Registered Student Organization Manual

The Office of Student Engagement and Experiences 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 operate and engage within the Valparaiso University community successfully.

The Office of Student Engagement and Experiences, located in Harre Union Suite 230, has a Student Organization Workroom with many resources available to you. 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 Office of Student Engagement and Experiences at student.involvement@valpo.edu:

Thomas Arce, Assistant Dean of Students for Student Engagement
Thomas.Arce@valpo.edu
Ryan Cole, Director of Student Philanthropy and Volunteer Programs
Ryan.Cole@valpo.edu
Nolan Spaenhower, Assistant Director of Fraternity and Sorority Life
Nolan.Spaenhower@valpo.edu
Sonia Morales, Assistant Director of Office of Multicultural Programs
Sonia.Morales@valpo.edu
Anthony Ceja, Assistant Director of Student Activities
Anthony.Ceja@valpo.edu
Carla Sullivan, Executive Administrative Assistant for Student Life
Carla.Sullivan@valpo.edu

Any concerns regarding the Office of Student Engagement and Experiences or Student Organization Policies and Processes should be directed to Thomas Arce, Assistant Dean of Students at
Thomas.Arce@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, Assistant Director of Student Activities, to provide 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 to be able to reserve space
   ii. Questions regarding space capabilities and setup? Contact Mary Akers, mary.akers@valpo.edu

4. Marketing
   a. Canva Pro
   i. The Center for Student Involvement provides a shared Canva Pro account for all student organizations to utilize for marketing materials. Canva Pro is for organizational use only and is not to be used for personal use- i.e. personal social media accounts, assignments, etc.

   1. Digital Signage
      i. 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. Graphics must be formatted as a 16:9 standard PowerPoint slide

5. Student Organization Mailroom and Storage

6. Important Events/ Dates
   a. Student Involvement Fair
   i. First Friday of the Semester
   b. Student Organization Officer Training
   i. Second Monday of July
   c. President Roundtable Meetings - Mandatory
   i. Second Wednesday of the Month. If in conflict with the academic calendar, it will be moved to the next available Wednesday

d. MyValpo Transition
i. December 15 & May 15
e. Calendar Day Planning
i. Early Spring Semester

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 a 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 or fundraising, should contact Ryan Cole, Director of Philanthropy and Student Serices, 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.