HELP YOUR ORGANIZATION FIND A FRESH APPROACH TO CAMPUS EVENTS, ORGANIZATION AND MEETING MANAGEMENT AND MORE!
What is Brainstorming?
Brainstorming is a way to compile a list of ideas on a specific subject and encourage greater involvement of members.
Benefits of Brainstorming
- Documents what a group knows collectively.
- Creativity is stimulated.
- Everyone gets involved.
How to Brainstorm
- Leader reviews/clarifies the subject.
- Set a time limit.
- Take turns offering ideas.
- Leader records each idea on a board, while a recorder writes them down.
- Emphasis is on quantity of ideas.
- Procedure continues until participants run out of ideas.
- Leader concludes session by asking for last thoughts before moving on.
- Allow all participants an opportunity to share their ideas
- Discuss points in question.
- Combine duplicate ideas.
HELP IMPROVE YOUR ORGANIZATION'S MEETING ATTENDANCE WITH FOOD AND BEVERAGE!
- Food for all events and meetings needs to be ordered from Catering in accordance with the University contract. Exemptions may be granted upon request. A written warning and/or loss of University recognition may occur upon policy violation.
- Make your room reservation via EMS Web. For The Den, University Ballroom and Main Place contact Reservations at the Student Center Campus Concierge first to make your reservation.
- A copy of the catering reservation confirmation will be sent to Student Engagement & Connection for approval.
If catering is being paid for with Private Account money, then:
- Check the account (before the event) to make sure there is enough money to cover the bill.
- After the event the bill will be sent to Student Engagement & Connection which will process a Check Request from the organization’s Private Account to pay the bill.
If the catering is being paid with Segregated Fee money, then:
- Submit a copy of the promotion to Student Engagement & Connection prior to the date of the event.
- Advertisement/marketing must state “free food”, or that refreshments or meals are provided.
- Submit a list of event attendees to the Student Engagement & Connection within 48 hours following the event.
- After the event the bill will be sent to Student Engagement & Connection for approval.
- All catering charges will be paid for out of the organization’s Private Account if the paperwork is not in order.
If problems were encountered with the catering event:
- Speak with the Catering Director immediately to resolve any issues. Catering invoices within one week of the event, so it is important to resolve problems in a timely manner
For more info:
Or Contact the Following for Assistance:
- Reservations EMS Web (24/7 on-line access)
- For The Den, Main Place, University Ballroom call Reservations Ph: 595-2307 or firstname.lastname@example.org
- Student Engagement & Connection Student Center, L104 Ph: 595-2278 or email@example.com
- Catering Manager Student Center, 209 Ph: 595-2346 Catering@uwp.edu
THE UTILIZATION OF COPYRIGHTED WORK MUST MEET THE FAIR USE EXCEPTION. FAIR USE IS A LIMITATION AND EXCEPTION TO THE EXCLUSIVE RIGHT GRANTED BY COPYRIGHT LAW TO THE AUTHOR OF A CREATIVE WORK.
- Copyright laws in the U.S. protect works even if they are not registered with the U.S. Copyright Office and even if they do not carry the copyright symbol (©)
- Copyrighted works may be in print, video, electronic or digital form and include, but are not limited to, books, magazines, newspapers, printed articles from publications, TV and radio programs, DVD’s, music performances, photographs, databases and World Wide Web pages.
- Anyone wishing to exhibit a motion picture must produce factual information as to where the license was obtained. Willful infringement is a federal crime. Not only is the sponsoring group responsible, but the University itself. Since colleges and universities are the most frequent violators they are closely monitored
The UW System has negotiated System-wide licenses with ASCAP (American Society of Composers, Authors and Publishers), BMI (Broadcast Music Inc.), and SESAC (Society of European Stage Authors and Composers), which are organizations that represent their member composers and music publishers in the licensing of non-dramatic music performing rights in musical compositions.
The ASCAP, BMI and SESAC licenses also do not cover synchronizing sound recordings with video images in any medium such as on a DVD or on a website. Synchronizing copyrighted music to video images requires a separate synchronization license which can be costly and difficult to obtain. In these situations it may be more efficient and cost-effective to use “cleared music” which is available from a variety of providers for free or a small fee.
MOTION PICTURE VIEWING POLICY
There are two options available for showing a motion picture on the UW-Parkside campus.
- Option One: Obtain a Public Performance License for the film to be exhibited. Speak with Campus Activities & Engagement to obtain this license.
CREATIVE SERVICES ORDERING INFORMATION
NEED HELP ORDERING PROMOTIONAL MATERIALS?
CREATIVE SERVICES STUDENT WORK ORDER PROCEDURE
1. To place an order for printed materials related to student organization business, go to https://www.uwp.edu/explore/offices/creativeservices/ and use the “Student Organization Store Front” link.
2. Log in using your organization’s e-mail and the password assigned to your organization’s Creative Services account. See Student Engagement & Connection to obtain the password.
3. Select the type of printing you need, select quantity and size, and upload your image as a PDF.
4. Name the job (makes it easy to distinguished between orders).
5. Click “Add to Cart” and then “Proceed to Checkout.”
6. Provide a contact name and number.
7. For organizations with segregated fee accounts, the order will be directly charged back to the account. For all other organizations, the order will be invoiced to the private account. If you wish to pay cash, please type “cash” in the chargeback box.
8. Click “Place Your Order.”
9. Correspondence from Creative Services will be directed to your organization’s e-mail.
- Organization Tip: Marketing and Promotion Design (for guidelines and tips on designing and displaying promotion)
REMEMBER: YOU DO NOT NEED TO DO EVERYTHING ALL THE TIME FOR YOUR ORGANIZATION
Delegation is giving others the authority to act on your behalf, accompanied with responsibility and accountability for results.
Benefits of Delegation
- Get rid of unnecessary stress by sharing the load
- Members become more involved and committed
- Members develop their own leadership skills and are prepared to take on increasing levels of responsibility
Effective Delegation occurs when a leader matches a member’s interest and capability with an appropriate task to be accomplished
Involves 3 Skills:
- Trust- you must believe in the people you delegate to
- Honesty- you must be honest about your expectations of others
- Communication- you must clearly articulate what needs to be done
Eight Rules for Delegating Authority:
1. Choose the appropriate person for the job.
2. Share the “big picture” – how will the task contribute to the larger project?
3. Discuss ideas and set goals collectively
4. Define responsibilities
5. Articulate how you will provide help and support
6. Let go and let them do their job!
7. Follow-up with them
8. Evaluate delegation process and lay out improvements for next year
ELEMENTS OF A CONSTITUTION
A CONSTITUTION IS A TOOL TO HELP AN ORGANIZATION AND IT'S MEMBERS UNDERSTAND HOW THEY WILL GOVERN THEMSELVES.
- To give you and your members a shared sense of how things work in the organization
- To provide consistent organizational leader ship, as it will be passed on to future officers
What Should a Constitution Include?
A constitution ought to be clearly understood by anyone reading it. He or she should be able to answer the following kinds of questions upon reading it:
- What is the name and purpose of this group?
- Who can be members and what are their rights and responsibilities?
- Who can be officers and what are their duties?
- Generally, when and how are members and officers selected or re-elected?
- If the need arises, how are officers or members removed? • How are meetings called and how are they run?
- Will there be standing committees? How will they be established and what are their duties?
- Are there Bylaws or operating procedures?
- How can the constitution, Bylaws and operating procedures be amended?
Important Terms Defined
Quorum- minimum number of members that must be present in order to conduct business.
- Ex. one-third, one-half, two-thirds, etc. of total membership
- Define a quorum to hold meetings, take votes, elect officers, etc (can vary depending on business taking place)
Parliamentary Authority – a system of maintaining order within organizations that provides an approved and uniform method of conducting meetings.
- A document that further defines the Constitution and provides detailed procedures a group must follow to conduct business in an orderly manner.
- Can be changed more easily as the needs of the organization change
- Most organizations do not need bylaws. Use bylaws if there is more than one area that would change each year (ex. meeting times, appointed officers, election procedures, etc)
Reviewing and Revising the Constitution
Writing or reviewing your group's constitution is a great opportunity to refine your mission, officer responsibilities, meeting rules, and membership requirements.
- Revisions must be approved by the organization in the manner described in the Constitution
- The United States’ Constitution has aver aged an amendment every decade, so if you are changing yours every year, you may be getting into too much detail
When should it be done?
- When questions arise about the activities or mission of the group
- With outgoing and incoming officers each year, or as changes occur within the organization
All Constitutions of recognized student organizations must be in compliance with related policies outlined in the Student Organization and Advisor Handbook, including:
- There must be at least four officer positions held by UW-Parkside students
- Officers must maintain a minimum cumulative GPA of 2.25 and be in good academic standing, and are required to take a minimum of 6 non-audit credits at UW-Parkside
- Non-discrimination Policy: organization is open to all UW-Parkside students, and does not discriminate on the basis of sexual orientation, ethnicity, gender, age, disability, or any other such factors.
FORMING A NEW ORGANIZATION
ALL ACTIVE STUDENT ORGANIZATIONS NEED TO RECEIVE UNIVERSITY RECOGNITION IN ORDER TO TAKE ADVANTAGE OF STUDENT ORGANIZATION PRIVILEGES AND TO OPERATE ON CAMPUS.
The Process — Only Three Steps!!
Step 1- Meet with the Campus Activities Specialist in Student Engagement and Connection. Office located at Student Center L104, x2278. Email: firstname.lastname@example.org
Before this meeting, you should:
- Draft a mission statement, including organization goals and purpose, as well as intended activities.
- Review the student org list webpage and browse existing student organizations to make sure there isn’t a similar organization that is already active.
- Recruit three additional members for the organization.
During this meeting, you will:
- Review the intended purpose and mission.
- Review the requirements for and privileges of University Recognition.
- Discuss a recruitment plan to grow your organization
Step 2- Complete the Organization Registration process.
As part of this process, you will be prompted to:
- List the date of your next officer elections.
- Provide SEC new or updated Constitution and Bylaws. (See Constitution Construction Guide for assistance.)
- Turn in an updated roster consisting of at least four executive board members, a faculty/staff advisor, and at two primary points of contact.
Step 3- Submit the following forms:
- A Private Account Authorization Form
- Complete Organization Profile and update your organizations webpage with meeting dates and times.
- Complete mandatory Risk & Liability Training on Canvas
- Once all requirements are completed, you will receive an e-mail confirming the organization’s Recognition.
- In order to maintain Recognition, the aforementioned requirements must be completed annually in October (exact date set by Student Engagement and Connection).
What Happens Next:
- Once Recognized, your organization will receive all privileges of University Recognition (see back).
- Your organization will receive a code to make copies in the Student Involvement Center (SIC).
Privileges of University Recognition include (but are not limited to):
- Organization assistance and resources
- University risk and liability coverage for organization business. Being able to promote events and the organization on campus. Space reservation priorities and special rates.
- Financial management assistance and services.
- Entertainment and service assistance.
- Travel assistance and use of state contract vehicles.
- Use of Student Involvement Center and its resources.
- Use of phones and mailing address for University business. Fundraising and raffle opportunities.
- Use of printing and graphic design, and mail services.
- Use of UW-Parkside logo.
For more information:
- Student Organization & Advisor Handbook (policies and procedures related to student organizations)
- Fundraising Manual for Student Organizations
- Organization Tips (huge variety of topics from A-Z)
FEELING UNMOTIVATED OR LACKING DIRECTION ?
- Is something you would like to achieve
- provides direction with the intent of improving performance
- clarify and communicate what you are striving for
Goals Should be SMART
- Specific – You must be able to describe/envision it.
- Measurable – are you able to demonstrate how you met the goal?
- Achievable – is your goal within reach?
- Relevant – how does your goals align to your objectives?
- Timely – The goal must be set within a timeframe, and be aligned with specific deadlines.
The Goal Setting Process
- Have a plan and a way to get there. What is your goal? What specific things are you going to do to reach it? By when?
- Have a way to check your progress. How will you know if your goal is working? When will check in with yourself?
- Have a way to hold yourself accountable. What will happen if you don't do what you promised yourself you'd do? What will you change?
- Have a way to adapt to change. What will you do to adjust to change or when things don’t go as planned?
- Have rewards built in along the way. Don't forget to reward yourself for reaching mini- goals along the way to reaching your big goals!
MAKE MEETINGS MORE EXCITING
MEMBERS SLEEPING IN MEETINGS? ATTENDANCE DOWN? MORE QUESTIONS THAN ANSWERS?
Ideas to wake up any Meeting
- Start each meeting with an ice breaker.
- Make the meeting’s purpose specific.
- Skip meetings that don’t require Interaction (use email etc.)
- Rotate meeting roles.
- Create a sense of urgency by keeping the time tight.
- Create silly rituals such as ringing a bell when somebody says something that’s not pertinent to the meeting’s purpose.
Common Goals of Meetings
- EXCHANGE information
- SOLVE problems
- MAKE decisions
- SHARE concerns
- EXPLAIN issues
- HAVE FUN!
For more information stop by the Student Engagement and Connection office SCTR L104
PROMO DESIGN GUIDELINES
UW-Parkside’s Campus Policy on Posting Promotional Material
1. Promotions 8.5” x 14” or smaller can be hung on bulletin boards.
2. Promotions 8.5” x 14” and 11" x 17", may be hung on posting strips
3. Banners must be larger than 3’ x 6’. They must be hung by Student Activities in one of three designated spots.
4. All posters or flyers must clearly indicate the university organization that is sponsoring the event (“Sponsored by” or “Presented By”).
5. Student organizations, academic departments, faculty and staff may post on the classroom bulletin boards (25 boards). No size restriction needed.
6. Public posting bulletin boards are designated as For Sale, Rides/Riders Wanted, and Public Notices boards. Postings are located at:
- Parkside Student Center: ground level next to Studio Parkside.
- Wyllie Hall: on the concourse across from Women’s Center
- Molinaro Hall: ground level underneath the Bridge
7. Posters and flyers may not be attached to windows, doors, floors, trees, display cases or any other part of the University grounds. No posters or flyers are to be strewn about the main concourse on the furniture or floors.
8. No type of publicity material is to be placed within eight feet of all framed pictures, plaques and sculptures.
- Material which could be considered as racially, sexually, or otherwise offensive, may not be posted.
- Material which implies the use or abuse of alcohol or drugs will not be approved.
- Bulletin Boards may be used for posting information if it is of general interest to the campus community.
- All posters and flyers placed in unauthorized locations will be taken down.
- Due to limited space, the University reserves the right to limit the distribution of any and all promotion materials.
Promo Do’s and Don't's
- Do: Include the current UW-Parkside logo on all promotion material. If you are sending your promo to print at Creative Services, they will not print without it!
- Don’t: Change the UW-Parkside logo in any way! Do not rotate, flip, scale, crop, add effects, etc. to the logo. You may change the color, but only to black, white, or forest/dark green (Pantone PMS 3435). Do: If food will be provided, and will be paid for by 128 funds, posters must reflect that fact.
- Do: Make your own promotion in the Student Involvement Center Promotions Room (SCTR L101).
- Don’t: Leave your mess for others to clean up! If you use the Promotion Room, put away and return the things you use.
- Do: Use Creative Services for your poster, flyer, and printing needs. If you have questions, go online to: www.uwp.edu/departments/creative.services/ Do: Talk to the student organization Graphic Designer for help and designs (SCTR L104). If you have questions on what your promo needs or making promo
- Don’t: Wait until the last minute to request promo! The student organization Graphic Designer is a busy student just like you, and may have other projects to work on. Creative Services needs at least 48 hours for print orders to be completed. Plan your promotion to be completed and printed at least 1 week before the event.
- Do: Rent Bridge windows and tables on EMS Web.
- Do: Create promo for the Student Center digital screens. E-mail a 1280px by 720px .jpg image to Student Activities at email@example.com
- Do: Open a Promotion Director position in your organization. Recruit new members who enjoy creative design to make original and eye catching promo.
Best Practices in Format/Design
- Do: Use color sparingly.
- Don’t: Use too many fonts.
- Do: Proofread. Have a second person read your work before publishing.
- Do: Double check all promo to make sure it includes the date, time, location, and sponsored by.
- Don’t: Use copyrighted images or other logos without permission! Abide by copyright laws!
For more information:
- Complete Campus Posting Policy (available in Student Organization and Advisor handbook)
- Copyright Policy Organization Tip
- UW-P Creative services website: creative.uwp.edu/category
RECRUITING NEW MEMBERS
RECRUITING | MOTIVATING | RETAINING
Recruiting New Members
- Have a reason for their involvement
- Keep your organization’s goals and purpose in mind
- Attend the Involvement fair
- Have a mission statement
Retaining New Members
- Make new members feel welcome
- Know and use everyone’s name
- Discourage cliques
- Give new members some direction ask for their input
- Create opportunities for members to share
- Give responsibility to others
- Communicate and listen effectively
- Praise efforts of others
- Give attention to the individual
- Match abilities to tasks
- Build on achievements and all successes
- Involve them in the decision-making process
TOGETHER EVERYONE ACHIEVES MORE
Techniques For Improving Teamwork
- Establish team goals with all team members.
- Organize and plan for the future.
- Take time to get to know members.
- Build a motivating environment.
- Lead and work with a positive attitude.
- Share a commitment with one another to do your best.
- Open up communication lines.
- Build a sense of trust and belonging in the team.
- Encourage new ideas.
- Support all members.
- Everyone is involved through some role.
- Continue to strive to be the best team possible.
- Think of the possibilities, not limitations.
- Reward and celebrate together
Team Evaluation ~ How are You Doing?
0-Never, 1-Rarely, 2-Sometimes, 3-Often, 4-Usually, 5-Always
___ Goals are established and clear to all
___ There is honesty and openness
___ All members feel part of the team
___ Relationships of trust exist
___ Members are free to be themselves
___ Members are actively involved
___ Members hold a positive attitude
___ Decision-making is a group activity
___ Members do their best for the team
___ Members take pride in the team
___ The team recognizes and rewards
SO MANY THINGS TO DO, SO LITTLE TIME!
7 Practical Time management Tips for College Students
1. Wake up an hour earlier
2. Set reminders
3. Be Organized
4. Do a little every day
5. Set priorities
6. Don’t take on more than you can do
7. Know when you’re wasting time
If you follow these basic time management tips and improve your organizational skills, they become a habit over the rest of your life.