new club officer training communications and technology april 11, 2011
TRANSCRIPT
New Club Officer Training
Communications and Technology
April 11, 2011
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Congratulations on your election!
You now have the opportunity and responsibility to shape student life
at Columbia Business School.
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Each member of our community has an opportunity and responsibility to represent and promote the Columbia Business School brand.
The Public Relations department represents the School to the press, and is responsible for all external media coverage.
Your primary PR contact is Keshia Mark, Assistant Director (212.854.7120; [email protected] ).
Promoting our shared brand
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How can club officers help?
●Focus on ideas: –highlight our faculty in your programs–consider our institutional mission and values
(global impact, entrepreneurial mindset, bridging theory and practice)
●Focus on networks: –include our alumni in your activities
Promoting our shared brand
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Club Resources
• Groups Management– Your intranet (file storage,
member list, officer list)– Your access to EMS to
plan events – Handles membership,
club elections & more
● Club Mailing Lists – Bettyblue
● Student Email Lists
● Club Website– Your extranet– We provide server space and
access, you do the rest
● Qualtrics– Online survey application
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Groups Management
● To access your club’s Groups Management site log in at: https://my.gsb.columbia.edu
● Then click on your club’s name in the left navigation bar
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Groups Management Features
Use the left navigation bar to access the groups management features:
• Constitution• Discussions • File Sharing• Messages• Calendar• Polling/Elections• Administer Membership• Manage Events• Sub Groups
– Handy for committees or executive boards– Inherit settings from main group– Share in file quota
• Announcements
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Updating your club’s details ● Use the EDIT buttons to update:
– Introduction / description– Student Club Details (including website URL)– This information will be displayed on the CBS website
at http://www4.gsb.columbia.edu/students/mba/beyond/orgs-list
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Updating Club Officers: IMPORTANT!
• Club Officers- Officers’ titles are used to
determine mailing list membership and will be displayed on the CBS website
- Make sure this is updated to avoid missing important Club Officer announcements
● Owner = Officer– To add a member to the
officer list you must first set them as an owner under administer membership
Updating Membership Lists
● Club members who are not able to register through the online credit card system can also pay by cash or check
● Add these members to your list manually by clicking “Administer Membership”
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Club Membership
● Based on academic calendar year– Year ends in August (grace period in September)
● Dues– Clubs can have 1 year or 2 year dues or one flat fee– Clubs can offer January discount if summer programming is
not planned
● Two ways to join– online by credit card automatically adds a member– Paying by Check made out to Columbia University or Cash
requires: • ‘Add member’ manually• Check one or both
– 1st year dues paid– 2nd year dues paid
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Communications Options
● Through “Messages” ● All members automatically enrolled● Easily select recipients (one or
many)● Text-based (no images)● Can only be used by club members
within Groups Management
● Can send formatted email including images
● All lists must be moderated by an officer
● Communications from external sources can be allowed
● Must be updated manually (at least twice a year; September and January)
BettyblueGroups Management
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BettyBlue Mailing List
Each club has:a) An administrative account to handle your club’s BettyBlue
mailing list(s). b) A generic mailing list for the club.
• To administer your account log in at http://bettyblue.gsb.columbia.edu:81/
using your e-mail address and password
• Your login and password should be passed down through previous club officers (ask them now, before they graduate!)
If you need to reset your password you can e-mail ITG Student Support at [email protected].
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Managing your list
Mailing list management
Updating your mailing list at the beginning of the semester:● Click on [Edit Subscriber List]● Copy everyone under Current Subscribers and paste in “Subscribers to Delete”● Copy all current members from Groups Management membership list and paste into “Subscribers to Add”● Hit submit
Tip: You should continue to refresh your mailing lists for the first few weeks each semester to add any late dues payers
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Moderating messages
Moderating messages:
a) Click on ‘Moderate Messages’b) Click on the Subject to read the messagec) Select the ‘Approve’ or ‘Reject’ radio buttond) The message will not be sent out to your list until it is approved
Approve or Reject Message
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Policies
BettyBlue lists● All lists must be moderated:
– Lists are moderated from this site: http://bettyblue.gsb.columbia.edu:81 – The login and password for your account should be passed down by club
officers
Career Management Center● Please add your Career Management Center Liaison(s):
– as a member of your club in Groups Management– to any “working groups” you have in Groups Management– to any additional mailing lists in Bettyblue that you think will be helpful
● Your VP of Careers should be able to help you identify your Career Management Center Liaison or you can ask CMC directly
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Student Email Lists● Discussions
Select student-based broadcast e-mails — such as cluster, Student Events, Student Bulletin, Marketplace, Real Estate and Book lists — display in the Discussions section of the Community site.
• Student BooksFor textbook buy or sell announcements [email protected]
• Student MarketplaceFor buy or sell (other than apartments or books) [email protected]
• Student Real EstateFor housing announcements [email protected]
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Student Email Lists● Student Events
Reserved for student club event announcements only. E-mails from individual students not associated with student clubs should be directed to Student Marketplace. [email protected]
● Student Bulletin This list is for student clubs, interest groups, and other recognized organizations to broadcast news and announcements to the entire student body. Examples of this are study tours, competitions, ticket sales, fundraisers, etc.
Note that election-related announcements are no longer permitted. Candidates should be recruited from the membership only. Election results will be disseminated by the GBA weekly during the designated election period (please email [email protected]).
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Club WebsiteClub Websites serve as theface of your club to external audiences
● It must be kept up-to-date
● Your login and password should be passed down through previous club officers (ask them now before they graduate). If you need to reset the password, please reach out to ITG Student Support ([email protected]).
● The rest is up to you
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Website Policies
Your Club on the WWW• The Student Services website
− Your club description, a list of officers, and a link to your club website are listed on this site for the world to see (http://www4.gsb.columbia.edu/students/mba/beyond/orgs-list)
− The info on this site feeds from Groups Management• Your Club must be up to date in the system by May 1 • Please note that new AVP’s should not be marked as “owners” until
their second semester
• Club Website (http://www0.gsb.columbia.edu/students/organizations/YOUR-CLUB’S-NAME/)
– Serves as the face of your club to external audiences– Must be up to date or we will not link it to the Student Services site– If your club does not have a website you will need to request and obtain
approval from OSA. Please e-mail OSA at [email protected] and copy Student Support at [email protected]
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Qualtrics Survey Tool
• Qualtrics is a full-featured survey and polling application
• Leader in academic and corporate institutions• Accessible to all constituents at no-cost while at the School and post-graduation
• Widely used in School courses • Lifetime unrestricted use as long as it is used for academic applications
• Visit http://columbia.qualtrics.com to create account
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Important Steps to Take Now
● Transition with outgoing Officers– BettyBlue passwords– FTP passwords (for club website)
● In Groups Management (by May 1)– Make sure officers are owners and officers’ titles and
terms of office are set correctly– Ensure club description and constitution are up to date
● Your Website– Decide if you will have one– Updates must be complete by May 1 – Outdated Websites will be removed after May 1
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Policies● 2nd year students must remain as primary contacts for the
administration and external constituents
● AVPs should not be granted access to EMS and should not be listed as an officer in Groups Management in their first semester
● Outgoing board members are responsible for updating the new board in Groups Management
● All fall event requests for club programming involving external speakers or companies are due in EMS on Sept. 30th
● Career and alumni programming must be discussed with the appropriate administrative office before approval in EMS
● All club lists must be moderated by the president or a designee from the club.
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Getting Help
● Office of Student Affairs ([email protected]) can help with:- Groups Management (manage dues and your club’s membership)- EMS (set up event, request room, manage registrations)- FormBuilder (form set up, usage)- Bettyblue (update your mailing, questions of moderation)- Qualtrics (usage)- Website (commissioning developers, branding)
● ITG Student Support ([email protected]) can help with:- Groups Management / EMS (establish a new club, access and
technical issues)- FormBuilder (200+ submissions downloads, technical support)- Bettyblue (new club account, technical issues)- Qualtrics (student-body roster, tech support liaison)- Website space, FTP access (new club set up, forwarding)
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Thank you for coming and we wish you success in your new position!