Campus Clubs

Through UAS BCM, we encourage Christian students to embrace and live for Christ and to educate and inform interested students about the Bible. 

View the club's Constitution.

Club Advisor: Rachelle Grossardt, uasbcm@gmail.com, 907-305-0624

Student Lead: Jared Cook, uasbcm@gmail.com, 907-821-2447

Meeting Times: Thursday night Bible study, 9PM @ Chapel by the Lake.

A group dedicated to creating a safe community and opening doors for all UAS students -regardless of sexual orientation, gender identity, and more through supportive discussion and events.  

Club Advisors: Kolene James, kejames@uas.alaska.edu, 907-796-6454

Student Lead: Jenna Hallenbeck, jaseyjagat@alaska.edu, 907-796-6043

Meeting Times: Fridays 3:30 - 4:30 in the NRSC

The UAS Disc Golf Club gives everyone the opportunity to get out and enjoy the pleasures of disc golfing.

Club Advisor: Derek Eby, djeby@uas.alaska.edu, (907) 796-6392

Student Contact: Blake Fletcher, bafletcher@alaska.edu

Meeting times: TBA

The Flying University at UAS is an on-campus extension of the Flying University at Lemon Creek Correctional Center, a prison education project that brings UAS Students into LCCC for mutual study with incarcerated students. The mission of Flying University is to provide peer support and social comfort for those transitioning from Prison to University life.

Club Advisor: Sol Neely, sjneely@uas.alaska.edu, (907) 796-6411

Student Lead: Marcos Galindo, galindomarcos1@gmail.com

Meeting times: TBA

The Gaming Club will facilitate a meeting of gaming enthusiasts of all forms in a social gatehring with the intent of spreading love of gaming to those unfamiliar with various forms of gaming.

Club Advisor: Martin Carter, mcarte32@alaska.edu, (907) 340-3583

Student Contact: Walter Czopek, czowal12@live.com

Meeting Times: Meetings will be every Saturday, 5PM - 12AM in the top floor of the Egan building

A place for history fanatics and newcomers alike to grow their knowledge and share information for a subject they're passionate about.

Club Advisor: Robin Walz and Will Elliott, rrwalz@alaska.edu, wdelliott@alaska.edu

Student Lead: Trystin Luhr, trystinluhr@gmail.com

Meeting Times: Every Saturday from 3-5PM

Objective book club whose purpose is to expand philosophical knowledge and discuss possible solutions to current issues. 

Advisor: Ivan Hazelton, ivan.hazelton@uas.alaska.edu, (907) 796-6119

Student Lead: Stefann Paddock, stefann.paddock@gmail.com, (360) 718-8905

Meetings: Friday at 5:00pm

Our purpose is to show mathematics outside of the classroom. This includes looking at fun facts, presentations, or challenge problems from journals. All students welcome no matter what level they are in.

Club Advisor: Chris Hay-Jahans, cnhayjahans@alaska.edu, 907-796-6408

Student Advisor: John Heritscko, dontplaywow@gmail.com

Meeting Times: 1st & 3rd Friday of each month, 4-5 pm in Egan 219.

Learn about Fungi of Southeast Alaska and others around the world. The club will learn to grow mushrooms and identify fungi in the wild, as well as do some wild mushroom foraging.

Club Advisor: Dr. Sherry Tamone, sherry.tamone@uas.alaska.edu, (907) 796-6599

Student Lead: Alannah Johnson, anjohnson18@alaska.edu,  (760) 974-0646

Meeting Times: Please Contact

Provides non-ODS outdoor leadership opportunities.

Club Advisor: Forest Wagner, fjwagner@alaska.edu

Student Lead: Tedmund Hanrahan, tshanrahan@alaska.edu

Meeting Times: Thursday @ 5

The UAS Pre-Health Professions Clubs mission is to provide UAS Students access to resources that will help them be successful in applying to professional programs such as medical, dental schools, etc.

Club Advisor:  Chris Urata, (907) 796-6125, cjurata@uas.alaska.edu

Student Contact: Hailey Quinto and Hailey Stockton, hsstockton@alaska.edu, hmquinto@alaska.edu

Meeting times TBA

The Psychology club aims to facilitate psychological discourse and research, while providing opportunities for academic growth and future career development.

Club Advisor: Amanda Sesko, aksesko@uas.alaska.edu, (907) 796-6436

Student Lead: Liz Hawkins, ehawkins3@alaska.edu, (907) 957-5546

Meeting times: TBA

Radio UAS is college radio for life on the University of Alaska Southeast Juneau campus. With live broadcasts, fun events, and volunteer/community outreach, we work to bring everyone together.

Club Advisor: Rosemarie Alexander-Isett, rjalexanderisett@uas.alaska.edu, (907) 796-6421

Student Contact: Felix Thillet, fathillet@alaska.edu

Meeting Times: TBA

The Accounting Club provides a forum for students to meet informally with accounting faculty and professionals working for the government and business. The purpose of the club is to connect local and online students with accounting professionals.

View the club's Constitution.

Club Advisor: John Blanchard, jhblanchard@alaska.edu, 907-796-6340

Student Lead: Jesyca Ellenbecker, jcmack@uas.alaska.edu

Meeting times: Twice a term

We will speak Spanish in order to extend our vocabulary. We will be learning and practicing Spanish in a fun and informative environment.

Club Advisor: Andrea Dewees,  adewees@uas.alaska.edu, (907) 796-6008

Student Leads: Aspen Daigle, arosedaigle@gmail.com; Erika Cruz, ebcruz@alaska.edu

Meeting Times: Tusedays, 1:30 - 2:30 in the Lakeside Grill.

A fun and empowering group promoting sustainable practices on the University of Alaska Southeast Juneau campus.

Club Advisor: Lora Vess, levess@alaska.edu, (907) 796-6152

Student Lead: Gretchyn O'Donnell, odonnell.gretchyn@gmail.com, (907) 720-0988

Meeting Times: Every other Wednesday, 9:00 - 10:00am

The UAS Veterans and Family Student Association's purpose is to connect students who are Veterans or dependents of Veterans to other students as well as staff/faculty members. Professional development sessions will be offered throughout the year that will cover topics relevant to Veterans and Veteran dependents.

Club Advisor: Deb Rydman, drrydman@alaska.edu, (907) 796-6368

Student Contact: Norix Mangual, norix.mangual@gmail.com

Meeting Times: Once per month

An all inclusive Jesus lovin club with the goal of providing a positive, spiritually open enviroment for students no matter their background. During open hours there is some chill coffee study hours and general hanging out. Once a month we throw a larger event, with lots of food (gotta have it), crazy games, and break out discussions over current hot topics in the world. 

Club Advisor: Allie Mogensen, almogensen@alaska.edu, (414) 731-0706

Student Lead: Joshua Vantrease, jcvantrease@alaska.edu, (907) 399-5674

Meeting Times: Mondays 7:00pm - 12:00am

As a leadership club, Wooch.een works closely with the University of Alaska Southeast and community organizations to foster a better understanding of our states wonderful tribes and promotes an awareness of our states cultural and social issues.

Club Advisors: Kolene James, kejames@uas.alaska.edu, 907-796-6454 & Janelle Cook, jmcook3@uas.alaska.edu

Student Contact: Brandon Johnson, brandonjohnson44@hotmail.com, 907-796-6043

Meeting Times: Fridays, 11:00am - 12:00pm

Our goal is to encourage dialog and understanding of important international, economic, political and social issues through expert presentation, informed discussion, and other educational activities.

Club Advisor: Dan Monteith, dbmonteith@alaska.edu, (907) 796-6143

Student Lead: Evan Carnahan, elcarnaha@alaska.edu, (907) 209-9854

Meeting Times: Please contact

The mission of the YAL is to educate/train young Americans about the natural rights of life, liberty, & property. Our goal is to cast the leaders of tomorrow and reclaim the policies, candidates, and direction of our government.

View the club's constitution.

Club Advisor: Glenn Wright, gdwright@uas.alaska.edu, (907) 796-6115

Student Lead: Casey Bain, caseyb1989@gmail.com

Meeting Times: Fridays 3:30 - 4:00

Student organizations are an essential part of campus life at the University of Alaska Southeast. Involvement in student organizations can enrich your experience as a UAS student and offer you the chance to develop leadership skills as well as strengthen your relationships with fellow students, your campus, and the Juneau community.

This handbook is designed to be a tool for registered and prospective student organizations at the University of Alaska Southeast Juneau Campus. It includes useful information on starting and maintaining a club, the benefits of being an official club, managing club accounts, event planning, advertising, and more. Please take some time to familiarize yourself with its contents, and if you have any questions please don’t hesitate to contact Student Government or Student Activities.

What is a Student Organization?

A student organization or club is defined as a group of currently enrolled UAS students who unite to promote or practice a common interest. Student clubs are organized and established through the United Students of the University of Alaska Southeast – Juneau Campus Student Government (USUAS-JC). Student clubs that are officially recognized by the USUAS-JC have access to certain benefits and privileges not available to unofficial clubs or groups.

Note: Student Organizations housed and funded through UAS departments outside of Student Government, such as the Student Activities Board and Student Alumni Association, are separate from Student Government Clubs and Organizations and are not held to the registration or active status requirements outlined in this hand book.

Benefits of Official Clubs

Benefits of being an official UAS student club/organization include;

• Trainings: Members of clubs may be eligible to attend trainings offered on topics including: event planning, fundraising, organizational success, leadership skills, leadership transitions, and more.
• Facilities/Space Use: Clubs have access to use certain University facilities free of charge that non-official clubs would incur a fee to use.
• Printing: Clubs may print club materials/advertisements in color free of charge. For color printing, please contact the Activities & Student Government Admin.
• Supplies: Clubs may use the colored paper, paints, copier, and other craft supplies located in the Student Activities office for official club use.
• Recruiting: Official clubs may actively recruit members on campus. This includes several events held each fall and spring semester such as Campus Kickoff and Club Fairs. Individual clubs may also choose to hold their own recruiting event as well. Recruitment tabling is welcome at Spikes and the Lakeside Grill, or elsewhere on campus, with prior approval.
• Bulletin Boards: Clubs may post advertisements on UAS bulletin boards located around campus.
• Website: Official clubs have their description and contact information posted on the UAS website, as well as events and meetings posted to the Juneau Activities online calendar.
• Funding: All official clubs receive a starting semester allotment from the USUAS-JC (amount determined each year). Clubs also have the opportunity to request additional funding from the USUAS-JC.

Contacts

Student Government
Mourant 124
jypres@uas.alaska.edu
(907) 796-6517

Kayla Hood
Activities & Student Government Admin
Mourant 129
krhood@alaska.edu
(907) 796-6313

Registration is yearly. All returning clubs must register within the first six weeks of the fall semester to be considered an active club and to receive the fall semester budget allotment. New clubs must register within the first six weeks of fall or spring to receive that semester’s budget allotment.

Please see the Campus Clubs website for information on this year’s deadlines and budget allotment.

New Club Registration 

To register a new student club, please complete the following steps;

1. Recruit members/gather interest: The first step to starting a Student Club is gathering potential members! There are lots of ways to do this, from going around your friend groups and asking if people are interested, to setting up a table in the cafeteria. There are also several events each semester that current and potential clubs can use to recruit members including Campus Kickoff and Club Fairs! For information about the next upcoming events, check out the campus activities calendar or contact Kayla Hood at krhood@uas.alaska.edu.
2. Find an advisor: The next step will be finding an advisor. Your advisor should be a staff or faculty member at UAS, however community members may serve as advisors with approval from the USUAS-JC. The best way to find an advisor is to ask around, check with faculty who teach subjects related to your club, or staff who have an interest/expertise in the focus of your club. The level of involvement required for an advisor can vary for each club. For more information about the roles and responsibilities of club advisors, please see page 8.
3. Registration Form: The Registration Form can be found on the Student Clubs website. To complete the Registration Form you will need your club’s name, purpose and description, contact information for a student lead and staff or faculty advisor, the support of at least 5 current UAS Juneau students, and meeting times. If your meeting times chance, please update the Activities & Student Government Admin.
4. Budget: See Appendix B. Each semester, clubs receive funds from the USUAS-JC. Clubs may use these funds for any activity that supports the mission of their club, including supplies for an event or food for a meeting. The budget should reflect how your club plans to spend the allotment from Student Government, as well as any fundraising planned. This budget can be estimated amounts, and may be changed at any time. For more information on creating a budget and managing club accounts, please see page 9.
5. Constitution: See Appendix C. The final step to becoming an official UAS Club is to create a club constitution. Club constitutions are due with the first monthly report your club turns in after it is registered. See page 7 for monthly report schedules. Your club’s constitution will give your current and future club members direction, help ensure continuity within your club in future years, and provide your club with a set of guidelines and procedures to follow. Your club should customize your constitution in whatever ways make most sense for you.

Once all the above steps are completed and turned in to the Activities & Student Government Admin your club will be official!

Returning Club Registration

If your club is continuing into the next academic year you will need to submit your Club Continuation Form by April 15^th.

1. Club Continuation Form: To submit the Club Continuation Form you will need to update your club’s description and purpose, contact information, advisor, list students in leadership positions, and the support of at least 5 current UAS Juneau students.
2. Budget: See Appendix B. Budgets for continuing clubs must be submitted within the first six weeks of the fall semester. See page 9 for more information on creating and managing budgets.

Responsibilities of a Club/Student Organization

Responsibilities of a Club/Student Organization include:

• Must inform the USUAS-JC of any changes in club leadership
• Must maintain a current Club Constitution on file with the USUAS-JC
• Must maintain active status, as defined by the USUAS-JC Constitution (see below for details).
• Must adhere to University policy as well as federal, state, and local laws
• Must be open to membership from all UAS Juneau Campus students

Club Reports and Active Status

An active club is defined as a club that has registered as active for the current academic year and has demonstrated monthly activity of at least one (1) thirty (30) minute meeting. This activity is demonstrated by submitting monthly club reports. Reports are submitted online through the Campus Clubs webpage, http://www.uas.alaska.edu/juneau/activities/clubs/index.html. Reports will include information about how many events/meetings the club held during the month, how many students and non-students attended the events, and what events they have planned for upcoming months. Club reports are due by the 10^th of the following month. Reports do not have to be submitted during winter break or during the summer semester, though if a club is active it’s recommended that they submit a report so that Student Government has record of the club’s activity.

Required Report Deadlines

Fall

September Report: October 10^th

October Report: November 10^th

November Report: December 10^th

Spring

January Report: February 10^th

February Report: March 10^th

March Report: April 10^th

April Report: End of finals

Inactive Clubs

Continuing clubs who fail to register for the following academic year by April 15^th each year or fail to demonstrate activity for one full semester will go into inactive status. Clubs will be notified of their inactive status and given thirty (30) days to appeal. Appeals should include your club’s information, why your club went into inactive status, and your club’s plans to maintain active status in the future. Appeals that are incomplete, late, or lack sufficient details and plans to maintain active status may be denied. If no appeal is submitted, or the appeal is denied, the club’s account will be frozen. After one full calendar year of inactivity, any funds remaining in the club’s account will be returned to the Student Government general funds. In order to regain active status at any time during this year, clubs must complete the new club registration process outlined on page 5.

Membership Guidelines

To be officially recognized, clubs must have at least five (5) members who are current UAS students.

Membership in student organizations or clubs is open to all students taking at least one (1) UAS Juneau credit hour.

Club membership must be open to all UAS students without discrimination on the basis of gender, race, national origin, age, creed, appearance, learning and physical differences, social status, economic background, religious affiliation, political affiliation, sexual orientation, gender identity, gender expression, and/or lifestyle.

Inclusive Language and Environment

It is the responsibility of all club members, leaders, and advisors to foster an inclusive and nondiscriminatory environment. An inclusive environment is one in which all those participating feel able to actively engage and feel safe and welcome. An inclusive environment acknowledges and values the differences of the people participating. Clubs are also encouraged to include inclusive language in their club constitution.

How to foster an inclusive environment

Discussion and Agreement: The first step to creating an inclusive environment is to come to an agreement as a group that a goal of your club is to be inclusive and that discrimination is not ok and will not be tolerated. A few ways to do this would be to: include discussing discrimination and inclusive environments in your club meetings, including inclusive language in your club’s constitution, and providing club members with materials and resources on discrimination and being inclusive.

Acknowledge: Acknowledging the diversity of your group members and their experiences is an important part of being inclusive.

Be a Model: Each individual club member can help by modeling inclusive behavior and language.

Call it Out: Recognize and acknowledge discriminatory behaviors.

Roles and Responsibilities of Student Leadership

Responsibilities of a Club/Student Organization’s student leaders include:

• Serve as the main contact between the club and Campus Life staff
• Maintain communication with and encourage appropriate involvement of the club’s advisor(s)
• Ensure the club maintains active status with the USUAS-JC by completing the yearly registration process and monthly reports
• Lead club in the development and pursuit of shared goals
• Train future club leaders and assist with leadership transitions when necessary

Roles and Responsibilities of Club Advisors

The roles and responsibilities of a club’s advisor will vary greatly from club to club. Some clubs may want their advisor present at every meeting and event, while others will only need their advisors to be available for help when needed. It is important for club members and advisors to discuss what they need and expect from their advisor and how their advisor will best be able to help them.

Required responsibilities of a Club Advisor include:

• Be available to club leaders and members for mentoring and advising
• Help ensure the club meets all requirements to maintain active status
• Be knowledgeable about University Policies, including the USUAS-JC Constitution and the Club Handbook
• Ensure the club is following all local, state, and federal laws

Recommended roles of a Club Advisor include:

• Regularly attend club meetings and events
• Meet with the club’s leadership
• Attend a Club Advisor Training once every two to three years

Recognized clubs are given a yearly allotment from the USUAS-JC. Please see the Campus Clubs website for this year’s allotment amount. The amount of the allotment may change each academic year depending on the USUAS-JC budget. Clubs who are active for Fall and Spring semesters will receive allotments each semester. Clubs that become active in the Spring semester will receive the allotment for the Spring semester only. Only funds your club gains from fundraising will roll over to future Academic Years. Please see page 13 for information and tips on how to raise additional funds for your club.

The USUAS-JC reserves the right to freeze or revoke club account funds if the club violates the USUAS-JC Constitution, or is found to be inactive. An inactive club is defined as a club that fails to register for the academic year or fails to show activity for one full semester.

All club funds and purchases must be managed through the Activities and Student Government offices. No student club or organization may open or operate an off-campus bank account. (UA BOR P.09.07.30)

Budgeting

Each year, clubs must turn in a proposed budget to register as an active club. This budget may change depending on the needs of the club throughout the year. If your club’s budget changes, you are not required to submit a new budget, however you should keep your copy of your budget updated. Your budget should include the semester allotment from USUAS-JC as well as any carry-over from previous academic years and funds your club plans to raise during the year.

Club accounts are managed by the Activities & Student Government Admin. Whenever a club makes a purchase or deposit, it is recorded in their club account. Clubs may request to view their club account at any time. If at any time your club’s account does not match with your budget records, please contact the Admin.

Creating a Budget

Your club’s initial budget should include; carryover from previous years, any revenue (USUAS-JC allotment, fundraisers, etc.), and planned expenditures. It is important that your budget balances – it should not reflect more expenditures than revenue. Your planned expenditures can be as general or specific as you need. See Appendix B for a sample club budget.

HOW TO PURCHASE WITH CLUB FUNDS

Please allow at least 2 business days for all purchases. Large or complicated purchases, such as any purchases that require a contract, off-campus space rentals, large equipment purchases, any sort of performer or speaker fee, film screening rights, etc., will take at least two weeks, if not longer, to process so please plan accordingly.

Forms

Club Purchase Request

See Appendix D. To make a purchase with club funds, first fill out a Club Purchase Request. Forms can be found online, or in the Student Government office. To fill out the Club Purchase Request you’ll need the name of your club, requestor’s name and information, what you’d like to purchase, where you’d like to purchase it, and why. Turn in the completed form to the Activities & Student Government Admin in Mourant 129.

Entertainment Form - Food, Drinks, and Decorations

See Appendix E. Any purchase involving food, drinks, decorations, or a contract, will also require an Entertainment Form to be filled out. An Entertainment Form is a form all UAS departments have to use to justify spending University money on the above categories. To fill out the Entertainment Form you will need an event name, date of event, estimated cost, and to answer the following questions;

Fully describe the planned event (include a description of location and all aspects of the entertainment involved): Please use as much detail as possible when describing your event. Include details such as where the event will be held, what participants will be doing at the event, and what (if any) food or drinks plan to be provided.

What is the business or institutional purpose of this event? This is where you justify the purpose of your event, for example the purpose of a blood pressure screening event could be to provide students, staff, and faculty an opportunity to check their blood pressure and get information about healthy blood pressure, and the purpose of a dance could be to give students a fun event to interact outside of the classroom, meet new students, and offer an active and stress-relieving activity.

Will business or institutional discussion take place during the event? If so, what do you intend to discuss? If business or institutional discussion is part of your event, please elaborate here.

Who will be present at the event? What is the relationship of each participant to the University, and to the institutional purpose of the event? Please list who will be attending/invited to the event, being as specific as possible. If the event is only open to club members, you can list “members and advisors of ______ club”. If the event will be open to all UAS students, please indicate so. Please also indicate who will be facilitating the event.

Approvals: Once the form is filled out, please sign under “Requestor Certification” and turn in the Activities & Student Government Admin to gather the rest of the required signatures. Events costing less than $1,000 will need to be approved by the Director of Campus Life. Events costing $1,000 or more will also need to be approved by the Director of Business Services. Getting approval on forms can sometimes take several days, so please plan accordingly.

At the end of all shopping trips, always make sure to turn in the original receipt along with Costco cards or any paperwork from other retailers to the Activities & Student Government Admin. Failure to return receipts or other paperwork will result in clubs losing solo shopping privileges.

Tax Exempt

All purchases made for clubs using University funds are tax exempt. Make sure to tell the cashier wherever you are shopping that the purchase is tax exempt. Most vendors will have a tax exempt sheet or form for you to fill out. If the vendor will not let you purchase tax exempt, contact the Activities & Student Government Admin and do not complete the purchase. The University’s tax exempt code is 92-6000147.

Costco

For Costco trips, first fill out the above necessary forms and turn them in to the Activities Admin. Once your purchase is approved, the Activities & Student Government Admin will arrange check out of the Costco Cards. Use the University’s Costco Membership and Business to Business Credit Card to complete the transaction. Be sure to tell the cashier that the sale is tax exempt. Return all receipts and Costco cards to the Activities & Student Government Admin.

Fred Meyer

For Fred Meyer purchases fill out the above necessary forms and turn them in to the Activities & Student Government Admin. Once your purchase is approved, the Activities & Student Government Admin will provide you with a Purchase Order slip to take to Fred Meyer. When checking out tell the cashier that you will be paying with a purchase order and that the sale is tax exempt. The cashier will ring up your sale and hand you a receipt to bring to the customer service desk. The customer service desk will take the Purchase Order slip and finalize the sale. Return all receipts and other paperwork to the Activities & Student Government Admin.

Other Local Vendors

Purchases from most other local vendors must be made by the Activities & Student Government Admin. First fill out the necessary forms and submit. Once your purchase is approved, work with the Activities & Student Government Admin to complete the purchase with a University Credit Card, either by arranging for payment of items by phone or meeting at the retailer.

Online Purchases

For online purchases, fill out the necessary forms above and work with the Activities & Student Government Admin to complete purchase. It is best if you can send a link to the specific item(s) requested.

Petty Cash Reimbursement

If necessary, club members can be reimbursed for purchases made using their own money as long as it does not include food and does not exceed $100. Bring your receipt to the Activities & Student Government Admin to begin the petty cash reimbursement process. This is not an ideal method of purchasing, and should be avoided whenever possible.

Film Screening Rights

If your club is interested in showing a movie you are legally required to obtain the public performance rights for that film, even if you own a copy of the movie already. A public screening is defined as either: presentation at a place open to the public; presentation at a place where a substantial number of people who are not family members or friends are gathered; or any presentation advertised to the public, including through social media. The cost to purchase public performance rights varies anywhere from $200-$800 depending on the size of audience, venue, and age and popularity of the movie.

Deposits

See Appendix F. All deposits and money earned by clubs from fundraising, performances, etc. must be deposited with the Activities & Student Government Admin. The money will be available in your club’s account immediately after the deposit is received. When the money is deposited, a Club Deposit Form will need to be filled out with the amount of deposit, name of the person depositing it, and where the deposit came from. This form is for the club’s records and can be filled out at the time of deposit.

Fundraising is a great way for your club to make money to put towards events or supplies! Holding fundraising activities or events will also increase visibility of your group, and make people more aware that you are an active group working to reach their goals. They can also be a fun opportunity for your members to practice leadership skills and gain abilities and experience that can be relevant to future careers.

If your group is thinking about fundraising, the first things to consider are setting a goal amount and what the funds will go towards. Having a goal and purpose will both motivate your group members and let the people who may be donating to your organization know what their money is going towards.

The next step will be coming up an event idea. Check out the list below for a couple of ideas, but there are hundreds more ideas out there! As a group, come up with ways to be creative with your fundraising event. If you’ll need to purchase supplies for your fundraiser, please see page 9. See page 13 for information on planning successful events.

While planning your fundraiser, make sure to check in with the Student Government or Activities offices. We are always available to help with ideas on making your fundraiser successful, and making sure that your fundraiser follows UA policies. Any fundraiser where you plan to solicit donations from outside organizations must be approved by the UAS Development Office.

Fundraising Ideas

This is a list of fundraising ideas to get you started, but don’t think of them as the only ideas! There are limitless ways your club can raise money! Feel free to contact the Student Government office for help with ideas and getting your fundraiser started.

Bake sale: People love baked goods! A classic go-to fundraiser for a reason! Bake sales are great and fairly easy fundraisers. You can use the initial funds provided to your club to purchase baking materials and get together with your club members to make a bunch of goods to sell. Location will be a big factor in the success of your bake sale, as higher traffic areas will get you more customers. Make sure to get permission from wherever you would like to set up and sell. An alternative to setting up at one place is a traveling bake sale, where you go around to different businesses or office buildings and sell your goods! If you plan to go this route it’s also good to get permission from businesses you plan to visit, and as always advertise before-hand so that people know you’re coming, and you might even get requests to stop by locations you hadn’t considered!

Auction: Get items or services donated from individuals, groups, or businesses. Hold a silent auction event where people can go around and bid on the items or services. This can be a low-cost event to you, but to help increase attendance you could consider offering refreshments and some sort of entertainment.

Pledge Events: Hold an event where groups or individuals go around and collect pledge donations to do an activity, such as a marathon, dunk tank, or other fun/silly event.

Candy-grams: Club members can sell candy-grams to be delivered around campus to students, staff, or faculty. Depending on the number of candy-grams sold, this event can be a fairly low-cost one, but may require a high time commitment from your members.

Dinner: Hold a dinner event, such as a spaghetti feed, and charge admission. This event would require more money to be spent before the event to make dinner, so advertising and turnout will be especially important. You could also consider looking for food/ingredient donations to help with the cost of the event, and incorporating some sort of entertainment to boost attendance.

Craft Sale: Set up an event where you sell crafts made by club members, or made at a previous craft event!

Rummage Sale: Collect donations of unwanted items and set up a yard sale. Any items not taken at the end of the event can be donated to charity.

Event Planning Timeline

8(+) weeks prior to event

• Brainstorm event ideas. Consider possible turnout for event, event space, timing, purchasing needs, and time needs for your event ideas
• Consult calendars to choose a date for your event. For events open to all UAS students, check the UAS Events calendar and the Astra scheduling calendar. For events also open to the public make sure to check the Juneau Community Calendar.
• Assess budgetary needs, and secure additional funding if necessary.
• Fill out necessary paperwork (Club Purchase Request, Entertainment Form, etc.) and submit to the Activities & Student Government Admin.
• Assess personnel needs of your event. Make sure you will have enough club members present to run the event, and seek additional support as needed.
• Send event info to the Activities & Student Government Admin to be added to the UAS Events Calendar.
• Consider potential risks of the event and create a plan to minimize risk. If the event will be high risk, contact the UAS Health and Safety Manager to create a liability form.
• If your event will involve contracting a performer/speaker/etc., begin contracting process.
• If catering is required, put in catering order

4-6 weeks prior

• Complete contracting process.
• Develop advertising campaign and begin work on advertising materials
• Complete any online purchases with the Activities & Student Government Admin

3 weeks prior

• If printing color advertisements, email JPEG or PDF file to the Activities & Student Government Admin including the following information:
  • Club Name
  • # of prints required
  • Paper size (8.5x11 or 11x17)
  • Single or double sided

2 weeks prior

• Hang all paper advertisements on UAS bulletin boards around campus (see the UAS Posting Policy for bulletin board locations)
• Execute other advertising campaigns (social media, tabling, handbills, word of mouth, etc.)
• Purchase supplies needed locally
• Finalize volunteer list and send out updates to volunteers

1 week prior

• Continue advertising campaigns.
• Finalize any purchasing needs or contracting if not already completed
• Finalize day-of timeline and to-do list
• Send volunteers final update and task lists

Day before event

• Continue advertising campaigns
• Run through any sound, lighting, or other technical needs to make sure everything works properly

Day of event

• Run any last minute advertising campaigns
• Meet with volunteers and execute set-up, running, and clean-up of event
• If you will be taking photos or video at the event, make sure participants sign photo release forms (Appendix G)
• If liability forms are required, make sure all participants sign liability forms

Day after

• Remove all flyers/other advertisements
• Finish any clean-up/organizing not finished the day of the event
• Deposit any funds earned with the Activities & Student Government Admin

1 week after

• Send thank-you notes
• Complete event evaluation

Room Reservations

Most spaces on campus are reserved through Astra Room Scheduling, https://roomschedule.uas.alaska.edu, unless otherwise noted below. To schedule room through Astra go to the link above and sign in to the website on the top right corner. You can use Astra to look at scheduled events, open spaces, and when classes get out to help choose dates for your event. Once you know the date and room you want to request, click on “Request an Event” on the left side of the corner and fill out the request form. If you have any questions or issues requesting an event, feel free to contact the Activities & Student Government Admin.

Not reserved through Astra:

Risk Management

Hosting an event includes responsibility to make sure the people taking part in the event are safe and are aware of any risk that might exist. When planning your event you should pay special attention to potential risks involved and come up with a plan to mitigate those risks to the best of your abilities. The higher the level of risk, the more precautions must occur. Ways to remove/mitigate risk include physically removing the risk if possible, adding additional safety precautions such as gravelling icy surfaces or having security personal present, warning participants of potential risks, and having participants sign liability waivers. Liability waivers are only required for high risk events. If your event will require a liability waiver, or you are unsure if your event counts as high risk, contact Health and Safety Manager Dan Garcia.

Cash Handling Procedures

If you will be accepting money/donations at your event, it is important to consider safe and effective money handling procedures. If your event will be hosted off-campus, after hours, or at a time where it will not be possible to deposit the monies directly after the event, you may be required to agree to and sign a Cash Handling Procedures form.

Cash Handling Policies

• Only cash and personal checks may be accepted.             
  • Checks must be made payable to UAS, not individual club members
• Any charity donations must be accompanied by a receipt. Receipt books may be borrowed from the Activities & Student Government Admin
  • Receipts must include the name of the donor as well as the charity the money is to be donated to
  • Each donor will receive a copy of the receipt, and a copy will be kept to be turned in to the Activities & Student Government Admin
• Cash and checks should be kept in a secure location during and after the event. Locking cash boxes may be checked out through the Activities & Student Government Admin
• All monies will be deposited with the Activities & Student Government Admin directly after the event. If the event is outside of regular business hours, the money will be kept in a secure location until it can be deposited.

Evaluating Events

Constructive event evaluations will help your club to document all aspects of the event, go over what went well and what didn’t as a group, and help inform decisions for future events. You should keep an electronic or written copy of your evaluation for reference for future years and events.

Things to consider in your evaluation:

• Record time, date, location, attendance, and cost (if applicable) of your event
• Give an overview of the set-up, execution, and tear-down of the event
• List advertising strategies
• Evaluate: what worked well, what didn’t work well, and what you would suggest if the event were repeated in the future.

The choice and execution of advertising strategies, designs, and forms can make or break the attendance at an event. It’s how people find out about your awesome activity. Great marketing includes a strategy involving multiple forms of advertising delivered in the right way, at the right time, to the right people. Research shows it takes up to 7 exposures of whatever you are trying to advertise before it registers – so promote, promote, promote.

Word of Mouth

Tell people what’s going to happen. It is perhaps the most effective form of advertising because of the fact that it is essentially a personal invitation to the individual. This strategy doesn’t necessarily take talking to every single student, but rather, using a good knowledge of the community’s dynamics, you can target the leaders and the trendsetters and then they can help spread the word more effectively.

Have a 30 second – 1 minute event pitch ready to share with classmates, friends, and students you’re about to meet. The pitch should include all the pertinent event info, highlighting any incentives, other friends you know are going. Whenever possible tailor your pitch to your audience, talking up the elements of the event they’ll find most interesting. It’s helpful to have a small reminder available to leave the person you’re talking to with so they don’t forget your conversation. It could be a printed handbill, Facebook event invite, text message, giveaway, etc.

Calendars

Events must be posted on the UAS online events calendar and the ASTRA calendar. To get your event posted on the UAS online calendar, send the following information to the Activities & Student Government Admin:

• Name of event
• Date and time
• Hosting Clubs and other groups
• Description of event
• Contact information
• If you have a picture, make sure to send that in too!

All events which appear on the UAS online calendar will also be: fed to UAS social media sites on the day of the event; be placed on the Whalesong calendar; and will be placed on the printed events calendar. If the event is open to the Juneau community, it should be placed on the Juneau Community Calendar (http://www.ktoo.org/calendar/).

Social Media

Social media can be one of the most effective ways to reach students about your event, especially because you can reach students who may not see print or other advertisements. Make an event on Facebook and inviting people, posting on twitter, sharing on several pages, and posting different pictures or teasers to get people hyped about your event!

Results from a Social Media study conducted by the PEW Research Center: http://www.pewinternet.org/2015/01/09/social-media-update-2014/.

In a study conducted amongst college students who are self-identified social media users, 77% reported using Snapchat daily (http://mashable.com/2014/02/24/snapchat-study-college-students/#ipb.CNR8jGqT).

Print

Print advertisements include postings on bulletin boards, door postings, and mailbox stuffers.  Typically designed with either Photoshop or Publisher, these advertisements should be well designed using contrast, repetition, alignment, and proximity. All advertisements must contain a title, short description, date, time, and location. Flyers can be printed on campus in 11”x17” or 8.5”x11” sizes. Print 32 flyers for distribution at UAS.

Creative Advertising

This involves anything outside the norm, including things like: 3D displays, flash mobs, lawn signs, window paint, chalking, event specific t-shirts, attaching event info to a fun item or food, etc. 

Other

Radio, TV, texting, emails, etc., while these methods are either not as popular or effective or just underutilized, they may reach audience members you wouldn’t have otherwise.

Advertising Timeline

3 or 4 Weeks Before The Event:

1. USE FLYERS - Create your own promotional flyers on 11x17 paper, as it is much more effective than 8.5x11. Always use brightly colored paper or full color ads. Remember to write in time, date, and location
2. . You can also include testimonials, what students can expect, and any incentives provided.
3. ANNOUNCMENTS DURING OTHER EVENTS -  Ask the hosts of other events happening around campus if you can give a 1 minute plug for your event. Come up with a few catchy sentences that will generate student interest for the event.
4. FIND YOUR TARGET AUDIENCE - Find the departments on campus that might have something in common with the event (Career Center, Academic Center, Student Housing, NRSC…etc.). Let the department on your campus know about the event weeks ahead of time. They'll be glad to help inform students. Give any department promoting the event a poster, flyers, and any other information that will help them publicize.
5. GET HELP FROM CLUBS/ORGANIZATIONS & STUDENT GOV’T - Call/send email to all club advisors & student leaders suggesting they encourage their members to attend.  You can attend club meetings and present the literature there as well.
6. FOOD, FOOD, AND MORE FOOD - If serving refreshments, say so on the promo. This may entice a few extra students. Even small snacks and finger foods will help.

2 Weeks Before The Event:

1. GET PROFESSORS TO PROMOTE - Make professors aware of the event. They can not only announce and promote the event to their students, they can also offer extra credit for attendance. Come up with reasons for professors to give extra credit, and give them your best pitch. Doing this step alone can dramatically increase your audience size -- it's well worth the effort.
2. GET INTRAMURAL SPORTS TEAMS INVOLVED - Speak to the intramural coordinator and ask if they will promote the event to the teams. Give the coordinator a reason to promote the event.
3. GET COMMUNITY ADVISORS TO HELP - Have CA's promote the event to their residents at Housing. They can "Highly Suggest" it to the students on their floor. Ask Housing if you can take flyers to the doors.
4. CHALK CLASSROOMS - Before classes start early in the morning, go into all the classrooms and write a short promotional piece in corner or the chalkboard about the event, mention FREE FOOD in bold and include date, time, and location of event. IMPORTANT: Be sure to enclose the announcement by outlining a box around it. Outside the box write in small letters: “Please Don’t Erase”.
5. FACEBOOK EVENT – create event, invite friends, and update regularly with new information.

1 Week Before The Event:

1. USE ¼ HANDBILLS - Use them in combination with word of mouth advertising. Distribute in the Courtyard, In the Library (or place them on the tables), Outside large classrooms before or after class, or in Housing. 
2. USE LOCAL RADIO-  If your event is open to the public, call the local and campus radio stations to announce the event and promote exclusive free tickets or raffle to win tickets. Play sound clips or music of the group or person you are promoting.
3. USE STUDENT’S MAILBOXES - Place letters in student’s mailboxes inviting them to come to the event.
4. SOCIAL MEDIA – update Facebook event and tweet it out

Week of The Event:

1. ANNOUNCE PRIZES AND AWARDS - Give out raffle tickets for prizes. Students can win prizes but they have to attend to win!
2. CHALK SIDEWALKS AND HEAVY TRAFFIC AREAS - Chalk the sidewalks outside the Egan Building and cafeteria advertising the event. Permission and a clean-up plan is required for any chalking on campus.
3. HANG BANNER - Create a banner and hang it in a high visibility area.
4. NEWSPAPER - Local and campus newspapers, article or ad.
5. SOCIAL MEDIA – update Facebook event and tweet it out

Day of The Event:

1. “CLASS RAPS”- Go to classrooms all over campus and ask professors for permission to make a 1, 3, or 5-minute announcement before class starts. It's a quick "in and out" teaser which professors are typically okay with because it's lively and brief. If you have the guest speaker for your event arrive early, have him/her make announcements before classes start.
2. ANNOUNCE EVENT TONIGHT! – Create a bright neon strip of paper that says “TONIGHT” and paste on all posters around campus. Wear your Event Tonight t-shirt as well.
3. DISTRIBUTE HANDBILLS- Hand out leaflets and announce event as students come to campus. Hand them out in the morning or all day depending on the event time. This last minute publicity works wonders. The immediacy of the event gets many more students to come. Hand these flyers out: in the Library or Café/Spikes; outside large classrooms; and in Housing.
4. SOCIAL MEDIA BLAST - Share photos of event prep/arrival of performers on social media.

Advertising Design Tips

Contrast

Contrast combines opposite elements (light vs dark colors, large vs small shapes, rough vs smooth textures, etc.) to create visual interest and excitement. Size contrast creates an organizational hierarchy for the viewer. If something is larger than other pieces on a board or advertisement, it is obviously more important. Additionally, the eye is drawn to the larger elements of a design first. Because of this, someone designing a flyer can directly control how the viewer receives information presented on that piece.

Repetition

To use repetition correctly, repeat visual elements of the design throughout the piece. Repetition involves repeating color, shape, texture, spatial relationships, line thicknesses, sizes, etc. This helps develop the organization and strengthens the unity of the final piece. Failure to use repetition on an advertisement can result in a final product that seems disjointed, as well as confuses the viewer.

Although it is important to use contrast in order to make things that are different stand apart, it’s important to use repetition to make the piece as a whole feel like one cohesive unit. For example, correct contrast for text would involve using different fonts and sizes between a title and a piece of body text. However, once a title size and font has been set, it should be used again and again. Body fonts and sizes should also be standard throughout a document.

As a general rule, the number three is a good guide to live by. To follow this rule, keep in mind that it’s safest not to have more than three fonts, three shapes, three colors, etc,

Alignment

Although many people think that the principles of alignment really only apply to text, it’s actually important for all pieces of a design. For example, if the text in a piece is aligned to the left, a photo or logo that accompanies it should also be aligned to the left, in line with the line of the text. This makes the readers eye naturally flow on the “invisible lines” of alignment, which makes different pieces of a design look like they go together.

For example, the fact that this text is aligned to the right is pretty jarring. Some people might completely look over it. Since it is aligned to the right hand side, our eyes naturally interpret that it is separate and unrelated from the text above and below.

These “invisible lines” also add to the simplicity of the document, and is another way for the designer to control where the viewer’s eye goes.

As a general rule, center alignment is bad. This is because center alignment doesn’t make anything fit together. Both edges are “ragged” and therefore no hard line is created. However, free floating text pieces on an advertisement will sometimes look best with a “center” alignment.

Proximity

The idea of proximity is fairly simple: things that are related should be placed together, and things that aren’t related should be given ample room. This is one of the ways to create relationships between things without having to create lines between them, etc.  As a general rule, the designer of a bulletin board or advertisement should be able to squint, look at their work, and see between three and five distinct sections of their piece. If a designer squints and sees everything as being separate from each other, then the viewer of the board will interpret each piece as being completely separate.

On the other hand, if a designer squints and see’s the majority of information on a piece as one large block, then the information has not been differentiated enough, and the viewer will interpret that everything as one very specific (and overworked) topic.

Fonts

The first big mistake of a novice graphic artist is to use too many fonts. Thankfully by keeping the rule of repetition in mind, staff members can avoid this mistake. The second mistake of novice graphic artists is to use fonts that are too stylized or cartoon-like, making them unreadable. Although finding a new font for every advertisement can be exciting, it is not required, and in many cases, an ad can be made very creatively with fonts on hand. Unless a designer has a very specific reason for choosing a font, it is generally better to play it safe and stick to fonts that are recognizable and readable. Additionally, staff members should make sure to use the fonts they have in a proper manner. Several tips for proper font usage are listed below.

Size: Keep in mind that while the media may be designed with the staff member only standing about a foot from the advertisement, the advertisement will be viewed generally from a distance of at least five feet away. Take the time to step back and make sure that elements of your advertisement are easily and quickly readable.

Serif vs. Sans Serif: Serifs are the feature of a letter that flares out at the end. While these little bits of ink may seem inconsequential, there has been a lot of research about which type of font is easier to read. Many people believe that serif fonts are easier to read because they create a “horizontal base” that the readers eye follows, whereas others believe that a sans serif font is easier to read because of its simpler design. Either way, it’s important to stick to one type of font on a flyer; either a serif or sans serif. Mixing the two types can be disconcerting for a reader, and that creates readability issues.

Download the Sample Club Constitution here.

Items that appear in bold cannot be changed and must be present in your constitution.

Constitution of the(name of your student club)

Adopted(date adopted)

Article I, Name

The name of this organization shall be __________________________ and hereafter shall be referred to as ____________________________.

Article II, Mission It shall be the mission of __(name) ___ to (state purpose and mission of the student club.)

Article III, Membership

Section 1:To maintain registration of this student club, we agree to the following regulations:

A. Abide by the established policies of the University, Board of Regents, and the State of Alaska prohibiting discrimination in membership.

B. Abide by all University policies, campus regulations, deferral, state and local laws.

C. Maintain an advisor who is a member of the UAS Faculty or staff, or a community member with prior approval from the USUAS-JC.

D. Maintain a current copy of this constitution on file with Student Government.

E. Maintain a current listing of all officers, advisors, and members, and keep this list up to date with the Student Government office.

F. Maintain all requirements in the USUAS-JC Constitution and Bylaws for maintaining active club status.

G. _________________________

Section 3:Membership selection is open to all UAS students without regard to race, creed, color, religion, national origin, sex, gender and gender expression, sexual orientation, age, disability, status as a Vietnam era or disabled veteran, marital status, changes in marital status, pregnancy, or parenthood pursuant to applicable state and federal laws.

Section 4. ____________________

Article IV, Voting

Section 1: A quorum, the minimum number of members present for a vote to take place, will be ____

Section 2: Each member in good standing may vote

Section 3: Proxy voting is allowed by the following process: ______________________________________

Section 4: ______________________________________

Article V, Officers

Section 1: (Name of student club) shall have (list of officer titles). These officers comprise the Executive Committee or Board.

Section 2: Election of officers shall be held (annually/semester/monthly). At least two weeks’ notice shall be given before the election meeting. Nominations shall be initiated from the floor and elections done by a ballot. The person receiving majority vote will be elected.

Section 3: All officers must be members of (name of student club)

Section 4: Any vacancy that may occur in an office shall be filled by appointment by the president pending ratification at the next club meeting.

Section 5: The term of office shall be one semester/one year

Section 6: ______________________________________

Article VI, Amendments

Statement of procedure to amend the constitution

Article VII, Dissolution

Statement of procedure to terminate the student organization as an active, recognized group at UAS.

Download a fillable PDF here.

Fill out and sign the form online via DocuSign here.

For a full copy of the Constitution and Bylaws, please see the Student Government website.

Clause One:     USUAS-JC members may organize, establish and conduct UAS Juneau Campus student clubs.

Clause Two:    Only those student clubs recognized as official UAS Juneau Campus student clubs are eligible for using certain University facilities at no charge, able to recruit members on campus, allowed to post club information on University bulletin boards and to seek funding from USUAS-JC.

Clause Three: Student clubs shall be officially recognized by the UAS Student Activities Office with signature approval of the President.

Clause Four:    The senate shall annually provide a club fund to be administered by the Student Government Administrative Assistant. Unless otherwise acted upon, the transfer shall be five percent (5%) of the projected governance fee revenue. Each year at the beginning of the fall semester the Student Government President and theStudent Government Administrative Assistant will assess how many clubs that the Student Government can support and the amount allocated to each club. Each club will have access to the same allocation. Each club created for the rest of the school year will receive this amount up to the maximum number of clubs that the fund can support.

Clause Five:    Requests for additional funding by student clubs must be submitted to the Student Government Administrative Assistant in budget form and will receive a response from the senate within three (3) weeks.

Clause Six: Student clubs must submit request for use of funds each time a club wishes to access funds.

Clause Seven:   Student Clubs’ deposits must be submitted to Student Government Administrative Assistant with the correct form.

Clause Eight:   Any reusable equipment that clubs wish to purchase must be approved by the Director of Campus Life. Equipment purchased thus must be returned to USUAS-JC when club is inactive. An inactive club being defined as: a club that has been ruled as inactive by the Department Staff in accordance with Clause 11.

Clause Nine:    To be eligible for recognition as an official UAS Juneau Campus student club, a prospective club must:

(1)   Have at least five (5) currently registered members of the USUAS-JC Student Body;

(2)   Have a club constitution with a mission statement, list of goals for the year and a written procedure for selecting club officers.

(3)   Have a prospective budget.

(4)   Have an advisor who is a current UA faculty or staff member or a community member approved by the USUAS-JC Senate;

(5)   Be open  to membership from any USUAS-JC member regardless of gender, race, national origin, age, creed, appearance, handicap, social status, economic background, religious affiliation, political affiliation, sexual orientation, gender identity, gender expression, and/or lifestyle.

Sub-Clause One: All clubs shall submit to the USUAS-JC office information providing compliance with all of this clause, a phone number and address for a student contact in the club no later than six weeks after the first day of the fall and spring semester to be eligible to receive the allotted semester funds.

Clause Ten: Each student club must demonstrate monthly activity. Monthly activity is defined as: club meeting(s) and/or club activity that lasts no less than thirty (30) minutes at least once a month. They must also submit an online monthly report that includes activities of the club in the previous month and planned activities for the following month. These requirements must be done by the end of the business day for Student Activities within the first ten days of the following month.

Sub-Clause One: After one semester of inactivity, the club’s remaining budget will be returned to the student government general funds. The club will be notified of their inactive status by Department Staff and will be given 30 days to submit an appeal. The appeal will be collected by the Department Staff and directed to the Rules and Finance Committee.

Clause Twelve: The meeting time and location must be unique for each club. It is up to the discretion of student government and student activities to interpret if there is a reasonable concern about the authenticity of a club’s meetings or club activity. If a reasonable concern is found, student government and student activities will conduct an investigation into the authenticity of the club’s activity, after which disciplinary action may be taken.

Sub Clause One: Failure to meet the requirements set in above Clauses (7, 8, 10, 11, and 12) may result in disciplinary action at the discretion of the Rules and Finance Committee. Disciplinary actions may include freezing of the clubs accounts, and/or the removal of the club as an active student club.