Student Organization Manual

Registered Student Organization Manual

2025-2026

The Center for Student Involvement is committed to supporting the meaningful contributions your organization makes each year. This Registered Student Organization Manual serves as a
comprehensive guide, outlining the policies, resources, and essential information necessary for your organization to successfully operate and engage within the Valparaiso University community.

The Center for Student Involvement, located in Harre Union Suite 100, has a Student Organization Workroom with many resources for you to use. This space is open from 8:00 am – 5:00 pm Monday through Friday, and includes resources and tools to share, including: construction and specialty paper, cricut and other paper cutting tools, and more.

If you have any questions, feel free to contact the Center for Student Involvement at student.involvement@valpo.edu:

Any concerns regarding the Center for Student Involvement or Student Organization Policies and Processes should be directed to Thomas Arce, Assistant Dean of Students at
Thomas.Arce@valpo.edu.

New Registered Student Organization Guide

Valparaiso University is proud to support a wide variety of student organizations each year. Once a student organization receives official recognition by the Student Senate, the annual registration process is then managed by the Center for Student Involvement. You can also refer to the Student Senate Bylaws, Article X: Recognized Student Organization.

Student Organization Requirements

1. Minimum 5 current Valparaiso University students

2. Meet with Anthony Ceja, Coordinator of Student Activities

3. An official constitution containing:
   a. A purpose statement that aligns with the mission and values of Valparaiso University
   b. Breakdown of Organization structure & operations
   c. Member expectations
   d. An amendment process
   e. A clause specifying that membership and voting rights will be based on
   f. individual merit, free from discrimination based on race, complexion, national origin,
   disability, age, gender, or sexual orientation.

4. All recognized student organizations must have a current faculty or staff advisor.

5. Student organizations are not allowed to receive financial support from any resources outside of the Student Senate budget, with the exception of philanthropic organizations, honor
   societies, and professional fraternities at the discretion of the Student Senate Operations Committee.

6. Regional/National Organization affiliates must submit the broader constitutions and bylaws to
   Student Senate

Once all of the above is completed, you will submit your Organization Approval Form in order to be considered for recognition. The Operations Committee will review your application and contact you via email to schedule a meeting to discuss the application.

If you have any questions, please contact the Student Senate Operations Committee Chair at senate.operations@valpo.edu.

Registered Student Organization Resources

1. Student Senate Financial Support

2. Program Advisement
   a. All registered student organizations are under the advisement of Anthony Ceja, Coordinator of Student Activities to provide any programmatic assistance as well
   as providing resources and vendor contacts.

3. Space Reservation
   a. All recognized student organizations will have the ability to reserve space via Virtual EMS using the student organization username and password provided at
   the beginning of the academic year.i. Organizations must have a MyValpo event submission approval in order to be able to reserve space
   ii. Questions regarding space capabilities and set up? Contact Mary Akers,
   mary.akers@valpo.edu

4. Marketing

   1. Canva Pro
      i. The Center for Student Involvement provides a shared Canva Pro account
      for all student organizations to utilize for marketing material

      1. Canva pro is for organizational use only and is not to be used for personal usage – i.e personal social media accounts, assignments, etc

   2. Digital Signage.

      1. Student Organizations will be able to send marketing material to brand.manager@valpo.edu to promote events campus-wide via all digital signage throughout campus buildings at no cost

         1. Graphics must be formatted as a 16:9 standard powerpoint slidec.

   3. Posting PrivilegesStudent Organizations will have the ability to provide flyers to the Harre Union front desk team to be placed around the Harre Union and Residential Halls [ 36 copies in total needed

5. Student Organization Mailroom and Storage

   1. Mailroom
      i. Package Retrieval

      1. All packages will be collected from the mailroom and stored the Center for Student Involvement workroom

      2. Organization Presidents will be notified when a package has arrived via email

         Packages are available for pick-up during the hours of 8am-5pm.

      3. Student Organizations will be assigned a physical mailbox as needed

   2. Storage Space Allocation

      1. Limited storage cages and lockers are available in the Harre Union Basement and are assigned to student organizations for the academic year
         ii. If you are interested in a storage space, please contact Anthony Ceja, anthony.ceja@valpo.edu

6. Important Events/ Dates

   1. Student Involvement Fair

      1. First Friday of the Semester

   2. Student Organization Officer Training

      1. Second Monday of July

   3. President Roundtable Meetings- Mandatory

      1. Second Wednesday of the Month

         1. If conflict with academic calendar, it will be moved to the next available Wednesday

   4. MyValpo Transition

      1. December 15 and May 15

   5. Calendar Day Planning

      1. Early Spring Semester
         
         

Student Organization Finance Process:

Per the Valparaiso University Student Senate Bylaws Article XI: Financial Account Guidelines, the following are the relevant financial process details that apply to recognized student organizations:

1. Budget Year
   a. The Student Senate shall operate on a budget year beginning on July 1 and ending on
   June 30.
   b. All expenditure requests must be submitted by:

   1. Fall semester: November 21, 2025

   2. Spring semester: April 3, 2025

2. Student Organization Allocation Process
   a. Funds will be allocated once per year, and the process will begin no later than
   the seventh week of the Spring semester of each academic year.
   b. All new organizations that are recognized in the fall semester will automatically receive
   $850.00, as a Special Interest Organization, and all new organizations recognized in the
   spring semester will receive $500.00, as a Special Interest Organization. After one (1)
   semester of being recognized, a student organization will be placed by the appropriate
   committee into the correct funding commission.

3. Recognized Student Organization Spending Guidelines
   a. Expenditure requests will be reviewed and processed in the order in which they are submitted through the myValpo Finance Portal.
   b. Expenditures will be submitted in one of five categories:

   1. University Credit Card:

      1. Student organizations will submit a request to use the University Credit Card through the MyValpo system. The organization must indicate where
         the card will be used and provide an accurate amount planned to be spent.

      2. A student organization officer will then pick up the card from the Center for Student Involvement for the reserved period of time and return the
         card and receipts by the stated deadline. The credit card is checked out in two hour increments.

      3. Students must use the tax exemption card so that purchases are tax free and return all receipts with the credit card

e. Internal University Transfer:

f.. Officer Stipend:

1. 3. The following expenditure requests will be reviewed to ensure compliance with Student Senate Guidelines:
   i. Apparel may be purchased by organizations if the total amount is less than or
   equal to 10% of the organization’s overall budget. Organizations with a
   budget of $1,000 have a $300 limit for apparel.
   ii. Funding requests for uniforms will be considered if the uniforms are to remain
   in the organization for a period of at least two years.
   d. The following expenditure requests will not be approved under any
   circumstance:
   i. Memorials, donations, and contributions
   ii. Individual member dues, initiation fees, or ritual fees charged by a
   parent organization
   iii. Conference expenses outside of the approved per diem rate for lodging,
   transportation, and registration fees
   iv. Food purchased for general or executive board meetings
   v. Food purchased not made using Valpo Dining (Parkhurst)
   vi. “Slush,” “miscellaneous” and “special appropriations” funds,
   etc.
   vii. Protests to express political opinions

Faculty/Staff Advisor Role and Responsibilities

At Valparaiso University, every recognized student organization partners with a faculty or staff advisor who plays a vital role in supporting the group’s success. Advisors commit to serving for a full academic year and work alongside student leaders to help them navigate opportunities and challenges. They are encouraged to be familiar with university policies and procedures as outlined in the Valparaiso University Student Handbook and the Recognized Student Organization Manual, ensuring the organization can thrive within the university’s mission and guidelines.

What is a Faculty/Staff Advisor?
Faculty/Staff Advisors serve as mentors, supporters, and connectors for student organizations and their members. They play an essential role in fostering both the growth of individual students and the success of the organization as a whole.

Responsibilities of a Faculty/Staff Advisor

1. Understand the Organization - Advisors should be familiar with the mission, goals, and purpose of the student organization they support.

2. Guide Without Directing - Advisors provide insight and feedback while empowering students to take the lead. The greatest learning occurs when students take ownership of the organization’s decisions and activities.

3. Offer Informed Perspective - Advisors contribute guidance rooted in their knowledge of group dynamics, university system , and available resources. While they provide recommendations, it is ultimately the students’ choice to accept or adapt the advice given.

4. Promote Informed Decision-Making - Advisors should encourage students to gather complete information before making decisions and intervene if actions appear to conflict with the
   organization’s constitution, university policy, or legal requirements.

5. Connect to Campus Resources - Advisors can help bridge connections between the organization and campus departments, offices, and services that can support the group’s goals.

6. Support Leadership Development - Advisors should maintain regular communication, ideally through bi-weekly/monthly meetings with the organization’s leadership. These conversations
   offer one-on-one mentorship that strengthens the leader’s skills and confidence, ultimately benefiting the entire organization.

University Policies for Student Organizations

The following policies apply to all recognized student organizations and a link to the full policy is provided to ensure the most up to date information is available to student organizations.

1. Contract Execution Policy: The Finance office, in consultation with the vice president and General Counsel’s office (the “General Counsel”) reviews all contracts before they go to the
   Vice President for Finance and Administration for signature. A contract is considered any written document that commits the University to certain obligations. It is usually a financial
   obligation, but can also be nonfinancial obligation (i.e. use of logos, university resources, indemnification, etc.).

2. Film Screening/Showing Policy: Organizations or those wishing to show copyrighted visual materials, such as films, cannot confirm reserved space or advertise any event in which the film
   is to be shown until a copy of the licensing agreement obtained by the organization has been provided to the Harre Union Administration office. Failure to do so will result in suspension of
   an organization's privilege to reserve space on-campus for a period of time. For more information on the university’s copyright policy please visit this link, and for more information
   on understanding copyright laws please visit this link.

3. Electronic Fund Collection: Student Organizations will not use electronic payment options to raise funds or receive dues payment when the funds go through a personal checking account or are set-up on a student’s Social Security Number. There are significant tax implications for the account holder. Per information from the Venmo website, “Venmo may NOT otherwise be
   used to receive business, commercial or merchant transactions, meaning you CANNOT use Venmo to accept payment from (or send payment to) another user for a good or service, unless
   explicitly authorized by Venmo.”

4. Flag Policy: The purpose of this policy is to provide guidance and process for the display of flags on the Valparaiso University campus by officially recognized university organizations. As
   a private faith-based University, we retain all rights related to the use of the university's own property and spaces and exercises of expression in those spaces. In general, with the exception
   of the U.S. flag, State flag, or flags of specific University recognition, permanent flag displays are otherwise not permitted. The request to hang a flag in a public space approved by the
   University is a process of reservation in the appropriate designated spaces and fulfillment of procedures.

5. Food Service: Food service events scheduled within a University Building must be catered by Dining Services (Parkhurst) unless prior approval is made with the General Manager of Dining
   Services. This includes completing a food release form, relieving the University of any Liability for food that is donated. This also applies to groups hosting non-commercial
   functions. Please see the Dining Services Release Agreement for all rules and regulations. The release agreement must be turned in two weeks prior to the event date.
   a. Food and beverages cannot be sold or given away on campus without approval from Valpo Dining. Valpo Dining shall be the sole provider of all food and beverages sold or
   given away at events in all University facilities and for all University sponsored events, including fundraisers unless an exception is granted.

6. General Tenet’s of Student Behavior: The conviction that the University has the obligation to assist each student in the development of a responsible lifestyle necessitates adopting
   guidelines for conduct. The unique character of university academic and campus life assists students to develop a responsible lifestyle that is rewarding to the individual student, respectful
   to the rights of others, and compatible with the legal norms of the society. Valparaiso University is committed to the active promotion of community and belonging.

7. Hazing: No organization, student or alumnus shall conduct nor condone hazing activities. Permission or approval by a person being hazed is not a defense. Hazing activities are defined
   as “Any action taken or situation created, intentionally, whether on or off fraternity premises, to produce mental or physical discomfort, embarrassment, harassment, or ridicule. Such activities may include, but are not limited to the following: use of alcohol, paddling in any form, creation of excessive fatigue, physical and psychological shocks, quests, treasure hunts, scavenger hunts, road trips, or any other such activities carried on outside or inside of the confines of the chapter house; wearing of public apparel which is conspicuous and not normally in good taste, engaging in public stunts and buffoonery, morally degrading or humiliating games and activities, and any other activities which are not consistent with academic achievement,
   fraternal law, ritual, or policy, or the regulations and policies of the educational institution or applicable state law.'

8. Non-Discrimination Policy Valparaiso University admits students of any race, color, national and ethnic origin, age, gender, disability, sexual orientation or (as qualified herein) religion, to
   all the rights, privileges, programs, and activities, generally accorded or made available to students at the school. It does not discriminate on the basis of race, color, national and ethnic
   origin, age, gender, disability, sexual orientation or (as qualified herein) religion in administration of its educational policies, admissions policies, scholarship and loan programs,
   career services and placement, and athletic and other school-administered programs. Valparaiso University is an institution committed to its Lutheran traditions. The University reserves the
   right to promote the teachings of the church and to exercise preferences in admissions in favor of Lutherans.

9. Political Activity and Events on Campus: Valparaiso University believes in the free exchange of ideas and beliefs and that learning can occur when one is exposed to, considers,
   and questions, a diverse range of ideas and beliefs. The political arena is no exception. However, as a private non-profit independent Lutheran University, the University does not
   endorse or support any candidate for political office, public officer holder, elected official, politician, or political groups or parties. The University does not allow, or become a conduit to,
   any kind of fundraising efforts on behalf of a candidate running for office, political party, or political group and refrains from endorsing political positions.

10. Promotion and Advertising On-Campus: Open posting (flyers, banners) is only permitted in specified areas of the Harre Union. All fliers must be approved by Union Administration staff
    before posting.

11. Social Media Policy: The purpose of this policy is to encourage the use of social media by institutional users while making sure usage is in line with applicable state and federal laws and
    regulations, and to provide protection to the University’s reputation and other members of its community. While this policy mostly focuses on the social media accounts that are University
    owned and University-controlled, it will also provide a few general guidelines regarding personal use as well.

12. Solicitation, Canvassing, Selling, and Fundraising on Campus: No solicitation or canvassing of any kind, including in the residence halls, may be conducted on campus, nor may
    articles, goods or services be offered for sale by anyone without prior permission from the Office of Student Life. This includes sales of items by campus groups in the Harre Union.
    Solicitation in residence halls, when approved, is limited to lobby areas on the main floor. Under no circumstances may any individual or group conduct door-to-door solicitation in the
    residence halls, academic buildings or administrative buildings. Raffles are also prohibited Students wishing to conduct on-campus solicitation, fundraising, should contact Ryan Cole,
    Director of Philanthropy Programs, ryan.cole@valpo.edu .

13. Space Reservations: Student Organizations can submit their reservations through Virtual EMS using their student organization username and password. Valparaiso University is a private
    institution on private property and the Harre Union staff reserve the right to deny an event that does not align with the mission and values of Valparaiso University in the Harre Union or other
    on-campus facilities.

14. Student Organization Event Advising: The Student Life Event Advising Process will be used for all student organizations hosting major events on campus. The process will involve a
    Calendar Planning Workshop, Pre-Event Advising Meeting, and a Post-Event Wrap-Up

15. Student Organization Speaker Policy: Valparaiso University offers a number of student organizations including academic, political, cultural, and spiritual organizations. Each of these
    organizations holds value by providing students with a space to create meaningful connections with others, grow as individuals, leaders, and scholars, and to cultivate a deeper and more
    nuanced understanding of the world. One way student organizations can offer developmental and educational opportunities to their members and the greater student body is through hosting speakers on campus. The act of hosting a speaker may prompt challenging or even uncomfortable feelings and dialogue, but it is possible if speakers are respectful of difference
    and differing viewpoints, act in accordance with the values and policies of the University, and enrich the University educational experience as a whole. Difference of opinion and perspective
    is acceptable, but discriminatory or hateful content is not. In order for a student organization to host an on-campus speaker. the speaker and event must meet the following conditions and
    procedures.

16. Student Travel: Valparaiso University recognizes that travel to off-campus events and activities is a beneficial part of the student collegiate experience; therefore, the University
    encourages and permits such travel and recommends the use of commercial transportation. The University seeks to provide the safest opportunities and methods of transportation and to
    mitigate any risks that might be associated with student travel. Sponsors of trips (i.e. academic units, the Chapel, athletics, and/or student organizations) may require additional standards to
    address the unique requirements associated with a particular type of trip.