2. TABLE OF CONTENTS
28
31
EVALUATION
CLOSING
Sample Evaluation Forms
5
INTRODUCTION
Community Service Office
Mission Statement
Community Service vs.
Philanthropy
14
MEANINGFUL
ACTION
Checklists
Check list 1: Will your event
be effective?
Check list 2: Before Your
Event
Check list 3: Event Day
Check List 4: After Your
Event
Advertising
Student Organizations,
Groups, and Activity Policies
1. Contest Guidelines
(Guidelines for Game
Tournaments)
2. Contract Signing
Guidelines
3. Fundraising and
Solicitation Guidelines
4. General Posting Policy
5. Campus Facility
Reservations
6. Copyright Policy
7. Food Policy Guidelines
9
COMMUNITY VOICE
On Campus Resources
Off Campus Resources
11
ORIENTATION
Importance of Education,
Orientation, and Training
South Bethlehem Orientation
Material
6
EDUCATIONAL
MATERIALS
Definitions of Service
Spectrum of Service
Five Critical Elements of
Successful Community
Service Initiatives
27
REFLECTION
Examples of Reflection
Created By:
Lehigh University Community Service Office, Dan Coviello
inserve@lehigh.edu
Last Updated: 01/02/2013
3. 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).
5
4. EDUCATIONAL
MATERIALS
Definitions of Service
Activism / Advocacy
The 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 Service
The 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 Gestures
The 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 / Philanthropy
The 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 / Spirituality
The 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
Citizenship
The act of valuing the needs of a commu-
nity and fulfilling one’s civic duty such as:
• Joining the armed forces
• Voting
Vocation / Call
The 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 Entrepreneurship
The 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.
7
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
5. 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.
98
http://www.butler.edu/volunteer/resources/elements-of-thoughtful-service/
EDUCATIONAL MATERIALS
6. Off Campus Resources
ORGANIZATION NUMBER
ANIMALS & THE ENVIRONMENT
CHILDREN & YOUTH
HEALTH CARE
HUMAN SERVICES
SENIOR CITIZENS
Jacobsburg Environmental
Education Center
Saucon Valley Conservancy
Big Brothers / Big Sisters of
Lehigh 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
11
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.
7. 12
http://factfinder.census.gov, http://www.city-data.com/zips/18015
South Bethlehem
General Characteristics (As of: 2010)
ORIENTATION
Total Population
Average House
Hold Size
31,000
2.7
people
Ages under
5 years: 5.6%Age 65 and
over: 16.2%
Ages 18 years
and over: 78.2%
Economic Characteristics
Top 3 Industries
Educational Health and
Social Services
Manufacturing
Retail Trade
Race Breakdown
Caucasian: 79.3%
Black or African
American: 8.7%
American Indian and
Alaska Native: 0.8%
Other: 8.6%
Asian: 3.4%
13,826
In Labor Force
6.6%
Unemployment
$25,790 13.7%
Families below
poverty level
$10,830
Poverty Line for
an individual
18.8%
Individuals
below poverty
level
8. 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
14 15
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.
9. 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
10. 19
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
11. 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
20
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
12. 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=20130121
00000000,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
13. 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
25
14. 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.
27
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 safely
o 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.
15. 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 HAVE
GONE WRONG
HOW CAN THE EVENT BE
IMPROVED FOR NEXT YEAR
OTHER NOTES
16. CLOSING
By 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
31
Sample Volunteer Evaluation Form
