Campus Life Office

Campus Life Handbook

Your guide to the policies and procedures of the Campus Life Office and its entities

This handbook serves as your official guide to the departmental policies and procedures of the Campus Life Office. A hard copy will be distributed to all recognized student organizations and is also available online. Questions about the content of the Campus Life Handbook should be directed to Sharmay M. Wood, Associate Director of Campus Life and Housing, at smwood@lssu.edu.

Campus Life Handbook

Your guide to the policies & procedures of the Campus Life Handbook– Student Activities

The Big Picture:
LSSU and the Campus Life Office – Student Activities

Lake Superior State University Mission & Vision Statement

Our principal mission at Lake Superior State University is to help students develop their full potential. We do this by providing high-quality, academically rigorous programs in an engaged, personal and supportive environment. This combination nurtures potential and sets students on paths to rewarding careers and productive, satisfying lives. We also serve the regional, national and global communities by contributing to the growth, dissemination and application of knowledge.  

Lake Superior State University Values Statement

Our values at LSSU are to:

• be honest, open, forthright, and courteous;
• respect and value each person as an individual;
• accept responsibility for our own conduct;
• be diligent in carrying out our responsibilities;
• welcome diverse perspectives and remain open to change and innovation;
• manage resources and facilities responsibly and with environmental sensitivity;
• be vigilant about potential threats to health or safety; and
• work cooperatively in the interest of achieving our common mission.

Office of Campus Life Statement of Purpose

The Office of Campus Life (OCL) seeks to actively engage students in their own learning and growth through intentional co-curricular experiences.

Office of Campus Life Statement of Philosophy

The Office of Campus Life is guided by the Social Change Model, developed in 1993 by the Higher Education Research Institute of UCLA.  This model emphasizes the need to understand self and others in an effort to create positive community change.  The model focuses less on the leader and more on the leadership community.  It is designed to enhance the development of leadership qualities in all participants – those who hold formal leadership positions and those who do not.  In the Social Change Model, leadership is viewed as a process rather than as a position and the values of equity, social justice, self-knowledge, personal empowerment, collaboration, citizenship, and service are explicitly promoted.

Values are at the core of the Social Change Model.  The seven core critical elements are: consciousness of self, congruence, commitment, collaboration, common purpose, controversy with civility, and citizenship.

Change is the value “hub” which gives meaning and purpose to the core values.  Change, in other words, is the ultimate goal of the creative process of leadership – to make a better world and a better society for self and others.

Higher Education Research Institute. (1996). A Social Change Model of Leadership Development (3rd ed.). Los Angeles: Higher Education Research Institute, UCLA.

The Student Leader

Being a student leader is a challenging and rewarding experience. It will give you the opportunity to make an impact and leave your mark on the Lake Superior State University community. Through the years, student leaders have learned about civic responsibility, activism, and making change through participation in student organizations. 

The Office of Campus Life is here to support and assist you in your role as a student leader and to help broaden student impact on campus. Although it is not always easy to be a leader, we want to congratulate you on your decision to get involved at Lake Superior State University.

Relationship Statement

Recognized student organizations and their leaders exist as partners with OCL in the Lake Superior State University community. Student Activities staff members strive to be facilitators for student organizations by defining appropriate boundaries, sharing information, and assisting in the decision-making process. We work to help student organizations and student leaders appropriately manage their risk and achieve their goals.  Campus Life works to be proactive in its approach to guiding student organizations by providing education, training, and consultation.

Recognized student organizations (RSOs) and their leaders share the responsibility to adhere to the mission of the university and it’s supporting by-laws and statutes.  Each organization's goals, objectives, and activities must not deviate from established University policies or regulations.  Because of their importance in the University community, RSOs are granted special privileges and benefits, including the use of university facilities and services, the privilege of participating in certain university-sponsored student activities, and the privilege to apply for funds.  All student organizations must be recognized through the University by OCL and through Presidents’ Council Standards Board.  Without recognition, organizations may not exercise the privileges and benefits granted.

Recognized Student Organizations:
Definitions and Recognition & Renewal Processes

Definition of a Recognized Student Organization

Recognized student organizations are defined as any group or organization, including social Greek chapters, at Lake Superior State University which has met all of the stated criteria outlined in the Office of Campus Life Handbook (this document) and the Constitution of the Students with regards to the responsibilities and registration of groups. Foremost in the criteria, is that all recognized student organizations must be directed and controlled by students currently admitted and enrolled at Lake Superior State University.  Currently enrolled students must hold all offices, with the exception of the organization advisor.  Only faculty and staff of Lake Superior State University are eligible to serve as the organization’s primary advisor; all recognized student organizations must have a Lake Superior State University faculty/staff advisor.

Recognition of Student Organizations

Recognition of a student organization constitutes University acknowledgement of the proposed mission, purpose, and activities. Recognition is a charter to exist and function on campus as a student organization.  Recognition may be suspended or terminated according to the procedures outlined in this handbook.

All RSOs shall be accorded with the same rights and are bound with the same rules and regulations.  Recognition by LSSU does not constitute endorsement of the purposes or the activities of an organization by the faculty, administration, or the student body. All student organizations must recognized through the Office of Campus Life in order to function within the university. Once recognized through OCL, Presidents’ Council will provide recognition, as outlined by the Constitution of the Students.

Benefits for Recognized Student Organizations

Recognized student organizations will be granted the following benefits and privileges when approved by OCL and Presidents’ Council:

• Eligibility to use university facilities as established by university policy;
• Eligibility to sponsor activities and promote those activities;
• Eligibility to distribute literature, flyers, posters, banners, and organizational material according to the university policy;
• Eligibility to use university services and resources such as purchasing, printing, maintenance, motor pool, computer services, technology, and mail services (bulk mail, etc.), as established by university policy;
• Eligibility to receive assistance and advisement from the Office of Campus Life;
• Eligibility to receive awards and honors presented to university organizations and members;
• Eligibility to be listed in university and OCL publications, including the web page and the university catalogue;
• Eligibility to participate in university events such as LakerPalooza, Laker Week, Winter Carnival, etc.;
• Eligibility for advisors to receive training and consultation from OCL;
• Eligibility to have a student organization mailbox in the Student Organization Center;
• Eligibility to solicit funds on campus through programs and fundraisers, as established by university policy;
• Eligibility to apply for funding from the Student Activities & Media Fee, through Presidents’ Council, according to established policies and procedures;
• Eligibility to use the SOC and all the SOC resources.

Beyond the obvious advantages of being a recognized student organization on campus, there are many other rewards for students who engage in student organization activities. First, student organizations add an important component to campus life at Lake Superior State University by providing an outlet for the student voice to be heard and a vehicle for students to have a substantial impact on campus. Secondly, students gain valuable experience in the practical aspects of leadership, communication, risk management, and teamwork. Finally, it is our experience that students who are involved on campus are more likely to be successful in college and to gain more from their time at Lake State. For all of these reasons, OCL would like to congratulate you on your decision to get involved and make a difference at Lake Superior State University.

Non-Discrimination Statement

It is the policy of Lake Superior State University that no person shall be discriminated against, excluded from participation in, denied the benefits of, or otherwise be subjected to discrimination in employment, or in any program or activity for which the University is responsible on the basis of race, color, national origin or ancestry, sex, sexual preference, age, disability, religion, height, weight, marital status or veteran status.

All RSOs must comply with federal/state laws regarding discrimination, and with the University's policy of providing equal opportunity. A non-discrimination clause must be in all constitutions.  Any RSO with selective membership criteria must state this criteria in their constitution.  Membership selection practices may be reviewed by OCL at any time.

Classification of Recognized Student Organizations

Upon completion of the recognition process and approval by the University and Presidents’ Council, all student organizations will be classified in one of the following categories.  Depending on the scope and mission of the organization, OCL will assign a classification to the group for the purposes of risk management, communication, and promotion.

• Academic and Professional organizations focus on academic disciplines or are related to a specific professional field.
• Social Greek Chapters provide life-long opportunities for leadership, service, academic achievement, and social involvement through the association with a national or local organization.
• Music & Theater organizations provide opportunities for involvement and exposure to the performing arts.
• Faith-Based organizations serve to enhance a student's spiritual life while providing fellowship and outreach opportunities.
• Special Interest organizations serve to enhance student life through the co-curricular involvement of special interests and hobbies.
• Recreation & Sports organizations provide opportunities for competition, personal fitness, recreational activities, and/or school spirit support. 
• Student Assembly organizations serve as governing bodies in various aspects of campus life and include the media branches and campus programming board. 
• Honorary organizations have admission standards or special requirements such as grade point average, field of study, leadership, or other areas of achievement.  They serve to recognize students.

Stages of Recognition for Organizations

There are three stages of recognition for student organizations.

• University recognition – a new student organization that has not been recognized through Presidents’ Council, but is recognized by Lake Superior State University.  This recognition is required prior to approval through Presidents’ Council.
• Associate recognition – a student organization, recognized by the University, that has petitioned the Presidents’ Council for recognition.  Associate membership lasts a minimum of ten (10) weeks and a maximum of one academic semester prior to full recognition.
• Full recognition – student organizations that have fulfilled the associate member requirements and meet the necessary requirements of OCL and Presidents’ Council to be recognized.

Procedures for Recognition & Renewal

First, congratulations! While many people dream of making a difference, you have chosen to make this a reality. As stated earlier, there are many reasons to form a student group on campus. The first steps in establishing your group will be identifying your core membership of fellow students and meeting with the Associate Director of Campus Life. During this meeting you will review the process and requirements for recognition and identify any areas of concern for the University.  It is suggested that before you begin the formal recognition process the group meet informally several times to help ascertain whether or not there is sufficient interest to justify the existence of the group.

Step One: Gaining University Recognition

The first step in becoming a recognized organization is gaining University recognition, which constitutes University acknowledgement of the proposed mission, purpose, and activities.  Recognition is a charter to exist and function on campus as a student organization. Recognition may be suspended or terminated according to the procedures outlined in this handbook.

University recognition is required for all student organizations and provides new organizations the time needed to recruit members and build the organization.  University recognition allows student groups to make room reservations, post publicity, and hold membership recruitment and organization development meetings.  No funding from the Student Activities & Media (SAM) Fee can be requested for these meetings.  Organizations may not hold social or educational events without gaining associate membership through Presidents’ Council.  University recognition also allows students access to staff and resources in Campus Life.

Student organizations without associate or full membership are INELIGIBLE for the following privileges:

• SAM fee funding
• Official LSSU Organization webpage
• Sponsoring social and/or educational events or activities
  

In order to receive University recognition, students must make an appointment with Associate Director of Campus Life and complete an Organization Formation Packet.  During the meeting the Associate Director and the student organization member(s) will discuss the purpose and goals of the group.  In addition, a risk assessment will be conducted and a risk management plan will be discussed.

Each of the forms in the Organization Formation Packet will be used to help in the establishment of your organization. As such, it is your responsibility to make sure that all required information is provided and correct. Missing or incomplete information may result in a delay or failure to be recognized as a student organization.

Organization Formation Packet

The first form you will need to complete is the Organization Registration Form. In this form, you will be asked to briefly describe your organization.  Included in this description will be a statement of purpose for the organization, including how the group will benefit the students and University.

Additionally, you will be asked to list the five (5) initial formation members of your organization, along with their signatures. From these you will need to select a primary and a secondary contact person for all communications regarding the status of your organization to be sent through campus e-mail.  In order to be recognized by Presidents’ Council, you must have five members.

Finally, you will be asked to submit the name of your sponsoring department and advisor. The advisor’s signature must also appear on the form. The organization is free to choose their advisor; he/she must be a full-time faculty or staff member of Lake Superior State University.

The Organization Advisor Agreement Form is used to establish a direct connection between an organization and the University.  Ideally, the advisor serves as an important resource for the organization, providing the basis for long-term stability, as well as growth and development.  As the students change from year to year, the attention and guidance of an advisor can have a marked impact on the group.

The duties of the advisor, as detailed within the Agreement Form, may be interpreted differently depending on the nature of the organization; specific areas of knowledge and expertise will vary among advisors.  Each advisor’s personal style will affect the degree of direct involvement he or she has with the group, and the extent to which responsibility for certain organizational functions are shared among the advisor and chief officers.

Ideally, organizations are to be initiated, developed and maintained by the students.  It is important for each advisor to provide support and guidance while encouraging the student themselves to supply the primary source of organizational leadership and initiative for the planning of programs and events.  The appropriate balance of leadership exerted between the advisor and student leader often depends upon the mix of personalities involved.  In instances when the student leadership may be underdeveloped, the advisor is encouraged, through the role of advisor, to help develop the appropriate skills in the students while communicating with Campus Life.

Social Greek chapters and recreational or sports clubs will need to file a Risk Management Protocol, or RMP, with Campus Life prior to approval of the organization.  If the organization is to be affiliated with a national organization, then a copy of the RMP from you nationals should be easily obtainable from your national advisor.  If the organization is to be local, a RMP will need to be developed in cooperation with the advisor, founders, Associate Director of Campus Life & Leadership Development, and the Risk Management Officer of Lake Superior State University.  All Greek chapters, recreational and sports clubs will be required to carry general commercial liability insurance; in some instances, individual members may be required to carry accident and injury insurance.  The minimum amount of required insurance will be determined by the LSSU Risk Management Officer.

Step Two: Approval of Associate Membership

After obtaining University recognition, the new organization’s formation packet will be submitted to Presidents’ Council by Campus Life.  Submission of the packet will prompt a Standards Board meeting where the organization request will be reviewed.  The leader of the new organization is required to attend the Standards Board meeting and must submit a petition with the signatures of at least five members.  Upon review of the organization, Standards Board will provide their recommendation on associate recognition to the entire body of Presidents’ Council.  A two-thirds majority vote is required in order for associate membership to be granted.

New social Greek organizations must submit their petition first through Inter-Greek Council, rather than Standards Board. Once IGC approval is gained, the organization will be submitted to Presidents’ Council and Standards Board.  Approval from Presidents’ Council is also required, again by a two-thirds majority vote.

Step Three:  Approval of Full Membership

Once an organization has completed the minimum associate membership period, groups may petition for full membership.  Groups requesting full membership must complete the following:

Submit an Organization Constitution, By-Laws, or a set of Operating Procedures to the Chair of Standards Board; please turn in two (2) paper copies and one (1) electronic copy on Microsoft Word.  One hard copy and the electronic file will be retained in Campus Life; the other hard copy will be maintained by Presidents’ Council.

Full membership is granted by a two-thirds vote of the entire body of Presidents’ Council.  Appeals resulting from non-membership can be submitted to the Judiciary Board.  New social Greek organizations must also work with Inter-Greek Council for full membership.

Renewing an Existing Student Organization

Organizations that were recognized by Campus Life and Presidents’ Council the preceding academic year and have remained in good standing with Lake Superior State University will continue to be recognized as long as they re-register each academic year with Student Campus Life.  It is essential that Campus Life has current information for communication between the OCL and your organization.  Organizations that fail to register, do not meet the standards for recognition, or fall out of good standing with the university will not be allowed to hold events or activities on campus.  Additionally, all benefits extended to recognized student organizations will be revoked.

Each academic year, the following will need to be submitted no later then the second Presidents’ Council Meeting:

• An Organization Update Form
• An Advisor Agreement Form
• Copy of the Risk Management Protocol (social Greek organizations, recreational and sports clubs only)
• Proof of general commercial liability insurance and/or individual medical coverage (social Greek organizations, recreational and sports clubs only)

Failure to submit any of the above by the established deadline may result in the organization failing to be recognized for the academic year.

Failure to Meet Standards

Should any organization fail to meet basic standards for recognition as set forth by Presidents’ Council, the Standards Board reserves the right to call a hearing and review the case.  Organizations may be placed on probation for no longer than one semester

Upon review by Standards Board and/or the University, should any organization fail to meet the basic standards for recognition, that organization may be placed on probationary recognition. At that point, a timeline will be established with Standards Board (in consultation with the Associate Director of Campus Life) and the organization in which these matters will be attended to.  Failure to comply with the time line may result in the organization no longer being recognized by Presidents’ Council and/or the University.

Office of Campus Life Policies & Procedures

Judicial Process

The Associate Director of Campus Life is responsible, in consultation with the Vice President for Student Affairs, for administering the judicial process for student organizations, as outlined in the LSSU student handbook.

Role of Judiciary Board

The Judiciary Board, as recognized in the current Constitution of the Students, serves as the hearing body for conflicts within and among student organizations.  Judiciary Board strives to resolve conflicts through mediation first; if an informal resolution cannot be reached, a formal hearing can be requested.

Role of the University

In addition to the Judiciary Board, the University reserves the right to hold student organizations accountable for violations of the student code of conduct and policies/procedures of the OCL Handbook.  The Associate Director of Campus Life is responsible for administering the judicial process, as outlined in the LSSU student handbook.  The following sanctions, as well as those outlined in the student handbook, may be issued for violations of policy/procedure:

CENSURE - Censure may include the required completion of a program designed with the intent to educate the organization on the policies and procedures of LSSU and OCL. The program will be devised by the Associate Director of Campus Life and the organization's officers and advisors. The program will be monitored by Campus Life.

PROBATION - The organization will be placed on probation for a specified period of time. Conditions of probation will be determined by Student Campus Life and outlined in writing for the organization. The probationary term will be monitored by Campus Life.

SUSPENSION - The organization will be suspended. The terms of the suspension shall be defined in the sanction, including criteria that the organization must meet within a specified period of time to be considered for renewal of University recognition status.

REVOCATION - The organization will have its status as a recognized student organization revoked, with loss of all University recognition and privileges.  If applicable, the national office of an organization so affiliated will be requested to revoke the charter of the organization.  Revocation of recognition may occur for the following reasons, including, but not limited to:

• Failure to follow University policy and/or procedure, as stated in the Student Handbook, Campus Life handbook, the Navigator, or any other official University publication;
• Non-payment of funds owed to the University or failure to follow financial procedures;
• Failure to meet the basic standards for recognition, as discussed above.

General Policies & Procedures

Abiding by the Lake Superior State University Student Code of Conduct

As student organization members and leaders, your status as a Lake Superior State University student becomes more visible. While all Lake Superior State University students are expected to adhere to the Code of Conduct, students in leadership positions have an obligation to role model the Code of Conduct and bring an expectation to the group that other members understand and live by the Code as well.  The details of this code are contained in the Lake Superior State University student handbook.

Attendance at Presidents’ Council

It is expected and required that each recognized student organization send their president (or permanent proxy) to Presidents’ Council meetings.  The purpose of Presidents’ Council is to disseminate information and provide on-going leadership development for student organizations and members.  Student organizations failing to attend Presidents’ Council may be placed on probation and may face de-recognition.

Guest Speakers and Contracted Events

Recognized student organizations may sponsor guest speakers and contracted events in fixed indoor or outdoor locations approved by OCL. A guest speaker or contracted event is a speaker or performer who is not a student, faculty member, or staff member. In order to have a guest speaker or contracted event, advance permission from OCL is required. Students, student organizations, and their advisors acting in their advisor capacity are not authorized to engage in contracts with outside agencies, vendors, performers, or any other contracting entity. Should an organization wish to contract for an event, the Associate Director of Campus Life, in conjunction with the organization president and advisor, will handle all contractual negotiations and obtain required signatures.  Additional review may also be called for by the Risk Management Officer for Lake Superior State University.

Film and Video Events

Video Tapes and DVDs that are available for purchase, rented from many commercial establishments, or checked out of the library are for home viewing purposes only. This means they can only be viewed in your private living spaces. For campus purposes, that means your residence hall room/suite. (For home purposes, it means anywhere in your private residence). Same rules apply for movies/television shows that are video taped at home on VCR's.

Therefore anytime a group shows a movie in any context, the group must purchase the public viewing rights (copyright) for that particular showing. Copyright purchase for film currently runs in the range of $300-$600 per showing for popular titles from major movie distributors. Independent films could cost less but must be negotiated with the holder of the copyright for those particular films. Grand Valley State University works with several distributors on a regular basis to deliver the film programming that we view in the Kirkhof Center and as a part of specific faculty programs.

There is an exception to the public performance fees for colleges and universities. This exception is only in the case of face-to-face classroom instruction by a faculty member. The faculty member may show the film/movie outside the normal class period (at night for example), however, it is only for those students who are registered for the class.

Apparel and Give-Away Items

T-shirts, apparel, and other give-away items are a great way to advertise for an event or an organization.  They can be purchased fairly inexpensively and given away, or sold to make a profit for the group.  LSSU works with area businesses which provide great quality for a low price.  Through the OCL Office Manager, you will be able to get an estimate on the approximate cost of any t-shirts, apparel or give-away items.

 If the University name or logo is being used on an item, the use of the name and/or logo must adhere to the University's trademark use standards.  Items purchased for an organization with funds from the SAM Fee must be ordered through OCL and the design must be approved by Graphics and the Associate Director of Campus Life before printing.

Single Sex Organizations

Title IX of the Education Amendments of 1972 prohibits discrimination on the basis of sex in educational programs and activities at the university unless such programs and activities are specifically exempt from the law. The university is required to be in compliance with the provisions of Title IX. Therefore, compliance with Title IX is a condition to be a recognized student organization at the university. Since passage of this law and the publication of the implementing regulations, the U. S. Department of Education Office of Civil Rights has evolved a rather clear set of criteria for determining when single sex organizations are exempt from the provisions of Title IX. These criteria are as follows:
The organization must have tax-exempt status under Section 501 of the Internal Revenue Code; Members must be limited to student, staff, or faculty at Lake Superior State University; The organization must be a “social fraternity” as defined by the Department of Education; The Department of Education defines a “social fraternity” as a group that can answer “no” to all the following questions:

• Is the organization’s membership limited to persons pursing or having interest in a particular field of study, profession or academic discipline?
• Is the membership limited to individuals who have a high level of achievement in scholarship or any other endeavor?
• Are the members permitted to hold membership in other fraternities or sororities at the university?

Event Registration

All student organization-sponsored events and activities must be registered with Student Activities & Leadership Development. Registration may be done at Presidents’ Council, in person at Campus Life, via e-mail to the Associate Director of Campus Life, or on the Campus Life website (www.lssu.edu/campuslife).

This policy is not meant to be an “approval” step for event planning; rather, the Director will review the event registration and may call the organization with questions or concerns in an effort to assist the group with planning a successful event.  Further, this allows the University to review any potential risk management and liability issues ahead of time.  Finally, registering events will enable Campus Life to maintain a master calendar of student events & activities.
Failure to register an event will result in the following:

• First offense:  Verbal reminder of policy
• Second offense:  Written warning and reminder of the policy
• Third offense and beyond:  Formal action taken by the University (see Role of the University as outlined above).
  

Room Reservations

Recognized student organizations may reserve rooms on campus at no cost, with the exception of the Arts Center, which has a facilities use fee and other associated costs.  Current contact information for room reservations is included at the close of this document or from the OCL Office Manager.

Cisler Center Guidelines for Student Organization Room Reservations

Student organizations that are officially recognized (verified by the Office of Student Activities & Leadership
Development) may book meeting space at no charge.

Request for meeting space in the Cisler Center should be made during office hours of 8 am-4 pm, Monday-Friday.  Stop in to see us, email us at csmith@lssu.edu, or call 635-2541 to book meetings.

Please schedule meetings at least 48 hours in advance.  Cancellations should be made at least 24 hours in advance.  For special events such as dances, catered meals, etc., 2 weeks notice is requested.  We will make every attempt to accommodate last minute space requests, but rooms may have to be used “as is”.

Cisler Center rooms for student organization meetings are assigned on a first-come, first-served basis.  

Student groups may provide food and beverages for their meetings, as long as the room is left clean.

Availability of meeting rooms is subject to other bookings.  Requests for specific room arrangements will be
accommodated if possible, but rooms may be assigned “as is” if necessary.

If the group changes table/chair arrangement of a room, we request that the original arrangement be restored at the end of the meeting.

Please provide this information for room requests:

• Name of group
• Date of meeting or function
• Number attending
• Starting and ending times
• Contact name and phone number

We can schedule group meetings up to one semester in advance.  Multiple meeting date requests must be in writing, and include the above information, as well as the name and telephone number of the group president or officer who schedules meetings.

The burning of candles is not permitted, except candles placed in holders on dining tables during special events.

We ask that organizations using the Cisler Center show consideration by keeping rooms clean and orderly, avoiding excessive noise that might disturb other in the building, and limiting meetings to no more than two hours. If your group needs more than two hours for your event, please let us know beforehand.

Groups that seriously violate or repeatedly fail to follow these procedures may be denied use of the Cisler Center for meetings.

Posting Policy

Publicity for events on the Lake Superior State University campus is allowed for all officially recognized student organizations, clubs, academic classes and departments, and other non-academic LSSU departments.  Advertising for events not affiliated or officially sanctioned by LSSU will also be approved for posting, as long as the content meets the criteria outlined in this policy.  All publicity materials must be approved by the Office of Campus Life.
All publicity materials must indicate the name of the group sponsoring the event; the date, time, and location of the event; and contact information for the event.  It is the responsibility of the sponsoring group to remove all postings within three days of the event.  Publicity containing any of the following will not be approved and will be removed immediately if posted:

Any reference to illegal substances, unless in connection with an educational message or event.

• Any reference promoting the use of alcohol, unless in connection with an educational message or event.
• Offensive language or images and/or graphic illustrations.
• Language and/or graphic illustrations/images that dehumanize individuals on the basis of race, age, gender, religion, sexual orientation, national or ethnic origin, disability, or any other characteristic protected by Lake Superior State University policy and/or applicable law.
• Any information that would violate local, state, or federal law or Lake Superior State University policy.

Please adhere to the following when posting:

• Only staples, tacks, or masking tape may be used to post flyers.
• Materials may only be posted on bulletin boards in hallways and classrooms designated for general use.
• Postings may not be attached to walls, doors, ceilings, or window.
• Do not slide postings under doors or place on vehicles.
• Postings may not cover, deface, or remove the posted materials of another group or event.
• All postings must be approved by the Office of Campus Life.
  

Non-compliance with posting policies will be referred to the Office of Campus Life.  Repeat violations of the posting policy may result in judicial action.

Key Policy

Student leaders who need access to the Student Organization Center and its offices, WLSO, and The Compass may request a key from Campus Life (OCL).  Approval for key requests will be determined by the Associate Director of Campus Life and/or the Vice President for Student Affairs.

Students must complete a key request form and submit to Student Activities for approval.  The completed key request will be forwarded to Public Safety and Physical Plant, with a copy kept on file at OCL.  Students are responsible for the use and control of the key(s) provided.  Lost keys must be reported to OCL immediately.  The minimum charge for a lost key is $100 to cover replacement keys and lock changes.  Students may not lend or duplicate keys to University facilities without authorization by the appropriate University official.

Bonfires

Outdoor fires are prohibited on the LSSU campus.  LSSU assumes no legal liability for student organization events held off campus involving outdoor fires and strongly discourages such activities.

Work Orders

All work orders for Physical Plant must be submitted by the OCL Office Manager or Director.  Please provide detailed information on the needs of the work order and a requested timeframe for completion of the work.

Vehicle Requests & Authorized Drivers

All vehicle requests must be submitted online by the OCL Office Manager or Director.  Only authorized drivers will be allowed to drive University vehicles.  All drivers must follow the policies and procedures outlined by Physical Plant Motor Pool.

University Trademarks

The Lake Superior State University name and images are trademarked property.  RSOs using the university name and images for sale items must follow University logo standards.  Any items with the University name and logo must be approved by the Graphics department and OCL.  Only licensed vendors may produce items with the University name and logos. The University’s official style guide can be found at the close of this document.

Auctions

Auctions (including date and service auctions) are permitted, however, considerations of sensitivity and safety need to be taken into consideration when planning these events.  

Racial Sensitivity – The auctioning of persons can be reflective of "slave auctions" regardless of intent.

Gender Issues – When one gender is paying for the services of another gender one must make sure that the intentions of the purchased service are not to endanger, humiliate, or exploit another person.  This is especially true in the situation of date auctions.

Personal Safety – Organizations must take measures to ensure that the safety of their members is the number one priority. Allowing a single member to go somewhere with someone who purchased a date or other services is a liability and dangerous to the member.

Organizations should take these issues into consideration prior to planning an auction involving members or other persons.  There are many other options available that may offer a more inclusive and safe environment including auctioning items.

Website Development

LSSU officially recognized student organizations are encouraged to create web sites to provide information about their programs, services, and events. The following guidelines apply for webpages housed on the LSSU server.

Advisor

Each organization web site must also have a documented LSSU Faculty/Staff Advisor, who is responsible for the content of those pages. 

Applying for Web Site Space

Application for web site space may be made when completing the student organization registration form available from Campus Life.  If application for web site space is not made at registration time, the application for web site form must later be signed by the Faculty/Staff Advisor for the student organization. 

When account applications are processed, the following information will be provided to the Faculty/Staff Advisor and Campus Life: 

• account information (username and password)
• FTP access information
• URL (www.lssu.edu/orgs/organization_name)
  

Pre-Existing Web Site Access

If an organization already has a web site, contact your Faculty/Staff Advisor for the above information.  In the event this information is not available, the Faculty/Staff Advisor must request this information from Campus Life.

Web Site Requirements

While LSSU supports student organizations developing web sites for their own purposes, these sites are considered unofficial web sites at Lake Superior State University. The University will provide server space for unofficial sites developed within its policies of acceptable use and information content, but cannot provide web development or site support services. Additionally, developers of unofficial sites must be aware that they are NOT permitted to use the official LSSU templates or close iterations of the Lake State web site's "look and feel." Unofficial sites are NOT permitted to use any of the LSSU logos or wordmarks (unless they obtain prior, written permission from the webmaster). Unofficial sites must be clearly distinguishable from official sites in design and presentation. 

Additional regulations concerning unofficial web pages on LSSU servers include the following: 

• The contents of all web pages published on LSSU servers must comply with all university policies regarding student conduct and use of technology (http://www.lssu.edu/it/pubs/itpolicy.pdf).
• Any unofficial University site hosted on an LSSU server must post the approved LSSU disclaimer on its home page. The disclaimer reads as follows: "The views and opinions expressed in this page are strictly those of the author. The contents of this page have not been reviewed or approved by Lake Superior State University.” LSSU reserves the right to change the wording of this disclaimer at any time.  Also included on the home page, the name, valid LSSU e-mail address of the individual responsible for managing the organization's web site, and a date of last update. 
• All files within your web site directories on the LSSU servers must be directly and currently a part of your organization's web site. Personal files are prohibited.
• The sale or promotion of goods and services is prohibited on sites hosted on or linked from an LSSU server. All commercial activity or advertising IS PROHIBITED on unofficial sites. Rare exceptions for such applications as certain types of conference registrations are granted only with PRIOR, WRITTEN consent from the LSSU Webmaster.
• Unofficial web sites MAY NOT establish their own sub-domain using any path identification associated with Lake Superior State University. (On rare occasions and in very specific circumstances, certain limited exceptions can be granted. Contact the Webmaster for details)

Linking from Campus Life “Student Organizations” Page

Student organizations should request linkage of their web site (through the Faculty/Staff Advisor) from Office of Campus Life.

Yearly Web Site Review

Student organization websites will be reviewed by Campus Life and the Webmaster each fall. Those that have not been updated within the past year will be notified through their Faculty/Staff Advisor that their site will no longer be linked to the LSSU website. Student organization websites can be linked again once they are updated.  If there is no response to the request to update the website, the site will be removed from the server and burned CD and kept on file by the Webmaster. Any requests for re-linking or replacement of the web site should be made to Campus Life by the Faculty/Staff Advisor.

Removal of Web Sites

A student organization's website and/or link can be removed from the University website at any time the Web Team, Campus Life, or Information Technology Services deems that the organization has failed to meet the requirements set forth in this policy or other university polices regarding student conduct and use of technology (http://www.lssu.edu/it/pubs/itpolicy.pdf).

Lake Superior State University Hazing Policy

Since the time of its founding, Lake Superior State University’s primary goal has been to provide excellent instruction and an educational environment which will produce broadly educated responsible citizens who are prepared to serve and to lead in society. Academic instruction and co-curricular activities couple to meet the goals of Lake Superior State University. All members of the University community must be provided the opportunity to function to the best of their individual abilities. One activity that has been an inhibiting factor in achieving the above stated purpose is the practice of hazing. Although hazing has concentrated itself in the social Greek community, other recognized student organizations are not untouched by this unacceptable practice.  Therefore, this policy shall apply to all organizations and clubs at Lake Superior State University.

Hazing is defined as: committing any intentional, knowing or reckless act, occurring on or off the Lake Superior State University campus, by one person alone or acting with others, directed against a student, that endangers the mental or physical health or safety of a student for the purpose of pledging, being initiated into, affiliating with, holding office in or maintaining membership in any organization or athletic team whose members are or include students at an educational institution.  A person commits an offense if the person engages in hazing, encourages another to engage in hazing, knowingly permits hazing to occur or has knowledge of hazing and fails to report said knowledge to an appropriate official of the university.  It should be noted that it is not a defense to prosecution of an offense that the person against whom the hazing was directed consented to or acquiesced in the hazing activity.

Lake Superior State University will not condone or tolerate any acts of hazing, harassment or humiliation. Any such acts which interfere with scholastic activities, which are not consistent with fraternal law, state or federal law, or the University regulations and policies are expressly forbidden. Students or organizations found responsible for any infractions are subject to disciplinary action.

Hazing Policy Enforcement

Should hazing activities come to the attention of any member of the University, the activity should be reported to Campus Life and the Director of Student Life.  All allegations of hazing will be investigated by the Office of Campus Life.  The judicial process, as outlined in the Lake Superior State University student handbook, serves as the guideline for handling allegations of hazing.

In special circumstances, a student organization may be placed on interim suspension pending an investigation.  This action will be taken only in those situations where there is reasonable cause to believe a student organization’s actions are of such a nature as to pose a clear and present threat of harm or injury to persons and/or damage to property. During the interim suspension, the organization is required to cease all organizational operations and activities.

Should the student organization have national affiliation or incorporation, the national office shall be notified of the alleged incident and the results in writing within one (1) week.  Notification will be made by the Associate Director of Campus Life.

Should the judicial investigation substantiate an occurrence of hazing, the Associate Director of Campus Life will assign the appropriate sanction, as listed below:

• CENSURE - Censure may include the required completion of a program designed with the intent of eliminating hazing. The program will be devised by the Associate Director of Campus Life, and the organization's officers and advisors. The program will be monitored by Campus Life.
• PROBATION - The organization will be placed on probation for a specified period of time. Conditions of probation will be determined by Campus Life and outlined in writing for the organization. The probationary term will be monitored by Campus Life.
• SUSPENSION - The organization will be suspended. The terms of the suspension shall be defined in the sanction, including criteria that the organization must meet within a specified period of time to be considered for renewal of University recognition status.
• REVOCATION - The organization will have its status as a recognized student organization revoked, with loss of all University recognition and privileges.  If applicable, the national office of an organization so affiliated will be requested to revoke the charter of the organization.

In addition to enforcement of this Hazing Policy regarding student organizations, the University may initiate appropriate disciplinary action against individual students for violations of the Student Conduct Code arising from the incident.

Alternatives to Hazing

Sometimes, organizations that haze new members are confused about how to change these practices. There are many creative ways to change from a hazing to a non-hazing organization. The following are some specific examples of ways to eliminate hazing and make membership a challenging but positive experience. In many organizations, the very term “pledge” is often equated with hazing practices. Many national organizations have sought to eliminate this term in order to foster more positive attitudes toward the new members. Some substitute terms include “associate members” and “new members.”

When organizations are challenged to eliminate hazing practices, some members may be resistant to this change. In many cases, those who are most vocal against eliminating hazing are those who are bitter and angry about the hazing that they themselves endured (but don’t admit this publicly) and expect that others should be abused in order to gain “true” membership in the organization. You will also find that some of these folks are likely to be bullies of the organization – people who enjoy a “power trip” at the expense of someone else.

Of course, if you try to eliminate hazing in your group, you will likely encounter many elaborate reasons for why this will be devastating for your organization. While there will be some staunch supporters of the status quo, there will be many who can be convinced of the negative effects and potential risks of hazing. Believers in the supposed “benefits” of hazing may be more likely to change their opinion if they can envision some alternatives. The supposed “benefits” of hazing are listed on the right with non-hazing alternatives to accomplish the same goal listed alongside.

Educating to Eliminate Hazing

Foster Unity
Have the members of your organization work together on a community service project. Visit a ropes course to work on group cohesiveness, communication and leadership skills. In organizations with houses, the group might work together on a room improvement project. Another option for fostering unity without hazing is for the members to work together to plan a social or athletic event with another organization.

Develop Problem Solving Abilities
Have new members discuss organization weaknesses such as poor recruitment, apathy, and poor scholarship, and plan solutions that the organization might then adopt.

Develop Leadership Skills
Encourage participation in campus activities outside of the organization. Encourage new members to get involved in organizational committees and/or leadership roles. Develop a peer mentor program within your organization for leadership roles. Invite university/community/business leaders into the organization to share their experiences.

Instill a Sense of Membership
Plan special events when the entire organization gets together to attend a movie, play, or religious service. Plan a “membership circle” where students participate in a candlelight service in which each person has a chance to express what membership means to them.

Promote Scholarship
Take advantage of your university academic and tutoring services. Designate study hours for members of your organization. Invite university or community experts to discuss test-taking skills, study methods, time management, etc.

Build Awareness of Organization’s History
Invite an older member to talk about the organization’s early days, its founding, special traditions, and prominent former members.

Support Career Goals
Use university resources for seminars on resume writing, job interview skills, and for information on various careers.

Involve All Members in the Community
Get involved with campus and community service projects. Plan fund raisers for local charitable organizations.

Adapted from StopHazing.org, Educating to Eliminate Hazing. Copyright StopHazing.org 1998-2001. www. stophazing.org

Risk Management Policies & Procedures

At Campus Life, we believe that our role is to balance student freedom with responsibility so that students can learn from their experiences in a safe inclusive environment. To this end, we encourage student organizations to work with OCL staff and/or organizational advisors in order to plan safe and successful activities.

Campus Life is committed to working with student organizations to assist them in managing the risk that can occur in the course of student activities, including but not limited to: risk of injury, financial risk, and risk of University Policy violations. Services offered for student organizations include consultations with organizational representatives and advisors on issues concerning travel, event planning, and organizational development. In addition, we can connect students with campus resources related to risk management and event planning.

Student organizations planning campus events or off campus activities that involve travel or other risks should meet with the Associate Director of OCL to review their event plans and various factors and risks associated with the event. Student organization leaders are responsible for making sure student participants are aware of the inherent risks associated with participation in campus activities.  

Statement of Legal Liability

Lake Superior State University does not assume liability for a recognized student organization’s financial transactions, group activities, or the actions of individual or group members. It is recognized by the University that students are adults and that they and the organizations to which they belong are expected to obey the University policies, state and federal laws, and take responsibility for their conduct. The University expressly recognizes students and student groups are not agents of the University and the University will not assume any responsibility for them on or off campus. The University cautions that student organizations can be disciplined if their conduct threatens or causes disorder, causes public disturbances, danger to themselves and others, or property damage.

Students involved in registered student organizations or other campus activities do so at their own risk.  Students should have adequate personal medical coverage for health insurance as the university does not provide any coverage for students. 

General Commercial Liability Insurance

All social Greek chapters, including those not residing on-campus, and recreation and sports clubs are required to obtain general commercial liability insurance in the amount of $1,000,000/$2,000,000 and list Lake Superior State University as additional insured.  A current insurance certificate must be on file with Campus Life by the first Friday of the semester in order for the University to recognize the organization.  Until proof of insurance is submitted, you are not allowed to sponsor any activities.  Continued failure to provide proof of insurance or hosting an event without providing proof of insurance may result in revocation of your recognition by the University. 

Given the nature of social Greek Letter and recreation/club sports organization activities, it is imperative that members and others participating in activities feel safe and secure in their environments.  Whether on- or off-campus, recreation and club sports organizations and Greek chapters must protect themselves and their members from litigation.  The University insurance does not offer protection to student organizations, therefore, the organization must provide adequate coverage for its members and others engaged in activities conducted by the group.

Sports and recreation clubs will also be required to have a risk management protocol (RMP) on file, including proof of liability insurance. Additional proof of insurance, including individual medical insurance, may also be required.  It is imperative that the leader of each club sport and recreation club meet with the Associate Director of OCL to determine the insurance requirements.

Other groups may be required to provide a RMP and/or general commercial liability insurance, depending on the level of risk associated with group-sponsored activities.  This will be determined in consultation with the Associate Director of OCL and the University Risk Management Officer.

Liability Release & Waiver/Assumption of Risk & Release Forms

Campus Life requires the use of the "Assumption of Risk & Release" form for individuals participating in special activities and events sponsored by student organizations, as assessed by the Risk Management Officer. The waiver releases the recognized student organization and the University (and its governing board, employees, and agents) from any and all liability arising out of participation in special activities and events.

These forms can be completed according to the organization's specific needs and should be kept on file by the advisor for two years. Questions regarding the use of these forms should be directed to the Associate Director of Campus Life. Copies of the form are available from OCL and its website.

Financial Policies & Procedures

All financial transactions for Campus Life must go through the OCL Office Manager. This will ensure that the appropriate University guidelines are being followed and the required signatures and paperwork are obtained.  The Office Manager will work with you to determine the best route to take for completing a financial transaction (i.e. use of a University purchasing card, check request, or purchase order).

The items below are considered official departmental policy and procedure for all student organizations.  Failure to follow these policies and procedures will result in disciplinary action through Campus Life.  When questions arise, please contact the Office Manager or the Associate Director of OCL immediately.

University Purchasing Card (p-card)

The p-card must be signed out from the OCL Office Manager and must be returned within 48 hours of the purchase.

The person checking out the card will be responsible for turning in the following items within 48 hours of the purchase:

• itemized receipts for every purchase
• a list of participants (if over 20, a headcount)
• a copy of the event/program flyer

Each receipt must have the event associated with the purchase written on the front and the signature of the person that made the purchase on the back.

Purchases made with the p-card are tax exempt. Inform the vendor that the purchase is for Lake Superior State University and is tax exempt.  The tax exempt number is printed on the face of the p-card.  If making a purchase at Walmart, use the University’s tax exempt Walmart ID number.  A laminated card will be issued with the p-card; this card has the Walmart number, as well as other pertinent information.

Always bring your LSSU student ID when using the p-card, as you may be asked to provide proof of association with LSSU.

Online purchases with the p-card must be made by the OCL Office Manager, as there are specific guidelines that need to be followed for online purchases.

All purchases made with the p-card and shipped to LSSU must be sent to P-Card Wood or P-Card Schmitigal, Campus Life, 650 W. Easterday Avenue, Sault Ste. Marie, MI  49783.  This will ensure that the proper documentation is provided for record-keeping.

The p-card has a single purchase limit of $500.  Payment for a purchase will not be split into multiple transactions to stay within the single-purchase limit.

The p-card is not to be used for personal purchases.

Travel Advances

Requests for cash travel advances will be considered on a case-by-case basis.  It is preferred that a p-card be issued for travel, however, this is not always possible.  Requests for travel advances and/or for the use of a p-card for travel must be submitted at least two weeks in advance of the travel date.  This will allow enough time to request the funds and/or reserve the p-card.

When receiving a check for travel in advance, all receipts and any remaining cash must be submitted to the OCL Office Manager within 48 hours of the return. The total amount of the receipts plus the remaining cash must total the amount of the cash advance.  Receipts must be itemized, regardless of a cash advance or p-card purchase.  You must sign the back of the receipt and include the purpose of the travel on receipts.

Student Government Resolutions In order to ensure a timely response, all resolutions must be submitted to the OCL Office Manager within 48 hours of the meeting. Any resolution that involves financial activity (travel advance, purchase, etc.) should include a note requesting a meeting with the Office Manager; this meeting will identify the appropriate purchasing path and the deadlines that must be met.

Presidents’ Council Funding Requests All approved Club Requests for Funds must be submitted to the OCL Office Manager within 48 hours of the approval/meeting. The funding request form must be complete (including all contact information, signatures, etc.) in order to be processed.  Incomplete forms will be returned to the club for completion.  Itemized receipts and any remaining funds from a check must be submitted to the OCL Office Manager within 48 hours of the event or travel.  Receipts must include a signature on the back and the name of the event or trip on the front.

Individual Responsibility for Financial Matters

P-cards, cash, and checks are issued to individuals, rather than organizations.  Please remember that while the individual represents an organization, ultimate responsibility for the management of receipts, p-cards, and cash lies with the specific individual who was issued the check, cash, or p-card.  An individual may be held accountable for any funds used that did not follow the procedures outlined above.

Honorarium

Sometimes the term "honorarium" is used when compensating a speaker or performer.
For LSSU student organization events, an honorarium is considered a small gift or token of appreciation to a non-member (not a student) who has provided a service to the group (speech, performance, workshop facilitation, etc.).  LSSU student organization honoraria are NOT monetary.  Any monetary compensation (including gas mileage) should be included in a Professional Services Contract.
An honorarium gift could include:

• Gift certificate ($25 or less) to the University Bookstore, retail store, restaurant, or gas card 
• University shirt or other printed item (coffee mug, pen set, etc.)
  

Please consult with your campus advisor or OCL for other ideas.

Non-profit Policy

Members of student organizations may not independently profit from events or fundraisers held at Lake Superior State University.  Money collected at any event must be deposited into the organization account by the end of the next business day.  Failure to deposit money raised at an event or fundraiser may result in loss of recognition for the organization, pending an investigation and hearing by the Judiciary Board and/or the Associate Director of Campus Life.

Fundraising Policy

The need for registered student organizations to conduct fundraising events to provide financial support for their organization continues to increase at Lake Superior State University. Recognizing this need, the Office of Campus Life has established this fundraising policy with the following procedures and guidelines for conducting fundraising events. The overall purpose of this policy is to help organizations be as successful as possible in their efforts.

Definition. For the purposes of this policy, all activities involving the collection of money by recognized student organizations are defined as revenue-producing projects. Revenue-producing projects include: the selling of printed materials, student-produced goods, student-provided services, the selling of tickets, travel packages and/or charging admission to private or public activities or the soliciting of voluntary contributions, and the selling of other goods and services.

Financial Benefit. Revenue-producing events held on campus or in the university facilities may not directly financially benefit the individual officers and/or members.

Sponsorship of Off-Campus Entities. Non-college affiliated individuals or organizations may advertise, solicit, or sell any product or service on campus only if they are sponsored by a recognized student organization or campus department. Typically, the vendor should agree to compensate the sponsoring organization or department, either on a percentage of goods sold basis or as a flat fee. The terms of the agreement are determined by the sponsoring organization.

Compliance with rules, policies, and laws. The sponsoring organization assumes all responsibility for conducting a revenue-producing project in compliance with the ordinances, written policies and regulations of Lake Superior State University. In addition, the organization is responsible for knowing and abiding by all local, county, state and federal laws.

If you need assistance, the Office of Campus Life is available to help student
organizations conducting fundraising events and any other activities.

Cash Management

Most fundraising activities involve collecting cash or checks to the organization, creating potential liability and personal safety concerns for any person handling the money.
Consult with OCL and Public Safety for ways to manage the collections process during your fundraising activities, including:

• secure cash boxes 
• numbered tickets or items to monitor each member's collection procedures 
• planned deposits to on- and off-campus locations 
• accounting procedures for deposits to the organization's (on- or off-campus) accounts.
  

Gaming and Raffles include, but are not limited to, raffles, Millionaire Parties, Casino Nights, and Texas Hold ‘Em Poker. The State of Michigan regulates raffles and gaming, or any other kind of gambling, which requires advance registration with the State at least six (6) weeks in advance.  If an organization is beginning to plan an event that involves gambling the organization should meet with a professional staff member in the Office of Campus Life. The number of licenses the university has is limited and the application process requires a six week lead time. Complete information about these regulations is available on the web at www.michigan.gov/lottery Any license for gambling activity will need to be approved by the Associate Director of Campus Life and submitted to the Vice President for Finance for final approval before sending to the State of Michigan.

Conferences/Travel Policies & Procedures

Student organizations taking off-campus trips funded (all or in part) by the SAM Fee or arranged with assistance from the Office of Campus Life must adhere to the Student Organization Travel policies and procedures. Arrangements for travel must be discussed in advance with the OCL Office Manager or Director. Only LSSU students and faculty/staff may travel on behalf of the organization.  The SAM Fee will only fund LSSU student travel expenses. Participants will adhere to all LSSU conduct codes, conference conduct rules, as well as the rules/laws of the trip location(s).  Any participant found to violate rules of conduct or the law will travel back to LSSU immediately at his/her own expense. Participants may be subject to university judicial proceedings if reported to the Office of Student Affairs.
The following must be on file in the Office of Campus Life before the trip begins:

• A detailed itinerary of trip plans and a full list of participants (noting any authorized drivers). 
• Travel Release Statement forms completed and signed by every participant.
• Behavioral Contract forms completed and signed by every participant in conference or professional field trip travel.
  

Within five business days after the trip, the organization must submit all receipts to the Office of Campus Life for payment/reimbursement of funded expenses.

Conference Registrations and Fees

Each conference has differing policies for registrations and fees.  Please consult with the Office of Campus Life before completing any conference registration process.
Presidents’ Council and/or Discretionary Fund may not allocate funds to reimburse expenses already incurred.  Make sure you have funding available for conference registrations BEFORE completing the registration form!

Air Travel

Air travel can be a convenient and sometimes less expensive mode of travel.  Work with the Office of Campus Life to check for the best prices.

Discretionary Fund and/or Presidents’ Council may not allocate funds to reimburse expenses already incurred.  Make sure you have funding available for air travel BEFORE purchasing tickets!

Hotel Reservations

When staying at hotels, participants should anticipate presenting a personal credit card to place a deposit on the room.

Driver Authorization Process

All vehicle requests must be submitted online by the OCL Office Manager or Director.  Only authorized drivers will be allowed to drive University vehicles.  All drivers must follow the policies and procedures outlined by Physical Plant Motor Pool (www.lssu.edu/phyplant/motorpool/moterpool.php).

Any drivers (whether using University, personal, or rental vehicles) on student organization trips must be cleared by the Departments of Public Safety and Physical Plant as an authorized driver.  Students who will be driving must be approved by going to the OCL Office Manager and presenting their driver's license.  Processing this request takes 24 hours; however, other procedures for becoming an authorized driver of a University vehicle takes longer.  It is advised that students anticipating going on a trip become authorized to drive at the beginning of the school year.

All drivers are individually responsible for any traffic violations, tickets, etc., and will be expected to pay applicable fines.

The Role of the Advisor

Lake Superior State University mandates that each officially recognized organization must have a faculty or staff member serving as an advisor to the group.  The organization is free to choose their advisor, pending approval from Campus Life.  The advisor must be a full-time employee of Lake Superior State University and not currently serving as an advisor to more than two (2) non-Greek campus organizations and one (1) social Greek organization.

The advisor serves as an important resource for the organization, providing the basis for long-term stability, as well as growth and development for the students.  As the students change from year to year, the attention and guidance of an advisor can have a marked impact on the group he or she works with.

The duties of the advisor, as detailed below, may be interpreted differently depending on the nature of the organization; specific areas of knowledge and expertise will vary among advisors. Each advisor’s personal style will affect the degree of direct involvement he or she has with the group, and the extent to which responsibility for certain organizational functions are shared among the advisor and chief officers.

Ideally, organizations are to be initiated, developed and maintained by the students.  It is important for each advisor to provide support and guidance while encouraging the student themselves to supply the primary source of organizational leadership and initiative for the planning of programs and events.  The appropriate balance of leadership exerted between the advisor and student leader often depends upon the mix of personalities involved.  In instances when the student leadership may be weak or underdeveloped, the advisor is encouraged, through their guiding role, to help develop the appropriate skills in the student while communicating with Campus Life their concerns for the organization.

By sharing both knowledge about the university and personal experiences, the advisor can assist the organization in the conduct of its activities. In addition, valuable, mutually rewarding, co-curricular relationships between students and advisors are fostered.

The relationship between an advisor and an organization will vary from year to year and individual to individual. However, the student/advisor relationship can be crucial to the success of the organization. The list that follows contains possible roles of an advisor. It is important that the advisor and the organization communicate their expectations to each other. The advisor should be very clear about the things he/she will do, and the things he/she will not do. Of course, the expectations will vary according to the needs of the organization and the advisor.

Selecting an Advisor

When selecting an advisor, find a Lake Superior State University faculty or staff person who will have the time to devote to your organization. Make sure that this person will take the role willingly and seriously, and find someone who has knowledge or skills related to the mission and purpose of the organization. Make certain that he/she has a clear understanding of the organization’s purpose. Discuss with the potential advisor what is required of him/her, his/her duties, and the time commitment involved. Be open and honest with the potential advisor about the types of activities in which the organization may participate. Allow the person a reasonable length of time to consider his/her decision.  If possible, choose someone who shares some of the same interests as the organization, and who has had previously interacted with the leadership of the organization.

Advisor Expectations

Please keep in mind the advisor is voluntarily associated with the organization.

Responsibilities of an Advisor to the University

• The advisor to a student organization must be familiar with University policies and regulations and the particular organization that they advise. 
• All off-campus accounts must have two signatures on their checks. It is suggested that the advisor audit off-campus accounts on a regular basis and before new executive boards begin their duties. 
• LSSU recognizes that the definition of the role of advisor to a student organization is that of consultant or resource person.
• The advisor should serve as an active liaison between the student organization and the Office of Campus Life.
• Because scholastic success is important to the university's mission, the advisor may wish to work closely with the students concerning their academic progress. 
• Organizations whose purpose stresses recreational activities must have the members complete the Sports Club Release Statement. The advisor should review this statement with participants and make sure all participants have completed the release form. Forms are available in the Office of Campus Life. 
• During travel-related activities, participants are required to complete the Travel Release Statement. Advisors should make sure all participants review the risk of the off-campus activity and complete the release statement. Forms are available in the Office of Campus Life and on the Campus Life Website Forms Page. 

Responsibilities of Advisors to Recognized Student Organizations

• Recognize and support participation in the organization for its contributions to the educational and personal development of students.
• Maintain regular contact with officers and members. 
• Ensure that meetings are properly scheduled. Serve as a resource person at executive and regular meetings. Attend functions of the organization. 
• Assist with the formulation and/or revision of the organization’s constitution and bylaws. 
• Encourage and assist the organization to plan active and significant programs. Work with the officers and promote efficient and effective administration of the organization. 
• Assist the treasurer in maintaining accurate accounting procedures and in formulating an annual budget, as well as individual account budgets. 
• If it is necessary for an advisor to resign his or her position as advisor, he or she shall notify the organization and the office of Campus Life in a timely manner.

Responsibilities of Organization Members to Advisors

• RSOs are responsible for recruiting potential advisors and identifying them for the Office of Campus Life.  OCL will then request that the advisor complete and submit the Student Organization

Advisor Agreement.

The advisor should be recognized as an integral part of the group; he or she is not a member. Therefore, additional courtesies and considerations should be extended to him or her. The advisor should be welcomed at all meetings and social events and thanked for coming at the close of the event.  Officers should plan their meetings at a time when the advisor is able to attend. Members should invite him or her to all activities. The president should also meet regularly with the advisor to discuss organizational matters.  Check all dates with your advisor before scheduling special meetings or social activities.  Members should consult with the advisor for his or her opinion and advice when problems arise in the organization.  The advisor's background and experience within the organization and the university should be used. No one should go "over their head" or bypass advisors when working out problems and plans. Officers and members should talk over plans with him or her first.  Officers must keep the advisor fully informed of the programs and activities of the organization and the progress being made in carrying out plans.  Necessary expenses of the advisor for social affairs and activities of the organization should be paid for by the organization.  Proper social procedures and courtesies should be observed toward the advisor at all organizational functions.  Show appreciation for your advisor's services by a thank-you note, appropriate comments at meetings and on other occasions, and through personal thank you messages.  A copy of the organization's constitution should be given to the advisor before completing the Student Organization Advisor Agreement.

Creating an effective organization:

Resources for leaders

Membership Recruitment & Retention

Students stay with organized, dynamic groups that meet their personal goals for membership. Prospective members want to know that the organization is moving forward and will be successful in achieving its goals. Identifying the needs of the individual members is the key to having a strong organization with enthusiastic members. To remember why students join organizations and what helps retain them, just think of GRAPE.

G is for Growth: Does your organization provide growth opportunities for all interested members? Are there opportunities for members to move into positions of leadership or are leadership opportunities usually “saved” for the senior members?

R is for Recognition: Do you recognize members when great things occur in your organization? Don’t wait until the end of the year. People need and appreciate being recognized in a timely manner for their hard work and accomplishments. Recognition or awards that are presented may also serve as a motivating factor for other members who would like to achieve a certain level of success.

A is for Achievement: A sense of “team” achievement is important. Healthy organizations make sure that everyone feels as if they contributed to the success of the organization. When the organization is honored, it is important to realize that everyone has contributed and should have a feeling of accomplishment, from a member who may have done a simple task to the president of the organization.

P is for Participation: Can everyone participate in programs and events? Make sure your organization is open and willing to accept all student members’ contributions regardless of how long they have been with the  organization.

E is for Enjoyment: Volunteering and working hard in an organization has to be fun! If being part of a group isn’t fun, why be a member? A student’s time is valuable and there are many opportunities for involvement. Make sure one of the best options on campus is being involved with your organization!

Adapted from: The Ohio State University’s Student Organization Handbook (2003).

Your Student Organization’s Constitution

The constitution of an organization is an important document. Not only does it contain the fundamental principles and ethos for effectively running your organization, but it also serves as a guiding point during turbulent times within the organization. Augmenting this are the by-laws of a constitution. Through these by-laws, specific rules and regulations of governance are instilled in order to help in the governance of the organization. Together, the constitution and the by-laws guide the organization through all courses, and while the constitution is primarily for use amongst the organization, a copy of the constitution will be kept on file with the SALD. (This applies to all organizations at Lake Superior State University.)

A key point to remember in the formation of your constitution is to keep you constitution clear and concise, simple but comprehensive. The language and the form of the constitution should be one that you develop and feel comfortable with. It is the role of the constitution to set the principles, while the by-laws serve as rules of procedure. Successful constitutions and by-laws allow for ease of adaptation. As your organization grows, so to will your changing need and conditions, and your by-laws must be able to reflect and absorb those future changes.

Sample Constitution

Article I. Name of Organization:

Article II. Statement of Purpose: Should include which OCL category the group falls under (i.e., social, educational, service, etc.).

Article III. Membership: (should include at least the following sections)
Section 1. Membership shall be open to students of Lake Superior State University, regardless of race, national origin, creed or political affiliation, sex (in accordance with Title IX), sexual orientation, religion, age, disability, or veteran’s status.
Section 2. Membership must be primarily composed of current LSSU students, faculty, & staff.  All officer positions must
be held by currently enrolled LSSU students.

Article IV. Officers:

Section 1. Titles of elected officers (i.e., president, vice president)
Section 2. Titles of appointed officers (i.e., chairperson, parliamentarian)
Section 3. Recall of officers (when applicable)

Article V. Executive Board: (when applicable)
Section 1. Voting members (i.e., elected and appointed officers)
Section 2. Ex-officio members (i.e., faculty advisor); indicate if voting or non-voting.

Article VI. Meetings:

Section 1. Regular meetings (frequency and time)

Section 2. Special meetings (indicate who has authority to call)

Article VII. Method to Amend the Constitution: Article VIII. Dissolution Clause:

Section 1. Provide for the succession of elected officer in the event of permanent incapacitation, resignation or removal.

Section 2. Provide for disbursement of funds should organization dissolve. (Additional articles and/or sections may be added, as needed.)

Reference: Roberts Rules of Order, Edited by Sarah Corvis with the assistance of Henry M. Roberts III, James Cleary, and William Evans. Scott Foresman Company, 1970, Glenview, Illinois.

Accessibility to All

It is important that your organization is accessible to all interested students. LSSU and the twin Saults are small communities of diverse people, a tremendous benefit for student organizations and their leaders. Groups that are intentional about being inclusive in their recruitment and retention of members have the advantage of being able to interact with students from a variety of backgrounds and experiences, which strengthens the group experience for all students involved. OCL is committed to fostering diversity within the student organization community. When we speak of diversity, we are speaking not only about ethnic diversity, but also diversity of religion, national origin, sexual orientation, ability, age, gender, socioeconomic status, and other unique characteristics that make us who we are. As a leader in a recognized student organization, it is important to consider how you can make your organization as inclusive as possible for all students. Consider questions such as:

Where do you hold your meetings?

Consider holding your meetings in locations where all students can feel comfortable and not in establishments that might make some students feel unsafe.

When do you hold your meetings?

If your organization always holds your meetings at night, you might be excluding commuters or students who have family responsibilities. 

Are your meetings and activities accessible to students with disabilities?

Let members know that you are willing to change meeting sites or provide accommodations for persons with disabilities. 

What do you talk about in your group? Is your group conversation inclusive, or do people use derogatory or racist language?

Educate yourself and your organization on how racist, sexist, or other forms of hateful language can be very damaging.

How do you advertise your organization and its activities?

If you only advertise in limited areas, it is likely that you are excluding some interested students from your organization. Think about how you can reach out by intentionally advertising in new ways and to new areas on campus. Remember that relying only on w o rd-of-mouth advertising has a negative effect on diversity!

Running an Effective Meeting

Careful planning is the secret to running an effective meeting. Poorly planned or unplanned meetings are typically viewed as boring, unproductive, and a waste of time. However, with proper planning any meeting can be productive and fun. The following steps will guide you in planning a meeting that is informative and enjoyable to all members.

Before the meeting:

• Define the purpose of the meeting. A meeting without a purpose is like a class without an instructor.
• The purpose is the reason why people come to the meetings. Without a purpose, members may feel that their time was wasted and it could discourage their return to the organization.
• Develop an agenda. 
• Choose an appropriate meeting time.
• Set a time limit and stick to it.
• Distribute the agenda and any other materials before the meeting so that members can be prepared.
• The location of the meeting is very important. Choose a location that is easy for members to find. Keep in mind that many students do not have their own means of transportation, so it is a good idea to stay on or close to campus. Be sure to select a location that will accommodate the size of your organization. Take time to check out the room prior to your meeting to ensure that the space is appropriate.
• Be sure that everyone knows where and when the meeting will be held. If possible, hold meetings at the same time and place every week.

During the meeting:

• Greet members to make them feel welcome and be sure to introduce any new members. 
• If possible, serve light refreshments.
• Start on time. End on time. 
• Follow the agenda. 
• Encourage discussion so that you get diff e rent ideas and viewpoints. Remember that the organization belongs to all of the members. 
• When members see that their ideas have an impact on the decision-making process, their commitment to the organization is increased.
• Keep the discussion on topic and moving towards an eventual decision. 
• Keep minutes of the meeting for future reference in case a question or problem arises. 
• The leader or facilitator should model leadership skills such as staying on task, listening, valuing members, and appreciating diverse points of view. 
• Set a date and time for the next meeting.

After the meeting:

• Write up and distribute the minutes within 2-3 days. Quick action reinforces the importance of the meeting.
• Discuss any problems that may have surfaced during the meeting with officers, so that improvements can be made.
• Follow up on delegated tasks. Make sure that members understand and carry out their responsibilities. 
• Put unfinished business on the agenda for the next meeting. 
• Most importantly, give recognition and appreciation to the members for excellent and timely progress!
  

Program & Event Planning

Program and event planning helps your organization achieve its goals, teach leadership skills, and foster camaraderie within your organization. However, it takes a great deal of planning and forethought prior to your event to ensure success. The following list will describe some basic programming tips that will help keep you on track.

Concept

• Determine the goals of the program (examples: to bring a community together, to educate, to expose individuals to diff e rent points of view, to support other programs, to provide entertainment, to provide opportunities, to socialize, to recreate).
• Brainstorm the type of event and possible themes that will match your organizational goals (examples: speaker, film, dance, fund raiser, trip, food, festival, athletic event, recreational tournament).
• Decide on a program within your budget.
• Discuss the options within your organization and make a group

Planning

• Date: Find a convenient date for members in the group and for the entertainment/ speaker. Choose a date that does not conflict with other existing campus programs.
• Entertainment/ Speaker:  Determine the type of entertainment/speaker you would like to sponsor.  Research local, regional and national possibilities and bring any possible ideas to Campus Life. Remember, only the Associate Director of Campus Life can negotiate for and sign contracts for events and performers.
• Location:  Project the attendance to make sure that you have reserved an adequate facility. Determine the type of space that is needed for your event and any special needs you may have. Specific facility needs may include the need for chairs, tables, lighting, sound, a stage, open space, a cooking area, an outdoor area, lecture hall, etc.
• Time:   Determine a convenient time for your targeted audience. For example, if you want commuter students to attend your program, many are on campus during the day; so plan a time between day classes for a program. Do not plan a program when major organizations have standing meetings.
• Budget: Project all expenses and incomes such as fees, advertising, security, food, etc. Brainstorm additional funding sources if you need more money. (For more information on fund raising, see the “Budget & Finance” section of the handbook.)
• Publicity: Design publicity strategies for targeted audiences. Design your promotion to fit the style and theme of the program. Be creative. Make the publicity neat and accurate. Include the name of the program, date, time, place, and ticket information if necessary. Distribute publicity in ample time. This allows people to plan ahead. Two weeks advance notice is ideal. Also make sure that all publicity is in accordance with the Lake Superior State University Posting Policy.
• Food: Determine food needs. Are you planning a dinner or a reception? Have you spoken with Sodexho already? Remember only food purchased through Sodexho may be used and consumed on Lake Superior State University properties per our contract with them.

Implementation

• Develop a list of tasks that need to occur before, during, and after the event; then determine who will be responsible for each one (for example: ushers, clean-up crew, stage crew, publicity, and hospitality).
• On the day of the program, arrive early to check on room arrangements and the set up. Prepare a brief introduction statement.
• Do an evaluation of the program at the next meeting. Determine if you have accomplished your program goal. Record both positive and negative results for future planning. Prepare financial statement of actual expenditures. Send thank you notes to appropriate people.

Preparing a Budget

Setting Targets and Measuring Results

Student organizations should become familiar with preparation of financial plans, budgets, and the benefits of using a budget as a management tool.

There are three primary purposes for developing a budget:

• To put the group’s plans into monetary terms
• To provide a means of allocating limited resources among the organization’s activities
• To aid in tracking the organization’s actual revenues and expenditures against its goals

Student organizations should budget their operations annually. The proper management of funds is important, especially when dealing with limited financial resources. Also, the more complex the group’s objectives, such as managing multiple programs with diff e rent activities and funding sources, the more important the budget process becomes. If a group has both restricted funds and unrestricted generated funds, the use of budgets to identify expenditures provides the necessary means for tracking the two fund types.

Developing a Budget

If your organization has been in operation for a fair amount of time, the easiest way to prepare a budget is to start by recording your last two or three years of actual financial data by year. A schedule thus prepared will allow you to compare trends and identify major expense centers. It will also point out areas where your group is growing or declining and indicate areas where reductions and cost savings might be possible. This historical information can then be used as a basis for preparing a current year budget forecast. The budget forecast is adjusted and modified from the historical data for projected major changes in revenues, programs, or expenditures. Obtain historical data from your organization’s re c o rds to assist you in this process. If your organization does not have these records, begin creating a system now that can be used in the future.

Choosing a Format

You can choose among several methods of preparing and monitoring budgets. They can be organized by program and cost item, fund type, or solely by program. The most common format uses program and cost item formatting. This method provides a sufficient level of detail for analyzing the individual budgeted items and identifying cost item variances by categories, plus overall program variances.

Summary

While preparing a budget may seem excessive and cumbersome, any student organization that operates without a formal budgeting process cannot effectively manage or plan its operations. A properly prepared budget allows even small organizations to identify potential problems and to take corrective action before they become major issues.

Adapted from: The University of North Carolina at Chapel Hill’s Student Organization Handbook (2003). http://carolinaunion.unc.edu/ activities_orgs/ handbook/ funding. Html

Considering Community Service

Community service, volunteerism, and service learning enhance your college experience in many ways.

The following are a few of the ways that the members of your organization can benefit from participating in community service.

• A strong sense of self-worth and pride
• New experiences, new friends, new possibilities
• Increased independence and managerial skills
• Improved decision-making abilities
• Visibility and prestige in the community and on the job
• Personal growth
• Contacts for job advancement
• Satisfaction from helping to build a stronger and safer community

If you are interested in doing community service, please contact the Volunteer Center at (906) 635-2187 or via email at volunteer@lssu.edu.

Leadership Transition

Implementing an effective officer transition for your student organization is a critical responsibility of outgoing leadership.
Here are some reasons why transitioning is important:

• Provides the new leader with significant organizational knowledge.
• Minimizes the confusion of leadership change throughout the entire organization.
• Outgoing leaders gain a sense of accomplishment and closure.
• Helps the incoming leadership take with them some of the special expertise of the outgoing leaders.
• Increases the knowledge and confidence of the new leadership.
• Minimizes the loss of momentum and accomplishments of the organization.
• Provides a sense of continuity among the membership.
  

The following are suggestions that may prove helpful in your leadership transition.

Start Early

• Identify potential leaders in your organization early in the year.
• Encourage these potential leaders through personal contact.
• Have the officers help develop skills by delegating responsibility to potential leaders.
• Share with them the benefits of leadership.
• Clarify job responsibilities.
• Let them know that the transition will be orderly and thorough.
• Model effective leadership styles.
• Create an organizational structure to support leadership development.
• Develop a mentoring program.
• Develop leadership notebooks.
• Create a shadowing program.
• Orient the new officers together with the outgoing officers so they can understand each other’s roles and start building their team.
• Transfer the knowledge, information, and materials necessary for the new officers to function well.
• Ask outgoing officers what they wish someone had told them.

Make the Transition Smooth

• Hold officer elections one month before installation to provide an overlap period for new and old officers to work together.
• Fill the gaps for new officers by asking yourself what information you wish someone had shared with you a year ago.
• Review and make current if necessary your constitution and bylaws to reflect changes made during your administration.
• Review the job descriptions to make sure they accurately describe the offices your organization needs and uses.
• Encourage informal meetings between incoming and outgoing officers.
• Plan a transition retreat.
• Review and update your mailing list or membership records.
• Leave behind files that might be helpful to the new person.
• Introduce incoming officers to advisors, OCL staff, other student leaders, and university administrators.
• Orient incoming officers to resources used in the past.
  

Add Your Personal Touches

• Share the effective leadership qualities and skills you learned on the job.
• Share problems, helpful ideas, procedures and recommendations.
• Write and share reports containing traditions, ideas or completed projects, continuing projects and concerns, or ideas never carried out.
• Have the officers go through personal and organizational files together.
• Acquaint the new officers with physical environment, supplies, and equipment.

Share the Organization’s Structure

• Constitution and by-laws D Job descriptions/role classifications
• Organizational goals and objectives
• Status reports on ongoing projects
• Evaluation of previous projects and programs
• Previous minutes and reports
• Resources and contact lists
• Financial books and records
• Mailing lists
• Historical records, scrapbooks, and equipment

  Appendix:
  

  A.  Marketing & Publicity

  B. Graphics Standards & Editorial Style Guide

  C. Frequently Called Numbers

  D. The Constitution of the Students

  E. Office of Campus Life Forms