Student Activities and Organizations

Valparaiso University is proud to support a wide variety of student organizations each year.
Once a student organization receives official recognition by the Student Senate, the annual
registration process is then managed by the Center for Student Involvement. You can also
refer to the Student Senate Bylaws, Article X: Recognized Student Organization.
Student Organization Requirements

1. Identify and have committed a minimum 5 current Valparaiso University students
2. Meet with Anthony Ceja, Assistant Director for Student Engagement
3. Develop an official constitution containing:
   a. A purpose statement that aligns with the mission and values of Valparaiso
   University
   b. Breakdown of Organization structure & operations
   c. Member expectations
   d. An amendment process
   e. A clause specifying that membership and voting rights will be based on
   f. individual merit, free from discrimination based on race, complexion, national
   origin, disability, age, gender, or sexual orientation.
4. All recognized student organizations must have a current faculty or staff advisor.
5. Student organizations are not allowed to receive financial support from any resources
   outside of the Student Senate budget, with the exception of philanthropic organizations,
   honor societies, and professional fraternities at the discretion of the Student Senate
   Operations Committee.
6. Regional/National Organization affiliates must submit the broader constitutions and
   bylaws to Student Senate
   Once all of the above is completed, you will submit your Organization Approval Form in order
   to be considered for recognition. The Operations Committee will review your application and
   contact you via email to schedule a meeting to discuss the application.
   If you have any questions, please contact the Student Senate Operations Committee
   Chair at senate.operations@valpo.edu.

At Valparaiso University, every recognized student organization partners with a faculty or staff advisor who plays a vital role in supporting the group’s success. Advisors commit to serving for a full academic year and work alongside student leaders to help them navigate opportunities and challenges. They are encouraged to be familiar with university policies and procedures as outlined in the Valparaiso University Student Handbook and the Recognized Student Organization Manual, ensuring the organization can thrive within the university’s mission and guidelines.

What is a Faculty/Staff Advisor?

Faculty/Staff Advisors serve as mentors, supporters, and connectors for student organizations and their members. They play an essential role in fostering both the growth of individual students and the success of the organization as a whole.
Responsibilities of a Faculty/Staff Advisor

1. Understand the Organization – Advisors should be familiar with the mission, goals, and purpose of the student organization they support.
2. Guide Without Directing – Advisors provide insight and feedback while empowering students to take the lead. The greatest learning occurs when students take ownership of the organization’s decisions and activities.
3. Offer Informed Perspective – Advisors contribute guidance rooted in their knowledge of group dynamics, university system , and available resources. While they provide recommendations, it is ultimately the students’ choice to accept or adapt the advice given.
4. Promote Informed Decision-Making – Advisors should encourage students to gather complete information before making decisions and intervene if actions appear to conflict with the organization’s constitution, university policy, or legal requirements.
5. Connect to Campus Resources – Advisors can help bridge connections between the organization and campus departments, offices, and services that can support the group’s goals.
6. Support Leadership Development – Advisors should maintain regular communication, ideally through bi-weekly/monthly meetings with the organization’s leadership. These conversations offer one-on-one mentorship that strengthens the leader’s skills and confidence, ultimately benefiting the entire organization.

When planning events on campus, it is important to be familiar with campus rules, policies, and procedures. This guide is meant as a resource for all student organizations, their leaders, and advisors to ensure the success of their organizations and events.

This resource is updated and organized by the Harre Union and Student Activities staff. If you have questions about any of the details, policies, or procedures listed within this guide, please contact the Coordinator of Student Activities, Anthony Ceja, at anthony.ceja@valpo.edu or 219.464.6710.

Student Activities Forms

• Advisor Agreement Form
• Student Organization Email Request Form
• New Student Organization Request Form
• New Event Registration Form

Campus Information

• Valparaiso University Directory
• Campus Map and Directions

Event Planning

• Making Campus Reservations
• Using EMS Virtual (Reservations) One-pager
• How to Plan an Event
• Selling Tickets for your Event
• UPC Equipment Rentals
• Games Area Rentals
• Fundraising Event Request
• Event Advisement Appointment Request

Publicity

• University Branding Guidelines and Expectations
• Ordering Apparel, Trophies, Giveaways and Awards with the Valpo Logo (Approved Vendor List)
• Digital Signage in the Union: Please create a Google Slide with your events information and email it to brand.manager@valpo.edu

Policies

• Contracts
• Dining Services – Catering
• Dining Services Food Release (must get from the Dining Office): Parkhurst Dining is the sole provider of food services for Valparaiso University and is provided with the right
  of the first refusal of any catered event. This release form is intended for food items that are donated to internal functions. If your organization is having food items donated for their event please be sure to obtain this form and the necessary approval. This form is to be submitted by the Valparaiso University department or sponsoring organization, and must be approved two weeks prior to the event. Please allow time for donation agreements and event consultation with the Catering Department to take place prior to approval.
• Emergency Procedures
• Film/Movie Viewing: Organizations or those wishing to show copyrighted visual materials, such as films, cannot confirm reserved space or advertise any event in which the film is to be shown until a copy of the licensing agreement obtained by the organization has been provided to the Union Administration and Student Activities offices.  Failure to do so will result in suspension of an organization’s privilege to reserve space on-campus for a period of time.  For more information on the university’s please visit this link, and for more information on understanding copyright laws please visit this link.
• General University Policies
• Liability Waivers: Liability waivers should be signed for all events that include any activity that has inherent hazards or where someone could be injured. Please download this liability waiver and have all participants sign it before participating in said activity. Additionally, please keep these liability waivers in a safe place for seven years.
• Procedure for Pre-Approving Student Org. Purchases Made With a VU-Issued Credit Card
• Student Life – for Co-curricular and Student Organization travel. Student travel that is sponsored by student organizations requires the approval of the Center for Student Involvement by completing the myValpo event registration form. Such travel must also adhere to current policies and procedures for student organizations.

For information regarding Student Senate policies, forms, and contacts, please see their website. valpo.edu/student-senate.

Presentations:

The Office of Information Technology (IT) provides online presentations that can assist Student Organizations with a wide variety of topics including; productivity, leadership, management, communication, social media, promotion, and networking. Please visit the list of Lynda courses here.

Are you interested in hosting a charity/fundraiser run or walk? Please connect with Anthony Ceja, Coordinator of Student Activities, if interested in hosting a fundraiser or awareness run/walk event on Valparaiso Universities campus. Below are all the necessary steps to get a walk/run event approved on-campus. Please note that all walk/run events should be tied to an awareness-raising issue and if a registration fee is required there should be a fundraising element.

Step 1: Reserve your space. If you are hoping to use the Chapel turnaround space please work with the Chapel staff to reserve this area.

Step 2: Fill out the  “New Event Registration Form”   (you will need to attach a map of the proposed route)

Step 3: Meet with or receive confirmation from the Coordinator of Student Activities, Anthony Ceja.

Step 4: Meet with the Assistant Chief of Police (Valparaiso University Police Department)

Step 5: Meet with Event Advisement Team for final overlook of event at least one week prior to event date – Email Mary Akers, mary.akers1@valpo.edu to request a meeting.