Student Organization Policies

Wartburg campus organizations extend learning from textbooks to real-life situations. By becoming involved with campus organizations, students gain skills in leadership, problem solving, goal setting, public relations, community service, and creativity. Involvement in one of nearly 100 campus groups and organizations will help you develop career skills, learn to work with others, put ideas into action, and experience personal growth.

Organizations are divided into academic, broadcasting and publications, campus ministry, honor societies, performing arts, service and interest, and athletics and recreation. An involvement fair is held at the beginning of Fall Term, but students are welcome to join organizations at any point during the year. The director of campus programming can assist your search for the campus organization that best fits your needs or help you start a new organization.

Click here for a list of student organizations and information about the recognition and registration process.

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. 

  1. 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.  
  2. 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.
  3. 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. 
  4. 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.
  5. If a sale/solicitation is conducted to raise money for a philanthropic/charitable project, the recipient organization(s) must be listed on the application. 
  6. 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). 

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. This form must be completed in advanceof the date of event and may require follow-up information. All gambling activities are subject to statesales tax under Iowa law. Therefore, the organization will be responsible for any sales tax incurredfrom the event. Remember, advisors to student groups are considered mandatory reporters. Thismeans 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.
  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, 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.

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.