Community Service
Serving together is an opportunity for student organization members to build relationships, help others, and create a positive presence in the wider community. Student Organizations are encouraged to serve and to report that service to Student Activities & Involvement so that your experiences can be included in the service data and stories we share with the campus and beyond.
Typically, student groups focus in on either community service (voluntary work intended to help people in a particular area) or philanthropy (the collection of funds or needed items to be donated to a cause).
Annual Service Events at UW-Whitewater
Student Activities & Involvement supports or runs two service events annually. These events are the simplest way to perform service or philanthropy as the work has been arranged on the group’s behalf.
Special Olympics of Wisconsin Polar Plunge
Raise money to assist Special Olympics athletes in competing. Individuals raise a money to plunge in an icy pool located in Cravath Lakefront Park. Volunteers are also needed to run the event. Typically held the second Saturday of February. Sign up and more information can be found at www.polarplungewi.org.
Make A Difference Day
UW-Whitewater’s version of this national day of service has continued to expand to multiple dates and locations. Sign up as a group or as individuals to serve in Whitewater or Janesville. Events are held in April of each year, and run approximately three hours. More information can be found through contacting Student Activities & Involvement’s Service Intern at 262-472-6217.
Finding Service Projects
Https://www.volunteermatch.org/ is a free web site where you can search for service opportunities by location, type, commitment level, and more.
Service Resources
Service often involves working with the community, traveling, physical labor, and other actions that have more risk than everyday life. The following resources are intended to help organizations reduce liability and prepare for successful service events.
Release Forms (AKA Hold Harmless Forms)
Release forms, also commonly called Hold Harmless forms, should be completed by participants when they volunteer. Risk Management and Safety will create this form for you – submit the request at https://www.uww.edu/adminaffairs/riskmanagement .
Completed forms are to be kept for a period of one year by the advisor or a responsibility party that remains on campus.
Connect (uww.edu/connect) can be used to create a Hold Harmless form as well. As long as the form requires a log in (not an open form but accessible only by members of the campus community), an electronic signature complies with the E-signature verification laws. For help in creating this form, contact the Involvement Office at involvement@uww.edu or 262-472-6217.
Service or Mission Trips
Planning a service or mission trip can be a daunting task. The following resources may be helpful in managing the trip and related liability. As an initial step in the planning process, groups are encouraged to set up a time to discuss details with the Risk Manager. They can be emailed at riskmgmt@uww.edu, called at 262-472-1856, or visited at Hyer Hall 330. Their website is http://www.uww.edu/adminaffairs/riskmanagement.
Trip / Behavior Contracts
When leaving the campus as part of a University sanctioned and/or sponsored event, participants are expected to abide by the University of Wisconsin – Whitewater’s code of conduct. See the Student Handbook at http://www.uww.edu/handbook/student for details regarding what is expected of all members of the UW-Whitewater community.
Your group may choose to create its own agreement or use one provided by your national organization (if available). There are also many samples of Behavior Contracts available on the Internet. Some example statements are found below. Before asking participants to sign any contract, please consider having it reviewed by the Office of Risk Management.
At minimum, your agreement should cover the following issues:
Alcohol Consumption
Room Sharing
Representation of UW-Whitewater
Use of Illegal Substances
Smoking
Violating federal, state and/or local laws
Treatment of peers and trip leaders
Conduct and consequences for misconduct
Participant responsibility for costs associated with trip and being removed from trip
Expectations of communication / connection with the trip leader
Background Checks
Background checks on volunteers are often required when those being served are considered a vulnerable population (children, individuals with disabilities, elderly, etc.) and their purpose is to look for any concerns in employment history or criminal background that would increase the risk for those being served and increase the liability of the group arranging the volunteer work.
For example, if a group wishes to provide childcare during an event, those working with the children would need to pass background checks. A vulnerable population (children) is being left alone with volunteers and therefore there is a need for the sponsoring organization to assure the volunteers have no reason not to be able to be left alone with the kids.
If the children are not being left alone with the volunteer(s), (for example volunteers are working at a carnival where the parents/guardians will travel around the event with their children), background checks are not typically necessary because the adult in charge of the minor is there to supervise the interaction between the child and the volunteer.
Contact Risk Management (riskmgmt@uww.edu) or the Campus Police Department (police@uww.edu) to have background checks run on your volunteers. There may be costs associated with this process.
Minor Protection and Adult Leadership Policy
Purpose
To provide for appropriate supervision of minors not enrolled or accepted for enrollment at a UW institution who are involved in University-sponsored programs, programs held at the University via written agreement or sponsorship and/or programs housed in University facilities at all geographic locations. Supervision of minors who are subjects in University research is addressed by the Institutional Review Board process and is not addressed by this policy.
This policy also does not apply to general public events or locations that are generally open to the public, such as arboretums and unions, and where parents/guardians are invited and expected to provide supervision of minors.
The University System has adopted the following policies for the safety and well-being of minors that attend our various programs for minors. These policies are primarily for the protection of minors; however, they also serve to protect adult employees and volunteers.
Definitions
For the purposes of this policy:
"Minor" A person under the age of eighteen (18) who is not enrolled or accepted for enrollment at the University. Students who are "dually enrolled" in University programs while also enrolled in elementary, middle and/or high school are not included in this policy unless such enrollment includes overnight housing in University facilities.
"Authorized Adult" Any person eighteen (18) years of age or older in a paid or unpaid supervisory or leadership position.
"University Facilities" Facilities owned by, or under the control of, the University. University daycare and preschool services or services provided by a licensed health care provider (or employee or volunteer acting under the direction of a licensed healthcare provider) are not included in the definition of university facilities and will follow applicable laws, regulations, and separate policies that reflect the unique activities that occur in those locations.
"Programs" Programs and activities offered by various academic or administrative units of the University. Non-University groups that use University facilities for programs must have an agreement.
This includes but is not limited to workshops, sport camps, academic camps, conferences, and similar activities. Outside groups or organizations that contract with the University to use University facilities for programs must warrant that they follow the Minor Protection and Adult Leadership Policy.
"Department of Health Services (DHS)" In Wisconsin, recreational and educational camps are regulated by the Wisconsin Department of Health Services (DHS).
"One-On-One Contact" Unsupervised interaction between an Authorized Adult and a participant in a program without at least one other Authorized Adult, parent, guardian, family member or other minor being present.
Policy Statement
One-on-one contact between an adult and a minor is prohibited. A group setting must be maintained at all times which means that one-on-one contact between adults and minors is not permitted during the duration of the program.
Exceptions:
The case of a child and parent, guardian, or family member relationship.
Instructional settings where one-on-one tutoring ensues. In such settings, free access to the instructional setting by authorized persons to and from any space must be maintained at all times. Examples to achieve this include: no window or door coverings that would restrict or eliminate visibility into the room and ensuring doors that are used to enter and exit the space are unlocked and accessible. In such settings it is strongly encouraged to leave doors open when feasible.
· Authority of Risk Manager or Human Resources Director. An institution's risk manager or human resources director (or their designee) may grant limited exceptions to this policy. Factors to be considered in evaluating an exception are:
· One-on-one contact should not be permitted unless it would fundamentally alter the nature of the service being provided. If one-on-one contact is permitted, free access to and from any space must be maintained.
· The number of adults present must be sufficient to ensure adequate supervision of minors at all times.
Supervision. An appropriate ratio of staff members (adults) to campers (minors) must be maintained. UW System follows DHS regulations, except where a variance applies. One adult is required per every ten campers under the age of 18 during instructional time. One adult per every ten campers under the age of 18 is required during non-instructional periods.
Overnight events. In the case of adults supervising minors overnight, other than the minor's own parent, guardian or family member, an Authorized Adult should not enter a minor's room, bathroom facility, or similar area without another Authorized Adult in attendance, consistent with the policy of not having one-on-one contact with minors. Adults must maintain a two-deep (at least two adults present) at all times on overnight events. When camping or participating in any overnight event, no minor is permitted to sleep in the tent or room of an adult other than his or her own parent or guardian.
Privacy of youth respected. Adults must respect the privacy of minors in situations such as changing clothes and taking showers, whenever possible. Intrusions are permitted only to the extent that health and safety require. Adults must protect their own privacy in similar situations.
Inappropriate use of cameras, imaging, or digital devices prohibited. Use of such device capable of recording or transmitting visual images in shower houses, restrooms, or other areas where privacy is expected by participants is prohibited.
Emergency Exception. The two-deep leadership requirement may be temporarily suspended if an emergency situation warrants it (e.g., one adult accompanies a minor to the emergency room, is summoning law enforcement, or is searching for a missing minor). An alternative adult must join the group to reestablish leadership as soon as feasible.
Violations. Any employee who violates this policy may be subject to disciplinary action up to and including termination of employment.
For additional information on programs involving minors:
Agriculture, Trade and Consumer Protection ch. ATCP 78, Recreational and Educational Camps
https://docs.legis.wisconsin.gov/code/register/2016/726B/insert/atcp78
Source: www.uww.edu/policies/minor-protection-and-adult-leadership
Revised: September 2016
UW-Whitewater Camps, Clinics and Conferences: https://www.uww.edu/ce/camps
Mandated Reporting of Child Abuse and Neglect
Per Executive Order #54, all University of Wisconsin System employees are required by state law to report child abuse and neglect if, in the course of employment, a UW System employee observes or learns of such an incident. Volunteers and contractors who will come into contact with minors while performing their duties are also considered Mandated Reporters.
UW-Whitewater Campus Policy have clarified that this includes student employees, and that (while not clearly defined) this applies while on the clock or otherwise. For training and more detailed information, see the materials found at www.uww.edu/adminaffairs/police/faculty-staff/mandatory-reporter.
If, while volunteering, a UW-W student has concerns in this area, they are expected to speak with the employees in charge of the space (such as a teacher if volunteering in a classroom) or event (such as an advisor if hosting kids on campus). If the staff member does not report information to the UW-W Police Department, County Department of Human/Social Services, or to other law enforcement, then the volunteer is encouraged to do so directly.
Planning Service Events
Part 1: Goal
Creating a service event has many of the same steps as any other event. There are some special considerations. Often times the need is identified prior to the event planning process. If you haven’t yet selected the person or group that will benefit from your efforts, the goals of your organization in creating this project should be considered.
Is the event primarily happening to help students earn service hours? If so, the time spent needs to be in actual service – not in raising money, running or walking. While these all support philanthropies, the hours spent in these activities don’t typically count as community service hours.
Is the event primarily happening to help a particular agency or cause? Then consider asking them what they most need. We may think the people in homeless shelters need soap and shampoo, but is that true? Is there something that’s needed more? Do they need direct service where you are working at their site? Or would they rather have you produce something that will help them to do their work?
Regardless of the need you are trying to fill or the efforts you undertake, it is vital that you can articulate the goal of your service. Each volunteer needs to be able to share with potential donors or contributors why it’s important to help.
Part 2: Picking an Event
Once you know your goals you can pick the event itself. The type of event will dictate many other details. Specifically, you’ll need to determine the following to guide you in your planning:
The size of the event
When you hope to hold it
How much money is needed to create the event
How to get participants, and
Who will sponsor the event
Part 3: Event Size
The size of the event is an important thing to consider. The size determines where you can host the event, how many people can participate, how many volunteers you’ll need to run the event, and how much the event itself will cost. While it is true that usually larger events make more money or accomplish more due to the number of participants, it is also true that they take more time to plan, require more workers, and cost more money. There is more risk in larger events due to related costs and organization reputation, so it’s important to consider what your group can accomplish and set your goals on something that is both a challenge and feasible given your group’s skills and time.
Part 4: Picking a Date
The date and time of your event is an important consideration.
look at the needs of who you are serving - what is their timeline?
look at your organization’s other commitments - when will the project work within your organization’s schedule?
create a calendar that includes all of the steps you can think of - give yourselves more time than you think you need. Professionals plan anywhere from 6 weeks to a year out on their events. Knowing you have classwork and other commitments, plan accordingly.
Consider other happenings on campus. Events like Spring Break and midterms can affect people’s availability, as can other student organization events. Use the campus calendar and the connect calendar to check for conflicts. Weather may also be an important consideration.
Once you’ve done the above, select a timeframe you think will work and take that to where you need to reserve facilities and other resources like advertising space.
Part 5: Setting a budget
Budgeting is an important part of planning any event. Whether you have a few dollars or thousands, taking the time to prioritize what you spend money on will determine the size and scope of your project.
The first question to determine is how much money you have to spend. Remember that supplies you already have should be included in your budget so that you have a real estimate of actual costs.
If you are trying to raise money for a philanthropy, setting a budget also includes setting a goal for the funds you hope to raise. While money often has to be spent to bring money in, groups have to balance the expenses to maximize the revenue.
Part 6: Marketing Ideas
When planning events, at least 40% of your time should be spent on marketing your event. Service events need to be promoted for the event itself as well as the issue or cause. After all, people are more likely to donate or buy from you if they feel a connection to the issue you are trying to bring awareness to or solve.
Resources that you have at your disposal at little or no cost include:
Facebook, Twitter, Instagram and other social media sites – this is a low or no cost option, and vital for marketing to students
SAI provides publicity resources like markers, butcherblock paper, helium, and an Accucut press. Use these free resources to create large signs to post on campus, and draw attention to your event.
Ask your professors if you can make announcements in class – it’s great free advertising! Same goes for announcements in the other organizations that your members belong to.
Use the connect calendar to post your events for others to see
SAI will post your events to the Involvement Facebook page and the Service portal on connect
Ask the group for which you are raising money if they have any list-servs, Facebook pages, or other ways to reach out to constituents that are already passionate about the cause.
Part 7: Collaborating
Working with other groups or departments can magnify the work you do, if you are willing to put in the work needed to come to a clear agreement of roles and division of labor. It also extends your reach on social media, in class and organization outreach, and in the people contributing to both the work and the volunteer time. You can find contact information for other organizations and many campus departments on connect under the Organizations tab.
Part 8: Stay Organized
Just like for class or work, organization is key to a successful event. This includes the management of the process, creating a timeline and plan of attack for the event itself, and evaluating the experience after the event. Keeping track of your information will allow future organization members to use your experience to continue building on your success.
Your organization can store these documents in the documents section of your group’s portal on connect.
If you need further assistance, please contact Student Activities & Involvement.
Collaborating - Creating Agreements with Service Partners
When student organizations would like to partner with community agencies, campus departments, or other student organizations, clarity of roles and responsibilities is critical to the success of the project. A Memorandum of Understanding or Memorandum of Agreement can be helpful to identify the goals of the partnership and the responsibilities of each party. These documents can be informal or formal depending on the length of relationship and complexity of the project. A sample outline for a MOA is found below, based upon a service project Student Activities & Involvement and the Whitewater Unified School District partnered on.
America Reads Program
Memorandum of Agreement [insert timeframe of agreement]
Site: [xxxxxxxx] Organization: [xxxxxxxx]
Contact Person: [xxxxxxxx] Contact Person: [xxxxxxxx]
Address: [xxxxxxxx] Address: [xxxxxxxx]
[xxxxxxxx] [xxxxxxxx]
Phone: [xxxxxxxx] Phone: [xxxxxxxx]
E-mail: [xxxxxxxx] E-mail: [xxxxxxxx]
[Project Title] Partnership
[Name of Organization], hereafter referred to as the “Organization”, and [Name of Site or other Organization], hereafter referred to as the “Site”, agree to form a partnership to ensure the success of the [Project Title]. [Provide brief, agreed upon description of project.]
This agreement remains in effect until [end date of project].
As community partner site of the organization, the site agrees to:
[insert details of agreed-upon tasks, liability, and record keeping]
As organization partner of the site, the organization agrees to:
[insert details of agreed-upon tasks, liability, and record keeping]
Both parties agree:
[insert details of agreed-upon tasks, liability, and record keeping that are outside the responsibilities of the organization or site]
It is our agreement that this partnership will benefit all who are involved: [list all parties impacted by project/program]
____________________________ ____________________________
Site Supervisor Signature Date
_____________________________ ____________________________
Organization Supervisor Signature Date
Additional Signatures:
_____________________________ ____________________________
Project Site Coordinator Date
_____________________________ ____________________________
Organization’s Project Coordinator Date
Volunteer Appreciation
Recognition is an important component of volunteer retention because when people feel valued they are more likely to return to volunteer, feel connected to your program and/or mission, and speak highly of the experience to other potential volunteers.
Volunteers can be thanked in many ways. Consider your volunteers – what do they value? Personal notes or conversations will work for some, while others need recognition in a more public setting. For some, certificates or plaques are valuable because they can show off their volunteering to others. For others, something handmade or more personal (a favorite food, a framed photo, etc.) might be most gratifying. If you don’t feel like you know each of them well enough, ask them what they’d like!
Reporting Service Data
Each year, Student Activities & Involvement collects service data for departments and student organizations across campus. This data is used to tell the story of the contributions UW-Whitewater makes to the surrounding community and beyond.