Our office tracks group activity as a way to gauge merit based awards, reserve space on campus, and to make sure everything is organized.
Starting Your Event
- Event Planning and Scheduling Form - Please proceed to Community to start this information.
Use this form to schedule all events, meetings, table reservations, etc.
- Cancellation Policies and Fees
Be sure you are familiar with these policies for the room your group is using.
- Waiver, Release, and Hold Harmless Agreement
Events that require travel, physical contact, or are deemed high risk must have waivers on file for each participant
Working Together
Food Policies
- Food Use Policy
See this policy to ensure your event is in compliance with university standards.
- Branded Foods at IPFW
See this sheet about which brands have rights.
- Alcohol Service Packet
If your group is considering serving alcohol at an event, you must meet with the Activities Coordinator and submit all paperwork at least one month in advance.
Other Forms
- Kettler Table Map
Here is a map of tables that student organizations can reserve by submitting an Event Planning and Scheduling Form.
- Past Activity Credit
Use this form to receive credit for past events that took place but were not documented.
Please use the Community software for students and student organizations. Log in to www.ipfw.edu/my-community to complete many of the necessary forms.
Annual Forms and Training
- Report Form
Organizations will become inactive in Community unless this form is completed. Forms may be turned in after June 1 for the upcoming school year. Each year, this form is due within one week of officer trainings and no later than October 1st. If any officers change positions during the year, this form must be completed and turned in again.
- Advisor Responsibility Form
All groups must have a current advisor and updated form on file.
- Officer Training
All elected officers are required to attend the training. Scheduled in the fall and spring semesters; see the below timeline.
- Volunteer Paperwork
Anybody who will be involved with your club and is NOT IPFW student, faculty, or staff will need to submit this paperwork, in person, to the Student Life office. This includes those who are paid by, or volunteers of, a national organization to support a local chapter at IPFW.
- Organization Member Report Required for to be submitted by December 1 with a complete member list.
Other Important Forms and Policies
- Student Organization Handbook
Cozy up with a warm drink and enjoy reading about all the details of being a club officer!
- Advisor Handbook 17-18 the how-to of how for advising student organizations and club sports.
- Student Senate Constitution Request Form
Use this form if your group would like to make changes to your current constitution.
Officer Training Time Line
FALL
Fall Officer Training - All Student Organization Officer Training will be conducted via Blackboard. Student organizations that have submitted the Student Org Report Form by Thursday, August 31st will have access to the training modules beginning on Friday, September 1st. Those organizations that submit the Student Org Report Form after August 31st, will receive training access when the form is received. All training modules, quizzes, pre and post tests must be completed by Saturday, September 30th, 2017 at 11:59pm to avoid possible sanction points to the student organization. If you have questions, please contact Jason Anderson at 260-481-6637 or andersjs@ipfw.edu
We are excited to introduce our new Community software to students and student organizations! Log in to www.ipfw.edu/my-community to complete many of necessary forms!
There are several privileges granted to members of recognized student organizations including the ability to rent university vehicles and be covered by university insurance during travel. If your group is planning on traveling soon, there are a number of forms to make sure you're covered; some take a few weeks, so plan ahead!
Forms
Forms 1-4 are required for every trip, form 5 is only required if driving is involved, form 6 is recommended for international travel, and 7 is optional.
- Fill out the new Event Planning and Scheduling Form in Community by loging in to www.ipfw.edu/my-community (previous Event Planning and Scheduling Form is no longer available)
Submit this form for all club events, meetings, and travel.
- Organization Trip Form
Use this form to list attendees, provide additional information, and request a university vehicle if necessary.
- Waiver, Release, and Hold Harmless Agreement
Submit a waiver for each member going on the trip.
- Trip Itinerary
Please email a rough itinerary detailing your group's scheduled activities.
- Request for Driver Authorization
Submit this form to request driver authorization. The cost is $11-14 per person so we recommend having 2-3 permanent drivers for your group each year.
- Local Travel Only - Driver Self-Assessment
If your travel is within city limits, there is no need for a full Driver Authorization, just double check this sheet to make sure you are qualified to drive on University business.
- International Trip Insurance
Submit if your group is planning international travel for international medical/evacuation insurance
- Trip Insurance - National Travel
If your group would like to purchase insurance during travel, please contact the Activities Coordinator
Policies
Please see the below documents for further travel explanation.
Conference Room Reservation Request
Need a quite meeting place? We have an eight (8) person conference room for groups to use.
Locker Application
Student Life has a number of lockers that can be used by student organizations.
IPFW.edu E-mail and Web Space
Contact the Activities Coordinator if your group would like to have web space on IPFW's network. This also gives you a @students.ipfw.edu e-mail address for your group. Please include what you would like your user name to be in your request
IPSGA Machine Rental
Student Government has a number of different machines groups are welcome to use to make cotton candy, buttons, slushies, and more!
Please bring signed forms to Student Life for processing.