the charge for completing the Driver Authorization form is $4 per driver

Below is more information about the new driver authorization process

Changes to driver approval process

The Office of Risk Management (ORM) will be updating the RM01 – Request for Driver Authorization process effective September 5, 2025. On that date, all existing RM01 forms will be removed from the ORM website and replaced with a single new RM01 Form link that all potential drivers will use.

As part of this change, ORM has partnered with SambaSafety, a secure third-party vendor, to collect driver information and process Motor Vehicle Record (MVR) requests. Individuals requesting to drive on behalf of the University will click the new RM01 Form link, acknowledge that they have read and will comply with the Use of Vehicles for University Business policy, and then be directed to SambaSafety's secure web portal. Once there, they will enter their driver's license and other personal information and electronically sign consent forms for the MVR check.

Requestors must also be prepared to provide:

• Campus

• Department or student organization name

• Status (Employee, Student, Volunteer, etc.)

• Email address

• Accounting information (Internal Order [IO], WBSE#, or 4-digit student organization account number)

Incomplete information will result in denial of the Request for Driver Authorization.

Requestors will continue to receive an email from ORM notifying them whether their request has been approved or denied. ORM will also continue to maintain the Approved Driver Database on our website. The database requires Purdue login credentials for access and can be used to verify if an individual has been approved to drive by ORM and when that approval expires.

By partnering with SambaSafety, ORM staff will no longer need to manually collect and re-enter driver information, reducing errors and helping to shorten MVR processing times.

Questions about the Use of Vehicles for University Business policy or about this new process may be directed to riskmgmt@purdue.edu.

Here is the Institutional Advancement Training Video: Institutional Advancement (Alumni Office, Social Media, and Fundraising).mp4

If a student group hosts an internal event has 50-100 students/faculty/ or staff expected to be in attendance the expectation is that Campus Police will do extra rounds during the event.

If you want to know the whole fundraising process, take a look at the documents below. They have all the steps and best practices for Fundraising!

Here is the link to the giving page. You can have someone give but they need to EXPLICITLY say they support "Your club name at Purdue Northwest" to make sure it goes to you:

https://www.pnw.edu/giving/

You can email advance@pnw.edu to have them create a link/QR Code SPECIFICALLY for your student org. You can also email them with any questions about fundraising and sponsorships.

To inform the Office of Institutional Advancement about Fundraising and Sponsorship Solicitiation please complete this form: Annual Fundraising and Sponsorship Form (25-26)

SIgn up for Day of Giving 2026 Here: PNW Day of Giving 2026 Sign up!

Rate Approvals for Day of Giving will need to be submitted here: Rate Approval Form for Day of Giving Spring 2026

When fundraising with a local restaurant, the contribution will be deposited through the office of Institutional Advancement. Please email the Institutional Advancement office in advance with:

• The name of the restaurant(s)

• The business contact(s) who you work with

• Event date(s)

• Event Times

• Event fliers/promotional materials/marketing materials

When Contacting the Office of Institutional Advancement please contact the following:

giving@pnw.edu

• Name: Hemingway, Amy

• Email: amheming@pnw.edu

• Phone:(219) 989-2915

• Location: LAWS 322A

• Campus: Hammond

• Title: Development Operations Manager

• Department: Development
• AND

• Name: McElree, Tracey Jeanne

• Email: tmcelree@pnw.edu

• Phone:(219) 989-2323

• Location: LAWS 318A

• Campus: Hammond

• Title: Director of Donor Relations & Development Operations

• Department: Development

Inform the restaurant to either mail the contribution to our office or you may pick up the contribution and bring it to our office (Lawshe, room 322).

Ask the organization to put your student org. (RSO) name on the check memo, check stub, or attach with a note so it is clear who receives the contribution.

Our mailing address:

• Purdue University Northwest

• Office of Institutional Advancement

• 2200 169th St.

• Hammond, IN 46323

If the check comes directly to the Institutional Advancement Office (IA), IA will notify you as soon as it’s received.

• Please note that Free Speakers will require Contracts
• CONTRACTS REQUESTED
  • A contract is needed whenever you are planning to enter into an agreement for a professional service and you are going to provide a monetary compensation for that service. Please contact the office of Student Life if you believe your event will require a contract
  • Contracts will need 4 weeks prior to an event to complete if you are not using an Ariba Vendor
    • RSOs are not expected to know which vendors are in Ariba and which are not. It’s best practice to assume if you need a professional service, to contact the Office of Student Life for help submitting a contract
• Professional Services could include, but are not limited too
  • DJs
  • Speakers
  • Entertainers
• If you are planning to solicit a Faculty or Staff Member for a Professional Service, they will instead need an Overload Extra Duties form completed in Docusign. Please contact the Office of Student Life first so that we can help facilitate this process and make sure the correct documentation.

Licensed Vendors can be searched using this link here: PNW Licensed Vendors - Collegiate Licensing Company (CLC)

Under School select Purdue University Northwest

Here is the Institutional Advancement Training Video: Institutional Advancement (Alumni Office, Social Media, and Fundraising).mp4

Looking for an update on PNW’s website? Please fill out the form below, and the web team will contact you if we have any questions.

Web Edit Request

Submit an event to be posted on the Website (After Event approval is given)

Submit an Event

PNW Campus Calendar event submission link

If you would like your event to be on the PNW website please submit the information here

General Marketing and Communications Page

Branding Logos, Colors and Fonts

Logos, Colors and Fonts

Recognized student organizations are officially sanctioned by Purdue University Northwest. By virtue of their relationship with the university, recognized organizations are given access to use official university logos.

Brand Guidelines for RSOs

Accessibility Requirements for Digital Content

All digital content producers must adhere to the accessibility requirements as outlined by Purdue’s Electronic Information Communication and Technology Accessibility Standard. The RSO-specific responsibilities are outlined within this standard under the "Colleges, Schools, Departments, Programs, and Units" Section.

It is the responsibility of all digital content producers to ensure the digital content they produce meets WCAG 2.0 AA accessibility standards as outlined in the S-5 policy. Additional information including tools, training, and services can be found on the Accessible PNW website.

All University-Sponsored Social Media Outlets must contain one of the following disclaimers.

(If character space allows, sites are to use the full version disclaimer; a short version is provided for sites that have limited character space.)

Full Version: Opinions expressed on this site do not necessarily represent the official views of Purdue University Northwest. This site may contain links to websites and services outside the Purdue University Northwest domain. Purdue University Northwest does not endorse, takes no responsibility for and exercises no control over the views or content contained on these independent sites, nor does it vouch for the accuracy or accessibility of the information contained on them. Purdue University Northwest cannot authorize the use of copyrighted materials contained in linked websites. Users must request such authorization from the sponsor of the independent site.

Short Version: Opinions expressed on this site may not represent the official views of Purdue University Northwest.