Resources

Important Contacts

Office of Student Activities - 7306
E-mail: osa@walsh.edu

• Resources for Student Organizations
• Policies and Procedures for student organizations
• Forms for Student Organizations
• Signature for contracts
• Approval of speakers
• Approval of campus publicity
• Approval of fundraising activities

Auxiliary Services - 7112

• Questions regarding the Barrette Business and Community Center

Advancement Office - 7111

• Approval of off campus fundraisers and solicitation of donation off campus

University Relations - 7296

• Off Campus publicity, press releases, etc

Student Affairs - 7301

• Approval of speakers
• Student organization forms, policies and procedures
• Cash Advances and Reimbursements $75.00 or less

Finance Office (student organization account) - 7136

• Submit Requisitions
  
  • Cash Advances and Reimbursements $75.00 and more
  • Payments to vendors, businesses and entertainers
•  Printout of student organization account
• Account questions

Catering/Food Service - 7383

• Catering for events
• Purchasing food items for events

Maintenance - 7263

• Outdoor set-ups (includes tables, trash cans, etc)
• Electrical needs
• General facility questions

Resources

Running Effective Meetings

• Before you schedule a meeting ask yourself: Is there a need to have a meeting?
• No need = no meeting!
• Be sure to:
• Greet members
• Start on time
• Stick to the agenda
• Encourage discussion and interaction to get all viewpoints and ideas (use facilitation skills)
• Delegate responsibilities and establish due dates
• Use icebreakers and team building activities
• Keep minutes
• Summarize agreements made and end the meeting on a positive note
• Set the date and time for the next meeting

Goal Setting

Why should Student Organizations Set Goals?

• To improve the self-image of a group by making members aware of strengths and weaknesses.
• To give the organization orderly direction.
• To set priorities.
• To make the organization responsible for its own activity.
• To sharpen decision making.

Setting Goals as Team

It is very important that the entire group has a part in setting group goals,  not only the executive board or the president. If members have input on the group's goals they will be more motivated and committed to achieving them. Furthermore, inclusion by everyone will lead to better goals and those goals will be clearer to all members.

What are some characteristics of well constructed goals?

One way to construct useful and meaningful goals is to use the "SMART" method.

SMART Goals are:

• Specific- the more specific the more likely the goal will be accomplished
• Measurable- tracking progress makes accomplishing goals easier. Set a timeline.
• Attainable- goals that can be achieved are more likely to be worked toward
• Realistic- choose goals you are willing to work toward and that are in your control.
• Timely- make goals that have a timeline

Accomplishing Goals

Once goals are set there needs to be some plan in order accomplish them. Group members will feel a great sense of accomplishment when goals are met and this will in turn motivate them to become more involved in the group. Remember to be flexible in goal setting as circumstances will change and might call for attention placed elsewhere.

Action Plan

An Action Plan comes after a decision has been made to do something. Goal setting by the group is their decision to work on something and the action plan is how that is to be done. Use the steps below to guide your group towards accomplishing their goals.

Action Plan Steps

o What is to be done (objective)?

o How will it be accomplished?

o Identify appropriate resources

o Assign Tasks to Members

o Develop a timeline

o Determine Results expected and how they will be measured or evaluated.

Officer Transitions

A smooth transition is the responsibility of both the outgoing and incoming members of an organization, acts as a means of providing training for new officers, closure for the outgoing leaders, and helps the organization maintain consistency from year to year. Below is a list of suggestions for officer transitions.

Set up a meeting and/or plan a retreat.

• Don't just drop off a binder and leave a note that says, "Good luck!" 
• Make sure that the outgoing and incoming officers meet together - uninterrupted - for an hour or two (or as long as it takes to answer the questions).
• Retreats are a fun way to train new officers.  Retreats held off-campus help facilitate good relationships and are a great way to avoid distractions or disturbances.  Topics to consider on a retreat include: goal setting, idea brainstorming, group development, and direction of the organization.  Make sure to plan some fun as well!

Share files related to your position and organization.

• What?  You don't keep any files?  At least make notes on important projects or tasks that were completed. 
• Written information is very helpful if the outgoing officer graduates or moves on to a different role on campus.

Make sure the incoming officer has a copy of the following items:

• Copy of Constitution and By-laws  (required of all student organizations)
• Position description of officers and members
• List of committees and their description
• Member & officer contact list
• Contact information of important people/offices on campus
• List of basic annual procedures and/or calendar of annual events
• Web page and webmaster information.  How do you maintain the site?
• Mission, philosophy, goals and/or purpose statement of organization
• Financial records
• Evaluations of previous and current projects
• Meeting minutes and agendas
• Any historical records of the organization

Review a calendar of the year.

• Take out a calendar of this school year and review it together.  What were the busy times?  What kinds of things should the new officer anticipate?  You may not remember how crazy it was last fall, but looking at your calendar may jog your memory.

Make introductions to resources.

• Schedule time to walk around campus together so the outgoing officer can make introductions to the important people who can serve as resources to the incoming officers (Office of Student Programs, room reservations, academic department, etc.)  Make sure new officers meet with the organization advisor as well.

Review budgets and funding.

• What is the financial status of the organization? 
• Where did the organization get money from this year?
• Did the organization apply for SAC funding and/or receive funding?
• Which fundraisers worked - which didn't?
• If you are unsure about funding procedures or how to work with your organization account, visit or call the Office of Student Programs.

Review past and future organization events.

• Which events were successful this year?
• Which should be continued? 
• When should the planning start? 
• Which events didn't go well?  Should they be revamped and tried again or just dropped?
• Were there any pitfalls or things that could have been improved?

Meetings & Organization

• Where were meetings held?  What worked?  What didn't? 
• Has a summer contact list been created for the organization?
• What is a typical week like?
• What were the most and least challenging parts of responsibilities?
• Recruitment activities.
• What recruitment activities were done?  What worked?  What didn't work? 
• Why did new members stick around?  If they didn't - what made them leave? 
• A great way to recruit new members is at the Student Activity Fair which takes place the first week of school. 

Next Step

• Work together to make a list of "things to do" for the incoming officer.  Which items need their attention now?  Make this list together so the outgoing officer can help with direction.  Make sure to trade contact information so that the outgoing officer can be a resource in the year ahead!

Information adapted from Ohio University, Office of Student Activities