New Club Internal Ops

Internal Operations

Student Engagement and Activities

Knowing Your Roles, Responsibilities and Expectations to Functioning as an Organization

What Does it Mean to be a Student Leader?

What responsibility do you have to the university and towards your club?

Next

Your Board

Lets Break Down Our Club Leadership

Your group gets to create responsibilities and roles for all of your leaders in your group to function. As an organization, you all should be able to talk openly about what can be done, what strengths everyone can contribute, and the goals you all have collectively as a group. At minimum, you will have at least 4 people on your leadership team.

Who's Leading the Group?

Other E-Board Leaders

Treasurer

President

Secretary

Vice President

Use Your Voice

Expectations to Be Successful Leaders

As leaders, you all get to set the tone for how your group will function. Click around to get some tips on how your group can function.

Click Around to Learn Some Tips

Membership

Recruiting and Retaining Membership

Your organization needs at least 10 members to be considered a recognized group on campus. Your members are KEY in how your organization can grow throughout its time.

The General Body Member

As a reminder, membership should be open to all (unless the functionality of your group requires limitations). Your active membership section of your constitution should provide realistic expectations for how members will stay active.

The GBM

Meetings

As a reminder, Meetings can only be 50 minutes at a time. Time management is going to be your friend.

General Body Meetings (GBMs) are repeating meetings where you connect with your membership to talk about updates on your group and connect together. Whether weekly, bi monthly or once a month, these meetings should be organized to ensure all items are discussed. .

Meeting Time!

• Attitude: How you act at the meeting sets the tone for how it will be throughout it's duration

• Atmosphere: Take into account where you are having the meeting (in person or virtual) and notice how this could effect how the meeting goes or needs that might be needed to accommodate everyone.

• Agenda: Know what should be discussed during the meeting and what could be discussed at a later time. Stay on track and don't lose time during the meeting.

• Accomplishment: Try to get done what is needed to be done during the meeting; end things on a positive note to ensure that everyone will come back and get positive assessment to figure out how to improve meetings.

• Adjourn: Adjourn the meeting, make sure everything can be wrapped up or carried on to the next meeting. Remind everyone the next meetings date and time; and thank everyone for coming.

How do we all work together?

As leaders of your group, it is important that you all work on figuring out how to work together. It is important for all student leaders in organization to set:

• Goals for themselves personally in their organization
• Goals together as a group that are for the organization to thrive
• Talk expectations of each other; how do you all like communication, feedback, and how they want to work alongside each other

the head of the organization, typically as President they oversee how the rest of the organization should be working. Delegation is important so you aren't doing all the work.

President

Model Constitution President Responsibilites

• Supervises and oversees the work of the other officers, ensuring that they function together as an effective team
• Provides the overall vision and sense of direction for the organization
• Spokesperson/representative/external liaison for the organization
• Schedules and runs officer and organization meetings
• Serves as a role model for other officers and members

• Use word of mouth to tell others about your group
• Have any connections outside of your club? Talk about it in classes, ask professors if you can make an announcement, or even ask an RA to put flyers up in your resident hall
• Create networking opportunities by showing up to other clubs and asking if you can promote yourself there and you'll promote them at your club meetings too
• Participate in the Involvement Fairs or Table at the SAC or Union to promote your organization
• Figure out your social media brand and post accordingly.

• After your SBEngaged page is formed, you can create News Articles providing information about your group and if they want to join they can be added to your mailing list
• Create a newsletter about the things you want to do and how having members will help shape how the group runs

How To Get People Coming Outside of Flyer Posting

Recruiting Members

is the right hand person to the President, making sure their specific duties are fulfilled. Typically, a Vice President will oversee the chairpersons/non-executive board members in their organization.

Vice President

Model Constitution VP Responsibilities

• Typically support the President but have their unique roles in addition to that
• In charge of having committees report to them, or SBEngaged management. This is dependent on how the whole group feels.
• Additional responsibilities determined as a group

Familiarize Yourself with Your Purpose and Goals

Know Your Orgs. Values

Your organization should always fall back on these questions:

• What is our vision?
• Does this reflect the goals of our group?
• Does what we are thinking of doing help show our purpose statement?

These questions will help you know if the decisions you all make as a group are pushing you to success

As a student leader, you are responsibile for knowing Student Engagement and Activites Policies, and following University, state, local and federal laws. Every position has a different responsibility, but overall these are common things leaders should know they have responsibility to do to personally and professional lead their group:

Understanding Your Role

1. Instilling the values of the organization and the institution through the mission, vision and structure of how your group will run. The standards of programming, membership and organization are held by leaders.
2. Re-Register annually in the summer through our Re-Registration Process
3. Update your Membership Roster
4. Attend trainings that will help you and your organization thrive
5. Familiarize yourself with SBEngaged and Forms that are necessary for events and organizational management
6. Be familiar with your constitution that you have for your organization

Responsibilities

Other E-Board Leaders

Model Constitution Additional E-Board

Your organization is able to create other positions based on need and functionality to how it contributes to your group. These are very dependent on your group and should be laid out with unique roles.

Make sure everyone feels part of the group.

Empower Each Other

While each leadership teammate has a particularly unique role in helping the club grow, everyone should feel like their contribution is valid and valued thorughout all decisions for your group. Empower each other by hyping each other up for meetings, events, and even just putting their skills to good use. You may agree to disagree but collectively you all are apart of your group that is looking to be successful.

the transcriber, note taker, and communicator for the organization. Typically, Secretary oversees the email inbox of the group.

Secretary

Model Constitution Secretary Responsibilities

• Records and distributes all pertinent information to members, including meeting minutes, upcoming events and opportunities
• Handles all organization correspondence
• Keeps accurate membership lists with names, addresses and phone numbers (including summer addresses)
• Maintains thorough organization files and records
• Serves as a role model for other officers and members

Communication

Working as a team, you all need to be clear in communication. Renforce the goals and expectations of your group by talking to each other.

• Relationships/ Role Models: By creating the ability to learn about other members (through partners, icebreakers, etc) they can feel a sense of belonging to the club. Start by having people get to know each other or have a mentorship program so older and newer members can navigate the club together.
• Responsibility: Sometimes members want to feel like they are part of something. Giving people responsibilities by immediately providing opportunities to work for the club or giving them a chance to provide choices and execute them with other members.
• Requirements: Provide reasonable and doable requirements for club members to keep coming back. Requirements should be for the benefit of the club and are not outlandish -- these requirements will provide members the sense of belonging, respect and responsibility they deserve.
• Reward & Respect: Reward the responsibility and those who met the requirements. From a simply recognition to a certificate or a small token of appreciation means the world to others. Respect is another part of retention of members; make sure that you are equally respecting every member of your club by providing both genuine conversation, understanding, and care about their thoughts, ideas, and your clubs purpose.

Investing in Membership is Important for the Longevity of Your Group

Retaining Members

the financial backbone of the organization, the treasurer ensures accurate bookkeeping and budgeting.

Treasurer

Model Constitution for Treasruer

• Establishes and oversees annual budget for organization
• Reports regularly to the organization on the financial situation
• Manages day-to-day financial transactions, records and pays bills/reimbursements, deposits/withdraws funds, records accrued interest
• Serves as a role model for other officers and members

• Additional responsibilities determined as a group

Critical and Useful Feedback is Important

Provide Feedback

By setting clear expectations and open communication, you all should be able to provide critical feedback that lets your team know how they can improve together and consider ideas to progress further as a group.

Collectively Write Goals

Clear goals on how you all will successfully work together are great to refer back to at every month/semester/year of your group. Use SMART goals to create clear, realistic points to work on.

It also doesn't hurt to have written goals for your personal growth in the group so you can see how you develop your skills in the role.

Ask people what they are good at

Know Everyones Strengths

Knowing that your leadership team should bring their strong suits to the table, write down or talk to your Executive Board to see what they can do best and figure out how it will benefit your group. How can these strengths further develop their position?