Forms and Policies

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Forms and Policies

FORMS

Department Charge Card Information (DOCX)
- Departments may submit completed forms to Nancy De Graff, Food Service Administration, at fancynancyd@ou.edu and should expect to receive their new cards within 5-10 business days.

Web-Based Forms

Special Event Information: Food Trucks

Event Coordinators

The authorization to use Food Trucks for a Special Event is tied to the campus Special Events process.

Visit the Engage website and fill out the Special Events Request form and provide details as requested regarding the event. This will help coordinate all the details of your event and gain approval from the various areas of campus as needed. Log in with your OU credentials.
Request approval for a catered event that features food trucks, to be approved by the Food Services Director. Contact Frank Henry at fhenry@ou.edu to obtain approval.
If approved, Food Services Administration will provide a current list of approved food trucks and a Special Events Food Truck Scheduling Agreement.
If event coordinators want to use a food truck that is not listed, the food truck must complete the registration process (details below) and be added to the list of approved food trucks prior to the event date. New food truck registrations typically take around four weeks to complete.
Complete the Scheduling Agreement form between the food truck(s) and event coordinator.
Instruct the food truck to display their current OU Special Events Food Truck registration sticker and have the completed Scheduling Agreement available on-site while working the event.

Food Truck Registration Process (to be completed each July 1 - June 30 fiscal year)

Fill out the electronic Special Event Food Truck Registration.
- Submit current, valid documentation as requested with the registration form. Submission of incomplete or inadequate documentation will delay the registration process. If a food truck is unable to provide sufficient documentation, the registration will not be completed. Below is a checklist of paperwork to help interested food trucks gather for submitting your online annual registration.
  - Current Oklahoma State Health Department license
  - Current Sales Tax permit
  - Certificate of General Liability Insurance on an ACORD 25 form with a minimum of $2,000,000 for each occurrence with a $2,000,000 annual aggregate, listing OU Board of Regents as a certificate holder
    - If needed: ACORD 25 Insurance Form Sample (PDF) detailing minimum coverages and exact phrasing for the certificate holder section
  - Food Truck/Mobile Food Trailer vehicle liability coverage on an ACORD 25 form with a minimum of $1,000,000 coverage, listing OU Board of Regents as a certificate holder
  - Proof of Workers Compensation as required for non-familial employees on an ACORD 25 form with a minimum of $500,000 coverage (per Oklahoma state statutes), or a Certificate of Non-Coverage issued by the State of Oklahoma Workers Compensation Commission. Online Application for Certificate of Non-Coverage with Affidavit of Exempt Status, if applicable.
  - OSBI-provided Criminal Background Check (name based + sex offender) verification for all employees completed within the last 12 months. Link to Online Background Check Request.
  - Current ServSafe® Manager Certification, or equivalent Food Safety Manager certification from an ANSI-certified program, including current Cleveland County, OK requirements.
    - Links to Available Online ANSI-Certified Testing: National Registry of Food Safety Professionals; ServSafe National or ServSafe Local; Learn 2 Serve.
Complete a safety inspection with OU Campus Safety. Contact fire@ou.edu to schedule an inspection. OU Campus Safety will notify Food Services Administration of inspection status once complete.
Contact Food Services Administration at fancynancyd@ou.edu or 405-325-6851, located in Walker Center, 1406 Asp Ave., Rm. 211 East, to receive an OU Special Events Food Truck registration sticker, which will be valid for the current fiscal year. This adds the food truck to the list of approved vendors so that event coordinators may contact them.
Once contacted by an event coordinator, complete a Special Events Food Truck Scheduling Agreement with the event coordinator.
Display current fiscal year OU Special Events Food Truck registration sticker and have the completed Scheduling Agreement available on-site at the event.
Registrations expire each year on June 30. To renew, please re-submit current paperwork and proceed through the steps listed above.

Policies

Room Change Request

Our Housing & Residence Life staff is committed to making sure students have a living environment that contributes to their overall success at the University. If your reason for requesting a move involves a conflict with your current roommate, please speak with your Resident Advisor (RA) about completing a roommate mediation before submitting a room change request.

Room Change Request Process

1. Student submits a Room Change Request on the Housing Portal.

2. Room Change Requests are reviewed by OU Housing. The Housing team will evaluate all requests and available inventory.

3. Students will be notified of the outcome of their request through their OU email address.

If approved, a new assignment and detailed move instructions will be provided.
If waitlisted, you will receive notification of being on a waitlist. Your request will continue to be reviewed on a weekly basis to see if it can be accommodated.
If denied, we are unable to accommodate your request and you are able to submit a new request.

4. Students who are approved will have a Thursday through Monday timeline to complete their move and officially check out of their old space.

Important Reminders

The Room Change Request form is available for the fall and spring semesters.
- Fall: Room Change Request available Aug. 14 - Nov. 19, 2024
  - The first round of Room Change Requests will be reviewed during the week of Aug. 22 when the Housing team confirms available inventory.
  - Room changes will not take place during Thanksgiving Vacation, Nov. 28 - 29.
  - Room Change Requests submitted for the fall will expire Nov. 21, 2024. Students may submit a new request in the spring semester.
- Spring: Room Change Request available Jan. 13 - April 22, 2025
  - The first round of Room Change Requests will be reviewed during the week of Jan. 15 when the Housing team confirms available inventory.
  - The last day to submit a Room Change Request for the spring semester will be April 22, 2025.
  - Room Change Requests submitted for the spring will expire April 24, 2025.
Only moves approved by Housing & Residence Life are allowed. Students who change rooms without approval by Housing & Residence Life will be charged for occupying two rooms and will be subject to disciplinary action.