Hendrix College Organization Event Summary & Evaluation Form 2002-2003
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2002-2003 Student Organization Manual A guidebook to organizational issues, concerns, and activities. Hendrix College Conway, Arkansas Prepared by the Office of Student Activities ON BEING A LEADER Leader, if you want my loyalty, interest, and best efforts as a group member, you must take in to account the fact that: 1) I need a sense of BELONGING a) A feeling that no one objects to my presence; b) A feeling that I am sincerely welcome; c) A feeling that I am honestly needed for my total self, not just for my hands, my money, or my time. 2) I need to have a share in PLANNING THE GROUP GOALS. My need will be satisfied only I feel that my ideas have had a fair hearing. 3) I need to feel that the GOALS ARE WITHIN REACH and that they make sense to me. 4) I need to feel that what I’m doing CONTRIBUTES TO HUMAN WELFARE, that its value extends beyond the group itself at some time. 5) I need to share in MAKING THE RULES OF THE GROUP, the rules by which together we shall live and work toward our goals. 6) I need to know in some clear detail WHAT IS EXPECTED OF ME so that I can work confidently. 7) I need to have RESPONSIBILITIES THAT CHALLENGE, that are within the range of my ability, and that contribute toward reaching our goals. 8) I need to SEE THAT PORGRESS IS BEING MADE toward the goals WE have set. 9) I need to have confidence in our leader, confidence based upon ASSURANCE OF CONSISTENT FAIR TREATMENT, OF RECOGNITION WHEN IT IS DUE, AND TRUST THAT LOYALTY WILL BRING INCREASED SECURITY. 10) In brief, the situation in which I find myself must make sense to me regardless of how much sense it makes to the leader. Adapted from the Student Organization Handbook 2001-2002 Southwestern University Thank you for taking on an important leadership role within your organization! Thank you for striving toward and encouraging excellence! Thank you for being a risk taker, innovator, listener, organizer, and champion! Thank you for caring, for having fun, and for keeping a sense of humor! Thank you for your part in making the Hendrix Experience a fantastic one! Of course, as you are reading this manual, thank you for investing time and taking advantage of opportunities to better accomplish all of those things! The following pages are a collection of guidelines, policies, recommendations, and tips to benefit your organization. The manual is designed as a resource, a tool for your benefit. We hope you will browse the contents and become familiar with them. We hope you will read the contents for information, reassurance, and renewal of organizational spirit. Most importantly, we hope you will make use of the manual throughout the year as you encounter questions, problems, challenges, and new directions. Wise men don’t need advice. Fools won’t take it --Benjamin Franklin May this guide help in your endeavors, and may your endeavors lead to wisdom. Sincerely, Dave Wagner Jamey Campbell Help us help you! Please keep in touch with any comments or suggestions you have about this manual or Student Activities! TABLE OF CONTENTS Student Organization Registration page 1 Organization Privileges and Services page 1 Organization Responsibilities Travel, Retreats, Conferences page 2 Student Responsibilities in Organizations page 2 Organization Advisors Advisor Roles and Responsibilities page 3 Constructing a Constitution page 6 Making Your Organization Work Membership Recruitment Membership Motivation page 7 Group Goals: Why Do You Need Them? Goals Action Plans page 9 Delegation: How Can I Learn To Delegate? page 10 Running a Meeting Fifteen Meeting Responsibilities of a Group Leader Improve Attendance at Meetings Meeting Agendas page 11 Making a Smooth Officer Transition Transition Should Occur All Year A Smooth Transition Includes page 13 Programming Program Planning page 14 Contract Information and Procedures page 16 ii Legal Release page 16 Registering Events on the Master Calendar Calendar Event Scheduling Guidelines Building Coordinators page 17 The Hendrix Purchasing Process Purchase Orders Reimbursements page 21 Budgeting Hints Money Sources for Organizations page 22 Understanding the Student Senate Budget Process page 23 Fundraising Tips and Ideas When choosing a fundraiser: page 25 Ideas for Campus Fundraisers page 26 Ideas for Community Fundraisers page 27 Campus Publicity and Attention Getters page 27 Other Methods of Publicity page 28 The Leadership Hendrix Program page 29 Student Association Committees page 30 Student Association Representative Councils page 30 Registered Student Organizations page 31 iii APPENDICIES Appendix A Advisor Expectations Worksheet page I Appendix B Constitution of the Hendrix College Student Association page III Bylaws of the Hendrix College Student Senate page V Appendix C Hardin Hall Constitution (Sample Constitution) page XII Appendix D Program Planning Checklist page XV Program Evaluation Form page XVI Hendrix Organization Event Summary and Evaluation Form page XVII Appendix E Hendrix College Legal Release Form page XVIII Appendix F Business Office Purchase Order Request Form page XIX Business Office Payment Request Form page XX iv Student Organization Registration All registered groups and organizations at Hendrix College enjoy the privileges and services listed below. In order to begin the registration process, a letter of intent to register must be filed by the interested student(s) with the Office of Student Activities. The student(s) must also submit a Request for Registration statement with the following information to the Office of Student Activities: 1. Name of the Organization 2. Statement of Purpose 3. Membership Policies 4. Names of Three Student Leaders/Officers 5. Name of Organization's Advisor 6. Current Membership List 7. Constitution The group's information will be submitted to the Committee on Student Life for official registration approval. Members of the group are required to present their information at a meeting of the Committee on Student Life. The Office of Student Activities will officially register the organization upon approval from the Committee on Student Life. The Committee on Student Life acts in an advisory capacity to the Office of Student Affairs. It works in conjunction with this office in establishing and evaluating the various programs involving student activities, including discipline, orientation of new students, student-faculty relations, recreation, residential living, off-campus housing, student government and organizations, student media, health services, and the Campus Center. The committee consists of students and faculty members. In order to keep their registered status, all student organizations must register and provide the Office of Student Activities with a yearly update of all their information, including newly elected officers or contacts. Any changes to the organization constitution must be submitted to the Office of Student Activities. Any changes in advisor also must be submitted to and approved by the Office of Student Activities. Organization Privileges and Services Student organizations at Hendrix College have many privileges and services available to them. Officially registered student organizations may: 1. Use "Hendrix College" in their organizational names; 2. Set up an account through the Business Office and utilize college forms to complete financial transactions; 3. Reserve rooms and equipment through the Master Calendar Coordinator and advertise meetings and events; 4. Apply for Student Activity Fee funding through the Student Senate; and 5. Receive publicity in all Office of Student Activities publications relevant to registered student organizations (example: Student Organization Brochure). 1 In addition to these listed privileges, several services are available to student organizations. The Office of Student Activities sponsors several programs through the "Leadership Hendrix" program and has several resources available for checkout through the Leadership Library. Organization Responsibilities Travel, Retreats, Conferences • Any event, trip, or function of a Hendrix College Student organization is recognized as a College-sanctioned event. • All students are reminded that their behavior while off-campus reflects on themselves, the College, and their organization and further remains responsible to the Code of Conduct as found in the Student Handbook. • As with any expenditure, advisors are expected to approve any purchasing necessary for the trip including lodging, registration, and other expenses using College or organization funds. • It is expected that advisors participate as fully as possible in all trips. If an advisor is unable to attend, he or she would ideally designate a faculty/staff representative to accompany the students. At minimum the advisor must maintain effective contact information for the length of the trip in case of emergency needs either on- campus or on the trip. Student Responsibilities in Organizations Any Hendrix College student has the right to associate freely with on-campus and off-campus organizations without being punished or in any way harassed for this membership or association. All students in an organization, whether registered or unregistered, shall be subject to the rules of the College and of the community as found in the College Handbook. Organizations are free to support causes by orderly means which neither disrupt the regular and essential operation of the institution nor in other ways violate the rules of the College. Students and student organizations are free to examine and discuss all questions of