COMMUNITY SERVICE& PHILANTHROPYAT LEHIGH UNIVERSITY

A “HOW TO” GUIDE ON PLANNING EFFECTIVE SERVICE EVENTS

TABLE OF CONTENTS

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31

EVALUATION

CLOSING

Sample Evaluation Forms

5INTRODUCTION

Community Service Office Mission StatementCommunity Service vs. Philanthropy

14MEANINGFUL ACTION

ChecklistsCheck list 1: Will your event be effective? Check list 2: Before Your EventCheck list 3: Event DayCheck List 4: After Your Event

Advertising

Student Organizations, Groups, and Activity Policies

1. Contest Guidelines (Guidelines for Game Tournaments)2. Contract Signing Guidelines3. Fundraising and Solicitation Guidelines4. General Posting Policy5. Campus Facility Reservations6. Copyright Policy7. Food Policy Guidelines

9COMMUNITY VOICE

On Campus ResourcesOff Campus Resources

11ORIENTATION

Importance of Education, Orientation, and TrainingSouth Bethlehem Orientation Material

6EDUCATIONAL MATERIALS

Definitions of ServiceSpectrum of ServiceFive Critical Elements of Successful Community Service Initiatives

27REFLECTION

Examples of Reflection

Created By: Lehigh University Community Service Office, Dan Covielloinserve@lehigh.eduLast Updated: 01/02/2013

INTRODUCTION

Community Service Office Mission Statement

At the Community Service Office of Lehigh University, our mission is to further develop our students, faculty, and staff as active citizens who value and contribute to their community by responding to community needs through meaningful action.

The purpose of this document is to help your organization plan and implement any community service or philanthropy event effectively. You will find educational materials, checklists, and forms available for your use.

Community Service vs. Philanthropy

Community Service: Community Service hours are the “hands-on” time spent engaging in action to meet the needs of others to improve, support, and better the surrounding community as a whole, helping to foster social change (i.e. Habitat for Humanity, soup kitchens).

Philanthropy: Philanthropic activities identify a need and raise monetary funds or donated items to dispense for humanitarian purposes (i.e. Relay for Life, Adopt-a-Family).

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EDUCATIONAL MATERIALS

Definitions of Service

Activism / AdvocacyThe act of pleading or arguing in favor of a cause, idea, or policy such as:

• Chaining yourself to an old growth tree as loggers enter the forest

• Organizing your peers to work for affordable housing

Direct ServiceThe act of engaging in hands-on activities to meet the needs of the community such as:

• Providing dinner once a week at a homeless shelter

• Tutoring a migrant worker

Lifestyle/ Personal GesturesThe act of making choices in your life that indirectly serves your community such as:

• Leaving your car at home and biking to work every day

• Giving blood

Charity / PhilanthropyThe act of raising money for a cause or donating in-kind items such as:

• Raising money for Relay for Life• Donating clothes to a homeless shelter

Religion / SpiritualityThe act honoring a religion that supports the needs of others above oneself such as:

• Serving on a committee at a religious institute

• Teaching a religion class to a group of middle school students

CitizenshipThe act of valuing the needs of a commu-nity and fulfilling one’s civic duty such as:

• Joining the armed forces• Voting

Vocation / CallThe act of choosing professional work that meets a community need such as:

• Work for a nonprofit organization that provides food to local homeless shelters

• Work for a non-governmental organization that provides disaster relief

Social EntrepreneurshipThe act of recognizing a social problem and providing a service to aid the community such as:

• Developing a micro-lending project for low-income teens to start small businesses

• Create program that educates youth about drug and alcohol addiction.

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Spectrum of Service

Education is essential to the development of volunteers because the more volunteers know about an issue, the more they may become involved. The spectrum is a visual description of where a person may exist as a volunteer. If a program is run effectively from beginning to end, then a person may move along the spectrum.

MEMBER

Not concerned with his/her role in social

problems

Exposure:What?

Action: Now What?

http://alternativebreaks.org/active_citizen_continuum.asp

Understanding:So what?

VOLUNTEER

Well intentioned but not well-educated about social issues

CONSCIENTIOUS CITIZEN

Concerned with dis-covering root causes:

asks ‘WHY”?

ACTIVE CITIZEN

Community becomes priority in values and

life choices

4. Reflection

Reflection is simply processing the service experience. It can happen in a variety of ways: a conversation, a facilitated discussion, journal writing, etc. Reflection places the experience in a broader context and helps participants understand what they did, how it helped, and what they can do in the future.

5. Evaluation

Evaluation measures the impact of the experience and rates the perceived and actual effectiveness of the service to the community. Both the students and agencies should evaluate the service experience. Evaluation allows for the program improvement, growth and change.

Five Critical Elements of Successful Community Service Initiatives

1. Community Voice

Community Voice is essential if we are to build bridges, make positive social change, and solve problems. Any community service organization should make sure that the voice and the needs of the community are included in the development of the community service program.

2. Orientation

Orientation and training are important first steps for any community service experi-ence because it allows the volunteers to have a better understanding of why their service is valuable. Information should be provided for student volunteers about the community, the issue, and the agency or community group.

3. Meaningful Action

Meaningful action means that the service being done is necessary and valuable to the community itself. Meaningful action makes people feel that what they did made a difference in a measurable way and that their time was utilized well. It is closely tied to the effectiveness of the project’s orienta-tion and reflection components.

COMMUNITY VOICE

On Campus Resources

ORGANIZATION E-MAIL

Community Service Office

LGBTQIA Services

Office of Multicultural Affairs

Student Activities

Women’s Center

For contact information on clubs and their respective presidents go to:• Student Activities Club Listing http://lehigh.collegiatelink.net/organizations

inserve@lehigh.edu

inrainbo@lehigh.edu

inmca@lehigh.edu

instuact@lehigh.edu

inwnc@lehigh.edu

Before a program is created, you must determine the community you will focus on. If the community you would like to focus on is South Bethlehem, you could read local newspapers or talk to the Commu-nity Service Office to pinpoint the most pressing issues.

98http://www.butler.edu/volunteer/resources/elements-of-thoughtful-service/

EDUCATIONAL MATERIALS

Off Campus Resources

ORGANIZATION NUMBER

ANIMALS & THE ENVIRONMENT

CHILDREN & YOUTH

HEALTH CARE

HUMAN SERVICES

SENIOR CITIZENS

Jacobsburg EnvironmentalEducation Center

Saucon Valley Conservancy

Big Brothers / Big Sisters ofLehigh Valley

Volunteers of America

Boys & Girls Club of Bethlehem

CITYSPACE

Star Academy

American Cancer Society - Lehigh Valley Unit

American Heart Association

St. Luke’s Hospital - Bethlehem

Best Buddies PA

Habitat For Humanity of the LV

New Bethany Ministries

Second Harvest Food Bank of LV

Turning Point of Lehigh Valley

United Way of the Greater LV

VIA of the LV, Inc.

Victory House of the LV

Abbe Hall

610-746-2801

610-838-1199

610-439-1618

610-432-8352

610-865-4241

610-432-2632

610-758-4802

1-888-227-5445

610-867-0583

610-954-4600

610-954-9530

610-766-7737

610-691-5602 (ext. 27)

610-434-0875

610-797-0530 (ext. 227)

610-758-8010

610-317-8000 (ext. 450)

610-691-3373

610-866-6260

For more local agencies go to the Community Service Office’s website at: http://www.lehigh.edu/~inserve/volunteer_ops.shtml

ORIENTATION

Importance of Education, Orientation and Training

Benefits to the Participant:• Develops relationships with

community members• Feels like they completed a

meaningful accomplishment• Learns soft and hard skills• Increases their awareness of social

issues elsewhere• Gains priorities and values• Provides quality service• Develops motivation and commitment• Understands the big picture and how

they fit into it

Once a benefiting organization is chosen, you are able to prepare for the event. The more you and the other volunteers know about the community, the better prepared you will be to serve it. For example, if your organization is planning to cook a meal for Victory House, you should gather background information on the organization so you can inform your other volunteers.

Benefits to the Community:• Creates a trusting network of

volunteers• Feels appreciated and respected• Learns skills• Obtains new advocates• Increases productivity• Retains more volunteers• Grows from new ideas coming into

the community

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South Bethlehem Orientation Material

Building and developing a positive relationship with the South Bethlehem community through service is one of our primary objectives. Lehigh is privileged to be a part of a community rich in history and culture, and we hope to continue to foster strong relationships with community organizations and members.

12http://factfinder.census.gov, http://www.city-data.com/zips/18015

South BethlehemGeneral Characteristics (As of: 2010)

ORIENTATION

Total Population

Average House Hold Size

31,000

2.7people

Ages under 5 years: 5.6%Age 65 and

over: 16.2%

Ages 18 yearsand over: 78.2%

Economic Characteristics

Top 3 Industries

Educational Health andSocial Services

Manufacturing

Retail Trade

Race Breakdown

Caucasian: 79.3%

Black or AfricanAmerican: 8.7%

American Indian andAlaska Native: 0.8%

Other: 8.6%

Asian: 3.4%

13,826In Labor Force

6.6%Unemployment

$25,790 13.7%Families belowpoverty level

$10,830Poverty Line foran individual

18.8%Individualsbelow poverty level

MEANINGFUL ACTION

Checklists

Follow these checklists below to guide the planning of your event. The checklists below do not contain everything you should consider when holding a successful event, but they do contain useful focus points important to any event. The individual items in each list are in no specific order.

Checklist 1: Will your event be effective?

• My event meets a community need.• My event will be sufficiently staffed by

committed volunteers.• My event is far enough in the future to

ensure thorough planning.• My event is within the budget of my

chapter/club and/or I am establishing plans to raise necessary funds.

• My event does not conflict with other major events on campus.

• My event does not conflict with other events of my chapter/club.

• My chapter/club believes in the cause and the event.

After your event has been selected and you have educated yourself and your club/chapter about your selected issue, you are ready to plan. Following all uni-versity guidelines is necessary in order to have a successful event. Proper plan-ning and advertising is a key factor in implementing an effective idea. A multi-tude of resources are also available on campus to assist you in the process.

• The cause for which my event will be held is in need of the support the event will provide.

• My event is practical and implementation is realistic.

• My event adheres to legal regulations as well as university policies.

Checklist 2: Before Your Event

As soon as you have an effective idea:

• Assign a contact person to be in charge of the event.

• Create a timeline to accomplish important tasks and stick to it!

• Research possible dates and locations for your event.

• Decide on a budget for your event.• Ensure your chapter/club agrees with

your event idea.• Contact outside agencies to make sure

your event will meet their needs.• Make a list of the facilities needed to

hold the proposed event.• Make a general outline of the event’s

activities.• Start finding other on campus

chapters/clubs to help sponsor if

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needed.• Double check university rules and

regulations regarding your event.• Check if you need to coordinate

transportation.• Find a notebook/folder to hold event

information and plans in.• Talk to the Community Service Office

for ideas and tips.

As soon as you have possible dates and a budget:

• Start a list of contacts for every agency you are working with in your event notebook/folder.

• Contact any outside or campus agencies to check facility availability.

• Contact any outside or campus agencies to check possible event costs.

• Check the amount of volunteers available on the possible dates.

• Finalize your dates and times.• Check in with your chapter/club.• Find possible rain locations if holding

an outside event.• Cancel your event if it cannot fit within

your budget or possible dates OR if it will not be effective.

When you have a date/time finalized:

• Reserve any facilities needed to hold the event.

• Contact any outside agencies to confirm your event.• Double-check your budget.• Forward any contracts to Student Activities or General Counsel for review BEFORE signing.• Check in with your chapter/club again.• Decide on how to break up volunteering shifts if needed.• Ask outside agencies to sponsor your event if needed.• Check your 501(c)(3) status for tax deductions by sponsoring outside agencies.

Leading up to the week before to your event:

• ADVERTISE YOUR EVENT.• Find and sign up committed volunteers for shifts. Keep a waiting list if needed.• Keep in touch with all of the agencies involved with your event.• Watch your budget closely as expenses are recorded.• Double check if waivers are needed for your event.• Send out press releases.• Buy supplies for your event. Factor in shipping times!

The week before your event:

• Contact EVERY volunteer to confirm his/her participation.• Find replacement volunteers for those who cancel. Use the waiting list.• Keep an eye on the weather if holding an outdoor event.• Check in with your chapter/club to finalize details and ensure their support.• Prepare waivers for participants if needed.• Create a volunteer sign in sheet.• Create copies of your event schedule for your volunteers.• Continue to advertise.• Confirm every detail with every agency, chapter, or club involved with the event.• Create a plan for setting your event up.• Anticipate possible problems and plan resolutions.• Check your budget.• Train your volunteers in advance if needed.• Send another press release if significant time has lapsed from the first release sent.• Prepare other supplies needed for the event.

Checklist 3: Event Day

Prior to the Event:

• Brief your volunteers on their tasks. • Ensure that your volunteers know the meaning and impact of their actions.• Answer any questions from volunteers.• Double & triple check your event schedule, location, and volunteer schedule.

During your event:

• DON’T PANIC!• Stay positive.• Work hard.• Be proactive. Find and solve problems.• Know that something will go wrong, regardless of how well planned the event is.• Check that volunteers are signing in and out.• Check that volunteer staffing is sufficient.• Communicate with individuals in charge of different aspects of your event.• Enjoy the moment!

Immediately after the event:

• Clean Up. Leave your location as you found it or cleaner!• Reflect with your volunteers about their impact to the community.• Hand out and collect volunteer evaluations.• Thank your volunteers for their hard work.• Make a list of what went well, what needed work, and what should be scrapped.

Checklist 4: After Your Event

• Take down your advertising.• Send thank you notes to anyone involved with your event.• Review volunteer evaluations.• Double check your list of what went well, etc., and add to it as needed.• Submit a listing of your expenses and income to your chapter/club.• Follow up on any remaining issues from the event.• Tie up any loose ends associated with the event.• Prepare your notebook/folder with your event details to be handed over to next coordinator.• Congratulate yourself on a job well done helping your community!

16 MEANINGFUL ACTION

Advertising

A Pathway To Service Newsletter

The Community Service Office newsletter, “A Pathway to Service,” is a twice a month update on what is occurring in the world of service at both the local and national levels. This newsletter has information on service opportunities that the Community Service Office organizes as well as the service needs of local agencies. To sign up to receive the newsletter, go to http://www.lehigh.edu/service//newsletter.shtml. If you would like to advertise within the newsletter please email inserve@lehigh.edu with your event description.

Flyers

The use of flyers is the most common way to catch the attention of students as they move around campus. Flyers should be brief, but still convey the special appeal of the event. They should include the date, time, location, and sponsors of the event. Please see the posting policy on page 21 to ensure your flyer is not removed prior to the event due to lack of authorization. Suggest-ed locations on campus to post flyers:

• Fairchild Martindale Library basement to main floor stairwell bulletin board• Entrance to Taylor Gym (on right)• Maginnes Hall, upper and lower levels• Outside bulletin board between Linderman and Packer Chapel • Mudd Building• Rauch Business Center • Packard Lab • Lamberton Hall• University Center (2nd Floor)• Lucy’s in Linderman Library

South Side restaurants and pubs are also popular places for students living off-cam-pus, so hanging flyers in those locations is a great way to communicate with off-cam-pus students. Suggested locations are: the Goosey Gander, Campus Pizza, Johnny’s

Bagels, Subway, Deja Brew, Molly’s, Tally Ho, Dunkin Donuts, Starbucks, Ahart’s Market, Pantry 1, Blue Sky Café. Be sure to check with the establishment before post-ing any flyer!

Social Media

Facebook and Twitter are some of the most popular social medias for undergraduate and graduate students. They give your event a large amount of exposure for free, but should be supplemented with other forms of advertising.

Digital Information Boards (DIBs)

DIBs are screens located in Lamberton and the UC, which advertise different events/programs/etc. for 15 second increments on a rotating basis. To submit an event, go to https://cf.lehigh.edu/sa/secure/facilities/index.php.

Daily Announcements

The Daily Announcements are the daily e-mail message sent to a university-wide audience. To post a message for the an-nouncements, go to http://www.lehigh.edu/~www/cwis.html. Manually log in and then choose index. The main digests to post on include news-u, news-g, and news-s. Use a catchy subject line to motivate readers to go to your listing. Include the date, time, location, an interesting descrip-tion, etc. Posts must be made daily if you want the post to appear on multiple days. Posts for the next day are due by 4:00pm the previous day. University Announce-ments are generally not sent on Sunday or holidays.

The HUB

The HUB is the community/club website for Lehigh and is at http://lehigh.collegiatelink.net/. You must be a registered member of your campus organization and have admin-istrative rights to create an event. Without a

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flyer, the event will not appear on the HUB Public Flyerboard which is what Lehigh community members see on the HUB homepage.

Department/Professor E-mails

Some events will have a special appeal to certain academic departments on cam-pus. By e-mailing select departments and professors, a group can generate depart-ment-wide e-mails and announcements in classes.

Campus Calendar

Posting on the campus calendar gives your event exposure on the “Inside Lehigh” Home Page. Posting on this calendar helps to bring exposure to both the university ad-ministration and Lehigh students. To post go to http://www.lehigh.edu/~inis/eventsca-lendar/submitevent.html

Chalk Drawings

Another great way to create visibility for an event is to create sidewalk chalk draw-ings in locations that get a lot of foot traffic. Memorial Walkway, University Drive, the UC Front Lawn, and by Fairmart Library are es-pecially great locations for these drawings. A chalk drawing should explain the topic, time, and place of the event. Residence Hall Flyers

Every Residence Hall on campus has bulle-tin boards reserved for postings about cam-pus events. Flyers must include the date, time, place, and sponsoring organizations for the event. Flyers must be approved by Residence Life, located in Warren Square E. Flyers will be distributed to gryphons for posting. This process can take some time, so make sure your flyers get to Residential Life with enough advance notice.

Student Organization, Group, and Activity Policies

(As of: 2012)

1. Contest Guidelines (Guidelines for Game Tournaments)

The guidelines listed below are to be fol-lowed by all recognized student groups requesting to host an event in a Lehigh University facility. The University reserves the right to amend or modify the guidelines without notification.

Fees or Buy-Ins

• A fee cannot be charged to participate in the event. • Money cannot be exchanged in order to participate.

Donations

• Sponsoring group may accept, but not require, donations in the name of a specific charity. If donations are being taken, the sponsoring group should advertise what charity will receive the proceeds.

MEANINGFUL ACTION

• The name of the designated charity must be submitted in advance and verification of payment to the designated charity must be submitted to the Student Center Facilities Center Reservation Desk or Student Activities within 30 days following the event.

Prizes

• All prizes must be awarded based solely on skill, talent, or knowledge. Prizes cannot be monetary. Gift cards are acceptable.

• Money donated for a designated charity may not be used to purchase prizes.

• An accurate record must be kept of all donations and verified to match money donated to the designated charity.

• Alcohol, tobacco or any illegal substance cannot be offered as prizes.

• Prizes to be given away cannot be offensive in any way.

• Prizes must be donated or purchased from a University account. All groups will be required to submit a list of

prizes for approval. The list must be submitted at least one week in advance to the office of Student Center Facilities or Student Activities.

• The event cannot be advertised off- campus. Advertising on-campus can not be done until approval for the event has been given.

• If money is being collected, Event/ Police security may be required and will be up to the discretion of Lehigh Police.

For further information contact the Student Center Facilities Reservation Desk at x84163 or incur@lehigh.edu, or Student Activities at x86670 or instuact@lehigh.edu.

2. Contract Signing Guidelines

Any time a recognized student club or organization wishes to enter into a contrac-tual agreement with a non-Lehigh entity, the organization must contact the Office of Student Activities at x86670 or email instu-act@lehigh.edu. A representative from this office will work with your group to ensure the agreement follows Lehigh University contract and liability protocol. At no point should the student organization or any of its representatives sign an agreement or contract unless directed by the Office of Student Activities.

3. Fundraising and Solicitation Guidelines

Sales/Fundraising Student Center Facility Locations

Sales and fundraisers may take place in designated sales areas on Lehigh University’s campus.

• A reservation request must be submitted at least three days prior to

the first request date. This information is listed on the Student Center Facilities website.

• Once the request has been received, it will be reviewed for approval.

• After an event has been approved, an email confirmation will be sent to the requestor.

• One table will be provided with two chairs, unless otherwise requested. We ask that the members of your group stay behind the table.

• Solicitation of building patrons in the hallways or public areas is not permitted. • Door-to-door solicitation for profit in residence halls in prohibited. • Charitable fundraisers in residence halls will be approved on a case by case basis by the Associate Dean of Students for Residence Life. • All fundraiser efforts must provide either a service or a product to the donor. All funds above expenses must be given to a designated charity, club or organization. • Advertising of any alcoholic beverages is prohibited. • Alcoholic beverages may not be offered as awards or prizes. • T-shirt sales: Prior approval for the

design must be given by the appropriate office within the Dean of Students prior to ordering or purchasing.

• Raffles: Pennsylvania state laws prohibit raffles to be held on campus.

• Chinese and Silent Auctions are permitted as long as it is for a product. A list of items available must be submitted to the Student Center Facilities Office or Student Activities Office for approval.

• The playing of music or video at the fundraising table must be approved in advance by the Student Center Facilities Office.

• The burning of candles, incense or other materials is prohibited.

• Posters or banners may be taped to the front, side(s), and/or top of the reserved table. All items must be removed at the conclusion of each day.

• The area must remain litter free. Failure to clean up after an event will result in a minimum clean-up fee of $75.

• Appropriate conduct at all times is required. The University reserves the right to cancel any reservation if the University Guidelines are not followed.

• All student vendors selling approved items on an independent basis must understand that they are selling at their own risk with no recourse from the University. A fee per table space will also be collected.

• All outside vendors soliciting goods in the University Center and Lamberton must submit a Certificate of Insurance. This certificate must name the University as an additional insured, show evidence of Comprehensive General Liability coverage of at least $1,000,000 per occurrence. Both Premises and Products Liability coverage must be included and the certificate must contain at least a 30-day cancellation notice to the University. A service fee tied to percentage of sales plus a per table space fee will be collected.

Solicitations

Solicitations represent specific requests for contributions in support of activities or programs. Solicitations may result in gifts of both cash and non-cash items. Mon-etary Donations are when an individual/company makes a monetary donation to a student organization. Non-cash gifts may be received in the form of merchandise or

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services. These are referred to as Gifts-in-Kind. When a donation occurs, please contact the Office of Student Activities at x86670. Student activities will work with the student organization to process the gift with University Advancement Services Offices and issue a receipt (for IRS gift purposes) to the individual/company. Since Advancement Services will mail a receipt of acknowledgement for the donation, the full name of Donor, mailing address and pertinent contact information are required. Please note: fundraisers that emphasize receiving goods and/or services for monies are not considered solicitations.

Accepting an unsolicited gift from a donor is permitted. However, if you wish to active-ly campaign for funds from sources outside the University, you must coordinate those efforts with the Office of Student Activities, who will work with the University Advance-ment Services Office. If the organization fails to do so, the University may be unable to properly acknowledge any resulting do-nor gifts as tax-deductible contributions.

4. General Posting Policy

Posting Notices Planning your event well in advance and re-serving necessary spaces/facilities are es-sential steps before advertising your event.

Once these steps are completed, design your flyer/poster and make the appropriate number of copies for posting.

Where to post:

• University Center: Drop off two cop-ies at the Main Desk, 1st Floor east. The staff will review the notices and date/stamp the flyer before they are posted on the 2nd floor bulletin board across from the computer kiosks. • Residence Halls: Check with Resi-dential Services at 610-758-3500 for the number of copies needed. Please bring the flyers/posters to the Office of Residential Services at least 5-7 days prior to your event in order to ensure sufficient time. • Greek Chapters: Check with the Of-fice for Fraternity and Sorority Affairs at 610-758-4157 for the number of copies. Bring the flyer to the Office of Fraternity & Sorority Affairs 5-7 days prior to your event. • Outdoor bulletin boards: You are permitted to post on outdoor bulletin boards. After your event is over, please remove your notice. • Other buildings: you will need to check with each individual department for their posting policies.

MEANINGFUL ACTION

Where not to post:

• Stairwell doors and stairwells: Stairwells serve as the emergency escape routes out of a building. Stairwells must remain as free from combustible materials as possible.

• Trees: Staples and nails damage our trees.

• Exterior of buildings, outdoor furniture, steps, outdoor walls and fencing: The Brickman crew removes any new postings on a daily basis as the pick up trash through- out the campus.

Other types of advertising

• Consider non-paper posting by advertising your event on the Events Calendar located on the right hand side of the Lehigh Home page and LehighLive.com.

5. Campus Facility Reservations

Many of the spaces on campus are re-served through the Campus Calendar which you can access by using a web browser, going to the Lehigh Homepage and click-ing on the Campus Facility Reservation link which is accessible on the Lehigh homep-age. (left side under the Resources heading below the Campus Portal log-in) You may also use the link below:

http://r25iii.lehigh.edu/wv3a/wv_servlet/wrd/run/wv_event.DayList?evdt=2013012100000000,evfilter=222711,ebdviewmode=grid

6. Copyright Policy

By law, as well as by intent, the pre-record-ed videocassettes and DVDs which are available in stores throughout the United

States are for home use only, unless you have a license to show them elsewhere. Rentals or purchases of the home video-cassettes and DVDs do not carry with them licenses for non-home showings. You must have a separate license that specifically au-thorizes them for non-home viewing before you can legally engage in nonhome show-ings as described in the Federal Copyright Act, Public Law 94-553, Title 17 of the United States Code.

Copyright Public Performance Rights Basic Guidelines for Campus Groups states: It is illegal to conduct a public viewing of a video program, VHS, DVD, etc. without first obtaining the necessary license for the program. Without obtaining a license, the public viewing becomes a copyright infringement. Violators can be prosecuted and held liable for any fines, penalties, court costs, and legal fees which can amount to more than $50,000 in fines per infringement.Section 106: The Copyright Act grants to the copyright owner the exclusive right, among other, “To perform the copyrighted work publicly.”

Section 101: Home videocassettes/DVDs may be shown without a license, in the home of “a normal circle of family and its social acquaintances” because such show-ings are not “public.”

Section 110.1: Home videocassettes and DVD may be shown, without a license, in certain narrowly defined “face-to-face teaching activities.”A public performance license must be obtained when using a videotape program in any public or pri-vate location where the audience extends beyond the scope of a single family and close friends. Ownership of an individual VHS, DVD, etc. does not give one the right to show it in a public place; it is for home use only. There are no distinctions between profit and non-profit groups. You are not permitted to rent from a local vendor (i.e. Blockbuster, 48 Hours, etc.) to show the VHS, DVD, etc. in a public area.

Copyright laws apply whether admission is charged or not. The following are examples of public screenings and are illegal unless the public performance rights have been obtained:

• Residence Hall lounges• Dining areas• Student Center spaces• Common areas and rooms• Academic spaces, if not determined to

be exempt based on educational broadcasting.

7. Food Policy Guidelines

Student Groups Serving Food at Events

It is important to understand that food preparation and safe handling of food is of primary importance to the university.

The University has an exclusive contract with Sodexo Dining Services for any food served in a facility that has a kitchen that is operated by Sodexo. Sodexo is required to have liability insurance, list Lehigh Univer-sity as additionally insured, retain ServSafe trained employees, and follow a signed University contract. This contract is in place to protect people from food borne illnesses

caused by unsafe handling of food. So-dexo assumes all liability for the food that it serves.

Dining Services

• When an event is held in facility in which there is an exclusive contract with Sodexo food must be ordered through Lehigh University Dining Services (610) 758-4512. For example: The University Center, Lamberton, RBC, Iacocca Hall, Linderman Library, etc.

• Student Groups: It is important to keep in mind what your available budget is for your event so that your group can plan accordingly. When making decisions about food for your event contact the Catering Office. The Catering staff will assist you in making decisions based on your budget. Dinging Services offers various types of catering options. Student groups hosting a special function on campus will be permitted to use their meal equivalency credit on any buffet or served lunch or dinner period. Lehigh ID numbers must be active and submitted to LU Catering Services no later than five business days prior to the event to apply equivalency. Student groups, needing only a standard level of service, and willing to pick up, setup, and cleanup their even will be afforded a 30% discount to the totally cost of their food order. Accepted forms of payment for student catering will prepaid cash, dining dollars, and Gold Plus, or Student Club index numbers which are provided by Student Club Accounts 610-758-4150.

• Groups may also want to consider ordering directly with the Manager of the 2nd floor Food Operations Food Court: Salsa Rico, Mein Bowl, Pandini’s, and Baker’s Junction x84172.

22 MEANINGFUL ACTION

Events Permitted to use an Outside Vendor

Building with a dining operation: When an event is being held in a building with a So-dexo operation that sponsoring organiza-tion will be required to obtain an exemption from using Sodexo. Once the exemption has been received in writing, the group may be permitted to bring in food from a vendor that has a Certificate of Liability on file with the University and the bulleted items follow-ing must be adhered to.

Building or location without a dining op-eration: When an event is being held in a space that does not have a Sodexo opera-tion the group may be permitted to bring in food from a vendor that has a Certificate of Liability on file with the University and the items listed below must be adhered to.

• All local food vendors will be required to meet the same liability insurance coverage and ServSafe training as Sodexo.

• A minimum of four weeks’ notice will be required for any event requesting to use an outside vendor.

• The vendor will be required to remain on site to serve the food and provide clean up to the serving area.

• The group will be responsible for arranging additional clean up for the space. Cost will vary depending on the location and will be incurred by the group.

• A sign displaying the name of the vendor must be visible and on display for attendees.

Small Group Meeting

If an organization is holding a small group meeting in their designated office or ap-proved meeting space, the group may be

permitted to bring in food from a food ven-dor that has a Certificate of Liability on file with the University. Contact the appropriate office for approval and to check current local approved food vendors. All local food vendors will be required to meet the same liability insurance coverage and ServSafe training as Sodexo.

Guidelines for Cookouts

• Food cannot be sold at the event. This includes solicitation of donations.

• A reservation for the outside event space must be made. Please visit the Student Center Facilities website for further information and forms. http://www.lehigh. edu/~indost/facilities/guidelines/Cook outs.shtml

• Standard University procedures apply for the serving of alcoholic beverages; please review the alcohol guidelines on the Student Center Facilities website and contact our office for a request: http:// www.lehigh.edu/~indost/facilities/guide lines/Alcohol.shtml

• The organization will be responsible for identifying the designated cook(s) for the event. The designated cook(s) will be required to review the following food safety information at least one week

prior to the event. This information will be found on the Student Center Facilities website at: http://www.lehigh. edu/~indost/facilities/guidelines/Cook outs.shtml

o Cooking for Groups: How to Keep Food Safe

o Barbecue and Food Safety

• The event must be closed to the general public

• All groups will be required to obtain a Food License from the City of Bethlehem Health Bureau for each event. The City of Bethlehem Health Bureau reserves the right to send a health inspector to the location to make sure all guidelines are being followed and food is prepared safely.

• Lehigh Police must be notified in writing at least 24 hours in advance of the event.

• An individual must be identified as the spokesperson for the group.

o This individual has the responsibility of making sure the BBQ is conducted in an area where there are no building air intakes or combustible materials such as leaves, etc.

o This individual is required to have access to a cell phone or identify a local indoor telephone to use in case of a medical emergency.

• One individual, who has experience lighting charcoal grills shall ignite the grill(s) making certain that the area is clear of people. Once the grill(s) have been ignited the lighter fluid must be put away. Charcoal fluid shall not be used on hot coals!

• Sanitary gloves must be worn when serving food and all food must be placed in proper serving units.

• At the end of the event the identified spokesperson is responsible for ensuring that the hot coals are fully extinguished by a dry chemical fire extinguisher. The ashes should be placed in a metal container for at least 24 hours prior to disposing with other garbage. The area must be litter free.

Special Considerations for food served at Cultural Events

• A minimum of four weeks’ notice will be required for any event requesting permission to serve ethnic food not provided by Sodexo. In order to allow adequate time to process the request and secure the necessary insurance or City of Bethlehem permits the four week minimum notice will be strictly adhered to.

• The event must be cultural in nature. The food that is being requested to be served/prepared by a group is cultural in nature and cannot be prepared by Dining Service in a manner that is acceptable for the authenticity of the event. A list of foods and ingredients must be submitted with a completed

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26 MEANINGFUL ACTION

REFLECTION

What is it?

• A group and individual thinking process• A tool for personal growth• A group dynamic builder and maintainer• A key component of service learning

Why do it?

• To challenge people, their ideas, beliefs, prejudices, and values

• To increase our sensitivity to social issues• To impress the importance of service

work and critical thinking• To enhance personal growth for yourself

and your group• To encourage social action and more

reflection• To link existing knowledge with the new

experience• To internalize lessons learned from the

service experience

How do I do it?

• Foster relative discusssions• Acknowledge feelings• Ask questions• Confront group conflict• Offer productive and pro-active

suggestions

Examples of Reflection

• Sit in a circle and facilitate a discussion asking questions like what happened, why the service was important and what happens next.

• Write one positive thing, one negative thing, one thing you learned, and one thing you want to try tomorrow.

• Show a before and after picture of the work you did. Ask how and why they think the aesthetics of what you were working on relates to the social issue.

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Reflection is an essential part to any service event because volunteers engage in critical thinking about the service which they just completed. Simple activities you can complete individually or as a group add to the overall service experience. It is hard to see everything that goes on during an event, so when it is completed participants should communicate what they saw.

form to prepare food to Dining Services at least four weeks in advance. Dining Services has the right to deny the request.

• The event cannot be open to the general public.

• The event must be small in attendance or have received special approval based on the nature of the event i.e. International Bazaar.

• Each group shall designate a Lehigh University staff or faculty member that will act as the University liaison to over see the entire event and ensure the safe handling of food.

• Any group member that will be preparing food must attend the Food Safety Work shop that must be arranged through the International Students and Scholars office. This workshop will provide a brief overview of:

o Cooking food safelyo Viewing the Institute of Food

Technologies Guide to Food Safety video

o Obtaining a booklet entitled, “Cooking For Groups: A Volunteer’s Guide to Food Safety” prepared by the U.S. Department of Agriculture, Food Safety & Inspection Services

o Signing an agreement form

• All groups will be required to obtain a Food License from the City of Bethlehem Health Bureau for each event. The City of Bethlehem Health Bureau reserves the right to send a health inspector to the location to make sure all guidelines are being followed and food is prepared safely.

• Sanitary gloves must be worn when serving food and all food must be placed in proper serving units. Anyone that will be serving food cannot handle money.

• Due to food allergies or religious practices each dish must be labeled listing the main ingredients and placed in close proximity to the dish.

• All trash must be bagged and placed in the designated trash area. Any cleanup required as a result of the event will be charged directly to the sponsoring organization.

Sample Evaluation Forms

After Activity Analysis Sheet This form is designed to help you and your officers evaluate your chapter activities to develop and improve future events. 29

EVALUATIONInternal and external evaluation of events is important not only for your organization but for the host site as well. If a relationship with another group is hindering your mission to serve a particular cause, then you may wish to pursue service opportunities with another group.

EVENT NAME DATE

CHAIRMAN / OFFICER

NAME PHONE EMAIL

Useful Contacts:

EVENT PREPERATION

WHAT NEEDS TO BE DONE BEFORE EVENT:

EVENT OVERVIEW

POSITION AGENCY

1 2 3

WHAT WENT WELL

WHAT COULD HAVE BEEN DONE BETTER

WHAT COULD HAVEGONE WRONG

HOW CAN THE EVENT BEIMPROVED FOR NEXT YEAR

OTHER NOTES

CLOSINGBy understanding the needs of the com-munity in which we live and work, we can build bridges and create social change. The resources to succeed in building these relationships are at our disposal, and with these resources, a few passionate individu-als and groups can really make a difference.

Throughout my years at Lehigh, I have wit-nessed many great examples of programs and events that truly embody the concept of meaningful action. I believe that we have a long way to go in terms of building our relationship with South Bethlehem, but from what I have seen, I know we are moving in a positive direction.

I encourage you to really look through this document and utilize the information to cre-ate worthwhile events. This guide would not have been made possible without the help of Carolina Hernandez, and the multitude of dedicated Community Service Office staff members. Their passion to serve inspires myself and others to work hard in improving our Lehigh and Bethlehem communities.

“There are two ways of spreading light - to be the candle or the mirror that reflects it”.Edith Wharton, Vesalius in Zante

Yours In Service,Dan Coviello ‘13

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Sample Volunteer Evaluation Form