2011-2012
International Travel
Resource Handbook
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The Center for Values, Service, and Leadership
Table of Contents
Student Services Resource Contacts
Campus Resources
Expectations of Student, Staff, & Faculty Participants
Recognition Procedures
Fundraising
Event Checklist
Room Capacities
Transportation (vans)
Financial Procedures
Course & Trip Leadership Development
Tips on Volunteering
R-25 Directions
“Get-It” Work Order Directions
Media Services Request
Student Activities Newsletter & Channel 96
Student Activities Calendar
Guidelines for Off-Campus Trips
Co-Sponsorship
Travel and Reimbursement Policy
Alcohol Policy
Solicitation (Fundraising) Policy
Posting Policy
Appendix I – Forms
Forms TOC
Event Form
Solicitation Packet
Roster Packet
Third Party Vendor Form (Caterer)
Third Party Vendor Form (Facility)
Transportation Waiver
Field Trip Waiver
Service Trip Waiver
Volunteer Waiver
Allocation Form (Conferences)
Allocation Form (Events)
Volunteer Record Form
Appendix II – Advisors
Advisor TOC
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18
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25
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28
30
33
35
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38
40
45
48
49
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52
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Edward Dadez
Vice President for Continuing Education
and Student Services
ed.dadez@saintleo.edu
Ext. 8206
Kenneth Posner
Associate Vice President for Student
Services
kenneth.posner@saintleo.edu
Ext. 8992
Ana DiDonato
Assistant Vice President for Student
Services
ana.didonato@saintleo.edu
Ext. 8992
Janet VanGuilder
Senior Coordinator (Student Services)
janet.vanguilder@saintleo.edu
Ext. 8992
Dawn McElveen
Director of Student Activities
dawn.mcelveen@saintleo.edu
Ext. 8266
Paige Ramsey-Hamacher
Associate Director for Multicultural &
International Services
paige.ramsey.hamacher@saintleo.edu
Ext. 8489
Stan Kaszuba
Assistant Director of Student Activities
stanley.kaszuba@saintleo.edu
Ext. 8856
Sean VanGuilder
Associate Director of Campus Life
for Residence Life
sean.vanguilder@saintleo.edu
Ext. 7310
KJ McConnell
Assistant Director of Campus Life
for Residence Life
kimberly.mcconnell@saintleo.edu
Ext. 7364
Heidi D’Ambrosio
Senior Coordinator (Residence Life)
heidi.dambrosio02@saintleo.edu
Ext. 8268
Jennifer Garcia
Director of First Year Experience
iennifer.garcia@saintleo.edu
Ext. 8499
Lawson Jolly
Director of Counseling Services
lawson.jolly@saintleo.edu
Ext. 8199
Krista Jones
Assistant Director of Counseling
Services
krista.jones@saintleo.edu
Ext. 8199
Jody Jeffers
Senior Coordinator (Counseling
Services)
jody.jeffers@saintleo.edu
Ext. 8199
Kim Edwards
Associate Director of Career Planning
kim.edwards@saintleo.edu
Ext. 8346
Cathy Wise
Assistant Director of Career Planning
cathy.wise@saintleo.edu
Ext. 8468
Katy Boyd
Assistant Director of Career Planning
katy.boyd@saintleo.edu
Ext. 8231
Mary Cabot
Staff Assistant (Career Planning)
mary.cabot@saintleo.edu
Ext. 8247
Bobby Sullivan
Executive Director of Campus Security
& Safety
robert.sullivan02@saintleo.edu
Ext. 8432
Dr. Ashlee Castle
Director for Leadership Development
ashlee.castle@saintleo.edu
Ext. 8852
Mike D’Ambrosio
Sergeant of Operations for Campus
Safety & Security
vincent.dambrosio@saintleo.edu
Ext. 8432
Dr. Jose Coll
Director of Veteran Student Services
jose.coll@saintleo.edu
Ext. 8234
Jerome Grocholski
Sergeant of Administration for Campus
Safety & Security
jerome.grocholski@saintleo.edu
Ext. 8432
Dr. Rhondda Waddell
Director of the Center for Values,
Service & Leadership
rhondda.waddell@saintleo.edu
Student Government Union
President – Amanda Cassar
VP of Activities – Michael Castronuovo
VP of Operations – Alysia McKenna
Treasurer – Anthony Eberhardt
Secretary – Jessica Cannon
Ext. 8375
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Academic Student Support Services (LRC)
(352) 588-8307
University Communications
(352) 588-8572
Advancement Services
(352) 588-8907
University Ministry
(352) 588-8331
Alumni Relations
(352) 588-8667
University Technology Services
(352) 588-8888
Athletics
(352) 588-8221
Bookstore
(352) 588-8344
Cannon Memorial Library
(352) 588-8258
Campus Activities Board
(352) 588-8844
Campus Security & Safety
(352) 588-8432
(352) 588-8333 Emergency Line
Catering
(352)588-8345
Dining Services
(352) 588-8421
Helpful Links
Fitness Center
(352) 588-8022
R-25 Room Reservations
http://events.saintleo.edu
Health Center
(352) 588-8347
Get-It Work Order System
http://plantops/gf
Media Services
(352) 588-8470
Media Services Request
http://webviewer.saintleo.edu/app_test/default.as
px?media=media
Plant Operations
(352) 588-8362
Pool
(352) 588-8232
Printing & Duplicating
(352) 588-8330
Recreation
(352) 588-8358
Student Organization Forms (solicitation, event
planning, roster packet)
http://www.saintleo.edu/Campus-Life/StudentServices-Division/Campus-Life-Offices/StudentInvolvement/Student-Organizations/StudentOrganization-Forms
Expectations of Travelling Participants
Student organizations, related travel, short-term study abroad, and SERVE trips are an
important component of the total education that students receive. Each organization
contributes to and affects its members and the campus community. The University
expects each student organization to advance the mission of the University and support
the core values on which the University is founded. Officers or trip leaders of all student
organizations should maintain a 2.25 cumulative grade point average or higher and be free of
academic or disciplinary probation. Specifically, each student organization, short-term study
abroad, or SERVE trip:

Should provide an impetus for high academic achievements for its members.

Should provide an opportunity for personal development through leadership
positions, self-awareness programs, and social functions.

Should provide a method for giving, service projects and outreach programs
and participation in the University-sponsored Community Service Days.

Should actively participate in campus events and maintain good relationships with other
organizations.

Should attend the meetings of the Student Government Union, and other
governing councils as appropriate.

Should develop a clear definition of its goals and ideas and devise a plan to achieve
those goals.
All University Recognized student organizations, short-term study abroad, or SERVE
trips must follow the University's policies even if these policies are different from the policies
of the national or sponsoring organization.
University recognized student organizations, short-term study abroad, or SERVE trips
have access to the following upon approval: University facilities, the ability to post
advertisements and other promotional material (in accordance with the University’s posting
policy), the ability to use the University’s affiliation, as well as access to the student
resource center.
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Departmental Proposals
Trip Leader, Staff, or Faculty
All arranged trips and their participants are valued assets of the University. They provide
opportunities for students, staff, and faculty to use, hone, or develop any number of skills
that will supplement the classroom education. They give students, staff, and faculty an
opportunity to lead others, solve problems, represent their peers, plan programs, and
work in the community through volunteer and leadership opportunities. Staff and
Faculty members are responsible to obtain approval by their department chair in order
to participate in alternative trips.
University Recognition
The University may recognize student organizations, short-term study abroad, or SERVE
trips provided they serve the educational and general purposes of the University, contribute to
the interests of their members, and are consistent with the standards, policies, mission,
values, and traditions of the University.
New Trip Proposals – Initiation Process
To introduce a prospective trip, a student leader must display campus support for their
purpose and submit a completed application. This support includes an interest amongst the
student body and a staff or faculty member willing to serve as an advisor during the
initiation, ratification, implementation, and execution processes of the trip..
Beyond involvement interest, the trip leader must also submit a copy of the proposed
itinerary for the trip, an estimated budget, a list of planned projects, goals and objectives, a
completed Advisor Agreement, and a minimum of five students who are active participants.
The SERVE Committee or the International Study Abroad Advisory Committee (ISAAC) will
review all proposals for approval. The trip leader and Advisor(s) may be invited to meet with
the Committee members to present evidence of having met the requirements. Once the trip is
approved/denied, the trip leader and Advisor(s) will be contacted and informed of the result.
Annual Review– For Executed or Active Trips
The Committee requires that each registered trip has all trip information organized in a
portfolio on file in the SERVE Office. Each portfolio must contain: all proposal documents, a
current roster, including the advisor agreement (updated as changes occur), a list of planned
activities for the duration of the trip, suggested changes for alternative trips, and the future
goals to enhance prospective trips. This information should be updated at the beginning of
each semester including summer sessions.
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Membership and participation must be open to all students, staff, and faculty of the
University. Student organizations, short-term study abroad, or SERVE trip can deny no
student, staff, or faculty access because of race or ethnicity, gender, sexual orientation, religion,
or national origin. Active participation in student or faculty led trips must not drop below
five students for two or more consecutive semesters. If trip group does, it may not be
acknowledged as a trip group and may lose all rights and privileges.
Student Government Recognition
The Student Government Union (SGU) is charged with representing all campus students
who pay the Student Activity Fee. As such, SGU Senate meetings are open to all
students and required of all SGU executive board members, senators from recognized
organizations, liaisons, and class officers.
The Student Senate is the principal agency for students' self-government. The Senate sets the
means by which responsible and effective input into student life is to be accomplished. In
addition, the Senate provides an official and representative student organization with powers to
receive student complaints and concerns and to participate in decisions affecting student life.
The Senate provides an opportunity for interested and concerned students to gain experience
and training in responsible political participation and community service through leadership.
The benefits of SGU recognition are: access to Student Activity Fee though Student
Government Allocations of Funds; and support & representation by the SGU with the
University. The Student Government Union office is located in the Student Activities
Building, #108.
To be recognized by the SGU, organizations must first be recognized by the University.
Once University recognition is granted, a student organization wishing to be recognized
by the Student Government Union must contact the VP of Operations for Student
Government, submit copies of all of the approved University recognition documents and
schedule a time to present their organization to the Student Government Union Senate.
The Senate will then vote on granting Student Government recognition. Notification of
approval or denial of SGU recognition will occur immediately following the vote during
the same SGU Senate meeting.
Loss of Recognition
If a student organization should lose University recognition, regardless of reason, the
organization will automatically lose all other recognitions, including but not limited to:
SGU, IFC, NPC, or NPHC.
Student Government Recognition can be lost for not fulfilling attendance requirements at
Senate meetings, community service days, or SGU leadership conferences. Please refer to
the SGU Constitution for more complete details on loss of SGU recognition.
In most cases if a student organization should lose recognition from their governing body,
they will also lose University recognition as well. However, this is handled on a case by
case basis based on the ground by which the organization lost recognition from its
governing body.
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Fundraising
Recognized student organizations or trips may sponsor fundraising projects only with the
advance permission of the Assistant Director of Student Activities. Fundraising projects are
limited to university recognized student organizations. The organization must obtain
approvals for each project. There is no guarantee that a fundraiser will be approved even if it
has been in past years.

Solicitation forms (fundraising forms) are available online on the Club &
Organization page on the Campus Life-Student Involvement website. Copies are
also available in the Resource room in the Student Activities Building. (See
Appendix I for sample form)

Forms must be filled out in their entirety and be submitted at least five days prior to
the proposed fundraiser date for review.

Approval must be granted before any fundraising efforts or publicity of fundraiser
can occur. Emails concerning approval status will be sent to the individual listed on
the paperwork.

Fundraisers may be denied if they promote unhealthy decisions or do not uphold the
values, standards, mission, and traditions of our university.

Certain fundraisers will require additional approval from departments other than
Campus Life which may take more than the five day approval process. Please submit
forms as early as possible to ensure ample time to review.

No door-to-door solicitation is permitted on or off campus.

If ordering an item to sell, this may take longer to approve so be sure to have your
forms in as early as possible.

Also, if using the University logo or name on any item that you may be selling for
your fundraiser, you must first obtain approval to use the University name or logo
from the Office of University Communications. (See Appendix I for sample request
form)
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Fundraising Tips
1. First things first...how much money do you need to raise?
If you're trying to raise only a few hundred dollars, you might want to start with a car
wash or bake sale. If you're trying to raise a larger amount of money, you might want a
larger scale fundraiser. Consider your options and evaluate them, a bake sale, no
matter how tasty the treats, will not raise $10,000.
2. When do you plan on starting your fundraiser?
Deciding on the right time to start your fundraiser is essential. You do not want to
have a Halloween Candy Sale in February, nor do you want to have a car wash when it
is freezing outside. Proper planning will allow for your fundraiser to be a success.
Remember to think of the weather conditions, possible locations, other events,
conflicts, volunteers, and available funds.
3. How soon do you need the money?
Are you continuously fundraising or do you need the money in exactly one month? If
you are ordering a product, make sure you let the company you are buying the product
from know this information. Some products, like lollipops, candy bars, and scratch
cards can be shipped right away, and you can start your sale as soon as the product
arrives. Other products take a little longer and more time to produce.
4. What would your group enjoy selling?
Think about the members of your group. What are their interests? What do they like to do?
What would they feel comfortable selling? How motivated are they? The best
fundraising product for you is the one that your members are excited to sell.
5. How much time is your group willing to spend on the fundraiser?
If your group has a lot of time to make some money, you can think of more creative
fundraisers that take more work. If your group does not have a lot of time, then bake sales,
car washes, and penny drives are easy and quick.
6. How many people will be participating in the fundraiser?
The more people willing to help with the fundraiser, the less work it is on individuals.
There are fundraisers that coincide better with the size of your group. Make sure you
look at all your options with the amount of people you will have helping out.
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Examples of Campus Fundraisers
1. 3 on 3 Basketball Tournament
Host a 3 on 3 basketball tournament at the gym, and advertise the event. Charge a team
of 3-4 players $20 - $40 and find local sponsors to donate prizes. (** You will need to
work with the office of Advancement Services, they can be reached at x8907 **) During
the tournament you can hold a shooting competition for an extra $2 per participant. If there is
sufficient interest, print t-shirts as part of the registration and raise the team entry fee.
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“Fundraising Tips” adopted from www.fundraising.com
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2. Car Wash
Having a car wash is simple. Find a location that will allow you to use their hose, buy
some soap and rags and you are set. Try not to set the exact amount it costs for a car to be
washed. It usually works better if you let the car owner give you a donation of their choice.
(** Car Wash approval pending any water restrictions on campus)
3. Easter Mystery Eggs
During an Easter bake sale, sell small plastic Easter eggs filled with candy and surprise
slips. Examples of prizes could include a toy bunny, a filled Easter basket, a large
chocolate bunny, and various smaller gifts. Place the Mystery Eggs in a big basket and sell
them for 25 cents to one dollar each.
4. Penny Drive
A fast and cheap way to raise some money, set-up a table outside the dining hall and, as staff
& students enter and exit, have a jar for spare change.
5. Tennis Ball Racing
This is a different twist to "down the river duck races." Obtain a large number of tennis
balls and write consecutive numbers on them. The balls are all sold for a fee, and on "race day"
those that have been paid for are placed into the scoop of a front-end loader or just a large
bucket. The balls are dumped down a hill in the community, and the first ball to enter the
home stretch trough wins a prize.
6. Ticket Raffle
Purchase – or acquire donation of - a high value item such as an airline flight or work of art or
get some gift certificates. Sell tickets and hold a raffle.
7. Valentine Flowers to Go
Obtain orders for roses or carnations and boxes of candy from friends, co-workers, and family.
Package the flowers with greens and ribbon, (purchased in bulk from a local greenhouse) in a
clear plastic container, and deliver them on Valentine’s Day.
8. Food Sales
A common on campus fundraiser to is hold a bake sale, but food sales are not limited to just
cookies and brownies. You can branch out, or be more specialized, perhaps holding a pie
sale or selling candy grams around a holiday.
(** Food Sales approval pending approval from Dining Services)
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“Examples of campus fundraisers” adopted from http://www.diabetes.ca/files/fundraising101.pdf
Event Checklist
1. Check the R-25 and Student Activities Calendars to consider the possible conflicts that might occur with
your choice of date & time.
2. Turn in your event form to the Office of Campus Life for approval at least five days prior to your event.
This form needs to be completed in its entirety with all necessary signatures before it will be reviewed. (See
Appendix I for sample form)
3. If you are using outside entertainment such as a DJ or a performer, attach the contracts and certificate of
insurance from the contracted party. These forms need to be reviewed by our legal counsel for approval.
Be sure to get these forms in early. Please note, submitting them for review does not automatically grant
approval.
4. Use R-25 to reserve your required space for your event. R-25 may be accessed by going to
http://events.saintleo.edu from any on campus computer ,in an academic or administrative building, not
using wireless access or by going to the Multicultural Office in the Student Activities Building where an R25 reservation station has been established. (Please note submission of a reservation request does not
guarantee your space. You must wait for an email confirmation.)
5. If food or beverages are needed, contact Dining Services by calling X8345 or emailing the Catering
manager at catering@saintleo.edu. Dining Service’s Catering is REQUIRED in the Student Community
Center and Student Activities Building facilities. Outside food may be brought into other spaces on
campus if provided by a caterer or restaurant. Home cooked food is not permitted unless approved through
Dining Services.
6. If you wish to have your event posted on the Student Activities Calendar submit a calendar submission
form or all details to the Assistant Director of Student Activities by the 15th of the previous month,
submissions made later then that cannot be guaranteed to be on the calendar.
7. If A/V equipment is needed, submit an online media request for the required equipment. The electronic
form can be found in the R-25 reservation when you reserve the space for your meeting or event.
8. Use the “InSite” online work order system to submit any work orders needed for your event. This
includes but is not limited to, tables, chairs, and set-ups. “InSite” may be accessed by going to
http://plantops from any on campus computer not using wireless access.
9. If a University Van is required, a request will have to be submitted via R25 for a van. It is the
organization’s responsibility to have one university certified driver per van. Van usage is charged to the
organization at the current mileage rate/per mile. This account will be charged for the mileage
10. To have advertisements approved, visit Student Services, in the Student Activities Building. You must
follow the University Posting Policy for any advertising.
11. If you need to make copies, organizations may use the Student Government Union’s copy machine
during office hours. It is located in the Resource room in the Student Activities Building. A copy code
specific to your organization will be required. Please see the Assistant Director of Student Activities for
code if needed.
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12. If you are having any events with alcohol, or other events that require security, contact Campus Safety
two weeks prior to your event to schedule an officer to be at your event. Charges for the officer(s) may
apply, be sure to budget these costs into your event budget.
13. The town of Saint Leo has local ordinances that may affect your event, particularly ordinances that
govern sound, noise, bonfires, & fireworks. Please review the local ordinances and be sure to follow all
local ordinances. They can be found on the Town’s website:
http://library.municode.com/index.aspx?clientId=13795&stateId=9&stateName=Florida
14. Bonfires, Fireworks, and other Special Events, not only require additional on campus approvals, but
will also require a permit application be completed and approved by the Town of Saint Leo. Permit
applications are due to the Town to be reviewed at the commission meeting that occurs at least 30 days
prior to your event.
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Room Capacities
Room
Available Seats
Crawford 1
Crawford 2
Crawford 5
Crawford 6
Crawford 7
Crawford 8
Lewis 113
Lewis 119
Lewis 120
Lewis 203
Lewis 205
Lewis 206
Lewis 207
Lewis 303
Lewis 305
Lewis 306
Lewis 307
Southard Room
CCIC 1
CCIC 2
ITeach 1
St. Ed’s 116
St. Ed’s 165
St. Ed’s 210
St. Ed’s 321
Activity Center 1
Activity Center 2
Activity Center 4
Activity Center 5
Selby
SAB 117 A
SAB 117 B
SAB 117 A/B
SAB 205
SCC 200
30
30
30
30
30
30
21
30
25
28
28
28
28
30
30
30
30
21
25
25
24
29
25
12
10
27
28
25
25
100
12
12
24
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See below
VTT Ready
Yes
Yes
Yes
Yes
Yes
Yes
Yes
yes
Room
Served
Roundtables
Reception
Theatre Style
SCC 200 A
SCC 200 B
SCC 200 C
SCC 200 ABC
70
70
80
250
87
98
105
291
116
131
138
430
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Transportation
The Office of Campus Safety will allow student organizations to reserve vans for their approved events off campus, but each
organization must have an agency account number to charge the mileage to. Vans are billed by the mile at the current
University mileage rate, this fee includes fuel. There are 7 vans available and 2 types to choose from. Organizations can
request the large vans which can accommodate up to 12 individuals (including the driver) or a minivan which can
accommodate up to 7 individuals (including the driver). The driver of the van must be certified and complete the
following requirements.
To become a certified driver, a student must (in this order)
1. Have a Campus Life Staff member's approval, or be required by their on campus job to become certified
2. Have a Driver's License background check done by Human Resources and approved.
3. Sign up and take a driving test conducted by Campus Safety.
4. Have personal auto insurance of their own.
Vans should be booked no later than two weeks in advance by reserving them through R-25, though vans should be
booked as far in advance as possible.
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Financial Procedures
Student organizations, staff, and faculty have a responsibility to be good financial stewards for all funds
entrusted to them. Organization should keep funds in an off campus account or an on campus agency
account and should avoid using cash boxes held by officers. At this time it is permitted to have
organization accounts at local banks. If you are unable to open an account in your organizations name at
a local bank branch, the Office of Campus Life can assist you in opening up an agency account here at
SLU. Agency accounts are available for all University recognized organizations, however, once money
is deposited into an agency account there is a form to fill out and be signed by the organization’s advisor
to utilize funds from the agency account. Those funds may only be withdrawn in the form of a check to
a vendor or a cash advance check to the advisor. No cash withdrawals are permitted. Check requests are
not immediate and can take some time. If your organization chooses to go with this optio n please plan
for a minimum of one to two weeks to process paperwork and have the check ready.
Course& Trip Leadership Development
Student organizations study abroad or SERVE trip leaders are encouraged to sponsor participants to attend
all organization/leadership development workshops or seminars held by the instructor, Student Government
Union or the Office of Campus Life.
Tips on Volunteering
1. Research the causes or issues important to you.
Look for a group that works with issues about which you feel strongly. You might already be giving
money to one of these organizations, and that might be a good place to begin your volunteer experience.
If you can’t find such an organization, here’s a challenging and intriguing thought: why not start one
yourself? You can rally your neighbors to clean up that vacant lot on the corner, patrol the
neighborhood, paint an elderly neighbor’s house, take turns keeping an eye on the ailing person down
the street, or form a group to advocate for a remedy to that dangerous intersection in your
neighborhood. There is no end to the creative avenues for volunteering, just as there is no end to the need
for volunteers.
2. Consider the skills you have to offer.
If you enjoy outdoor work, have a knack for teaching, or just enjoy interacting with people, you may
want to look for volunteer work that would incorporate these aspects of your personality. Many positions
require a volunteer who has previous familiarity with certain equipment, such as computers, or who
possesses certain skills, such as ability in athletics or communications. For one of these positions you
might decide to do something comparable to what you do on the job during your workday, or
something that you already enjoy as a hobby. This sort of position allows you to jump right into the work
without having to participate in training in order to prepare for the assignment.
3. Would you like to learn something new?
Perhaps you would like to learn a new skill or gain exposure to a new situation. Consider seeking a
volunteer opportunity where you’ll learn something new. For example, volunteering to work on the
newsletter for the local animal shelter will improve your writing and editing abilities – skills that may 15
help you in your career. Or, volunteering can simply offer a change from your daily routine. For example, if
your full-time job is in an office, you may decide to take on a more active volunteer assignment, such
as leading tours at an art museum or building a playground. Many nonprofits seek out people who are
willing to learn. Realize beforehand, however, that such work might require a time commitment for
training before the actual volunteer assignment begins.
4. Combine your goals.
Look for volunteer opportunities that will also help you achieve your other goals for your life. For
example, if you want to lose a few extra pounds, pick an active volunteer opportunity, such as cleaning
a park or working with kids. Or, if you’ve been meaning to take a cooking class, try volunteering at a food
bank that teaches cooking skills.
5. Don’t over-commit your schedule.
Make sure the volunteer hours you want to give fit into your hectic life, so that you don’t frustrate your
family, exhaust yourself, shortchange the organization you’re trying to help or neglect your job. Do you
want a long-term assignment or something temporary? If you are unsure about your availability, or want
to see how the work suits you before making an extensive commitment, see whether the organization will
start you out on a limited number of hours until you get the feel of things. Better to start out slowly than to
commit yourself to a schedule you can’t or don’t want to fulfill.
6. Nonprofits may have questions, too.
While most nonprofits are eager to find volunteer help, they have to be careful when accepting the
services you offer. If you contact an organization with an offer to volunteer your time, you may be asked
to come in for an interview, fill out a volunteer application, or describe your qualifications and your
background just as you would at an interview for a paying job. It is in the organization’s interest and
more beneficial to the people it serves to make certain you have the skills needed, that you are truly
committed to doing the work, and that your interests match those of the nonprofit. Furthermore, in
volunteer work involving children or other at-risk populations, there are legal ramifications for the
organization to consider.
7. Virtual volunteering?
Yes, there is such a thing! If you have computer access and the necessary skills, some organizations now
offer the opportunity to do volunteer work over the computer. This might take the form of giving free
legal advice, typing a college term paper for a person with a disability, or simply keeping in contact with
a shut-in who has e-mail. This sort of volunteering might be well suited to you if you have limited time, no
transportation, or a physical disability that precludes you from getting about freely. Virtual volunteering
can also be a way for you to give time if you simply enjoy computers and want to employ your computer
skills in your volunteer work.
8. I never thought of that!
Many community groups are looking for volunteers, and some may not have occurred to you. Most of us
know that hospitals, libraries, and churches use volunteers for a great deal of their work, but here are
some volunteer opportunities that may not have crossed your mind:
o Day care centers, Neighborhood Watch, Public Schools and Community Colleges
o Community Theaters, Fraternal Organizations and Civic Clubs
o Retirement Centers and Homes for the Elderly, Meals on Wheels, Church or CommunitySponsored Soup Kitchens or Food Pantries
o Museums, Art Galleries, and Monuments
o Community Choirs, Bands and Orchestras
o Neighborhood Parks, Youth Organizations, Sports Teams, and after-school programs Shelters
for Battered Women and Children
o Historical Restorations, Battlefields and National Parks
16
9. Give voice to your heart through your giving and volunteering!
Bring your heart and your sense of humor to your volunteer service, along with your enthusiastic
spirit, which in itself is a priceless gift. What you’ll get back will be immeasurable!3
3
“Tips on Volunteering” adopted from SERVE Montana (Governor’s Office of Community Service,
www.serve.mt.gov)
17
Directions for R-25 Reservation System
The Resource 25 Event Scheduling System
Requesting Room Reservations
All space and event resource reservations are made via a web-based system known as Resource 25 (R25).
R25 requires a username and a password. To create your own username
e and password, go to the R-25 site,
click on “my requests” and click on the link above the log in box to create a user account.
The R25 reservation process involves three steps:
1) Browse the event calendar to find a suitable date and available space.
2) Complete an online event request form.
3) Receive a confirmation of your event.
Accessing the system
From Internet Explorer go to http://events.saintleo.edu
Step 1 Finding a Suitable Date
Begin by finding a suitable date (with 2-3 alternate dates) for your proposed event preferably before starting other event arrangements. Scan the event calendar for other
academic lectures, special meetings, Alumni or other institutional events (homecoming,
commencement, etc), athletic events and student activities to ensure your proposed
event will not conflict with previously scheduled events.
Follow the instructions for “Viewing the Event Calendar”
In the column to the right, there is a calendar. Buttons above the calendar allow a viewer
to view events for a particular month and day. Use the buttons above the calendar to find
the appropriate month.
Click into the appropriate month's calendar on the day(s) proposed for your event.
Allow your computer a moment to bring up all events that have been scheduled for that
day. From here, you can see if there are any major or conflicting events on any date you
may be considering for your event.
18
Finding an Available Space
Once a date is found for your event, you'll need to find a suitable space for your event.
 On the top menu bar, click on the 'Locations' button.
 On the calendar located on the right side of the screen, select the month and day you want to hold your event.
 From here, you can investigate as many spaces as you like for this particular date.
 When you have a date, time and space to hold your event, reserve the space by using the on-line requestor form.
You can reach this by clicking on “my requests” at the top, (or by clicking in the grid box for the time you would like if you
are viewing locations as a grid).
Step 2 Requesting a Room
From Internet Explorer go to http://events.saintleo.edu
The Event Calendar will appear showing the current day’s events. Since there can be many entries for any given day,
the default filter is set to show all events.
On the top navigation bar click on 'My Requests,' a log on screen will ask for the requestor's username and password.
This log on will authorize access to the requestors individual R25 files.
An Event Request form appears. (When requesting a room, please complete as many fields as possible. The information
provided will populate fields on the Event Calendar.)







Event Name - Input a descriptive name for the event - one that will be used by others when
referring to the event.
Event Type - Categorizes the type of event. Choose from the drop-down menu.
Sponsoring Organization - Select from the drop-down menu the department that is sponsoring
the event.
Expected Head Count - Estimate the attendance for this event.
Start/End Date/Time - Enter the start and end date and times.
Repeat - Allows requestor to select recurrences for the event:
'None,' no repeat dates; ‘Ad Hoc’ and specify a repeat date; Press 'Enter' to add the date to the list. Repeat as
needed. Repeats daily or specified # of days; select the 'Daily' button and select the number of days between
occurrences and the length of time for the number of repetitions. Repeats weekly the frequency, one or more
weekdays, and the length of time or the number of repetitions.
Space Preferences - Select a space preferred by using one of the following options:
 Specific Space Click this radio button and select a space from the drop-down list.
 Any Space In Click this radio button and select a building a space is preferred
in from the drop-down list.
 Other Type in preference if not available in above options.
 Comments - Add any comments or details about this event that may be of interest to the campus
community.
19
Event Request Summary - NOTE: At this point the request has not yet been processed.

Carefully review the summary information. If everything is correct, click 'Submit Request' button. Request will be
electronically sent to the appropriate scheduling authority for processing and will appear in Pending tab. Otherwise,
click 'Make Changes' to edit request form.

Additional Services – after clicking submit and confirming your details, you will be asked if you need additional
services, catering, media, etc. Complete the necessary online request forms and your reservation will be sent to the
approval queue.
Event Request Confirmation - NOTE: This is not an event confirmation, but rather a confirmation that the
request has successfully entered into the system. A copy of this will appear in the Pending tab until processed.
Step 3 Event Confirmation
Once a request has been processed by a scheduling authority, a confirmation will be emailed to the requestor. A
requestor can also check the 'Pending' and 'Approved' tabs to check on the status of the event request.
1. Review the request to make sure it is accurate.
2. If there are any corrections that need to be made, contact the person via email that provided the request.
3. If you need to cancel, reschedule or modify your event in any way, please contact the scheduler that provided
your confirmation. Once an event is confirmed, you cannot edit it online.
Tip! You may want to print the confirmation as a receipt for your meeting files. Should anyone challenge
your reservation, you’ll have a copy of it.
Persons using a room without a valid confirmation are subject to immediate displacement and possible suspension
of scheduling privileges.
Checking Pending and Approved Requests








Pending - Any request that has been submitted, but not yet approved will appear on this page.
View Event - Click on event name to view details of the request or to edit a request
View Space - Click on space name to view details of the space.
Approved - Once an event has been approved in R25, it appears on this page.
View Event - Click on event name to view details of the event
View Location - Click on the location to view details of the space
All Requests - (This link appears under the 'My Approved Requests' line.) Click on this
link to view all approved requests - those that have passed and those in the future.
Only Requests with Reservation in the Future - (This link appears under the 'My Approved Requests' line.) Click on
this link to view only future approved requests.
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Event or Space Lookup
Click on 'Look Up' in the top menu bar to search for events or spaces by full or partial name; or to search for an event
using its confirmation reference number.
List of Events by Name
Choose a search match option (is, starts with, contains, or ends with) from the drop-down list.
Type the criterion in the appropriate Name box. For example, choose 'ends with' and type 'Conference' to list all
reservations for events whose name ends with 'Conference,' such as 'Future Technology Conference.'
List of Events by Reference
Type the event reference number in the Reference box and click go.
List of Spaces
Choose a search match option (is, starts with, contains, or ends with) from the drop-down list.
Type the search criterion in the appropriate Name box.
Click go.
For technical assistance with R25, contact the UTS Support Desk at x8888.
 Any specific
set-up requirements—please enter a work order request at http://plantops. For specific set-up
questions, contact Linda Pead, Coordinator for set-ups and events, at 352-588-8362 or
linda.pead@saointleo.edu.
 Any specific media
requirements—please enter a media request at
http://webviewer.saintleo.edu/app_test/default.aspx?media=media. For specific media questions, contact
Roger Hines, Media Services Technician, at 352-588-8470 or roger.hines@saintleo.edu.
 Any specific
catering needs—contact Donna Sturgis, catering manager, with Dining Services at 352-5888345 or catering@saintleo.edu.
21
Work Order Request Information
From Internet Explorer:
Go to: http://plantops/gf/
**please note that you must be using a computer on SLU’s main
campus that is not using wireless internet.
 You
do not need to have a registered user name and
password in order to enter the system and create a
work request
on the center of the screen “For Students click
here to submit a work request”
 Click
 You will then be presented with a series of boxes and drop down menus to enter your contact information
and the issue or set-up request for your event.
22
 To detail in on any of the fields, such as to enter the building name, click on the down arrow next to the
field. It will automatically display a new drop down with rooms & floors once the building is selected.
 Once you have complete the work order screen, ensure that all of your information at the top is correct.
Make sure that all fields are complete as these are required fields.
 Then,
type in work order specifics in activity box near the bottom of the screen. Provide as many details as
possible. Be sure to include dates and times if needing a set-up for an event.
**Please note this only informs physical plant that there are items needed to be set-up. All other
arrangements will still need to be made
 Any specific
set-up requirements—please enter a work order request at http://plantops/gf. For specific setup questions, contact Linda Pead, Coordinator for set-ups and events, at 352-588-8362 or
linda.pead@saintleo.edu.
23
Media Services Request Information
All requests for Media Services should be completed within R-25 at the time the room reservation request is
completed through the R-25 webviewer at http://events.saintleo.edu. If it is decided that Media Services will
be needed after the room request has been submitted, you will need to submit an online request through the
Media Services page on the Cannon Memorial Library website.
http://www.saintleo.edu/Academics/University-Technology-Services/Media-Services-Resources from this
site you will need to complete an Instructional Technology online request.
If you have problems, or need additional assistance, please contact Roger Hines, Media Services Technician
directly at 352-588-8470 or roger.hines@saintleo.edu.
Student Activities Newsletter & Channel 96
Submissions
To submit information for the Campus Life “Student Activities Newsletter” that is emailed out Monday
afternoons, please send your information two weeks prior to student.involvement@saintleo.edu. Please
include “Newsletter Submission” in the subject line. Items not received by two weeks in advance are not
guaranteed to be in the newsletter.
To submit information to be viewed on a slide on channel 96, please send information to
student.involvement@saintleo.edu, and be sure to include “Channel 96 submission” in the subject line.
Please submit slide information two weeks prior to the date you would like them to begin airing. Pictures in
.jpeg format can be utilized, but previously generated flyers and PowerPoint slides do not upload well and
will not be clear. Please submit text only and/or .jpeg pictures, four lines maximum, for your event.
For additional information regarding submissions for either the Student Activities Newsletter or Channel 96
slides, please contact Stan Kaszuba, the Assistant Director of Student Activities at 352-588-8856 or
stanley.kaszuba@saintleo.edu.
Student Activities Calendar Submission
Submissions for the Monthly Student Activities Calendar can be sent directly to
student.involvement@saintleo.edu, please include “Calendar Submission” in the subject line. Submissions
should be sent as early as possible, but must be received two weeks prior to the last day of the month to
guarantee being placed on the calendar. Submissions received after this cutoff may not be included on the
calendar.
24
If you have questions or would like more information on the monthly Student Activities Calendar, please
contact the Assistant Director of Student Activities at 352-588-8856
Guidelines for Off-Campus Trips
 At least one University Staff/Faculty member should be on all off-campus trips, groups larger than one
bus of students (47) may require more than one advisor for the event.
 Trips where alcohol is accessible to students, the advisors or designee(who must be Campus Life
approved) are required to be on the bus as well.
 Students who ride the bus to the event must ride the bus back from the event, unless specific
arrangements have been made with the advisor in advance.
 Ensure that there is a master list for all attending trip.
 Be sure that everyone in attendance has signed a liability waiver upon entering bus/van.
 Perform roll call & head count using waivers as attendance sheet upon leaving campus as well as when
leaving from off-campus event.
 Ensure that students have written cell phone numbers on their waivers. In the event that they are late to
the bus, you have a means of contacting them.
 Students who become overly intoxicated or are removed from events due to alcohol or disruptive
behavior may be subject to judicial sanctions, and may be financially responsible.
Tip
 If trip is to a large theme park or other large venue – stop by the first aid office and register the
trip/group leader’s cell phone with them. In the event of an emergency or student injury, the student
will have a way to get in touch with the group leader if they do not have your number. You number will
only be given out to the student if they request it. First Aid is not required to contact anyone from the
trip if the injured person is over the age of 18 unless the injured person requests it.
Co-Sponsorship of Events
Co-sponsoring events is an excellent way to combine resources from both organizations and provide
opportunities for events to occur that might not have due to lack of funding or lack of membership to assist
with the event. Every organization has something to contribute and it does not always have to be money. If
you have an event idea, but do not think your organization can accomplish it single handed, do not be afraid
to reach out to other organizations. If you need assistance or need contact information for other
organizations, please contact the Assistant Director of Student Activities at 352-588-8856.
Departments on campus are also another great resource to co-sponsor an event with. Campus Life & the
Activities Collaboration Team have several events that are always looking for co-sponsorship are Coffee in
the Courtyard, Cookies, Coffee, & Conversation, Food for Thought, & Faculty/Staff vs. Student sports
games just to name a few. For more information on these programs or to get involved with one of them,
please contact the Assistant Director of Student Activities at 352-588-8856.
As a guideline for co-sponsoring, the following co-sponsorship agreement may be useful for organizations
25
sharing the responsibilities of an event.
Event Co-Sponsorship Agreement
Program
All programs must adhere to Saint Leo University policies and procedures, as well as local and state laws.
Program Title:
Date of Program:
Event Date:
Event Time:
Location:
Rain Location:
The following organizations agree to produce and promote the program listed above.
1.
2.
3.
4.
Financial Commitment:
The total projected budget for the program is $
.
Co-sponsoring organizations will cover the costs in the following manner:
Organization
Percentage
Projected amount
1.
$
2.
$
3.
$
4.
$
Total:
$
Each co-sponsoring organization must have all money in their accounts two weeks prior to the date of their event. Any profit or
loss as a result of the program will be distributed or incurred by the co-sponsoring parties in the percentages in which they were
contributed as outlined above.
Special notes:
26
Responsibility
Program Coordination is issued to:
EMAIL/ORG:
Responsibilities include coordination of the entire event and will serve as the individual(s) in charge prior to and on the
day of the event.
Financial management is issued to:
EMAIL/ORG:
Responsibilities include all financial transactions as a result of the event.
Facility arrangement is issued to:
EMAIL/ORG:
Responsibilities include facility reservation, equipment, ticket sales, security arrangements and clean up.
Production is issued to:
EMAIL/ORG:
Responsibilities include load-in/out, set-up , and backstage help.
Promotion is issued to:
EMAIL/ORG:
Responsibilities include school newspaper, channel 96, posters, flyers, banners, and emails.
Hospitality is issued to:
EMAIL/ORG:
Responsibilities include catering, lodging, and travel arrangements of the performer(s).
Event advising responsibilities are issued to:
EMAIL/ORG:
Signatures of Acknowledgement
1.
2.
organization
organization
date
date
3.
4.
organization
organization
date
date
Event Advisor
date
This form is intended to be used as a tool in planning and executing your event. This is not a legally binding contract and should
not be referred to as such. Should any party not fulfill their part of the agreement, we advise that the Saint Leo University Judicial
process be utilized.
4
27
4
“Event Sponsorship Agreement” Adopted from Drexel University’s Office of Campus Activities:
www.dresel.edu/oca/downloads/Event_Co-sponsorship_Form.doc
SAINT LEO UNIVERSITY
TRAVEL AND REIMBURSEMENT POLICIES
EFFECTIVE 1/1/2010
Use the following policies when filling out your travel reimbursement form:
PRIVATE AUTO
Travel by auto is reimbursable at $.44 (effective 7/6/11) per mile, provided such total reimbursement does
not exceed equivalent coach fare or other reasonable available transportation. Reimbursable mileage shall be
calculated as the lesser of the actual mileage from the University Center and back or from the place of
departure if other than the University. Non-reimbursable costs include, but are not limited to, car
maintenance or repair charges, tickets, fines and traffic violations. Employees operating personal vehicles on
University business are required to maintain insurance on their vehicles in the amount of $250k/$500k.
Employee insurance is primary, even on University business, when driving your personal vehicle
RENTAL CAR COSTS
Reimbursable costs include the daily rental fee, mileage fee, gasoline charges and tolls. Non-reimbursable
costs include, but are not limited to, car repairs, tickets, fines and traffic violations.
MEALS
Actual expense for meals and tips is reimbursable. When on local travel, check with the department head to
see if the noon meal will be reimbursed. Receipts from meal charges should be attached to a reimbursement
form and submitted to Accounts Payable for payment. If a meal receipt is lost, employees may still be
reimbursed. The employee should estimate the cost of the meal (including tip), however, the cost should not
exceed the following scale:



Breakfast…………$5.50 if departure before 6 a.m.
Lunch…………… $7.50
Dinner…………... $12.00 if return after 7 p.m.
As a guideline for meals, typical reimbursement should not exceed twice the above scale. Exceptions may
be approved at the Vice President level.
MISCELLANEOUS REIMBURSABLE EXPENSES
The following is a list of miscellaneous expenses that will be reimbursed if incurred while traveling on
University business:
 business office expenses (fax, copy services, telegrams/telexes, etc.)
 business phone calls
 conference fees (include registration form with expense report)
 currency conversion fees
 ground transportation (taxi, bus, subway, etc.)
 laundry/dry cleaning/suit pressing for trips exceeding five days
 overnight delivery/postage
 parking and tolls
 tips
 visa/passport consulate fees
28
NON-REIMBURSABLE MISCELLANEOUS EXPENSES
The following is a list of miscellaneous expenses that would not qualify for reimbursement.
 airline club membership dues
 air phone usage
 annual fees for personal credit cards
 auto repairs
 baby-sitting
 barbers and hairdressers
 clothing or toiletry items
 corporate card delinquency fees or finance charges
 country club dues while traveling
 expenses related to vacation or personal days taken before, during, or after a business trip
 personal golf fees
 frequent flyer tickets
 laundry or valet services for travel of fewer than five days
 loss or theft of cash advance money or airline tickets
 loss or theft of personal funds or property
 lost baggage
 luggage, briefcases
 magazines, books, newspapers, personal reading materials
 medical expenses while traveling
 mini-bar alcoholic refreshments
 hotel in-house movies
 “no show” charges for hotel or car service
 optional travel or baggage insurance
 parking tickets or traffic violations
 personal accident insurance
 personal automobile routine maintenance/tune-ups
 personal entertainment, including sporting events
 personal property insurance
 personal telegrams
 personal telephone calls in excess of reasonable calls home
 pet care
 rental car upgrades
 saunas, massages
 shoe shine
 souvenirs or personal gifts
 U.S. traveler’s check fees
If an employee has any questions concerning whether an expense is reimbursable or not, it is best to check
with his/her department head before the expense is incurred.
29
The Saint Leo University Student Organization Policies
& Procedures Regarding the Use of Alcohol
The University is committed to providing an environment that includes policies and educational elements to encourage healthy, lowrisk, and safe choices for the use or non-use of alcohol for those of legal age. Furthermore, the University believes in the importance
of alcohol education programs for all members of the University community. It is upon this and the education-oriented philosophy of
the University that the following alcohol social event policy is based.
The alcohol social event policy at Saint Leo University is based in compliance with Florida State Statute, and the use of alcohol in
moderation and under appropriate circumstances. This policy applies to all student organizations, and those groups and individual
students, holding events on University property or in association with the University, including off campus events. In the case of
visitors/guests violating the policy, the host may be held responsible and depending on the violation, the visitor is also subject to
arrest.
I. Policies
a. All events on campus or during an organization event, in any situation sponsored or endorsed by the University and/or
individual, and organization, or in any event an observer would associate with the organization, including off-campus events
must be in compliance with the stated guidelines below unless otherwise granted permission by the Associate Vice
President of Student Services:
i. All students and student organizations at Saint Leo University must observe Florida State Statutes
ii. Prohibits any person under the age of 21 from possession or consumption of alcoholic beverages
iii. The selling, giving, or serving of alcoholic beverages to persons under the age of 21 by any person or organization
iv. Any person from misrepresenting or misstating his/her age
v. Open containers of alcohol.
b. All events with alcohol must have a Third Party Vendor, properly licensed by appropriate local and state authorities, with a
million dollar liability insurance policy. All sales of alcohol must be on an individual drink by drink basis and staffed only with
employees of the Third Party Vendor.
c. All events that have alcohol present must be in a location properly zoned for the distribution and consumption of alcoholic
beverages.
d. Outside events will be approved on a case-by-case basis and must follow Saint Leo Town noise ordinances.
e. With the exception of licensed, third party vendors, no kegs, or other common source alcohol containers (such as punch, party
balls, etc.) are permitted.
f. Student organization funds or money generated from student activity fees or admission fees collected at the event may not be
used for the purchase of alcohol (this includes "passing the hat").
g. No event shall include drinking contests, drinking games, or have alcohol as prizes to any contests.
h. Open parties, meaning those with unrestricted access by non-members of the sponsoring organization without specific
invitation are prohibited. All events with alcohol must have a guest list that is generated and finalized 48 hours prior to the
event with each guest's full name, student identification, and host if not a member of sponsoring organization and turned into
the Student Involvement Office. An actual list of everyone in attendance to the function must be submitted to the Student
Activities office at the time of follow-up meeting.
i. No organization or individual may co-sponsor an event with alcohol, with an alcohol distributor, charitable organization or tavern
(business generating more than 50% of annual gross sales from alcohol). No funds, privileges, endorsements, charitable
contributions or other special considerations shall be granted to an organization from the host site.
j. No organization, or individual may hold an event with alcohol during or 48 hours preceding final examination period, at
organizational recruitment induction, or initiation events, at any campus recreation event, intramural event, or NCAA event,
or during the academic week (Monday-Thursday), unless granted an exception by the Associate Vice President for Student
Services.
II. General Procedures
a. The following must be turned into the Student Activities Office with the "Event with Alcohol Form" for approval:
i. List of monitors (one trained monitor for every 25 guests) charged with remaining sober (not drinking at all), regulating the
30
event and enforcing policy.
ii. Proof that the Organizational Officer planning the event has attended a risk management training session and passed the
alcohol quiz to be eligible to hold an event with alcohol.
iii. Approval by the Director of Student Activities or designee is subject to the above guidelines.
b. Any prior publicity (including but not limited to posters, banners, newspaper advertisements, t-shirts, electronic advertisements
such as Facebook and Myspace etc. ) must not contain phrases emphasizing alcohol being served or manner it will be
consumed (i.e. "Drink and Drown" , "All you can Drink", etc.). Publicity must also mention the availability of non-alcoholic
beverages. The following statement must be included all publicity:
i. Participants at the event must be prepared to present two forms of age identification, one containing a photo. Participants
must be 21 years of age or older in order to consume alcohol.
c. The final guest list must be submitted to the Student Activities Office 48 hours prior to the event.
d. Guests over the age of 21 must be given a wrist band at the door and must have it on at all times to be served.
e. Food and non-alcoholic beverages will be made available to all participants. If the non-alcoholic food and beverages run out the
alcohol sales will stop.
f. A sign must be displayed at all times that states "We Do Not Serve Minors. We re-serve the right to refuse service to anyone
who appears to be intoxicated, or who appears to be underage and cannot provide acceptable identification." Students are
responsible for staffing the event and will be responsible, in working along with security. A birthday list of all students is to be
used at the entrance. Students will be asked to present a picture form of identification. (Invited guests who are not Saint Leo
students will be required to show two forms of picture identification.)
g. The serving of alcoholic beverages is to be discontinued one half hour before the end of the event.
h. Alcoholic beverages are to be served in a container noticeably different than non-alcoholic beverages.
i. Length of event to be approved by Student Activities office.
III. Procedures for On Campus events with Alcohol
a. An Event form must be completed with all appropriate signatures and handed into the Student Activities Office at least fourteen
(14) days prior to the scheduled activity. This form requires the signature of the Director of Student Activities or designee.
Other signatures will include that of the Executive Director of Campus Security and Safety, Director of Dining Services or
other manager, and the organization's advisor before final approval is given.
b. All organizations approved to hold an event with alcohol must use Dining Services as their vendor unless a waiver is received
from Dining Services and approved by the Director of Student Activities.
c. The amount and manner of distribution of alcoholic beverages to be served will be determined prior to the event by the
sponsoring organization, in conjunction with the Director of Student Activities, and the Assistant Vice President for Student
Services will make the final approval process.
d. The Executive Director of Campus Security and Safety will determine the number of officers to be present to check age
identification for those entering the designated drinking area and/or to assist with crowd control. This number of officers will
be figured in accordance with the number of persons expected to attend the event, the nature of the event, and past history
(if any) of the event. Whenever possible, the Department of Campus Security and Safety will provide off-duty University
officers for events. The sponsoring organization is responsible for the cost of the off-duty officers. If it is not possible for
University officers to staff the party it shall be the sponsoring organization's responsibility to obtain appropriate alternatives in
conjunction with the Executive Director of Campus Security and Safety. All student monitors must be trained through the
University sponsored program.
e. If damage occurs, the proper authorities will make an effort to seek out the responsible individual(s) and refer them to the
appropriate, disciplinary process. However, when this is not possible, the sponsoring organization(s) is/are responsible for
any damage or extra costs incurred and will be turned over to the Student Disciplinary Process. A thorough damage
assessment will be made by the Director of Student Activities or designee and a student representative before and after the
event at the facility utilized.
f. A follow-up event meeting will be held between the event coordinator of the sponsoring organization(s) and the Director of
Student Activities or designee who gave final approval of the event to evaluate the event. This meeting shall take place
within five (5) working days after the event.
g. The organization's faculty/staff advisor or approved designee must be present throughout the entire event.
IV. Procedures for Off Campus Events with Alcohol
a. Registration and approval process
31
i. An Event with Alcohol Form must be completed and submitted to the Student Activities Office fourteen (14) days prior to the
scheduled event with time, date and location of the event. This form must contain the signature of the groups' advisor.
ii. Proof of the Third Party Vendor license and insurance policy must be included with this form for approval.
iii. Proof of licensed security personnel (not members of sponsoring organization) to be present at event. This will be reviewed
by the Executive Director of Campus Security and Safety for approval.
iv. Organizations must attend a risk management training session and pass a quiz to be eligible to hold an event with alcohol.
v. A post event meeting will be held between the event coordinator of the sponsoring organization(s) and the Director of
Student Activities or designee who gave final approval of the event to assess the event. This meeting shall take place
within five (5) working days after the event.
Solicitation (F
32
Fundraising Guidelines
for Student Organizations
Revised 1-15-12
The purpose of the solicitation policy is to ensure that the Saint Leo University community:
 lives by the core values of Respect and Responsible Stewardship in regard to solicitation activity;
 conducts solicitations for all contributions in consistent, excellent manner;
 properly recognizes all contributors;
 properly administers private dollars and gifts in kind;
 does not over-solicit current and prospective contributors (internal and external); and,
 adheres to all standards and regulations in regard to philanthropic and marketing support.
In accordance with the Solicitation Policy, all recognized student organizations must adhere to the following
guidelines in achieving fundraising goals:
1. Recognized student organizations may sponsor fundraising projects only with the advance
approval of the Assistant Director of Student Activities.
2. Fundraising projects are limited to recognized student organizations.
3. Approval may be granted upon review of submitted Student Organizations’ Fundraising
Proposal Form. Fundraising efforts or marketing are not to begin until approval has
been granted.
4. All fundraising proposal forms must be submitted to the Assistant Director of Student Activities,
located in the Student Activities Building, at least two weeks prior to the event to be considered.
5. Door-to-door solicitation is not permitted anywhere on campus. This includes offices, residence halls,
and classrooms.
6. Any requests for off-campus solicitation must be approved by the Office of Campus Life and will
also need to be approved by the Division of University Advancement. Be sure to submit your
forms early as these approvals may take longer.
7. All fundraising efforts, sales, and marketing approaches must be passive in nature. Recognized
student organizations are not allowed to directly solicit or in anyway pressure individuals to
contribute to their fundraising effort.
8. Any single gift or donation/sponsorship totaling more than $25.00 must be brought to the University
Advancement.
9. Please report any solicitors in violation of the Solicitation (Fundraising) Guidelines to the Assistant
Director of Student Activities immediately. Violators may be subject to loss of privileges.
Solicitations include but are not limited to the following activities that seek contributions of funding or
specific items through:
personal visits, telephone, mail and e-mail communication
sponsorships, underwriting, memberships
events (including dinners, golf tournaments, etc.)
raffles and sales (including car washes, tee shirts, etc.)
33
Deposit and receipt of revenue
The University’s policy is to process all gifts within 48 hours of receipt. Proceeds of activities are to be deposited and
acknowledged as follows:
a.
Philanthropic Contributions
All private gifts (including gifts-in-kind and marketing support) are typically processed through the Division of
University Advancement. Proceeds of event tickets that include a philanthropic gift as a portion of the admission
cost are processed through University Advancement if the total amount collected is $75 or more.
b.
Raffles, Sales, Events (with no philanthropic contribution)
Proceeds from raffles, sales, and revenues from events that do not include a gift as part of ticket price are not
philanthropic contributions as defined by the IRS and are to be processed through Trane Stop. If any single
donation from these activities is greater than $25.00, the Assistant Director of Campus Life should be
notified.
For additional information, please contact:
Stan Kaszuba
Assistant Director of Student Activities
Student Activities Building
352-588-8856 stanley.kaszuba@saintleo.edu
34
Posting Policy
Saint Leo University encourages departments/organizations to creatively advertise events and meetings.
Please join our commitment to being green by taking advantage of recycling efforts and the Campus Life E-Newsletter.
Posting is a privilege, not a right.
All posting must be approved by the Division of Student Services.
1. Posting on Campus
1.1. All forms of publicity, including, but not limited to, print advertisement, sidewalk chalk, t-shirts, candy, bracelets, and
stickers must receive prior approval by the Division of Student Services.
1.2. Print advertisement must have approval prior to posting. The event must be approved by professional staff in Student
Services before flyers will be approved. If flyers are posted without approval, they will be discarded.
1.3. All forms of publicity must have the date of the event on it before it is approved. If the flyer is for something other than
event, flyers will be approved for no more than 30 days unless prior approval is obtained.
1.4. All flyers must be placed on bulletin boards ONLY. Posting on walls, windows, tables, doors, bathroom
doors/stalls/walls, etc. is not permitted. Multiple copies of the same flyer are not permitted on the same bulletin board.
1.5. Posting on the exterior of enclosed boards is not permitted.
1.6. All flyers must be posted in approved locations. Any flyers in unapproved locations will be discarded.
1.7. Flyers on vehicles, under doors, scattered on tables, or in student mailboxes are NOT permitted.
1.8. Staples, push pins, and tape (scotch tape or masking tape) are the only items permitted to post publicity. Staples and push
pins are preferred.
1.9. Postings may not cover any other posting or sign.
1.10. Postings must be removed 24 hours after the event by the sponsoring organization.
1.11. Sidewalk chalk must be approved by the professional staff in Student Services and must be cleaned within 24 hours of
the event. Chalking is prohibited in any covered area, brick sidewalks, pavers, or stained concrete and must be at least
25 feet from any building entrance.
1.12. Vinyl banners may be hung across the columns of the SAB with prior approval from the Division of Student Services.
The sponsoring organization will be held responsible for any costs due to damages to the building.
** Only rope or bungee cords may be used to hold banners.
1.13. All other forms of marketing, publicity, or displays must be approved by the professional staff in Student Services.
1.14. Advertisements may not indicate the sale or service of alcohol and may not depict alcohol use.
1.15. In accordance with the Core Values, the Division of Student Services reserves the right to deny or delay approval of
any posting based on content, type of posting, appropriateness, or as a result of previous posting policy violations.
2. Posting in Residence Halls
2.1. Policy, informational or emergency updates from the Division of Student Services may be posted without approval.
2.2. Departments/organizations may post approved materials in residence halls, only on the perimeters or designated areas of
RA bulletin boards. No other locations in residence halls will be permitted.
2.3. Postings may NOT be on:
 Doors, windows, building, desks, walls, bathroom doors/stalls/walls/etc.
3. Violations
3.1. Violation of this policy will result in a warning. After the third warning your club, organization, or department may lose
posting privileges and may also be subject to formal judicial action.
3.2. By signing this agreement you are affirming that you have read, understood, and agree to the terms and conditions of the
Posting Policy.
_____________________________________
___________________________________________
Department/Organization Representative (print)
Department/Organization Representative (signature)
_______________________________________
___________________________________________
Organization Name
Phone Number
_______________________________________
___________________________________________
Email Address
Student Services Approval
Date
Date
35
36
Form Name
Event Form
Solicitation Packet
Roster Packet
Third Party Vendor (Caterer)
Third Party Vendor (Facility)
Transportation Waiver
Field Trip Waiver
Service Trip Waiver
Volunteer Waiver
Allocation Packet (Conferences)
Allocation Packet (Events)
Volunteer Record Form
Number of
Pages
2
5
3
1
1
2
2
2
2
3
3
1
37
E V E N T
F O R M
Revised September 2011
Form must be submitted to Dawn McElveen, Director for Student Activities for Greek Accreditation or Stanley Kaszuba, Assistant
Director of Student Activities for all other University Recognized Organizations. Events WITH alcohol must be submitted 10 days in
advance. Events WITHOUT alcohol must be submitted 5 days in advance. All involved organizations must have their respective
advisor(s) present at events WITH alcohol.
This form must be completed and approved at all levels. The organization MUST receive approval before the event/activity is held or
announced by means of advertising, final reservations, or final arrangements.
Approval of this form is for permission for the event only. Scheduling of the facility, request for food or special services are required in addition to
the completed activity request form and are the responsibility of the organization.
O R G A N I Z AT I O N
I N F O R M AT I O N :
Name of Organization:
Name of Requestor:
Name of Advisor:
E V E N T
Phone #:
Phone #:
Phone #:
I N F O R M AT I O N :
Event Name:
Event Date:
Starting Time:
Ending Time:
Location:
Estimated Attendance: # of students
What is the purpose of the event? (Describe your event in detail. Attach additional sheets if necessary).
What advertising strategies will your organization be using for this event (Attach all flyers)?
E
V
E
N
T
T
Y
P
E :
Which facet of the accreditation process is this even fulfilling? (check all that apply)
□
□
□
□
□
□
Social Event
with alcohol (please include 4 sober monitors /chapter)
without alcohol
Educational
Community Service / Philanthropic
Internal Program (For active members only)
External Program (Open to all of campus)
F I N A N C I A L
□
I N F O R M AT I O N :
Total Estimated Cost of Entire Event:
Will your organization charge students? (Y/N)
Will your group charge non-students? (Y/N)
Will there be any fundraising at this event? (Y/N)
What is the charge?
What is the charge?
Is it philanthropic in nature:
If yes, please turn in the solicitation Form with this form.
Is a corporation or other sponsor(s) involved with this event? (Y/N)
If yes, below attach documentation describing the type(s) of sponsorship the corporation or other sponsor(s) will be providing. 38
Will your advisor be present at the event? (Y/N)_______
Are they aware of the event? (Y/N)_________
E Q U I P M E N T
R E Q U E S T:
Pick-up Date:________________________________ Pick-up Time:________________________________________
Available Equipment:
___ Speakers (PA system) (2)
___ Microphone (8)
___ VCR player (1)
___ CD player (1)
___ Speaker stands (4)
___ Extension cords (2)
___ Speaker cords (4)
___ Microphone cords (7)
___ Projector (1)
___ Microphone stands (2)
___ Wireless microphone (4)
___ Connector cords (multiple)
___ Strobe Light (1)
Each and every request of a student organization must be compatible with their purpose as stated in the by-laws of the
organization, governing university body, mission and values set forth by the university, rules and regulations of the Board
of Trustees of Saint Leo University, Code of Student Responsibility, rules and regulations for the different facilities of the
University, laws of the State of Florida and Federal Government. If the requested event/activity is not compatible with
any of these organizations, the activity will not be approved.
As sponsors, I have read and understand the Saint Leo University Code of Student Responsibility, and Risk Management
policies. As sponsors, we accept responsibility for compliance with Saint Leo University policies and regulations. The
organization also assumes full liability for any claims, damages, or injuries resulting from non-compliance with the policy
and regulations, and hold the University and its agents NOT RESPONSIBLE from any and all such damages and claims.
*All organizations are responsible for requesting available spaces and/or any transportation through the R25
event request system (http://events.saintleo.edu). For assistance with creating an account, please contact the
Assistant Director of Student Services at ext. 8856. Technology requests and assistance must be conducted
through Media Services in the Cannon Memorial Library at ext. 8470. All catering and food services must be
done through Dinning Services at ext. 8345. Any additional setup/break down of extra equipment must be made
through Physical Plant by visiting the work order request site http://plantops. It is the responsibility of the
organization to make requests as needed. No additional set up or services will be handled through the Student
Activities department.
“I have read and understand the policies and procedures of Greek Life and Saint Leo University. I understand
consequences may result should I or my organization be in violation of any policies and procedures and are subject
to suspension or prohibition of privileges. I further understand that my organization and my advisor bare sole
responsibility for the above event.”
_____________________
President’s Name
____________________
President’s Signature
___________________
Date
__________________
Phone Number
_____________________
Event Coordinator’s Name
____________________
Coordinator’s Signature
___________________
Date
__________________
Phone Number
____________________
Advisor’s Name
____________________
Advisor’s Signature
___________________
Date
__________________
Phone Number
For Official Use Only:
Approved______ Declined______ Date______ Risk Manager (Greeks Only)______ DSA______
ADSA______
39
Solicitation (Fundraising) Guidelines
for Student Organizations
Revised 1-15-12
The purpose of the solicitation policy is to ensure that the Saint Leo University community:
 lives by the core values of Respect and Responsible Stewardship in regard to solicitation activity;
 conducts solicitations for all contributions in consistent, excellent manner;
 properly recognizes all contributors;
 properly administers private dollars and gifts in kind;
 does not over-solicit current and prospective contributors (internal and external); and,
 adheres to all standards and regulations in regard to philanthropic and marketing support.
In accordance with the Solicitation Policy, all recognized student organizations must adhere to the following
guidelines in achieving fundraising goals:
1. Recognized student organizations may sponsor fundraising projects only with the advance
approval of the Assistant Director of Student Activities.
2. Fundraising projects are limited to recognized student organizations.
3. Approval may be granted upon review of submitted Student Organizations’ Fundraising
Proposal Form. Fundraising efforts or marketing are not to begin until approval has
been granted.
4. All fundraising proposal forms must be submitted to the Assistant Director of Student Activities,
located in the Student Activities Building, at least two weeks prior to the event to be considered.
5. Door-to-door solicitation is not permitted anywhere on campus. This includes offices, residence halls,
and classrooms.
6. Any requests for off-campus solicitation must be approved by the Office of Campus Life and will
also need to be approved by the Division of University Advancement. Be sure to submit your
forms early as these approvals may take longer.
7. All fundraising efforts, sales, and marketing approaches must be passive in nature. Recognized
student organizations are not allowed to directly solicit or in anyway pressure individuals to
contribute to their fundraising effort.
8. Any single gift or donation/sponsorship totaling more than $25.00 must be brought to the University
Advancement.
9. Please report any solicitors in violation of the Solicitation (Fundraising) Guidelines to the Assistant
Director of Student Activities immediately. Violators may be subject to loss of privileges.
Solicitations include but are not limited to the following activities that seek contributions of funding or
specific items through:
personal visits, telephone, mail and e-mail communication
sponsorships, underwriting, memberships
events (including dinners, golf tournaments, etc.)
raffles and sales (including car washes, tee shirts, etc.)
40
Deposit and receipt of revenue
The University’s policy is to process all gifts within 48 hours of receipt. Proceeds of activities are to be deposited and
acknowledged as follows:
c.
Philanthropic Contributions
All private gifts (including gifts-in-kind and marketing support) are typically processed through the Division of
University Advancement. Proceeds of event tickets that include a philanthropic gift as a portion of the admission
cost are processed through University Advancement if the total amount collected is $75 or more.
d.
Raffles, Sales, Events (with no philanthropic contribution)
Proceeds from raffles, sales, and revenues from events that do not include a gift as part of ticket price are not
philanthropic contributions as defined by the IRS and are to be processed through Trane Stop. If any single
donation from these activities is greater than $25.00, the Assistant Director of Campus Life should be
notified.
For additional information, please contact:
Stan Kaszuba
Assistant Director of Student Activities
Student Activities Building
352-588-8856 stanley.kaszuba@saintleo.edu
41
Student Organizations’ Fundraising Proposal Form
(Must be submitted five days prior to event)
Name:________________________________________________Telephone:__________________________
E-mail:_______________________________________Organization:__________________________________
Advisor’s Name:_________________________________________Date:________________________________
PURPOSE
This proposal is to raise money and/or in kind items for what specific organization/project? (conference, event,
etc)
__________________________________________________________________________________________
__________________________________________________________________________________________
How will the proceeds of this effort be used?
__________________________________________________________________________________________
__________________________________________________________________________________________
__________________________________________________________________________________________
__________________________________________________________________________________________
How many people will benefit?
__________________________________________________________________________________________
__________________________________________________________________________________________
BUDGET & GOALS
What is the project’s total cost? What is the total amount projected to be raised or what items do you plan to be
raised through this effort? What are your anticipated expenses vs. revenue?
__________________________________________________________________________________________
__________________________________________________________________________________________
__________________________________________________________________________________________
__________________________________________________________________________________________
What are other sources of revenue for this project (allocations, participant fees, etc.)?
__________________________________________________________________________________________
__________________________________________________________________________________________
__________________________________________________________________________________________ 42
PROGRAM
Give a detailed program description explaining what your organization will be doing to raise the funds. (i.e.,
basket raffle outside dining hall, car wash, bake sale, etc.) Be specific, attach additional sheets if necessary.
__________________________________________________________________________________________
__________________________________________________________________________________________
__________________________________________________________________________________________
__________________________________________________________________________________________
__________________________________________________________________________________________
__________________________________________________________________________________________
__________________________________________________________________________________________
Does the contributor receive anything in return for his/her support?
__________________________________________________________________________________________
__________________________________________________________________________________________
__________________________________________________________________________________________
AUDIENCE
Where will the fundraising occur? If on campus, give specific locations. Who is going to be asked to
participate?
__________________________________________________________________________________________
__________________________________________________________________________________________
__________________________________________________________________________________________
Will anyone off-campus be asked to participate. If so, be specific.
__________________________________________________________________________________________
__________________________________________________________________________________________
__________________________________________________________________________________________
MARKETING
How will this effort be advertised? How will the audience be asked to participate?
__________________________________________________________________________________________
__________________________________________________________________________________________
__________________________________________________________________________________________
43
SCHEDULE / TIMELINE
When will the fundraising begin and end? What dates and times your fundraising efforts will take place?
__________________________________________________________________________________________
__________________________________________________________________________________________
__________________________________________________________________________________________
MANAGEMENT
Who will oversee this projects efforts? Who will be contacting the prospective donors? Who handles the thank
you notes? Etc.
__________________________________________________________________________________________
__________________________________________________________________________________________
__________________________________________________________________________________________
FINANCIAL
Who deposits revenue, oversees how gifts are expended, completes the final budget and project report?
__________________________________________________________________________________________
__________________________________________________________________________________________
__________________________________________________________________________________________
SET-UP
will you need any tables and/or chairs for your solicitation efforts? Please specify time, dates, & location(s).
(please note this does not constitute a work order, you will still need to have a work order entered for
tables/chairs needed).
__________________________________________________________________________________________
__________________________________________________________________________________________
__________________________________________________________________________________________
For Office Use Only
Signature
Date
Date Submitted: __________________
Event Date: _____________________
Advisor’s Signature
Date
Approval: _______________________
Approval Date: ___________________
44
45
46
Saint Leo University
Clubs and Organizations
Faculty/Staff Advisor Agreement
As an employee of Saint Leo University, I agree to serve as an advisor to
_______________________________________ , and organization officially registered with the Office of
Campus Life. I understand and agree to meet the following responsibilities:
1.
2.
3.
4.
5.
6.
7.
8.
To be reasonably informed concerning the purpose and programs of the organization;
To be reasonably informed concerning university policies and procedures governing student
activities and student organizations;
To attend and supervise, if necessary, an event at which my presence is required, or find an
appropriate substitute from among SLU employees;
To frequently attend the meetings of the organization;
To encourage the members of the organization to assume responsibility for the effectiveness of
their programs;
To provide advice on the planning and implementation of events and activities;
To provide continuity for the organization from year to year;
To be willing to accept telephone messages or correspondence via the University mail system
regarding activities or announcements that should be conveyed to the officers.
________________________________
Advisor Name (Print)
________________________
Department
________________________________
Email Address
________________________
Campus Phone
________________________________________________________________________
Campus Address
________________________________
Advisor Signature
________________________
Date
________________________________
Organization President Signature
_______________________
Date
47
48
49
Waiver and Hold Harmless Agreement
I, _______________________________________, am a student at Saint Leo University (the “University”) and have voluntarily
requested the University to provide me with transportation between the University Campus and ____________________ on
_______________, 2008, as part of the University’s __________________ (the “Event”). In consideration of the privilege of
receiving transportation from the University as part of the Event, I hereby agree to the terms and conditions of this Waiver and Hold
Harmless Agreement (the “Agreement”).
1.
Assumption of Risk; Waiver of Liability
I understand that there are certain dangers, hazards, and risks inherent in the Event, including but not limited to the risk of
automobile or bus accidents, theft of personal property, assault, battery, fire, explosions, natural disasters such as hurricanes,
tornados, tropical depressions, floods or earthquakes, illness such as motion sickness, and disease. I understand that these dangers
and hazards could result in death, serious bodily injury, and property damage, and that the University cannot and does not assume
responsibility for any such death, bodily injury, or property damage. I voluntarily assume full responsibility for all risks of loss,
property damage, and personal injury, including death, that may be sustained by me as a result of participating in the Event. I also
hereby waive, release, discharge, and agree to hold harmless the University and its Board of Trustees, officers, agents, and
employees from and against all claims, losses, suits, liabilities, and expenses, including reasonable attorney’s fees and costs, arising
from any bodily injury, including death, and property damage I may suffer as a result of the dangers, hazards, and risks identified
above.
2.
Hold Harmless
I hereby agree to indemnify, defend, and hold harmless the University and its Board of Trustees, officers, agents, and employees
from and against all claims, losses, suits, liabilities, and expenses, including reasonable attorney’s fees and costs, arising from any
death, bodily injury, or any property damage caused by my negligence, gross negligence, or intentional conduct during the Event,
regardless of whether the death, bodily injury, or property damage occurred during the Event or whether it occurred during my free
time outside of the Event itinerary.
2.
Responsibility for Medical Needs
I have consulted with a doctor regarding my personal medical needs. There are no health-related reasons or problems that preclude
or restrict my participation in the Event.
I have secured health insurance that will provide adequate coverage for any injuries or illnesses that I may sustain or experience
while participating in the Event. By my signature below, I certify that I have confirmed that my health care coverage will
adequately cover me while engaging in the Event, and hereby release the University and its Board of Trustees, officers, employees,
and agents from any responsibility or liability for expenses incurred by me for injuries or illnesses, including death, that I may incur
because of those injuries or illnesses.
4.
University’s Rights and Powers
I acknowledge that the University reserves the following rights and powers:
a. The right to cancel without penalty all or part of the Event;
b. The right to make any alterations, deletions, or modifications in the Event’s itinerary as deemed necessary by the
University’s administrators in their sole discretion.
50
5.
Acceptable Conduct by Participant
I am aware of the behavior expected of me while participating in this Event. I am aware that, as a participant, there is certain
behavior that is unacceptable and could lead to possible disruption of my participation in this Event. I am also aware that I must
comply with all applicable laws. I agree to act in an appropriate and lawful manner at all times, including those times when I am in
the company of other students participating in the Event and those times when I am separated from students.
6.
Governing Law; Forum
I hereby agree that this Agreement shall be construed in accordance with the laws of the State of Florida, which shall be the forum
for any lawsuits arising from, or relating to, this Agreement or the Event.
7.
Execution and Enforceability of Waiver and Hold Harmless Agreement
It is my intention that this Agreement shall bind my family and spouse if I am alive, and my family, estate, heirs, administrators,
personal representatives, or assigns if I am deceased. I hereby agree to indemnify, defend, and hold harmless the University and its
Board of Trustees, officers, employees, and agents from any claim by me or my family, estate, heirs, administrators, personal
representatives, and assigns arising out of my participation in the Event.
I acknowledge and represent that I have read and am fully informed of the contents of this Agreement, and I have signed this
Agreement of my own free will.
I have executed this release in exchange for the privilege of participating in the Event, and I fully intend to be bound by this
Agreement.
I ___ am / ___ am not at least eighteen (18) years of age and fully competent to sign this Agreement.
State of ________________ County of __________________
______________________________________
Month
Day
Year
________________________________________________________
Participant Signature
Please print name here: ____________________________________
____________________________________________________
________________________________________________________
(Parent approval is required if participant is under the age 18)
Signature of University Representative as Witness
Notary is required for parent’s signature if not witnessed by a University Representative.
The foregoing instrument was acknowledged before me this ____day of ______________, 20___
by _________________________, who is personally known to me or who has produced __________________
as identification and who did (did not) take an oath
Please list name of person to notify in an Emergency
NAME: ___________________________________
PHONE: __________________________________
RELATIONSHIP: ___________________________
_______________________________________________ (Notary seal)
Signature of Notary
Please note any medical conditions/allergies you have that we should be aware of in case of an emergency:
51
Waiver and Hold Harmless Agreement
Field Trip
I, _______________________________________, am a student at Saint Leo University (the “University”) and have voluntarily
agreed to participate in and attend the ___[course name]____ field trip to _______________________________ in the
____________, 20___ semester (the “Program”). In consideration of the privilege of participating in the Program, I hereby agree to
the terms and conditions of this Waiver and Hold Harmless Agreement (the “Agreement”).
1.
Assumption of Risk; Waiver of Liability
I understand that there are certain dangers, hazards, and risks inherent in travel and the activities included in this Program, including
but not limited to the risk of accidents, theft, assault, battery, natural disasters, illness, and disease. I understand that these dangers
and hazards could result in death, serious bodily injury, and property damage, and that the University cannot and does not assume
responsibility for any such death, bodily injury, or property damage. I voluntarily assume full responsibility for all risks of loss,
property damage, and personal injury, including death, that may be sustained by me as a result of participating in the Program. I
also hereby waive, release, discharge, and agree to hold harmless the University and its Board of Trustees, officers, agents, and
employees from and against all claims, losses, suits, liabilities, and expenses, including reasonable attorney’s fees and costs, arising
from any bodily injury, including death, and property damage I may suffer as a result of the dangers, hazards, and risks identified
above.
2.
Hold Harmless
I hereby agree to indemnify, defend, and hold harmless the University and its Board of Trustees, officers, agents, and employees
from and against all claims, losses, suits, liabilities, and expenses, including reasonable attorney’s fees and costs, arising from any
death, bodily injury, or any property damage caused by my negligence, gross negligence, or intentional conduct during the term of
the Program, regardless of whether the death, bodily injury, or property damage occurred during a Program event or whether it
occurred during my free time outside of the Program itinerary.
2.
Responsibility for Medical Needs
I have consulted with a doctor regarding my personal medical needs. There are no health-related reasons or problems that preclude
or restrict my participation in this Program.
I have or will secure health insurance to provide adequate coverage for any injuries or illnesses that I may sustain or experience
while participating in the Program. By my signature below, I certify that I have confirmed that my health care coverage will
adequately cover me while engaging in the Program, and hereby release the University and its Board of Trustees, officers,
employees, and agents from any responsibility or liability for expenses incurred by me for injuries or illnesses, including death, that
I may incur because of those injuries or illnesses.
4.
University’s Rights and Powers
I acknowledge that the University reserves the following rights and powers:
a. The right to cancel without penalty all or part of the Program;
b. The right to make any alterations, deletions, or modifications in the Program’s itinerary as deemed necessary by the
University or by the Program’s faculty or administrators in their sole discretion.
5.
Acceptable Conduct by Participant
I am aware of the behavior expected of me while participating in this Program. I am aware that, as a participant, there is certain
behavior that is unacceptable and could lead to possible disruption of my participation in this Program. I am also aware that I must
52
comply with all applicable laws. I agree to act in an appropriate and lawful manner at all times, including those times when I am in
the company of other students enrolled in the Program and those times when I am separated from students and Program faculty and
administrators.
6.
Governing Law; Forum
I hereby agree that this Agreement shall be construed in accordance with the laws of the State of Florida, which shall be the forum
for any lawsuits arising from, or relating to, this Agreement or the Program.
7.
Execution and Enforceability of Waiver and Hold Harmless Agreement
It is my intention that this Agreement shall bind my family and spouse if I am alive, and my family, estate, heirs, administrators,
personal representatives, or assigns if I am deceased. I hereby agree to indemnify, defend, and hold harmless the University and its
Board of Trustees, officers, employees, and agents from any claim by me or my family, estate, heirs, administrators, personal
representatives, and assigns arising out of my participation in the Program.
I acknowledge and represent that I have read and am fully informed of the contents of this Agreement, and I have signed this
Agreement of my own free will.
I have executed this release in exchange for the privilege of participating in the Program, and I fully intend to be bound by this
Agreement.
I ___ am / ___ am not at least eighteen (18) years of age and fully competent to sign this Agreement.
State of ________________ County of __________________
_____________________________________
Month
Day
Year
________________________________________________________
Participant Signature
Please print name here: ____________________________________
____________________________________________________
________________________________________________________
(Parent approval is required if participant is under the age 18)
Signature of University Representative as Witness
Notary is required for parent’s signature if not witnessed by a University Representative.
The foregoing instrument was acknowledged before me this ____day of ______________, 20___
by _________________________, who is personally known to me or who has produced __________________
as identification and who did (did not) take an oath
Please list name of person to notify in an Emergency
NAME: ___________________________________
PHONE: __________________________________
RELATIONSHIP: ___________________________
_
_______________________________________________ (Notary seal)
Signature of Notary
Please note any medical conditions/allergies you have that we should be aware of in case of an emergency:
53
Waiver and Hold Harmless Agreement
Service Trip
I, _______________________________________, am a student at Saint Leo University (the “University”) and have voluntarily
agreed to participate in the ____________________________________________ program in ____________________________ in
the ____________, 20___ semester (the “Program”). In consideration of the privilege of participating in the Program, I hereby
agree to the terms and conditions of this Waiver and Hold Harmless Agreement (the “Agreement”).
1.
Assumption of Risk; Waiver of Liability
I understand that there are certain dangers, hazards, and risks inherent in international travel and the activities included in this
Program, including but not limited to the risk of accidents, theft, assault, battery, abduction, terrorism, political upheaval, military
actions, natural disasters, illness, and disease. I understand that these dangers and hazards could result in death, serious bodily
injury, and property damage, and that the University cannot and does not assume responsibility for any such death, bodily injury, or
property damage. I voluntarily assume full responsibility for all risks of loss, property damage, and personal injury, including death,
that may be sustained by me as a result of participating in the Program. I also hereby waive, release, discharge, and agree to hold
harmless the University and its Board of Trustees, officers, agents, and employees from and against all claims, losses, suits,
liabilities, and expenses, including reasonable attorney’s fees and costs, arising from any bodily injury, including death, and
property damage I may suffer as a result of the dangers, hazards, and risks identified above.
I understand that Saint Leo University is not an agent of, and no responsibility for, any third party including, without limitation, any
sponsor that may be provide any services, equipment, training, or activities associated with the Program. I understand that Saint
Leo University has not reviewed, certified, or investigated the trip destinations and makes no statement or warrantee as to the safety
of the trip destinations. I agree to inform myself about the potential dangers of the areas I am traveling to and precautions which
should be taken including reviewing the State Department of Consular Travel Information at http://www.travel.state.gov and the
Center for Disease Control Travelers Information at http://www.cdc.gov/travel/ for health and immunization information.
2.
Hold Harmless
I hereby agree to indemnify, defend, and hold harmless the University and its Board of Trustees, officers, agents, and employees
from and against all claims, losses, suits, liabilities, and expenses, including reasonable attorney’s fees and costs, arising from any
death, bodily injury, or any property damage caused by my negligence, gross negligence, or intentional conduct during the term of
the Program, regardless of whether the death, bodily injury, or property damage occurred during a Program event or whether it
occurred during my free time outside of the Program itinerary.
3.
Responsibility for Medical Needs
I have consulted with a doctor regarding my personal medical needs. There are no health-related reasons or problems that preclude
or restrict my participation in this Program.
I have or will secure health insurance to provide adequate coverage for any injuries or illnesses that I may sustain or experience
while participating in the Program. By my signature below, I certify that I have confirmed that my health care coverage will
adequately cover me while outside the United States, and hereby release the University and its Board of Trustees, officers,
employees, and agents from any responsibility or liability for expenses incurred by me for injuries or illnesses, including death, that
I may incur because of those injuries or illnesses.
4.
University’s Rights and Powers
I acknowledge that the University reserves the following rights and powers:
a. The right to cancel without penalty all or part of the Program;
b. The right to make any alterations, deletions, or modifications in the Program’s itinerary as deemed necessary by the
University or by the Program’s faculty or administrators in their sole discretion.
54
5.
Acceptable Conduct by Participant
I am aware of the behavior expected of me while participating in this Program. I am aware that, as a guest in a foreign country,
there is certain behavior that is unacceptable and could lead to possible disruption of my participation in this Program. I am also
aware that I must comply with all laws that apply to me by virtue of my presence in a foreign county. I agree to act in an
appropriate and lawful manner at all times, including those times when I am in the company of other students enrolled in the
Program and those times when I am separated from students and Program faculty and administrators.
6.
Governing Law; Forum
I hereby agree that this Agreement shall be construed in accordance with the laws of the State of Florida, which shall be the forum
for any lawsuits arising from, or relating to, this Agreement or the Program.
7.
Execution and Enforceability of Waiver and Hold Harmless Agreement
It is my intention that this Agreement shall bind my family and spouse if I am alive, and my family, estate, heirs, administrators,
personal representatives, or assigns if I am deceased. I hereby agree to indemnify, defend, and hold harmless the University and its
Board of Trustees, officers, employees, and agents from any claim by me or my family, estate, heirs, administrators, personal
representatives, and assigns arising out of my participation in the Program.
I acknowledge and represent that I have read and am fully informed of the contents of this Agreement, and I have signed this
Agreement of my own free will.
I have executed this release in exchange for the privilege of participating in the Program, and I fully intend to be bound by this
Agreement.
I ___ am / ___ am not at least eighteen (18) years of age and fully competent to sign this Agreement.
State of ________________ County of __________________
_____________________________________
Month
Day
Year
________________________________________________________
Participant Signature
Please print name here: ____________________________________
____________________________________________________
________________________________________________________
(Parent approval is required if participant is under the age 18)
Signature of University Representative as Witness
Notary is required for parent’s signature if not witnessed by a University Representative.
The foregoing instrument was acknowledged before me this ____day of ______________, 20___
,
by _________________________, who is personally known to me or who has produced __________________
as identification and who did (did not) take an oath
Please list name of person to notify in an Emergency
NAME: ___________________________________
PHONE: __________________________________
RELATIONSHIP: ___________________________
_
_______________________________________________ (Notary seal)
Signature of Notary
Please note any medical conditions/allergies you have that we should be aware of in case of an emergency:
55
Waiver and Hold Harmless Agreement
Volunteer Program
I, _______________________________________, am a student at Saint Leo University (the “University”) and have voluntarily
agreed to participate in the _____________________________________ program in the ____________, 20___ semester (the
“Program”). In consideration of the privilege of participating in the Program, I hereby agree to the terms and conditions of this
Waiver and Hold Harmless Agreement (the “Agreement”).
1.
Assumption of Risk; Waiver of Liability
I understand that there are certain dangers, hazards, and risks inherent in the activities included in this Program, including but not
limited to the risk of automobile, train, plane, or bus accidents, theft of personal property, assault, battery, fire, natural disasters such
as hurricanes, tornados, tropical depressions, floods, or earthquakes, illness, and disease. I am aware that this Program may be labor
intensive and result in injuries including but not limited to scrapes, cuts, bruises, muscle strain, fatigue, broken bones, or joint
dislocation. I understand that these dangers and hazards could result in death, serious bodily injury, and property damage, and that
the University cannot and does not assume responsibility for any such death, bodily injury, or property damage. I voluntarily
assume full responsibility for all risks of loss, property damage, and personal injury, including death, that may be sustained by me as
a result of participating in the Program. I also hereby waive, release, discharge, and agree to hold harmless the University and its
Board of Trustees, officers, agents, and employees from and against all claims, losses, suits, liabilities, and expenses, including
reasonable attorney’s fees and costs, arising from any bodily injury, including death, and property damage I may suffer as a result of
the dangers, hazards, and risks identified above.
2.
Hold Harmless
I hereby agree to indemnify, defend, and hold harmless the University and its Board of Trustees, officers, agents, and employees
from and against all claims, losses, suits, liabilities, and expenses, including reasonable attorney’s fees and costs, arising from any
death, bodily injury, or any property damage caused by my negligence, gross negligence, or intentional conduct during the term of
the Program, regardless of whether the death, bodily injury, or property damage occurred during a Program event or whether it
occurred during my free time outside of the Program itinerary.
3.
Responsibility for Medical Needs
I have consulted with a doctor regarding my personal medical needs. There are no health-related reasons or problems that preclude
or restrict my participation in this Program.
I have or will secure health insurance to provide adequate coverage for any injuries or illnesses that I may sustain or experience
while participating in the Program. By my signature below, I certify that I have confirmed that my health care coverage will
adequately cover me while engaging in the Program, and hereby release the University and its Board of Trustees, officers,
employees, and agents from any responsibility or liability for expenses incurred by me for injuries or illnesses, including death, that
I may incur because of those injuries or illnesses.
4.
University’s Rights and Powers
I acknowledge that the University reserves the following rights and powers:
a. The right to cancel without penalty all or part of the Program;
b. The right to make any alterations, deletions, or modifications in the Program’s itinerary as deemed necessary by the
University or by the Program’s faculty or administrators in their sole discretion.
56
5.
Acceptable Conduct by Participant
I am aware of the behavior expected of me while participating in this Program. I am aware that, as a participant, there is certain
behavior that is unacceptable and could lead to possible disruption of my participation in this Program. I am also aware that I must
comply with all applicable laws. I agree to act in an appropriate and lawful manner at all times, including those times when I am in
the company of other students participating in the Program and those times when I am separated from students and Program faculty
and administrators.
6.
Governing Law; Forum
I hereby agree that this Agreement shall be construed in accordance with the laws of the State of Florida, which shall be the forum
for any lawsuits arising from, or relating to, this Agreement or the Program.
7.
Execution and Enforceability of Waiver and Hold Harmless Agreement
It is my intention that this Agreement shall bind my family and spouse if I am alive, and my family, estate, heirs, administrators,
personal representatives, or assigns if I am deceased. I hereby agree to indemnify, defend, and hold harmless the University and its
Board of Trustees, officers, employees, and agents from any claim by me or my family, estate, heirs, administrators, personal
representatives, and assigns arising out of my participation in the Program.
I acknowledge and represent that I have read and am fully informed of the contents of this Agreement, and I have signed this
Agreement of my own free will.
I have executed this release in exchange for the privilege of participating in the Program, and I fully intend to be bound by this
Agreement.
I ___ am / ___ am not at least eighteen (18) years of age and fully competent to sign this Agreement.
State of ________________ County of __________________
_
Month
____________________________________
Day
Year
________________________________________________________
Participant Signature
Please print name here: ____________________________________
____________________________________________________
________________________________________________________
(Parent approval is required if participant is under the age 18)
Signature of University Representative as Witness
Notary is required for parent’s signature if not witnessed by a University Representative.
The foregoing instrument was acknowledged before me this ____day of ______________, 20___
,
by _________________________, who is personally known to me or who has produced __________________
as identification and who did (did not) take an oath
Please list name of person to notify in an Emergency
NAME: ___________________________________
PHONE: __________________________________
RELATIONSHIP: ___________________________
_
_______________________________________________ (Notary seal)
Signature of Notary
Please note any medical conditions/allergies you have that we should be aware of in case of an emergency:
57
58
59
60
61
62
63
Volunteer Record Form
Saint Leo University
NAME: _____________________________ PHONE: ____________________ BOX: _____
This was service for:
 Campus
 Community
I am a (mark all that apply):
 Full-time SLU Student
 Part-time SLU Student
 Service-Learning
 SLU Faculty Member
 SLU Staff Member
 Experiential
 Commuter
 Residential
Please print neatly all answers below. Thank you.
Service Hours
Agency or Project Name: ______________________________________________________
Agency Contact Person: ________________________________ Phone: _________________
Date (s) of project: ____________________________________________________________
Project description: ___________________________________________________________
___________________________________________________________________________________________
___________________________________________________________
Total number of hours volunteered: __________________________
Donations
Receiving Agency: ___________________________________________________________
Amount of money: ____________________________________________________________
Number of food items: _________________________________________________________
Number of clothing items: ______________________________________________________
Other (please describe): ________________________________________________________
____________________________________________________________________________
FOR ORGANIZATIONS ONLY: (Attach a readable list of participants to this form for credit of hours to
both the organization and participants).
Name of Organization: ________________________________________________________
Number of people who volunteered: ____________ Number of hours/person: _____________
Total number of hours volunteered: _____________
VERIFICATION BELOW REQUIRED: We, the undersigned to hereby attest by our signature that all the
information listed on this form is true and correct.
___________________________________
Individual Signature
__________________________________
Agency Representative Signature
64
65
DIVISION OF STUDENT SERVICES
Table of Contents
Introduction: Why Get Involved?
4
Responsibilities of an Advisor
5
Advisor Tips
6
Frequently Asked Questions
7
Advisor/Organization Statement of
Understanding Form
9
5
66
5
This advisor section was adopted from the Virginia Commonwealth University Student Organization Advisor
Handbook: http://www.usca.vcu.edu/docs/student_org_advisor_handbook.pdf
Why Get Involved?
Advisors can model a very positive example to the organizations they advise. Student
organization involvement has a major impact on educational outcomes and the individual
student’s development at SLU. Such activities and the duties they perform can
complement classroom learning and facilitate development within the student. Advisors
assist a student’s growth in many different ways. Your organizational involvement ensures
students will be able to:
Develop positive, professional and meaningful relationships between students & faculty
outside of the classroom
Learn self-discipline, initiative, self-direction, and responsibility
Apply learned concepts in a real-life setting
Test beliefs, values, attitudes and morals
Solidify his/her personal identity through contact with diverse and conflicting viewpoints
Improve leadership and communication skills
Channel anxiety and excess energy into enjoyable and productive pursuits
Have access to student support groups with common needs and interests
Strive for and maintain academic excellence (i.e., honor societies,
departmental organizations, etc.)
Plan major events that benefit and unite the entire campus
community (i.e. International Food Fest, CAB Education Week, etc.)
Broadening their perspectives of a variety of different personalities and an understanding
of different cultures
Explore social issues
67
Responsibilities of an Advisor
The organization should expect their advisor:
To NOT let personal goals interfere with or influence group
decisions, activities, or goals
To clarify his/her role as an advisor to the group members as he/she sees fit; once
understood, there should be fewer problems due to misunderstandings regarding roles
and responsibilities
To be aware of and able to interpret university policies that govern registered student
organizations
To manifest the enthusiasm necessary to help the organization work toward its potential
To understand the organization, to be aware of its purposes and to assist in formulating
goals and in planning for the organization
To assist members in improving leadership skills
To serve as liaison with the university when necessary.
To encourage and support them during periods of trial and stress
To help them evaluate group projects as well as their individual performance
To serve as a resource and provide ideas and constructive feedback
To stay up-to-date on what is occurring within the organization and be mindful of any
future areas of difficulty or avoidable problems
To promote involvement, discussion and diversity within the organization
To discourage group domination by one individual; encourage all group members to
participate
To challenge the students to leave their comfort zones and take risks and support them in
their efforts
To be a facilitator of creativity and innovation for the organization
To recognize that failure is as much of a learning process as is success in many instances
To incorporate classroom learning into group activities when possible
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Quick Tips
1) Meet regularly with officers and members.
Discussions about agenda, projects, goals, etc. offer an opportunity to develop a rapport
and provide an opportunity to make suggestions to members.
Informal meetings often allow members and the advisor to share
information not directly related to the organization and become better acquainted.
2) Let the situation determine the advising (or intervention) style.
Often it will be necessary for the approach to range somewhere
between non-directive and very directive. As the skill level of the
organization’s leadership increases, the need for a directive style of advising decreases.
Strive for the group to be self-sufficient where the members resolve their own conflicts
and solve their own problems.
Students grow more from their own choices than from following orders.
3) Offer feedback to members.
Suggest alternative approaches when planning a project.
Constructive criticism or praise presented at the appropriate time can be very
instrumental in the development of members and of the organization.
4) Keep up to date on university policies, procedures and resources.
Develop a referral system; it can save time and energy.
5) Let officers and members know what is expected of them, and
determine their expectations of you.
Develop a written understanding and review it often – a good understanding of your
relationship with organizations can make the advising experience more rewarding.
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Programming…How to help your group get it together
Student groups exist to provide programs of common interest to the members. As an
advisor, you can make a difference in the quality of program your group puts together.
By offering organizational advice, you can help your group function very efficiently.
The following suggestions are ways to help your group successfully plan programs.
Continuity
 As advisor, you are a stable part of a group that experiences lots of turnover as
students come and go. By keeping track of what the group has done in the past,
you can save the students a great deal of time by knowing what has worked and
what hasn’t.
 If you have kept notes, lists and correspondence from previous events, they can
serve as a guide for the new officers undertaking the project. Many times student
files get lost in the shuffle of leadership changes so it is a good idea for you to have
a copy of what has happened.
 Your group may have a project that it does annually. This project is important to
the group’s traditions at Saint Leo, yet should not be seen as a limitation or the only
option. Encourage the group to try new things.
Brainstorming
 One way to get fresh ideas is through brainstorming. Depending on the size of the
group, it is a good idea for two people to keep notes so no idea is accidentally
forgotten.
 In a brainstorming session, anything goes. No judgment takes place so everyone
feels free to contribute even the wackiest idea. After you have brainstormed, you
might want to go on to something else and come back to the ideas another time. If
the note-takers type up the list of ideas that were generated, members have
something concrete to look at while evaluating the ideas later.
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Attention to Detail
 Help the student in charge of the program write a checklist. This involves
taking the event and breaking it down into its component parts. A big part of
this process is asking the right questions.
Questions that relate to facilities:
Does the facility you have in mind fit the activity you have planned? How soon does
the facility need to be reserved? Will you need extras like microphones, overhead
projectors, special lighting, etc? How do you want the tables and chairs set up?
These are just a few questions that might need to be asked. Remember no detail is
too small; even items like wastebaskets to dispose of backs of nametags are
important.
Questions that relate to the program:
Have you completed an Event Planning Form, which is available in the Campus
Life Office or Resource Room in the Student Activities Building? It is necessary to
submit this information two weeks prior to the event. Is a hold harmless agreement
form necessary for each student? Following these procedures consistently and
accurately decreases liability concerns and increases the risk management of your
organization. Who is getting the speaker/film/video, etc? Who is confirming it the
day before the event? Is this event for all of campus or just group members? What
type of publicity is needed? These are all important questions to ask and to answer.
Coordination of Effort
 Usually many students are involved in putting a program together, so keeping
everybody coordinated is an area where you can help. From the very beginning,
help the group realize the importance of everyone having the same vision about
what the event will be like. Setting common goals and reviewing purposes first,
helps eliminate problems. Encourage the students to have a copy of everybody
else’s checklist of things to do. If all committee members have a clear idea of
what everybody else is doing, efforts will not be duplicated. For example, only
one person needs to call the guest speaker to confirm the engagement. If four
people call, not only will the speaker be annoyed, but you have wasted effort.
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Encourage Promptness
 Procrastination is a common problem that can lead to disappointment.
Encourage students to set deadlines and follow them and to be realistic about
what they can do. Help them understand that University staff members have a
lot to do and can’t drop everything else for a group that forgot it needed 100
chairs instead of 50.
Help them find their niche
 By looking at what other groups do, your group can determine what it can
provide that other groups can’t. By planning an event that is well timed and
unique, your group is increasing its chances for success.
Problems
 Encourage students to solve their own problems, yet let them know they can ask
for help. If they don’t ask for help until the very last minute, no one can solve
the problem. If they review their progress along the way and ask for help early
enough, almost any problem can be solved.
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Frequently Asked Questions
What is the difference between University Recognized and SGU
Recognized Organizations?
University Recognition is obtained when all new organization paperwork is submitted to
the Assistant Director of Student Activities. Upon review the organization will or will
not be approved. If approved, university recognition is granted.
University Recognition basically states that the organization is a fully recognized
organization within the university community. This form of recognition allows the
group to operate as an organization, reserve rooms for meetings, host events, etc. but
does not provide funding.
SGU recognition is the final level in the recognition process Copies of the organization’s
paperwork are submitted to the Vice-President of Operations for the Student
Government Union. Once information is verified, the group will be asked to present to
the SGU Senate. The senate will then vote to grant approval into the SGU Senate. If
approved, the organization is then eligible to submit allocation requests to attempt to
obtain funding for events & conferences.
If I need assistance, what office can provide help?
If it is an emergency call Campus Safety at 352-588-8333 or 911; Otherwise, start with
the Office of Campus Life. Contact the Assistant Director of Student Activities at 352588-8856.
How does the organization I advise obtain money from SGU?
The organization must already have SGU recognition. If already SGU recognized the
organization must obtain an allocation request form, complete and return to the
Treasurer of the Student Government Union. A representative will then be asked to
attend a SGU Finance Committee Meeting where funding may or may not be granted.
How do I reserve a room for an organization’s meeting or special event?
All rooms must be reserved through the R-25 online registration system. Please visit
events.saintleo.edu from any on campus computer, click on my requests, sign-in and
enter request. (for more detailed instructions please see resource appendix)
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When are rosters due?
Roster packets including the advisor agreement are due at the beginning of every fall
semester to the Assistant Director of Student Activities within the first two weeks of
classes. (SGU requires these rosters as well if SGU recognized)
Does my organization need to fill out paperwork if they plan to host a fundraiser?
Yes, there is a University Solicitation policy that requires all organizations to complete a
fundraising/solicitation packet prior to beginning fundraiser. The packet is due to the
Assistant Director of Student Activities at least two weeks prior to the start of the
fundraiser for approval.
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Statement of Understanding
This agreement is designed to enhance and codify the relationship between the advisor
and the members of a student organization. It describes the expectations and
responsibilities between parties. This form may be used as a tool for evaluating the
relationship between the advisor and members of a student organization. Periodic
review of the contents of this agreement is necessary for the benefit of both parties.
Renegotiation of any area should occur whenever one or both parties deem it
appropriate.
This agreement is divided into four sections. Sections I and III outline the general rights
and responsibilities of the advisor and the student organization. Sections II and IV
should include specific rights and responsibilities that are to be negotiated and mutually
agreed upon by both parties.
This agreement is entered into by: _________________(herein referred to as the advisor)
and ____________________ (herein referred to as the student organization)
Dated _________
Section I: General Rights and Responsibilities of the Advisor
1. The advisor is expected to have or obtain knowledge about university policies and
procedures that impact student organizations.
2. The advisor is expected to attend student organization meetings and functions. Specific
details may be included in Section II.
3. The advisor is expected to assist in the negotiation of contractual agreements entered
into by the student organization.
4. The advisor is expected to encourage student organization members to take advantage of
opportunities to enhance their leadership skills.
5. The advisor is expected to provide assistance in the areas of budget development, major
expenditures and financial record keeping.
6. The advisor is expected to provide positive and negative feedback and confront
behavior in members that he/she deems to be detrimental to the individual and/or other
members of the organization.
7. The advisor is expected to treat students as mature individuals who possess dignity,
worth and self-direction.
8. The advisor is expected to understand the purpose and objectives of the student
organization.
9. The advisor has a right to a private life.
10. The advisor has the right to disagree with student organization decisions.
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11. It is understood that as an employee of the university, the faculty advisor may disagree
with an organizational decision and/or activities. A situation may occur when the
university administration deems this organization’s activities or decisions as
incompatible with the objectives of the university or inappropriate for a university
setting.
Section II: Specific Rights and Responsibilities of an Advisor
1.
2.
3.
4.
5.
Section III: General Rights and Responsibilities of Members of
Student Organizations
1. Members are expected to understand the purpose of the student organization and
pursue activities that fulfill its purpose. It is understood that the objectives of the
organization will be compatible with the objectives of the university and not in
violation of university, local, state and federal regulations and statutes.
2. Members are expected to attend meetings and functions. Specific details can be included
in Section IV.
3. The officers are expected to inform and involve members and the advisor prior to
making any financial commitments. The advisor and the members of the organization
may wish to define what expenditures the advisor should review. (Use Section IV.)
4. Members are expected to take advantage of opportunities to enhance their skills, i.e.
participate in the leadership development programs sponsored by Campus Life or
Student Government.
76
5. Members are expected to provide positive and negative feedback and confront
behavior in other members and the advisor that they deem to be detrimental to that
individual and/or organization.
6. Members are expected to treat the advisor as an individual who possesses dignity, worth
and self-direction.
7. Members have the right to be listened to by other members and the advisor.
8. Members have the right to choose their levels of involvement in student organizations.
9. Members have the right to voice their disagreements with the decisions of the advisor
and appeal those decisions to a predetermined higher authority. (Use Section IV.)
Section IV: Specific Rights and Responsibilities of Members of the
Student Organization
1.
2.
3.
4.
5.
This agreement is binding until a new a new agreement is developed.
Date:_________________________
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