STUDENT ACTIVITIES STUDENT ORGANIZATION ANNUAL CERTIFICATION PACKET

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1 STUDENT ACTIVITIES STUDENT ORGANIZATION ANNUAL CERTIFICATION PACKET SUBMIT COMPLETED PACKET (NO LATER THAN Friday, April 17 th, 2015 at 5:00pm) TO: Dean Ophelia Morgan Trinity Washington University, Main Hall

2 STUDENT ORGANIZATION CERTIFICATION Thank you for your interest in certifying your student organization at Trinity Washington University! Student Affairs staff and the Student Government Council, which serves as the governing board for all recognized student organizations, are excited to see your interest in leading a student organization at Trinity. We are committed to your development as a leader and completing this certification process is the first step. We ask student organizations to officially certify and subsequently re-certify annually for a variety of reasons. The process is important to the growth and development of our student leadership. We believe that developing a constitution, soliciting membership, acquiring the guidance of a dedicated volunteer advisor/mentor, and crafting a year-long programming plan are formative and instrumental in forging a lasting relationship between student leaders, their peers, and the University. It is our goal to do our very best to ensure the success of any group of students who wish to devote themselves to co-curricular activities. In certifying to be an officially recognized student organization, students gain access to highly trained staff and numerous resources such as space on campus, publicity opportunities, web space, leadership training and development, and funding opportunities. Please take the time to review the contents of this certification packet. Student Affairs staff members are available to answer your questions and to guide you through this process. Thank you for bringing your energy and enthusiasm to Trinity Student Activities! Dr. Karen Gerlach Vice President for Student Affairs 2

3 STUDENT ORGANIZATION CERTIFICATION INFORMATION Academic Year In order for a prospective organization to receive official recognition from Trinity Washington University for the academic year; the following components must be fully completed and submitted to the Assistant Dean for Student Engagement office (Main 218) NO LATER THAN Friday, April 17 th, 2015 at 5:00pm: 1. The STUDENT ORGANIZATION CERTIFICATION APPLICATION must be signed, complete and include a Mission Statement and Leadership List 2. A signed and completed Student Organization Volunteer Advisor Form 3. All officers must have completed course registration for fall A Membership List, verifying that the organization has at least 10 currently enrolled Trinity students as members 5. A Programming Proposal document, which includes Year-at a Glance goals for the academic year, a tentative meeting schedule, and a proposed schedule of events, including a proposed budget 6. A copy of your organization s Constitution 7. Upon certification you will need to schedule an Organizational Overview meeting with Dean Ophelia Morgan. The President, Vice President, and Advisor for the club/organization must all be present at this meeting Please submit all required forms to the Assistant Dean for Student Engagement office in Main 218. If the certification proposal is accepted, the officially recognized student organization will be responsible for following all of the rules and regulations set by Trinity Washington University and Student Affairs. Our office reserves the right to refuse University support for any program or event deemed inappropriate by the administration and staff. Please note, Student Affairs does not allow student organizations to replicate missions or purpose. Each organization must bring something new to campus (i.e., two Business Clubs would not be allowed to form, but instead would be encouraged to collaborate). If you have any questions as to whether your organization proposal falls within the above stated category, please contact the Student Affairs staff before pursuing certification of your organization. 3

4 STUDENT ORGANIZATION CERTIFICATION APPLICATION Academic Year ORGANIZATION NAME: Organization Mission Statement: Leadership Position: Name: Cell Phone #: Trinity President Vice President Secretary (Optional) Does this organization have NATIONAL AFFILIATION? If so, please provide contact name, title, phone number, The above student leaders are responsible for checking their official Trinity accounts and respond to requests regarding their student organization. As President of the above named organization, I grant permission for my name, and if needed, my contact information to be printed in publications from the Student Affairs Student Activities Office, and/or released to the general public. Signature Date Submitted Name (Print) 4

5 Creating an Organization Constitution Your organizations constitution is used to identify the purpose and functions of your organization. It should be clear, concise and easily understood by anyone interested in learning about the structure of the organization. The constitution should be a flexible, semi-permanent document that can be used by the organization in the future. Contact the Student Affairs - Student Activities staff if you need sample constitutions or would like some assistance in developing your organization s constitution. All constitutions should include the following parts or sections: Preamble / Mission Statement 1 Name 2 Local, national or international affiliation, if any 3 Non-Discrimination Clause States that your organization is open to all students and will not discriminate in their membership selection on the basis of race, creed, color, national origin, age, sex, sexual orientation, personal appearance, disability, marital status, family responsibility, political affiliation or source of income, or other rights secured by the First Amendment of the U.S. Constitution. 4 Adherence to University policies as well as local and federal laws 5 Membership States the organization s requirements and categories of membership as well as the rights, duties, voting rules and resignation and expulsion procedures for members. 6 Officers/Organization Leadership Positions Delineates different officers by title, role or authority and clarifies terms of office in the organization. States rights, duties, resignation, and expulsion procedures for organization leaders. Provision for vacancies of officers or other executive members may be included in a section under this article. 7 Role of Advisor(s) Explains the role the advisor will take within the organization. 8 Organizational structure (committees, executive councils, etc.) States their purposes, membership, special procedures, and authorities. 9 Meetings Provides for regular meeting times and procedures for calling special meetings. If meetings cannot be held regularly, authority to call meetings may be stated under this article. A provision for some accepted rules of order or parliamentary manual, such as Robert s Rules of Order, Revised, should also be made. 10 Election procedures and timeline 11 Ratification and amendment processes A method to amend the by-laws (usually a majority vote) should be established. Amending the constitution should not be too simple of a process. The constitution should always carry the date it was last revised. It is a good idea to insert in parentheses after any amendments the date the amendment was passed. 5

6 STUDENT CLUB/ORGANIZATION VOLUNTEER ADVISOR Academic Year Student Organization Volunteer Advisors take on an advisory role for student organization leaders. As such, you are asked to share your professional expertise and experiences to assist these leaders in fulfilling the mission of their organization and facilitating campus events. No faculty/staff member may advise more than two (2) student organizations. In the academic year all officially recognized Trinity clubs and organizations must hold, co-sponsor, or propose a minimum of at least one program or event in order to maintain recognition. The Student Affairs staff will check in with the advisor and student leaders on a monthly basis to ensure that your organization remains an active entity and adheres to its mission and programmatic requirements. Additionally, student organization leaders may ask for your assistance on a variety of matters, including issues such as the following: Identifying speakers for events Co-sponsoring events with your department Assisting with the student organization certification process (developing a mission/constitution, etc.) The Student Affairs staff is available to assist you if you have any questions or concerns as a Student Organization Volunteer Advisor. We are located in Main 218 or you can contact us by phone at , to reach Dean Ophelia Morgan, Assistant Dean of Student Engagement I hereby state that I am a staff or faculty member at Trinity Washington University and consent to act as a Volunteer Student Organization Advisor for the academic year to: Organization Name Advisor Name (please print) Title / Department Campus Address and Telephone Signature and Date (Advisor) 6

7 STUDENT ORGANIZATION MEMBERSHIP LIST Academic Year Trinity is needed to verify current enrollment. Information is kept confidential Name Trinity Please provide additional sheets if necessary. A minimum of 10 members is required for certification and to remain an active student organization. 7

8 STUDENT ORGANIZATION PROGRAMMING PROPOSAL Academic Year Please complete a detailed Programing Proposal (this includes your organization s goals for the year and the Year at a Glance ). This combination of proposals will be used by the Student Affairs staff to determine official recognition status. Programming Proposal: The Programming Proposal must include a Year at a Glance - a chronological overview of all your activities/programs, meetings, and required events for the entire year (fall and spring semesters) GOALS: Begin your proposed activities with the overarching goals you have developed for the upcoming year. Make your goals specific and realistic (e.g. increasing membership by 25%; encouraging student-faculty interaction through targeted events; etc). Goal-setting will help you benchmark successes throughout the year for your organization ANTICIPATED MEETING AND PROGRAMMING OVERVIEW: Provide an overview of all your programming for the year -- inclusive of activities like officer meetings, e-newsletters, and topic lectures, etc. Each activity should be listed with a descriptive event title, anticipated date (minimum month/year), anticipated timeframe, anticipated or desired location if applicable, and anticipated expenses and any co-sponsorships from other organizations or offices REQUIRED EVENTS: Finally, you must include all Required Events on your Year at a Glance. As a certified student organization, you are expected to send a representative to certain meetings and programs sponsored by the Student Affairs office. The following is a list of those events and be mindful to include these events in the reporting of your organization s activities. Please remember that all student organizations MUST send representatives to the following Required Events: Student Organization Leadership Summit, Saturday, September 12 th, 2015, 11:00am 3:00pm, Social Hall Student Involvement and Service Fair Wednesday, September 23 rd, 2015, 3:30pm 5:30pm in O connor Auditorium Campus Activities Association (CAA) Meetings Leadership Training Workshops will be sponsored throughout the year and attendance for students holding leadership positions is required. 8

9 SAMPLE PROGRAMMING PROPOSAL TRINITY WASHINGTON Sample Student Club (TWSSC) Programming Proposal Year-At-A-Glance: Goals TWSSC s goals for the coming year are: Increase membership by 25% Incorporate educational programs into our event schedule Increase Membership by 25% We plan to do this through holding interest meetings at the start of the Fall and Spring semesters. We would like to attract new students who would be willing to possibly stay with the organization for over a year. Incorporate Academic Programs into Our Event Regimen We currently plan many social activities, but we feel there is room for educational programs as well. We d like to build this potential in our group. Sample Year-At-A-Glance: Anticipated Meeting and Programming Overview Month Event Title Corresponding Goal September Student Involvement Fair Required Event Group Meeting CAA Meeting Membership Required Event October Educational Program /Event Planning November General Meeting CAA Meeting Social Media Development Meeting General Meeting CAA Meeting Planning Required Event Social Media development Planning of Social Required event December End of Semester Social Social event January General Meeting Planning of Community Service Activity CAA Meeting Required Event February Community Service Event Community Outreach 9

10 CAA Meeting Required Event March Educational Program/Event Planning April Movie Night Increase/Solidify membership General Election Meeting Elections May Farewell Event Membership, Recognition, & Outreach 10

11 FYI: GUIDELINES FOR A SUCCESSFUL PROGRAMMING PROPOSAL We recommend that you develop a general theme or set of themes that could add cohesion to your vision for the academic year. We are looking for proposals that promote interaction and communication between various groups, programs, departments, and schools, and that are open to the entire college community. Additionally, we require that organizations commit to at least one program per year at a minimum in order to stay active as a certified student organization. Think of what you want to accomplish, whom you want to involve, and when you want your events to take place. Ideally clubs and organizations will choose a specific week to hold an activity so that an event can take place each week of each semester. Take time to review your organization s capabilities, competencies, and resources think about whether you can realistically organize ten different activities per semester or if you would be more effective in focusing your efforts on one or two activities. Think about quality versus quantity in programming. Changes to your proposed events will likely occur throughout the academic year. In the event of any changes, make an appointment with the Assistant Dean for Student Engagement and we will be more than happy to guide you. In addition, for all programs and events you are required to submit an electronic Event Proposal Form (at least 3 weeks before the event date), complete an attendance sheet, and Event Evaluation (within 10 business days after the event). The only exception is for regular organization meetings. Meetings require one Event Proposal Form be turned in with all meeting dates at the beginning of each semester. In general, we are looking for proposals that: Outline a cohesive vision for programming that relates to the organization s mission and goals for the year. Provide a detailed examination of programming goals and initiatives; include strategies for membership recruitment, marketing and outreach. Are inclusive of all activities (e.g. officers meetings, service, lecture event) Demonstrate all the diverse ways in which you achieve your mission and contribute to the Trinity community as a whole. Please see the provided sample programming proposal for more details and examples. We would be happy to review any drafts or outlines you would like to share with us before the final April 17 th, 2015 deadline. Feel free to Dean Ophelia Morgan at with any questions you may have. We are available to 11 support you through this process our goal is to see every organization succeed.

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