Communication with the Office of Student Activities
Summer 2021 Construction Plans
The Office of Student Activities is located on the 4th floor of the Warch Campus Center. Currently, for the summer of 2021, our office will have limited hours due to the remodeling of Warch Campus Center. The best way to reach us or schedule an appointment is to email firstname.lastname@example.org. All meetings will be through ZOOM, Skype or Teams. We will not be having face-to-face meetings. Please note that staff members have limited access to email over the weekend and there is no access to our office on 4th floor of Warch Campus Center.
Have questions about…
- General Student Activities
- Organization legislation and Student Activity Funding
- LUCC at LUCC@lawrence.edu
- Large event funding outside of LUCC (Alyssa Paul Maria Fund or being part of Winter carnival):
- Travis Loepfe at email@example.com
- Greek Life and leadership development:
- Greg Griffin at firstname.lastname@example.org
- Trip and travel information, Organization Finances, General Student Organization support, Event & Party approval, General LUCC information:
Starting a New Student Group
Students may want to form a new organization to explore and share with other students those interests that are not already reflected in existing campus organizations. Student Activities staff can provide advice and support to further the growth of organizations. Specific areas of support may include the following:
- Organizational structure, budgeting, fundraising, and official recognition through LUCC
- Publicity materials and organizing documents
- Facilities access for initial organizational meetings
- University and local resources that may support the new organization
- Assistance contacting prospective members and prospective advisors
Students interested in forming a new organization should review information about clubs and organizations in both the Student Handbook and LUCC recognition documents found on the LUCC website.
Campus organizations are encouraged to have faculty or staff advisors and can often benefit from these relationships. Advisors can help students better negotiate campus policies and procedures, and are usually aware of a range of resources available to support the work of the organization.
For more information on creating a student organization please contact the Student Activities Office at 920-832-7676, email us at email@example.com, or visit our office on the 4th floor of the Warch Campus Center.
Recruit and retain members.
One of the best ways to encourage interested members to stay involved and contribute to your group’s goals is to help individual members get to know each other and to give each member purpose in activities, meetings, and events.
Know who you are and what you do.
Develop a mission statement as a way to help members of your group-and potential new members-understand who the group's purpose and identity. Make sure all members of the organization can talk about what the group stands for, ways the members can participate, and benefits of participating with the organization.
Have a regular meeting time and use an agenda.
An agenda is crucial to keeping you on track. Format your agenda before the meeting starts. Consider including information highlighting what the group has accomplished, benefits of participation, and contact information.
Greet and introduce new members.
Introduce new members any time someone joins the group. Consider doing a short ice breaker or team builder at each meeting to help members get to know each other and develop a sense of group identity.
Be mindful of others.
Encourage punctuality to meetings and events and follow through on tasks. Using agendas will help meetings and appointments stay on task, and will help members budget their time for longer conversations or more difficult tasks.
Asking "does someone want to be in charge of this?" will help divide up larger projects into manageable portions. Delegation helps everyone keep a more manageable to-do list. Allowing others to take on tasks for the group also helps keep members invested in the organization by giving them a tangible way to contribute.
Have a check-in at the beginning of your meeting.
When having a regular meeting begin with a quick recap of what has been discussed. Remind people of what they are responsible for and any upcoming deadlines. State when the next meeting will be and where it will be held. Sending meeting minutes to the group is a great way to capture this information. If tasks have been delegated, it is important for the organization leader to check in with members that have been assigned tasks. This check-in helps keep projects moving forward and helps the leader ensure members working on tasks have the information they need to complete the assignment. If new members or potential members participate in a meeting or event, check in with them a few days later to see if they have any questions about the organization. This is a good way to show new members that the organization is active and organized.
Allow for feedback.
When holding a meeting, open the floor to members to introduce any issues that need to be discussed or resolved. After your group holds an event, take a few minutes in your next meeting to collect feedback on what went well and any areas the group would like to improve upon during future events. Keep records of this information so that if a similar event is held in the future the organization can build on the previous successes and suggestions.
As you know, students are busy people. Take a few minutes at some point in the term or year to thank organization members for their dedication and commitment to the group. This doesn't need to be anything formal or fancy, a card or note, some snacks at a meeting, or just a spoken thank you goes a long way in letting your members know that their time and efforts are appreciated.
Properly elect and transition leadership.
Each student organization may have varying ways of electing new leadership, but there are a few ways in which all student organization leadership and transition should be similar:
- Elections - One of the fairest ways to have new leadership step up is through some sort of selection process. This can take almost any form (nomination, appointment, election, etc.), as long as all members of the group believe it is fair and they have an equal opportunity to run for a position. Each student organization should write into its by-laws, constitution, or organizational agreements how they will elect or determine new leaders each year and when during the year it will happen. Student groups should inform the Student Activities Office of new leadership once they have been selected.
- Position Descriptions - It is difficult to fulfill a position without knowing what is expected! Having position descriptions for all of your leadership positions within your organization (whether very formal positions or chairpersons who oversee a committee) will help ensure people understand what they should be accomplishing, and what others in the group can look to if they are interested in being elected for a position. For examples of position descriptions, you can look at the LUCC positions in the Student Handbook for ideas.
- Re-Recognition - This process through LUCC happens early Term 3 of each academic year. LUCC’s leadership transitions at the end of Term 2 and beginning of Term 3. Every student organization should mirror this transitional period to make re-recognition flow more smoothly. This allows the new leader(s) to work with the previous leader(s) during the beginning of Term 3 and ask questions as needed, instead of having a situation where senior leaders have graduated already and a new leader transitions in the fall without the ability to easily be guided or ask questions. If you have questions about the re-recognition process, you can find the form at the LUCC website.
- Sharing Information- This is one of the most important parts of transitioning your organization’s leadership. How will the new leaders of your student organization know what has worked well in the past, what has already been done in the past, and what traditions or special events should be carried on into the future? By keeping records and sharing information! For more info on leaving your legacy and keeping records, view information on Leaving a Legacy/Records, below.
- Organization contacts are responsible for updating their respective organization’s rosters once per term. Organization rosters are used by the Office of Student Activities, the President’s Office, and other departments across campus to track student involvement. Rosters are also used to create student’s co-curricular records, which can be sent to potential employers to verify involvement at Lawrence.
- Student organizations are required to list at least one contact and one treasurer. Finally, leaders are often given and sent information to pass along or be aware of. Therefore, being sure your roster is up-to-date is essential to stay informed.
- Students listed as contacts are responsible for maintaining the organization roster and receiving communications from the Office of Student Activities concerning their organization. Contacts can also send emails to all students listed as members on the organization’s roster through an automatically generated email list.
- Students listed as treasurer are responsible for approving reimbursements of funds the organization has access to and reconciling their monthly fund transaction reports. More information included in the following pages.
- Greek Organizations update their rosters by contacting the Greek Life Advisor, Greg Griffin at firstname.lastname@example.org. All other organizations can update their organization rosters by following the instructions on the next page.
- LUCC Committees can now update their rosters in voyager. Please contact email@example.com if you experience any issues.
Updating Rosters in Voyager
Student Leaders need to update their Roster:
- When a student joins or leaves your organization.
- When a student member’s role changes within your organization – a student becomes a vice president, is no longer the secretary, becomes a contact for the group, etc.
- At the start and end of terms
- During the LUCC Re-Recognition Process
- When dates, times and locations of meetings are determined.
- Any time you want your organization’s info updated on the Student Organization Directory.
How to update roles, email your entire roster, etc.:
- Greek orgs and groups not specifically recognized by LUCC need to work with the Office of Student Activities. Email your updates to firstname.lastname@example.org.
- General LUCC-recognized organizations and LUCC committees can log into Voyager.
- Go to Student Services tab.
- Click on Organization Rosters
- Click the Update Organization Information and Rosters button.
- Choose the organization from the drop-down list.
- To update rosters, you must update OR confirm information on two pages!!
- On the first page, check your “SORG” email address. People listed as a “Contact” on you roster can send an email to this email address, and it will go to everyone listed on the roster. If you have made changes OR you just want to update your roster, you must click the Update General Information and Continue button to move forward.
- On the next page, you can update all of the important info pertaining to your student organization meetings. If you have made changes OR you just want to update your roster, you must click the Update Meeting Information and Continue button. This will take you to the Organization Rosters page.
- In the section Maintain Current Membership, you can add a member or end someone’s membership. You can also add or change their Roles. Only Contacts can do this, and a Contact must ADD AN ADDITIONAL CONTACT if they are only one before removing themselves as a Contact. Click I attest that this roster is accurate. Wait 24 hours for the email list to be updated for your organization.
Responsibility of the Organization Treasurer
The students listed as treasurer on your organization roster is responsible for working with the Office of Student Activities to maintain your organization’s budget.
The treasurer is responsible for attending the finance and budget orientation organized by the Office of Student Activities. On a monthly basis, treasurers should review the monthly fund transactions reports to ensure the organization’s budget balances out. The reports are available in voyager. Please log into voyager and follow the following steps.
Select the following:
- Student Services Tab
- Organization Rosters
- Update/View Organization Information & Rosters
- Pick your organization from the drop down menu & press select button
- View Fund Transactions
If your organization’s treasurer changes it is the organization’s responsibility to communicate those changes to the Office of Student Activities and ensure the new treasurer gets the necessary training.
Student organizations are responsible for maintaining and tracking their budget (allocations and spending). The students listed as treasurer on organization rosters will have access to their finance reports in voyager. The treasurer is responsible for maintaining an accurate account of expenses and any income from all sources such as fundraisers, dues, and donations and reconciling it with the monthly report in voyager. The treasurer will need to participate in a training session with the Office of Student Activities.
Student groups contemplating the collection of membership dues or holding a fundraiser should work closely with the Student Activities Office (4th floor, Warch Campus Center) to ensure that funds are collected and deposited appropriately. Students organizations should be familiar with the organization fundraising guidelines in the Student Handbook.
Spending Organization Funds
Many student organizations receive budgets from LUCC to support events, lectures, trips and other programming efforts of their organization. Once funds have been awarded they can be accessed by using a university credit card (preferred method), cash advance, or individual reimbursement. Each student organization must determine one or two people each year to serve as their financial designee. The financial designees work closely with the Student Activities Office to approve and track student organization expenditures.
Amazon purchases for student organizations must go through the Student Activities Amazon account - not a student's personal Amazon account. If your order is from Amazon, the treasurer can send an email to email@example.com including the following: 1) Name of the student organization and a reason for the purchase; 2) A general description (not an item by item list) of the items to be purchased; 3) The total cost for the purchase (again – not cost per item); 4) If the purchase is authorized we will send a temporary login and password so you may make the purchase on your own.
Student Activities Credit Card
Due to COVID-19 we will no longer be able to let students make online purchases in the office at the kiosk. If a student organization needs to make a purchase please fill out the Student Organization Purchase Form and send it to Student.Activities@lawrence.edu.
If the purchase is to be made on Amazon.com and is less than $250, you will receive a temporary login and password to make the purchase for yourself via the Student Activities Amazon business account. If the purchase is from any other store/website/etc., or is an Amazon purchase over $250, office staff will make the purchase for you and send you a receipt for your records. Please contact us with any questions.
Cash or Debit Card Advance ($50 or greater)
To receive an advance, the Treasurer of the group should fill out the Cash or Debit Card Advance Request form (available on the LU website under Accounts Payable forms) at least 72 business hours before the funds are needed. The form will need to be emailed to firstname.lastname@example.org for approval. Cash advances must to be picked up from the Cashier in Brokaw Central during cashier hours which are 10am - 2pm Tuesday and Thursday and 10am – noon on Friday. Debit Cards must be picked up by appointment only from the Accounts Payable Specialist. Please email email@example.com to schedule an appointment. Itemized receipts for all purchases, the debit card, and any remaining cash funds, if applicable, must be returned to the Office of Student Activities or the full cost will be charged to the student organizations account.
Reimbursements for purchases made with organization funds, the student that made the purchase must complete a Disbursement to Student Form. Forms are available on the Lawrence website on the Financial Services webpage. Examples of forms that have been filled out can be found on the training pages on the Student Activities website.
The student who made the purchase must fill out the following items.
- pay to section
- indicate how they would like to be reimbursed (If the student has direct deposit set up the funds will automatically be deposited to your bank account otherwise a check can be mailed to their SPC or home address.)
- add the name of the student organization, the purpose for the purchase and a description of items purchased in the description box
- fill in the name of the store and date of the purchase on the description line, and the amount to be reimbursed from that receipt in the final column
The form should than be emailed to the treasurer along with itemized receipts. The treasurer of the organization must complete the prepared by section and fill out the fund, org, and account numbers. These numbers are available to the treasurer in voyager. (See - Treasurer Responsibilities) The treasurer will review, approve, and forward all documents to firstname.lastname@example.org for final approval. Student Activities will then forward all documents to the Finance Office to process.
Restrictions on Purchases
No funds distributed through the university can be used to purchase alcohol. Per LUCC legislation (pg 62-65), LUCC funds cannot be used to purchase a number of items:
- Students cannot use LUCC funds to purchase food for regularly scheduled events that are not central to the organization’s mission statement. Food can be purchased for one-time events, such as a reception after a speaker or band. Food purchases for regularly scheduled meetings is acceptable if food is central to the group’s mission statement, such as supplies for Baking and Cooking Club.
- LUCC funds cannot be given directly to charitable organizations.
- LUCC funds cannot be used to purchase items that are given to students to keep, for example, t-shirts for group members. Items purchased with LUCC funds should be kept in the club’s possession and not with individual students.
Sources of Funding
Applying for LUCC Funds
Student Organizations can apply for LUCC Funds through the LUCC Budget Process in Spring Term or throughout the year through LUCC Finance Committee’s weekly meetings.
Sometime during Spring Term, LUCC gives all student organizations re-recognized for the next academic year an opportunity to apply for budgets for the following school year. Funds allocated during the Spring Term Budget Process are available July 1st. Unused funds return to the LUCC General Fund at the end of the University’s fiscal year, June 30th. Contact LUCC at email@example.com with questions concerning the Budget Process.
Student Organizations and individuals can request an allocation of funds through filling out a form and attending a regular meeting of LUCC’s Finance Committee. An allocation is a request for new funds from LUCC. To submit an allocation, the group or individual must submit the funding request form, found on the LUCC page of the Lawrence website under Forms.
After the form is submitted, LUCC will be in contact with the student who submitted the form to set up a hearing time at the next Finance Committee meeting. Attendance at the hearing is required for approval of your request. At the hearing, Finance Committee will ask any questions they have pertaining to the request before voting. Because Finance Committee can only make recommendations to LUCC’s General Council, the Finance Committee’s approval does not guarantee access to funds. General Council typically meets weekly on Thursdays during convocation hour. General Council weighs in and has final say on the recommendation made by the Finance Committee. If General Council approves Finance Committee’s recommendations, the funds will be available the following day.
Emergency Allocations from LUCC
If groups have special circumstances that require a quick turnaround, the LUCC Treasurer has the power to allocate up to $250 dollars without General Councils approval. This option is reserved for extreme circumstances only, therefore, LUCC prefers that groups go through the formal allocation process and may not allocate funds if a group consistently seeks to use this option. Students can contact the treasurer through LUCC@lawrence.edu.
Grant and Funding Opportunities
Alyssa Paul Maria Fund
The Alyssa Paul Maria (’93) Fund for Student Entertainment was established to support innovative and exciting programming for the Lawrence University campus. Funds are available to both organizations and individual students who have creative programming ideas that will benefit Lawrence and its student body. Alyssa Paul Maria events should be unique and different from activities already commonly offered on campus and should not be scheduled to compete with other large scale campus events. Additional consideration is given to proposals of a social, cultural, and educational nature. Applicants are encouraged to contact the Student Activities Coordinator to clarify if their proposal is suited to the objectives of the Alyssa Paul Maria Fund before final submission. Details about the application can be found on the Lawrence Website: https://www.lawrence.edu/mw/AlyssaPaulMariaFundAppl.pdf
Applicants for the Alyssa Paul Maria grant would be eligible to receive approximately $500 per event. Approximately eight grants are awarded each year. If accepted, you or your organization agree to work with the Student Activities Coordinator to ensure all of the necessary event planning processes are happening. After the event is accepted for Alyssa Paul Maria funding, you or members of your organization need to complete a reflection sheet detailing the event and its success, in addition to including photos from the event.
Class of 1965 Fund
The Class of 1965 Student Activity Fund was established through the generosity of the Lawrence University Class of 1965 in honor of their 25th graduation anniversary and is administered by the Office of Development. The purpose of this fund is to provide special experiences or events for students beyond those sponsored by the college or the Lawrence University Community Council (LUCC). This fund supports campus activities that provide an active, constructive, and inclusive community. Grants up to $3,500 are awarded.
Applications for the Class of 1965 grant can be found by contacting the Office Coordinator from Alumni and Constituency Engagement, Rachael Eiting, in Chapman Hall 220A or email firstname.lastname@example.org Please note: applications are typically available at the beginning of fall term and due in October each academic year.
Humanitarian Projects Grant
The purpose of this grant is to provide funding for students performing service in the on-campus community, the Appleton community, or the world at large. The grant is to be used to subsidize costs for specific projects upholding Lawrence University’s missions of providing service to and learning from the community.
This fund is also meant to provide funding for student organizations or individuals interested in fundraising for a charitable cause. The fund is to be used to subsidize costs for specific philanthropic fundraisers.
The Humanitarian Projects Grant is supported by the LUCC committee on community service and engagement (CCSE). The CCSE is a made up of representatives from volunteer-oriented student organizations and members of the Center for Community Engagement and Social Change (CCE), and is a network that aims to promote volunteerism on campus. If approved, each application will be endorsed and supervised by this committee. The applicant will be expected to meet with the CCSE to approve the application and present the endorsed proposal to LUCC general council.
The student/organization is expected to communicate occasionally with the CCSE throughout the project, especially at the deadlines proposed in this application. When the project is completed grant recipient(s) are expected to give a report to the CCSE as well as attend an LUCC General Council meeting to summarize and advertise the success of their service project.
DEADLINE: Applications with domestic travel requests are accepted on an ongoing basis until the Friday of 7th week each term. Applications with international travel requests are due at the end of the second week for Fall and Spring terms. Grant money will be allocated by LUCC shortly after a successful proposal to the LUCC general council. Applications submitted after this time will not receive the grant allocation until the following term. Applicants looking for funding for spring break opportunities must have met with a CCSE member or chair and have turned in an application by Friday of third week of winter term to be considered.
Gift Card Policy
Student organizations are asked to follow the gift card policy of Lawrence University. Gift cards should only be purchased by student organizations to be used as prizes. They should not be purchased as a thank you, gift or reward. If a student organization would like to purchase gift cards to use as prizes, Financial Services MUST approve the purchase before the gift cards are purchased. Purchases made without Financial Services’ approval will not be reimbursed. The policy and authorization form to purchase a gift card can be found on the Financial Services webpage under Policies. Student organization leaders may also contact staff in the Office of Student Activities in order to access the necessary forms. Students should start this process 2-3 weeks prior to when they would like to make the purchase.
Fundraisers/Raffles and Donations from Businesses
Please contact Financial Services (email@example.com) before your anticipated event date. A meeting is required prior to using the Lawrence University Raffle License. This does not apply to raffle tickets that students do not have to pay for.
If wishing to solicit individuals or business for cash or prizes, contact the Associate Vice President of Development, Stacy Mara with questions at firstname.lastname@example.org.
All items purchased with LUCC funds should be kept in student organization storage when not in use. Organizations should work with the Office of Student Activities staff to find appropriate storage. Many organizations utilize the student organization lockers and large storage space on the fourth floor of the Campus Center. Members of your organization can gain access to the Storage Room on 4th Floor of Warch through the Warch Campus Center Information Desk.
COVID-19 Fall Term 2020-Club sports may practice only if they can properly adhere to physical distance requirements and wear masks while practicing indoors. Clubs must sanitize equipment and/or spaces after each use. Club sports tournaments/competitions and travel will not be permitted in the fall term.
Club Sports must meet with Erin Buenzli, the Assistant Dean of the Wellness Center. Club Sports will be provided with a Club Sport Handbook. Waivers must be completed for all practices and competitions, prior to the event, through the Office of Student Activities.
If water activity is involved with your club or trip, all students involved must complete a swim test. Swim tests are conducted twice a year, once in late September and once in early March. There are certain activities that university’s insurance does not allow. Groups or clubs considering activities with or on the water should be in contact with a staff member from the Office for Student Activities in advance.
Event and Party Registration
COVID-19 Fall Term 2020- Wherever possible, virtual programming should be prioritized. When this is not possible, all gatherings (both indoor and outdoor) must comply with university health and safety guidelines. Masks must be worn indoors or when social distancing is not possible outdoors.
The Event and Party Registration forms are both available online. When a group submits an Event or Party Registration Form, they will need to schedule a meeting with the Office of Student Activities to go over the information on the form and the logistics of the event/party. This meeting must happen at least 5 business days prior to the event. At that meeting, the party/event organizer will go over the general party/event plans, discuss physical distancing guidelines, risk-management plans, and approve publicity for the event/party.
The organizer should email a copy of any publicity they are planning to use to email@example.com. Groups cannot advertise for events before the Office of Student Activities has approved the publicity.
Campus Safety and a staff member from the Office of Residential Education and Housing will do rounds during events and parties and meet with the people listed on the form to ensure that it is running smoothly and according to what was discussed at the planning meeting. If situations exist that have led to mismanagement of the event, staff may work with the hosts to end the event.
If the event is happing within a group house, every member of the house must complete Bystander Training before a meeting with the Office of Residential Education and Housing to approve the event. Open trainings are provided by Wellness staff throughout the year.
COVID-19 Fall Term 2020- All parties seeking to invite guests to campus will be required to complete the Guest Registration Form. The form is still in development and will be available in time for fall. All guests will be expected to comply with all university health and safety guidelines. All events/programs will need to practice social distancing. Indoor events will require that all participants wear masks. No guests will be permitted in campus residences.
If you are planning on bringing in a group or individual to perform and get paid, you need to start this process with the Office of Student Activities staff to make sure you have funds in place, a location reserved for the event, the appropriate legal forms, tech requirements, etc. This process starts with a Pre-Contract Form which is available on the Office of Student Activities web page. This form asks you to indicate your desires for the event: the act you are hoping to book, the date you are hoping to host the event as well as other ideas/plans you are wanting to arranged for the event itself.
Staff will then contact the artist and negotiate the plans and request a contract or create one that can be used for the event. Organizations should not contact an artist and “book” them for a show without working with the Office of Student Activities staff. Club members cannot sign contracts with performers, speakers, etc. Only certain individuals at the University are authorized to enter into a contract. If a student signs a contract without following this process, that individual would be financially and legally responsible for these contractual obligations.
Once staff makes certain everything has been completed, staff will send the contract to Financial Services for approval and checks will be initiated for payment. If student performers will be getting paid they will get the contracted amount added to their student payroll.
Due to COVID-19 you will need to follow all university health and safety guidelines when showing a movie. If you are showing movies publicly, your organization will need to secure the public performance rights to the movie. A showing is public if it is open and advertised to a larger group of people. All showings in the Warch Campus center are considered public. A showing is private if it is being shown to a small group of friends in your room or other private location. To purchase movie rights for a public showing, email Student.Activities@lawrence.edu. Public showing rights are anywhere between $100 and $750 based on how new and popular the movie is. Mainstream movies generally cost $350 for movies that have been on the market for more than one year and $750 if they are newer.
Room Reservations, Catering, Audio Visual Equipment
For questions about room rental, or about AV and layout set-up in the Warch Campus Center, the contact is Jodie Bonikowske, the Assistant to the Director of the Warch Campus Center: Jodie.firstname.lastname@example.org, 920-832-6654.
For catering, the contact is Debra Walker at email@example.com (Due to COVID-19 there will be no catering available from Bon Appetit for fall of 2020.)
Room Reservations across campus are free for student organizations. This includes reserving outdoor spaces such as Main Hall Green, the Quad, and the Gilboy Fire Ring. Room Reservations for all of campus are managed online. Students can access the Room Reservation system by going to the Lawrence Calendar Application. The Room Reservation link is found on the left side of the page halfway down from the top. The login and password are the same as a student’s LU username and password. Make sure to explore the variety of spaces Lawrence has to offer and find a space appropriate for your needs.
If you would like help in finding an appropriate space, please email Student.Activites@lawrence.edu. Although you may submit a room request, the space is not yours until you receive a confirmation email from the space’s approver. While the online room reservation system has buttons to select for Catering, audio/visual, and layout set-up, those buttons are for the room approver’s knowledge and do not guarantee those services. Students submitting room reservations are responsible for contacting the appropriate individual for each of those services.
If your organization is planning an outdoor event, there are a number of factors to consider. A rain site should be reserved in case of inclement weather. If your organization is planning to have an outdoor event that may generate noise, you should contact the Office of Student Activities in order to submit approval for a noise variance with the City of Appleton. Because of the nature of the City of Appleton committee that approves noise variance, they should be submitted at least one month in advance. Noise Variance requests can be emailed to firstname.lastname@example.org with the city of Appleton.
AV Equipment Rental and Set-Up
Audio equipment rental is free for all student organizations. To request equipment fill out the online equipment request form. Requesting equipment is not a guarantee. Rental must be confirmed with Jodie Bonikowske. Requests should be made at least one week in advance. Because there are limited amounts of equipment, groups are encouraged to submit requests as early as possible. Student organizations are responsible for transporting and setting up audio equipment outside of the Warch Campus Center. Overnight rentals are not permitted and there is a $50 penalty for the late return of audio equipment.
Catering and Food
COVID-19 Fall Term 2020- Unfortunately the University had to make the difficult decision to suspend Bon Appetit catering for Fall 2020. For both safety and economic reasons it is not feasible to do catering at this time. For the fall term, there will be no campus/contract restrictions on using outside catering options. While caterers may be restricted from campus/buildings, there are places in town that may have safe curbside pick-up of catered foods. You should arrange for individually packaged foods. Current city health guidelines do not allow for self-service from a buffet.
As mentioned above, LUCC funds cannot be used for food for regularly scheduled events that are not central to a group’s mission statement. Because of Lawrence’s contract with Bon Appetit, all food within the Warch Campus Center must go through Bon Appetit Catering. Catering guides are available online at http://lawrence.edu.cafebonappetit.com/catering-at-lawrence-university.
Orders must be submitted at least two weeks in advance. To submit a catering order, your organization must get account numbers from your finance/treasurer person and submit a catering order online. Any orders without a two-week notice are subject to additional charges. The only circumstance where groups are allowed to use meal swipes are for Banquet Exchanges or Pack-outs. Following is an explanation of a banquet exchange event as well as the menus for Pack-outs. If you do choose a Banquet Exchange or Pack-out using meal swipes, an excel spreadsheet must be provided prior to the event, listing student names and LU ID#s only.
Placing Your Order
Please go to the online ordering form to submit all internal catering orders. Please avoid placing catering orders by phone or business email.
Online form: https://bannerweb.lawrence.edu/pls/lu_apex/f?p=100:101:3710941332171
Please have the following information available when placing your order:
- Date of event
- Name of event
- Number of guests
- Room reserved
- Start and End Time
- Account number
- Contact name
All catering requests must be placed at least 10 business days in advance. We will do our best to accommodate last short notice requests, but cannot guarantee the availability of services or products. Last minute requests will be subject to additional charges and/or limited menu offerings. Customer pick-up may be required.
**Items selected from existing Andrew Commons menu**
Garden Salad with Choice of Dressing
2 Entrees (one of which is vegetarian)
Rolls and Butter
Assorted Cookies and Bars
Lemonade and Water
$90 per buffet setup charged to your LU account
(1 buffet per 10 guests)
$80 per attendant (1 attendant per 50 guests)
Packouts are for pickup only. All Bon Appetit equipment must be returned within 2 hours of the event’s end time. Any damage/non-returned equipment charges will be passed along to your group account.
Sack Lunch Packout
- Identify your audience and their interests
- Possible ways of developing ideas include:
- Group Brainstorming
- Questionnaires and Surveys
- Discussing ideas with others for reactions and feedback
- Possible ways of developing ideas include:
- Decide on the goal of the program or event
- If you are a student organization, make sure the event furthers your organization’s mission statement.
- What is the best means to reach your goal?
- Discuss this within your group and brainstorm possible types of programs and themes that will match your programs goals. For example, movies, discussions about relevant topics, etc.
- Develop an event and a title
- Choose an event that has appeal and will generate interest. When naming the event, keep in mind that simply using the name of a performer doesn’t always get across what type of event it is. The more specific you can be, the more your audience will know what to expect.
- Discuss the expectations and the objectives of the event with your organization
- Members of your organization should all be well informed as to why the group decided to host the event and everyone should know what is expected of them in making the event successful, develop a plan, and assign tasks.
- Check on appropriateness and safety of activity or event
- Check with your faculty/staff advisor and the Office of Student Activities about liability or safety issues that may affect your event.
- Develop a budget for your event
- Be sure to anticipate your event costs while looking at the big picture of you programs you hope to sponsor all year long.
- How much will the event cost?
- Is there a speaker or entertainer who will need to be paid? Will you be ordering food?
- Does your organization have enough money in its budget? Is there time to fundraise or request fund from LUCC?
- Be sure to anticipate your event costs while looking at the big picture of you programs you hope to sponsor all year long.
- Pick a time and reserve a facility for your event
- Use the Room Reservation System to request a space for your event.
- Request early to give the request time for approval.
- Make sure to check the university calendar to see what other events are planned that may compete with your potential date and time.
- Advertise event
- Use posters, digital displays, social media, and word of mouth to spread the word to the Lawrence community about your event.
- If you are posting in buildings on campus, please be sure to find out about their posting policy and talk with the appropriate people before posting.
- Complete any contracts and Payment
- If you are bringing a speaker or entertainer to campus, work with the Campus Life Office beginning 45 days in advance to fill out the performer’s contract. You will have to meet with Greg Griffin, get the contract approved and signed by the university, and get a check cut.
- Review plans for last minute preparations in the days preceding the event and items that might have been overlooked
- Be sure to double-check the event checklist to make sure that all event details have been completed. Be sure to have enough help available on the day of the event for any unexpected situations.
- After the event:
- Return all resources and equipment
- Take down posters and other publicity for the event.
- Thank the individuals who participated and helped organize the event for their work.
- Evaluate the event with your organization.
- How successful was the event in furthering your organization’s mission statement?
- How successful was the event planning and publicity?
- Are there any things that organization members would change about the event for next year? Would group members recommend the event happen again next year?
COVID-19 FALL TERM 2020-The University has decided that there will be no travel for student organizations during fall term of 2020.
As a university, Lawrence is liable whenever students and groups leave campus on university business. Because of this, even if your organization is not using university funds, if your organization leaves campus on organization business, that is considered a trip and it must be organized and approved through Office of Student Activities.
- Trip registration forms are available from the Office of Student Activities and should be picked up as soon as you know your organization wants to do something off campus for any reason – volunteering, going to a conference, doing something social, etc. The planning process can take some time depending on what you are traveling for, so coming in at least a week and a half - two weeks prior to the trip happening is needed. Once you have all the details of the trip – trip itinerary, confirmation of funds in budget, and waivers for students – the trip leader will set up a meeting with the Office of Student Activities to go over the materials and get approval for the trip. Forms and waivers need to be turned in and the trip registration meeting needs to happen at least 3 business days prior to the trip.
- Mid-term reading period and Spring break trips will require longer lead time. Mid-term reading period trips should be submitted for approval in the Office of Student Activities at least 5 business days in advance. Spring Break trips should be submitted for approval with at least 10 business days in advance. This means the process of getting materials and items taken care of needs to start prior to these deadlines.
- If you are using vehicles, they must be provided by the University. The cost for student organizations to rent Lawrence vans is 50 cents per mile. To rent a vehicle, come to the Student Activities Office to submit a vehicle reservation request. When you rent a van you will be asked to record the number of miles driven. Keep track of this number and multiply by .5 so that you can record the total cost in your own record of expenses.
- To drive a vehicle for a trip – the driver must be a Lawrence registered driver.
- To become an authorized driver, students must complete the Driver Application form found on the Lawrence webpage. Depending on the state the student is from, the Driver Application takes approximately 5-7 business days (or longer). Questions concerning the Driver Application should be directed to Human Resources at email@example.com.
- Lawrence University vans are charged at .50 cents per mile. The minimum cost charged to use a vehicle is $15. Lawrence vans fit seven to eight people depending on the vehicle, including an authorized driver.
- Vans must be reserved at least 3 business days in advance (for the weekend or a Monday, it needs to be in Campus Life by 4pm Tuesday the week prior), 5 for reading period, 10 for Spring break trips. Requests cannot be guaranteed after those deadlines.
- Lawrence University’s insurance allows those aged 18 to 21 with at least 2 years of driving experience to drive passenger vehicles. Drivers under age 21 are ONLY allowed to drive Lawrence-owned vehicles and must stay on roads with posted speed limits of 45 mph or less. To drive a rental vehicle, the driver must be at least 21 years old. Drivers over the age of 21 may drive passenger vehicles on all roads. A driver can only drive a total of 8 hours per day and must have a 2-hour break after 4 hours of driving.
- Trip organizers can reserve up to three vans (and potentially up to 24 students). If a trip contains more than 24 people, the organizer will need to reserve a bus through the Office of Student Activities. Groups can request transportation by emailing Student.Activities@lawrenc.edu. All vehicle registrations for student organizations must come through, or be approved by, the Office of Student Activities.
- Cancellations are $25 if made less than two full business days before the trip, and a “No Show” to a vehicle reservation is $40. If a trip is cancelled because of unsafe driving conditions in partnership with the university or by the university, the fee does not apply.
- Traffic and parking violations are the responsibility of the driver/host organization.
- All Fleet vehicles are equipped with iPass. If using a rental vehicle, the driver must pay all tolls. Unpaid tolls will be charged to the organization or club including all fees assessed by the rental company.
- All rental vehicles should be returned with a FULL tank of gas. All LU vehicles should be returned with at least 3/4 tank of gas.
- All vehicles should have the interior cleaned and be free of trash upon return. All cleaning charges will be assessed and charged to the host organization or driver.
Trip Planning Checklist
- Find a registered driver for your trip and make sure you have their cell phone number.
- Take note of how many people will be going on this trip and have a list of names.
- Submit a Vehicle Registration Form. If any participants will be traveling on their own, a separate waiver is needed.
- Create a budget plan and get approval from your group’s financial designee/treasurer.
- Take note of your destination’s address.
- Determine your lodging needs and make the necessary reservations.
- Make the necessary arrangements within your destination (conference registration, hotel reservation, airline/bus tickets, or anything else that will be purchased through the Office of Student Activities credit card.
- Determine your travel route and print Google map directions.
- Determine parking plans for once you reach your destination.
- Determine if a Cash Advance is needed for any purchases that will be made during the trip.
- Create a packing list for participants of the trip.
- Determine if trip requires waivers: overnight stay, traveling over 200 miles, includes water activity, or any other potentially dangerous or risky activity.
- Get all waivers, created through the Office of Student Activities, then signed and handed in three business days prior to departure or by designated due date from the Office of Student Activities.
- Have a trip approval meeting with the Office of Student Activities no less than 3 business days prior to departure.
Bjorklunden is free for student groups and offers an excellent retreat space to bond as a group, plan the coming year, or further your organization’s mission statement away from campus. Applications for Fall Term are made available the Spring Term of the prior academic year. Applications for winter and Spring Term are made available Fall Term of that academic year. Students should know that they are required to take the bus provided both to Bjorklunden at departure from campus, and back to campus when returning. For more information visit http://www.lawrence.edu/s/bjorklunden/students. Contact Kim Eckstein at firstname.lastname@example.org with any questions.
Resources for Student Organizations
Information Technology services provides a number of resources for student organizations. To access these resources go to the Information Technology page of the Lawrence Website, under “Student Resources” there is a link. Student organizations can have a page or blog on the Lawrence website. To get a page or blog on the Lawrence website, the organization must submit the Student Organization Website Request Form found on the IT webpage. As leadership changes, organizations should submit the Student Organization Add Form to change who has access to edit pages and add content.
Each student organization has a unique print system account to be used to submit print jobs. Each student organization has a print allowance to be used for student organization printing needs. After that allowance has been, exhausted funds from the student organization will be required to purchase additional funds for printing. Student organization leadership will need to carefully manage the student print account credentials to avoid abuse.
The best method for submitting print jobs for student organizations is to use the Web Print system. Logging into the http://print.lawrence.edu system using the student organization print account will allow you to upload and submit documents for printing using the student organization print account.
Organization Webmail Account
Student organizations can have a webmail account for the organization. This allows multiple members of organizations to follow email exchanges, receive emails from groups, and send out emails from a unified spot.
For example, Lawrence University Community Council uses LUCC@lawrence.edu to conduct most of its business. To create an email account, fill out the SORG Email Address Form found on the Student Organizations section of the Information Technology Services Page. To change who owns and can access an organization email account, fill out the SORG Email Change Owner form found on the Student Organizations section of the Information Technology Services Page.
Organization Email Lists
As a student organization, the contacts for your organization automatically have an electronic mailing list generated off the roster that you maintain in voyager. To view the name of your organization email list, follow the instructions to edit your organization roster.
The first page after selecting your organization from the drop down menu in voyager will contain a section titled “Email List.” The list name will begin with “SORG_”.
To use your electronic mailing list, open Lawrence’s webmail and type the email list name into the “To” field. Using this mailing list will send an email from your account to all individuals on the organization’s roster.
If someone responds to the mailing list, the email will go to just the individual who sent the email.
Emails sent through this mailing list should be relevant to your organization’s mission statement.
To add individuals to the mailing list, follow the instructions in the Organization Roster section of this handbook.
If your organization has a core of active members who are on the roster and a large number of students who only attend events or go on trips, the organization can apply for a second mailing list that is maintained by the group contacts by emailing Student.Activites@lawrence.edu. For example, Outdoor Recreation Club may want to have a mailing list and roster that represents the active members who regularly attend meetings, events, and organize trips and a larger second mailing list for students who are interested in going on trips but are not involved with the club in any other way.
Volunteering & Service
Center for Community Engagement and Social Change (CCE)
Service-based student organizations represent about 1/3 of all student organizations on campus; therefore, the CCE provides much support to student leaders focused on engaging the campus in service.
The CCE encourages advocacy, service, and learning on the Lawrence campus, connecting Lawrentians to needs in the surrounding community and creating an environment of mutual learning and growth while providing service to local organizations and individuals. Working collaboratively with the community, the CCE aims to create engaged citizens by building relationships, establishing partnerships, and providing meaningful service.
Ways the CCE supports student organizations that are focused on service include:
- Acting as an incubator of ideas for individuals or groups of students interested in collective civic engagement; working alongside the student(s) to: explore ideas, connect student(s) to campus and community resources/needs, ensure student(s) success, and provide leadership support to encourage students or student groups to foster the growth of many diverse civic engagement initiatives.
- Providing student leaders with support and resources including a) Give Pulse volunteer management/event system at https://lawrence.givepulse.com. Here you can list an organizations volunteer opportunities, track student involvement, and send bulk messages to groups.
- Promoting student service organization events in the CCE newsletter, Give Pulse platform, website, social media pages, etc.
- Advising CCSE and using the committee to better relay to LUCC and the needs of service-oriented student organizations.
In keeping with the tradition of its founding as a student-led initiative, the CCE currently supports student-run programs addressing education equality, fair housing, environmental sustainability, child advocacy, arts programming accessibility, and animal welfare. Through the Service Corps program, students working at local non-profit organizations target campus groups to help with volunteering events and provide a direct contact to their respective non-profits.
Student-organized efforts are often the most meaningful, and are presumed to have a much more powerful effect on an individual’s long term civic awareness, engagement, and commitment. The CCE is here to support and direct the efforts and energy of students to maximize their success.
The Council on Community Service and Engagement is an LUCC committee focused on promoting a culture of volunteerism on campus. The CCSE works to facilitate collaboration and communication between LUCC, the Center for Community Engagement and Social Change, and student groups focused on volunteerism. The CCSE encourages students to experience the unique relationship Lawrentians have with the Appleton community through volunteerism. The CCSE works to address the concerns of the Lawrence community in areas of volunteerism and community service.
The CCSE also oversees the Humanitarian Grant. The purpose of this grant is to provide funding for students performing service in the on-campus community, the Appleton community, or the world at large. The grant is to subsidize costs for specific projects upholding Lawrence University’s missions of providing service to and learning from the community. This fund provides funding for student organizations or individuals interested in fundraising for a charitable cause as well. The fund used to subsidize costs for specific philanthropic fundraisers.
Meeting times and days vary by term. Check LUCC media or ask a class representative for meeting/contact information.
The CCE is active on Facebook and Instagram. Following the CCE on these outlets is a great way to keep up to date on upcoming volunteer opportunities.
The CCE Newsletter
You can subscribe to the CCE Newsletter by sending an email to the center at email@example.com. The newsletter has a list of ongoing and upcoming one-time volunteer opportunities, as well as a social justice news article.
CCSE Meetings and General Council Meetings
Attending a CCSE or General Council meeting for LUCC will keep you up to date on other opportunities and events in the Lawrence-volunteer community. General Council meets every other Monday at 4:45. Check the LUCC or Lawrence calendar for information on CCSE meetings.
Become a Member of CCSE
Want to be involved with LUCC? Talk to your class representative or the chair of CCSE for information on how to become a member of the committee. Even if you don’t want to become a member, attending CCSE meetings is a good way for service organizations to gain a voice on LUCC.
Drop into the CCE
If you want information right away on opportunities and want a more one-on-one approach, please request an appointment by emailing firstname.lastname@example.org. A staff member will be happy to help you or will schedule an advising meeting for you.
Publicity/Promoting your Group
Whenever posting advertisements for events or meeting times, LUCC legislation says that the sponsoring organization’s name should be listed on the advertisement. Posters without sponsoring organizations will be taken down. After the event has ended, the sponsoring organization is responsible for taking down any posters.
When putting up posters, do not post on the glass of windows, on doors, columns, or the walls of buildings – including the columns on Memorial Hall. All buildings have designated posting areas. In Residence Halls, the posting areas are marked for easy identification. To post in other buildings, students should work with the administrative assistant of that building. While putting posters on doors may seem like excellent advertising, posters on doors violate fire codes and will be taken down by staff immediately.
If a student organization would like a color poster printed through the university, they should submit the completed design to Communications by searching Communications on the Lawrence website, selecting Project Initiation Form, selecting Print/Copy Services, and submitting the necessary information on the Print/Copy web form. The email should include the size, the number desired, and the way the organization would like to distribute the posters. Students can have Communications post them across campus, pick the posters up at the Communications Office, or have the posters mailed to an SPC. 8.5 x 11 posters cost 15 cents.
If your organization is planning on advertising events or meetings outside of the Lawrence campus, the posters must follow the Communications Office’s Graphic Standards. Posters used in advertising off-campus should include the Lawrence crest and name. Basic templates including the Lawrence crest and name can be found on the Communications webpage under Downloads: https://www.lawrence.edu/info/offices/communications/identity/downloads
Chalk advertising is allowed on campus sidewalks but not on university buildings and walls. In particular, the Wriston Art Center is a work of art and using chalk advertising on the walls of the building is disrespectful to the artist. Any chalk on buildings will be asked to be cleaned off, or done so by staff if needed.
Student Organizations can upload slides to the Digital Displays in the Warch Campus Center, Wellness Center, Library, Plantz Hall, Trever Hall, Ormsby Hall, and Colman Hall. This option is highly encouraged because it saves your organization money, and it saves paper. To create a digital display, students should create a PowerPoint slide, save it as a jpeg file, and upload the file to the Digital Display Request Form, found on the Lawrence Website: http://www.lawrence.edu/info/offices/technology_services/faqs/digital_displays/digital_display_request_form
When requesting room reservations, there is an option to add the event to the LU calendar. Selecting this box will automatically add your event to the LU Calendar. To get an event on the LU calendar if you are not using the room reservation system, email the university Social Media Specialist, Mackenzie Huber, at email@example.com. The email should include: Date, Time, Title of event, Description of the event, Location, Contact name/phone/email (if applicable and/or the org. wants that information shared), and a webpage (if any) to link to the calendar event.
Transparency and Self-Identification
If you identify yourself online as an employee or student of Lawrence University in any way, you are representing the University by default. Your behaviors online are still subject to the student handbook and Lawrence University policy. It is a good practice to put a disclaimer on your group’s pages and events to ensure that your personal views are not taken as the views of the University.
Ensuring that the audience can identify and understand the “voice” of an account is a critical issue to identify the person or people managing a social channel, in this case your student organization and student organization leadership. Channels representing the University’s voice will be clear about their “official” standing, and who is running them. This can be done in a number of different ways, depending on the situation.
Intellectual Property Rights
Did you personally create that image, video, text or audio selection? If not, make sure you know and credit the source. While “sharing” and “curating” content is, in most cases, what publishers and creators want you to do, this is not always the case. Make sure you know where your content came from.
Moderating Negative Content
Not everyone will love Lawrence University or your student organization. Some people have not had positive experiences. When we identify members of our audience sharing those negative experiences with comments or messages to our social media accounts, it is important to engage with those comments or messages (if you believe them to be in good-faith and/or genuine questions and not trolling or spamming) and maintain a respectful tone, engage in good faith, and recognize when a conversation may no longer be productive. See Lawrence’s official Social Media Commenting Policy for guidance on which scenarios may warrant the hiding or deleting of comments.
Lawrence University’s Social Media Commenting Policy excerpt:
Lawrence University is committed to free expression, seeks to foster a diverse and welcoming learning community that embraces individuals of all backgrounds, and values respectful discourse and debate as an essential underpinning of a liberal arts education. To ensure our online community reflects those values and exemplifies respectful discourse, we reserve the right to moderate comments on our social media channels. This moderation may include hiding or removing posts or comments that do not meet our community standards and values.
See the entire Lawrence Social Media Commenting Policy at: https://www.lawrence.edu/info/offices/communications/lu-social-media-policy/social-media-commenting-policy
Privacy and Disclosure
If it’s digital, it is public, regardless of channel. Make sure the information you are sharing is not private information. It is also very important to understand that any content published on digital channels can, and most likely will, live on forever. Disclosing private information online can have damaging effects for years (for instance, in Google results).
Working with student groups exposes you to a variety of experiences that often apply to future jobs, graduate school opportunities, internships and long-term careers. Your participation on campus has most likely involved cooperating with different people, planning events, running meetings, making decisions, budgeting, etc. These experiences, among others, are applicable in the real world.
Think about the events and products that you and your group have worked to create:
- What was your role?
- How did you help make the event happen?
- Did you have to negotiate?
- What did you learn along the way and what ideas do you have to make it better?
Take a few moments to recollect your accomplishments and then visit the Center for Career, Life, and Community Engagement (CCL) to put your experiences into words. The CCL can help you find the right language for a résumé, a cover letter, or for an interview.
Leaving a Legacy at Lawrence
Record-keeping is an important part of maintaining a student organization and transitioning an organization’s leadership. Keeping a history of your student organization will not only help student leaders, but all members know what has worked well in the past, what has already been done in the past, and what traditions or special events should be carried on into the future. University Archivist is willing to collect and store organization documents and history. The archivist can be emailed at firstname.lastname@example.org.
Here are some suggestions of information to maintain:
- Meeting Minutes - This includes topics discussed at meetings of the organization as well as parts of the planning process, how regular meetings proceeded, etc.
- Program and Event Evaluations - These help to answer questions for future leaders about what the feedback was on certain events, whether the event achieved its goals, and if the group determined whether it was successful or not at that time.
- Term End or Year End Reports - These reports can include meeting minutes and program evaluations, and also include thoughts from the leadership about ongoing traditions, ongoing issues, problems faced throughout the year, major achievements, training for leadership, team-building for the organization, etc.
- Traditions - Tradition records should track any events that have become a tradition for the organization and should include the task lists, timeline, publicity, estimated expenses, etc.
- Financial Records - All student organizations should be keeping records of their expenses. These records will help the group plan for the programs and events they will host during the year as well as for the LUCC budget process that happens each spring term.
- Resources - Keep a list of resources and contact information for people or offices with which your organization regularly works.