* Register Your Organization
* Reserving the Activities Van
* Showing Movies/Videos
* Posting Policies
* Tabling in the Student Center
* Sign-Ups & Ticket Distribution Through the Front Desk
* Organization Mail Boxes
* Monthly Activity Calendars
* Supplies
* Organization E-mail
* Keys for Student Offices
* Afterhours Building Access
* Reserving a Room
* Reserving A/V Equipment
* Food/Catering Needs
Reserving the Activities Van for Your Organization
If your organization would like to use the Activities Van, you need to reserve it in advance at the Front Desk. You must have an authorized driver and return the vehicle full of gas. (See the "Policies" section in this handbook for a full description of the requirements and policies related to using the Activities Van.)
To reserve the Activities Van, you need to fill out a reservation form available at the Front Desk. Have the Front Desk check on the date(s) you’re looking at to make sure it’s available, then turn in the completed form. Remember, the van must be returned clean and full of gas. If it isn’t you will be billed for both.
Anyone driving the van must pass the van driving test and submit a copy of your driving record. The van driving test is a self-directed course available at the Security Office and takes about 1 ½ hours to complete. Call Security to schedule this test. Once you take the test, you’re good to drive the rest of your time at Hamline. An update list of authorized drivers is kept at the Front Desk. Only authorized drivers will be allowed to check out the van!---NO EXCEPTIONS!
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Showing Movies/Videos on Campus
HUSC and the Office of Student Activities purchase a yearly video license that allows us to show up to 25 videos on campus each year. We order videos through the company with whom we have the license. YOU CAN NOT SHOW A VIDEO ON CAMPUS WITHOUT GOING THROUGH THIS PROCESS. If you do, you are in violation of copyritght laws. This is true even if it’s an "educational" event. Not every title is covered under our license, however, it applies to most major studios. Movie catalogs are available at the Front Desk.... or better yet look online at www.swank.com, click on "College Campus" and from there you can check out available titles.
When you find a movie you’d like to show, let Kelly or Wendy know the title and date of your showing. (Allow at least 1 week) We’ll order the video and it will be delivered to the Front Desk—usually with in 2 or 3 days of your show date. When you are finished, return the video to the Front Desk and we’ll take care of shipping it back. Let me know if you want publicity flyers in advance. Most titles have them available at no extra charge...but again, you need to order early. Remember, if you do not go through this process to show a video, you are breaking the law!! When you schedule the room you want to use for the showing, be sure to include that you need a TV/VCR or video projector/screen. Brian Johnson in AV will take care of that.
***Click Here to register your Video!***
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Posting Policies
(flyers and posters on campus)
You must get anything you want to hang stamped at the Front Desk! Flyers need to include contact info somewhere. (Name of sponsoring group and phone # or e-mail) Do NOT hang flyers on any doors, glass, or windows. In the Student Center, do NOT hang on the columns in the Main Lobby or the wall down towards Walker. If you hang a flyer, or a poster, please take it down after your event has taken place. Not two weeks later, but right after.
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Tabling in the Student Center
If you want to set up a table in the Student Center Lobby, you need to reserve that through the Front Desk. Day of and day before reservations are not accepted.
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Activity Sign-Ups & Ticket Distribution through the Front Desk
The Front Desk can handle sign-ups for activities that you have planned as well as distribute tickets or coupons for events. However, we will not do ticket sales (or anything that requires exchange of money). If you are selling tickets, we suggest you do that through tabling in the Student Center. When doing a sign-up, please give our Office at least 1 week notice so that we can train the Front Desk staff to handle your request.
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Organization Mail Boxes
All student organizations have a mailbox located in the Student Org Office. (Lower level of the Student Center) Check it regularly!
Publicity Tools for Student Orgs
- Metal Standards: Need to reserve to use.
- Rolling Kiosks: Can be wheeled around to various locations. Reservable through the Front Desk
- Display Placards: These are plastic table stands that you can insert 8 ½ x 11 flyers into. Check out as many as you need (up to 20 for display in Sorin, HUB, etc...) You will be billed for those not returned
- Student Center Bulletin Board: Can be reserved for up to 10 days.
- All of the publicity tools may be reserved through the Student Center Desk. Orgs will be charged for those items not returned to the Desk.
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Monthly Activity Calendars
There is the big wall calendar on the way down to the HUB. SOC can list your event/meeting on this board. The Student Activity Office also publishes a monthly calendar. To get listed on this calendar, please have your information to the Front Desk one week before the first of the month.
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Supplies
Large paper roll for making posters and banners, an abundant supply of markers, scissors, a button maker, ribbons, poster board, paper cutter, tape, etc. Feel free to use it all. Just check them out and return when finished. Let us know if the markers need to be re-filled. These markers get a lot of use and we need to remember that many student orgs rely on them being available and in good shape. Students are not allowed to take the markers out of the Student Center or check them out over night.
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Organization Email
Any recognized student organization may request to be given a hamline email account to use for organizational purposes. An organization e-mail account will be created for the organization and allowed the ability to send emails to the CLA Digest that is sent each day. Organizations are encouraged to not do more than three (3) all-campus e-mails per week. The following guidelines should be followed. Use of the emails beyond those recommend may result in organizations losing their access.
Appropriate Use:
- Announcements of upcoming meetings, events and activities.
- Announcement of recognition or acknowledgement
- Announcements of new services or policies
- Announcements related to organizational initiatives/concerns
Inappropriate Use:
- Items for sale or swap
- Ride Share information
- Housing or rental information
- Personal opinions or editorials
- Postings not related to organizational or departmental initiatives
Appropriate mediums for these postings include PiperBabble, the Oracle, and the freespeech listserv.
How to Send an All-Campus Email
Once your organization’s email account is created, you will be authorized to post to the CLA Digest from that account. In the "To:" box on the e-mail, simply type in clastudents-announce@hamline.edu. Type in your message and add a subject line that is easy for students to see if they are interested in reading the message. Hit "Send" and the email will go to out in the next daily CLA Digest . Daily Digest are scheduled to go out at noon each day.
Be aware that students will have the option of removing themselves from this list if they do not want to receive general e-mail announcements.
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Keys for Student Offices
For student orgs that have their own offices, we can issue keys to approved members for the academic year. (Keys will not be issued for the outside doors of buildings) Once the Student Activities Office receives a list of those students authorized to obtain keys (From the organization President) you need to come to the Front Desk and fill out a key request form for each key that you wish produced. That form will be sent to Safety and Security and within 2 days keys will be generated and issued to the student. Also, their individual fast key numbers will be affixed to the keys. You will be billed for lost keys.
The Student Organizations Office and Student Organization Resource Center (The SORC) will be available to all student organization members during regular Student Center hours. You can sign-out the key from the Front Desk by leaving a student ID. If you want members of your organization to have keys to your office, we can order keys for those approved people through Safety & Security. We will submit the key information to Safety & Security and that is where you can pick up your key.
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Afterhours Building Access
If you have an office on campus and want to have access to it past regular building hours, you need to get on the Afterhours Access list with Safety & Security. Leaders of those orgs who would like this need to give the Student Activities Director the names of those people that are allowed to have afterhours access.
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Reserving a Room/Space on Campus
Every space on campus is reservable. (Indoor and out) The easiest way to reserve a room/space for an event or to check on room availability is on the Scheduling Office webpage. A list of rooms and their capacities can also be found on this webpage. You can also check that page for their calendar of events which shows events/reservations for the entire year.
When submitting your reservation ("Space Request Form" on the web page), make sure you include all pertinent information. (Under special requests, you can include your set up needs including AV requests) Some spaces on campus charge for their use (Sundin Hall, Conference 106) You must submit a budget number with your request for these spaces.
Remember to contact the Scheduling office if you cancel your event so others may use the space. Questions can be directed to Michelle Hueg (x2399, mhueg@gw.hamline.edu) or to the Scheduling Office x2474. The Scheduling office is located next to Safety & Security in Drew Hall.
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Getting A/V Equipment for Your Event
Brian Johnson is the A/V-Media Services manager—the man for all your media equipment needs! His office is located in the basement of Bush Library, but you’ll be lucky to find him there. You can also reach him at 523-2220 or send e-mail to Brian.
Students and campus organizations can arrange to rent the following equipment:
- slide projectors
- cassette players
- VHS and S-VHS camcorders
- micro-phones and speakers
- audio and video editing equipment
- audio and video dubbing equipment
- portable overheads
It is recommended that organizations reserve equipment at least two weeks in advance and confirm with Brian on the day of the event. ALL AV NEEDS CAN BE SUBMITTED WHEN YOU RESERVE YOUR SPACE ON CAMPUS. THEY WILL BE FORWARDED TO BRIAN.
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Food/Catering Needs
The catering office is located in Sorin Hall near the entrance of the dining room. Hamline catering services can provide coffee, refreshments, served meals, box lunches, ice cream socials, and more! To place a catering order you need to reserve the space (see Reserving Space On Campus above). In order to accommodate your order, please call Lyle at x 2410 at least two weeks in advance of your function. He’ll need to know all the details about your event Location, date, time, etc.) and a budget number.
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