1. Pick up a "Club Registration Form" from Student Activities & Leadership at the Student Center Information Desk.
2. Determine the purpose of the prospective organization.
3. Select a name for the organization.
4. Contact an interested faculty or staff member as a possible advisor for your organization. If (s)he is interested, enter his/her name on the form. (The role of the advisor is described on page 5).
5. Decide who to use as the club's contact person. Update this information with Student Life & Leadership as often as necessary in order to receive timely announcements and recruit new members.
6. Elect club officers. If your organization chooses not to have officers, enter "not applicable" in the appropriate section of the form.
7. Attach a list of current members to the form. If this is not immediately possible, submit the list to Student Life & Leadership when you can. Names of members are entered into students' computer files for later reference (ex. job references).
8. Meet with a staff member of Student Life & Leadership to discuss and gain approval for the club's registration. Bring the completed club registration form to this meeting. Advisors are also encouraged to attend to be thoroughly apprised of University expectations.

          Once your club has been approved, it is immediately registered and officially recognized by the University. If your club is a sport or recreation club, follow instructions outlined in the "University Policy Governing Sport Clubs" on page 5. If you are interested in applying for SLUSAF funding, refer to page 6, "SLUSAF Funding."

1. is a group of students with a common, sustained interest in a particular sport.
2. is not directly funded by the Sport and Leisure Studies Department and arranges for its own funding if needed.
3. may wish to seek volunteer coaching assistance from faculty, staff or persons in the community.
4. will arrange its own schedule, officials, etc., should it seek intercollegiate competition with other club teams.
5. must discuss its goals with John Newman, Director of Intramurals and Club Sports at Intercollegiate Athletics and Recreation, x5779, before it may register.

It is highly recommended that student organizations have an ACTIVE ADVISOR.

Why Is An Advisor So Important?
          The teaching value of student organizations rests in the ability of students to run organizations themselves. To foster that learning, advisors are critical in encouraging self-directed activities, giving students maximum opportunity for self-realization and growth. Advisors do not set group policies, but rather take an active part in their formulation through interaction with group members and officers. Advisors also help develop the leadership potential within the group. Finally, since members are usually active only for the time they are students, advisors are key in providing continuity in groups and assuring their longevity.
          An effective organizational advisor is integral to the group's success. In return, the experience offers faculty, administrators, and staff an exceptional opportunity to interface with students in a non-classroom environment. Student Life & Leadership stands ready to support, encourage and work with advisors when needed. More information is provided in the handout "Guidelines for Student Organization Advisors" available at Student Life & Leadership.

How Do We Select An Advisor?

1. JUST ASK! University faculty members, administrators, and staff, or qualified community members may serve as organizational advisors.
2. Selection of an advisor is by mutual consent of the organization and the advisor, and is subject to the approval of the Director of Student Life & Leadership.
3. Be sure to notify Student Life & Leadership when you have finalized your choice for an advisor.

SLUSAF is the acronym for:

• Saint
• Lawrence
• University
• Student
• Activities
• Fund.

1. Develop a constitution for your organization. Outlines of what a constitution should entail are available at Student Life & Leadership or through Thelmo.
2. Submit your constitution to the Thelmo Vice President of Senate Affairs for review (Thelmo officers' names and box numbers are available at Student Life & Leadership). If your constitution does not meet minimum requirements, it will be returned to you to correct and resubmit. If your constitution does meet minimum requirements, it will be presented before the general body of Thelmo at its regular weekly meeting for consideration. Contact Thelmo directly for the date and time of that meeting so that you and your members can be present to answer questions.
3. Once your club is approved, you may be eligible for short-term start-up funds from SLUSAF, which have been slated for new organizations. Contact the SLUSAF Treasurer for details.

- If requesting a purchase order, you will be given instructions on completing the order at the time of the request. All copies of the completed P.O. and the receipt must be submitted to the Student Activities & Leadership Office.
- If using the purchasing card, you will need to leave your SLU ID with our office while the card is in your possession. You must also provide your organization's budget code number.

What is a purchasing card?
This is a MasterCard charge card issued by HSBC Bank to University departments for purchasing business related goods and services, excluding travel. The student organizations card is issued to the Student Activities & Leadership Office and Timberly Hewitt is currently assigned as the departmental coordinator. The card is intended for small dollar purchases and should only be used for purchases that are $500 or less.

How does the card work?
The purchasing card is presented to a merchant for payment for face-to-face transactions. The card account number may be provided to a merchant for purchases made by phone or Internet. The merchant will process the transaction as they would any other credit card transaction and funds will be deposited to their bank account within two days. Once a month, the University will be billed for all purchases made with purchasing cards and issue a single payment to HSBC.

Responsibilities While Purchasing Card is in Your Possession
The card should be stored in a safe place and the account number kept confidential. The card is not to be lent to or shared with anyone else. Lost or stolen cards should be reported to HSBC immediately by calling 1-800-975-HSBC and the Student Activities & Leadership Office at 315-229-5757.

At the time of a purchase, merchants should be informed that purchases are exempt from state sales tax. Merchants will generally only require the University's exempt organization number which is printed on the card. Some merchants, however, may require a copy of the New York State Sales Tax Exemption Certificate ST 119.1, which may be obtained from the Student Activities & Leadership Office or the Business Office.

An original receipt must be obtained from the merchant for each transaction posted to a purchasing card. The account number to be charged should be written on the receipt and returned to the Student Activities & Leadership Office where all receipts will be processed for payment and maintained for a minimum of 3 years. Personnel in the Business Office will periodically review transactions posted to an account and all supporting receipts. Card privileges may be revoked if supporting receipts are not provided when requested.

What Kinds of Purchases are Authorized?
Most purchases of goods and services less than $500 that comply with the University's Purchasing Polices may be made with a purchasing card. Goods and services that may not be paid for with a purchasing card are travel costs, payments to independent contractors for consulting or honorarium, and capital equipment. Capital equipment is defined as equipment with an expected life of more than 2 years and value of $500 or more.

There are restrictions on the card that will not allow transactions to be processed by certain types of merchants such as airlines, hotels, restaurants, and liquor stores. If such a merchant tries to charge a purchase to a purchasing card account the merchant will be notified by MasterCard that authorization for the charge is denied. The card may only be used to purchase goods and services for the University. It may not be used to purchase any items for personal use.

Scheduling Rooms
          St. Lawrence University campus facilities are available to registered student organizations for meetings and other non-commercial events when the University is in session. Requests for use of space should be made through the Catering and Reservations Secretary in the Lee Hall Conference Services Office, or by calling ext. 5996. Room reservations are handled weekdays from 10 am - 4 pm.
          All reservations should be made at least five working days in advance. Note that a room reservation involves custodial work orders, keys, changes in room cleaning schedules, and set-up and break-down arrangements. Therefore, you must inform the Reservations Secretary immediately of any changes or cancellations in order to alert the appropriate staff in a timely manner.

In making the room reservation, have the following information ready:

1. Date of Event
2. Type of Event
3. Organization
4. Contact Person
5. Room You Wish to Reserve
6. Start and End Times
7. Set-up Required
8. Number of Participants Expected
9. Special Support Services (AV, Catering, etc.)
10. Student Organization Account Number

          The Student Activities & Leadership Office reserves all Student Center rooms on a space-available basis.

Catering
          All food and beverage services (meals, refreshments, etc.) are to be provided by St. Lawrence University's Dining Services. Requests can be made with the University's Catering Secretary by calling ext. 5996 at least two weeks prior to your scheduled function. Major functions such as banquets or receptions should be planned one month in advance.

Back-to-Back Scheduling
          When scheduling rooms, be sure that you schedule extra time prior to and after your actual start and end times for special set-ups, cleaning and catering. Special set-ups for major functions (banquets, staging, and receptions) normally require at least one full day before and after the event. Check that the space is free those extra days when booking your event.

Guest Lodging
          The Best Western University Inn in Canton has special reduced rates for University guest lodging. Call the Inn at 386-8522 to make reservations. Be sure to give them your organization's budget account number for those reduced rates.

Alcohol Policy
As noted in the St. Lawrence University Student Handbook under the section Alcohol Policy entitled "Procedures and Regulations for Organizational Events:"

1. A gathering of more than twenty-five (25) persons where alcohol is served and/or consumed is prohibited, unless approved by the Student Activities & Leadership Office.
2. Organizations wanting to host an event where alcohol is served must submit a party request form at Student Activities & Leadership at least three (3) working days prior to event.

   Please refer to the handbook (pp. 132-135), or call Student Activities & Leadership Office at ext. 5757 for more details.

Helpful Hints

1. how facilities are used during the reserved time.
2. damages to facilities including any financial loss to the University.
3. violations of University regulations as well as state, local or federal laws occurring in facilities.
4. general clean-up of facilities after use including the collection of trash in proper receptacles, recycling refuse whenever possible.

Whether you are planning a theme party, concert, or trip to a local attraction, you may find the following information vital to the success of your activity.

8 Weeks Before Event

Step 1 - Pick a Topic or Theme
          Use this theme to plan and organize the event. Include the theme or logo on publicity and programs and even decorations if you have them. Don't hesitate to be creative and think of unusual themes and ideas. It may turn out to be a huge success!

Step 2 - Consult Activities Calendar for a Date, Place, & Time
          Consult the online master calendar at www.stlawu.edu or stop by the Student Center Student Activities & Leadership Office and consult the calendar to avoid conflicts, and to see if a proper facility is available. Then, reserve the space with the Room Reservations Secretary (ext. 5996) as far in advance as possible. The secretary will help you select the best site for your activity.

Step 3 - Prepare Budget
          Estimate your expenses including travel, lodging, publicity, refreshments, postage, prizes, special requirements (sound & lighting), etc. If your organization is funded by SLUSAF, check with your organization's treasurer to learn of deadlines and procedures.  Think about co-sponsoring events with different groups including other student organizations and residence halls. Academic departments may also be interested in sponsoring some special events, particularly if there is educational content and value.

Step 4 - Consult with the Staff of Co-Curricular Education and Programming for Contracts
          If you wish to secure off-campus speakers, musical groups, comedians, films, or other types of entertainment, you must obtain such agreements in writing. All contracts over $500 must be processed through the Student Activities & Leadership Office at least two weeks in advance. Contact the Director of Student Life & Leadership for ideas and assistance with contract writing. NOTE: students are not authorized to sign contracts over $500. To avoid legal problems and entanglements, ALL contract negotiations must be referred to the Director of Student Life & Leaderships.

Step 5 - Visit the University Communications Office for Publicity Help
          All events should be extensively publicized and promoted. Meet with a member of the Student Life & Leadership staff to explore a number of publicity strategies.

          For major events (i.e. events that might be of interest to the public beyond our campus community), contact the Office of University Communications on the second floor of Vilas or call them at ext. 5585 as soon as you schedule a program. University Communications will assist you with designing posters or flyers, release information to the local media, and arrange for photos or interviews when appropriate.

          The University Communications Office will also include your event in the weekly publication for faculty and staff, The Scarlet Letter. Wednesday, 5 p.m., is the deadline for items to be included in the following Monday issue of The Scarlet Letter.
          In addition, the weekly Hill News will publicize your event. The Hill News deadline is Monday at 4 p.m. for that week's issue. Contact the Hill News directly at ext. 5139 for details.

          All off-campus publicity, including North Country This Week and the St. Lawrence Plaindealer must be coordinated through the University Communication Office, ext. 5585.

          Be creative and use catchy signs. Post signs only on bulletin boards. Flyers/posters are not permitted on walls or glass--they will be removed. Special permission must be granted by the Director of Student Life & Leadership for hanging banners.

6 Weeks Before Event

Step 6 - Contact Campus Offices for Special Requirements
          Arrangements for special requirements such as additional furniture, audio-visual equipment, transportation, or special set-up must be made as far in advance as possible. Student Life & Leadership can help refer you to appropriate campus offices for this additional support.

Step 7 - Order Refreshments (Optional)
          Refreshments/meals for events held in University buildings must be ordered through Dining Services. Contact the Catering Secretary at ext. 5996 with your needs.

Step 8 - If Needed, Arrange for Security
Contact the Director of Student Life & Leadership if you:

1. expect a heavy attendance (such as in a concert), or
2. requires security back-up (such as when you schedule a controversial speaker).
   The Director will facilitate security support through the Director of Security and Safety.

Step 9- Follow-Up
          Double check all your plans and details... and then check them again. Remember, as sponsors, you are responsible for enforcing all University policies. Any crisis or accident should be reported immediately to Security, ext. 5555.
          Sponsors are responsible for removing all decorations and placing garbage in proper receptacles. Please notify Student Life & Leadership of any problems, damages, or unsuitable conditions or equipment.

          By following these nine steps, you should have a successful and positive event. Please contact Student Life & Leadership located in the Student Center for any further assistance.

1. Pick a topic or theme - identify target audience and interest area(s).
2. Check the Student Life & Leadership Calendar for a date, time and place.
3. Prepare a budget - identify source(s) of funds.
4. Consult with the Director of Student Life & Leadership for contracts.
5. Prepare and implement publicity strategies.
6. Arrange for special requirements (i.e., A-V equipment, refreshments, special set-ups, transportation, etc.).
7. Process payment request form.
8. Review plans for last minute preparations and items that may have been overlooked.
9. Meet presenter and escort to presentation site.
10. Formally introduce presenter at beginning of event.
11. Thank and pay presenter.
12. Thank all participants and workers.
13. Clean-up after program.
14. Evaluate program and keep notes in organizational files for future reference.

1. Copiers: SLUSAF organizations are given copier cards every year, which are specific to their group. Check with the Student Life & Leadership Secretary for this card. The card can be used at any on campus copy machine at a cost of $.05 per copy.
   Note: If you are making a large number of copies, it will cause less wear and tear on those copiers to use the copying services of the University's Office Services located on the ground floor of Vilas Hall, ext. 5891.
    
2. Office Services: Your big copying jobs should be done by Office Services. The cost is $.025 per copy. A wide selection of colored paper and card stock are also available. Ordinarily, you should allow Office Services three days to complete your work. Organizations with a SLUSAF account will be billed directly, so bring your account number with you when you place an order. Organizations without account numbers will be charged $.10 per copy, due at time of work pick-up.
    
3. Printing Services: There may be occasions when you might want to have your work printed (ex. posters, invitations). The Office of University Communications located on the second floor of Vilas can help refer you to appropriate printing services on and off campus. Call them at ext. 5585.

VideoNet is an effective way student organizations can communicate with each other. Take advantage of this service!

1. use their offices regularly and appropriately in accordance with the organization's goals.
2. keep offices clean and well organized on a daily basis.
3. comply with the University recycling policy.
4. maintain proper key control and accountability - there is a check-out system at the Information Desk.
5. remove from sight all office items and organizational materials at the end of the academic year in preparation of the University's summer conference activities.

          Personal items such as refrigerators, trunks, rugs, books, etc. may not be stored in offices over the summer (use Thelmo storage). Any infraction of these regulations will revoke the organization's privilege to have an office.

Please note that a $40 fee will be assessed for lost keys (when keys are lost, locks must be completely replaced for security reasons.)

Before a vehicle can be reserved, the following must be satisfied:

1. Identify a driver who is a University-approved driver.
   To be approved:
   1. Attend a "Driver Certification" class offered periodically each semester by Security staff. This class is effective for two years.
   2. Complete an "Application for Authorization to Use a St. Lawrence University Vehicle" form (forms are available at Student Life & Leadership in the Student Center). Be sure your organizational advisor signs the form where it asks for the department supervisor's signature.
   3. Attach a copy of your driver's license to the application and submit them both for processing to the campus support office. If you are not notified within 7 days, you are an approved driver.
       
2. Complete a "Request for Use of University Automobile" form (again, forms are available at Student Life & Leadership).
   a. The University-approved driver must sign this form.
   b. If an overnight trip is being planned, the organization's advisor must sign the form and accompany the group during the trip.
   c. Enter your organization's SLUSAF budget account number.
   d. Meet with the Director of Student Life & Leadership to discuss your trip. If approved, the director will sign the section under "Department Head."
    
3. Submit the completed "Request for Use of University Automobile" form to Student Life & Leadership. You will be notified directly if a vehicle is available. Please remember that options are limited. On the day your trip is scheduled to start, pick up your vehicle's keys at the Security Office. Along with the keys, a form will be given to you to record your start and ending mileage. Vehicles are parked in the Facilities Operations parking lot and must be returned there at the end of the trip. Keys and the mileage form must also be returned to Security once the vehicle is returned. If a student organization van is not available, please see number 4.
    
4. Submit the completed "Request for Use of University Automobile" form to Facilities Operations.
             The Facilities Operations Office hours are Monday-Friday from 8:00 a.m. to 4:30 p.m. On the day your trip is scheduled to start (or if it is a weekend trip, by 4:30 p.m. on Friday), pick up your vehicle's keys at the Facilities Operations Office. Along with the keys, a form will be given to you to record your start and ending mileage. Vehicles are parked in the Facilities Operations parking lot and must be returned there at the end of the trip. Keys and the mileage form must also be returned to the Facilities Operations Office once the vehicle is returned.
   
             Needless to say, any off-campus travel is fraught with potential group/personal liability. The greatest care must be exercised by drivers and passengers alike to drive responsibly and safely. Consult with the Director of Co-Curricular Education and Programming with any questions or concerns you may have regarding this issue.

All student leaders should become familiar with the University policies and procedures outlined in this manual, and make the manual readily available to their members for quick reference checks. [BACK TO TOP]