Student Organization Leadership Transition Workshop
Welcome to the Student Organization Leadership Transition Workshop! Join us for a session focused on reflection, elements of a transition meeting, organization policies and procedures, event planning, funding responsibility, and more. Engage in discussions on what went well this year, areas of improvement, and set goals for the upcoming year. Explore executive board roles, recruitment strategies, budgeting, marketing, and more essential topics for a successful transition.
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Presentation Transcript
Student Organization Leadership Transition Workshop
Welcome! Please rename yourself on Zoom to Name, Student Org Ex. Kayla, Engage Club Name Student Organization Position (outgoing or incoming) What you hope to get out of this workshop?
Agenda: Reflection Elements of a Transition Meeting Student Organizations Policies and Procedures Engage Transitioning Event Planning Funding Responsibility Important Reminders & Dates Questions?
Reflection What went well this year that you want to ensure continues? What are your areas of improvement? What are the goals of your organization for the upcoming year? Topics to Consider: Purpose of organization Executive board/officer roles and responsibilities Recruitment Member engagement Meetings Event planning Budgeting and fundraising Marketing and public relations University relations National office or alumni relations (as applicable)
Elements of a Transition Meeting 1. Personal Background Introduce each other Why is this organization important to you? Why did you take this position for this year? 2. Club Background Mission or purpose of organization When was the club/organization founded? What need was it addressing at that time? Relevant history Important alumni Share your answers to your reflection in previous slide! 3. Operational Documents and Systems Constitution - Read it! Know it! Save it! Rosters - where are they? Access to Google Drive, Engage primary contact, or other org systems
Elements of a Transition Meeting 4. Executive Board Names and contact information for those selected Roles and responsibilities of each position Advisor - contact information and responsibilities Annual Calendar Are there important annual events your organization sponsors? When are elections typically held? When are trainings/retreats/brotherhoods usually held? Provide information on planning timeline and steps Reference Student Organizations Policies and Procedures Guide (more later!) 5.
Elements of a Transition Meeting 6. Marketing and Public Relations How does your organization market itself? What platforms are used? Give access to social media accounts Provide editable copies of previous print media Finances Provide account number (115-6730-XXXXX) Provide amount currently in account Explain annual budget - income and expenditures Walk through spending and reimbursement process Meetings When are they typically held? Does that work or do you suggest a change? How and by whom are they scheduled? Are they run effectively? 7. 8.
Elements of a Transition Meeting 9. University Relations Provide contact information for faculty, staff, and administrators with whom your organization works What recommendations do you have for maintaining positive relationships with those individuals and offices? Remind them that all student organizations are subject to the Student Conduct Code whenever they are operating as a student organization, whether on or off campus Discuss working with Student Organizations team Address maintaining active recognition status by completing End of Semester Reports National Office or Alumni Relations Provide contact information for national office representatives or alumni with whom your organization works What recommendations do you have for maintaining positive relationships with those individuals and offices? 10.
Engage Engage is the tool that our university utilizes to manage student organizations and offers resources that student organization leaders can use What can Engage do? Help recruit new members Members can ask to join your organization on Engage (you will need to approve them) Invite interested students from the Student Involvement Fair (or other outreach) Track membership Contact information, attendance Communicate with your members Mass texting, emails, announcements Share files Pictures, video, applications, directions Centralize your calendar of events Customizations available for Exec Board vs. general membership Assign tasks Create to-do lists for annual events or daily tasks Submit your End of Semester report to the Student Organizations team
Student Organizations Policies and Procedures Handbook consolidates campus policies and procedures that will assist organizations in contributing successfully to Chapman. Full handbook at https://www.chapman.edu/students/life/clubs-organizations/manage.aspx Brief overview on next few slides...
Transitioning Event Planning 25Live Chapman s online room scheduling system for rooms and spaces Only one student per student organization can be assigned access. If you need to request a change, complete this form (it will take approximately five (5) business days): https://chapman.campuslabs.com/engage/submitter/form/start/212262 Spaces at Chapman book quickly! Request space as soon as possible, but no later than five (5) business days Food and Sodexo Student organizations are required to purchase all food and beverages served on the Chapman campus through Sodexo s catering services. Student organizations are allowed to purchase pre-packaged commercial food items (not homemade) which total less than $100, including tax, for internal events. Groups interested in selling food or beverages on campus as a fundraiser must have it approved by Sodexo in advance, even if the supplies total less than $100.
Transitioning Event Planning Contracts A legal agreement may be required for non-Chapman guests who are speaking, performing, facilitating, teaching, advertising or selling a product, providing a service, or otherwise contributing to a student organization on or off campus activity. Contracts may ONLY be signed by Chapman s Executive Vice President/Chief Operating Officer after being submitted through the appropriate channels. Student organizations CANNOT sign contracts or enter into any verbal contracts on behalf of the student organization. No form of payment should be made, in partial or full, until agreement is fully signed. Depending on the nature of activity and complexity of the agreement, it could take anywhere from five (5) days to six (6) weeks for a contract to be approved. Plan accordingly.
Transitioning Event Planning Risk Management Any student participating in an event (on or off campus) that involves a medium or high risk activity must complete a waiver of liability before participating. Student organizers of the event are responsible for getting the waiver set up and ensuring that all participants complete the waiver prior to the activity. Contact studentorgs@chapman.edu using the template on the right at least 5 days before your event. Liability Waiver Template (please fill out fully): Event Title: Event Start Date: Event End Date: Start Time: End Time: Event Location(s) (physical address): Activity Risks (description of event and any risks involved):
Funding All student organizations at Chapman are responsible for following the University Fiscal Policy. Club Accounts Recognized student organizations can request an on-campus account by submitting an Organization/Club Account Request Form Once approved, all clubs must meet with a Student Organization Assistant for a New Club Account Orientation The Student Organizations team can provide the balance of your account at any time It is important to follow all fiscal policies and procedures noted in the Student Organizations policies and procedures handbook and in the University Fiscal Policy SGA Funding Recognized student organizations can apply for funding through the Student Government Association using the Student Org Funding Application Visit the SGA Finance page or email sgafinance@chapman.edu to find more information about organization funding & conference scholarships
Funding To be reimbursed from your on-campus account, please fill out and submit the following documents to Student Organizations in Argyros Forum 303: Student Organization Payment Form Non-PO Payment Form Receipt Attendance List (if food was bought) Reminder: Chapman does not provide any money in your on-campus account, so please make sure you are keeping track or ask studentorgs@chapman.edu for your account balance before you spend money that you do not have funds for in your account!
Responsibility Being an officer of a student organization is a great responsibility! You are connecting students which will enhance their college experience forever. And you are responsible for the actions your members take on behalf of the organization. Student Organizations Policies and Procedures Handbook Student Conduct Code Chapman University Harassment and Discrimination Policy
Important Events President s Leadership Summit mandatory for presidents, held annually in August Executive Board Conference mandatory for one club officer, held bi-annually in September and February Student Involvement Fair held every September and February to showcase your organization Presidents Meeting mandatory meeting one Friday per month
To Do List 1. Schedule a transition meeting 2. Give new executive officers access to Engage 3. New president (or appropriate position) request access to 25Live via Engage 4. Discuss any annual events that require contracts or risk management processes and build the related timelines into your planning Do any events require performance licenses? Do any events involve interacting with children? Do you host any political events that need extra review? Do any events involve alcohol being served? 5. Provide the club account number, budget, and fundraising details 6. Provide access to social media accounts, digital flyer files 7. Read the Student Organizations Policies and Procedures Handbook
