Lourdes – Student Organization HandbookLourdes – Student Organization Handbook 2017-2018 Apply...

Handbook 2017-2018

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Lourdes – Student Organization Handbook 2017-2018

Table of Contents Introduction .................................................................................................................................................. 4

Mission Statement…............................................................................................5 Student Life & Other Support Staff for Student Organizations….........................6 Definitions……………………………………………………………………………………………………….7 Role of Student Government Association............................................................8

Student Organization Management ............................................................................................................ 9

Categories………………………………………………………………………………………………………..9

Benefits…………………………………………………………………………………………………………….9

Expectation of Recognized Student Organizations…………………………………………….9

New Student Organization Registration Process……………………………………………….10

Getting Started…………………………………………………………………………………………10

Becoming Registered…………………………………………………………………………….....10

Inviting New Members………………………………………………………………………………11

Renewal Student Organization Process………………………………………………………………12

Reinstatement Process……………………………………………………………………………………….13

Student Organization Event Planning............................................................................................…...15

Event Request……………………………………………………………………………………………………15

Event Approval Process……………………………………………………………………………………..15

Room or Space Reservation……………………………………………………………………………….16

Canceling Events………………………………………………………………………………………………..16

Student Organization Finances………………………………………………………………………………………………………….17

Fiscal Responsibility of Student Organization & Funding Methods……………………………………17

Budgeting…………………………………………………………………………………………………………………………17

Budget Committee for Student Organizations………………………………………………………………….17 Requesting funds……………………………………………………………………………………………………………..17

Requirements………………………………………………………………………………………………………….17

Student Organization Accounts……………………………………………………………………………….18

Tax Exempt Purchases…………………………………………………………………………………………….18

Funds for Events and Activities………………………………………………………………………………..18

Funds for Conferences…………………………………………………………………………………………….19

Fundraising…………………………………………………………………………...............................................19 Charitable Organizations…………………………………………………………………………………………20

Bake Sales……………………………………………………………………………………………………………….20

Off-Campus Fundraising………………………………………………………………………………………….21

Co-Sponsoring Events………………………………………………………………………………………………………..22

Contracts…………………………………………………………………………………………………………………………….22

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Student Organization Policies and Procedures………………………………………………………………………….23

Advertising; posting policy, chalking, other…………………………………………………………………………..23 Computer Use and Restrictions…………………………………………………………………………………………….24 Communication…………………………………………………………………………………………………………………….24 E-Communication…………………………………………………………………………………………………………24 Institutional Advancement……………………………………………………………………………………………24 Media Relations……………………………………………………………………………………………………………24 AtLourdes…………………………………………………………………………………………………………………….25 University Websites……………………………………………………………………………………………………..25

O365 Groups………………………………………………………………………………………………………………..26 Film/Movie Viewing………………………………………………………………………………………………………………26 Food Service………………………………………………………………………………………………………………………….26 Freedom of Expression………………………………………………………………………………………………………….26 Off-Campus Travel & Vehicle Use………………………………………………………………………………………….27 Printing Accounts / Paper Cut……………………………………………………………………………………………….27 Rental of Technology Equipment………………………………………………………………………………………….27 Risk Management & Safety Policy…………………………………………………………………………………………27 Social Media…………………………………………………………………………………………………………………………28 Student Code of Conduct………………………………………………………………………………………………………28

Student Organization Advisors…………………………………………………………………………………………………31

Expectations of a Student Organization Advisor…………………………………………………………………….31 Assisting with Liability & Risk Management……………………………………………………………………………31 Assisting with Budget Monitoring, Purchasing, and Contracting…………………………………………….32 Do’s & Don’t as a Student Organization Advisor…………………………………………………………………….32 Relationship with the Office of Student Activities…………………………………………………………………..33

Opportunities & Resources…………………………………………………………………………………………………………34

Awards & Recognition………………………………………………………………………………………………………………34 Event Planning Checklist…………………………………………………………………………………………………………..35 Icebreakers & Teambuilding…………………………………………………………………………………………………….36 Liability Waiver…………………………………………………………………………………………………………………………37 Running Effective Meetings………………………………………………………………………………………………………39 Sample Student Organization Constitution……………………………………………………………………………….40 Student Organization Advisor Agreement………………………………………………………………………………...42 Student Organization Travel Information Form………………………………………………………………………...43

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Introduction

Letter to Student Organization Leaders

Thank you for taking the time to review the student organization handbook. I am thrilled that you are committed to making an impact at Lourdes University through your involvement in various campus activities and student organizations. Lourdes University provides many social, academic, and cultural student organizations. By being an active member of one or more of these student organizations, you are not only making the most of your Lourdes experience, but you are also contributing positively to the campus community.

Please let me know if I can be of any assistance to you. I look forward to working with you.

Sincerely,

Olivia Staton

Student Government Association

St. Clare Hall 142

419.824.3943

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Mission Statement

Student Organizations at Lourdes University provides a holistic college experience by

developing leadership skills and engaging opportunities to build a network that will contribute

to professional development. Student-led groups enhances the campus community by

promoting awareness, education, and involvement. Deeply-rooted in Franciscan values, our

student organizations foster a community of learning, reverence, and service.

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Student Life & Other Support Staff for Student Organizations

Sr. Ann Carmen Barone Vice President - Mission and Ministry 419-824-3703 [email protected] Michelle Buehrer Campus Scheduler 419-517-8950 [email protected] Café Lourdes [email protected] Campus Security 419-574-3861 Ashley Jackson Coor. Of Student Activities & Orientation 419-517-8413 [email protected] Kim McGill Director of Finance 419-517-8894 [email protected]

Rachel Duff Anderson Dean of Student Life 419-824-3829 [email protected] Angel Belford Web Content Administrator 419-517-8864 [email protected] Andy Ham Executive Director of Residence Life and Community Standards 419-824-3873 [email protected] Helene Sheets Director – University Relations 419-824-3965 [email protected] Meredith Errington Help Desk Manager – Information Technology 419-824-3807 [email protected]

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Definitions

Student Organization Member: Any undergraduate or graduate student who is taking at least 3

credit hours at Lourdes University may become a student organization member.

Registered Student Organization: An organization that is recognized by the Office of Student

Activities and current Student Government Association (SGA) executive board. A registered

student organization has an updated roster with at least 3 student members, a completed

constitution, an advisor, and regularly attends General Assembly meetings.

Probationary Status: A student organization can be placed on probationary status based on the

following:

- Failure to complete paperwork with SGA

- Failure to attend SGA general assembly meetings; one unexcused absence places an

organization on probation. Two unexcused absences will deem the student organization

inactive.

- Disciplinary issues

- Failure to act in accordance with the Franciscan values

- Hazing

- Other means as determined by the Student Life staff or SGA

Student organizations that are placed on probationary status will be required to meet with SGA

for evaluation.

Inactive Student Organization: A student organization that is not recognized by the Office of

Student Activities and the current SGA executive board. When an organization is inactive, it is

unable to hold meetings, conduct activities, fundraiser, or represent Lourdes as a Student

Organization at any event.

To regain active status, the organization’s active leadership must meet with their advisor and

then contact Student Government Association to schedule a meeting to determine the process

of regaining active status.

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Role of Student Government Association

The Lourdes University Student Government Association (SGA), serves as a formal mechanism for a “student voice” on campus with respect to ideas, issues, and concerns regarding campus policies, programs, and activities. In addition, SGA also sponsors, funds, and coordinates programs that influence the entire student body. It fosters communication, support, and encourages input from the representatives of formally recognized student organizations. Finally, SGA promotes professional and leadership development among its members for personal and career enhancement. SGA is comprised of an executive board, student senate and representatives from each active student organization.

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Student Organization Management

Categories

The classification of student organizations provides potential and current students to identify whichever best meet their needs. The different categories offered at Lourdes University are as follows:

Academic, Honorary, & Professional

Campus-Wide Programming / Governing

Cultural/ International

Departmental

Faith-based

Service

Special Interest

Student Publication

Benefits of Recognition

A registered Student Organization at Lourdes University may:

Use university facilities, spaces, and equipment freely; subject to reservation Advertise approved sponsored events at designated areas Publicize approved sponsored event in Weekly Howl and Campus Calendar Apply for university funds through SGA (if eligible) Fundraise for additional funds Participate in the bi-annual Student Org Rush Use the Leadership Library Solicit membership under the student organization name Be listed on the Lourdes University website and other publication Hold a leadership position Request office space and use office equipment (computer, printer, poster making supplies

etc)

Expectation of Student Organizations

Failure to comply with the following responsibilities will result in loss of recognition:

Renew the student organization each academic year and submit updated rosters each

semester

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Maintain an active student organization profile

Fulfil the campus engagement and involvement criteria

o Must attend the bi-annual Student Org Rush

o A representative must attend “Meet the President” event each Fall

o Must host and/or co-host two events on campus per semester (not including

fundraisers)

o Must complete one three-hour community service project for the academic year.

Attend the Leadership Training workshop each Fall for executive board members

New Student Organization Registration Process

Getting Started

In order to form a new Student Organization at Lourdes, the prospective group must meet the following obligations in order to be considered recognized:

Obtain a minimum of three signatures, phone numbers, and email addresses of Lourdes University students who share the same interest in beginning a new student organization.

An Advisor, who is employed by Lourdes as a Faculty or Staff member on an annual basis, must be secured to serve throughout the organizational process and for a minimum of one year from the date of recognition. It is strongly recommended that groups have more than one advisor, or an alternate, who can fill in as needed in the absence of the advisor.

A constitution and by-laws stating the mission, purpose, officers and advisor’s responsibilities, voting procedure, membership dues, etc.

An initial application must be filled out by the prospective group. This application can be found online under the Student Organization section of the website. Once the application is submitted, SGA will contact the interested group and set up a meeting. The required documents must be submitted within 30 days of the application process:

o The roster of the three potential members, including an assigned leadership position.

o A copy of the proposed Constitution

o A signed copy of the Advisor Agreement

No new organization can become registered after April 1 of each year

Becoming Registered

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Apply online

o Apply online to become a Student Organization. Online applications can be found on the Lourdes homepage, under the Campus Life tab, then the Student Organization tab.

o You must have the names, phone numbers, and email addresses of at least three potential students for your new Student Organization.

o You may begin looking for potential faculty/staff advisors for your organization. Contact the Student Life for additional ideas.

Create a Constitution

o After your application is received, you will be contacted via email with a template for a

constitution. You will then create a Constitution following these guidelines. o When your constitution is finished, you will email it to [email protected]. It will then be

reviewed and an additional meeting will need to be setup with SGA to discuss any changes that may need to be made.

Make suggested changes to the Constitution

o After you have met with SGA, you will make suggested changes to the Constitution. o When the final draft of the constitution is emailed back to [email protected] with the

subject heading "Constitution - final draft" you will be contacted by SGA with the next date of an SGA General Assembly meeting.

Submit a signed copy of the Advisor Agreement

o Your confirmed advisor needs to sign the advisor agreement stating their

understanding of what it means to be an advisor for your organization. This contract should be submitted within 30 days of the initial application. The form is included in the appendix.

Set up a meeting with SGA

o You need to set up a meeting with SGA. A welcome packet will be given and any

questions you might have about starting up your new organization can be answered. Your advisor is encouraged to attend this meeting.

*Please note that a prospective student organization will be considered inactive if all materials are not submitted within 30 days of the initial online application.

Inviting New Members

Potential student organizations that are not yet registered may host one meet and greet event. ONE announcement may be sent by SGA via email and/or a social media post. The group must

mailto:[email protected]


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work with SGA by creating a flyer with meeting details clearly defined. ONE additional email may be sent on the potential student organizations behalf in search of an Advisor. A table may be reserved to spark interest in the organization up to three consecutive days.

SGA will allow for the reservations (table & room) to be made under their name while the organization is in the process of becoming registered. All flyers and advertisements will list the potential name of the organization, but will need to be co-sponsored by SGA. All advertisements must follow the posting policy.

Renewal of Student Organization Process

In order to maintain active status, all student organizations must register during the spring semester. The Annual Registration Form can be found on the portal under the Student Organization tab from the Campus Life page. The following information must be submitted 14 days before the end of the semester:

Updated roster of all members including the new elected officers with contact information

An updated constitution that clearly defines the mission

Calendar of potential activities and events for the coming year

Links for social media and webpages

An advisor

*Organizations that do not provide updated information will be considered inactive for the following academic year.

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Reinstatement Process

To re-establish recognition, the student organization must follow the procedures for obtaining

recognition. A reinstated student organization must clear its previous Lourdes University

business office account before a new account may be established. All back debts must be paid

and previous balances brought forward to the new account.

Student organizations with an inactive status must go through the reinstatement process to

regain its active status. The reinstatement process goes as followed:

Meeting with SGA

Complete a reinstatement application

o Turn in to SGA office

o SGA reviews application

o SGA then contacts the student organization approving or denying the request

Student organizations that completes the reinstatement process ensuing to the halfway

point of the semester (Fall October 13th or Spring March 2nd), the student org will remain

inactive until the upcoming semester

The Reinstated student organizations must conduct a minimum of 2 official meetings,

during its first semester reinstated, and are required to participate in SGA General

Assembly meetings and at least two campus wide events during the academic year.

o Organization meetings will be recorded through meeting requests approved by

SGA.

o Attendance at SGA General Assembly meetings will be recorded through SGA. The

organization needs to follow SGA’s policies regarding attendance (see SGA

Constitution).

o Campus wide events will be recorded through the Event Requests made through

the Office of Student Activities

Any Lourdes University student organization not complying with the conditions and

policies to be recognized as an active group set forth in this handbook will be determined

to be inactive. After 2 years of inactivity, recognition will be officially withdrawn.

Student Organization Name

The name of the Organization must accurately reflect the function of the group. If a Student Organization wishes to change their name:

o Submit an explanation of why you are changing the name of the group to [email protected].


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o With this explanation, please submit any changes that will be made to the mission statement. This should be assessed prior to the name of the organization being changed.

o Please provide proof that this change was voted on or approved by all current members and advisors of the group.

i. Appropriate documents to support this include minute meetings and a formal petition signed by members.

o Finally, the advisor should provide a written statement approving of the name change. Email statements are acceptable.

Student Organization Constitution

Constitution requirements

o All Student Organizations are required to maintain a constitution. This constitution will be constructed or revised using the standard template that was implemented in spring of 2010.

The Constitution template is structured as follows:

o Name and Affiliations o Purpose and Objectives o Membership o Officers o Advisors o Meetings o Voting o Authority and Quorum o Finance o Amendments

Changes and Updates

o Any changes that are made to an existing constitution throughout the semester must be submitted to [email protected].

o Constitutions will be submitted to [email protected] annually. If no changes have been made to the constitution, the date should be updated to the current year.

o These are due 14 days prior to the end of the spring semester.



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Student Organization Event Planning

Event Request

All activities, events, and fundraisers must be approved through the Office of Student Activities. Requested events must be in conjunction with the student organization mission statement at Lourdes University. It is strongly encouraged that collaboration between student organizations take place when planning an event. Controversial and/ or offensive events will not be approved. All submissions for activities, events, and fundraisers must be submitted at least 10 business days before the desired date. Student Organization meetings should be requested through SGA so that the appropriate space is reserved. In the event of needing security, please call the Office of Public Safety.

Event Approval Process

Step 1: Organization Event Request

The Student Organization should check the campus calendar for the preferred date of activity. All event requests should be submitted at least 10 business days prior to the event date.

The student organization will fill out an event request form. Forms can be found online (PDF).

The form must be filled out completely, with an advisor signature and then submitted to the Office of Student Activities.

The Coordinator Of Student Activities will look at the dates and make sure: o There are no other fundraisers scheduled campus wide o The event does not conflict with Catholic identity or Franciscan values o The event is not requested for more than 2 days if it is a fundraiser o The student organization is active

Step 2A – The event has a

conflict

If there is a problem with any of the

guidelines in Step 1, the organization will be

contacted. The Coordinator of Student

Activities will establish a meeting to discuss

revisions that are necessary in order to

approve the event. After the event, the

organization will need to submit a new

Event Request with the proper information.

Step 2B – The event can be approved

If the event can be approved, meaning it has been signed

off and all scheduling needs can be met:

If a table or room has been requested o Michelle Buehrer, the Campus Scheduler, will

be contacted to reserve the necessary space o Michelle Buehrer will email a confirmation to

the Coordinator of Student Activities. o The Coordinator of Activities will add the event

to the Campus Calendar.

Event Requests that do not require campus space o Still need to submit an Event Request o These will be reviewed, approved, and added

to the calendar. o An email will be sent to the student org email

address to confirm that the event has been approved and can be viewed on the Campus Calendar.

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Room and Space Reservations

A fundraiser and a clothing/supply drive can take place at the same time as long as no monetary funds are being collected by the organization hosting the drive.

The location for a requested table is across from the Welcome Center (Ulrich Commons), by the Planetarium area, or in the TV area by Café Lourdes. Only one organization, two 8 ft. tables max., can occupy each space at a time. Tables must be staffed at all times.

If an organization fails to attend their scheduled table on a day, the organization will lose all future reservations for tables. After waiting 24 hours, the organization will be able to reapply for its tables by submitting another activity request (for each table request) to SGA.

If an organization fails to attend their scheduled table more than once, the organization will lose all ability to book tables throughout the academic year.

Custodial Services

All Student Organizations are accountable for their workspaces.

At the conclusion of events and meetings, the facility requested must be left in the same manner in which it was found.

Cancelling Events

If a student organization decides to cancel an event, the student leader must notify their advisor first and then the Office of Student Activities immediately so that the proper campus departments are aware of the changes. The removal of flyers and digital advertising must be taken down. If a student organization needs to reschedule an event, it must be 10 business days from the original date if the change is made on the day of the event. The proper department will be notified about the cancelled location and it is the responsibility of the student organization to inform any parties (food, equipment, etc.) about the cancellation.

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Student Organization Finances

Fiscal Responsibility of Student Organization & Funding Methods

Student Organizations are fully responsible for funding their own financial accounts with the help from fundraising, membership dues, Budget Committee for Student Organizations (BCSO) or other methods. All student organizations must have a financial account with the university in order to receive BCSO funds. All fundraising must meet the fundraising requirements listed below. Budgets are maintained by the Finance Office. A monthly statement is distributed to student organizations mailboxes, located in the SGA office. All Student Organizations are permitted and encouraged to use the funds that they raise. These funds carry over if they are not used each semester.

Budgeting

Student organizations are encouraged to plan a year in advance to determine budget needs to reach primary goals. Planning allows student organizations to prioritize where the bulk of funds will go, whether to hosting events or to attend a conference. After establishing the goals for the year, groups can set an operational budget. With many different funding sources such as membership dues, fundraising, BCSO request or a combination of them, groups improve their ability to meet success. Don’t forget to check last year’s budget to help with future planning.

Also, compare quotes or estimates before making any purchases. The more money you can save by getting actual prices, the better chance of hosting more successful events in the future. Don’t be afraid to ask for discounts or specials. Collaborate with other student organizations to help with cost because more helpers mean more funding and more potential guest at your event. Be sure to check budget accounts at least once a month.

Budgeting Committee for Student Organizations

Rules and Regulations for Supplemental Funding according to the Budget Committee for Student Organizations (BCSO).

Requirements:

Have a minimum of one student representative at the monthly open forum SGA meeting. The representative must be someone other than a SGA Executive Board member.

Applications for BCSO funds can be obtained by filling out the form found on the Portal 14 days prior to the event or conference.

A representative from the organization must attend the next BCSO meeting to answer any questions regarding the application. Advisors are also encouraged to attend.

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BCSO will decide within 14 days after the meeting. All organizations will be notified of the Committee’s decision via the organization’s email address.

For approved requests:

o Funds will be transferred to the organization’s account within 72 business hours. These funds are non-transferrable to other Student Organizations.

o Copies of all receipts are required to be returned to the SGA treasurer within one week of the completion of the event. Any unused funds will be returned at this time.

A student organization will be deemed inactive if the organization fails to submit receipts, does not return unused funds, and/or uses BCSO funds inappropriately.

o All organizations who receive funds must attend the following SGA meeting and briefly summarize their event.

For denied requests:

o Each organization has the right to appeal the committee’s decision. The appeal must be in writing and submitted to the SGA treasurer within 5 business days of the original denial.

Student Organization Accounts

All recognized student organizations must create a financial account with the Finance Department for all operations. The account will be created when the student organization has money to deposit including funding from the BCSO account. All inactive student organizations must clear any balances before the group can become reinstated.

Tax Exempt Purchases

Lourdes University has been granted tax-exempt status by the Ohio Department of Revenue. In order to forgive sales taxes on purchases, student organizations must present a copy of the tax-exempt letter that can be provided from the Office of Student Activities. The tax-exempt letter can only be applied to certain purchases. For additional questions, contact the Finance Department.

Funds for Events and Activities

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An event is defined as a planned social gathering that is open to all undergraduate or graduate students at Lourdes University. The event can be hosted on or off campus. Every student must have the option to attend the event.

Funding is meant to assist student organizations with hosting events, sponsoring special programs, or offering other activities that benefit members of the organization and the student body. It is not intended to cover expenses of the organization’s routine activities. All organizations are encouraged to pursue other means of fundraising to cover these expenses.

To apply for funds for events and activities, organizations should follow the procedures as outlined above.

Funds for Conferences

A conference is defined as a meeting, or series of meetings, that typically consists of presenters who speak on a specific topic to expand the knowledge base of a particular subject for those in attendance.

After the budget is determined for the academic year, BCSO funds will be allocated per semester for students and their advisors to attend conferences. The conference must relate to their organization, i.e. fulfill their organization’s mission or purpose.

Organizations can apply for up to $300.00 per academic year to cover expenses at conferences. Expenses include admission or conference fees, overnight accommodations, van/car rental, etc. Gas and personal items (such as food) cannot be covered by the BCSO funds.

To apply for conference funds, organizations should follow the procedures as outlined above.

Fundraising

Fundraising for Charitable Organizations

A charitable group is defined as any group that provides a gift to a public cause for benevolent purposes and the social well-being of others.

Fundraising for such charitable groups ought to reflect our Catholic Identity, Franciscan values and Lourdes Mission.

If the appropriateness of a charity is brought into question, please contact Mission and Ministry.

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Organizations and committees are not permitted to host any other fundraisers or collection drives beginning the Monday before Thanksgiving through the remainder of the fall semester. All organizations and committees are encouraged to join their efforts with the entire community on the Lourdes’ Spreading the Joy project.

Student organizations as well as Faculty, Staff and Institutional Committees at Lourdes are encouraged to be involved in a wide variety of outreach activities throughout the year. The Thanksgiving and Christmas season, however, presents a special challenge. Many at the university are involved in off-campus outreach efforts because of family, civic, and religious responsibilities and many organizations have their own favorite projects. In order to focus our efforts and to prevent people from being pulled in too many directions during the holiday season, Lourdes asks that we, as a campus community, draw together and collaborate on one outreach project, Spreading the Joy, which is coordinated through the Office of Mission and Ministry. Planning for Spreading the Joy begins in October. Contact the Office of Mission and Ministry to learn how your organization can be a part of this project.

Fundraising On Campus - Non Food Items

The Event Request form must be printed as a PDF file from the website, filled out and signed off on by an advisor, and submitted to Student Government Association for review.

Organizations are responsible for planning, promoting and financially supporting their events. They are also responsible for following up on any sponsored fundraising efforts.

Non-Philanthropic fundraising is approved for 2 days in a row. This refers to fundraising that benefits the organization and no specific charitable cause or 3rd party.

Fundraising events are permitted by two student organizations at a time. No more than 1 bake sale can occur per day. To ensure your preferred dates, submit an activity request at least 10 business days prior to the event date. Students may check the campus calendar for available dates.

In-kind donations are accepted on campus.

Fundraising on Campus with the use/sale of food items

All food sales that are used to raise funds for the organization must be held on campus.

AVI and Café Lourdes should be your primary contact for all food requests. Please email [email protected] for more information regarding your fundraiser. (Student Organizations are able to use outside vendors if Café Lourdes is unable to accommodate your needs. The outside vendor must have the appropriate licensure.)


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Bake Sale items can be donated by members, however, it is recommended that treats be individually wrapped and should not require any heating or cooling needs. All treats should be able to be served and stored at room temperature.

Student Organizations are encouraged to host non-food related events. For assistance with ideas, please contact the office of Institutional Advancement.

Lourdes is limited to the number of food sale fundraisers annually. As an institution, we must not exceed 52 annually.

Fundraising Off Campus

Fundraising (without the sale of food) is permitted off campus. The Event Request form must be filled out, regardless of the location.

The advisor must sign off on this Event Request and be present at the activity to act as a chaperone or send another faculty or staff as a proxy.

All fundraising that is solicited throughout the community should be approved by Institutional Advancement.

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Co-Sponsoring Events

Co-sponsoring events is a great opportunity to utilize all resources to its capacity. With more funds and people, organizations can reach a unified goal. To make an event most successful when collaborating with another organizations, groups are encouraged to follow the steps below:

An event request must be submitted with both organizations listed to carry out a successful event

Co-sponsoring events mean that both parties are involved with the planning, marketing, execution, and evaluating process pertaining to an event. Collaborating groups who only request for funding without being involved with the entire process may be discouraged from receiving funding for co-sponsored events in the future.

A written plan of what task needs to be accomplished will benefit the groups. The plan should include the date, time, and responsibilities should be clearly defined.

All co-sponsoring organizations must be included in all advertising.

Contracts

Successful events all begin with a good contract. The key to contracts is negotiation to make both parties happy. A contract is a mutual agreement between two parties to reach a common goal. Student organizations do not have to accept a contract as is and should include as much information as possible.

Working with an artist, vendor, agent or other is a great learning experience for student leaders. Below are a few things to keep in mind when speaking with an agent. Remember when gaining information in the planning process to explain to the agent that the call or email is just to help plan and a commitment cannot be made at this time. Advisors must sign all contracts.

Dates and time for event

Budget

Venue location

Size of venue

Size of guest list

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Student Organization Policies and Procedures

Advertising; posting policy, chalking, other

Posting Policy

The following policy is designed to allow registered student clubs, organizations, administrative and academic departments to properly post items on Lourdes University property in a manner consistent with the mission of the University.

All advertisements and materials must be approved by the Office of Student Activities. Only individuals and organizations are permitted to post advertising if a stamp of approval has been provided by the Office of Student Activities. Advertising materials should be given to Student Activities, SCH 143, [email protected], X8413, no later than five business days before an event.

Advertising material can be sent electronically for approval

Advertising material can be taken to SCH 143 for approval

Each organization, administrative or academic department is responsible for posting and removal of materials. Advertisements can only be posted for two weeks (unless the event is held longer than one day) and must be removed no later than 48 hours after the event.

Advertisements cannot be posted to glass surfaces including doors, painted surfaces, trees, steps, sidewalks, or brick. Postings displayed in violation of this policy will be removed regardless of content.

Before materials can be posted, please make sure to do the following:

Provide the name of the organization hosting the event, date, time, location, and appropriate contact information

Include the disability-services information: ‘For disability-related accommodations, contact the office of Accessibility Services at (419) 824 3523 or [email protected].’

Avoid any demeaning portrayal of the University or members of the Campus Community

Refrain from violating any copyright laws or the use of anything that is not consistent with values of the University

Chalking

The use of chalk is permitted on University sidewalk by Russell J. Ebeid Hall, the path, and the Commons area. Chalk must not be written on buildings, windows, or columns. If in doubt, ask the Office of Student Activities.


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Computer Use and Restrictions

Registered student organizations are assigned an email address by the Informational Technology Office and must be used for conducting business on the behalf of the organization. Groups have access to computers in the student organization office. Computer usage should be to create flyers, meeting notes, financial updates, post information regarding an event or related. Groups should not abuse the privilege to use a computer on the behalf of an organization.

Communication

E-Communication Policies

Email accounts are made available by the ITS department for each student organization. Student organizations are highly encouraged to use the account for communication between internal departments and other student organizations as well as external entities.

Please check the student organization email account often. If you are unable to check the email account, please make sure that someone from the organization is able to do this.

Please make sure that your organization keeps record of the password and any other user information.

All formal communication to the campus (e.g. – the announcement of an upcoming event) is encouraged to be sent through the Weekly Howl. Please submit your event information to [email protected] one week prior to the event date.

Institutional Advancement (per the Lourdes Student Handbook)

Institutional Advancement (IA) plays a vital role at Lourdes. The departments within IA are the Offices of Corporate, Foundation & Government Relations; Development & Alumni Relations; and University Relations. The goal of the Institutional Advancement team is to raise funds to benefit students and to increase the awareness of Lourdes in the region. The Office of University Relations represents Lourdes to internal and external communities through advertising, marketing, media, publications and web communications. An integral part of Institutional Advancement, University Relations informs students, alumni, donors, friends and the general community of the latest developments and offerings at Lourdes. University Relations is available to student organizations and committees to help with media relations, publications and design, the website, and marketing and advertising ideas.

Media Relations

Media Relations serves as a liaison between Lourdes and the local media. Lourdes requests all media outlets respect the privacy of Lourdes students and employees and submit their requests


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for interviews, access, and information through the Office of University Relations. Likewise, students who are approached directly by the media must refer them to the Office of University Relations to facilitate their requests. By contacting University Relations first, the Office will be able to properly facilitate any requests, and to direct media to the appropriate personnel and location. A University Relations member must be present when a Lourdes student meets with or is interviewed by the media. University Relations can assist the student with preparation before meeting with the media.

Media Relations is responsible for creating news releases; pitching topics to publications; contributing articles to internal and external publications; and copywriting, editing, and proofreading.

AtLourdes

Lourdes’ magazine is published quarterly by the Department of University Relations. It is circulated to over 12,000 readers. AtLourdes features stories about students, faculty, staff, alumni, donors and campus programs, events and activities. Students are encouraged to submit information, articles and stories for consideration. AtLourdes can be found on the Lourdes website: www.lourdes.edu under “News.”

University Website

Student Organizations and Departments on the Web

Help show current and potential students the opportunities Lourdes has to offer. We’re looking for:

o Accurate information

o Consistent look and feel

o Clear, concise, and compelling content

Not sure what to put online? Here are some ideas:

o Concise description of your organization or department

o Upcoming events

o Personnel and officers

o Minutes and publications

o Contact information

http://www.lourdes.edu/

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For more website information, contact Angel Belford, Web Content Administrator, at 419-517-8864 or [email protected].

Film/Movie Viewing

Student organizations must receive proper approval to show a film or movie. Most movies require the purchase of rights from a company unless the film is a documentary. Companies to check with for the purchase of the rights includes Swank. Contact the Office of Student Activities for more information.

Food Service

AVI Food is the provider of Lourdes University dining services. Organizations wishing to cater food should check with AVI Food first before searching options and prices. It is not necessary to have catering from AVI Food, but this could be more convenient.

Freedom of Expression

Lourdes University preserves the openness of public dialog and debate. An environment that

encourages diverse views and the free exchange of ideas is vital to the Lourdes University

mission. The University’s policies seek to encourage open, on-going intellectual engagement

and debate through civil, mutually respectful interactions. Lourdes University respects the right

of all members of the academic community to express their ideas freely and to demonstrate

their concerns collectively by orderly means and respect the principles that govern the

University. The University does not endorse political candidates nor does it necessarily endorse

the views of speakers hosted on campus. Approval for speakers and external groups must be

obtained by the Vice President of Student Life. Non-approved vendors associated with the

political event or speaker will not be allowed on campus property. Members of the Lourdes

community should understand that standards of civility, consideration, and tolerance must

shape our interactions with each other. Infringing on the expression of views, either by

interfering with a speaker or by defacing or removing properly posted or distributed notices or

materials, will not be tolerated. (Per the Student Handbook)

Off-Campus Travel and Vehicle Use

Automobile Travel


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The advisor or approved University designee of the group must be present for any event in which Lourdes is represented off campus.

Students are permitted to use personal transportation when traveling within 35 miles of Lourdes University. All events outside 35 miles of Lourdes University require transportation to be coordinated through a faculty or staff member. University vehicles can be reserved by contacting the Director of Public Safety.

Other Travel/Conference and Event Travel

At least one faculty or staff members shall be present when student groups of twelve or less are traveling outside 35 miles of Lourdes University. The ratio of faculty/staff to students shall be a minimum of one faculty/ staff per twelve students. In special circumstances, the faculty/staff to student ratio for travel may be amended, per approval from the Dean of Student Life.

Printing Account / PaperCut

All registered student organizations will receive $20 worth of printing per semester. This printing should be used to help advertise activities, events, or new membership. If your organization would like to add more money to your account, please arrange a meeting with the Office of Student Activities.

Rental of Technology Equipment

Student organizations needing to use laptops, portable speakers, computers on wheels, etc must have an advisor reserve and rent equipment for the organization. It is the responsibility of the advisor to pick up and return all rented equipment from the ITS office in the same condition it was leased.

Risk Management and Safety Policy

Careful and thorough planning creates a limited resistance against liability. Although, student organizations cannot predict mistakes or accidents from happening, clear planning can help avoid unforeseen problems from arising. Below are a few questions student leaders and advisors should ask during the planning process:

Has the entire organization and advisor approved the event or activity? Does the event support the mission of the student organization and the University? Are there any state or city laws that could potentially be violated? How are the state or city laws being protected from violation? What specific risk are involved with the activity and how will leaders maintain control? What steps will be taken by the student leaders if the event gets out of control?

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What procedures will be followed in case of an emergency? Is the need of security important for our event?

Student leaders must decide when to provide a waiver for their event. Waivers are needed for physical activities and travel events. Waivers limit the liability from student organization and places the responsibility on the individual. Use best practice when considering a waiver by asking the student organization advisor.

Social Media

Social Media is a powerful tool for marketing, staying up to date with current events, and creating a dialogue. With the ease of posting and responding, social media can be beneficial, but dangerous. Student Organizations must take precaution when creating sites such as Facebook, Twitter, Snapchat, and YouTube pages. Registered student organizations have the ability to create their social presence after being approved. Below are a few guidelines to follow when using social media for student organizations:

Think before you post: Only post things that you are comfortable allowing a wide audience to view and potentially reaching another platform. Never post anything that could be harmful, derogative, harassing, or libelous.

Check for grammatical errors: Check your spelling and grammar, especially if you are posting on the behalf of your student organization. Avoid rumors and fact check information before posting it.

Protect your organization: Stay loyal to your organization and honor confidentiality when it comes to members of your group, faculty, and staff members of Lourdes University.

Audience: Remember, post could be viewed by an audience it was not intended for so be careful to not isolate a particular group or person.

Usage: The use of campus computers and office hours should be used to conduct business for your organization. Make appropriate decisions on how you best use your time and resources.

Student Code of Conduct

The unlawful possession, use, or distribution of illicit drugs and alcohol by students and employees, either on the property of Lourdes University or as part of any of its activities is prohibited. Any such possession, use, or distribution, as governed by Federal, State of Ohio, or Sylvania laws by a student or employee of Lourdes University is liable to disciplinary action by the University which may range from reprimand to expulsion (for students), or termination of employment (for employees).

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Lourdes University does not condone the use of any illicit drug. Therefore, the possession, consumption, sharing, or sale of marijuana, narcotics, illegal synthetic drugs, non-prescribed prescription drugs or other illegal drugs is prohibited.

There are reasons other than legal implications that warrant the University’s concern about drugs. The availability of drugs in any large group setting subjects members to potentially serious security risks. The potential for drug use will continue to attract non-members of the University community who are interested in drugs for reasons of personal profit.

Student involvement in such matters is of concern to the University, whether it occurs on or off the campus and irrespective of any action of civil authorities. Involvement may subject the student to disciplinary action.

If illegal drugs are suspected in a resident’s room or apartment, authorization for a search will be requested by Public Safety from the Dean of Student Life or his designee and Public Safety staff may enter the room/apartment and conduct a search. If illegal drugs are identified in the search, the Police will be summoned to test the substance, confiscate the substance if it is found to be illegal, and issue citations when appropriate.

University reserves the right to confiscate illegal drugs or drug paraphernalia that are discovered in students’ rooms/apartments, possessions, or public areas of the campus. If drugs or drug paraphernalia are found, the incident will be documented. All documented incidents of illegal drug use or possession will be processed internally through the University Student Conduct process.

If You Violate the Student Code of Conduct

If your behavior is inconsistent with University policy, whether the event occurs in or out of the classroom or on or off campus, the conduct process is initiated.

• You will be notified through your university email that a violation has been filed.

• You will be invited to a meeting with Director of community standards to discuss the community standard violation.

• At the meeting, you will be able to discuss the charges and a determination will be made.

• If you are found in violation, sanctions may be imposed on you.

University Sanctions

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When students or employees are found in violation of any federal, state, or local laws

governing drugs or alcohol, Lourdes University will impose sanctions according to fundamental

fairness. Violations by students or employees will result in disciplinary action up to and

including expulsion or termination, respectively. In addition to, or in lieu of discipline, violators

may be required to complete an appropriate rehabilitation program. Violations by students and

employees may also result in referral for criminal prosecution. The disciplinary process and

procedures for students is outlined in the Student Handbook and for employees in the

Employee Handbook.

Disorderly Conduct

No person shall recklessly cause inconvenience, annoyance, or alarm to another by any of the

following: engaging in fighting, threatening harm to person or property, violent or turbulent

behavior, making unreasonable noise or offensively course utterance, gesture, or display or

communication unwanted and grossly abusive language to any person. Including insulting,

taunting, or challenging another in which conduct is likely to provoke a violent response. No

person shall hinder or prevent movement of persons on a public street, road or highway or

right of way, as to interfere with the rights of others. No person shall create a condition that is

physically offensive to persons or that create risk of physical harm to persons or property. This

includes disorderly conduct while intoxicated. The penalty for violation is a 4th degree

misdemeanor which can result in up to 30 days in jail and fines no more than $ 250.00.OCR

2917.11

Disclosure and Reporting Consumer Information

The Higher Education Opportunity Act (Public Law 110-315) (HEOA) was enacted on August 14,

2008, and reauthorizes the Higher Education Act of 1965, as amended (HEA).The Higher

Education Opportunity Act of 2008 (HEOA) contains numerous federal reporting and disclosure

requirements for information from various administrative areas of higher education

institutions. In order to make this information readily available, Lourdes University has created

this webpage which is designed to provide quick access to this data. For more information go to

http://www.lourdes.edu/campus-life/resources-disclosures

http://www.lourdes.edu/campus-life/resources-disclosures

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Student Organization Advisors

Expectations of a Student Organization Advisor

Being an advisor to a student organization is a rewarding experience. Advisors have the opportunity to enhance the student experience in and out of the classroom. Student organization advisors must be a faculty or staff member employed by Lourdes University. Advisors are not compensated or stipend. The commitment to be an advisor is a full volunteer position. All event and funding request must be signed by approved by an advisor first. As an advisor, it is important to set student-advisor expectations. Below are a few ideas to consider:

What kind of communication is appropriate between the advisor and student organization? Work email? Social media? Cell phone? Home phone?

When can that communication occur? Regular office hours? Evenings? Weekends? Vacation? Holidays?

How often will the advisor meet with the executive board?

Is it important that the advisor attends regular group meetings?

Advisors should never run meetings or a vote on the behalf of the organization, but should have a voice to keep the group on track. When it is important to provide feedback?

Does the student organization prefer to have questions asked or statements for the advisor?

When are suggestions more effective in helping the group move forward?

What kind of input is necessary for the executive board rather than the entire membership?

Assisting with Liability & Risk Management

Student organization advisors are responsible for knowing the details of each event that their group is organizing. As such, advisors are expected to give the best judgement when approving activities and events. It is important to be concerned about liability and any questions or concerns can be directed to the Office of Student Activities. ALWAYS, assume a worst-case scenario to counteract any potential risk. Although there is no way to completely eliminate risk or liability from activities, there are steps in reducing risk and problems from arising. Below are a few steps in ensuring a safer and risk-free environment:

How will this event affect the audience physically? Could this event cause injuries from physical activities, inclement weather, equipment or materials, food related illnesses, dangerous travel conditions, etc?

How will this event affect the reputation of officers, members, or the University?

How will this event affect others emotionally?

How will this event affect the organization financially?

Will there be any damage done to property, spaces, or locations?

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Assisting with Budget Monitoring, Purchasing, and Contracting

Advisors play a major role in assisting student organizations in their financial accountability. With careful oversight, advisors can aid student organization leaders in budgeting monitoring, reasonable purchases, and contracting however, all budget request must come directly from the president or treasure of a group. It is not the responsibility of the advisor to request funds from the BCSO account allocated from Student Government Association. Budget request will need the approval of an advisor and student organizations who receive funds from the BCSO account will need to pick up a check from the Accounting Department. All receipts must be turned in no later than five business days from cashing the check. Funds that are not used, will need to be transferred back to SGA within five business days. Advisors who wish to make purchases on their company credit card may do so, but must be aware of the amount that was approved for the student organization.

Do’s and Don’t as a Student Organization Advisor

DO fully understand the organizations constitution, goals, events, and encourage members to stay on track

DO learn and abide by federal, state, local, and campus laws/policies

DO allow the group to succeed and fail. In both instances, students learn from their successes and failures. Offer support when necessary.

DO set clear parameters around the expectations of the advisor’s role and the advisor relationship in the beginning of each academic year

DO assist in leadership transition and member education

DO encourage collaboration with other organizations and departments

DO learn when to speak up and be passive, allow the student organization to be student-run

DON’T do everything and ‘run’ meetings, events, and activities

DON’T know it all

DON’T be afraid to let the group try new things

DON’T be laissez-fare or autocratic

DON’T assumes the group handles everything successfully/ correctly and doesn’t need you

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Relationship with the Office of Student Activities

Advisors are much appreciated by the Student Life department. Without student organization advisors, groups would not reach their full potential. Using the many resources provided by the Office of Student Activities, advisor can benefit from assistance with:

Knowing student organization policies and procedures

Understanding your role as an advisor; mentor vs supervisor

Understanding the functions of a group

Event planning

Inviting, developing, and maintaining organization members

Aiding in leadership transition

Evaluating student organization success and performance of leaders/advisors

Icebreakers/team building activities

Reporting concerns, incidents, or violations o As a member of Lourdes University, it is the responsibility of an advisor to report

concerns, incidents and/or policy violations. Please contact the Director of Public Safety if concerns rise for the following:

Alcohol Hazing Discrimination Sexual Assault Student in Crisis Clery Act Reporting Title IX Issues

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Opportunities and Resources

Awards & Recognition One of the many luxuries of being a recognized student organization is having the opportunity to earn an award at the annual student awards banquet. In order to qualify for a nomination, student organizations must uphold the responsibilities to maintain recognition. Currently, the awards consist of:

Student Government Association Award

Student Organization of the Year

Student Organization Advisor of the Year

Student Organization Recognition Award If you are interested in proposing a new award, please contact the Office of Student Activities.

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Event Planning Checklist

Whenever tasked with a new project, use the criteria below to ensure a successful event:

Before an event:

Arrange a meeting with other parties involved

Find / Reserve space

Create a work order (tables, chairs, extension cords, etc)

Set entertainment

Select food for event

Make a shopping list

Create a flyer (regular size and little stands) o Print and post two weeks before event o Send out via email

Signup list

Send out email confirmations

Place out five yard signs…be creative – (event name, date, time & location)

Update social media

Schedule transportation

Pack bag (cards, stamp, waivers, camera, etc.)

On the day of event:

Grab bag

Organize tables, chairs, equipment, etc.

Remind others to clean up after themselves

Keep attendance

Be attentive to others reactions

Have a positive attitude and fun

After the event:

Clean up

Complete an evaluation of event

Send thank-you notes

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Icebreakers & Teambuilding

Strong student organizations accept, value, and respect each other in their group. Effective communication, organizational skills, and support for one another enhance the bond between members. Using icebreakers and teambuilding activities can assist in developing and strengthening the livelihood of the organization. The list of activities were not created or owned by the Office of Student Activities. They are taken from the Office of Student Involvement from University of Toledo. Activities

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Running Effective Meetings Below are a few tips on running effective meetings:

Set an objective: All meetings should have a purpose. Let group members know the reason for the meeting and allow others to help achieve the end goal. Set this priority first before calling a meeting with the members. Pose a question to encourage the ideas, opinions, and engagement of members the meeting.

Create an agenda: To stay on task create an agenda. Write out exactly what meeting items need to be discussed along with how much time you plan to spend on the topic. Leave updates to five minutes and think of areas that can wait until the next meeting.

Choose the best time: Be sure that most members can attend the meeting by suggesting several meeting times. Come to an agreement with what works for the group collectively.

Reserve a space meeting: Contact the SGA office to reserve a space at least five days before your first meeting. Make sure the space is appropriate for the size and agenda of the meeting. Some spaces on campus are more comfortable with lounge furniture while others are more professional.

Involve everyone: Do your best to include all members in the conversation. The key to having members excited about their involvement in the organization is to engage everyone in conversation, execution of task, and assessing activities. Members make the operation of an organization much smoother and rewarding when everyone is treated like a team player.

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Sample Student Organization Constitution This sample constitution contains ten articles that must be addressed in your constitution and optional draft language.

Month, Year

ARTICLE 1: NAME & AFFILIATIONS

The name of the organization shall be [name of organization] of Lourdes. [If the organization is affiliated with a

national organization, please state the name of the national organization]

ARTICLE 2: PURPOSE & OBJECTIVES

The purpose of the organization shall be...

[List the purpose of the organization]

[List any specific objectives if any]

[Incorporate the Lourdes mission statement]

ARTICLE 3: MEMBERSHIP

Section I. Please address the following issues (if applicable): Section I. Explain any different types of

membership (eligibility, active vs. inactive, voting/non-voting, removal, and other conditions of

membership)

Section II. This organization shall not discriminate on the basis of age, color, gender, handicap, status,

height, marital status, race, weight, sexual orientation, or religion.

Section III. All members must be in good academic standing with Lourdes University.

ARTICLE 4: OFFICERS

Section I. Officers shall consist of [list officers], and shall be elected [month/date] for a term of

[specify length of term]

Section II. (If, applicable) Qualifications for a leadership position within [organization name] are as follows:

[list qualifications]. Only currently registered Lourdes students may hold office. Officers of the

organization shall not be on academic or disciplinary probation.

Section III. Duties and responsibilities for each officer are as follows: [specify duties and

responsibilities for each leadership position]

Section IV. Please describe the process/procedure for eligibility, active/inactive, voting/non-voting,

handling of position vacancies and/or removal of officers in the organization.

Section V. Please describe the process installation of officers (retreats, training, frequency, etc.)

ARTICLE 5: ADVISOR

Section I. Please describe the process for selecting an advisor for the organization. [election, vacancies,

removal]

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Section II. Describe the length of term for the advisor position.

ARTICLE 6: MEETINGS

Section I. General Body Meetings will be held... [Describe frequency of the meetings.] [Note: In this section

you should indicate how often the organization will meet and how long it will meet.

Section II. Executive Board Meetings will be held... [Describe frequency of the meetings.] [Note: In this section

you should indicate how often the organization will meet and how long it will meet.

Section III. Standing Committee/Special Meetings… [Describe functions of committees if applicable]

ARTICLE 7: VOTING

Section I. General Body: Describe if and how voting will be used in general body meetings. [You should

include a clause highlighting “in case of a tie” if there is an even number]

Section II. Executive Board: Describe how the Executive Board will make decisions pertaining to items

not voted on by the General Body.

ARTICLE 8: AUTHORITY & QUORUM

[If applicable, address any parliamentary authority based upon your organization’s desired procedures. If

Quorum is used, you will need to indicate how it is determined. Quorum is the minimum number of voting

members who must be present at a meeting in order to conduct business.] A simple majority of the voting

members must be present to constitute a quorum.

ARTICLE 9: FINANCE

Section I. Please describe the financial structure, recordkeeping and allocation procedures for the

organization (if applicable).

Section II. Please describe the “Dues” structure for the organization (if applicable).

ARTICLE 10: AMENDMENTS

[Address how your organization will amend its constitution.]

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Student Organization Advisor Agreement

Registered student organization must have an active advisor who upholds federal, state, local, and the University policies. Organizations and the advisor will need to determine the needs of the relationship between the two parties. The student organization advisor plays a vital position and is responsible for guiding and assisting the organization as a resource person. The responsibilities of the advisor includes, but are not limited to the following criteria:

Schedule a regular meeting with the executive board to stay current with meetings and activities

Attend off-campus events, especially 35 miles in distance. Advisors should make an effort to attend activities where the organization is representing the University

Serve as a resources person for planning activities and events, resolving issues within the group and aiding with transition of leadership

Provide supervising any travel plans the organization may host and ensure that the documentation is completed as well as submitted to the Office of Student Activities prior to the trip.

Understand and monitor the financial account of the organization. The advisor will sign off on budget request for the organization.

Serve as a liaison between the University and the organization in regards to policies and financial matters.

Be familiar with the Student Handbook and Code of Conduct of the University, so you can respond to emergencies which may arise.

Facilitate yearly transitions between organizational leadership

Help resolve conflict within the group as needed

Providing a signature for all contracts as well as any other documents requiring an advisor signature

Name of Student Organization: ___________________________________________________ Advisor Name: _________________________________________________________________ Advisor Signature: ______________________________________________________________ Advisor Email Address: __________________________________________________________ Advisor Campus Phone: _________________________________________________________

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Student Organization Travel Information Form Must be submitted through the portal 14 days before desired travel date

Name (primary contact): _________________________________________________________ Student Organization: ____________________________________________________________ Destination: _______________________________________________________________ Departure date: _____________________________________________________________

Return Date: _______________________________________________________________

Reason for travel: _________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ Mode of transportation (please circle): University vehicle Personal Automobile Bus Airplane Train (Travel outside of 35 miles must include the use of a university vehicle. Contact the Director of Public Safety for accommodations) Is this an overnight trip: YES or NO

Overnight Accommodations: _________________________________

Address: ________________________________________ Phone: _________________________________________

Number of students travelling: ____ (Information below is required for all travelers)

Name of Traveler Student ID # Emergency Contact Name Emergency Contact Phone Number

Advisor’s Name: ______________________________ Advisor’s Signature: ____________________________

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Lourdes – Student Organization HandbookLourdes – Student Organization Handbook 2017-2018 Apply...

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