Student Organization Renewal

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1 Student Organization Renewal Throughout the academic year there are various steps that are required to maintain an active student organization, culminating in a process each spring to formally renew a student organization for the next year. If your group plans to continue being an active student organization during the academic year it falls upon the outgoing (or continuing) president to fulfill these responsibilities. Presidents are required to complete a Year End Report, a new Advisor Agreement Form, and updates on your organization s OrgSync profile. If these requirements are not met your organization will be terminated. **All clubs, university-affiliated organizations, and subordinate bodies should complete ALL steps of the Student Organization Renewal. Individual club sports, student working groups, and fraternities/sororities residing under NPHC need only to update their OrgSync profile. Check List o NEW Advisor Agreement Form: Requires next year s Advisor and President signatures. Submit to the Office of Student Involvement. o OrgSync Profile Updates (official registration for next year s President, Vice President, Treasurer, and Advisor): Requires name, phone number, and of each new entry; any necessary updates of organization description, meeting time and place, profile picture, and other profile information. o Complete Excel Templates Organization Budget and Programs, Events, and Service Participation Summary: Download both Excel templates. Requires this year s detailed budget and a list of this year s programs, events, and service. You will upload these files in the Year End Report. o Year End Report: Complete a series of questions and upload your completed Organization Budget and Programs, Events, and Service Participation Summary. If these requirements are not completed by 5pm Friday, April 24, your organization will not be eligible to participate in club day and will be terminated. ADVISOR AGREEMENT FORM (To be completed by: clubs, university-affiliated organizations, and subordinate bodies) All presidents and advisors are asked to complete a new Advisor Agreement Form. This form exists as an agreement between the advisor and the organization but also between the advisor and the Office of Student Involvement. An advisor to a student organization must be an employee of Xavier University with rank as a staff or faculty member. Organizations may choose to have co-advisors; an Advisor Agreement Form is required for each of the advisors. This form must be signed by the new (or returning) president and advisor. Find it online: Xavier.edu/Involvement under the forms tab under Student Organization Renewal & Reporting'. Submit to the Office of Student Involvement, GSC 210. **Even if your current advisor will continue their role, a new agreement form must be signed.

2 ORGSYNC PROFILE UPDATE (To be completed by: clubs, university-affiliated organizations, and subordinate bodies as well as individual club sports, student working groups, and fraternities/sororities residing under NPHC) How do we keep record of each organization s President, Vice President, and Treasurer? Through OrgSync! The information on your organization s profile is our official record. This is why it is so important to keep your profile updated. Each spring we require outgoing presidents to update the organization s information to reflect the next year s leadership. Logon to OrgSync to update the President, Vice President, Treasurer, and Advisor then give them Administrative Access to manage your OrgSync group. Also, re-evaluate your description and mission; profile picture; meeting time and place; membership; and events calendar. New incoming first year students will be searching OrgSync for involvement opportunities. Your organization s OrgSync profile is their first impression. The OrgSync Challenge: Want a chance to get your club more money for events? Want a chance to boost impact on campus? Want students to know who your organization is? Take the challenge and compete with other organizations to make your OrgSync profile the best and win $200 doing it! 1. Click Settings (if you do not see the settings tab contact Crystal Guffey at 2. Click Update and Renew Profile

3 3. Make changes and updates OrgSync Challenge Here are some ideas to enhance your profile: Updated President, Vice President, Treasurer, and Advisor Post upcoming events to the calendar Post pictures (including profile picture) Write a Welcome Message (include an image) Link your social media to your OrgSync Page Clean up your member requests Add a meeting place and time 4. Be sure to scroll all the way through by clicking the Next buttons 5. Click Finish to submit your changes 6. Give the appropriate members Administrative Access. This allows them to make changes to your profile, view the Treasury tab, message and invite new members, and access other important tools necessary to manage your organization s profile. Click on People on the left side of the page and select the Member you would like to give Administrative Access to. The members profile will appear. Under Groups, click on Manage and select Administrators. We suggest you do this for your new President, Vice President, Treasurer, and Advisor. Follow the same steps to remove Administrative Access from the outgoing leadership

4 EXCEL TEMPLATES (To be completed by: clubs, university-affiliated organizations, and subordinate bodies) All student organizations are required to submit a summary of their budget and a list of programs, events and service participation. This information must be entered into two Excel file templates called the Organization Budget Template and the Programs, Events, and Service Participation Summary Template. No other format will be accepted. Download the Organization Budget Template, and the Programs, Events, and Service Participation Summary Template excel files. You can find these files in two places: In the "Files Tab" on OrgSync, both files are in a folder labeled "Student Organization Year End Report Files & Templates." Or at Xavier.edu/Involvement under the forms tab under 'Student Organization Renewal & Reporting'. Fill-out each spreadsheet and save them. While you are completing the Year End Report on OrgSync, you will be prompted to upload both documents. Organization Budget Enter all of your organization s income, including SGA allocations, SORF funding, fundraising, dues, and any other intake of money. Enter all of your expenses for the entire year. Include any anticipated income and expenses. **This is not the same document used for the SGA budget Request process Programs, Events, and Service Participation Summary Supply a complete list of events, programs, fundraisers service participation, organization meetings, trainings, retreats, conferences, and any other organized gathering. Include any events that will be happening after this form is submitted. Enter details including the date, time, location, attendance, and estimated expenses.

5 YEAR END REPORT (To be completed by: clubs, university-affiliated organizations, and subordinate bodies) THIS REPORT SHOULD BE COMPLETED BY OUTGOING PRESIDENTS ONLY! The Student Organization Year End informs us about student organization involvement here at Xavier University for the entire academic year. It is built to capture information related to your operations, progress and goals, learning outcomes for student leaders, and feedback for the Office of Student Involvement. These reports give us the information we need to better our practices to allow you to gain the best experience leading a student organization. Although portions of the report, such as the Excel templates, can be completed by other members of the organization, the outgoing president is responsible for completing the report. Find a link to the Year End Report at Xavier.edu/Involvement under the forms tab under 'Student Organization Renewal & Reporting' or in Forms on OrgSync. OrgSync allows you to start this form, save your work, and come back to it late r to finish. To complete the report you will need the following information: Your organization s official Student Organization Category (this is listed on your OrgSync profile); your current advisor name and tittle/role at the University; your completed Organization Budget Template, and the Programs, Events, and Service Participation Summary Template ; and time to answer two questions about your organization s goals, two questions about what you ve gained as a leader, five short questions about future training opportunities. Your Year End Report is not submitted until you press Finish!

6 Your Student Organization is Renewed for Academic Year ! As you complete each step you will receive a confirmation from the Office of Student Involvement confirming that your submission is complete. You will receive another when you have completed all steps and your student organization is renewed for the academic year. s will be sent within three business days of completion. Should you have any questions or would like to request an extension contact Crystal Guffey, Student Organization Coordinator in the Office of Student Involvement, at

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