Annandale Student Life

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SECTION 6. OTHER RESOURCES

APPENDIX A. Marketing Ideas

  • Attend other organizations meetings
  • Bring a Friend events
  • Consider setting up a text-to-subscribe account
  • Custom printed T-shirts (or other apparel) with your event or organization displayed on it
  • Distribute bags of candy with your event or organization information on it
  • Distribute table tents in the cafeteria or other gathering areas
  • Go through the classrooms in the morning before classes and write details on whiteboards about your event
  • Handout small flyers
  • Chalk on the day of the event- see chalking policy
  • Hang large banners & posters
  • Have the event posted on the campus marquee
  • Post flyers on campus bulletin boards
  • Purchase ad space in local newspapers or ask them to do a story on your event
  • Put doorknob hangers around campus
  • Request a table in major foot traffic areas to talk about your event or club
  • Speak to professors about making class announcements
  • Use QR codes
  • Utilize social media (Facebook, Twitter, etc.)
  • Take advantage of the Virtual Student Union discussion boards and announcements
  • Promote larger events in the This Week in Student Life Email Newsletter
  • Word of mouth is always the best form of spreading information about events

APPENDIX B.

Food Request Form 105-003

https://www.ssc.vccs.edu/wp-content/uploads/2019/05/Business-Meal-Approval-Request -Form-Rev-07-2018.pdf .

 

APPENDIX C. Parliamentary Procedure Basics

What Is Parliamentary Procedure?

It is a set of rules for conduct at meetings that allows everyone to be heard and to make decisions without confusion.

Why is Parliamentary Procedure Important?

It is a time-tested method of conducting business at meetings and public gatherings. It can be adapted to fit the needs of any organization. Today, Robert’s Rules of Order newly revised is the basic handbook of operation for most clubs, organizations and other groups. So it’s important that everyone know these basic rules. Organizations using parliamentary procedure usually follow a fixed order of business.

Below is a typical example:

        1. Call to order
        2. Roll call of members present
        3. Reading of minutes of last meeting
        4. Officer reports
        5. Committee reports
        6. Special orders — Important business previously designated for this meeting
        7. Unfinished business
        8. New business
        9. Announcements
        10. Adjournment

What is a Motion?

The method used by members to express themselves in Parliamentary Procedure is called making a motion. A motion is a proposal that the entire membership take action or a stand on an issue.

Individual members can:

      • Call to order
      • Second motions
      • Debate motions
      • Vote on motions

What are the Four Basic Types of Motions?

      • Main Motions: The purpose of a main motion is to introduce items to the membership for their consideration. They cannot be made when any other motion is on the floor, and yield to privileged, subsidiary, and incidental motions.
      • Subsidiary Motions: Their purpose is to change or affect how a main motion is handled and is voted on before a main motion.
      • Privileged Motions: Their purpose is to bring up items that are urgent about special or important matters unrelated to pending business.
      • Incidental Motions: Their purpose is to provide a means of questioning procedure concerning other motions and must be considered before the other motion.

How are Motions Presented?

      1. Obtaining the floor

a. Wait until the last speaker has fi

b. Rise and address the Chairman by saying, “Mr. Chairman, or Mr. President.”

c. Wait until the Chairman recognizes you.

2. Make Your Motion

a. Speak in a clear and concise manner.

b. Always state a motion affirmatively. Say, “I move we …” rather than, “I move we do not …”

c. Avoid digressions and stay on your subject.

3. Wait for Someone to Second Your Motion

a. Another member will second your motion or the Chairman will call for a second.

b. If there is no second to your motion it is lost.

4. The Chairman States Your Motion

a. The Chairman will say, “It has been moved and seconded that we …” Thus, placing your motion before the membership for consideration and action.

b. The membership then either debates your motion or may move directly to a vote.

c. Once your motion is presented to the membership by the chairman it becomes “assembly property” and cannot be changed by you without the consent of the members.

5. Expanding on Your Motion

a. The time for you to speak in favor of your motion is at this point in time, rather than at the time you present it.

b. The mover is always allowed to speak fi

c. All comments and debate must be directed to the chairman.

d. Keep to the time limit for speaking that has been established. The mover may speak again only after other speakers are finished, unless called upon by the Chairman.

6. Putting the Question to the Membership

a. The Chairman asks, “Are you ready to vote on the question?”

b. If there is no more discussion, a vote is taken.

c. On a motion to move the previous question may be adapted.

7. Voting on a Motion:

a. The method of vote on any motion depends on the situation and the by-laws of policy of your organization. There are five methods used to vote by most organizations, they are:

i. By Voice – The Chairman asks those in favor to say, “Aye”, those opposed to say “no”. Any member may move for an exact count. ii)

ii. By Roll Call – Each member answers “yes” or “no” as his name is called. This method is used when a record of each person’s vote is required. iii)

iii. By General Consent – When a motion is not likely to be opposed, the Chairman says, “if there is no objection …” The membership shows agreement by their silence, however if one member says, “I object,” the item must be put to a vote.

iv. By Division – This is a slight verification of a voice vote. It does not require a count unless the chairman so desires. Members raise their hands or stand.

v. By Ballot – Members write their vote on a slip of paper; this method is used when secrecy is desired.

b. Other motions commonly used that relate to voting

i. Motion to Table – This motion is often used in the attempt to “kill” a motion. The option is always present, however, to “take from the table”, for reconsideration by the membership.

ii. Motion to Postpone Indefinitely – This is often used as a means of parliamentary strategy and allows opponents of motion to test their strength without an actual vote being taken. Also, debate is once again open on the main motion.

Parliamentary Procedure is the best way to get things done at your meetings. But, it will only work if you use it properly.

APPENDIX D. Sample Meeting Agenda

    1. Skeletal Outline:

a. Attendance: Important to keep note of who is present should there be a need to take a vote at your meeting in which a quorum is required. Also, list new members and their contact information for future use.

b. Review of previous meeting minutes: For the history of your organization, it’s important to review the minutes taken at the last meeting to ensure an accurate record of what happened.

c. Executive Board/Committee Reports: The executive board of your organization and any committees should give reports on their operations since last meeting and seek input when needed.

d. Old Business: Any action items, such as votes or other motions that were on the agenda from the last meeting and did not get completed, are brought up again.

e. New Business: Any new motions or actions that the organization would like to make fall under this distinction.

f. Responsibility sign-up: Meetings are a good time to solicit for responsibility. Passing a list around is one way to obtain this during the meeting.

g. Announcements and Correspondence: Informational items that would be of interest to members.

h. Comments, Questions, Concerns: Open discussion of items that pertain to the operations of the organization.

i. Time to Socialize: It is wise to adjourn the meeting before socializing so members stay on task during the meeting. By saving time at the end of the meeting to socialize members to get to know one another on a more personal level.

2. Meeting Tips

a. When developing your own agenda, refer to the above outline and alter it as necessary so that it works for your student organization.

b. Have a process for group decision-making that is consistently used. In a larger group, it might be easier to have a show of hands, while in a smaller group; a group discussion might provide the best outcome.

c. Keep track of the events and discussions at meetings. Have a secretary or other individual be responsible for taking notes at the meetings, so minutes can be sent out to members. Minutes should be submitted to the Office of Student Life and kept on file by the organization. This allows the organization to look back on meetings during evaluation time or for future reference.

d. Don’t be afraid to add variety to your meetings! Have a guest speaker and/or refreshments once in a while or conduct fun, new icebreakers at the beginning of meetings (especially early in the year). There are tons of ideas you can get through the Office of Student Life for icebreakers and team builders, as well as more information on how to have great meetings.

APPENDIX E. Fundraisers

  1. The following are things to consider to make your fundraisers most effective:

a. A purpose for raising funds

b. A goal of how much money your organization wants to raise

c. Brainstorming to determine the most effective and appropriate fundraiser

d. The complete cooperation of the people involved in the fundraiser (maybe the entire organization or a subcommittee)

e. A good location, date, and time for the fundraiser

f. Plenty of advertisement

2. All fundraising events must be pre-approved by the Office of Student Life.

3. Fundraiser ideas (not all of these may be possible, but potential options as appropriate)

Contests:

  • Chili Cook-off
  • Duckie Race
  • Funny Photo Contest
  • Grown Up Spelling Bee Head Shaving
  • How Many in That Jar?
  • Logo Creation
  • No Run Run
  • Penny Wars
  • Rock-a-thon
  • Tournaments
  • Trivia Night

Entertainment:

  • All-Campus Parties
  • Carnivals
  • Casino Nights (non-gambling)
  • Coffee House /Poetry Slam
  • Dance Marathons
  • Dunk Tank
  • Fashion Show
  • Haunted Houses
  • Karaoke Night
  • Movie Marathon
  • Movies
  • Novelties
  • Reserved Seats
  • Talent Shows
  • Theater Night
  • Time in the Slammer

Food Sales:

  • Baked Goods
  • Cake Walk
  • Candy Bars
  • Cookie Dough
  • Ethnic Dinners
  • Ice Cream Social
  • Pancake Breakfast
  • Pizza Kits
  • Spaghetti Dinner

Sales:

  • Autographed Memorabilia
  • Buttons
  • Crafts
  • Flowers
  • Garage Sale / Yard Sale
  • Hats
  • Holiday Card Fundraiser
  • Holiday Flower Sale
  • Magazines
  • Shirts
  • Silly Sweepstakes
  • Singing Valentines
  • What’s in the Box Auction

Services:

  • Car Detailing
  • Car Wash
  • Clean-up
  • Dog Wash
  • Face Painting
  • Gift Wrap
  • Laundry Service
  • Opening Doors
  • Rake It Up
  • Teacher/Boss Payback
  • Volunteer Action
  • Windshield Washing

Others

  • Giving Tree Paper Drives
  • Paper Drives
  • Restaurant Give-Back Night
  • Scratch-n-Give Cards
  • Soda Can Collection