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Resources for student organization leaders at the University of Wisconsin, River Falls.
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Student Organization Handbook
2
TABLE OF CONTENTS
THE OFFICE OF STUDENT LIFE PG. 3
CAMPUS RESOURCES PG. 4
ORGSYNC ESSENTIALS PG. 5
ADVISING PG. 7
INVOLVEMENT CENTER RESOURCES PG. 9
BUDGETS & FUNDING PG. 12
RESERVATIONS PG. 13
EVENT PLANNING PG. 15
ADVERTISING PG. 18
FUNDRAISING PG. 20
RUNNING A MEETING PG. 22
RECRUITMENT AND RETENTION PG. 23
RECOGNITION PG. 24
TEAMBUILDING PG. 26
OVERVIEW OF POLICIES PG. 27
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OFFICE OF STUDENT LIFE
PAUL SHEPHERD
Director of Student Life
715-425-4444
ANNA HUNTER
Student Organizations and Leadership Coordinator
715-425-4444
AMBER WILSON Student Organization Intern
GAOZONG HER Student Involvement Intern
TIFFANY GAULKE Assistant Director of Recreation
JEET SAUSEN Greek Life Graduate Assistant
The Office of Student Life at the University of Wisconsin–River Falls fosters student
success through inclusive and empowering learning experiences designed to
promote community engagement and self-authorship.
KELLY HUSSONG Budget & Operations Coordinator
715-425-4444
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CAMPUS RESOURCES
CAMPUS INFORMATION Phone: 715-425-3911
INVOLVEMENT CENTER DESK Phone: 715-425-4444
ACCOUNTS PAYABLE Phone: 715-425-3901
Campus Location: 200A North Hall
UC INFORMATION DESK Phone: 715-425-3911
Campus Location: B3 East Hathorn Hall
DIVISION OF TECHNOLOGY
SERVICES (DOTS) Phone: 715-425-3687
Email: [email protected]
Campus Location:
160 Davee Library, 141 Hagestad Hall,
130 Wyman Building
RESERVATIONS Phone: 715-425-4444 x187
Email: [email protected]
Campus Location:
University Center— Involvement Center Desk
FAST COPY Phone: 715-325-3325
Email: [email protected]
Campus Location: David Rodli Hall
MARKETING AND GRAPHICS Email: [email protected]
Campus Location: University Center:
Involvement Center
SODEXO (CATERING) Phone: 715-425-3278
Email: [email protected]
RESIDENCE LIFE Phone: 715-425-4555
Email: [email protected]
Campus Location: B3 East Hathorn Hall
STUDENT SENATE PRESIDENT Contact: Samuel Tauchen
Email: [email protected]
AFAB CHAIR Contact: Bobbi O’Brien
Email: [email protected]
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ORGSYNC ESSENTIALS
UPDATING YOUR PROFILE
Go to your organization’s portal
1. Click on your profile tab
2. Click on the small “edit” icon in the upper, right corner
You will be guided through updating the organization description, main contact, and
advisor information
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ORGSYNC ESSENTIALS
UPDATING PEOPLE
1. Click on the “People” option in the left tool bar
2. Choose a member to update
3. Click “Edit” under their profile
4. Click “Administrators” and/or “Officers” to update their status
5. To update the title that appears below the member’s name, click the small pencil icon next to the
title
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ADVISING
ADVISOR ROLE AND RESPONSIBILITIES Each student organization works differently with their Advisor. While your Advisor is a re-
source, they are not the leader of your organization. They may provide guidance, insight,
and perspective to your organization, but they should not be doing the work. The following
are some of the roles your Advisor may assume.
Mentor Your Advisor can act as a mentor by assisting with your personal or professional development.
Team Builder When new officers are elected or new members join the organization, your Advisor can help your
organization build a strong team.
Conflict Mediator When conflict arises within your organization, it may be necessary for all involved to meet with your
Advisor and discuss the conflict.
Reflective Agent As you learn from your experience in your organization, your Advisor may help you reflect upon the
successes and areas for improvement within your organization.
Educator Your Advisor may create educational opportunities by guiding you during reflection of your actions.
They are also available to answer questions regarding your organization or campus policy.
Motivator Advisors may motivate you and your organization to carry out your plans and achieve your goals.
Policy Interpreter Student organizations operate under UWRF policies and procedures. At times, you may be unaware
of these policies or have questions about whether or not your plans are appropriate. Your Advisor
can help answer questions regarding policies and procedures.
Adapted from ACPA Advisor Manual as of 6.2009
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ADVISING
STUDENT ORGANIZATION ADVISING AGREEMENT It is important for you and your Advisor to develop an understanding about the nature of their
involvement in your organization. You and your Advisor should agree on a set of expectations of one
another from the onset. The following chart is intended to clarify the role of your Advisor by providing
discussion topics to determine their role within the organization.
Write a YES or NO next to each item in response to the prompt: “Our student organization Advisor should…”
ATTENDANCE
Attend all regular meetings of the organization.
Attend officer meetings.
Attend organization’s campus-wide activities and events.
Attend organization’s internal activities and events.
MEETING INVOLVEMENT
Assist in the preparation of meeting agendas.
Interrupt during meetings to inform members about possible violations of University policy.
Interrupt during meetings to inform officers/members about violations of constitution/bylaws.
Present personal point-of-view during discussions at meetings.
Be quiet at meetings unless asked for input.
Review minutes for accuracy before distribution.
GOAL SETTING
Require committees to follow up with Advisor on progress towards goals.
Assist officers in setting individual leadership goals.
Provide feedback to officers on progress toward goals.
ORGANIZATION DEVELOPMENT
Coordinate leadership development workshops on topics created by officers.
Research and present leadership development opportunities available on and off campus.
Explain University policies and procedures to general organization membership.
Assist in planning events/programs.
Cancel events when he/she believes they are poorly planned.
Take the initiative to instill teamwork, cooperation, and collaboration within the organization.
REPRESENTATION
Speak on behalf of the organization to the campus community.
Speak on behalf of the organization to the general public.
Assist with mediating conflicts.
BUDGET
Review and approve all budget requests before they are sent to Student Senate.
Keep all accounting records of organization.
ADDITIONAL ROLES
Receive copies of all official correspondence.
Review/proof all official correspondence (newsletters, proposals, letters, etc.) before mailing.
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INVOLVEMENT CENTER
UNIVERSITY CENTER HOURS Mon-Fri: 7 a.m.—Midnight
Sat: 8 a.m.—11 p.m.
Sun: 10 a.m.— 11 p.m.
INVOLVEMENT CENTER
DESK HOURS Mon-Fri: 7:45 a.m.— 4:30 p.m.
Sat & Sun: Closed
The group workstations, graphics workspace, and fireplace lounge in the Involvement Center
remain open during all business hours.
STORAGE SPACE
The University Center and the Office of Student Life have
provided 12 cabinets available for student organization storage.
These storage spaces will be available for one semester on a
first-come, first-serve basis. To request a cabinet, please
contact Anna Hunter, the Student Organizations and
Leadership Coordinator in the Office of Student Life.
GROUP WORK STATIONS Four group workstations are available in the Involvement Center
for student organizations to use. These stations were funded by
Student Senate. You may plug in your own laptop or use the PC
that is already connected. These may be useful for organization
meetings, small group discussions, and group planning.
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INVOLVEMENT CENTER
OFFICE SUPPLIES
The following office
supplies are available from
the Involvement Center Desk
or Information Desk:
Scissors
Glue
Tape
Staples
Rubber Bands
Tag Board
Color Paper
Markers
Other materials may be
available upon request
POSTER SUPPLIES
The workspace near the Student Senate office in the Involvement
Center has equipment that can be used to make posters,
including die cuts with various letter styles and a paper cutter.
Large rolls of color paper are also located in the Marketing and
Graphics Area.
PAPER AND PRINTING
Each student organization is given a printing allowance and printing account to use as needed.
1. View your organization account username and password in your organization’s OrgSync “Forms” tool
2. Login to the web interface https://printing.uwrf.edu with your student organization account to print.
3. Login to the printers with the same account information to release your print job.
Important Information:
Only OrgSync “Administrators” will have access to the organization printing account information on
OrgSync. If you would like these permissions changed, you may “edit” the file permissions.
You may need to convert some items to PDFs in order to print.
Each organization begins with $10 of printing funds in their account each semester. If additional printing
is needed beyond the $10, please contact Anna Hunter via email: [email protected].
LAMINATION
Paper lamination is available in the Involvement Center. Student organizations wishing to have
material laminated must visit the Involvement Center Desk. The Desk staff will ask you to fill out a
blue Laminating Form.
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INVOLVEMENT CENTER
The largest section of the library is Leadership
Development. Other topics geared towards
student organizations include:
Organizational Leadership
Strengths
Teambuilding
Icebreakers
We also have fourteen diversity-related sections,
an Education section, and a Media section.
We have purchased public viewing rights for
some of the DVDS in the Media section. These
films can be played for an audience at
organization events.
A full list of materials in the Student Life Resource Library can be found at:
http://www.librarything.com/catalog/UWRFStudentLife
STUDENT LIFE RESOURCE LIBRARY
The Student Life Resource Library is located in the Involvement Center in the UC. The Resource
Library has more than 350 materials student organizations can check out for free.
MARKETING & GRAPHICS The Division of Student Affairs Marketing and Graphics (SAMG) area offers workshops and trainings
for Adobe Illustrator and Photoshop to student organization leaders. To get assistance as you start
creating your promotional materials, sign up for a workshop or training.
SIGN UP FOR TRAINING To sign up for a training session with SAMG, stop by the Involvement Center Desk in the University
Center. The sessions will be Tuesday morning from 10 a.m. to noon, and Wednesday afternoons
from 2 p.m. to 4 p.m. Each session will last one hour, unless otherwise directed. If possible, bring a
USB/Flash Drive!
AXISTV SLIDES (electronic signage in the University Center and Residence Halls): Create a
slide in Microsoft PowerPoint or Adobe Illustrator. Find more details at http://www.uwrf.edu/
UniversityCenter/AxisTV.cfm.
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BUDGETS & FUNDING
WHO IS ELIGIBLE FOR FUNDING?
Recognized student organizations are eligible for funding when they:
Have a clear mission statement
Have been recognized for at least one semester
Are registered and up-to-date on OrgSync
Are in good standing with the Office of Student Life
Meet all other requirements set in place by the Allocable Fee Appropriation Board
ALLOCABLE FEE APPROPRIATION BOARD
The Allocable Fee Appropriation Board (AFAB) is formed and maintained by UWRF’s
Student
Senate. Comprised of current students and one Advisor, AFAB meets to discuss new
student
organizations, single event funding, and annual budget requests. This committee
holds weekly open meetings and can distribute funds to all organizations who meet
the necessary criteria.
AFAB operates under F50, a policy developed by UW System that aims to govern how
all
segregated fees are spent throughout an institution. AFAB has incorporated this doc-
ument into their policies and procedures to ensure proper administration and ac-
countability for this policy. For more information, visit: http://www.uwsa.edu/fadmin/
fppp/fppp50.htm
TREASURY TRAINING
In order to view what the annual and single event fundings entail, visit the treasury
training located on the Student Organization Training website or click here.
The treasury training videos also go through how to spend your organization’s funds,
submit a payment request, and the reallocation process.
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RESERVATIONS All reservations for space on campus are made through Campus Reservations, located in the
Involvement Center. This is a great resource for student organizations to utilize for meetings and
event spaces! All activities and programs occurring in the University Center require prior approval
from University Center staff. The standard turnaround time is three business days.
RESERVING SPACE IN THE UNIVERSITY CENTER 1. Fill out a reservation request form.
2. E-mail a request to [email protected], fill out a form online at https://vems.uwrf.edu/vems/, or
complete a paper form, which is available from the Campus Reservations Office at the Involvement
Center Desk.
2. Order food.
If food and beverages are being ordered for the event, contact the Food Service Catering Manger at
[email protected]. No outside food or beverages can be brought into the University Center for an event.
3. Receive confirmation.
The Campus Reservations Office will confirm all reservations via email. Each confirmation will include audio/
visual/technical needs and room set-up information.
4. Review confirmation.
Upon receiving the electronic confirmation, it is the responsibility of the organization reserving the facility to
determine if the facility reservation is correct and complete.
IMPORTANT NOTES Food: No outside food is allowed in the University Center for an event or meeting.
Late Add: Events scheduled within three days (72 hours) of the date will incur a $25 late add fee if special
set-up is required.
Set-up Fees: Organizations using facilities may incur charges for set-up, supervision, or other fees
depending on the scope and nature of the event.
Ongoing Reservations: The maximum number of times an organization or department can reserve a
meeting room for "ongoing, week-to-week use" is three times per week. (Series reservations are not allowed
during final exam week.)
University Center’s staff reserves the right to change room assignments in the event of
a conflict or to accommodate additional requests.
RESERVATIONS STAFF:
DEBRA MARTIN University Conference Coordinator
SARAH MEYER University Conference Coordinator
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RESERVATIONS
JAY PLEMON Production Services Coordinator
RESERVING SPACE IN KARGES, EMOGENE, HUNT, OR KNOWLES
1. Fill out a Recreation Reservation Request form:
http://www.uwrf.edu/RecreationAndSportFacilities/FacilityRequest.cfm
2. Recreation Office staff will confirm all reservations requests via email.
PRODUCTION SERVICES
STAFF:
REC & SPORT FACILITIES
STAFF:
RESERVING THE
BALLROOM OR FALCON’S NEST 1. Fill out a reservation request form at least 90 days
prior to your event date.
2. The room reservation will remain in tentative status
until the group meets with staff to discuss and finalize
event details.
3. Confirm all event details and needs with
Reservations at least 30 days prior to the event date.
(A $5 fee will be added each day until event details are
finalized)
4. Campus Reservations Office will confirm all
reservation requests via email.
5. Review the confirmation to ensure all details are
correct.
RESERVING AN
OUTDOOR SPACE 1. Submit a request at least 30 days prior to your
event date by emailing [email protected] or
visiting http://www.uwrf.edu/Reservations/
OutdoorSpaceRequest.cfm
2. If the event does not include a bonfire, the request
will be processed and a confirmation will be sent via
email. If a bonfire is involved, the group will be sent a
tentative confirmation and a link to the regulations.
3. Visit the link, read the agreement, and sign the
form electronically.
4. Review the confirmation to ensure all details are
correct.
CHARLIE SOWA Assistant Director of Sport Facilities
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EVENT PLANNING
By 90 days before the event:
If using a large venue space for your event,
make space reservation
Process performance contract with Office of
Student Life
By 60 days before the event:
Develop publicity timeline for event
Schedule promo/vendor tables with
Reservations
Request a Marketing & Graphics
workshop time in the Involvement Center
to design promotion
By 30 days before the event:
If you plan to seek funds for your event
from Student Senate, submit a Funding
Request
Finalize all event details with
Reservations
Order food from Sodexo Catering
Print paper promotion products
Create event program
By 15 business days before the event:
Determine volunteer needs and create
sign-up
Confirm food order through Sodexo
Catering
Create and distribute advertising
Submit AxisTV Slide
Reserve UC Micros machine for Falcon Dollar
or credit card sales at the event (fee applies)
Send detailed script to Production Services if
more than one act is performing
Week of event:
Confirm facility set-up
Confirm production needs
Confirm hospitality for performers
Create Day-of-Event Itinerary
Get water/snacks for performers
Reserve parking permit
Day of event:
Check-in with UC Building Manager
Set-up volunteer sign-in
Count attendance
Clean up space to best of your ability
Check-out with UC Building Manager
After Event:
Complete a program evaluation
Send thank you notes to volunteers and
others involved
Event Planning Timeline
TOO MUCH INFORMATION? Schedule a meeting with the Student Organizations & Leadership Coordinator if you
would like to discuss your event in detail!
Anna Hunter: [email protected]
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EVENT PLANNING
PROGRAM PLANNING CHECKLIST Over the course of time, your student organization will most likely plan a program of some kind.
Programs can range from social to educational, for a cause, or simply for fun. When planning a
program, there are many factors to consider… the who, what, when, where, why, and how factors.
WHO Who is involved in the program? Who will be involved with planning and implementing the program (hall council
members, RAs, students, etc.)?
Are committees appropriate and who will be on them?
Who needs to approve the program?
WHAT What— Description of the program What will the program accomplish? Is it necessary?
Who is your target population (campus, local community, etc.)? How many peo-
ple do you hope will attend?
What are the costs involved in the program? How much will food, supplies, advertising, tickets, prizes, transportation off
campus, etc. cost?
Can you contact potential co-sponsors?
WHERE Where will the program be held? Which space is the right size for your target audience?
Is the location easily accessible for all the attendees?
Is the space quiet/loud enough for the event?
WHEN When will the program happen? Does the date conflict with major exams, holidays, or other important events
around campus?
What time of the day should the program be held? Will you be serving food if it
is planned over a mealtime?
How late is too late to hold the event?
WHY Why are you planning this program? What is the purpose of the program?
What are the goals of the program?
How does this program support the vision and scope of your group?
What are you hoping the attendees will gain from this program?
HOW How will people know about the program? What needs to be done to advertise the program?
When does the advertising need to be distributed?
Who will be in charge of coordinating ads?
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EVENT PLANNING INCLUSIVE PROGRAMMING When developing a program, it is important to be mindful of the differences of the people in the
community. Individuals striving to create and maintain inclusive communities must ask the following
question: “Whose perspectives, experiences, viewpoints, and voices are included?” Below, you will
find general questions to assist your community building efforts:
Have you considered how accessible your meetings are to students living off-campus?
Is the time accessible to all students, regardless of their
commute and family situation?
Is your programming occurring in a location that is not
accessible to students living off-campus (i.e. residence
halls)?
It is already more difficult for commuting students to return
to campus for meetings and programs. Do not assume all
students live on campus.
Have you considered gender bias and
gendered language in your programming?
Did you assume only men in your community will be
interested in participating in intramural football?
Did you assume only women will be interested in
doing a craft project?
Are you referring to a group of people by using
gendered pronouns (guys, girls, etc.)?
Western society assumes males are supposed to act one
way and females another. Be cautious!
Have you considered religious backgrounds, rituals, and traditions in your programming?
If you have food at your event, will students of diverse
religious traditions be restricted from eating it
(restricted types of food or fasting months)?
In the month of December, will you have a Christmas
party, while not acknowledging the other religious
celebrations during the month?
The U.S., along with its practices and traditions, has been
heavily influenced with Christianity. Be aware of how these
beliefs have influenced your actions and ways of thinking,
especially around the beliefs of other people.
Have you considered what messages you are sending regarding race or ethnicity in your programming?
Will your event attract people of different races and/or
ethnic groups?
Will your event culturally affirm, or demean, people of
diverse racial and/or ethnic groups?
Does your advertising indicate, whether in pictures or
words, this event will be appreciated by people of dif-
ferent races or ethnic groups?
Do not program as if the people in attendance will be of
one particular race or ethnic group.
Have you considered the economic limitations faced by some students in your programming?
Does it cost money to attend ALL activities planned?
Are scholarships available for students who cannot
afford to attend the planned event?
Do not assume that all students can afford to attend your
program.
Have you considered the heterosexual bias and diverse sexual orientations of residents in your programming?
Does your advertising and dialogue before and at the
program assume that all participants are heterosexual?
For example, at a Valentine’s Day Dance, have you said
that same sex couples will be welcome?
Do not assume that all students are straight.
Have you considered the needs of students
with varying abilities in your programming?
Is the activity location accessible by wheelchair?
If you are having a speaker, will there be an American
Sign Language Interpreter?
If you are passing out handouts, are fonts large
enough for individuals with seeing difficulty?
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ADVERTISING
REQUIREMENTS All advertisements, regardless of the type must
include the following
information:
Name of the organization
Date(s) of event
Contact information
PROHIBITED
The following may not be displayed on student
organization advertisements:
Sexually explicit material that may be construed
as offensive
Explicit language
Hateful and/or degrading language
POSTING
RESIDENCE HALLS
All material posted in the Residence Halls must be
no larger than 11”x17”. Bring 11 copies of the
poster to the Residence Life Office in the basement
of Hathorn Hall for approval. They will distribute
your posters to the buildings. Student
organizations posting without approval will be
reported to the Office of Student Life and
Residence Life for conduct violations.
ACADEMIC BUILDINGS
Each specific college has different posting
procedures for their public posting areas. Please
visit with the Dean’s office in the college that you
wish to post.
UNIVERSITY CENTER
The University Center has a specific public
posting area located near the convenience store on
the main level. Any student organization may post
their materials on this board.
SOLICITATION
UNIVERSITY CENTER Groups are allowed to disperse information to
students from behind a table, with approval from the
Reservations Office. Groups are not allowed to
approach students or others using University Center
facilities. This applies to material for sale, materials
being given away (handed out), and verbal
conversations aimed at persuading students to a
particular point-of-view.
RESIDENCE HALLS Door-to-door solicitation in Residence Halls is never
allowed. This includes knocking on doors, putting
information under doors, or putting door hangings on
door knobs. Groups may be able to set up a table to
present their viewpoints or material in a Residence
Hall lobby. You need prior approval from the Hall
Council of that facility to do so. The manner of
presentation must not interfere with the flow of traffic,
not constitute harassment to residents, and be
presented in a fashion where participation is on a
voluntary basis with the student residents.
ON UNIVERSITY GROUNDS Solicitation on University grounds must abide by time,
place, and manner guidelines. Student organizations
may contact the Office of Student Life with any
questions.
OFF CAMPUS
Groups may utilize state-owned areas (i.e.: 15 feet
within non-University sidewalks and streets).
CHALKING/FLAGGING Chalking/flagging are acceptable ways to advertise
upcoming events but are permitted only in specified
areas. All chalking/flagging must be appropriate in
content and include the required information listed
above. Student organizations may utilize the space
between 3rd and 6th street; however, they may not
chalk the front or rear patio of the University
Center.
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ADVERTISING
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FUNDRAISING Two of the most common fundraising types
on campus are sales and events & activities.
See examples of both types of fundraisers
below:
SALES Artwork
Buttons
Car wash coupons
Cookbooks
Coupon books
Crafts
Flowers
Food stands (hot dogs, tacos, brownies, cookies)
Greeting cards
Jewelry
Magazine subscriptions
Plants
Posters
Raffles
Seasonal items
Used books
EVENTS & ACTIVITIES Art shows
Auctions
Board game tournament
Book drives
Coin wars
Concerts
Dances
Dodgeball tournament
Holiday gift wrapping
Fun runs
Karaoke competitions
Read-a-thons
Recycling drive
Sports competitions
Talent show
FUNDRAISING IN THE
UNIVERSITY CENTER Student organizations may use the University
Center for fundraising activities, but will be
charged for direct overhead costs such as
utilities, special equipment, and labor to
ensure the University is not subsidizing the
fundraising event.
RAFFLES A raffle is a great way to earn money.
However, legal constraints must be followed,
including the use of a legal raffle license.
Set up a meeting with Anna Hunter, the
Student Organizations and Leadership
Coordinator, at least 30 days before the date
of the event. At this meeting the rules for
conducting a raffle within the guidelines of
the State of Wisconsin will be explained and
the initial application will be completed.
PROHIBITED
FUNDRAISING ACTIVITIES Any activity or event that involves the “sale” of
people or services (date auction or service
auction events) is prohibited. Although these
events may not be designed to inflict harm,
they do use language and structure consistent
with slavery. These activities may intentionally
or unintentionally demean students on our
campus, create unsafe situations, and are not
consistent with UW-River Falls institutional
values. Any questions about these policies
should be forwarded to the Office of Student
Life.
21
FUNDRAISING
STEP 1
In order to host a temporary food stand, at least one organization representative must take
and pass a Food Safety Quiz with 90% accuracy on OrgSync. This representative is
expected to provide guidance to other members who prepare and/or staff the temporary
food stand for their group. Information discussing the assurance of food safety (the
material needed to pass this quiz) is listed in the Student Organizations Policies and
Procedures Manual and on the Food Safety PowerPoint found on OrgSync.
STEP 2
Complete the Food Stand Application available on OrgSync. This application must be filled
out 14 days before the food stand is scheduled. Organizations are limited to three food
stands per year. If you are wishing to have more than three food stands per year, your
organization must work with Pierce County Public Health to obtain a Temporary Food
Stand Permit.
STEP 3
The Food Stand Application will be reviewed by the Office of Student Life. A lack of
detailed answers may result in denial of the application. The Office of Student Life will
then notify the student organization through OrgSync if their application has been
approved or denied. If the application is approved, a copy of the Food Stand Application
will be placed in the organization’s mailbox in the University Center. If food being served is
required to maintain a specific temperature, a Food Temperature Recording Chart will also
be placed in the mailbox.
STEP 4 Display the application at all times during the food stand.
STEP 5
The Food Temperature Recording Chart must be completed and turned in to the
Involvement Center Desk within 14 academic days after the completion of the food stand.
Failure to do so will result in the loss of food stand privileges for the organization for one
year.
IMPORTANT NOTES The approval of a Food Stand Application does not guarantee a space for the stand.
Food stands are not allowed to take place in the University Center.
Student organizations must work with other campus buildings to reserve a space for their food
stand.
Any items sold that are also available in a campus vending machine cannot be sold for less than
the vending machine price for the item.
Food Safety Quiz: https://orgsync.com/18446/forms/22451
Food Stand Application: https://orgsync.com/18446/forms/17368
TEMPORARY FOOD STANDS
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RUNNING A MEETING
WHAT MAKES A MEETING
EFFECTIVE? 88% - Allow all attendees to participate
66% - Define a meeting’s purpose
62% - Address each item on the agenda
59% - Assign follow up action
47% - Record discussion
46% - Invite only essential personnel
36% - Write an agenda with time frames
Source: GM Consultants, Pittsburgh, 1993,
“eLeader” at Santa Clara University
http://www.scu.edu/csl/eleader/index.cfm
CHARACTERISTICS OF A NEGATIVE
MEETING: 77% - Poor preparation
74% - Questionable effectiveness
68% - Lack of listening
62% - Verbosity of participants
60% - Length
51% - Lack of participation
From “Achieving Effective Meetings – Not Easy But
Possible” By Bradford D. Smart in a survey of 635
executives,“eLeader” at Santa Clara University
http://www.scu.edu/csl/eleader/index.cfm
BOOKS RELATED TO RUNNING A SUCCESSFUL MEETING The Student Life Resource Library has various leadership books available.
Some books related to running successful meetings include:
101 Ways to Make Meetings Active, by Mel Silberman
Facilitating Intergroup Dialogues, edited by Kelly E. Maxwell and others
Getting to the Yes: Negotiating Agreement Without Giving In, by Roger Fisher and William Ury
NEED MORE HELP? Ask your Advisor or Anna Hunter, Student Organizations
and Leadership Coordinator!
ASK YOUR MEMBERS! Surprisingly, your members might know best! Ask for feedback from your members. Ask
your members to help you improve your meetings. After all, it is their meeting, too!
Ask your members these helpful questions:
What do you expect to happen during our meetings?
How would you like to contribute during our meetings?
Who would like to plan an “energizer” or “activity” for each meeting?
What parts of our meeting do you look forward to?
What parts of our meeting do you feel could be improved? How should we go about doing so?
23
RECRUITMENT & RETENTION
PEOPLE JOIN AN
ORGANIZATION BECAUSE
THEY... Want to be involved
Have a desire to make new friends
See this as a networking opportunity
Hope to develop leadership skills
Believe in a cause
Want real world experience
See it as a professional development
opportunity
Think it looks good on a resume
Want to learn a skill
Want to have a new experience
Think it will be fun
As an Organization Leader, you should
be aware of why students want to join
an organization and let them know
how you can meet these needs.
QUESTIONS STUDENT ORG
LEADERS NEED TO CONSIDER When deciding to join an organization, students
ask themselves these questions. The answers will
influence if he/she will join an organization and if
he/she stays.
DOES THE ORGANIZATION MEET MY NEEDS?
If it doesn’t meet his/her needs, then he/she won’t
join. If leaders say a need will be met and don’t
follow through, students will also leave.
DO I HAVE TIME FOR AN ORGANIZATION? Students have a lot going on. Meeting multiple times
a week is often too much for many students.
Students may also lose active membership status in a
group if they are unable to attend the majority of the
meetings. Take time to evaluate this. Just because
the leaders have time, doesn’t mean the rest of the
members do.
AM I FINANCIALLY ABLE TO PARTICIPATE? College is expensive and most students don’t have a
lot of extra money, so high membership fees will push
students away.
Reserve a vendor table in the University
Center and recruit year-round.
Host a large event open to all students so
they can learn more about your organization
while being entertained.
Ask each member to bring a friend.
Send a follow-up email for new attendees
If your group is academic related, use your
marketing to show how former members
have been hired for positions in the field.
Ask your advisor to mention your group in
advising sessions.
Collaborate with other student groups.
Students can belong to more than one group
and each group may get new members.
Show the fun things your group does in your
marketing. Pictures and fun facts stand out!
Wear organization t-shirts on the days of
events.
Talk to prospective members; don’t rely solely
on posters.
Create a Facebook page for your group.
A FEW TIPS TO RECRUIT STUDENTS
24
RECOGNITION
Recognizing members in your organization will let them know they are an important,
vital part of your organization. It will keep them involved, committed, and active at the
highest energy level. See the prompts below for ideas!
Amazing
Astonishing
Astounding
Awesome
Bingo
Bravo
Brilliant
Clever
Cool
Delightful
Dynamite
Excellent
Exceptional
Expressive
Extraordinary
Fabulous
Fantastic
Genius
Great
Hats off to you
How original
Impressive
Incredible
I find you awe-inspiring
I knew you could do it
I trust you
I’m proud of you
I’m amazed by you
It couldn’t be better
Magnificent
Marvelous
Neat
Nice going
Nice work
Nifty
Now you’ve got it
Outstanding
Phenomenal
Radical
Remarkable
Right on
Sensible
Sharp
Spectacular
Stupendous
Super
Take a bow
Terrific
Thanks
Thanks for caring
Unbelievable
Very good
Way to go
Wonderful
Worthy of an Oscar
Wow
You blow me away
You brighten my day
You go the extra mile
You made my day
You should be proud
You’re #1
You’re a champ
You’re a genius
You’re a good listener
You’re a good friend
You’re a trooper
You’re a shining star
You’re a winner
You’re exciting
You’re fantastic
You’re incredible
You’re inspiring
You’re on your way
You’re one-of-a-kind
You’re sharp
You’re so creative
You’re so important
You’re so much fun
You’re such a joy
You’re the greatest
You’re wise
You’re witty
25
RECOGNITION
WAYS TO RECOGNIZE YOUR MEMBERS
Create a video that talks about group goals, group
projects, or allows senior members to give advice to
those who will be future members.
Boost the morale of your organization or staff by
sponsoring meeting themes (i.e.: beachwear, movie
stars, etc.).
Constellations are wonderful, aren't they? So, to put
things on a smaller, more individualized level, name
a star after your group.
The chapter decides who deserves the Leader/Liter
of the Week award. The winner is awarded with a
bottle of soda and is allowed to keep it. The next
week the previous winner chooses someone they
believe is deserving of the honor and it continues
that way for the rest of the year.
As a simple recognition, adjourn your meeting in
honor of an individual or organization that has
excelled. This should appear in the minutes.
Let members of your organization know they “Blow
you away” with all their hard work and dedication.
Bubbles can be a great way to take a break and
relieve stress as well!
Have every member of your organization pick their
favorite song that reflects on the memories of this
group or that reminds them on each other and
make a CD/playlist.
Give each member a laminated door decoration
that includes his or her name, position, and
organization logo.
Success Jar: Have members write down a success
and drop it in a jar; read one at every
meeting.
You are doing a “fan”tastic job in your position.
Give a fan to anyone that deserves to be recog-
nized. Write a note on the back so they don’t forget
why they were given this fan!
A powerful recognition tool is to take time to write
a post to the member’s or organization’s page.
There are so many times that a simple note can
have a great impact. Many people enjoy receiving
praise in person, but there is something about
having a note to refer back to that makes it very
special.
Take a number of pictures throughout the year to
create a slide show for presentation at the end of
the year. Paired with music, a slide show can be a
powerful way to focus attention on the
accomplishments of the year.
Have your executive board choose a member of
the month. This is a great way to recognize
accomplishments!
Have each member share a favorite quotation.
Compile these into a small quotation booklet and
use the quotes to decorate bulletin boards, etc.
Source: 100 Ways to Recognize
http://saacurh.nacurh.org/documents/NRHHdocs/100%20Ways%20to% 20Recognize.pdf
26
TEAMBUILDING Developing a sense of teamwork and personal ownership in your student organization is one of the
most important goals to accomplish early in the academic year. Building a sense of teamwork and
personal ownership begins with setting a welcoming tone and taking active steps to encourage
interaction between organization members. Teambuilding activities can be one way to encourage
interaction. Teambuilding activities should be developed with a clear purpose in mind and clear
goals for what you hope to gain through the activity. This could be anything from learning
organization member’s names to generating ideas for events that can be planned throughout the
year!
Successful teambuilding activities have several characteristics. Here some ideas to keep in mind as
you are developing a teambuilding activity:
Make it Quick – Unless you are holding a teambuilding retreat (which is a great idea) you may
want to consider how long you have to complete your teambuilding activity. Taking too long on
any given activity could result in boredom or the loss of your goal. Keep the activity moving
toward your goal and know there will be time at future meetings for additional teambuilding.
Keep it Inexpensive – Not all teambuilding requires trips, food, or other potentially costly items.
Some of the most meaningful teambuilding activities require nothing more than a place for
organization members to participate in something personal to them.
Get People Involved – Building a solid team in your organization is everyone’s responsibility,
not just the people holding leadership positions. Ask your organization members if they have
ideas for teambuilding activities and provide them an opportunity to lead the activity. Any
successful activity will be designed to get everyone interacting with each other.
Make it Risk Appropriate – Not everyone in your organization is going to feel comfortable
sharing personal information. In the beginning stages or your organization, do not attempt to
draw out your members’ innermost secrets. As organization members get to know one another
throughout the year, more information may be shared naturally.
Keep these principles in mind, and you are sure to develop outstanding teambuilding activities for
your organization that will generate a sense of ownership and build trust among team members.
For more teambuilding ideas, check out the Student Life Resource Library!
27
OVERVIEW OF POLICIES
HAZING UWRF does not tolerate hazing in accordance with Wisconsin statute 948.51. More
information on this can be found in the Student Organizations Policies and Procedures
Manual.
WHAT IS HAZING? Hazing is defined as any action taken or situation that is created, intentionally, whether on or off
premises, to produce mental or physical discomfort, embarrassment, harassment or ridicule. Such
activities and situations can be paddling of any sort, creation of excessive fatigue, physical and
psychological shocks, quests, treasure/scavenger hunts, road trips or such activities warring,
apparel which is conspicuous and not normally in good taste, engaging in public stunts or
buffoonery, morally degrading or humiliating games, late work sessions and activities that
interfere with scholastic activities which are not consistent with the organizations laws, rituals,
policies, or procedures of UWRF.
REPORTING HAZING Hazing can be reported in various ways to a university or local authorities. If bodily harm takes
place, UWRF strongly encourages you to follow up with the River Falls Police Department and
Thomas Pederson in the Office for Student Rights and Responsibilities. However, knowing that
strong emotions can follow a hazing incident, it is essential for students to inform any
professional staff at the university so that we can identify the necessary resources and steps
needed to best serve the student involved. UWRF aims to create a safe learning environment that
does not tolerate any act of hazing.
NON-DISCRIMINATION The University of Wisconsin-River Falls is an inclusive campus, meaning it is accepting of all
people and ideas. In that spirit, every organization on campus is required to be inclusive. This
means membership must be open to all students (with exceptions made for gender as listed in
Title IX and religious and political beliefs as stated in University of Wisconsin Board of Regent
Policy Documents 30-6 ).
A registered student organization will not discriminate on the basis of race, color, creed, religion,
sex, national origin, disability, ancestry, age, sexual orientation, pregnancy, marital status,
parental status, or academic course of study. Activities that each organization provides should
also eliminate discriminatory and/or culturally insensitive language, behavior, and content from
activities sponsored by the university and it is encouraged that our student organizations follow
this policy as well.
28
OVERVIEW OF POLICIES ALCOHOL POLICY The Office of Student Life supports and enforces the UW-System policy in regards to alcohol use at
student organization events. Student Life requires that any event that will provide alcohol must be
approved by the Director of Student Life and the Student Organizations and Leadership
Coordinator. Please contact Student Life to schedule a meeting with staff at least 30 days prior to
your event.
Further information on this policy can be found in the Student Organization Policies and
Procedures Manual.
ADVERTISING, SPONSORSHIP, AND PROMOTION OF ALCOHOL AND/OR
TOBACCO PRODUCTS ON CAMPUS The following University Policies apply to student organizations in regard to advertising,
sponsoring, or promoting alcohol or tobacco products.
1. Advertising or marketing with the primary purpose of promoting alcohol and/or tobacco use is
prohibited on campus and at all student organization events.
2. Alcohol and/or tobacco industry of product sponsorship of any student organization event is
prohibited.
3. Distribution of alcohol or tobacco industry promotional giveaways in prohibited on campus and
at all student organization events. Examples:
Community businesses, such as a bar or a distributor, can advertise, market, or sponsor an
event, but the primary purpose cannot be to encourage alcohol and/or tobacco use, and
the specific brand name of the product and/or logo cannot be used.
Promotional giveaways with alcohol or tobacco product brand names or logos cannot be
distributed at student organization events. FOOD AND BEVERAGES POLICY IN THE UNIVERSITY CENTER UWRF has an exclusive contract with Sodexo to provide all food, beverages, and candy in the
University Center. Because of this contract, the following guidelines govern the consumption and
disbursement of food and beverage in the University Center. These guidelines do not pertain to
academic buildings on campus.
1. Individuals are allowed to consume brown bag meals in the University Center.
2. Brown bag meal meetings or programs are allowed under the assumption that the brown bag meals are
consumed by the individual bringing the meal.
3. Under no circumstances is it permissible for a member of an organization to provide food, beverages,
and candy to members/participants of events/programs in the University Center. Student organizations
are also not allowed to use a caterer other than Sodexo for any events/programs in the University
Center.
4. If food or beverages are to be made available to members/participants, the sponsoring organization
must cater the event through Sodexo. To cater food through Sodexo, you can call 715-425-3274 or
email [email protected].
29
OVERVIEW OF POLICIES
RISK MANAGEMENT AND LIABILITY POLICY Student organizations have been a topic of concern from a liability perspective for
university administrators for many years. Involvement in a wide variety of activities
ranging from sky diving to elderly care results in a severe liability exposure for student
organizations and the University.
Liability protection will be judged based on the specific activities of the individuals.
Therefore, student organizations should not assume continuous and automatic liability
protection by virtue of their existence. This pertains especially to any activity where the
direct benefit is for an organization outside of the university, such as a community
partner. In these cases, individuals will not fall into the scope of liability protection.
Further information can be found in the Student Organization Policies and
Procedures Manual.
POLITICAL CAMPAIGN GUIDELINES 1. Signs or stickers in support of a political candidate may not be posted in classrooms or
offices.
2. Recognized student organizations may sponsor political events within the University Center
by following standard University Center scheduling procedures.
3. Neutrality must be maintained in the use of University facilities; opportunities to use facilities
will be equally available to all candidates.
4. Please see http://www.uwsa.edu/govrel/camprule.htm for specific regulations pertaining to
the following subjects:
I. The use of University facilities for campaign visits by candidates
II. Soliciting campaign donations
III. Posting of signs and other campaign materials
IV. The use of computers and technology to distribute campaign messages
V. Soliciting campaign donations
VI. Posting of signs and other campaign materials
VII.The use of computers and technology to distribute campaign messages
Any questions not answered in the handbook should be
directed to: Anna Hunter,
Student Organizations and Leadership Coordinator.
