3.1 Meetings

Meetings are extremely important for organizations to discuss goals and progress toward them, to plan events, to work through problems and give support to fellow members, to make decisions, and to share in the fellowship of the organization. There are many ways to organize a meeting, but the structure that an organization chooses should be based on their constitution, goals and mission.

A. Running an Effective Meeting

When running a meeting, it is at the discretion of the group to determine what method would result in the most efficiency. For governance groups and others in which it is very important for procedure to be meticulous, then Robert’s Rules of Order (www.robertsrules.org) is an excellent guide. If your organization’s meetings are much more informational, a less formal meeting operation is more advantageous. Here are some items that are important to all meetings, regardless of formality. You may wish to refer to Appendix C for parliamentary procedure basics.

B. Guidelines for Effective Meetings

1. 1. 1. 1. Make sure all members are aware, in advance, of the meeting day, time, and place. Use mailings, phone calls, postings, or email to keep in touch.

1. 1. 1. 2. Consult with your advisor and executive board before scheduling meetings. Your advisor should be included in the majority of your meetings but must attend at least one meeting per month.
         3. Be consistent with scheduling your meetings. For example, you might want to meet every Tuesday at 6:00pm.

NOTE: Always have a reason for meeting. Don’t meet just for the sake of having a meeting.  This is disrespectful of people’s time and leads to membership attrition.

1. 1. 1. 4. Always start meetings on time! This will prove to the other members that you know how valuable their time is, and you will receive a lot of positive reinforcement for your consideration, as well as help others to be on time.
         5. Have concrete goals for each meeting.
         6. Type an agenda and have enough copies for every member to help you keep structure to your meeting. See Appendix D for more information on Meeting Agendas.

3.2 Elections

A. What is an Election?

For student organizations, an election is the opportunity to pick the future leadership. It’s a time for visions, big ideas, and strategies. Each candidate should share their aspirations with the group. Once your organization has heard from all of the candidates, it’s time to choose which direction to travel in and who will get the organization there.

B. Why?

Organizations need leaders for guidance and direction. By electing the officers of your organization, you participate in the democratic process of choosing your leaders and inspiring them to push your organization forward.

C. When?

The timing of elections is at the discretion of the organization. For the purpose of ensuring smooth leadership rollover, elections must be completed, and results returned to the Office of Student Life by May 1st. This allows for the new leaders to meet with past leaders and obtain the knowledge they will need to drive the organization through the next year.

D. Who?

All members of an organization should participate in the election. Voting is for all, and if you have a vision for your organization and believe that you can execute it, campaign for a leadership position. Student organizations determine their own destinies, and you have the opportunity to realize your own. In addition to voters and candidates, the current President should also designate one or two people to count the votes unless this duty is specifically outlined in the constitution.

E. How?

Elections should be held with a democratic spirit. Allow the candidates to give speeches on their visions for the organization, and how they would aid that effort in their respective position. Give all the candidates your attention and respect. Voting for the actual positions can be done in a number of ways. Your organization can take a hand count or vote by secret ballot. Secret ballot is the preferred method, since it allows the voters to eliminate any worry of hurting anyone’s feelings. When the votes are counted, the President should announce the results.

3.3 Organization Funds

Obtaining the funding to run your organization’s activities is very important. Though there are things that can be done with no cost expended, your organization needs to budget for every activity that does.

A. Money Handling

Student clubs and organizations should issue pre-numbered receipts, tickets or vouchers when collecting money for goods or services for any sales over $9.99 in value. Receipt books can be found in your campus Student Life Office. Duplicate receipt copies or ticket stubs should be used to reconcile funds received and should be included when giving the money to Student Life. Funds received by clubs or organizations should be brought to Student Life by 5:00 pm or close of business the next business day in the event of an after-hours event. If the Office of Student Life isn’t open, you may deposit the money directly with the Business Office.  In this event, please retain a copy for your records as well as one for Student Life.

NOTE: Only physical forms of payment are accepted.   Use of card payment methods is prohibited.

If possible, a second person should be used to verify the count for all cash when cash is transferred to Student Life. Student Life will count all of the cash in front of the student club or organization representative.

1. 1. 1. 1. Online Clubs and Students must follow campus-based procedures when handling money. All funds received must be submitted physically to an identified campus-based Student Life Office. Consult with Student Life Staff if you have questions.

B. Member Dues

Charging dues to your members is one way to accumulate organization funds. For a new organization, it may be difficult to encourage members to make donations. However, reminding them that they are making an investment in their own futures might help. Something as small as five dollars per person can go a long way, so don’t hesitate to give it a try.

C. Club Funds

Recognized student organizations have the ability to raise funds to support their organizational goals. The Office of Student Life can provide information on Club Fund status, but the main responsibility for tracking money intake and expenditures rests with club treasurers.

Organization presidents and/or treasurers may submit requests for reimbursement through their campus Student Life. Such reimbursements are for individuals who use their own money to pay for organization supplies, etc. Students receiving the reimbursement will need to provide the following information: Name, Address, Phone Number and EMPLID, receipt, and signatures from the Advisor, President, and Treasurer of their organization. The Vice-President of your organization may be used as a back-up signature if the person seeking reimbursement is the Advisor, President, or Treasurer. Reimbursements will only be issued with a receipt. Reimbursements may also only be issued if your club account has the funding to do so.

D. Fundraising, Collections and Deposits

Raising money is an important task for student organizations because funding is vital to doing many of the things most organizations would like to do. There are numerous ways to conduct productive fundraisers. (See Appendix E).

All organization funds will be deposited with and expended through the College Accounting Office and are subject to policies, procedures and regulations as established by the Virginia Community College System.

Student organizations are encouraged to organize activities which generate additional funds to support club events, programs and other initiatives. However, there are procedures which must be followed for any fundraising activity to ensure that funds are properly secured and deposited.

1. 1. 1. 1. 1. 1. 1. All fundraising events must be pre-approved by the Office of Student Life:
                  2. The purpose or intended use of funds generated should be clear.
                  3. If the funds are to be donated to a charitable organization, information on this organization should be provided to the Student Life staff for prior review.

Funds collected must be given to the Student Life staff on the day of the event or Campus business office. Please be sure to request two copies of the receipt of the deposit for your club records as well as the Office of Student Life records. In the case of an evening or weekend event, deposits must be submitted on the first working day following the event. Funds raised shall be given to the club advisor to secure until the funds can be submitted for deposit with the appropriate Office of Student Life staff member.

NOTE: Organizations may only collect physical forms of payment (cash, check, etc).

Electronic funds (i.e. crowd sourcing and Square) are prohibited.

E. Requesting Mini-Grants

NOVA Student Government Associations can be responsible for allocating additional funds to Student Clubs. However, should their budget become depleted, Student Life may have additional funds to invest in new opportunities. As an established Gold Club or organization, you would be eligible to request funds for new initiatives that presented themselves after the budget hearings process. Your organization may apply for startup funding by speaking with a staff member in Student Life.

Programs funded by SGA Mini-Grants do have some restrictions.  When using these funds:

1. 1. 1. 1. 1. 1. 1. You may not charge admission or other fees for supplies/events purchased;
                  2. You may not be reimbursed;
                  3. You must use a certified SWaM & eVA vendor when purchasing goods & services.

Please see the Office of Student Life for more details.

F. Sponsorship

With prior approval, student organizations may conduct fundraising activities to support their organizational goals or to benefit a charitable group associated with the student organization.

Fundraising guidelines and procedures have been established to ensure that these activities do not interfere with the day-to-day operation of the College, comply with state and local laws and regulations, and ensure that funds are properly accounted for.

The goal of this policy is to ensure that the fundraising efforts of the College are coordinated, keeping in mind that, because many donors view solicitations from various NOVA entities (clubs, departments, etc.) as all coming from NOVA, this may influence their overall support of NOVA.

G. Raffle Rules

Raffles and gambling events are prohibited.

“Raffle” means the sale of raffle tickets and the event at which stubs or receipts to the raffle tickets sold are randomly selected from a pool consisting of all tickets sold for that event, and at which a pre-announced prize is awarded to a ticket holder whose ticket is selected.

3.4 Activities

A. Planning an Event

When your organization is planning an event, there are many things you need to consider. Here are some questions to think about as you are planning your events:

1. 1. 1. 1. 1. Where Are We Heading? The organization must know its goals and mission before planning events. Each event should align with those goals and mission, but also have a goal of its own such as fundraising, raising awareness of the organization, etc.
            2. What Kind of Event Do We Want? Once you know your basic organizational mission, you can begin to think of event ideas that will work well for your group. Use your resources. One of these is the Office of Student Life. Another source is your organization’s members. There is a world of knowledge and limitless ideas in the minds of the people in your group. You might want to begin by setting goals and objectives for the semester (with your group) to help everyone know what should or could be accomplished. Next, get together and brainstorm ideas. During brainstorming let your imaginations go, nothing is out of the question. Write down every idea for about two minutes, and then begin to narrow down the ideas to your top priorities.
            3. What is Your Organization’s Budget? Make sure that when you are planning an event, you take into consideration every expense. This could include guest speaker costs (performance, lodging, transportation, etc.), refreshments, audio/visual equipment, staffing, promotion, etc. It may be a good idea to budget a little extra money for last-minute expenses.
            4. What Else is Happening at NOVA? There are a lot of events on and off campus sponsored by NOVA and Student Organizations. Make sure you plan ahead, put your events on the College Calendar at http://www.nvcc.edu/calendar/ and the Events Calendar that the Office of Student Life creates each semester and talk with other organizations that may be hosting similar events.
            5. Is this a virtual event? Virtual events garner a larger audience and are often more cost effective. Consider how you plan to host this event. Is it through Zoom, Discord, or other virtual platforms? Follow up with the Online Student Life Coordinator for resources, support, and marketing within the Virtual Student Union.
            6. Do we want to have food at this event? There is a process for requesting food and beverages for events and forms required if the food is being purchased with Student Life or SGA funds. Please see section B below for more information.
            7. Who is Doing What? Delegating responsibility to organization members is not only necessary, but great experience. Make sure that members sign up for duties they want to perform, and assure them that you are there to answer their questions. Remember that new members need to have responsibilities too. It is to your group’s benefit to have someone take the extra time to help a new group member the first time they perform a task.
            8. Will the Advisor be Present? For each event of any organization, a full-time faculty or staff member must be present. If the advisor cannot be present, an alternative staff or faculty member must be presented for approval by the Student Life Office. In the event that no full-time faculty or staff member can be present, the event will be cancelled.
            9. How Long Does the Advisor Need to be Present? One advisor must be present at all times; two are suggested for large events. Advisors must be present prior to the event and remain through the close of the event.

B. Food Approval Process

NOTE: This process only needs to be completed if using Student Life allocated funding (not club raised monies)

First, you need to determine a budget for food. For this form, you should always round up the amount you need. You don’t have to spend up to the dollar that you’ve been approved for, but you cannot spend over this amount. You can determine your budget by consulting with your advisor, Student Life, or by pricing out options with a vendor by getting a quote. If you contact a vendor, be sure to not confirm anything with them. Remember, you would just be asking for their prices including tax and fees if applicable.

Once you have your budget you need to complete the Business Meal Approval Request Form https://www.ssc.vccs.edu/wp-content/uploads/2019/05/Business-Meal-Approval-Request -Form-Rev-07-2018.pdf .

For the form you’ll need to know:

1. 1. 1. 1. 1. 1. Number of participants
               2. Type of meal
               3. Location of event
               4. A quote from an approved vendor

Now that you have the information, complete the portions of the form that you can and turn it in to the Office of Student Life. You must submit this form at least two weeks before your event because this form must be approved by the the Vice President of Financial and Administrative Services and Shared Services Center. As you can imagine, this process can take up to a week, and that’s before we even contact the vendor to place an order. We cannot purchase food without this form, so we need this form to initiate our purchasing process.

Plan ahead and it’ll be simple!

See Appendix B for a sample food form that would be approved.

C. Promoting the Event

Program promotion is a large part of event planning. All your hard work organizing something doesn’t pay off unless people know about it. While organizing your promotional campaign, consider the following questions:

1. 1. 1. 1. 1. What is your objective in organizing the event? Is it intended to inform, entertain, etc.?
            2. Who is your target audience? Is the event just for organization members? The entire community? The entire NOVA Community? The local community?
            3. What is your timeline?
            4. When should physical and/or digital marketing go up?
            5. Will you visit classrooms or other organization meetings?
            6. How can you create promotional efforts unique to the event you are sponsoring? Try things such as social media, banners, posters around campus, tabling, announcements at other events and meetings, advertisements on the web, Student Life promotional avenues such as weekly event email, the Virtual Student Union, and more

D. Advertising

The college welcomes and respects the free expression of ideas and permits the distribution of printed materials on college property as long as the distribution is not disruptive. All advertising/promotion of activities and events must be approved by the Office of Student Life. The following are some standard advertising options:

1. 1. 1. 1. 1. General Posting Rules

a. Notices and announcements are not allowed to be posted in parking lots, on trees, or on cars. No posting is permitted on glass or other entrance/exit surfaces, walls, classrooms, laboratories, restrooms, library, administrative and academic offices, doorways, windows, or pillars. Please check with your Office of Student Life on specific restrictions for each campus.

b. The posting of banners and flyers on Student Life Bulletin Boards require the dated approval stamp of the Office of Student Life. Flyers will be removed from all bulletin boards by the expiration date stamped.

c. Notices advertising upcoming events should include the date, time, location, and contact information. Events requiring an admission fee must indicate this information on the announcement. All notices in a foreign language must also have an English translation.

d. All advertisements should include “Sponsored by (name of club)” clearly on them.

e. All announcements of events to be held outdoors should also include a “rain date” or location, in the event that inclement weather forces postponement or change of venue.

f. Hand-written or drawn advertisements are not acceptable.

g. Digital promotion and marketing follows the same procedure of approval as physical marketing. Follow up with the Online Student Life Coordinator for questions or assistance.

h. College jurisdiction extends to the property boundaries of each campus and virtual platforms managed by the College. Jurisdiction also includes property owned, leased, controlled, used or occupied by the college except where the college may be bound by legal restrictions which may be contrary to these regulations.

2. WSDM

WSDM stands for Web Services and Digital Media and is responsible for NOVA’s website, mobile site and social media. You may submit advertisements to be posted on the campus TVs through your Student Life staff, who will review for errors and compliance.

3. This Week in Student Life

This Week in Student Life is a weekly informational email sent out to all students that details the weekly events hosted by Student Life. If you wish to have an event listed on the weekly email, submit the following details to Student Life staff no later than the Wednesday before the event:

Day – Event Title.  Time.  Location/Room.  Description.  Sponsoring organization.

4. Chalking Policy

Acceptable chalking locations vary by campus. However general guidelines are included below. For your campus’ Chalking Policy please contact your Student Life office.

a. No chalking on brick areas or building walls anywhere on campus

b. Chalking cannot be in a covered area

c. Messages must include a time and date to avoid confusion

d. Messages must be appropriate adaptations of publicity approved by the Student Life Office.

e. Chalking on any other sidewalk around campus than those specifically marked on your campus map is prohibited

f. Painting on sidewalks is prohibited

5. Press Releases

Campus and College Public Relations and Publications Offices may assist in developing press releases for events sponsored by student organizations, if determined that the event/activity would generate interest in the community. Normally, press releases to area media and publications require at least 60 days advance notice.

The more interesting, direct, and different your promotion is, the more people will notice and want to know more (see Appendix A for a list of promotional ideas).

E. Production of the Event

The production aspects of each event are going to vary greatly depending on the type of event. Making sure that staging, lights, audio/visual equipment, etc. are set up and ready to go will only ensure a smoother performance. Also, double-check that everyone knows their role; delegation is much more effective when people are sure of what to do.

When working on the production of an event it is important to consider the best venue or virtual platform for the event. The attendance you expect for the event will play a large part in where you are able to hold the event. For example, if you have a large space and a small attendance, this does not lead to the best situation. On the other side, a small space and a large population lead to a cramped environment which can also lead to a negative experience. It is also important to check and confirm availability of lights, sound, outlets for laptop computers, and audio/visual equipment, etc.

During the production phase, it is important to remember all the small details of sponsoring the event. Make sure you do all the little things that need to get done. One thing that is very important at this point is to check with the speaker/singer/performer(s) to see if they have any specific needs and to review the contract. Specific information is typically included in this document.

F. Inclement Weather

If the college is closed due to inclement weather on the day of an event sponsored by a student organization, then the event or activity is also cancelled. The Office of Student Life will assist in rescheduling the activity, provided dates and facilities are available. Advertising for any event held outside and dependent on good weather conditions should have included a “rain date” with information on the new date and location of the event/activity.

Should bad weather develop during the day, the officers of the sponsoring organization should carefully assess the merits of canceling. Advice from the Club Advisor and Student Life staff should be obtained for an initial assessment. All parties who have entered into contracts for the event must be notified (i.e. guest speakers, performers). Guest speakers, performers and other organizations providing services may not be able to travel, and a mutual decision to cancel would alleviate misinterpretations of any contracts. All arrangements should be made as early as possible so that maintenance and security personnel can also be contacted.

G. Evaluating the Event

It is very important to evaluate your performance as a group. Evaluation should be solicited by both group members and by those in attendance at your event (if applicable). Soliciting an evaluation from organization members is easy and can be done either immediately following the activity or at the next group meeting, either verbal or written. Even more important is the feedback received from your audience.

Feedback can be collected in many ways:

1. 1. 1. 1. A written evaluation of the event to be completed before the audience leaves.
         2. An email survey like Google Forms.
         3. Using the Poll feature in Zoom.
         4. A written evaluation sent to audience members to be completed and sent back.

After gathering all the feedback, you can share it with the group as a whole and discuss ways to improve your next event. Be prepared for both positive and constructive feedback, and help the group process the information so that it is useful and not a source of disappointment or frustration.

3.5 NOVA Traditions

NOVA traditions are what faculty, staff, and students enjoy and remember the most. Student organizations play a big part in all of the traditions. It is an optimal time for student groups to get their name out, provide information on upcoming events, and recruit new members. On top of those valuable tools for success, college traditions are a great time to relax, have a good time, and enjoy the outdoor environment that encompasses NOVA.

A. NOVA Day

NOVA Day is an important part of NOVA history. This college tradition is celebrated at the beginning of the fall semester. NOVA Day is coordinated by the Office of Student Life and usually features music, a student organizations fair, free food, and lots of great opportunities to get involved on campus and enjoy the atmosphere.

B. Club/Involvement Fair

Club Recruitment Events are prime opportunities to promote your group and have fun doing it. With a broad variety of organizations present each year, it also offers great opportunities to learn about other organizations and create collaborative relationships.

C. International / Multicultural / World Heritage Week

NOVA Students from more than 80 different countries participate in the Parade of Nations and International Food Festival during the spring semester. Ethnic music and dance performances are also held throughout the afternoon.

D. Spring Fling

Each campus hosts a “Spring Fling” or “Health Fair” in the spring. NOVA Day covers the fall and winter traditions, so students need something to embrace in the spring. These events typically include an organization fair, food, and an assortment of activities.

E. Getting Involved with Tradition

If your organization would like to get involved with any of the College Traditions, contact the Office of Student Life or email your Student Life staff. If the Student Life staff isn’t directly coordinating the event, they can assist with connecting you with the student organization who is organizing the event.

3.6 Developing a Great Organization

One of the interesting challenges that members of student groups face is building a great organization, one that will last over a period of time, is true to its mission, and provides a rewarding experience for members. Student Life staff members are always available for consultation and assistance to help you make that happen. Some of the characteristics that distinguish great student organizations at NOVA include:

A. Emphasize: Recruiting, Orienting, and Retaining Members

Members are the lifeblood of any organization and successful organizations approach membership recruitment as an on-going process rather than something that is done in the fall. Great organizations also orient new members to the group and go out of their way to make membership an enjoyable and beneficial experience.

B. Set Goals that Move the Organization Forward.

A good way for an organization to set goals is to follow SMART goals: Specific, Measurable, Attainable, Realistic and Timely. Each goal should be clear and obtainable.

Specific: A specific goal is distinct and defines as much of the goal as possible and contains clear language.   State exactly what result you want (Who, What, Where, Why, How).

Measurable: How will you demonstrate and evaluate the extent to which the goal has been met?  A measurement gives feedback and lets you know when a goal is complete.

Achievable: Establish challenging goals that are within your ability to achieve the outcome you desire.

Realistic: Similar to Achievable, Realistic objectives recognize factors which cannot be controlled. Realistic goals can be accomplished with the tools (physically or mentally) that you have at your disposal.

Time-bound: Set target dates. This will guide your goals to successful timely completion.

Include deadlines and completion frequency, if needed.

Example:

Broad Goal: We want to increase the number of members in our club.

Specific: The club would like to increase active membership by 25% by the end of the fall semester.  Active membership is defined as attending meetings on a regular basis.

Measurable: We will measure this by keeping track of how many new students each member brings in, while maintaining the original membership.

Achievable: Each current member is encouraged to bring at least three new people to one of our meetings or events. Officers will contact inactive members and encourage them to return as well.

Realistic: We do not expect that every new person will remain and become a member, but assuming the rule of thirds is correct (1/3 of the invited will come, 1/3 of those who come will remain), if each member brings 3 new people, we are aiming for 33% increase and settling for 25%.

Time-Bound: The club will have 25% more active members by December 10.

SMART Goal: Our club will acquire (25%) more active members by the end of the fall semester by encouraging current members to bring 3 more people to a meeting or event, and contacting inactive members to encourage them to return. We will utilize “word of mouth” as well as handout flyers and emails/Facebook to generate interest. The increase in membership will allow us to put on additional events in the spring.

C. Effectively Utilizing an Advisor

It is no coincidence that many of the great student organizations have carefully selected an advisor and have devoted a considerable amount of time to developing a productive relationship. Advisors can provide valuable advice and a different perspective. They can also recount past experiences with your organization. Your organization should discuss with your advisor their level of involvement with the group so everyone is clear on actions and expectations. See Section 5 for more information about Advisors and their role in Student Organizations.

D. Involve as Many Members as Possible in Making Decisions

As the saying goes, “people support what they help create.” People like to feel that they have ownership when planning events and activities. Wide-spread involvement usually results in better decisions and reinforces that members are valued for their thoughts and ideas.

E. Frequent Evaluation

Great organizations evaluate programs, projects, members’ experiences, and hold an annual review at the conclusion of each year. Through the recommendations that come out of evaluations, great student organizations are continuously improving everything they do.

F. Developing Current and Future Leaders

Every fall there is a variety of campus opportunities (i.e. Student Organization Officer Meetings, event planning workshops, NOVA’s Student Leadership Retreat in the fall and spring semesters, and the VCCS Student Leadership Conference) that offer a chance for individual students to learn and grow and organizations to move forward. Many student organizations that have a national affiliation have opportunities to attend regional and national leadership conferences. Perhaps most importantly, outstanding organizations orient members, often informally, with the leadership opportunities and “how to’s” within their group. This can be done by “shadowing,” mentoring, and informal conversations. One of the reasons really good student organizations never have a leadership vacuum is because they are continuously preparing up-and-coming leaders.

G. Running Productive and Effective Meetings

Meetings can have a couple of purposes with the most obvious being the discussion of business and making appropriate decisions. A second purpose for many organizations is taking time to socialize, bond members to the organization, and enjoy each other’s company. Some organizations separate business from social time while others run informal meetings that incorporate both. The degree of formality used for meetings is dependent upon the type of organization. It is important for your organization to periodically look at how your meetings are conducted, whether they accomplish their purpose and whether or not more or fewer meetings are required. It is also a good idea to shake things up once in a while by having refreshments, conducting an activity or doing something else to keep things from becoming routine.

H. Communicating Frequently and Effectively

Good communication keeps members involved with an organization. Most students are very busy, and there are times when they will not be at meetings or unavailable. Routinely sending out meeting notices and agendas, meeting minutes, updates, and requests for opinions and ideas will keep members engaged with your organization. The executive board may want to periodically check in with general members to make sure they are reading the minutes and to clarify any questions. How and when your organization communicates should be a well thought-out and coordinated plan.

I. Programming for a Purpose

Programming for student organizations covers a lot of ground. It can include group activities, a campus-wide program or event, or community service projects. Carefully consider how programming opportunities relate to the purpose and goals of your organization and select those opportunities that are the best fit. Great organizations plan, promote, and participate in programs in an energized and high-quality manner.

J. Building and Maintaining Traditions

Most great organizations have some long-standing traditions – annual events, a logo, standard t-shirts or sweatshirts, ways in which they run meetings, start and end the year or welcome new members. Traditions make an organization unique, and they help members realize they are a part of something special. If your organization has traditions, be sure to maintain them. If it doesn’t, consider establishing a few.

K. Maintaining a Historical Record

Members of special organizations use pictures, scrapbooks, journals, and files to keep a record of who has belonged to their group, what it has accomplished, awards and recognition it has received, and to record their special stories. Consider having a “historian” as an organization officer; future members will appreciate it.

L. Planning for Transitions

Maintaining a successful student organization over a number of years is a difficult thing to do. Turnover in members and officers can potentially happen semester by semester. Summer constitutes a sudden and lengthy break in operations. Great organizations plan ahead to ensure a quick start-up in the fall with well-trained officers. They also leave excellent records from the previous year which allows incoming officers to learn about the history of the position. More information on transitions can be found in the Transition section of this manual.

M. Staying in Touch with Alumni

With all of the improvements to technology this has become easier to do over the past few years. Alumni of your organization can help your current group in many ways. Consider having a bi-annual or annual newsletter for alumni, (they would love to hear what you are currently doing), sponsoring a reunion, or anything else that can connect alumni with current members of your organization.