Student Organization Handbook

Step 1: Review the list of recognized student organizations.

Student Engagement will not approve a second similar-themed student organization so please check our current list of recognized student organizations. If an organization already exists that has your desired goal, please approach their leaders to discuss collaborations. Student Engagement is also happy to help make that connection. If no group exists that meets the desired interests, needs or goals, then please continue to step 2.

Step 2. Find an advisor.

The advisor must be a member of the faculty or staff from the College of Arts & Sciences (henceforth referred to as “the College”) and not planning a sabbatical or leave for the current year. The advisor should be interested in and willing to support the new organization’s mission, members, leaders, attending meetings and activities (periodically).

The advisor must be willing to commit to and complete the Volunteer Service Agreement Form, which will be sent to them upon completion of the new student organization request.

Step 3. Write a constitution.

A constitution is required to create a new student organization. The purpose of the constitution is to outline the new organization’s mission and values, as well as create a written agreement with Student Engagement about the scope and responsibilities of the proposed club. A sample constitution may be found here.

Tip: A newly requested student organization will be reviewed and approved more quickly if the proposed constitution is thoughtfully written with clarity and clear guidelines. The review process may vary from a minimum of ten days to longer if more feedback is needed.

Step 4. Build the leadership board and initial interest.

• Chair - the first point of contact for the student organization and the most consistent liaison between Student Engagement, the organization advisor and other campus entities. Should consistently be monitoring and responding to the organization email address.

• Vice OR Co-Chair - to help and support the Chair as needed.

• Treasurer - the finance contact (this student leadership role will need to track expenditures, sign off on check/reimbursement requests, etc.) to promote financial accountability and transparency.

• Seven other interested students who are willing to include their names with the new student organization paperwork request. There must be a total of ten students for every new student organization request (some affinity groups/unions are exempt from this rule).

Advisors are not expected to be an expert in the organization, especially at first. Rather, their role is to help the organization operate to the best of its ability within the College policies and guidelines while allowing the students to be the driving force.

Advisors are responsible for filling a variety of roles:

• an interpreter of Lewis & Clark’s culture, policies and resources
• a contact between the organization and Student Engagement and/or other entities (i.e., college administration, entertainment industry, and other organizations)
• an information resource regarding organizational procedures, group process and programming concerns
• a resource providing history and continuity between changing organizational leadership
• a teacher of programming skills
• a presenter of philosophical ideas and concepts of leadership
• a counselor, mediator, consultant, or sounding board

Advisors have different styles and organizations have different needs. These styles and needs may change from year to year or even month to month. Additional support and resources are available for advisors at Student Engagement.

All student organizations must register with Student Engagement in order to be officially recognized by the College and to conduct business on campus. Recognition does not imply the College’s endorsement of organization purposes, objectives, or policies.

Privileges of recognition:

• Ability to hold events on campus without paying for space
• Eligibility to request funding from the Associated Student Body (ASB)
• Ability to use campus resources to recruit new members
• Opportunity to have an L&C-affiliated organization email address
• Ability to post organization events to the L&C website calendar
• Coverage by Lewis & Clark insurance policy for on and off campus events

Requirements for establishing a new student organization:

• Have three student leader members (chair, co-chair OR vice chair, treasurer)
• Have at least one advisor who is a faculty member, administrator, or staff member at the College
• Have at least seven other interested students willing to serve as initial members (this requirement is waived for identity and/or religious based groups)

In order for a new organization to be approved, the organizations must abide by the following:

• Membership may not be discriminatory. Any student, regardless of race, color, sexual orientation, religion, creed, nationality, ancestry, ability, or gender identity and expression, must be permitted to join (except where permitted by law)
• The organization’s purpose must not violate College policy or federal and/or state law.
• The operations of the organization may not provide profit for any individual
• The organization may not sponsor activities that recklessly or intentionally endanger the health or safety of an individual
• Students must be free to join or leave an organization without fear of being subjected to pressure, harassment, or intimidation

Requirements to hold a student leadership position in a student organization:

• Must be registered as a full-time undergraduate student and not studying abroad at the time
• May not be on academic or conduct probation
• Respond to communications from Student Engagement and the ASB Student Organizations Committee within three business days when requested
• Attend mandatory (usually only once a semester) student organization orientation/training meetings
• Meet with the ASB Allocations Director and/or ASB Treasurer when requested to discuss funding allocations
• Notify Student Engagement immediately of any leadership or advisor changes in your organization

Requirements for club to maintain registered status:

• Maintain updated officer and advisor contact information with Student Engagement as changes occur
• Submit all organization constitutional amendments to Student Engagement for approval
• Remain in good judicial standing with Student Engagement and the College

Withdrawal of Recognition and Sanctioning:

Organizations must adhere to all College policies and the directives of College Administrators acting in their role as agents of the College. Organizations that violate College policies may be referred for Conduct Action, which may result in sanctions, loss of privileges, or even status as a Recognized Student Organization. Organizations may face conduct charges if their behavior meets criteria such as:

• one or more members of the Organization is alleged to engage in behavior that violates the Lewis & Clark College Code of Student Conduct and the behavior appears to be supported by the organization, organization members, and/or its officers;
• one or more of the organization members’ behavior is alleged to violate the Code of Conduct at an activity sponsored by the organization or on property utilized by the organization; and/or
• a reasonable person would understand the alleged misconduct of one or more members to fall within the scope of the organization’s usual and customary activities.

An organization and its officers may be held collectively and individually responsible for violations of this Code when it has been determined by a preponderance of the evidence that those associated with the organization have received the consent or encouragement of the organization or of the organization’s leaders or officers. Sanctions for organization misconduct may include revocation or denial of registration or recognition, as well as other appropriate sanctions.

If Conduct Action is determined by Student Engagement, the matter will be referred to the Community Accountability and Conflict Education (CACE). CACE designated by the Office of the Vice President of Student Life and Dean of Students to administer the Code of Student Conduct. When a violation of College policy is alleged, CACE engages with those involved, investigates and takes appropriate action in accordance with the Code.

A. Student organizations may be charged with violations of this Code or College Policy.

B. The officers, leaders, and members of a student organization, as well as the organization as a whole, may be subject to discipline under the Code when its members, officers, or leaders commit violations that are related to or associated with the activities of the organization.

C. The officers, leaders, or any identifiable spokespersons for a student organization may be directed by the Vice President for Student Life and Dean of Students or designee to take action to prevent or end violations by members, officers, or leaders that are related to or associated with the activities of the organization.

D. Outcomes for organizations will often be educational, but in cases of severe violations, may include loss of all privileges, including College recognition, for a specified period of time, revocation of funding, dissolution, as well as other appropriate outcomes. Individuals involved in violations that are related to or associated with the activities of an organization may also be assigned personal outcomes, regardless of those assigned to the organization.

Full Code of Conduct may be found here.

Student Organization Behavior & Expectations

Student Organizations are responsible for upholding all College Policies in the running of their club, including in individual member interactions, running meetings or events, and use of student organization social media. You can find a copy of all policies specific to the College here, but the most relevant policies for student organizations are below:

• Alcohol Policy
• Directives Policy
• Disorderly Conduct Policy
• Drugs Policy
• Forgery and Falsification of Records Policy
• Hazing Policy
• Laws & Regulations Policy
• Property Damage Policy
• Protest & Demonstration Policy
• Recreational Activities Policy
• Sexual Misconduct Policy

If a student organization has a concern about a member or members behavior, they should consult with their organization advisor or the Director of Student Engagement.

If a student organization has concern about conflict within their organization, they should consult with their organization advisor or the Director of Student Engagement. In some cases, Student Engagement may choose to involve the Office of Community Accountability and Conflict Education (CACE) to assist with an informal resolution, including facilitated dialogues, mediations, or restorative justice circles.

Please note that Student Organizations may not sanction or remove students from their organizations on their own. Issues of concern should be brought to the Director of Student Engagement or the appropriate college office (CACE, OEI, Title IX, etc.) for consultation, to ensure that all College policies and processes and law are followed.

Proper transition of important materials (e.g., passwords, relevant accounts, budget documents and constitution, etc.) every semester is vital to the health and sustainability of the student organization. There are a myriad of reasons for when student leaders step down (e.g., graduation, studying abroad, etc.) and leadership should take the necessary steps to ensure that the organizational memory is passed down. If future leadership has not yet been decided, it is recommended that all relevant information be temporarily given to the organization advisor as Student Engagement is unable to store this information.

Student Leadership Transition Checklist

 

Active and recognized student organizations’ general email addresses will be made available on the Student Engagement directory website. Student Engagement will NOT email student organizations on behalf of any other student organization on campus.

It is the responsibility of every student organization to actively check and respond to its email address, as student engagement and the college exclusively uses this email for important communications and announcements.

“Doxxing,” as it is frequently called, is the act of gathering someone’s personal information and revealing it to the public, often in a malicious way. This can be done in a variety of ways including but not limited to public humiliation, online harassment, stalking and identity theft.

Many people maintain a public presence online, whether publicly and/or professionally. Given the risk of online harassment, we recommend you take precautions and be attentive about posting personally identifiable information.

Student organizations that maintain social media accounts must follow the same Code of Student Conduct and be respectful and mindful of the posts and opinions and posts they choose to reshare or upload, as it is representative of the entire student organization as a whole. Student organizations MUST include the following disclaimer for all digital communications.

“This organization’s email account(s) and website(s) are hosted on Lewis & Clark College servers, but are not an official Lewis & Clark College method of communication or website. The material contained in any email messages or on any sites and any links that they offer to other websites or social media have not been reviewed and are not approved, licensed, sponsored, or endorsed by the College. Lewis & Clark College assumes no express or implied responsibility for any component of student organization email communication or websites, including content, presentation, usability, accessibility, accuracy or timeliness, not any links directed from any email messages or sites.”

For Instagram or other social media accounts, student organizations must include the following disclaimer sentence in their biography and/or ABOUT section: “The views expressed herein do not represent those of Lewis & Clark College.”

Student Engagement supports students in their efforts to provide our college community with diverse sport and program opportunities that enrich the student learning experience through engagement, leadership and physical activity in non-NCAA affiliated sport clubs. Some Club sports teams are highly competitive, selective, and associated with local leagues and regional and/or national governing bodies. Other Club Sports may be non-competitive and focus on providing members with an opportunity to engage in an athletic activity with peers.

In order to receive support from Student Engagement, a Club Sport must be registered as a Recognized Student Organization and follow the additional guidelines and procedures outlined in the Club Sports Handbook

 

The Office of Student Engagement supports students in their efforts to provide our college community with a diverse and student-driven media environment.

In order to receive support from the Student Engagement, Student Media Organizations must be registered as a Recognized Student Organization and follow additional guidelines as outlined in the Student Media Board bylaws.

The Student Media Board was created to support and guide Student Media Organizations so that they may share resources, collaborate, and minimize conflicts of interest in the funding process. Funding for Student Media Organizations is governed by the Student Media Board and solely funded by the Student Media Fee, except as outlined in the Student Media Board bylaws.

We recommend that groups whose primary focus is spiritual and/or religious development should also register with the Center of Spiritual Life upon being recognized by Student Engagement. These organizations may have an off-campus advisor in addition to their on-campus faculty/staff advisor. The Center of Spiritual Life will serve as an additional resource to these groups.

We recommend that groups whose primary focus is an identity-based affinity or union should also register with the Office of Inclusion & Multicultural Engagement (IME) upon official recognition by Student Engagement. IME will serve as an additional resource to these affinities/unions.

 Student Engagement will not be able to support student organization events without AT LEAST a three week minimum lead time to the actual date of the event.

Planning Checklist

• When is your event and what time? Anticipated attendance?
• What is the event venue? Email events@lclark.edu to reserve your venue and to start the event planning process.
• What is your complete budget for the event?
• Are you bringing any external speakers/performers?
• Have you completed a performance agreement? This MUST be completed by both parties prior to any advertising. The performance agreement will need to be turned in with a completed reimbursement check request form as well as with a completed W9 for the external performer. Please make sure all legal names match on all documents.
• Will you need to make any type of travel arrangements? Hotel accommodations?
• What does your marketing campaign/timeline look like?
• Do you have a timeline for how the event will run that includes setup time, the actual event and breakdown/clean up (also called a “Run of Show”)?

The Office of Student Engagement reserves the right for capacity and/or safety concerns to require that a specific student organization event or program be limited to current Lewis & Clark students.

Food and beverages are an important part of many student organizations missions, programming, and engagement strategies. Serving food and beverages at events, however, increases risk to your event. To minimize the chance of widespread food-borne illness, food spoilage and contamination, and maintain compliance with local food regulations, we offer the following guidelines to student organizations.

Food Handling

Students are highly encouraged to primarily offer individually packaged/sealed snacks at events or use the services of our campus caterer Bon Appetit or a licensed off-campus vendor (with approval) whenever possible.

Catering - Bon Appetit and Using Outside Providers

Bon Appetit has primary catering rights on campus and has special catering options just for student organizations. Please refer directly to the linked website for the most updated information regarding catering instructions and timeline(s).

• Catering orders may be placed with the Catering Manager at (503) 768-7888 or via email catering@lclark.edu.
• Bon Appétit Catering should be made aware of any program-specific details: meetings, speakers, or any other activity that will occur before, during, or following the time catering service is requested. This may affect their ability to properly set up, service or clean up your event and may require additional labor charges.
• Catering orders must be placed no later than seven (7) business days prior to the event. Custom menus require at least three weeks’ notice.
• Delivery is complimentary for all onsite orders of $75 or more. Orders not meeting this amount will incur a delivery charge of $20 to cover incremental costs.
• Catering orders are not considered booked until you are contacted by Bon Appétit with a confirmation.

Under certain guidelines, student clubs are permitted to contract the services of an outside caterer but must submit a Food Service Waiver Form in advance of the event in order to do so. Remember that all contracts or agreements can only be signed by an administrative member in Student Engagement. When using an outside vendor, student organizations are entirely responsible for food and beverages at the event, including set up, clean up, providing utensils, etc..

Food Trucks

Food trucks can be a creative solution when traditional catering may not be an option or for student organizations seeking large-scale programming engagement. Food trucks may be brought to campus but require significant planning and costs. Student organizations interested in bringing a food truck to campus will need to meet with Student Engagement to review and approve event plans and contracts. You will need to obtain the following documentation from the Food Truck and provide it to the Conferences & Events Office prior to the event.

• Name of business (if different than what is advertised on your food truck)
• Name of business owner
• Current business license
• Current health certificate
• Current Food Handler’s License
• Current OLCC license to serve alcohol (if applicable)
• Current certificate of insurance (COI) for $2 million general liability naming Lewis & Clark College as an additional insured

For compliance and insurance purposes, it is strongly recommended that the food trucks are permitted under Multnomah County. Food permitted by other counties or states will take significantly longer to receive approval.

Personally-made food and beverages

Student organizations may only provide personally-made food and beverage items at meetings or events upon approval by Student Engagement. The preparation and handling of home-made food and beverages must be an integral part of a student organizations’ mission or programming. In order to prepare and serve homemade items, a student organization leader, advisor, or college employee with an Oregon Food Handler certification must oversee the preparation, handling, and serving of homemade items. Student Club funds may be used to pay for the Food Handler certification of a member if it is for the purpose of programming.

Alcohol

Student Organizations wishing to serve or consume alcohol at their events are required to meet and receive approval from the Associate Vice President or Director of Student Engagement. If approved, student organizations will need to submit an Alcohol Use Approval Form and are required to follow directions from College Officials and remain in compliance with the College’s Alcohol Policy at all times.

Recognized student organizations are eligible to request funding from the Associated Student Body (ASB). Funding is not guaranteed and student organizations must take their own initiative to complete budget requests and appeals.

• Funds are allocated for an academic year and can only be spent during that academic year. Funds that are not spent by the last day of classes of the spring semester will be returned to ASB for future re-allocation.
• All deposits and expenditures are managed by the College. No student organization may maintain an account with an off-campus financial institution.
• Student organizations are expected to follow their approved budget in accordance with the policies, rules, and regulations of ASB, Student Engagement, and the College.
• Student organizations are solely responsible for tracking their own deposits and expenditures. Opportunities to learn about this process are available at the Student Organization meeting and with the ASB Treasurer throughout the academic year.
• All events must be free of charge, unless the Director of Student Engagement has granted prior approval for nonprofit fundraising efforts or a waiver for special events where monies collected are used to offset costs.
• Student organizations are strongly encouraged to collaborate and partner with other student organizations on events. This allows for funds to be used more effectively and reduce duplicated efforts. Working together also allows for event planning responsibilities to be divided amongst organizations, reducing the workload while getting more people to attend and enjoy events.
• The ASB Treasurer and Director of Student Engagement routinely audit all spending by student organizations. If an organization is found to have misspent allocated funds, it will be subject to disciplinary action through the Community Accountability and Conflict Education office.
• Student organizations may not purchase gift cards as a way to “save” funding for a later time of the year, donate to outside organizations, or use as a form of payment for services provided.

Please refer here for the full Fundraising policy and request form. 

Purchase Card Usage and Reimbursable Expense Policy

Interested in checking out the purchase card on behalf of your student organization? Recognized student organizations are able to request to use a College purchase card so as to not use personal funds.

The purchase card is only available for use during regular business hours, Monday through Friday. Your request is not confirmed until you receive an email directly from studentengagement@lclark.edu.

ONLINE PURCHASES
Student organization leaders will need to make an appointment and work with a student engagement student assistant to make any purchases. Please be ready to provide either the exact link of items in your cart or know what exactly you will be purchasing online when you come in person.

STORE PURCHASES
The same process for online purchases will be used to process store purchases that are “in store pickup orders”. Student Engagement will help you purchase orders online and you will then pick up your order directly at the store.

RECEIPTS
It is imperative that receipts are provided once a transaction has been made with the Student Engagement purchase card. If a student organization repeatedly fails to provide proper documentation and paperwork to justify a charge, their ability to request to use the credit card for future purchases will be revoked.

Please refer to the Purchases & Reimbursable Expense Policy for guidelines on how to spend student organization funding and understand the reimbursement process.

Fundraising

Fundraising is an important resource for some student organizations or part of a student organization’s mission. Some fundraisers may be for the purpose of increasing a student organization’s resources (e.g. additional equipment or travel). Other fundraisers may include on and off campus events where admission is charged, the sale of goods or services, or direct solicitations for worthy causes. All fundraising must be approved by Student Engagement to maintain compliance with the College’s legal status and policy.

Student fee monies are charged to directly benefit Lewis & Clark students’ educational experience and may NOT be donated to external organizations regardless of method (e.g., writing a check, providing a gift card, or making a credit card purchase).

Student Organizations interested in fundraising must submit a Student Organization Fundraising Request form, meet with an administrative member of Student Engagement, accurately represent the purpose and intended use of funds, and comply with all College policies, local, state, and federal laws. Fundraising efforts cannot conflict with the College’s values and/or mission.

Prohibited Activities

• Raffles in which tickets must be purchased are considered a form of gambling and NOT allowed.
• Instead, student organizations may offer door prizes and ask for donations but will need to provide tickets free of charge to everyone who attends the event regardless of whether a donation is made or not.
• Fundraisers that promote alcohol and/or substance use.
• Any activity that is discriminatory or offensive in nature.

Funds raised from fundraisers must be deposited into the student organization’s institutional account within two business days. Personal bank accounts may not be used for ANY student organization funding or fundraising proceeds.

For more detailed information and guidelines on acceptable fundraisers and/or to submit a fundraiser for approval, please refer to the Student Organization Fundraising Request form.

The large events policy is designed to provide guidelines and procedures for student organizations planning and executing large events (generally 50+ attendees) on campus or at contracted external venues. Large events can include but are not limited to dances, symposia, concerts, festivals, and major fundraisers. The goal is to ensure the safety, success, and compliance of these events with college regulations.

Any event that falls within the Large Events Policy of 50+ attendees will automatically activate the Late Night Event Policy requirements as well.

1. Event Proposal and Approval

• Student organizations should submit a detailed event proposal to the Director of Student Engagement at least four weeks prior to the intended event date OR at the bare minimum, have started a planning conversation with the Director (refer to How to Plan an Event for help in drafting the proposal). Additional meetings may be required between this initial meeting and the proposed event date based on final scale, anticipated risk and attendance.
• The proposal draft should include event objectives, proposed date, time, and location, draft run of show, estimated budget, risk assessment, and any other special requirements or considerations.
• Approval of the event proposal is contingent upon meeting all college guidelines and requirements.
• Student event organizers should have an event briefing with Student Engagement staff no less than 48 hours before the event to review final expectations and procedures.

2. Risk Assessment and Management

• Student event staff (i.e. event organizers) from the hosting organization will have primary responsibility for the overall operations of the event. Event organizers will provide their names and contact information to Student Engagement staff.
• Student organizations are responsible for conducting a thorough risk assessment for their events, identifying potential hazards, and proposing mitigation measures.
• Activities and programs determined to be high risk by the Office of Student and Engagement will require additional assessment and approval from the Office of Student Engagement and Emergency Management (or designees).
• Additional insurance coverage may be required for the event (e.g., events held at off-campus venues) and will be determined and/or required by the Conferences & Events Office.
• Student Engagement staff and one of the student organization event staff will meet with Campus Safety and Conferences and Events (or designees) the week of the event to review expectations and risk assessment/management of the venue and of staff supporting the event as needed.

3. Safety and Security

• Student organizations will be asked to work closely with Campus Safety, the Office of Emergency Management, and Student Engagement to ensure the safety and security of attendees at their event.
• Emergency response plans must be in place, including evacuation procedures and medical assistance.
• Contract security will be required based on the following anticipated size of attendance. Additional security may be required based on the risk assessment of the event. Contract security will be under the supervision of Campus Safety if another administrator or the student organization advisor is not present.
1. 1-50 attendees - No contract security staff required. One student from the hosting organization will take responsibility for the event and staff it for the duration.
2. 51-100 attendees - One contract security staff required. Two students from the hosting organization AND the organization advisor OR another staff member will take responsibility for the event and staff it for the duration.
3. 101-150 attendees - Two contract security staff required. Three students from the hosting organization AND the organization advisor OR another staff member will take responsibility for the event and staff it for the duration.
4. 151-200 attendees - Three contract security staff required. Four students from the hosting organization AND the organization advisor OR another staff member will take responsibility for the event and staff it for the duration.
5. 201-250 attendees - Four contract security staff required. Five students from the hosting organization AND the organization advisor OR another staff member will take responsibility for the event and staff it for the duration.
6. 251+ attendees - events of this size will meet the minimum threshold above and may require the involvement of additional security or administrators, depending on the nature of the event.
• Cost of contract security and/or overtime pay for any hourly staff (i.e. per union rules, Campus Safety officers have right of first refusal to staff events where contract security is requested) will be the responsibility of the hosting organization.

4. Budget and Funding

• Student organizations must prepare a comprehensive budget for the event, including all projected expenses and potential sources of funding.
• Funding sources may include student organization budgets, sponsorships, ticket sales, and external grants.
• Financial transparency and accountability are essential throughout the planning and execution phases.

5. Promotion and Marketing

• All promotional materials and advertisements for the event must comply with college posting policies.
• Student organizations should utilize diverse marketing channels to reach their target audience while respecting the privacy and preferences of the university community.

6. Accessibility and Inclusivity

• Events must be accessible to all members of the university community, including individuals with disabilities. For help in planning an accessible event, please refer here.
• Student organizations should consider diverse needs and preferences when planning event logistics, such as venue accessibility, interpretation services, and accommodation requests.

7. Alcohol and Substance Use

• If alcohol will be served at the event, student organizations must adhere to university policies and state laws regarding alcohol consumption and distribution.
• For events where alcohol will be present student hosts will complete the Alcohol Use Approval process through Conferences and Events.
1. The cost for the alcohol, servers, security, permits, etc. will be the responsibility of the hosting organization.
• Responsible drinking practices and designated driver programs should be promoted to ensure the safety of attendees.

8. Compliance and Accountability

• Student organizations are responsible for complying with all university policies, local regulations, and applicable laws throughout the planning and execution of the event.
• Any violations of this policy or related regulations may result in disciplinary action against the student organization and its members.
• Student event staff will refer any policy violations that cannot be resolved to Campus Safety or their Student Engagement contact.
1. The Student Engagement contact and/or Campus Safety officer will submit a referral to Community Accountability and Conflict Education as appropriate.

9. Post Event Evaluation

Student event staff will meet with Student Engagement within one week after the event to debrief the event. If there was property damage, disruption, or violations of College policy at the event, Student Engagement and the hosting organization will determine how to remedy these issues and evaluate if there needs to be a referral to Community Accountability and Conflict Education. A summary of the meeting will be documented to use for risk management and logistic planning should the event occur again.

To provide support and structure for student organizations to host late night events while promoting student safety and limiting unexpected disruption to the community or damage to property.

A “late night event” is:

1. an event occurring on the Lewis & Clark campus, in facilities controlled by Lewis & Clark, or contracted at an external venue,
2. an event hosted by an undergraduate student organization,
3. that extends past 10:00pm.

Expectations:

• Late night events are generally only open to L&C students.
• Late night events are typically alcohol free but exceptions may be made by the Office of Student Engagement.
• Events will generally end by 1:00am.
• Location of late night events on campus will prioritize limiting potential disruption to normal operations of Lewis & Clark, e.g. potential impacts for sleeping areas of the residence halls, quiet study spaces, and of the surrounding neighborhood. As such, Late Night Events are primarily held in Smith Hall, Fowler Campus Center, and the Gregg Pavilion.

Exceptions to these expectations will be evaluated by Student Engagement staff in coordination with appropriate campus partners.

Films, television, and multimedia can play an important role in the educational and academic experience of student organizations. As we strive to foster creativity, collaboration, and the sharing of ideas, we must also understand and respect the legal frameworks that protect creators’ intellectual property. Our Copyright Policy is designed to ensure that all student organizations are aware of their rights and responsibilities regarding the use and distribution of creative works.

Copyright law protects original works of authorship, including written content, images, music, and other creative materials. Adhering to these laws is not only a legal obligation but also a reflection of our commitment to ethical practices and respect for the creative efforts of others. This policy outlines key principles and guidelines for using copyrighted materials, creating original content, and properly attributing sources.

Go here for the complete policy review and guidelines.

If you have a question regarding copyright and usage rights, please contact the Office of Student Engagement for assistance.

 

Student organizations’ programs and events are an important part of building a dynamic and vibrant community. Creating an environment that fosters effective communication and mutual respect of others’ needs is equally important. One key aspect of maintaining a positive atmosphere is managing noise levels within our spaces and activities. Both the city and college have noise policies that must be considered when planning events and programs. Please consult with the Office of Student Engagement, if you believe your event or program may include excessive noise that could impact others on campus or in the neighborhood.

Noise guidance for programming in the residential areas of campus

Quiet Hours in the residential areas of campus begin at 10 p.m. on the evenings before College classes are in session and at midnight on all other nights. Quiet Hours end each day at 10 a.m. Quiet Hours are in effect 24 hours a day beginning the Wednesday before Finals Week of each semester and extending through the end of Finals Week

Noise guidance for programming in Fowler Student Center and Academic Buildings

As many college offices operate and serve students in Fowler Student Center, loud noise or music should not be in use before 6 p.m. without permission from the Office of Student Engagement.

Programming and events in academic buildings cannot disrupt classes. If you would like to use an academic building for a program or event that will include loud noise or may be disruptive for other reasons, you must consult with Student Engagement and Conferences Events to avoid conflicts with classes

Noise Guidance for Outdoor Events on Campus

Noise at Outdoor Events on campus are guided by the City of Portland.

Title 18 - Noise Control

The Title 18 Noise Control Code is intended to control the level of noise in a manner that promotes health and the common good. The Noise Code works to reduce unnecessary and extreme sound in the environment to preserve the use, value, and enjoyment of property; conduct of business; and sleep and relaxation.

Types of Noise Covered by the Code: amplified sound, music, motor vehicles, construction, events, and parades, animal noises from legal animal facilities.

To obtain a Portland Noise Ordinance for an outside event, please work with the Director of Student Engagement (who will then work with the Associate Vice President of Student Life Operations & Strategic Initiatives).

Lewis & Clark College is committed to providing a forum for free and open expression of divergent points of view by campus speakers. Use of College facilities by outside speakers is not construed as an endorsement by the College of any speaker’s views. All students and student organizations must observe College policies governing speakers.

Political Candidate Speakers

Organizations must provide equal opportunities to speak at college or university events on an equal basis to all legally qualified candidates for a public office. If organizations chooses to invite candidates to speak individually in the capacity as a candidate, it must take steps to ensure that

all such legally qualified candidates are invited and that none are favored in relation to the activity. For example, if a student organization invites one candidate to speak at a well-attended annual banquet, but invites another candidate to speak at a sparsely attended general meeting, the university will not have provided equal opportunity to participate. An explicit statement should be made as part of the introduction of the speaker and in communications concerning the speaker’s attendance that the college and student organization does not support/endorse or oppose the candidate. Campaign fundraising at the event is prohibited. As a college, we must make reasonable efforts to ensure that the appearances constitute speeches, question-and-answer sessions or similar communications in an academic setting and are not conducted as campaign rallies or events.

Conducting institution-sponsored public forums to which all legally qualified candidates for a public office (or for the nomination of a particular party) are invited and given equal access and opportunity to speak, if the format and content of the forum are presented in a neutral manner.

Inviting candidates to appear in a non-candidate capacity, provided that the individual is chosen to speak solely for reasons other than his or her candidacy, the individual speaks only in his or her non-candidate capacity, no reference to the election is made, and the organization maintains a nonpartisan atmosphere on the premises or at the event. Campaigning at the event should be prohibited. The institution should clearly indicate the capacity in which the candidate is appearing and should not mention the candidacy or the upcoming election in any communications announcing the candidate’s attendance.

As a 501(c)(3) tax-exempt entity, Lewis & Clark College is prohibited from engaging in certain types of political activity. The consequences of engaging in prohibited election activity include the imposition of excise taxes and loss of the College’s tax-exempt status. The College is legally prohibited from endorsing candidates for political office or making any contribution of money, goods, or services to candidates, including through the use of College facilities or any other College resources.

Printing on Campus

For all printing needs, there is a walk-in service at the FedEx Office Print & Ship Center conveniently located down the hill at 7421 SW Barbur Blvd., telephone 503.245.0474, and email usa1190@fedex.com. Please note you may contact any other FedEx Office locations of your choosing. For current contract pricing, see our Print On Demand Pricing Sheet and Product Definitions.

Only recognized student organizations have the right to ask for posting approval. See the Student Life Posting Policy here.

All activities or events, regardless of size, involve levels of risk. Student organizations hosting events on and off campus must be aware of potential risks and work to develop strategies to mitigate those risks.

1. IDENTIFY THE RISKS

What types of risks are associated with the proposed activities of your event(s)? Types of risks range from physical (e.g., bodily harm and/or injury, damage to property), reputational (e.g., the hosting student organization and/or the College), emotional, financial, and/or legal.

2. ASSESS THE RISKS

What is the probability of the risks happening? Students should consider how important the “risky” behavior is, the level of control you have over said risk, the potential of the risk to occur and actual losses that might come from the risk, and how severe weather could impact the event.

3. PLAN FOR IDENTIFIED RISKS

Determine viable options and best practices managing identified risks. What measures can be taken to reduce the likelihood of risk occurring?

4. IMPLEMENT THE PLAN

Once you have a plan in place, stick to it! It is also important to document the mitigation steps during this phase (e.g., what worked and what did not work) for future event planning.

5. EVALUATE THE PLAN

Did the plan work? What did not work? Evaluate the areas that worked and make notes for future events.

 *This travel policy applies to ANY club sports and student organization travel requests.

Day Trips

Student organizations must notify Student Engagement of any trips taken off campus even if just for a single day or a few hours (e.g., these include driving to a grocery store to explicitly purchase food for a hosted student organization event). Student drivers will still need to be certified by the Facilities Department. Student leaders may proceed with DAY TRIPS once they have been logged here with Student Engagement and do not need to wait for a confirmation.

Day Trip Form

Extended Travel

Student organizations must apply for approval PRIOR (at least two weeks prior to the departure date) to embarking on a trip that includes at least ONE overnight stay. In order to request any type of financial support or reimbursement for the travel, students must complete and receive approval from the Office of Student Engagement for their extended travel. Travel expenses not pre-approved before the trip will not be reimbursed.

This form must be completed in its entirety upon submission. Student Engagement will not accept incomplete forms.

For more information, refer here for the complete policy.

Visitors to student organization programs and events must be hosted by a recognized student organization and/or their advisor. Hosts are responsible for their visitor’s adherence to all current Lewis & Clark and/or Student Engagement policies during their visit.

A visitor is defined as any individual coming to campus who is not a registered student of Lewis & Clark and is not a College staff or faculty member.

Visitors coming to campus must be for a specific event or activity that the student organization is hosting on campus and occurs as a “one-off” event. There is no soliciting or loitering allowed on campus for any reason.

Parking information for visitors may be found here. The College’s COVID-19 Policy may be found here. Requirements for Hosting Visitors

• Hosting student organizations are responsible for informing visitors of this policy.
• If at any time a hosted visitor is found to be in violation of any Lewis & Clark and/or Student Engagement policy, they will be asked to leave by the hosting student organization and/or advisor.

The Office of Student Engagement reserves the right for capacity and/or safety concerns to require that a specific student organization event or program be limited to current Lewis & Clark students.