Student Activities and Organizations

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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.  Visit www.wartburg.edu/orgs/ for a complete list of student organizations. 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.

Student Organization Activities During Pandemic

Student Organizations are encouraged to use online platforms for as many of their activities as possible, including programs and executive/officer meetings. If an event must be held in person, organization leaders must work with Holli Gorman (holli.gorman@wartburg.edu) to ensure that the space being used is large enough to accommodate appropriate physical distancing. Face masks must be worn at any and all in-person student organization activities. With respect to food & beverage during student organization programming, please use individually packaged items. For example, single-serving drink pouches may be used as an alternative to pouring from a large soda bottle into individual cups, and snack-size chip baggies are a suitable alternative to a shared “family size” bag of chips. Please contact your advisor or lindsey.leonard@wartburg.edu with specific questions about how to safely provide snacks at your program.

Failing to uphold these expectations will result in the following repercussions:

    First incident, operation of student organization meetings and gathering will be suspended for the term. Organization recognition is frozen for the term. All benefits allotted to recognized student organizations will no longer be made available: no access to senate funding, frozen 60 account, no posting, no space reservation, etc. Operation as a student group (formal or informal meetings) must also cease.
  • Second incident (including not respecting the consequences delivered form first incidence), suspension of benefits continues through the remainder of the academic year.  
  • Third incident, status as a recognized student organization is abolished.  Leaders must go through application process no sooner than fall 2021.  

Entertainment ToKnight 

Entertainment ToKnight (ETK) plans, promotes, and executes social, cultural, and educational programs through the utilization of student fees. Members gain valuable leadership and skills through work and contract negotiation with agents and artists, promotion and hospitality experiences, technical work, and opportunities to attend regional and national conferences. ETK holds two types of events: 

Small Events: These events are spread throughout the academic year and may include, but are not limited to, Movie Knight, various musical performances, comedians, poetry readings, magicians, and other original events. 

Large Events: ETK is responsible for bringing a major event to Wartburg’s campus during Fall or Winter term every two years. The student body votes on the event — concert, comedian, etc. 

For more information or to get involved with Entertainment ToKnight, stop by ETK’s office in Saemann Student Center (in The Hub), call 8305, email etk@wartburg.edu or go to https://www.wartburg.edu/programming/

Recognition and Registration of Student Organizations 

Student organizations are a vibrant and vital part of life at Wartburg College. 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 annually with the Campus Programming Office for continued recognition. A lapse in recognition will require the organization to seek approval 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. Recognized clubs and organizations are expected to maintain their own budgets and must be fiscally responsible. Recognition does not imply college endorsement of the purposes of the organization, nor does the college assume sponsorship of any activities of the club or organization on or off its property. 

All student organizations, formally recognized or not, accept the authority of the Dean of Students in rendering all final decisions including, but not limited to, actions related to policy, financial support, official recognition of their organization, and matters related to the participation of members and the appointment of officers. Students and administration accept their responsibility to work meaningfully and sincerely with each other in addressing matters of mutual concern. In instances where the President of the College and/or Dean of Students cannot support the student organization, formally recognized or otherwise, the Dean of Students will meet with the appropriate student leaders to discuss the rationale and actions.

Application for Recognition 
To become an officially recognized student club or organization, a group must: 

A. Fully complete the Student Organization Registration Application Packet. It will not be accepted if incomplete. All materials must be submitted to the Campus Programming Office in the Student Life Suite of Saemann Student Center. Included in the packet are: 

B. Once paperwork is submitted, a representative from the organization will schedule a meeting with the director of campus programming (ext. 8486) to discuss its plans. This is when questions will be asked or concerns addressed, prior to materials being sent to Student Senate. The adviser listed will be contacted and apprised of responsibilities if the group is approved. If no changes are needed, the paperwork will go to the vice president for student life and Student Senate. 

C. The director of campus programming, vice president for 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*.” They will then make their respective recommendations for acceptance or denial of recognition. 

*Good Standing — Student officers must meet a cumulative GPA requirement of a 2.25 and be enrolled full-time at Wartburg. 

NOTE: The Student Relations Committee of Student Senate will review the application and make a recommendation to the general body, which will vote on the application. If there are errors in the application or structure of the constitution, the organization’s representative may be contacted by the Student Relations committee chair to make corrections. 

D. Notification of the decision will come in writing to the organization’s representative and adviser via email. If the application is approved, it will be allotted the following privileges:

  • Use of campus space
  • Use of campus bulletin boards (Posters intended for posting in academic buildings must be approved by the Marketing & Communication Office. Posters intended for residence halls must be approved and stamped by the Student Life Office) 
  • Inclusion of meeting and event information on the calendar and student organizations newsletter (as submitted to studentorgs@wartburg.edu
  • Use of The Hub's resources and supplies
  • Permission to produce merchandise displaying the organization name/logo and the Wartburg College trademarks. (Review the Licensing guidelines)
  • Ability to apply for Senate funds 
  • Ability to apply for co-sponsorship with ETK 
  • Opportunities for leadership training

The group will 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. (Visit Organization Guide for the form.) This step isn’t necessary for any group that will not have any forms of financial transactions.

If the request for recognition is denied, the organization may seek reconsideration. The vice president for student life must consult with the Student Life Institutional Committee before making a final decision.

Maintaining Recognition
To maintain eligibility, a recognized student organization must renew its application for recognition with the Campus Programming Office every September. All currently recognized student organizations will receive renewal instructions from the Campus Programming Office at the beginning of each academic year. This annual renewal process must provide the Campus Programming Office with the following: 

  • Officer information (president, vice president, secretary, treasurer)
  • Adviser information
  • A copy of the current organization constitution and 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
  • Adviser commitment form
  • Additionally, groups must:
    • Host three meetings or one event each term.  
    • Participate in the involvement fair (when applicable to membership recruitment).
    • Participate in organizational/leadership workshops (Operation Organization) put on by Campus Programming.
    • Have an active 60/agency account or other on-campus account with the Business Office and maintain a positive balance or let the Campus Programming Office know the group will not have any financial transactions, thus not having a need for 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. The organization will need to process as a new club or organization following the steps listed above. 

Changes in the Organization 
Organizations MUST notify the Campus Programming Office within two weeks of leadership or adviser changes. 

The deadline for all student organization applications to be completed and submitted is Feb. 1 to gain approval within the current academic year. This is also the deadline for Senate allocations. 

Good Standing
Student officers must meet a cumulative GPA requirement of 2.25 and be enrolled full-time at Wartburg College.

Space Reservations 

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. 

Sales and Solicitation Policy 

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. 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). 

Sponsorship Policy 

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. The director of campus programming will provide you with the appropriate sponsorship paperwork, also found here
  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. 

Date/Service Auctions Policy

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. 

Racial Awareness

Date auctions have historical reminisces of slave auctions. Slave auctions are realistic events in this country’s history. While this may not be the intent of date auctions today, they present human beings as property to be purchased. Regardless of the form of payment for a person or his/her services, an auction (often involving a bidding process) may devalue the person being auctioned. On a campus where inclusiveness is at the very core of our community, any activity promoting the purchase of a human being for services to another fails to promote a diverse, open, and accepting environment.

Gender Awareness

Furthering the mission of inclusiveness, respecting the rights of others is valued in our community. One of the underlying issues that often exist in date auctions is the idea of entitlement. Date rapes, sexual assaults, or any other inappropriate acts may result from this assumption from both men and women. Purchasing a person's services may promote "entitlement" in the person bidding. Date auctions can create disharmony within a community by disadvantaging participants.

Personal Safety

Date auctions involve a person spending time with another person. Often these persons are not familiar with the other person. This has the potential of resulting in hidden attractions or desires that may be inappropriate or pose harm. While this may be an extreme case scenario, the possibilities are real.

Alternative Activities

Date auctions are often used as fundraising activities that support charitable organizations or the individual student organizations themselves. The Office of Student Life recognizes these efforts as positive intentions that engage students in civic responsibility. However, student organizations are encouraged to choose among the many other creative and imaginative fundraising activities and programs that promote an inclusive and safe environment. These include partnering with local businesses, silent auctions (donated items), requesting donations, dorm storms, or selling items, etc.

Adapted from the Texas A&M University & Florida Atlantic University Statement/Guidelines for Date/Service Auctions                            6/2015

Posting and Symbolic Expression Policies

Posting Policy
In the spirit of Wartburg College’s mission to develop students’ leadership and learning so that they can be civically engaged individuals, the following posting policy has been developed. Signs that are in alignment with the College’s Symbolic Expression Policy may be posted in student rooms, including on windows and residence room doors. For example, a sign supporting the campaign of a candidate for public office would be appropriate to display. However, messages in violation of the Symbolic Expression Policy will be removed. Similarly, recognized student organizations may post signs supporting candidates, issues, and platforms, so long as the endorsement by the organization does not purport to be an endorsement by Wartburg College.
Symbolic Expression Policy
The Wartburg College community is committed to creating and maintaining a mutually respectful environment that recognizes and celebrates diversity among all students, faculty, and staff. We value freedom of expression as it leads to learning and the broadening of one’s perspective. Expressions of hate and oppression discourage the free exchange of ideas that promote learning, for they marginalize voices and create hostile and unwelcoming environments.  Given that, symbols of hate and oppression are not permitted on campus, unless they are utilized for the purpose of teaching, college-approved art, or for educational or historical displays.  Symbols of hate expressly forbidden include, but is not limited to, the confederate flag, swastikas, and the presentation of slurs related to race, sexual orientation, gender, religion or other identities.  The display of the symbols of hate is prohibited from all Wartburg College events and properties, including but not limited to: offices, storage rooms, classrooms, dining areas, lobbies, lounges, residence hall common areas, and all areas in public or plain view. This includes, but is not limited to, depictions of such expressions of hate on bumper stickers, clothing, and other apparel.  When questions arise as to whether an expression is a symbol of hate, the Student Life staff will empanel three College employees to decide.  Appeals of their decision may be directed to the Dean of Students.  The decision of the Dean of Students is final and there are no further appeals.