Student Organization Policies & Procedures

Student organizations are a vibrant and vital part of life at Wartburg College. However, in order to ensure that each organization is meeting the needs of Wartburg College students, any person or group wishing to start and maintain an organization must meet all requirements in the approval process. In addition, each organization must register each year with the Office of Campus Programming to receive continued recognition. If there is a lapse in recognition, the organization will need to process as a new club or organization.

Clubs and organizations must be established for purposes that are legal, consistent with the educational aims and the mission of the college, and in accordance with the regulations, guidelines, and policies of Wartburg College, the City of Waverly, and the State of Iowa. However, recognition does not imply college endorsement of the purposes of the organization, nor does the college assume sponsorship of any of the activities of the club or organization on or off the property of the college.

In order to become an officially recognized student club or organization by Wartburg College, a group must:

1. Complete the New Student Organization Application. This application must be fully completed and will not be accepted if all pieces are not complete. All materials will be submitted online to the Student Life Office via the digital application form. 

To complete the application, you will need the following: 

• The answers these questions: 

1. Give a statement describing the nature and purpose of the organization. List specific activities the organizations conducts and/or participates in throughout the academic year. This will help students understand your organization. 
2. How will your organization benefit the Wartburg community and what do you hope to accomplish? 
3. How is the organization aligned with the mission? 
4. Is your organization a part of a national organization? Exist elsewhere? If so, what is the national organization or other location. 
5. Why does your organization want to be recognized by Wartburg College? 
6. Would this organization be controversial in any way on campus? Why or why not? 
7. When do you plan to have your meetings (how often, day of week, location)? 
8. Please include any information you would like included about your organization on the website (Facebook page, website link, Twitter account, etc.) 
9. Please provide a list of officers (must have a President, Vice President, Treasurer, Secretary) of your organization. Include title, campus box number, school phone number and email address of each person listed. 
10. List the name, title, campus box number, school phone number and email address of your advisor. What do you see as their role in your organization? 

• List the leadership team of your organization 
• List the names of 10 full-time students in support of your program 

2. At the time paperwork is submitted, a representative from the organization seeking recognition will schedule a meeting with Student Life to discuss plans for the organization. This is a time where questions will be asked or any concerns addressed, prior to materials being sent to Student Senate. The advisor listed will be contacted and helped to understand their responsibilities if the group is approved. If no changes need to be addressed, the paperwork will then go to the Vice President for Student Life/Dean of Students and then on to Student Senate.

3. Student Life and Student Senate will review the organization’s constitution, check for alignment with the college’s mission, make sure it does not duplicate the purpose, goal or activities of another organization and ensure student officers are in “good standing” (student officers must meet a GPA requirement of a 2.25 cumulative and be enrolled full-time at Wartburg). They will then make their respective recommendation for acceptance or denial of recognition.

NOTE: The Student Relations Committee of Student Senate will review the application and make a recommendation to the general body where the application will be voted upon. If there are errors in the application or structure of the constitution, the organization representative may be contacted by the Student Relations Committee Chair to make corrections.

4. Notification of the decision will come in writing to the organization representative and advisor via campus email. If the application is approved, it will be allotted the following privileges:

• Use of campus space
• Use of campus bulletin boards (All posters to be hung must be approved and stamped by the Office of Marketing & Communication)
• Inclusion of meeting and event information on the calendar and student org newsletter (as submitted to studentorgs@wartburg.edu)
• Use of HUB resources and supplies
• May produce merchandise displaying the organization name/logos. Visit https://www.wartburg.edu/logos/ to learn about use of Wartburg trademarks.
• Ability to apply for Senate funds
• Ability to apply for co-sponsorship with ETK
• Opportunities for leadership training

The group will then need to submit paperwork to create a 60/agency account, unless another on-campus account is already active with the Business Office, as no off-campus accounts are permitted. If a group will not have any kind of financial transactions, then this is not a necessary step.

If the request for recognition is denied, the organization may request reconsideration. In reconsidering the request, the Vice President for Student Life/Dean of Students must consult with the Student Life Committee before making a final decision.

To maintain eligibility, a recognized student organization must renew their application for recognition with Student Life every year by Sept. 20. All currently recognized student organizations will receive renewal instructions at the beginning of each academic year. This information will be sent out via an online form. This annual renewal process must provide Student Life with the following information:

• Officer Information (President, Vice President, Secretary, Treasurer)
• Advisor Information
• A copy of the current organization constitution/bylaws (as requested or if changes have been made)
• A membership roster – complete with all active members of the organization
• Meeting dates or days/times/locations

Additionally, groups must:

• Host three meetings or one event each semester
• Participate in the involvement fair (when applicable to membership recruitment)
• Participate in organizational/leadership workshops (Operation Organization)
• Have an active 60/agency account or other on-campus account with the Business Office and maintain a positive balance or let the Student Life know the group will not have any financial transactions, therefore there is not a need to have an account. This account must be kept with a positive or zero balance at all times.
• Complete the annual reports sent out every April

NOTE: If the designated deadline is missed this is considered a lapse in recognition and the organization will need to process as a new club or organization following the steps listed above.

Changes in the Organization

Organizations MUST notify Student Life within two weeks if there is a change in the leadership or advisor. If this deadline is missed it is considered a lapse in recognition. Groups that have lost recognition and wish to start-up again must apply as if they were an entirely new organization through the process designated by Student Senate and Student Life.

The deadline for all student organization applications to be completed and submitted is February 1 of the academic year you are seeking to gain approval within. This is also the deadline for Senate allocations.

The Office of Student Life is responsible for providing programs, services, and activities in an environment that contributes to students becoming socially responsible global citizens. Its goal is to provide quality campus life experiences that enhance the learning and development of all students. In reflecting on this goal we have determined that date and service auctions are inappropriate activities for student groups, clubs, and organizations at Wartburg College.

Wartburg College restricts the number and type of student-run sales and solicitation activities (fundraising projects) directed to students and others in the Wartburg community. Only recognized student organizations and department-sponsored student groups (including class projects) may engage in fundraising projects, after completing the Sales and Solicitation Form in the Student Organization Guide. Such activities are subject to approval by the Student Life Office and are restricted to specified public areas. Outside vendors or agencies will not be authorized to sell goods or services, be present on campus, or solicit funds unless sponsored by a recognized student organization or department-sponsored group. The sponsoring student organization or department must have a representative present for the duration of the visit.

Individual students may not conduct sales or solicitations on the campus for any purpose. 

Upon completion of a sale/solicitation activity the amount raised must be reported to the Student Life Office and indicated on the organization’s subsequent budget request to the Student Senate. Direct questions about sales and solicitation activities to the campus programming director (ext. 8486) or the event and scheduling coordinator (ext. 8286). 

Sales and/or solicitations may be conducted on campus by campus class/departments and recognized student organizations to raise money for philanthropic/charitable projects. Additionally, recognized student organizations can raise money for organizational operating expenses.  

Sales and solicitations must be registered with and approved by the Student Life Office a minimum of two weeks prior to the fundraiser. The Student Life Office will approve or deny the request within two business days.

Arrangements for space, time, and special needs, if any, are to be made with appropriate college officials and are the responsibility of the sponsoring organization, class, or department. Contact the event and scheduling coordinator (ext. 8286) with questions and for reservations. 

If a student organization wishes to conduct sales or solicitations in college residence halls, the approval of the director of residence life (ext. 8260) will be required in advance and should be indicated by his/her signature on the application form.

If a sale/solicitation is conducted to raise money for a philanthropic/charitable project, the recipient organization(s) must be listed on the application. 

Events that are based upon social gambling (raffle, bingo, etc) must be registered with Wartburg College and the Business Office. For each event, the organization must complete a Gambling TaxReport, available in the Student Organization Guide below. This form must be completed in advance of the date of event and may require follow-up information. All gambling activities are subject to state sales tax under Iowa law. Therefore, the organization will be responsible for any sales tax incurred from the event. Remember, advisors to student groups are considered mandatory reporters. This means that if a student mentions an act of violence against them, the incident must be reported toSecurity (names do not necessarily need to be mentioned, but are helpful).

Only ONE poker tournament (i.e. Texas Hold ‘Em) can be held by Wartburg College and itsorganizations per year. Poker tournaments have different regulations associated with social gamblingactivity than other types of gambling activity and therefore make the events more limited. When prizes are offered for poker tournaments, all prizes must be merchandise or in the form of giftcertificates. No cash prizes are allowed. Must report amount which organization-hosting event received (to Business Office).

Student organizations, once recognized by the college, are able to reserve campus space as available. To do so, contact the event and scheduling coordinator (ext. 8286). Please know the following:

• Number of people attending. 
• Type of audio-visual equipment required. 
• Layout of the room in terms of set-up, number of chairs and tables. 

If you are interested in reserving the Chapel Commons, work with the event and scheduling coordinator (ext. 8286). 

If you are interested in reserving the Diers House, contact the Student Life Office (ext. 8260).

Reserving Neumann Auditorium and McCaskey Lyceum 
Neumann Auditorium seats 1,092 people. McCaskey Lyceum in Saemann Student Center seats 226 with theatre seating and up to 294 with additional chairs. Reservations for either are made through the event and scheduling coordinator and at that time must specify technical requirements like sound, lights, equipment, and staging. All technical needs, including set-up and tear-down, are at an hourly cost, and groups must provide an account to be charged at the time of the reservation. To prevent confusion, please submit a copy of the contract and rider so the technical team can spot potential problems. 

Students not affiliated with a recognized student organization but wishing to reserve a campus space may use the following:

• The Hub Conference Room, Student Life Office, ext. 8260
• Knights Village Lounge, associate dean of students, by email or ext. 8553 
• Centennial Complex Lounge, Centennial Complex RHD by email or ext. 8459
• Clinton Lounge, Clinton/Founders RHD by email or ext. 8451 
• Founders Lounge Clinton/ Founders RHD by email or ext. 8451 
• Grossman Lounge, Grossmann/Löhe/Residence RHD by email or ext. 8577 
• Löhe Lounge, Grossmann/Löhe/Residence RHD by email or ext. 8577 
• Cardinal Commons, Grossmann/Löhe/Residence RHD by email or ext. 8577 

Space is limited and available on a first-come basis. 

Wartburg College recognizes that students have relationships with numerous community businesses and organizations. Those relationships may result in sponsorship opportunities for recognized clubs/organizations. Sponsorship, as defined by Merriam-Webster, indicates a partnership that results in “a return” for that gift. In an attempt to better track the gifts being given to the college and the expectations of those returns for sponsorship, a process for securing sponsorships is outlined below:

1. Inform the director of campus programming that your club/organization is seeking sponsorship from a community business or organization for an upcoming activity. Appropriate sponsorship paperwork can be found in the Student Organization Guide on the website.
2. After the paperwork has been completed and submitted to the director of campus programming, a review of that sponsorship will occur. Once determined that “the return” for that sponsorship aligns with the mission of Wartburg College, approval for securing the sponsorship will occur. For example, if “the return” for the sponsorship calls for advertising alcoholic drink specials or hosting the event at a local bar, that sponsorship may not be approved. If the sponsorship is approved, promotion of particular events may be limited or not permitted due to the nature of the event or sponsorship.
3. After receiving confirmation of sponsorship approval and the sponsorship is secured, the director of campus programming must be informed of the sponsorship details. The director of campus programming will then inform necessary campus constituents (i.e. Advancement, Strategic Marketing & Communication). 

Regarding promotion of an event or organization initiative that sponsorship was secured for, the following must be considered:

1. Wartburg College prohibits advertising that promotes the sale or irresponsible use of alcohol (such as drink specials) and the sponsorship of alcoholic beverages. 
2. Clubs/organizations hosting events at community venues where the primary revenue source is the sale of alcohol will not be permitted to advertise on campus. If the organization can provide rationale as to why their event isn’t linked to or will not encourage alcohol consumption while being held at one of these community venues, the decision to allow promotion for that particular event will be at the discretion of the director of campus programming and chief student conduct officer.
3. Consider using promotional tools available on the Strategic Marketing & Communication Office website.

This policy aligns with the college advertising and posting and solicitation policies. All three policies should be reviewed when considering sponsorship for an event or initiative.