club and organization leader training

CLUB AND ORGANIZATION LEADER TRAINING

Mandatory Meeting Spring 2013

the basics

Getting Started

Constitution

Submit a constitution to SGA.

Once SGA has approved, the organization will be added to Collegiate Link.

Basic Requirements All clubs and organizations must have 4 active

members. All clubs and organizations must be registered

on Collegiate Link by February 22, 2013 All Clubs and Organizations must have an

update constitution on file with SGA and uploaded on Collegiate Link

All clubs and organizations must have at least one Longwood advisor. If no advisor is listed in Collegiate Link by

February 22, 2013 your organization will not be recognized for the Fall semester.

fully recognized clubs and organizations receive all the benefits

•Post Flyers on Campus•Reserve space on campus•Request funds from SGA•Use the Longwood Name•Post information on LancerAds•Advertise your events on the Weekly Email and Table Tents

Recognition

Collegiate Link

The recognition process begins here. https://www.longwood.edu/studentorgs

Log in using Longwood username and password.

Become a member of your organization.

Update the organization’s contact info.

Registration Register the group.

Registration is not complete with out the following. All questions have been answered. Picture updated. Advisor information listed. Officer Information updated Constitution updated. Policy assessment completed

A list of registered organizations will be sent to SGA on February 22, 2013. This WILL effect funding, posting ability, and ability to reserve space on campus.

Service Hours

Service hours will now be entered using the function on Collegiate Link.

Online Training

You must complete Student Organization Policy Training via Collegiate Link. The link to the assessment is posted to

Collegiate Link This must also be completed by

February 22, 2013.

money matters

Funding

If you are requesting funds from SGA for 2013-2014 then you need to submit your budget packet by 2/28/13. Information can be found at http://longwoodsga.weebly.com/

SGA Budget Packets

Senate Finance Committee

To receive SGA funding, you must submit a request to the Senate Finance Committee, queen.burrell@live.longwood.edu, by Wednesday at 11:59pm.

SFC meetings are Thursdays at 6:00pm in the Amelia room. At least one member should attend.

Bring 11 copies of your budget to the SFC meeting. Be prepared to justify your request.

Campus Account

Clubs and Organizations receiving funding from SGA will be given an on campus account.

If your organization is doing any fundraising or collecting dues, we strongly encourage you to get a campus Agency Account.

Contact Dawn Schwartz for an Agency Account schwartzdm@longwood.edu.

Funds acquired through fundraising should be deposited immediately!

Fundraising

As funding across campus is limited, fundraising is highly encouraged.

Think outside the box. Everyone does penny wars and t-shirt sales.

Be sure to fill out the appropriate forms. If you are having a bake sale, be sure to

adhere to ALL policies. Registration for tables in the Dining Hall

lobby are now online! Go to www.longwood.edu/studentunion

whew, time for some fun

Events

Reservations

Reservations for Lankford can be made by going to www.longwood.edu/studentunion and clicking on Reserve a Room

Reservations for other spaces on campus can be made by going to the Conferences and Scheduling website, www.longwood.edu/scheduling.

Reserving a Room

Assume all spaces are completely empty. Request all tables and chairs needed for the

event. Be detailed in your set up descriptions. Carefully read the entire form to be sure you

are asking for everything you may need to make your event successful.

If you want to make a change/addition to your request, send an email including the reference number provided on your confirmation.

Campus Resources

For events having food, you must contact Christy Plank with Aramark plank-christy@aramark.com

AT LEAST 14 business days prior to the event. If your event will have more than 100

attendees, security may need to be contracted. Contact Campus Police to arrange this.

If your event will have technical or sound needs outside of the Student Union, contact William Lynn, lynnwb@longwood.edu.

Marketing

Weekly Emails, covertal@longwood.edu Table Tents, covertal@longwood.edu Flyers

You must adhere to the Posting Policy. All flyers must be stamped for approval, AND

event flyers must include the accessibility stamp.

Lancer Ads- www.longwood.edu/advertise Be creative. Social media, events on Brock

Commons, and student buzz are all better sources of advertisement than a flyer.

Policies

You are responsible for all policies and procedures located here: http://www.longwood.edu/assets/studentunion/organization_policies.pdf

All scavenger hunts must be registered with the Student Union PRIOR to the event taking place. Scavenger hunts must comply with ALL campus policies.

What do I need to do again?

Next Steps

Things to do BEFORE February 22, 2013! Register in Collegiate Link

Will not be complete unless : All questions have been answered. Picture updated. Advisor information listed. Constitution updated.

Attend a mandatory meeting If you are the President or Treasurer of your

organization, you already have this completed! Complete online policy training.

This MUST be the president listed in Collegiate Link.

places you need to be

Important Dates

Important Dates

VERY LAST DAY TO RECEIVE RECOGNITION FOR FALL SEMSTER: February 22. 2013.

Asheville Zoo: March 16 www.longwood.edu/studentunion for

tickets beginning February 11, 2013

Questions or Concerns?

Please contact us at lankford@longwood.edu.

Visit our website at www.longwood.edu/studentunion.

Check Collegiate Link http://longwoodorgs.collegiatelink.net.

Contact Susan Sullivan, sullivansm@longwood.edu