Organization Resources
When new officers come on board we hope that the previous officers will have trained them and left them information they will need about their job, contacts etc in an Officer Notebook. Ask them questions! Here is a list of important topics of conversation to have with your old officers and/or your adviser.
Office of Student Activities & Invovlement:
- Meet the Coordinator for Organizations. Taylor 205
- Check out the Club House across the hall from OSAI. This is a resource room for clubs. It has paper, copy machines, die cuts, paints and markers and a staff to help you!
- Be familiar with our web site: www.jmu.edu/OSAI At the Organization Resources section you will find all the forms that are needed, a directory of orgs, useful information etc!
Paperwork:
- Annual Registration Form: Due each spring VERY IMPORTANT!! Due date will be announced in the monthly newsletter and emails.
- No - Hazing Form: Due each fall VERY IMPORTANT!! Due date will be announced in the monthly newsletter and emails.
- Constitution: Each org is required to have an updated constitution on file in the OSAI office. The constitution template is on our website and is needed whenever your constitution is changed/revised. Revised constitutions must be submitted to OSAI within 10 days of revisions for approval.
- By Laws: Your organization may have a set of By-Laws (usually established by a parent org) that your organization is required to follow
- Handbook: Some organizations have a handbook for their officers ALL groups should have Officer handbooks that are updated each term and passed to the new officer as a guide and reference.
- Officer Update Form: Due if there are changes in officers during the year (within 10 days).
- Adviser Confirmation Form: Due if there is a change in advisers (within 10 days)
Mail:
- Where is your group's mailbox? Many are on the second floor of Taylor
Bank Accounts:
- EIN Number/TIN Number: This is the number that your group applied for through the IRS in order to open an organization bank account.
- Where is checkbook?
- Signature Cards-this is a card issued by the bank to allow the signatures on it to write checks from the organization's account.
- What Bank?: Many of our clubs have accounts with the on campus CommonWealth One
- Money Accountability Procedures: What procedures are in place to protect your groups' money? Who reports to who, when? Much of this info should be stated in your constitution.
Nuts & Bolts:
- Who is the N&B for your group?
- When does their certification expire?
- When are the next classes offered?- see Events & Conferences
- What reservations does the group have?
- When is "Opening of the Books"?
Fundraising:
- Are there any dates scheduled?
- Do we have a philanthropy?
- Are we signed up for any Convo Clean Up or Athletic Concessions?
Web Sites/Listserv:
- Does your organization have a website or listserv through JMU? What are the addresses?
- Who is the webmaster? Do we need to assign a new contact for the site so we can continue to have access?
Student Org Night:
- Held in the Fall and Spring.
- Did your group sign up? Has it been confirmed?
- What kind of set up for our table do you recommend?
- What are the general rules of SON?
Student Invovlement Directory:
- Yearly publication produced by OSAI.
- Did we get our Annual Form in on time in the spring to be sure we were listed in this book?
Leadership Celebration/The Dolley Awards:
- Annual Spring awards celebration for organizations, advisers and student leaders.
- Have we won one in the past?
- How do we nominate our group?
