LionLink

Every recognized undergraduate student group can establish a virtual presence through LionLink, Community Development's student group on-line hub. With LionLink, student group leaders can manage many of their group functions like updating membership rosters, circulating group messages to members and non members,  publicize events and market activities. Community Development groups can even manage their finances and purchasing needs through LionLink. LionLink is proving to be a dynamic tool that help groups manage their day-to-day activities.

E-Mail, Mailing Lists, and Web Sites

For general questions you can contact your adviser or the CUIT help desk by phone at 4-1919 or by e-mail at CUIT.

Requesting a New Student Organization Email Alias

Send an e-mail to CUIT and copy your Student Affairs adviser. In the body of the e-mail, please include the name(s) and UNI(s) of the Columbia student(s) who will be considered the owner(s) and some suggestions regarding desired aliases (i.e. XYZ@columbia.edu). A member of CUIT will respond seeking the approval from your adviser. Once approved, the owner(s) will be e-mailed the official e-mail alias and detailed instructions on how to operate the account.

Updating Student Organization E-mail Alias Permissions

The current owner of the e-mail account can send an email from the current student group e-mail to CUIT, making sure to copy your Student Affairs adviser. The e-mail should state that you want to change the ownership permissions to the account and include the new owner(s) name(s) and UNI(s). A member of CUIT will respond seeking the approval from your adviser. Once your adviser approves the changes, CUIT will email the new owner(s) and copy the old owner with the official alias and detailed instructions on how to operate the email account.

If the owner of the e-mail account no longer is affiliated with the University or the organization, please send an e-mail to CUIT. Please make sure to copy your Student Affairs adviser and that your e-mail includes the e-mail alias to be reset, the e-mail alias, and the new owner(s) that you wish to take ownership of the account. A member of CUIT will respond seeking the approval from your adviser. Once your adviser approves the changes, CUIT will e-mail the new owner(s) with the official alias and detailed instructions on how to operate the e-mail account.

Requesting a New Student Organization Mailing List (Listserv)

Your group should first visit the CUIT Web site on mailing lists and assess what type of list is best for your organization. Most student clubs at Columbia utilize a Majordomo Mailing List. Next you should send an e-mail to CUIT and copy your Student Affairs adviser. In the body of the email, please include the name(s) and UNI(s) of the Columbia student who will be considered the owner(s), the type of mailing list you are requesting, and a few possible suggestions of aliases you might like for the mailing list (i.e. XYZ@columbia.edu). If you have a general student organization e-mail alias, please submit a few possibilities that will not be confused with the general e-mail. A member of CUIT will respond seeking the approval from your adviser. If approval is granted, CUIT will e-mail the owner with the official mailing list alias and detailed instructions on how to operate the mailing list account.

Updating a Student Organization Mailing List (listserv) Permissions

The owner(s) of the mailing list can log on at the Student Organization listserv and make any necessary changes to the account.

If the owner of the account is no longer is affiliated with the University or the organization, please send an e-mail to CUIT, making sure to copy your Student Affairs adviser. Make sure that your e-mail includes the e-mail alias to be reset, and the new owner(s) of the account. A member of CUIT will respond seeking the approval from your adviser. Once your adviser approves the changes, CUIT will e-mail the new owner(s) with the official mailing list alias and detailed instructions on how to operate the account.

To Request a New Student Organization Web page

A student organization should send an email to CUIT, making sure to copy their Student Affairs Adviser. In the body of the email, please include the name(s) and UNI(s) of the Columbia student(s) who will be considered the owner(s) and some suggestions for desired web addresses (i.e. www.columbia.edu/cu/XYX). A member of CUIT will respond seeking the approval from your adviser. Once your adviser approves the creation, the owner(s) will be e-mailed the official e-mail alias and detailed instructions on how to operate the account.

Updating or Changing Student Organization Web page Permissions

The current owner of the webpage account can send an e-mail from the Columbia University email account to CUIT, making sure to copy your Student Affairs adviser. The e-mail should state that you want to change the ownership permissions to the account, the web address, and include the new owner(s) name(s) and UNI(s). A member of CUIT will respond seeking the approval from your adviser. Once your adviser approves the changes, CUIT will e-mail the new owner(s) and copy the old owner with the official alias and detailed instructions on how to operate the e-mail account.

If the owner of the e-mail account no longer is affiliated with the University or the organization, please send an e-mail to CUIT, making sure to copy your Student Affairs adviser. Make sure that your e-mail includes the web site address to be reset, and the new owner(s) that you wish to take ownership of the account. A member of CUIT will respond seeking the approval from your adviser. Once your adviser approves the changes, CUIT will email the new owner(s) with the official alias and detailed instructions regarding how to operate the e-mail account.

General CUIT Policies

Please refer to the CUIT Web site for more information about policies governing the use of e-mail, mailing lists and web sites.

Guarding Your Personal Privacy

The emergence of new communication technology each year means it is more important than ever to protect your personal privacy. Officers of student organizations at Columbia University should make themselves aware what personal information they put out in the world when communicating on behalf of a student group. While most student e-mail addresses are accessible from the Columbia University Web site, we encourage our student organizations to seek an anonymous e-mail alias and mailing list. This service is provided at no cost to your organization.

It is also important for student officers to be mindful of the audience for which e-mails are targeted. If e-mails are meant for public viewing, as are those typically sent through mailing lists (listservs), officers should consider only using their first name. This also applies when you are corresponding with unfamiliar members of the general public or when you are posting information on a student organization web site. Any student group officer should be consulted before their name and contact information are placed on a web site. Again, the creation of a simple mailing list or Majordomo alias (i.e. XYZgroup@columbia.edu) can simplify this issue. E-mails sent to this address will automatically be distributed to all members placed on the list.

It is also important for your student group to communicate any concerns over privacy issues to your Student Affairs adviser. It is a good practice to discuss which e-mail address your organization prefers to use in receiving communications and what e-mail or contact information can be given in response to general inquires made by the public.

See your Student Affairs adviser regarding any questions or concerns.

Advertising

Lerner Mailboxes

Recognized student groups may request to have the undergraduate student mailboxes stuffed in Lerner Hall with notices, advertisements or flyers. This service is provided by the Mail Center staff at no charge to your organization. Student organizations are no longer permitted to stuff boxes themselves for security reasons.

No student groups will have access to the mail centers from September 1 - October 15.

Please contact the manager as soon as possible to arrange for a mailbox stuffing by phone at 854-0101. S/he will provide you with the necessary authorization form. The Mail Stuffing Authorization Form must be completed and signed by your Student Affairs adviser. All requests must be approved by the manager of the Student Mail Center.

Student groups with national or off-campus affiliations may be subject to a stuffing fee of $550.

The Student Mail Center can provide a listing of students by year, but requests for specific lists must be made prior to stuffing. The Student Mail Center does not provide listings based on race, gender, religion, national origin or major of study.

The above information is subject to change. Please contact the Columbia University Student Mail Services for current policies.

Flyering

Student organizations may flyer around campus as long as they follow all policies and procedures outlined by individual department and building policy, and as outlined in the Essential Policies for the Columbia Community. Student organizations are further subject to New York City ordinances when flyering off-campus. Please contact your local police precinct if you have a question or concern about off-campus flyering. Student groups should also be aware that placing flyers on pavement or ground is a hazard for individuals living with disabilities, and will be removed promptly by Columbia University staff.

Publication Advertising Policy

Advertising in student publications and soliciting advertisements for your student group publication can be an excellent way of increasing your financial resources. With many publications  competing for advertising revenue, being well-prepared and thoughtful in creating a strategy is essential. Some helpful hints for putting together the best strategy for your publication include:

Have current statistics ready including:

• Distribution amounts and locations
• Population demographics 
• Publication Frequency 
• Relevant or timely themes/issue/articles and targeting specific businesses

Also, consider the following principles:

• Make it Easy to Say “Yes” – Businesses, especially small local ones, will respond better to clear and simple information. Have a handout sheet ready which will include information about demographics and distribution, timelines and standard ad sizes as well as acceptable formats for submissions. You most likely will want to include the price of each advertisement on this sheet. Also include contact information should they have questions.

• Pricing – Are your prices competitive? Come up with a good pricing structure that will serve your needs but still remain attractive to businesses. Think about whether you would benefit from offering volume discounts.

• Be timely – Provide enough lead time for the business to review your materials and prepare an ad. Be clear as to deadlines and publication dates. Think about when other publications are seeking advertising dollars and when businesses might have more or less of them available.

With all of that in mind, there are some rules which must be followed in soliciting and running advertisements in your publication:

• All monies collected must be deposited into your Student Affairs account 

Advertisements placed in student group publications:

• may not support or promote illegal activities including but not limited to the sale and/or use of illicit drugs.
• may not promote or encourage the consumption of alcohol. 
• may not promote for-profit gambling ventures.
• may not include sexually explicit images or content.

Student leaders are encouraged to consider the impact of any advertisement on the Columbia Community, especially in cases where there is reason to believe the running of this advertisement might be incendiary. If there is any question regarding the ramifications of accepting an advertisement, group leaders are encouraged to discuss the matter with their Student Affairs adviser. If publication leaders or their Student Affairs adviser deem the advertisement inappropriate, the group is responsible to refund any fees collected for the specific advertisement or accept a mutually agreed upon replacement for the unacceptable advertisement.

By planning a strategy, maintaining clear communication,  staying aware of your target audience and role in the community, your publication can successfully use advertising to support and enhance your group’s activities.