New Club Presidents Guide
New Club Presidents Guide FAQ Sheets
Table of Contents Creating the Club .......................................................................................................................................... 1 Directing the Club ........................................................................................................................................ 2 Growth and Progression of a Club................................................................................................................ 3 Maintaining a Club ....................................................................................................................................... 4
Creating the Club A. Software Idea for a club – this is the obvious first step that you do just naturally, but it will be a club that you want to start based upon your interests, passions or goals.
Building your core – This is your initial team that you are moving with, it will consist of your presidency and your advisor. Select these people for specific reasons, build a strong team first because this is your foundation.
Recruiting – Now with your core you can start looking for others who share that interest, passion, or goal. Get creative when you’re doing your finding but also stick with what works. A booth in the mall and at club fairs are always excellent sources for finding people interested in your club.
Set a vision – This is where you will decide, with you core team, the direction that you want your club to go in. Will it be a club that is involved in the community? Will it simply exist to get likeminded individuals together? Will it exist to assist you in obtaining your academic and career goals?
Set goals based on your vision – Goals will play a huge part in your club. They are what you will use to gauge where you are and where you are going in your club progression. At this point you will set achievable goals that will help you accomplish your vision.
B. Hardware Visit www.SUUSA.org to get the club handbook and club registration form. 1. Read through the Club Handbook a. Refer to policies #110 - 130 b. Decide what category your organization best fits in (ESO, LSO, USO, GLO, ISC) c. Understand what is required of the category
2. Fill out the registration form. a. A working constitution is needed (it gives your club/organization structure and purpose, along with operating guidelines) 3. Turn in the registration application to Preston Leavitt in the SUUSA offices a. You will receive an e-mail letting you know that your registration has been received and accepted as a registered organization on campus. 4. Meet with Preston Leavitt to discuss your club. a. he is to determine where you will need to go next to get your club "rolling"
Directing the Club
1B
A. Software Becoming familiar with SUU facilities – SUU offers many tools that are at the engaged clubs fingertips, you just need knowledge of whom and what they are. SUUSA is always a great resource for obtaining this knowledge but this is also where your advisor can play a huge part.
Locating Support Network within the School – Remember you’re not alone. There are many clubs here at SUU who will have goals and passions that run parallel to yours. One of the greatest tools you can utilize here in SUU is networking with other clubs to accomplish synonymous goals.
Locating Support Network within the Community – Working with the community is also crucial to your success as a club. Find businesses that are willing to assist your club whether through monetary benefits, product discounts, advertisement, etc.
Hosting Events, Fundraisers, Service Projects, etc. – This is key to creating growth in your club. Your main source of income for your club should be (in most cases) fundraising. Hosting events and service projects is one of the best ways to get the student body to notice your club and will open several doors of opportunity for your club.
Assess your Progress – After you have networked with other clubs, businesses and hosted some events it would be good to take a look at your progress as club. Look at where you were and where you are going. How has your club been able to handle and hold up to events hosted? Where can your club improve? Where can your club grow? These questions are crucial because the answers will help you map out the course your club will follow.
B. Hardware (Link to contacts of Club Presidents)
(Link to letter of good standing and letter of funding request)
To host any on-campus event you must: 1. Refer to the Club Handbook and become familiar with SUUSA expectations refer to the following policies a. Policy #200-240, 260, 300 and 310 2. Visit the Vice President of Student Services office and obtain a reservation request form.
Growth and Progression of a Club A. Software Budgeting – Now more than likely you have been doing this the whole time but now it plays a more crucial role. Hopefully your fundraisers have brought in good cash flow for your club, with these new funds you need a budgeting plan. With this plan you will decide how much will be going towards your next event, t-shirts for your club, your next club trip, etc. It would be unwise to use all the money you fundraised toward one event especially if you want your club to move on to the next year. Think of the future and long term goals when you make your budgeting plan.
Key Members – After your assessment of your club you might have realized that more key members are required (e.g. treasurer, event coordinator, additional VP’s). This could also be a time where you can work with some of your key members and help develop them as leaders and get everyone on the same page as far as club goals are concerned.
Create New Positions – Along with creating more key member positions consider creating positions that aren’t crucial but convenient. Hopefully at this point your club has grown and all needed capacities are filled but in order to maintain attendance and involvement your members need to feel like they are bring something to the table. You can create committees (e.g. event committees), this will allow students who can devote as much time to still be involved and also allow new members to be involved as well.
Think Bigger – It may be a small world after all but your goals don’t have to be small! Always try and build on what you’ve previously accomplished. Try to work with the city on some events, maybe work with performers and host events featuring them, get involved with charity organizations and host events for them. The sky’s the limit when it comes to a clubs potential, you can make big things happen, get creative!
Assess how you have handled your growth –Your club has grown from when you started, you membership has increased, you have more funds and your presence is known at SUU. How have you handled the growth? Can you take more on or did you spread yourself too thin? Big plans are great but if you don’t have the man power or funds it might be best to set the plan for a later date and there is nothing wrong with that. Always be looking at your club’s progress and set new goals to accommodate for your club’s successes and accomplishments.
B. Hardware Read in Club Handbook the procedures for funding and merit money policies #280
Contact SUU Controller to obtain your Club Index 1. for new clubs only, renewing clubs will already have an Index
Fill out Club Purchasing Card form and turn it into the SUU Controller 1. Review policy #281 2. A five minute training is required for all new users upon receiving card 3. Bring receipts back to Director or Asst. Director of Student Leadership
When making changes to Club Leadership print off the Charter form from the SUUSA website and turn into Preston or one of the Club Directors.
Maintaining a Club
3B
A. Software Recruiting - Think of your club as motor engine. It may be running smooth now but the parts of the engine will break down, get old, fall apart and in some cases fail unless you maintain the vehicle. Remember this is college, students graduate, get busy with other activities, leave for other schools and the list goes on. We must be constantly replacing them to maintain the smooth running of our club.
Create new events – Try not to get complacent with your events always try to be productive. Nothing is wrong with hosting a big event each school year but what are you doing in the mean time? How are you keeping your club members involved in your club? Once one event is done try to have another event in mind.
Keep up with meetings – Always have consistent meetings, they are crucial to your clubs progress. Also consider having two types of meetings, a leadership meeting for the core members of your club and a general meeting for the casual members that is more relaxed that can allow them to be informed of what’s going on and allow them to give input.
Have different levels of goal setting – I cannot stress the importance of goal setting enough. But set goals at different levels, such as goals to be met within 3 months, goals to be met within 6 months and goals to be met within the year. Maybe it will be based on financial capabilities, whatever the parameters stratify your goals use smaller goals to help you accomplish the bigger goals.
Find your replacement – You as a president have done a tremendous job and have truly been a leader in that you helped the club receive amazing growth but you’ll be graduating soon and you want to make sure your club continues in the road its heading. There is absolutely nothing wrong with you finding your replacement to present to the club. You know the struggles and stresses of your position better than anyone you will have the greatest input in electing your replacement. Select someone who has the ability to carry on the torch and bring the club to new heights!
B. Hardware RSVP for Club Fairs before the deadline
Any recruiting that necessitates a booth on-campus will require a Reservation Form from the Vice Presidents of Student Involvement Office
Ensure that the VP of Student Leadership and Involvement and Club Directors are aware of your club meetings
Table of Contents Creating the Club .......................................................................................................................................... 1 Directing the Club ........................................................................................................................................ 2 Growth and Progression of a Club................................................................................................................ 3 Maintaining a Club ....................................................................................................................................... 4
Creating the Club A. Software Idea for a club – this is the obvious first step that you do just naturally, but it will be a club that you want to start based upon your interests, passions or goals.
Building your core – This is your initial team that you are moving with, it will consist of your presidency and your advisor. Select these people for specific reasons, build a strong team first because this is your foundation.
Recruiting – Now with your core you can start looking for others who share that interest, passion, or goal. Get creative when you’re doing your finding but also stick with what works. A booth in the mall and at club fairs are always excellent sources for finding people interested in your club.
Set a vision – This is where you will decide, with you core team, the direction that you want your club to go in. Will it be a club that is involved in the community? Will it simply exist to get likeminded individuals together? Will it exist to assist you in obtaining your academic and career goals?
Set goals based on your vision – Goals will play a huge part in your club. They are what you will use to gauge where you are and where you are going in your club progression. At this point you will set achievable goals that will help you accomplish your vision.
B. Hardware Visit www.SUUSA.org to get the club handbook and club registration form. 1. Read through the Club Handbook a. Refer to policies #110 - 130 b. Decide what category your organization best fits in (ESO, LSO, USO, GLO, ISC) c. Understand what is required of the category
2. Fill out the registration form. a. A working constitution is needed (it gives your club/organization structure and purpose, along with operating guidelines) 3. Turn in the registration application to Preston Leavitt in the SUUSA offices a. You will receive an e-mail letting you know that your registration has been received and accepted as a registered organization on campus. 4. Meet with Preston Leavitt to discuss your club. a. he is to determine where you will need to go next to get your club "rolling"
Directing the Club
1B
A. Software Becoming familiar with SUU facilities – SUU offers many tools that are at the engaged clubs fingertips, you just need knowledge of whom and what they are. SUUSA is always a great resource for obtaining this knowledge but this is also where your advisor can play a huge part.
Locating Support Network within the School – Remember you’re not alone. There are many clubs here at SUU who will have goals and passions that run parallel to yours. One of the greatest tools you can utilize here in SUU is networking with other clubs to accomplish synonymous goals.
Locating Support Network within the Community – Working with the community is also crucial to your success as a club. Find businesses that are willing to assist your club whether through monetary benefits, product discounts, advertisement, etc.
Hosting Events, Fundraisers, Service Projects, etc. – This is key to creating growth in your club. Your main source of income for your club should be (in most cases) fundraising. Hosting events and service projects is one of the best ways to get the student body to notice your club and will open several doors of opportunity for your club.
Assess your Progress – After you have networked with other clubs, businesses and hosted some events it would be good to take a look at your progress as club. Look at where you were and where you are going. How has your club been able to handle and hold up to events hosted? Where can your club improve? Where can your club grow? These questions are crucial because the answers will help you map out the course your club will follow.
B. Hardware (Link to contacts of Club Presidents)
(Link to letter of good standing and letter of funding request)
To host any on-campus event you must: 1. Refer to the Club Handbook and become familiar with SUUSA expectations refer to the following policies a. Policy #200-240, 260, 300 and 310 2. Visit the Vice President of Student Services office and obtain a reservation request form.
Growth and Progression of a Club A. Software Budgeting – Now more than likely you have been doing this the whole time but now it plays a more crucial role. Hopefully your fundraisers have brought in good cash flow for your club, with these new funds you need a budgeting plan. With this plan you will decide how much will be going towards your next event, t-shirts for your club, your next club trip, etc. It would be unwise to use all the money you fundraised toward one event especially if you want your club to move on to the next year. Think of the future and long term goals when you make your budgeting plan.
Key Members – After your assessment of your club you might have realized that more key members are required (e.g. treasurer, event coordinator, additional VP’s). This could also be a time where you can work with some of your key members and help develop them as leaders and get everyone on the same page as far as club goals are concerned.
Create New Positions – Along with creating more key member positions consider creating positions that aren’t crucial but convenient. Hopefully at this point your club has grown and all needed capacities are filled but in order to maintain attendance and involvement your members need to feel like they are bring something to the table. You can create committees (e.g. event committees), this will allow students who can devote as much time to still be involved and also allow new members to be involved as well.
Think Bigger – It may be a small world after all but your goals don’t have to be small! Always try and build on what you’ve previously accomplished. Try to work with the city on some events, maybe work with performers and host events featuring them, get involved with charity organizations and host events for them. The sky’s the limit when it comes to a clubs potential, you can make big things happen, get creative!
Assess how you have handled your growth –Your club has grown from when you started, you membership has increased, you have more funds and your presence is known at SUU. How have you handled the growth? Can you take more on or did you spread yourself too thin? Big plans are great but if you don’t have the man power or funds it might be best to set the plan for a later date and there is nothing wrong with that. Always be looking at your club’s progress and set new goals to accommodate for your club’s successes and accomplishments.
B. Hardware Read in Club Handbook the procedures for funding and merit money policies #280
Contact SUU Controller to obtain your Club Index 1. for new clubs only, renewing clubs will already have an Index
Fill out Club Purchasing Card form and turn it into the SUU Controller 1. Review policy #281 2. A five minute training is required for all new users upon receiving card 3. Bring receipts back to Director or Asst. Director of Student Leadership
When making changes to Club Leadership print off the Charter form from the SUUSA website and turn into Preston or one of the Club Directors.
Maintaining a Club
3B
A. Software Recruiting - Think of your club as motor engine. It may be running smooth now but the parts of the engine will break down, get old, fall apart and in some cases fail unless you maintain the vehicle. Remember this is college, students graduate, get busy with other activities, leave for other schools and the list goes on. We must be constantly replacing them to maintain the smooth running of our club.
Create new events – Try not to get complacent with your events always try to be productive. Nothing is wrong with hosting a big event each school year but what are you doing in the mean time? How are you keeping your club members involved in your club? Once one event is done try to have another event in mind.
Keep up with meetings – Always have consistent meetings, they are crucial to your clubs progress. Also consider having two types of meetings, a leadership meeting for the core members of your club and a general meeting for the casual members that is more relaxed that can allow them to be informed of what’s going on and allow them to give input.
Have different levels of goal setting – I cannot stress the importance of goal setting enough. But set goals at different levels, such as goals to be met within 3 months, goals to be met within 6 months and goals to be met within the year. Maybe it will be based on financial capabilities, whatever the parameters stratify your goals use smaller goals to help you accomplish the bigger goals.
Find your replacement – You as a president have done a tremendous job and have truly been a leader in that you helped the club receive amazing growth but you’ll be graduating soon and you want to make sure your club continues in the road its heading. There is absolutely nothing wrong with you finding your replacement to present to the club. You know the struggles and stresses of your position better than anyone you will have the greatest input in electing your replacement. Select someone who has the ability to carry on the torch and bring the club to new heights!
B. Hardware RSVP for Club Fairs before the deadline
Any recruiting that necessitates a booth on-campus will require a Reservation Form from the Vice Presidents of Student Involvement Office
Ensure that the VP of Student Leadership and Involvement and Club Directors are aware of your club meetings
