Lake Superior State University
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Campus Life

Campus Life Handbook

Your guide to the policies and procedures of the Campus Life Office and its entities

This handbook serves as your official guide to the departmental policies and procedures of the Campus Life Office. Questions about the content of the Campus Life Handbook should be directed to Sharmay Wood, Associate Director of Campus Life and Housing, at smwood@lssu.edu.


Campus Life Handbook

Your guide to the policies & procedures of the Campus Life Handbook– Student Activities

The Big Picture:
LSSU and the Campus Life Office – Student Activities

Lake Superior State University Mission & Vision Statement

Our mission at Lake Superior State University is to help students develop their full potential. We launch students on paths to rewarding careers and productive, satisfying lives. We serve the regional, state, national and global communities by contributing to the growth, dissemination, and application of knowledge.

Lake Superior State University Values Statement

Our programs grow and evolve in ways that keep our graduates at the cutting edge of technological and societal advances. As such, we will be viewed by our constituents as:

  • The preferred regional choice for students who seek a quality education which provides a competitive edge in an evolving job market.
  • An institution where relevant concepts are taught by quality faculty, and are paired with practical real-world experience to provide a well-rounded education.
  • An institution which capitalizes on its location to instill graduates with an understanding of environmental issues and an overarching desire to be responsible stewards of the environment.
  • A University that is highly student centered and empowers all students to realize their highest individual potential.

Campus Life Office Statement of Purpose

The Campus Life Office seeks to actively engage students in their own learning and growth through intentional co-curricular experiences.

Relationship Statement

Getting involved on campus is one of the most important things you can do to be successful in college. Research has shown that students involved on campus do better socially and academically because they feel more connected to their peers and to the university community. By joining a student organization, attending campus events, and serving the community, you open the door to leadership development, social and professional networking, an enriched academic experience, and just plain old fun.

The community of Lake Superior State University offers an inclusive environment for growth and learning. We strive to create an atmosphere that values diversity, leadership development, civic engagement, and social and cultural interaction. As a student, it is our hope that you not only seek out these opportunities, but develop them, as well. Involvement on campus provides the perfect path for creating these opportunities and the Campus Life Office is here to guide you.

Lake Superior State University is a dynamic environment where recognized student organizations sponsor a variety of events and activities. With over 60 student organizations (and growing!), all students can find a group to call their own. And, if you can’t, the opportunity to start your own new organization is always available.

We believe everyone has the potential to be a leader, so whether you come here with a great deal of experience or a desire to tap your potential, we are here for you. Through involvement on campus, you will have the chance to hone your skills and develop new ones. So, take advantage of the opportunities available here at Lake Superior State University and discover your inner leader!

Registered Student Organizations:
Definitions and Registration & Renewal Processes

All student organizations must be registered by the Campus Life Office in order to receive the benefits as outlined below. As a new student organization, once registered by the Campus Life Office, the office will then send the organization to Presidents’ Council and/or Inter-Greek Council for recognition. All student organizations must complete a yearly renewal process as outlined by the Campus Life Office to be registered for the upcoming school year. The organizations that do not follow the defined process will be deregistered and will then have to appeal for re-registration after a possible probationary period.

Definition of a Registered Student Organization

Registered student organizations are defined as any group or organization, including social Greek chapters, at Lake Superior State University which has met all of the stated criteria outlined in the Campus Life Handbook (this document) and the Constitution of the Students with regards to the responsibilities and registration of groups. Foremost in the criteria, is that all registered student organizations must be directed and controlled by students currently admitted and enrolled at Lake Superior State University. Currently enrolled students must hold all offices, with the exception of the organization advisor. Only full time faculty and staff of Lake Superior State University are eligible to serve as the organization’s primary advisor; all registered student organizations must have a Lake Superior State University faculty/staff advisor.

Registration of Student Organizations

Registration of a student organization constitutes University acknowledgement of the proposed mission, purpose, and activities. Registration is a charter to exist and function on campus as a student organization. Registration may be suspended or terminated according to the procedures outlined in this handbook.

All RSOs shall be accorded with the same rights and are bound with the same rules and regulations. Registration by LSSU does not constitute endorsement of the purposes or the activities of an organization by the faculty, administration, or the student body. All student organizations must register through the Campus Life Office in order to function within the university. Once registered through CLO, Presidents’ Council and/or Inter-Greek Council will provide recognition, as outlined by the Constitution of the Students.

Benefits for Registered Student Organizations

Registered student organizations will be granted the following benefits and privileges when approved by CLO, Presidents’ Council and/or Inter-Greek Council:

  • Eligibility to use university facilities as established by university policy;
  • Eligibility to sponsor activities and promote those activities;
  • Eligibility to distribute literature, flyers, posters, banners, and organizational material according to the university policy;
  • Eligibility to use university services and resources such as purchasing, printing, maintenance, motor pool, computer services, technology, and mail services (bulk mail, etc.), as established by university policy;
  • Eligibility to receive assistance and advisement from the Campus Life Office;
  • Eligibility to receive awards and honors presented to university organizations and members;
  • Eligibility to be listed in university and CLO publications, including the web page and the university catalog;
  • Eligibility to participate in university events such as Lakerpalooza, Laker Week, Winter Carnival, etc.;
  • Eligibility for advisors to receive training and consultation from CLO;
  • Eligibility to have a student organization mailbox in the Student Organization Center;
  • Eligibility to solicit funds on campus through programs and fundraisers, as established by university policy;
  • Eligibility to apply for funding from the Student Activity and Media Fee, through Presidents’ Council, according to established policies and procedures;
  • Eligibility to use the SOC and all the SOC resources.

Beyond the obvious advantages of being a registered student organization on campus, there are many other rewards for students who engage in student organization activities. First, student organizations add an important component to campus life at Lake Superior State University by providing an outlet for the student voice to be heard and a method for students to have a substantial impact on campus. Secondly, students gain valuable experience in the practical aspects of leadership, communication, risk management, and teamwork. Finally, it is our experience that students who are involved on campus are more likely to be successful in college and to gain more from their time at Lake State. For all of these reasons, CLO would like to congratulate you on your decision to get involved and make a difference at Lake Superior State University.

Non-Discrimination Statement

It is the policy of Lake Superior State University that no person shall be discriminated against, excluded from participation in, denied the benefits of, or otherwise be subjected to discrimination in employment, or in any program or activity for which the University is responsible on the basis of race, color, national origin or ancestry, sex, sexual preference, age, disability, religion, height, weight, marital status or veteran status.

All RSOs must comply with federal/state laws regarding discrimination and with the University's policy of providing equal opportunity. A non-discrimination clause must be in all constitutions. Any RSO with selective membership criteria must state this criteria in their constitution. Membership selection practices may be reviewed by CLO at any time.

Classification of Registered Student Organizations

Upon completion of the registration process and approval by the University, Presidents’ Council and/or Inter-Greek Council, all student organizations will be classified in one of the following categories. Depending on the scope and mission of the organization, CLO will assign a classification to the group for the purposes of risk management, communication, and promotion.

  • Academic and Professional organizations focus on academic disciplines or are related to a specific professional field.
  • Greek Chapters (Social) provide life-long opportunities for leadership, service, academic achievement, and social involvement through the association with a national or local organization.
  • Fine Arts organizations provide opportunities for involvement and exposure to the performing arts.
  • Political organizations provide an opportunity for getting involved in the political process and exposure to the political arena
  • Religious organizations serve to enhance a student's spiritual life while providing fellowship and outreach opportunities.
  • Special Interest organizations serve to enhance student life through the co-curricular involvement of special interests and hobbies.
  • Outdoor organizations provide opportunities for competition, personal fitness, recreational activities, and/or school spirit support.
  • Student Assembly organizations serve as governing bodies in various aspects of campus life and include the media branches and campus programming board.

Procedures for Recognition & Renewal

First, congratulations! While many people dream of making a difference, you have chosen to make this a reality. As stated earlier, there are many reasons to form a student group on campus. The first steps in establishing your group will be identifying your core membership of fellow students and meeting with the Associate Director of Campus Life. During this meeting you will review the process and requirements for recognition and identify any areas of concern for the University. It is suggested that before you begin the formal recognition process the group meet informally several times to help ascertain whether or not there is sufficient interest to justify the existence of the group.

Gaining University Recognition (Campus Life Office)

The first step in becoming a registered organization is gaining University recognition, which constitutes University acknowledgement of the proposed mission, purpose, and activities. Registration is a charter to exist and function on campus as a student organization. Registration may be suspended or terminated according to the procedures outlined in this handbook.

University recognition is required for all student organizations and provides new organizations the time needed to recruit members and build the organization. University recognition allows student groups to make room reservations, post publicity, and hold membership recruitment and organization development meetings. No funding from the Student Activities & Media (SAM) Fee can be requested for these meetings. Organizations may not hold social or educational events without gaining associate membership through Presidents’ Council and/or Inter-Greek Council. University recognition also allows students access to staff and resources in Campus Life.

Student organizations without associate or full membership are INELIGIBLE for the following privileges:

  • SAM fee funding
  • Official LSSU Organization webpage
  • Sponsoring social and/or educational events or activities

In order to receive University recognition, students must make an appointment with Associate Director of Campus Life and Housing or the Assistant Director of Student Activities and complete an Organization Formation Packet. During the meeting, the Associate Director or the Assistant Director and the student organization member(s) will discuss the purpose and goals of the group. In addition, a risk assessment will be conducted and a risk management plan will be discussed.

Each of the forms in the Organization Formation Packet will be used to help in the establishment of your organization. As such, it is your responsibility to make sure that all required information is provided and correct. Missing or incomplete information may result in a delay or failure to be recognized as a student organization.

Organization Formation Packet

The first form you will need to complete is the Organization Registration Form. In this form, you will be asked to briefly describe your organization. Included in this description will be a statement of purpose for the organization, including how the group will benefit the students and University.

Additionally, you will be asked to list the five (5) initial formation members of your organization, along with their signatures. From these you will need to select a primary and a secondary contact person for all communications regarding the status of your organization to be sent through campus e-mail.

Finally, you will be asked to submit the name of your sponsoring department and advisor. The advisor’s signature must also appear on the form. The organization is free to choose their advisor; he/she must be a full-time faculty or staff member of Lake Superior State University.

The Organization Advisor Agreement Form is used to establish a direct connection between an organization and the University. Ideally, the advisor serves as an important resource for the organization, providing the basis for long-term stability, as well as growth and development. As the students change from year to year, the attention and guidance of an advisor can have a marked impact on the group.

The duties of the advisor, as detailed within the Agreement Form, may be interpreted differently depending on the nature of the organization; specific areas of knowledge and expertise will vary among advisors. Each advisor’s personal style will affect the degree of direct involvement he or she has with the group, and the extent to which responsibility for certain organizational functions are shared among the advisor and chief officers.

Ideally, organizations are to be initiated, developed, and maintained by the students. It is important for each advisor to provide support and guidance while encouraging the student themselves to supply the primary source of organizational leadership and initiative for the planning of programs and events. The appropriate balance of leadership exerted between the advisor and student leader often depends upon the mix of personalities involved. In instances when the student leadership may be underdeveloped, the advisor is encouraged, through the role of advisor, to help develop the appropriate skills in the students while communicating with Campus Life.

Social Greek chapters and recreational or sports clubs will need to file a Risk Management Protocol, or RMP, with Campus Life prior to approval of the organization. If the organization is to be affiliated with a national organization, then a copy of the RMP from you nationals should be easily obtainable from your national advisor. If the organization is to be local, a RMP will need to be developed in cooperation with the advisor, founders, Associate Director of Campus Life and Housing, and the Risk Manager of Lake Superior State University. All Greek chapters, recreational and sports clubs will be required to carry general commercial liability insurance; in some instances, individual members may be required to carry accident and injury insurance. The minimum amount of required insurance will be determined by the LSSU Risk Manager.

Renewing an Existing Student Organization

Organizations that were registered by Campus Life the preceding academic year and have remained in good standing with Lake Superior State University will continue to be recognized as long as they re-register each academic year with Campus Life. It is essential that Campus Life has current information for communication between the CLO and your organization. Organizations that fail to register, do not meet the standards for registration, or fall out of good standing with the university will not be allowed to hold events or activities on campus. Additionally, all benefits extended to registered student organizations will be revoked.

Campus Life Office Policies & Procedures

Judicial Process

The Associate Director of Campus Life and Housing is responsible, in consultation with the Vice President for Student Affairs, for administering the judicial process for student organizations, as outlined in the LSSU student handbook and the Campus Life Handbook.

Role of Judiciary Board

The Judiciary Board, as recognized in the current Constitution of the Students, serves as the hearing body for conflicts within and among student organizations. Judiciary Board strives to resolve conflicts through mediation first; if an informal resolution cannot be reached, a formal hearing can be requested.

Role of the University

In addition to the Judiciary Board, the University reserves the right to hold student organizations accountable for violations of the student code of conduct and policies/procedures of the CLO Handbook. The following sanctions, as well as those outlined in the student handbook, may be issued for violations of policy/procedure:

CENSURE - Censure may include the required completion of a program designed with the intent to educate the organization on the policies and procedures of LSSU and CLO. The program will be devised by the Associate Director of Campus Life and Housing and the organization's officers and advisors. The program will be monitored by Campus Life.

PROBATION - The organization will be placed on probation for a specified period of time. Conditions of probation will be determined by Campus Life and outlined in writing for the organization. The probationary term will be monitored by Campus Life.

SUSPENSION - The organization will be suspended. The terms of the suspension shall be defined in the sanction, including criteria that the organization must meet within a specified period of time to be considered for renewal of University recognition status.

REVOCATION - The organization will have its status as a recognized student organization revoked, with loss of all University recognition and privileges. If applicable, the national office of an organization so affiliated will be requested to revoke the charter of the organization. Revocation of recognition may occur for the following reasons, including, but not limited to:

  • Failure to follow University policy and/or procedure, as stated in the Student Handbook, Campus Life handbook, the Navigator, or any other official University publication;
  • Non-payment of funds owed to the University or failure to follow financial procedures;
  • Failure to meet the basic standards for recognition, as discussed above.

General Policies & Procedures

Abiding by the Lake Superior State University Student Code of Conduct

As student organization members and leaders, your status as a Lake Superior State University student becomes more visible. While all Lake Superior State University students are expected to adhere to the Code of Conduct, students in leadership positions have an obligation to role model the Code of Conduct and bring an expectation to the group that other members understand and live by the Code as well. The details of this code are contained in the Lake Superior State University student handbook.

Guest Speakers and Contracted Events

Registered student organizations may sponsor guest speakers and contracted events in fixed indoor or outdoor locations approved by CLO. A guest speaker or contracted event is a speaker or performer who is not a student, faculty member, or staff member. In order to have a guest speaker or contracted event, advance permission from CLO is required. Students, student organizations, and their advisors acting in their advisor capacity are not authorized to engage in contracts with outside agencies, vendors, performers, or any other contracting entity. Should an organization wish to contract for an event, the Associate Director of Campus Life and Housing, in conjunction with the organization president and advisor, will handle all contractual negotiations and obtain required signatures. Additional review may also be called for by the Risk Manager for Lake Superior State University.

Film and Video Events

Video Tapes and DVDs that are available for purchase, rented from many commercial establishments, or checked out of the library are for home viewing purposes only. This means they can only be viewed in your private living spaces. For campus purposes, that means your residence hall room/suite. (For home purposes, it means anywhere in your private residence). Same rules apply for movies/television shows that are video taped at home on VCR's.

Therefore anytime a group shows a movie in any context, the group must purchase the public viewing rights (copyright) for that particular showing. Copyright purchase for film currently runs in the range of $450-$1,000 per showing for popular titles from major movie distributors. Independent films could cost less but must be negotiated with the holder of the copyright for those particular films.

There is an exception to the public performance fees for colleges and universities. This exception is only in the case of face-to-face classroom instruction by a faculty member. The faculty member may show the film/movie outside the normal class period (at night for example), however, it is only for those students who are registered for the class.

Apparel and Give-Away Items

T-shirts, apparel, and other give-away items are a great way to advertise for an event or an organization. They can be purchased fairly inexpensively and given away, or sold to make a profit for the group. LSSU works with area businesses which provide great quality for a low price. Through the CLO Office Manager, you will be able to get an estimate on the approximate cost of any t-shirts, apparel, or give-away items.

If the University name or logo is being used on an item, the use of the name and/or logo must adhere to the University's trademark use standards. Items purchased for an organization with funds from the SAM Fee must be ordered through CLO and the design must be approved by Graphics and the Associate Director of Campus Life and Housing before printing.

Single Sex Organizations

Title IX of the Education Amendments of 1972 prohibits discrimination on the basis of sex in educational programs and activities at the university unless such programs and activities are specifically exempt from the law. The university is required to be in compliance with the provisions of Title IX. Therefore, compliance with Title IX is a condition to be a recognized student organization at the university. Since passage of this law and the publication of the implementing regulations, the U. S. Department of Education Office of Civil Rights has evolved a rather clear set of criteria for determining when single sex organizations are exempt from the provisions of Title IX.

These criteria are as follows:

The organization must have tax-exempt status under Section 501 of the Internal Revenue Code; Members must be limited to student, staff, or faculty at Lake Superior State University; The organization must be a “social fraternity” as defined by the Department of Education; The Department of Education defines a “social fraternity” as a group that can answer “no” to all the following questions:

  • Is the organization’s membership limited to persons pursing or having interest in a particular field of study, profession or academic discipline?
  • Is the membership limited to individuals who have a high level of achievement in scholarship or any other endeavor?
  • Are the members permitted to hold membership in other fraternities or sororities at the university?

Event Registration

All student organization-sponsored events and activities must be registered with Associate Director of Campus Life and Housing. Registration may be done in person at Campus Life, via e-mail to the Associate Director of Campus Life and Housing (campuslife@lssu.edu).

This policy is not meant to be an “approval” step for event planning; rather, the Associate Director will review the event registration and may call the organization with questions or concerns in an effort to assist the group with planning a successful event. Further, this allows the University to review any potential risk management and liability issues ahead of time. Finally, registering events will enable Campus Life to maintain a master calendar of student events & activities.

Failure to register an event will result in the following:

  • First offense: Verbal reminder of policy
  • Second offense: Written warning and reminder of the policy
  • Third offense and beyond: Formal action taken by the University (see Role of the University as outlined above).

Please note: All forms of advertising for an event (or organization) must be approved by the Campus Life Office.

Room Reservations

Recognized student organizations may reserve rooms on campus at no cost, with the exception of the Arts Center, which has a facilities use fee and other associated costs. Current contact information for room reservations is included at the close of this document or from the CLO Office Manager.

Cisler Center Guidelines for Student Organization Room Reservations

Student organizations that are officially recognized (verified by the Campus Life Office) may book meeting space at no charge.

Request for meeting space in the Cisler Center should be made during office hours of 8 am-4 pm, Monday-Friday. Stop in to see us, email us at csmith@lssu.edu, or call 635-2541 to book meetings.

Please schedule meetings at least 48 hours in advance. Cancellations should be made at least 24 hours in advance. For special events such as dances, catered meals, etc., 2 weeks notice is requested. We will make every attempt to accommodate last minute space requests, but rooms may have to be used “as is”.

Cisler Center rooms for student organization meetings are assigned on a first-come, first-served basis.

Student groups may provide food and beverages for their meetings, as long as the room is left clean.

Availability of meeting rooms is subject to other bookings. Requests for specific room arrangements will be accommodated if possible, but rooms may be assigned “as is” if necessary.

If the group changes table/chair arrangement of a room, we request that the original arrangement be restored at the end of the meeting.

Please provide this information for room requests:

  • Name of group
  • Date of meeting or function
  • Number attending
  • Starting and ending times
  • Contact name and phone number

We can schedule group meetings up to one semester in advance. Multiple meeting date requests must be in writing, and include the above information, as well as the name and telephone number of the group president or officer who schedules meetings.

The burning of candles is not permitted, except candles placed in holders on dining tables during special events.

We ask that organizations using the Cisler Center show consideration by keeping rooms clean and orderly, avoiding excessive noise that might disturb others in the building, and limiting meetings to no more than two hours. If your group needs more than two hours for your event, please let us know beforehand.

Groups that seriously violate or repeatedly fail to follow these procedures may be denied use of the Cisler Center for meetings.

Posting Policy

Publicity for events on the Lake Superior State University campus is allowed for all officially recognized student organizations, clubs, academic classes and departments, and other non-academic LSSU departments. Advertising for events not affiliated or officially sanctioned by LSSU will also be approved for posting, as long as the content meets the criteria outlined in this policy. All publicity materials must be approved by the Campus Life Office. Prior to approval for publicity, the event must be approved and the room reservation confirmed.

All publicity materials must indicate the name of the group sponsoring the event; the date, time, and location of the event; and contact information for the event. It is the responsibility of the sponsoring group to remove all postings within three days of the event. Publicity containing any of the following will not be approved and will be removed immediately if posted:

  • Any reference to illegal substances, unless in connection with an educational message or event.
  • Any reference promoting the use of alcohol, unless in connection with an educational message or event.
  • Offensive language or images and/or graphic illustrations.
  • Language and/or graphic illustrations/images that dehumanize individuals on the basis of race, age, gender, religion, sexual orientation, national or ethnic origin, disability, or any other characteristic protected by Lake Superior State University policy and/or applicable law.
  • Any information that would violate local, state, or federal law, or Lake Superior State University policy.

Please adhere to the following when posting:

  • Only staples, tacks, or masking tape may be used to post flyers.
  • Materials may only be posted on bulletin boards in hallways and classrooms designated for general use.
  • Postings may not be attached to walls, doors, ceilings, or window.
  • Do not slide postings under doors or place on vehicles (no solicitation is allowed on campus).
  • Postings may not cover, deface, or remove the posted materials of another group or event.
  • All postings must be approved by the Campus Life Office.
  • Maximum size of each flyer 11x17.
  • Maximum time the flyer can be stamped prior to the event is 30 days.
  • Only one flyer per posting board.
  • Flyers are not permitted on tables unless they are 4.5 x 5.5 inches or less in size. Please note that only one table flyer per table and table flyers will be removed at the discretion of the building staff.

For more event advertising options please consider these areas – touch screens (located in Cisler Center), OrgSync, Campus Life Facebook page, event calendar, and/or Campus Life website. For more details contact campuslife@lssu.edu.

Non-compliance with posting policies will be referred to the Campus Life Office. Repeat violations of the posting policy may result in judicial action.

Key Policy

Student leaders who need access to the Student Organization Center and its offices, WLSO, and The Compass may request a key from Campus Life Office (CLO). Approval for key requests will be determined by the Associate Director of Campus Life and Housing and/or the Vice President for Student Affairs.

Students must complete a key request form and submit to Campus Life for approval. The completed key request will be forwarded to Public Safety and Physical Plant, with a copy kept on file at CLO. Students are responsible for the use and control of the key(s) provided. Lost keys must be reported to CLO immediately. The minimum charge for a lost key is $100 to cover replacement keys and lock changes. Students may not lend or duplicate keys to University facilities without authorization by the appropriate University official.

Bonfires

Outdoor fires are prohibited on the LSSU campus unless approved in advance. LSSU assumes no legal liability for student organization events held off campus involving outdoor fires and strongly discourages such activities.

Work Orders

All work orders for Physical Plant must be submitted by the CLO Office Manager, Assistant Director, or Associate Director. Please provide detailed information on the needs of the work order and a requested time frame for completion of the work.

Vehicle Requests & Authorized Drivers

All vehicle requests must be submitted online by the CLO Office Manager, Assistant Director or Associate Director. Only authorized drivers will be allowed to drive University vehicles. All drivers must follow the policies and procedures outlined by Physical Plant Motor Pool.

University Trademarks

The Lake Superior State University name and images are trademarked property. RSOs using the university name and images for sale items must follow University logo standards. Any items with the University name and logo must be approved by the Graphics department and CLO. Only licensed vendors may produce items with the University name and logos. The University’s official style guide can be found at the close of this document.

Auctions

Auctions (including date and service auctions) are permitted, however, considerations of sensitivity and safety need to be taken into consideration when planning these events.

  • Racial Sensitivity – The auctioning of persons can be reflective of "slave auctions" regardless of intent.
  • Gender Issues – When one gender is paying for the services of another gender one must make sure that the intentions of the purchased service are not to endanger, humiliate, or exploit another person. This is especially true in the situation of date auctions.
  • Personal Safety – Organizations must take measures to ensure that the safety of their members is the number one priority. Allowing a single member to go somewhere with someone who purchased a date or other services is a liability and dangerous to the member.

Organizations should take these issues into consideration prior to planning an auction involving members or other persons. There are many other options available that may offer a more inclusive and safe environment including auctioning items.

Website Development

LSSU officially recognized student organizations are encouraged to create web sites to provide information about their programs, services, and events. The following guidelines apply for webpages housed on the LSSU server.

Advisor

Each organization web site must also have a documented LSSU Faculty/Staff Advisor, who is responsible for the content of those pages.

Applying for Web Site Space

Application for web site space may be made when completing the student organization registration form available from Campus Life. If application for web site space is not made at registration time, the application for web site form must later be signed by the Faculty/Staff Advisor for the student organization.

When account applications are processed, the following information will be provided to the Faculty/Staff Advisor and Campus Life:

  • account information (username and password)
  • FTP access information
  • URL (www.lssu.edu/orgs/organization_name)

Pre-Existing Web Site Access

If an organization already has a web site, contact your Faculty/Staff Advisor for the above information. In the event this information is not available, the Faculty/Staff Advisor must request this information from Campus Life.

Web Site Requirements

While LSSU supports student organizations developing web sites for their own purposes, these sites are considered unofficial web sites at Lake Superior State University. The University will provide server space for unofficial sites developed within its policies of acceptable use and information content, but cannot provide web development or site support services. Additionally, developers of unofficial sites must be aware that they are NOT permitted to use the official LSSU templates or close iterations of the Lake State web site's "look and feel." Unofficial sites are NOT permitted to use any of the LSSU logos or wordmarks (unless they obtain prior, written permission from the webmaster). Unofficial sites must be clearly distinguishable from official sites in design and presentation.

Additional regulations concerning unofficial web pages on LSSU servers include the following:

  • The contents of all web pages published on LSSU servers must comply with all university policies regarding student conduct and use of technology (http://www.lssu.edu/it/pubs/itpolicy.pdf).
  • Any unofficial University site hosted on an LSSU server must post the approved LSSU disclaimer on its home page. The disclaimer reads as follows: "The views and opinions expressed in this page are strictly those of the author. The contents of this page have not been reviewed or approved by Lake Superior State University.” LSSU reserves the right to change the wording of this disclaimer at any time. Also included on the home page, the name, valid LSSU e-mail address of the individual responsible for managing the organization's web site, and a date of last update.
  • All files within your web site directories on the LSSU servers must be directly and currently a part of your organization's web site. Personal files are prohibited.
  • The sale or promotion of goods and services is prohibited on sites hosted on or linked from an LSSU server. All commercial activity or advertising IS PROHIBITED on unofficial sites. Rare exceptions for such applications as certain types of conference registrations are granted only with PRIOR, WRITTEN consent from the LSSU Webmaster.
  • Unofficial web sites MAY NOT establish their own sub-domain using any path identification associated with Lake Superior State University. (On rare occasions and in very specific circumstances, certain limited exceptions can be granted. Contact the Webmaster for details)

Linking from Campus Life “Student Organizations” Page

Student organizations should request linkage of their web site (through the Faculty/Staff Advisor) from Campus Life Office.

Yearly Web Site Review

Student organization websites will be reviewed by Campus Life and the Webmaster each fall. Those that have not been updated within the past year will be notified through their Faculty/Staff Advisor that their site will no longer be linked to the LSSU website. Student organization websites can be linked again once they are updated. If there is no response to the request to update the website, the site will be removed from the server and burned CD and kept on file by the Webmaster. Any requests for re-linking or replacement of the web site should be made to Campus Life by the Faculty/Staff Advisor.

Removal of Web Sites

A student organization's website and/or link can be removed from the University website at any time the Web Team, Campus Life, or Information Technology Services deems that the organization has failed to meet the requirements set forth in this policy or other university polices regarding student conduct and use of technology (http://www.lssu.edu/it/pubs/itpolicy.pdf).

Lake Superior State University Hazing Policy

Since the time of its founding, Lake Superior State University’s primary goal has been to provide excellent instruction and an educational environment which will produce broadly educated responsible citizens who are prepared to serve and to lead in society. Academic instruction and co-curricular activities couple to meet the goals of Lake Superior State University. All members of the University community must be provided the opportunity to function to the best of their individual abilities. One activity that has been an inhibiting factor in achieving the above stated purpose is the practice of hazing. Although hazing has concentrated itself in the social Greek community, other recognized student organizations are not untouched by this unacceptable practice. Therefore, this policy shall apply to all organizations and clubs at Lake Superior State University.

Hazing is defined as: committing any intentional, knowing or reckless act, occurring on or off the Lake Superior State University campus, by one person alone or acting with others, directed against a student, that endangers the mental or physical health or safety of a student for the purpose of pledging, being initiated into, affiliating with, holding office in or maintaining membership in any organization or athletic team whose members are or include students at an educational institution. A person commits an offense if the person engages in hazing, encourages another to engage in hazing, knowingly permits hazing to occur or has knowledge of hazing and fails to report said knowledge to an appropriate official of the university. It should be noted that it is not a defense to prosecution of an offense that the person against whom the hazing was directed consented to or acquiesced in the hazing activity.

Lake Superior State University will not condone or tolerate any acts of hazing, harassment or humiliation. Any such acts which interfere with scholastic activities, which are not consistent with fraternal law, state or federal law, or the University regulations and policies are expressly forbidden. Students or organizations found responsible for any infractions are subject to disciplinary action.

Hazing Policy Enforcement

Should hazing activities come to the attention of any member of the University, the activity should be reported to Campus Life and the Associate Director of Campus Life and Housing. All allegations of hazing will be investigated by the Campus Life Office. The judicial process, as outlined in the Lake Superior State University student handbook, serves as the guideline for handling allegations of hazing.

In special circumstances, a student organization may be placed on interim suspension pending an investigation. This action will be taken only in those situations where there is reasonable cause to believe a student organization’s actions are of such a nature as to pose a clear and present threat of harm or injury to persons and/or damage to property. During the interim suspension, the organization is required to cease all organizational operations and activities.

Should the student organization have national affiliation or incorporation, the national office shall be notified of the alleged incident and the results in writing within one (1) week. Notification will be made by the Associate Director of Campus Life and Housing.

Should the judicial investigation substantiate an occurrence of hazing, the Associate Director of Campus Life and Housing will assign the appropriate sanction, as listed below:

  • CENSURE - Censure may include the required completion of a program designed with the intent of eliminating hazing. The program will be devised by the Associate Director of Campus Life and Housing, and the organization's officers and advisors. The program will be monitored by Campus Life.
  • PROBATION - The organization will be placed on probation for a specified period of time. Conditions of probation will be determined by Campus Life and outlined in writing for the organization. The probationary term will be monitored by Campus Life.
  • SUSPENSION - The organization will be suspended. The terms of the suspension shall be defined in the sanction, including criteria that the organization must meet within a specified period of time to be considered for renewal of University recognition status.
  • REVOCATION - The organization will have its status as a recognized student organization revoked, with loss of all University recognition and privileges. If applicable, the national office of an organization so affiliated will be requested to revoke the charter of the organization.

In addition to enforcement of this Hazing Policy regarding student organizations, the University may initiate appropriate disciplinary action against individual students for violations of the Student Conduct Code arising from the incident.

Alternatives to Hazing

Sometimes, organizations that haze new members are confused about how to change these practices. There are many creative ways to change from a hazing to a non-hazing organization. The following are some specific examples of ways to eliminate hazing and make membership a challenging but positive experience. In many organizations, the very term “pledge” is often equated with hazing practices. Many national organizations have sought to eliminate this term in order to foster more positive attitudes toward the new members. Some substitute terms include “associate members” and “new members.”

When organizations are challenged to eliminate hazing practices, some members may be resistant to this change. In many cases, those who are most vocal against eliminating hazing are those who are bitter and angry about the hazing that they themselves endured (but don’t admit this publicly) and expect that others should be abused in order to gain “true” membership in the organization. You will also find that some of these folks are likely to be bullies of the organization – people who enjoy a “power trip” at the expense of someone else.

Of course, if you try to eliminate hazing in your group, you will likely encounter many elaborate reasons for why this will be devastating for your organization. While there will be some staunch supporters of the status quo, there will be many who can be convinced of the negative effects and potential risks of hazing. Believers in the supposed “benefits” of hazing may be more likely to change their opinion if they can envision some alternatives.

Educating to Eliminate Hazing

  • Foster Unity - Have the members of your organization work together on a community service project. Visit a ropes course to work on group cohesiveness, communication and leadership skills. In organizations with houses, the group might work together on a room improvement project. Another option for fostering unity without hazing is for the members to work together to plan a social or athletic event with another organization.
  • Develop Problem Solving Abilities - Have new members discuss organization weaknesses such as poor recruitment, apathy, and poor scholarship, and plan solutions that the organization might then adopt.
  • Develop Leadership Skills - Encourage participation in campus activities outside of the organization. Encourage new members to get involved in organizational committees and/or leadership roles. Develop a peer mentor program within your organization for leadership roles. Invite university/community/business leaders into the organization to share their experiences.
  • Instill a Sense of Membership - Plan special events when the entire organization gets together to attend a movie, play, or religious service. Plan a “membership circle” where students participate in a candlelight service in which each person has a chance to express what membership means to them.
  • Promote Scholarship - Take advantage of your university academic and tutoring services. Designate study hours for members of your organization. Invite university or community experts to discuss test-taking skills, study methods, time management, etc.
  • Build Awareness of Organization’s History - Invite an older member to talk about the organization’s early days, its founding, special traditions, and prominent former members.
  • Support Career Goals - Use university resources for seminars on resume writing, job interview skills, and for information on various careers.
  • Involve All Members in the Community - Get involved with campus and community service projects. Plan fund raisers for local charitable organizations.

Adapted from StopHazing.org, Educating to Eliminate Hazing. Copyright StopHazing.org 1998-2001. www. stophazing.org

Risk Management Policies & Procedures

At Campus Life, we believe that our role is to balance student freedom with responsibility so that students can learn from their experiences in a safe inclusive environment. To this end, we encourage student organizations to work with CLO staff and/or organizational advisors in order to plan safe and successful activities.

Campus Life is committed to working with student organizations to assist them in managing the risk that can occur in the course of student activities, including but not limited to: risk of injury, financial risk, and risk of University Policy violations. Services offered for student organizations include consultations with organizational representatives and advisors on issues concerning travel, event planning, and organizational development. In addition, we can connect students with campus resources related to risk management and event planning.

Student organizations planning campus events or off campus activities that involve travel or other risks should meet with the Associate Director of Campus Life and Housing to review their event plans and various factors and risks associated with the event. Student organization leaders are responsible for making sure student participants are aware of the inherent risks associated with participation in campus activities.

Statement of Legal Liability

Lake Superior State University does not assume liability for a recognized student organization’s financial transactions, group activities, or the actions of individual or group members. It is recognized by the University that students are adults and that they and the organizations to which they belong are expected to obey the University policies, state and federal laws, and take responsibility for their conduct. The University expressly recognizes students and student groups are not agents of the University and the University will not assume any responsibility for them on or off campus. The University cautions that student organizations can be disciplined if their conduct threatens or causes disorder, causes public disturbances, danger to themselves and others, or property damage.

Students involved in registered student organizations or other campus activities do so at their own risk. Students should have adequate personal medical coverage for health insurance as the university does not provide any coverage for students.

General Commercial Liability Insurance

All social Greek chapters, including those not residing on-campus, and recreation and sports clubs are required to obtain general commercial liability insurance in the amount of $1,000,000/$2,000,000 and list Lake Superior State University as additional insured. A current insurance certificate must be on file with Campus Life by the first Friday of the semester in order for the University to recognize the organization. Until proof of insurance is submitted, you are not allowed to sponsor any activities. Continued failure to provide proof of insurance or hosting an event without providing proof of insurance may result in revocation of your recognition by the University.

Given the nature of social Greek Letter and recreation/club sports organization activities, it is imperative that members and others participating in activities feel safe and secure in their environments. Whether on- or off-campus, recreation and club sports organizations and Greek chapters must protect themselves and their members from litigation. The University insurance does not offer protection to student organizations, therefore, the organization must provide adequate coverage for its members and others engaged in activities conducted by the group.

Sports and recreation clubs will also be required to have a risk management protocol (RMP) on file, including proof of liability insurance. Additional proof of insurance, including individual medical insurance, may also be required. It is imperative that the leader of each club sport and recreation club meet with the Associate Director of Campus Life and Housing to determine the insurance requirements.

Other groups may be required to provide a RMP and/or general commercial liability insurance, depending on the level of risk associated with group-sponsored activities. This will be determined in consultation with the Associate Director of Campus Life and Housing and the University Risk Manager.

Liability Release & Waiver/Assumption of Risk & Release Forms

Campus Life requires the use of the "Assumption of Risk & Release" form for individuals participating in special activities and events sponsored by student organizations, as assessed by the Risk Manager. The waiver releases the recognized student organization and the University (and its governing board, employees, and agents) from any and all liability arising out of participation in special activities and events.

These forms can be completed according to the organization's specific needs and should be kept on file by the advisor for two years. Questions regarding the use of these forms should be directed to the Associate Director of Campus Life and Housing. Copies of the form are available from CLO and its website.

Financial Policies & Procedures

All financial transactions for Campus Life must go through the CLO Office Manager. This will ensure that the appropriate University guidelines are being followed and the required signatures and paperwork are obtained. The Office Manager will work with you to determine the best route to take for completing a financial transaction (i.e. use of a University purchasing card, check request, or purchase order).

The items below are considered official departmental policy and procedure for all student organizations. Failure to follow these policies and procedures will result in disciplinary action through Campus Life. When questions arise, please contact the Office Manager or the Associate Director of Campus Life and Housing immediately.

University Purchasing Card (p-card)

The p-card must be signed out from the CLO Office Manager and must be returned within 48 hours of the purchase. The p-card must be completely filled out and signed by the President and the Advisor of the organization. Each organization is allowed to appoint a secondary person who may approve purchases with the p-card under $100 in the President’s absence. In the Advisor’s absence, the Associate Director/Director of Campus Life and Housing may approve for the Advisor.

The person checking out the card will be responsible for turning in the following items within 48 hours of the purchase:

  • itemized receipts for every purchase
  • a list of participants (if over 20, a headcount)
  • a copy of the event/program flyer

Each receipt must have the event associated with the purchase written on the front and the signature of the person that made the purchase on the back.

Purchases made with the p-card are tax exempt. Inform the vendor that the purchase is for Lake Superior State University and is tax exempt. The tax exempt number is printed on the face of the p-card. If making a purchase at Walmart, use the University’s tax exempt Walmart ID number. A laminated card will be issued with the p-card; this card has the Walmart number, as well as other pertinent information.

Always bring your LSSU student ID when using the p-card, as you may be asked to provide proof of association with LSSU.

Online purchases with the p-card must be made by the CLO Office Manager, as there are specific guidelines that need to be followed for online purchases.

All purchases made with the p-card and shipped to LSSU must be sent to P-Card Wood or P-Card Schmitigal, Campus Life, 650 W. Easterday Avenue, Sault Ste. Marie, MI 49783. This will ensure that the proper documentation is provided for record-keeping.

The p-card has a single purchase limit of $500. Payment for a purchase will not be split into multiple transactions to stay within the single-purchase limit.

The p-card is not to be used for personal purchases.

Travel Advances

Requests for cash travel advances will be considered on a case-by-case basis. It is preferred that a p-card be issued for travel; however, this is not always possible. Requests for travel advances and/or for the use of a p-card for travel must be submitted at least two weeks in advance of the travel date. This will allow enough time to request the funds and/or reserve the p-card.

When receiving a check for travel in advance, all receipts and any remaining cash must be submitted to the CLO Office Manager within 48 hours of the return. The total amount of the receipts plus the remaining cash must total the amount of the cash advance. Receipts must be itemized, regardless of a cash advance or p-card purchase. You must sign the back of the receipt and include the purpose of the travel on receipts.

Student Government Resolutions. In order to ensure a timely response, all resolutions must be submitted to the CLO Office Manager within 24 hours of the meeting. Any resolution that involves financial activity (travel advance, purchase, etc.) should include a note requesting a meeting with the Office Manager; this meeting will identify the appropriate purchasing path and the deadlines that must be met.

Presidents’ Council Funding Requests. All approved club requests for funds must be submitted to the CLO Office Manager within 24 hours of the approval/meeting. The funding request form must be complete (including all contact information, signatures, etc.) in order to be processed. Incomplete forms will be returned to the club for completion. Itemized receipts and any remaining funds from a check must be submitted to the CLO Office Manager within 48 hours of the event or travel. Receipts must include a signature on the back and the name of the event or trip on the front.

Individual Responsibility for Financial Matters

P-cards, cash, and checks are issued to individuals, rather than organizations. Please remember that while the individual represents an organization, ultimate responsibility for the management of receipts, p-cards, and cash lies with the specific individual who was issued the check, cash, or p-card. An individual may be held accountable for any funds used that did not follow the procedures outlined above.

Honorarium

Sometimes the term "honorarium" is used when compensating a speaker or performer.
For LSSU student organization events, an honorarium is considered a small gift or token of appreciation to a non-member (not a student) who has provided a service to the group (speech, performance, workshop facilitation, etc.). LSSU student organization honoraria are NOT monetary. Any monetary compensation (including gas mileage) should be included in a Professional Services Contract.
An honorarium gift could include:

  • Gift certificate ($25 or less) to the University Bookstore, retail store, restaurant, or gas card
  • University shirt or other printed item (coffee mug, pen set, etc.)

Please consult with your campus advisor or CLO for other ideas.

Non-profit Policy

Members of student organizations may not independently profit from events or fundraisers held at Lake Superior State University. Money collected at any event must be deposited into the organization account by the end of the next business day. Failure to deposit money raised at an event or fundraiser may result in loss of recognition for the organization, pending an investigation and hearing by the Judiciary Board and/or the Associate Director of Campus Life and Housing.

Fundraising Policy

The need for registered student organizations to conduct fundraising events to provide financial support for their organization continues to increase at Lake Superior State University. Recognizing this need, the Office of Campus Life has established this fundraising policy with the following procedures and guidelines for conducting fundraising events. The overall purpose of this policy is to help organizations be as successful as possible in their efforts.

Definition. For the purposes of this policy, all activities involving the collection of money by recognized student organizations are defined as revenue-producing projects. Revenue-producing projects include: the selling of printed materials, student-produced goods, student-provided services, the selling of tickets, travel packages and/or charging admission to private or public activities or the soliciting of voluntary contributions, and the selling of other goods and services.

Financial Benefit. Revenue-producing events held on campus or in the university facilities may not directly financially benefit the individual officers and/or members.

Sponsorship of Off-Campus Entities. Non-college affiliated individuals or organizations may advertise, solicit, or sell any product or service on campus only if they are sponsored by a recognized student organization or campus department. Typically, the vendor should agree to compensate the sponsoring organization or department, either on a percentage of goods sold basis or as a flat fee. The terms of the agreement are determined by the sponsoring organization.

Compliance with rules, policies, and laws. The sponsoring organization assumes all responsibility for conducting a revenue-producing project in compliance with the ordinances, written policies, and regulations of Lake Superior State University. In addition, the organization is responsible for knowing and abiding by all local, county, state, and federal laws.

If you need assistance, the Campus Life Office is available to help student organizations conducting fundraising events and any other activities.

Cash Management

Most fundraising activities involve collecting cash or checks to the organization, creating potential liability and personal safety concerns for any person handling the money. Consult with CLO and Public Safety for ways to manage the collections process during your fundraising activities, including:

  • secure cash boxes
  • numbered tickets or items to monitor each member's collection procedures
  • planned deposits to on- and off-campus locations
  • accounting procedures for deposits to the organization's (on- or off-campus) accounts.

Gaming and Raffles include, but are not limited to, raffles, Millionaire Parties, Casino Nights, and Texas Hold ‘Em Poker. The State of Michigan regulates raffles and gaming, or any other kind of gambling, which requires advance registration with the State at least six (6) weeks in advance. If an organization is beginning to plan an event that involves gambling the organization should meet with a professional staff member in the Office of Campus Life. The number of licenses the university has is limited and the application process requires a six week lead time. Complete information about these regulations is available on the web at www.michigan.gov/lottery Any license for gambling activity will need to be approved by the Associate Director of Campus Life and submitted to the Vice President for Finance for final approval before sending to the State of Michigan.

Conferences/Travel Policies & Procedures

Student organizations taking off-campus trips funded (all or in part) by the SAM Fee or arranged with assistance from the Campus Life Office must adhere to the Student Organization Travel policies and procedures. Arrangements for travel must be discussed in advance with the CLO Office Manager or Associate Director. Only LSSU students and faculty/staff may travel on behalf of the organization. The SAM Fee will only fund LSSU student travel expenses. Participants will adhere to all LSSU conduct codes, conference conduct rules, as well as the rules/laws of the trip location(s). Any participant found to violate rules of conduct or the law will travel back to LSSU immediately at his/her own expense. Participants may be subject to university judicial proceedings if reported to the Campus Life Office.

The following must be on file in the Campus Life Office before the trip begins:

  • A detailed itinerary of trip plans and a full list of participants (noting any authorized drivers).
  • Travel Release Statement forms completed and signed by every participant.
  • Behavioral Contract forms completed and signed by every participant in conference or professional field trip travel.

Within five business days after the trip, the organization must submit all receipts to the Campus Life Office for payment/reimbursement of funded expenses or funding may be denied.

Conference Registrations and Fees

Each conference has differing policies for registrations and fees. Please consult with the Campus Life Office before completing any conference registration process.
The SAM Fee may not reimburse expenses already incurred. Make sure you have funding available for conference registrations BEFORE completing the registration form!

Air Travel

Air travel can be a convenient and sometimes less expensive mode of travel. Work with the Campus Life Office to check for the best prices.

The SAM Fee may not allocate funds to reimburse expenses already incurred. Make sure you have funding available for air travel BEFORE purchasing tickets!

Hotel Reservations

When staying at hotels, participants should anticipate presenting a personal credit card to place a deposit on the room.

Driver Authorization Process

All vehicle requests must be submitted online by the CLO Office Manager or Associate Director. Only authorized drivers will be allowed to drive University vehicles. All drivers must follow the policies and procedures outlined by Physical Plant Motor Pool (www.lssu.edu/phyplant/motorpool/moterpool.php).

Any drivers (whether using University, personal, or rental vehicles) on student organization trips must be cleared by the Departments of Public Safety and Physical Plant as an authorized driver. Students who will be driving must be approved by going to the CLO Office Manager and presenting their driver's license. Processing this request takes 24 hours; however, other procedures for becoming an authorized driver of a University vehicle takes longer. It is advised that students anticipating going on a trip become authorized to drive at the beginning of the school year.

All drivers are individually responsible for any traffic violations, tickets, etc., and will be expected to pay applicable fines.

The Role of the Advisor

Lake Superior State University mandates that each officially registered organization must have a faculty or staff member serving as an advisor to the group. The organization is free to choose their advisor, pending approval from Campus Life. The advisor must be a full-time employee of Lake Superior State University and not currently serving as an advisor to more than two (2) non-Greek campus organizations and one (1) social Greek organization.

The advisor serves as an important resource for the organization, providing the basis for long-term stability, as well as growth and development for the students. As the students change from year to year, the attention and guidance of an advisor can have a marked impact on the group he or she works with.

The duties of the advisor, as detailed below, may be interpreted differently depending on the nature of the organization; specific areas of knowledge and expertise will vary among advisors. Each advisor’s personal style will affect the degree of direct involvement he or she has with the group, and the extent to which responsibility for certain organizational functions are shared among the advisor and chief officers.

Ideally, organizations are to be initiated, developed, and maintained by the students. It is important for each advisor to provide support and guidance while encouraging the student themselves to supply the primary source of organizational leadership and initiative for the planning of programs and events. The appropriate balance of leadership exerted between the advisor and student leader often depends upon the mix of personalities involved. In instances when the student leadership may be weak or underdeveloped, the advisor is encouraged, through their guiding role, to help develop the appropriate skills in the student while communicating with Campus Life their concerns for the organization.

By sharing both knowledge about the university and personal experiences, the advisor can assist the organization in the conduct of its activities. In addition, valuable, mutually rewarding, co-curricular relationships between students and advisors are fostered.

The relationship between an advisor and an organization will vary from year to year and individual to individual. However, the student/advisor relationship can be crucial to the success of the organization. The list that follows contains possible roles of an advisor. It is important that the advisor and the organization communicate their expectations to each other. The advisor should be very clear about the things he/she will do, and the things he/she will not do. Of course, the expectations will vary according to the needs of the organization and the advisor.

Selecting an Advisor

When selecting an advisor, find a Lake Superior State University faculty or staff person who will have the time to devote to your organization. Make sure that this person will take the role willingly and seriously, and find someone who has knowledge or skills related to the mission and purpose of the organization. Make certain that he/she has a clear understanding of the organization’s purpose. Discuss with the potential advisor what is required of him/her, his/her duties, and the time commitment involved. Be open and honest with the potential advisor about the types of activities in which the organization may participate. Allow the person a reasonable length of time to consider his/her decision. If possible, choose someone who shares some of the same interests as the organization, and who has had previously interacted with the leadership of the organization.

Advisor Expectations

Please keep in mind the advisor is voluntarily associated with the organization.

Responsibilities of an Advisor to the University

  • The advisor to a student organization must be familiar with University policies and regulations and the particular organization that they advise.
  • All off-campus accounts must have two signatures on their checks. It is suggested that the advisor audit off-campus accounts on a regular basis and before new executive boards begin their duties.
  • LSSU recognizes that the definition of the role of advisor to a student organization is that of consultant or resource person.
  • The advisor should serve as an active liaison between the student organization and the Campus Life Office.
  • Because scholastic success is important to the university's mission, the advisor may wish to work closely with the students concerning their academic progress.
  • Organizations whose purpose stresses recreational activities must have the members complete the Sports Club Release Statement. The advisor should review this statement with participants and make sure all participants have completed the release form. Forms are available in the Office of Campus Life.
  • During travel-related activities, participants are required to complete the Travel Release Statement. Advisors should make sure all participants review the risk of the off-campus activity and complete the release statement. Forms are available in the Campus Life Office and on the Campus Life Website Forms Page.

Responsibilities of Advisors to Registered Student Organizations

  • Recognize and support participation in the organization for its contributions to the educational and personal development of students.
  • Maintain regular contact with officers and members.
  • Ensure that meetings are properly scheduled. Serve as a resource person at executive and regular meetings. Attend functions of the organization.
  • Assist with the formulation and/or revision of the organization’s constitution and bylaws.
  • Encourage and assist the organization to plan active and significant programs. Work with the officers and promote efficient and effective administration of the organization.
  • Assist the treasurer in maintaining accurate accounting procedures and in formulating an annual budget, as well as individual account budgets.
  • If it is necessary for an advisor to resign his or her position as advisor, he or she shall notify the organization and the office of Campus Life in a timely manner.

Responsibilities of Organization Members to Advisors

  • RSOs are responsible for recruiting potential advisors and identifying them for the Campus Life Office. CLO will then request that the advisor complete and submit the Student Organization Advisor Agreement Form.

Advisor Agreement

The advisor should be recognized as an integral part of the group; he or she is not a member. Therefore, additional courtesies and considerations should be extended to him or her. The advisor should be welcomed at all meetings and social events and thanked for coming at the close of the event. Officers should plan their meetings at a time when the advisor is able to attend. Members should invite him or her to all activities. The president should also meet regularly with the advisor to discuss organizational matters. Check all dates with your advisor before scheduling special meetings or social activities. Members should consult with the advisor for his or her opinion and advice when problems arise in the organization. The advisor's background and experience within the organization and the university should be used. No one should go "over their head" or bypass advisors when working out problems and plans. Officers and members should talk over plans with him or her first. Officers must keep the advisor fully informed of the programs and activities of the organization and the progress being made in carrying out plans. Necessary expenses of the advisor for social affairs and activities of the organization should be paid for by the organization. Proper social procedures and courtesies should be observed toward the advisor at all organizational functions. Show appreciation for your advisor's services by a thank-you note, appropriate comments at meetings and on other occasions, and through personal thank you messages. A copy of the organization's constitution should be given to the advisor before completing the Student Organization Advisor Agreement.

University Sanctions

Violations of any of these policies may result in:

  • Verbal reminder of policy
  • Written warning and reminder of the policy
  • Formal action taken by the University (see Role of the University as outlined above).

LSSU Slacklining Policy

Slacklining is defined as an activity in which the participant walks on a span of nylon climbing or slackline webbing, positioned horizontally above the ground and anchored at two fixed points. The practice as defined, and commonly known, as slacklining and all associated equipment are regulated by this document when used on LSSU property.

Permitted Activity:  Slacklining is permitted between the hours of sunrise and sunset. To provide for the safety of the campus community the following guidelines have been established:

  • Assumption of Risk:
    • Participants and spectators assume any and all risk associated with this activity. For participants, the risks include but are not limited to, death, paralysis, and serious injury. Participants and spectators take full responsibility for following these LSSU slacklining guidelines and best safety practices within this activity.
  • Set Up and Tear Down:
    • All slacklines may be affixed on a temporary basis while in use by a responsible person and slacklines must be removed when not in use. The owner of the slacklining equipment is responsible for setting up and taking down the equipment by sunset each day and may not leave equipment unattended. Unattended slack lining equipment may be removed and stored without notice.
    • All equipment associated with the practice of Slacklining should be maintained in an operable and safe condition. This is the sole responsibility of the equipment owner.
    • Lines may only be affixed to appropriately sized trees and in the manner set forth below:
      • Only Trees with a diameter of one (1) foot or greater may be used as anchor points.
      • To protect the bark on the trees some type of fabric, e.g. burlap, carpet squares, towel tubes, or similar material, must be placed between the tree and the line that is tied to the tree. A clear, flat, non-paved landing surface must be present under the full length of the slack line and extending a minimum of four (4) feet on each side.
      • Trees must be located on flat terrain
      • Use of a padded landing surface is strongly recommended.
      • Spotters are strongly recommended.

Prohibited activity: 

  • The slackline may not be elevated higher than 4 feet from the center of the span.
  • Slacklines may not exceed 70 feet in length.
  • Memorial trees or other trees posted by sign may not be used as anchors for this activity.
  • University Officials may direct that equipment that appears to be unsafe or improperly set up be removed.
  • Participants may not be under the influence of any drugs or alcohol.
  • Slacklines may not be set up within a Special Event Zone.
  • Slacklines may not cross or enter into any sidewalks, roads or other paved areas.
  • Slacklines may not be affixed to any other campus fixture including but not limited to buildings, bike racks, handrails, art objects, fences or light poles.
  • Slacklines will not be up when grounds personnel are visibly mowing on campus until the area to be used for slacklining purposes has been mowed extending out in all directions 100 feet.
  • University officials, for any reason, may request the activity to be curtailed and all equipment removed immediately.

This policy may be enforced by the Public Safety Department, the University Risk Manager, the Office of Campus life or the Grounds Manager for the safety of the active slackliners and spectators as well as to maintain the functions and processes of the University.  All University policies and regulations, State laws, local ordinances are in effect and may be enforced. Violations of this policy may result in the administering of one or more of the following University sanctions: verbal warning, written warning with a reminder of the policy or temporary suspension of the activity.  In addition, the severity and/or frequency of violations may result in the elimination of this activity as an authorized activity on University property.

 

Appendix:

A.  Marketing & Publicity
B. Graphics Standards & Editorial Style Guide
C. Creating an Effective Organization
D. Frequently Called Numbers
E. The Constitution of the Students
F. LSSU Student Handbook
G. Campus Life Office Forms

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